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HomeMy WebLinkAboutAgenda - August 17, 2022 School Capital Needs Workgroup Agenda - with notes ORANGE COUNTY BOARD OF COMMISSIONERS CHAPEL HILL-CARRBORO BOARD OF EDUCATION ORANGE COUNTY BOARD OF EDUCATION Capital Needs Work Group August 17, 2022 Meeting— 8:30-10am Due to current public health concerns, the Capital Needs Work Group is conducting a Virtual Meeting on August 17, 2022. Members of the Group will be participating in the meeting remotely. Attendees: Bonnie Hauser, Rebecca Crawford, Patrick Abele, Gary Donaldson, Jean Hamilton, Jonathan Scott, Rani Dasi, Al Ciarochi,Nick Mincey, Travis Myren, Andre' Stewart, Alan Dorman, Greg Wilder, Kirk Vaughn, Dr.Nyah Hamlett 1. Welcome—Commissioner Jean Hamilton, Chair of Work Group a. Dr. Felder unable to attend and others due to school starting next week b. Change order of agenda to review draft information prior to people leaving meeting 2. Review Draft Final Report a. Jean: does this draft reflect the work we did?Yes i. Any errors or changes in facts? 1. Rani: 3rd paragraph — while the county's contribution per pupil ranks in the state for operating expenses (clarify between operating and capital) 2. Patrick—OC doesn't qualify for some other state capital grants — other districts may have more capital funding outside of the county than OC a. Patrick to send more verbiage about this from his research b. Each school district in the state completes a facility needs assessment to the General Assembly each 5 years. (could be in an appendix or a part of notes) i. https://www.ednc.org/wp- content/uploads/2022/05/2109—B SOP-8—FNS-2020-Report- FINAL-2021-08- 25-275 569m3mz5 fkgkdn0bgbxa j Orawln.pdf 3. Bonnie: clarified that we are a tier 3 county based on county resident income, but that the legislature was exploring ways to unpack counties so that low income areas are not disadvantaged by a Tier designation. a. Recommend Patrick reach out to Greg Meyer or Valerie Foushee to get an update on the tier distinction and how it could help OCS 4. Rani: include in recommendation that the BOCC start considering alternative funding ideas — important the community sees we're making that an ask for the BOCC—current funding structure wouldn 't support the work we're doing—need to start thinking differently (task force to think differently and look at how other districts are looking at other funding) a. Jean — this is part of what we're hoping the consultant to do i. Rani — would like to do some of this work prior to consultant so we don't lose time ii. Gary — Guilford is using tax rate to fund their big capital campaign 1. Bonnie — using tax rate increase and adding quarter cent sales tax (which they didn't historically use — we've already integrated that into our school funding) 2. Renee — agrees with all said so far b. Jean: Schools to complete Table B with school building inventory — please send by 8/19 (both districts agree they can submit by then) c. Jean: Major recommendation is to hire a consultant—have them come up with a plan, timeline to do work i. Travis—is the prioritization a needs based prioritization vs existing method, which is by Average Daily Membership 1. Jean—thinks it should be needs based. We have multiple schools with huge needs and have to shift to accommodate. Consultant should be able to help work through. Schools with worst conditions would be first on the list 2. Rani — could leave that to the discretion of the consultant. Long term planning for buildings could be done differently. Wouldn't want to be too prescriptive. 3. Bonnie — important the consultant be independent. Could put into contract that they are prohibited from doing any future work so no conflict of interest. Also want info about our processes, tools, metrics in addition to actual buildings. Could use FCI (Facility Condition Index) as a metric. 4. Jean — committee/subcommittee would work with county staff to describe what we want from the consultant 5. Renee—Under Recommendations section of the report—should be more clear that the two school systems agree to this—maybe a preamble(county can get the consultant but then schools are on their own to implement the recommendations) — boards will change — this is a JOINT school capital planning endeavor a. Jean—so we need buy-in from the boards. This is a recommendation from our joint committee and then the final report will go to all boards to see if they agree. b. Bonnie —this is the elephant in the room — schools receive money but don't necessarily want the county to dictate how to spend the money. Is there a way to add transparency and metrics without micromanaging?Could the FCI help with transparency? i. Dashboard with shared metrics and standards? c. Bonnie—what do Aland Nick think about micromanaging thoughts? i. Al — both district strategic plans are different, constituencies are different — don't want to be too prescriptive ii. Would be better to have a program manager to prevent internal bias (is a program manager an external party?) 1. The more prescriptive the approach, the less flexibility. 2. Can be some construction standards to get the greatest ROI a. Who is reviewing everyone's plans to prevent scope creep? iii. Alan — for OC facilities (about —45) — just having a facility assessment for each facility isn't enough (also need costs to keep up,what is the use of the building and how does it fit into county program needs) — we use that when deciding what to do about county facilities iv. Rani — agree with collaborative planning — especially for HVAC replacements — can we use economies of scale in purchasing/contracting? 1. Also important to allow districts to have flexibility to meet local needs v. Al — Knowing OC is the pass through — there could be joint RFPs for certain bids such as all facilities to have solar arrays (in each CIP but use single company that manages that and keeps to agreed upon standards) 1. OC happy to be a part of that vi. Nick — after finishing a large project at Orange High(converted to geothermal while school was in full function) — his biggest concern about the report is extra swing space 1. Able to push through a ton of projects already funded but don't have enough swing space 2. Lots happening behind the scenes that no one will see — would like to start making it more clear what accomplishing 3. Having an entire school to relocate if could renovate an entire school — Wake does it (could use Cedar Grove Elementary/Community Center) vii. Andre echoes the need for swing space (single structure could be jointly used by both districts) viii. Renee — various individuals have wanted this discussion for years but this is the first time all three entities are moving forward with a joint effort and we should recognize that milestone — doing this now with county buildings so have an outlook for planning in advance ix. Rani — supports Renee's comments—would like to include in the report that the task force sees value in collaborating and communicating about these efforts x. Renee — add into an appendix about the FCI and other examples of deliverables? 1. Jean says maybe we add this in a future iteration of the report d. Jean—do we want to include any pictures in the appendix of the final report? i. Al — agrees. When speaking with parents about experiences in newer schools, they don't know the condition of the older schools. It helps with recognition, especially for those that don't have time to read a comprehensive report 1. Consensus from the group to add pictures — schools send pictures to Rebecca by 8/19 (Good, bad, and ugly) a. Andre' requests until 8/26—Nick agrees i. Could take pictures as facility teams are opening schools over next week b. Al — overall pictures of school, classroom, library, cafeteria, mechanical systems, etc.?Yes. e. Bonnie—any issues that haven't already been discussed? i. Nick — have some schools that aren't sufficient for current learning(lucky to have Cedar Ridge and it could be helpful for the consultant to look at the breakout areas and other space usage at that school) ii. Renee — still should consider Pre-K, especially with space needs, OC residents living in Mebane and impact on space f. Next draft of report (except for pictures) out to group by 8/23 and ready to go on 8/31 i. Renee—bring to a work session(9/13)to be discussed 1. Discuss at collaboration meeting on 9/29? Could all potentially vote at later joint meeting? Will know more after the work session a. Deon recommends this approach — Renee, Deon, and Will can meet to discuss and propose ii. Bonnie —to OCS meeting on 8/30? Will most likely be later in September 1. Should we include a joint resolution for each entity to vote on? a. Jean- Approval to hire a joint consultant iii. Rani — could we delay the final draft of the report until the pictures are added? (9/15 is first CHCCS BOE meeting) 1. Jean clarified the draft on 8/23 is just for the work group to make sure narrative is correct. Then will go out to boards 2. When will final draft go out to get on school board agendas? 3. Renee—how much$ are we talking,which fiscal year would it hit? a. Travis — would do RFQs to get idea of cost b. Gary need a clearly defined scope i. Renee — boards will want a general scope and timeline for when we want the consultant on board and work to take effect (is this for the 2023-24 budget cycle or beyond that?)—in abstracts? ii. Rani — agrees about a general scope, general cost, timeline 3. Orange County Unified Development Ordinance (UDO) School Design Standards a. Jean—want to point out this is what is on the books and the work was done in collaboration but a while ago. This group will need to discuss if we need to draft new standards. b. Should review state standards 4. Discussion and Next Steps a. Jean — discuss scope of work and timeline at next meeting to have ready for the 9/29 collaboration meeting 5. Next Meeting is Wednesday, September 21, 2022 Adjourn Capital Needs Work Group virtual meetings are open to the public to attend remotely. Should any member of the public wish to view this meeting, please click the following link to register: Capital Needs Workgroup Registration Link After registering, you will receive a follow-up email which will allow you to access and view the meeting. If you have any comments or questions, would like to submit any written comments to the group, or would like an emailed copy of the entire agenda package for this meeting, please email Rebecca Crawford at rcrawfordkoran_eg coun . nc.gov before 3:00 pm on August 16, 2022