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HomeMy WebLinkAboutAgenda - March 20, 2024 School Capital Needs Workgroup for Minutes ORANGE COUNTY BOARD OF COMMISSIONERS CHAPEL HILL-CARRBORO BOARD OF EDUCATION ORANGE COUNTY BOARD OF EDUCATION Capital Needs Work Group March 20, 2024 Meeting— 8:30-10am The Capital Needs Work Group is conducting a Virtual Meeting on March 20, 2024. Members of the Group will participate in the meeting remotely. Attendees: Kirk Vaughn, Bonnie Hauser, Jean Hamilton, Al Ciarochi, Gary Donaldson, Rhonda Rath, Greg Wilder, Dwayne Foster, David Contreras, Rani Dasi, Patrick Florence, Dr Quamesha Whitted Miller, Riza Jenkins, Jamezetta Bedford, Travis Myren, Andre Stewart, Jessica Goodell 1. Welcome—Commissioner Jean Hamilton, Chair of Work Group Introductions Commissioner Hamilton: The County commissioners plan to put a bond on the ballot in November to fund the capital needs of the schools. But the details of how we're going to do it still need to be worked out. The first agenda item will talk about what the plan is and getting to those details. We need to go to the community and talk about all the ways we're going to fund the needs. We need to be clear because we're asking for a tax increase. Today we'll have an overview of where the schools are in their plans. 2. Discussion: Process of Presenting Plan to Community Kirk: Presentation on Bond Sequencing Going over the timeline based on Woolpert Plan C and adjustments we've made to it. We've been working with Woolpert to reconcile the plan with our timeline for the bond outlay. We've also met with staff in both districts. If we continue on the Woolpert trajectory we would use the presented construction timeline. We need to plan to spend within 7 years of the referendum,but we can apply for an extension. We need to work going forward to determine the best mechanism for project management: consultant or building capacity to do it in the school districts. Dwayne: We do have some adjustments to what's been presented here and from Woolpert as we've been working with our board. There are some changes in that regard: from a project standpoint. Al: For us several pressing things came out from the consultant that need to be part of the story: elementary utilization was at 80%which calls on us to consolidate some of our elementary schools. Also very high FCIs for Estes Hills and FPG. We've decided we should abandon FPG. That opened up a door with an inefficiency with our dual language programs at multiple sites. So all of that is in sync. We've been lock step with Woolpert as far as our recommendations.We need to be sure those major maintenance projects are shown everything at once. Whenever we put our major plan out,we need to include everything. So that everyone sees that the work contributes to the overall improvements of our schools and facilities. Commissioner Hamilton: It's important for the county to think about it in terms of what they need to go to the regulators about. But we also need to find a way to have a plan that's understandable to the community. That includes what we're doing for every school. I want whatever we're doing to follow the principles behind Woolpert: educational adequacy and efficiency. This investment is an improvement and I want to see projects that reflect that. We need to have a way for commissioners and schools to agree on what we're doing and why we're doing it. So, given the timeline, how are we going to get there? Is OCS done and ready to present a plan? Dwayne: We are done. Our board signed off on a set of projects related to both bond and capital.These projects will be brought to the County in April. We're ready to do that. Al: We're doing a 2 pronged approach: our CIP with next 2 years we take to our board this week for review and approval. We have discussed consolidation based on high FCI and looking at dual language. We need to go through that process with our board to adopt a scenario. What Kirk has presented is the ideal goal. School consolidation will require a lot of thought and discussion. Late May/June is our target for having all of that finalized. Commissioner Bedford: That's the timeline I'm recalling also. Because of 2 prongs. OCS had corrections. I want to be sure OCS is working with Woolpert on these changes and how it impacts the sequencing.I think things have changed since last time school collaboration met. It's important for us to have an idea of what the changes are. Projects will come to county commissioners to confirm we're doing the project based approach. Dwayne: We can share today. We have not yet circled back with Woolpert and Kirk, which is our plan for the next step. One of the things we wanted to bring related to a new school: whether we're going to identify a new school at K-5 or K-8. Recommend a K-5 school. Some of our anchor projects for the bond: new elementary school, partnership academy kitchen and cafeteria, Brown Elementary Interior Pod Renovation, River Park Elementary Handicap Restroom Addition, Orange High School Ag Connector/Cosmetic Renovations, CTE/EC Upgrades for all schools, District wide fire alarm/intercom upgrades. Addressing adequacy and safety issues with these projects. Looking at full bond project: we have district wide fencing and canopies, addressing needs in HVAC and flooring. When you look at breakdown and being in alignment with Woolpert, addressing educational adequacy needs, we are doing that. Commissioner Hamilton: A question about the transportation center renovations,what is that about? I don't remember this in the Woolpert plan Dwayne: It has major needs from a parking lot standpoint and it's an old facility with bays, etc. that need to be upgraded to provide high quality service for bus transportation. I think it's part of the high priority needs across the district Commissioner Bedford: Is this the facility where mechanics work on both districts buses? Dwayne: No, it's the transportation facility for OCS. I did reach out about the other facility in Chapel Hill, and what the expectation was. It's not the case this time to renovate that space. Andre: We have been working through supplemental deferred maintenance to address our needs in this regard Rani: Can you talk about k-8 vs. K-5? The new elementary school will replace one elementary school or 2? Dwayne: It will replace one of our oldest elementary schools. As far as K- 5 vs. K-8: when you look at it financially,moving towards a K8 we thought that would require a larger site and be more expenses to construct. We would also be needing more facilities for those higher grades. So needs are greater at the elementary level. Bonnie: I want to build on the new elementary school explanation. If you remember Woolpert asked us to do 2 things: build a new elementary school in the western part of the county and consolidate central and Hillsborough elementary to one site. Hillsborough elementary is our year round school. We're not doing either of those projects. People are not comfortable with the enrollment situation to add capacity in the western part of the county. We've made improvements to central so consolidation didn't make sense. Hillsborough elementary would be very expensive to update. Looks like we'll be abandoning the HES campus and then put elementary school in a new location. We're not doing a consolidation. Grady Brown was not targeted by Woolpert for replacement. It has open classrooms that create serious security concerns. A consultant has worked with us to determine how to address this so we've made this a priority in this plan. 19 million in this plan if for that project. Commissioner Hamilton: Thinking about when the plans will come before County Commissioners. In April, will it be a special meeting or during budget session? Commissioner Bedford: In April it would be budget, and districts needed more time to bring project list, and it would be end of May or early June, but that is very flexible. If things have accelerated that'd be great. Al: we've been modeling the schedule that was discussed in collaboration. I would not be ready to present something at our joint meeting without our board having the opportunity to review it and make the decision. We could have it early as May, but not ready for April. 3. County Staff Update: Timeline of Bond and Establishment of Bond Committee Travis: We received the resolutions in February supporting the bond, now we're taking time to review potential adjustments. On April 2nd Gary has prepared the resolution that will establish the bond purpose and set the not to exceed amount. The amount and purpose can't change after that. The projects can. We have the bond education committee forming on April 161h, which is flexible. We have also been working on the ballot questions. We need to include total principal and interest payments and cost per $100 of assessment on the ballot. Board would adopt that at June 41h business meeting. Commissioner Hamilton: The date that raises concern for me is public hearing on bond referendum in May, before we have a plan. We need to come with a lot of clarity about what's going to happen and what the plan looks like. Travis: We would have some flexibility. Could do June 4th or June 18th for public hearing. Al: You have the BOCC approving a funding level. The projects come after that. The way it's scheduled, I could see you doing that. The education we've been doing at parent interest meetings, we've separated it in to those two steps Commissioner Hamilton: Yes and, if there's a lot of folks concerned about the tax implication, I want to be sure we're thinking through being able to have at a public hearing the information that folks may want to hear. I'm inclined to push the public hearing off. Hearing from parents is not hearing from the whole community. Rani: Because we're asking for so much, it'll be important to bring people along and let them see where their interests are represented in this. We need to help the rest of the community see how this improves value. I remember from last time how important it was for folks to understand what was underneath the plans. Bonnie: it's important for our voters to know what they're getting. Gary: There are 3 actions required: we have to do it by end of this fiscal year. Commissioner Bedford: We'll need some preliminary plans to share with the public.Application for bond committee.And budget amendment to fund that committee. We might need to schedule an additional joint meeting to be ready for the public hearing. Have these projects presented. Rani: As long as we have the rough guidelines, it'll be really important to highlight what's being done in all the schools. Could just include the major components at first Commissioner Hamilton: I agree,we should have as much detail by the end of May from both school districts as possible. Knowing there will be adjustments. Bonnie: We're asking voters to approve a 300 million dollar bond,but a 400 million dollar capital plan, and it's the capital investment that's leading the tax increase,not just the bond itself. So I leave it to the County to determine how to present this. The bond projects are locked in, but the other projects have more flexibility. I don't know how that conversation happens with the public but the county will need to think about that. Commissioner Bedford: That's one of the jobs of the bond education committee Travis: we can prioritize this as part of the agenda review for the board meeting Rani: This should focus on what voters are looking at: the bond. Bonnie:We want to be clear,because we're not asking the voters to approve all of this,just the 300 million for the bond Commissioner Hamilton: My view is that it's important to talk about the plan. We hired Woolpert for a lot of money to create a plan. It's important to present to the community the plan, which is more than the bond portion. Obviously we highlight the bond portion but I think community should see the whole scope of this plan. Commissioner Bedford: We need to communicate that these are the plans, but inflation and overruns happen. We do need to explain the additional county funding. I agree with giving voters the whole picture. The education committee hires a consultant who's an expert in communicating this. Rani: I appreciate sharing the breadth of the plan, but we don't typically communicate all details of county funding to the community. Let's be mindful of what we're asking the community to understand, while maintaining transparency. Bonnie: Last time we approved the bond for a set of projects and additional pay as you go came along the way. We still have maintenance needs, we don't have wiggle room. The anchor projects are must dos, the pay go has more flexibility to change timing and priority as we go. Commissioner Bedford: Part of the messaging has to be that our plan incorporates the baseline plan that every school will be safe. The actual referendum doesn't list any projects whatsoever. We want to plan but don't want to overpromise. We didn't do that with the last bond. The community outreach is very important. Rani: We can educate as much as we can,but people will engage when they want to. I want to emphasize that we don't over promise. Commissioner Hamilton: Things may be adjusted with community feedback, and we must be clear on what won't change because it wouldn't align with the principles of this plan. 4. Discussion and Group Next Steps Commissioner Hamilton: We're looking at a meeting on projects on May 21 st,and the County will hold public hearing on bond June 41h,June 18th will be second reading. Bond education committee on April 161h as planned Composition of bond education committee: Last time it was 4 residents chosen through application process. 2 representatives from districts and 2 representatives from Board of county commissioners. Bonnie: I remember having the chamber and other community advocates coming to be representatives Commissioner Bedford: the chamber wasn't part of the committee but did offer space for the meetings. Not officially part of the committee. Al: I had a meeting with Mr. Nelson on Friday last week and he seemed to really embrace supporting the bond and wanting to know how they could help.He has a staff member, I think his name is Ian,who has done this work in past roles. Rani: You'd have to have a 35 person committee if we included all those we need to engage with and we'd be criticized for leaving people out Commissioner Hamilton: who's going to be helpful to be on this bond education committee? If you have thoughts send them to Travis. When it comes before BOCC on the 16th we'll hash out what the committee will look like and then start looking at applicants. Commissioner Bedford: How it will work is that there will be a broadcast out of call for applications,which you can share, and then submissions will be brought to the commissioners. 5. Commissioner Hamilton: Next Meeting is May 15th. We can talk about some of the existing policies that direct school capital investment, get update on bond education committee, update on where we are on the timeline. Also we can talk about the future of this group: should it morph in to something that tracks progress on projects? 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 Kirk Vaughn at kvaughngoran eg coun . nc._ov.