Capital Project PlanningBoard of Education Update

June 19, 2018

Overview● Why a Capital Project now?

● Project Timeline

● Buildings & Grounds Committee

● Capital Project Planning (CPP) Committee Goals

● CPP Committee Makeup

● Our Strategic Partners

● CPP Committee Process

● Scope of Work

● Next Steps

Why plan a Capital Project now?The District has real needs

• Addressing aging facility infrastructure needs

• Safety and Security Improvements

• HVAC needs

• Improving academic spaces for flexible learning and new technology

• Paving/Sidewalk projects

• Addressing storage needs

Within the tax levy cap, the General fund budget cannot support these big ticket expenditures

Why plan a Capital Project now?

Plan Capital Projects to align debt payments - reduce budgetary and tax rate impact

● In 2022-23 debt payments drop by $1.2 million● Utilize Bond Anticipation Notes (BAN) during project

construction (interest and minimal principal payments) until then

● Align borrowing with construction phasesBorrowing costs are still relatively low: ~3% - 3.5%

Why plan a Capital Project now?Results from the School Quality and Climate Survey – Priority Rank

Parents Community Staff Students

Safety and Security 1 1 1 1

Repair and Upgrade Facilities 2 2 2 3

Modern and Flexible Learning

Spaces

3 3 3 2

Sustainability and Energy

Efficiency

4 4 4 5

Athletic Facilities 5 5 5 4

Project Timeline (Leading to Community Vote)

May -June ● Held committee meetings to define scope of work; May 2, May 9, May 21, June 6

July - August ● Preliminary concept sketches based on committee work● Review cost estimates for scope of work● Prioritize projects● Determine inclusion and project budget - Finalize scope of work● Presentation to BOE

September - November● BOE determines final scope of work and referendum amount● Community Forum(s)● SEQRA process● BOE resolutions● Vote preparation/legal notices

November - December● Community vote

January 2019 - December 2019● H2M prepares construction documents

January 2020 - October 2020● State Education Department (SED) reviews, approves and issues building permits

November 2020 - March 2021● Bidding and Awards

June 2021● Large-scale construction starts

Some smaller projects might be able to begin in Summer 2019 and 2020. ● Less involved construction documents and/or SED review required● Fast track process for SED if available

Project Timeline (After the Successful Vote)

Buildings & Grounds Committee

● RFP and selection of Architect and Construction Management firms

● Formed larger planning committee

● Reviewed Building Condition Survey and Facilities Plan

● Defined Preliminary Considerations and Needs

○ Academic/Student/Staff

○ Storage/Protection of Resources

○ Facility Maintenance/Infrastructure

○ Energy Efficiency/HVAC

○ Paving/Sidewalks

○ Safety & Security

● Review scope identified by CPP Committee to make recommendations to full Board

Capital Project Planning Committee Goals

The Committee is an Advisory Committee that will make recommendations to the Buildings and Grounds Committee who in turn will make recommendations to the Board of Education

● Gather stakeholder input

● Contribute to list of needs/scope of work○ Overall and for school/group each member represents

● Evaluate and assist in prioritizing scope of work

Capital Project Planning Committee Makeup

Cross section of stakeholders plus strategic advisors

● Board of Education members (B&G committee)

● Administration - Supt, Asst Supts, Principals, Director of Facilities

● IFA representatives from each school

● CSEA representatives - Clerical/Aides, Custodial units

● Community representatives - each school, PTSA

● Strategic Partners - architect, construction management, security and technology consultants

Strategic PartnersArchitect: H2M Architects and Engineers

● Experience with multiple school districts, including Bedford, Briarcliff, Greenburgh, Harrison, Hastings, Mt. Pleasant, Pleasantville, Pocantico Hills, Tarrytown, White Plains and many Long Island districts

● Emphasis on “teamwork, communication and working with our clients to meet their needs and expectations resulting in creative, well coordinated, functional and at times flexible spaces”

● Michael Messinger & Veronica Byrnes - lead architects; Megan O’Grady – staff designer

● Firm has engineering divisions for mechanical, electrical, HVAC, plumbing, structural, civil, water resource and environmental

Strategic PartnersConstruction Management: Triton Construction

● Previous work in multiple school districts, including Brewster, Byram Hills, Mamaroneck, White Plains, Hastings, Somers, Pearl River

● Provide “effective management systems and controls, experienced and dedicated staff and a solid record of quality, on-time and within-budget performance.”

● Kevin Sawyer, Project Executive; Fred Camilli, Project Manager

● Pre-referendum services include:○ conceptual estimating and cost analysis for project options○ develop value engineering options○ develop project budget○ prepare conceptual master schedule○ assist with marketing efforts

Security Consultant: Altaris Emergency Management Group

● Previous work in multiple school districts, including Bedford, Blind Brook, Croton, Lakeland, Katonah-Lewisboro, Pelham, Scarsdale, Tarrytown

● John LaPlaca

● Services include:○ Safety and Security assessments

○ Emergency Planning Project Management - creation of emergency and safety plans

○ Training - Emergency Response Procedures

○ Consulting

Technology Consultant: Edutek● A district partner for 18 years

● Provide comprehensive on-site technology solutions and assists in the development, design and implementation and management of all facets of technology, including data, voice, video and security

Strategic Partners

CPP Committee Process

● Worked in sub groups by 3 major areas for scope of work

● Added to and reviewed B&G list of needs/scope of work

● Reviewed BOE feedback on Security

● Used Google Docs so everyone could participate and notes were real time

● Tasked to interview constituent stakeholders in “off time”

● Presented back to full committee

H2M and Triton were present throughout these meetings to assist with technical questions and to facilitate the work of the sub groups

Capital Project Committee Work to Date Scope of Work Identified

Safety & Security Needs● Add walls to enclose walkways and secure open buildings -

Campus, MSS● New vestibule entry points for schools● Install interior and exterior cameras● Swipe card door entry system

● Replace interior doors and door hardware for ADA compliance - Dows, MSS

● Visitor ID system

Capital Project Committee Work to Date Scope of Work Identified

Safety & Security Needs - Continued● Improve lighting with more fixtures● Install radiator covers on exposed radiator piping - MSS● Remove and seal coal chute - MSS● Replace exterior shade panels – HS● Safety bollards● Hallway control to limit access off hours● Safety film on windows

Capital Project Committee Work to Date Scope of Work Identified

Academic/Student/Staff Needs● Create Flexible Learning Spaces – all schools● Add Functioning Kitchen at MSS● Outdoor bathrooms for Field use/Athletic program – Dows, Campus● Classroom Casework - primarily HS/MS, old wing Dows; Music/Art

room renovations● New phone system - VOIP and improved/new PA system (also safety

need) ● Enhance upper quad area in Campus to facilitate learning● Replace bleachers; Replace press box - better location or combine

with bleachers

Capital Project Committee Work to Date Scope of Work Identified

Academic/Student/Staff Needs – Continued

● Renovate Girls’ Bathroom at HS● Redesign/Improve Cafeterias – support HS schedule needs and

create learning/collaborative spaces● Redesign HS Atrium into student collaborative space● Redesign Media Center to create collaborative spaces and quiet

study spaces● Relocate faculty lounge● Improve locker rooms at Maher Gym● Theater needs - carpet

Storage & Protection of Resources Needs

● Maintenance building/space to house district vehicles, equipment, plows and perform repairs

● Storage shed for athletic equipment (combine with press box?)

● Classroom casework (art & music rooms)

Capital Project Committee Work to Date Scope of Work Identified

Facility Maintenance/Infrastructure Needs

● Roofing○ New roof above library wing - Dows○ Roof panel repair - Campus○ Gutters

● Electrical○ Replace electrical lines at transformer at Dows○ Move electrical service underground at East Field

● Replacement of several exterior and stairwell fire doors -Campus,TG, MSS

● Replace Oley Track fencing

● Change ceiling grid and tiles – TG locker rooms

● Exterior wall repair/shade panels - HS

● Window well railings and footings -MSS

● Replace waste lines - MSS

● Floor abatements - Dows gym, MSS classrooms

Capital Project Committee Work to Date Scope of Work Identified

Capital Project Committee Work to Date Scope of Work Identified

Energy Efficiency/HVAC Needs● Replace boiler - Dows

● Replace classroom univents - HS

● Add standalone AC unit for CPR

● Upgrade interior and exterior lighting with LED

● Window replacements

● Air conditioning for classrooms

● Replace Building Maintenance System controls

● Solar panels where possible

Paving/Sidewalks Needs

● Pave parking lot, roadways and play areas - Dows, MSS, Campus

● Increase parking District-wide

● Gate to staff parking lots and more visitor parking

● Improve traffic flow

● Sidewalk/concrete repair

Capital Project Committee Work to Date Scope of Work Identified

Short term considerations/In-Process

● Add Visitor Management System such as Raptor and strengthen visitor protocols and procedures; Visitor lanyards

● Number all windows and doors

● Add Flip charts with key security procedures to all classrooms and major gathering spaces

● Add radios to ensure all safety team members have one

● Add some additional cameras in key locations if existing wiring can support

● Install proximity door readers to key external doors for electronic access control

● Enhance safety/emergency kits per consultant’s recommendations

What can we do now to improve Security?

Commitment, Collaboration and Teamwork

Next Steps:

• Architect to create concept sketches

• Construction Manager to add costs to scope of work list

• Prioritize scope with consideration of cost info & CPPC priority

• Make recommendation to Board for final scope of work for community vote

• Host community forums

Planning for a capital project requires commitment, collaboration and teamwork. Thank you to the committees for their work to date!