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Mid-term facilities plan recommendations-Installation of modular classrooms at
LPMS, BCES, KES and LPES
1
Seann O’Connor Brian Risley - CRP
Peggy Parsley Drew Francis
Peggy Griebenow Jenny Day
Aileen Finnegan Danny Sandoval
Ricky Vestal Mike Hester – Phipps
Dennis Coates
And the remainder of the ADCO team, including Gary Gabel, Tony Karr, Julie Stephen, Lori Benton, Bob Foster and Rick Frampton
2
A data gathering form was created and used to capture needed information.
Tours of all elementary schools and LPMS were conducted and information was gathered. ◦ Information gathered
For each possible modular location:
Security review – lights, fencing, access, cameras, intercom, student safety, traffic safety
Grounds – walkways, playgrounds
Maintenance – code compliance, utility access, Wi-Fi, wired network
Principals – building flow, student and traffic flow, furniture needs, learning needs
3
This data was turned over to Metrostudy for use in
future boundary work.
This data was turned over to CRP; CRP created
the budget for the various options.
We want the Board of Education to know:
We completed an extensive review. All eleven staff
members directly involved and the administrative
management team stand behind.
4
Security: swipe card access, fencing with appropriate
gate access, exterior lighting, cameras, close access
to building
Maintenance: appropriate utility hookups while
minimizing installation costs, A/C, carpet/vinyl tile, one
restroom per classroom, Wi-Fi, networked
Principals: close access to building, furnishings,
technology access
Our standard: Students accessing the modular
classrooms will not be put at a learning disadvantage
due to their classroom.
5
Our recommendations are intended to meet needs
for the next two school years. This takes you
through year 2020-2021.
These recommendations do not put classes “on
carts,” have our students who are behind or ahead
(at-risk and gifted) completing small group work in
noisy areas, or take away staff lunch rooms.
These recommendations focus on the learning
needs of our students.
6
LPMS has room for up to five, two-room modular units. This
would add up to 10 classrooms and would ultimately
accommodate 280 additional students.
280 students would put a tremendous strain on the common
areas (lunchroom, gyms, hallways, library) of the building.
Placements for the modular units were considered as referenced
earlier.
Our highest priority is to place four classrooms (two
modular units each containing two classrooms) at LPMS.
7
Preschool needs cannot be separated from our K-6 classroom
space concerns.
We are therefore moving to a discussion of these needs prior to
discussing overall elementary set needs.
We need the decision regarding the modular units and the
preschool configuration prior to Jan. 10 in order to complete
preschool registration which opens on Jan. 15, and to order the
modular units in January so they will arrive in time for installation
prior to the opening of school Aug 2019.
Recommendation: Make decisions tonight or on January 7, in
which case the January 7 work session will move to a work session
and a Board meeting.
8
As preschool classrooms are needed by K-6 students and
students with exceptional needs, preschool classrooms are
being removed.
PWES no longer has preschool on site.
PLES preschool is at PLECC, located by Big Red.
LPES had to move from two preschool classrooms to one
preschool classroom this year to accommodate exceptional
needs programming.
KES, without modular units, will be forced to move to one
preschool classroom next year.
BCES will move from five to two preschool classrooms next
year without modular units.
9
After the D-38 Deliberates deliberation and
extensive study, our elementary principals and
Preschool Director Julie Jadomski, Exceptional
Services Director Rick Frampton, Grounds
Supervisor Ricky Vestal, Maintenance Supervisor
Danny Sandoval, and the Superintendent and
Assistant Superintendent recommend the
following.
10
Hold preschool at its current locations as space allows.
If the board approves the modular requests we would
continue to offer preschool as we are this year. ◦ BCES – four classrooms
◦ KES – one classrooms
◦ LPES – one classroom
◦ PLECC – one to two classrooms as needs and enrollment
dictate
◦ If needed, we will reduce non-disabled student enrollment as
necessary, given space and regulatory requirements of a 50%
ratio between non-disabled students (typical peers) and the
combination of both CPP and exceptional needs identified
students.
11
12
Add two modular units (four classrooms) to BCES◦ BCES will move preschool to the modular classrooms
and eliminate one preschool classroom.
13
Add one modular unit (two classrooms) to KES◦ To maximize the facility use, KES will likely place sixth
grade in the modular unit.
14
Add one modular unit (two classrooms) to the
LPES site◦ LPES will likely place two traditional classrooms in the
modular unit.
15
LPMS – two modular units, four classrooms BCES – two modular units, four classrooms KES – one modular unit, two classrooms LPES – one modular unit, two classrooms
Note: Due to new building codes now requiring modular units to
meet the same standards as traditional buildings, the 4-plex at
LPHS and the 8-plex at Big Red cannot be moved and used at
a new location. They can be used at their current locations.
Note: If additional modular units, above this recommendation,
are required at BCES the preschool playground must be
relocated.
16
One time:*LOW HIGH
Set up / take down of modular units: 68,107 68,107
Fencing: 2,243 4,093 Utility access: 5,000 30,600Swipe cards: 3,000 3,000
Furniture: 12,000 12,000 Technology: 6,000 11,500Cameras: 4,000 6,000
Lighting: 2,500 3,000 Total: $102,850 $138,300
On-going:*#Utilities: 6,000Lease per year: 30,600
Janitorial: 4,166 Total: $40,766
17
*Probable costs based on CRP’s analysis
# District estimates based on historic costs and
square footage of modular units
LPMS two modular units: $243,200
BCES two modular units: 205,700
KES one modular unit: 121,600
LPES one modular unit: 138,300
Total one-time costs: $708,800
18
19
Dollars over and above board policy requirements:
Building Reserve Ending Fund Balance 6/30/18 $982,116
General Fund Unassigned Fund Balance Available Per Policy DI-2 $350,000
2018-2019 Budgeted Dollars & Accrued funds from 2017-2018 for 2018-2019 $168,132
One Time Dollars in 18-19 Budget held for opening of new school $500,000
Health Insurance Dividend - NEW as of Nov 2018 board meeting $282,000
TOTAL Currently Available Dollars $2,282,248
Committed Spending:
Owner's Rep Expenses to Nov 6, 2018 $4,865
CRP Services / Permitting fees $84,888
Kumar & Associates fees - drawings for permitting $6,595
Steel Design $9,117
CRP Contract for Elementary School Design $1,396,500
Total $1,501,965
Net Currently Available Dollars $780,283
The district will need $585,845* in current dollars to
convert BCES into a middle school when the
Jackson Creek Elementary School is built.
The recommendation is to use the 2018-2019
$500,000 allocation as a part of the dollars included
for the modular units as discussed on the previous
slide.
Continue to budget the allocation, increase it in
2019-2020 to $585,845 budgeted allocation and
create a reserve for the $585,845 needed to convert
BCES into a middle school.
20
*Detail of $585,845 BCES conversion costs
provided in Board packet.
Using additional Unassigned Fund Balance while protecting cash flow needs -11.7%
reserve $1,500,000
Board Policy calls for 16.67% of annual expenditures.
Sale of Land Proceeds - HW 83 and 105 -Board Designated for Land Purchase $1,250,000
Caveats:
6/30/18 Remaining GF “Unassigned Fund Balance” $7,435,157 ($7,785,157
audited less $350,000 included on slide 19 in “Dollars over and above board
policy requirements”). Use of more than $1.5 million will likely leave the district
short of cash flow, and may require the district to borrow funds from the State.
Choosing to access these funds will require an adjustment to policy DI-2 which
requires an unrestricted general fund balance equal to 16.67% of annual
expenditures.
The Board could also use proceeds from the sale of land on HW 83 and HW
105; this would require a resolution as the Board passed a resolution to hold
the funds for future land purchases.
21
Use funds as currently authorized - $780,283
For: ◦ LPMS two modular units:* $243,200
◦ BCES two modular units:* 205,700
◦ KES one modular unit:* 121,600
◦ LPES one modular unit:* 138,300
Total: $708,800
Hold remaining $71,483 in General Fund unassigned reserves.
Note: Pros and cons discussed on slide 25.
*Costs vary based on location factors such as utility availability and placement of units.
22
Use funds as currently authorized - $780,283
For:◦ LPMS two modular units: $243,200◦ KES one modular unit: 121,600◦ LPES one modular unit: 138,300◦ LPHS preschool conversion costs: 150,000
Total: $653,100
Hold remaining $127,183 in General Fund unassigned reserves.
Pros:
• Slightly lower cost than Option 1.
• High school students could work with preschool students and receive vocational education on site.
Cons:
• Places preschool on a high school campus.
• Inconvenient for parents of preschoolers and BCES preschool staff.
• Supervision of preschool would be more difficult.
• BCES preschoolers would lack connection with BCES facility.
• Preschool parents strongly backed site-based preschools to the extent possible.
23
Use funds as currently authorized, add space as
reviewed in Option 1 or Option 2 and dip into
reserves for additional units.
Recommendation: Hold remaining funds until after
the fall 2019 enrollment materializes and boundary
decisions are made. Make boundary decisions in
the fall of 2019, in time for modular units to be
ordered in January 2020 if need be.
24
Option 1
Use funds as currently authorized - $780,283
For: ◦ LPMS two modular units:* $243,200
◦ BCES two modular units:* 205,700
◦ KES one modular unit:* 121,600
◦ LPES one modular unit:* 138,300
Total: $708,800
Hold remaining $71,483 in General Fund unassigned reserves.
Pros:
◦ Allows all schools reasonable space for instruction.
◦ Meets needs per Metrostudy’s projections through 2022 for all elementary schools and the middle
school, with the exception of KES, which will need an added modular the summer of 2020 (August
2020) per Metrostudy’s projections.
Cons:◦ Expenditure of one-time and on-going funds.
◦ Security concerns - we prefer to have students in our traditional school buildings.
◦ Needed common space is not expanding at these buildings (early lunch times, gym, library) .
◦ Some students and staff may feel disconnected from their peers.
◦ Safety concerns due to ice and snow increase due to travel to and from modular units.
◦ Increased maintenance issues – increased likelihood of frozen pipes.
◦ This solution only meets Kilmer’s needs through 2020; i.e., one year.
25
Rental cost per modular unit: $30,600
Modular units recommended: 6◦ Subtotal 183,600
Utility costs 36,000
Janitorial 25,000
Total on-going cost increases: $244,600
Recommendation:
Absorb into the 2019-2020 budgeted General Fund Operating costs.
26
Rental cost per modular unit: $30,600
Modular units recommended: 4
◦ Subtotal 122,400
Utility costs 36,000
Janitorial 25,000
Total on-going cost increases: $183,400
27
Use of the 8-plex at Big Red for preschool.◦ This was not recommended at this time due to the desire of
the community to have site-based preschools to the extent
possible.
◦ Initial facilities cost of this option is $310,000.
Use of classrooms at LPHS and PRHS◦ This was not recommended due to space needs, the cost of
converting the rooms, and previous experience of having a
preschool inside PRHS. Very few children attended the facility.
Use of Grace Best as a preschool facility◦ This was not recommended due to the cost-benefit analysis
completed by CRP and RTA.
28
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