Board takes glimpse at facilities assessment

Education got a look at costs and data associated with district-wide facilities improvements during a special meeting Monday night.

All board members were present for the special meeting Monday to hear a presentation from Matt Smith and Aaron Hale of MKEC Engineering, and Ed Carlson of Hollis + Miller, an architectural firm, on the consultants' recent feasibility assessment of all the district's facilities. The consultants assessed existing conditions at all school buildings as well as the board office, and the learning center and preschool.

"We have deferred maintenance for several years because of budgetary constraints," USD 234 Board President Janet Braun said Tuesday. "We wanted to be sure where everything was and what needed to be done."

Hale said the consultants looked at all district facilities - with the main buildings assessed being Fort Scott High School, Eugene Ware Elementary School and Winfield Scott Elementary School - and their purpose at Monday's meeting was to provide a summary of their assessment, what was found at each facility, their recommendation for improvements, and how to implement solutions.

"We also put together a budgetary item and where to go from here," Hale said.

Preliminary figures revealed at the meeting show the cost to fix all mechanical and civil issues across the district could be between $5.5 and $6 million.

"We have some huge facility needs as far as infrastructure, mechanical and on the operational side," USD 234 Superintendent Diane Gross said. "I was surprised at the overall estimated cost for what was outlined for the buildings ... I was surprised to hear, and not that $6 million is not a lot of money, but that it was less than $10 million."

According to their report, some of the consultants' major findings included sewer issues at Winfield Scott Elementary School, drainage issues at Winfield Scott and Fort Scott Middle School, possible relocation of the district stadium, track and football field or improvements to clean up their appearance, and problems with the east side gym wall at FSHS, which "needs added structural support to keep it stable," Hale said.

One option mentioned at the meeting was removing the track at Frary Field or enhancing it by putting in turf or extra bleachers. It was reported at the meeting that installation of field turf could cost about $800,000.

There was also some discussion on ADA issues and accessibility at district facilities. Carlson said some improvements could be made to bring some areas up to current ADA standards.

"There are currently reasonable (ADA) accommodations," Carlson said. "There are some handrails missing. Maybe some accommodations need to be made."

Other issues the consultants found include no heating or cooling systems at the district's bus barn/maintenance building, and the building's lack of security. Smith said the building is also congested and there is "not the required space between flammables and work areas." As far as the learning center, Carlson said there is "no true fire separation" and an option may be to find another location for the learning center and district warehouse.

Another concern was none of the district's buildings have a main entry going directly into the office area. One possibility is designing secured vestibules that are located near the schools' front entrances.

"The offices are buried in the schools, and certain doors don't latch behind you," Carlson said.

Discussion also revolved around possible secured vestibules and safe rooms in schools, problems with windows at various schools, and making improvements in the high school's auditorium.

"The district has done a good job of maintaining buildings over the years," Carlson said. "They're very well-maintained buildings. Some things may be dated as far as colors and things. Maybe there could be a rotation for painting every seven years and annual inspections. A lot of tuck pointing needs done at the Eugene Ware building. With some of the older buildings, you walk in and know they're cared for."

There was also a report on mechanical systems in several district buildings, the condition of certain equipment and whether it needs to be improved or replaced, and costs.

When the consultants' report was opened to board questions, Braun asked Carlson if safe rooms are a priority for other schools.

"Not every district feels they have the dollars to do that," Carlson said.

Board member Jamie Armstrong asked if there is a recommendation from the consultants concerning renovation of current property or building new. Carlson said it was difficult to give a recommendation, adding there has been a recent increase of 5 to 7-percent in the cost of new construction.

"That's tough to say," Carlson said. "The five principal schools are very valid buildings; I see a lot of life left in them."

As far as the most concern for mechanical systems, the consultants' report showed the high school likely needs the most work and may cost the most in terms of improvements. Smith said two-pipe systems at the high school used to heat and cool the building are made of plastic and are aging, as is other equipment.

"The systems need to be looked at for efficiency and longevity," Smith said.

The estimated cost for improvements at the high school is $1.8 million, which is included within the total cost figures provided at the meeting. That cost would include replacing piping, heat pumps and other equipment. The assessment showed no major structural problems at either public elementary school.

The consultants' assessment also included costs related to replacing some equipment damaged in the April 7, 2013 hail storm.

"Some of the damage was pretty bad," Carlson said.

Board members got an early look at preliminary costs associated with fixing problems district-wide. Hale said the consultants' assessment was about 95 percent complete, and a final report should be e-mailed to USD 234 Business Manager Susan Brown by the end of the week. That report is expected to include costs and information for each district building.

The data could then be shared with board members and school staff.

"They're coming back to us with a report," Braun said. "It would be an actual spreadsheet report with figures, with the idea that everything for each school will be listed in a priority list."

Braun said she is "looking forward to seeing their complete report" and discussing "what needs to be done, what we would like to see done and if we can do it."

"Until we have the full report, there's no place we can go," she said. "It's all very preliminary. When we put it all together, we'll decide if we need a bond issue."

Board member Jordan Witt left the meeting following the information on the study and prior to the board addressing its remaining agenda item.

In other business Monday, the board:

* Approved transportation for the Fort Scott High School baseball team's upcoming trip to Florida over spring break. USD 234 Superintendent Diane Gross said the latest she has learned on this topic is a recommendation to charter a bus for the trip, with "funds available at that time," she said.

Gross said she is in favor of the recommendation. All board members approved the recommendation.

* Gross reported she received a document outlining the district's "huge technology needs," which are estimated to cost about $2 million. Although the matter didn't require a vote Monday, the board is looking at starting conversation on a potential bond issue. What would be included in that bond issue as well as costs and a proposal could be shared at the board's next meeting on Monday, March 3. Gross said she didn't feel the board was ready at this time for a decision on a resolution on a bond issue and that more discussion and community feedback is needed.

"It's important to get all the facts out there on the table and building community engagement and feedback," Gross said. "It has to be for the benefit of the community and what's best for kids. The potential of raising taxes is not a popular topic. Nobody wants to see their taxes increased. It is our job to show the public the needs and what it takes to get up to speed in some areas maybe we haven't kept pace with. It's up to the board and the community to decide the priorities and then we can put a plan together to meet all of those needs."

Gross said "these are all initial steps that needed to be done. We need to have a plan on how we're going to raise money ... for education for kids and opportunities and supporting staff."

* Braun read a statement prior to the meeting on the topic of special board meetings. She said the board planned to focus only on the business included on the meeting agenda and the published notice of the meeting, and no other business was to be addressed. Braun said the board learned of the special meeting last Thursday. She said the public was welcome to stay and hear the discussion on items on the agenda Monday. The board's next regular meeting is March 3 and will be open for other items of business.