Hall School Building Committee — Portland, ME
Date: 2015-09-02

MEMORANDUM


To: Hall School Building Committee

Subject: Meeting Packet- 9/2/15

Project Name: Hall Elementary School

Date: August 28, 2015


The meeting packet for September 2, 2015 contains the following items:

 • Meeting Agenda
 • Minutes from 8/5/15 Hall School Building Committee Meeting
 • Timeline for Site Approval, Concept Approval and local referendum process
 • Existing Hall School floor plan (not updated for 2015/2016 school year)
 • (2) Schematic Site Plan options
 • (3) Construction Occupancy Floor Plans for existing Hall School
 • Revised Construction Plan
 • Space allocation tables
 • Schematic Floor Plans

Schematic Site Plan Options

Since the last Building Committee meeting, there has been ongoing discussion about the operation of
Hall School during the construction phase. Because of the difficulty in finding sufficient off-site space to
house the entire student population, as well as the school’s interest in keeping as many students in the
existing building during construction as possible, we are actively working on building floor plans that
keep the entire footprint of the school off the existing Hall School building, with the exception of the
existing rear classroom wing, which would be demolished during the first summer of construction.

We have also had additional meetings this month with the Fire Department, Police Department, traffic
(MDOT, Maine Traffic Resources- project traffic consultant, City of Portland), and environmental (MDEP,
City of Portland) interests.

Both of these things have resulted in refinements to the site plan presented at the 8/5/15 Building
Committee meeting, and a second option is being developed that utilizes streets within Sagamore
Village for school bus access (based on a request at our 8/5/15 meeting).

Schematic Site Plan: Bus Loop from Orono Road

This is a revision of the plan that was presented on 8/5/15. The school building has moved further
north and west on the site. The parking lot and bus loop have been adjusted to retain a better buffer
_________________________________________________________________________________________________________
 231 Main Street, Biddeford, Maine 04005 TEL 207.283.0193 FAX 207.283.4283 www.oakpoint.com
between the parking lot and the houses along Purchas Street. Fire department and service access roads
have been added. Sidewalks have been added in the vicinity of the site entrance and parking areas to
show pedestrian access to school (the walkway leading from Warwick Street between the ball field and
playground would be a bike path leading to a bike rack area adjacent to the building entrance).

Pros: Does not route any bus traffic through Sagamore Village, reduced outbound traffic on Orono
Road.
Cons: Shared bus/parent traffic inbound on Orono Road, parking is further away from ballfield, parking
is more constricted.

Schematic Site Plan: Bus Loop from Godfrey Street

This option routes bus traffic through Sagamore Village, via Taft, Godfrey and Purchas Streets. Doing so
further separates buses from parents and staff, and provides service access directly off the bus loop.
Parent and staff access would be from Orono Road, or from a new driveway on Riggs and Lomond
Streets. Both site options allow north-south pedestrian access (and access from Sagamore
Village/Godfrey Street) to the building entrance and playground area without having to cross driveways.

Pros: Complete separation of bus and parent traffic, parking closer to ballfield.
Cons: Would likely require public safety upgrades at Godfrey and Taft Streets (sidewalks, possible road
widening) that may need to be locally funded.

Construction Occupancy Floor Plans

The rear wing, which currently houses six classrooms (including Spanish, Art and OT/PT), would need to
be demolished in order to fit the new building on the site. The remainder of the building would remain
operational through construction, with as little disruption to the student population as possible. Three
scenarios were developed to move a portion of the population off-site during construction. The
thought is to move 5th graders or incoming Kindergarten students or Many Rivers Program students.

In each option, there are spaces listed as “Unassigned Specials”. These are non-grade-level classroom
spaces that may currently have their own space, but which would likely need to either share space or
have that part of the curriculum ambulatory and the lesson conducted within the grade-level classroom.
The number of classrooms reserved for the unassigned specials varies among options. It may be
possible to locate a small number of modular classrooms on site if there is insufficient space within the
building for unassigned specials (see site Construction Plan).

Option 1: Relocation of 5th Grade

Lincoln Middle School will have sufficient capacity in the 2017-2018 school year to house the fifth grade
population from Hall School. This option shows that the Many Rivers Program fifth graders would
remain at Hall School, not because there isn’t room at Lincoln MS, but because there may be a greater
benefit for those students to remain with other Many Rivers Program participants. This option would
leave two “unassigned specials” classrooms.

Option 2: Relocation of Kindergarten

There has been some communication between Portland Public Schools administration and Deering High
School to understand whether it might be possible to house incoming Kindergarten classes in 2017-
2018 at Deering. Some renovations would have to be made at Deering (dedicated restrooms, secure
separate entry, etc.) for this to be workable, but it appears that there will be capacity. This option
would leave three “unassigned specials” classrooms.
 Meeting Packet-Memorandum
 August 28, 2015 Page 2 of 3
Option 3: Relocation of Many Rivers Program

A location has not been determined yet, but Deering High School or Riverton may be possibilities for
relocating the Many Rivers Program in 2017-2018. This option would leave four “unassigned specials”
classrooms.

Space Allocation Table

Space allocation tables are a way to visually compare the existing space at Hall School (what you have
and how big it is) with what is being proposed for the new school.

Schematic Floor Plans

The schematic floor plans are a first pass at how the new school is proposed to be organized, and
illustrates how the spaces outlined in the space allocation table might be oriented with regard to site,
room adjacencies, and first/second floor designation. More explanation of the floor plans will be given
at the Building Committee meeting.




 Meeting Packet-Memorandum
 August 28, 2015 Page 3 of 3
 HALL SCHOOL BUILDING COMMITTEE



Date: Wednesday, September 2, 2015

Time: 6:00 p.m.

Location: Hall School Library



 AGENDA



 1. Review and Approve Meeting Minutes: 8/5/15
 2. Review current project timeline
 3. Review progress on Site Approval application/site investigations
 4. Discuss construction-phase school operation options
 5. Review and discuss concept floor plans
Oak Point Project #21402.18




Building Committee MEETING MINUTES - No. 005
Meeting: Hall School Building Committee Date: August 5, 2015 Time: 6:00 PM

Location: Hall School Library, Portland, ME
Project: Hall Elementary School


Notes and observations were made by Tyler Barter

The following is a summary of the issues discussed in the order presented:

Meeting Agenda: Copy of agenda attached

  Action/Date Item Item
  Responsible Party No.

  Attendees List of Attendees at end of Minutes

  New Business
  Vote to request that the 1. Rob Tillotson gave an overview of a recent (7-23-15)
  Portland Board of Public review meeting with the Dept. of Education (DOE)
  Education (school board) School Facilities Division staff.
  take a vote on the number • A significant question is where students will be
  of pre-K classrooms that housed during the new school construction.
  should be included in the The State needs to be involved with the
  new Hall School (M/S/A, discussion.
  unanimous) • In order to include pre-Kindergarten
 classrooms in the new school, the school
 board needs to vote to support a specific
 number of classrooms. Two pre-K classrooms
 would add approximately 30 students to the
 school population.
 • Educational Specifications (Ed Specs) were
 well received by the DoE. They are moving
 toward final acceptance by the school board.
  Vote to endorse the 2. A Schematic Site Plan was presented by Oak Point
  Schematic Site Plan Associates. The site plan showed a new access
  (M/S/A, unanimous) driveway off Warwick Street via Riggs and Lomond
 Meeting Minutes
 Page 1 of 3
_________________________________________________________________________________________________________
 231 Main Street, Biddeford, Maine 04005 TEL 207.283.0193 FAX 207.283.4283 www.oakpoint.com
  Action/Date Item Item
  Responsible Party No.
 Streets. The new driveway separates bus and parent
 traffic and provides more space for queuing of
 vehicles at drop-off and pick-up times.
 • The schematic site plan has been shown to
 DoE and Planning Department staff. It still
 needs to be reviewed by Fire and Police
 Department staff, as well as state agencies
 (MDOT, MDEP).
  Oak Point will review this 3. Ed Suslovic asked if bus access could be at the rear
  idea and discuss at next of the site, entering from an extension of Godfrey
  meeting. Street and exiting at Purchas Street.
 4. The management of parents accessing the drop-
 off/pick-up loop via Orono Road was discussed.
 Would an excess of parents using this entrance block
 busses from entering and exiting?
  Oak Point Associates and 5. The question of what would happen to the
  PPS to work together to school/students during construction was discussed.
  develop (3) options for • Jeanne Crocker said that if the State will
  next meeting: approve it, the best option for education,
 safety, and construction would be to relocate
  A. Keep Hall open during the students and staff off-site.
 construction, with • Doug Sherwood and Craig Worth have looked
 students and staff on into real estate for housing the school
 site. population. There may be some options but
  B. Move the students off they felt as though transportation will be a
 site, either together or challenge, and finding a space large enough
 split. to house the entire population may not be
  C. Keep most of the possible.
 students on site, and • The committee felt as though they need to
 move some students review options at the next building committee
 off-site. meeting in order to be able to make a
 recommendation about what to do with the
  The plans should state the students.
  pros and cons, and should • The Barron Center and Technology Parkway
  consider dust and noise, were suggested as two sites that might be
  length/phasing of able to accommodate students/staff.
  construction.
  OPA/PPS to propose a 6. When will the required Straw Poll for Site Approval be
  date. 9/29 was discussed. held?
  Doug Sherwood will 7. Convening a playground/outdoor learning space sub-
  develop a list of other sub- committee was discussed. Laura Newman was
  committees that have suggested to be the chairperson of that sub-
  been convened for recent committee.
  new school projects.
 END OF MEETING MINUTES




 Meeting Minutes
 Page 2 of 3
_________________________________________________________________________________________________________
 231 Main Street, Biddeford, Maine 04005 TEL 207.283.0193 FAX 207.283.4283 www.oakpoint.com
  Action/Date Item Item
  Responsible Party No.




The above items are true to the best of the writer’s knowledge. If there are any errors or omissions,
please notify Allison Towne DiMatteo of Oak Point Associates, at the next scheduled meeting. If no
corrections or additions are noted at that time, these minutes will become a permanent record of the
preceding. If corrections or additions are made, these changes will be noted in the minutes of the next
scheduled meeting.


Meeting Attendees:

Name Representing

Mark B. Adelson Building Committee, Portland Housing Authority
James Banks Sr. Building Committee
Joe Carter Building Committee
Jeanne Crocker Portland Public Schools, Interim Superintendent
Laurie J. Davis, Vice Chair Building Committee, School Board Member
Bob Doherty Building Committee
Sean Kelsey Building Committee
Katie Lamb Building Committee
Nick Mavodones Building Committee, City Councilor
Pedro Nieves Building Committee
Dawn Kenniston Hall School Principal
Douglas Ritter Sherwood Portland Public Schools
Ed Suslovic, Chair Building Committee, City Councilor
Sarah Thompson Building Committee, School Board Member
Craig Worth Portland Public Schools
Brian Jackson Building Committee
Steven Scharf Public


Tyler Barter Oak Point Associates
Allison Towne DiMatteo Oak Point Associates
Jonah Dewaters Oak Point Associates
Rob Tillotson Oak Point Associates




 Meeting Minutes
 Page 3 of 3
_________________________________________________________________________________________________________
 231 Main Street, Biddeford, Maine 04005 TEL 207.283.0193 FAX 207.283.4283 www.oakpoint.com
 HALL SCHOOL BUILDING COMMITTEE



Date: Wednesday, August 5, 2015

Time: 6:00 p.m.

Location: Hall School Library



 AGENDA



 1. Review and Approve Meeting Minutes: 4/1/15 & 7/1/15
 2. Project Update-Department of Education meeting
 3. Site Planning Discussion
 a. Review required site elements
 b. Impact of construction on the existing building and relocation of
 students
 c. Site Access-Connectivity to Lomond/Riggs Streets & Sagamore Village
 d. Preliminary Requirements for Play Areas and Athletics-School and
 City
 4. Site Approval Application update
 5. Preliminary review of Educational Specifications
 6. Site Approval timeline update and approval process (School Board and
 City)
 PROJECT TIMELINE: SITE AND CONCEPT APPROVAL
 FRED P. HALL ELEMENTARY SCHOOL
 AUGUST SEPTEMBER OCTOBER NOVEMBER December
WEEK OF 17-Aug-15 24-Aug-15 31-Aug-15 7-Sep-15 14-Sep-15 21-Sep-15 28-Sep-15 5-Oct-15 12-Oct-15 19-Oct-15 26-Oct-15 2-Nov-15 9-Nov-15 16-Nov-15 23-Nov-15 30-Nov-15 6-Dec-15


 SITE APPROVAL
APPROVAL PHASE
 CONCEPT APPROVAL

 Major Major Major Major
 Milestone Milestone Milestone Milestone

 State Board State Board
 State Board State Board
STATE DEPT. OF EDUCATION DOE review Draft Concept Meeting (CC) Meeting (SB)
 Draft Site App to Meeting (CC) Meeting (SB)
Facilities Staff (DOE) Construction progress mtg App to DOE Concept Concept
 DOE 9/11/15 Site Approval Site Approval
Committee (CC) State Board (SB) 9/2/15 10/2/15 Approval Approval
 10/2/15 10/14/15
 10/30/15 11/10/15


 Major
 Milestone

 Council
 Planning Board Planning Staff Council Approve February 2016
 Referendum- Public Hearing
CITY OF PORTLAND Workshop progress review referendum Referendum
 First Read February 2016
 9/8/15 TBD 12/06/15 TBD
 11/16/15


 Major Major Major
 Milestone Milestone Milestone

 Special Mtg:
 Meeting Pre-
 Meeting Meeting OPA Meeting Meeting Special Mtg TBD- Meeting request Council
PORTLAND BOARD OF PUBLIC K Vote-OPA Special Mtg TBD-
 approves Ed Update to Board (update) (update) Prior to (update) to approve
EDUCATION Update to Board Prior to 10/2/15
 Specs 8/18/15 9/15/15 10/6/15 10/20/15 10/30/15 11/3/15 referendum
 9/01/15
 11/12/15


 Major Major Major Major
 Milestone Milestone Milestone Milestone

 Building Building Building
 Building Building
 Building Committee Committee Committee
HALL SCHOOL BUILDING Straw Poll Committee Straw Poll Committee
 Committee Meeting Meeting Meeting
COMMITTEE/OPA/PPS 9/29/15 Meeting 10/28/15 Meeting
 Meeting 9/2/15 9/16/15 (If 10/21/15 (If 12/2/15 (If
 10/7/15 11/4/15
 Needed) Needed) Needed)




 Senior
 OPA/Staff
PPS STAFF Leadership
 Meeting 9/8/15
 Review TBD
Proposed Capacity 558


 Existing Hall Elementary Proposed Hall Elementary
 480 students 525 Students
Space/Enrollment # of rooms Size Total Space/Enrollment DOE Allowable Area (Square Feet) # of rooms Size State/Local Local Only Total
Classrooms Classrooms
 Regular Classroom Regular Classroom 0
 Pre-K & Kindergarten Pre-K & Kindergarten 1,000 0
 Elementary School Elementary School 800 0
 Pre-K 0 0 0 Pre-K 2 1000 1000 2000
 Kindergarten 2 1215 2430 Kindergarten 4 1000 1000 4000
 Kindergarten 1 875 875 1st Grade 3 800 800 2400
 1st - 2nd Grade 4 900 3600 2nd Grade 3 800 800 2400
 1 1760 1760 3rd Grade 3 800 800 2400
 3rd Grade 3 900 2700 4th Grade 3 800 800 2400
 4th Grade 3 900 2700 5th Grade 3 800 800 2400
 5th Grade 2 900 1800 0
 1st Grade-Many Rivers 1 800 800 800
 1st - 2nd Grade (Many Rivers) 2 900 1800 2nd Grade-Many Rivers 1 800 800 800
 3rd - 5th Grade (Many Rivers) 3 900 2700 3rd Grade-Many Rivers 1 800 800 800
 4th Grade-Many Rivers 1 800 800 800
 Spanish 1 875 875 5th Grade-Many Rivers 1 800 800 800
 0
 Computer Lab 1 875 875 Spanish 1 800 800 800
 0
Fine Arts Fine Arts
 Music Music
 Elementary School 300-600 Students 1 1195 1195 Elementary School 300-600 Students 1,000 1 1000 1000 1000

 Practice Room 80 - 150 1 150 150 150

 Music Storage Negotiable 1 200 200 200

Art (Includes Storage &Kiln) Art (Includes Storage &Kiln)
 Elementary School 1 915 915 Elementary School 1,200 - 1,500 1 1500 1500 1500

 Stage
 Elementary School 300-600 Students 1,000 1 1000 1000 1000

Projects Room (Unified Arts/STEM) Projects Room (Unified Arts/STEM)
 Elementary School Elementary School Negotiable - Program Driven 10 120 120 1200
Special Services Special Services
 Classrooms Classrooms
 Elementary School Elementary School 250 - 800
 Special Education K-2 1 875 875 Special Education K-2 1 800 800 800
 Special Education 3-5 1 890 890 Special Education 3-5 1 800 800 800
 K-5 Resource 1 875 875 Title 1 1 800 800 800
 Title 1/ELL 1 890 890 Read 180 1 800 800 800
 Read 180/ELL 1 895 895 ELL 4 300 300 1200
 OT/PT 1 545 545 OT/PT 1 600 600 600
 Speech 1 500 500 Speech 2 400 400 800
 1 160 160 Quiet 1 150 150 150
 1 65 65 K-2 Functional Life Skills 1 1000 1000 1000
 Quiet 1 325 325 3-5 Functional Life Skills 1 1000 1000 1000
 Existing Hall Elementary Proposed Hall Elementary
 480 students 525 Students
Space/Enrollment # of rooms Size Total Space/Enrollment DOE Allowable Area (Square Feet) # of rooms Size State/Local Local Only Total
 C


Technology Technology
  Tech Support/Server Rooms Tech Support/Server Rooms 0
 Elementary School Elementary School 80 - 200 1 200 200 200
 0
Learning Commons Learning Commons
  Library/Media Center Library/Media Center
 Elementary School 1 1625 1625 Elementary School See DOE Library Guidelines 1 1600 1600 1600
 Office/Misc Storage 1 515 515 Office 1 700 700 700


Physical Education Physical Education
  Gymnasium Gymnasium
 1 4215 4215 42' x 64' court plus 3' sidelines 1 5632 5632 5632
 Elementary School <600 Students Elementary School <600 Students
 Bleacher seating for 1/3 student body 1 620 620 620
 Locker rooms, Storage, PE Offices 1 90 90 Locker rooms, Storage, PE Offices Negotiable
 Locker rooms 2 400 400 800
 Office 1 150 150 150
 Storage 1 800 800 800


Food Services Food Services
  Cafeteria Cafeteria Enrollment ÷3 servings x 15 sf per student
 Elementary School 300-600 Students Shared Gym/Cafeteria Elementary School 300-600 Students Formula 1 2790 2790 2790

  Kitchen/Dry Storage/Walk-Ins Kitchen/Dry Storage/Walk-Ins Enrollment x 80% x 4 sf per student
 Elementary School 300-600 Students 1 1335 1335 Elementary School 300-600 Students Formula 1 1786 1786 1786



 Office/Staff Lockers/Staff Toilet 1 700 700 Office/Staff Lockers/Staff Toilet Included in Kitchen Area

Administration/Offices Administration/Offices
  Administrative, Guidance & Special Service Offices, Conference Rooms, Work Spaces Administrative, Guidance & Special Service Offices, Conference Rooms, Work Spaces
 Elementary School Elementary School 75 - 300
 Main Office 1 95 95 Main Office 1 550 550 550
 Principal 1 60 60 Principal 1 150 150 150
 Assistant Principal/Conference 1 255 255 Assistant Principal 1 150 150 150
 Teachers' Room 1 780 780 Conference 1 300 300 300
 Book Room 1 305 305 Sm. Conference 1 150 150 150
 Social Worker 1 165 165 Mail room (Main Office) 1 375 375 375
 Spurwink 1 90 90 Work Rooms 4 350 350 1400
 Book Room 1 400 400 400
 Social Worker 2 165 165 330
 Guidance 1 275 275 275
 File Storage 1 250 250 250

  Clinic Clinic
 Elementary School Elementary School 350-500 1 500 500 500

  Volunteer Room Volunteer Room 150-300 1 300 300 300
 Existing Hall Elementary Proposed Hall Elementary
 480 students 525 Students
Space/Enrollment # of rooms Size Total Space/Enrollment DOE Allowable Area (Square Feet) # of rooms Size State/Local Local Only Total
 C
Other Other
  Recycling Room Recycling Room 0
 Elementary School Elementary School 100-250 1 250 250 250



  Maintenance/Storage Maintenance/Storage Negotiable 1 1500 1500 1500


Building Area Building Area
  Program Area Subtotal 40475 Program Area Subtotal 57758
  Non-Assignable Areas (calculated) 13561 Non-Assignable Areas (.4) 23104

  Total Building Area (calculated) 54036 Total Building Area (calculated) 80862