Hall School Building Committee — Portland, ME
Date: 2015-10-07

HALL SCHOOL BUILDING COMMITTEE



Date: Wednesday, October 6, 2015

Time: 6:00 p.m.

Location: Ocean Avenue Elementary School Library



 AGENDA


 1. Review and Approve Meeting Minutes: 9/2/15
 2. Review current project timeline
 3. Review progress on Site Approval application/site investigations
 4. Review and discuss space allocation workbook and concept floor plans
 5. Discuss potential locally funded options
MEMORANDUM

To: Hall School Building Committee

Subject: Meeting Packet- 9/2/15

Project Name: Hall Elementary School

Date: October 1, 2015


The meeting packet for October 6, 2015 contains the following items:

 • Meeting Agenda
 • Minutes from 9/2/15 Hall School Building Committee Meeting
 • An updated timeline for Site Approval, Concept Approval and local referendum process
 • Current Schematic Site Plan
 • Space allocation tables
 • Schematic Floor Plans

Project update
Since the last building committee meeting, a number of critical tasks have been completed as the
project moves through the Department of Education’s 21 step process.

First, a meeting with the Portland Planning board was held on September 8, 2015 to discuss the project
and give board members a chance to provide preliminary comments. Where the project will not be
formally permitted until sometime after the referendum, no formal votes were taken. The board was
generally very pleased with the direction the project was taking, echoing comments heard throughout
the process on maintaining the neighborhood school feel, addressing vehicular circulation and
minimizing the disturbance of the natural resources on the site.

The Site Approval Application was submitted to the Department of Education (DOE) on September 11,
2015 for preliminary review by the construction team. A review meeting with DOE was held on
September 17, 2015 to review the application and address any questions or comments. The application
was reviewed and found to be technically sound by DOE. The application is currently awaiting approval
by the Commissioner of Education and is tentatively scheduled to appear before the State Board of
Education at their November meeting.

The public forum/straw poll was held at the Hall Elementary School gymnasium on September 29. 30
people were in attendance to hear the presentation and ask questions. After the presentation was
held, a straw poll was conducted and received very positive support. The final vote was 25 yes, 2 no
and 1 abstention.

The playground subcommittee has met three times to discuss the exterior play areas and natural
learning spaces (9/15, 9/22 and 9/29).
_________________________________________________________________________________________________________
 231 Main Street, Biddeford, Maine 04005 TEL 207.283.0193 FAX 207.283.4283 www.oakpoint.com
The attached timeline has been updated to show the Site Selection Approval occurring in November
and the Concept Plan tentatively before the State Board in December. With these revised dates, the
referendum would likely be held in March of 2016.

Schematic Site Plan
The attached site plan shows further refinement to the plan the building committee supported at the
September meeting. Major changes include modification to the Riggs/Lomond access road to avoid
heritage trees on site and updates to the building footprint.

Space Allocation Table
The attached space allocation table is the current version that is being reviewed by Portland Public
Schools as well as the Department of Education. The number and types of spaces included in the design
are being negotiated with the DOE at this time.

Schematic Floor Plans
The schematic floor plans reflect updates to the location of programs that are the result of meetings
with Portland Public School staff/teachers as well as discussions with DOE. The spaces shown are
outlined in the space allocation table. More explanation of the floor plans will be given at the Building
Committee meeting.




 Meeting Packet-Memorandum
 October 1, 2015 Page 2 of 2
Oak Point Project #21402.18




Building Committee MEETING MINUTES - No. 006
Meeting: Hall School Building Committee Date: September 2, 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
 1. Oak Point Associates reviewed the project timeline
 for Site Approval and Concept Approval. The Site
 Approval application will be submitted following the
 Planning Board meeting on 9/8/15.
 2. Dawn asked if there could be a teacher/staff member
 on the committee to act as a liaison. While they may
 not be a voting member, staff is encouraged to
 attend and offer insight and influence the process.
 Possibly 1-2 representatives could attend.
 3. A site plan showing access from Sagamore Village
 was discussed. There were a number of concerns
 from the Police and Fire Departments on access
 through the narrow streets. There would also be
 significant off-site improvements that would be
 locally funded. After discussion, the committee
 elected to pursue access from Riggs/Lomond.
 4. Access from Riggs/Lomond was discussed. The
 approval requirements for the City of Portland were
 reviewed.
 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.
 5. The access to the service area from Purchas street
 was reviewed. There was concern about the ability
 for trash and service trucks to get through these
 streets. Currently, the neighborhood is serviced by
 larger vehicles. Alternate locations for the service
 area were discussed but found to be less desirable
 (closer to the front of the building or off the parent
 loop).
 6. Bike access to the site was reviewed. There are 3
 dedicated access points for bikes currently planned.
 Vote to endorse Option 1 7. The committee discussed the various options. There
 for the Site Plan (M/S/A, were comments from the city arborist requesting the
 unanimous) road location to miss as many of the heritage trees
 on that portion of the site. The committee elected to
 reconfirm its support for Option 1 (Riggs/Lomond
 access) with the revisions and understanding that
 OPA would work with the city to address staff and
 planning board comments.
 Oak Point Associates and 8. There are a number of potential locally funded
 PPS will develop a options that the committee needs to consider. Some
 running list of local of the items mentioned to start were Sidewalks on
 options Orono Road, granite curbing for roadways on site,
 storm water Improvements, a middle school sized
 gym, geothermal, additional insulation, solar thermal
 hot water and natural play areas. The pros and cons
 of each item will need to be discussed.
 Vote to endorse relocation 9. Potential relocation of students was discussed.
 of Kindergarten to Three individual options were presented.
 Deering High School • Relocation of 5th Grade students to Lincoln
 (M/S/A) Middle School
 • Relocation of Kindergarten students to the
 lower level of Deering High School
 • Relocation of Many Rivers students to
 another facility, likely Riverton in portable
 classrooms
 Dawn reported that Staff felt they could make any of
 the three options work. There was concern about
 relocating the 5th grade since half of the students
 attend King Middle School. There was also concern
 about relocating Many Rivers as this is a program in
 transition and the relocation could be disruptive to
 the overall program. Kindergarten students are not
 yet in the school community and are also the most
 likely to feel the impact of the construction. With
 Longfellow next door, it was felt that they would have
 the necessary support for their specials (music, art,
 resource etc).
 10. Oak Point presented a preliminary floor plan for the
 building. The current plan is roughly 83,000 square
 feet and includes a middle school size gym. The
 increase in size of middle school gym (2,275sf)
 would be a local expense and may need to be
 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.
 reduced in size. These plans will be reviewed with
 the Hall School staff.
 11. A list of potential subcommittees was discussed.
 Typical committees include moveable
 equipment/finishes, playground, naming and
 technology. With the exception of playground, these
 committees would not be needed until after
 referendum.
 11. The public forum/straw poll was set for September
 29, 2015 at 6:30

 END OF MEETING MINUTES




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
 Joe Carter Building Committee
 Jeanne Crocker Portland Public Schools, Interim Superintendent
 Bob Doherty Building Committee
 Sean Kelsey Building Committee
 Anita LaChance City of Portland
 Katie Lamb Building Committee
 Whitney Letellier Building Committee
 Nick Mavodones Building Committee, City Councilor
 Marnie Morrione Building Committee, School Board Member
 Laura Newman Building Committee
 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 Chair
 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
 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
 10/30/15 11/10/15
 11/30/15 12/09/15


 Major
 Milestone


 Planning Board Planning Staff Council Approve March 2016
 Public Hearing
CITY OF PORTLAND Workshop progress review referendum Referendum
 February 2016
 9/8/15 TBD 12/14/15 TBD



 Major Major
 Milestone Milestone

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


 Major Major Major Major
 Milestone Milestone Milestone Milestone

 Building Building
 Building Building Building
 Building Committee Committee
HALL SCHOOL BUILDING Straw Poll Committee Committee Committee Straw Poll
 Committee Meeting Meeting
COMMITTEE/OPA/PPS 9/29/15 Meeting Meeting Meeting 11/28/15
 Meeting 9/2/15 9/16/15 (If 10/21/15 (If
 10/7/15 11/4/15 11/18/15
 Needed) Needed)




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


 Proposed Hall Elementary
 558 Students
Space/Enrollment DOE Allowable Area (Square Feet) # of rooms Size State/Local Local Only Total
Classrooms
  Regular Classroom 0
 Pre-K & Kindergarten 1,000 0
 Elementary School 800 0
 Pre-K 2 1000 1000 2000
 Kindergarten 4 1000 1000 4000
 1st Grade 3 800 800 2400
 2nd Grade 3 800 800 2400
 3rd Grade 3 800 800 2400
 4th Grade 3 800 800 2400
 5th Grade 3 800 800 2400
 0
 1st Grade-Many Rivers 1 800 800 800
 2nd Grade-Many Rivers 1 800 800 800
 3rd Grade-Many Rivers 1 800 800 800
 4th Grade-Many Rivers 1 800 800 800
 5th Grade-Many Rivers 1 800 800 800
 0
 Spanish 1 800 800 800
 0
Fine Arts
  Music
 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)
 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)
 Elementary School Negotiable - Program Driven 4 140 140 560
 Elementary School Negotiable - Program Driven 2 260 260 520
 Elementary School Negotiable - Program Driven 2 200 200 400
Special Services
  Classrooms
 Elementary School 250 - 800
 Special Education K-2 1 800 800 800
 Special Education 3-5 1 800 800 800
 Literacy Intervention 1 600 600 600
 Read 180 1 600 600 600
 ELL 4 400 400 1600
 OT/PT 1 600 600 600
 Speech 2 400 400 800
 Quiet 1 150 150 150
 K-2 Functional Life Skills 1 1000 1000 1000
 3-5 Functional Life Skills 1 1000 1000 1000
 Proposed Hall Elementary
 558 Students
Space/Enrollment DOE Allowable Area (Square Feet) # of rooms Size State/Local Local Only Total
Technology
 Tech Support/Server Rooms 0
 Elementary School 80 - 200 1 400 400 400
 0
Learning Commons
 Library/Media Center
 Elementary School See DOE Library Guidelines 1 1750 1750 1750
 Maker Space 1 1200 1200 1200
 Office 1 700 700 700

Physical Education
 Gymnasium
 42' x 64' court plus 3' sidelines 1 5632 3357 2275 5632
 Elementary School <600 Students
 Bleacher seating for 1/3 student body 1 620 620 620
 Locker rooms, Storage, PE Offices Negotiable
 Locker rooms 2 400 400 800
 Office 1 150 150 150
 Storage 1 800 800 800

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

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



 Office/Staff Lockers/Staff Toilet Included in Kitchen Area

Administration/Offices
 Administrative, Guidance & Special Service Offices, Conference Rooms, Work Spaces
 Elementary School 75 - 300
 Main Office 1 550 550 550
 Principal 1 150 150 150
 Assistant Principal 1 150 150 150
 Conference 1 300 300 300
 Sm. Conference 1 150 150 150
 Mail room (Main Office) 1 375 375 375
 Work Rooms 2 350 350 700
 Copy Room (Main Office) 1 200 200 200
 Staff Room 1 600 600 600
 Book Room 1 400 400 400
 Social Worker 2 165 165 330
 Guidance 1 275 275 275
 File Storage 1 250 250 250

 Clinic
 Elementary School 350-500 1 500 500 500

 Volunteer Room 150-300 1 300 300 300
 Proposed Hall Elementary
 558 Students
Space/Enrollment DOE Allowable Area (Square Feet) # of rooms Size State/Local Local Only Total


Other
 Recycling Room 0
 Elementary School 100-250 1 250 250 250

 Maintenance/Storage Negotiable 1 1500 1500 1500

Building Area
 Program Area Subtotal 59688
 Non-Assignable Areas (.4) 23876

 Total Building Area (calculated) 83564



 Maximum State Funded Building Area 558 143 79794
 Local Only Funded Building Area 2275 0


 Total Building Area 82069