Hall School Building Committee — Portland, ME
Date: 2015-03-04

1. Hall School Building Committee Meeting 3/4/2015 Agenda

 Documents: MEETING 2 3-4-15.PDF
2. January 7, 2015 Meeting Minutes

 Documents: MEETING MINUTES NO. 001 - OPA HALL ES BUILDING COMMITTEE01-
 4F.PDF
3. Architect Review Of Work To Date And D.O.E. Input

 Documents: MEMORANDUM ENROLLMENT PROJECTIONS 030315_2.PDF

1. Hall School Building Committee Meeting 3/4/2015 Agenda

 Documents: MEETING 2 3-4-15.PDF
2. January 7, 2015 Meeting Minutes

 Documents: MEETING MINUTES NO. 001 - OPA HALL ES BUILDING COMMITTEE01-
 4F.PDF
3. Architect Review Of Work To Date And D.O.E. Input

 Documents: MEMORANDUM ENROLLMENT PROJECTIONS 030315_2.PDF
 HALL SCHOOL BUILDING COMMITTEE



Date: Wednesday, March 4, 2015

Time: 6:00 p.m.

Location: Hall School Library



 AGENDA

 1. Approval of Minutes –January 7, 2015 Meeting

 2. Architect Review of Work to Date and D.O.E. Input
Oak Point Project #21402.18




Building Committee MEETING MINUTES - No. 001
Meeting: Hall School Building Committee Date: January 7, 2015 Time: 6:30 PM

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


Notes and observations were made by Allison Towne DiMatteo

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. Introductions and sign-in.

  Motion passed 2. Motion by Building Committee ("BC") to elect Laurie
  unanimously. Davis as Vice Chair of the Building Committee.

  Staff will create a 3. Scheduling of future meeting dates was discussed
  Doodle Poll • Critical dates are 8/3/2015 City Council
 meeting, (1st read), followed by 2nd read and
 vote at 8/17/15 City Council meeting.
 • Doodle Poll will be created in order to assess
 general availability and specific meeting dates
 • Expectation is two meetings per month from
 February through July. The second meeting
 may or may not be needed
 • Meeting length goal is two hours or less.
 • In the case of inclement weather, assume that
 the meeting will be held unless an e-mail from
 Anita Lachance is received that announces a
 cancellation.
 Meeting Minutes
 Page 1 of 4
 231 Main Street, Biddeford, Maine 04005 TEL 207.283.0193 FAX 207.283.4283 www.oakpoint.com
Action/Date Item Item
Responsible Party No.
 4. BC expectations were discussed. Attendance at
 meetings is important in order to have a quorum (8
 members constitute a quorum) and in because
 important decisions will be made at each meeting. If
 a member cannot make two meetings per month,
 he/she should consider resigning. Anita Lachance
 (ARL@portlandmaine.gov) is the person who should
 be notified if a member is unable to make a meeting.
Draft Plan of 5. The Plan of Organization was discussed.
Organization is • Motion to accept the Plan of Organization
attached. (passed unanimously)
 • Discussion of amending Article II.C.v and
 II.C.vi to raise the change order amount
 requiring BC approval from $20,000 to
 $50,000.
 • Motion to amend the Plan of Organization
 (passed unanimously)
 • Motion to accept the Plan of Organization as
 amended (passed unanimously)
Process chart handout 6. Overview by Oak Point (“OPA”) of the State of Maine
is attached. Department of Education’s 21-step review and
 approval process chart for Major Capital School
 Construction. Currently the project is on Steps 5/6,
 but other steps can be worked on concurrently.
PPS 7. Educational Specifications (“Ed Specs”) were
 discussed. Portland Public Schools (“PPS”) is
 currently forming the committee who will write the Ed
 Specs.
Flow chart handouts 8. Flow charts for the Site Approval Process and
are attached. Concept Approval Process were presented by OPA.
 • A request was made to attach a timeline to the
 sequence of the process for the next building
 committee meeting (See Item 13).
OPA 9. A request was made that all prior work relevant to the
 Hall School project that was done for the Buildings for
 Our Future project be posted on the project website,
 for BC member review prior to the next BC meeting.
City/PPS Staff 10. A draft Communications Plan needs to be developed
 regarding how social and traditional media will be
 utilized to get information to the public.
 • All BC meetings are public and information
 can be shared.
 • PTO may want to raise money to support
 communications such as signs, etc.
 • Utilize Channel 3 (public access TV)
City Staff 11. USGBC LEED Certification was discussed.
 • East End School was designed before the City
 passed an ordinance requiring LEED Silver as
 a minimum certification
 • OAES was given a donation to cover the cost
 of LEED certification

 Meeting Minutes
 Page 2 of 4

 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 State does not cover the cost of LEED
 certification as part of the project
 • Staff will determine whether a state-funded
 school project (with possible locally funded
 enhancements) is subject to the LEED
 certification requirement in the City’s
 ordinance.
  PPS 12. PPS to confirm if the School Board has approved the
 Concept Approval package prior to the City Council
 and State Board of Education, does the Board need
 to vote again on sending the project to referendum.
  OPA 13. A one-page sheet with a more detailed timeline for BC
 meetings, public meetings, School Board and State
 Board of Education votes was requested.
 14. Meeting agenda and meeting handouts should be
 made available on the BC website prior to meetings,
 in time for BC member review. A link to the BC
 website should be included in all e-mail
 correspondence.
 15. Subcommittees may be appropriate for certain
 aspects of the project (playground, color selection,
 building naming were mentioned as examples on past
 projects).
  OPA/PPS 16. Public forum is anticipated for late January.

 17. Meeting adjourned at 8:30pm.
 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 Minutes
 Page 3 of 4


 231 Main Street, Biddeford, Maine 04005 TEL 207.283.0193 FAX 207.283.4283 www.oakpoint.com
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 Site Approval Process


 Building Committee School Board
 Building Committee Building Committee
 Public Forum Public Forum / Approves Site
 Meeting (Kick-Off) Meeting (s)
 Straw Poll Approval Application


 Major Milestone
 Site Approval



 1. Introductions 1. Review Site Approval 1. Review Work / 1. Present Project 1. Sign Application with 1. Review Site Approval
 Process Progress Since Last Overview Results of Vote Application with State
 2. Elect Vice Chairman Meeting Board of Education
 2. Discuss Needs of 2. Review Site 2. Request Site Construction
 3. Review By-Laws Community / 2. Review Work to Date Approval Decision Approval from D.O.E Committee
 Visioning and Input from D.O.E.
 4. Review Roles of 3. Public Questions 2. Meet with State
 Team Members on 3. Review Work of 3. Review Educational Board of Education to
 Project, Committee Buildings for Our Specifications & 4. Conduct Straw Poll Obtain Site Approval
 Roles & Expectations Future Space Needs
 5. Recommendation -
 5. Overview of D.O.E. 4. Public Comments 4. Review & Comment Send to School Board
 21 Step Process on Design Options &
 Cost Implications
 6. Review Timeline
 5. Discuss LEED
 7. Review Work to Date Certification

 8. Public Comments 6. Public Comments




Hall Elementary School
January 7, 2015
 Concept Approval Process


 Building Committee Public Forum / School Board
 Building Committee
 Public Forum Approves Concept
 Meeting Meeting (s) Straw Poll
 Approval Application


 Major Milestone
 Concept Approval 1. Review Information 1. Review Concept
 from Public Forum Approval Application
 with Construction
 2. Review Changes / Committee
 Updates to the Space
 Allocation Workbook 2. Meet with State
 Board of Education to
 3. Update the Obtain Concept
 Committee on Approval
 Negotiations with
 D.O.E.

 4. Review & Comment
 on Floor Plans,
 Elevations,
 3D Renderings, &
 Estimates

 5. Review Cost Data for
 Locally Funded
 Options (If Applicable)



 Additional Building Committee Meetings & Public Forums
 may be Necessary to Review Concept Designs. All Meetings Referendum
 will end with Public Comments.




Hall Elementary School
January 7, 2015
  1. Review Site Selection 1. Review Site Selection 1. Present Project 1. Sign Application with
 (Recap) and Concept Overview Results of Vote
 Approval
  2. Present Educational Process(Recap) 2. Review Educational 2. Request Concept
 Specifications & Program / Space Approval from D.O.E
 Discuss Building 2. Review Educational Allocation
 Program Specifications, Space
 Needs & Programs 3. Present Floor Plans,
  3. Review Space Elevations, &
 Allocation Workbook 3. Discuss Community 3D Renderings
 Program Needs
  4. Discuss Program 4. Public Questions
 Relationships, 4. Public Comments
 Adjacencies 5. Conduct Straw Poll

  5. Review & Comment 6. Recommendation -
 on Bubble Diagrams, Send to School Board
 Floor Plans,
 Massing, &
 3D Renderings from
 Buildings of Our
 Future

  6. Discuss LEED
 Certification Process

  7. Public Comments




Hall Elementary School
January 7, 2015
MEMORANDUM


To: Anita LaChance, Director of Recreation and Facilities Management

Subject: District Enrollment Projections

Project Name: Hall Elementary School

Date: March 03, 2015


We have recently received the 2014/2015 enrollment projections from Davis Demographics (DDP).
The projections utilize the Maine State Department of Health reports for birth data in the city as well as
historical student data that was provided by Portland Public Schools and planned residential
developments in the city as reported by the Portland Planning Department.

The live birth rate for the city is compared to the incoming kindergarten class five years later. This
comparison establishes the annual “capture rate” which is utilized in the preparation of long term
projections. Earlier enrollment projections from 2012/2013 showed a one-year spike in the capture
rate which, if held long-term, could have resulted in a gradual increase in the overall district population.
The latest projections, and two more years of data, indicate that the birth capture rate spike has not
held and current trends predict a decrease in student population-- 6,987 students in 2014 to 6,846 in
2022, a drop of 2% over that time period.

The enrollment projections further break down the overall district enrollment for K-5 students into
individual school districts. The projections are “residence-based”, which means they are based upon
where students reside, not necessarily where they attend school. DDP calculates residence-based
projections in the belief that the best way to plan for future facilities changes is to know where the next
group of students will be residing, not necessarily which school they are currently attending. Since
these projections are based upon where students reside, the figures used as a base for each school’s
resident population may differ from the actual reported enrollment for each school. An “attendance
matrix” is provided in the enrollment projections report in order to gauge the effect of out-of-district
student enrollment.

Five of the eight mainland elementary schools show a projected decrease in resident students between
the current enrollment and 2022: Longfellow Elementary (-9.5%), Hall Elementary (-16.2%), Lyseth
Elementary (-11.7%), Riverton (-10.7%) and East End Community School (-9.5%). An increase in
students is projected at Ocean Avenue Elementary School (+6.2%) and Reiche Elementary School
(+6.8%). Presumpscot Elementary School is projected to have a relatively stable student population.
Residence-Based projections by school


As part of the 21-step State process for school project construction, a regional analysis is
required to ensure that school districts are planning comprehensively for the best
long-term solution. For most municipalities, this means reaching out to neighboring
towns to understand if a shared solution might be mutually beneficial. For a large city
with multiple schools within the district, like Portland, this might mean reviewing
long-term capacities across several elementary school districts to see if a regional
solution might make sense to explore. Given the declining resident student population
in the Hall School district, a decision will need to be made by Portland Public Schools and
the City, working with DOE as a partner, whether to build a smaller school than initially
planned, move district boundaries, or consider other options for a more comprehensive
regional solution.

While everyone has been working extremely hard to bring the Hall school project to the
voters in a November 2015 referendum, the due diligence to explore and debate these
options will take additional time.