School Facilities Ad Hoc Committee — Portland, ME
Date: 2016-11-17

School Facilities Ad Hoc Committee
 Committee Co-Chairpersons
 Marnie Morrione, Chair, Portland Board of Education ∙ Ethan K. Strimling, Mayor
David Brenerman, District 5 City Councilor Nicholas M. Mavodones, At-Large City Councilor
Justin Costa, District 4 City Councilor Sarah J. Thompson, At-Large Board of Education
Stephanie Hatzenbuehler, District 4 Board of Education Anna Trevorrow, At-Large Board of Education



 Thursday, November 17, 2016
 5:00pm – 7:00pm
 City Hall – Council Chamber

 Agenda
 1. Review and approval of 11/8 Committee meeting minutes

 2. Status reports and additional information
 a. State funding status
 b. Finance material update

 3. Initial Committee recommendations
 a. School-by-school discussions

 4. Set topic areas for upcoming Committee meetings
 a. Committee recommendations (cont.)
 b. Public hearing on draft Committee recommendations
 c. Recap and action on final Committee recommendations




389 Congress Street/www.portlandmaiane.gov/tel.207-874-8941/tty.207-874-8936/fax.207-874-8669

School Facilities Ad Hoc Committee
 Committee Co-Chairpersons
 Marnie Morrione, Chair, Portland Board of Education ∙ Ethan K. Strimling, Mayor
David Brenerman, District 5 City Councilor Nicholas M. Mavodones, At-Large City Councilor
Justin Costa, District 4 City Councilor Sarah J. Thompson, At-Large Board of Education
Stephanie Hatzenbuehler, District 4 Board of Education Anna Trevorrow, At-Large Board of Education



 Thursday, November 17, 2016
 5:00pm – 7:00pm
 City Hall – Council Chamber

 Meeting Minutes & Notes

The meeting began at 5:04pm.
Attendance:
Mayor Strimling, School Board Chair Marnie Morrione (Committee Co-Chairs)
Superintendent Xavier Botana
Councilors: David Brenerman, Justin Costa, Nicholas Mavodones
School Board Members: Stephanie Hatzenbuehler, Sarah Thompson, Anna Trevorrow
Superintendent Xavier Botana
Deputy City Manager Anita LaChance
Special Assistant to the Mayor Jason J. Shedlock

Mayor Strimling and Board Chair Morrione began the meeting by welcoming the Committee members
and the public and letting the attendees know the purpose of the evening. This meeting would consist
of an update on the attempts to secure state funding to defray the costs of the Buildings for Our Future
plan. The Committee would also see a presentation on some proposed budgetary alterations, based on
Committee feedback from throughout their analysis. The Committee was reminded that the master
question and answer document, along with other supporting documents, can be viewed in its entirety
at http://www.portlandmaine.gov/1803/School-Facilities-Ad-Hoc-Committee.

The minutes of the November 8th meeting of the School Facilities Ad Hoc Committee were approved
unanimously.

Superintendent Botana explained to the Committee that he would be presenting to the State Board of
Education at its December 14th meeting, to be held at Casco Bay High School. He will be presenting
the previously-discussed proposal to ask the State to support an interest only interim local financing
plan which would allow for local funding of interest for Reiche and Longfellow schools until there is
additional room in the state’s debt cap for funding at the state level. While most feedback points to this
proposal’s success as a longshot, Superintendent Botana stated that all avenues were being explored.


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Councilor Costa cautioned about requesting only the interest only financing option, and suggested that
we approach the state to just include Reiche and Longfellow in the current funding list. He also inquired
about the fate of schools in years past that were similarly placed on the funding list, and whether they
received funding in subsequent years.

Councilor Mavodones stated he was pleased that we were exploring this avenue, and suggested
professional representation to contact the state board to help them understand why they should support
our proposal. Councilor Brenerman agreed. Superintendent Botana stated that he was working with the
Portland delegation in Augusta as well as the Portland Regional Chamber of Commerce to gain their
assistance and support.

The Committee discussed the updated financial numbers from Deputy City Manager LaChance, as she
described the numbers changed because the new state valuation was available, and that Portland would
see an increase in the State Equalized Valuation and its accompanying decrease in state funding. It was
also stated that the numbers reflected the recently-ratified teacher contract.

Mayor Strimling stated that the impact of state referendum Question 2 has not been incorporated into
any budgets. Estimates of its impact on Portland can be anything between a $2 Million and $11 Million
influx of funds.

An update was given of the School Facilities Assessment, which is still incomplete and in draft form.
Initial reviews did not uncover any surprises, but did show a significant amount of work needed over
the next twenty years. The first priority of work would be code and life safety issues that were
identified. Immediate needs for middle schools would be approximately $100,000. Superintendent
Botana stressed that the items identified in the school facilities report are not to transform buildings
into 21st century learning institutions, rather perform maintenance and necessary upgrades. The needs
identified would also not address current space challenges. It was stated that for middle schools, in the
one to five-year window, the needs for ADA, code and security would cost about $3.5 Million. The
final report is scheduled to be complete by December 1st. Councilor Brenerman stated that the data
compiled from the study would be helpful as we apply for state funding for schools in the future.

Responding to Board member Thompson’s request, Xavier Botana stated that the school department
would learn of the fate of its application to the state revolving loan fund in January 2017.

The Committee then transitioned to a presentation that reflected budgetary adjustments that reflected
suggestions heard throughout the Committee process. Xavier Botana stated that he met with the
principals from each school and that while none were overly excited with proposed reductions to the
plan, each stated that the suggestions would still allow for the chances needed to achieve 21st century
learning environments for kids. He thanked the principals for their willingness to work with him on
difficult decisions. Principals Loring (Presumpscot) and Young (Longfellow) were in attendance and
offered their support.

A copy of the presentation, led by Tyler Barter of Oak Point Associates, is incorporated into the meeting
minutes.

A review of the adjusted school budgets revealed the following questions and comments:
 • The plan still allows for a stage on the newly-constructed gymnasium at Presumpscot.
 • The built-in and moveable equipment reductions would make for some difficult choices, but
 would be workable.


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 • Concerns were raised about outdoor learning area reductions. Principals stated that schools
 will find innovative ways to incorporate outdoor learning and search for alternative funding
 and partnerships to accomplish these goals.
 • As some site work has been backed out of the proposal to avoid duplication, the CIP should
 reflect ongoing and previously-scheduled work at Lyseth.
 • Fee reductions that should accompany budget reductions have already been incorporated into
 the updated budgets.
 • It should be made clear in the CIP and in the proposal if something has been funded through
 CIP or just requested.
 • All modulars are still to be removed in the updated scenario.

Councilor Mavodones stated that he appreciated the principals and staff being good stewards of public
money, and that he was comfortable that the proposed changes do not harm teaching and learning. He
cautions that the budget number is still too high, and that he very much hopes for state funding to be
able to lower the costs.

Councilor Costa also thanked the staff for their work. He stated that he is open to all of the adjustments
made; though he does not necessarily want to make reductions, he understands the need to do so. He
stated that there are still major decisions to be made, including whether or not we qualify for state
funding and whether we fund Reiche and Longfellow locally or wait for the state to act.

Board member Hatzenbuehler expressed her appreciation. She cautions against inaction. Politics aside,
we must get something done and go as far as we can to ensure we meet the needs identified.

Councilor Brenerman appreciated the conversations around the reductions, and was pleased that the
principals were in agreement. He stated that if we are sure that a school will get on a funding list, we
should wait for state funding. If not, we should move forward. If we can get a “free” school because of
state funding, we should absolutely do so. He also mentioned the possibility of consolidation in order
to make schools more attractive to be funded by the state.

Board member Trevorrow cautioned that while these cuts might not ultimately hurt, any more would
certainly do so. The Committee’s job is to act. When we find out whether or not we quality for state
funds (December 14th), that will be a turning point where we must move forward.

Mayor Strimling stated that inaction is not an option. He stated that while we are doing everything we
can to get state funding, it’s not realistic that we will receive it. With or without state funding, we must
cross the finish line regardless.

Councilor Costa asked if the Clerk could map out the referendum timeframe. We need to know the
impact of delay and moving past March, losing a construction season. We still need to send the package
back to the school board, then back to council for Finance Committee review, then to full Council. We
should plan to meet again after we learn of the state decision (December 14th) and also ensure we
schedule a public hearing of any recommendations.

Board Chair Morrione also expressed her appreciation. She stated that this process was many years in
the making, and that we must get this to the voters to decide.

Deputy City Manager LaChance was asked to run the budget numbers with the new $60 Million figure.
An announcement will be made on the date, time and location of the next meeting. The meeting was
adjourned at 6:38 pm.
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Submitted by Jason J. Shedlock, Special Assistant to the Mayor




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