School Facilities Ad Hoc Committee — Portland, ME
Date: 2016-12-22

1. School Facilities Ad Hoc Committee Agenda - 12/22/16

 Documents:

 12.22.16 SCHOOL FACILITIES AD HOC COMMITTEE AGENDA.PDF

  1.I. School Facilities Ad Hoc Committee Minutes - 11/17/16

 Documents:

 11.17.16 SCHOOL FACILITIES AD HOC COMMITTEE MINUTES.PDF

1. School Facilities Ad Hoc Committee Agenda - 12/22/16

 Documents:

 12.22.16 SCHOOL FACILITIES AD HOC COMMITTEE AGENDA.PDF

  1.I. School Facilities Ad Hoc Committee Minutes - 11/17/16

 Documents:

 11.17.16 SCHOOL FACILITIES AD HOC COMMITTEE MINUTES.PDF
 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, December 22, 2016
 5:00pm – 7:00pm
 City Hall – Council Chamber

 Agenda
 1. Review and approval of 11/17 Committee meeting minutes

 2. Status report on State funding activities

 3. Update on timelines
 a. Committee action timeline
 b. Referendum vote timeline

 4. Begin deliberations of package(s) to present to public for comment

 5. Set topic areas for upcoming Committee meetings
 a. Public hearing and vote on draft Committee recommendation package




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.


 1
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.


 2
 • 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.
 3
Submitted by Jason J. Shedlock, Special Assistant to the Mayor




 4

School Facilities Ad Hoc Committee
 Committee Co-Chairpersons
 Marnie Morrione, District 5, 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, Chair, Board of Education



 Thursday, December 22, 2016
 5:00pm – 7:00pm
 City Hall – Council Chamber

 Meeting Minutes & Notes

The meeting began at 5:03pm.
Attendance:
Mayor Strimling, School Board Member Marnie Morrione (Committee Co-Chairs)
Superintendent Xavier Botana
Councilors: David Brenerman, Justin Costa, Nicholas Mavodones
School Board Members: Board Chair Anna Trevorrow, Stephanie Hatzenbuehler, Sarah Thompson
Superintendent Xavier Botana
Special Assistant to the Mayor Jason J. Shedlock
City Finance Director Brendan O’Connell

Mayor Strimling and Board Member 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 as well as an overview of the recently-completed School Faculties Assessment. The
Committee would also discuss the timeline for the committee’s work and a possible referendum vote
The majority of the meeting would be reserved to hear proposals from members and deliberate on them.
The Committee was reminded that the master question and answer document, along with other
supporting documents and presentations, can be viewed in their entirety at
http://www.portlandmaine.gov/1803/School-Facilities-Ad-Hoc-Committee.

The minutes of the November 17th meeting of the School Facilities Ad Hoc Committee were approved
unanimously after suggested changes to the titles of committee members, consistency in names and
titles, and technical corrections.

Councilor Mavodones stated that a prior commitment would mean that he needed to leave the meeting
early. He also wished to put on the record his displeasure with a “backpack mailing” regarding the
school facilities deliberations. He felt it was a violation of the School Board policy on commercialism
and that he will be following up on those concerns with Superintendent Botana.

 1
Superintendent Botana explained to the Committee that he and others presented at the state Board of
Education’s Construction Committee on December 12th and the full State Board of Education on
December 14th. While the presentations were met by both bodies with appreciation for creativity and
an understanding of the difficult situation Portland is in with the two schools, both unanimously
dismissed Portland’s request for funding for Longfellow and Reiche schools. Mayor Strimling as well
as Councilor Mavodones thanked Superintendent Botana for his hard work at exploring all avenues at
state funding.

Superintendent Botana then discussed the facilities assessment that was been recently completed by
contractor Sebago Technics. He stressed that the findings of the study, over $300 million in facility
needs over the next 20 years (almost $40 million over the next 5 years), do not include addressing any
improvements needed to bring schools to 21st century learning expectations (unlike the Buildings for
Our Future proposals contemplated by the Committee). Superintendent Botana noted that there are
other non-Buildings for Our Future schools, particularly at the secondary level, with significant project
needs which may become better candidates for state major construction funding in the next project
round.

Superintendent Botana stated that Sebago Technics is in the process of scoring all schools using the
new state funding rubric. Preliminary findings indicate that the needs of Portland’s secondary schools
may stand a better chance at scoring higher on the state scale than others, including the schools
currently being discussed by the Committee.

Councilor Brenerman asked why the findings were different from the new assessment and those
explored in the Buildings for Our Future plan. He asked that if we fund these four schools locally,
would the School Department seek state funding for other schools? Councilor Brenerman also asked
what plans would be in place for the schools, once upgraded, to not degrade like the way they did to
leave us facing the current reality. Superintendent Botana stated that the facilities assessment only
focused on physical needs to upgrade physical plants, not ensuring 21st century learning environments.
He stated that the School Department would absolutely apply to the state for funding of additional
schools in need. Superintendent Botana also stated that it would be important to work with the School
Board and the City to make difficult budgeting decisions in the future to meet the needs of all school
buildings, including those what would be renovated.

Mayor Strimling stated that based on the Committee’s work, ensuring public voices as well as
incorporating the review time and votes from the School Board, the Council’s Finance Committee and
the full Council, the timeline of a public referendum would be Spring of 2017.

Mayor Strimling then presented a proposal from himself and Co-Chair Morrione for a four school,
$60.9 million plan to meet the needs of Reiche, Longfellow, Lyseth and Presumpscot by transforming
them into 21st century learning institutions. He noted that the plan included the Adjusted Project Scope
previously discussed by the committee, included a staff person to work – either for the school
department or the city – to coordinate the administrative aspects of the project, in addition to the
already-budgeted Clerk of the Works and added back the solar domestic hot water heater at Reiche. He
stated that he was confident that the plan addressed the critical needs of the schools and the students
(the Adjusted Project Scope plan was previously-vetted and agreed to by the principals) while
balancing the impact to taxpayers. Mayor Strimling also stated that the plan contemplates spreading
the borrowing over six years in order to lessen the yearly impact to taxpayers.



 2
School Board Member Morrione added her support for the proposal. She also passed along and idea
heard at a District 5 community meeting that the public might have the option to vote on two referenda,
one containing the $60.9 million figure, and one adding the additional $10 million for the full Buildings
for Our Future proposal. Bond Counsel would need to advise if and how that would be possible.

Superintendent Botana was supportive of the Co-Chairs’ $60.9 million proposal. He stated it was a
thoughtful proposal that took into account principals’ feedback. He is confident that School District
officials would be able to realize adequate savings by implementing repurposing and bulk purchasing
for equipment; and community and grant dollars for playground and outdoor learning items.

Councilor Mavodones asked about the new Project Coordinator position, and whether it would be a
Public Schools or a City position. Mayor Strimling stated that where the person sits could be decided,
but that he wanted to make sure the additional assistance was budgeted for. Councilor Mavodones
stated that it is important that the person have educational knowledge and experience.

Councilor Brenerman asked about the timeline and whether it was realistic. He wants to be sure we
have the personnel needed at the City to coordinate these projects. Deputy City Manager LaChance has
been shepherding the Hall School Committee, and each of these projects would need someone akin to
her to fill that role. He also asked about the CIP projects already in the pipeline or ones that are needed
before the Buildings for Our Future work would begin. These items would include the fieldwork at
Lyseth and Lyman Moore as well as brickwork at Longfellow.

Councilor Mavodones stated that the Co-Chairs’ proposal showed a lot of thought and he appreciated
the effort that went into it. He stated that he does not know where he will end up on the proposal. He
went on to say that it we are going to be investing $60 million, maybe we should just invest $70 million?
Councilor Mavodones then went on to say that he believes people will have issues with spending that
amount of money. He suggested perhaps there were other proposals to consider. Options might be
waiting for the state to fund two schools. A $35 million proposal that the school department could
recommend might also be an option. He asked what might a plan that addressed two schools and $35
million would look like?

He also registered concerns that borrowing $60 or $70 million would limit the city’s ability to
implement any other capital improvement projects for six years. He stated that when the middle schools
were completed in the 1990s, that municipal spending “came to a halt.” Mayor Strimling asked for
further clarification on that point, and an accounting of municipal spending in the 1990s. Councilor
Mavodones then stated that he wasn’t attempting to scare people, just understand the impact of a bond.

Board Member Thompson stated that the facilities assessment highlighting $300 million in needs over
the next 20 years was “sobering.” She stated that the community needs to know that the need is even
greater than once realized, and that $70 million is only a small portion of the real need. We can only
defer maintenance for so long and the schools are getting worse as we wait. Board Member Thompson
stated with we must “bite the bullet” and make this investment.

Councilor Costa also thanked the Co-Chairs for their proposal. He stated that he too feels people must
understand the order of the magnitude of the needs for the school system overall. He stated that the
school department must know that tough choices must be made, but that the co-chairs’ proposal is
moving us in the direction that we need to go. Councilor Costs stated that while he is open to some
negotiation, we are getting very close to what the schools need to move forward. He stated that he and
others have been working on this issue for years and that it’s time to move ahead. He went on to explain
that there is only so much uncertainty that we can avoid and that we will continue to incur deferred

 3
maintenance needs. He concluded by stating that while he is inclined to support the co-chairs’ proposal,
that any and all other viable options should also be made clear and laid out for public review.

Board Member Morrione began by stating that we must reframe the conversation about schools versus
city needs. They are shared needs. We must also look at the economic impact of not performing this
work. We must invest in families and invest so that families return to the city. We must prioritize the
investment in our next generation and if we do not, we are taking a step back as a city.

Board Chair Trevorrow stated that the Co-Chairs proposal should be presented to the public for their
review. She stated that it has been eye opening to see the vast amount of work that the schools need
that will have to be included in a Capital Improvement Plan, and that the Co-Chairs’ proposal would
put a dent in what is necessary to upgrade out schools. Board Chair Trevorrow stated that she supports
the Co-Chairs proposal to move forward for public review, and that the public should see any and all
proposals to have the most information as they make their decision.

Councilor Brenerman agreed with Board Chair Trevorrow that the public should have access to all of
the information they night need to make the best decision on how they want to move forward.

Board Member Hatzenbuehler stated that the needs identified in the facilities assessment were sobering
and reasonable. She said that she is very familiar with the capital needs and the budget process, and
she is concerned that there is a huge gap between needs and dollars available to address them. She is
very concerned about services declining and rising debt. Board Member Hatzenbuehler stated that the
choices must be made crystal clear for the public, and that we must balance the polies surrounding
steps towards universal Pre-K and universal breakfasts as well. She supports the public having a variety
of proposals to choose from, including the Co-Chairs’ as well as any others developed.

Mayor Strimling also stated that the public should have all the information they need. He stated that
over the course of the six months of committee work, and years of prior study, the situation is very
clear. The public is aware of the cost. They are even more aware of the cost of inaction. The schools
have been underfunded for decades and now we must act to right that wrong. Our kids deserve 21st
century learning institutions. Our excellent teachers and administrators deserve the tools they need to
make that environment work for our kids. Mayor Strimling stated that the Ad Hoc Committee, and the
full Council, should allow for the voters to decide. He stated that the Co-Chairs’ proposals are indeed
the same items that this Committee has been discussing for months. There is nothing new and that it’s
where this process led them.

Mayor Strimling announced that the tentative date for the next meeting is January 19th. It was noted
that Board Member Thompson does have a conflict on that date.

The meeting was adjourned at 6:43 pm.

Submitted by Jason J. Shedlock, Special Assistant to the Mayor




 4