Meeting Minutes

 

 

Date: 30 July 2015 Project: Whittier International Elementary School – BVSD Meeting No: DAT #3 Attendees: Jane Crisler Sara Schesser Scott Rodwin Kirsten Snobeck Charles Zachemsky Will Valkner Ghita Carroll Jenn Silbermann Loran Lattes Sarah Oswick Karen Sperry Karen Wolny Jenn Shepherd Maurie Marcil

Humphries Poli Humphries Poli Rodwin Architecture Rodwin Architecture BVSD JHL- Preconstruction Mgr. BVSD- Sustainability Whittier- SPED Whittier- Librarian Whittier Principal Whittier Parent Whittier- Admin Whittier- Art Whittier

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1. Initial Items: a. Introduction of Sara Schesser & Will Valkner b. Schedule update: i. Schematic Design (SD) Complete: 9/1/15 ii. DAT #4- end Sept TBD iii. Design Development (DD) & Construction Documents (CD) Complete: 12/18/15 iv. Construction Bid complete: 2/8/16 v. Construction schedule TBD 1. Abatement/ other work: may happen on Thanksgiving Break, Christmas Break, Spring Break 2. Prezi Presentation: Site Work (Scott) a. Scott presented the Site Work scope- refer to attached PDF of presentation. Only additional comments and discussion are noted below: b. Virginia Creeper- damages envelope of historic building c. Ideas for the outdoor classroom area? d. Rolling gate- where is this located? Why is it important (balls escape during recess?) Is it needed or can it be removed from scope?

 

  e. Jenn Shepherd mentioned the large rocks at SW corner of building by the parking lot- this area is used as a path, so would like to clear out these boulders and replace with crusher fines 3. Prezi Presentation: Scope (Sara S.) a. Sara presented the renovation scope- refer to attached PDF of presentation. Only additional comments and discussion are noted below: b. Scope based on the Bond & Sara’s assessment/ walk-thru’s of building- not set in stone. The goal is to be responsible with the Bond money while also meeting the intent. c. Paint- not needed in 2010/2011 additions, so we can use this money elsewhere d. Carpet- 12 worst rooms show, but other areas may be replaced if we can use money from another line item, such as newer carpet that did not wear well/ did not meet the correct spec for the intended high-traffic use. Some existing carpeted areas may be replaced with other flooring (i.e. VCT band in front of casework with a sink/ wet area) i. Karen S.- suggested replacing the common landing area in the Basement with another as it is a high-traffic zone (consider a soundabsorbing product other than VCT). e. New ceilings- includes restoring tin ceiling and using creative ways to get mechanical/ lighting into the historic classrooms, such as “clouds” that hang down from the tin ceiling (and are inset a few feet to see the tin ceiling above); also includes correcting odd details such as the electrical soffit in the 1916 building (replace with drywall with access hatches) f. Doors/ Hardware- not all need replacement so we can use this money elsewhere. Some just need new panic bars or closers to meet code. Replace deteriorated doors only. g. Casework (built-in shelving, cabinets, cubbies, etc)i. This is a first pass of the worst rooms. Budget allows for ~10 linear feet per classroom, and some classrooms such as the Art Room are in good shape. New cabinets will be lockable. ii. Jane talked about restoring the original/ historic built-in wood cabinets to keep the character of these rooms- as some are not in good shape but are still good quality material, we would like to make them functional/ usable- strip/ repaint, new pulls, new counters, make them lockable, etc. h. Tack/ Marker Boards- not enough money in the Bond to cover replacement of all, but we will try to replace as many as possible for a consistent look. Insetting marker and tack boards into an old chalkboard may be tricky, as removing these may take down the wall plaster as well.

 

 

    Window coverings- includes replacement of newer shades that inadequately block light, older shades, homemade curtains (not sure if to code), and adding shades over the restored Gym clerestory windows. i. Loran and Sarah O. mentioned that the library will need more than shown, including interior shades, and that small offices also need them. Interior windows need shades for lockouts and lockdown. j. Complete Remodel- mostly rooms in historic building, includes all of the above scope k. ACi. Includes everything but the gym (teachers expressed they want the Gym to have AC; Charles mentioned that BVSD policy is not to have AC in a Gym)- TBD if this is considered a “Gymatorium.” ii. Karen S. asked if there would be controls in each room? Sara explained that the building will be zoned, with rooms grouped together based on location/ room orientation, and budget. iii. Will mentioned that AC in some of the historic classrooms may bump that entire room into the “Complete Remodel” category by default iv. Sara mentioned they may have to add vertical chases in the corners of the historic classrooms for mechanical ductwork and emphasized each room will be evaluated on a case-by-case basis v. Sarah O. asked if the basement will be too cold. Sara S. mentioned that it will be on its own zone, and that all rooms will be tested during occupancy to make sure systems were running properly. Jane mentioned that the testing and balancing takes a while as occupants get used to the building and encouraged teachers to report malfunctions/ unfavorable conditions as soon as they happen. vi. Jenn Shepherd asked if there would be controls in the school vs. controlled remotely? Charles said there will be a Building Automation System (BAS) combined with some local controls l. The Daisy Chain of Possibilities- new entry helps address issues such as the icy sidewalk, need for a new classroom, secure entry i. Data improvements- better wireless in every classroom so we can eliminate computer labs, to be replaced by COWs (Computers on wheels), which frees up some spaces 1. Sarah O. mentioned that the tech refresh will cover 1:1 Chromebooks for 2nd-5th grade, K-1st is TBD. She also mentioned she prefers storage racks w/ charging areas in each classroom vs. the COWs as it is difficult to push carts around the school (especially in the historic portion with the stairs).

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    2. Charles mentioned Kiffany (BVSD Innovation) was on board with the mobile labs and this is how BVSD would like to move in the future ii. SPED- can move next to the Art Room (and add a new bathroom) iii. Library- Loran is worried about losing storage and a work space- how can we get that back? The Library currently doesn’t meet the district’s requirements. 1. Sara S. mentioned the meeting with Kiffany (digital vs. hard copy resources), that we do get some space back by removing the computer lab, and also recommended keeping 4-8 “look-up” computer stations in the Library 2. Sarah O. mentioned the use of wireless Chromebooks in the library, with mobile tables to rearrange for classes to set up an impromptu lab iv. Karen S. mentioned the awkward entry to the adult baths, and Maurie mentioned that kids waiting in the hall get hit by the doors. Sara said we will look into an alternate entry to the baths and the possibility of swinging the doors inward (if meets code) v. Jenn Shepherd mentioned how kids run into the casement windows when out on the playground and how that limits their operability vi. Bath on 2nd floor- have room for one (maybe two) baths on the 2nd floor, South side of the building. Karen S. asked if there will be standard height toilets (yes.) vii. Maker Lab- basement room could be used for a Maker Lab (Innovation dollars)- green screen, crafts area, electronic circuitry boards, LEGO robotics, 3D printer. A messy, creative space that can dovetail with the IB program. 1. Karen S. asked if this could be used as a Tag group space, which currently uses that space and needs a table with room for 10 kids, as well as a desk & file area. Scott asked if they can share with SPED at 2nd floor North office; Jenn Silbermann said SPED needs separate offices. viii. Old Conference Room- offices (private or shared) or breakout spaces TBD ix. Karen W. asked if the radon issue will be addressed, as it is currently unsafe for the Custodian to have the office there (move to 3rd floor)? Charles said this will be addressed but it will be tricky to hide this on the exterior of the historic building. st m. 1 Floor Bath acoustics- not in Bond but want to address it (loud toilets and hand dryers)- Jane mentioned we will look at the most cost-effective option

 

  to meet their needs. Options include doors (Half-lite for monitoring? TBD per BVSD standards), paper towels/ composting 4. Prezi Presentation: Sustainability (Scott) a. Scott & Ghita presented the Sustainability scope- refer to attached PDF of presentation. Only additional comments and discussion are noted below: b. Everything done in the project is through the lens of sustainability c. Lighting- existing is placed well, so we will be looking at retrofits where we can (bulbs). Better lighting = less heat load = less expensive HVAC and more comfortable d. Retro-commissioning- testing the systems to make sure they are working as intended (including balancing/ testing, and incorporating feedback from the users of the space). Also includes educating teachers & staff on proper use of the systems/ how to control their spaces/ breaking habits (space heaters, space AC, etc, which are energy-gobblers). e. Water reduction- includes properly drained playfield, irrigation repair f. Indoor Air Quality (IAQ)- kids and staff are affected by the toxicity of the surrounding environment, and it’s been proven that using healthy materials help absenteeism, focus, asthma, etc. The biggest impact is in the largest surface area (carpet & paint) g. Environmentally friendly materials- recycled content countertops, etc. We want to balance durability with budget. i. Charles mentioned that the linoleum is not wearing well h. Will mentioned that the new mechanical systems will increase ventilation of the spaces i. Wish list item- attic insulation to improve the envelope/ reduce the heating & cooling loads, and improve comfort 5. Sustainability- Ghita a. Ghita presented the BVSD Green Building Principles & sustainability plan (handout) b. New schools have very aggressive goals; projects like Whittier have goals of 20% reduction in energy use. Money has been set aside to help with these targets (for lighting, etc) and overlaps with Innovation funds (natural light, outdoor classroom). She mentioned she wants feedback from teachers on how to improve the Outdoor classroom c. Landscape- field will be planted with a more appropriate grass mix, no pesticides will be used. d. Healthy indoor air- limit toxins, used recyclable/ recycled materials e. Divert 75% construction waste f. Encourage alternate modes of transportation (Whittier is already great about this) g. Involve a class in the design / construction process

 

 

    h. Truth walls (see what’s inside) i. AC conflicts with the general energy goal, but we can reduce the size of the system by doing other things (window improvements, lighting), so the system can be “right-sized” j. Karen S. asked if opening the windows in the Basement will affect the upper floor comfort? Charles mentioned that the zoned system will mitigate this. He also mentioned that operable windows conflict with the AC- to be discussed with Jeff Medwetz and the Mechanical Engineer. Scott mentioned that if there is a rule that doesn’t work with how occupants want to use the building (i.e. operable windows vs. AC), that it should be discussed now in order to make it work. k. Ghita wanted to know if any switches will be added to shut down all outlets at the end of the day to cut down on plug loads? TBD 6. Prezi Presentation: Historic Preservation (Jane) a. As this is an Individual Historic Landmark in the City, we want to balance preservation with other elements such as sustainability and functionality. b. Exterior brick repair- most of the glazing is wearing off- ideally we can remove these bricks and flip them around. Virginia Creeper- we will be recommending it not be growing on the building as it destroys the historic brick. Perhaps we incorporate into the landscape elsewhere? Water has also damaged brick and mortar (classroom at SW corner of 1882 building has duct tape where the floor meets the wall by the fire escape). c. Roof- repair shingles d. LED lights- smaller, long-lasting e. Windows- thorniest of issues. We will balance preservation with sustainability and operability. f. The historic building tended to have sustainability issues solved since it was around before AC (double-hung windows for air circulation, roof vents)- we will re-introduce these items g. (Not in historic building but mentioned) – Jane wants to bring awareness that some rooms (Computer lab 1st floor & Music Room) have Solar Tubes that can be opened to provide natural daylight. h. Woodwork painting on exterior- goal is to preserve the original when we can as old-growth wood is more durable and stable i. Paint analysis will be done to determine the historic color palette j. Jenn Shepherd mentioned the gross attic- can anything be done to make it more safe/ usable/ clean it up? Sarah O. expressed concern about safety of the structure. Jane & Charles said the Structural Engineer will assess the space and address it if we need to. Will mentioned that it will need to be assessed if new mechanical equipment will be in the attic.

 

    k. Jane mentioned the gable-end wood trim pieces- would restoring them be a priority if the money is available? It may make sense as we are restoring all other woodwork. 7. New Entry Plan Concepts (Sara): a. Sara presented the new entry items. Teachers/ staff are encouraged to send comments to Sarah O. ASAP so the design team can address issues and concerns in the next iteration. b. Challenges i. Window well- maintaining light, air, & access- not quite solved but we are working on it, including options to block off the well from kids that are better than the current chain link fences ii. Attaching to the historic building- not encouraged, so we will be looking at options with the Landmarks preservation planner James Hewat. c. Library- proposing casework on the west wall to help with work space and storage issues d. Old Conference Room- breakout space or offices TBD- Jane suggested that Sarah O. prepare a list of staff space needs. e. Karen W. mentioned Admin needs room for 2 copiers, mailboxes, the safe. Copiers need to be accessible from Admin (connect the work room?) f. Precedent images- we want teacher feedback! i. Designing additions to a Historic building- must abide by the Secretary of Interior’s Standards, respecting the historic building by designing a clearly-differentiated addition that is simpler than the historic portion and does not compete. We envision the entry addition as light and glassy, welcoming and bright, as more of a prominent centerpiece vs. fading away/ recessed. We can play with transparency for security / privacy. g. Karen S. like Option 3- Principal office at the front. Wondering if we can design a 2nd level to fit more program (IB coordinator, Conference Room) i. Charles said this was cost prohibitive (ADA/ elevator, extra stairs) ii. Jane mentioned that we would look into it, but designing next to historic buildings is difficult- perhaps there would be a way to tie into the fire escape stair/ enclose it? Also, we’re trying to maintain light/ air to the classrooms on the east side of the historic building (2nd story may drastically reduce or eliminate light/ air to these classrooms). h. Loran was concerned that the new plans reduce the amount of storage & office to gain a classroom- are we creating issues? The Maker Room is currently 5th Grade breakout space that is needed i. Sarah O. mentioned they need both private and shared office

 

    1. Scott suggested a shared office in the old Conference Room with counters/ lockable cabinets/ outlets to service several teachers 2. Jane mentioned Innovation funds to be used for breakout spaces in the corridors, which dedicated furniture/ partitions/ storage to help relieve space/ storage issues 3. Current dedicated storage- do we maintain it or exceed it? a. General consensus seemed to be that work space, offices, and breakout space are more important b. Maurie mentioned that they are likely to fill whatever size container we give them, so perhaps reprogramming behavior/ how they use space will be a good option (clean out storage spaces and classrooms) 4. Office spaces needed for different staff, including: Tag, Psychologist (separate from SPED), FRS coordinator (needs more space than currently allotted), IB Coordinator (office without kids), Library office. Several of these staff meet with 210 kids a. Sara S. suggested a higher-density shared office and a separate shared meeting room for 5-10 people. Jane mentioned having 1 shared office & 2 meeting spaces for flexibility. i. Sarah O. said this is tricky due to overlapping schedules (BVSD dictates some schedules) 5. Entry- Jane Sara S. wondered if we could add 10-15ft to the entry addition for additional space needs? Will mentioned that we are already maxed out on budget before adding any square footage (Don Orr has set the max budget) 6. Room by the Art Room- SPED & 1 or 2 offices? 7. Scott asked if there are any other rooms not being optimally used/ used to full capacity? Sarah O. mentioned some rooms between the classrooms are only used for a half-day. a. Charles proposed new schedules for sharing/ seeing if we can gain some efficiencies. Sarah O. mentioned this is challenging as BVSD dictates some schedules, while other staff show up with little notice (social workers), and Karen S. mentioned that parent meeting space is needed. 8. Attic-

 

  a. Jane mentioned we can maybe use this if we have equivalent ADA- accessible facilities, TBD. b. Will mentioned floor structure loads will need to be assessed. c. Scott mentioned that this is wildly non-code-compliant but also a big opportunity to use this space, but that teachers & staff need to clear out as much as possible in order to see what space can be used (also helps the GC as HVAC may need to be installed) d. 3rd floor bath- convert to small office? 9. Librarya. Loran needs an office and work space (quiet, not shared) with a sink (book repair)- both to be closable/ lockable. What is in Kiffany’s budget? b. “Front porch” idea- opening Library to hallway (per Kiffany meeting)- several teachers expressed this was not a good idea due to noise. 10. Workroom- in old Conference Room? 8. Action Items: a. Teachers to send comments to Sarah O. as soon as they can (on Entry plan options, inspiration images, outdoor classroom, etc) b. Sarah O. to send Sara S. a list of teachers & part-time staff & space they need c. Meeting 8/5/15: Charles, Jane, Sara S., Scott R.- to look at how to accommodate space needs for part-time staff, teachers, private & shared office spaces, common work spaces, etc.

Next DAT Meetings: End of Sept, date TBD. Meeting Minutes prepared by: Kirsten Snobeck, Rodwin Architecture