City Council

January 26, 2017 NOTICE SPECIAL MEETING LAKEWOOD CITY COUNCIL AND CLOVER PARK SCHOOL DISTRICT BOARD OF DIRECTORS Notice is hereby given that the Lakewood City Council and the Clover Park School District Board of Directors will hold a joint meeting on: Monday, January 30, 2017 6:00 P.M. Lakewood City Hall Council Chambers 6000 Main Street SW Lakewood, Washington 98499 The purpose of the joint meeting is to discuss the Facilities Advisory Committee recommendations, Youth Council update and joint quarterly Clover Park School District and City of Lakewood meetings. Alice M. Bush, MMC City Clerk  LAKEWOOD CITY COUNCIL AND CLOVER PARK SCHOOL DISTRICT BOARD JOINT MEETING AGENDA Monday, January 30, 2017 6:00 P.M. City of Lakewood City Council Chambers 6000 Main Street SW Lakewood, WA 98499 Page No. CALL TO ORDER ROLL CALL (3) 1. Facilities Advisory Committee Recommendations 2. Youth Council Update 3. Joint Quarterly Clover Park School District and City of Lakewood Meetings ADJOURNMENT The Council Chambers is accessible to persons with disabilities. Persons requesting special accommodations or language interpreters should contact the City Clerk’s Office, 589-2489, as soon as possible in advance of the Council meeting so that an attempt to provide the special accommodations can be made. http://www.cityoflakewood.us City Hall will be closed 15 minutes after adjournment of the meeting.  Facilities Advisory Committee Report Clover Park School Board January 23, 2017 1 003 MENG Analysis  Introductions Rick Ring, CPSD Administrator for Business Services Bill Coon, CPSD Director Capital Projects Joel Davis, FAC Workshop Facilitator Dennis Erwood, FAC Workshop Facilitator James Guerrero, FAC Representative 2 004 MENG Analysis  Presentation Overview FAC Introductions & Background Rick Ring FAC Considerations Rick Ring 2015 Facility Condition Assessment Findings Joel Davis Woodbrook Middle School Rick Ring FAC Recommendations & Comments James Guerrero Wrap-up / Q&A / Next Steps Rick Ring 3 005 MENG Analysis  Facilities Advisory Committee School Board Charge Facilities Advisory Committee (FAC) Purpose: – Update the capital facilities master plan; – Recommend short- and long-term solutions related to the District’s deferred maintenance, educational adequacy of schools, safety and security, future plans and use of district property; and – Consider a future capital bond proposition. The FAC will be presented data to study and evaluate the overall condition of district facilities to identify and prioritize potential facility modifications, replacements, additions and/or closures to best enhance student achievement opportunities, and support the ongoing economic development and a healthy community. This data will include: – Facility Condition Assessment - Deferred Maintenance; – Educational Standards; - Safety and Security Standards; – Technology; - School Capacity; – Enrollment; - Demographics; – Financial Data. 4 006 MENG Analysis  FAC Planning & Highlights April-June 2016: FAC Planning Meetings June 2016: Introductory FAC Workshops & Woodbrook discussions June-September: FAC Subcommittee & Phase I Prioritization September 2016: FAC Recommendation to Close Woodbrook September-November 2016: FAC Informational Workshops October-November 2016: FAC Facility Pre-design Studies December 2016: SB Decision to design new middle school December 2016: FAC Phase II Prioritization January 2017: Prioritization Results and Recommendations 5 007 MENG Analysis  FAC Workshops - Schedule June 22, 2016 June 29, 2016 Workshops are scheduled in the Auxiliary Service Workshop #1 Workshop #2 Center Conference Room unless noted otherwise. 5:30 – 7:30 PM 5:30 – 8:30 PM September 21, 2016 October 12, 2016 November 16, 2016 Workshop #3 Workshop #4 Workshop #5 5:30 – 7:30 PM 5:30 – 7:30 PM 5:30 – 7:30 PM December 14, 2016 January 11, 2017 January 23, 2017 Workshop #6 Workshop #7 School Board 5:30 – 7:30 PM 5:30 – 7:30 PM Presentation 6 008 MENG Analysis  FAC Considerations Facility Analysis Reports (as evaluated by Meng Analysis in 2015) 1. Facility Condition Assessment 2. Educational Adequacy Report 3. Security Measures Report Woodbrook Middle School / Needs & Future Use City of Lakewood Zoning Changes Capital Funding & Bond Planning Phase I Prioritization Process Facility Pre-Design Studies Lake City Property Little Red Schoolhouse District-wide Upgrades (Safety & Security, IT, etc.) Phase II Prioritization: Recommendations 7 009 MENG Analysis  FAC Workshop #1 April 22, 2016 Overview / Highlights Facility Condition Assessment • Magnitude of Work • Observed Deficiencies • Predicted Renewals • Educational Adequacies • Security Measures 8 010 MENG Analysis  Facility Condition Assessment: Scope of Work - Magnitude 31 Sites and 400 Acres 157 Facilities (Buildings & Site Infrastructure) 2 Million Square Feet of Building Area $671 Million Current Replacement Values 9 011 MENG Analysis  Facility Condition Assessment Findings (At-a-Glance) Observed Deficiencies (OD) 2017-2021: $112 million Peak Cost Years: 2017 = $48M 2018 = $38M NOTE: OD and PR Primary Subsystem Costs: are not additive Electrical: $19M HVAC: $17M Interior Finishes: $13M Roofing: $12M Predicted Renewals (PR) 2017-2036: $217 million Portfolio Current Replacement Value (CRV): $671 million 10 012 MENG Analysis  Observed Deficiencies by System 12 013 MENG Analysis  Observed Deficiencies by Year Deficiency Budget Year 50M 40M 30M 20M Mar 10M 0M 2017 2018 2019 2020 13 014 MENG Analysis  Predicted Renewals by Site (2017-2036) 14 015 MENG Analysis  Predicted Renewals by Year 15 016 MENG Analysis  Educational Adequacy Findings Clover Park Educational Adequacy Site Score Scores Carter Lake ES 1 Clover Park HS 2.9 Tillicum ES Custer ES 4.3 Idlewild ES Dower ES 4.5 Dower ES Evergreen ES 2 Four Heroes ES 1.8 Tyee Park ES Harrison Preparatory 1.1 Lake Louise ES Hillside ES 1.3 Custer ES Hudtloff MS 1 Oakbrook ES Idlewild ES 4.6 Mann MS Lake Louise ES 4.3 Lochburn MS Lakes HS 1 Woodbrook MS Lakeview ES 2.3 Park Lodge ES Lochburn MS 3.5 Mann MS 3.8 Clover Park HS Meriwether ES 1 Lakeview ES Oakbrook ES 4.1 Evergreen ES Park Lodge ES 2.9 Four Heroes ES Rainier ES 1.3 Rainier ES Tillicum ES 4.8 Hillside ES Tyee Park ES 4.4 Harrison Preparatory Woodbrook MS 3.3 Meriwether ES Lakes HS Hudtloff MS Carter Lake ES 0 1 2 3 4 5 6 16 017 MENG Analysis  Security Measures Costs by Systems SURVEILLANCE CAMERAS - NEW CARD KEY READERS - PREMIUM PACKAGE DOOR LOCKS CARD KEY READERS - BASIC PACKAGE P.A. SYSTEMS - HEAD END SURVEILLANCE PACKAGE - HEAD END P.A. SYSTEMS - SPEAKERS LANDSCAPE MODIFICATIONS - DISTRICT CREW MASS NOTIFICATION - PANIC SYSTEM WINDOW COVERINGS LANDSCAPE MODIFICATIONS - CONTRACTED SHATTER-RESISTANT WINDOW FILM SIGNAGE $0 $1,000,000 $2,000,000 $3,000,000 $4,000,000 17 018 MENG Analysis  FAC Workshop #2 April 29, 2016 Overview / Highlights City Zoning Changes Woodbrook MS Review • Detailed Assessment Summary • Short and Long Term Solution Scenarios • FAC Small Group Discussions • Additional Scenarios Developed • District Staff Sub-Committee • Sub-Committee will meet over the summer to review all optional scenarios 18 019 MENG Analysis  City Zoning Changes Related to Woodbrook MS • July 10, 2000: Council adopts Ordinance No. 237 creating its first permanent comprehensive plan; land use designations were established for the Woodbrook Middle School (Public Institutional). City also adopts policies to bring sewers to Tillicum & Woodbrook. • August 21, 2001: Council adopts Ordinance No. 264 classifying the Woodbrook Middle school site as a Public Institutional use. • December 6, 2004: City initiates process to bring sewers to Tillicum & Woodbrook. Council requests the Pierce County Council to enact a city-wide sewer surcharge (4.75%) for purpose of paying for sewer extensions. 19 020 MENG Analysis  Pending City Activity • Revised zoning text amendment that would make Woodbrook Middle School a “nonconforming use.” • Revised zoning text amendment to allow industrial warehousing subject to an administrative use in the IBP zone. • New industrial development permits pending in Woodbrook. • Property owners are contemplating vacating Spring Street SW. • Possible relocation of the WSDOT maintenance facility from Pacific Highway SW to Woodbrook. • North Clear Zone/JBLM land swap. 20 021 MENG Analysis  Woodbrook District Staff Sub-Committee • District staff developed six Woodbrook scenarios Feb to June 2016 • FAC reviewed and expanded the list of scenarios in late June • Sub-Committee of district senior staff met twice from July to August to investigate and analyze impacts of all scenarios including FAC expanded list • The Sub-Committee developed and evaluated (11) scenarios. These were then narrowed down to the following (4) scenarios that were presented to the FAC which supported two Options: to Repair; or to Close Woodbrook MS. A. Repair Woodbrook MS • Sub-Committee Scenario 1a B. Close Woodbrook MS • Sub-Committee Scenario 2 • Sub-Committee Scenario 4 • Sub-Committee Scenario 11 21 022 MENG Analysis  FAC Workshop #3 September 21, 2016 Overview / Highlights Woodbrook MS Sub-Committee Update • Scenarios Reduced to (4) Options FAC Woodbrook Recommendation / Close or Repair • Vote was to Close Woodbrook Bond Planning Overview • Recent Election Results • Capital Facilities Planning • Tax Rate Projections 22 023 MENG Analysis  Woodbrook Middle School Short-term Recommendation FAC Recommendation B. Close Woodbrook 23 024 MENG Analysis  FAC Considerations: Tax Rate Planning 24 025 MENG Analysis  FAC Considerations: Bond Tax Rate Summary 25 026 MENG Analysis  FAC Considerations: 2016 Tax Rate Planning 26 027 MENG Analysis  FAC Workshop #4 October 12, 2016 Overview / Highlights Facility Condition Assessment Prioritizations Facility Pre-Design Studies & Cost Estimates • Nine schools to be studied by (4) design firms • Lochburn MS, Mann MS, Custer ES & Dower ES presented tonight FAC Small Group Discussions • Lochburn MS, Mann MS, Custer ES & Dower ES 27 028 MENG Analysis  FCA / Educational Adequacy Phase I Prioritization School Board Charge: “Data Driven Options” Two Tracks: Capital; and Major Maintenance Prioritization Options Included: 1. Education Adequacy (EA) 2. Facility Condition Index (FCI) Predicted Renewals 3. Weighted Average Condition Scores 2017-2036 4. Systems $237 MILLION 5. Subsystems Observed 6. Urgency (i.e., year) Deficiencies 7. Deficiency Condition Score 2016-2020 8. Grade Level (i.e., ES;MS;HS) $112 MILLION 9. Database Priority Field 28 029 MENG Analysis  1) Education Adequacy - Capital Prioritization Addressing Educational Adequacy with an emphasis on program and functional needs are typically addressed by Capital Programs. 29 030 MENG Analysis  2) FCA - Major Maintenance Site Prioritization Assumptions: 1. Educational vs. Support Facilities 2. Exclude Newest Facilities 30 031 MENG Analysis  2) FCA - Major Maintenance System Prioritization Assumptions: 1. Essential Infrastructure 2. System Preservation 31 032 MENG Analysis  2) FCA - Major Maintenance Prioritization Results 32 033 MENG Analysis  Facility Pre-Design Studies The FAC was asked to focus on prioritizing potential facility modifications at those schools with the poorest facility condition scores and highest amount of Observed Deficiency costs in order to maximize the District’s limited future bonding capacity. CPSD staff identified nine (9) schools with the highest needs and contracted with four design firms to perform pre-design studies at those schools. Options were identified with conceptual cost estimates to address deficiencies and to enhance the learning environments of those nine schools. • Lochburn MS • Mann MS • Custer ES • Dower ES • Oakbrook ES • Tillicum ES • Tyee Park ES • Idlewild ES • Lake Louise ES 33 034 MENG Analysis  FAC Workshop #5 November 16, 2016 Overview / Highlights Facility Pre-Design Studies & Cost Estimates • Idlewild ES, Lake Louise ES, Oakbrook ES, Tillicum ES, Tyee Park ES • Clover Park HS / Performing Arts Center & Gym District-Wide Improvements & IT Upgrades Little Red Schoolhouse Lake City Property FAC Small Group Discussions 34 035 MENG Analysis  District-Wide IT Goals 1. Infrastructure-Network Safety & Security 2. Student Access to Technology 3. Media Rich Classrooms/Interactive Technology/Maintain District Equity 4. Refine & Implement Data Management and Reporting Systems 35 036 MENG Analysis  District-Wide Improvements • Safety & Security • Equity Needs • Environmental Needs • Technology Infrastructure • Code Upgrades • Site Issues 36 037 MENG Analysis  FAC Workshop #6 December 14, 2016 Overview / Highlights • Board authorized hiring an architect to design new middle school for the anticipated closure of Woodbrook in June - December 2019 • Architectural designs and cost estimates will determine next steps • Funding source – State Construction Assistance Funds / CPSD Capital Projects funds • Facility Prioritization Review • Large Capital, Small Capital, Asset Disposition, Major Maintenance, District Wide Upgrades • FAC Small Group Discussions & Prioritization Voting • Asset Disposition Questionnaires 37 038 MENG Analysis  FAC Workshop #7 January 11, 2017 Overview / Highlights FAC Prioritization Voting Results • Large Capital • Asset Disposition / Questionnaire Results • Major Maintenance • District Wide Upgrades • Small Capital FAC Recommendations 38 039 MENG Analysis  FAC Phase II Prioritization Results Five Asset Management Categories 1. Asset Disposition 2. Large Capital 3. Major Maintenance 4. District Wide Upgrades 5. Small Capital 39 040 MENG Analysis  Prioritization Results 40 041 MENG Analysis  Prioritization Results: Asset Disposition FAC Comments: Consolidation • Get the most efficiency possible. • I encourage consolidation. • Maximize utilization of combining where necessary. • Provides cost savings (Custer/Dower and Tillicum/Tyee Park) • I think this is the best option for smaller sites and allows for “swing space” when building future consolidated sites. Our model of 650 elementary schools is most efficient and cost effective. • Tax base and demographics make affordability tough. • Seen benefits of consolidation – my belief that it makes the District more marketable into the future. • Need to build the school bigger; therefore, consolidation is a much better option. • Consolidation allows for better stewardship of public funds 41 042 MENG Analysis  Prioritization Results: Asset Disposition FAC Comments Little Red School House • Too expensive for value. • I believe this property is a liability under risk management, it should be demolished. • The funding required is understood. If this building is demolished, it is imperative that CPSD turn this into a future opportunity for partnership. Do NOT just demolish and move on. Be forward thinking relative to preservation for the next generation. • Use what can be used to preserve history value. • I like the idea of preserving some aspect of the former school in a future project. Like Stephanie said tonight, we shouldn’t ignore situations like this is in the future. • Our city and/or historical society to have an opportunity to do something with it. 42 043 MENG Analysis  Prioritization Results: Asset Disposition FAC Comments: Lake City Property • Tough choice but good site for consolidation. • This is difficult – revenue would be great but I recommend against disposing of a site for a future school. • This is important to maintain flexibility as you move through your future growth and changes. • TL/TP: Lake City could be considered for consolidating Tillicum/Tyee Park. • We will not be able to purchase this type of property easily in the future. We need to reserve a property for a future school. There is little cost to us to maintain ownership of the property. • As the density rises in the area, value of this property for the district will rise. The community of Lake City is looking to keep a school in this area. • Land is difficult to find in Lakewood. • This property is a prime site for future use. • Don’t sell!!! Other: Look for “partners” for the next bond. Previous “partners were B&G Club and CPTC. • Good location for a school and it’s always about location! 43 044 MENG Analysis  Large Capital Prioritization 44 045 MENG Analysis  Prioritization Results: Major Maintenance 45 046 MENG Analysis  Prioritization Results: District Wide Upgrades 46 047 MENG Analysis  Prioritization Results: Small Capital 47 048 MENG Analysis  FAC Recommendations 1) Close Woodbrook Middle School 2) Develop the New Middle School (i.e., consolidate Woodbrook MS & Mann MS) at the Mann MS site 3) Consolidation of Elementary Schools in lieu of Developing Standalone Replacements/Modernization Projects 4) Demolish the Little Red School House, but Honor the Historical Features in a Future Capital Project 48 049 MENG Analysis  FAC Recommendations 5) Maintain Lake City Property for Future CPSD Facility 6) On-going Facilities Advisory Committee/Bond Planning Committee 7) Long-Term Masterplan (e.g., sequential bonds in 2018, 2024, 2032) 8) Increase Annual Funding for Major Maintenance 49 050 MENG Analysis  FAC Recommendations Questions? 50 051 MENG Analysis  Wrap Up - Next Steps 1. Selection of Planning & Design Consultants for New Middle School 2. On-going FAC Meetings A. Bond Planning B. Evaluations of Priority Capital Projects vs. Major Maintenance 3. Bond Campaign 2018? 51 052 MENG Analysis  Thank You!!! 52 053 MENG Analysis