School Building Committee (2020)

School Building Committee (2020) Regular Meeting Held via ZOOM & City Hall Room 335 100 Broadway, Norwich Tuesday April 18, 2023 6:30 PM Committee Members Present: Chairman Mark Bettencourt, President Pro Tem Joe DeLucia, Alderwoman Stacy Gould, Cindy Beauregard, Peter Gauthier, Greg Ballassi, William Hull and Sheila Hayes. Committee Members Absent: Gregory Carabine, Mark Kulos, and Christine DiStasio. Ex-Officio Members Present: Mayor Peter Nystrom (ZOOM), Bob Castronova, Matt Brown (ZOOM), Chris LaRose (ZOOM), Mike Faenza and Jim Guiliano from CSG. Citizens Present: I. Call to Order and Quorum: Chairman Mark Bettencourt called the meeting to order at 6:30 PM. II. Approval of Previous Meeting Minutes: Peter Gauthier made a motion to approve the March 21, 2023 regular meeting minutes with some revisions. Sheila Hayes seconded. The chairman called the roll of members present and all were in favor. The motion passed unanimously. III. Chairman’s Report – Update on Activity: ● Review of correspondence for Cropper-GIS to update enrollment report: Chairman Mark Bettencourt stated he was looking for the committee to authorize CSG to proceed in acquiring the updated Pre-K enrollment numbers from Cropper GIS. Chairman Bettencourt stated the city has authorized the committee to move on approval of the invoices for the updated reports. IV. CSG report on progress: Mike Faezana of CSG stated their staff met with superintendent Dr. Kristen Stringfellow and Bob Siperinksi approximately two weeks prior to review enrollment reports and the educational specifications draft that they've been working on. Mike Faenza stated that the enrollment numbers needed to be firmed up for grant purposes. Mike Faenza reported they did some investigating in regards to the school readiness grant and discussed that with the superintendent’s office. Mike Faenza stated that the superintendent's office felt the enrollment reports looked light at the 134 student count and felt it would be closer to 200, potentially 225. Mike Faenza stated his team got more information from Cropper GIS to determine what was needed to update the enrollment reports. Mike Faenza explained that most parts of the grant application tie back into the enrollment reports in terms of the size of building and reimbursement from the state. Mike Faenza stated they asked Cropper GIS for a proposal to update the master plan enrollment reports, which were the two invoices referenced on the memo from CSG. William Hull asked if there was an explanation as to why the current report is so low. Mike Faenza responded that Cropper GIS did not provide one and he was unsure of the exact methodology used to determine the figure, but noted that the number was determined by averages and some of the last few years included COVID impacts. Mike Faenza stated the school system was currently enrolled with over 200 Pre-K students so CSG wanted to make sure the trend is benchmarked so that the spaces are built large enough. William Hull asked for the details of the School Readiness Grant. Mike Faenza stated the information provided to him was that there are: ● 163 full year 12-month slots; 91 slots in the community and 72 in NPS ● 67 school day/school year slots at 6 hours at day; 19 slots in the community and 48 in NPS ● 85 part-day school year slots all with NPS ● Total of 110 school readiness slots in community programs and 205 in NPS ● Grand Total of 315 Mike Faenza added he was also told that NPS has a Smart Start Grant for $75,000 per year for a class of 15 and it was believed the grant continued for another year. Mike Faenza wanted to discuss data amongst the committee and things to bring to the attention of Cropper GIS before benchmarking data. Mike Faenza explained the number determined by Cropper GIS would take into account many trends such as birth rates, as well as the data already discussed. Jim Guliano agreed and stated Cropper GIS takes the data to make a projected future enrollment number. Peter Guathier asked if the discrepancy is a reasonable mistake to have occurred, which the city is now paying for. Mike Faenza responded that without having the background of what information Cropper GIS was provided initially it would be difficult to provide an answer. Mike Faenza added it would be beneficial when applying for the grant to have the updated enrollment projections that will only be one year out from the last report. Jim Guliano explained the report was more than a look at the Pre-K number, that was simply a discrepancy that CSG noticed. Jim Guliano stated the report is a holistic look at the enrollment for all grades throughout the district. Jim Guliano continued that when the grant application is submitted the state will want to see the most recent enrollment report and it is better to have a report closer to the date range of the submitted application. Bob Castronova stated that the enrollment study was more likely conducted two years prior and that Pre-K enrollment has changed over that time, making predictions difficult. Peter Gauthier responded the explanation was sufficient but he was interested in what caused the large discrepancy and how it occurred. Mike Faenza stated he would reach out to Cropper GIS and ask where the data came from for the original 134 number. Sheila Hayes noted the cost difference on the invoices for the school level forecasted and district level forecast by grade, and asked if doing the forecast by district was as accurate. Mike Faenza responded it was as it would encompass the number from the school level forecast. Mike Faenza stated because some of the schools are going off-line, the forecast for each school is not as relevant to the project as what the district totals would be for the different grade levels. Sheila Hayes asked if, depending on the outcome of the report, it would assist in creating parity amongst the elementary schools. Jim Guliano responded it would and that is why CSG wanted to look at a district wide forecast opposed to the individual school. President Pro Tem DeLucia noted that would allow the committee to stay in line with the master plan which states that the schools will be relatively the same. Jim Guliano stated the goal is to follow the master plan and distribute students evenly amongst the elementary schools. Discussion ensued. Chairman Bettencourt stated the size of the schools could be adjusted to achieve parity. Mike Faenza stated that CSG reached out to the state on the parity discussion in regards to building four schools back-to-back that are all elementary schools and that the enrollment projections change yearly. Sheila Hayes questioned that the numbers may increase while being different populations from the first two years to the next few years.. Mike Faenza responded that if the numbers held as they were with no special permissions from the state, the schools at Greenville and Stanton would be slightly smaller than Moriarty and Uncas. Mike Faenza stated the latter two schools would continue to get larger based on how the trends look previously. Mike Faenza stated when CSG receives the report from Cropper GIS those numbers could shift in a different direction depending on how the trends look. Sheila Hayes stated she was attempting to clarify how the report would help support parity, based on things she has witnessed in the city previously. Mike Faenza responded that it was difficult to provide an exact answer as there were many factors involved to create an educated guess. Gregory  Ballasi noted that since the last report was done things have changed in the community in regards to housing and employment, which the new report would take into consideration. V. Public Comment: None. VI. Discussion and action to have Cropper-GIS update enrollment reports: Discussion ensued regarding the requested $2,000 contingency requested in the memo from CSG. Mike Faenza explained that based on work they’ve done in other communities they were unsure of how the approval process worked in the city, so the contingency is just an attempt to fast track the process. Mike Faenza stated the funds would not be spent without approval from the committee. Chairman Bettencourt stated the contingency likely would not be needed as presentations would likely not be required. A decision was made to keep the authorization at the $7,000 amount. Alderwoman Stacy Gould made a motion to authorize the School Building Committee (2020) to enter into an agreement with Cropper-GIS in the amount of $7,000 to update the district wide enrollment reports to support a grant application to the State of Connecticut Office of School Construction Grants. William Hull seconded. All voted in favor. The chairman called the roll of members present and all were in favor. The motion passed unanimously. President Pro Tem DeLucia asked what was the funding source for updated enrollment reports. Chairman Bettencourt responded that the cost would be charged to the project but if reimbursement was an option it would be pursued. VII. Invoices for approval: Jim Guliano noted that any invoices received from vendors would be reviewed by CSG. William Hull asked if the committee would receive a monthly financial update in regards to the budget, to which Jim Guliano responded they would. Peter Gauthier asked if projection curves would be taken into consideration throughout the project to ensure things are on track. Jim Guliano responded that the services of CSG are lump sum for the project unless the construction extended beyond anyone’s control they would be within the dollar figure per school. Mike Faenza explained the only way that dollar figure would increase is if, for example, after the architect designs the building they are asked to include additional spaces. ● CSG – (2): Invoice 01_1392 and Invoice 01_1392 Alderwoman Gould made a motion to approve CSG Invoice Number 01_1393 for the amount of $16,169.95. Cindy Beauregard seconded. The chairman called the roll of members present and all were in favor. The motion passed unanimously. Alderwoman Gould made a motion to approve CSG Invoice Number 01_1392 for the amount of $15,879.33. Peter Gauthier seconded. The chairman called the roll of members present and all were in favor. The motion passed unanimously. VIII. Anything Else to be Brought Before the Committee: Chairman Bettencourt stated an upcoming step for the committee would be to acquire an architect and construction project manager. Chairman Bettencourt suggested submitting an RFQ for the architect in June. Jim Guliano recommended doing so in late June and stated CSG had templates for those that they can use to begin working on a draft for the committee to review. Sheila Hayes asked about the status of the education specifications, which had been mentioned at the prior meeting as the second critical item that needed to be addressed to make the June deadline for the grant, in addition to the enrollment numbers. Mike Faenza stated that at the second meeting held with Superintendent Stringfellow and Bob Sierpinski, that was also attended by the CSG education specialist, CSG provided a draft set of educational specifications that had been used for other schools in that state and notified them of what needed to be updated. Mike  Faenza continued that CSG gave them a deadline of April 27th to provide the first draft. Mike Faenza stated they provided an update last night which his team was reviewing and stated it was valuable to get the information as quickly as they did. Mike Faenza stated that when the enrollment report is received those numbers will dictate the allowable square foot available for designing. Mike Faenza explained that component would be brought in and benchmarked against the spaces requested in the educational specifications. Mike Faenza stated should there be any areas that won’t work it can be discussed amongst the committee in order to bring programs into conformance with state regulations. Mike Faenza stated the enrollment updates should be available for May 3rd. IX. Adjournment: Alderwoman Stacy Gould made a motion to adjourn at 7:24 PM. Sheila Hayes seconded. The chairman called the roll of members present and all were in favor. The motion passed unanimously. Respectfully Submitted, Katherine Rose  ADDENDUM I TO: Mark Bettencourt – Chairman – School Building Committee (2020) FROM: Michael Faenza – Program Manager – Construction Solutions Group, LLC. RE: Enrollment Report Update – Cropper-GIS DATE: April 10, 2023 ATTACHMENTS: Cropper-GIS – Norwich Public Schools – Proposal for Demographic Study Update – April 10, 2023 ***************************************************************************************************** On April 6, 2023, a meeting was held with Dr.Kristen Stringfellow – Superintendent -NPS, Robert Sirpenski – Business Administrator - NPS, Jim Giuliano – CSG, Roger Lafleur – CSG, and Michael Faenza – CSG to discuss the Educational specifications for the Greenville & John B. Stanton Elementary School Projects. During the meeting the group reviewed the enrollment reports and first draft of educational specifications. The group reviewed the enrollment details from the DRA master plan in depth to confirm the maximum enrollment for the new schools which will be included as part of the upcoming grant applications. The school readiness program for the City was also reviewed. During the review the group discussed all the enrollment figures. It was determined that the enrollment for the Pre-K section of the report was less students than are currently enrolled, taking the School Readiness Grant into account. The team determined that enrollment report would need to be revisited to confirm the Pre-K enrollment. Following the meeting CSG reached out Cropper-GIS, the demographer who completed the original report for the Master Plan to obtain pricing for an update of the enrollment report. Cropper-GIS provided a proposal for these services with two scenarios included. The first scenario would update the report on a school-by-School basis. The second scenario would update the report on a basis of total district enrollment by grade level. As three of the seven elementary schools will no longer be utilized following the building construction program an update to the school-by-school enrollment CSG is not required. For this reason, CSG recommends the building committee select option two in the amount of $7,000 to update the enrollment report for the district. ACTION REQUESTED: 1. Authorize the Norwich School Building Committee (2020) to enter into an agreement with Cropper-GIS in the amount of $7,000 to update the district wide enrollment reports to support a grant application to the State of Connecticut Office of School Construction Grants. 2. Establish a contingency for Cropper-GIS in the amount of $2,000 for in person / virtual presentations should they be required. 1137 Main Street | East Hartford, CT 06108 | www.csgroup-llc.com  Norwich Public Schools Proposal for Demographic Study Update April 10, 2023  DEMOGRAPHIC STUDY SERVICES To: Mike Faenza Project Manager Construction Solutions Group, LLC (860) 488-2469 phone mikef@csgroup-llc.com From: Matthew Cropper President Cropper GIS Consulting, LLC P.O. Box 1308 Delaware, Ohio 43015 (614) 451-1242 phone mcropper@croppergis.com Date: April 10, 2023 Proposal for Demographic Study Update Mr. Faenza, The following outlines the scope and fees for a demographic study update for the Norwich Public Schools, CT. I am providing 2 options for an update. Option 1 is an update that includes a forecast for every school by grade, and Option 2 is a cheaper option, which is just a district level forecast update by grade. Feel free to contact me if you have any questions or require revisions to the proposal. Sincerely, Matthew Cropper 4/10/2023 1  DEMOGRAPHIC STUDY SERVICES Firm Profile – Cropper GIS Consulting, LLC Since the company was formed in 2005, Cropper GIS Consulting (Cropper) has worked with clients on various demographic, redistricting, and GIS Implementation projects. Most clients served by Cropper are school districts, and all projects have met/exceeded our client’s expectations. Our firm’s expertise is in demographic studies, K-12 school redistricting, long-range facility planning, and GIS Implementation/Training. Some of our more recent clients include: • Norwich Public Schools, Connecticut • Windsor Public Schools, Connecticut • South Burlington Schools, Vermont • Reading School District, Pennsylvania • Council Rock School District, Pennsylvania • Ephrata Area School District, Pennsylvania • Carlisle School District, Pennsylvania • Hatboro-Horsham School District, Pennsylvania • Moon Area School District, Pennsylvania • Wellesley Public Schools, Massachusetts • Nantucket Public Schools, Massachusetts • Saratoga Springs Public Schools, New York • Corning Painted Post School District, New York • Billings Public Schools, Montana • Unit 5 Schools, Illinois • Champaign Community Unit Schools #4, Illinois • Marion Community Unit Schools #2, Illinois • Lakewood City Schools, Ohio • Ohio School Facilities Commission, Ohio • Akron Public Schools, Ohio • Hamilton City Schools, Ohio • Lakota Local Schools, Ohio • South-Western City Schools, Ohio • Westerville City Schools, Ohio • U.S. Department of Justice, Civil Rights Division • Baltimore County Public Schools, Maryland • Frederick County Public Schools, Maryland • Henrico County Public Schools, Virginia • Buffalo Public Schools, New York • Atlanta Public Schools, Georgia • Savannah-Chatham County Public Schools, Georgia • Cobb County Schools, Georgia • DeKalb County Schools, Georgia • Charleston County Public Schools, South Carolina • Brunswick County Public Schools, North Carolina • Baton Rouge Parish Schools System, Louisiana • Meridian City Schools, Mississippi Geographic Information Systems will be used extensively to analyze demographic and facility data and Cropper GIS are experts in the use of the software. Cropper GIS are licensed consultants and resellers of ESRI GIS technology, which is utilized by the district and various Cuyahoga County Governments. Mr. Cropper has written multiple articles and presented at conferences across the country on GIS in educational planning. He is a pioneer in integrating new technology with age-old planning processes to refine and enhance accuracy of data when planning. 4/10/2023 2  DEMOGRAPHIC STUDY SERVICES Scope of Services: Demographic Study Update The Norwich Public Schools (district) has requested that Cropper GIS Consulting (Cropper) update the Fall 2021 demographic study for the district. Depending on the needs of the district, they can choose to have a school-level forecast update (the same that was provided for Fall 2021), or they can choose a district level forecast by grade (does not include forecasts for every school). The work needed to perform the planning work includes: Data Collection and Organization A series of data will be collected to support the study. Fall 2022 student enrollment data will be collected and geocoded for GIS analysis. Attendance boundary maps will be collected and converted into the GIS mapping system. Analysis / Baseline Reporting Cropper will meet with the district to discuss changes that have occurred within the district in terms of policy and/or changes in enrollment trends as Covid continues to have less of an impact. Cropper will map enrollment and study the trends within the district as it relates to mobility, housing, and other demographic factors that can cause fluctuations in trends. The population forecast will be reviewed, and school enrollment forecasts will be updated to include Fall 2022 enrollment data. Finally, the results of the demographic study will be incorporated into a report to depict the methodology used, findings, and forecast results. Timeline and Fees Once all data is received, it is anticipated to take 1-2 weeks to get the data collected and converted. If the district chooses a district level forecast by grade, it will take 4-5 weeks total to complete the study. If the district prefers a school-level forecast by grade, it will take 6-8 weeks total to complete the study. The timeline can be adjusted to meet any deadlines the district has in place. Cropper will work in April 2023 to build necessary pieces of the study, and a handout should be ready to be provided by late-May to mid-June depending on which option the district chooses. Professional fees for this project are $12,000 including expenses for the school level forecast, and $7,000 for a district level forecast by grade. Pricing does not include a school board presentation of results. If the district wishes to have the results presented to the school board or any other stakeholder, the cost will be $500 for a virtual presentation or $2,000 for an in-person presentation (including expenses). As-Needed Services: Additional time for work requested beyond what is scoped will be invoiced on an hourly basis at $175 per hour plus expenses. If the request requires a significant block of time, an estimate of time/costs can be provided before the work commences. We thank you for the opportunity to continue working with the district and look forward to hearing back how they would like to proceed. 4/10/2023 3  Invoice Date: April 10, 2023 Invoice No: 01_1393 To: City of Norwich From: Construction Solutions Group, LLC 100 Broadway P.O. Box 271860 Norwich, CT 06360 West Hartford, CT 06127 Re: Greenville Elementary School Norwich, CT 06360 For Professional Services Rendered for March 2023 - April 2023 Scheduled Percent Prior This Balance Phase Description Earned Value Complete Billings Invoice to Bill Owner's Representative Grant App./Procurement $97,019.71 17% $16,169.95 $0.00 $16,169.95 $80,849.76 Design $149,520.50 0% $0.00 $0.00 $0.00 $149,520.50 Approvals/Bidding $69,145.53 0% $0.00 $0.00 $0.00 $69,145.53 Construction Phase $672,685.83 0% $0.00 $0.00 $0.00 $672,685.83 Closeout $77,739.44 0% $0.00 $0.00 $0.00 $77,739.44 Reimbursables $0.00 $0.00 $0.00 $0.00 Subtotal $1,066,111.00 $16,169.95 $0.00 $16,169.95 $1,049,941.05 Total contract $1,066,111.00 $16,169.95 $0.00 $16,169.95 $1,049,941.05 Approved for invoicing: P. O. Box 271860 | West Hartford, CT 06127  Invoice Date: April 10, 2023 Invoice No: 1_1392 To: City of Norwich From: Construction Solutions Group, LLC 100 Broadway P.O. Box 271860 Norwich, CT 06360 West Hartford, CT 06127 Re: Stanton Elementary School Norwich, CT 06360 For Professional Services Rendered for March 2023 - April 2023 Scheduled Percent Prior This Balance Phase Description Earned Value Complete Billings Invoice to Bill Owner's Representative Grant App./Procurement $95,275.98 17% $15,879.33 $0.00 $15,879.33 $79,396.65 Design $147,776.50 0% $0.00 $0.00 $0.00 $147,776.50 Approvals/Bidding $67,401.72 0% $0.00 $0.00 $0.00 $67,401.72 Construction Phase $679,600.10 0% $0.00 $0.00 $0.00 $679,600.10 Demolition/Fields $232,226.85 0% $0.00 $0.00 $0.00 $232,226.85 Closeout $65,748.86 0% $0.00 $0.00 $0.00 $65,748.86 Reimbursables $0.00 $0.00 $0.00 $0.00 Subtotal $1,288,030.00 $15,879.33 $0.00 $15,879.33 $1,206,401.82 Total contract $1,288,030.00 $15,879.33 $0.00 $15,879.33 $1,206,401.82 Approved for invoicing: P. O. Box 271860 | West Hartford, CT 06127