January-28-2019-Work-Session-Segment-1
[00:00:00] Long range planning committee. Thank you for committee members who are here from the long-range planning and then you call the roll, please.  Eddie Reynolds via phone.  Chelsea King Martin here. Can I fetch here vice-chair hides here check, excuse me, Reagan Molitor. Yeah. I
can't see my phone.  There are there's a change I want to make to the agenda. I want to open it up for audience and public comment as established at the beginning. But if anyone is here to speak specifically to the long range plan. I would like to [00:01:00] wait till the initial presentation from The District staff.
I will reopen it for comment for the long range plan after that occurred. So feel free to speak after that time.
I'm a local attorney and I represent students and parents in the district. A matter may come before the board that materially benefits one of my clients. If it does I will abstain from participating in the discussion or decisions on the matter without disclosing the identity of my client. But this time I'm going to open it for public comment.
Oh there is anyone here to speak? Okay.
Then I'm turning to mr. Woodley.
[00:02:00] Good evening board.  Another interested folks welcome to the evening. Hope you got something to eat. Thank you Kelly for always doing that. Thank you. So the evening is set up at least. Good portion of it for a conversation with long-range planning members and the school board about the newest edition of The District's long-range plan and our Capital Improvement program.
That's a companion document with it before we get started. I'm going to ask Kathy. She would make like to make some introductions first. I just want to recognize that a number of our staff are also here in the audience. They've been listening hard to this work and contributing a great deal to what you have in front of you it with their expertise as well as their insight and [00:03:00] then we'll make other introductions around the table, but then also want to recognize Jeremy Wright is in the audience with us and we did hire on some consultancy work.
Around communication around Capital Bond and already. Mr. Right from right public affairs has been meeting with some staff. He's here tonight as a guest and observer and learner to hear more about our long-range plan and our Capital Improvement projects and also an opportunity for our board members to perhaps at the break introduce themselves to him and and then lastly just want to recognize our long range planning committee members who are able to also join us.
We have a few folks who have the flu. As Kim mentioned we have a school that's been circulating It sharing very well with each other but it sounds like the parents are getting it as well. So we have a few members who could not be here tonight because of illness and then a couple others we haven't heard from but could be trickling in later.
So I want to recognize our board members here as [00:04:00] well as our long range planning committee. Thank you all for being here. All right, so to introduce a subject we have Rebecca Stu Kerr with IBI download group Architects Keith lied Bainbridge planner and with us for many years. Actually both firms have been with our district for many many years.
They have together along with flow demographics help with the plan and to put it together in the form that you see. I think I mentioned when this was introduced to the school board at our last meeting that there was a lot of time spent in interviewing all of our staff is one of the reasons why they're so knowledgeable at some level and Rebecca was extraordinarily Scribner of taking that information down and then producing it in the narratives that you read within the plans.
So. [00:05:00] Rebecca and Keith provided a short PowerPoint for the long range planning committee back when it was presented to them in early January thing and they're going to provide that for us tonight. You'll just set us up well for then getting into the conversation that we're going to have so Rebecca, I think you're cute up with the push of a button and a mic should be able to help lead us through this.
Okay? Alright. Thanks Deb. Okay, so I'm just going to walk through essentially the outline of the two reports that you have in front of you Keith and I are going to start with the long-range plan. That's the first document that you'll find in your binder. There's a divider between the two behind that divider is the capital Improvement program.
So the long range plan? Interestingly the the state [00:06:00] of Oregon published a revised Statute that requires districts with students of over 2,500 that must publish a long range facility plan every 10 years this I think was an easy transition for Wesson, Los Altos School District because as you can see.
The dates behind me you've been doing it since 96. So there is a document in the appendix of one of the reports that indicates the compliance with the state's revised Statute and where you can find that but I think it was a real easy transition to make to meet those requirements the it's a record the reason for this long range plan.
And as you can see there have been several previously published. It's a record of your program and building initiatives. It's an opportunity for you to marry. Those programs to the facilities and how they can support them. It's also a tool to forecaster facility needs Keith is going to go into a [00:07:00] little bit more in depth about how the demographic forecasting and the projections that flow analytics had done and how that marries with facilities bless you facilities, and it's a link to a future Capital Improvement programs, which is that second report.
So the long-range plan is broken up into three parts. And this is this matches your previous long range plan. So this is really an update the beginning of which is a framework for of excellence. And that's the time in which I was able to spend with your staff doing interviews about the programs and the educational needs.
And that's really the foundation of the document what programs what is the teaching and learning look like how does the facility need to support that? So that's part A that's where we begin and then Part B. Keith is going to go into some more depth about [00:08:00] capacity long-term and short-term enrollment growth.
I think we we've done some presentations around building capacity already and what that looks like as we stretch it out into a 10-year forecast and then part. D is the section of the long-range plan that really starts to bridge the gap between the two reports and talks about potential Capital Improvements and how you run that process.
So again, I love this image to it's actually a school bus one of the very first school buses for Western most of those school districts. Thank you Andrew for the. For the photographs historic photos programs that shape schools. These are some of the programs that we talked about. You can read more in depth of a narrative around every single one.
But as you can imagine they've changed over the years. So it's always important to revisit Early Childhood programs to have changed since the [00:09:00] last update the importance of health and wellness and what what the district is doing around those started. I'm stem Career Technical education was a very important part of the narrative this year and there was quite a few elements written about that that that show up in the long range plan and the capital Improvement program.
There also is a section that is not necessarily related to an educational program. But just the important aspects of a building that make it resilient and give you an opportunity to be adaptable and changeable as your environment changes high-performing schools are one of those creating safe and welcoming schools.
You want to describe what? Yeah sure.
[00:10:00] So the middle part B is really looking at the numbers mostly on student enrollment capacity for schools and then taking a look at what flow had for us for the 10 year growth projection. And then also taking another look even further into the future when I'll get into that in just a minute.  So anyway that that first table was is in the part B that shows what the in wrote what the picture is now what capacity we have at each school and what the enrollment is now.
So flow demographics are analytics rather. I did a 10-year forecast for us. What we are using is what they show there is the middle range forecast for the for the next 10 years. And in any case that we would go from an enrollment of 9,800 students to over [00:11:00] 11,000. And
then we also looked at a greater than 10 year Roman forecast. And this looks at this isn't really as much time related as it just looks at what is in being contemplated for future Urban Development within our district over time and this is taking quite a look out. You can see that this is potential outcome between.
Say 2045 and 2060 but there are a number of places both in the urban growth boundary that we have today that will still be left over developable land that could result in more residences. And then also we have other areas which I think is we have the map right on this. Yes, and that's shown in the in the darker blue color here.
And then we also have what are called Urban Reserve areas that are designated by Metro that are planned for future development at some point when the need when the need [00:12:00] arises and those are in the light blue areas and they're known as URS. So we're looking at you can see that this includes everything within the district and you can see that we have the areas that are either in the city limits or the urban reserves in the dark Loop.
And as you know much of that land is already developed we have probably the bigger development areas in Wilsonville that particularly with the recent Urban growth boundary expansion to include a frog pond area.
Then looking farther ahead. We would expect some of these light blue areas to come into your growth boundary at some point fair and fair distance down the road probably but we just thought it was helpful to also look at where the district might ultimately wind up in terms of enrollment given its current current boundaries.
[00:13:00] So we have 16 schools total as you know, right now we do have with the. Five years School needs I guess I'll back up a little bit. So we have a ten year forecast, but then we also talked about a five. Where are we in five years because for our planning purposes really The Five-Year Horizon is really probably the most useful particularly when you're trying to prepare for the bond measure and figure out what kind of enrollment you need to be.
You need to be ready for. At least in this five-year projection. We're looking at some additional needs in the at the primary level really in Wilsonville Middle School a little bit of capacity is also needed there for middle school again more in the Wilsonville side and then High School were definitely starting to run into the into the red their enrollment wise [00:14:00] with both high school.
Well with West Linn being overcome, Must be in Wilsonville getting close to it.  So we do describe some potential actions that we can get into later one would be a new Primary School in the Frog Pond area some property that the district already owns. And then also we've been talking about some high school options, which I'm sure we're going to discuss more tonight.
The last section of the long-range plan starts to form that bridge between the two reports. I think it's important to recognize the long-range plan doesn't actually list out any project Solutions necessarily that occurs in the capital Improvement program. So an understanding of the facility needs around the teaching and learning with the programs and as well as future projections and [00:15:00] growth.
Those that's really what the long-range plan is talking about. And then once you start to identify ways to address those needs that will be in the capital Improvement program. So in the long range plan, we start to talk about what kind of criteria are we should we be using to evaluate projects possible projects.
And then what is the timing in the sequence?
So the next section is the capital Improvement program itself, which begins essentially with a reminder of all of the important work that was done in the long-range plan because these do need to be Standalone document. So you might only have one or the other in your hands at one time. So if you're only looking at the capital Improvement program you can see.
There is there is a real Educational Foundation for the decisions that are made and the projects that are determined at the end of this report.  So again, we reiterate programs [00:16:00] and the program needs around facility size design and capacity and growth.  Then we talked a little bit about the process the capital improvement process the history.
Of the district around the capital improvement process and the close coordination that the school district has had with its local planners city and county planners for a number of years responding to growth and how projects are selected and then the real meat of the capital Improvement program is this list of capital projects?
So right now these are the projects that you'll see in the report.
[00:17:00] Reopening it for public comment at this time. All right being done open it up to discussion.  by the board.  or any further comments by the.
I had a question about middle school capacity can Meridian Creek be expanded upon it all to help with some of the capacity issues?
It can it was built intentional. Yes, so I did lay [00:18:00] out a process for discussion first.  the action that is being asked for the board tonight is to prove the long-range plan, but it is a work session so I'm open to the. The process being that we should have a motion before discussion, but I think it's also as appropriate to just go into this question.
discussion in advance is almost better because emotions just a discussion and decision versus we would want to invite our long range planning committee members as well in. Just learning and understanding their thinking around maybe some of the questions we have first. Sorry for the interruption.
Mr. Woodley. Let's proceed them.  Trying to think of where it was.
[00:19:00] Okay, so I don't have the exact Pages we can get to them if we need to but as a general discussion on the Middle School level enrollment.  What
we found most useful. Is because we're a district with two cities to more dense urban areas. We tend to want to talk in detail about the Wilsonville side or the West Linn site. The Wilsonville side and specific response to the question around Meridian Creek. It was designed as what we call a starter school, which is a strategy we've used for many [00:20:00] years on variety of schools that one in particular was.
Seen as needed to be a full build-out at the time we built it. And so we built it for 750 to 850. I would say in terms of core facility the site itself. If you notice when you drive into that school, there's a parking lot that you go into but right beside is a really large graston area with the circle drive around it that is prepared as a future parking for when we would add on to that building but the track the field the gyms.
The music department cafeteria Library those core facilities are designed for complete full new middle school and then the classroom design that [00:21:00] two-story design as you would look to the north and of that building which is closest to the road. It's a complete full design at that side. On the backside of the building its kind of truncate it and you kind of see if you're in the building where additional two-story addition would be built on and there's actually been some Geo technical foundation work already done for that when we took it to the city of Wilsonville.
We took it as a full complete plan with the first phase being you know the for 5490. Student building but a full build-out so they've already seen those plans for that additional set of classrooms. I can't remember exactly how many there are but it does include even more science, you know, true science labs and that sort of space for into the [00:22:00] future and I think that even as we did that design we were contemplating.
Could it even be smaller or larger than the footprint we put there we at least have a place to add on to it. And that was based on just the need for classroom space in Wilsonville to the extent we could see five and ten years out that it would be responsive to the Wilsonville side in the long range plan and I did spend a little time.
Writing a narrative through some questions that chair been should offered which I actually appreciate greatly because it was an opportunity to expand a little bit on it and talk about it to some extent Meridian Creek according to our demographic reports in five years doesn't necessarily need more space there in 10 years [00:23:00] is just incrementally over.
Which in our history we've been able to respond to in that five six or seven year bond cycle that we might have which would put classrooms on the ground probably just in time to respond to that initial New Growth. The other comment that I would make is that like any new development area and Grady could probably speak to this pretty well in Wilsonville.
Where. While they have a lot of plans for expansion we see streets actually in that Frog Pond West area Metro has brought in the East and the South but yet there's some more concept planning that has to happen. It's not exactly shovel-ready. I don't think it's probably be correct yet. There's some expectation over time that it would.
Continue to [00:24:00] grow I think that's going to be a given but for the district, we need to be paying attention over time to the speed that construction might happen down there and while nobody really wants to talk about it. Actually when we were building the school. We were contemplating. Can the way we designed it accommodate.
Some Portables pretty easily if we had to have them right before we could get, you know, a building put onto it. It's also one of those schools where because you have the core facilities there and the location of where the addition would be. You could pretty easily build their while schools going on and probably not interrupt much.
I think it's it places a district in a good place to be responsive into the future pretty quickly. Both on the permit side because we already went through that and then in the construction side when you go to the West Wind [00:25:00] side, they.  They're looking at needing classroom spaces sooner than down in Wilsonville.
And maybe I'm jumping ahead a little bit but on the table is a proposal to build a new Middle School in. West Linn were proposing that it would happen on our Dollar Street site and that it would be larger than 80 Creek a the creek is about a six 5660 something like that, which is really our smallest program Middle School, even though meridians both low right now.
It would be bigger which fits really well with the district model but by replacing it with like 200 kids more. On in a new-build middle school it would then respond to Middle School growth on the West Linn side out that 10 year distance.  [00:26:00] That help on that one.
Sure.
Stay Kim. Thank you for the explanation. I did what I wonder if you can speak to the 2013 Capital Improvement plan, which stated that it was would be a new facility with. Full soft and hard construction costs full Furniture technology and curriculum equal to the other schools and it would have a capacity of 700 students and and that the ballot measure language included new Middle [00:27:00] School.
I think they maybe I. I think the expectation was out there that it would be a fully full capacity school. So I just wondered if you could speak to that.  No, Benny, thank you for bringing that up. It's a little reminder back. The difference between the long range plan and the CIP the CIP is of planning document moving forward.
I think when if you read the memo the south of front of it, it states that it's a list of projects that are not prioritized and have not been vetted with a community. It's a large part of what we use our bond Summit for to determine. And provide a menu for board to consider how to put a bond program together.
And I [00:28:00] do know that through that process the board determined based on projected enrollment that a full Middle School was not necessary at the time, but that the core facilities and a complete base Middle School was important. I don't exactly recall the dollar amount that was in the CIP, but it was way more than what we actually went out for at the time.
I have reviewed the ballot title. It does not say the number of students that were anticipated in it. And I did a little backward research to know that even from the first application with the city of Wilsonville. We did state that it would be for the design included a full 7 750 middle school, but that the application was for a starter middle school.
And I think that was well [00:29:00] understood by our board at the time. It certainly was my marching instructions as I put together the capital Bond program and the dollars for it was reduced because of. About starter Middle School versus the complete one that we envision some day in the future.  Concluded it was forty four point one five and our last forty forty four point one five million in our last quarter report had it at almost 40 million.
So but I think as long as we can. Explain that going forward. I think it'll be helpful. Yeah, and at the end of the day I checked our figures Meridian Creek cost 37 million seven hundred fifty [00:30:00] thousand dollars.  I don't we're going to have Doris speak. She wanted to comment and but I think just a reminder of.
The capital Improvement plan is not often what ends up going in front of the public. It's a list of projects and then the bond Summit you get more feedback from the community the polling and surveying gives you as a board even more feedback and then out of that develops the final list of projects.
So some sometimes there's a misunderstanding our community that we did everything that was on a CIP and. The first draft of what's being proposed but it goes through a community process to finally what ends up on the ballot and at the time you'll recall that that CIP also included a new auditorium at Wilsonville high school that we did not do and now that was worth with the board and Community input about the [00:31:00] highest priorities bait and in balance with the amount of money that the board felt was appropriate for.
Worst.
Do is Whaler Betty addressing the needs of additional students at a middle school in Wilsonville? I was on the Wilsonville Frog Pond task force. And I've been told repeatedly that there is no interest on the part of the city to develop Frog Pond east and south until at least most of frog pond West is build out and that is estimated at five years.
So I think that there will be plenty of capacity in middle school for at least that long and that's part of the reason why I don't think it's addressed now for expanding that school. Pinocchio.
[00:32:00] one more question about middle school capacity. It looks like by 2020 880 will be 86 students over and Rose not would be 27 students over and if we build the dollar Street Middle School, it looks like we'll be about 87 students under capacity. Is there any concern about? That doesn't leave a whole lot of room for growth even with the new school.
I'm not real sure what'll happen not far out in the future and I hope I don't go too far out of bounds here, but they're there are other ways and opportunities to create.  capacity for middle school kids.  looking at you, but. K8 could be an option at a particular School some time into the future [00:33:00] other options like that.
It could help us understand what our next needs are at the middle school level.  I think that's also why we do a recurring. Demographic study and looking at so that in other for five years now, what do we know about the near Horizon and I recall one of the members from flow analytics saying. Outside of 10 years you just start really dabbling in a lot of variables that folks really aren't certain about and so to really start pinning big decisions on something outside of 10 years just has a little has more risk to it.
So whenever we can stay within the five ten year mark for that planning, but certainly in the next four or five years. You'll likely be calling for another. Demographic update or even sooner than that if you want to see what else do we know now around planning and and what enrollment and looks like particularly [00:34:00] in West Linn.
I'm curious for
sure.  Is because if we did build a new Middle School on the dollar Street site, it is drawing kids from the county. And adjusting that county line between meridian creek and a new Middle School can help shift some of those kids down to the middle to Wilsonville Middle School, you know that are in that edge area and at that time in 10 years you build onto it and here's this new school still with more capacity boundaries.
Nobody wants to talk about and I'm right with you.
[00:35:00] And balancing across the district and because of the location of those two whether they're both right on the edge of that large rural area. It could be a good strategy to think about.  To be clear the table 1 on page 10 and 11 of the capital Improvement planning process is part of our long-range plant.
I'm on ya. All right.
Okay, given that this is just [00:36:00] a minute, please. Let me get there.
Yes, that's the current status.  I
believe it is. That's true. That is true. So I am looking at the total available capacity in the middle schools. Yes, and I am looking particularly at.
Meridian Creek numbers.
The capacity is at minus 10 for five years, but jumps to - 111.  in six years.  and a hundred and fifty-four.
and [00:37:00] seven years.
The minus is mean we don't have capacity 454 students.  So I am actually not as interested in the five-year number of -10 when the next year. It's a hundred and one less hour. I would go back to balancing because it's the same time would middle schools is going down. This is the total available capacity.
I'm looking at.
Is everyone following me there?  And so I am not understanding how we even if we were to use alternative thinking Mike.  What are
those? Yeah, that's a huge jump and I'm not sure that I understand it. But even if we were to use [00:38:00] Portables or those kinds of things up 454 students, that's a lot. Well, I mean, it's.
right here. I mean, I mean I hear what you're saying, but I think you also have to take it out effect. Like what it's a cost for all right. So in my response to your questions where I wrote it out and I believe my math is correct on the West Linn side.
capacity runs 81 over in 5 years.  and a hundred and thirteen over in 10 years that's on the West Linn side.  But those numbers would show up in the total, okay? The six year in the seventh year concerned that I have I guess I'm trying to understand Ginger. What is [00:39:00] I see the jump? I see what you're talking about.
And what is your question or concern with that? Well when we're doing a long when we're looking at long range planning, I'm trying to understand.
And maybe I'm just I'm just moved already to the capital Improvement program. I'm trying to understand what we're doing about the hundred and fifty four number and I don't know if this is helpful or not, but correct me if I'm wrong. These numbers are based in this capacity. These numbers are based on our current facilities not to not a potential reconstructed.
Yes that that part is true. This is what it looks like. Stay the same today.  I think what's being proposed is that the [00:40:00] capital Improvement project is that with the new Middle School? You're going to have a net 200 more capacity in West Linn. So that a hundred fifty-four number is solved by that.
Yeah, I think I see that see it the same way as you Dylan and what I'm seeing there also potentially is that idea of strategic location of a middle school and Dollar Street fooling some of those students that live close to a thief but maybe going to Meridian or in that choice on potentially pulling them towards that new dollar street because when I look at these numbers, I see Meridian Creek.
Jumping on those two years at UC gender the jump the early, you know, 55 or something like that student jump there with our current facilities.  A fusion of student population if we were to have a middle school Dollar Street if I'm understanding this correctly.
And [00:41:00] as as these numbers bear out as Tim mentioned there could could be the Strategic placement of Portables so that the community is aware that the numbers did Bear out in Wilsonville, and we do need to finish that expansion then on if you're looking at a 20 25 smaller Bond. That's right there where you're starting to see Meridian Creek bulge a little bit.
And then the Portables would come on site and then the community would see ah, we do need to bring that expansion. We don't have a lot of empty classrooms there. We actually have some Portables and the expansion is imminent. And so there goes your your process then in terms of your bonds Summit to explain the need for that.
But easier for the community to see when Portables are also on a site.
And we [00:42:00] just a point of clarification. We are what's before us today is the first section of the binder the long range plan not the capital Improvement program and when I look one useful. Piece of information for me when I was looking over. This is on page 68 and 69 and that kind of overview of the timeline.
What we what moves we could expect is the next step should we adopt this long range plan? Then it kicks off, you know, basically the school board directing the long range planning committee to develop the CIP list, although looks like that might have. Happen concurrently here, but that and then you know, the updated project list from prior Bond processes and there's quite a bit of capital type of capital Improvement type work that happens, but the long-range plan is really about what do we look like today?
And what potentially when we look at the numbers can we anticipate looking like in the future? [00:43:00] Going to come back to Rebecca's overview based on the programs that we prioritize in our district, which is what that part A is about and how we conduct teaching and learning and the priorities we've made coupled with our current facilities, which is part B.
What is it that we need going forward and so the long range plan speaks to. That breadth of it and then the capital Improvement plan is itemizing and getting more concrete with with the needs and how they would fulfill the long-range plan keeping those programs those types of programs or priority Early Childhood CTE inclusive practices all those that you saw prioritize.
What else do we need to adjust in terms of facilities? Billy you do need that Capital Improvement plan tonight. It gives you some concrete examples that kind of [00:44:00] pairs along side of the long-range plan, but it's premature to believe that this is what's going to happen. It hasn't gone in front of the public.
So large part of also why. Jeremy Wright is here is that we will then be getting information out to the public around the board has adopted this plan and believes now that we need these types of facilities to continue teaching and learning in the way that was described in a long range plan and then eliciting through polling and surveying response from the community and adjusting accordingly.
I think that's one of the things that I appreciate about. This is that it's driven by the values and the programming in the curriculum. That's the first section here. And that's ultimately what we're trying to achieve. We're not trying to build buildings for the sake of building buildings. We want to achieve these values and this programming and this [00:45:00] curriculum.
And that comes first and then knowing that and the number of students that we would have what might our facilities look like to fulfill that Vision. So here's the problem I have with that. I am looking at Oris 195 110, which is included in the I don't know. I don't know. It's at the end. It's at the very end of the long range plan.
And I'm looking at five a section 5A.
The Z in this okay? And part of what it says and I'm equating the long-range plan to our school facility plan. Am I right? I got a nod from mr. Woodley. [00:46:00] Okay. So yes, I see that we've done the population projections. I see we've done some identification of desirable School sites.  when I get to see.
Andy.  and E.
and even G. I'm not sure that the long-range plan provides me that information and I'm also not sure that part of what's in the capital Improvement program isn't actually d. And shouldn't be in our long-range plan for instance two things come to mind and maybe the answer is we don't need to make any changes.
So I'm looking at page 14 of the long-range plan about health and wellness and the reference to the 2016 Health standards. And you know, I would [00:47:00] like to see in it that says. We don't need to make any changes to our facilities to meet the requirements because certainly when I go out to talk with other boards, they don't have a gymnasium or something.
They need to meet the health. So that's that's an example, but the further example is in what is the minimum standard of our district in terms of some of the things that we've included in the capital Improvement program like. Air conditioning for some of the schools is that actually a minimum standard?
I don't know what is being said there. I don't know if some of the other things regarding gardening and those things because they are mentioned in terms of our curriculum in the programming for the long-range plan. So I'm a little uncertain if we've done. What is [00:48:00] required under the statute under 5 a c in particular e as well?
And then I of course D follow C. So it's just a question. I know I'm new to the process. But when I'm using this as a guide to have we done as a district what we're required to do. That Gap is still there for me and those areas.