MEETING MINUTES. SPS SWS at TT Minor TCF Architecture Project Number: Seattle World School SWS SDAT Workshop 3 2 December 2013

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1 Seattle World School SWS SDAT Workshop 3 2 December 203 SPS SWS at TT Minor TCF Architecture Project Number: MEETING MINUTES Attendance: Name Representing Role Paul Wight Seattle Public Schools Project Manager Mike Skutack Seattle Public Schools Sr. Project Manager Veronica Gallardo Seattle Public Schools SPS Director Concie Pedroza World School (SWS) Staff Principal Terri Johnston Friends of SWS SDAT Member Cheryl Clark Friends of SWS SDAT Member Paul Lepley Friends of SWS SDAT Member Lori Leberer SWS Staff SDAT Member Helene Mansfield SWS Staff SDAT Member Michael Alcantara SWS Students SDAT Member Sindy Nguyen Friends of SWS SDAT Member Brian Fitzgerald TCF Architecture PLLC Principal/ Project Manager Andrew Hickman TCF Architecture PLLC Job Captain Distribution: SPS Project Website; TCF Consultants via e mail; Concie please forward to SDAT members unable to attend. Note: Agenda / Presentation used at meeting and sign in sheet follow these minutes. Action Items: Item # Topics/Discussions Discussions/Action/Status/Follow up I Charge A. Sindy Nguyen said that the SDAT is waiting for the charge from the School District. The response was that some of the difficulty in getting the charge approved with the edits requested were related to the language. An example regarded the permanence of T.T. Minor as the home of the World School and the likelihood that this duration is beyond the scope of the SDAT. II Budget A. At the previous meeting a budget update regarding what had already been spent from the World School budget and what is included within the $4 million. The response was that an update would be posted to the project website after the presentation of this information to the BEX oversight committee later in the week. It was clarified that the budget includes soft costs (fees, taxes, furniture and equipment) and hard costs (construction). There can be some adjustment within projects between the hard and soft costs (not taxes) but potentially within furnishings and equipment. To further clarify it was noted that when the project was proposed at Meany the funding was from multiple sources including BTA funding for the Meany building, BTA funding for World School and BTA funding for NOVA with potential BEX funding dependent on the now passed BEX IV levy. The money that was spent at Meany during 2009 and 200 was from the Meany building renovation funds, not the funds of either the World School or NOVA. III Board Meeting Comments A. Cheryl Clark stated that her understanding of the result of the board meeting was that the amendment regarding T.T. Minor was defeated, but that there was not any direction in writing stating that SWS is moving to T.T. Minor. Veronica responded to her concerns regarding the charge, as noted above, that the word permanent in the request to the Superintendent would be difficult to get 902 North Second Street Tacoma, Washington P

2 SPS SWS SDAT Workshop 3 Page 2 2 December 203 IV Review of Updated Design Concepts & Discussion approved. She suggested that a term such as long term might be more acceptable. Sindy added that she would like to have board approval for World School to move directly to T.T. Minor since she feels that there is still pushback from the community and the school board toward the World School move. Veronica explained that a meeting was held at the district, this was discussed, and that the results of the amendments addressed at the board meeting would be clarified. A. Brian Fitzgerald moved ahead in the agenda to present updated concepts A & B as presented at the previous workshop with the goal being to discuss the pros and cons and decide which one to move forward with for conceptual estimating. He added that concept B was further developed because it looked to be more promising as discussed previously. (Drawings are attached at back of minutes.) B. Concept B review. Main entry at west near existing parking with Administration, Student Services and Welcome directly inside. The entry is designed so that it can be secured and access to the Multi Purpose room / kitchen at the existing covered play area is direct and the relocated Multi Purpose room / kitchen allow them to be larger than where the existing ones are located. 2. Health Center located in the south half of the existing Cafeteria / Kitchen. A direct exterior entry is possible at the existing main entry at the southeast. A new ADA compliant ramp would need to be constructed for handicapped access but the layout, size and adjacencies noted in the Ed Specs. Sindy noted that the nurse s office could potentially be adjacent to the health clinic or incorporated into the administration area. The concerns regarding noise transmission from Music Room to this space were brought up and Brian responded that he believed that the issue could be addressed acoustically through good design. 3. Classrooms were identified with most being located as they currently are and additions as shown at the previous workshop, science labs at first floor of north classroom wing, with improvements to meet the needs of secondary students and upgrades to finishes. 4. Gymnasium was shown as part of the master plan although it is likely part of a future project rather than a component of Phase. 5. Parking for additional cars was shown at the north portion of the site. C. In response to a question regarding the music room and the sound it generates, Brian answered that with the size needed and the adjacencies identified (close to stage, etc.) the proposed location makes sense and he added again that he believed that with sound acoustical design it would be fine there. D. Cheryl asked if the direct entrance / exit to the Health Center was okay. Brian noted that with the existing vestibule that portion of the building could be zoned independently from the rest of the building. E. Brian added that a good reason to leave the existing library in its current location was that rebuilding it would likely cost at least $250,000 and the space is nice and in good condition already. F. The development of the courtyard (north of the covered play) was discussed. Brian did not believe that the budget would support covering the courtyard and that it could be developed into a nice outdoor space with a portion of the space covered G. The size of the gymnasium was also discussed with some SDAT members wanting to have a full high school size gymnasium. Paul Wight answered that this can be looked at and that if acceptable with the school district the development can look into it within the area allowed by the site, but that would add cost. TCF Architecture, PLLC X:\ World School at TT Minor\302~4 SD Phase\SD Meetings\SDAT\SDAT Workshop \302 SWS SDAT Workshop 3 Meeting Minutes docx

3 SPS SWS SDAT Workshop 3 Page 3 2 December 203 H. Brian spoke to the decision to locate the Multi Purpose room at the center of the school and relocate the entry. With a need to dedicate large areas in the project to support the Ed Specs of the World School including the administration, student services and multi purpose the proposed locations allow those components to be centrally located and accessible to the entrance. In answer to a question he said that the proposed Multi Purpose room size was approximately equal to half of the Meany cafeteria space and that the location feels right. Sindy asked a question about evening use and Brian answered that once further developed the space would be able to be accessed through the main entry and directly from the north where additional parking is located. Veronica added that with the model including fewer newcomers the number of buses could change. I. Cheryl asked if the classroom sizes and quantities were okay and that two science rooms were needed. The concept shows one full laboratory and two flex labs which can also serve as labs. The classrooms at the one story portion of the school are a bit over 800 square feet each while those at the two story portion are about 900 square feet each. J. Bus location was discussed. It is possible that the buses will be routed to the east of the site where there is a direct entrance near the elevator. There may also be a possibility of utilizing Union. A discussion with the city regarding what is already permitted and what would be allowed for the eleven buses will need to occur to finalize. Brian added that the bus entry is often separate from the main school entry and even the street to the north of the site would be a possible location. Mike Skutack added that SPS risk management, transportation and the city will all be involved in the discussions regarding this and it is typically addressed later in the project. K. Mike asked about parking agreements with Seattle Parks. Paul is still working on getting all of the details of the lease agreement with the city. L. Sindy asked if the SDAT could be notified by when information becomes available on the project website. M. Brian continued by discussing the difference between the ideal phase one scope and the scope he believes to be achievable with the current construction budget. One point he noted was that the layout of the administration and student services would differ if the small south courtyard were not able to be infilled during phase one, although with the types of spaces needed an infill could be accomplished later if planned for in phase one. At the Multi Purpose he believed that it would be most efficiently and effectively built out to its full size now. N. Cheryl asked if the drawing titled Phase One was what the building would look like when World School moves in at fall of 206. Paul Wight answered that we do not know yet. The design needs to be cost estimated first. The estimate will help to inform what can be included and following that all items that are not included can be prioritized (Gym, Additional Classrooms, Student Services, Multi Purpose, etc.). Mike added that with the master planning estimate in place there are opportunities to request additional funding in the next BTA and BEX levies. He said that the schools make the request to the district and Veronica said that she wants to be sure that World School makes the list of included projects. Per Mike, the school and its supporters need to actively pursue this and Paul Wight added that BTA projects often pick up portions of facility master plans. O. Paul Wight added that be there will be three scenarios, based on enrollment, that will impact where levy funds will be directed. Sindy said that she appreciated the efforts by Mike and Paul on this. Veronica will continue to move forward with these goals at the district level. TCF Architecture, PLLC X:\ World School at TT Minor\302~4 SD Phase\SD Meetings\SDAT\SDAT Workshop \302 SWS SDAT Workshop 3 Meeting Minutes docx

4 SPS SWS SDAT Workshop 3 Page 4 2 December 203 P. Brian added that the goal for Phase is to deliver the concept as presented to the SDAT. It needs to be further developed and then estimated in order to know more. Sindy asked that Paul Wight include the high school gymnasium in the master plan. Mike said that a master planned, phased approach is possible for this school. Sindy said that she wanted to be sure that the classrooms sizes are what are needed for the program. Brian answered that the exact size compared to district standards is not as relevant on this school because the existing building will be altered only as necessary to deliver the program. The master plan will increase the gym size by ten feet in both directions. Q. The need for (2) science labs was brought up again. Brian pointed out the full chemistry lab and the two adjacent flex labs. All to be equipped with sinks, eyewashes, emergency showers, extra power and data, etc. Mike said that detailed discussions of each space will take place later in design. The layout of the storage and prep rooms for science was questioned. Brian noted that those can be adjusted within the confines of the building structure as the design progresses. R. Mike Skutack asked what the classroom count was (students / classroom). Veronica answered that the average used for the Ed Specs was 23 students per classroom. The typical high school classroom, per the current district Ed Spec template is about 900 square feet. Brian noted that many of the classrooms are 900 square feet with just a few in the one story portion of the building smaller and that the future classrooms would be designed at 900 square feet each. A question regarding the quantity of classrooms was asked. A chart on the plan showed the number of classrooms currently at Meany, proposed at T.T. Minor, needed for a 460 student model and needed for a 650 student model. Concie said that currently the school is 2 classrooms short (for each teacher having a dedicated classroom) so the additional five classrooms at T.T. Minor may only be enough for to accommodate one year of additional growth. Brian answered that the net classroom gain with the move, without building more classrooms is 5 or 6. Sindy asked what would happen if the school grew faster. Mike answered that the temporary solution would be portables and that the addition of portables would help to show the BTA planners that student capacity needs to be addressed. Mike said that the BTA levy is scheduled to run in 206 and there are options. The charge for the SDAT is to assist in designing a project within the budget. The district enrollment department has their own method of determining capacity and how many classrooms are needed and that there may be a need to prioritize. At some high schools teachers share classrooms and have offices rather than a home classroom. Brian added that the approach mentioned is a fairly common approach now in order to provide classroom space most efficiently and economically. S. A question was asked regarding whether the SDAT decided what would be included in this and future phases. Paul Wight answered that the master plan will be cost estimated and then prioritized. T. Brian asked if there was agreement that concept B was a better concept than A and should be used for the conceptual estimating. There was agreement to proceed with B. U. Helene presented Brian with an idea on how to fill the courtyard. Brian indicated that he would review it but that at first glance it looks expensive. The idea was wanting an entry with light. Brian answered that he believed that daylighting can be used at the entry. V. A question was asked regarding the funding of Meany Middle School. The money being used at Meany is leftover funding from BTA as well as supplemental funding form the BEX IV levy. TCF Architecture, PLLC X:\ World School at TT Minor\302~4 SD Phase\SD Meetings\SDAT\SDAT Workshop \302 SWS SDAT Workshop 3 Meeting Minutes docx

5 SPS SWS SDAT Workshop 3 Page 5 2 December 203 W. Further discussion of the Health Center / Nurse Office ICHS wanted them to be separate with a connection. Since the nurse isn t always on duty at World School the nurse may need to be with the administration. X. It was mentioned that the music room could be smaller and could be reconfigured. Y. Helene asked if one locker room could be built now as a classroom. Mike answered that if additional money is needed to meet the school s needs, it should be requested soon. Brian added that this is the reason TCF wants to move ahead with conceptual estimating to understand what these ideas cost both so that the project can move forward and so that additional funds can be requested if necessary. Z. Cheryl asked if the items noted for Future would be in later phases and Brian answered that the estimate would help to determine the answer. AA. Veronica thanked the SDAT and shared that she had received good feedback from people at the district on the SWS participation in the process. VII SDAT Schedule A. Brian stated that the cost estimate will be scheduled and hopefully by the scheduled meeting on 2/6 more information will be available, but that the meeting will be held either way. B. A request was made to go ahead and schedule the January meeting(s) so that SDAT members could reserve time. The first January meeting was scheduled for 5pm on Monday January 3, 204. VIII Additional Discussion Minutes by Andrew Hickman TCF Architecture, PLLC END OF MEETING MINUTES A. Sindy wants to work with Paul Wight on who to contact in order to get additional funding. Paul answered that he is working with district personnel to get that information and is trying to pursue a distressed school grant. Mike added that there is State match funding for T.T. Minor but that funding is taken into the overall budget for the levy since many schools are eligible for it. B. Helene asked if there would be opportunities for the FSWS (Friends of the World School) to seek funding from outside the school district. Veronica answered that there is a district protocol for this and that a joint effort between the district and FSWS would likely by more effective. If any information contained in these minutes does not meet with your understanding, please provide written comments stating any differences, or exceptions taken, to TCF Architecture PLLC prior to the next meeting. Revisions and clarifications to these notes will be formally made at the following meeting. In the event no exceptions are taken within one calendar week, TCF Architecture will assume that these minutes reflect a true and accurate record of the meeting. (Note: Follow up information or status updates, not specifically discussed at the meeting, may be included herein and identified as such.) TCF Architecture, PLLC X:\ World School at TT Minor\302~4 SD Phase\SD Meetings\SDAT\SDAT Workshop \302 SWS SDAT Workshop 3 Meeting Minutes docx

6 Seattle World School at T.T. Minor Schematic Design Phase November 25, 203 (Revised)

7 AGENDA. School Board Meeting Update 2. Existing Site and Floor Plan Review 3. Concept Diagrams A & B 4. Master Plan Schematic Plans 5. Phase Schematic Plans 6. Discussion 7. Next steps

8 Existing Conditions (Site & Floor Plan) 897 SF GIRLS BOYS GYM 790 SF 3,24 SF 902 SF 780 SF 795 SF MECH 705 SF 828 SF BOYS GIRLS 780 SF 799 SF 795 SF 794 SF 803 SF OFFICE PLATFORM 620 SF CAFE/MP 2,425 SF ADMIN,343 SF,207 SF CONF LIBRARY 2,960 SF KITCHEN 592 SF 37 SF

9 Master Plan Concept A Diagram COMP MUSIC ROOM

10 Master Plan Concept B Diagram

11 Master Plan Concept B Schematic FLEX 763 SF FLEX 768 SF SCI,50 SF GYMNASIUM 6,204 SF GIRLS LOCKER,092 SF BOYS LOCKER,35 SF 790 SF ART 896 SF KITCH,32 SF M.P./CAFE 3,36 SF PLAT 768 SF 80 SF MECH ADMIN 3,330 SF STUDENT SERVICES 2,990 SF COMP 820 SF LIBRARY 2,355 SF COMP 65 SF MUSIC ROOM,340 SF HEALTH CENTER 2,0 SF 902 SF CLASSROOM SUMMARY Existing Concept B Meany Initial 795 SF Concept B Build-Out (460 to 650 students) General Classrooms Resource Classroom Science Lab / Flex Labs Computer Labs Art Classroom Music / Drama Totals 780 SF 234 SF * 22 Notes: *3rd Computer Lab providing by COW (Computers on Wheels) ** Total Classrooms required for 460 to 650 students Concept B Initial supports approximately 350 students. 690 SF NURSE 628 SF 8 to 27** 2 2* 26 to 35

12 Master Plan Future Phase Classroom Expansion Options 0 NEW CLASSROOMS + M/W RESTROOMS W M W 4 M NEW CLASSROOMS + M/W RESTROOMS OPTION : ADD 2ND FLOOR CLASSROOMS OVER EXISTING BUILDING OPTION 2: ADD AN ELEVATED FLOOR OVER THE PARKING LOT

13 Concept B Enlarged Floor Plan (South) BOYS LOCKER,35 SF ART 896 SF KITCH,060 SF CAFETERIA/ MULTI-PURPOSE 3,36 SF 80 SF PLATFORM 768 SF 234 SF WELCOME ADMIN 3,330 SF STUDENT SERVICES 2,990 SF COMP 820 SF MECH 780 SF MUSIC ROOM,340 SF 690 SF LIBRARY 2,355 SF DENTAL COUNS OFFICE N.C.P. OFFICE COMP 65 SF 795 SF HEALTH CENTER 2,0 SF NURSE 628 SF

14 Concept B Enlarged Floor Plan (North) NEW PARKING FLEX 763 SF FLEX 768 SF SCIENCE,50 SF GYMNASIUM 6,204 SF GIRLS LOCKER,092 SF COURTYARD 790 SF ART 902 SF

15 Concept B Enlarged Floor Plan (North Upper Floor)

16 Phase - Concept B Schematic Plan FLEX FLEX SCI M.P./ CAFE PLAT MECH ADMIN STUDENT SERVICES COMP LIBRARY MUSIC ROOM NURSE HEALTH CENTER KITCH EXIST GYM

17 Discussion Next Steps - Concept Refinement - Cost Estimating

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