FIG Meeting Agenda June 7, 2017

6:00pm - 7:30pm

Meeting Purpose: The purpose of this meeting is to quickly review (5 minutes) the May meeting, and to introduce FJJ Inc., who will take the group through the next 3 months of meetings, and assist with the compilation of the findings and recommendation.

Attendees: FIG members, Administration, Board members Facilitator(s): Phil Solomon, Joe Galli & Tim Guider

Agenda Items:

1. Review of last meeting on May 18, 2017 2. Dr. Marchese introduction of Foster, Jacobs & Johnson, Inc. and Presentation

overview 3. Progress-to-date; and Moving Forward

Considerations / Follow-Up:

Additional Meeting Dates for August 22 or 23, 2017; and September 6 or 7, 2017

Schedule: July 11, 2017 July 25, 2017 August 8, 2017

Time Minutes Activity

6:00 5 Welcome Review May Meeting

6:05 5 Introduction by Dr. Marchese

7:20 75 FJJ Presentation and Discussion

7:25 5 Confirm Next Meeting Date Follow-up Meetings

“Foster a learning environment for all students to be exceptionally well-prepared to succeed and lead

meaningful lives”

Consulting Team

Phil SolomonFJJ General Manager PAEducational Strategist

Joe GalliRetired UDSD

SuperintendentEd. Consultant

Tim GuiderSr. Mechanical Engineer

Dave BergeronFJJ Managing Partner PA

OUR VALUESWE CARE: we care about people

HONESTY: be impeccable with your word

SERVICE: always go above and beyond

QUALITY: always do your best

INNOVATION: challenge the status quo

GROWTH: challenge yourself to do better and be better

94Years of Service

125Team Members

8,000+Projects

8Locations

OUR MISSION IS TO ENRICH THE LIVES OF OUR EMPLOYEES AND EXCEED THE EXPECTATIONS OF OUR CLIENTS

Foster, Jacobs & Johnson, Inc. is a Professional Services and Consulting Firm established in 1922.

The local office is in Media, PA

Services Offered:

Program Management

Comprehensive Planning

Facilitation Services

Educational Planning

Engineering

Construction Management

Commissioning

www.FJJ.com

FJJ Long Range Facility Planning ProcessHeavy Lifting Completed

Task Ahead

Suggested Support for Facility Input Group (FIG)

• Our objective is to build upon the significant amount of work that the FIG has completed over the past year and facilitate the finalization of a recommendation for the board

• Assist the FIG in formulating the initial recommendation• Outline what the recommendation will contain (Today’s Workshop)

• Utilize the existing documentation developed by the FIG• Utilize existing prioritization matrix developed by the FIG • Utilize existing Facility Condition Assessment by Gilbert Architects, Inc.• Utilize existing Demographic Study• Utilize financial projections from RBC Capital• Utilize the Strategic Intent & Implementation Framework (Facilities Sub-Committee)• Is there anything else available that we should include?

• Utilize a visual comparison of existing buildings to further refine goals• Identify information that must be distilled or simplified to help clarify options

Suggested Timeline

June 7, 2017

• Review existing evaluations from the FIG and clarify goals/objectives

• Determine Board Recommendation Format

• Listen and gather information on key items – Identify information that will be needed for next meeting

July 11, 2017 Meeting

• Evaluate and simplify available information

• Discuss possible recommendations

• Discuss financial impact of possible recommendations

July 25, 2017 Meeting

• Prioritize and rank recommendations

• Discuss and document support for top recommendations

• Finalize recommendation

August 8, 2017

• Prepare Board Presentation

• Prepare supporting documentation

• Options for additional meetings

September 2017

• FIG Presents Recommendation to Board

Thank You!Questions, Discussion

Begin Work Session

Committee Norms (June 14, 2016 Agenda)

• Begin and end on time

• Assume good intentions

• Be succinct, concrete, and explicit when speaking

• Stay on topic, stick to the meeting objectives

• Listen to understand, and ask if you don’t understand

• Wait until the person speaking is finished before talking

• Demonstrate Integrity: Be transparent, say what you mean and mean what you say. Provide honest feedback

• Be a Team Player: Focus on the good of the whole; offer your time and expertise when it will add value.

• Be engaged: Prepare for meetings, as needed. Attend meetings and ask questions to push the team’s thinking and learning

Visual Representation of FIG Prioritization

Verify Existing Interpretations of Data:• High School (clear 1st priority)

o Classroom spaces are high priorityo Most of the common areas are also high priorityo External Features of building seem to be acceptableo Building systems (roof, mech, elec, etc.) need to be addressed

• Middle School (likely 2nd priority)o Classroom spaces are high priorityo Some of the common areas are also high priorityo Building systems (roof, mech, elec, etc.) need to be addressed

• Penn London ESo Looks like this building is a low priority from the data; however

rated higher priority due to educational needs• AG Intermediate School

o Lowest Priority• District Administration Building

o Was not part of the prioritization process?

NOTE: Although from a quantitative review it appears that AGIS has more need from a qualitative perspective it is fourth in priority. NOTE: PLE has more need from an educational perspective.

AGHS FSEMS PLE AGIS1 Classroom Spaces - Special 4.3 3.4 2.2 1.9

2 Classroom Spaces - Science Labs 4.3 3.6

3 Classroom Spaces - Modular 4.2 4.0

4 Classroom Spaces - General 4.1 3.8 2.8 3.2

5 Classroom Spaces - Art Classrooms 3.7 3.2 2.4 3.0

6 Classroom Spaces - Music 3.6 3.1 2.3 3.0

7 Classroom Spaces - Tech Ed 3.5 3.2

8 Classroom Spaces - Maker Space/TV 3.2

9 Related Services - Guidance/Care 3.4 3.0 1.9 2.0

10 Related Services - Administrative 3.0 2.7 2.1 2.1

11 Related Services - Health/Nurse 2.6 3.0 1.9 2.1

12 Common Spaces - Storage 4.1 2.8 2.3 3.0

13 Common Spaces - Library/Media 4.0 3.8 2.4 2.8

14 Common Spaces - Corridors 3.8 3.2 2.0 2.6

15 Common Spaces - Auditorium 3.8

16 Common Spaces - Bathrooms 3.7 3.3 2.3 2.7

17 Common Spaces - Cafeteria 3.6 3.6 2.7 3.0

18 Common Spaces - Gymnasium 3.4 3.5 2.6 3.1

19 Common Spaces - Fitness Center 3.3

20 Common Spaces - Locker Rooms 3.2 3.3

21 Common Spaces - PLC/Collaboration 3.0 3.5 1.8 2.5

22 Common Spaces - Conference 2.5 2.8 1.8 2.4

23 Common Spaces - Large Group Inst. 3.2

24 Common Spaces - Audion 2.3

25 Common Spaces - Little Theatre 2.1

26 External Features - Main Entrance 3.5 3.7 3.3 2.9

27 External Features - Bus 2.6 2.6 2.1 2.5

28 External Features - Parking 2.6 1.4 1.7 1.9

29 External Features - Athletic Fields 2.3 2.7 1.9 2.2

30 External Features - Outdoor 1.9 1.5 1.8 1.8

31 External Features - Athletic 1.8

32 External Features - Playground 2.4 3.2

33 Mechanical Features - Roof 3.8 2.5 2.0 2.6

34 Mechanical Features - HVAC 3.4 2.7 2.3 2.9

35 Mechanical Features - Electrical 3.3 2.7 1.8 2.5

36 Mechanical Features - Technology 3.2 3.0 2.3 2.5

37 Mechanical Features - Plumbing 3.1 2.9 2.6 2.8

CATEGORY

Clarify Outline and Contents of Recommendation

General guidelines:

• Majority consensus or unanimous?

• What’s needed to commit to an option? Documentation of support?

Should the FIG recommendation address the following: (3-5 minutes each)

• Utilizing modulars to support education?

• Grade level reorganization plan for the Middle School?

• STEAM: In each educational building or a separate building for HS?

Avon Grove School District MEETING MINUTES 375 South Jennersville Road West Grove, PA 19390 Facilities Input Group (FIG)

Date Start End Next Meeting Next Time Prepared by 6/7/2017 6:00PM 7:45PM 6/27/2017 6:00PM M. O’Hara

Attended by:

Patrick Walker Aundrea Young Dan Carsley Dr. Snopkowski Bob Weidenmuller John Auerbach Dr. Marchese Dr. Reynolds Ed Farina Neil Huber Carolyn Hammerschmidt Public: 3 members of the public were in attendance

Summary of the Meeting

Opening and Review of May FIG Meeting

Dan Carsley welcomed everyone and thanked the group for their participation and time dedicated thus far in the process. Mr. Carsley reviewed the agenda from the last 2 meetings, where the group established features, and completed a matrix survey, which was then scored. The goal was to answer 2 guiding questions: 1) Does the building score accurately represent priorities in order of importance for each school? 2) For each school, which features have emerged with the highest need, and does this accurately

represent priority in order of importance?

The next steps to be addressed as Dr. Marchese continued with introduction of FJJ, Inc.

Introduction of Foster, Jacobs & Johnson, Inc. Dr. Marchese discussed the steps of the established FIG process, noting this is the last leg of the work to be done. The Board of School Directors is anticipating a recommendation in September. The goal is to pull all of this work together, enlisting the assistance of FJJ, Inc. to support and take us to the end of this process. Dr. Marchese then introduced Phil Solomon, Tim Guider, and Joe Galli of Foster, Jacobs & Johnson, Inc. based in Media, PA. FJJ has worked with many districts, including Downingtown and West Chester.

Phil Solomon is the Area General Manager and has worked over 20 years in public education, focusing on strategic planning. Joe Galli has 40 years in education, and retired as the Superintendent of Upper Darby School District. Tim Guider is Senior Mechanical Engineer and has worked with public schools for the past 10 years. Foster, Jacobs and Johnson’s background is in long-range facility planning processes. The objective with FIG is to build upon work already done, and to move forward. Discussion

Items discussed included:

- Extending meeting times from 1.5 hours to 2-3 hours, to allow for more in-depth conversations and more time to work through a large amount of work.

- Use of straw polls to gauge group consensus on any points that arise, to keep moving forward and to work through varying points of view.

- Participation in the group vote for the recommendation to the Board. The group discussed whether AG Administration should have a vote, as well as FIG members who have not attended most of the meetings.

As discussions continued regarding modulars, long-range plans, STEAM programs, grade levels, and block scheduling, more questions arose with the need for further exploration of many topics. FJJ recommended starting over with a clean slate. The group agreed that a survey to gather high priority issue information offline is a good starting point. Once that information is gathered, it will be used for the next FIG meeting agenda.

Straw Polls Topics discussed:

- Use of a “Super Majority” that would be sufficient to pass a recommendation. Super Majority was defined as 60% agreement.

- Should FIG recommendation seek to phase out modular classrooms? - Separation, or not, of STEM by location/building - Middle School grade level expansion to 6-7-8

Upcoming Meetings Our next meeting will be held on Tuesday, June 27, 2017 in the Audion at AGI beginning at 6:00PM.

Schedule

August 9, 2016 PLE Tour Completed September 13, 2016 AGI Tour Completed October 11, 2016 FSEMS Tour Completed

November 7, 2016 HS Tour – Rescheduled to November 9 - 10, 2016 Completed January 10, 2017 Financials Completed February 18, 2017 West Chester Area SD Tours Completed March 4, 2017 Upper Dublin & Great Valley SD High School Tours Completed April 25, 2017 TCHS Pennock’s Bridge Tour & Work Session Completed May 18, 2017 Work Session Completed June 6, 2017 Work Session Completed June 27, 2017 Work Session July 11, 2017 Work Session July 25, 2017 Work Session August 8, 2017 Work Session August 23, 2017 Work Session September 7, 2017 Work Session September 14, 2017 Presentation of FIG recommendation to Committee of the Whole