Town of Jackson, NH - Facility Committee Minutes for July 25, 2007

Approval of Minutes: Motion by Ms. McClave, second by Mr. Edgerly, to approve the Minutes for July 11^th as presented. Motion by Mr. Stevenson, second by Mr. Kelley, to amend the motion to reflect that Mr. Kelley’s motion on Pg. 5 would include the date of Plan A2.01, that being 11/27/06. Carried as amended.

2. One Hour Work Session designed to finalize educational space needs in order to fulfill charge and make recommendation to School Board. Mr. Thompson reminded the Committee that the charge of the Committee is to develop a plan for a one-floor building and possibly looking into phasing in our more immediate needs on a fast track. He made note that there is a motion that we will start with Drawing A2.01, dated 11/27/06.

Mr. Thompson suggested the meeting address the amount of space that has been added that they feel is missing or inadequate. Mr. Kelley cited two problems with that plan: (1) OT/Speech space area should be eliminated (it is the area under the vault and will bring more problems than anything else) and is less than the 100 sf minimum space recommended by the staff; (2) The kitchen area on that plan as dedicated is not big enough.

OT/Speech Space - Mr. Thompson said it was the general consensus at a previous meeting that that space was not worth the time - we are looking at separate, dedicated office space for OT/Speech. Mr. Kelley stated the minimum space requirement for that space was 150 sf. Mr. Edgerly commented that in two other places it was listed as 88 sf, and in Oct. ’05 as 150 sf. Mr. Weeder conceded that 150 sf is not much, and 88 sf is a “closet.” Ms. Kebler stated David Laurin told them it was based on the people that would be in that room – 3 children and one adult. Mr. Thompson said at the first meeting, 7/11/06, information from Banwell was 88 sf., which ended up on the floor plan as 116 sf, thus we felt that Mr. Laurin’s recommendation of 88 sf would fit nicely in that space. Mr. Andrews felt for what it is going to be used for it is adequate.

Mr. Stevenson made reference to a seven page report provided by Ms. Kebler which spelled out everything and, at the end, the recommended size by Mr. Laurin was 140 sf based on staff input. Ms. Kebler noted the staff had nothing to do with the square footage. Mr. Kelley pointed out the report on Educational Space Needs in Sept. ’05 shows two students and one adult need one table and chairs, adult desk, chalk board, shelving, etc. - it is not big enough. Mr. Stevenson contended 88 sf is what was presented. Mr. Kelley said the space we have dedicated we are not going to use, so we have to add that in somewhere. Ms. Kebler stated the equipment currently being used by the occupational therapist is a swing (currently hooked in the door frame), a large ball, a table for two students and an adult, and a significant amount of other equipment she uses for kids.

Mr. Benson noted that off the multi-purpose room there is a downward staircase and questioned the possibility of a storage closet there. Mr. Bordash said they are eliminating the back staircase as it exists right now; however, they still need a secondary means of egress.

Mr. Badger said he is more concerned about getting it right this time than worrying about a time line. He felt we should go room by room and consider the activity that is to take place there and what the agenda is for the use of that space, then go to the architect to give us a plan that will encompass these rooms. Mr. Thompson suggested making recommendation of range to the architect.

Mr. Badger said it is used only ½ day, 4 days a week, and wished to know whether it could be used for other uses for the remainder of the time. Mr. Dougherty stated we have been cited for making dedicated space – it will be an issue of scheduling of these rooms day to day, week to week, month to month. He felt to try to combine it with other rooms then we are no longer dedicating this space. Ms. Kebler agreed that when they have to have a psychiatrist come in for testing they could use that room for that.

Special Education Space – 182 sf – Mr. Stevenson said recommendation by David Laurin and staff was 140 sf, and Special Ed and Guidance will share the same room. Mr. Kelley noted the figure from Banwell was 300 sf. Mr. Thompson questioned whether we want to provide a recommended range. Mr. Andrews questioned what Ms. Kebler considers Special Ed. Ms. Kebler stated it is a resource/pull-out program (about 9 students who are pulled out at various times, 2 to 3 students at a time). It is four days a week. She noted they could do guidance in that room as well.

Nurse’s Office – Mr. Thompson noted the most recent recommendation was 200 sf (July ’06), the floor plan says 147 sf. Mr. Edgerly stated the State standard is 300 sf, including an adult bathroom. Mr. Thompson stated that Ed Murdough with DOE indicated he would not have an issue with waiving the bathroom requirement with a school this size. Mr. Andrews questioned whether the nurse’s office is close enough to the bathrooms for an emergency. Mr. Weeder pointed out if they have to go into a classroom with a child with an emergency, that is not a good situation. Mr. Thompson questioned what Mr. Weeder considers a reasonable size for a bathroom with a sink and toilet. Noting it must be handicapped accessible, it was felt it should be a minimum of 80 sf. Ms. Kebler said they use the kitchen daily for first aid. Mr. Thompson questioned whether 147 sf for a nurse’s office with two cots is adequate. Mr. Benson suggested they may want to think a little larger and make that bathroom a dual access bathroom because there is no general public bathroom.

Mr. Kelley questioned in looking at the plan and considering minimum space, architecturally, squaring off the back corner and making the void area into OT/Speech, make some modification to accommodate the kitchen, add a dedicated bathroom to the nurse’s office, and a dedicated bathroom to the hallway for the public. Mr. Weeder agreed that makes a lot of sense – it would add more square footage, but it would be cost effective square footage – it is an easy option to use that corner, but we need to leave it up to the architect.

Mr. Andrews questioned whether any consideration has been given to the Bartlett offer to take Jackson’s 5^th and 6^th graders (11 children), stating he felt it is a viable option. Mr. Thompson acknowledged it is a good point and valid for discussion; however, the charge the Board gave this Committee was a one-floor K-6 school; the option suggested by Mr. Andrews would be a task for the School Board to consider, but for the purposes of this Committee’s work, we need to focus on four classrooms that will serve the needs of K-6.

Office – 147 sf – Ms. Kebler stated Ann Bennett’s office is where all of the files are stored, as well as the copy machine, also the teachers work in that office. Ms. Kebler’s office is for her and her job. She explained that they designed it so that the nurse’s room was between the two because usually it is either Ms. Kebler or Ms. Bennett who supervises the sick child. She stated that Ms. Bennett really needs the larger space. Ms. Kebler said Ms. Bennett’s office right now is too small for her to get her work done, but would be O.K. if she was by herself.

Mr. Badger questioned the effect if they were to expand the other office out onto the porch and make two offices. Ms. Kebler noted that Mr. Weeder says that would not work. Mr. Weeder said if they were to do anything that would make that office bigger, but should not try to put two offices in there.

Mr. Kelley said we have to design this to the best ability that we know for something that is palatable by the voters, but also have to consider long term; we should not be shortsighted because we have only one more shot on this site, have to be a little reasonable. Mr. Thompson said we are currently designed for 75 students and this will give us everything we need to accommodate that. He said the purpose of the motion made at the School Board meeting was to get an idea of a cost estimate and we were hopeful that, as a Board, we could come to some decision by Sept.

Conference Room – 271 sf – Ms. Kebler stated this year they had meetings 2 to 3 days a week which included up to 8 people - meetings with parents, IEP meetings, guidance councilor meetings. They need office space for up to 8 people 2 to 3 times a week. Mr. Badger questioned whether the conference room could also serve as a library. Ms. Kebler told him no, because the library time is often the time the teacher is scheduled for a conference. Dr. Nelson stated it can also double as a teacher workspace.

Kitchen – Mr. Thompson said there has not been discussion about a kitchen that plans for using it to prepare/cook meals for our students, it is typically to be used as a holding spot. He reported that schools in this State that are serving lunches are satelliting out. It was felt it should have a stove, refrigerator, sink, counter space - should be a working, functioning kitchen.

Multi-purpose room to be used for art, music, and library. Mr. Kelley questioned whether everybody is in agreement that we can adequately support a library within the multi-purpose room. Mr. Badger said there will be a new library in town within 3 to 4 years. Mr. Weeder stated the library is not here and at Gray’s Inn they are not going to use it. Mr. Thompson said we would need to depend on efficiency of scheduling.

Ms. Kebler pointed out she has still not found a Physical Education person for this year because it is only one day a week and it is hard to find someone who has one day a week free. Mr. Benson questioned getting space for School Board meetings and school meetings, and comment was made that that would be a “multi-purpose” room. Mr. Badger suggested recommending to the architect less windows and more wall space. All were in agreement.

Mr. Dougherty noted storage space is listed at 180 sf, and questioned whether storage is included in that the closet shown is only about 12 sf. Ms. Kebler said storage for music is critical. Mr. Kelley questioned the possibility of space dedicated for storage on the second floor, for instance, for musical product. Mr. Weeder suggested including a note to the architect to see if another closet can be added in the corner. Mr. Bordash said presently the music program uses the old Selectmen’s office for storage of instruments, as well as a tower of shelves that is used for instruments – not a really large need for space. Mr. Weeder questioned the possibility of putting an entry access into the basement and use the basement for storage from the multi-purpose room. Mr. Edgerly noted they would then have a moisture problem. Mr. Thompson pointed out the concern with second floor storage is they have to have a certain amount of storage that is easily accessible 2 to 3 days a week. Mr. Andrews suggested locating the primary entrance for the multi-purpose room directly from the corridor.

General discussion: Mr. Kelley questioned whether we should start sending a message back to the School Board and wished to know what the Committee’s responsibility is as regards informing the community about this as a PR measure. He felt there should have been an exit poll to find out why people shot down the previous proposal and what they want to see. Mr. Thompson said he cannot imagine this Committee, as diverse as it is and all the wide interests represented, making a full recommendation and having it turned down. He said he feels once we get this floor plan and can agree on it, we are going to want to start turning in that direction.

Mr. Badger felt we did not have the support of various other groups, i.e. the Selectmen, and stated even the School Board was divided on the issue. He said the total package, presenting it with the Whitney project, was too scary, we need to go out with the net dollar of the cost - we did not have any cost, had only one estimate, rushed in too soon, did not present any alternative, were ill prepared, and that showed up in the voting booth. Mr. Dougherty said that is outside the scope of this Committee and no matter what happens with that project we need to have this space for this school; we need this plan ready to go as soon as possible.

Dr. Nelson suggested that David Laurin may want to talk to this group before he puts anything on paper. He said as regards Mr. Badger’s comment, that representation is not totally true. He stated David Laurin did have costs from a contractor and a great deal of preparation went into his presentation.

Ms. McClave felt part of the defeat of that plan was there is an element in the community that feels the Whitney Center does not belong at the school. Mr. Benson suggested an exit poll should include the question “Did you not support it because of the cost, the concept, or the location?”

Mr. Kelley questioned whether the School Board is prepared to bring a second option forward if this fails, i.e. a portable? Mr. Badger said we need to consider that we should at least know the cost – there will be a group of people who will say send 5^th and 6^th grades to Bartlett and we need to know the cost and how it relates to the school. Ms. Kebler stated we did do that. Mr. Benson explained that relationship with the Bartlett School Board was a “non-relationship,” that was a reference by only one School Board member at one meeting. He stated we did estimate it and it resulted in a cost of about $13,000 per child per year to send them to Bartlett. Mr. Benson stated also there is the educational outcome to consider in that since we have been testing, Jackson kids test higher than Bartlett kids. Mr. Andrews said the argument has been made that we are sending our 7^th and 8^th graders there.