BEVERLY HILLS UNIFIED SCHOOL DISTRICT FACILITIES ADVISORY COMMITTEE MEETING # 5 March 19, 2009

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1 BEVERLY HILLS UNIFIED SCHOOL DISTRICT FACILITIES ADVISORY COMMITTEE MEETING # 5 March 19, 2009 The regular meeting of the Facilities Advisory Committee (FAC) was scheduled on Thursday, March 19, 2009 the Superintendents Conference Room of the District Office Building pursuant to written notice as provided by law. PRESENT Committee Members: Ben Alexander John Millan Marc Saleh Tricia Garcia John Mirisch Colleen Sternmen Joel Pressman Ron Stone Jake Manaster Alissa Roston Tina Wiener District: Karen Christiansen Also present: Cheryl Plotkin, Franny Rennie, Chris Biehl, Bruce Horowitz Handouts: Agenda, Unadopted FAC Meeting Minutes #4 dated 2/18/09, Beverly Vista Meeting Minutes #2 & #3, Beverly Hills High School Meeting Minutes #2 & #3, El Rodeo Meeting Minutes #2 & #3, Hawthorne Meeting Minutes #2 & #3, Horace Mann Meeting Minutes #3 & #4, Letter to BOE President Nooshin Meshkaty dated 2/19/09 and Ethics Policy of the FAC. MEETING MINUTES FAC Committee Members: Please be advised that you have two business days to respond with comments or changes to the meeting minutes or they will be viewed as correct. Meeting Notifications: This meeting is being recorded to assist in the generation of meeting minutes and as a record document of the FAC Committee meetings. Motion to approve agenda All in favor of agenda and agenda was approved unanimously March 19, 2009 Fifth meeting of the facilities advisory committee Call for a public Comment

2 There were no public requests to address the committee. Introduction Introduction of new FAC member Ms. Franny Rennie. Ms. Rennie will be replacing the spot left my Mr. Bruce Horowitz when he resigned. Ms. Rennie discussed her extensive experience with BHUSD as a parent and as president of the PTA. Comments on Meeting Minutes FAC #4 Alissa Roston noted that she was present at the last meeting and her name is spelled wrong. Meeting Minutes note that the FAC discussed need to meet during summer. What was the outcome? Need for meeting established, no dates or location determined. A Committee member expressed concern that the 48 hours noted on the Meeting Minutes for review is not sufficient and not consistent. Horace Mann does not note the 48 hr. requirement. A Committee member suggested Meeting Minute approval should be adopted 48 hours after the next FAC meeting and given to the committee at least 4 days in advance of the FAC meeting. A Committee member expressed concern that the meeting minutes did not adequately reflect the conversation of the group regarding the letter to the Board about delaying the Architectural Selection process for the BHHS New Front Entry building when the BHHS Site Committee has not reconciled the ultimate use of the facility. Another Committee member reminded the group that the Meeting Minutes were requested to be in summary form not a transcript. The group agreed but expressed that there must be a middle ground. A motion to hold off the approval of the FAC #4 Meeting Minutes until comments had been provided by the group was made and agreed upon. Board Item Update Staff provided a summary of Board items being presented at the Board Meeting of March 24, The items to be presented are the 4 Architect contracts for

3 Dougherty and Dougherty for each of the K-8 sites and the architect contract for LPA at the BHHS renovation/reconfiguration project. There will be two other recommendations for selection of architect and award of contract for those architects. The RFQ process and subsequent interview panel vote recommend the selection of Dougherty and Dougherty for the Alternate Education Center project and selection of Gensler for the BHHS New Front Entry Project. There will be one other item. A recommendation for approval of the Horace Mann Annex Demolition project and the authorization of filing of a Notice of Exemption. This is the first step needed to move forward with the demo of the Horace Mann Annex this summer. Staff also informed the committee that the architects have provided an analysis of alternative locations for both the Alternative Education Center and the BHHS New Front Entry Building. The analysis also speaks to purpose of each facility. A Committee member informed the group that the letter developed by the committee regarding the committee s recommendation to delay the selection of project architect for the BHHS New Front Entry Building and Administration before the interview date of March 4, The interview went forward as scheduled. The committee was informed that a meeting regarding the committee s opinion that the selection of an architect for the BHHS New Front Entry Project was premature will be held on March 20, 2009 with Board members M. Lurie, N. Meshkaty and Superintendent Dr. J. Gross. Another Committee member informed the group that since the last FAC, where this issue was first discussed, the next BHHS Site Committee Meeting has been held. The contemplated use of a New Front Entry Building has changed and Administration will be housed in the new front entry building. Staff reminded the Committee that selecting an architect does not mean that the project must move forward. We can still decide to postpone or change the project. The Committee expressed concern that two architects on the same campus would not work to the District s advantage. Staff informed the Committee that coordination between the Architects will be required no matter who the Architect for the BHHS New Front Entry Building is. The coordination of the architects is part of the responsibility of the program/ project managers.

4 Staff also stated that the Alternative Education Center Project and the BHHS New Front Entry Building Project were the easiest to breakout for a separate RFQ process as required by the Board. A staff member also informed the Committee that the interview panel who conducted the Architect interviews discussed at length the advantages and disadvantages of having a different architect on the New Front Entry Building Project than the rest of the High School. School Site Facilities Committees (SSFC) An FAC member commented that the make up of the SSFC is not consistent. The member believes that in some cases there is not enough teacher or parent representation. Another member informed the group that the principal decides the membership of their committee and that previous bond measure Site Committees membership has always been designated in the same manner. The group, after some discussion, expressed a desire to bring the issue forward to the Board. The message the Committee wants to communicate to the Board is that the FAC feels that better/uniform representation in the School Site Facilities Committee should be established. Only one member of the FAC disagreed with the group, stating that if the choices made by the Site Administrator (principal) have been effective, then a change midstream may serve to slow down the process. It is important that the committee works. A committee member commented on a SSFC policy presented at the Horace Mann Site Committee Meeting which limited the participation of Board members and FAC members in the voting process at the SSFC level. The concern was that the policies were not presented to the FAC first and to his knowledge was not approved by the Board. Staff informed the group that the policy was approved by administration. The Committee Co-chair conceded that the group obviously had concerns regarding the make up of the Site Committees and that the issue should be taken forward. Ms. Cheryl Plotkin informed the group that she would bring the topic forward to executive cabinet. Staff will also provide the recommended composition of School Site Facilities Committee which had been established in prior Bond programs. The Committee requested an updated Committee membership roster for each site. Cheryl Plotkin stated that she would make the request of the principals.

5 A staff member commented that the current communication plan does contemplate alternative communication strategies with all the user groups mentioned above (teachers, parents, communities, etc.). All stakeholders will be provided updates and the ability to review and comment. The goal is to create opportunities for maximum feedback in order to build the best facilities for all stakeholders. Site Committee Meeting Minutes Comments A member of the Committee commented that they hoped that continuity in the design of locker room reconfiguration was being implemented by the Architects. The facilities should be consistent from site to site. The point was made that development of a District standard for locker room configuration, science lab configuration and uniform key systems for security would all be beneficial to establish parity and maximize cost effectiveness. Staff assured the committee that all these areas and systems are being considered for uniformity. A committee member expressed concern that bullying is prevalent in the P.E. Locker room areas. The new design should consider a configuration which will increase the ability to supervise the locker room area by making it more visible (open). All agreed. Co-chair of the Committee expressed a desire to have the Architect provide meeting minutes for the SSFC regarding design direction, decision by the committee and options presented. Staff agreed to ask the architects to provide the requested information and informed the group that staff would be bringing back design concepts in April for consideration. School Site Facilities Committee Update A staff member suggested that the update be provided in a one sheet summary format including all site for all future updates. The group agreed that it would be helpful. A staff member stated that the Horace Mann Annex is on target for demolition this summer. A Board Report regarding the intention to demolish the annex and a Notice of Exemption will be presented at the Board meeting of March 24, 2009 as the first step in the process. The original delay in demo of the annex was also related to the desire to secure additional hardship funding to offset the cost. Staff has established that the District cannot garnish the support necessary to validate the Hardship need.

6 A staff member informed the Committee that all four K-8 sites are dealing with the same issues as outlined in the Architects Task Outline. The focus currently is: 1. PE Locker room Reconfigurations 2. MPR Buildings 3. Science Labs. The Architects have presented design options to each site for these items. The Beverly Vista Committee has spent much time discussing the water pooling on the second floor deck area and how to resolve the problem. The Architects continue to investigate and propose options. Cost estimates are being developed. The BHHS Site Committee continues to focus on use of the New Front Entry Building and who will occupy the space. After a departmental meeting with administration the group feels that a portion of Administration should go into the building. The FAC is concerned with how many stories the New Front Entry Building will be. The committee feels that maintaining the integrity of the frontage of the school is paramount. Staff replied that there is no current idea as to how many stories the new building will be. Until the use of the building is established the concept cannot be defined. Form follows function is staff s direction. A comment was made by a committee member that fire, life and safety ingress and egress could be controlled without an entry building. Another member commented that parking and segregation from the public would divide the campus. A member of the committee asked if staff and the Architects are still proceeding under the assumptions in the Master Plan regarding student population given recent discussions. Staff answered confirming that the assumptions are still valid until the Board changes them. Staff assured the group that the only impacts that a reconfiguration of the District would have would be related to Science Labs and PE facilities and that both could be adapted easily. Staff reported that traffic issues at each of the sites continue to be studied. The design team continues to meet with the city. The city has recommended that the District hire a Traffic Engineer to provide impacts and options. An RFQ for Traffic Engineering is in process, as well as, commissioning services and LEED certification services.

7 Closing Comment/Concerns A committee member expressed concern with former members of the FAC signing on with the District. He feels there is a need to establish an ethics policy to stipulate that no FAC member should be hired by the District or District Vendor. The group agreed to draft and ethics policy to be adopted by all members. Much discussion ensued. Many members agreed and some dissented. The final resolve was that there were many circumstances that could be an exception to the policy. A general ethics statement might be too broad. The group agreed that the concept was warranted but the details needed to be reviewed and developed. A suggestion was made that language be developed to be included in all vendor Contracts limiting their ability to hire Committee members. The group agreed that the topic would be included in the discussions with Dr. Gross, Ms. Meshkaty and Ms. Lurie at the meeting scheduled for 3/20/09. A committee member suggested that the principals be invited to attend all future FAC meetings. Cheryl Plotkin suggested that they be invited on or two at a time so they do not feel obligated in light of their very busy schedules. The committee agreed and suggested that the principals input be solicited during upcoming site visits. Staff asked for clarification on how the site tours were to be organized. The committee would like to visit Horace Mann and Beverly Vista first and would like a half hour meeting on site after the second site tour. This is to happen on the next FAC date, April 16, No other comments. Meeting adjourned 6:00 pm

Beverly Hills Unified School District Minutes

Beverly Hills Unified School District Minutes Regular Board of Education Meeting October 09, 2017, 5:00 PM CLOSED SESSION - Administrative Building 255 South Lasky Drive Beverly Hills, CA 90212 OPEN SESSION