Building Subcommittee Charter Draft, 5/10/17 OBJECTIVE OF SUBCOMMITTEE: 1. Recommend the future configuration of the Westerly elementary school system and the required facility improvements to the Westerly School Committee. 2. Prepare and submit the documents required to complete both Phase 1 and Phase II of the RIDE Necessity of School Construction Application. INSTRUCTIONS / GUIDANCE: 1. Primary focus should be the elementary school system. 2. Planning should focus on demographic reports and plan for the student population projected for 2022-2025. 3. Guidance from RIDE is available and should guide all work of the committee. 4. The Jacobs Facilities report provided by RIDE should be utilized to prioritize the scope of work of the proposal. 5. Alternatives should include green design and scenarios to achieve maximum reimbursement from RIDE. Cost analysis of scenarios should include long term savings achieved with design features. 6. The proposal shall not exceed $38.5 million 7. The subcommittee should meet as many times as needed to complete each Phase. 8. The subcommittee shall engage district legal counsel when appropriate. REPORTING: The Building Subcommittee co-chairs shall update the School Committee at each regular meeting under Subcommittee Reports. Vacancies and appointments to the Building Subcommittee shall be reported and made, as needed, at regular meetings under Subcommittee Reports. TERMINATION OF BUILDING SUBCOMMITTEE: The Building Subcommittee will remain active until the Phase 2 submittal to RIDE is complete and a local bond is approved (or rejected). The subcommittee may continue through construction and the School Committee may choose to alter the membership by majority vote at any time. GOVERNANCE: 1. The Building Subcommittee shall consist of no more than two members of the Westerly School Committee, appointed by the Chair of the Westerly School Committee with the Advice and consent of the School Committee. 2. The Building Subcommittee will have 9 members and membership shall follow RIDE guidelines and consist of the following members: School Committee Members (2) Superintendent of Schools (1) Director of Building Maintenance (1)
Town Official or Planning representative (1) School Principal (1) A member who has knowledge of the educational mission and function of the facility (1) Local budget official or member of the local finance committee (1) One member of the community with architectural, engineering and/or construction experience to provide input relative to the effect of the project on the community and to examine building design and construction plans for reasonableness. (1) TOTAL (9) 9. The co-chairs of the Building Subcommittee shall make nominations of other members of the subcommittee. Nominations will be approved by majority vote of the School Committee.
Timeline and Priority Next Steps for Elementary School Redesign (Other than those noted with a * some dates are tentative and subject to change) May, 2017 Approve Building Subcommittee Charter Approve Budget for Building Subcommittee Select Demographer & Educational Consultant Appoint Building Subcommittee Members Send Question 8 Survey to Voters June, 2017 Review Voter Survey Results on Question 8 Review Facility Condition Assessment Report August, 2017 Districts Invited to Submit Letter of Intent for Stage 1 August/Sept. 2017 October 1, 2017 Begin Gathering Community Input Deadline to Submit Stage 1 Letter of Intent RIDE December, 2017 Receive Notification from RIDE on Approval on Stage 1 Dec. 2017/Jan. 2018 February 1, 2018 May, 2018 September, 2018 October, 2018 November, 2018 School Committee Votes on Configuration/Plan Deadline to Submit Stage 2 Application to RIDE Notification of Approval of Stage 2 Application from RIDE Town Council Votes on Plan RI General Assembly Votes on Enabling Legislation Voter Approval Ballot Question
Proposed Membership for 2017 Building Committee (Per RIDE Guidelines) Position Member 1. Co-Chair Gina Fuller 2. Co-Chair Christine Misto 3. Superintendent TBD 4. Facilities Manager Mike Needleman 5. Planning Member Town Council to recommend 6. School Principal Sue Martin, Springbrook Elementary School 7. A member who has knowledge of the educational mission and WTA to recommend (must be elementary classroom teacher) function of the facility 8. Budget Official Town Council to recommend 9. Community member of the community with architectural, engineering and/or construction experience to provide input relative to the effect of the project on the community and to examine building design and construction plans for reasonableness Justin Hopkins
Options and Cost Comparisons for printing and mailing the elementary building survey to voters present to the Westerly School Committee on May, 10, 2017 Total Number of voters in November 2016: 11,248 Total Number of Voter Households : 9,650 Option 1 Option 1a Double sided letter size survey voters can complete and return 8.5 x 11 Survey printed 2 sides black ink, folded in thirds, fugitive glued for mailing, inkjet addressed, presort standard mailing to Providence post office postage of approximately $0.265 each 11,248 @ $0.25 each Total $2,812.00 Postage $2980.72 Total: $5792.72 Option 1b. Return postage paid @ $0.46each postage ($7986.06) Option 2 Postcard mailed to voters to direct them to a website or location to take the survey. 5.5 x 4.2 Post card printed 2 sides black ink, first class presort mailing to Providence post office postage of approximately $0.255 each 11,248 @ $0.11 each Total $1,237.28 Postage $2,668.74 Option 2a Mail postcard to all voters Total: $3906.02 Option 2b Mail postcard only to household Total $2460.75 9,650 @$0.11each = $1061.50 plus postage $0.255 each Option 3 District website, phone system, email, and social media and other school networks. Public Service Announcements on WBLQ and Westerly Sun Paid Advertising Westerly Sun, Westerly Pawcatuck Express, WBLQ Recommendation: Combination of Options 2b and 3
Westerly Voter Survey Elementary School Bond The Westerly School Committee and Westerly Public Schools are conducting a survey regarding the elementary schools bond (Question #8) which appeared on the November 8, 2016 election ballot. All Westerly voters who cast a ballot are asked to take a short online survey. The results of this survey will inform the new proposal for our elementary school buildings. Please take the survey at: (INSERT WEB ADDRESS) by (Insert the Date). If you do not have access to the internet or a computer, public computers are available at Tower Street School and Community Center, Babcock Hall or Westerly Town Hall. Westerly Public Schools TO: John Q Voter 5 Happy Drive Westerly RI 02819 TAKE THE ELEMENTARY SCHOOL BUILDING SURVEY @ (insert web address)