Good afternoon everyone. I'd like to welcome you all to the, uh, I almost said March 18th, April 1st, um, meeting of the Finance and Operations Committee. Uh, my name is Arvin Refe. I'm the chair of this committee. I'm joined by Mrs. Griffiths and Chair Mansfield. Um, just, there are no April fools jokes in the f and o committee. Just letting guys know in advance, we don't accept that. Um, we don't joke at f and o. Um, in any case, I wanted to start off our meeting with, um, public comment for today. And I'm informed that we do have public comment today. Um, public comment, um,
will be two minutes for each person. Um, I'd just like to remind all public speakers of, um, maintaining, uh, decorum and respect, um, for the committee. Um, and I will start off by calling up. I know that I have to manage my own timer, so I just wanna pull that up real quick. Alright, so, uh, our first public speaker for today is Eric Felix. Yes. There we go. Good afternoon. Uh, so I'm here to oppose the plan to establish a mandatory walking zone
for the J Michael Ls, Oxford Middle School. I think while the proposal may reduce the need for bus transportation, it requires significant additional resources and frankly, puts kids, kids' lives at risk as a longtime resident of the impact areas. I believe the plan imperils, the safety of the children, expected to navigate the intersection of two of the busiest commuter roads in South R Braddock Road and Loudoun County Parkway. The risk is exacerbated by the fact that the school starts at eight 30, meaning that these kids will be walking to school and crossing these roads during the heaviest commute time. So, first, the proposed route for many
of the walkers involve, involve circuitous paths that require students to ignore shortcuts, and for some even walk past the entire school before reaching the proposed crossing. While not common, I've seen kids try to walk to JML and they typically cross braddock through traffic to shorten their path. Children will take the path of least resistance to get to school, particularly when loaded down with backpacks and heavy instruments. Second, the speed limit on Braddock Road is 25 miles an hour during Cardinal Ridge's, um, active school zone, which is that section of Braddock cars today routinely ignore
that speed limit, uh, and periodic enforcement has done nothing to mitigate those excessive speeds on Braddock. In addition, the school zone currently does not extend through Braddock and Loudoun County Parkway intersection, let alone onto Loudoun County Parkway. Extending that school speed limit zone to the degree, uh, to that degree, would increase traffic congestion, assuming that the cars who have been driving past the school at regular speeds for years even notice the change. Third, I would encourage commitment could make, excuse me, committee members to witness the intersection of Braddock and Loudoun County Parkway during the morning QE.
You will find without fail, that red light running is an all too common occurrence that will endanger both the children navigating those, uh, that crossing and the crossing guards that would have to secure that intersection. I do not believe that there's any way to make walking to and from, from JML safe for students, particularly not for 11 to 14 year olds who will be asked to make those choices and navigate these intersections on their own. Thank you very much. I'm sorry the time has run out. Thank you for your comment. Um, the next public speaker is Chris Countryman. Good afternoon. Uh, thank you for allowing me time to speak today.
I'm not speaking about collective bargaining or, uh, the grading policy or anything like that. I am here to ask for accountability. The changes that are coming up to the healthcare is all caused by the depleted funds, and the school system has a fiduciary responsibility to maintain that fund. Those funds have been depleted with a steady five year decrease who fell asleep at the wheel. The employees are now being left to handle this difference, to just absorb it.
Just like everything else in the classrooms and the school systems, all the teachers will take care of it. It's for the kids. This is not one that we should have to absorb either. There are some that may actually benefit from this change from the $400, but there are others with spouses that are definitely not. So I ask you, let's find out who was at the wheel, who fell asleep, and make sure they are not there anymore. Thank you very much. That concludes our public comment for this afternoon. We'll now move on to the approval of the draft meeting minutes of the March 18th, um, f and o committee meeting.
Um, do I have a motion to approve the meeting minutes? I'll make a motion to approve the minutes. That motion has been made, uh, by Ms. Griff. Do I have a second? Yep. Seconded by Chairman Mansfield. Um, is there any discussion? Seeing no discussion? Um, all those in favor of the motion, um, please say, aye. Aye. A a, that motion will pass unanimously. The meeting minutes have been approved. We'll now move on to our action items. Um, starting off with 4.01 Business and financial services, RFPR 2 3 2 5 2 geotechnical
and Construction Testing Service renewal. Um, and I'll just, we have a bunch of items. What I'll do is I'll, I'll, I'll default to staff, uh, to see if you'd like to weigh in on any of the action items that were previously brought forward. So, um, I will pass it on to Mr. Pacar, or, um, I be, uh, I will be presenting on behalf of Ms. Video today. Thank you. So, uh, this contract is renewal to provide geotechnical and construction testing services for HCPS, uh, building Project. This is renewal.
This is the, um, the second renewal and with no, uh, increase in pricing per, uh, Mr. G request. We include this, uh, year project, which include Waterfall Elementary School renovation and addition Kers Elementary School Renovation Edition. Um, the HS 14 for the new high school project Will tracks Welcome Center East and any other small project identified through the year with the need for their services. Um, I didn't have my mic on. Um, so I move that the Finance
and Operations Committee recommends the Loudoun County School Board, renew RFPR 2 3 2 5 2, geotechnical and Construction Testing Services, effective May 1st, 2025 through April 30th, uh, 2026. Do I have a second? Second. Seconded by Chair Mansfield. Is there any discussion? See no further discussion. Um, we will move on to a vote. All those in favor, please say aye. Aye. Aye. All those opposed, please say nay. Nay. A That motion will pass, uh, with myself and Chair Mansfield, um, in favor.
And Mrs. Griffiths opposed. Moving on to 4.02. Business and Financial Services RFP 2 5 315 Architectural Engineering Services. Uh, I assume, um, this will not go to consent to the full board. Um, is that, um, Well, the, the issue with consent is I can put it on consent and then, uh, someone can take it off. So typically what our, our process has been is it goes, if it's passed here, then it goes to consent to the full board.
'cause it's an RFP and it's a contract. It's Procurement. Yeah. Um, at that time, anybody during the meeting can take it off. Consent. Okay. So for procurement, we'll default to consent. Thank you, Madam Chair. Um, so next item 4.02 RFP 2 5 315 Architectural Engineering services for miscellaneous projects. Um, I will, uh, pass it on to staff for any update on this, uh, item. So for Mr. Uh Griffin request, we add additional, uh, project for this year. So that was the difference.
Thank you. Um, I will make the motion that the Finance and Operations Committee recommends the Loudoun County School Board Awards, RFPR 2 5315 Architectural Engineering Services for miscellaneous projects, effective May 1st through April 30th, 2026. Um, do I have a second? Second. Seconded by Chair Mansfield. Um, it has been probably moved and seconded. Is there any discussion? Seeing no discussion? We'll move on to a vote. Um, all those in favor of the motion, please say aye. Aye.
Aye. All those opposed, please say nay. Nay. That motion will pass, uh, with myself and Chair Mansfield, um, in favor. And Mrs. Griffith's opposed. And again, chair Stree. This will go on consent for, um, the poll board, and then whoever wants to can take it off. Understood. Thank you. We'll move on to our next action item 4.03, support services, revision of policy 65 30 changing school attendance zones. I, I move that the Finance and Operations Committee, um, recommends Loudoun County School Board,
approve the staff revisions of policy 65 30, changing school attendance zones as dated April 1st, 2025, and including the revision initiated by Mrs. Mansfield, um, I to make that amendment. Uh, yes. Let's second it. And do I have a second? I'll second. Okay. Um, that motion has been seconded. Um, is there any discussion? Um, this is where I'll make my amendment. Um, so I talked at the, uh, February 18th f and o committee that the possibility of adding text to the policy that would require a comprehensive review of all school attendance zones at least every five years,
because now we're at the time when we're not, you know, building two or three schools every year. And I think now's the time when we can look better to redistribute. Um, especially every five years. I think you can do it more than that, but I think at least every five years is appropriate. Um, and so as I gave to my, um, colleagues here, the proposed text, which is highlighted below in yellow, uh, would be incorporated, um, beginning section B point, uh,
B one on line 25 to read, um, evaluation. At least annually, the superintendent will evaluate whether any school attendance zone changes are to be considered, um, examples given new school opening. And then this is where it would be. However, all school attendance zones will be comprehensively reviewed every five years to assess student enrollment and school pa uh, capacity imbalances. And that's the, that's my motion. Um, I'll go ahead and second your amendment, um, and open it up for any discussion. Um, so does this mean that the policy will go back
and we'll add this amendment in there and then it'll come back again? Uh, No. So, um, it's up for action now. Okay. And so, um, we're making an amendment to the, to this, um, to the base motion, which would, uh, get approved, um, or opposed, and then it'll go to the full board as a policy. Mm-hmm. Any other questions or discussion? Um, just briefly on my side, I appreciate the amendment, uh, chair Mansfield. Um, and I think it, it, it is a good practice for us at this, at the point that we're in now to begin reviewing, um, every five years.
So, um, I will be supporting it as well. That being said, um, if there's no other discussion, we can take this to a vote. Um, all those in favor of the base motion as amended, is that it would be the amendment. Okay. Um, the amendment, um, chairman Mansfield's amendment. Aye. Aye. Aye. That amendment will pass unanimously. And Now pass the policy as amended, And then we'll vote on the policy as amended base motion as amended base vote. Okay. So, um, now we're voting on the base motion as amended.
Um, we'll take it to a vote. Um, is there any further discussion on this item? No. Um, all those in favor of, um, the base motion as amended, please say Aye. Aye. Aye. That motion will pass unanimously. And this, uh, is a policy. So this will go, um, to the full board as an information item. Moving on to our next action item, support services. Um, fourth Amendment lease for 7 4 1 Miller Drive, Southeast Leesburg, Virginia Renewal.
Um, I move that the Finance and Operations Committee recommends Loudoun County School Board renews the lease, effective May 1st, 2025 through April 30th, 2030. Um, do I have a second? Second. Seconded by Chairman Mansfield. Is there any discussion? Seeing no further discussion, uh, will now vote on this motion? All those in favor, please say aye. Aye. Aye. All those opposed, please say nay. Nay. That motion will pass with myself and Chair Mansfield. Um, in favor, and the scripts opposed.
Our final action item is support services request to name the JL Simpson Middle School Auditorium, the Beth Paquette Fine Arts Center, uh, school Board Policy 65 10. I move that the Finance and Operations Committee approve and recommend that the school board approve to name the JL Simpson Middle School Auditorium after Ms. Beth Paquette. Therefore name the Beth Paquette Fine Arts Center for a period of 10 years. Do I have a second? Second. Seconded by Chair Mansfield. Is there any discussion? Yes, Ms. Gritz?
Um, I did have, uh, a question. Um, do we, throughout loud in county through LCPS, do we have a lot of auditoriums named after people? I don't know if you gave me that answer, and if, if I missed it, I apologize. I may have asked it prior. How many do we have named after people? So, we do not have an auditorium currently named after anyone, but I provided, we provided a attachment of all the areas. Um, some may be gymnasiums, cafeterias, stadiums, things like that. This would be the first auditorium, but there are various areas, library, um, and that isn't an attachment.
Um, identifying the school, the location, and the per the individual that it's named after. Thank you. Chair Streff. Um, I would just, um, like the, our constituents to see my perspective. Um, I saw that we're only going back seven years prior, uh, Ms. Pickett and she just retired last year. I'm sure she's a lovely woman. Um, Ms. Piquette just retired, so I'm a little concerned about naming something so soon. Um, I would be remiss if I didn't point out, there are several schools that are up for renaming
and we haven't even, uh, adjusted the, or, uh, revised the current policy on naming of schools is, are auditoriums and stadiums in that policy. Refresh my memory, please. Uh, yes, there's a section in the, um, policy where it addresses areas of school, buildings or grounds. And that would be where those areas would be considered. Well, I think my suggestion, um, on the policy would be to, um, to not name things after anybody anymore. Um, we are at a time, uh, a height of social media
where you went back seven years. Um, but, you know, with schools we're renaming, we went back further than that. Um, anything can happen even after retirement. Um, Ms. Pickett could be on social media and hit like, that's controversial to somebody, and, um, we could have, uh, some issues that happened due to her name on an auditorium. So I just feel like, um, we shouldn't be naming things after people at this, at this time, especially ones
that just retired. Maybe somebody that, uh, and I hate to say it, that passed away. Um, and we have all the information and there's no, they're, they're not gonna be on social media, um, where they might become controversial in the future. So I just wanted to give my perspective as to why, um, I'm not for naming an auditorium, and as you know, we're, uh, in the process of renaming schools, which I don't think is necessary. Um, so it's, I guess it's my duty to just point that out, what my perspective is on renaming anything, naming anything
after a person or renaming any schools. Thank you. Thank you very much. Is there any additional discussion or questions? Seeing no further discussion, um, we'll move on to vote. Um, all those in favor of the motion, please say aye. Aye. Aye. All those opposed, please say nay. Nay. That motion will pass, uh, with myself and Chair Mansfield. Um, in favor, and Ms. Griffs opposed. Moving on to our information items, um, teaching and learning. Thomas Jefferson High School LCPS contract with FCPS,
and I believe this is presented by, uh, Ms. Clark. Oh, Mr. Slevin. Thank you, Mr. Str. Ms. Clark and Ms. King are here to answer any questions that may come up that I not able to handle. So first of all, um, good afternoon. This information item is a result of LCPS being required to notify Fairfax County Public Schools no later than June 1st, 2025. If it intends to continue sending students to Thomas Jefferson High School for the 26th 27 school year, the 26th 27 academic school year, the application process for students entering TJ in school year 27 would begin this
September of 2025. And the school board will review and sign the actual contract for the 26 27 school year in the fall of 2025. I, along with Ms. Clark, director of Academic Programs and Wendy King, our supervisor gift Education, are here to answer any questions you may have about this topic. Um, this topic did garner a lot of discussion and attention this past spring, um, when we were, um, signing, I'm sorry, this past fall when we were signing the contract from the previous year. So we wanted to make sure we had multiple, um, steps throughout the process, this go round, um, to ensure
that the school board is able to answer, ask any questions, or seek any information that they'd like about this particular contract. Um, the staff recommendation is that the f and o committee recommend the renewal of the contract with Fairfax County Public Schools to continue to send students to Thomas Jefferson High School in 26 27, and then to forward this topic to the full school board as an information item. Thank you very much, Mr. Slevin. Um, board members, uh, any comments or discussion? So, um, Mr. Slevin, tell me when we started taking people to, when we started, uh, this relationship with tj, um,
did we have any kinds of programs like that here? Any ap, any ib, any hams, I, any, anything? So we just had a presentation on Thomas Jefferson at, um, our special programs committee proceeding this, and we started our relationship in 1985, like 84, about 40 years ago. And so, um, I can't speak to AP specifically, but we certainly did not have an IB program. So I know about, um, was it maybe four or five years ago, there was a, um, uh, a school board member, uh, Ms.
Crow, um, I think it was Ms. Crow. Anyway, um, I'll, I'll see who it is. But she, uh, asked for, um, a plan on capping or decreasing. I guess my, my thought is that now we have ib, we have ap, we have academies of Loudoun, we have sai, we have access, we have all sorts of things now that, um, and we're gonna get this global, uh, studies, um, there's a lot that we have now that we didn't before. Um, and so I'm just wondering if it's time to
start decreasing things because it's a significant amount of money. So, staff's recommendation is continue, is to continue the relationship with Thomas Jefferson High School. And while we recognize and appreciate the support of the board and the community in expanding student opportunities, there are unique features of, of Thomas Jefferson High School. I don't know if Ms. Clark or Ms. King want to come Up. Could you all speak to that? To speak a little bit about the, um, regional academic year governor schools in Virginia? Um, we, we continue to see high interest in our special programs. Um, as we share every year, we are not able
to fulfill the demand, um, in our existing programs, particularly programs such as a ET or, um, a OS at the academies of loudin. Um, and so TJ continues to offer opportunities for students that are seeking them out. So can you speak a little bit about, um, the uniqueness of tj? So, um, the Virginia Department of Education in, um, conjunction with localities sponsors the full year, um, governor schools, academic year governor schools. And these are specifically for, um, high,
high ability high school students, um, and gifted learners. And they range really from the arts, government, international studies and stem. And, um, also part of the regulations for the education of gifted learners is to make sure we're having these differentiated opportunities for them. And then that's why the full year academic governor school kind of serves that purpose. So, um, I know most schools across the, uh, most divisions across the country do make an academic year
governor school one of the options for their students. So that's one thing we talk about. And I think, um, in terms of what TJ may offer, that's a little bit different than what we have here, is that they've had 40 years of developing, um, resources and industry partners and universities that support student research. That is really one of the things that stands out for the students that go there. So, academies of Loudoun doesn't have research? Oh, they certainly do, but I think, um, TJ has, I think, um, eight standalone research labs as well as, um,
engineering labs that have five different programs as part of that. So they just have had a longer amount of time to really develop a breadth of labs and resources that are available to the students. So I see that there's, uh, 116 in SY 23, 24 and 84, 24 25. I see. That's a decrease in ninth grade. Is that what we're seeing now? Yes. In, um, school year 21, 20 21, they changed their, um, eligibility requirements and they expanded their freshman class.
So at that time, we had a bump in numbers, but that's kind of rolled through all of the grade levels now. So we're feeling like we're studying, we're studying now, um, with our numbers. I think you may be asking about the 84 ninth graders, and if you, if we think that's a trend. So we, we have one year of data to show that there are 84 students that could be who accept it. Did they change their mind? Did they, did they, are we starting to eat into the demand? But we don't, we couldn't say that's a trend based on one year of data. Ms. Mansfield, of Course, it's not a trend with one year of
Data, but ultimately, this is why we come to the board, um, for, it's a board discretion for continuing the relationship. Um, I would say that as a, um, part of a, a team that is tasked with developing student opportunities in Loudoun, um, we recognize there are many high qualified students that are seeking opportunities such as tj, stuff that stu, such as ib, such as, um, academy of Science and Academy of Engineering and Technology, um, that are not able to access those programs because the demand is so high.
And so if we, um, got to the point where there was more of a balance between the demand and the seats available for those programs, um, then we may be moving to towards that, um, area where we may consider whether or not there's a trade off for continuing to send students to tj. But for now, um, based on what we're seeing with admissions, we just have such a high demand and a high amount of students that qualify for programs such as this. It's, it would be difficult for us to recommend not having this opportunity for students. I just don't know that 397 students is a high demand. So we had, we admitted 150 students into the Academy
of of Science this year, for example. Total, total each, each total. And so the 150 students, for example, that were offered admission to a ET, to a OS, all those hundred students would then knock out a hundred of those students. Theoretically, you know, we would be, those students would be entered into the competition for the seats that were available in programs such as a ET and a OSI Started to raise my hand and realize I'm the chair of this committee. I'm just joking. Um, I,
I think these are really good questions from, uh, chair Mansfield. I think from my perspective, um, I still have questions, right? I ask questions in, um, special programs, um, and centers related to what the, how many students applied versus how many enrolled. I think that that's gonna be an important number for me. Um, I still believe that there's, um, a lot of demand, um, from, from the community for opportunities like this. And I think as you've kind of laid out that the opportunity at TJ is very much unique. Um, one of the things I mentioned in the last committee meeting was maybe there's an opportunity, um, whether that's
through SPC or through their performance monitoring committee, to get a little bit more insight from folks from tj, whether that's staff or administration or students and families around the, the, the impact of this program on, uh, LCPS families and students. I think it'd be good, at least from my perspective, to learn more, um, about the impact that, that, uh, uh, this opportunity has on our students. Um, so that could be one way that we do this, um, or just take the next step and just really understanding this opportunity. Um, for me, I, I, I also asked, um,
what the delta was between the tuition or the per pupil cost per year between, um, oh, you were just gonna ask that, um, between TJ and, um, what we have here in the division, and if that is, uh, you know, pretty close, what that difference is, and is it really a wash, um, or are we making a, a larger investment into that TJ opportunity? Um, one of the things that I heard in the last committee meeting was that for the cost of transportation, um, that isn't just correlated to, um, enrollment going up,
it's also compensation for bus drivers going up every year, um, or at certain periods. Um, so that was helpful to know. Um, and it might be helpful to understand what the cost of transportation, um, if you were to spread it across and apply it to like the per pupil tuition, how much that adds per student. Um, but, um, that's just an, an additional, um, you know, data insight or data point. Um, I also wanted to, um, just mention that, um,
you know, I'm happy to look into alternatives to this or other ways of in increasing these opportunities even, um, what a regional, um, uh, full-time, full enrollment governor school could look like here in Loudoun, if there's, again, if there's demand for it, if that makes sense. But I think just based on the trade-offs of continuing our relationship with TJ and offering this opportunity versus other, and just seeing, um, that there aren't enough spaces for, uh, opportunities like this in our, in our county, it just,
I don't know that it makes sense to me, um, to try to, um, decrease this unless there was a data point that said, Hey, you know, our enrollment is going down, interest is going away. Um, I just don't see that type of a data point. Sorry, I'll get, So we can bring that, we could bring that when this comes back as an action item, and we could bring back the, um, app number of applicants and number admitted, and we could bring a table comparing, um, lcp S'S cost per pupil, the cost that's included in the contract, as well as information about transportation. Okay. Appreciate that. Any other
discussion? Yes, Ms. Gritz, Um, if you could clarify for me, uh, is TJ Top a top high school in the state or the country? Um, both. It was number one, the last time I looked, it was number one in the state, and it's consistently been in the top three, um, across the country. It has gone down a little bit, but, um, but it's definitely top state and nationally For that clarification. Any other questions or discussion? I think I'd also like to know, like if how we could incre increase the academies of Loudoun. I mean, we have 397 kids right now going to tj.
What would that look like? I mean, we don't have the space for it now, I don't think. But That, that isn't a simple answer. Um, so the more complex answer is that's part of, um, the considerations we're bringing to the conversation about our CTE, um, five-year plan, as well as our, uh, planning around special programs. Um, one of the things that we are working with, particularly through the, when it comes to space at mat, at the academy, is allowed in, as you, as you may recall, most of that space is dedicated to Matta, um,
with our CTE programming. And so one of the charges we have through Dr. Grubbs and his team is to evaluate, are there programs within, um, Matta that were very innovative at the time that we opened, but maybe we can think about moving them into some of our comprehensive high schools and then starting new programs, and that may have an impact on space. Um, are there just programs we wanna move out to expand potential opportunities for a ET and a OS? Um, all of that is not a quick decision to make. It needs to be part of a bigger, bigger plan when it comes to special programs. Um, but if that's of interest to the board,
the staff can develop options to be considered. I think one more, I think what is interest to me, interesting to me is that we don't give the same look into the arts per se. Like, there's no governor's school for the arts here. Um, there's no gifted and talented for the arts. It's all stem. And I, as a arts person myself, I feel like we're missing that. Um, but it's funny to me because when you talk about it here, the, there's a pushback and saying, oh, you're taking our artists away from our
programs in the high schools. And, um, but there's not the same pushback when you come, when you talk about stem, right. Computers, all the rest of that. So it's just an interesting conversation for me to have. It's, um, you know, I think someday we really should be looking at an art school because, um, for, uh, theater and music and art, um, and visual. So that's just, there's no question there. It's just, it's just amusing that I have, because when I have this conversation, it doesn't seem to me.
So, So we do, while we, you're, you are correct that we do not have a academic year governor's program for the arts. We are a full participant in supporter of Pvo Regional Governor's School for the Arts. And so our fine arts office does send students annually to the, to that, um, that experience in the summer. It's something that we, that we don't, um, we could probably bring more attention to because it is a great opportunity. It's always full. Um, but you're right. Um, we are considering, um, fine arts as well when it comes to the conversation around special
programs, but your point's well taken. Um, but I do wanna at least give a shout out to the fine arts team and working with vonne. Um, and I could give more information about that if you'd like. It's not during the school year, so it's not exactly what you're talking about. Yes. Thank you, chair Stree. And just to piggyback on that, um, Ms. Mansfield is correct. We don't really have anything for the arts. Um, and I think the arts are very important. Um, I think after this year, um, I will be taking a look and evaluating as far as we just put through
that Global Linguistics program that I think you said needs 400, but we're gonna start out with 100. Um, I will be evaluating as to whether or not, um, we need a program like that, um, as per my email, which I will share with the rest of the board. Um, and I'll get into more of that in a second, but I know Hsci is doing very well. I sat in on information sessions, um, where, um, a lot of kids are, I mean, it's a lottery system, they can't even, uh, get into the program. It's so popular. Um, so I think, um,
taking a look at all those programs to see if they're good business decisions, um, should be done. Uh, tj, I think at this time, um, I would leave it alone only because, uh, well, not only because, but, but because, uh, it's a top high school, um, and kids that go there, uh, can springboard into really good colleges. So I would leave that alone. But all our extra programs, like, for example, the one we just put through, um, I will be evaluating to see if they are, um, good business decisions and, um,
and maybe we could do arts in the, in the future. Um, I think that would be a great idea. Um, I don't know if we'd wanna put that at, uh, Loudoun Academies or, um, have a separate building for that. But I think a sh a discussion should be had about that. And just to also say about the arts, I have spoken to several, uh, people in theater that say we offer so many programs now that they have trouble getting kids to get into theater and do acting and, and that sort of thing
because they're too busy with all the other programs. So, um, I really think that should all be, uh, reevaluated. So just as a heads up, um, we'll have further discussions about that. So thank you. So we, we appreciate the comment on evaluations. These school board policy requires to, requires us to give an annual report to the special programs and centers committee for each of our programs. So that already exists, but if you have specific questions, I'm happy to answer them at any time. Um, and again, we are doing public outreach in terms of interest for fine arts, um, and we do have policies now in place
where if a proposal was put in place, it could be considered for, um, a potential, uh, program. I would say having visited, uh, a fine arts academy in Prince William County, for example, there is extensive needs when it comes to facilities. Um, but those are not things that are insurmountable. It would just take friends, friends and support services and conversations and Right. And we're having those conversations as well with, uh, Mr. Lewis and his team. So we appreciate the feedback. If I may add to that, uh, Mr. Lewis knows that, um, and it, it'll come up again. Like, for example, broad run needs storage,
uh, for their theater. Um, so things like that. A lot of these theaters are having storage issues, um, and sometimes, um, they're working with the band that is also using their storage. So, um, I realize that's an older school. Um, the newer schools that are being built probably have a little bit more room, but, um, there should be maybe a separate place, uh, for theater where the, where the kids could go, uh, another place where we're gonna, uh, have to discuss transportation. Thank you. Thank you. The last piece that I'll add to this is just
how much I appreciate the focus on the fine arts and, um, creating more opportunities there. And I really, um, it's not the first time we've discussed Mr. Slevin, the, this, uh, um, idea around, um, how to make opportunities in, uh, at academies more accessible across the division. And I know that that's being worked through CTE, but um, that could create more space and focus in, in academies. I, I think that's really an interesting thought for me. So look forward to seeing more. Um, any other comments, questions? Alright, so we will, um, board members,
I know this is not a procurement, so, um, is there, uh, do we want to do a quick thumbs up or thumbs down if we'd like this item to be on consent to the full board or if you'd like it to go to action so that, so with that, we will send this to action and not consent. Yep. Um, we'll move on to 5.02, business and financial services. RFQ 5, 5 8, 7, 8, 7 Petroleum products renewal. This is presented, um, by Ms. Fill.
No, I'm sorry, could you restate your name? I'm hin I'm sorry. Hin. Hin. Very thank you. So this is joint contract with Loudoun County and, um, Loudoun County Government and town of Pittsburgh for the purchase of heating fuel oil and the, uh, diesel fuel. This is the fifth renewal for this contract. And the estimate budget, it's 710,000 D Board members. Um, do we have any comments or questions? Uh, No, sir. No. Okay. Seeing no comments or questions, we will move on
to the next information. Item 5.03, business financial services, RFPR 1 9 1 9 3. History and social science textbooks and resources renewal. So this is renewal. We already, um, passed the first initial period, which was six years. So now we are renewing only for one year to provide, um, textbook resource or for key to 12 for history and social science for the school system. So this is the second renewal for next fiscal year. Thank you very much. Board members, any questions? Yes, Mr. S
Thank you, chair Stree. Um, I just wanted to point out, um, as I mentioned before, the Global Academy, um, I did a little research on that, um, but also, um, in this, um, textbook, uh, information item, um, I feel like LCPS is not really vetting the resources, um, and organizations that are promoting anti-Western ideology and antisemitism. So per the global program that we just put through, I'll be sending, uh, the board members will get
that information as well. But on page three of this agenda, um, we have a textbook, uh, global Social Issues Seminar course, um, from Brown University, um, or published by Brown University. Um, this caught my eye because the choices, the Choices program from Brown University is mentioned in the article. Um, I sent an email to Mr. Slevin about, uh, Qatar's influence on K 12 education. Um, I'm referenc I'm referencing a shaman article, um, that I happen to find. And the Qatari infiltration into K 12 schools in the
United States is a critical moment, is at a critical moment, not only the Israeli context, this is a case of a foreign country advancing ideology that is fundamentally an anti-Western, anti-democratic and is being allowed to wield, um, unimpeded influence over American children, teenagers, and students with no supervision and no system of checks and balances. Um, this is a particular textbook listed, um, in your list. So, um, I feel like we should be pulling that textbook back.
We should not be having, um, other countries of influence, uh, especially with regards to antisemitism. Uh, we should not be having books that our teenagers read in that regard. Um, so I just wanted to get your thoughts on that. Did you know about that book and that listing and all those details? Thank you, Ms. Griff. I appreciate you sharing this information with me, but this is the first time I'm, I'm hearing this from you. Um, this particular list of resources was adopted in 2019 as part of a six year adoption. Since 2019, we have shifted our adoptions from six years to seven years. And so the board may recall last year we had
to do a one year extension for our math resources to get to our next adoption. This is extending the adoption that occurred in 2019 by one more year because the new standards from social studies, um, are being finalized as we speak in Virginia, and they won't be ready for next year. So next school year, we'll do another full adoption on, um, social studies. So this is not a new process that has been gone through recently. This is what is currently being used in our schools, um, to speak specifically about a concern about, um, a resource.
And, um, and in this particular case, this looks like a junior or senior level, um, seminar course tied to an AP course. So I, but I would need to get more information, um, if there was a concern, we do have policies that address that there are reconsiderations for instruction materials. We would take a look at it and if we need to remove it or affirm it, there are, there are policy procedures that we would follow. Um, so if there's particular concerns you have about that textbook, I'd be happy for you to send to me. I could take a look at how we're using that particular course. It's possible that, um, there's been some updates to that course and I could get you that information.
But again, this is a, this is a renewal of what was adopted six years ago for one more year. And then we will have our full adoption next year similar to what we're doing for math and ELA this year. I'm not sure if that answers your question. Um, it, it does. Is it possible to, um, not pass, uh, do anything with this today and, uh, research this particular book? And I can send you the information. So it's an information item tonight, and that's exactly why we have information items. So we can bring, this could come back as action and we could bring an update on that particular title.
Um, and I can share with you ahead of time to see if you have further questions for us to go back and forth on. I'm happy to do That. Yeah, I'll go ahead and send you the information. Thank you. Any other questions? Yes, that was gonna be my thing because we're getting new social studies and Science SOLs and everything. We're gonna do another one this year. So this is just gonna be for one year, and then that's it. Okay. So it's like we, we, like I said, in the past, we adopted for six years, but the standard cycles changed. Changed, so we're playing a little bit of catch up each year. Last year was math, this year was social studies.
And then I think we should be fine. We should have these one year off. And, um, the Mansfield accessibility slide, which is we'll bring back, Bring, um, we will bring back information. Um, what you're seeing is, I'm assuming was the board item from, um, 2019. Mm-hmm. Um, And so it looked like 2018. Um, I'm sorry, I thought, Was it 2018 or 2019? It started in 2018. It was adopted. Okay. It started it, it was FI approved in 2019. So I'll get, I'll also bring back further information on
what we were seeing with accessibility for those, um, offerings. Thank you, Mr. Slevin. Thank you. So with that, we'll move on to, um, item 5.04, um, RFPR 2 3 2 5 7 cvi, civil and Environmental Engineering Services renewal. Uh, this is the second renewal to provide, uh, civilian Environment Engineering services. Uh, we include the, um, the new project for this year and it's Inc. Um, which include Waterford Elementary School
Renovation and Addition. We have Ker Elementary School renovation and addition for construction administration, fine Arts, theater, music, proper music program improvements, working track, artificial Turf and Lights, transition School. And this one is pending funding price boxes, tennis Court, lightning, et cetera. So this is the second of third renewal option for these contracts and with no, uh, increase in pricing. Thank you for that. Um, board members,
any other questions or concerns? Okay, moving on to 5.05. Business and Financial Services. Yes. Oh, that can go to consent. Um, you wanna do a thumbs up? Okay. So that is okay for consent, if I may. Mr. Str, can we do that same process for 5.02? Yes. Thank you. Um, so 5.02 is Petroleum Products Renewal. You guys need a second for consent? Um, consent, yes. So we're good for consent on 5.02 and we'll move on to, um, 5.05.
Transportation management system renewal. So this is renewal for, um, the platform solution to manage all aspects of student transportation, including routing, scheduling, communication, and GPS technology for trans transportation division for the school system. This is the, uh, third of four renewal option for these contracts. And the current contract expire in June 30, uh, 2025 with no increase in pricing. Thank you. Board members, any questions? Seeing none, we'll move on. Everybody's happy with this one? Yes, ma'am. Yep. Yes. The performance of the contract, it
Needs the performance of The, Yes, we've had number of challenges through the process, but they've been responsive and resolved them. So we are happy and, uh, recommended to move forward with the renewal. Okay. Is that okay for consent? This is, this was first award in 2021, I'm seeing, right? Yes. Um, was that our first year with this Platform? Yes. Okay. Um, board members, any other comments? Good for consent? Yes. Yes. Okay. So we'll move on to 5.06
RFPR 2 2 2 8 7 fuel services renewal. So this is the renewal to provide, uh, fuel services for our, uh, fleet vehicles and passes. Uh, this is, it's renewed by firm fixed cost differentiates rate by Gallon. And this one, it's, um, a lot of, of our, uh, sister agencies are using this contract right in this contract. So this is, it's for, uh, two years. The period of this contract, it goes by two years until August 31st, 2027.
And I see same terms and conditions. I actually remember this Mr. Lewis, when we did our tour of, uh, on the bus when we first were sworn in. Um, I think I remember this one. Um, any other, any other questions? Is this okay for consent? Yes. 5.07 school board policy, 62 10 Student transportation annual review of Walk zones. Uh, Mr. Davies is here to go through the process of the evaluation of the walk zones for that we do annually for the board. And so, as you know, we have some speakers tonight. That's because we've already sent out one set of messages
that this was gonna be considered tonight. So follow that, Mr. Davies, take over and walk us through the slot. Uh, good evening. So we, as we do every year, we, we, uh, Conduct an annual review of all of our walk zones for all of our schools across the county. And this begins in the January timeframe and then continues throughout, uh, throughout the summer. Um, here's the schedule that we, uh, we start our review, actually, actually it's in November that we start our field review. Uh, we look at all the maps we, we do walks in each of the neighborhoods, uh, and look for any new construction, any improvements, any
upcoming construction that may, uh, require us to, uh, shorten or, or, um, reduce our walk zones. And then we, uh, conduct those field surveys. And then we bring the results of that all to, uh, the Finance and Operations Committee here in April this year. Uh, and then we continue on through the, um, the, uh, school board meetings and then, uh, and then we send out letters to the principals. And then there's the, the, uh, um, notification process and a, an appeals process. Uh, just a refresher of policy 62 10.
Um, the walking zone is measured up to one mile along a walking designated walking routes, um, for elementary school and one and a quarter miles for secondary school for middle and high. There's an exception to this. Uh, so at the end of, say, if you have a cul-de-sac or or another area that's isolated that we're, uh, that are within a neighborhood, the policy does allow you to extend up to one 10th for elementary and up to two-tenths for secondary. Uh, we're not using this rule for any of the things that we're proposing this evening.
And, uh, this lays out the, uh, uh, the process for, for, uh, the review and modifications and, and how the notifications proceed. Right now. We have, uh, we are proposing to expand the walk zone for, uh, Langsford Middle School, and that would affect 103 students. And we, uh, due to some infrastructure improvements at Woodgrove High School, uh, we are proposing to expand the wood, the Woodgrove High School, um, uh, walk zone for, uh, that would affect 42 students, uh, for Lunsford.
You can see here, um, where if you measure out all the, the neighborhoods that are on the north side of Braddock, um, all those, all those neighborhoods are well within the, the, uh, policy guidelines for one and a one and a quarter miles. The furthest walking distance that the furthest house within the walk zone, the proposed walk zone would, uh, extend, would be 1.23 miles. And, uh, would, we would utilize controlled crosswalks that are at full run post office road as well as, uh, TaeKwonDo roa, uh, and Braddock Road There.
Uh, both have high visibility crosswalks and the bull run post office road is within the school zone speed limit signage that is on Braddock Road. And we will be reaching out to, to, uh, thanks to to what you mentioned earlier in your email. Uh, we'll be reaching out to VDOT to see if we can move the, the, uh, school zone speed limit sign to the west of Hondo Road. So the entire, that entire area where students would be walking would be, uh, encapsulated in that 25 mile an hour speed limit zone during the school hours or during arrival and dismissal hours. Uh, next there's been, uh,
there's been some new infrastructure that's been constructed, uh, for Woodgrove High School. Uh, specifically a new roadway and adjoining sidewalk that allows us to connect this, the, uh, uh, Mayfair Crown neighborhood to, uh, to Wood Grove High School. And, uh, so we're proposing that that be included in the walk zone as well. And that is all we present. Thank you. Um, board members answer any questions, chairman. So my kids did go to Lunsford and we lived like three blocks away and we still had to take the second bus and they didn't get home for like an hour
and a half, two hours later. And I thought that was ridiculous, and I just wanted them to walk to school. Um, there were, at this point there was no crosswalks there, there were no nothing. Um, and at that point, the, um, the principals and everything said, don't you dare walk to school. You're gonna get in trouble if you do. And so we adhered. And so then that made the line to kiss and ride even longer because don't think I wasn't one of those who went to the kiss and ride to get them after school. Um, I understand that Edgewater and Braddock are big roads.
Um, there is a crosswalk there. I do understand the, that we can't, first of all, there is a, a what I used to call DPS, but it's a, there's a public safety not too long, not too far away from Glensford. And there should be more, more adherence to a sheriff or someone, a deputy, making sure that the people are going the speed limit. And if we could extend that 25 mile an hour, that would be great. Um, and helpful. Now we're not doing it for Cardinal Ridge because those are little ones,
but I can also tell you that when I went to Cardinal Ridge for that last year, the parents took the kids back and forth. Um, I know, so this would also help us with how many buses three, This would, uh, this would allow us to eliminate three buses, and that would, right now, those, those buses are creating second loads for the, which are the, the small number of second loads that we have still remaining in our system are in the south. And this would eliminate three of them. How many more do we have? Uh, there would be two more left after that. Okay. So while,
and I'm happy to talk to my constituent later. Um, but I have to say that for me, I probably pushed this a little bit last year too, saying why can't we look at this? And I appreciate you guys looking at it. Um, so I would, if, if we could make those now, now why can't there be a, um, crosswalk person or a traffic person? Crosswalk. Thank you. Uh, crossing guard, uh, generally speaking, uh, when there is a control, if there is a controlled crosswalk where you push the button and it changes the light, they don't put crosswalk, they don't put crossing guards there.
Most of our crossing guards are at uncontrolled crossings. Like it stops signs and neighborhood intersections and such, Or Right. I know there's one at Liberty and there was one at Liberty for a While, correct? For elementary school. There, there, there are. Um, but for secondary, generally we don't. Okay. Um, just 'cause we generally don't do that. Is there any way we couldn't, We, we can certainly reach out to, uh, to the, uh, uh, sheriff's office to, to ask them if they would consider it. Okay. Well, I appreciate y'all looking into this. Okay. And I'm sure I'll be getting some emails. Thank you. Any other questions or comments?
Thank you very much. Move on to our final information item Guilford Elementary School Facility Update. Thank you Mr. Stree. At the last meeting, you had asked for some more information about how we, um, came about creating work orders for projects and how, uh, you know, things progress through the process for when someone finds a, an issue that needs to be addressed. So we put together a, a group of slides to help, uh, first of all go through a little bit of the most recent history about, um, Guilford Elementary School.
And you'll see here we provided a list, and I won't go through all of them, of the things that were done since we re received the first group of letters from the students and back in 2024. And you see there, there are a number of things that we have already done based on that list of things and some other items, some of the larger items, uh, that are planned for the, for this coming summer, one of which is the replacing of the floor tile, refreshing of the restrooms, um, and a couple things like that. An a DA ramp to the stage. We'll say one of the questions came about a DA classroom.
Classroom, restrooms being a DA accessible, we're not recommended to do that. Those are, for lack of a better term, a convenience restroom for, for smaller classrooms, if we were to create a, a DA accessible restroom in each one of those classrooms, that room would probably double, if not quadruple the size of the space and cut into the classroom. So we're not recommending to do that, uh, mostly because other a DA accessible restrooms have been added over the years in the building itself, but not necessarily in each one of the, um, classrooms.
Uh, we have also recently done a number of things there. We did a, a good bit of, uh, landscaping and in front of the school, uh, specific request from Mr. Tillman who is thrilled at the work and how the building looks in front, where we did some landscaping, some grass, and those types of things. Did the asphalt resurfacing paint a lot of painting over the summer of 24? Um, and then you see there are a number of, uh, quite a few work orders that have been done at the request of the school or other. Some of those were done, uh, at the request of school, and some of those were just, the work orders were actually created
with our tech maintenance technicians. As they're in the building, they see something, they take care of it, and then they create a work order to show, uh, evidence of that work's been done. Some other things that are planned for this summer is a partial HVAC replacement. You may recall that we provided a, an update, um, at the last time where last year's cap included a number of, uh, an HVAC replacement process. Over two years, we've decided instead to do a complete critical system renewal in that. And that's, you'll see that here in a few minutes, but that's a couple years out.
So there are a couple units that we know we need to replace. So we're gonna replace those now to make sure that they don't fail. Um, between now and when the whole refresh gets there, we're gonna do some ref restroom refresh, replace the gym floor, the a DA ramp, um, in, into the stage. Um, and we're also repairing some of the exterior stuff, uh, on the, on the, uh, interior and exterior things. On the modular classrooms, there's the exterior siding needs some work. The flooring needs some work. The walls need some work. And so we're gonna do that this summer as well. So, specific to your question, Mr. Trei, about how something gets identified
and then turns into a work order. Um, Mr. Wo head, Mr. Trainor and others put this flow chart together and I hope to be able to go through it with you. Starting over here. You see anything in blue down to the legend is anything in blue is an action. Green items are handled through the operating budget, and then tan, or whatever color that is, goes through the CIP budget. So if a staff member were to observe an issue, um, a teacher or anyone else in the school were to see something that needs to be done, what we ask, and the plan is for them to report that to the school administration
because the school administration are the ones that actually put in the work order. So staff member recognizes that, talks to a school administrator. The school administrator, uh, reviews the issue, makes sure they agree, and then they create the work order that comes to us. So the school administration would be the one, somebody in that school or a number persons are identified to enter our system and put in a work order. That work order then comes to the facilities operations group and they look at it, they, they, they look at the evaluation and then they assign it a, a person
or a group of people to manage that particular issue. So you see, as that comes out, this triage, for lack of a better term, comes out and goes, if it's a new requirement or a facility, it goes to our property improvement review team, which is a group of people that has put together a number of support services folks, but also other departments around the county, the school system that look at these projects and say, okay, this is how we're going to address that, or whether or not that falls within our standards of things to do. So a new requirement would come here to that group.
If it is, um, facilities operation, existing asset concern, a work order such as something's not working correctly, or it needs to be replenished, then it comes up here and then gets assigned to, um, um, a technician. And that is either done with an unplanned repairs through the o and m re, um, budget or plan repairs. It may already be planned and we become aware of it in through the cap. So then they are managed either in the operating budget and unplanned or in the plan through the cap. Uh, once it goes from the cap, then that comes
to the school board through the superintendent's recommended CIP. So the school board then decides on which projects of those move forward. So following the new requirement, uh, process through the property improvement view team, if it's a small scope, it's assigned to either construction or facilities through the operating budget process. If it's a large scope, it then falls into the either the capital renewal and alterations program or the CIP program itself. And that is also then brought to the school board for evaluation approval. Um, if we have a new requirement for program changes
of special programs, those types of things, those are done through our interaction. They get sent to the superintendent's recommended approval. CIP as well. Also, the facility condition assessment, which is how we create the critical system review, they end up in the superintendent's budget. So all that to say, things that can be fixed are done at the, at the work order level, at the technician level. Larger projects all come to the school board for approval. And ultimate then to the board of supervisors for funding. So that's a process that we go through.
And we've done this in a way that no matter what the work is, it gets entered into our asset essentials, which is our work order program. So we don't lose track of it 'cause we don't wanna have an email here, an email there and this type of thing. So we, we, we lose track of those and we don't, we can't keep them. So we, the first step is no matter how big the scope of the work is, it goes into the work order system and then it gets parsed out to wherever it really belongs so that we can track it and we don't lose lose track of it. Uh, so that's how that has been, been working over the past several years. And then somebody has eyes on that to make sure
that it's not just dropped in an email from someone that comes in from either directly from a school or a staff member that we can't file. Um, so then summary of the specific things for Guilford Elementary. You see here our cap projects in FY 26. This is the CIP that you all just approved. Um, you'll see there are a number of things that are planned for the next several years. Um, and then the critical system renewal. We've highlighted in the red color where Guilford is planned. There are just a number of things
and every school in our system shows up in all these areas as well, just to show that as, as we pointed out in FY 29, we will begin the process of complete critical system replacement of that HVAC system beginning 29 and completed in 30. Um, and then we've also included Guilford in the FY 31 for furniture replacement, for, for Guilford classroom furniture and cafeteria furniture. The playground replacement is also included. FY 28 Guilford is there. You'll see all these other projects or school sy schools are listed as well to show that we,
we do our very best to make sure that every school in our system is included in our evaluation every year and nothing gets overlooked. Um, and then also the unified communication system, which is also another CIP project that we're partnering with DDI to do that and provide the, the new systems in each classroom that we put in all the new schools and probably 15 or 20 other schools to date. And then finally you'll see the school renovation replacement program is also in the future fiscal year. So we're keeping track of that. And that is done through a process that we do.
We have a consultant that comes in and looks at every single year our facility condition. We send them to all the schools by policy. We have to look at every school, uh, that 75 years or older for this replacement. And any schools that had a half light, 37 years, we look at those and we include any of those schools at the 37 year in this facility condition assessment that we will re-up each year. I'm sorry, is that every year? Yes. And so you'll see here the little stars beside Guilford. So in the priority order, it was in, uh, entered
as number 14 on their priority list. And then as you'll notice, those gray highlighted areas are the ones that during our CIP discussions, we had lots of conversations that we, we did not include, um, the charter schools, um, or those two older schools, Aldi and, um, Lincoln, because they're just, uh, landlocked and have difficulty doing a, a school replacement program there. So when we programmed that into CIP this fall in conversation with the board, we really started with Hamilton here as our first school.
So the next school that will be in that priority line is Hamilton, and then it will trace down through all the rest of those schools. And so we took this, um, evaluation book from our outside contractor and then, then we paired that with our own internal staff with our instructional suitability assessment as well. And then created the list that we provided the school board. Uh, couple other things to know that, you know, we, we recognized that the modulars need some attention. Um, we just recently changed the capacity for Title one schools, so that changed the, the need
and the, the, the ability to use all those classrooms. Our intent, intent was that we would do a program to, uh, eliminate all modulars as as soon as possible in the county. Uh, but we do recognize that these are gonna have to be, stay there longer. We also recognize that with, um, maintenance program, we, we can continue those, the, the structurally sound. We just need to do the finishes as I mentioned before. Um, we also, uh, see different ways that different schools are managing their requests from their staff members through their school administration.
So it gets to us in a work order rather than an an outside way. And so we've worked with the staff over there to share with them a, a way a couple of the other schools do it, that they may adopt that same process. Um, and so I think that is essentially all the information. Oh, no, we, we did talk about this question about health and safety issues. We have an environmental health and safety division. Uh, we have active asbestos, indoor air quality, lead-based plant drinking water, radon testing, water quality programs. And at this point in time, we are not aware of any health
or safety issues within the school or, or in the trailers either. And so those, I think we answered all the questions that came up at the last meeting and we just wanted to provide that information for the committee. I'm happy to take any questions. Thank you, Mr. Lewis. Thank you very much. And, and the team for putting this together. This is, I mean, um, exactly what I was looking for. And this is super thorough. Um, from, I have, I have a few comments and questions. Um, there's a lot of detail in this presentation. For the most part, it kind of addressed a lot of the things that I was looking for. Um, the cottages, you know, the,
how old they are definitely stood out to me in terms of being 27 years old. I think that was the number. Um, if that, if I was correct. Um, how, how does that compare with other cottages around the other schools in the division? Is that, do we have other places where our cottages are this old? Like do you have some additional context that you can add? I I don't have all that specific information, but I do know there are several in the county that are at, at similar age. Um, and they require the same amount of upkeep as we do. One of the things that really affects the ability of a, of,
of a modular classroom to survive, um, is if they get moved a lot. And so once they get set, they're in pretty good shape. We've, we've moved some others several times. We moved some from Broadwood into Briarwood and they just weren't ready to move. But structurally sound the ones that are there and stay there, we, we essentially need to keep track of the finishes and make sure they're up to our quality with, with the interior and the exterior finishes. Okay. Um, and then what's involved in the restroom refresh? Um, what's in, because I, I remember seeing pictures around like rust, faucet, rust and things like that.
Seems like a lot, some of that stuff would need to be replaced. Can those types of issues be replaced outside of a full refresh? And then also, um, if it has to wait for a refresh, what, you know, what um, what is a refresh? Sure. So we, we did a number of things that were on that list. We got from the, from the students. Um, we did not do some of those things like replace those fixtures that were in that room. 'cause we knew we were gonna do this refresh this summer. So we'll come in and do, you know, replace fixtures and faucets, those types of things. Mm-hmm. Paint the walls or, or repair tile, whatever has to be done,
including the flooring and those types of things. Uh, so when you walk in this fall, it'll be like a, you know, like we have in other places where it looks new and it looks, you know, clean. And so, uh, we bring that quality of the finishes up and also to make sure that they're all, um, free of rust and those types of things. Okay. Um, and then, um, our, I saw the list of the cap items. Um, going back to that table, um, there was a $10,000 grease trap. Um, seems like a small amount of, um, money to replace something. Um, just wanna confirm anything in this list
is based on a cycle, right? It's not the team setting the priority based on some, um, uh, or, or, or is it that, like which one is it? Is it, so just, just wondering if certain things here can be moved around or are they, are they at end of life or, um, or is it just based on the cycle? Um, both. So it would be condition and age. So in particular, you know, the HVAC controls are gonna be done in FY 28. That those are systems that these, this, the control system that we have in the HVAC system is antiquated
and doesn't work on some of the newer technologies. So that's being done because it's gonna be, um, out of, it won't be current as far as technology is concerned. It will also be done in conjunction with the HVAC retrofit that we're talking about in the critical systems. Um, other times, um, it is strictly placed on the cycle. So if an HVAC system is, or a rooftop unit, air conditioning unit is set for 20 years, we're watching that along the way. And when it, when we know it's ready for that replacement cycle, we will plan for that. Um, and sometimes we'll do that a little bit earlier
or a little bit late, depending on the condition of that particular piece of equipment. If we have time that we think is servicing well and not have any issues with it, we'll replace it maybe a year or two late. If it's showing us some trouble or some signs of trouble, then we'll, we'll do it a little bit early. So it is flexible, but it, it does have a lot to do with the, the, the quality and the experience and the uh, um, skills that our maintenance teams has as they're out there on the, on the buildings looking at 'em and they report back and say, Hey, this piece of equipment is really gonna need to be looked at soon. We rely on that and then we build the cap
around all that information. Okay. I appreciate you, uh, going through the process with us and the work orders and how, um, how that flows. Um, two, two comments around that. Uh, one is did we confirm, 'cause I know one, one of the comments that I remember in the last meeting was that some of the things in the pictures that we saw, um, had been previously addressed. Um, and so I'm trying to reconcile that and just make sure, um, and just make sure that are there recurring issues or were they actually addressed? Is there, maybe, maybe we can do another visit
where we can just kind of go back to those places where we saw some of those pictures and just kind of, um, be able to speak to some of those, um, concerns from constituents, obviously, and just kind of close the chapter on those. Sure. Um, and then beyond the current process, if we feel that there's a disconnect or we see there's a disconnect between maybe school admin, um, and the team doing the work orders and there's maybe some back and forth between work orders, um, where you're getting similar work orders on something, uh, multiple times, is there some other
escalation process there? Is there a supervisor that comes in? I know I'm getting into the detail here, but I, I really wanna understand how we deal with issues that are maybe recurring. Sure. And that, that, that does happen from time to time. Um, where we have a piece of equipment that will fail and then it fails again, and then we know we have a recurring problem, that's when we'll start looking at replacing that piece of equipment maybe a little bit earlier. Or we'll have a more experienced technician come and, and take a look to make sure that we're doing the right thing to get it, that piece of equipment running and running well. Um, sometimes we'll bring in a, uh, an outside contractor
with some, you know, some more expertise or even the manufacturer that knows the equipment better than any of us do. And so all those things are taking place and will be escalated along the way. Typically what we look for is for that school administration to be our point of contact to make sure we know that, hey, this is happening. Um, and to make sure, you know, we're aware of it when it happens. And so we've had conversations with the administration there and many of our schools. And so we feel like in most cases we we're hearing it when we have, you know, recurring problems and then we'll, we'll do step it up to make sure that we are, we're addressing it properly.
Cool. And then the last chair strike Me. Yes. We have 10 minutes before the school Board meeting. Alright, sorry. I will pass it to you all now. I'll, I'll stop. Thank you. Terry. Stree. Um, is there a policy on, uh, modulars, um, because they're supposed to be temporary, but my understanding is Guilford has had them for about 25 years, is that correct? Um, I think, uh, that's way too long. Uh, number one. Number two, um, as I mentioned, I sent pictures from independents. There's like some kind of noise, um, independence, uh, with their new modulars.
They have all kinds of ventilation. They have like air conditioners. Um, there's, they have windows, you know, these, uh, modulars that you have at Guilford do not have any ventilation. So I'm curious to know if there's any kind of policy as to how long, you know, we're supposed to have these modular units. Um, and to be perfectly honest, I mean, um, it's a title one school. You know, we have seven out of 18 schools are Title one, uh, Parkview has been torn down, uh, to be redone. Is is there consideration, is there,
has there been any conversation about tearing down Guilford and, and building a new elementary school? Uh, if you could just update me on that. Thank you. So the Reno School renovation and Replacement program that's talked about each year in the, in the CIP process with the school board is exactly that, to have the conversation. You can see we're gonna have that conversation about Guilford in order of priority as it goes there. And so that, that will come up at some point in time. Uh, we specifically haven't, uh, talked with the board about replacing that particular school
and in the near future regarding the, the age of the trailers, we use the, the modular classrooms to manage enrollment. And so some of them are there longer than others. And so that's where, you know, they, they have been there a while and we're gonna do some work on them this summer to, to address the interior and the exterior finishes. Um, but we're not ready to say that they can go away. Um, in the past several years, we've had a line item in the CIP to remove modulars. 'cause our goal is to get rid of all modulars. Um, but as you know, we have a pretty significant conversation.
We just talked about changing attendance zone processes that we're gonna review every five years. So it's possible that the school board could give us a, you know, direction to change attendance zones, that those modules would no longer be a avail required. And so, um, we, we would like for them to not be a part of a program at all. But right now, that's one of our tools we have to manage. And we'll, I just wanna make the point that CIP or the cap, um, just because you have things listed there at a certain time, um, you had mentioned if some, you'll,
you'll go earlier if something happens and you have to replace it. But, um, I think case by case basis, but also, um, when we know a school is in such disrepair, maybe we should change the dates a little bit, um, and give it some attention rather than put, uh, 20, 29, 20 30, uh, to make these changes. I think it's critical for the students that are there, um, you know, to breathe in clean air and have ventilation and in the modulars and so on. And honestly, um, I'm not four modulars, but I I'm thinking these modulars need to be replaced until
that conversation is had that we're gonna replace the school, we're gonna tear down the school and replace it just like we did Parkview. And that, that's, that's really my view. I, um, I don't think the students should be in this, uh, particular condition. And I know you're going, I think you're going there Friday to check it out again. But I think, um, per the pictures, those recurrent pictures, we all know the situation at Guilford and Guilford's, just one example of a Title one school that has reached out. But, um, case by case basis, we should be making sure, uh, these students, um, are in a healthy, uh,
safe environment. Um, and that's just my thought on that. Uh, my last, uh, thought. Thank you. Yes, ma'am. And I, I will say that one thing I omitted is, um, both of the modules there absolutely do have ventilation. They have full systems in there that are, uh, providing ventilation in there. They don't have the same type of ventilation as some of the others, but they do have ventilation in there. And I do expect us to have this conversation with this year's CIP and we're happy to. Yeah. I, I I also want to just echo a few of the notes that, um, uh, Ms. Griffiths touched on. I think the modulars conversation is a, is a healthy conversation to have around
how old these mod we keep, you know, modulars and, um, the direction that we go in as a division related to modulars. I I do keep hearing this, uh, wording around Guilford being in disrepair. Um, and so I am what I'm seeing from this presentation and through some visits, um, keeping in mind a lot of the constituent outreach related to those issues that haven't, may, may or may not have been resolved. Um, I think it's important that we don't lose sight of kind of the, the nuance. 'cause using the word disrepair means the school is
beyond repair. Right? Um, Parkview High School had very specific circumstances, right? You, uh, HVAC system that had critical issues that could not be fixed anymore. Um, which I think was one of the big drivers that, um, led to reconstruction. Um, and I think that as a school board, we'll have this opportunity to go back once we see those third party, um, that new assessment of the third party recommendations, we'll see what staff looks at and then we'll be able to add our own 2 cents around. Um, um, that being said, we have other schools that are older, even in Sterling Park,
older than than Guilford. We have Sully that's, that's older. Um, and so being able to have good conversations, um, with admin around why things have been, you know, smoother in terms of that older building and, uh, Sully and what's really not working in Guilford. Um, and if it's ventilation or anything like that, um, that is affecting the safety and wellbeing of our students, we need to be on top of it. So, um, it's just, so with that, um, I don't want to be, none of us wanna be late for chair Mansfield's meeting, so we will, um, move on to new business. Um, any new business for this evening?
No, no new business. Um, so this meeting is now adjourned. Thank you all very much. I know we went longer this time, but it was a longer agenda. I.