Community Engagement Session 1
​District Overview
​April 12, 7:00-9:00pm

Agenda

 Community Engagement Session 1 - District Overview
​April 12, 7:00-9:00pm

               1.  Welcome, Opening Remarks
                              Tom Erf, Community Co-Chair
               2.  Why We Are Here: Background & Orientation to the Planning Process
                              Tom Erf, Community Co-Chairs
               3.  Informational Presentation:
                              ‘District Overview’
                              Dr. Alberico-Madl & Mr. Stephen
               4.  Introduction of Small Group Work Activity
                              Tom Erf, Community Co-Chair
               5.  Small Group Work Activity
                              Vison 73 Participants
               6.  Small Group Reporting
                              Co-chairs and Small Group Spokespersons
               7.  Preview of Next Session (CES #2) —
                             
NEXT Meeting:  Tuesday, May 3, 2016 • 7:00 p.m. – 9:00 p.m. • East Prairie School Learning Center

Take a look at the "District Overview" Presentation that was given by Dr. Alberico-Madl and Mr. Stephen

Supporting Documents

Please see the list of links below to view the supporting documentation that was discussed or is referenced within the evening presentation.

School Board Charge
Calendar Of Dates
School Tour Document

Executive Summary
For your review, we have compiled all of the responses from the community for the various tasks that were completed. 

Verbatim Response Document
Small Group Work Activity
Session (CES) #1 - District Overview - The Big PictureTuesday, April 12, 2016
 
Instructions:
Each group should select a recorder and a facilitator/spokesperson. The recorder is responsible for completing the information requested on the worksheet printed on color paper and located in the center of the table. Be sure to complete the information in the box in the upper right corner of the activity sheet. This activity sheet will be collected at the conclusion of the session.
 
The facilitator/spokesperson should facilitate discussions and keep the group focused to complete the work in the allotted time. At the end of the session the facilitator/spokesperson from each table will be asked to report his/her group's information.
 
Please make sure the information recorded on the group’s work activity reflects the collective thought/decision or general agreement of everyone at the table, not just the opinion of one or two individuals.
 
Activity
 
Task #1:  Celebrate • Surprise • Concern (Approximately 10 minutes)
 
A.  CELEBRATE
 
Take some time to discuss with members of your group about what East Prairie School District 73 is doing right with our school facility—Maybe think of it in terms of completing this statement:  “We are proud of our school building because _______.” 
 
Task #1-A:  Celebrate

We are proud of our district because ...

TABLE #1

• Great Staffs
• Grades PreK-8
• STEM Program
• Great Connection with Teachers & Parents
• Door Lock down

TABLE #2

• Building engineers were able to find innovative ways to keep the school up & running
• Innovative & creative use of space with the increase of school/community population
• For adding the garden space as a science experience/memorial

TABLE #3

• Nice gym - high ceiling, nice place to sit
• Good school - education
• Dedicated teachers - staff make the building
• Integrate technology - projector esp w/limited space
• Location for neighborhood
• Playground
• Outside doesn't look as old as inside

TABLE #4

• It's still standing
• Improved security (cameras/mirrors)
• Improved gym lighting
• Strengths of Stem program

TABLE #9

• Amazing job of-for what we have
• Needed items pointed out to see
• Tech/wifi access up to date
• Marek is doing great job
• Children have had great experience

TABLE #10

• Recycling matters on building
• School garden
• It is well maintained
• Each school subject has a place
• We feel the environment supports learning

TABLE #12

• Overall look
• Externally maintained
• Very clean in and out
• Fiscally sound repairs
• Welcoming playground

Based on the information provided in the presentation, what was the greatest surprise for your group about our school building?

B.  GREATEST SURPRISE:
 
TASK #1-B: Greatest Surprise

TABLE #1

• Lunches are catered
• 9 sections of the Building
• Copy Room is in a Mechanic Room

TABLE #2

• Didn't know we own the houses across street
• Water issues
• Sheer volume of cracks in the foundations
• Safety concerns for children with all the storage space

TABLE #3

• Possible non-misappropriation funds. It takes a lot of $ to run a school district.
• Why weren't these things taken care of before?- Where'd the $ go?
• Why wasn't it fixed properly?

TABLE #4

• Water Problems
• Phases of Building Construction
• Classrooms in lower level
• HVAC

TABLE #9

• locker room
• number of structures
• no expansion joints

TABLE #10

• Number of cracks in the foundation
• Age of hvac
• Old locker rooms
• Flooding
• The huge number of problems
• The severity of the problems

TABLE #12

• Extent of physical deterioration
• Much construction
• Number of additions - building through the years

Task #1:  Celebrate • Surprise • Concern What concerned your group the most?
 
C.  GREATEST CONCERN: 
 
TASK #1-C: Greatest Concern

TABLE #1

• Copy Room
• Locker Room
• Cracks
• Water Leakage/Flood

TABLE #2

• Safety - for all
• Health of children
• Interfere/impact w/learning

TABLE #3

• Traffic - Parking — teachers, events
• Foundation cracks
• Flooding
• Storage

TABLE #4

• More space
• Better space
• Environmental materials in building (Health Risk)
• Security
• Overall building safety
• Parking & Traffic safety
• Inability for programs to go
• Health Safety of WIFI technology to students

TABLE #9

• Safety
• Mold-health issues
• ADA requirements
• Parking/drop off
• Gym area
• Not doing work and having to catch up

TABLE #10

• Safety of our children - asbestos/mold/lead
• Destruction of property - (loss of school due to flooding etc.)

TABLE #12

• Parking/Pickup
• Continuing Physical deterioration

Task #2:  Strategic Topic Areas — Questions/Issues/Opportunities

There are three strategic topic areas scheduled to be examined in the upcoming VISION 73 workshop series — Facility Assessments, Facility Options, and Financial Implications of Facility Options. To make those sessions most relevant to you we need you to tell us the key questions, issues and opportunities that should be addressed in each of these sessions.
 
Please use the space provided to tell us what we need to address in each of these workshop sessions. What are the facility strengths in each of the areas that the school district should maintain for our school building in the future? What are the weaknesses in each area that need to be addressed in planning for the future of the District 73 facility?

TASK #2:  Strategic Topic Areas - Questions/Issues/Opportunities
CES-2: Facility Assessments

Questions/Issues/Opportunities to be Addressed for District Improvement
 
TABLE #1

• Air Quality - concerned about where and when it's tested regarding water seepage and mold
• Cracks/building- structural safety
• Foundation-

TABLE #2
Same as our greatest concerns...
How long until (or is it already effecting) the safety/health of the students?

• Innovation?
• Sustainability?
• Ability to create/incorporate the school environment for different learner needs
• Does the school have the capacity to withstand the increase in community?

 
TABLE #3

• Have someone compare costs of fixing problems versus building new.
• Bring in approved contractors to start pricing out options - knowing the cost is important in knowing the options.

TABLE #4

• What is the short term plan by the School Board.
• Structural safety of the Bridge
• Environmental safety, bldg.
• Short term flood, water issues.

TABLE #9

• What does an optimal education setting look like?
• Anticipate future trends and create flexible spaces.
• Building 1950/60 needs to be functional for 21st Century.
• Storage is an issue
• Treat each grade level individually

TABLE #10
Weakness

• Security
• Pick up/drop off
• Accessibility *
• Bigger spaces - gym, auditorium
• Own kitchen/bigger cafeteria
• Spaces for Home Ec, other enrichment programs

Strengths/Keep

• Separate spaces for separate programs.
• Playground.

 
TABLE #12

• Historical Remediation - What repairs have been completed?
• Provide detailed breakdown of potential repair projects
• Compare cost to replace roof vs re-coating
• Condition of emergency generator? - close to end of useful life?

 
TASK #2:  Strategic Topic Areas - Questions/Issues/Opportunities
CES-3: Facility Options

Questions/Issues/Opportunities to be Addressed for District Improvement
 
TABLE #1

• Rent out for senior community
• Build a new building on the track.
• Investigate the structural quality of the soil under the building. Is there excessive settling due to age or increased traffic.

TABLE #2

• Acquire the 4th house across the street to use the land there?
• If this building were to be knocked down to re-build, which makes sense, how will we maintain the school running? What are our options?
• Huge safety concern - if we don't renovate anytime soon, we do need to solve the traffic safety concern NOW.

 
TABLE #3

• Use properties across the street - with bridge
• Build up
• Take street out all together
• Take down and build new - not all for this
• - Keep as is
• Address facility problems
• Space between the building - make larger

 
TABLE #4

• Rebuild the school?
• Repair the school?
• More efficient use of building?
• More efficient use of land?
• What do the teachers think of facilities?
• Teacher priorities. 

TABLE #9

• Relocating school to former Ohmite site on Howard.
• New construction.
• Moving current building/space to alleviate traffic.
• Move middle school.
• Prioritize issues based on critical levels
• Replace drain tiles

 
TABLE #10

• Where
• What would be the timeline to build?
• Are there opportunities to collaborate with other districts?
• How do we find balance of renovating/rebuilding without disrupting instruction?
• How? When?
• Are there other options besides tear down/renovate? 

TABLE #12

• Water diversion/drainage external options?
• HVAC replacement options?
• ADA compliant projects?
• Need to address gender/neutral restrooms? 

TASK #2:  Strategic Topic Areas - Questions/Issues/Opportunities
CES-4: Financial Implications of Facility Options
 
Questions/Issues/Opportunities to be Addressed for District Improvement
 
TABLE #1

• Referendum

TABLE #2

• How much is the cost of repair vs. brand new structure?
• What are our funding options to get this done sooner than later? - Bonds?
• Use of Walmart taxes
• Referendum? Property value?
• Increase pre-school space - add an Early Childhood Center, which would in turn (perhaps) provide revenue
• Make this happen, we would LOVE a new building!

 
TABLE #3

• Budget? What is the current budget and how is the money coming in?
• Savings?
• Whole new budget to be covered by district?
• How much $ in reserves? How has the $ been allocated for repairs?

 
TABLE #4

• How much??
• Where is the funding coming from?

 
TABLE #9

• Cost to renovate
• Cost analysis of current building maintain vs new construction

 
TABLE #10

• Where will the money come from?
• How much & for how long?
• Can we collaborate with other districts?
• How can the Village of Skokie helps us?
• Grants from State — Village—County?
• Fundraisers?
• Alumni?
• Foundation?

TABLE #12

• How are projects to be funded?
• Special Assessment?
• Bonds?

 
Task #3:  Other Suggestions (Approximately 5 minutes)
 
What other suggestions would your group like to provide to the Facilitating Team as we move forward with this community engagement program? List the suggestions in the space provided.
 
TASK #3: Other Suggestions

TABLE #1

• If rebuild the school, build on track.
• Build new gym on the tract and use Big Gym for more class rooms/storage space.

TABLE #2

• Let's take action. We are spending money on the consultant, the board is working on this - let's not just talk, but take action!
• Plan for the next 20-25= years & not just now – band aids only work a short time.
• Include the translations for all paperwork, website, etc. that is available to inform families/communities there might be even more people involved if they understood what's happening.

TABLE #3

• Keep the community posted

TABLE #4

• What do we need to get a better response from the community?
• Can we announce the Vision 73 program at the Spring concerts?

TABLE #9

• Need to hear about the experience in the building...not just structural flaws.
• HVAC concerns need to have functional units but they are old
• What does a great, up to date school look like because we feel EPS is doing a great job and they should match.

TABLE #10

• Intermix staff & community members at discussion tables
• Can we hear from others such as teachers
• We want to make sure we hear about: asbestos, lead, mold, & remediation of any of these issues.

TABLE #12

• What is the end result that Facilitating Team is hoping to accomplish?
• Clear Task direction for small group activities

Question and Answer
During the session we asked for questions that you might have had during the evening.  All of the answers to those questions, which were written on the pink sheets, are listed below.

How many layers of roofing or how many times has it been re-roofed without a tear off?
We estimate that the last time we had a complete tear off was during the last life-safety improvement project which would have been in 1994.. Since then we have recoated the roof two times.

Without sections being replaced, how much of the schools original plumbing is still in place and what type of pipe is it?
The original piping installed was made from galvanized metal. Much of the original piping has been replaced with copper or PVC. The main water supply line that feeds the building has been replaced with newer materials as well.  Because of the construction of the building much of this piping had to be installed on an interior wall leading toward the classroom sinks,  Other replacement pipe was installed in the ceiling above classrooms and hallways..

Has the water been tested for lead?
We have no piping in the building that is lead based.

Has the buildings lead-based paint been totally removed?
The district conducted testing a number of years ago in various parts of the building.  All tests came back negative and there was no lead based paint found during these tests.

Has the District done a total asbestos abatement (removal) in the school?
In the late 1980's the district underwent a very large asbestos abatement project.  Since then, anytime the district plans any construction or remodeling project, certified contractors are brought in to examine and test for any asbestos materials. If any are found we follow the most stringent guidelines established by the EPA. That material is then removed during the summer when there are no students in the district.

How much of the drain tiles, located in the floor, have been replaced along with pipes to the sewers?
Tiles are still original and in the floor. Because of their location they have not been replaced. To replace them would mean demolishing the entire floor. Steps have been taken to move any water to the outside walls of the structure and then pumped from the basement levels back into the Village drain system.

How many times has the foundation been repaired and sealed?
Any cracks that have surfaced on the inside of the foundation have been patched, but new ones still form. To repair and reseal the exterior of the foundation would be an extremely costly project.  Fiscal decisions in this area, determined through the Community Engagement Process, will inform us of the manner in which to proceed.

Is there a sprinkler system anywhere in the building?
No. The age of the building, grandfathered the district into not requiring a sprinkler system. Again, like the foundation issue, to install a sprinkler system inside the building would require a large influx of money, many months of construction over a number of year time span, and is considered one aspect of a major building project.  

Has mold and found in the building, and if so how much and where?
We have not found any mold in the building and not seen any evidence of such.

When is the renovation or rebuild?
At this time, the district has no plans for a renovation or re-build.  The goal for Vision73 is to create a venue for conversation around such issues and report the findings to the School Board in a consolidated report this summer.  The Facilitating Team gathers the feedback from each session, records information verbatim, and creates a cumulative report reflecting the input of the District stakeholders.

How much will it cost?
At this time we do not have costs associated with a rebuild or complete renovation of the district school. The goal for vision 73 is to gather community input on this process before any decision is made. Vision 73 will be discussing finance in an upcoming Community Engagement Meeting.

Who and how will this be paid for?
At this time we are reviewing options.  Decisions and direction from District stakeholders is critical to this step.  No decision has been made at this time.  Vision 73 will be discussing finance in an upcoming Community Engagement Meeting.

What has been done with the traffic?
Alleviate the traffic in front of the school, many years ago our administration team worked with the village of Skokie and had the street converted from a two-way street to a one-way. We do know that this does not solve all issues, but it does ease much of the congestion that occurred in the past.

What can you tell me about financing?
In order to be fiscally prudent, we are gathering information in this area.   Vision 73 will discuss finance and its implications at an upcoming Community Engagement Meeting.

Do we have contracts for repairs?
At this time we do have contracts out for repairing certain sections of the building that need to be repaired. We are doing everything we can to sustain the life span of the structure as it sits.