Buildings & Grounds Committee

SPRING GROVE AREA SCHOOL DISTRICT
BOARD OF SCHOOL DIRECTORS
BUILDINGS AND GROUNDS COMMITTEE MEETING MINUTES

DATE/TIME of MEETING:   June 2, 2025 @ 8:00 AM  

LOCATION of MEETING:    Educational Service Center, 100 E. College Ave., Spring Grove, PA

The following School Directors were in attendance:  Ben Ramsay (Committee Chair), Mike Ritz, Rodney Shearer, Doug Stein

The following Spring Grove Area School District personnel were in attendance:  Dr. Joseph Bradley, Superintendent, Dr. Steve Guadagnino, Assistant Superintendent, Mark Czapp, Director of Business Operations, Bill Stiles, Facilities Manager, Suzanne Sterner, Board Recording Secretary

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A Buildings and Grounds Committee meeting of the Spring Grove Area Board of School Directors was held on Monday, June 2, 2025.  Ben Ramsay called the meeting to order at 8:02 AM.

YMCA Update

Mark Czapp reported that upon receipt of the needed permit, construction to the building began on May 19, 2025, and will continue for approximately 240 days.  That brings the anticipated timeline for occupancy to mid-January 2026.  According to the district’s records retention policy, anything currently housed/filed at the ESC that can be purged will be shredded to relocate only what is required to the new location.  There are no plans to purchase new furniture.  There may be items to move prior to issuance of the Occupancy Permit.  Czapp anticipates that an official move of the administrative offices to the campus is tentative for June-July 2026, after the conclusion of the 2025-26 school year.  The expectation is to be in the new office and fully operational for the start of the 2026-27 school year.  Communications will be shared with all stakeholders, so everyone is aware of the change.  The maintenance department continues to move supplies from the building to temporary storage locations. 

There is a Planning Commission meeting scheduled for June 17^th to discuss the land development plan with the anticipation that construction on the parking lot can begin following final approval at that meeting.

SGE Access Road with Gate Option Details

Board approval was received on March 24, 2025, for installation of a secondary access road at Spring Grove Elementary (SGE) at a cost not to exceed $122,170.  At a subsequent meeting, the board tabled optional adders of lighting and gating.  

Czapp and Stiles confirmed the road is not intended for use by SGE staff, but only for student pickup and drop off.  Clear signage will be included to stipulate its use and indicate operational access hours.  The original installation cost included two (2) manual gates @ $6,500.  Committee consensus was to remove the two manual gates and recommend installation of one electric-operated gate to be opened during pickup and drop-off times and placed closer to SGE, so vehicles have room to line up coming off Rocket Drive.  Committee members also recommended electrical lighting instead of solar. 

The committee recommended the SGE road electric lighting and gate add-ons be included with June 9^th Directors’ Study Forum agenda items for review and discussion by the full board.  Stiles will confirm with Jesse Mercado, Lobar, the difference in the cost, to be included in the memorandum that will include pros and cons by the administration.  Grant money will be used to install fencing, and there will be no need to purchase battery backup. 

High School Rear Access Road

Lobar shared costs for the High School rear access road with the committee previously, with optional add-ons listed separately.  When moved to the full board for a vote, the action was tabled.  Committee consensus was to present the road, including options listed separately with a breakdown of pros and cons, at the June 9^th DSF for the full board’s review and discussion.  Ramsay requested the administration lead with a recommendation, breakout the lighting upcharge if moving to electric, and keep the solar feature as an option.  Options for the walking path should also be broken out and placed on a chart.  The road is currently listed as a “phase 2” on the land development plan, which translates to having some time to decide on final options for the road.  It is anticipated the board could vote on the road initially at the June 23^rd meeting to determine if a follow up vote is necessary for add-ons.

Proposed Maintenance Building

An RFP was sent out for a survey of the property being considered for the maintenance building.  After reviewing the submittals, there were many questions about the amount of property being surveyed.  Czapp and Stiles met with township officials and determined that the land development plan and property needed for the building could be used in lieu of having someone include all the features on the proposed survey.  Updated RFPs should be returned in a few weeks for the land only.  

It is important for the board to decide where the building is going to be located, in addition to determining where the walk-in coolers/freezers are going to be placed.  If the decision is to not place the coolers in the maintenance facility, steps can be initiated to place them at the rear of the high school.  The decision will assist Stiles and the maintenance department as they look for placement of supplies currently housed at the YMCA. 

Ramsay agreed with administration that a decision is pertinent to moving forward and suggested including a one-page breakout of the pricing for the walk-ins as a backup to a board action at the June 9^th DSF.   All the information needed to decide has been shared at previous meetings.  Committee consensus was to present for a vote on June 9^th.

Following the board’s action on the walk-in coolers, Ramsay requested that Jesse Mercado, Lobar Associates, be invited to the next buildings and grounds meeting to continue the conversation on the maintenance building.  Mercado will be requested to list, in order of priority, and rank the specifics and layout of the building.  The meeting was tentatively scheduled for Monday, June 30^th, with a start time of 5:30 PM, in the LGI at the Middle School, and will be advertised as soon as possible so interested community members can plan to attend.  An announcement will be shared at the June 9^th meeting. 

Doral Energy Request / Lease of 221-Acre District Parcel

Czapp presented a request from Doral Energy to lease district property for placement of solar panels.  The commitment would be long-term for up to 30 years.  Doral, the largest solar company nationwide, would maintain the panels.  The contract would detail who controls the land.  There would be benefit to our STEM classes and prove advantageous to students. 

At the June 9^th DSF, Czapp will include the request on the agenda to determine if a majority of board members are interested in furthering the conversation and scheduling a presentation by Doral.  There is opportunity for the district’s electric to be subsidized.  Ritz has visited Central Columbia School District that currently leases acreage for panels.  If interested, the board would be invited to visit Central Columbia, in addition to other school districts such as Carlisle and Cumberland Valley School District to see their array. 

Other Items

Ramsay questioned if there is action required by the board before the administration uses bond funds to pay eligible capital projects beyond those listed in the land development plan.  Czapp explained that where there is opportunity, the money can and is being used.  Ramsay requested the public be kept informed of the stipulations to use that money for capital projects only.

Ramsay adjourned the meeting at 8:57 AM.

Respectfully Submitted, Suzanne Sterner, Board Recording Secretary

BUILDINGS AND GROUNDS COMMITTEE MEETING

of the Spring Grove Area School District Board of School Directors
Monday, June 2, 2025 @ 8:00 AM
Educational Service Center
100 East College Avenue, Spring Grove, PA

Agenda

I.      Call Meeting to Order, B. Ramsay

II.     YMCA Update

• Status of renovations
• Anticipated Timeline for ESC move
• Considerations for ESC

III.    SGE Access Road

• Board approval 3/24/2025 for installation of the road
• Optional adders for consideration
• Gate option details

IV.    High School Rear Access Road

• Optional adders for consideration

V.     Proposed Maintenance Building

• Potential placement
• Freezer/cooler/dry storage
• Other optional adders for consideration

VI.    Doral Energy Request / Lease of 221-Acre District Parcel

VII.   Next Steps 

VIII. Adjourn Meeting

SPRING GROVE AREA SCHOOL DISTRICT
BOARD OF SCHOOL DIRECTORS
BUILDINGS AND GROUNDS COMMITTEE MEETING MINUTES

DATE/TIME of MEETING:   April 7, 2025 @ 8:00 AM

LOCATION of MEETING:    Educational Service Center, 100 E. College Ave., Spring Grove, PA

The following School Directors were in attendance:  Ben Ramsay (Committee Chair), Mike Ritz, Doug Stein

The following Spring Grove Area School District personnel were in attendance:  Dr. Joseph Bradley, Superintendent, Dr. Steve Guadagnino, Assistant Superintendent, Mark Czapp, Director of Business Operations, Bill Stiles, Facilities Manager, Suzanne Sterner, Board Recording Secretary

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A Buildings and Grounds Committee meeting of the Spring Grove Area Board of School Directors was held on Monday, April 7, 2025.  Ben Ramsay called the meeting to order at 8:00 AM.

Proposed Building Permit Agreement (Township’s Variance)

Czapp reported that the YMCA has been working with Jackson Township to obtain a building permit.  When a land development plan has been submitted, a building permit cannot be secured until the plan is approved.  A variance resolution to issue a building permit was signed by the township and the YMCA.  A board action is tentative for April 14^th to approve on behalf of the district.  An “Demo Event” was held at the YMCA recently to give an overall status of the project. 

SGE Access Road / Lighting and Gating Options

During the last board meeting, the SGE access road was approved.  The not to exceed price included five electric lights in addition to removing the existing gate and installing two manual gates.  Lighting is not required, but highly recommended for a school campus for safety and security purposes. The committee reviewed an option for solar lighting at a reduced cost.  If staying with electric, the lights could be set up on a timer.

Two options were presented for gating.  Ramsay requested the gate be within sight of the elementary school to serve as a deterrent.  Stein requested signs be placed at the entrance and exit to indicate hours when the gate is open. 

Ramsay suggested all options be included on the April 14^th agenda for consideration, solar and electric. Ramsay also requested a visual representation of the gate placement be available on Monday with an explanation of how the district will post it and people will not have opportunity to go around it. 

As an aside, Stiles presented the existing Districtwide Auto-Timer Lighting Schedule in follow up to a previous committee meeting.

High School Rear Access Road / Options and Lighting Requirement

Mercado re-presented the high school rear access road placement and stated that an optional add-on for additional site work includes equipment being on site.  No railing is included in the specs because the percentage of the slope is below the requirement of railing.  If adding a concrete sidewalk, impervious surface is not included. 

Specs include a five-foot rail, H & H site excavation with an area for a future sidewalk.  Ritz suggested considering a stone dust path.  Mercado noted there would still be the issue with impervious surface.  Stein stated the campus currently includes simple walking paths that have held up well.  A walkway would begin at the end of the high school rear parking lot and end at Spirit Lane.  Consensus was that a concrete sidewalk seems excessive.   

Ramsay requested an estimated increase to the cost if the board were to defer the sidewalk until a later time.  Should the board decide to not include the sidewalk or grassy area, will a flat area still be included for people to walk on? 

Ramsay’s recommendation was to vote on the road at the April 14^th meeting, then consider add-ons/upgrades at a later meeting:

·       Upgrade to stone dust walking path with cost

·       Upgrade to asphalt with cost

·       Upgrade to sidewalk (concrete) with cost

·       Estimated cost increase if waiting to do at a later time

Ramsay reminded board members that funding for the project is already in place, and the board has been informed by safety personnel that a secondary road for safety and security reasons should have been in place years ago. 

Proposed Maintenance Building

Mercado shared a breakout of costs for the proposed building.  Ramsay indicated the board is looking initially for a not to exceed price on the building itself.  From that point, the board can consider options that include addons and/or reductions.

For the walk-in cooler/freezer placement, the biggest question was chemicals and food storage on the same site.  Mercado explained there is a separation between the two of a fire wall / demising wall that is totally sufficient according to code. 

The difference in cost for a prefab vs. traditional pole barn structure is $132,000.  Ramsay requested pros and cons, longevity, insulation, etc., and the overall value of the two options.  He suggested the board consider approval for the cost of a regular pole barn, then list an upgrade option to prefab of 132K with a list of pros and cons.  Mercado recommended the prefab design and cautioned that with a traditional pole building, the price will be higher than a residential building because of code requirements. 

Mercado will be in attendance at the April 14^th meeting to present the proposed specs for a building and will list out the differences between the two types.  The proposed cost estimates presented are good for one year.  Whatever decision to board makes up to that point, costs are firm and will not increase – but they can go down.  Ramsay added that if the board elects to put the project out to bid, there is always rise of a change order game.  Selecting Gordian provides a starting point for the design.  When the board gets into the details of the project, prices can go down. 

For pre-construction / construction management, EI Associates is the company Lobar is working with.  Mercado will consult with them. 

The lean-to is included in the proposed figure.  It is 5,000 square feet, metal, and includes steel columns. 

Sidewalks would be required at the main doors and run the length of the building.  Paving would be minimal, if that is the direction of the board.

How much food is stored in the coolers will depend on the time of the year.  Summer is the lowest amount, fall being the busiest time of year.  If the campus were to lose electric, there is time before needing to move the items.  The cost for a generator back-up may not be necessary.  Ramsay requested that timeframe.

The initial step is for the board to agree and approve the engineering costs.  Options could then include the walk-in coolers/freezers.  Continued committee meetings would include opportunity to go through percentages and divisions to remove costs, such as doors, extended sidewalks. 

Mercado recommended an ADA section that is paved for the parking area, regardless of what the board decides to do with the rest of the parking lot.  He will map out the proposed area and include in his list of pros and cons.

Ramsay opened the floor to the public for questions only.  Questions included:

·       The public may not be clear about why the food storage is needed

·       School upgrades as it relates to the need for more space and additional space in school buildings

o   How do they factor in with available school funding

·       What is the cost if the existing project funds are returned

·       Have placing the maintenance building options on campus been ruled out

·       What are we losing by not going with a competitive bid, having heard it could be less

·       What is the timeline for the road projects

The main walk-in cooler/freezer is currently at the YMCA.  When the district sold the building, the storage area needed to be relocated.  To uproot the walk-ins and relocate them to another location would have cost more and been less cost effective.  There are small coolers currently located at all district buildings.  However, USDA will only deliver to one main location.  When the district was negotiating with the YMCA, there were simultaneous transactions and conversations related to real estate sales and land swaps.  The totality of those decisions is costing the district less per year. 

The current bond fund money is allocated for buildings and maintenance only.  The proposed maintenance building is smaller than what the district currently has.  Giving the money back would cost the district money to return all the interest earned to date.  The district currently has a multi-million-dollar annual maintenance budget.  The board elected to restructure the debt, driving down annual costs and extending the term.  If the board returned the money, there will be no option but to raise taxes to cover costs of capital projects on the list, including existing maintenance projects that the money can also be used for.  

Bradley reported that at present, building renovations are not needed.  There has been no uptick in enrollment that would require an increase in adding on to existing buildings. 

Ramsay concluded that the projects currently being considered will cost the district less than what it would cost to fix existing assets.  The ESC would not be a space for consideration of a maintenance building.  An analysis would need to be completed to even determine if it were a possibility, which the board has not recommended, and there are currently two potential offers for the sale of the building. 

Timeline to begin the smaller road project, not included on the land development plan, is spring/summer.  Timeline for the high school road project is contingent upon when the land development plan is approved.

Next Steps

Mercado will finalize building options and prepare a proposal with built-in costs “not to exceed.”  He will be present at the April 14^th meeting to present comments and information.

Ramsay adjourned the meeting at 9:49 AM.

Respectfully Submitted, Suzanne Sterner, Board Recording Secretary

BUILDINGS AND GROUNDS COMMITTEE MEETING

of the Spring Grove Area School District Board of School Directors
Monday, April 7, 2025 @ 8:00 AM
Educational Service Center
100 East College Avenue, Spring Grove, PA 

Agenda

1. Call Meeting to Order, B. Ramsay
    
2. YMCA Update
   • Proposed Building Permit Agreement (Township’s Variance)
      
3. SGE Access Road
   • Lighting and gating options
   • Follow up from 3/20/25 – Existing Districtwide Auto-Timer Lighting Schedule
      
4. High School Rear Access Road
   • Finalize access road options
   • Verify lighting requirement(s)
   • H & H site excavation to address/include area for future sidewalk
      
5. Proposed Maintenance Building
   • Walk-in cooler/freezer placement
   • Finalize building options
      
6. Next Steps
    
7. Adjourn Meeting

SPRING GROVE AREA SCHOOL DISTRICT

BOARD OF SCHOOL DIRECTORS

BUILDINGS AND GROUNDS COMMITTEE MEETING MINUTES

DATE/TIME of MEETING:   March 20, 2025 @ 9:30 AM

LOCATION of MEETING:    Educational Service Center, 100 E. College Ave., Spring Grove, PA

The following School Directors were in attendance:  Ben Ramsay (Committee Chair), Karen Baum, Rodney Shearer, Doug Stein, Nicole Wilson

The following Spring Grove Area School District personnel were in attendance:  Dr. Joseph Bradley, Superintendent, Dr. Steve Guadagnino, Assistant Superintendent, Mark Czapp, Director of Business Operations, Bill Stiles, Facilities Manager, Suzanne Sterner, Board Recording Secretary

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A Buildings and Grounds Committee meeting of the Spring Grove Area Board of School Directors was held on Thursday, March 20, 2025.  Ben Ramsay called the meeting to order at 9:30 AM.

Bond/Debt Overview

Ramsay stated that the district restructured debt in 2023.  Considerations at that time included the amount of renovations needed at the ESC for HVAC, roof, windows, basement, etc.  Czapp concurred and indicated that the board was approached by the Historical Society about purchasing the building.  The board paused any proposed renovations when other projects were being considered.  A general appraisal was completed to give the Historical Society a figure for consideration, and a letter of intent to sell if/when the district moved from the ESC to the renovated campus was completed.  The building was estimated at $535,000.  There was nothing binding ratified, it was in good faith to be the agreed upon price.

At that time, the YMCA agreement was also on the table.  The cost to renovate the former middle school was going to be above the costs proposed for the projects.  Savings over a several-year period if restructuring debt and securing a note for pending building projects was presented as equivalent to a 4% tax increase to maintain the budget.  The board did not increase taxes because of the transaction.  Czapp also commented on selling the acreage along College Avenue to the Spring Grove Borough for $275,000.

Some board members have voiced that the district is spending more than needed.  The proposed maintenance building does not translate to an exuberant spend.  Ramsay requested that the paperwork be presented again with a further, more detailed breakdown for differing parts of the project and a calculation per month / per 20-year estimate be provided. 

Returning some or all of the bond money will cost the district and will also require returning all of the interest earned.  Ramsay argued that if the board has the money right now to cover the cost of new projects (estimated at $3.8 million), there would still be additional money remaining in the fund to be used toward existing capital projects on the schedule.  That would offset expenses and would translate to saving potential tax increases by not having to spend money from the general fund.  Ramsay made the case to keep the additional monies in the bond fund.  Czapp noted that decisions to use the funds for existing capital projects on the running list would go before the board to acknowledge prior to spending. 

Shearer and Wilson suggested returning the money.

Stein stated that the transaction for the bond fund was the first new money the district has borrowed since the high school loan nearly 20 years ago.  No other loans have been taken since taken, rather, several debt restructure actions have been taken to gain better interest rates and save the taxpayers money.

Czapp reported that the board has three years to spend the money.  Czapp reached out to Gibbons to find out if there could be a one-year extension since what is being spent on interest continues to be less than what is being earned.  Additionally, if interest rates were to go down at any point, the administration would go back to the board to recommend another refinancing. 

YMCA Update

Czapp reported that the YMCA has been working with Jackson Township on a pending building permit.  Jackson Township is allowing the YMCA to submit for a variance, with a few stipulations in place.  Once the stipulations are agreed upon and the YMCA signs off, the permit will be issued.  Stiles sat in on the first of bi-weekly construction meetings with Wagman (contractor) and the YMCA.  Wagman has 247 days to complete the project once the permit is approved, so they are making sure that all things are in order before signing any stipulations. 

Additionally, Stiles noted there are going to be transitions with staff and points of contact in the coming months, including Larry Richardson.  (Stein requested his concern for the lack of windows in the office area on the campus be noted again for the record.)  Wilson asked if there was any risk to the YMCA backing out of the agreement with Richardson’s departure, to which Czapp stated there was none known at this point.  Czapp also reported that of the YMCA’s entire $8 million goal of raised support, they are currently only $322 thousand short per the last communication from Richardson.  Czapp will reach out to him for an update. 

High School Gym Floor / Back Hallway Update

On March 14, Stiles confirmed that Miller’s Construction finished installing molding.  He requested a meeting to go over four remaining items left on the punch list but has not yet received a reply from the project manager.  The insurance company has paid the district, and the district continues to hold $50 thousand until completely satisfied.

SGE Access Road

Jesse Mercado with Lobar provided an update on the pricing and road specifications.  The original proposal of $180 thousand was at a higher cost because it was generated from plans received from First Capital, which have since been changed.  The new updated price is $122 thousand.  Requirements of the road are to their road specs for asphalt.  Mercado noted the board could go for a lesser quality (less thick) wearable course, but it would not save money in the long run.  Lighting specs are consistent with PennDOT’s requirements.  He could investigate solar-powered lighting, but it would be a higher cost. 

Stiles noted that most lights across the district are on an autotimer, he believes from 11:30 PM to 5:30 AM.  He will research and confirm times for the next meeting.  There are codes for a certain number of lights required.  The district is currently looking to change all lights to LED to save money. 

Ramsay requested that the board consider approval of the proposed road at SGE with the following options on the March 24^th meeting agenda: 

·       Install the road between SGE and the High School

·       Option to include one gate for an additional cost

·       If yes, electronic gate, manual gate, or solar gate

Options are to include a list of pros and cons.  Stein suggested the gate be visible to drivers considering entering onto the road, so they do not have to turn around if the gate is closed.

Proposed Maintenance Building Update

Mercado presented updated cost comparisons and breakouts of optional items. 

Wilson asked what the maintenance department currently outsources vs. what is done in-house.  How busy are the existing five maintenance people?  Are we effectively staffed?  Do we outsource less because we can do internally?   Ramsay asked what part of the building is excessive that Wilson recommends be removed to consider approval. 

Wilson would like to see a standard pole building, not pre-fab, to spend the least amount of money to get out of it what is needed.  No façade on the outside.  Ramsay stated that the life expectancy of the building is lowered by changing to a standard pole building vs. prefab.  Mercado will get information from independent studies as to the durability of the product.  Shearer requested to see the building broken out separately from the blacktop, stone, etc. 

Wilson suggested drawing a line in the sand to determine how much longer the board is going to discuss the building. It is four years in the making and the board needs to vote.

Baum questioned what other costs will be added once the district takes occupancy of the building?  None are anticipated, beyond electricity, etc., standard occupancy items.  A generator is not required for the walk-in cooler/freezer.

Ramsay requested Mercado provide a breakdown of the following for the next buildings and grounds meeting (including options with costs, pros and cons) to determine how the board action will read at an upcoming meeting:

·       Maintenance building in the form of a pole building

·       Option with breakdown of 10-15% to use prefab metal design

·       Option for façade work

·       Option for garage doors with totality of the cost, how it changes the plan (parking), and impacts the need for asphalt vs. stone

·       Option for parking spaces (how many? handicapped vs. regular)

·       Option for walk-in cooler/freezer in the maintenance building

·       Option for the lean to/overhang

Czapp noted that once the permit is issued to YMCA, we are going to have to relocate the items in the current area on a temporary basis.  There is a proposed plan in place for portable trailers.

High School Access Road

Mercado presented proposed numbers for the rear of the High School to Spirit Lane access road.  He will verify the number of lights necessary from the person who designed the specs.  Shearer does not want to spend extra money if it is not needed.  The same blacktop specs were used, and guardrail specs were included. 

As in the case with other items, Ramsay suggested including a separate option item for excavation costs to include a grassy area or sidewalk (with steps, if needed) along the inside of the road.  Mercado will speak with H & H to determine if that can be part of the site excavation. 

Next Steps

An action item for the SGE road will be included with March 24^th action items.  A next buildings and grounds meeting will be scheduled before the April 14^th DSF meeting to receive and decide upon the additional maintenance building and High School Road options.

Ramsay adjourned the meeting at 11:45AM.

Respectfully Submitted, Suzanne Sterner, Board Recording Secretary

BUILDINGS AND GROUNDS COMMITTEE MEETING

of the Spring Grove Area School District Board of School Directors
Thursday, March 20, 2025 @ 9:30 AM
Educational Service Center
100 East College Avenue, Spring Grove, PA

Agenda

I.              Call Meeting to Order, B. Ramsay

II.            Bond/Debt Overview, J. Leppo

III.           YMCA Update, M. Czapp 

IV.           High School Gym Floor / Back Hallway Update, B. Stiles

V.             SGE Access Road, M. Czapp/B. Stiles

·       Approval to move forward with proposed road (March 24)

·       Funded with bond monies

VI.           High School Access Road, M. Czapp/B. Stiles

·       High School Rear to Spirit Lane

VII.         Proposed Maintenance Building Update, Jesse Mercado, Lobar

·       Cost Comparisons

·         Pros and Cons to finalized layout / square footage

·       Walk-in cooler/freezer placement

o   Options during transition

VIII.         Next Steps 

IX.           Adjourn Meeting                                                                                                                                                   

SPRING GROVE AREA SCHOOL DISTRICT
BOARD OF SCHOOL DIRECTORS
BUILDINGS AND GROUNDS COMMITTEE MEETING MINUTES

DATE/TIME of MEETING:   February 21, 2025 @ 10:00 AM  

LOCATION of MEETING:    Educational Service Center, 100 E. College Ave., Spring Grove, PA

The following School Directors were in attendance:  Eric Barshinger, Karen Baum, Ben Ramsay, Mike Ritz, Rodney Shearer, Doug Stein, Doug White

The following Spring Grove Area School District personnel were in attendance:  Dr. Joseph Bradley, Superintendent, Dr. Steve Guadagnino, Assistant Superintendent, Mark Czapp, Director of Business Operations/Board Secretary, Bill Stiles, Facilities Manager, Suzanne Sterner, Board Recording Secretary

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A Buildings and Grounds Committee meeting of the Spring Grove Area Board of School Directors was held on Friday, February 21, 2025.  Ben Ramsay called the meeting to order at 10:02 PM. 

KRISE TRANSPORTATION UPDATE

Czapp introduced Tim Krise and gave a history of the district’s relationship with Krise Transportation.  During a previous committee meeting, Krise shared interest in placing a terminal nearer to, and an access road on, the district’s campus.  At that time, the committee did not move the request forward for consideration by the full board.  Czapp invited Krise back to reopen the conversation at the board’s request, with an objective to talk about the concept of the access road and terminal.  This meeting is not to consider a transportation contract or extended contract. 

Tim Krise thanked the board for the strong relationship between the district and Krise since 2020-2021.  He highlighted major Krise-sponsored community events such as food drives, fundraising events, etc.  Krise currently leases a facility on Railroad Street and operates approximately 100 vehicles per day transporting students, including van/separate vehicle runs that were previously covered by a private organization and the LIU. 

Two years ago, Krise acquired a land adjacent to the campus and spoke with H & H about possibilities for a more permanent base within the school district.  They are now in the final stages for proposing the terminal and he is looking for input from the committee to see if the board is receptive to moving forward with their proposal for the road.

H & H shared drawings and proposed layouts with committee members stating they have township approval, but Krise does not have PennDOT’s blessing to date.  The H & H engineer believes the access road is going to be a necessity by PennDOT.  They could be ready to move dirt as early as the fall if the Land Development Plan, with the proposed building and road, is approved.  Grading options could potentially hide buses from view on the campus. 

Questions were asked from committee members.  Krise stated that buses transporting other district’s students would be serviced at the terminal but would not use the campus access road.  H & H indicated that the road would run with the grade of the field, and guardrails would likely not be necessary.  The drive would include a gate operated by the district.  Tree buffers are also a possibility.  The spectator section of the field hockey field would be close to the drive.  There would be less buses going through the circle on Rte. 116, which is a win with PennDOT.

Shearer stated concerns about traffic on campus and wear and tear on our roads.  He questioned how many people would be using the road and what the plan is to get people in and out of the campus if not using the road.  Krise stated that drivers can also use Old Hanover Road, and they are not interested in the project if they would not have access.  There are 25-30 additional buses for other schools maintained by Krise.  They would use the terminal for maintenance only and would not be during school start or dismissal hours.  Such repairs and servicing would be “in and out” using service bay areas for a limited number of vehicles to conduct inspections and major maintenance.  The maintenance shop belongs to Krise.  The access road is the requested district piece, only to be used for district students. 

Ramsay reiterated that the board is not interested in additional vehicles and activity on our campus, and they are looking for assurances. 

Krise reported that the road could also be used as an emergency access road, with the district having control of the gated entrance, and savings would be experienced with fuel costs, etc. 

With consensus of the committee, the next step would include Krise presenting the proposed access road to the full board and answering questions concerning usage and maintenance of the road.  The board is not interested in maintaining and/or using the road if Krise does not stay in the building.  Krise remarked that one the biggest obstacles a school district faces are transportation costs.  If the district agreed to the proposal and in the future terminated its relationship with Krise, the district would have first right of refusal to purchase the facility for use by the district’s alternate transportation contractor. 

Wilson questioned the transportation contract, stating the district is currently in mid-term of the existing agreement.  After receiving the full board’s response to the proposed road, the next step would be consideration of a Transportation Committee meeting (to be held in executive session) to discuss a contract, extension of terms, and negotiation of options and considerations.  Krise noted that costs are going up, but there is a residual / amortized amount that would be taken into consideration.  Czapp added that there are going to be transportation costs to consider moving forward that are unrelated to the project, even if the board does not consent to the road. 

Czapp will look at what other districts are doing to be part of a future conversation with the Transportation Committee.  After hearing from the full board following Krise’s presentation, Krise will move forward and finalize details about what PennDOT wants buses and traffic to do.  Mike Hartman will make a call to the engineer to hear how he believes PennDOT will rule. 

Ramsay reiterated that the next step is for the board to receive a baseline of assurance about what is going to happen on district grounds.  Czapp will work with Krise to prepare for the March 10^th DSF presentation and ask for an estimated percentage of buses using the campus road.

PROPOSED LAND SWAP

Czapp reported that he presented the Sales Agreement to Matt Grim, who is currently out of town.  After he reviews, Grim will reach out to Czapp and together, they will work with to Stock and Leader to finalize the agreement.  Stein questioned the district land being swapped out, asking of there was room for a walking path.  Czapp confirmed that the land is on the other side of the existing walkway. 

PROPOSED MAINTENANCE BUILDING

Jesse Mercado, Lobar, and Mike Caulfield, lead estimator, were welcomed after the committee asked for updated maintenance building figures at the previous meeting.  Mercado shared a presentation reviewing the proposed numbers and took questions from board committee members. He shared there is a $232,000 difference between placing coolers/freezers at the high school vs. placing at the maintenance building, with a reduction of $30K for removing a loading dock.

Stein expressed concern about long-term costs for moving food to the high school and having food stored at the same place with fuels and pesticides.  Stiles shared a calculation from the last ten years, noting approximately 28% of food goes to the high school.  Stiles also stated that maintenance staff would prefer including the coolers/freezers in the maintenance facility vs. the high school.  Ramsay concurred, if there is convenience on the part of the department.  Barshinger questioned if that could also reduce the number of needed trucks if hand carts could be used in their place.

Baum exited the meeting at 11:15 AM.

Mercado presented a reduction in the costs for the SGE access road (from H & H) from $180K to $122K.  He stated that there may be grants opportunities available for installing solar-powered lights.  He will investigate the options. 

H & H looked at the possibility of using backfill from the maintenance building for the rear access road at the high school.  It is not an option because it includes a lot of sod, etc.

Ramsay reiterated that the board cannot go past the allocated amount of money for all the projects.  Mercado’s presentation and layout of the proposed structure and other projects were broken up individually.  Mercado was asked to put everything together with all projects on one page to calculate a proposed total for everything.  Mercado will update the presentation and share with Czapp and Stiles to move forward to the board.  (An updated presentation is linked HERE.)  Mercado is working with EI Associates to provide a conceptual layout. 

SGE ACCESS ROAD

Ramsay requested that bottom-line prices for the proposed High School rear access road, the SGE access road (from Gordian), the maintenance facility, and the walk-in coolers/freezers be provided at the next Buildings and Grounds Committee meeting and/or the upcoming DSF on March 10^th.  Czapp will include an update with the March 10^th Agenda and get consensus on next steps from the full board.

HIGH SCHOOL GYM FLOOR / BACK HALLWAY

Stiles reported that the work is done, but payment is not yet finalized.  The district is still holding a $50K retaining fee, not to be given over to Miller’s until all damages are corrected to the district’s satisfaction. 

Ramsay adjourned the meeting at 11:29 AM.

Respectfully Submitted,

Suzanne Sterner, Board Recording Secretary

BUILDINGS AND GROUNDS COMMITTEE MEETING

of the Spring Grove Area School District Board of School Directors
Friday, February 21, 2025 @ 10:00 AM
Educational Service Center
100 East College Avenue, Spring Grove, PA

Agenda

I.             Call Meeting to Order, B. Ramsay                                          

II.           Krise Transportation Update, Tim Krise, M. Czapp 

III.          Proposed Land Swap Agreement, M. Czapp

IV.          Proposed Maintenance Building Update, Jesse Mercado, Lobar

• Walk-in cooler/freezer placement
• Layout of proposed structure
• Square footage

V.            Access Roads Update, B. Stiles

• High School to Spring Grove Elementary
• High School Rear to Spirit Lane

VI.          High School Gym Floor / Back Hallway Update, B. Stiles

VII.        Next Steps

VIII.      Adjourn Meeting                                                                      

SPRING GROVE AREA SCHOOL DISTRICT
BOARD OF SCHOOL DIRECTORS
BUILDINGS AND GROUNDS COMMITTEE MEETING MINUTES

DATE/TIME of MEETING:   January 16, 2024 @ 8:00 AM

LOCATION of MEETING:    Educational Service Center, 100 East College Avenue, Spring Grove, PA

The following School Directors were in attendance:  Ben Ramsay (chair), Mike Ritz, Rodney Shearer, Doug Stein

The following Spring Grove Area School District personnel were in attendance:  Dr. Joseph Bradley, Superintendent, Dr. Steve Guadagnino, Assistant Superintendent, Mark Czapp, Director of Business Operations, Bill Stiles, District Facilities Manager, Suzanne Sterner, Board Recording Secretary

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A Buildings and Grounds Committee meeting of the Spring Grove Area Board of School Directors was held on Thursday, January 16, 2025.  Ben Ramsay called the meeting to order at 8:00 AM.

Finalize Option for Rear High School Road Turnaround

First Capital originally presented two options for the rear high school road turn around. The Buildings and Grounds Committee requested a third option, presented at this meeting, at an estimated cost of $65K. The high school road itself reflected an updated cost of $1.531 million. Mark Czapp reviewed Options 1 and 2 for comparison:

·       Option 1 at $140K

·       Option 2 at $68K

Committee consensus was that Option 3 would go to the full board on January 27^th as a voting action item. Shearer questioned the difference in the cost of the road itself on the 3^rd option. Czapp will reach out to First Capital for a detailed explanation of what is different and the cost differential so it can be provided to the full board when requesting action on January 27^th. With a final decision, Czapp can direct First Capital to move forward and submit the land development plan.  Czapp also reminded committee members that after the plan is approved, the project can also be put out to bid. First Capital’s numbers are estimates only – they are not bid prices. 

Walk-in Cooler/Freezer Update

Following the last committee meeting, Czapp and Bill Stiles met with Jesse Mercado, Lobar. Stiles presented an overview of Lobar’s proposed cooler/freezer and dry storage drawings.  Mercado is working on cost estimates and comparison for placement at the high school vs. the maintenance building.  Stiles stated the proposed railing out toward the softball fields is already in the district’s possession. Lobar’s recommendation would be a detached option of the overhang.  Attached is more expensive due to masonry and architectural work.  Stiles will continue to work with Lobar to get pros and cons for all options and bring to the full board for consideration at a future meeting. 

Proposed Maintenance Building Update

Czapp and Stiles provided Mercado (Lobar) with everything available for the proposed maintenance building using components on file from CRA. They asked Lobar for price differentials and a list of pros and cons for various options. 

Having cost estimates available for the full board may be more than a week away. Ramsay reminded everyone that the allocated amount of money for the proposed projects must be used within a specific timeframe.  The committee must remain within that figure.  The board will not be interested in going beyond that amount. The committee requested the most cost-effective designs and structure type. Roofing will be dependent upon the design of the building itself. Ramsay urged the administration to include how the committee got to the point where they are currently, when a final presentation is brought to the full board for consideration.  Having the entire process before board members will demonstrate the cost-effectiveness of the team to the full board and to the public.

YMCA (SGRPRC) Before / After School Care Update

Stiles reported that the YMCA has heard from Jackson Township. They will be issuing a demolition permit. The YMCA cannot begin construction outside or inside until they receive a construction permit. They may remove, but not add to the building. The YMCA needs the final piece (high school rear access road and turnabout) approved by the School Board so the land development plan can be submitted to the Township who will then issue a construction permit to the YMCA. Czapp stated that he spoke to Ray Dietrich at the Township about the process. Dietrich was not clear about how the approval would take place.  

Stiles reported that SGRPRC has made the transfer to the YMCA. The before and after care program presently housed in the YMCA building will move to SGE beginning March 3^rd. Licensing needs taken care of and is in the process. Bradley stated when relocating the program, it is at no cost to the district and will not displace any of our students. All three elementary schools have executed the program in the past.

Ramsay reiterated that the board wants to move on to get the development plan finalized and submitted. In the absence of a final dollar figure, the board is going to have a tough time getting that approval done within a week.  Czapp is looking to Lobar to provide a “not to exceed” number. Ramsay added he would like to see $1 million left over from the initial allocated project number. If it comes in over budget requiring a change to the master plan, it will prolong the effort.

Krise Transportation Update

Czapp provided an update from the previous committee meeting when board members asked that the administration to reach out to Krise Transportation. To place their terminal on property owned adjacent to the district, PennDOT requires a road onto the campus. Krise confirmed their interest in placing the bus terminal on the property if the board is open to the road. 

Czapp stated there are two and one-half years remaining on the existing bus contract with Krise. If the board has an interest in the Krise terminal and road, it will include extending the contract. The terminal and the road cost would be the responsibility of Krise Transportation. The district’s part would be consideration of an updated seven-year contract. A Transportation RFP will be needed in approximately one year anyway.  The board could decide to extend the contract with Krise and avoid the RFP.  If the contract goes back out to bid, various companies could weigh in. 

Baum questioned what considering a Krise road would do to the land development plan. Nothing, if the board is not interested. Krise will sell the land. Ramsay stated the district has a good relationship with Krise, and they are a good partner.  The committee had said at the last meeting they wanted to again review the initial proposal. Stein stated the board needs to look at the short and long-term benefits. 

Czapp proposed that if the board extends the contract, there is current knowledge of what could be expected by what is currently in place. It would require negotiations on an extended agreement. Czapp stated there are many advantages to having the terminal closer to campus.  The board should be presented with pros and cons of its decision. Czapp will present the drawing from Krise that was originally shared with the committee on January 27^th with other materials going out to the full board to determine if there is a consensus on receiving a presentation.  Ritz stated it would be a win/win.

High School Gym Floor / Rear Hallway Update

Stiles provided an update on the repairs to the gym floor and rear hallway, indicating that the craftsmanship was still not acceptable. Stiles will be showing the deficiencies to the vendor and ask for corrections.  The district received the check from the insurance company. The district has paid Miller’s approximately 75% of the balance. Part of signing off on the claim includes an expectation that the floor is restored to what it was before the water main break. Repairs are needed before releasing final payment. Czapp and Stiles will work with Miller Construction on the final payment and / or deduct the amount that was charged to change the gym floor coloring from black to blue.  Ramsay asked for pictures of the defects to go out to the full board.

ADJOURNMENT

The meeting adjourned at 9:14 AM.

RESPECTFULLY SUBMITTED, Suzanne E. Sterner, Board Recording Secretary

BUILDINGS AND GROUNDS COMMITTEE MEETING

of the Spring Grove Area School District Board of School Directors
Thursday, January 16, 2025 @ 8:00 AM
Educational Service Center
100 East College Avenue, Spring Grove, PA

Agenda

I.             Call Meeting to Order, Ben Ramsay                                       

II.           Finalize Rear High School Road Turnaround

III.          Walk-in Cooler/Freezer Update

IV.         Proposed Maintenance Building Update

V.          YMCA (SGRPRC) Before / After School Care Update

VI.         Krise Transportation Update

VII.        High School Gym Floor / Rear Hallway Update

VIII.       Next Steps

VII.        Adjourn Meeting                                                                                                                          

SPRING GROVE AREA SCHOOL DISTRICT
BOARD OF SCHOOL DIRECTORS
BUILDINGS AND GROUNDS COMMITTEE MEETING MINUTES

DATE/TIME of MEETING:   December 18, 2024 @ 8:00 AM

LOCATION of MEETING:     Educational Service Center, 100 East College Avenue, Spring Grove, PA

The following School Directors were in attendance:  Ben Ramsay (chair), Mike Ritz, Rodney Shearer, Nicole Wilson

The following Spring Grove Area School District personnel were in attendance:  Dr. Joseph Bradley, Superintendent, Dr. Steve Guadagnino, Assistant Superintendent, Mark Czapp, Director of Business Operations, Bill Stiles, District Facilities Manager, Suzanne Sterner, Board Recording Secretary

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A Buildings and Grounds Committee meeting of the Spring Grove Area Board of School Directors was held on Wednesday, December 18, 2024.  Ben Ramsay called the meeting to order at 8:07 AM.

Walk-in Cooler/Freezer Updates (Includes maintenance facility considerations)

Czapp reported that after speaking with the board about moving the walk-in freezer/coolers to the rear of the high school, one avenue that a public school could take was to secure an architect / contractor using Co-Stars (through the Commonwealth of PA Department of General Services).  Co-Stars lists vendors that have already pre-bid various capital projects. Per the committee’s direction, the district selected Gordian (through Co-Stars) as the authorized contractor / project administrator.  Lobar represented the lowest bidder / general contractor (GC) for work such as the walk-in cooler/freezer project. 

Czapp invited and welcomed Jesse Mercado, project manager with Lobar Associates, to provide an overview of the process as the awarded GC.  Czapp reiterated that there is no cost to the district to receive an estimate for a project through Gordian.  This route bypasses the bid process but would not bypass prevailing wage.  An additional advantage is the district’s flexibility to select the specific vendors/contractors to work with Lobar as the GC.  At the conclusion of the meeting, Czapp will seek direction from the committee on whether the project moves forward using Lobar.

Mercado commented on the long-standing relationship between the district and Lobar. He shared a presentation providing a high-level view of the process working with Co-Stars (Gordian).  Pricing varies throughout the state based upon regions.  An additional benefit to using Gordian is the time savings.  At no cost to the district, the district can request pricing comparisons from Lobar.  Should the district then decide to not move forward with the project, there is still no charge.  Per Mercado, Lobar could provide conceptual drawings and the district would be under no legal obligation to use Lobar following receipt of estimates, and the district could elect to put the project out for bid at that time.  Mercado noted however, a benefit to moving forward with Lobar is a guarantee of not having change orders (if remaining within the scope of work of the project).   Ramsay added the board may not want to put out to bid only to have costs driven up by missed items (resulting in change orders) by other GCs. 

Ramsay stated that one of the areas of unrest with board members is not knowing the estimated costs of the overall project(s).  Mercado responded that if Lobar builds a team based upon what the board is looking for, the team would arrive at a cost that is manageable and acceptable to both sides.  If the board was looking at an unrealistic cost, Lobar would tell the district, keeping in mind that there is flexibility with potential “modifiers and add-ons.”  Mercado added that engineering costs do not go through the Gordian program.  However, Lobar could assist with selecting and working with an engineer.  Czapp cautioned that at some point, there is going to be a cost with securing an engineer for the project. 

Ramsay stated using Lobar looks like an appropriate starting point to expedite the process with current projects.  The first step is a purchase order from the district.  Lobar includes all fees in the estimate, including Gordian’s percentage fee and additional construction manager costs who work with Lobar to prepare the contract/invoice.  Lobar gets paid from the school district based on the contract and others receive payment from directly from Lobar. 

Bill Stiles noted that the district’s previous projects using Gordian as the project manager were Paradise and New Salem Elementary cable replacements, and the third lane addition at the High School.  The district selected the contractor.  Shearer noted that using Co-Stars was often a preferred route by the municipality for projects, but not for purchasing vehicles as there are mandatory added features, even if not needed. 

Using the task catalog, the process happens quickly.  There is no retainer necessary.  Once the district signs the contract, costs are all inclusive.  Mercado indicated that the district could share drawings and information already in hand with Gordian/Lobar to expedite the analyzing process.  Shearer hesitated giving drawings and information from First Capital to Lobar.

Wilson exited the meeting.

Mercado presented rough estimates on the cost of the walk-in cooler/freezers if added to the rear of the high school based upon high level specifications: 

·        $265/SF, plus $150K for design/engineering

·        Total $2.4 million – does not include excavation, outside work, etc.

Stiles indicated that 40% of the stored items will be used by the high school.  Shearer questioned if having the walk-ins at the high school would present a cost savings down the road with convenience to labor costs.

Ramsay suggested if the committee could obtain an estimate on the maintenance building projected, having those numbers on the table for the board’s review to compare any savings if putting the coolers in the building would be helpful.  Mercado would need a footprint of the building, including land disturbance, to prepare the estimate. 

Ramsay reiterated that there is an allocated amount of money based upon what the board is willing to spend and requested the information be placed in a format that shows the costs, the pros and the cons, with potential alternates. Lobar will review the existing engineered plans to see what can be used to price out the project.  A high-level estimated savings if placing the coolers in the maintenance building was projected at $95-$150 thousand.  Dr. Bradley added that if there is any appetite for putting the coolers in the maintenance building, the board may be able to consider eliminating the need for the turnaround at the high school rear access road.  First Capital would need to be notified as soon as possible and potentially be released from the project.

Mercado can put together a high-level conceptual drawing.  The walk-in cooler estimate was based on square footage.  There is no cost to determine the square footage, footprint, breakdown of a building and the estimated land development.  He can provide examples of Lobar’s work and collaborate with engineers (suggesting EI Associates) for projected costs.  An estimated timeline after going to the engineer would be a few months. Ramsay suggested Stiles put together a list of requirements, preferences, etc., and estimated square footage for the maintenance building and meet with Lobar in early January to continue moving forward with their proposal. 

Update to Timeline for Submitting Master Land Development Plan

Turnaround @ High School Rear Access Road

Czapp shared two options presented by First Capital for the High School rear access road turnaround:

·        Option 1 at $140K

·        Option 2 at $68K

Board committee members preferred option 2 but suggested moving the road slightly to the right to tie into an existing road.  Czapp will take back to First Capital to update the drawing.

Paving SGE Access Road

Czapp requested direction on moving forward with paving the SGE access road.  Board committee members tasked the administration with getting a price from Lobar.  Czapp will reach out to Mercado.

YMCA Parking Update

Czapp reported that once the turnaround at the high school rear access road is finalized, the Master Land Development Plan will be ready to submit. 

Punch List / Repainting High School Gym Floor

Stiles reported that when completing the High School gym floor, Miller’s gouged the floor in the hallway coming into the gym.  Additionally, the coatings on the gym floor itself were too thin.  Miller was scheduled to complete repairs with two base coats and an additional topcoat at no cost to the district, and to repaint the black perimeter area with rocket blue for an additional cost of approximately $5,000 (+/-).  The timeline originally given included a completion date of January 2^nd.  This morning, Miller’s requested to extend the completion date to Monday, January 6^th. 

Stiles explained the impact to operations with the delayed completion date by having to reschedule events/practices and sort through additional details.  Asking for the committee’s direction, the following options were discussed:

·        Wait and complete the work over summer break. 

·        Seek another vendor and deduct the cost from Miller’s final payment. 

·        Eliminate the paint color change so Miller can maintain their original timeframe. 

Committee members do not want to interfere with Miller’s current warranty on their work.  Ramsay questioned if repainting the floor from black to blue is necessary.  Consensus of the committee was that the black did not need to be changed.  Ramsay will reach out to other members of the full board and advise Czapp and Stiles no later than the close of the day.

Krise Transportation Update

Czapp reported that the contract for parking buses at the Krise Terminal on Spring Grove Borough’s property is coming to an end.  John Pauley is selling the building located at the site to the Borough.  The Borough is not interested in having buses parked there. 

Krise had previously purchased land adjacent to the Roth Church Road District Campus / Old Hanover Road with intentions to move the terminal to that site.  Those plans changed when school board members were not in agreement with allowing Krise to place a secondary egress road onto Rocket Drive as required by PennDOT for Krise to proceed.  Krise began looking for an alternate site to purchase and is now ready to move forward with selling the property adjacent to the campus.  Krise is offering the district first right of refusal to purchase the land.  Czapp asked the committee if there was any interest in purchasing the property. 

Shearer commented that the Krise road was never put to the full board for a vote at the time it was presented.  The committee does not have an interest in purchasing the land, but they did express an interest in putting the Krise road before the full board for a vote if Krise would confirm its interest in moving forward with placing the terminal on the property.  Czapp will reach out to Tim Krise to determine next steps.

Committee Executive Session

Czapp presented a confidential resolution to committee members for review and requested consensus to move the document to executive session with the full board at the January 13, 2025, Directors’ Study Forum.  The session will be included for the Board President’s consideration when preparing the agenda for the meeting.

ADJOURNMENT

The meeting adjourned at 10:05 AM.

RESPECTFULLY SUBMITTED,

Suzanne E. Sterner, Board Recording Secretary

BUILDINGS AND GROUNDS COMMITTEE MEETING

of the Spring Grove Area School District Board of School Directors

Wednesday, December 18, 2024 @ 8:00 AM

Educational Service Center

100 East College Avenue, Spring Grove, PA

 

Agenda

I.               Call Meeting to Order, Ben Ramsay                                       

II.            Walk-in Cooler/Freezer Updates – MC, Lobar

III.          Update to Timeline for Submitting Master Land Development Plan – MC, First Capital’s update

a.     Turnaround @ HS Rear Access Road – MC, First Capital’s update

b.     Ideas for Paving SGE Access Road

c.     YMCA Parking Update

IV.          Punch List / Repainting High School Gym Floor – MC/BS, need committee consensus

a.     Timeline

b.     Repair Budget

V.             Krise Transportation Update – MC

VI.          Committee Executive Session

VII.        Next Steps

VIII.      Adjourn Meeting                                                                                                                         

SPRING GROVE AREA SCHOOL DISTRICT
BOARD OF SCHOOL DIRECTORS
BUILDINGS AND GROUNDS COMMITTEE MEETING

DATE/TIME of MEETING:   November 5, 2024 @ 3:00 PM

LOCATION of MEETING:    Educational Service Center, 100 East College Avenue, Spring Grove, PA

The following School Directors were in attendance:  Doug White (chair), Ben Ramsay, Rachel Rohrbaugh, Rodney Shearer, Doug Stein

The following Spring Grove Area School District personnel were in attendance:  Dr. Joseph Bradley, Superintendent, Dr. Steve Guadagnino, Assistant Superintendent, Mark Czapp, Director of Business Operations, Bill Stiles, District Facilities Manager, Suzanne Sterner, Board Recording Secretary

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A Buildings and Grounds Committee meeting of the Spring Grove Area Board of School Directors was held on Tuesday, November 5, 2024.  Doug White called the meeting to order at 3:03 PM

Mark Czapp reported that documents were signed last week to finalize the sale of the former middle school to the YMCA.  Next steps are for the YMCA to meet with contractors and formulate a gameplan and timeline for construction and renovations.  The question to the district is how soon we need to vacate the maintenance department from the building.  The technology department will not be displaced, though there may be some minor disturbance.  When the YMCA signs the contract for construction with Wagman, a timeline will be established for the district to complete the parking project. 

Bill Stiles stated that a proposed parking plan was shared out at former meetings.  The parking will need to be included on the Master Land Development Plan so First Capital can finalize the documents and submit the plan.  The YMCA is looking to open the renovated facility on September 1, 2025, with construction starting January 1st.  Talking with John Luciani and reviewing the PA conservation process, a tentative opening date of September 1 means the master plan needs submitted to Jackson Township as soon as possible.  At that point, the township needs 90 days to consider approval, minimally. The committee needs to consider what is to be included in the Master Plan.

Ramsay stated that if there are items that knowingly will require a tax increase, those items should not be included on the plan.  If the HS road and the parking are already part of the plan with allocated funds available to cover those costs, and the SGE road is outside of those funds, then it should be off the plan.  Rohrbaugh stated that there is money currently set aside (bond/note funds) for the projects.  Czapp stated that the district can give back a portion or all the money; but the money cannot be used for anything outside of the proposed capital projects. 

White asked if the money could be used toward the walk-in project at the high school?  Mark will make that inquiry.

Rohrbaugh reiterated that the proposed SGE access road would be used as an entrance for parent pickup and drop off only – then gated during the school day.  That will alleviate parents from being on the same roadway as the buses before and after school.  The thought of this separation is appealing.  Bradley added that opening the road would require procedural changes at the elementary building.  White agreed and shared of a recent situation where a parent was trying to get to his child and could not get past the traffic that was deadlocked leading up to the building.  He is a proponent of adding the road to the master plan. 

Stein does not feel this is a good solution, but rather a temporary fix.  A traffic plan should be studied.  Stein does not agree with the road entering from and exiting onto the parking/entrance area of the high school despite the two educational facilities running on different schedules.  He had suggested small traffic circles on campus roads in past conversations.

White asked Luciani if it is possible to look at alternate egresses onto Rocket Drive, to which Luciani replied those alternatives were previously presented to the committee.  The proposal on the table is much less costly and routes traffic around the back of the building; however, First Capital’s drawings are still at a concept level.  What Mr. Stein is proposing is a more expensive alternative but could be considered.  Luciani also commented that regarding the HS parking access, when the driveway is considered for the maintenance building, consideration should be given to line up the high school and the new facility driveways.  The sidewalk at the high school road should be an “add-on.”

With the proposed SGE road, First Capital followed the existing gravel road, which has reasonable slopes.  Currently, it is projected to be 24’ wide.  Could the road be changed before putting out to bid?  Yes, but specs should be close to the eventual project when submitted to the conservation district.  There is no curbing needed.  Right now, it is a low-cost road.  The master plan permit will be good for five years.  The board is not obligated to do the projects if there is not an appetite to move forward after receiving bids for respective projects.

Shearer questioned if the SGE road were smaller, and it was one-way instead of two-way, would that eliminate the need to modify the parking lot and add a stormwater plan?  Could it then be paved without adding to the master plan?  Mark will investigate the question with the township.

Stein suggested having a remote-controlled gate so the road can only be used when we want it to be used.  The committee was okay with including lighting and gating as alternates to a one way SGE road and presenting for inclusion on the master plan.

Rohrbaugh spoke with Mr. Miller and students behind the pickleball court initiative.  Similar to other staff/student collaborations (disc golf, mountain biking, and sand volleyball), the courts could be used as part of physical education classes.  A USA pickleball grant and a York County grant would cover equipment.  She also spoke with Mike Hartman who indicated that initial surfacing of the court would last 10-20 years.  Bradley added that SGE could use the courts for a pre-tennis curriculum “teaching moment” – and there are three high school courses (life sports, team sports, net gaming) that could take advantage of the courts.  The Intermediate School uses the tennis courts. 

Stein suggested the location of the proposed courts will present a problem with congestion.   

Shearer suggested it go in front of all nine board members for consideration of adding to the plan. 

Rohrbaugh asked if alternate locations could be considered.  Stiles was curious if placement of the pickleball court was not at the high school, would students still be okay with efforts to raise money? 

MEMORIALIZING NEXT STEPS

Czapp stated that it will take approximately 30 days for First Capital to have the Master Plan documents in place to submit once the board approves all projects to be included.  Consensus of the committee was to include a board action on November 11^th to include the HS Road / YMCA Parking / SGE Road on the master plan.

Czapp will work with First Capital to determine additional placement options for the pickleball court.  Those possibilities will be presented to Mr. Miller and Doug White before considering if the courts are to move forward for consideration of adding to the master plan.  Those considerations can take place at the November 25^th meeting, with a presentation by Mr. Miller and students involved in the initiative.  Consideration of board approval would then be tentative with December 2^nd meeting items.

ADJOURNMENT

The meeting adjourned at 4:06 PM.

RESPECTFULLY SUBMITTED,

Suzanne E. Sterner, Board Recording Secretary

BUILDINGS AND GROUNDS COMMITTEE MEETING
of the Spring Grove Area School District Board of School Directors
Tuesday, November 5, 2024 @ 3:00 PM
Educational Service Center
100 East College Avenue, Spring Grove, PA

 

Agenda 

I.               Call Meeting to Order                                                              

II.            Current Projects Included on Master Land Development Plan

a.     YMCA Parking

b.     High School Access Road

c.     Consideration of SGE Access Road / Pickleball Court

III.          Memorializing Next Steps with Board Action November 11, 2024        

IV.          Adjourn Meeting                                                                      

SPRING GROVE AREA SCHOOL DISTRICT
BOARD OF SCHOOL DIRECTORS
BUILDINGS AND GROUNDS COMMITTEE MEETING

DATE/TIME of MEETING:   October 15, 2024 @ 7:30 AM

LOCATION of MEETING:    Educational Service Center, 100 East College Ave., Spring Grove, PA

The following School Directors were in attendance:  Doug White (chair), Karen Baum, Mike Ritz, Rachel Rohrbaugh, Rodney Shearer

The following Spring Grove Area School District personnel were in attendance:  Dr. Joseph Bradley, Superintendent, Dr. Steve Guadagnino, Assistant Superintendent, Mark Czapp, Director of Business Operations, Bill Stiles, District Facilities Manager, Suzanne Sterner, Board Recording Secretary

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A Buildings and Grounds Committee meeting of the Spring Grove Area Board of School Directors was held on Tuesday, October 15, 2024.  Mark Czapp called the meeting to order at 7:39 AM.

Review SGE Access Road

Czapp stated that at the last Buildings & Grounds meeting on September 23^rd, placement of the SGE access road was tentative for inclusion on the master plan by First Capital.  The intent for the road is for use by parents for student pickup/dropoff.  It was agreed upon to continue the discussion.  A decision is needed from the board to determine projects to be included on the master plan. 

Czapp again shared First Capital’s preliminary drawings of the SGE road, noting a standard light pole and small water system located at the road’s entrance off Rocket Drive that may need moved as part of the project.  The water system is used by York Water to flush the water tower located on district property behind SGE. 

As shared at previous meetings, including the SGE road on the master plan does not translate to a commitment by the board to move forward with the project.  Items requested by board members to include in preliminary drawings could be listed as alternates or removed altogether prior to putting the project out for bid, should the board approve the project.  An example would be the walking path that would mirror existing paths on campus between buildings, athletic fields, and the stadium. Czapp and Stiles would also ask First Capital to reconfigure the staff parking area at the rear of SGE to allow room for trucks that regularly come through for deliveries, and to leave room for custodial and maintenance staff to access dumpsters and storage areas in the rear of the building. 

Shearer questioned the need for the road.  Czapp stated the base road is currently there and serves as an emergency road that could be designed for buses, with the main purpose being for parents due to the huge issue of traffic congestion before and after school.  Parents currently use the same road as buses coming in and out.  The road would also serve as a secondary egress during home football games / wrestling events for departing traffic.  Installation of some sort of shrubbery or greenery would be necessary between the road and the student’s playground, as included in the drawings, as a protective measure.  Shearer stated his disagreement with spending money for the road at this time. 

Czapp requested a consensus of board members in attendance whether to present to the full board for action to consider adding to or removing the road from the master plan.  White and Rohrbaugh agreed to the action.  Baum concurred as a board member meeting attendee.  Shearer and Ritz disagreed.  Ritz then indicated he would vote no but consented to having the item considered by the full board for a decision.  An action item will be included on the October 28^th meeting agenda for consideration.  A message will then be shared with First Capital.  Again, inclusion is for long-term planning only and would not commit the board to installation of the road.  However, according to Jeff Shue, Jackson Township engineer that works for C.S. Davidson, any project not included on the master plan cannot be added without a major interruption to the existing projects in progress.

There was a question about trucks using the road from Rocket Drive during the day.  Rohrbaugh stated there had been discussion about gating the drive during instructional hours. 

PICKLEBALL COURT

Czapp stated the administration has been approached by high school students and faculty interested in applying for a grant and raising funds to install a pickleball court, currently reflected on the SGE road drawing.  Stiles noted that the “plot” on the drawing is for six courts.  Total size and placement would depend upon the number of courts and space in between the courts.  Czapp shared correspondence from Tanner Cool, architect with First Capital, who gave an estimated cost of $8,600 for stormwater if installing the courts.  The stormwater basin that is currently there is large enough to accept the stormwater runoff for the court itself.  The administration would suggest students add the cost of the stormwater to their fundraising efforts.  Majority consensus of board members present was to bring to the full board for a vote at the October 28^th voting meeting to include the courts on the master plan, again, not translating to the board’s obligation to complete the project. 

UPDATE / GRIM PROPERTY

Czapp reported having a meeting with members of the Grim family who agreed with everything that was discussed during a recent executive session with board members.  The information was presented to Stock and Leader, who are working on a proposed contract for the property.  There will be an executive session to continue the process when the document is in final draft form for consideration.  No interruptions are anticipated, as both parties (district and Grim family) are satisfied.  Other items to be considered include road lighting, landscaping, etc., with requirements on both parties to be outlined in the agreement.  Czapp is waiting to hear from Stock and Leader and Jackson Township on the amount of time anticipated to complete the Grim property transaction in the courts.  This will determine if the maintenance building project can/should be included on the master plan. 

Of additional note, the YMCA renovation project is currently out for bid.  Closing date and bid opening are tentative before November 1^st – but there is no firm date confirmed.   

MEMORIALIZING NEXT STEPS

The Board will be asked to consider two separate actions at the October 28^th regular voting meeting:  1) location of the SGE access road and placement on the master plan and 2) location of the pickleball court and placement on the master plan.

ADJOURNMENT

The meeting adjourned at 8:12 AM.

RESPECTFULLY SUBMITTED,

Suzanne E. Sterner, Board Recording Secretary

BUILDINGS AND GROUNDS COMMITTEE MEETING

of the Spring Grove Area School District Board of School Directors

Tuesday, October 15, 2024 @ 7:30 AM
Educational Service Center
100 East College Avenue, Spring Grove, PA

Agenda

 

I.               Call Meeting to Order                                                              

II.             Review SGE Access Road / Pickleball Court

III.            Update re. Grim Property

IV.            Memorializing Next Steps                      

V.             Adjourn Meeting                                                                                                                         

SPRING GROVE AREA SCHOOL DISTRICT
BOARD OF SCHOOL DIRECTORS
BUILDINGS AND GROUNDS COMMITTEE MEETING

DATE/TIME of MEETING:   September 23, 2024 @ 5:30 PM

LOCATION of MEETING:    Spring Grove Area Middle School, LGI Room #241, 244 Old Hanover Road, Spring Grove, PA

The following School Directors were in attendance:  Doug White (chair), Eric Barshinger, Karen Baum, Ben Ramsay, Mike Ritz, Rachel Rohrbaugh, Rodney Shearer, Doug Stein, Nicole Wilson

The following Spring Grove Area School District personnel were in attendance:  Dr. Joseph Bradley, Superintendent, Dr. Steve Guadagnino, Assistant Superintendent, Mark Czapp, Director of Business Operations, Bill Stiles, District Facilities Manager, Suzanne Sterner, Board Recording Secretary

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A Buildings and Grounds Committee meeting of the Spring Grove Area Board of School Directors was held on Monday, September 23, 2024.  Doug White called the meeting to order at 5:34 PM.

Overview of Land Development Plan (information provided from First Capital)

Mark Czapp stated that during the last meeting, there were questions about the Master Land Development Plan.  He welcomed John Luciani to review the preliminary steps necessary for the township regarding the multi-projects listed on the plan.  Projects at that time included, with assistance from CRA as the architect, the maintenance building, two access roads, YMCA parking, high school stadium additional parking, and a bypass lane at the high school.  Luciani stated that once a project or combination of projects exceeds one acre of disturbed land, a National Pollutant Discharge Elimination System (NPDES) permit is required.  The one-acre threshold was met with the maintenance building by itself, excluding the other projects. 

Jackson Township worked with the school district to separate the bypass lane at the high school project.  The entire design process was less than one acre and was funded with grant monies.  The Township suggested doing the multi-projects remaining under one land development plan.  It takes 6-9 months to apply and receive the approval.  First Capital is hoping to include everything on one document and present to Jackson Township and the York County Conservation District.  NPDES permits are typically good for five years and EPA is stringent to that timeline.  The actual work on the projects can be cumulative, and the permit could be extended for a five-year period. 

Ramsay questioned the versatility of the placement and details of some of the projects if the permit requires specifications.  Luciani replied that minor wholesale changes could be made, but large-scale changes would impact stormwater management and would not be permissible.  The Board needs to agree on what the projects are going to look like.  Minor details can be changed or removed; major amendments become an issue.  If the Board were to not move forward, projects could be shelved. The administration and First Capital are looking to get the projects approved specific to proposed sites.  White reported having a conversation with Ray Dietrich, Jackson Township Supervisor, who agrees with Luciani. 

Luciani stated that the maintenance building would work on the Grim property.  Since a special exception was received initially to place a non-educational structure on public school property, if moving forward with the Grim property, there may be a need to go through the special exception process again.  The two roads are straight construction without a building.  The maintenance building requires a land development plan.  If it is the will of the Board to shelf the maintenance building at the present time, there may be opportunity to move forward with the roads without a building construction project permit. 

Wilson questioned the priority of the projects.  Rohrbaugh questioned the timeframe for the YMCA building to be vacated.  Czapp reported that the YMCA is looking to have a decision by November 1^st.  They are awarding a bid to a contractor.  Project costs are contingent on current building occupants’ plans to relocate during renovations.  YMCA continues to raise funds, and they are confident they will be able to cover the costs. 

Czapp requested the Board meet for a brief executive session after adjournment of tonight’s meeting to discuss more information on the Grim property.  Barshinger suggested that if considering all projects on one land development plan, the Board should have assurance regarding the Grim property before moving forward with the roads.  Czapp cautioned Board members that when considering different ideas and scenarios, a major concern are the costs associated with editing and altering plans.  It would be beneficial to agree to include the five proposed projects and their locations before continuing. 

Ramsay questioned if board members have an appetite for the roads and the building.  Czapp stated that there are many moving parts to day-to-day operations and what alternatives might be, including manpower hours and expenses in the interim of completing projects.  Rohrbaugh and Stein added that the high school secondary road has been a priority for many years.  A straw poll of five board members (Rohrbaugh, White, Baum, Stein, Wilson) was to move forward with building a road at the high school.  The SGE road is currently accessible and can be used in an emergency, though it should be gated. 

High-level Overview of Walk-in Cooler/Freezer/Raw Storage (Information provided from Gordian / Lobar) 

Stiles reported that the walk-in coolers could be placed at the high school without being part of a proposed land development plan.  He is gathering information and budgetary numbers to present at a future meeting for consideration. 

Two Options for High School Rear Access Road Placement:

Option 1 – presented by First Capital 8/26/24 – 8% slope – recommended.

Option 2 – Proposed Second Option – 19% slope – not recommended. 

Stiles shared recommendations (copies of emails) from Officer Kevin Mengel, SRO, and Chief Lash and Sgt. McClure, NYCRPD, all of whom are in favor of Option 1 for student safety and traffic pattern concerns.  Czapp again stated that every time a change is made, it is costing taxpayers money.  The decision is ultimately the will of the board.  He urged the Board to decide on the road and vote at the next public meeting (October 14).  The majority of board member attendees were in favor of the longer version of the road at the rear of the high school exiting onto Spirit Lane.

A First Look at SGE Access Road

Placement of the SGE access road is tentative for inclusion on the master plan with the intent of being used for parent pickup.  The location would not interfere with high school traffic flow since those students are dismissed earlier in the day.  It is a two-way plan.  Stein raised concern that the projected placement does not make a true entrance to the building and suggested the road should go in front of the building for continuous traffic flow.  Consensus was to continue discussion on the SGE road.  White added that the road is already started; it has a good base. 

ESC / SPRING GROVE AREA HISTORICAL SOCIETY UPDATE

Czapp reported that he and Stiles have met with members of the Historical Society and their architect, and another meeting is tentative for tomorrow to continue discussions related to the ESC.  The Board had previously consented to their use of space at the ESC in the interim of purchasing the building. 
With purchase contingent upon relocating to the Roth Church Road campus, finalization of the purchase cannot move forward.

MEMORIALIZING NEXT STEPS

The Board will be asked to consider approval of the location of the high school rear access road at the October 14^th meeting.  A Buildings and Grounds Committee meeting will be scheduled as soon as additional information is collected.

ADJOURNMENT

The meeting adjourned at 6:48 PM.

RESPECTFULLY SUBMITTED,

Suzanne E. Sterner, Board Recording Secretary

BUILDINGS AND GROUNDS COMMITTEE MEETING

of the Spring Grove Area School District Board of School Directors
Monday, September 23, 2024 @ 5:30 PM
Spring Grove Area Middle School / LGI Room #241
244 Old Hanover Road, Spring Grove, PA

 

Agenda

I.              Call Meeting to Order                                                              

II.            Overview of Land Development Plan  (information provided from First Capital)

III.          High-level overview of walk-in cooler/freezer/maintenance facility (information provided from Gordian / Lobar)

IV.          Two Options for High School rear access road placement

a.     Option 1 – presented by First Capital 8/26/24

b.     Option 2 – proposed second option

V.             A First Look at SGE access road

VI.          ESC / Spring Grove Area Historical Society Update

VII.        Memorializing Next Steps                      

VIII.      Adjourn Meeting                                                                                                                        

SPRING GROVE AREA SCHOOL DISTRICT
BOARD OF SCHOOL DIRECTORS
BUILDINGS AND GROUNDS COMMITTEE MEETING

DATE/TIME of MEETING:   August 26, 2024 @ 5:30 PM

LOCATION of MEETING:    Spring Grove Area High School, Conference Room #51, 1490 Roth Church Road, Spring Grove, PA

The following School Directors were in attendance:  Doug White (chair), Karen Baum, Mike Ritz, Rodney Shearer, Doug Stein (Ben Ramsay arrived 6:30 PM)

The following Spring Grove Area School District personnel were in attendance:  Dr. Joseph Bradley, Superintendent, Mark Czapp, Director of Business Operations, Bill Stiles, District Facilities Manager, Suzanne Sterner, Board Recording Secretary

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A Buildings and Grounds Committee meeting of the Spring Grove Area Board of School Directors was held on Monday, August 26, 2024.  Doug White called the meeting to order at 5:33 PM.

MULTI-PURPOSE FACILITY UPDATE

Czapp reported that during the last Buildings and Grounds meeting, board members discussed moving the location of the walk-in coolers from the proposed multi-purpose facility to the rear of the high school.  Czapp and Stiles are currently working with Gordian Design and Construction, a company pre-approved by the state much like Co-Stars, who can provide a pre-fab drawing at no cost to the district.  The current contractor working with Gordian is Lobar Associates.  Engineering services are not covered under Gordian. Shearer requested to be involved in any meetings being set up by Czapp and Stiles.

Consensus of board committee members was for Stiles to submit the application to Gordian for a high level pre-fab drawing at no cost.  At the point where costs are incurred, board actions will be included on the next voting meeting agenda to memorialize steps that will keep the project moving forward. 

REAR ACCESS ROADS UPDATE

Stiles stated that the newly installed bypass lane at the main entrance of the high school is working well; Lobar did the contracting work.

John Luciani, First Capital Engineering (FC), presented two sets of proposed drawings for rear access at the High School.  FC looked at two types of geometry:

1)     Two 14 ft. single lanes from the parking lot that tie into Spirit Lane – paved driveway.

·       Would result in 325 ft. road.

·       Grade for one way is at 16%, steep and probably not allowable. 

·       Inclement weather would present a problem.

·       Projections indicate there would not be accessibility by a tractor trailer (WB50) to the rear of the high school using the on-road.  Box trucks would be workable (26 ft). 

2)     One 24 ft. double lane from parking lot to exit onto Spirit Lane – also a paved driveway.

·       Larger area for grading - grade for two-way is 7-1/2% and meets standards.  Grading would be less than the main entrance into the school.   Would result in 900 ft. of road with 15ft. of fill.

·       Costs for this option include grading plan.

·       Road fits onto SGASD property and butts up against Grim property. 

·       Allows for two-way movement. 

·       Allows for truck turning / allows for 8 ft. per car on either side.  There is currently a turnaround issue at the high school.

·       No loss of student parking spots.

Projected costs were priced out using RS Means.  $1.21 Mil. vs. $1.206 Mil.  Relatively the same.

·       Priced paving at identical thickness. 

·       Considers the grades, 6” of stone, 3” of binder, another 2” of binder, and wearing coarse on the top of that material – same as a PennDOT road. 

·       Includes consideration of curbing, guide rail, pavement markings, signage, lighting, storm pipe and inlets, manholes, and erosion control.

The wider two-way proposed road is more rounded and includes more lighting (@ 100 ft.).  It would also allow for expanding the turnaround area at rear of the building.

Shearer stated that municipalities are not using the amount of layering as is suggested by FC.  He questioned where the second exit road would be placed. 

Stein stated that currently, the band marches down the roadway from the high school.  There is no indication of including a sidewalk.  He suggested including a flattened area for a future sidewalk while taking care of the grading and prep work.  A five ft. sidewalk could be placed on the inside of the lane.

Consensus of the board members present was to move forward with the two-way proposed road.  Dr. Bradley will include an action on the upcoming Board Agenda (September 9, 2024) to memorialize the decision and keep things moving forward. 

Shearer would like to see the two-way road placed closer to the stadium, contending that it would require less grading and reduce the cost. 

FUTURE PLANNING

Stein requested that the next Buildings and Grounds Committee meeting include discussion on the SGE road.

ADJOURNMENT

The meeting adjourned at 6:29 PM.

RESPECTFULLY SUBMITTED,

Suzanne E. Sterner, Board Recording Secretary

BUILDINGS AND GROUNDS COMMITTEE MEETING

of the Spring Grove Area School District Board of School Directors
Monday, August 26, 2024 @ 5:30 PM
Spring Grove Area High School
1490 Roth’s Church Road, Spring Grove, PA
High School Conference Room #51

 

Agenda

I.               Call Meeting to Order                                                              

II.            Multi-Purpose Facility Update

a.     Brief overview of current options – First Capital Engineering

III.          Rear Access Roads Update

a.     Brief overview of current options – First Capital Engineering

IV.          Site Visit

V.          Adjourn Meeting                                                                      

SPRING GROVE AREA SCHOOL DISTRICT 
BOARD OF SCHOOL DIRECTORS 
BUILDINGS AND GROUNDS COMMITTEE MEETING 

DATE/TIME of MEETING: July 8, 2024 @ 6:00 PM 

LOCATION of MEETING: Educational Service Center, 100 East College Avenue, Spring Grove, PA 

The following School Directors were in attendance: Doug White (chair), Eric Barshinger, Karen Baum, Mike Ritz, Rodney Shearer, Doug Stein, Nicole Wilson (via Zoom) 

The following Spring Grove Area School District personnel were in attendance: Dr. Joseph Bradley, Superintendent, Mark Czapp, Director of Business Operations, Bill Stiles, District Facilities Manager, Suzanne Sterner, Board Recording Secretary 

A Buildings and Grounds Committee meeting of the Spring Grove Area Board of School Directors was held on Monday, July 8, 2024. Doug White called the meeting to order at 6:01 PM. 

EDUCATIONAL SERVICE CENTER (ESC) UPDATE 

As directed by the Buildings and Grounds Committee, Mark Czapp met with Tracy Crouse, Historical Society Executive Director, to present the most recent appraisal of the ESC building. Crouse indicated their board members are very interested in moving forward with purchasing the building and leasing space in the ESC basement in the interim of ownership. Czapp reached out to Stock and Leader to request a draft Sales Agreement between SGASD and the Historical Society, in addition to a proposed draft of a separate Lease Agreement for basement rental, both contingent upon confirmation that the existing ESC offices are relocating to the RCRCP. Evidence of all insurances, including renter’s and liability, will be required in advance of the Historical Society occupying any space in the building. Czapp will continue to work with Stock and Leader. 

YMCA UPDATE 

The YMCA received three bids from contractors for renovations, all of which were higher than anticipated. They continue to work with their architects, engineers, and prospective tenants, on what could be considered as alternates; the school district’s space will remain unchanged. During a recent conversation with Larry Richardson, Czapp indicated discussing the possibility of Windy Hill and SGRPRC vacating the building in advance of renovations to decrease the overall costs. Richardson will be sharing updates and modifications with the three who submitted bids for updated figures. He also stated that he was working on securing an additional $1 million in fundraising. 

Doug Stein stated that he previously shared concerns about the proposed layout of the district’s space and the lack of windows and natural lighting for some of the office areas and staff members, particularly with the amount of time they will spend in the building. Stein believes that the design should be shifted somewhat so that all staff members have access to natural light. Czapp affirmed that the district’s request allowed for as many windows as possible. He will continue to evaluate options and suggest consideration of including skylights as an option to the district’s space. The loading dock will remain, and the district will not lose access to the existing coolers in the building. 

GRIM LAND PROPOSAL AND UPDATE 

At the previous Buildings and Grounds meeting, direction was given to Czapp and Bill Stiles to reach out to the Grim family, discuss the appraisals and updated proposal, and inquire about the $55K in addition to the land swap. Matt Grim requested a hard copy of the appraisal information and relayed that beyond any impact to taxes, the information did appear to present any issues, and he will be discussing with his father. Shearer questioned how the additional $55K would be reflected in the agreement, specifically how it would appear in final costs presented to the courts. Czapp requested that Stock and Leader weigh in on any response. Consensus of board members was to ask the Grims to provide receipts to substantiate the amount. Czapp and Stiles will make the request when sharing a hard copy of the appraisal. Stock and Leader was asked to prepare a preliminary draft agreement for the proposed swap. 

MULTI-PURPOSE FACILITY UPDATE 

Stiles requested next steps from the board regarding First Capital and CRA updating placement and design of the building once the Grim location is confirmed. Consensus of board members was to review the plan and options and sever the existing relationship with CRA. Czapp confirmed that an architect is required to move forward, and Bradley stated that the existing plans are considered intellectual property and can be handed off to the next architect. A change in architects may or may not add time to the process depending up the scope of work requested. 

Shearer suggested that the board look at the building layout again and consider a pre-fab structure. If the general layout and approximate square footage of the building are provided to a contractor, they are likely able to provide an estimated figure for construction, without specifics. Prevailing wage is only required when laborers are on district property. Czapp will reach out to Stock and Leader to secure legal advice on reaching out to specific contractors to secure such a request, and whether a contractor providing an estimate compromises their ability to bid on the project. Confirmation on costs for estimated drawings will also need secured. 

HIGH SCHOOL REAR ACCESS ROADS UPDATE 

Pertinent to the land development plan for the YMCA and parking areas, Stiles shared proposed drawings from First Capital of the originally proposed access roads and updated options secured at the direction of the Buildings and Grounds Committee. After reviewing the drawings and presenting grades and location options, Stiles noted that lines on the updated options did not match up with the original drawings, some of the proposed road was located on the Grim property, and there was a loss of parking space reflected that the board will not consider as an option. Consensus of committee members was to reach out to Joe Gurnsey with First Capital and have him clarify/update the drawings for a more accurate estimate. Stiles will follow up with First Capital and bring back any updates to the committee for reconsideration at a future meeting. 

2024 BUILDING PROJECTS UPDATE 

Stiles shared project updates taking place throughout the district at all educational building project, including proposed timelines. There were no questions by committee members. 

FUTURE PLANNING 

Shearer requested if more parking spaces around the stadium are still being considered. Stiles proposed waiting until the Grim proposal is finalized before considering additional spaces. 

ADJOURNMENT 

White adjourned the meeting at 7:01 PM. 

RESPECTFULLY SUBMITTED, 

Suzanne E. Sterner, Board Recording Secretary 

BUILDINGS AND GROUNDS COMMITTEE MEETING 
of the Spring Grove Area School District Board of School Directors 

Monday, July 8, 2024 @ 6:00 PM 

Educational Service Center 
100 East College Avenue, Spring Grove, PA / Board Room 

Agenda 

I. Call Meeting to Order 

II. Educational Service Center Update – proposal from Historical Society 

III. Grim Land Proposal Update 

IV. Multi-Purpose Facility Update 

V. Rear Access Roads Update 

VI. 2024 Projects Update 

VII. Future Planning 

VIII. Adjourn Meeting 

SPRING GROVE AREA SCHOOL DISTRICT 
BOARD OF SCHOOL DIRECTORS 
BUILDINGS AND GROUNDS COMMITTEE MEETING 

DATE/TIME of MEETING: May 20, 2024 @ 5:30 PM 

LOCATION of MEETING: Spring Grove Area Middle School, 244 Old Hanover Road, Spring Grove, PA 

The following School Directors were in attendance: Doug White (chair), Eric Barshinger, Ben Ramsay, Rachel Rohrbaugh, Rodney Shearer, Doug Stein, Nicole Wilson 

The following Spring Grove Area School District personnel were in attendance: Dr. George W. Ioannidis, Superintendent, Dr. Steve Guadagnino, Assistant Superintendent, Mark Czapp, Director of Business Operations, Bill Stiles, District Facilities Manager, Suzanne Sterner, Board Recording Secretary 

Dr. Joe Bradley was present as District Superintendent-elect. 

A Buildings and Grounds Committee meeting of the Spring Grove Area Board of School Directors was held on Monday, May 20, 2024. Doug White called the meeting to order at 5:32 PM. 

UPDATE ON GRIM REAL ESTATE PROPOSAL 

Bill Stiles reported that he reached out to Mr. Grim following the Board’s direction at the last meeting and shared an updated screen shot of Lot A from Matthew Grim, who indicated they are willing to go an additional 60’ (now 660’) taking the total acreage for the lot to 4.4 acres. Stiles stated that though a positive conversation, the updated proposal does not appear to meet with the Board’s request. 

White would like to see at least 6-7 acres. Barshinger stated that if the Board goes with the land swap, the maintenance building needs to be located on the Grim lot. 

Regarding the request for compensation for runoff issues, Stein would like more information, as there is no evidence to support the accusation that the district never made good on covering costs related to the stormwater management. White suggested offering $25,000. 

Czapp stated there are records on file from the then-superintendent, Dr. Stricker, and a Board Resolution dated August 17, 2005. At that time, Grim had been working with a contractor, Rod Krebs, who was considering developing the land. Access to the district’s sewer and water was included in the resolution; however, the developer did not follow through. 

Board members questioned the amount of district acreage requested in exchange for Grim’s 4.4 acres 

Stiles reported that the 4.4 acres would accommodate the multipurpose facility and the present plan’s proposed parking of 72. 

Shearer requested to be part of the meeting with First Capital on the Grim site. 

Ioannidis stated that if the Board considers doing the land swap, it will have a huge impact on the timeline and an increase in costs associated with the delay to other projects on campus in addition to the building: the roadway at the high school and YMCA partnership, to name a few. It would also require a new land development plan, at approximately 12-18 months minimum, assuming the swap transaction passes through the courts. 

Ramsay requested an appraisal on Grim’s 4.4 acres vs. the district’s 17 acres. Until there is a value placed on what is being exchanged, he cannot support a swap. He would like to see the project continue to move forward. 

The Board requested the administration respond to the Grims with a request to conduct an appraisal on their property and appraise the district’s 17 acres. Czapp estimated an appraisal cost at $2,500. 

Following the appraisals and confirmation that the building can be placed on the Grim’s 4.4-acre lot, consideration will be made to the payment amount to the Grims. 

Czapp stated there will be no update until the appraisals come back, which may take 6-8 weeks. No further negotiations will take place with the Grims until after the Board receives the appraisal information. 

Shearer requested to go with Stiles to sketch out where the building can go. 

UPDATE ON MULTI-PURPOSE FACILITY 

The complete set of drawings are finished; however, with the Board’s new direction, the project is now on hold. 

UPDATE ON COMMUNICATION RE. KRISE PROPOSAL 

At the Board’s direction, Czapp spoke with Tim Krise to state there is no interest in the proposal and to ask about an extension to the existing contract. Czapp will be asking the Board’s Transportation Committee members to meet in the future to review contractual options. Krise may put the land adjacent to the district property back on the market for sale. 

UPDATE ON RCRCP / YMCA PROJECT PARKING 

Stiles reported that on May 29th, the YMCA is set to open bids. This will impact the current placement of the district’s maintenance operations. A proposed final agreement from the YMCA is anticipated to be included with the June 10th DSF items. Larry Richardson has been invited to present Articles of Agreement, proposed CAM costs, and final details of the conveyance. 

Stiles presented phases one, two, and three drawings of the YMCA. He noted that parking will be regulated, and additional spots were addressed. Anything that is requested to be added outside of the building envelope will need Board approval. Stein stated his concern over who will bear responsibility for updating parking in the future. 

UPDATE ON HIGH SCHOOL ACCESS ROAD 

Czapp and Stiles are working on high level proposals and recommendations for one two-way or two one-way access roads at the high school. First Capital does not need a final decision at the present time. 

Stiles will address Shearer’s question about single lane roads being considered at 14’ wide by First Capital. 

FUTURE PLANNING 

Stiles stated that Miller Construction will be starting on June 3rd with the high school gym floor. The scheduled completion date is August 12th. 

ADJOURNMENT 

White adjourned the meeting at 6:22 PM. 

RESPECTFULLY SUBMITTED, 

Suzanne E. Sterner, Board Recording Secretary 

BUILDINGS AND GROUNDS COMMITTEE MEETING

of the Spring Grove Area School District Board of School Directors
Monday, May 20, 2024 @ 5:30 PM
Spring Grove Area Middle School
244 Old Hanover Road, Spring Grove, PA – LGI Room #241

Agenda

I.             Call Meeting to Order                                     DOUG WHITE

II.           Public Comment

III.          Update on Grim Real Estate Proposal

IV.          Update on Multi-Purpose Facility

V.           Update on Communication re. Krise Proposal

VI.          Update on RCRCP / YMCA Project Parking

VII.         Update on High School Access Road

VIII.        Future Planning                   

IX.          Adjourn Meeting                                                                      

 

SPRING GROVE AREA SCHOOL DISTRICT 
BOARD OF SCHOOL DIRECTORS 
BUILDINGS AND GROUNDS COMMITTEE MEETING 

DATE/TIME of MEETING: May 6, 2024 @ 5:30 PM 

LOCATION of MEETING: Spring Grove Area Middle School, 244 Old Hanover Road, Spring Grove, PA 

The following School Directors were in attendance: Doug White (chair), Eric Barshinger, Karen Baum, Rachel Rohrbaugh, Rodney Shearer, Doug Stein, Nicole Wilson 

The following Spring Grove Area School District personnel were in attendance: Dr. George W. Ioannidis, Superintendent, Dr. Steve Guadagnino, Assistant Superintendent, Mark Czapp, Director of Business Operations, Bill Stiles, District Facilities Manager, Suzanne Sterner, Board Recording Secretary 

A Buildings and Grounds Committee meeting of the Spring Grove Area Board of School Directors was held on Monday, May 6, 2024. Doug White called the meeting to order at 5:32 PM. 

There was no one present from the public. 

Potential Real Estate Transaction 

At the previous Buildings and Grounds Committee meeting, Board members directed Mark Czapp and Bill Stiles to reach out to the Grim family regarding a possible land swap. Czapp reported that he and Stiles recently met with members of the Grim family to discuss options. 

Czapp then welcomed and introduced Gary Grim and his son, Matthew Grim, who shared copies of a draft proposal to swap land owned by the Grims with acreage owned by the school district. They also shared a rough map depicting plot A, currently owned by the Grim family, and plots B and C, currently owned by the school district. The Grims proposed exchanging their plot A, 4.2 acres / 300’ x 600’, for the district’s plot B, 5.5 acres, and plot C, 11.3 acres, along with $55,000 to reimburse the Grim family for their costs to repair and install a waterway he stated was caused by the high school’s rear parking lot and Spirit Lane water runoff. 

Grim stated that the district had approached him regarding a right of way several years ago. He and members of the Jackson Township planning commission met with district administrators at that time to discuss potential issues. Actions were not taken by the district to address water runoff concerns as he anticipated. Shearer noted that Spirit Lane currently has no stormwater drainage; the Grims installed a retention pond to solve the erosion problem. Stiles noted that there have been some discussions to reduce future erosion, without any specific plans at this time. 

Czapp indicated that a small portion of the district’s mountain biking trail is currently located on plot B. 

Barshinger questioned if plot A was large enough to place the multi-purpose facility. Stiles stated that plot A would accommodate the current footprint of the proposed building at 200’ x 400’, but it would not include anything contained in Krise’s proposal. 

Stein suggested having plots B and C appraised to determine the value of district property proposed in the swap and consider what the long-term plan might look like. He encouraged Board members to consider maintaining land on the other side of Rocket Drive if a future educational building is needed. The idea of moving the projected multi-purpose building from its current site location is appealing. 

Update on Krise Transportation Proposal 

At the previous buildings and grounds meeting, Board members directed Czapp to obtain more information from Tim Krise. Czapp shared the following updates: 

• The current estimated cost for H&H to build the multi-purpose facility, with Krise’s space included, is $6.5 million.
  • Shearer questioned the district’s proposed cost to construct a building half the size at only $1.5 million less.
     
• Krise’s proposal to the district included opening the current contract. o The district is currently in year 3 of a 7-year contract for transportation services. 
  • The proposed contract would be for eight years. 
  • The proposal would take the current daily rate from $289.50 per day to $300 per day for year one, and $340 for year two. Years three through eight would be at CPI.
     
• In addition, the district would pay $20,000 a month for a twenty-year term.
  • At the end of the 20 years, the district would own the facility as well as the additional land currently owned by Krise.
     
• The district would be responsible for the care and maintenance of the facility. 

Ioannidis reported that one attractive part to Krise’s current proposal, beyond removing prevailing wage, would be the option to retain and “lock-in” Krise as the district’s transportation contractor. The proposed extension is for seven years. Getting a new contractor if Krise were to not renew could cost the district a sizeable amount. However, there are reservations to the cost aspects of the proposal. 

Czapp indicated that the district is on a compressed timetable and asked if there was any interest in Krise’s proposal. Consensus of the Board was to request a seven-year extension to the existing contract with Krise to lock in rates but decline the proposal. Czapp will reach out to Tim Krise. 

Update on Multi-Purpose Facility 

CRA presented Stiles with 100% design inclusion and proposed items to put out for bid. 

White questioned how much land is available at Paradise as a potential site for the multi-purpose building. Stiles indicated 32-34 acres. 

Board members again brought up several locations as considerations for the proposed facility. Barshinger questioned moving forward with tentative ideas on a project for which the Board has not yet voted on a final location. 

Ioannidis reported that the Board has expended a great deal of time deliberating on a location that currently is at the originally proposed site, with the lowest cost. First Capital and CRA returned higher estimates to other proposed options. The Board’s most recent directive was to investigate the Krise property as a location for the multi-purpose facility. Czapp’s investigation proved that location to be very costly. 

The Grim family has now presented an additional proposal for consideration. If directed, the administration will ask the family to consider more acreage to plot A for consideration of the proposed building project. Stein questioned if additional stadium parking could be considered should the Grim family be favorable to expanding acreage to plot A. Czapp and Stiles will contact the Grim family and pose the question. 

Stein questioned if First Capital and CRA are currently on hold. Shearer questioned ongoing payments to CRA. Ioannidis stated that changing the location of the facility does not significantly impact their scope of work to design the building. Once complete, contractors submit bids for the construction. The approved agreement is to pay CRA at 5.75% on the total estimated cost of the building, with adjustments at the end to reconcile the cost. 

The Board again requested a list of alternates to the project. Stiles will share it. 

Summer Projects 

• High School Gym Floor / Doors - We own the malfunction of the pipe – the insurance covers all water damage.
  • Projects begin starting June 3 
  • 33 doors are in question
     
• General Maintenance Projects
  • See Summer Projects Schedule 

Update on High School Access Road 

Stiles reported that consensus of the Board was to go with two one-way access roads from the back parking lot of the building. First Capital is in the process of updating those draft designs. 

Update on RCRCP / YMCA Project 

Ioannidis reported that the YMCA is preparing to solicit bids for renovations. Stiles reported three different phases for parking are proposed. A meeting is scheduled to request a waiver of some of the additional spots. A meeting was held with solicitors to consider legal parameters of the proposed final agreement with the YMCA. Czapp is hoping to have the final draft agreement to the Board as soon as possible. 

ADJOURNMENT 

White adjourned the meeting at 6:57 PM. 

RESPECTFULLY SUBMITTED, 

Suzanne E. Sterner, Board Recording Secretary 

BUILDINGS AND GROUNDS COMMITTEE MEETING

of the Spring Grove Area School District Board of School Directors

Monday, May 6, 2024 @ 5:30 PM

Spring Grove Area Middle School
244 Old Hanover Road, Spring Grove, PA – LGI Room #241

 Agenda

I.             Call Meeting to Order                                     DOUG WHITE

II.            Public Comment

III.          Summer Projects Schedule

• High School Gym Floor / Doors
• General Maintenance Projects

 IV.          Update on Krise Transportation Proposal

• Proposed design

V.             Update on Multi-Purpose Facility

VI.          Update on High School Access Road

VII.        Update on RCRCP / YMCA Project

VIII.      Future Planning

IX.          Executive Session on Potential Real Estate Transaction                   

X.            Adjourn Meeting                                          

SPRING GROVE AREA SCHOOL DISTRICT 
BOARD OF SCHOOL DIRECTORS 
BUILDINGS AND GROUNDS COMMITTEE MEETING 

DATE/TIME of MEETING: April 12, 2024 @ 9:00 AM 

LOCATION of MEETING: Educational Service Center, 100 East College Avenue, Spring Grove, PA 

The following School Directors were in attendance: Doug White (chair), Eric Barshinger, Karen Baum, Doug Stein 

The following Spring Grove Area School District personnel were in attendance: Dr. George W. Ioannidis, Superintendent, Dr. Steve Guadagnino, Assistant Superintendent, Mark Czapp, Director of Business Operations, Bill Stiles, District Facilities Manager, Lori Stine, Transportation Coordinator, Suzanne Sterner, Board Recording Secretary 

A Buildings and Grounds Committee meeting of the Spring Grove Area Board of School Directors was held on Friday, April 12, 2024. Doug White called the meeting to order at 9:02 AM. 

There was no one present from the public. 

KRISE TRANSPORTATION PROPOSAL 

Tim Krise, Krise Transportation, (participating via Zoom) presented a proposal to combine a bus terminal with the district building project, by enlarging the proposed multipurpose facility to approximately 25,000 square feet. The following points regarding the project were included: 

• The project would encompass district property and the adjoining property owned by Tim and Diane Krise, a total of 6.5 acres. 
• A dual-purpose facility would be constructed, one side as a school bus terminal, the other side leased by the district, with the two sides separated by a firewall. A sprinkler system would be installed.
• Krise would follow CRA’s existing design plan, with the district providing input during planning and construction for its leased side. 
• Buses would be housed and a fuel depot for gasoline and diesel would be constructed on the property currently owned by Krise. 
• Sitework would include bus and van parking, employee parking, restrooms, key room for bus drivers, asphalt and roadways needed to access the building. 
• The district will own the facility and the additional acreage at the end of an agreed-upon lease term. 
• Prevailing wage would not be a requirement. Krise would fund the project, and the district would have control and oversight of the project. 

Benefits to the proposal include: 

• Another access to the campus from West Hanover Street to Rocket Drive. 
• Faster emergency evacuations. 
• More access points for school activities and functions. 
• Proximity of the bus terminal to the district and the main campus, reducing time and mileage for transportation services. 
• Property zoned for a transportation facility is difficult to find, and the project alleviates an issue for the district in the future. 
• In exchange for the board’s acceptance, the existing transportation contract would be extended. 
• If Krise were to sell, the solicitor would protect the district with language included in the initial agreement. 

Krise would like to know if there is interest by the school board prior to any additional cost outlay. 

Stein asked what the plan is for the district to take ownership of the building and property? Total cost of the project would be the responsibility of Krise. At the end of the lease, however structured, Krise would turn over the property to the district for a nominal charge or in-kind donation. A tentative timeline includes a one-year window for plans and construction, and a seven-year continued contract with Krise. If the contract is not renewed after seven years, there would be a payout to finalize the terms of the agreement, or Krise would lease the property to the district. A total estimated commitment could be 20 years. 

Stein restated his concern with the current location for the multipurpose facility. He asked to consider placing the building, now potentially twice the original size, on district property owned below the water tower across from the Middle School, since Krise’s property will house the bus depot and refueling station, and it connects to that land. Barshinger stated his agreement. 

Moving the location of the facility would require another traffic study, and the topography would increase costs. Ioannidis explained the advantage to accepting the proposal would be to have buses come onto the campus on Rocket Drive and eliminate the need for buses to exit onto Hanover Road requiring them to go through the circle. 

Barshinger suggested that a throughway from Rocket Drive and Hanover Road would be advantageous for people at the middle school to get to the high school. Ioannidis confirmed the access road’s use would address a variety of issues, and stated the district would govern the road as a “private drive.” It would not be a throughway for public use. 

White stated that the proposal would alleviate the district’s requirement to pay prevailing wage and stated his agreement with Krise moving forward and creating drawings. 

Ioannidis commented on the board’s decision to borrow money that would no longer be needed for this project. The board could then consider reallocating those funds, including any increase in transportation costs that may arise. 

Czapp will work with Krise to prepare a document outlining the proposal, with pros and cons and a projected amount of savings on the overall project, to be shared with all board members. He noted that acceptance of the proposal would halt the current project, and Krise would work with H & H Contractors to prepare drawings for a project. Having no bid requirement, delays would be greatly reduced. 

UPDATE ON HIGH SCHOOL ACCESS ROAD 

Stiles shared proposed high school access road drawings and options presented from First Capital and requested the committee’s direction to either two one-way roads or one two-way road from the high school. Consensus was to move forward with one two-way road to provide greater relief to congestion and offer emergency egress. The site plan could still include both road options. 

UPDATE ON RCRCP / YMCA PROJECT 

Windy Hill’s membership has nearly doubled to an average of 200 people per day. A lot of Windy Hill’s current services will transfer to the YMCA. Stiles reported that Township supervisors are appealing the previous ruling to accept a variance for YMCA parking, and they are looking for 250 spots with 50 additional as provisional. Stiles presented proposed locations for the additional spots, noting the board approves the design, while the costs are covered by the YMCA. The YMCA solicitor will be part of a meeting next week that Czapp and Stiles will attend. Enlargement of parking spaces in the future will be a consideration with any updated and final agreement of sale. 

Stiles reported that the security system and fire alarms are tied in with the building and the district-wide systems. The district will maintain these systems, and any bid that would be put out by the YMCA to replace would be to the district’s specifications. 

Board approval to close the transaction with a final agreement is needed before the YMCA takes over and initiates construction. Windy Hill and SGRPRC continue to pay rent. The focus of the YMCA has been 

fundraising and the design of the building so it can go out for bid. A pre-bid conference with bidders is scheduled for April 22nd. Bid opening is slated for May 24th. An award to the contractor is tentative for June. The YMCA could then begin internal renovations immediately after awarding the bid. The land development plan must be approved before anything can be done to the exterior of the building, to the multi-purpose facility, and/or to the bus terminal, if the board accepts Krise’s proposal. 

UPDATE ON MULTIPURPOSE FACILITY 

CRA presented a packet to the district, with completion expected in two weeks. If the board does not accept Krise’s proposal, the district will still be ready to move forward. 

Stiles reported that 72 potential parking spots are currently included with the multi-purpose facility design. 

For large-scale district events like graduation, existing parking spaces are not sufficient. The board had asked for First Capital to include options for additional parking around the stadium with the site plan. Stiles presented drawings reflecting 47 additional spots, with minimal construction needed. Consensus of the committee was to hold on these additional spots to save money and bring back for later consideration. 

FUTURE PLANNING 

Should the board accept Krise’s proposal, Baum questioned use of the borrowed money that would not be needed on the project. She mentioned that there were provisions included with previous New Salem renovations at the kindergarten entrance to add two classrooms. 

To address the need for more classroom space at the elementary buildings, the administration has considered modifying elementary buildings to house students in grades K-3, the Intermediate to house grades 4-5, and the Middle School to house grades 6-8. Adjustments would be needed to the cafeteria at the Intermediate School if that happened. The high school is set. More information will be shared with the board as discussions continue. 

Stiles reported that a $391K check is coming from the insurance company for the replacement of the flooring and the doors at the high school. Stiles and Czapp will meet with the vendor doing the work to schedule the project. Information will be shared out with the board. 

ADJOURNMENT 

White adjourned the meeting at 10:40 AM. 

RESPECTFULLY SUBMITTED, 

Suzanne E. Sterner, Board Recording Secretary 

BUILDINGS AND GROUNDS COMMITTEE MEETING

of the Spring Grove Area School District Board of School Directors
Friday, April 12, 2024 @ 9:00 AM
Educational Services Center
100 East College Avenue, Spring Grove, PA

Agenda

I.               Call Meeting to Order                                     DOUG WHITE

II.            Public Comment

III.          Update on High School Access Road

IV.          Update on RCRCP / YMCA Project

• Update on renovations / design
• Update on parking

V.           Update on Krise Transportation Proposal

VI.          Update on Multi-Purpose Facility

• Update on facility design
• Minutes of meetings                                                             

VII.        Future Planning                    

VIII.      Adjourn Meeting

SPRING GROVE AREA SCHOOL DISTRICT 
BOARD OF SCHOOL DIRECTORS 
BUILDINGS AND GROUNDS COMMITTEE MEETING 

DATE/TIME of MEETING: February 2, 2024 @ 7:00 AM 

LOCATION of MEETING: Educational Service Center, 100 East College Avenue, Spring Grove, PA 

The following School Directors were in attendance: Doug White (chair), Eric Barshinger, Karen Baum, Rachel Rohrbaugh, Rodney Shearer, Doug Stein 

The following Spring Grove Area School District personnel were in attendance: Dr. George W. Ioannidis, Superintendent, Dr. Steve Guadagnino, Assistant Superintendent, Mark Czapp, Director of Business Operations, Bill Stiles, District Facilities Manager, Suzanne Sterner, Board Recording Secretary 

A Buildings and Grounds Committee meeting of the Spring Grove Area Board of School Directors was held on Friday, February 2, 2024. Doug White called the meeting to order at 7:02 AM. 

There was no one present from the public. 

Mark Czapp shared a graphic of the Roth Church Road campus showing locations of capital projects for reference during the meeting. 

UPDATE ON PERMIT APPLICATION 

Bill Stiles reported that the deadline to submit the permit application to Jackson Township for upcoming capital projects on the campus was Friday, January 26, 2024. 

On Thursday, January 25, 2024, two applications were submitted to Jackson Township: 

• One application was submitted for land development to widen the existing access road to the high school. 
• One application was submitted for the YMCA project that included a special exception and a variance (if there is objection to one of the items, everything is on hold).
  • The variance is for 74 additional parking spaces for the YMCA. 
  • The special exception is for use of the property. 

For the square footage of the building, Jackson Township is stating there should be approximately 400 parking spaces. 

Next steps include a Planning Commission meeting on February 20th at the Jackson Township building. The Zoning Hearing will follow at Windy Hill on the Campus on February 26th at 6 PM. 

Mark Czapp will get copies of what has been submitted to all Board members. He also stated that the District has reiterated to the YMCA that it owns and has control of the parking spaces and lots, and timing for building occupants’ usage of the lots are at the District’s discretion, particularly during large events, like graduation. 

Dr. Ioannidis stated that down the road, should the YMCA be looking at additional parking or sidewalk installation, it would be at their expense. The District will take care of the maintenance. 

UPDATE ON ACCESS ROAD 

Stiles reported that First Capital is continuing the preliminary design work on a secondary access road at the high school and will have more information to the District within the week. Stiles will ask First Capital if the road can come straight down onto Rocket Drive to avoid higher costs. 

Shearer suggested having two one-way, 12’ single lane roads vs. one 24’ road to avoid storm water and higher grading issues. Czapp noted that Kennard-Dale experiences issues with non-compliance to the one-way with a similar setup at their high school. 

The high school rear student lot currently has 302 parking spaces. Rohrbaugh questioned if expanding the lot now to accommodate future student enrollment should be a consideration. Czapp stated that all suggested considerations will be presented to First Capital, still in the projected planning stage. The tentative timeline to submit a land development plan to Jackson Township is the end of March. The less land being developed, the easier it will be. 

Update on RCRCP / YMCA Project 

Czapp presented design and color schemes for the building. GROW is handling the interior design. Existing furniture at the ESC will be moved to the new building. Czapp and Stiles are working with GROW on the design and layout of administrative offices, considering additional windows for natural lighting, camera placements, storage, etc. The District entrance will be exclusive to employees; however, a secondary egress is necessary to meet building codes. Existing rest rooms and shower areas will be updated to District standards. 

Board members requested a final agreement with the YMCA that lists monthly fees and common maintenance costs be brought to the Board for review soon. Ioannidis stated that those costs will be based upon tenants’ square footage. The District owns its portion of the building and will be less than other occupants. He will request updated estimates. Dr. Guadagnino reported that Windy Hill’s Board is also looking to lock in their costs. 

Ioannidis restated that the YMCA owns the building from the walls in, excluding the District administrative offices. The District owns the property outside of the building. The YMCA will be responsible for any requested changes for future parking needs, sidewalk installation, etc. The District will maintain the exterior of the building and may entertain requests for maintenance projects inside the building on a case-by-case basis. White suggested considering a contractual agreement for plowing and regular outside maintenance. 

UPDATE ON MULTIPURPOSE FACILITY 

Stiles presented a facility design drawing for the multipurpose building. Alternates suggested by Board members during previous discussions are in play as alternates in the bidding process, and updated drawings from the most recent coordination meeting will be shared with the Board. 

Stiles and Czapp provided a recap concerning the benefits and efficiency of having food and consumables deliveries made to one central District location, the same as most other school districts. Similarly, space has been allocated in the lean-to portion of the proposed facility to accommodate mowers, snowblowers, and other items currently housed in various locations throughout the school district for greater efficiency. 

Stiles stated that minutes from meetings with CRA, a list of which were shared with Board members at a recent Board meeting, have been received. The District’s total cost estimate is $2.24 per square foot. Stiles recently attended an open house of Shrewsbury Township’s new facility and asked their Borough Manager for drawings and bid sheets from the project. Their total cost estimate was $2.74 per square foot. Stiles can make arrangements if any Board member is interested in scheduling a visit. 

FUTURE PLANNING 

Czapp provided an overview of Krise Transportation’s intent to purchase land adjacent to District property three years ago. Krise’s application to the Township was appealed. The appeal having recently been dropped, Tim Krise is anxious to move forward. Three years ago, H & H contractors provided Krise with an estimate for his project of $2.5 million. The price today is $4.0 million. Krise would like to work with the School District and asked if the School Board was open to options for consideration, following up on earlier interests to install an access road on campus. Czapp stated that the District is currently 3-1/2 years into a 7-year contract with Krise. 

Stiles stated that since the land has been rezoned, Krise has been approached with offers to purchase. 

Ioannidis stated that Spring Grove is currently on its third transportation contractor in 15 years. Krise’s project was delayed, and their costs are increasing; they are looking for a way to decrease their costs, which may prove beneficial to the District. As Krise brings forth options, they will be presented to the Board. Stein requested a written proposal up front. 

Board members suggested having busses housed on property located across from the Middle School to have more control. If that is a consideration, any transportation contractor would still need an area to store fuel and house maintenance and mechanical needs. 

The Board will continue to be updated regarding all capital projects and proposals. 

White adjourned the meeting at 8:32 AM. 

RESPECTFULLY SUBMITTED BY: 

Suzanne E. Sterner, Board Recording Secretary 

BUILDINGS AND GROUNDS COMMITTEE MEETING

of the Spring Grove Area School District Board of School Directors
Friday, February 2, 2024 @ 7:00 AM
Educational Services Center|
100 East College Avenue, Spring Grove, PA

Agenda

I.               Call Meeting to Order                                     DOUG WHITE

II.            Public Comment

III.          Update on Permit Application

IV.          Update on Access Road

V.             Update on RCRCP / YMCA Project

·       Update on renovations / design

·       Update on parking

VI.          Update on Multi-Purpose Facility

·       Update on facility design

·       Minutes of meetings                                                             

VII.        Future Planning

·       Krise Transportation

VIII.      Adjourn Meeting                                                                     

BUILDINGS AND GROUNDS COMMITTEE MEETING
of the Spring Grove Area School District Board of School Directors
Monday, October 16, 2023, 7:00 PM
Board Room, Educational Services Center
100 East College Avenue, Spring Grove, PA

 Agenda  

I.             Call Meeting to Order                                     DOUG WHITE

II.            Public Comment

III.          Update on Multi-Purpose Facility

a.     Confirmation of location and site design

b.     Add/alternates to be noted as optional                                 

IV.          First Capital Proposal to Include Additional Projects

a.     Review of Contract from Stock and Leader

V.             Future Planning                        

VI.          Adjourn Meeting                                              DOUG WHITE

SPRING GROVE AREA SCHOOL DISTRICT 
BOARD OF SCHOOL DIRECTORS 
BUILDINGS AND GROUNDS COMMITTEE MEETING 

DATE/TIME of MEETING: October 16, 2023 @ 7:00 PM 

LOCATION of MEETING: Educational Service Center, 100 East College Avenue, Spring Grove, PA 

The following School Directors were in attendance: Doug White (chair), Rodney Shearer, Doug Stein 

The following Spring Grove Area School District personnel were in attendance: Dr. George W. Ioannidis, Superintendent, Dr. Steve Guadagnino, Assistant Superintendent, Mark Czapp, Director of Business Operations, Bill Stiles, District Facilities Manager, Suzanne Sterner, Board Recording Secretary 

A Buildings and Grounds Committee meeting of the Spring Grove Area Board of School Directors was held on Monday, October 16, 2023. Doug White called the meeting to order at 7:00 PM. 

UPDATE ON MULTI-PURPOSE FACILITY 

During a prior meeting, Board members confirmed the location of the proposed facility. First Capital was advised to continue to move forward with designing the facility using previously identified site 4B, opposite and closest to the Intermediate School. At the September 30th facilities walkthrough, the Board requested that the building be positioned for the least amount of paving, stormwater management, etc. 

Also, during the September 30th walkthrough, the Board requested that First Capital and Crabtree, Rohrbaugh and Associates (CRA) take aesthetics and cost into consideration for placement of a loading dock, the roadway, and exterior fascia work. The Board requested that project bid specifications include the following as alternates: brick fascia; heating in the three proposed bay areas; a divider between two of the three bays; and the lean-to structure. 

CRA will work with First Capital with the information, and Czapp and Bill Stiles will continue to meet with engineers, architects, and HVAC contractors, keeping the Buildings and Grounds Committee Board members apprised of any updates. A meeting is tentatively scheduled for October 25th to review updated design work and determine next steps and a timeline for soliciting bids. 

First Capital Proposal to Include Additional Projects 

A revised draft proposal from First Capital was shared with Board members that includes additional future capital projects. Ioannidis indicated that two priority projects include the YMCA and the entranceway to the high school. As previously presented for consideration, Jackson Township officials suggested obtaining one permit for the projects to reduce costs, rather than requesting separate permits. If necessary, an extension could be requested for a particular project(s). The draft proposal has been shared with Stock and Leader for review. 

Shearer questioned the timing of permit approval by the Township if the YMCA has not yet determined final space for parking at the facility. Czapp stated that the YMCA can request a variance from the Township to begin internal renovations in advance of the approved permit, and Ioannidis noted that the YMCA and their constituents are eager to move forward and complete the project for child-care availability, which requires continued coordination among First Capital, Jackson Township, the YMCA, and the School District. A projected start time of June 2024 for the High School’s additional lane project is the target so it can be completed for the start of the 2024-2025 school year. 

Future Planning 

As Board members review the First Capital proposal, questions and/or suggestions should be submitted to Mark Czapp in preparation for meeting with the engineers and architects. 

Related to financing, Ioannidis shared copies of draft Bond and Bank Note Resolutions that were received from Concord Public Finance earlier today. He will send out to all Board members via email later this evening. The exact final amounts will not be known until Monday, October 23rd, before the meeting the Board will be asked to consider approval. 

White adjourned the meeting at 7:45 PM. 

RESPECTFULLY SUBMITTED BY: 

Suzanne E. Sterner, Board Recording Secretary 

BOARD BUILDINGS & GROUNDS COMMITTEE MEETING
of the Spring Grove Area School District Board of School Directors
Wednesday, September 13, 2023, 6:00 PM
District Technology Center
1472 Roth Church Road, Suite 101, Spring Grove - Enter at Door #9

Agenda

I.               Call Meeting to Order                                     DOUG WHITE

II.            Public Comment

III.          Update on Multi-Purpose Facility

·       Additional detail regarding location (site #4)

·       Update on facility design

·       Discussion on Campus “Master Plan” with Civil Engineering services

·       Next steps                                                                             

IV.          Capital Facilities Tour Date Confirmed

·       Saturday, September 30, 2023

V.             Future Planning

VI.          Adjourn Meeting                                              DOUG WHITE

A public meeting of the Spring Grove Area School District Buildings & Grounds (B & G) Board Committee will take place on Monday, August 7, 2023, in the Conference Room at the District Technology Center, 1472 Roth Church Road, Spring Grove.  The start time of the meeting is 5:30 PM.

---

BUILDINGS AND GROUNDS COMMITTEE MEETING
of the Spring Grove Area School District Board of School Directors

Monday, August 7, 2023, 5:30 PM
District Technology Center Conference Room, Suite 101 – Enter @ Door #9
1472 Roth Church Road, Spring Grove, PA

Agenda

I. Call Meeting to Order - DOUG WHITE

II. Public Comment

III. Location of Maintenance Facility

IV. Engaging First Capital for Additional Campus Projects

V. Status of Roth Church Road Community Partnership

VI. Capital Facilities Tour Date 

• Saturday, September 16, 2023
• Saturday, September 30, 2023

VII. Future Planning

VIII. Adjourn Meeting - DOUG WHITE

SPRING GROVE AREA SCHOOL DISTRICT
BOARD OF SCHOOL DIRECTORS
BUILDINGS AND GROUNDS COMMITTEE MEETING

DATE/TIME of MEETING:   August 7, 2023 / 5:30 PM

LOCATION of MEETING:     Spring Grove Area School District Technology Center, Roth Church Road, Spring Grove, PA  17362

ATTENDANCE:

The following School Directors were in attendance: Karen Baum, Rodney Shearer, Doug Stein, Dave Trettel, Nicole Wilson

The following Spring Grove Area School District personnel were in attendance: Dr. George W. Ioannidis, Superintendent, Dr. Steve Guadagnino, Assistant Superintendent, Mark Czapp, Director of Business Operations/Board Secretary, Bill Stiles, Facilities Manager, Suzanne Sterner, Board Recording Secretary

The following were also in attendance: Scott Cousin, Crabtree, Rohrbaugh & Associates (CRA), Bruce Burchfield, Crabtree, Rohrbaugh & Associates (CRA), John Luciani, First Capital Engineering, Joe Gurney, First Capital Engineering

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A meeting of the Buildings and Grounds Committee of the Spring Grove Area School District was held on Monday, August 7, 2023.  Dave Trettel called the meeting to order at 5:36 PM and welcomed all attendees.

Dr. Ioannidis stated that the primary purpose of the meeting is to review preliminary work completed by First Capital following the June 21^st meeting and have a recommendation to present for consideration at the August 14^th DSF for the maintenance facility location.

Location of Maintenance Facility

Scott Cousin, CRA, reported that First Capital developed grading plans, pros and cons, and cost factors for each of four proposed site locations (2, 4, 6A and 6B).  Joe Gurney, First Capital, presented updates to the schematic floor plan of the facility that included a larger covered equipment storage area suggested from the previous meeting.  It was noted that the addition could be separated when putting the project out for bid.

Per the presentation, a general overview of options included the following estimates for the site work:

1. Site 2 – approximately at $1.36 million
2. Site 4 (new) – approximately $1.56 million
3. Site 6A – approximately $1.365 million / $198 K for access road only
4. Site 6B – approximately $2.10 million

First Capital presented comparison ratings, in order of precedence, with considerations including campus access, fuel usage, ease of deliveries, and emergency protocols, resulting in the following:

1. Option 2
2. Option 4
3. Option 6A
4. Option 6B

Mark Czapp noted that Krise Transportation has previously approached the district to install an access road to Rocket Drive, providing opportunity for discussions to have them cover costs for the maintenance facility road (for their ease of operations).

Shearer questioned if buses will be allowed to enter/exit Old Hanover Road from a terminal without a permit to widen the road.  Czapp will look into it.

Ioannidis stated that direction from the Board is necessary so First Capital and CRA can begin the bidding process.  The four site options will be included with agenda items for review and consideration at the August 14^th meeting or the August 28^th , with a range of cost estimates.  Chris Gibbons, Concord Public Finance, will attend a future meeting to review financing options for the project(s). 

Engaging First Capital for Additional Campus Projects

Ioannidis reported that First Capital provided the district with a potential cost between $260 – $320 thousand to engage them for additional campus projects, including the SGE campus road and HS campus road.  We will be looking at likely presenting for the Board’s consideration in September.  Any engineering work done for YMCA would be reimbursed, including design work, submitting for approvals, and working with municipalities.

Capital Facilities Tour Date / Future Planning

Board attendees were asked to respond with their preference for a date to conduct the annual 2023 Facilities Tour (September 16 or 30).  

Next steps on the project include Board approval of the maintenance facility site, site and land development plans, and exterior elevation concepts, then designed mechanical, electrical and plumbing systems.

The meeting adjourned at 7:00 PM.

RESPECTFULLY SUBMITTED BY: 
Suzanne E. Sterner, Board Recording Secretary

A public meeting of the Spring Grove Area School District Buildings & Grounds (B & G) Board Committee will take place on Wednesday, June 21, 2023, at the District Technology Center, 1472 Roth Church Road, Spring Grove, in Suite 101.  Parking is available adjacent to the building and also at Windy Hill on the Campus.  Enter @ Door #9.  The start time of the meeting is 2:30 PM.  A walkabout on campus is anticipated as part of the meeting.

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BUILDINGS AND GROUNDS COMMITTEE MEETING
of the Spring Grove Area School District Board of School Directors

Wednesday, June 21, 2023, 2:30 PM
District Technology Center Conference Room, Suite 101 – Enter @ Door #9
1472 Roth Church Road, Spring Grove, PA

Agenda

I. Call Meeting to Order DOUG WHITE

II. Public Comment

III. Status of Projects

• DR. GEORGE IOANNIDIS
• MARK CZAPP
• BILL STILES

IV. View Prospective Site Locations

• Walkabout on Roth Church Road Campus

V. Future Planning

VI. Adjourn Meeting DOUG WHITE

SPRING GROVE AREA SCHOOL DISTRICT
BOARD OF SCHOOL DIRECTORS
BUILDINGS AND GROUNDS COMMITTEE MEETING

DATE/TIME of MEETING: June 21, 2023

LOCATION of MEETING: Spring Grove Area School District Technology Center
Roth Church Road, Spring Grove, PA 17362

ATTENDANCE: The following School Directors were in attendance: Karen Baum, Rodney Shearer, Doug Stein, Doug White

The following were in attendance: Scott Cousin, Crabtree, Rohrbaugh & Associates (CRA); Bruce Burchfield, Crabtree, Rohrbaugh & Associates (CRA); John Luciani, First Capital Engineering; Joe Gurney, First Capital Engineering

The following Spring Grove Area School District personnel were in attendance: Dr. George W. Ioannidis, Superintendent; Dr. Steve Guadagnino, Assistant Superintendent; Mark Czapp, Director of Business Operations/Board Secretary; Bill Stiles, Facilities Manager; Suzanne Sterner, Board Recording Secretary

A meeting of the Buildings and Grounds Committee of the Spring Grove Area School District was held on Wednesday, June 21, 2023.

Purpose of Meeting

Mark Czapp called the meeting to order at 2:33 PM and welcomed all attendees. Czapp stated that since the last Buildings and Grounds Committee meeting, First Capital was engaged by the School Board as the civil engineering subcontractor under CRA for the maintenance facility project and potential campus access roads. At the direction of the Board, three sites were selected (site #2, #3, #5) among five initially proposed to present to First Capital and CRA as the starting point to develop a high-level overview and conceptual drawings.

Status of Projects

Scott Cousin, CRA, presented a handout of the updated floor plan (footprint) reflecting additional room/space dedicated to storing items currently housed elsewhere, as requested from the committee during the previous meeting.

John Luciani, First Capital, shared a presentation listing the pros and cons of the three proposed maintenance facility site locations. He explained using a general topography program to determine initial “rough” grades, etc., as a baseline in developing preliminary plans, in addition to considering several variables:

•  Proximity of the site location to the center of the campus
•  Slopes / grades of land
•  Pavement costs (PennDOT value as benchmark)
•  Aesthetics
•  Vehicle passage ability and accessibility to storage areas (WB-62)

Five Sketch Plans were presented: 2A, 2B, 3A, 3B, and 5. A general list of pros and cons were noted with each option. Luciani reiterated that these plans were a high-level overview and indicated that the next presentation would include a “deeper dive” using better topography and greater detail.

Joe Gurney, First Capital, stated that he is inclined to suggest site 2B as a first consideration for the facility structure based upon how a truck would be able to get in and out of the site. The site affords better grading (may not require a retaining wall) and may provide opportunities for negotiating with Krise Transportation for ground removal/paving costs, given their impending request to have an access road onto the campus. Gurney’s second recommendation might be site 3A, with the opportunity to consider flipping the layout of the building and placing the road on the north side of the building.

Gurney stated a high likelihood that there will be more than one acre of land disturbance with above-ground stormwater. Czapp pointed out the access points to the water and sewer lines along Rocket Drive.

There was a concern with placing a maintenance facility near the main entrance, a focal point when entering the campus. If considering site #5, there could be dual use for the road in providing secondary access to SGE. If the plan were altered to move the building WNW, it would be closer to Rocket Drive and require less paving. Stein suggested looking cautiously at options for using a portion of the athletic fields on the side of the SGE building closest to the stadium for a driveway for the maintenance building and to the high school with the understanding that we would retain all the SGE macadam/wood chip playground and a large portion of the SGE grass playground beside the macadam/wood chip playground for the elementary students. There may be a chance to add some parking too. Stein emphasized that a good-sized playground must be left for the elementary school and be safely fenced off from the driveway.

Ioannidis encouraged everyone to consider how deciding upon the site location is to improve all operations of the district and offered a reminder that congestion is already a concern at that area of Rocket Drive near the High School, particularly with tractor trailer deliveries.

Bill Stiles also recommended site #2B or #3A for reasons of having the larger trucks on campus for a shorter distance, the savings to wear and tear on campus roads, and the time it takes to access the facility to/from Roth Church Road. Ioannidis also supported site #2B stating that if the future requires consideration of placing another educational building on campus, site #3A would likely interfere with that option.

Board Committee members suggested reconsidering site #4 that was removed earlier as an option. Gurney stated that from a monetary standpoint, there would be more costs for paving and stormwater, and preliminary topography shows a steeper slope and more ground disturbance.

Following a brief trip outside to view cones placed at locations #2B and #3A, the group gave direction to CRA and First Capital to:

•  Eliminate option 2A.
•  Keep site 2B where it is.
•  Move site 3A West to what was formerly site 4.
•  Move site 5 SW to create a new site option, site 6.

Future Planning / Next Steps

Scott Cousin affirmed that the next concept drawings for proposed sites #2B, #3A, and #6 will include greater detail and consideration to student walking paths/options. Pros and cons will include greater explanation and considerations and more detailed cost estimates.

Mark Czapp stated that Monday evening’s DSF Agenda (June 26th) will include a brief overview of tonight’s committee meeting along with a brief explanation of next steps. The Buildings and Grounds Committee will reconvene after First Capital conducts a flight topography for greater insight and estimating. They are currently scheduled to fly on the 23rd. Afterward, First Capital will reach out to Czapp or Stiles, which could possibly be scheduled before the July 17th meeting. The next opportunity for presenting updated information and proposing a final decision on the site location to the School Board would be at the August 14 DSF meeting.

RESPECTFULLY SUBMITTED BY:

Suzanne E. Sterner, Board Recording Secretary

BUILDINGS AND GROUNDS COMMITTEE MEETING
of the Spring Grove Area School District Board of School Directors

Friday, May 5, 2023, 4:00 PM

Educational Services Center, Spring Grove Area School District
Board Room / 100 East College Avenue, Spring Grove, PA

Agenda

I. Confirm/Record Attendees DOUG WHITE

II. Call Meeting to Order DOUG WHITE

III. Public Comment

IV. Board and/or Administration Response to Public Comment

V. Status of Maintenance Facility Project DR. GEORGE IOANNIDIS, MARK CZAPP, BILL STILES

VI. Future Planning (Schedule Next Meeting)

VII. Adjourn Meeting DOUG WHITE

SPRING GROVE AREA SCHOOL DISTRICT
BOARD OF SCHOOL DIRECTORS
BUILDINGS AND GROUNDS COMMITTEE MEETING
DATE/TIME of MEETING: May 5, 2023
LOCATION of MEETING: Spring Grove Area Educational Services Center
100 East College Avenue, Spring Grove, PA 17362

ATTENDANCE:

The following School Directors were in attendance: Karen Baum, Rachel Rohrbaugh, Rodney Shearer, Doug Stein, Doug White

The following Spring Grove Area School District personnel were in attendance: Dr. George W. Ioannidis, Superintendent; Dr. Steve Guadagnino, Assistant Superintendent; Mr. Mark Czapp, Director of Business Operations/Board Secretary; Mr. Bill Stiles, Buildings & Grounds Manager; Mrs. Suzanne Sterner, Board Recording Secretary

A Buildings and Grounds Committee meeting of the Spring Grove Area School District was held on Monday, May
5, 2023. Doug White called the meeting to order at 4:00 PM.

Purpose of Meeting
White stated that the committee was meeting this day to discuss the status of the maintenance facility project.
Bill Stiles introduced Scott Cousin with Crabtree, Rohrbaugh and Associates (CRA) and confirmed that the
presentation would include consideration of the facility’s accessibility, functionality, budgetary costs, and
selection of a civil engineering firm.

Stiles explained that according to the district’s operational needs, the facility will require access to all campus
buildings, be equipped to serve as an emergency Incident Command Center and provide adequate space for
tractor-trailer access and parking. He provided estimated square footage needed to include bays and storage
space for maintenance vehicles, mowers/ UTVs, a loading dock for deliveries, a ventilation system, work and
office space, and general storage for dry items, refrigerated consumables, and frozen goods.

Scott Cousin presented a preliminary schematic floor plan, based upon a pre-engineered building that meets the
needs reported by Stiles. Committee members questioned if there is opportunity to take advantage during the
construction and design phase to include storage room for items currently stored under the stadium; White
suggested a possible lean-to. Cousin will add to the request for a projected estimate.

Committee members questioned if the refrigerator and walk-in freezer units can remain where they are currently
located since the district will be keeping that space at the Windy Hill building. Ioannidis stated that refrigeration
and freezer units were not part of the original plan for use of that space; it is intended for ESC offices.
Cousin reported preliminary estimates between $1.7 - $2 million for building cost, with a total projected figure
of $2,407,323 to $2,888,788, with more refined estimated costs to be determined later.

CRA solicited proposals from civil engineers, indicating the quotes include costs for design, permitting, bidding
and construction oversight of the maintenance facility, preliminary analysis of five potential site locations, with
potential to include high school roadways. Of five engineering firms that responded, three declined to submit a
proposal due to scheduling constraints. First Capital Engineering responded proposing a lump sum fee of
$96,750. Czapp stated that the district has worked with First Capital on the high school project. K & W
responded proposing a lump sum fee of $139,525. CRA requested qualifications based upon similar projects
from the two firms, with both meeting the criteria for the project. 

Cousin stated that the selected firm will do a high-level concept drawing, evaluation, and cost analysis, offering
pros and cons of each site for the facility. Board attendees suggested removing proposed site #1 from the options,
stating the district should not consider removing an athletic field. Attendees also suggested removing site #4
from the proposed locations to reserve space for a future educational building, if needed. Cousin will reach out
to the two engineering firms and request they reconsider their overall costs and resubmit a proposal for sites #2,
#3, and #5.

Committee members questioned if removing the initial analysis of the roads would further reduce costs. Czapp
suggested that timing is key, with two of the three proposed sites located adjacent to a proposed Krise road. Krise
is expecting to have a large amount of fill during the initial excavation phase of their project, which could be
used with the proposed access road at the high school. This would be more cost effective to the district to
use/move the dirt at the same time.

Future Planning / Next Steps
Cousin will request a revised proposal from First Capital and K & W engineering firms for the three sites. If
received before the May 8th Directors’ Study Forum meeting, information will be shared out at the meeting. The
Board could request that a recommendation for approval of a firm be included with May 22nd Regular Voting
Meeting action items.

Minutes from this committee meeting will be shared out at the May 8th meeting. Board members also requested
a spreadsheet listing pros and cons for each of the three agreed-upon proposed sites for the maintenance facility.

White adjourned the committee meeting at 5:25 PM

RESPECTFULLY SUBMITTED BY:
Suzanne E. Sterner
Board Recording Secretary