2011 Feasibility Study Advisory Committee

1. 2011 Feasibility Study Advisory Committee Brown Station Elementary School Modernization Feasibility Study

2. Welcome and Introduction • Thank you for accepting our invitation to participate in the feasibility study process as a member of the Feasibility Advisory Committee (FAC). • Please sign-in on the attendance sheet that is being circulated and pass it on to another. Please print your name and information legibly so that you can be appropriately credited in the final study report.

3. AGENDA F.A.C. Meeting # 1 March 24, 2011, 3:15 p.m. to 4:45 p.m. • Welcome and Introductions……………………………………………...…….…Dr. Carl Baskerville, Principal • Presentation “The Feasibility Study”…………………………...Craig Shuman, MCPS Project Manager • Ed Spec Overview…………...........................................Adrienne Karamihas, MCPS Planner • Architectural Opportunities……….…………Gregory Lukmire & Robin Puttock,Architects The Lukmire Partnership, Inc. • Site Opportunities……………………………………………………………………....Shawn Benjaminson, P.E. ADTEK Engineers, Inc. • FAC Committee Goals and Objectives……………………………………………….……………Open Discussion • What’s Next……………………..……………………..…………….…..Craig Shuman, MCPS Project Manager • Adjourn……………………………………..………………………………… ……Dr. Cark Baskerville, Principal

4. Why Do We Need A Feasibility Study? • A modernization is scheduled for this school with a completion date of August 2016. • FY 2012 expenditures are programmed for facility planning funds to determine the scope and cost for the modernization. • In order for this project to be completed on schedule, county and state funding must be provided at the levels approved in the FY 2011-FY 2016 CIP • Relocatable classrooms will be utilized until additional capacity can be added as part of the modernization.

5. Why Are We Here? • Staff from the Department of Facilities Management, which includes a Project Manager and a Facilities Planner, along with our Architects and Consultants, are here to facilitate the feasibility study process and to work with the school and community to determine the feasibility, scope and cost for the modernization of the school.

6. The FAC (Feasibility Advisory Committee) • The school principal chairs the FAC • All FAC Meetings are open to the public • The FAC consists of the following stakeholders: • School Administration and Staff • Representatives of the MCPS Department of Facilities Management • The Architects and Engineers • School Neighbors, Property Owners • Area Civic, Condominium Associations and Homeowner’s Associations • PTA Members • The General Public and anyone who attends the meetings • Other Invitees Include Representatives Of: The School’s Community Superintendent The Maryland State Department of Education The City of Gaithersburg Planning Department

7. The Kick-Off Meeting A feasibility study kick-off meeting was held at the school on March 3, 2011. The meeting was attended by the School Principal, the Principal Intern, a PTA representative, a school staff member, the Project Architect, the MCPS Project Manager, and Planner. The purpose of that meeting was to: • Introduce Team Members • Discuss Project Scope and Schedule • Define Objectives • Set Dates For the FAC Meetings

8. The FAC Notification/Invitation Process • The first meeting is typically scheduled to occur 3 weeks after the kick-off meeting to allow for adequate public notice and for posting of a public notice sign at the school. • The MCPS Division of Construction mails out FAC notification/invitation letters to: • All adjoining and confronting property owners • All community associations, condominium associations, civic associations and homeowner associations within the school boundaries • Property ownership information along with contact information for community, civic and homeowner associations is obtained from the most current County and Park and Planning databases.

9. The FAC Notification/Invitation Process • In addition to the mailed letters, the Division of Construction recommends that the school send copies of the letters home with students, post information on the school’s website and, if possible, post information on List Serve. • At the request of the school, notification letters, were provided to all addressees in both English and Spanish. • The letters included the dates and times of all scheduled meetings and a personal invitation to attend and participate in the FAC process. • A sign is posted in a visible location at the site announcing the project and includes the dates and times for all meetings.

10. The FAC Notification/Invitation Process Please help get the word out……. • The County and M-NCPPC data bases reflect only ownership information. It is possible that tenants or renters may not receive a notice. • It is possible that recipients of the notice who don’t have children at the school may not realize that the letter applies to them and may not read it. • It is important to remind your homeowners’, civic, condominium or community association representatives to check the Association’s post office box regularly. • A comprehensive list of people who were sent letters is available at the back of the room. Please review the list and let us know if we have missed someone. • Please speak with your neighbors and remind them of the importance of attending the FAC meetings

11. FAC Meetings at The School • Depending upon the size and nature of a project, the FAC process requires four (4) workgroup meetings to develop design options and • One (1) evening Final Public Presentation Meeting – Preferable at the beginning of a regularly-scheduled PTA meeting. • The first meeting will be held at 3:15 pm just after school dismissal. • Meeting schedules vary. Some are held in the afternoon (3:15 pm) and others in the evenings (7:00 pm) to afford maximum participation by stakeholders

12. FAC Meetings at The School • Meetings will be held at two to three week intervals. • All communications and questions are to be addressed to the Principal who will convey that information to the MCPS Project Manager. • The architect will provide a sign-in sheet, an agenda and prepare meeting minutes for all meetings held. • Minutes of the previous meetings will be provided at subsequent meetings.

13. What Are the Objectives of the Feasibility Study? • To elicit stakeholder input regarding the building and the site. • To develop building and site design concepts incorporating stakeholder input. • To identify and prioritize “Pros” and “Cons” for each concept • To arrive at a preferred concept • To evaluate costs associated with these concepts • To use costs as a basis for funding

14. How will we accomplish our goal? • Share Information S– Survey existing conditions and share that information with each other H – Help each other understand our concerns and work to resolve them A – Analyze the pros and cons of various options R – Relay that information to the Architects E – Evaluate options and costs and select a “Preferred” Option.

15. Some A’s to FAQ’s before we begin the process…. • Will the school be closed during construction? Yes. The school will be temporarily relocated to the Grosvenor Holding Facility • When will construction begin and when will the modernization be completed? It is anticipated that construction will begin in late 2014 and be completed by August of 2016 • How will my property be impacted by construction? Potential impacts to neighboring properties will be discussed during the feasibility study (FAC) meetings. Efforts will be made to minimize impacts during the design process.

16. Remember……… • The FAC Process is evolutionary incorporates comments and input from previous meetings. • Decisions made and ideas proposed at meetings are not final. The best way to stay informed is to attend every meeting. • There will be other opportunities in the future during the schematic design phase for input. The feasibility study is only the initial phase of a more extensive design process. • The more the stakeholders participate, the better the feasibility study will be.