TSBC Meeting Minutes – 8/24/2020

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8/24/2020
Tisbury School Building Committee
Meeting Minutes

2020-08-24_TSBC_MeetingMinutes

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Tisbury School Building Committee 2019-2020
5:00PM, Monday, August 24, 2020
by Zoom Cloud Conference due to Covid-19 Restrictions

TSBC Members Present: Chair Harold Chapdelaine, Sean DeBettencourt, Peter Gearhart, Rita Jeffers, Reade Milne, Rachel Orr, Jim Rogers, Michael Watts
Recorder: Marni Lipke
Others: Angie Francis, Jackie Hokanson, Jerry Hokanson, Marie, Tegan Myers, Janet Packer, Alice Robinson, Susie White, Caller from 508-360-7205
Daedalus Projects: Richard Marks, Christina Opper, Amanda Sawyer
Tappé Architects: Chris Blessen
Schools: Sean DeBettencourt, Rita Jeffers, Meredith Goldthwait, John Mode, Anne Williamson
Tisbury School Committee: Michael Watts
Town: Selectman – Larry Gomez, Selectman – Jeff Kristal, Selectman – Jim Rogers, Town Administrator
FinCom: Mary Ellen Larsen, Jynell Kristal
Planning Board: Ben Robinson
Press: Louisa Hufstader – Vineyard Gazette, Rich Saltzberg – MV Times

* TSBC members late arrivals or early departures.

1. Call To Order
The Tisbury School Building Committee 2019-2020 (TSBC) meeting was called to order at 5:05PM.
– (Recorder’s note: Discussions are summarized and grouped for clarity and brevity.)

2. Virtual Meeting Reminders (Mute, Video, Chat, Raising Hands)
Chair Harold Chapdelaine reviewed the protocol for remote meetings occasioned by the Covid-19 pandemic. The meeting was being recorded and would be posted with all background documents on the Project website http://www.tisbury-school-project.com. All participants were welcome. In order to facilitate Zoom technology he asked that:
– everyone mute their microphones to reduce background noise,
– participants use the raise hand option if possible or raise their hands on video;
– non-TSBC members turn off their video to allow TSBC members to be more easily identified.

3. Tisbury School Building Committee (TSBC) Attendance
– was called.

4. Review and Possible Approval of Minutes, August 17, 2020 Meeting
– Tabled

5. Acknowledgment of Receipt of Public Correspondence
– None.

6. Review of Concept Option 3: (See documents on file.)

a. Review of Gymnasium Options (See 8/17/20 Minutes p.2-4 #6.)
Mr. Chris Blessen and the Tappé Architect team were able to successfully resolve TSBC concerns about the gym and adjacent spaces by taking the excavated spaces and:
– reducing the area by 49 sq. ft.
– reducing bleacher seating from 285 to 240;
– shrinking the stage to 20 ft. x 43 ft. (current stage 16 ft. x 37 ft.);
– dropping gym safety buffers from 10 ft. (recommended guidelines) to 7 ft. with heavily padded walls;
– reducing the music program by 40 sq. ft. but adding practice rooms;
Consequently:
– restoring the zoning setback;
– providing chair seating for 800 (storage space for 2-300 stored chairs, the remainder rented);
– allowing space for stage storage;
– including three changing rooms, for a minimum of 18 students and a gender neutral bathroom;
– stairwells and hallways also available for storage (closed cupboards only—no open shelving).

d. Building Committee Discussion
• The TSBC again raised the idea of turning the building to be parallel to the existing building rather than to Spring St. to scale back overall size, extraneous angles/space and reduce cost. Mr. Blessen explained hallway/stair/egress codes inefficiencies would remain and the turn would not save any appreciable square footage. In addition it would impinge on parking which currently also served the Superintendent’s Shared Services Office. As a Selectman, Mr. Jim Rogers emphasized that lack of parking was already a consistent Town complaint.
• The lobby was designed to allow enough room for a desk to check in Town Meeting or event attendees.
• Disability access to the stage was now a problem, lifts were slow and ugly, ramps took up significant space (see below: Actions).
• MR. ROGERS MOVED TO AUTHORIZE THE DESIGN TEAM TO PROCEED WITH OPTION 3 GYM FLOOR AND ADJACENT AREAS AS REVISED ON AUGUST 22, 2020 ACKNOWLEDGING THE GEOMETRY WITH UNDERSTANDING THAT IT WILL CONTINUE TO BE REFINED TO THE BEST POSSIBLE EFFICIENCY; MS. READE MILNE SECONDED; MOTION WITHDRAWN.
– It was understood that the team would continue to adjust and refine the plan but the decision would allow them to work within the current geometry and location. It was emphasized that it was counter-productive to continually retrace steps in basic design.
• IT WAS THE CONSENSUS OF THE TISBURY SCHOOL BUILDING COMMITTEE TO ACKNOWLEDGE THE PROPOSED GEOMETRY OF THE GYMNASIUM AND ADJACENT SPACES AS REVISED ON AUGUST 22, 2020.

b. Floor Plans

c. Building Exterior, Massing/Elevations
• On the first floor, kindergarten (K) was unchanged except for additional natural north daylight. The cafeteria/kitchen and delivery were as previously noted. The side stairs were eliminated in favor of a new central stairway/elevator near the Williams St. entrance. The layout (repeated on each floor) showed Special Education (SpEd) rooms location and first/second grade level classrooms along the outside walls. Project Headway, the nurses station and administration were in the one story addition as previously.
• The second floor showed the art, foreign language and health classrooms, the centralized media space (and bathrooms), and third/fourth grade and SpEd classrooms as noted. The existing curve archway would allow a breakout/team space in the third grade classrooms. Some general office space could house Information Technology (IT), psychologists, etc.
• The third floor put the sixth and seventh/eighth grades in separate areas.
• Skylights and actual solar/shadow drafts were shown along with examples of central media spaces with borrowed daylight via lean-to and regular skylights.  Tisbury School was unique and getting daylight into the first floor presented a challenge

d. Building Committee Discussion (See below: Actions.)
• Mr. Blessen was not contemplating glass walls, but rather more durable window replacements of current windows that would also be acoustic barriers.
• The central staircase/elevator required fire separation rating and Mr. Blessen put in the slightly less expensive solid wall, however full or partial glass walls would not be big expenses.
• The second floor side stairs by the offices had no daylight. The Tappé team was considering possible tasteful replication of existing building windows.
• The light wells would have corridor type open spaces with railings that could be glassed in if desired, and could also function as educational spaces. Definition of use, modality, audio privacy, etc. for these spaces, and for the media center were usually done with furniture and movable partitions—easily changed without too much custodial work.
• The TSBC commended the gym and equipment storage. The Speech/Language room was moved closer to Project Headway. There was no staff lunch room however a “Mother’s” room or private courtesy staff room was provided.
• Acoustic engineers looked at every single space, to determine Sound Transmission Class (STC) requirements.
• Internet wiring was no longer deemed necessary but wifi would be available throughout the entire building—with some accommodation for wired heavier graphics or servers.
• Cafeteria seating accommodation was still undecided, but there was a goal to allow 3 lunch servings (instead of the current 5 seatings). The open balcony on the cafeteria would be a temptation to throw things at the diners.

e. Public Comment (Earlier in the meeting.)
• Mr. Richard Saltzberg asked about the change in the setback compliance.
Various proposals were working drafts, or brainstorming, moving towards better approaches and should not be taken as final determinations.

8. Other Topics Not Reasonably Anticipated by the Chair Within 48 Hours of the Meeting
After the August 17th meeting there was considerable comment from individual TSBC members to the Tappé team regarding reducing the mass of the building. In performing due diligence the team consequently roughed out a plan that differed substantially enough to be deemed “Option 4”, with a significant reduction in square footage. Chair Chapdelaine asked if the TSBC wished it to be placed on the next meeting agenda for discussion.
– Some members were interested in comparing the two plans, noting Option 4 addressed some questions. Others expressed frustration with having to revote and revote on repeated deviations from the chosen Option 3.
– The TSBC reviewed the policy allowing individuals to contact the Tappé team (see 7/27/20 Minutes p.4-5 #9). It was understood that comments, questions and conversations would be limited to Option 3 and did not encompass such a complete re-design.
– If Option 4 were not chosen, allocation of space in Option 3 could still be addressed.
– The Covid-19 pandemic demonstrated the need for enough space to allow facility flexibility.
• MS. MILNE MOVED TO PUT OPTION 4 ON AUGUST 31, 2020 AGENDA; MS. RACHEL ORR SECONDED; MOTION FAILED: 2 AYES, 5 NAYS, 1 ABSTENTION: MR. SEAN DEBETTENCOURT—NAY, MR. PETER GEARHEART—AYE, MS. RITA JEFFERS—NAY, MS. MILNE—ABSTAIN, MS. ORR—AYE, MR. ROGERS—NAY, MR. WATTS—NAY, MR.
CHAPDELAINE—NAY. The TSBC hoped to continue work on Option 3 at the August 31st meeting.

7. Acknowledgement of Upcoming TSBC Meetings and Sustainability Meeting(s) Schedule
– Presenters and organizers had not returned call regarding the sustainability forum, and it was suggested it be postponed until after Labor Day.

Adjournment
• ON A MOTION DULY MADE BY MS. ORR AND SECONDED BY MR. DEBETTENCOURT THE TISBURY SCHOOL BUILDING COMMITTEE MEETING UNANIMOUSLY ADJOURNED AT 7:16PM: 8 AYES, 0 NAYS, 0 ABSTENTIONS: 8 AYES, 0 NAYS, 0 ABSTENTIONS: MR. DEBETTENCOURT —AYE, MR. GEARHART—AYE, MS. JEFFERS—AYE, MS. MILNE—AYE, MS.
ORR—AYE, MR. ROGERS—AYE, MR. WATTS—AYE, MR. CHAPDELAINE—AYE.

Appendix A: Meetings/Events:
• TSBC – TBD – 5:00PM, Mondays, August 31, 2020 – Zoom

Appendix B: Actions
Tappé – resolve:
– ADA access to the stage,
– central stairway partial glass walls,
– second floor stair windows (replications/historic)
– consult with teachers re: students throwing objects from cafeteria balcony.

Appendix C : Documents on File: Available at :
http://www.tisbury.mvyps.org/ click on Tisbury School Project
(Official archive hard copies on file at Tisbury Town Hall & Tisbury School):
• Agenda 8/24/20
• alternate plans (5 p.)
• alternate plans (7 p.)