Facilities Committee - Documents

Facilities Committee Meeting 
September 27, 2025
2:00pm

I. Call to Order - 2:04 PM

II. Roll Call

Billy Hastings Elizabeth Lyons Chris Martin Tali Faris-Hylen

III. Approval of Agenda 

Martin made motion Lyons 2nd

IV. Approval of Meeting Minutes, July 11 

Lyons made motion Martin 2nd

V. Public Comment

VI. Agenda Items:

Facilities Updates

• tennis shed
• bond updates?
• locker switch-up at MMS
• Tennis shed was a bit behind schedule but happy with how it’s turning out. Resurfaced runway for long jump Now tennis shed is up Need wiring in it
  • Add-ons to make it stronger

Bond

• Meeting September 26.
• Looked at siding and outdoor materials. Soil samples and surveying is done
• Now it’s just final design
• Tower property to be torn down early winter
• Nothing salvageable now at property. Junk needs to be hauled out. Team is ready to take this on whenever this happens.
• Put a lot of new infrastructure in at computer labs in MMS (outlets, plugs) All maintenance completed by start of school
• Locker switch up at MMS. Flow of kids going through hallways was hindered by placement. Maintenance department built bases to move the lockers. Team so grateful!

Athletic/Event Updates (Nikki)

• Fall sports updates
• updates on 2025 events
• Future projects:
• Pool timing system, video boards and bulk heads (separates swimming area from diving area) need replacement/fix. Any updates?
• any other future projects?

Nikki absent due to home football game but provided these updates prior to meeting:

• Post season hosting – we are hosting the following MHSAA tournaments this fall
  • Volleyball Regionals November 12 & 14
  • Soccer semifinals!! October 30 on the turf!
• Billy has done a great job getting our tennis shed ready for our kids! They will move into that space later today!

VII. Meeting adjourned at 225 pm

Facilities Committee 
Meeting July 11, 2025
10:45 am

Call to Order 1047 am

I. Roll Call

Billy Hastings Rich Pugh
Trustee Tali Faris-Hylen
Trustee Chris Martin arrived late (work commitments)

II. Approval of Agenda

III. Approval of Meeting Minutes, May 17

IV. Public Comment

Ginger Ogilvie representing Safe Routes to school was here for an update. Awaiting next major grant approval and should know soon. Will inform us when/if they receive it.

Roundabout island structures built on Hagadorn keep getting hit. (in front of HS and Marble). Had not even expected the center poles that keep getting hit. Ginger spoke with ELPD and they are considering pulling center poles out and potentially just using the flashers on each side. Ginger can’t speak for city on what will ultimately happen but thinks the center poles will not be replaced again.

Additional islands will be coming in on Hagadorn (not a Safe Route project). Scott House is no longer director of DPW. Ginger to forward new contact.

V. Agenda Items:

Moving forward with Bond projects- timeline/what to expect (Rich Pugh)

• Have had one meeting with architects re: the admin building. Another has been scheduled (design/development meeting) and have one scheduled for high school design too.
• Contracted with Kebs to do survey work and at Tower. Contracted SME for soil testing for construction.
• As design is developed, Clark Construction will do a cost estimate and based on that sometimes design is scaled back and final design will be created. New cost estimates will be done at that time as well.
• From there- RFP’s will be issued by Clark Construction and they will get bids and evaluate for recs to board for approval.
• Contracts with King Scott and Clark will come to board for approval.
• Admin building first on list. Anticipate demo to occur by winter(?) Will come to board first for approval.
• Hoping to push a few things to project front and that is door locking hardware. Closed on first issue. Got bond funds approx. 4.3 mil.
• Still in process of bond issuance. All accounts have been set up.

Facilities Updates (Billy)

• In process of deep summer clean right now. Emptying all classrooms completely. Doing floors, grout, heavy duty cleaning.
• Resurfacing wood gym floors in MMS and ELHS. Significant savings to not hire this out any more.
• Officially have terminated snow contract because of new truck/plow. Significant savings here as well.
• Grass and landscape continuing to be maintained.
• Tennis building to start August 1 and completed before school starts. Changing all dynamic filters in all buildings.
• Done a lot of painting at all buildings. They are staying on top of all painting. \MMS lockers were moved to increase traffic flow. Getting a ton of maintenance done here before they get new carpet.
• All bleachers/stands have been inspected and certified and they will come back with recs on what we need to do (if anything).
• All employees taking ownership and happy to be trained in new skills internally. Re: recent storm- had minimal water damage that was handled internally.

Athletic/Event Updates (Nikki)

• No big facility projects on right now so just continuing use of what they have. Spring 2024 hosted MHSAA boys lacrosse quarter finals and girls lacrosse semi finals.
• Will potentially host more in 2025 because outside groups are very pleased with what we have.
• Potential we host boys tennis regional in the fall. No date secured yet but are looking at all logistics.
• Summer hours at track and courts have been great. All EL programming happening after hours so no issues.
• Youth volleyball camp next week. 
• Future projects:
  • Pool timing system, video boards and bulk heads (separates swimming area from diving area) need replacement/fix. Not this year, but are planning ahead for this.

VI. Adjourned 11:15 am

Facilities Committee Meeting 
May 17, 2024
12:30 pm

I. Call to Order

II. Roll Call Invited

Billy Hastings Nikki Norris
Trustee Chris Martin Trustee Elizabeth Lyons Trustee Tali Faris-Hylen

III. Approval of Agenda

IV. Approval of Meeting Minutes, April 5

V. Public Comment

IV. Agenda Items:

Facilities Updates (Billy)

• Status of fencing around retention ponds
• No mow May areas
• Custodial training during PD days
• Cancellation of plowing contract for Harrison Rd. schools (Green,Glencairn, Red Cedar)=savings
• Status of lawn mowing service at high school = savings of $29,000

Athletic/Event Updates (Nikki)

• Update for summer reminder- Track hours for community will be weekdays 7 am – 1 pm throughout spring and likely 7 am- 5 pm in the summer.

Facilities Committee Meeting 
April 5, 2024
12:00 pm

I. Call to Order 12:05 pm

II. Roll Call

Billy Hastings Trustee Chris Martin
Trustee Elizabeth Lyons Trustee Tali Faris-Hylen

III. Approval of Agenda 

moved by Martin, seconded by Lyons

IV. Approval of Meeting Minutes, February 9 

moved by Martin, seconded by Lyons

V. Public Comment

VI. Agenda Items:

Facilities Updates (Billy)

• WH playground is original so slide is cracked and pieces that need replaced. Billy has bid to replace. He will also look into a new piece of equipment to compare costs.
• Billy evaluating all other playground and conducting an audit to check conditions of all others.
• New water heater being installed in stadium as the other is no longer working.
• Wood floors being redone (recoat/rescreen/sand) this summer internally. Will save district a ton of money doing this internally. (MMS and HS gym (4) and theaters).
• MMS exterior needs to be commercially power washed. Billy to explore costs
• Almost finished with putting sensor hand washing fixtures in MMS
• After painting MMS bathrooms blue (due to vandalism) defacing of finishes has went way down
• During both professional development sessions, custodial team started bringing in specialized companies to pertain ie. Floor company on floors maintenance and carpet caring and bathroom cleaning. 100% participation! Next one they are going to teach how to bonnet carpet.
• Looking into an edger to purchase for district landscape.

Athletic/Event Updates (Nikki)

• Nikki unable to attend for updates 

VII. Meeting adjourned at 12:25 pm

Facilities Committee Meeting 
February 9, 2024
12:00 pm

I. Call to Order 11:12 am

II. Roll Call

Billy Hastings Nikki Norris
Trustee Chris Martin Trustee Elizabeth Lyons Trustee Tali Faris-Hylen

III. Approval of Agenda 

Moved by Martin, seconded by Lyons

IV. Approval of Meeting Minutes, November 9, 2023 

Moved by Martin, seconded by Lyons

V. Public Comment

VI. Agenda Items:

Facilities Updates

Community Gardens - Billy

• All set and regulations/procedures given to principals. All on board. Marble scheduling a meeting.

Playground update- Billy

• Red Cedar added piece under swing and original plan has all been completed.
• Fences at Glencairn working, perhaps to look at other buildings
• Temporary runway for track for this year but in 2025 it will be permanently modified
• Events to be held at high school in 2024– Nikki to get us full list

VII. Meeting adjourned at 11:26 am

Facilities Committee Meeting 
November 9, 2023
12:00 pm

I. Call to Order 12:01 pm

II. Roll Call

Billy Hastings Chris Martin Tali Faris-Hylen Elizabeth Lyons

III. Approval of Agenda 

Moved by Liz, seconded by Chris

IV. Approval of Meeting Minutes 

September 22, 2023 moved by Liz, seconded by Chris

V. Public Comment

VI. Agenda Items:

Updates

Community Gardens

• Billy to update on principal communications and handbook of what ELPS will do vs. what each individual school will maintain. Created a manual and will forward to each building principal to move forward with if desired.

Playground update

• is everything installed
• approved rubber at Red Cedar and hope to get it installed before weather turns

New boiler tubes at high school 

• 182 tubes are here and being installed right now

Track/Tennis Court hours 

• staying the same
• Tennis court windscreens have been installed but will be taken down next week
• Waiting on shipment of new pool boiler and will take a day to put in
• Door 8 is officially fixed 

VII. Meeting adjourned at 12:17 pm

Facilities Committee Meeting 
September 22, 2023

12:30 pm

I. Call to Order 12:34 pm

II. Roll Call

Dr. Elizabeth Lyons, Tali Faris-Hylen, Billy Hastings, Nikki Norris, Chris Martin

III. Approval of Agenda – motion by Faris-Hylen, seconded by Martin

IV. Approval of Meeting Minutes August 17 motion by Faris-Hylen, seconded by Martin

V. Public Comment

Ginger Ogilvie in attendance on behalf of Safe Routes to School

• Updated group on traffic flows since new installations of traffic crosswalks at Marble, MMS and HS.
• Middle School is not running smoothly.
• Can we take some time to study what is going on at MMS officially? Maybe even ask experts to come in. Does Safe Routes have a rec for a consultant? Maybe profs at MSU? Ginger sending some contacts.
• She encouraged us to visit and observe behaviors on Burcham at MMS.
• Noticing behaviors on Burcham (u-turns, people pulling off on all sides in front of crosswalk, pulling over at turn lane, dropping kids off, ) People coming in anticipation of pick-up 45 min early parking in bike lane etc. People resisting system in place because it’s not working for them.

Could we use grant money for school safety?

Can we get police involved? Can we have guidance (not enforcement) from law enforcement? Be strategic about timing i.e. first week of school, when they return from break etc

Ginger has made a flow chart on how kids can get to school. Maybe do a dedicated email blast. Perhaps have it sent with how to sign up for the bus too?

Marble: Salvaged pole in their possession and work will begin soon hopefully to get it back to functional.

HS- maybe some more communication from high school encouraging people to use them more

Sidewalks along Snyder great

Grant money will help with programming to communicate moving forward.

Grant #2
Submitting this in February Elsrts.weebly.com
*still taking feedback and public input Implementation would be 2026-2027

VI. Agenda Items:

Updates

Community Gardens- Billy update

• Billy scouted areas at each elementary schools for the best place to put the gardens. He placed them where he thought they would be best for the kids and community. Gets a lot of complaints about bees (certain times of the year) so with this in mind, he put them further from playground and close to sidewalks.  Facilities has offered – in order to get these going:

• rototilling to begin planting. All sites identical in size.
• If budget allows, a garden fence could be put around each
• Hoses would be provided

• Additionally, we would need a district-wide handbook of sorts to include no pesticides, expectations, etc.
• Next steps-Billy to loop in Rich and ask him to alert principals of suggested locations.

Playground update/progress

• All moving ahead

Track/Tennis Court hours moving forward

• 7 am-1 pm Weekday Track
• Tennis Courts have remained open 

VII. Adjourned at 1:42 pm

Facilities Committee Meeting 
August 17, 2023 12:30 pm

I. Call to Order  12:31 pm

II. Roll Call

Dr. Elizabeth Lyons, Tali Faris-Hylen, Billy Hastings, Nikki Norris, Christian Palasty, Dori Leyko, Matt Morales

III. Approval of Agenda motion made by Faris-Hylen, seconded by Lyons

IV. Approval of Meeting Minutes, June 9, 2023- motion made by Faris-Hylen, seconded by Lyons

V. Public Comment

IV. Agenda Items:

Updates

Community Gardens

• Billy will plot out best places at each elementary school before our next meeting.

Playground update/progress

• Installed handicapped access areas at each elementary to the path from asphalt to swingset.
• Added asphalt pad at Whitehills.
• Adding fence around retention pond (this weekend).
• They have re-worked wood chips at all playgrounds (over 1,000 yards)
• At Marble, they moved gate to playground per Mr. Robertson’s request to make playground more secure.

Track/Tennis Court hours- how did this go this summer?

• People still jumping fence but crew has locked the gates. Hours worked good this summer.
• No changes have been posted to school hours. But will post 7 am-1 pm when school is back in session.
• Need to think about how to handle community hours when P.E. classes are moved to the track.

Tennis courts

• Billy talking with construction superintendent. He is going to work with Racket Sports to address and will come out in September to address issue.
• Windscreen quote passed along to Rich and have been ordered. The west and south will be covered by these. Also a plain windscreen in between courts. Graphics will face Burcham.
• Will also do court signs after windscreens are done and installations.
• Bleachers are paid for and in transit
• Shed has been bid- 12x24 building (stick built) with a garage door on the front and entrance on the side, prepped for electrical.

Summer deep cleaning/updates in all buildings

• Every building/classroom- did summer deep clean
• Stripped hallways, refurbished terrazzo at MMS
• Whole staff has been trained on refinishing floors
• tons of positive feedback from staff
• touch-up program for paint at all of the buildings to be proactive
• re-sided press box at stadium
• Home press box for football coaches- removed a wall to tighten up space
• In storm water management program and inspected over 200 catch basins. Eighty were identified to be cleaned and that was handled.
• Added blinds in areas for purpose of lockdown as requested by staff
• Added 28 flags of concrete in school areas that were “trip hazards” and replaced
• Re-poured sidewalk at baseball fields to be completely handicap accessible at this field.

Pool roof update - COMPLETED

Pool boiler

• Got three bids on this.
• This will likely be a one-day installation and nobody will be affected.

Boiler two at ELHS

• Two bids to re-tube this.

Safety, Security and Accessibility Bond Proposal (secondary enhancements) for a May 2024 vote to include:

• Secure entrance/build out at ELHS
• Replacing ELHS elevators
• Identifying space inside MMS and ELHS to build a ramp in each building
• Re-pave parking lots at MMS and ELHS
• Carpeting in MMS and ELHS
• Change MMS and ELHS door hardware to be locked from inside
• Camera replacements/additions
• Security software/console – all different kinds i.e. HVAC, door, etc Next generation software is universal instead of operating in a silo. Would be nice to unify these tools. i.e. door to coincide with cameras
• Strobe lights (already in HS gym and music room) to go off when PA system is engaged.
• Expansion of alarms on several doors
• Office space- moving admin out of ELHS to Towar neighborhood. Building a space for Central Office to move to in order to provide more room for ELHS staff and their needs.

VII. Announcements

VIII. Adjournment 1:36 pm

Facilities Committee Meeting 
June 9, 2023 12:30 pm

Meeting called to order at 12:33 pm 

Roll Call: Chris Martin Elizabeth Lyons Nikki Norris Billy Hastings Tali Faris-Hylen

Agenda approved

Meeting minutes approved

Agenda Items:

1. Updates

a. Community Gardens
-Billy needs permission from Dori and Rich on moving forward with site determination at each building. Billy to circle back with them.

b. Playground bid (Due May 25- to present at BOE meeting June 12).
-BOE voting on this at Monday meeting.

c. Track/Tennis Court hours- did they begin June 5 as hoped?
-Don’t have weekend plan yet. Continuing with weekday plans.
-Not going to do weekend hours.
-Nikki rec is to go 7 am-5 pm for public usage track on weekdays until August 7. Track teams have practice beginning at 5:30 pm. Closed on weekends.
-Nikki rec for tennis courts are 7 am-9 pm. Going to place a sign out there.

2. Summer deep cleaning

-Whole lower level of flooring at MMS stripped and ready for wax
-Doing a complete deep clean of every room in the district
-Spot painting throughout district
-Each classroom has a checklist of what to do

Additional items per Billy:

1. Retention ponds at Glencairn
-Billy monitoring all in district. Glencairn – to get a 4 foot chain link fence to put around it. Will consider installing in other areas at other schools as needed.

2. Handling all mowing through district and are keeping up with it all (after cancelling contract with outside vendors)

3. Pool roof is being installed. Pool is protected during this process. Projected date to be done is July 15.

Next meeting, August 17, 2023 at 12:30 pm 

Meeting adjourned 1:28 pm

May 19. 2023
Meeting called to order 12:34 pm

Roll Call  Chris Martin, Liz Lyons, Tali Faris-Hylen, Billy Hastings, Nikki Norris, Amanda Ipiloto

Agenda approved

Meeting minutes approved

Agenda items

1. Community Gardens
   -putting these on plans on hold for all of the buildings until the administration can come together with a plan.
   -district can determine layouts, best practices, locations etc but likely these will continue to be more community/volunteer efforts
   -Billy and his team will put together a boilerplate plan/standards i.e. what is handled by all parties by next Facilities meeting
   
   
2. No Mow May
   -perhaps could extend this out in some areas
   -could also consider planting some pollinators
   -Billy to look into alternatives to present at next meeting
   
   
3. Update on playground bid
   -bids are due back May 25 at 2 pm. Rec to board June 12.
   -included in bid are ADA bucket swings, access mats to ADA equipment, Glencairn climber, Donley roller slide ADA compliant. All matting and installation is included in bid.
   -goal to have contractor install by beginning of school year 2023-2024
   -Billy to look into shading for slide at Red Cedar
   -Billy had March playground audit done and they are working on some things now. Will plan on doing this every March moving forward.
   
   
4. Update on handicap door audit
   -found things that needed to be replaced.
   -will stay on top of this yearly
   
   
5. Update on track/tennis court community hours
   -having issues still with people helping themselves to facilities (jumping fences) outside of community hours
   -what are solutions? Extend fencing so they can’t be climbed. More signage. Different designated hours.
   -Thoughts are that we need community hours – same for track and tennis courts. Billy to come up with schedule and will identify who’s locking and unlocking.
   -Currently track is open M-F 7 am- 1pm
   -Expand hours for track, establish hours for tennis courts. Make this clear in communications (eblasts, signage, weekly eblast announcement through district, marquee onsite). Hope to begin this June 5.
   -Need new signage to support tennis courts M-F 8 am – 8 pm Saturday 8 am – 4 pm. and track M-F 7 am- 1 pm and Saturday and Sunday not open.
   -some verbiage “Open to community members unless in use by ELPS students and staff.”
   -Hope to start this on Monday, June 5
   -We discussed this being included this as an item of information on BOE agenda as another way to put this out to the community.
   *This is the unanimous recommendation of the Facilities committee to offer up specific hours in order to protect the community investment of these facilities.

Adjournment at 1:30 pm

Facilities Committee
Notes from meeting 4-11-23

Roll Call:

Tali Faris-Hylen, BOE Chris Martin, BOE Nikki Norris, BOE
Billy Hastings, Director of Operations and Maintenance Vince Watson, Custodial Supervisor
Karin Polischuk
Absent: Elizabeth Lyons

Public Comment:

Karin Polischuk
-Concerned about excess water at Glencairn and safety issue
-Measured water at 9 in
-Kids wading in it and very messy
-What can we do about it- it also seems to be impacting the neighbors
-Cones on sidewalk because of water hazard
*Billy will address with Karin and be available for additional questions

Per Chris Martin:
-Playgrounds were always on list of things to do, but we had to finish buildings first.

Tali Faris Hylen reminded group:
-Playground package for work to be done this summer at Glencairn, Red Cedar and Donley.

Safe Routes to School

Ginger Ogilvie
-Works on applications for infrastructure improvements for city property in partnership with ELPS among others.
-SRTS uses federally funded grants
-First major grant they applied for in 2019 to be implemented this year- new sidewalks on Snyder and in Bailey neighborhood.
-What will most impact schools (two from our funding, a third from city) are pedestrian refuge islands next to Marble (crossing from Lexington), MMS (crossing from John R) and ELHS (crossing just a little west of Division). This will look similar to what we see by EL City Hall. And will include rectangular rapid flashing lights- pedestrian push buttons.
-Coming soon-Spring/summer completion
-Nicole McPherson from City (has since left) but now working with Steven Clayton (engineer at City). Any questions, he is the best person to reach out to.
-Completion of sidewalk on north side of Burcham from MMS to Timber Lane. (this is a City initiative)
-Additional funding to work with Marble and MMS to prepare them for getting used to the crosswalks. Will hopefully still have guard there. Crossing to shift a bit to the west when this is complete.
-Will also try to convince high school students to cross at Division.
-Next grant they will apply for will cover WH, Green, Glencairn and RC. Coming up with a good plan to address improvements.
-Improvements onsite to also be considered with funding- signs, traffic cones, crossing guard gear (ponchos), light up signs, etc.

-Ginger to follow up with Billy on a few things directly. i.e. Green dropoff sidewalk stops short here vs. other schools. Wants to talk about improving flow.
-Would also like to talk about a pathway connecting Gilcrest to back entrance Green.
-Ginger can facilitate conversation with Steven Clayton with City of EL and Nikki Norris re: baseball parking lot and a designated in and out.
-Status of Marble driveway to cross Hagadorn into MMS- potential talk about a blinking light. What is status on this?
Hopeful for a potential three-lane conversion (with turn lane)
Ginger heard from city that a crossing there is pretty close to Hagadorn/Burcham light. 
Another convo to be had with Steven Clayton.

Agenda items:

Spring Break work
-All maintenance staff in over SB.
-There is over 800,000 sq feet in district. They cleaned the things they can’t usually get through during the actual school year/workweek. 30+ staff was able to go through and do things like grout, art room floors, library book shelves, grounds made ready for spring sports, bleachers scrubbed in gymnasium, etc.

Playground update
-District gave plans back to GMB requesting more handicapped accessibility.
-Wants bid back asap- this would be for GC, RC and Donley.

Custodial in-service training
-At MMS, terrazzo floors hadn’t been stripped in 17 years so they were trained to do this themselves. Plan is going to strip wax this summer to make the floors look new.
-Doing it in-house so they will save some $$$ too!

Handicap doors
-ELHS and MMS doors not working at full capacity all the time.
-Did a door audit for doors to be rebuilt with Door Pro and another person to give a bid too. - Under $20,000 to re-work all doors at ELHS and MMS whereas new installs would be $60,000.

Misc:
No Mow May
-Select areas of City of EL doing this as well as encouraging residents to do the same.
-Billy has identified areas in which ELPS can participate and not have any bearing on athletic activities and will participate where appropriate.

Soccer nets

Request from Susan Wheeler for two soccer nets at Red Cedar. Being handled by principal.

Question from Chris Martin to Billy: How has transition from third party custodial staff to in-house?

-Billy says he’s starting to see measurable and really positive difference in addressing things that haven’t been addressed.
-Nice transition.
-Meaningful difference.

Billy Ordered t-shirts for Maintenance staff on back for sporting events.

Track and tennis court update
-Community Hours 7 am – 1 pm
-Nikki is person having to enforce trespassing.
-Can we make core hours different when school is in session and during summer?
-Need to protect community investment.
-What about additional signage and fencing?
-Need to keep looking into security.
-Tennis courts are open 24/7
-Maintenance could adjust a shift in the summer for courts to be locked at dusk. Can we get someone to do this? What about weekends?
-Maybe try something this summer. Nikki can poll other area schools to see what they are doing and potentially send a policy recommendation for next meeting so we can have something in place to enforce rules and community usage.

Need to set additional meetings for May and summer. 

Adjournment 12:20 pm

Facilities committee meeting 
May 1, 2023

I. Call to Order 9:02 am

II. Roll Call

Tali Faris-Hylen, Elizabeth Lyons, Billy Hastings, Mike Stahlmann

III. Approval of Agenda 

approved by Lyons seconded by Faris-Hylen

IV. Approval of Meeting Minutes 

January 23, 2023 approved by Lyons seconded by Faris-Hylen


V. Public Comment

Karin Polischuk - concerned about playground. Told in November a bid was going out. Glencairn has not had adequate playgrounds since 2014. District hadn’t made it suitable. Staff spent time purchasing playhouses, building flooring, etc to put things there. Very little equipment for the kids. School then told items needed to be removed.

Wanted something to move forward last meeting- January. Equipment continues to degrade (since 2019). Now 2023, playground is in much worse condition now than beginning of year. Heard there are moves to do something.

Principal contacted to see what was going on after last meeting. Stated nobody was consulted on this. Staff members have put together equipment after school and would give input on things that are appropriate. They need things available for kids over 3^rd grade. No appropriate ladder for kids to use.

Believes things are in progress. Asking that a bit of urgency given to this matter.

Also drainage pond- principals of elementary schools didn’t know they were going in. Outdoor classroom and retention pond has eaten up free space and caused problems with playground drainage. No plants in it and there is standing water therefore a safety hazard. Entire playground is muddy and gross. Also an empty wood chip pit of mud. 50-70% of playground is unusable because it is covered in mud. Kids are coming in covered in mud because of this.

Angela Sperecher- parent of 2^nd and 4^th grader at Whitehills.

Similar concerns to Karin. Niece has mobility limitations that opened her eyes to see how not accessible these playgrounds are to younger and kids with mobility issues. Concerned about WH playground as Karin is concerned with Glencairn.

Equipment is not accessible. No ramps for slides, no space for creative play. Real issues for kids with mobility.

Weather has made half playground unusable so kids are limited to blacktop. This can cause behavioral issues in classroom when they don’t get enough space to run and burn energy.

Muddy conditions are also an upkeep issue. i.e. Woodchips get dug out under swings so littler kids can’t even use them. Swings are also very loud and can be distracting for all kids (specifically those with special needs.)

She had previously reached out in November and received no response.

Was looking at a playground audit because she was looking for this. Need to send her this. She is resending email to address.

Look at this as a diversity/inclusion initiative. Elementary schools get left out on a lot of the conversations at the board level. Let’s devote more resources here. Said - Let’s work with ELEF and other parents on this (husband is head of ELEF).

Amanda Epolito- Daughter K at Donley. Can not access some of the playground equipment- she is smaller and often uses a wheelchair. Can’t use this on woodchips and now requires an aid at recess to have support to access equipment that is so large. This has affected her socially unable to play with peers.

Amanda worked with principal who agreed there are issues. Can we look into ramps to go over woodchips. Things that can be done to make it easier. i.e. Kids with walkers that have braces etc, just can’t move among the woodchips.

Not a lot of imaginative structures- would love to see more of these things purchased for kids of younger ages.

VI. Agenda Topics/Action Items

• Handicap doors/accessibility in District
  
  Per Billy- got here January 9. Heard of these issues. In prior position in Haslett they had push button doors. He found “The Door Pro” to do a district audit in Haslett and gave a price to get all those doors working correctly. This man came out last week and went to every handicapped door throughout entire district. He gave estimate and within a week will have total price. Previously, Billy had this person come once a year to do an audit. Will update on pricing at next meeting and action steps.
  
  
• Recent power outage at Marble
  
  Had a couple problems there due to HVAC unit shorting out and has been fixed.
  
  
• Custodial/Maintenance staffing update
  
  Happy to say only position they have to fill is an on-call 4-hour custodian.
  
  
• Purchase of mower
  
  Hustler mower purchased. Have an 8-foot cutting deck. Prior they were paying an outside company to mow the high school. Now we are going to do this ourselves. This will be about a 2 year payback for this mower but it was already in our budget. Billy thinks it’s important for us to have control over cutting the grass vs. a contractor. He can ensure this can be done when it is needed.
  
  
• Playground update
  
  Lorraine working with GMB Architect to get a bid for the playground at Glencairn. 
  
  Billy will address woodchip issues at elementary schools.
  
  Billy to look into handicap matting to put under all swings. 
  
  Will look into squeaking things.
  
  Grass and planting and retaining ponds were probably not planted in time enough to take. It was required to have established plants in there (per contract). They will get ahold of them to let them know nothing grew. New person in grounds department is going to focus on this to get grass grown in areas there are not. They are going to plant early Summer.
  
  If they can’t get ponds to drain, they will make it work.
  
  Worked with sod at Red Cedar, Marble and Green. They did this on high traffic areas around the building.
  
  Care and maintenance of equipment is under facilities. Selecting of equipment and placing of this is usually parent groups/principals/Rich.
  
  
• Lighting project for the auditorium - approved on Monday.

VII. Announcements

VIII. Adjournment - 9:30 am.

Facilities Committee
January 23, 2023 – In-Person Meeting 
11:15 am, Board Room, ELHS

DRAFT Minutes

I. Call to Order: 11:13 AM

II. Roll Call

Present: Tali Faris-Hylen, Liz Lyons, Rich Pugh, Billy Hastings, Debbie Walton
Absent: Mike Stahlmann, Nikki Norris
Public: Karin Polischuk

III. Approval of Agenda

Approved 3-0

IV. Public Comment

None

V. Agenda Topics/Action Items

• Introduction of Billy Hastings
  
  
• Custodial Services - staffing update
  Bringing the custodial services in-house has been very successful. Many positions have been hired. Daytime supervisor has been excellent. Still have 5 vacancies. Great feedback from staff, and particularly Green Elementary has been looking wonderful.
  
  
• Updates on current/upcoming projects
  • Outdoor Learning Centers / drainage areas
    
    Billy and Mike came up with a potential solution for the pooling water. By adding a secondary drain that will handle any overflow, they believe that they can prevent a pool of water from forming and can keep the areas safe for the kids. Also, vegetation will be planted so that in the summer and fall the ponds should fully drain within 72 hours of precipitation.
    
    Additionally, Don Manke has been hired as a grounds person to get grass growing on all playgrounds. He has experience as a golf course manager.
  • Fencing at Donley
    There are a couple of items left on the punch list: adding some missing caps and removing debris. Finishing those items will complete the project.
    
    
  • Auditorium lighting
    Project involves replacing all auditorium lighting at ELHS and MMS. RFP went out 1/9. There was a walk-through with four contractors on 1/13. Proposals are due 1/27. Assuming that supply chains work as necessary, the project should be completed before the beginning of school in fall of ‘23.
    
    
  • Roofing
    Project was approved by the Board at the last meeting. Assuming all goes according to schedule, the roof will be completed before the start of school in fall of ‘23. Project should not interfere with usage of the pool over the summer.
    
    Written update from Mike Stahlmann, because he could not attend the meeting:
    
    I am sure Rich will cover all the staffing we have done and the pool roofing project. I will add a hand out from our punch list on the ODLC’s. If puddling at Whitehills and Glencarin rain gardens is still an issue we have a fix for that. We have moved staff around and we now have a former head grounds keeper from a local golf course to help get grass established at the elementary buildings. We will still probably need to do some hard surfacing or wood chips in an area at Whitehills by the playground.
    
    Sound panels went up at Whitehills on MLK day and the ones for Glencarin are due to be shipped on the 25th of this month.
    
    I want to extoll on how well our new in house custodians are doing. My self and Rich are receiving nice feedback from staff. We still have a few people to hire and due some more training.
    
    The incident at Macdonald on the 18th was a true testament on what it means to have our own staff and quality equipment.
    
    I want to personally thank the board and everyone else involved for making that happen, because every day of learning begins and ends with support staff.
    
    Lastly I want to welcome Billy Hastings To ELPS. I look forward to working with him over the next 2 months. I believe he will be a great asset to the district and he has already shared with me how impressed he is with what he has seen so far. Welcome Billy, and I don’t think it will take long for you to see what a truly amazing place ELPS is.
    
    Thank you.
    Michael
• Safe Routes to School Update
  The following is a written update provided by Ginger Ogilvie, the SRTS volunteer:
  
  I'm sorry that none of our team members are able to attend the upcoming Facilities Committee meeting on January 23rd.
  
  If you are able to share the following update at or following the meeting, that would be much appreciated!
  
  1. Our Community Coordinator, Andrew Arbaugh (cc'd here), and I have been visiting our K-8 schools over the past few weeks to observe morning drop off. We currently have a couple more to go, but for the most part the elementary schools seem to be doing well. The middle school is still experiencing unsafe driver behavior on Burcham.
  
  We did notice at Robert L. Green Elementary that it might be helpful to extend the concrete curb in the car line further back. It's a pretty short distance between the start of the curb and the parking lot crosswalk, which is slowing the drop-off process. We are also still interested in following up on the addition of a path in the back of that school, as previously discussed with Brian Reeve. We'll follow up with Billy Hastings once he's settled in (Welcome Billy and wishing Mike a happy retirement!).
  
  2. We heard at the recent Red Cedar Family Council that they could use another bike rack at the front entrance of the school and wanted to pass that along.
  
  3. As reported previously, we have been working with the city to pull together a second Safe Routes to School Major Grant application for the following schools: Green, Whitehills, Glencairn, and Red Cedar. We're hoping to submit the application in October, so you'll be hearing more over the next few months. We can apply for up to $300,000 per school for infrastructure improvements outside of school property and up to $15,000 per school for programming, which can include things like signs on school property. We're getting close to finalizing a list of prioritized projects and should be able to bring that to the next Facilities Meeting. If you have any suggestions or questions please let me know as soon as possible.
  
  4. The work for our previous Major Grant for Marble and MacDonald should be starting this summer after last year's delay. We will be seeing two pedestrian islands with flashing RRFBs (rectangular rapid-flashing beacons) going in on Burcham at John R and Lexington, as well as new sidewalk in the Bailey neighborhood (on Snyder, between Gunson and Stoddard).
  
  (There will be additional work happening with that project that is not funded by our grant. One more pedestrian island with RRFB at the high school on Burcham near the bus stop/stadium, as well as new sidewalks along the north side of Burcham between MacDonald and Timberlane.)
  
  Please see this link for more information: 
  https://elsrts.weebly.com/major-grant.html
  
  5. Just fyi, our city really needs crossing guards. Please share: Crossing Guard Job Posting
  
  6. We're looking forward to our next Safe Routes to School stakeholder meeting planned for March 16th at 9:30am. Our next monthly team meeting will be Feb. 9th at 6:30pm.
  
  All the best, 
  
  Ginger Ogilvie
  East Lansing Safe Routes to School Volunteer

VI. Announcements

Next meetings: 2/22 - 8 AM,
4/11 - 11:15 AM

VII. Adjournment: 11:43 AM

Facilities Committee

May 17, 2022 – In-Person Meeting 11:00am

I. Call to Order at 11:00am

II. Roll Call (Present: Trustee Lyons, Trustee Walton, Trustee Martin, Mr. Stahlmann, Mr. Pugh, Ms. Norris)

III. Approval of Agenda (moved by Trustee Walton; second by Trustee Lyons. Motion carried unanimously)

IV. Approval of Meeting Minutes—March 21, 2022 (moved by Trustee Walton; second by Trustee Lyons. Motion carried unanimously)

V. Public Comment

• Alex Kang and Rachel Maegley, 1048 Blanchette Dr
  • They are property owners who want to build a new fence on district property line with RL Green Elementary playground. Inquiring what they need to do to get approval for project and determine maintenance responsibilities.
• Karin Polischuk, 709 Southlawn Dr.
  • Shared concerns about Glencairn Elem playground and outdoor classroom pavilion. Concerned that the pavilion location will impede future expansion of the playground and may be distracting for students using the pavilion. She pointed out that Glencairn has limited play structures compared to other elementary buildings in the district and wants to know when/how new equipment will be added.

VI. Agenda Topics/Action Items

• ELHS Tennis and Turf / Elementary Outdoor Learning Areas / Amphitheater and Courtyard at Red Cedar
  • Presentation by representative from Clark Construction, Shane Loundsberry
  • Tennis project is on schedule. The only variable is weather, but they anticipate it will be complete in time for fall tennis season
    • Concrete goes down around 6/13 and then has to cure for 30 days; then they do lines and fencing
    • If weather complies, tennis courts can be done by 8/8
  • Athletic field turf project scheduled to start 6/6 – field closure may happen as early as 5/31 to begin prep work
  • Crews will be at Red Cedar all summer to complete multiple projects
  • Donley is look great, but there will be issues with the fencing around solar panels
  • Pavilions to be installed at every elementary campus for outdoor classrooms. Hope to have completion by mid September. Will have clearer timeline mid summer.
• Other Summer Projects
  • Scheduled Building Maintenance
    • Normal preventative maintenance
    • Stripping and polishing floors at McDonald
    • Working with Jani-King in next week or so for summer scheduling
    • Need to repair 2 hot water storage tanks at HS
  • Grass at Elementary Buildings
    • Trying to grow grass but some areas where grass won’t grow. Will likely utilize a combination of grass and wood chips
  • Food Service Equipment
    • High school and MS food service equipment will be installed June 6
  • Inverters and fencing for solar panels
    • All inverters are installed – everything is up and running
    • Expect to have fences in by September
  • Lockers for Marble will be installed this summer

• Burcham Road Construction near baseball field and baseball parking lot
  • No updates
  • Nikki will touch base with Nicole McPherson on dates
• Playground equipment “audit”
  • GMB did an assessment on the playgrounds
  • There is a report that will go to Mike Stahlmann
  • Any playground equipment decisions will be made after completion of summer bond projects
• Replacing lost trees near tennis courts
  • No current plans for new plantings
  • They would want trees or plantings with little upkeep or debris
  • Let’s revisit once we see how everything looks
• Other business
  • From Mr. Stahlmann: McDonald MS neighbor – wants trees to block view of maintenance build
  • From Mr. Stahlmann: McDonald MS neighbor – wants us to build a fence; no plan at this time
• Future Meeting Topics
  • Auditorium updates
  • Naming opportunities
  • Playground equipment
• Future Meeting Dates
  • July 12 at 11:00am
  • September 13 at 11:00am

VII. Announcements

VIII. Adjournment at 12:23pm

Facilities Committee

March 21, 2022 – In-Person Meeting 11:00am

I. Call to Order

II. Roll Call (all members present)

III. Approval of Agenda (Agenda Approved Unanimously)

IV. Approval of Meeting Minutes—January 25, 2022 (Minutes Approved Unanimously)

V. Public Comment (None)

VI. Agenda Topics/Action Items

• Updates/timeline for Elementary Outdoor Learning Areas
  • Updated plans
    • Bond projects expected to cost about $2.6 million
    • Expected to be completed by end of summer
    • Still working on the exact order of when work will be completed at elementary buildings
  • Any Changes since we last met
    • Issue with location of outdoor structure RLGE – may have to move it
  • Amphitheater and Courtyard at Red Cedar
    
    
  • Grass at elementary buildings—need to find a way to actually grow grass. It has been a couple of years and we are not getting grass to grow.
• Updates/timeline for ELHS Tennis and Turf
  • Updated plans on track for same dates
    • Project looks like $3.4 million
    • Break ground on tennis courts in early May; football field later in May.
    • It’s really happening!
• Other upcoming facilities projects for 2022
  • Food service equipment could be installed as early as spring break
  • Routine Summer Maintenance
    • Waiting on inverters and fencing for solar projects
  • Playground equipment “audit”
    • GMB will complete in April
    • If we have leftover elementary bond funding, may be possible to use it to piecemeal playground equipment.
  • Burcham Rd / baseball area. City will add a drive and sidewalk near baseball field
    • Proposed to start after 6/9 – so unlikely to impact school year.
    • They may need an easement in this area – they will communicate more as that time grows nearer.
  • Future facilities topics
    • City might need an easement at Burcham and Hagadorn
    • Auditorium lights

VII. Announcements (none)

VIII. Adjournment at 12:10pm

Next meeting is May 17

Facilities Committee

January 25, 2022 – In-Person Meeting 12:00pm

I. Call to Order 12:02

II. Roll Call (Present: Lyons, Walton, Stahlmann, Norris, Pugh)

III. Approval of Agenda (moved by Trustee Lyons; second by Trustee Walton. Motion carried unanimously)

IV. Approval of Meeting Minutes—November 15, 2021 (moved by Trustee Walton; second by Trustee Lyons. Motion carried unanimously)

V. Public Comment (none)

VI. Agenda Topics/Action Items

• Presentation: Safe Routes to School Ginger Ogilvie
  • Updates on major infrastructure improvements around our buildings
  • Major grant from 2018 coming to fruition—a number of projects will be completed this summer
    • Projects funded by grant
    • Projects funded by city of EL
  • Possible “traffic playground” at MMS – this is still in the planning stages
• Updates/timeline for Elementary Outdoor Learning Areas
  • Plans proposed construction dates
    • 6/3 through 8/15
  • RFPs
    • We are officially out to bid
    • Bids are due 2/8
    • Follow up with Rich on 2/9
    • We may need special meeting between 2/14 and 2/28
• Updates/timeline for ELHS Tennis and Turf
  • Plans – Proposed Construction dates
    • Tennis 5/4 through 8/2
    • Turf 5/30 through 8/8
• Other upcoming facilities projects for 2022
  • Classroom air scrubbers with HEPA filters and UV lights
    • We just got 38 in – they have been distributed between Donley and Marble
    • Unneeded at HS and MS because we have dynamic filters and purifiers
    • We can probably re-distribute some of the purifiers to other elementary buildings
  • Playground equipment “audit”
    • We are still waiting on an audit from GMB. Will depend on funding following completion of the outdoor learning spaces
  • Summer project:
    1. Leaks in pipes at HS
    2. Eastminster – 31K for resurfacing next year ~ approx. 2500 per year after that. Contractual agreement because we often use their parking lot for Marble and MMS dropoff.

VII. Future Meeting Dates:

• Need to set regular meeting times for spring/summer 2022
  • March 22, 2022 at 11:00am
  • May 17, 2022 at 11:00am

VIII. Announcements (none)

IX. Adjournment at 1:14pm

Facilities Committee

November 15, 2021 – In-Person Meeting 11:00am

I. Call to Order

II. Roll Call

III. Approval of Agenda (moved by Walton; seconded by Lyons – Motion carried unanimously)

IV. Approval of Meeting Minutes—October 18, 2021 (moved by Lyons; seconded by Walton – motion carried unanimously)

V. Public Comment (none)

VI. Agenda Topics/Action Items

• Timelines are the same for both Outdoor Learning Areas and Tennis and Turf project
  • Plan is to have RFP out mid-January
  • Info to Board ASAP due to tight timeline
  • Target is 2/14 meeting for Board approval
• Timeline for Elementary Outdoor Learning Areas
  • Dori, Glenn, and GMB met with Elementary principals to discuss their priorities
  • More info to committee once buildings have finalized their “wish” list items
  • This is separate from playground equipment “audit”
• Proposed facilities upgrades (Mr. Pugh)
  • Updates from Tennis and Turf Group
  • Site visits on 10/28—visited Haslett, Lansing Catholic, and Eastern – Nikki, GMB, coaches, facilities personnel
    • Looking at layout and fibers for turf
    • Haslett had turf style we like for multipurpose
    • Our goal is to have lines sewn in – not painted on
    • Electricity under turf—four corners and center
    • Press box and concrete will be included in RFP
  • Main issue with tennis courts we are trying to work out is width of center aisle
    • We like the basic layout we have been working with through this process
    • Sheds and electricity are likely to be included in tennis court plans
  • Timelines for RFPs—small bond and turf tennis meeting together to ensure that these projects move at the same time
• Eastminster Parking Lot – no update
• Elementary air filters ordered last week – Red Cedar does not need them because they have dynamic air cleaners and individual units.
  • 38-40 units ordered. They will be distributed to buildings/rooms with highest need first

VII. Future Meeting Dates:

• Next meeting will be 1/18 at 11:00am
• Future topics: Playground Equipment “audit”
• Elementary Air Filters

VIII. Announcements

IX. Adjournment

Facilities Committee

October 18, 2021 – In-Person Meeting 10:00am

I. Call to Order (at 10:02am)

II. Roll Call (all committee members present)

III. Approval of Agenda (moved by Lyons; seconded by Walton – carried unanimously)

IV. Approval of Meeting Minutes—September 13, 2021 (moved by Walton; second by Lyons – carried unanimously)

V. Public Comment - none

VI. Agenda Topics/Action Items

• Elementary Outdoor Learning Areas (Mr. Pugh, Ms. Webster, Superintendent Leyko)
  • Robert L. Green Elementary/Pinecrest community garden
    • Awaiting making a decision on community garden until we have a sustainability plan and plan to make sure all buildings have comparable resources
    • Concern about creating unnecessary maintenance responsibilities for school staff. Need to think of long term maintenance
    • We want outdoor learning spaces to be permanent structures with curricular tie-ins.
    • Outdoor spaces don’t have to be the same throughout District, but there needs to be equity between buildings
  • Collaboration with Bond Cmt./Assuring money within scope of bond and distributed equitably to all buildings
    • Need more certainty about how to allocate remaining bond resources and designs for outdoor learning spaces.
    • Hope to have RFPs and board action to allow for summer construction
• Proposed facilities upgrades (Mr. Pugh)
  • We have had two meetings of the Tennis Turf group since last meeting – GMB, Clark, Rich, Mike, Nikki, Dori
    • 10/7 plan
    • Next meeting will be site visits to view artificial turf
    • Tennis Court layout largely unchanged
    • Some discussion of field design and markings – will be settled by Nikki and architects 
  • Timelines for RFPs
    • Late December/early January
  • Not moving forward with auditorium lights at this time
• Snow removal contracts for 2021-2022—update
  • We got 3 bids, we ended up going with the low bid to Strickland – we have other contracts with them
  • Contracting out RC, Green, and Glencairn
  • Other buildings done in house
  • Related topic – use of Eastminster parking lot
• ELHS signage discussion (Walton moved to remove signs from west side of parking lot; seconded by Lyons – motion carried unanimously)

VII. Future Meeting Dates:

• November 15, 2021 @ 10:00am
• May need a December mtg to finalize RFPs

VIII. Announcements

IX. Adjournment 10:57am

Facilities Committee

September 13, 2021 – In-Person Meeting 10:00am

• Call to Order: at 10:04am
  
  
• Roll Call (Walton, Pugh, Stahlmann )
  
  
• Approval of Agenda (moved by Walton; seconded by Martin; motion carries unanimously)
  
  
• Approval of Meeting Minutes—June 21, 2021 (moved by Walton; seconded by Martin; motion carries unanimously)
  
  
• Public Comment (none)
  
  
• Agenda Topics/Action Items
  • Summer Maintenance/Installation Summary (Mr. Stahlmann)
    • Completed installation of all dynamic air filters and window screens
    • Preventative maintenance on building systems
    • Building projects done at request of school leaders
    • Soundproofing projects at Glencairn—
      • Underground compressor soundproofed - seems to have made a difference
      • Soundproofing between art room and music room
      • No summer projects outstanding
    • Snow removal for 2021-2022—city no longer able to support plowing school access and parking lots
      • Getting bids from private contractors
        • See-More Green is our mower
      • Idea will be to have Red Cedar, Glencairn and Pinecrest with private contractors
      • Sidewalks, parking lot, salt
        • Will likely be a seasonal contract
      • Getting estimates from four vendors this week
    • Proposed facilities upgrades (Mr. Pugh)
      • Progress
        • Rich and Nikki decided on scope of outdoor projects and design/orientation
        • Reorient tennis courts and elected post tensioned tennis court option that is more durable
        • We have a big picture estimate that is likely to be revised
        • Design is ongoing with GMB
    • Timeline for RFPs
      • RFPs in early 2022; with construction likely 2022
  • Items to be included
    1. athletic field and tennis courts are in the works, going to design phase
    2. auditorium lighting will most likely wait to next year
  • Robert L. Green Elementary/Pinecrest community garden
    • Amy Webster and Dori want to figure out how to make this an outdoor learning space.
      • Also maintenance questions
      • Short term and long term costs
      • Equitable opportunities across buildings
    • Bond money for playground improvement/outdoor learning spaces
      • We need to consult with bond committee to make sure that bond money is spent within scope of bond and distributed equitably to buildings
    • ELHS signage discussion
      • Signs likely to be removed. Additional discussion at our next meeting
• Future Meeting Dates:
  • October 18, 2021 @ 10:00am
  • November 15, 2021 @ 10:00am
• Announcements
  
  
• Adjournment 11:10am