SCHEDULE PALO ALTO HS MEETING SCHEDULE AND AGENDA

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2 SCHEDULE PALO ALTO HS MEETING SCHEDULE AND AGENDA 25 August 2009 All meetings are at 3:15 p.m. unless otherwise noted. Meeting dates are scheduled in advance and dates without agendas may or may not be required. Notification will be given at least one week in advance if a meeting will occur on that date. W 26 Aug Th 27 Aug M 31 Aug Performing Arts Meeting Review CTE grant and application process Outstanding information required Review theater floor plan prepared for funding/application Define equipment, furnishings, etc., and locations Review budget and determine cost to be reported Status update by Performing Arts Group and/or Theater Subcommittee Central Plant Meeting (1:00 pm) Discuss preliminary findings Review potential options SFC Meeting 1. Update on El Camino Field Project 2. Update on New Bleacher s Project 3. Classroom Building Building sections Preliminary massing studies Progress developments Current SF vs Estimate 4. Media Arts Building Building Sections Preliminary Massing Studies Progress Developments Current SF vs Estimate 5. Central Plant Update 6. Relocatable Project 7. CTE Plan Update Performing Arts Media Arts Project W 02 Sept Palo Alto HS Schedule P. 1 Media Arts Building (Meeting No.1)

3 Review CTE grant and application Outstanding information required Review floor plan Define equipment, furnishings, etc., and locations Review Media Arts Building in detail with user group Budget discussion, value engineering opportunities, donor/fund raising opportunities T 08 Sept W 09 Sept Board discussion on proposed conceptual design Performing Arts /Theater Subcommittee Meeting Subcommittee to present information and findings, visitations, etc. Discussion of theater plan prepared for funding application Plan components that work, those that don t, adjustments Full Fly versus Grid and cost impact Orchestra pit Program discussion Th 10 Sept Palo Alto High School Open House W 16 Sept W 23 Sept M 28 Sept T 22 Sept W 30 Sept Classroom Building (Meeting No.1) Math and Social Studies Review interior layout and typical classroom Confirm built-ins, furnishing and equipment Review interior elevations Review updated massing with exterior elevations Review budget and value engineering opportunities Departmental Meeting (TBD) SFC Meeting Update progress on Classroom Building and Media Arts Building Schematic design review Budget status Relocatable project Performing Arts conceptual design progress update Next steps, schedule Board approval of conceptual design Media Arts Building (Meeting No.2) Review interior layout and specific classrooms Review interior elevations Confirm built-ins, furnishing and equipment Review updated massing with exterior elevations Review budget and value engineering opportunities Donor/fund raising opportunities W 07 Oct Facilities and Maintenance Update Palo Alto HS Schedule P. 2

4 Review of projects Review/receive District standards or standards set from other PAUSD projects Discussion on MEP system concepts for schematic design W 14 Oct W 21 Oct Performing Arts /Theater Subcommittee Meeting Review conceptual plan options Review updated massing studies Program discussion Departmental Meeting (TBD) M 26 Oct SFC Meeting Schematic design update Classroom Building Media Arts Building Performing Arts, conceptual design and development Relocatable project Next steps, schedule W 28 Oct W 04 Nov W 11 Oct W 18 Nov T XX Nov T XX Dec 09 Th 28 May 10 Departmental Meeting (TBD) Classroom Building Schematic design update Follow up from previous meeting comments Review interior and exterior updates Sign off by Math and English groups Departmental Meeting (TBD) Media Arts Building Schematic design update Follow up from previous meeting comments Review interior and exterior updates Sign off by Media Arts groups Board discussion on proposed schematic design Board approval of schematic design Classroom Building and Media Arts Building Submit to DSA Palo Alto HS Schedule P. 3

5 PALO ALTO HIGH SCHOOL FACILITIES STEERING COMMITTEE MEETING DATE: SUBJECT: ATTENDEES: 31 August 2009, 3:15pm-5:00pm Palo Alto HS Facilities Steering Committee See attached sign-in sheet The following are the highlights of the meeting: 1. Principal Jacquie McEvoy (JM) called the meeting to order. She introduced new meeting attendees, and mentioned that the school has enrolled 100 more students than anticipated this year. 2. Architect Erwin Lee (EL) greeted the committee, gave an update on the status of the Group 1 projects, and gave a Powerpoint presentation of the planning and design of the Classroom Building and Media Arts Building. The same presentation will be given to the School Board at an upcoming meeting on Sept, 8th. The updates are as follows: New Classroom Building EL presented updated floor plans and described how comments made from previous meetings and discussions have been incorporated. The building was tightened up to conserve the budget and now has 27 efficiently designed classrooms on two floors while maintaining the budget for 24. At each floor there is an oversize classroom (#12) and at the first floor there s a set of restrooms with interior/exterior access. The central office/resource areas receive day-lighting from a central light well that is sky-lit from above EL presented 3D massing studies and noted how the Math and Social Studies resource areas are visible from the entry and have ample views out. The studies also depict how the building, though compact, is largely open and affords view corridors to Embarcadero Road and the Library, to help orient the students. Also efforts were made to save mature trees adjacent to the building. EL presented building sections to illustrate the spatial relationship of classrooms to corridor and to the resource/office areas. Section also depicts how daylighting will be brought into both floors of the central resource areas. Media Arts Center EL presented updated floor plans and described how comments made from previous meetings and discussions have been incorporated. EL described the major spaces and noted how this building is designed to be used after hours with a corner entry that provides a central control point. EL described the Forum and adjacent Café as providing opportunities for teacher/student interaction. EL presented 3D massing studies and noted that the four exterior sides of the building have been treated differently to respond to location, solar orientation Palo Alto HS FACILITIES STEERING COMMITTEE MEETING 03 June 2009 P. 1

6 and its function on campus. At the southeast side a cantilevered stairway and elevator tower are adjacent to the corner entryway. The entryway is designed to be open and inviting providing views into the Forum. The northwest side facing Embarcadero is more closed and with sloping roofs, similar to the adjacent buildings. EL presented a building section and interior view of the Forum to illustrate the main space which can accommodate large groups and features video screens on three sides and a stage for a multi-media experience. EL called attention to the Viewing Platform which affords the best views of the screens and stage. JM asked if the space is large enough to house 150 people and EL responded that it s adequate. Relocatable Classroom Buildings EL presented a Relocatable Classroom Site Plan that showed the proposed locations of nine (9) relocatable classroom buildings (relos) that will be used for interim housing during construction of the various projects. Six Relos are located in the Quad and three near the Gymnasium. With this design the major spaces of the campus should remain open. The Relos will be moved in the summer of Other locations for these relos were researched, but these locations were considered best for supervision. Central Plant EL summarized the capacity issues that may require expansion of the existing Central Plant. The current central plant is not capable of serving new buildings, nor the future modernization of existing buildings. Design options are currently under review. Tower Building EL summarized the options for limited scope improvements including window replacement and required maintenance. 4. Tom Hodges (TH) presented updated plans for the Football Stadium Bleachers and Multi-Purpose Field projects. The updates are as follows: Bleacher Replacement TH presented the site plan by Verde Design. TH described concept 1 for the bleacher project which is to fit as many seats as possible. Current design fits 1,421 bench seats. One row of sycamore trees, 12 to 13 trees, will need to be removed in order to fit the required amount of bleachers. If a smaller section is used in order to save trees from being removed, then 350 seats are lost, and this is not acceptable. A Tree Mitigation will be followed. This plan has been reviewed with the Canopy group. JM noted that it would desirable to include the replacement of the concessions and restroom building. Its estimated cost is $1.5 million. TH noted that Verde Design could not design the concessions building and it would require an architect such as DLM to design and document the building. Palo Alto HS FACILITIES STEERING COMMITTEE MEETING 03 June 2009 P. 2

7 It was suggested that portables at 85 Churchill should be removed in order to free up space (4,000 SF) at the Football Stadium. TH mentioned that this work is under consideration and he ll update this group later on a decision. Multi-Purpose Field TH presented the site plans by Verde Design of the field. TH noted that a double row of sycamore trees and zero-curb parking islands with bio-swales have been incorporated in the design for the new parking area. El Camino Field Update At the field, now under construction, palm trees have been removed and replaced with fruitless olive trees and a few oak trees. The field is scheduled to be completed by mid-october this year. 5. The following questions were directed to TH: Mary Gordon asked; will the landscape master plan address the vicinity surrounding the new Multi-Use Field? o TH answered that it can be considered. Stu Berman asked; will landscape master plan consider the entire campus or just areas surrounding the new buildings? o TH answered that the intent is to develop a vision for entire campus and address in particular the design of the spaces between the buildings developing new uses such as an amphitheater. o JM noted that shade is a big issue. She added that a sub-committee including students will study issues such as shading, planted areas, and night lighting. o TH added that the landscape architect will work as a sub-consultant under DLM to ensure a coordinated design. 6. EL noted that he will address this group again this month after meeting with the School Board. The date of September 23 rd at 3:15 PM is agreed upon. Steve Pond asked; will the Media Arts and Math/Social Studies buildings be built at the same time? o EL answered that due to the need to keep portables functioning the current thinking is that construction will be staggered with Math/Social Studies building built first, most likely in spring of SB asked; is the exterior design conceptual in nature with more details to follow? o EL answered that yes, the exterior design is very conceptual though any opinions and comments are very welcome. The site plan and floor plans are established now while schematic design will establish the exterior appearance. 7. JM explained that she intends to pursue a potential $6 million dollars in grant money that became available, in order to better fund equipment for the Media Arts and Theatre projects. 8. The following questions were directed to EL and TH. Palo Alto HS FACILITIES STEERING COMMITTEE MEETING 03 June 2009 P. 3

8 Has it been considered moving the bleachers to the train tracks side in order to save trees? o TH answered that yes it s been considered and that it results in too few seats so it s not an option. How many months to build the Math/Social Studies building? o EL answered that will take about 18 months. Why isn t the current budget enough to fund the Media Arts building? o EL answered that this building is very sophisticated and that equipment is more high tech than originally anticipated. During Schematic Design the construction budget will be fine tuned and become more accurate. o TH added that construction costs are for the building only while project costs are all inclusive but excludes (unattached) equipment costs. If money can be raised to pay for equipment it would be very beneficial. Holly Ward of Theater Boosters noted that her organization may help in raising money for the Media Arts and Theater projects. END Prepared by Christopher Ades of Deems Lewis McKinley. Please advise if you feel that any of the above items are inaccurate or need further clarification or detail. cc: Attendees File Palo Alto HS FACILITIES STEERING COMMITTEE MEETING 03 June 2009 P. 4

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