HO-HO-KUS BOARD OF EDUCATION ATHLETIC FIELD & TRACK UPGRADE PROJECT

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1 HO-HO-KUS BOARD OF EDUCATION ATHLETIC FIELD & TRACK UPGRADE PROJECT Introduction The is preparing for a bond referendum on Tuesday, December 9, To provide facts about the proposed athletic field and track replacement, the district has developed this FAQ fact sheet. As the need arises, the fact sheet will be updated to ensure that residents concerns are addressed in a timely and comprehensive manner. The welcomes your questions and/or comments via , phone, or in person. Overview Web site: referendum@hohokus.org Superintendent s Office: The Board of Education, working with its architect since June 2012 and in meetings with recreation department representatives, evaluated and recommended a long-term plan to address safety and wear and tear on the Lloyd Road grass field and cinder track as part of a comprehensive athletic facilities upgrade plan. The architect submitted plans to the NJ Department of Education to install an artificial turf field and replace the cinder track with a synthetic track in October At the same time, the district applied for debt service aid. The Board received a final eligible cost letter from the NJ Department of Education in August 2014 providing final approval of eligible costs. The Board voted unanimously at its regular Board meeting on September 23, 2014 to put forth a referendum on December 9, 2014, the next available date permitted by law. GENERAL INFORMATION Q1. What is a bond referendum? A bond referendum is an opportunity for voters to decide if the school district will be authorized to raise funds to upgrade and renovate the district s facilities. The referendum will specify the amount of money to be raised. If approved, bonds will be issued and will be paid back over a period of 10 years. October 16,

2 Q2. Why are we undertaking this project? The State acknowledged the district s need for increased classroom space for our physical education program and granted debt service aid to the district. Our gymnasium alone is not adequate for the number of children in our school and the type of physical education instruction we are required to provide for our pre-k through 8 th grade students. In addition, the existing athletic facilities are deteriorating due to significant wear and tear and use by both the school district and the wider town community. Unlike many other neighboring towns, there are no municipally owned recreation fields in Ho-Ho- Kus. School district athletic facilities are used not only by physical education classes and school teams but also by all Ho-Ho-Kus recreation programs. Q3. What is the scope of the referendum project? The Board of Education is ultimately responsible for the regular and orderly development of the school district s facilities. In carrying out this responsibility the Board of Education maintains a state-mandated Long Range Facility Plan. The Board has selected a project that will provide significant upgrades to the entire athletic field and track at a maximum cost of $2,172,000 to be offset by debt service aid from the State of New Jersey. The proposed upgrades will benefit both school district students and residents of Ho-Ho-Kus. The proposed project includes the following work: Replace existing grass field to accommodate a new multi-purpose artificial turf field for regulation soccer, lacrosse, field hockey, baseball/softball, and football practices as currently scheduled Replace existing cinder track with a five-lane synthetic track (375 meters) Provide area for long jump and discus throw Relocate existing bleachers/spectator seating Provide backstops for three baseball/softball diamonds Provide removable lacrosse field fencing Relocate existing utility shed(s) October 16,

3 Q4. What are the current and anticipated uses of the fields? The Lloyd Road field is one of only two fields in Ho-Ho-Kus. Both fields are owned by the Board and are used extensively by the school and all recreation programs for all sports and all age groups. The fields and track will continue to be used by all Ho-Ho-Kus students as part of the physical education curriculum and will also provide the district with an appropriate facility for our extensive track and cross country programs. The fields will be striped to accommodate multiple sports including soccer, lacrosse, field hockey and three baseball/softball diamonds. Football practice will continue to be held on Lloyd Road Field. The field will not be striped for football because games will not be held there. Ho-Ho-Kus recreation programs will also continue to use the fields only during the time frames currently allowed by the Board. The facility upgrades will not change the amount of time the fields are scheduled to be used or the groups permitted to use them. Q5. Will the track and/or field be locked outside of school hours? No. There will be no enclosure of the field that would prevent resident use outside of school hours. Q6. Why is artificial turf proposed in this plan? Our fields are heavily used by our physical education classes, school teams, and by our recreation programs. The district has made tremendous efforts to maintain the condition of the fields; however, the fields are unable to withstand the current levels of usage. Grass fields suffer a lot of damage when they are used during or after rainstorms. Resting a grass field to allow for rejuvenation of root systems is an essential component of maintaining grass surfaces. Due to the limited space available, our fields are used continuously to support the numerous programs at the various age levels, leaving limited time for the necessary resting of the fields. The chronically poor condition of the fields has led to repeated cancellations. The compacted dirt on our fields creates a poor surface for playing and contributes to a higher possibility of injuries. Q7. What is the artificial turf proposed in this plan? The artificial turf field that the Board is considering does NOT include crumb rubber. This generation of synthetic turf is a ground cover that replicates natural grass in appearance and function. When used on athletic fields, it provides a consistent yearround, all-weather playing surface built to withstand extended use without downtime. It is the most realistic artificial turf suitable to all sports, landscaping and play area uses. October 16,

4 The grass blades are made from recyclable, lead-free, non-hazardous materials with an infill that is organic, odor-free and non-toxic made from materials such as cork, coconut husks and rice husks. Q8. Is this the type of field recently featured in the news? No, it is not. Q9. In general, what are the benefits of an artificial turf field? The most important benefit is that more children will be engaged in physical activity more often. Currently, students are kept inside on any day that the field is muddy. When that happens, students have to take turns with whatever physical activity has been planned by the phys ed teachers. There is not enough space inside for all children who take physical education at the same time to participate in that activity concurrently. The turf surface will be usable in all weather conditions. This does not mean that the students will be taken out for physical education class in the rain. The drainage will be improved so that they can be taken outside soon after the rain stops. The improved usability will also have positive results for lunchtime/recess activities. Of course, this also means more access to a quality playing field for the school sport teams and for the community. Secondly, artificial turf fields have been shown to reduce ankle and knee injuries typically associated with playing sports on grass fields. The particular product which the Board has chosen is a softer surface which decreases the likelihood of concussions. The current field is largely compacted dirt, which is a very hard surface. Finally, an artificial turf field requires significantly less maintenance expense. The need for seeding, watering, mowing and lining the field would be eliminated. Resources that have been used for these activities could be used elsewhere. Q10. Is the infill certified organic? The infill is considered organic as defined in the dictionary derived from living organisms, as opposed to synthetic, which is defined as made by chemical synthesis. It is not necessarily derived from crops that have been certified by a government entity as having been grown to organic farming specifications. The infill that the Ho-Ho-Kus Board is considering has no crumb rubber and can be used as garden mulch. Q11. Why is an artificial turf field especially beneficial for residents of Ho-Ho-Kus? An artificial turf field as proposed is especially important in a community like Ho-Ho-Kus because of the limited number of fields for sports and recreation. Ho-Ho-Kus could use the artificial fields without weather related interruption because of the durability and drainage of the turf materials. Reduced water consumption will also benefit the community by creating less strain on the Borough water supply. October 16,

5 Q12. Are there any health concerns associated with an organic field? It is important to note that the infill of the artificial turf field proposed for our school is NOT comprised of crumb rubber. The is always very concerned about the health and safety of its students and residents. The Board has consulted with several professionals and manufacturers of these types of products and read the various reports on this subject. In addition, members of the Board and Administration visited three other area schools with these types of fields installed. Board members spoke with students, athletic directors and buildings and grounds supervisors responsible for maintaining these types of fields. Based on these discussions and the widespread use of these fields in Europe for years by FIFA, the international soccer league, the Board believes the use of an organic fill as the base for the artificial turf surface is safe and suitable for the needs of our community. The Board is very excited to be able to bring the convenience and reduced maintenance of an artificial turf field to Ho-Ho-Kus without the potential health concerns associated with crumb rubber infill fields. Q13. How much does the Board pay annually to maintain the existing fields including, mowing, striping and irrigation? The Board currently spends approximately $58,185 per year to provide field maintenance. This includes a portion of the salary and benefits for one employee, supplies and materials, payments to outside contractors for track and turf maintenance and irrigation repairs and maintenance. This does not leave the grass or track in good condition. In fact, both the cinder track and grass field are in disrepair most of the time despite this significant annual expenditure. The artificial field does not require watering. Therefore, the district expects to save money on its annual water bill. While the district is restricted to watering the grass fields only two days per week during the summer months, the costs are significant. For example, last year the Board spent $3,783 and $4,663 the year before to irrigate just North Field, which is located within a water retention area. Below please find a chart that depicts the current annual cost to operate and maintain October 16,

6 LIFETIME COST COMPARISON NATURAL GRASS SYNTHETIC TURF Installation Costs $ 1,758, $ 2,172, Expected Life Span Annual Maintenance Cost $ 59, $ 8, Natural Grass Replacement Cost at 10 Years *** $ 250, Annual of Replacement Install $ 25, Synthetic Turf Replacement Costs at 12 years *** 0 $ 400, Annualized cost of Replacement Installation 0 $ 33, *** Estimated replacement costs of construction only based on today's dollars. ANNUAL COST OVER A 12 YEAR PERIOD $ 209, $ 189, ANNUAL SAVINGS OF TURF $ (20,666.67) TOTAL COST SAVINGS OVER 12 YEARS WITH SYNTHETIC TURF $ (248,000.00) MAINTENANCE COST COMPARISON Sprinklers On/Off/Repairs $ 2, Grass Cutting / Fertilizing / Aerating / Seeding $ 36, Athletic Field Paint $ 4, Labor - Line and Maintain $ 10, $ 5, Water $ 6, $ Infill Replacement Allowance 0 $ 2, TOTAL $ 59, $ 8, Q14. How much maintenance does the proposed artificial field require? The maintenance of the artificial turf surface is quite minimal. Artificial turf needs to be groomed for approximately six hours per month for only nine months out of the year. This will cost the Board less than $8,000 per year which includes periodic replacement of infill. Q15. How long does an artificial turf surface last before it needs to be replaced? For the type of organic filled turf being considered, the life expectancy is generally 10 to 12 years. Replacement costs are much lower that the initial cost as the field construction costs are not incurred when the turf is replaced. Estimates are approximately $400,000 to replace the field portion. Yearly maintenance savings will be put aside in a reserve account to pay for the replacement and/or repair of both the track and the artificial turf when it is needed. October 16,

7 Q16. What are the advantages of an all-weather field vs. a natural (grass) playing surface? Research has shown that there are fewer ankle and knee injuries than associated with natural grass and the softer surface will decrease the likelihood of concussions. Playability is one of the primary benefits of artificial turf. Artificial turf provides a greater number of playable hours than natural turf. This is due, in part, to the vulnerability of natural fields to fluctuations in weather. In addition, natural fields require rest. For these reasons, the State granted debt service aid in acknowledgement of the district s need for increased classroom space for our physical education program. Finally, research has proven that students have increased attention in the classroom when given the proper amount of physical movement. An all-weather field would allow us to achieve the amount of time needed for children to have proper physical activity both in physical education class and at lunch time for a much greater portion of the school year. Q17. How will the installation of the artificial field affect water run-off? The plan is to design the field so that the peak rate of run-off does not increase or adversely impact the site and the surrounding areas after the field is installed. The field is designed using a piping system under the field that will collect the water and drain it away from the property and into the storm water retention areas. This new system will, in essence, actually improve the water run-off. The plan for the field and required drainage system has been approved by the Borough Planning Board and the town engineer. There is NO CRUMB RUBBER, therefore only organic material will be part of any run-off. Q18. What is happening to the existing bleachers and backstops? The existing bleachers at this field are portable and will be relocated and reused at the renovated field and track. The backstops cannot be reused as they are set in cement. Q19. What are the benefits of an all weather track? The track will provide a safe surface for students to meet grade level physical education running requirements. An all weather track will also provide a suitable place for our cross-country and track teams to practice and hold inter-district meets. Corrections to the shape of the track will improve conditions for all runners. The current track is not oval and requires two difficult turns for runners. The track will also provide an improved running/walking surface for our community members. Compared to the current track surface, those using the track will experience fewer injuries, especially to the joints and to the skin, due to the composition of the materials used. Currently, if someone falls on the cinder track, serious abrasions with imbedded cinders and long-term scarring can result. October 16,

8 Q20. What is the required long-term maintenance of the track? It is generally recommended to re-coat and restripe the track every 10 years. The estimated cost to replace the track is approximately $100,000. Yearly maintenance savings will be put aside to pay for the replacement and/or repair of both the track and the artificial turf when it is needed. Q21. How many field/tracks have the architect and engineer completed? DiCara Rubino Architects has been the Board s architect of record for many years. Along with Boswell Engineering, DiCaraRubino was responsible for the addition and renovations to Ho-Ho-Kus School completed in 2005 and for several other smaller infrastructure projects. Together, the two firms have completed approximately 40 athletic field and track projects of similar size and scope to what the Ho-Ho-Kus Board is proposing. Several of the projects have been in neighboring communities in Bergen County including Ramapo Indian Hills, Teaneck, Tenafly, Park Ridge, Wood-Ridge and Waldwick. Q22. What is the proposed construction timeframe? Assuming a successful referendum vote on December 9, the Board anticipates the following construction schedule: Mid Dec. -Feb 2015 Construction Documents Feb.-Mid March 2015 Bidding April 2015 Award of Contract June 2015 Construction Commences November 2015 Construction Complete REFERENDUM TAX IMPACT & COSTS Q23. What is the total cost of the proposed project? The maximum cost of the project is $2,172,000. This includes all site work, fees, and contingencies. The Board is also eligible to receive approximately $700,000 in debt service aid from the state, but only if the referendum is approved. Bonds will be repaid over a 10-year period by making annual principal and interest payments. The Board cannot spend any more than what is approved by voters. If the project bids come in lower than the budgeted cost, the Board will correspondingly reduce the amount of money it borrows. October 16,

9 Q24. Is there any state funding available to help pay for the proposed project? While there is typically no New Jersey State funding available for athletic field and track projects, the is expected to receive approximately $700,000 (or 40% of the eligible costs associated with an artificial turf field) in debt service aid from the state, but only if the referendum is approved by voters. This type of aid is provided only when the state determines that the project is needed for improved classroom instruction. Q25. What is the tax impact to residents? The tax impact is estimated at $ per year based on the average assessed home valued at $736,535, 10-year bonds and an estimated interest rate of the bonds of 2.75 percent per annum. Q26.What will happen in 10 years if the Board decides to change to natural grass fields again? If the Board decided to convert to a grass field in 10+ years, the artificial field would be removed and replaced with top soil and sod at a cost of approximately $250,000. The improved drainage system would not need to be removed and would remain as part of the field improvements as would the improved grade established for the field and track. Q27. Are there programs available for senior citizens to offset the tax increases of the proposed referendum? Yes, you can find information about possible tax reimbursements at the link below. Property Tax Reimbursement Eligibility Requirements Q28. When will the referendum be held? Voting will take place on Tuesday, December 9, 2014 from 2:00-9:00 pm at regular polling locations. Q29. Where can I get more information about the bond referendum? Read: Local newspapers for updates. Click: Visit the district website for information and updates at referendum@hohokus.org Phone: Call the Superintendent s office at Attend Special Referendum Meetings: October 23 at 7:30 PM in the school auditorium. October 28 at 8:00 PM with the mayor and town council at Borough Hall. October 16,

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