Q: What will the renovation cost?

Click for project costs

A: The project architects have identified a $27.4 million dollar cost estimate for the Newman School repair/renovation project. This estimate includes the repairs to the heating and ventilation system (including related code-required alterations and mechanical work), the cost of the modular classrooms, and other scope items, which are designed to extend the useful life of the school facility. The related scope items include: improvements to the electrical/technology infrastructure, renovation of the kitchen, auditorium lighting and sound installation, and reconfiguration of the guidance/nursing/office area.

Q: Will the Town receive funding from the Massachusetts School Building Authority (MSBA) for the project?

A: The MSBA voted on September 30, 2009 to fund up to $8,598,927 of the project. The Town has 120 days from September 30th to secure the remaining funds of $18,813,201 in order to receive reimbursement from the MSBA. If Town voters do not approve funding within the 120 day window, the agreement for funding reimbursement with the MSBA is void.

Q: What will be the Town share of the project cost?

A: The MSBA has agreed to fund $8,598,927 of this project. The Town costs, therefore, will be $18,813,201.

Q: Would a debt exclusion override be needed to complete the project?

A: Yes. Completion of the project is contingent upon a successful debt exclusion override and Town Meeting approval of the remaining project costs. The override ballot is scheduled for December 8, 2009.

Q: Will the project include additional elements like renovating the playing fields, a new playground, or computer technology for the building?

A: No. The School Committee voted not to authorize additional components believing that the elements included were within the appropriate scope of this project. The School Committee voted only to ask for funding to replace the HV system and to renovate and/or repair other building and structural elements that would be opened and accessible during the HVAC construction.

Q: What about other building and renovation needs at Hillside and Mitchell? Is there a plan to address those needs?

A: Yes. The Town’s Facilities Master Plan and the Town’s Capital Improvement Plan outline a timeline for the study and renovation of Hillside and Mitchell as well as Pollard. Also, the Town Manager and Town Meeting authorized over $400,000 for repairs and upgrades to school and municipal buildings for the 2009-10 school year. The Town’s new Department of Public Facilities Director, Chip Laffey, has brought a fresh perspective and aggressive approach to identifying and resolving many longstanding facilities issues, particularly in the Town’s older schools and buildings. Finally, the School Committee will ask the Town Manager and May Town Meeting this year to consider funding a full building assessment and feasibility study of Hillside, Mitchell, and Pollard to provide a complete analysis of the needs at each facility.

Q: With sales tax being used to fund MSBA, how can we be certain that we will receive funding for this project?

A: The MSBA has agreed to fund $8,598,927 of this project. The MSBA has selected Needham, from among many communities, to enter into a design/construction funding agreement to repair the heating/ventilation system at Newman and provide for additional upgrades to the school. The MSBA has indicated that it will not take on projects that it cannot afford.

Q: Will a temporary system, like the one installed in the east wing of the school last summer, work in the rest of the building?

A: No. The engineering firm SEi and the architectural firm DRA recommend that the entire HV system be abandoned and replaced with a new system built to today’s code and standards; SEi does not recommend a temporary solution for the entire building. A temporary system presents several logistical and practical problems, including:

• The ductwork on the existing temporary system is not meant for long-term use and would need replacement in several years. A sturdier type of ductwork, designed to last over time, would prove more costly. Additionally, the existing HV units require ongoing maintenance and care to ensure effective use.
• The temporary system lacks sufficient capacity and controls to adjust temperature, etc.
• Building maintenance costs over time would be exceptional and would require additional staff to be hired to maintain the system. The current temporary system would eventually need repairs and/or replacement.
• We have learned that the underground fuel storage tank needs to be removed and replaced as part of a building renovation project. This requires a permanent solution, not a temporary fix.
• It is unclear whether or not there is sufficient and buildable space in or around the building for a temporary system to be installed in other areas of the building.
• Expensive code work (e.g., ADA requirements, fire suppression systems) may still be required depending on the scope of a temporary solution.
• There would be increased fuel requirements for a temporary system for the entire building.
• The MSBA would not participate in the reimbursement of a temporary solution.

Q. Did the School Committee evaluate whether the Newman School should continue to be an elementary school prior to making this expenditure?

A: Yes. At the request of the School Committee, the School Space Committee convened last December to review enrollment trends and space needs within the Needham Public Schools. The School Space Committee recommended that for the foreseeable future, both High Rock and Pollard remain the Town’s schools for the Middle School Program (grades 6-8). Additionally, the Committee recommended that Newman remain an elementary school, but could be converted to another use if enrollment trends and data suggest a need. The School Space Committee recommended to the School Committee that they consider different organizational models to reduce the size and “feel” of a large elementary school.

Q. Would it make more sense to tear the building down and replace it?

A: No. The engineers concluded that Newman’s building envelope is solid and well constructed. The building’s foundation and superstructure have been judged to be sound and substantially reliable for the next 40-50 years. Additionally, demolishing and replacing a school as large as Newman (at approximately 122,000 square feet) would cost in the neighborhood of $50 million, under current market conditions. MSBA Executive Director Katherine Craven noted that a building with as much natural classroom light as Newman currently provides, would be cost prohibitive to build today. The planned project includes a replacement of the roof, installation of a fire suppression system, and an electrical/technology upgrade, all of which add full value and additional life expectancy to the building.

Additionally, complete demolition and replacement of the building would entail a construction schedule of at least two years and would require temporary and off site quarters for the school community. Housing students in modulars on site and utilizing common spaces of the existing building would no longer be an option. Thus, beyond the cost of the school’s replacement, the Town would have to procure leased off site space, adding millions of dollars to the project.

Finally, the MSBA has approved Newman for a repair project only. If we were to propose a new building, the Town would be required to re-apply to MSBA and await approval of a new building project. It is unlikely that MSBA would support building a new elementary school when the existing one has been deemed structurally sound.

Q: Why is an HVAC system so expensive?

A: The HVAC replacement is expensive because it requires a total replacement of both the mechanical equipment and the ductwork distribution system. The nature of the replacement is invasive to the building and interior portions, requires additional supporting and structural needs, chases and soffits, and total roof replacement. In addition, we are required to meet current building codes by adding seismic reinforcements, installing a completely sprinkled fire suppression system (which does not presently exist), upgrading door openings and making handicapped access improvements. Essentially, the school needs to abandon the existing HV system and build, in its place, a new structure and system to ensure safe, healthy, comfortable, and fuel efficient heating, ventilation, and air conditioning for the building.

Finally, a major cost driver in the project, almost $5 million of the total project cost of $27.4 million, is the relocation of over 700 students and staff to modular classrooms on the Newman campus.

Q: What would be renovated? What is the scope of the project?

A: The School Committee voted on October 6, 2009 to include the following components in an override ballot:

• HVAC system and related code upgrades (ADA access improvements, fire suppression improvements, seismic code upgrades, and roof replacement)
• Electrical and technology system upgrade
• Kitchen renovation and guidance/nursing/office improvements
• Auditorium lighting, sound, and structural support installation
• Relocation costs

Q: How long would this renovation project take to complete?

A: As currently envisioned, the construction project would take approximately 15-18 months to complete (2 summers and a school year) and would begin in June 2011

A contractor would be selected 4-5 months prior to the start of construction on site. A long lead time is planned between the time that funds are awarded in Winter 2009, and the time that construction begins, so that specialty items like air handlers and~motors can be ordered and be ready for installation at the time construction actually starts the first summer. In addition, because occupied core spaces (cafeteria, gym, and auditorium) will be in close proximity to the construction areas,~ample planning is required to ensure the health and safety of students and staff.

Q: What options were considered for relocating students during a renovation?

A: Over the last year, a significant amount of time has gone into investigating viable relocation options for students, the focus of which was to provide safe and appropriate learning spaces. Some of the options considered include:

On Site: This option includes locating modular classrooms on the Newman property, in an area adjacent and accessible to the Newman gym/cafeteria. The modulars could be leased or purchased and would accommodate up to five grades of students. The remaining students would be relocated to vacant classroom space at the Pollard School. With this option, students could take advantage of core spaces in Newman that could not be duplicated in a modular classroom. The construction and renovation would take place while students are on campus, but would be separated by construction fencing and solid walls. The construction perimeter would be clearly and safely defined, and parents, students, and staff would use separate entrances from construction traffic. In this scenario, Newman would be split into two communities: Pollard (two grades) and Newman campus (five grades).

Off Site: This option includes the relocation of students to leased or purchased modular classrooms attached to other school facilities in Town (e.g., Hillside or Pollard). No students would be located on the Newman campus. In this scenario, students would be split into three or more communities: Pollard (two grades) and other school sites (five grades). Several town sites also were considered (DeFazio, Ridge Hill, Olin College, Claxton,) but they are inappropriate or unavailable venues for the relocation of over 800 students and staff.

Existing Space: This option uses existing school sites and classrooms to relocate Newman’s students and staff. Additional modular classrooms would not be leased or purchased. In this scenario, however, Newman’s students would be assigned to temporary classrooms located in gymnasiums, media centers, cafeterias, auditoriums, and other spaces. Art, music, and special education classrooms would be displaced; all schools and all students would be disrupted throughout the school system. In this scenario, Newman would be split into up to seven communities: Pollard (two grades) and the high school, Eliot, Broadmeadow, Mitchell, Hillside, and High Rock.

Off Site Lease/Purchase: This option includes the lease or purchase of commercial/school space in Town or out of Town and relocating several grades of students to that location. Commercial property in Needham, for example, would require extensive and expensive renovations far exceeding the value to the Town or schools. Renovating existing, but older and vacant school buildings (e.g., St. Patrick’s in Natick) also would require extensive and expensive renovations to buildings the Town would not own and which are located outside of Needham. Students would spend more time traveling to these sites and transportation costs would also be expensive. These options were deemed undesirable and cost-prohibitive.

Q: Which option has been selected by the School Committee?

A: Based on the information available, including the professional advice and guidance of the four architectural and engineering firms hired by the Town to assess the Newman Elementary School and other school spaces (SEi Engineering, Drummey, Rosane & Anderson, Robert Olson and Associates, and DiNisco Design Partnership), and based on input from staff, parents and the community, the School Committee voted to relocate Newman students to Pollard and to modular classrooms sited on the Newman campus during a planned renovation project.

In this scenario, Preschool, Kindergarten, NEDP, and Newman’s KASE students would be located in the Pollard modulars and Grades 1-5 would be located on the Newman campus. The younger students would not have a need to use Pollard’s core facilities and would, therefore, not unduly stress the building’s capacity. Students on the Newman campus would be able to utilize the building’s core facilities: gym, cafeteria, and auditorium. These areas would be separated from the renovation project by construction fences, walls, and other barriers.

Q: How might construction on site, with students, be safe and feasible?

A: The Permanent Public Building Committee with the architects considered this issue carefully and concluded that construction and learning can both be accomplished safely on site. Unlike other town construction and renovation projects (e.g. high school, High Rock, library), most of the renovation work will be completed inside the building without the need for many heavy construction vehicles or outside demolition. The location of students on the Newman campus during a renovation project will require additional resources to ensure student and staff safety that:

• Provide for ongoing indoor air quality monitoring.
• Ensure additional school staff is hired to provide for the management and security of the school site during school hours.
• Ensure additional traffic and parking lot monitoring and crossing guards, as appropriate.
• Provide separate entrances for construction traffic; clearly delineated and fenced off construction perimeter.
• Ensure background checks (CORI) on construction personnel as required.
• Establish an Extraordinary Health and Safety Committee comprised of staff, parents, construction, and health personnel to ensure the health and safety of students during the renovation.

Q: What is the timeline for this project?

A: November 2, 2009- Special Town Meeting votes to appropriate the funding for the project contingent on voter approval of the override ballot question.

December 8, 2009- Special Election to appropriate for renovation and relocation.

January-July 2010- Design and planning

August 2010- Construction out to bid

June 2011- Construction begins

September 2011- Newman students relocated

September 2012- Target re-opening of Newman

January 2013- Contingent re-opening of Newman

Q: In the meantime, will the Newman School remain safe and healthy?

A: The Town is committed to a long-term solution for the Newman Elementary School. The town and school departments will continue to work closely together to provide regular monitoring of indoor air quality, maintain the temporary and existing heating and ventilation systems, and ensure that student and staff health is a priority.