May 2010 Futures Meeting Notes

Attending the meeting were: Teri Buda, Karen Campbell, Leanne Clancy, Russ Endo (joining at 6 PM by phone), Wilson Felter, Emily Fisher, Emily Harmar, Nita Hopkins, Koof Kalkstein, Claire Lomax, Ed Marshall, David Moos, Sharon Mullally, Kathleen Walls. Wally Evans from the Snave Foundation and Jamie Unkefer from DIGSAU also attended the meeting.

We began with a moment of silence. Most of the meeting was devoted to a discussion of master planning renovation and site planning options, led by Jamie, with an hour of post-dinner discussion of development and fundraising campaign planning led by Emily Harmar.

Master Planning Update and Discussion:  The Master Planning sub-group has been working with the architects since early in the New Year, meeting on a bi-weekly basis. They have moved from developing needs priorities and design principles to evaluating renovation and site planning options. The group first discussed potential future renovations of the Lower School where the key needs are to increase physical accessibility and class room number and capacity while working within the spirit of the building’s newly set historical status. The architects shifted the entrances, one to face the interior of the campus, the other on the School House Lane side of the building, along with a central staircase and elevator for access. Possible changes to the first and second floors to allow for additional office space and to the basement and third floor to add classrooms have also been evaluated. In subsequent discussion the committee came to the view that increasing accessibility to the building is seen as critical, while the other changes are important but not as time sensitive as the facility is in good physical condition due to recent improvements.

The Committee reviewed renovations of the Middle School/Armat Street building.  Much of the HVAC and electrical systems supporting the building are nearing the end of their useful life and will need investment to be brought up to date, with increased energy efficiency. Renovation of the first floor to be the site of a media/technology center was then energetically discussed with strong support for this priority. Some modest renovation of the second floor is also contemplated to resize several classrooms and improve their use. Expansion of the cafeteria and updating the kitchen was the next topic and Jamie presented several ideas on expansion and the potential for a rooftop garden/sitting area to complement the slightly expanded footprint of the building. The existing kitchen area is believed to be sufficient to hold whatever equipment is required, including any future return to serving meals to the school.

The group reviewed the four site plans considered by the Master Planning subgroup.  These four options, primarily identified by alternative locations of the future multi-purpose facility were also discussed at various feedback sessions with parents, staff, alumni and meeting members. The leading option appears to be that of placing the facility on Armat Street, utilizing the current parking area next to the Middle School.  According to the survey of the community this approach is the most favored and is also seen as the one best meeting design principles discussed in earlier feedback sessions. This option also does not require any change in the control of property to move forward. There was lively discussion on the potential for playing field space behind the Middle School, location of parking and plans for drop-off and pick-up of students, as well as the future location of a Tree Lab. The Futures Committee supports the more detailed development of this site plan option and the Master Planning sub-group will meet several more times to evaluate options in greater detail and to begin reviewing the master plan document which will be drafted in June and reviewed and finalized over the summer months.

Development Planning and Fundraising Campaign Planning: Emily Harmar then led the group in a discussion of development plans. The development sub-group has begun to translate some initial cost estimates developed by DIGSAU into several projects for potential fund raising. The Futures Committee was strongly in agreement that a prelude project be undertaken in the coming school year, both to maintain and build momentum for the overall plan, but to achieve some early improvements to the campus. The project will be developed over the summer for subsequent approval by the School Committee.  The Futures Committee then discussed other potential projects, evaluating their time priority to the school and their potential funding sources. As noted at the previous meeting, funds will not only be sought from our current community of individuals and family foundations, but from larger foundations, corporations and even public sources. The size and scope of the campaign will be refined as more insight is gained from discussions with various sources about the scope for fundraising.

In addition, Emily Harmar described the communication materials and content that will be developed into the fall and Ed Marshall summarized a structure for volunteer leadership and support as well as the need to hire skilled fundraising resources from outside the school. Finally, Emily summarized a potential schedule of milestones which the committee endorsed.

Work on the specifics of the master plan and the campaign will continue over the summer, with a formal report and handoff to the school committee to occur at the School Committee's September 30 meeting. Futures Committee members have been invited to that meeting and will be asked to continue supporting the work on an ad-hoc basis. 

Ed ended the meeting by thanking Jamie, Wally, the administrative team and the Futures Committee for their commitment, hard work, energy and effective work.