September 6, 2012 - 6:00 PM - County Board of Commissioners Meeting Minutes

10 94 Meeting of the Johnston County Board of Commissioners September 6 , 2012 6 00 pm The Johnston County Board of Commissioners met in joint session with the Johnston County Board of Education on Thursday , September 6 , 2012 at 6 00 pm at the AG Glenn Building , 501 South Second Street , Smithfield , North Carolina The following members of the Board of Commissioners were present Present Chairman Allen L Mims , Jr , Vice Chairman Jeffrey P Carver , Cookie Pope , Wade M Stewart , W Ray Woodall , DeVan Barbour , and Tony Braswell Absent None Also Present County Manager Rick J Hester , Clerk to the Board Paula G Woodard , and Finance Officer J Chad McLamb Chairman Allen L Mims , Jr called the meeting to order at 6 00 pm Commissioner W Ray Woodall led those in attendance in the pledge of allegiance to the American flag 1 Purpose of Joint Meeting and General Remarks Dr Ed Croom , Superintendent of Johnston County Schools , thanked the Board of Commissioners for being a part of the joint meeting He stated the purpose of the meeting is to hear a presentation from Mike Miller from the Operations Research and Education Laboratory with North Carolina State University Dr Croom stated the meeting allows both the County Commissioners and the Board of Education to receive the information together regarding future planning for Johnston County Schools 2 Operations Research and Education Laboratory OREd Presentation Mike Miller , Program Manager with the Operations Research and Education Laboratory OREd from North Carolina State University , reviewed a PowerPoint Presentation concerning Johnston County Schools growth , as follows Integrated Planning For School and Community Johnston County Schools September 6 , 2012 Michael Miller Operations Research and Education Laboratory Institute for Transportation Research and Education Centennial Campus North Carolina State UniversityPage95 September 6 , 2012 – 6 00 pm Continued Challenges in School Planning School facility planning is often carried out within a complex , multi - layered , and poorly articulated environment The layers are qualitative and subjective , where even the best information is incomplete and constantly shifting School boards are subject to very specific , externally imposed limitations on their decisions when planning facilities and setting attendance boundaries School boards often change their decisions as they acquire new pieces of information This invites negative press and erodes public confidence The failure to fully grasp all relevant information makes it impossible for the school board to articulate and defend its recommendations to the public This can have disastrous consequences when the budget must be approved or when school construction bond referenda are put before a public vote Taylor , Vasu , Causby , INTERFACES Vol 29 , 1999 2 OREd & Johnston County Schools • Partners in School Planning since 1994 • 15,665 K - 12 students in 1994 to 32,884 in 2011 • Since 1998 Dixon Road ES , West View ES , Polenta ES , River Dell ES , Riverwood ES , Princeton ES , Powhatan ES , West Smithfield ES , McGees Crossroads MS , Archer Lodge MS , West Johnston HS , Cleveland HS , Corinth - Holders HS 3 Integrated Planning for School and Community IPSAC Data - driven and policy - based model for forecasting school enrollment and determining the optimal locations for new schools and attendance boundaries ? Forecasting ? Land Use Studies ? Out - of - Capacity Analysis ? Attendance Boundary Optimization ? School Site OptimizationPage96 September 6 , 2012 – 6 00 pm Continued IPSAC Land Use Study • Conducted in 2005 and 2007 • Community Interviews - Include stakeholders and communities ’ perceptions on growth issues in the county • GIS Analysis - Validate perceptions through Geographic Information Systems data analysis • Articulate growth potential in terms of school attendance zones Allocation of Gain ? What is the forecasted membership for each school ? Which schools will be out of capacity and when 5 Planning Segment Analysis • 682 Planning Segments • Fundamental building blocks of present and future attendance zones • Preserve neighborhoods whenever possible • Subdivision identification • Developed Available Planned lots • Build - out timelines • Student Generation Ratio Forecasting 2011 - 12 IPSAC Update County live births • Latest data 2257 resident live births in 2010 JCS historical membership • Month - One Membership data JCS • 2006 - 07 through 2011 - 12 Forecast History 2000 - 2011 • Average relative error 078 on next - year forecasts 7Page97 September 6 , 2012 – 6 00 pm Continued Historic Data County births increasing ~ 30 RLB per year Month - 1 Membership increasing ~ 700 K - 12 per year Month - One K - 12 Forecast Models 2011 - 12 IPSAC Update 2,1 model ? Total ~ 40,700 in 2020 - 21 K - 12 ? Gain ~ 7,800 by 2020 - 21 K - 12 ? Average Annual Growth Rate • Historical 244 • Forecast 216 9 Month - One Membership Forecast by Level 2011 - 12 IPSAC Update Ten - year Growth by Level approximate Elem 5,300 Mid 1,350 High 1,150 10PagePage pageNumber598 September 6 , 2012 – 6 00 pm Continued Out - of - Capacity Analysis When the system - wide K - 12 forecast is combined with the residential potential AOG from Land Use Study and school building capacity data , the result is the Out - of - Capacity worksheet The OOC tracks • 10 - year school - level forecasts • JCS building capacities 11PagePage pageNumber699 September 6 , 2012 – 6 00 pm Continued Out - of - Capacity Analysis – Current Utilization 2011 - 12 IPSAC Update 2011 Elementary Capacity Utilization Shortage ADM River Dell 809 586 138 223 Micro - Pine 592 450 132 142 Level Polenta 1073 886 121 187 Glendale - 657 586 112 71 Kenly Out - of - Capacity Analysis – Current Utilization 2011 - 12 IPSAC Update 2011 Middle Capacity Utilization Shortage ADM Cleveland 1083 886 122 197 N Johnston 637 550 116 87 Four Oaks 554 500 111 54 Out - of - Capacity Analysis – Forecast Utilization 2011 - 12 IPSAC Update 10 - Year 10 - Year Current Level Shortage Gain Total Capacity Elementary K - 5 5300 21,250 16,300 4950 Middle 6 - 8 1350 8700 7600 1100 High 9 - 12 1150 10,750 10,600 150PagePage pageNumber7100 September 6 , 2012 – 6 00 pm Continued Optimization OREd uses Operations Research techniques that solve large - scale optimization problems involving many variables and constraints The driving variable in the optimization algorithm is total distance traveled by students to school The solutions generated by OR techniques are optimal in the following way the system - wide student travel distance is minimized while satisfying various constraints such as building capacity 16 Optimization Optimal school sites are the starting point for locating suitable available parcels for new school construction There are many other factors to consider ? Water sewer availability ? Usable land parcel size ? Traffic patterns ? School feeder pattern ? Cost … … … 17 Optimal Target Areas Elementary and Middle Sites 2010 - 11 IPSAC Update Scenarios ES Comp , JCS MS , and MS 3PagePage pageNumber8101 September 6 , 2012 – 6 00 pm Continued Mr Miller stated the blue circles in the previous map represent optimal sites for new elementary schools while the green circles represent optimal sites for new middle schools that will satisfy the future anticipated growth He pointed out the area near the existing North Johnston Middle School and stated the current scenario calls for a new larger middle school to be built for North Johnston Middle School which is currently over capacity , and then convert the existing North Johnston Middle School into an elementary school to relieve crowding at the Glendale - Kenly and Micro Pine Level Elementary Schools Mr Miller concluded his presentation and offered to answer any questions Commissioner Cookie Pope asked about future needs for high schools Dr Croom responded that it will be a while before a new high school is needed ; however , he noted that the two newest high schools Cleveland and Corinth - Holders are growing fast Dr Croom stated most of the high schools were built for a capacity of 1,200 students Upon discussion and other questions regarding future capital needs , Dr Croom asked Patrick Jacobs , Chief Operations Officer for Johnston County Schools , to provide more information 3 Capital Needs Patrick Jacobs , Chief Operations Officer for Johnston County Schools , presented the following on the capital needs for Johnston County Schools Johnston County Schools Johnston County Board of Commissioners September 6 , 2012 MIKE MILLER OPERATIONS RESEARCH LABORATORY OR ED NCSU ? IPSAC Study - Integrated Planning for School and Community ? Enrollment Forecasting ? Residential Growth Forecast ? Optimal School Siting ? Optimal Balanced Attendance Areas ? Major Projects ? Current Status of Schools ? General Capital Repair Needs ? Facility Plan 2014PagePage pageNumber9102 September 6 , 2012 – 6 00 pm Continued MAJOR PROJECTS FROM 2009 - PRESENT Roof Projects • North Johnston Middle 563,00000 • Clayton High 132,32500 • Clayton High Cafeteria 16,80500 • South Smithfield Elementary 71,87500 • S Smithfield Elementary Simpson Building 54,00000 • East Clayton Elementary 152,00000 • South Johnston High part 1 36,00000 part 2 780000 • TOTAL 1,006,80500 MAJOR PROJECTS CONTINUED Paving Projects • North Johnston Middle Bus Parking 68,00000 • South Johnston High Student Parking 20,17000 • Smithfield Selma High Seal And Strip 33,00000 • Riverdell New Car Staging 63,75000 • Benson Elementary Bus Parking 93,00000 • West Clayton Elementary Car Pool Lane 64,82000 • Cleveland Elementary seal and stripe • Cleveland Middle seal and stripe • Cooper Elementary seal and stripe • Selma Elementary seal and stripe • South Smithfield Elementary seal and stripe • Four Oaks Elementary seal and stripe • Meadow Elementary seal and stripe • All seven schools done at a cost of 150,00000 • TOTAL 492,74000 MOBILE UNIT UPDATE 2011 - 12 131 2012 - 13 148 plus 4 bathroom units 152 SITE 2011 - 12 2012 - 13 TOTAL Archer Lodge 11 2 13 Benson E 2 2 4 Selma E 2 2 4 Cleveland M 14 3 17 Four Oaks E 1 1 G - Kenly E 5 1 6 Polenta E 10 2 12 Riverdell E 7 2 9 S Smithfield 2 2 TOTAL 17 school is at capacityPage0103 September 6 , 2012 – 6 00 pm Continued Mr Jacobs reported that the rental cost on one mobile unit is approximately 300 per month He stated if the mobile unit has to be moved , the initial setup of the unit ranges between 10,000 and 12,000 Mr Jacobs added when the mobile units are moved , they have to account for decking , cabling , inspections , etc He noted Johnston County Schools owns some of their units , but they still incur costs when they have to be moved MOBILE UNITS MOBILE UNITS CONTINUED Mr Jacobs reported that over the last 15 years , Johnston County Schools has been able to construct schools based on the “ USA Model School ” He explained that the model schools are built to allow the three main hallways to be extended by an additional 4 classrooms for a total of 12 additional classrooms , if and when needed , but core areas such as cafeterias and media centers must still be considered for overcrowding He presented the following information MODEL SCHOOL BUILD OUT Schools that can be built out Schools that can’t be built out Archer Lodge Middle McGee’s Elementary 54 Benson Elementary Polenta Elementary Benson Middle Powhatan Elementary Cleveland High Princeton Elementary 81 Corinth Holders High Riverwood Elementary 63 Cleveland Middle Riverwood Middle 74 Dixon Road 63 West Johnston High Four Oaks Middle West View Elementary Glendale – Kenly McGee’s Middle 15 - # in parenthesis indicates students away from capacity Riverdell Elementary - Red - indicates school is at West Smithfield Elementary capacity 45 Dr Croom noted that in some cases , such as Four Oaks Middle School , building out the school will not solve the capacity problems two or three years down the road Mr Jacobs stated that for schools that are already built out to capacity , the only alternative is to add more mobile units to handle the growth Page1104 September 6 , 2012 – 6 00 pm Continued URGENT FACILITY NEEDS WILSON’S MILLS E - ROOF TOP UNITS Wilson’s Mills Elementary Wilson’s Mills Elementary URGENT NEEDS CONTINUED PARKING LOT PAVING - VARIOUS SITES North Johnston MS Riverwood Middle Elementary URGENT NEEDS CONTINUED PARKING LOT PAVING CONT McGee’s West Johnston Middle Elementary HSPage2105 September 6 , 2012 – 6 00 pm Continued URGENT NEEDS CONTINUED ROOF REPAIR REPLACEMENT West Clayton West Clayton E E Mr Jacobs explained that some of the urgent needs include the replacement of the roof top units at Wilson’s Mills Elementary noting the units are 37 years old He stated it would take six to eight weeks to get new units in place and if the units fail while the students are in session , it will be a major issue to find somewhere to put the students Mr Jacobs also noted the roof at the West Clayton Elementary School and spoke on the need to replace it with a standing seam metal roof 4 2014 Facility Plan Dr Ed Croom , Superintendent of Johnston County Schools , submitted the following 2014 Facility Plan and briefly discussed it with the Board FACILITY PLAN 2014 CONT MIDDLE SCHOOLS North Johnston Middle - 886 20,000,000 A new North Johnston Middle school needs to be built to serve the Pine Level Micro Pine - Level Glendale Kenly communities The current location of North Johnston Middle is land locked and provides no room for growth Budget figure includes land purchase Cleveland McGee’s Area Land 1,500,000 Purchase land for a new middle school in this area Neither Cleveland Middle nor Clayton Middle can continue to take additional students from this area Powhatan Area Middle School - 886 18,500,000 The east side of Clayton and the Wilson’s Mills area are increasing from the recent change in the Clayton bypass This school would probably take students from East Clayton , the new Powhatan Elementary , and Wilson’s Mills [ WM middle school students currently go to Smithfield Middle which is overcrowded ] The Board currently owns the land for this school and the site was laid out for this school when the elementary school was constructed ? Additions Four Oaks Middle – to 886 5,000,000 Four Oaks Middle is a model middle school , but was built smaller than the regular version due to a lack of funding It needs about 17 classrooms to reach the built out version Page3106 September 6 , 2012 – 6 00 pm Continued JCS FACILITY PLAN 2014 Type of Project ELEMENTARY SCHOOLS ? Additions River Dell Elementary – to 886 4,000,000 This school needs to be built out with 12 classrooms to handle the ever - expanding growth on Buffalo Road Benson Elementary – to 886 4,000,000 This school needs to be built out with 12 classrooms to handle the expected growth and may be able to help McGee’s Elementary ? New Schools NE Clayton Area Elementary 886 19,100,000 Ultimately , a new elementary school is going to be required in the Riverwood area This new school would ease the overcrowding that is expected at Riverwood Elementary Budget figure includes land purchase NW Clayton Area Elementary 886 19,100,000 Along Hwy 42 Budget figure includes land purchase ? Conversions North Johnston Middle Renovation 4,400,000 Convert current middle school to new Micro Elementary School JCS FACILITY PLAN 2014 CONT ? Additions & Renovations North Johnston Attendance Area 1,000,000 – HVAC , Tech , Roofing Smithfield - Selma Attendance Area 1,000,000 – HVAC , Technology South Johnston Attendance Area 1,000,000 – HVAC , Technology Clayton High Attendance Area 1,000,000 – HVAC , Tech , Roofing West Johnston High 1,000,000 – Field House Princeton High 4,000,000 – New Gym Operations Facilities 4,000,000 Major improvements are still needed at the Bus Garage as well as the Simpson Building which has had no major work since it opened in 1978 South Campus also is in need of significant improvements in HVAC and window replacement Technology 6,000,000______ TOTAL 114,600,000 Following a brief question discussion session , and the conclusion that there was no further business , Commissioner Jeffrey P Carver moved the Board adjourn Commissioner Cookie Pope seconded the motion , which carried by unanimous vote The meeting adjourned at 7 15 pm Allen L Mims , Jr , Chairman Paula G Woodard , Clerk to the BoardPage