Special Meeting

     A. Pledge of Allegiance

Mr. Dosen called the meeting to order at 5:00 p.m.

Present: Mrs. Galek, Mrs. Kramer, Mrs. Kwiatkowski, Ms. O'Mara, Mr. Dosen

2. Work Session

     A. Permanent Improvement Update

     B. Campus Master Plan Discussion

3. Announcement of Meetings

     A. Regular Board Meeting ~ Wednesday, April 16, 2025 at 6:00 p.m.

4. Closing Items 

     A. Adjournment

Motion by Mrs. Kwiatkowski, seconded by Mrs. Kramer, to adjourn the Special Meeting at 7:00 p.m.

ROLL CALL: Mrs. Galek, yes; Mrs. Kramer, yes; Mrs. Kwiatkowski, yes; Mrs. O'Mara, yes; Mr. Dosen, yes

Motion carried.

Meeting Summary:

The Brecksville-Broadview Heights City School District Board of Education convened a special
meeting on Monday, April 14, 2025, at 5:00 PM, held at the Brecksville Broadview Heights
Education Center. The primary agenda for this session was an in-depth discussion of the
campus master plan and an update on permanent improvements (PI). This meeting was made
accessible to the public through a live stream on YouTube and was also recorded for
subsequent viewing, though it was specified that there would be no public participation during
this particular session. All board members were confirmed to be present during the roll call: Mrs.
Galek, Mrs. Kramer, Ms. O’Mara, Mr. Dosen, and Mrs. Kwiatkowski.

Jeff and Craig spearheaded the presentation on permanent improvements, beginning with a
financial overview. They reported an unencumbered projected fund balance for the PI account
at $1.1 million, while the unencumbered building fund balance stands at $2.3 million, with most
of these funds designated for the new road project. The 070 account holds an additional
$383,000, bringing the total current unencumbered funds to $3.8 million. The district anticipates
receiving approximately $99,000 from homestead and rollback initiatives next month, along with
around $1.9 million in property taxes for the upcoming fiscal year. These figures contribute to a
projected unencumbered fund balance of $5.8 million. After accounting for the projected
expenses for the new campus driveway access and other planned PI projects for fiscal years
2025-2026, which total $2.7 million, the district anticipates carrying forward approximately
$876,000 for planning purposes into the 2026-2027 fiscal year.

Several updates to the project priority list since November were discussed. New additions or
changes funded through PI to protect general fund dollars include the softball field repair,
necessitated by a collapsed drain 17 feet underground that required circumvention to ensure the
field's playability for the spring season. Other new items include hexagonal skylight updates at
the elementary school costing about $5,000, an increase in maintenance vehicles from one to
two, with the cost rising from $90,000 to approximately $103,000, and the addition of final pit
covers for the long jump pits to protect newly installed sand. Projects noted as completed or
nearing completion are the high school chiller project, expected to be operational within a week
or two, the essentially complete high school gymnasium bleacher repair, and the almost finished
computer and monitor upgrades. In terms of ongoing work, new buses have been ordered with
an expected July delivery; the transportation fuel system was completed within its $15,000
budget; and quotes for asphalt work at the transportation and maintenance center bus lot came
in favorably under budget at $208,000. The campus driveway project is estimated at $2.4 million
and will be funded from the elementary school building fund balance. A color-coding system
was explained for the project list: yellow signified projects that were complete or nearly
complete, red was used for the campus master plan as it's under a different fund, and white
denoted projects currently being worked on or planned for the future.

Looking ahead, future and ongoing PI needs include turf replacement, scheduled after the next
playing season, a new high school boiler, and continued middle school abatement efforts, which
involve the ongoing removal of 9x9 asbestos tiles and their replacement with carpet tiles,
progressing a few classrooms at a time. The slab on grade issue at the high school, concerning
flooring, is currently on hold; it was previously on the deferred list, then moved to priority, and is

now in a state of limbo, considered unsightly but not a safety risk, with its repair potentially
impacting carpet replacement plans. Standard ongoing PI work encompasses the annual
purchase of two new buses and addressing the needs of an aging fleet of maintenance
vehicles. The district is also in the process of disposing of surplus vehicles, including six buses,
two trucks, three vans, and one trailer, as well as outdated food service equipment. For the
curriculum, approximately $350,000 to $375,000 is planned for the next fiscal year. Technology-
wise, current devices are in good condition, with the elementary school computers slated for
replacement in two years. A significant development is the securing of a grant from the Attorney
General's office, which will cover the costs for updated camera systems—transitioning to a
single, higher-quality system and adding about eight new cameras, including one at the Ed
Center—and will also fund the Centegix system and expenses related to Cocoa the dog, such
as vet bills, food, treats, and initial training. This grant funding frees up PI money that had been
previously allocated for these camera upgrades. A "B List" of projects for future planning, which
remains fluid, includes the HVAC system backbone, carpeting at the high school, additional
asphalt work, and another section of roofing for the middle school. Regarding HVAC status, the
high school's chiller is currently being addressed, with boilers next on the list; the
communication backbone for VAVs and subsequently the VAV zones themselves, which have a
25-year life, are identified as upcoming needs over the next five to six years. At the middle
school, while most major HVAC work has been completed using Esser funds, a few old boilers
and miscellaneous smaller rooftop units still require attention. Concerns about potential cost
increases for future projects due to tariffs or economic shifts were acknowledged, though it was
noted that many current items are domestically manufactured or sourced (like vehicles and
asphalt components), which might lessen this risk; encouragingly, the recent asphalt quotes for
the bus lot came in under budget.

The non-functional sign in front of the middle school, which has been out of order for years, was
also mentioned. There is no current plan for its repair; instead, it will be incorporated into the
broader campus master plan and traffic flow redesign efforts.

A significant portion of the PI update focused on a potential state law that could cap school
district carryover funds at 30%. If enacted, this legislation might not be implemented until
January 2027 and would likely be based on fund balances at the end of fiscal year 2026. Such a
cap could profoundly affect the districts levy cycle, potentially necessitating more frequent
requests for smaller levy amounts and possibly delaying the next operating levy. In anticipation,
the district has been advised to have an approved facilities master plan, which is currently under
development, and the 070 fund was mentioned as a potential resource. It was noted that the
Senate's version of the bill might not include this specific percentage cap. For BBHCSD, this
cap could translate to a reduction of approximately $12 million from its current financial position
and could introduce cash flow difficulties, particularly for a district heavily reliant on local
funding. Current law also restricts levy placements to the May and November general elections.

Jeff also presented the Campus Master Plan (CMP), explaining that its inception was a
response to the city's request to mitigate traffic congestion on Mill Road. The overarching aim is
to establish a proactive, phased strategy for campus development that will forge a distinct

identity for the campus while enhancing safety and traffic circulation. A community steering
committee played a role in providing initial feedback for this plan.

The CMP is structured in several phases. Phase 1, the demolition of Hilton Elementary, has
already been completed, with the site now being graded and prepared for seeding. Phase 2,
which is the current priority and budgeted at $2.4 million from the building fund balance,
involves the construction of the new "Hilton Driveway" entrance off Mill Road. This phase
incorporates design adjustments stemming from feedback from the Planning Commission and
the local Homeowners Association (HOA), such as widened turns, a slightly larger roundabout
that remains mountable for emergency vehicles, and revised lighting featuring 18-foot LED
poles (increased from 14 to 16 lights) equipped with shields to minimize light spillage into
neighboring properties and dimmer capabilities. Stormwater runoff will be managed via an
underground chamber, a plan that has been favorably received by the HOA. The landscaping
plan includes evergreen screens for light and sound buffering, and a sidewalk is part of the
design. Once the new driveway is operational, the existing road connecting the Board Office to
the middle school parking lot will be barricaded. New signage is also included in this phase. A
comprehensive 77-page traffic study for the campus has recently been received. The projected
timeline for Phase 2 aims for bids during the summer, commencement of work in August, and
potential completion by winter, though this is contingent on weather, as asphalt work typically
ceases by mid-November. Should an early cold fall cause delays, work would pause and
resume in the spring with prices locked in. This phase will likely necessitate the relocation of the
cross-country course, known as "Bruce Lerch," while sled riding parking will continue to be
available at the Board Office. Temporary access and parking will be maintained at the former
Hilton site to allow for use of the green space.

Following Phase 2, Phase 3 is the next identified priority and is anticipated to be significantly
more expensive. This phase entails creating a new bus-only entrance on the far west side of the
Middle School (MS). The current MS entrance at the traffic light will be repurposed into a parent
pick-up and drop-off loop. Phase 3 involves substantial work on asphalt, concrete, curbs, and
sidewalks. It also includes the relocation and remodeling of two MS art rooms and a boiler room,
although questions linger regarding the necessity of moving the boiler room, as its exclusion
could yield considerable cost savings. The plan aims to create an enhanced, clearly defined
main entrance and provide more visitor parking at the MS. The recently paved top parking lot at
the MS would be integrated into the new bus lot; this configuration was chosen as a less costly
alternative to a design that would have allowed all buses to be curbside.

Phase 4 focuses on the development of the former Hilton Elementary site, proposing a new
softball and baseball stadium complex, with both fields featuring turf surfaces. This phase also
includes a new parking lot, a dedicated building for restrooms and concessions, press boxes,
and seating for approximately 300 spectators at each field. The pedestrian path, envisioned as
a limestone trail, will be continued through this area. Optional additions for Phase 4 include
locker rooms and a training room. If Phase 4 is implemented before Phase 5, the existing
baseball and softball fields would either be taken offline or maintained at a minimal level.

Phase 5 involves several key enhancements. Parking will be expanded in front of the Board
Office and on the site currently occupied by the softball field; this additional parking will serve
the new athletic facilities and the main stadium. A practice grass field will be developed,
alongside a new competition turf field designed for soccer and lacrosse, complete with lights,
stadium seating (references varied, one suggesting 4,000 home/500 visitor, another 1,500
home/500 visitor), restrooms, and a concession stand. This new field is expected to alleviate
scheduling conflicts and improve safety for sports like track and lacrosse. Phase 5 will also see
the completion of the pedestrian pathway, connecting it up to the Middle School, and will finalize
the connections for internal campus roads, although it was noted that the small road section
connecting existing drives might be addressed sooner than the full implementation of Phase 5.
Optional features for this phase include an expanded 3,000 square foot locker room facility; it
was highlighted that the current main stadium locker rooms are inadequate and its restroom
facilities are poor, while the existing baseball and softball teams currently rely on portable toilets
and lack dedicated locker rooms.

Phase 6, which addresses renovations to the Main Stadium, carries an initial estimate of around
$22 million, a figure acknowledged by the administration as very high and requiring substantial
refinement. It's important to note that turf replacement for the stadium and a new scoreboard
are already planned, budgeted (with athletic boosters fundraising for the scoreboard), and will
proceed irrespective of the full CMP. The major components conceptualized for Phase 6 include
a large, new field house (which needs further definition), an expanded press box and additional
seating, and an improved visitor entrance and ticket booth at the stadiums south end. Critical
needs that Phase 6 aims to address are the provision of sufficient, modern restrooms, adequate
locker rooms, functional concession areas, and a clearly defined main entrance to the stadium,
likely situated at the northeast corner. Many elements within Phase 6 could potentially be
undertaken individually over time or funded through private contributions.

Phase 7, the furthest projected phase with an undefined scope, concerns the Middle School
building. The work could range from a basic refresh—involving new flooring, lighting, paint, and
potentially moving some interior walls—to a comprehensive renovation. The community had
previously indicated no desire for constructing an entirely new junior high, particularly if it
involved relocating the school to Brecksville. The existing Middle School building, constructed in
the 1960s, is generally considered to have "good bones" and has benefited from significant
recent upgrades, including a nearly completed new roof, updated HVAC systems, a redone
auditorium, and a new security vestibule. Ongoing maintenance includes asbestos abatement
and classroom refreshes, with windows identified as a future need. There was discussion
among board members about whether the Middle School renovation should be prioritized higher
in the timeline, possibly ahead of some athletic facility projects, or if the current strategy of
piecemeal updates and maintenance is adequate for the time being.

The financial aspects and broader implications of the CMP were extensively discussed.
Estimated costs for undertaking multiple phases concurrently are substantial: the "Base CMP"

encompassing Phases 3, 4, and 5, is projected at approximately $35.5 million. Incorporating
elements of Phase 6 (stadium improvements) would elevate this figure to around $55 million,
while an "Enhanced CMP" that includes all optional features from Phases 3, 4, and 5, plus the
stadium work, could reach about $60 million. To provide context for these figures, potential bond
issue millage examples were presented: a $35.5 million bond spread over 25 years might
equate to approximately 1.5 mills based on the new property valuation, while a $55 million bond
over the same term could be around 2.4 mills. The Board acknowledged that these are
preliminary architectural estimates and are likely on the higher side. There was general
enthusiasm for the plan and its anticipated benefits, such as enhanced safety, improved traffic
flow, a stronger campus identity, increased community use, and a positive impact on property
values. However, a strong consensus emerged that the districts operational budget remains the
paramount priority, and any funding for the CMP must not compromise the day-to-day
operations of the schools. The prevailing uncertainty surrounding the state budget, particularly
the potential for a carryover cap, significantly influences all planning efforts. Strategies for a
potential ballot issue were debated, with May 2026 being mentioned as a possible timeframe;
this fall (2025) is not under consideration. There was considerable discussion about whether to
pursue an operational levy first, to be followed by a separate bond issue for the CMP, or to
bundle these requests. While bundling offers a consolidated approach, it also carries the risk of
being perceived by voters as too financially burdensome. The importance of avoiding "voter
fatigue" by minimizing the frequency of ballot requests was also emphasized. Ultimately, the
Board stressed the need for a methodical approach, ensuring robust community support before
any formal ballot initiative. A brief discussion also touched upon the potential sale of a parcel of
land owned by the district in Broadview Heights; however, several board members voiced strong
reservations against selling this land, viewing it as a valuable long-term asset, particularly as its
current estimated value (between $370,000 and $480,000) would not substantially impact the
financing of the CMP.

Looking forward, the immediate next steps involve reconvening the Campus Master Plan
community steering committee. This group will be presented with the developed phases and
associated cost estimates to gather their further feedback. Concurrently, Board members and
the administration will continue to engage in informal discussions with various community
members to gauge sentiment and answer questions. Existing communication platforms such as
coffee chats, the community newsletter, and PSO meetings will be utilized to disseminate
information about the CMP and solicit input from a wider audience. The possibility of hosting a
dedicated community Town Hall meeting to present the Campus Master Plan was also raised,
with August, coinciding with the return to school, suggested as a potential time frame. Crucially,
the Board will await further clarity on the state budget and its potential ramifications before
making any definitive decisions regarding the timing and scope of any future levy requests.

The special meeting concluded with a reminder that the next regular Board of Education
meeting was scheduled for Wednesday, April 16, 2025. This meeting would be held at the BBH
High School Auditorium to facilitate the recognition of numerous student accomplishments. A
motion to adjourn the special meeting was made by Mrs. Kwiatkowski, seconded by Mrs.
Kramer and subsequently passed unanimously by all board members.

In addition to written minutes, an audio or video recording is retained in BoardDocs.