Welcome to the Coventry School Study Committee page. Updates, meeting handouts, and other information will be posted to this site after each committee meeting.

Goals of the Committee

1) To research, study, and analyze program and building usage options that support and align with Cleveland Heights – University Heights City School District priorities and resources

• Review information from market study and appraisal
• Consider options in terms of various factors (i.e. zoning, projected costs, impact on five-year forecast, ramifications on other programs, benefits to District and/or community)

2) To determine advantages and challenges of potential options
3) To reach consensus on option(s) for further consideration by the Board of Education

Study Committee Process and Guiding Considerations

The following considerations are intended to guide the Study Committee’s work. Any option that is seriously considered should:

1) Align with District initiatives and priorities
2) Be analyzed in terms of its impact on the District’s five year forecast

• $1 million in savings from closing Coventry
• Staffing impact
• “Interim” costs (i.e. costs with maintaining unoccupied building)

3) Identify accompanying capital improvement needs
4) Have an answer to the following questions:

• Should the BOE keep the property or sell it?
• Is the District equipped to be a long-term landlord?
• Is the option sustainable?
• Does the option rely heavily on external or “soft” funds?
• What are the benefits to the District? To the Coventry area?
• What physical renovations would need to occur to implement the proposed option?

Initial Meeting – March 3, 2008 at Coventry School

The first meeting of the Coventry School Study Committee was held on Monday, March 3, 2008 from 5:30 – 8:00 p.m. The goal of the meeting was to provide background information on Coventry School. The meeting began with a tour of the facility in order for members to become familiar with the property and building layout. Superintendent Deborah Delisle welcomed the group and introduced committee facilitator Bill Wendling, Executive Director of the Ohio 8 Coalition. Information was shared regarding the District’s financial considerations, the committee’s timeline and the scope of work.

The group was charged to keep track of their thoughts and interactions with community members regarding the Coventry site and report back ideas. Future agendas will include time to share these ideas amongst the group at every meeting.

Handouts from March 3 Meeting

Agenda
Committee Goals, Roles, and Process
Coventry Building Information Data Sheet
Tentative Future Meeting Timeline

Meeting on March 18, 2008 at the Board of Education

Committee members received clarification on questions and requests for data from the previous meeting from Director of Business Services Steve Shergalis. Also per the request of the committee, Director of Educational Services Joe Micheller provided a broad perspective of the initiatives and priorities guiding the District’s work. City of Cleveland Heights Planning and Development Director Richard Wong spoke on the municipal perspective of the property’s potential.

Committee members participated in a brainstorm and sharing exercise of ideas per the charge from the last meeting that each would log conversations with neighbors and constituents regarding the future use of the building and property. Collectively, the group brought forth opinions from over 200 people through the many conversations they had.

In order to determine which ideas to further investigate, the committee is asking organizations with proposals to include in their proposals a description of potential use, amount of space needed, cost estimates (for renovation and operation), funding source, sustainability of funds, and alignment with District priorities and resources.

Handouts from March 18 Meeting

Agenda
Facilities Considerations for Adaptive Reuse
Operational Cost Comparison
Statement of Possible Costs
Municipal Perspective of Property Potential
CH-UH District Priorities
CH-UH Vision/Mission/Strategy

Meeting on April 8, 2008, at the Board of Education

Director of Business Services Steve Shergalis presented follow-up information to the committee on the appraisal and deed restriction. David E. Walter & Associates appraised the building and land at $2.7 million, if the property continues to be used as a school, which is the “highest and best use” for the property. Without the building, the land is valued at $850,000 if vacant. It was noted that the market is very thin for vacant schools, as neighboring districts are also in the process of selling empty school buildings. Other uses for the site would mean a decrease in the appraised value.

Although there are restrictions on the property deeds, legal counsel has offered the opinion that those restrictions would not necessarily impact the district’s ability to sell the property.

A data recap of key information learned about the site thus far, along with the District’s financial implications, was distributed.

Architect and developer Dick Pace had volunteered his time to inspect the property and to offer his views on potential re-use of the building. Pace indicated the building would need significant remodeling and upgrading to be attractive for re-use. An adaptive re-use of the building would be a significant challenge for multi-tenant, retail, institutional, and residential use due to the layout, lack of windows, limited parking, and the many systems of the building in need of being reworked.

Committee member and Heights Arts Executive Director Peggy Spaeth presented a concept for future use of the building as an arts and non-profit center. She indicated several Heights area organizations had expressed a preliminary interest in possibly occupying the building. Handouts were distributed to accompany her presentation.

At the next meeting, the committee will begin homing in on specific recommendations to be forwarded to the Board of Education.

Handouts from the April 8 Meeting Agenda
Data Recap
Heights Arts Proposal
Models of Community Art Centers
Model of Adaptive Reuse of a School

Meeting on April 22, 2008, at the Board of Education

At its April 22 meeting the committee opted to continue pursuing several potential types of uses for the building/property.

The committee learned from Superintendent Delisle that the District has no plans on the foreseeable horizon for using the building for academic or administrative purposes because of operating and staffing costs. Committee members heard a presentation by Board Member Eric Coble outlining plans the District is pursuing for the establishment of an International Program. For cost efficiencies, it is expected that the International Program will be housed in another District building where administrative and custodial staff are already present rather than locating the program in a stand-alone building like Coventry.

Committee members encouraged representatives of Heights Arts and other community organizations to continue exploring the potential to establish a Center for Arts and Nonprofit Organizations in the building. The organizations need to determine the willingness of various organizations to agree in principle to share space and operating costs. Representatives of the nonprofit groups also are investigating the possibility of using “green” building techniques and energy programs if the building is renovated. If a multi-tenant use proves feasible, committee members noted that it might be possible to include a daycare or preschool operation.

The committee also expressed interest in exploring the option of razing the school building and converting the entire site to green space as a complement to the park and playground that are currently on the site. In addition, the committee expressed willingness to consider any proposals that might envision a senior living center or live/work studio space.

In reviewing options, the committee determined that most of the suggestions for commercial or office use of the Coventry building were impractical or unlikely to secure necessary community approvals within an appropriate timeframe. Use of the building as a “community center” was eliminated by the committee because of the proximity of the Cleveland Heights Community Center located at the corner of Monticello Blvd. and Mayfield Rd.

In continuing its discussions, the committee will look at the details including the description of potential use, amount of space needed, cost estimates (for renovation and operation), funding source, sustainability of funds, and alignment with District priorities and resources.

Handouts from the April 22 Meeting Agenda
Summary of Suggestions
Decision Work Sheet
International Academy Proposal
Background on Multi-Tenant Nonprofit Centers

Meeting on May 13, 2008, at Coventry

Handouts from the Meeting Agenda
Updated Data Recap

Meeting on May 20, 2008, at the Board of Education

Handouts from the Meeting

The Coventry Study Committee met on Tuesday May 20, 2008, for the purpose of finalizing recommendations for the Board of Education.

The Committee will recommend to the Board of Education that the Board initiate a public process for eliciting proposals for the adaptive reuse of the Coventry building. Committee members indicated there was a strong desire to see the building reused in a way that supports the neighborhood and the community. Members also indicated that any proposed reuse must be accompanied by a financial plan that would be sustainable over time and would not require the ongoing outlay of funds by the District.

Under terms of the proposal process, prospective users would need to submit a Letter of Interest to the Board; demonstrate the ability to produce a solid, viable business plan and plan of operations for the building. Formal plans would need to be submitted to the Board of Education within a specified timeframe, which the committee suggested would be 90-120 days from the time the Board formally adopts the Letter of Interest process. The committee expressed the hope that this timetable would result in a deadline of approximately October 1.

Following the deadline, the Board would submit any proposals to the district’s Lay Finance Committee, which would determine the potential impact on the district’s five-year financial forecast. Following review by Lay Finance, the Board would determine which, if any, of the proposals to pursue. It would then engage in appropriate negotiations with the submitting entity(ies). The Coventry Study Committee urged the Board to adopt a timeframe that would result an Agreement in Principle between the Board and a tenant organization by December 31, 2008 (formal contracts could be executed later).

One group that has expressed an interest in pursuing the reuse of the building for multi-tenant occupancy has been a consortium of arts and non profits organizations under the organizational leadership of Heights Arts.

Committee members indicated they saw razing the building and converting the site to green space as a last resort, which would come into play only if no credible reuse options are developed by the end of the calendar year 2008.

Committee members reviewed a list of elements that should be included in the business plan or plan of operations submitted from prospective tenant organizations. A “viable business plan” should include the following:

1. A clear delineation of the proposed use or uses of the building. If multiple tenants are involved then each proposed tenant’s business name, address, telephone number and contact person shall be included. In addition, each proposed tenant should be required to submit a memorandum of understanding to verify their commitment, copies of which should be included in the business plan.
2. The business name, address, telephone number and contact person for the entity (lease holder) submitting the business plan. This entity must be the same that will enter into the actual lease.
3. A financial statement indicating all revenue and expenses for lease holder and all proposed tenants (if any).
4. A financial plan for the proposed use or uses which shall include all expenses (including but not limited to), tenant managements (if any), building maintenance and upkeep, ongoing capital needs and operations, for the entire building and site. Revenue (including but not limited to), tenant rents, business sales, loans, grants, subsidies or other government support.
5. Proof of the immediate availability of $1,000,000 for initial capital investment to meet current existing building needs.
6. An architectural schematic building floor plan and any other information (drawings or renderings) as necessary to convey the proposed building modifications, including interior subdivisions for multiple tenants, (if any).
7. A detailed budget estimate for all proposed building modifications and proof of the availability of funds to accomplish same.
8. A proposed date on which the lease would commence and occupants would move into the building.
9. Evidence of the ability to obtain building property and liability insurances in the amounts not less then those currently carried by the School District.
10. Summary of the effect on the neighborhood of the proposed used, including property values, neighborhood fit and quality of life (e.g., hours of operation, noise, privacy, etc.)

The proposal to seek qualifying Letters of Interest from prospective users was deemed more manageable, less cumbersome and quicker to implement than a traditional RFP process. The District’s legal counsel and insurance underwriters will review the proposed terms and conditions before they are presented to the Board of Education. The Letters of Interest process will be advertised by the District to seek broad awareness among prospective organizations.

In discussion Tuesday evening, a number of committee members stressed the need to include in the final report a statement that indicated the committee made its recommendation based on the information supplied by the district. Concern was expressed that reusing or razing Coventry be done in the context of the district’s overall programmatic, facilities and financial strategies. Committee members also commented on the importance of concentrating attention and resources on the District’s core mission of educating the children ofCleveland Heights and University Heights, rather than being diverted by a role as landlord for the building.

Bill Wendling will draft a final report of the committee. Committee members will have an opportunity to review and comment on the draft online. Wendling will then present the final report to the Board of Education at one of its June meetings. Committee members expressed their willingness to meet again to vet proposals, if asked to do so by the Board.

Agenda
Updated Data Recap
Inclusion Points for Letter of Intent (Working Draft)