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GERMANTOWN SCHOOL DISTRICT

Notice of Building Committee Meeting February 11, 2015

6:00 PM

To Be Held at Germantown School District Administration Building N104 W13840 Donges Bay Rd.

Germantown, WI 53022

AGENDA I. Meeting Called to Order II. Roll Call III. Agenda Revisions and Approval IV. Approve Minutes

A. January 21, 2015 Meeting Date V. Reports & Updates

A. Report on 2014-2015 Committed Capital Projects B. Updates on Previously Approved Actions

1. Property Survey 2. Kennedy Middle School Art Room Sink(s)

VI. Unfinished Business

A. District Wide Re-Coring - Discussion with Possible Action B. 2015 Roofing Projects – Discussion with Possible Action C. 2014-2015 Capital Project Budget and Project Priorities - Discussion with Possible Action

VII. New Business

A. Intergovernmental Agreement: Village of Germantown Recreation Department – Discussion with Possible Action

VIII. Adjourn Note: School Board members who are not members of the Building Committee may be present at this Building Committee meeting.


Minutes of January 21, 2015 Building Committee Meeting

Held at 5:30 p.m. Germantown School District

W104 N13840 Donges Bay Road Germantown, WI 53022

1. The meeting of the Building Committee was called to order by Committee Chair Bruce

Warnimont at 5:37 p.m. Building Committee Members Present: Bruce Warnimont, Mark Koenke, Brian Medved. Absent-Michael Loth. District Administration, Staff and Public Present: Ric Ericksen, Don Erickson, Billie Jo Mohn, Ann Bauer de Ruiz-KMS Art Teacher

2. Motion by Medved. Second by Koenke to approve the agenda. Motion Carried

3. Motion by Medved. Second by Koenke to approve November 13, 2014 Building Committee minutes. Motion Carried

4. Erickson updated the Committee on several projects, including but not necessarily limited to:

Amy Belle’s Fire Panel; GHS Air Conditioner. Ericksen reviewed potential rebates thru Cesa-Focus on Energy program. The rebates may include summer of 2014 projects.

5. Warnimont inquired about the use of performance bonding in the district. Ericksen/Erickson

stated that it has not been the standard operating procedure of the administration to require PB’s for most projects. However, prior to the 2015 roofing RFP’s PB’s were required from roof contractors. The use of performance bonding will be reviewed and considered for future projects.

6. Erickson reviewed the Kennedy Middle School & district office/maintenance building water

hook up bids & projects. General discussions ensued on the water hook up bids. Ericksen reviewed the process for final board approval.

7. Warnimont inquired about vendor inclusion & bidders list on projects. General discussions

ensued. Administration will continue to include as many contractors as possible.

8. Ericksen discussed the property surveys and update the committed on the status of completion.

9. Warnimont led discussions on the December 13, 2014 walk thru of school buildings. General discussions ensued. Specific areas of discussion included, but were necessarily not limited to: clutter areas in school buildings cleaned up therefore opening up areas above coat hooks/racks. The chair requested Mr. Holmes become involved in building principal & facility services discussion on this subject. Motion by Medved to create a walk-thru completion checklist (based Mohn’s checklist presented) and report back to the committee at its next meeting. Seconded by Koenke. Motion carried.

10. Chair Warnimont tabled agenda item V. B, 3 - Policy Implementation. Discussion from Erickson

of a recent work order example and if items listed should be brought to the Building Committee for review and/or approval. The Building Committee agreed to proceed in this manner.

11. Warnimont led discussions on the re-coring/keying agenda item. Ericksen reviewed funding

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options may include: Energy Exemption, Fund 41, and Fund 80. General discussions ensued. Warnimont directed administration to bring back at next Building Committee meeting a project plan with funding options, to include corresponding board policy. The project plan should consider a review of interior electronic strikes.

12. Erickson led discussions on the District Office and Maintenance water hook up. The bid

includes plumbing and restoration. Discussion on vendors and bedrock in Germantown. The water hook up on hold until further notice (see also minute reference 14 in this regards).

13. Ericksen led discussions on the roofing bids and the board approval process. General

discussions ensued. The Building Committee directed administration to negotiate with the contractor(s) through Commercial Consultants ( the districts roofing consultant) and request that all projects be completed within the amount of $250,000, plus $5000 for the metal roof at the Warehouse. This effort could result in a reduce bid amount to align to the budgeted amount.

14. Ericksen led discussions on the Capital Projects Priorities List. General discussions ensued and

included, but was not necessarily limited to: final project costs for roofing; removal of district office water hook up from the list; fire panel upgrades; weather stripping; LED outside lighting. General discussions regarding ending dates for energy lease payments ensued. Motion by Medved to add to the approved section of the Capital Projects Priority List: 1) completion of Amy Belle Air Conditioning Units; and 2) Fire Panel Upgrades at MacArthur, Kennedy Middle and Germantown High Schools. Seconded by Koenke. Motion carried.

15. Warnimont led discussions on agenda topic MacArthur playground, Phase 2. Warnimont polled

the Committee for opposition to approving the project as presented provided that it is the same as presented in the original Phase 1 plan documents. Motion by Medved to approve MacArthur’s Phase 2 as presented. Seconded by Koenke. Motion carried.

16. Warnimont led discussions regarding the Kennedy Middle School art room sink station change

being requested. General discussions ensued about safety and need. Due to building codes, requirements, and Village approval at the original time of installation Warnimont requested Erickson contact the Village and determine any requirements or restrictions thereof. Pending Village discussions the project will proceed.

17. Motion by Medved to adjourn. Second by Koenke. Motion Carried. Meeting adjourned at 7:04

p.m.

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TO: Building Committee FROM: Ric Ericksen, Director of Business & Auxiliary Services AGENDA ITEM: V. A. – Report on 2014-2015 Committed Capital Projects Chair Warnimont is providing an opportunity to for committee members to ask questions regarding the status of the Committed Capital Projects. Current approved projects may be found on lines 6 thru 23 on the attached Capital Projects Planning List.

Items maybe be reported on as necessary RECOMMENDATION: Informational Only

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TO: Building Committee FROM: Ric Ericksen, Director of Business & Auxiliary Services AGENDA ITEM: V. B. – Updates on Previously Approved Actions Chair Warnimont will lead discussions on these topics.

1. Property Survey

Updates will be given as necessary.

2. Kennedy Middle School Sink(s)

Mr. Erickson will be bringing updated information on this project as it relates to Village of Germantown code or other requirements.

RECOMMENDATION: Informational Only

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TO: Building Committee FROM: Ric Ericksen, Director of Business & Auxiliary Services AGENDA ITEM: VI. A. – District Wide Re-Coring – Discussion with Possible Action

Please see attached report from Billie Jo Mohn. Original information may be found in the January 21, 2015 packet. RECOMMENDATION: Administrative recommendation(s) pending discussions of the Building

Committee.

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TO: Building Committee FROM: Ric Ericksen, Director of Business & Auxiliary Services AGENDA ITEM: VI. B. – District Wide 2015 Roofing Projects: Negotiation Results –

Discussion with Possible Action At the January 21, 2015 Building Committee meeting it was requested that the administration work with the district roofing consultant and vendors to reduce the project cost to an amount aligned with the budgeted allocation. This effort was successfully completed by February 2. Original information may be found in the January 21, 2015 packet. Attachment(s): Roofing Project Revisions Summary Report RECOMMENDATION: Forward to the Finance Committee with a positive recommendation to approve the low bidders as shown to be funded from Fund 41 Capital Projects.

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Don Erickson Greig Moravec

District Wide Roofing January 30, 2015

Ric Ericksen 2015-077

Good Morning: The following are the final results of our roofing bids for potential 2015 projects. This reflects the elimination of Roof Section “B” (Service Building) from the original bidding process:

County Line Section “C”

Pioneer Roofing Roofers Mart

Original Bid Revised Bid

$ 94,660.00 $ 90,555.00

MacArthur Section “J”

Carlson Racine Roofers Mart


$ 103,894.00 $ 95,499.00

Kennedy Section “J2”

Pioneer Roofing ABC Supply


$ 65,785.00 $ 60,635.00

Totals $ 264,339.00 $ 248,689.00 The changes made to the scope of work were primarily the (1) substitution of .50” Fiberboard vs .50” AC Hardboard and (2) change in fastening pattern on Kennedy project. Should you have any further questions please feel free to contact my office.

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TO: Building Committee FROM: Ric Ericksen, Director of Business & Auxiliary Services AGENDA ITEM: VI. C. – 2014-2015 Capital Projects Budget and Project Priorities

– Discussion with Possible Action Mr. Warnimont will lead discussions. The latest version of the Capital Projects Fund spreadsheet is included in the packet as posted at the January 21, 2015 Building Committee shared google and web links. RECOMMENDATION: Administrative recommendation(s) pending discussions of the Building

Committee.

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TO: Building Committee FROM: Ric Ericksen, Director of Business & Auxiliary Services AGENDA ITEM: VII A. Intergovernmental Agreement: Village of Germantown Recreation

Department – Discussion with Possible Action By agreement, the summer use of district facilities by the Parks & Recreation Department must be approved by April 1of each year. The Park & Recreation reports attached in this packet supersede any previously emailed or posted. These have been reviewed by Billie Jo Mohn and Patti Hein (Parks and Recreation).

Below is from Parks & Recreation Director Justin Casperson Attached are copies of the Germantown Park & Recreation Department’s 2015 proposed summer program schedule utilizing School District facilities. Per the Intergovernmental Facility Use Agreement, we submitted our program requests on School Dude. Those requests are detailed in Exhibits A & B. The proposed 2015 summer schedule is very similar to the schedules submitted in the past.

Thank you to you and your staff for your continued cooperation in providing community programs and activities to the Village and District.

Respectfully,

~ Justin Casperson

Attachment(s): Parks & Recreation Exhibits A & B RECOMMENDATION: Forward to the Board of Education with a positive recommendation to

approve the use of the Germantown School District facilities by the Village of Germantown Parks & Recreation Department for the summer of 2015.

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February 6, 2015 Jeff Holmes, Superintendent of Schools Germantown School District N104 W13840 Donges Bay Road Germantown, WI 53022 Dear Mr. Holmes: Enclosed are copies of the Germantown Park & Recreation Department’s 2015 proposed summer program schedule utilizing School District facilities. Per the Intergovernmental Facility Use Agreement, we submitted our program requests on School Dude. Those requests are detailed on the Exhibit A form. The proposed 2015 summer schedule is very similar to the schedules submitted in the past. Should you or your staff have questions feel free to contact me at 262.250.4710. We respectfully ask approval of these requests by March 1st so our department can meet the brochure publication deadline. Thank you to you and your staff for your continued cooperation in providing community programs and activities to the Village and District. Sincerely,

Justin Casperson Justin Casperson, Director Germantown Park & Recreation Department enclosure cc: Dave Schornack, Village Administrator

Dean Wolter, Village President Patti Heinen, Recreation Supervisor

Recreation Supervisor Tony Laszweski, Chairman Park & Recreation Commission Jack Klebesadel, Athletic-Activities Director Joel Farren, Principal Germantown High School Steve Williams, Principal Mac Arthur School

Dr. Rick Grothaus, Principal Amy Belle School Cathy Schultz, Principal County Line School Adrienne Schneider, Principal Rockfield School Susan Climer, Principal Kennedy Middle School Don Erickson, Director of Maintenance & Plant Operations Ric Ericksen, Asst. Administrator of Business Operations Billie Jo Mohn, Secretary to Business and Maintenance Marc Gabrysiak, Director of Technology Rhonda Roads/Jim Mexiner, Germantown High School Audio/Tech Director of Food Service

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FACILITY USE REQUEST EXHIBIT A Place, Time and Manner of Use

SUMMER 2015

..GERMANTOWN HIGH SCHOOL..

TIME/DAY DATES PROGRAM SECURITY PROCEDURES

TUESDAYS, WEDNESDAYS & THURSDAYS 10:00 A.M. - 8:00 P.M.

JUNE 16 - JULY 16

CHILDREN'S THEATRE

INSTRUCTORS WALK YOUTH TO CLASS. DOOR MONITOR IN HALLWAY 5:45-8:15PM

MONDAY - FRIDAY 8:00 A.M. TO 8:30 P.M.

JULY 13 - JULY 17 CHILDREN’S THEATRE DRESS REHEARSALS & PERFORMANCES PERFORMANCES WILL BE ON JULY 15 & 16, 17) CLEAN UP = JULY 17

INSTRUCTORS WALK YOUTH TO CLASS. DOOR MONITOR IN HALLWAY 5:45-8:15PM

MONDAY - FRIDAY 8:00 A.M. TO 3:45 P.M.

JULY 13 - JULY 17 GIRL'S BASKETBALL CAMPS

COACHES MONTIOR PLAYERS AT ALL TIMES

MONDAY - FRIDAY 12:30 TO 5:00 P.M.

JUNE 15 - AUG. 14

YOUTH COMPETITIVE TENNIS LEAGUES

OUTSIDE

MONDAYS 6:30 TO 8:00 P.M. PERFORMANCES ON WEDNESDAYS AT FIREMEN’S PARK 7-8P.M.

Mondays June 15,22, 29 July 6, 13, 27, Aug. 3 Performances on Wednesdays - July 1, 15 & August 5 at Firemen’s Park

COMMUNITY BAND

DOOR MONITOR IN HALLWAY 6:15-8:15PM

MONDAY - FRIDAY 12:15 TO 3:45 P.M.

JUNE 15 - JUNE 19

BOY'S BASKETBALL CAMP


MONDAY – FRIDAY 9:00 AM TO 4:45 P.M.

JULY 27 – JULY 31 BOYS VOLLEYBALL CAMP


MONDAY - FRIDAY 8:00 A.M. TO 12 NOON MONDAY – FRIDAY 8:30 A.M. – 10:45 A.M.

JULY 6 - JULY 10 JUNE 15 - JUNE 19

POM PON CAMP PIXIE & PIXIE DUST CAMPS


WEDNESDAYS 5:45 P.M. TO 7:15 P.M.

JUNE 10– AUG 5 (no class July 1)

WRESTLING PROGRAM


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SUMMER 2015 ..GERMANTOWN HIGH SCHOOL..

- PAGE 2 - TIME/DAY DATES PROGRAM SECURITY PROCEDURES

MONDAY – FRIDAY 7:30 A.M. TO 4:30 P.M.

JULY 20 - JULY 24

VOLLEYBALL CAMP COACHES MONTIOR PLAYERS AT ALL TIMES

THURSDAYS 9:00 – 10:30 A.M. TUESDAYS 9:00 – 10:30 A.M.

JUNE 25 – AUG. 6 JUNE 30, JULY 28, AUG. 4

POMS PRACTICE

DOOR MONITOR PROVIDED BY GROUP

MONDAYS & WEDNESDAYS 5:00 P.M. – 8:15 P.M.

JUNE 8 – AUG. 13

YOUTH & ADULT TENNIS LESSONS

OUTSIDE

TUESDAY & THURSDAY 5:30 P.M. – 8:30 P.M.

JUNE 2 & 4 TBALL PRACTICE (INCLEMENT WEATHER ONLY)


MONDAY - THURSDAY 5:00 – 8:00 PM

JUNE 15 -19 THEATRE AUDITIONS DOOR MONITOR IN HALLWAY 5-8PM

NIGHT ENTRANCE USED: DOOR 10

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SUMMER 2015

..AMY BELLE SCHOOL..


MONDAYS - FRIDAYS 5:45 A.M. - 6:00 P.M.

JUNE 15 - AUG. 14 AUG. 10 - AUG. 14= SUMMER KIDS KLUB ONLY

Summer Kids Klub and Traditional Playgrounds

See the attached Crisis Planning Guide. Request Entrance Locked from: 9:15 – 11:45a.m. and 12:15 – 4:30 p.m.

SATURDAY 8:00 A.M. – 12:00 P.M.

JUNE 13 SUMMER KIDS KLUB SUPPLY DELIVERY AND STAFF MEETING

This is for Summer Staff Only. Door access will be controlled.

MONDAYS – FRIDAYS 5:00 – 7:30 PM

JULY 27 – OCT. 16, 2015

FLAG FOOTBALL PRACTICES

OUTSIDE – BUILDING IS LOCKED

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SUMMER 2015

..ROCKFIELD SCHOOL..


MONDAYS - FRIDAYS 5:45 A.M. TO 6:00 P.M.




SATURDAY 8:00 A.M. – 12:00 P.M.




JULY 27 – OCT. 16, 2015



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FACILITY USE REQUEST EXHIBIT A

Place, Time and Manner of Use

SUMMER 2015 ..COUNTY LINE SCHOOL..


TUESDAYS & WEDNESDAYS 8:00 A.M. TO 3:30 P.M.

JUNE 16 – JULY 29 (OFF JULY 7,8)

ART CLASSES

PARENTS WALK PARTICIPANTS TO CLASS RM Request Entrance Locked from: 9:15 – 11:45a.m. and 12:15 – 4:30 p.m

MONDAYS - FRIDAYS 5:45 A.M. TO 6:00 P.M.




SATURDAY 8:00 A.M. – 12:00 P.M.




JULY 27 – OCT. 16, 2015



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SUMMER 2015 ..MAC ARTHUR SCHOOL..






MONDAYS - THURSDAYS 5:30 TO 8:00 P.M.

JULY 27 - OCT. 15 FLAG FOOTBALL PRACTICES

OUTSIDE

TUESDAYS 5:45 - 7:45 P.M.

JULY 7 - JULY 21 PARENT CHILD BASKETBALL

INTSRUCTOR ON DUTY AT ALL TIMES. PERIDOCIALLY CHECKS HALLWAY OF LOBBY, AND BATHROOMS. REQUEST DOORS TO HALLWAYS SHUT AND LOCKED.

MONDAY – THURSDAY 9:00 A.M.-3:00 PM

JUNE 15 – JUNE 18

YOUTH TECH CAMPS PARENTS WALK PARTICIPANTS TO CLASS RM

MONDAY – THURSDAY 9:00 A.M.-3:00 PM

AUGUST 3 – AUGUST 6

YOUTH TECH CAMPS PARENTS WALK PARTICIPANTS TO CLASS RM

SATURDAY 8:00 A.M. – 2:30 P.M.

MAY 30 STAFF IN-SERVICE This is for Summer Staff Only. Door access will be controlled.

WEDNESDAY 6:00 P.M. – 8:00 P.M.

JUNE 3 SUMMER KIDS KLUB PARENT NIGHT & SOCIAL

See the attached Crisis Planning Guide.

SATURDAY 8:00 A.M. – 12:00 P.M.

JUNE 13 SUMMER KIDS KLUB & TYKE SITE SUPPLY DELIVERY AND STAFF MEETING



JUNE 15 - AUG. 14

TYKE SITES & TYKE SITE PLUS

See the attached Crisis Planning Guide. Request Entrance Door 11 Locked from: 9:15 – 11:45a.m. and 12:15 – 4:30 p.m.

THURSDAY 6:00 P.M. – 8:00 P.M.

MAY 28 TYKE SITE PARENT NIGHT & SOCIAL


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SUMMER 2015 ..MAC ARTHUR SCHOOL

- PAGE 2 –


MONDAYS - FRIDAYS (WEEKDAYS) 7:00 A.M. TO 3:30 P.M. FRIDAY SATURDAY

JUNE 15 – JUNE 26 SET UP CLASSRM FOR PROGRAM = FRI., JUNE 12 (4:30-8:00PM), drop off supplies 1:00 p.m. JUNE 13= finish set up 8:00 a.m. – 12Noon

SAFETY TOWN

PARENTS WALK PARTICIPANTS TO CLASS RM Need door #9 programmed for 7:15-3:45 pm unless it’s a field trip day

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FACILITY USE REQUEST EXHIBIT A

Place, Time and Manner of Use

SUMMER 2015 ..KENNEDY MIDDLE SCHOOL..


TUESDAY - FRIDAY 8:00 A.M. TO 3:00 P.M.

JUNE 16 - JUNE 19

T-BALL PRACTICE PARENTS/COACHES WALK PARTICIPANTS TO GYM

MONDAYS 8:30 - 11:00 A.M.

JUNE 22- JULY 27 DODGEBALL COACHES MONTIOR PLAYERS AT ALL TIMES

TUESDAYS 4:45 - 7:45 P.M.

JUNE 9, 16

GOLF * Please tell Patti in advance if no night custodian. If custodian is present need: lobby doors open, gym open, lights on, F10 open

DOOR MONITOR IN LOBBY

MONDAYS 2:45 - 5:30 P.M.

JUNE 29, JULY 6, 13

PEE WEE GOLF * Please tell Patti in advance if no night custodian. If custodian is present need: lobby doors open, gym open, lights on, F10 open


TUESDAYS, WEDNESDAYS & THURSDAYS 8:00 A.M. TO 12:45 P.M.

JUNE 16 - AUG. 6 YOUTH BASKETBALL PROGRAM

PARENTS/COACHES WALK PARTICIPANTS TO GYM

TUESDAYS & THURSDAYS 4:30 TO 7:45 P.M.

JUNE 2 – JULY 29 GYMNASTICS * Please tell Patti in advance if no night custodian. If custodian is present need: lobby doors open, lights on, F10 open


FRIDAYS 5:15 - 8:45 P.M.

JUNE 19 – JULY 31 (OFF JULY 3)

DODGEBALL/ ULTIMATE FRISBEE * Please tell Patti in advance if no night custodian. If custodian is present need: lobby doors open, gym open, lights on, F10 open


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SUMMER 2015

..KENNEDY MIDDLE SCHOOL.. - PAGE 2 -


FRIDAYS 5:15 - 7:30 P.M.

JUNE 19 – JULY 31 (OFF JULY 3)

ULTIMATE FRISBEE


WEDNESDAYS 5:00 - 9:00 P.M.

JULY 1 JULY 15 AUGUST 5

BAND CONCERTS * Please tell Patti in advance if no night custodian.


FRIDAYS 5:30 - 10:30 P.M.

JUNE 12 JULY 24 AUGUST 21

MOVIES IN THE PARK DOOR MONITOR IN LOBBY

FRIDAY 8:00 A.M. - 1:00 P.M.

JULY 31 BASEBALL AWARDS DAY

DOOR MONITOR BY CAFÉ ENTRANCE Use of milk cooler

MON, WED, FRIDAYS 5:45-9:30 AM / 3:00-6:00 PM TUES./THURS. 5:45 A.M.- 6:00 P.M.

AUG. 17 - AUG. 28 AWESOME AUGUST BACK UP LOCATION


TUESDAYS & THURSDAYS 8:45-9:45 A.M.

JUNE 16 – AUG. 6 TBALL PRACTICES OUTSIDE

MONDAY – FRIDAY 7:00 A.M. – 4:00 P.M. 9:00 A.M. – 12 NOON (Would like classrooms and cafeteria set up thru weekend for Monday start)

AUG. 3 – AUG. 7 JULY 31 (SET UP) in school dude book rooms 9:00 am – 12midnight AUG. 1, 2 – please block off rooms (Billie Jo will do)

CAMP INVENTION

Parents walk participants to cafeteria, door monitor in hallway

Friday 8:00 a.m. – 3:00 p.m.

JUNE 19 POMS CLINIC Parents/Coaches walk participants to gym. Door monitor in hallway

TUESDAYS 2:00 – 4:00 P.M.

JUNE 16-30 RAINDATE: JULY 7

GIRLS SOFTBALL HITTING & FIELDING CLINICS

OUTSIDE

DAY ENTRANCE USED: DOOR 8, 8A NIGHT ENTRANCE USED: DOOR 1/1A

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GERMANTOWN PARK REC DEPT. - EXHIBIT B

7/7/14

AMY BELLE SCHOOLGYMKIDS KLUB STORAGE AREAFIELD

COUNTY LINE SCHOOLART ROOMGYMCLASSROOMS - AS DETERMINED BY CUSTODIAL DEPT.FIELD

MACARTHUR SCHOOL ART ROOMTWO CLASSROOMS - AS DETERMINED BY CUSTODIAL DEPT.LIBRARYGYMGYM STORAGE (KIDS KLUB SUPPLIES)FIELD

ROCKFIELDGYMGYM STORAGE (KIDS KLUB SUPPLIES)FIELD

KENNEDY MIDDLE SCHOOLCAFETERIABLUE GYMGOLD GYMFIELDS - SOFTBALL AND SOCCERTRACKCLASSROOMS - AS DETERMINED BY CUSTODIAL DEPT.

GERMANTOWN HIGH SCHOOLUPPER AUXILIARY GYM - STAGE, AUDIO & TECH AREALOWER AUXILIARY GYMMAIN GYMBAND ROOMTENNIS COURTSWRESTLING ROOM

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