District construction update: phases, HVAC progress and auditorium bid timetable explained

Consultants from the Palumbo Group and Clark Patterson Lee told the South Orangetown Central School District board that phase 1 construction work is largely complete at the elementary and middle schools, significant HVAC upgrades are nearing final installation, and the high‑school auditorium renovation has been isolated for a later bid because of its specialized theatrical requirements.

Why it matters: the multi‑year capital program will affect summer scheduling, facility availability for events and athletics, and the district's budget. Board members pressed consultants about timelines, contingency plans for events (plays, graduation) and the district's approach to avoiding the scheduling issues experienced in the prior summer.

Consultant Mike DeBogo (Palumbo Group) and Lisa Falcone (Clark Patterson Lee) reviewed accomplishments from 2024: classroom renovations at William O. Schaefer, secure vestibule and music room work at Cottage Lane, four outdoor classrooms across sites, new nurses' suites and coach offices, and HVAC upgrades that ranged from about 60% to 70% complete at existing elementary sites. The presenters said mechanical balancing and controls programming will continue after the final HVAC components are installed and will likely require weeks of season‑by‑season adjustments.

The team laid out the phase 1 summer schedule (start target June 27; substantial completion August 23) that will allow teachers at each elementary school several days to set up classrooms before the first teacher orientation days in late August. Phase 2 at Tappan Zee High School will begin the following summer with a multi‑year wing‑by‑wing renovation plan; phase 3 includes restroom work, athletic field reconstruction and a walking path. The consultants said engineering approvals are in hand for aspects of the athletic field work and that they expect to bid phase 3 in the fall for summer construction in 2026–27.

Auditorium timetable: the auditorium renovation is being bid separately because theatrical contractors and specialized equipment require longer lead times and a different contracting approach. Presenters and board members said the submittal and approval process for theater systems can take 20–30 weeks; as a result, contracts for the auditorium are now expected to be awarded in mid‑2025 with construction starting in mid‑2026 and completion in late 2026. The schedule means at least one spring or fall high‑school production or camps might need an off‑site plan; administrators suggested holding a play at the middle school as a contingency.

Budget and bond context: the consultants reported that, across awarded contracts and associated allowances, the project portfolio stood at about $12.8 million in contract values to date (which includes state casework contract items and boiler purchases); the consultants characterized phase‑1 change orders as within budget and the project overall as "looking very healthy." Trustees asked about the voter‑approved capital bond; consultants and staff confirmed the bond was approved in 2022 and covers the multi‑phase program.

Board and staff emphasized two recurring priorities: (1) avoid the rush and miscommunication that left classrooms unready in the prior summer by extending schedules where necessary, and (2) keep clear contingency plans for events that typically use the high‑school auditorium. Facility staff said they will discuss contingency plans in upcoming facilities committee meetings and keep the board informed as contractors are locked in and submittals are received.

The board did not take a formal vote on construction actions at the meeting; staff said the administration will return with bid recommendations, contract awards or change‑order requests as those items are ready for formal action.