Sumter School District finance staff told the board that the South Carolina Department of Education Office of School Facilities (OSF) recommended moving a portion of Crestwood High School's planned phase 3 work into phase 2 so the district can obtain a letter of occupancy.

“OSF...are recommending that we, move a portion of phase 3 up to phase 2. It will not increase the cost for phase 2 because, remember, phase 2 has been approved to the tune of $1,565,000,” Shatika L. Spearman, chief finance officer, told the committee. Spearman said the portion OSF wants moved up is roughly $300,000 and relates to additional graded grass-area parking and Americans with Disabilities Act (ADA) parking that must include van-accessible spaces.

The district has completed phase 1 work — drainage, turf installation, track resurfacing, bleachers and press box — which Spearman said totaled about $4.8 million and is nearing final inspections. Board members directed staff to preserve the board-approved phasing and funding process; funding for phase 2 had been identified and approved by the board on May 19, Spearman said. She described the OSF recommendation as a swap of line items within existing phase budgets rather than a new appropriation.

Board members pressed staff on timing and occupancy implications. “OSF came and did their inspections, and they made it clear that we would not be able to receive our letter of occupancy until that piece of it is done,” Spearman said, explaining why the ADA parking work was prioritized. Committee members asked whether moving the work would delay other items such as fencing; staff replied that fencing likely should remain in a later phase and that the swap would keep the overall phase budgets intact.

Spearman described the planned scope and remaining phases: phase 2 (restrooms, plumbing, field-goal netting, fencing/stanchions, ADA parking/grading) estimated at $1,565,000 (bids pending); phase 3 (parking-lot resurfacing, visitors press box with ~600 seats, stairs, ticket booth, LED lighting) estimated at $1,691,000 (funding not yet identified); and phase 4 (field house and architectural/engineering fees) estimated at $1,790,000. The district's current total project estimate across phases is about $9.8 million, of which roughly $4.84 million has been spent.

Spearman said staff would request explicit board permission to reallocate the $300,000 line item as OSF recommended and that the swap should not increase any approved phase totals. Committee members also asked staff to coordinate timing so the first scheduled home game (Aug. 22) could be assessed for whether it will be held at Crestwood or at Hillcrest while final occupancy items are completed.

The session included questions about architects, inspection and liability. Board members asked for a list of the design architects, and district staff said they would provide the names and documentation to the board and public. Staff noted that OSF inspects projects and issues occupancy determinations after architects and engineers certify work and after OSF inspection.

The committee did not take a final, formal vote on the OSF recommendation during this discussion; staff requested the committee's permission to proceed with the swap and to return with any required board approvals as procurement or funding decisions are finalized.