Current Agenda

 
AGENDA
SCHOOL BUILDING AUTHORITY OF WEST VIRGINIA
 
To Be Held At:
The West Virginia Lottery
900 Pennsylvania Avenue
Tenth Floor Conference Room
Charleston, West Virginia
 
December 11, 2017
9:30 a.m.
 


Note: To see the attachments referred to below, please click the word "Attachment" at the appropriate section and the information will be opened for your viewing. From the attachment, press the "Back" button or left arrow at the top of your browser to return to the Current Agenda.


I. CALL TO ORDER



II. ACKNOWLEDGMENTS AND RECOGNITIONS


III. APPROVAL OF MINUTES – Chairman Brian Abraham

SBA Superintendent’s Interviews Meeting Minutes of November 13 and 14, 2017 – (Action) – ATTACHMENT_A.pdfATTACHMENT_A.pdf


IV. EXECUTIVE DIRECTOR’S REPORT – Mr. Frank Blackwell

P-Card Review – (Information) – ATTACHMENT_B.pdfATTACHMENT_B.pdf
One of the requirements of the P-Card Program is for the Board/Authority members to review all purchases made by staff members.  As such, the document in Attachment B provides an itemized list of the SBA’s card usage for the period of August 1, 2017 thru October 31, 2017.


V. CEFP AMENDMENTS - Mr. Frank Blackwell

The following amendments to county Comprehensive Educational Facilities Plans (CEFPs) have been reviewed and are recommended for approval by the staff of the SBA and also reviewed and coordinated with the State Department of Education Office of School Facilities. The State Board of Education will take action on these same amendments at its December 2015 Meeting.  Complete amendment submittals will be available for review upon request.  The following Amendments are submitted for your review and approval:   


A. Braxton County’s CEFP Amendment – (Action) - ATTACHMENT_C.pdfATTACHMENT_C.pdf
The Braxton County Board of Education requests approval of an amendment to its 2010–2020 CEFP.  This amendment would move 6th grade from the elementary schools to Braxton County Middle School.  This would move 145 6th grade students to the middle school.  This is a no cost project, there is room for this student increase at the middle school.  This amendment also adds the replacement of three rooftop HVAC units and a ductless split system at Sutton Elementary School.

Braxton County has complied with the SBA CEFP Amendment process and based on this I respectfully recommend approval of this amendment to Braxton County’s CEFP.


B. Lincoln County’s CEFP Amendment – (Action) – ATTACHMENT_D.pdfATTACHMENT_D.pdf
Lincoln County Board of Education requests approval of an amendment to its 2010-2020 CEFP.  This amendment would add roof repairs and new roofs on five schools.  These roofs have greatly exceeded their warranty period and are costing more to repair each year.

Lincoln County has complied with the SBA CEFP Amendment process and based on this I respectfully recommend approval of this amendment to Lincoln County’s CEFP.


C. Marshall County’s CEFP Amendment – (Action) – ATTACHMENT_E.pdfATTACHMENT_E.pdf
Marshall County Board of Education requests approval of an amendment to its 2010-2020 CEFP.  This amendment would address the need for secured entrances at Cameron Elementary School and Center McMechen Elementary School.  This amendment would add enhanced safety items along with access controls and security upgrades at both schools. 

Marshall County has complied with the SBA CEFP Amendment process and based on this I respectfully recommend approval of the amendment to Marshall County’s CEFP.


D. Mason County’s CEFP Amendment – (Action) – ATTACHMENT_F.pdfATTACHMENT_F.pdf
Mason County Board of Education requests approval of an amendment to its 2010- 2020 CEFP.  This amendment would include fire alarm replacement at Roosevelt and Ashton Elementary Schools.  These systems are not working properly and are over 25 years old.  They cannot be expanded and replacement parts are almost non-existent.  Point Pleasant Middle/High School has experienced several lightning strikes damaging items from HVAC units, computer equipment and some electrical devices; adding lightening protection would ensure that Mason County Schools would not have that issue to maintenance.

Mason County has complied with the SBA CEFP Amendment process and based on this I respectfully recommend approval of this amendment to Mason County’s CEFP.


E. Wayne County’s CEFP Amendment – (Action) – ATTACHMENT_G.pdfATTACHMENT_G.pdf
Wayne County Board of Education requests approval of an amendment to its 2010-2020 CEFP.  This amendment adds the two new schools, Crum PreK-8 and Ceredo-Kenova Elementary School, that will be completing work by the end of 2017.  This amendment also includes a new roof and a HVAC system for Spring Valley High School, which was submitted as a 2018 NEEDs project.

Wayne County has complied with the SBA CEFP Amendment process and based on this I respectfully recommend approval of this amendment to Wayne County’s CEFP.



VI. NEW BUSINESS – Mr. Frank Blackwell

A. Jackson County – (Information/Action) – ATTACHMENT_H.pdfATTACHMENT_H.pdf

Attachment H is a copy of the letter received from Jackson County Board of Education, requesting the removal of McDonough, Bolyard, Peck, Inc., (MBP), as Construction Manager and employ a clerk-of-the-works on the new Jackson County Ravenswood Middle School, that connects to Ravenswood High School, which also includes critical improvements..

B. Kanawha County – (Information/Action) – ATTACHMENT I

Attachment  is a copy of the letter received from the Kanawha County Board of Education, requesting consideration of the School Building Authority to waive the requirement of Recital C, Section 6 of the Grant Agreement as prepared by the School Building Authority for the purpose of Herbert Hoover High School.

Section 6.    The County Board hereby covenants and agrees that it shall not proceed with the building design for the school without first securing a clear and free title to the property where the SBA funded facility is to be constructed, or without securing a right-of-entry as result of a condemnation proceeding initiated to secure the site where the SBA funded school is to be constructed.


VII. OLD BUSINESS – Mr. Scott Raines

Funding Consideration for Roofing Projects – (Action) – ATTACHMENT_J.pdfATTACHMENT_J.pdf

During the November 2017, Quarterly Meeting of the Authority, the Staff of the SBA provided the prioritized list of proposed roofing projects, that were submitted by counties at the request of the Authority.  The intent of the presentation was for the Authority to provide direction to the Staff on whether to proceed further with a special roofing funding cycle.  The Staff proposed to the Authority, two funding scenarios which required the Authority to dedicate monies from either the current NEEDs funding cycle or by way of the upcoming MIP funding cycle.  After the Staff’s presentation, a general discussion took place ending without further direction from the Authority.  Counties will begin submitting projects to the Authority for consideration in the MIP funding cycle, prior to the March quarterly meeting.  Therefore, it is imperative that the Authority provide direction on this matter, so that we can alert the counties, should the Authority desire to fund these roofs with MIP funds.  Attachment J contains the list which has been reviewed and prioritized by age of the existing system by the SBA’s roofing consulting, TNT Roofing Systems.
The Staff of the SBA respectfully requests the Authority to provide further direction as to how you wish to proceed with the roofing requests.


VIII. FINANCE REPORTS – Mr. Garry Stewart

A. Analysis of Trustee Accounts - Trustee Accounts Report - (Information) ATTACHMENT_K.pdfATTACHMENT_K.pdf
The financial reports of the trustee accounts held at United Bank of Charleston, West Virginia and The Bank of New York Mellon for the period ending October 31, 2017 summarize the trustee functions of the SBA. The report includes a short summary of each bond series.

B. United Bank of Charleston – SBA Program Depository Accounts Report – (Information) ATTACHMENT_L.pdfATTACHMENT_L.pdf
The financial report of the depository accounts that are maintained by United Bank for the period ending November 15, 2017, summarizes construction spending by the SBA for its School Construction and Major Improvement Programs.

C. Monroe County Schools – (Information) – ATTACHMENT_M.pdfATTACHMENT_M.pdf
Attachment M provides a copy of the letter received on November 29, 2017 from Ms. Joetta Basile, Superintendent of Monroe County Schools.  Ms. Basile states that Monroe County is forfeiting the 2017 Reserve Planning Grant of $500,000 and removing its request for funding from the 2018 NEEDs funding due to the non-passage of its bond election, held on November 18, 2017.

D. School Construction Funds Available for Distribution - (Information/Action) - ATTACHMENT_N.pdfATTACHMENT_N.pdf
Mr. Stewart will provide the Authority a breakdown of funds available for distribution prior to consideration of the projects.



IX. DELIBERATION AND SELECTION OF PROJECTS – Mr. Frank Blackwell and Mr. Scott Raines

NEEDs Funds Deliberation and Selection of Projections - (Action)
Fee Schedule Study for 2018 NEEDs ProjectsATTACHMENT_O.pdfATTACHMENT_O.pdf
SBA Staff Project EvaluationsATTACHMENT_P.pdfATTACHMENT_P.pdf

For your study and deliberation, the SBA staff has provided staff comments regarding each of the projects submitted for NEEDs Funding.  Mr. Scott Raines will provide a review of these comments and answer any questions the Authority members may have regarding each project.  At the conclusion of the review, the Authority will consider each project submitted and select those to be funded in the 2018 Cycle. These approved projects will be assigned by Resolution to be funded in part by the series 2016B Bonds.



X. PERSONNEL COMMITTEE
– Mr. Robert Holroyd

Financial Assistant – (Information/Action)
The Personnel Committee recommends approval of the full Authority for the SBA to hire a Financial Assistant.



XI. PERSONNEL MATTERS
– Mr. Brian Abraham

Executive Session
Personnel matters will involve an Executive Session as provided in W. Va. Code §6-9A-4(b)(2)(A) [personnel exception] and/or §6-9A-4 [matters involving attorney client privilege per Peters v. County Commission, 205 W. Va. 481 (1999)].  The Authority majority must vote to have an Executive Session.  No action will be taken in Executive Session.



XII. AD-HOC CONSTRUCTION MANAGERS COMMITTEE
- Dr. Steven Paine

General Recommendations – (Information/Action)
Currently the SBA selects and assigns construction managers to projects.  We make the following recommendations/motions regarding assignment of construction managers by the SBA.

The AD-HOC Construction Manager’s Committee recommends, for approval of the full Authority to eliminate the categorical assignment of construction managers by SBA.  A county (owner) will select an architect, and together the owner and architect will determine whether a project warrants a clerk of the works and/or construction manager.  Selection and contractual parameters will be at the discretion of the county.

The AD-HOC Construction Manager’s Committee recommends for approval of the full Authority to establish minimum qualifications for clerk of the works positions utilizing industry standards.

The AD-HOC Construction Manager’s Committee recommends for approval of the full Authority to institute ongoing formative evaluation of architectural services by owners, the staff of the SBA and architect.



XIII. FUTURE MEETINGS
– (Information/Action)
       
The 2018 spring quarterly meeting of the School Building Authority of West Virginia is scheduled on March 19, 2018 with the location to be determined.

The 2018 summer quarterly meeting of the School Building Authority of West Virginia is scheduled on June 18, 2018 with the location to be determined.
   
The 2018 fall quarterly meeting of the School Building Authority of West Virginia is scheduled on September 17, 2018 with the location to be determined.

The 2018 NEEDs Grant Submission/Superintendent Interviews meeting is scheduled on November 13 and November 14, 2018 with the location to be determined.

The 2018 winter quarterly meeting and NEEDs Grant project selection meeting of the School Building Authority of West Virginia is scheduled on December 10, 2018 with the location to be determined.



XIV.    ADJOURNMENT