Past Agenda

PAST AGENDA
SCHOOL BUILDING AUTHORITY OF WEST VIRGINIA
 
Held At:
The School Building Authority
Conference Room
2300 Kanawha Boulevard, East
Charleston, West Virginia 25311
 
 
November 13, 2017
8:30 a.m.
November 14, 2017
8:30 a.m.

NEEDS INTERVIEW SCHEDULE (ATTACHMENT-J)
 
 
 
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 – Mr. Brian Abraham
 
 
II. ACKNOWLEDGMENTS AND RECOGNITIONS
Welcome Mr. David Perry the newest member of the Authority, representing the West Virginia Board of Education.
 
     
III. APPROVAL OF MINUTES – Mr. Brian Abraham
 
SBA Quarterly Meeting Minutes for September 25, 2017 - (Information/Action) - ATTACHMENT-A.pdfATTACHMENT-A.pdf
It is recommended that the minutes of the September 25, 2017, Quarterly Meeting of the SBA be approved.
 
 
IV. EXECUTIVE DIRECTOR'S REPORTS - Mr. Frank Blackwell
 
 
 
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 took action on these same amendments at their November 2017 Meeting.  For amendments relating to 2017 NEEDs Projects, approval of the amendments does not indicate financial support for these projects.    Complete amendment submittals will be available for review upon request.  The following Amendments are submitted for your review and approval:
 
A. Hampshire County’s CEFP Amendment – (Information/Action) – ATTACHMENT-B.pdfATTACHMENT-B.pdf
The Hampshire Board of Education request approval of an amendment to its 2010-2020 CEFP.  This amendment involves Augusta Elementary School that was recommended to be replaced within the first five years of the 2010-2020 CEFP.  The board has had turnover in the Superintendent’s position and has not been able to prepare and run a bond to be able to replace the school.  In the foreseeable future this building will need to remain open and online.  As a result, there is a need to replace a portion of the roof.  The section is approximately 14,544 square feet and was installed in approximately 1991.  The portion of the building that the roof needs replaced is also heated with a boiler.  As part of the project, the board will add the curbs for future replacement of the boiler with HVAC.
 
Hampshire County has complied with the SBA CEFP Amendment process and based on this I respectfully recommend approval of the amendment to Hampshire County’s CEFP.
 
B. Kanawha County’s CEFP Amendment – (Information/Action) – ATTACHMENT-C.pdfATTACHMENT-C.pdf
The Kanawha County Board of Education request approval of an amendment to its 2010-2020 CEFP.  This amendment adds the roof and HVAC replacement for Ben Franklin Career/Technical Center as a top priority NEEDs Project on the 2010-2020 CEFP.
 
Kanawha County has complied with the SBA CEFP Amendment process and based on this I respectfully recommend approval of this amendment to Kanawha County’s CEFP.
 
C. Mingo County’s CEFP Amendment – (Information/Action) – ATTACHMENT-D.pdfATTACHMENT-D.pdf
The Mingo County Board of Education request approval of an amendment to its 2010-2020 CEFP.  This amendment closes Gilbert Elementary School and moves those students to Gilbert Middle School as a Gilbert PreK-8 School.
 
Mingo County has complied with the SBA CEFP Amendment process and based on this I respectfully recommend approval of this amendment to Mingo County’s CEFP.
 
D. Monongalia County’s CEFP Amendment – (Information/Action) - ATTACHMENT-E.pdfATTACHMENT-E.pdf
The Monongalia County Board of Education request approval of an amendment to its 2010-2020 CEFP.  The 2010 CEFP has a recommendation for replacement of the windows and roofing at Morgantown High.  In addition to these items, the project needs to be amended to include demolition and creation of new classrooms in former mechanical space; replacement of fire alarm system; demolition of smokestack; replacement of interior and exterior doors; replacement and installation of rooftop access ladders and catwalks; and creation of a new secured access entrance.
 
Monongalia County has complied with the SBA CEFP Amendment process and based on this I respectfully recommend approval of this amendment to Monongalia County’s CEFP.
 
E. Pleasants County’s CEFP Amendment – (Information/Action) – ATTACHMENT-F.pdfATTACHMENT-F.pdf
The Pleasants County Board of Education request approval of an amendment to its 2010-2020 CEFP.  This amendment would provide access control at St. Mary’s and Belmont Elementary Schools and provide a safe school entrance, upgraded access control and new digital/I.P. camera surveillance system.
 
Pleasants County has complied with the SBA CEFP Amendment process and based on this I respectfully recommend approval of this amendment to Pleasants County’s CEFP.
 
F. Randolph County’s CEFP Amendment – (Information/Action) – ATTACHMENT-G.pdfATTACHMENT-G.pdf
The Randolph County Board of Education request approval of an amendment to its 2010-2020 CEFP.  This amendment would involve the addition of four classrooms to George Ward Elementary School and the addition of a new kitchen and cafeteria at Beverly Elementary School, as well as an HVAC and two preschool classrooms with restrooms.  These renovations/additions are needed do to the closure of Valley Head Elementary and Homestead Elementary and the transfer of these students to George Ward Elementary and Beverly Elementary Schools.
 
Randolph County has complied with the SBA CEFP Amendment process and based on this I respectfully recommend approval of this amendment to Randolph County’s CEFP.                 
 
G. Ritchie County’s CEFP Amendment – (Information/Action) – ATTACHMENT-H.pdfATTACHMENT-H.pdf
The Ritchie County Board of Education request approval of an amendment to its 2010-2020 CEFP.  This amendment involves the replacement of Ritchie County High / Middle School access control, energy improvements and exterior doors.
 
Ritchie County has complied with the SBA CEFP Amendment process and based on this I respectfully recommend approval of this amendment to Ritchie County’s CEFP.       
 
 
VI. FINANCE REPORTS – Mr. Garry Stewart
 
A. Update of Refunding of 2007 Bonds – Series 2017 – (Information) - HAND-OUT
The pricing of the Series 2017 Bonds occurred on September 26, 2017.  The final results will be handed out at the Superintendent Interview Meeting. 
 
B. Funds Available for the 2018 NEED’s Projects – (Information) – ATTACHMENT-I.pdfATTACHMENT-I.pdf     
An analysis of the estimated Funds available for distribution for the 2018 NEEDs Funding Cycle is provided in Attachment I.
 
 
VII. PROJECT REVIEWS AND SUPERINTENDENT INTERVIEWS - (Information) - ATTACHMENT J
 
The staff of the SBA has been working closely with most of the Counties submitting NEEDs Projects for funding consideration this year.  We are providing a summary of the projects including each project’s finance plan along with staff comments relating to each project.  Superintendents and Board Presidents have been invited to present their projects to the Authority and answer questions from the Authority during their interview process.
 
 
VIII. PERSONEL COMMITTEE – Mr. Robert Holroyd
 
Financial Assistant – (Information/Action)
The staff of the SBA request approval for the hiring a Financial Assistant.
 
 
IX. NEW BUSINESS – Mr. Frank Blackwell
 
A. Kanawha County – (Information/Action) – ATTACHMENT-K.pdfATTACHMENT-K.pdf
Attachment K 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.
 
B. Mercer County – (Information/Action) – ATTACHMENT-L.pdfATTACHMENT-L.pdf
Attachment L is a copy of the letter received from Mercer County Board of Education, requesting the removal of McDonough, Bolyard, Peck (MBP), as Construction Manager on the Mercer County Green Valley Elementary School Project.
 
 
X. OLD BUSINESS
 
A. Logan County – Revised Construction Contracts – (Information/Action)
At the SBA’s September 25, 2017, Quarterly Meeting, the Logan County Board of Education requested the termination of PCS & Manage as Construction Manager on the New Chapmanville Elementary School project.  The Authority approved that request and PCS & Manage vacated the project site on October 5, 2017.  As was discussed in the meeting, all design and construction contracts relating to the project, had to be revised because of this change in project management duties. 
 
During the discussion, several Authority members voiced concern regarding the Authority traditionally not approving contracts for design and construction services, on which SBA funds are to be expended.  Additionally, it was discussed that the Local Board’s Attorney should provide a Letter of Affirmation stating that the contracts comply with applicable laws and are valid agreements for the Local Board to enter.  The staff of the SBA has requested the Letter of Affirmation, however, at this time we have not received this letter.  Attachment M is a copy of the contract amendments for each of the prime construction contract and the design professional.
 
The contract for General Construction Trades and the contract for Architectural design services, both required adjustments to the contract amounts, due to the shifting of project management duties from the Construction Manager to the General Trades Contractor and the Architect.  The changes in responsibilities resulted in an additional $89,600 being paid to the General Trades Contractor, while an additional $37,500 will be paid to the Architect to complete the project.
 
The Staff of the SBA would respectfully request the Authority to review the amended contracts and provide approval to proceed with completion of this project. 
 
 
B. Roofing Analysis Update – (Information/Action) – Mr. Scott Raines – Mr. Mike Hall – ATTACHMENT-N.pdfATTACHMENT-N.pdf
The SBA previously requested each county identify the school facility within their counties, which they considered to be their greatest need for roof replacement.  In the March, 2017 Quarterly meeting the Authority approved the hiring of TNT Roofing Systems as roof consultant to evaluate each of the roofs identified by the counties, prioritize that list based on the age of the roof and provide a cost estimate to complete the work for each facility.  This prioritized list would then be provided to the Authority for its consideration of a special roof replacement funding cycle.  TNT Roofing Systems has completed the reviews of each roof submitted, created a prioritized list for completion as well as cost estimates for each scope of work.  Attachment N contains the list provided by TNT Roofing Systems and associated costs to complete the projects.
 
Previously, the SBA staff provided the Authority with a funding scenario for these projects, based on the county’s ability to pay and to provide a more equitable funding scenario.  The staff has evaluated each county’s ability to contribute local funds based on their budgetary constraints and excess levy and bonding capacities.  As a result of this evaluation, we established five categories of wealth; Very Wealthy, Wealthy, Average, Poor and Very Poor.  The attached funding scenario reflects a staggered approach to local contribution based on these categories.  This scenario would require that counties determined to be “Very Wealthy” would be required to provide 50% of the estimated project cost down to 25% provided by those considered “Very Poor”.  Counties considered to be “Wealthy”, “Average” and “Poor” would provide 40%, 35% and 30% respectively.  Should the Authority desire to proceed with these projects based on the provided estimates and the suggested funding scenario, it would be estimated that local contributions would equal $5,683,555 with an SBA contribution of $10,141,495.  These totals equate to 36% local funding and 64% SBA funding.
 
If the Authority desires to complete a roofing project funding cycle, the Staff would recommend a phased approach similar to previous roofing programs.  However, the Authority has not identified a funding source for these roofing projects at this time.  As such, funding would have to be identified from a future funding program.  Based on current funding projections, there are $50,535,319 in NEEDS funding to be awarded during the upcoming December, 2017 NEEDS funding cycle and $5,000,000 in MIP funding to be awarded in the upcoming 2018 MIP funding cycle.  The Authority can identify funding from either of these sources to address the first phase of these projects and address the remaining projects in a future cycle.
 
The Staff respectfully requests the Authority to provide further direction as to how you wish to proceed with the roofing requests.
 
 
XI. FUTURE MEETINGS
 
The 2017 winter quarterly meeting of the School Building Authority of West Virginia is scheduled at 9:00 a.m. on December 11, 2017 with the location to be determined.
 
Dates for 2018 Quarterly Meetings
  • March 19, 2018
  • June 18, 2018
  • September 17, 2018
  • November 13 and November 14, 2018 – Superintendent Interviews
  • December 10, 2018 – NEED’s Grant Award Meeting
The staff of the SBA request that the Authority members review these dates and advise the staff, as soon as possible, as to any conflicts in scheduling.  Should there be no conflicts with any of these dates, they will be finalized at December 11, 2017 Quarterly Meeting.
 
 
XII. ADJOURNMENT