Current Agenda

 
AGENDA
SCHOOL BUILDING AUTHORITY OF WEST VIRGINIA
 
To Be Held At:
The West Virginia Lottery
900 Pennsylvania Avenue
Charleston, West Virginia
 
June 18, 2018
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

A. SBA Quarterly Meeting March 19, 2018 – (Action) – ATTACHMENT_A.pdfATTACHMENT_A.pdf

B. SBA Special Teleconference Meeting May 10, 2018 – (Action) – ATTACHMENT_B.pdfATTACHMENT_B.pdf

C. SBA Special Teleconference Meeting June 12, 2018 – (Action) – ATTACHMENT_C.pdfATTACHMENT_C.pdf   


IV. EXECUTIVE DIRECTOR’S REPORT – Mr. David L. Roach

Purchasing Card (P-Card) Program Report – (Information) – ATTACHMENT_D.pdfATTACHMENT_D.pdf

One of the requirements of the P-Card Program is for the Authority to review all purchases made by the Staff of the SBA.  As such, ATTACHMENT D provides an itemized list of the SBA’s card usage for the period of February 1, 2018 through April 30, 2018.


V. CEFP AMENDMENTS – Mr. David L. Roach

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 have been reviewed and coordinated with the State Department of Education Office of School Facilities. The State Board of Education has acted on these same amendments.  Approval of these amendments does not necessarily reflect support for funding of the project within the Amendment.  Approval of these amendments simply means the County followed the proper Amendment Process. Complete Amendment submittals will be available for review upon request.  The following Amendments are submitted for your review and approval:

A. Cabell County CEFP Amendment – (Action) - ATTACHMENT_E.pdfATTACHMENT_E.pdf

The Cabell County Board of Education requests approval of an amendment to its 2010-2020 CEFP.  This amendment will remove the closure and/or consolidation of Davis Creek, Hite-Saunders, Meadows, Nicholas and Ona Elementary Schools.  The Board feels that a smaller school setting will aid in addressing the personal and educational needs for students within these communities.  To better secure the building and safety of the students, “man traps” will be constructed at the entrance of the buildings.

Cabell County has complied with the SBA CEFP Amendment Process and based on this, I respectfully recommend approval of this Amendment.

B. Monongalia County CEFP Amendment – (Action) - ATTACHMENT_F.pdfATTACHMENT_F.pdf

The Monongalia County Board of Education requests approval of an amendment to its 2010-2020 CEFP.  This amendment includes the replacement of the fluid cooler, water source heat pumps, boilers, fire alarm and other related equipment associated with the renovation of the HVAC system at Suncrest Middle School.

Monongalia County has complied with the SBA CEFP Amendment process and based on this, I respectfully recommend approval of this amendment.

C. Randolph County CEFP Amendment – (Action) - ATTACHMENT_G.pdfATTACHMENT_G.pdf

The Randolph County Board of Education requests approval of an amendment to its 2010-2020 CEFP.  This amendment provides for the installation of a new HVAC System at Coalton Elementary School.

Randolph County has complied with the SBA CEFP Amendment process and based on this, I respectfully recommend approval of this amendment.

D. Roane-Jackson Technical Center CEFP Amendment – (Action) - ATTACHMENT_H.pdfATTACHMENT_H.pdf

The Roane-Jackson Technical Center requests approval of an amendment to its 2010-2020 CEFP.  This amendment includes the replacement of the existing roof on Building D; construction of new classrooms in Buildings B & C; replacement of the water treatment plant; and drain and sewer lines beneath the service yard.

Monongalia County has complied with the SBA CEFP Amendment process and based on this, I respectfully recommend approval of this amendment.

E. Wirt County CEFP Amendment – (Action) – ATTACHMENT_I.pdfATTACHMENT_I.pdf

The Wirt County Board of Education requests approval of an amendment to its 2010-2020 CEFP.  This amendment includes an exterior concrete walkway, exterior windows, exterior doorframes, double set of automated doors, handicapped accessible bathrooms, plumbing and bathroom renovations. Additional interior doors are needed as well as door hardware and locks.

Wirt County has complied with the SBA CEFP Amendment process and based on this, I respectfully recommend approval of this amendment.


VI. FINANCE REPORT – Mr. Garry Stewart

A. Analysis of Trustee Accounts - Trustee Accounts Report - (Information) - ATTACHMENT_J.pdfATTACHMENT_J.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 May 31, 2018 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_K.pdfATTACHMENT_K.pdf

The financial report of the depository accounts maintained by United Bank for the period ending June 15, 2018 summarizes construction spending by the SBA for its School Construction and Major Improvement Programs.

C. Current SBA Fund Balances – (Information)
                                                    June 30, 2018
Emergency Funds                      $ 4,000,000.00
School Construction Funds        $               0.00
HVAC Reserve Fund -
Financially Distressed Counties $    600,000.00  


VII. NEW BUSINESS – Mr. David L. Roach

A. Deliberation and Selection of Major Improvement Program Projects - (Action) - ATTACHMENT_L.pdfATTACHMENT_L.pdf

The total MIP Funds available for distribution during the 2018 funding cycle is $5,105,833.97.   The Staff of the SBA will provide a review of each project and will be available to answer questions. After the review, the Authority will consider each project submitted and select those to be funded in the 2018 MIP Funding cycle.  The following amounts are available for distribution in FY2018 and unused Grant Funds for these projects:

FY2019 Allocation          $ 5,000,004.00      
Forfeited MIP Grants      $      86,106.46
Investment Income         $      19,723.51 
Total Funds Available  $ 5,105,833.97


B. Three Percent Statewide Project Review and Award - (Action) – ATTACHMENT_M.pdfATTACHMENT_M.pdf

The total of Three Percent Grant Funds available for distribution during the 2018 funding cycle is $1,713,832.00.  All projects submitted for consideration were reviewed by the Staff of the SBA, as well as Dr. Kathy D’Antoni, Associate Superintendent West Virginia Department of Education.  A report summarizing these projects and recommendations for projects to be funded has been prepared by the Staff of the SBA and a copy has been provided in Attachment M.


C. 2020 Statewide CEFP Template Funding Allocation – (Action)

The Staff of the SBA has been working collaboratively with the WV Department of Education’s Office of School Facilities to develop an electronic Comprehensive Educational Facilities Plan (CEFP) template.  This template will use a Capital Forecast Direct (CFD) software program and will incorporate information already gathered in the Preventative Maintenance (PM) program through Dude Solutions.  This program will provide an electronic instrument to incorporate the various areas of the CEFP enabling local and state administrators to identify and rank school facility needs.  The software will develop a facility and equipment index assessment that is maintained over time and will generate state-wide facility condition reports that will accurately forecast future facility needs.

A contract to use the Dude Solutions brand software was procured by the WV Department of Education and has been evaluated and approved by the WV Attorney General’s office. The WV Department of Education has provided $230,000 to begin this program.

The Staff of the SBA feels this project will greatly assist the local education agencies and the SBA in gathering accurate, dynamic data to make more informed capital improvement decisions relative to the individual educational plans. I respectfully recommend allocating $200,000 from the School Construction “NEEDs” Fund to implement this program.


D. Action Regarding Executive Section – (Action)

In reference to the executive session from the June 12, 2018 special teleconference meeting of the Authority, the Executive Director requests approval to seek advice from counsel regarding potential litigation for ongoing projects.


E. Discussion – (Information)

A discussion will be held regarding the operation of the Authority as an unbiased and equitable body.



VIII. CONSTRUCTION COMMITTEE – Mr. Steve Burton

Policy and Procedural Handbook Revisions – (Action) – ATTACHMENT N
Series 2-7 – Legislative

The Construction Committee met on May 21, 2018 to discuss the revisions of the SBA’s Policy and Procedural Handbook.  These revisions have been made in accordance with Policy 6200 of the West Virginia Department of Education.  Attachment N contains the Construction Committee’s recommendations of the final revisions to be consideration by the Full Authority. 

With the approval of the Full Authority, the Staff of the SBA will file these revisions with the Secretary of State’s Office for the Legislative Rule-Making Review Committee to take action on.


IX. PERSONNEL COMMITTEE – (Action) - Mr. Holroyd

The Personnel Committee requests approval of the Authority to retain Garry Stewart for the training, as deemed necessary, of the new Director of Finance, Ms. Sue Chapman.           


X. OLD BUSINESS – Mr. David L. Roach

A. Lincoln County Needs Grant Scope Extension for West Hamlin Elementary School – (Action) – ATTACHMENT_O.pdfATTACHMENT_O.pdf

The Lincoln County Board of Education (LCBE) requests an amendment to extend the scope of work as described in the FY2018 “NEEDs” Grant Agreement between the SBA and the LCBOE to include a roof replacement at West Hamlin Elementary School (WHES).  In the December quarterly meeting of the Authority, Lincoln County was awarded funds for a roof replacement at five schools: Guyan Valley Middle School, Midway Elementary School, Ranger Elementary School, Hamlin PreK-8 School, and Duval PreK-8 School. A roof replacement at WHES is needed, however, this project was left out of the request due to high construction estimates.  At the Superintendent’s direction, the roof replacement at this school was added to the overall project through design and pricing was obtained through a competitively bid add-alternate. This amendment request was reviewed on-site with Mike Hall, SBA.

The grant award for Lincoln County Schools for the five projects was $1,000,000 with a local match of $208,925, for a project total of $1,208,925. Competitive bids were received for the five schools at a total of $842,796, and with the inclusion of the add-alternate of WHES, the total project cost is $1,056,416.

As the extended scope can be completed within the funds available to the project through the project’s original finance plan, I respectfully recommend the approval of this amendment request to extend the scope of the agreement with Lincoln County.


B. School Access Safety Update Survey – (Information) – ATTACHMENT_P.pdfATTACHMENT_P.pdf

At the March 19, 2018 Quarterly Meeting the Authority had questions regarding different aspects of safety within the West Virginia School Systems. Attachment P provides a copy of the School Access Safety Update Survey that Staff of the SBA conducted in March 2017.


XI.FUTURE MEETINGS

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

The 2018 NEEDs Grant Submission/Superintendent Interviews meeting is scheduled for October 29 and 30, 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 for December 10, 2018 with the location to be determined.


XII. ADJOURNMENT