Current Agenda

 
AGENDA
SCHOOL BUILDING AUTHORITY OF WEST VIRGINIA
2300 Kanawha Boulevard, East
Charleston, West Virginia
September 17, 2018
9:30 a.m.
 
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 I.   CALL TO ORDER I. CALL TO ORDER
 
 
II.   ACKNOWLEDGMENTS AND RECOGNITIONS
 
 
III.   APPROVAL OF MINUTES – Chairman Brian Abraham
 
A.   SBA Quarterly Meeting June 18, 2018 - (Action) - Attachment - A.pdfAttachment - A.pdf 
B.   Tele-Conference Meeting August 3, 2018 – (Action) – Attachment - B.pdfAttachment - B.pdf
C.   Tele-Conference Meeting September 4, 2018 – (Action) – Attachment - C.pdfAttachment - C.pdf
 
 
IV.   EXECUTIVE DIRECTOR'S REPORTS – Mr. David Roach
 
A.   Maher Duessel, Certified Public Accountants – Final Audit Report for Fiscal Year Ending June 30, 2018 (Action) – Ms. Sue Chapman -
Maher Duessel conducted an independent audit of the SBA financial records for the fiscal year Ending June 30, 2018.  Upon completion, the approval of the Authority is required to meet the requirements of the State Auditor’s Office and our Bond Indenture.  Mr. Levi Zielinski, Manager, and Mr. Jeffrey Kent, Partner with Maher Duessel, will be available to answer any questions from the Authority.
 
Once the financial statements and management letter are approved by the Authority, Maher Duessel will issue its final report.  This report will be sent to the Trustees and the appropriate investors who own SBA bonds.  A draft copy of the final report is provided in Attachment D.
 
The Staff of the SBA has reviewed the final version of the FY2018 Audit Report, as provided by Maher Duessel, and recommends its approval.
 
B.   Purchasing Card (P-Card) Program Report – (Information) - Attachment - F.pdfAttachment - F.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 F provides an itemized list of the SBA’s card usage for the period May 1, 2018 through July 31, 2018.
 
 
V.   CEFP AMENDMENTS – Mr. David 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 reviewed and coordinated with the State Department of Education Office of School Facilities. The State Board of Education has acted on these amendments.  Approval of these amendments does not necessarily reflect support for funding of the projects within the Amendment, it means the County followed the proper Amendment Process. Complete Amendment submittal will be available for review upon request.  The following Amendments were submitted for your review and approval:
 
A.   Calhoun County CEFP Amendment – (Action) - Attachment - G.pdfAttachment - G.pdf
The Calhoun County Board of Education requests approval of an amendment to its 2010-2020 CEFP.  This amendment will include “man traps” at Pleasant Hill Elementary School and Calhoun County Middle/High School, and a visitor management system for the County’s three schools.  This amendment addresses the SBA’s Policy regarding Safe Schools and will allow the educational programs to be conducted in a safer environment.
 
Calhoun County has complied with the SBA CEFP Amendment Process and based on this, I respectfully recommend approval of this amendment.
 
B.   Mineral County CEFP Amendment – (Action) – Attachment - H.pdfAttachment - H.pdf
The Mineral County Board of Education requests approval of an amendment to its 2010-2020 CEFP.  This amendment includes the addition of modular classrooms at Wiley Ford Primary School. This addition is due to the increased enrollment/overcrowding until Mineral County can secure funds to construct a new elementary school in the Frankfort area.  This classroom addition will allow students to continue their education until the new school is constructed.
 
Mineral County has complied with the SBA CEFP Amendment process and based on this, I respectfully recommend approval of this amendment.
 
 
VI. FINANCE REPORTS – Ms. Sue Chapman
 
A.   Analysis of Trustee Accounts - (Information) - Attachment - I.pdfAttachment - I.pdf
The financial reports of the accounts held at United Bank of Charleston, WV and The Bank of New York Mellon for the period Ending August 31, 2018 summarizes the Trustee functions of the SBA. Attachment I provides a summary of each bond series.
 
B.   United Bank of Charleston – SBA Program Depository Account Report – (Information) – Attachment - J.pdfAttachment - J.pdf
The financial report of the depository accounts maintained by United Bank for the period Ending August 15, 2018 is provided in Attachment J and summarizes construction spending by the SBA for School Construction Projects.
 
 
VII. CONSTRUCTION COMMITTEE – Mr. Steve Burton
 
A.   Establishing Guidelines for Distribution of Distressed County FundsAttachment - K.pdfAttachment - K.pdf
During the 2017 regular session of the West Virginia Legislature, legislation was passed creating the Emergency Facility Repair or Replacement Fund for Financially Distressed Counties (the Distressed County Fund).  Pursuant to the language as adopted and signed into law as WV Code §18-9D-4d, Attachment K provides a copy of the guidelines that the Staff of the SBA, in conjunction with the Superintendents of Counties on the WVDE watch list, have developed for distribution of the “Distressed County Fund”.
 
B.   Calhoun County – Request for the Distressed County Fund – (Action) – Attachment - L.pdfAttachment - L.pdf 
The Calhoun County Board of Education is requesting $121,223 for HVAC renovations at Calhoun County Middle-High School (CCMHS).  In 2017, the County paid to replace the chiller at the CCMHS and is requesting reimbursement from this fund. In addition, the County is requesting the addition of a hot water heating coil to the cold air return to heat the air and prevent the mercury switch from freezing and bursting.  The County has replaced two switches in the last year at a cost of over $2,000.  Calhoun County is currently on the “watch list” of the West Virginia Department of Education.
 
The Construction Committee recommends the approval of the Full Authority for Calhoun County to receive $121,223 for HVAC renovations at Calhoun County Middle-High School from the Distressed County Fund.
 
C.   Jackson County Extension to SBA Grant - (Action) – Attachment - M.pdfAttachment - M.pdf
The Jackson County Board of Education is requesting an extension of the SBA grant awarded December 14, 2015 for the construction of a new Ravenswood Middle School (connected to Ravenswood High School). This extension is necessary to renovate the kitchen that will serve both schools.  These renovations will take place during the summer of 2019 as to not disrupt the 2018-2019 school year. 
 
The Construction Committee recommends the approval of the Full Authority for the Jackson County Board of Education to receive an extension of the expiration date of the existing SBA Grant to December 31, 2019.
  
D.   Upshur County Needs Grant Scope Extension for Tennerton Elementary School – (Action) – Attachment - N.pdfAttachment - N.pdf
The Upshur County Board of Education is nearing completion of an SBA NEEDs Project approved for $546,164 to replace the roof at Tennerton Elementary School.  The expected cost of the roof replacement will be approximately $225,000.  The Upshur County Board of Education is requesting the remaining funds to be used for the “Upshur County Site Drainage and Foundation Shoring for Tennerton Elementary School” as submitted in June 2018 MIP Project but was not funded, at an estimated cost of $229,000.
 
The Construction Committee recommends the approval of the Full Authority for the Upshur County Board of Education to use the remaining funds for the “Upshur County Site Drainage and Foundation Shoring for Tennerton Elementary School”.
 
 
VIII. NEW BUSINESS – Mr. David Roach
 
A.   Security Assessment for the SBA Facility – (Action) – Attachment - O.pdfAttachment - O.pdf
The Staff of the SBA received an Assessment of the SBA Facility conducted by the West Virginia Department of Military Affairs and Public Safety, Division of Protective Services, Capitol Police.  Attachment O provides a copy of its “Findings Recommendations for Structural, Technical and Procedural Changes”.  Mr. Matthew Brown, Security Systems Manager, Capitol Police, will be available to answer any questions from the Authority.
  
I respectfully request approval of the Full Authority for the Staff of the SBA to move forward with the necessary Structural; Technical and Procedural Security Changes needed.
 
B.   SBA State Car – (Action)
The Staff of the SBA conducted an analysis of the staff’s utilization of the Fleet Management Daily Use Vehicles, as well as, the staff’s mileage reimbursement for FY2018. Although it was established that the use of Fleet Management Vehicles was a benefit to the agency there were many occasions when the Fleet Office did not have vehicles available to accommodate the staff’s travel needs.  The SBA submitted Vehicle Form - DOA-FM-059 with the analysis data to the Governor’s office requesting a state vehicle for the Staff of the SBA to utilize for official business only.  After review of the information, both the Governor’s office and the Fleet Management Office approved the SBA’s request for a state vehicle and directed the agency to move forward with the acquisition of a new vehicle.
 
I respectfully request approval of the Full Authority for the Staff of the SBA to move forward with the purchase of a State Vehicle for use by the Staff of the SBA for Official Business only.
 
 
IX. OLD BUSINESS – Mr. David Roach 
 
2020 Statewide CEFP Template – (Action)
The Staff of the SBA has been working collaboratively with the West Virginia Department of Education’s (WVDE), 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 WVDE. The WVDE has assumed the initial cost of this program to begin the implementation. The SBA contribution to the 10-year planning template is $1,185,000, which includes $125,000 for Capital Forecast Direct software and an annual renewal cost of $120,000 per year for eight years.
 
The Staff of the SBA feels this project will 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 request the approval of the Full Authority for the allocation of $1,185,000 from the School Construction “NEEDs” fund to implement the Statewide CEFP Template.
 
*The cost of this program in 2010 was $1,100,000.
 
 
 X.     FUTURE MEETINGS (Location to be Determined) – (Information)
  • Superintendents’ Interview Meeting - October 29 and 30, 2018  
  • NEEDs Quarterly Meeting for Project Selection - December 10, 2018
 
 
XI.      ADJOURNMENT – (Action)