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HomeMy WebLinkAbout6/26/1998 - Special June 26, 1998 449 Roanoke County Administration Center 5204 Bernard Drive Roanoke, Virginia 24018 June 26, 1998 The Board of Supervisors of Roanoke County, Virginia, met this day at the Roanoke County School Administrative Offices, 5937 Cove Road, this being an adjourned meeting from June 23, 1998 and a joint meeting with the Roanoke County School Board for the purpose of discussing school construction projects. IN RE: CALL TO ORDER Chairman Johnson called the meeting to order at 12:10 p.m. The roll call was taken. MEMBERS PRESENT: Chairman Bob L. Johnson, Vice Chairman Harry C. Nickens, Supervisors Fenton F. "Spike" Harrison, Joseph McNamara, H. Odell "Fuzzy" Minnix (left at 12:35 p.m.) MEMBERS ABSENT: None STAFF PRESENT: Elmer C. Hodge, County Administrator; Paul M. Mahoney, County Attorney; Mary H. Allen, Clerk to the Board; Diane Hyatt, Finance Director; Penny Hodge, Assistant Finance Director; Dr. Deanna Gordon, School Superintendent; Marty Robinson, Assistant Superintendent; Brenda Chastain, School Board Clerk; other School staff 450 June 26,1998 - Chairman Irvin called the School Board to order at 12:11 p.m. MEMBERS PRESENT: Chairman William Irvin; Members Jerry L. Canada, Marion G. Roark, Thomas "Tom" Leggette. MEMBERS ABSENT: Michael Stovall IN RE: DISCUSSION ON PERFORMANCE AGREEMENTS FOR THE SCHOOL CONSTRUCTION PROJECTS Chairman Johnson advised that the Joint Advisory Committee met Wednesday, June 24, 1998. He thought that consensus had been reached on the performance agreements and staff prepared the documents for adoption today. However, he understood the School Board has expressed some concern about the agreements. Ms. Roark responded that she also thought there was consensus based on the documents that were presented by Mr. Hodge, but there have been changes made to the agreements since that meeting. Mr. Leggette advised that the School Board Attorney recommended that the School Board not sign the agreements and questioned why it was necessary to have the agreementS if there was no penalty. There was also concern expressed that the School Board staff did not participate in developing the agreements. Mr. Hodge and Chairman Johnson suggested that Mr. Hodge and County Attorney Paul Mahoney work with School staff and their attorney on the performance agreements and bring them back when there is consensus. June 26,1998 451 -- IN RE: RECESS AT 12:45 P.M., the Board of Supervisors recessed to consider changes to the performance agreements and the School Board went into executive session to discuss the performance agreements with their attorney. IN RE: OPEN SESSION The School Board returned to open session at 1 :55 p.m. and certified the Executive Session. Mr. Leggette moved that the School Board chair will send a Letter of Agreement for each school project to the Board of Supervisors chair setting out the School Board agreements for all three projects, and that amendments and modifications that result in additional funding will be reported for review and recommendation to the Joint School Construction Advisory Committee. The motion was unanimously approved by the School Board with Mr. Stovall absent. This was agreeable to the Board of Supervisors. IN RE: NEW BUSINESS 1. Consideration of Performance Agreement for Clearbrook Elementary School. There was no action taken by the School Board or Board of Supervisors. A Letter of Agreement from the School Board replaced the proposed performance agreement. 452 June 26,1998 - 2. Consideration of Advancement of Funds for Construction at Clearbrook Elementary School. R-062698-1 Supervisor McNamara move to adopt the resolution advancing the funds. The motion carried by the following recorded vote: AYES: Supervisors McNamara, Harrison, Nickens, Johnson NAYS: None ABSENT: Supervisor Minnix RESOLUTION 062698-1 TO ADVANCE FUNDS FOR CERTAIN EXPENDITURES MADE AND/OR TO BE MADE IN CONNECTION WITH THE ACQUISITION, RENOVATION, CONSTRUCTION AND EQUIPPING OF CERTAIN CAPITAL IMPROVEMENTS FOR SCHOOL PROJECTS - (CLEARBROOK ELEMENTARY SCHOOL) WHEREAS, the Board of Supervisors of the County of Roanoke, Virginia (the "County Board") adopted a resolution on August 19, 1997 declaring its intention to reimburse itself from the proceeds of one or more tax-exempt financings for certain expenditures made and/or to be made in connection with the acquisition, renovation, construction and equipping of certain capital improvements for school projects, and WHEREAS, the School Board (the "School Board") of the County of Roanoke, Virginia (the "County") adopted a resolution on August 28, 1997 declaring its intention to June 26, 1998 453 reimburse itself from the proceeds of one or more tax-exempt financings for certain expenditures made and/or to be made in connection with the acquisition, renovation, construction and equipping of certain capital improvements for school projects, and WHEREAS, The School Board requested an advance of $ 50,000 on September 11, 1997 for environmental assessments, advertising costs for architects and engineers, core drillings, and other costs related to the acquisition of land in South County, and WHEREAS, the County Board approved this $50,000 advance on September 23, 1997, and WHEREAS, the School Board requested an additional advance of $1,721,200 on November 13, 1997 to hire architects to design various school projects, and WHEREAS, the County Board approved this $1,721,200 additional advance on November 18, 1997,and WHEREAS, the School Board requested an additional advance of $130,000 on November 13, 1997 to hire architects to begin renovations to the science labs, and WHEREAS, the County Board approved a $104,000 additional advance on December 16, 1997, and WHEREAS, the School Board requested an additional advance of $200,000 to hire contractors to begin a roof replacement program, and requested the amendment of Exhibit A of County Resolution 081997-1 to appropriately reflect the roof replacement program included in the Blue Ribbon Commission Report, 454 June 26,1998 '== WHEREAS, the County Board approved this $200,000 additional advance on April 28, 1998, and the amendment to Exhibit A of County Resolution 081997-1, and WHEREAS, the School Board has now requested an advance of funds to begin construction at Clearbrook Elementary and Burlington Elementary, NOW THEREFORE BE IT RESOLVED that the County Board will advance the additional sum of $2,454,420 to the School Board for construction at Clearbrook Elementary School. On motion of Supervisor McNamara to adopt the resolution advancing funds for Clearbrook Elementary School, and carried by the following recorded vote: AYES: Supervisors McNamara, Harrison, Nickens, Johnson NAYS: None ABSENT: Supervisor Minnix 3. Consideration of Performance Agreement for Bonsack Elementary School. There was no action taken by the School Board or Board of Supervisors. A Letter of Agreement from the School Board replaced the proposed performance agreement. 4. Consideration of Advancement of Funds for Construction at Bonsack Elementary School. June 26,1998 455 - R-062698-2 Supervisor Johnson move to adopt the resolution advancing the funds. The motion carried by the following recorded vote: AYES: Supervisors McNamara, Harrison, Nickens, Johnson NAYS: None ABSENT: Supervisor Minnix RESOLUTION 062698-2 TO ADVANCE FUNDS FOR CERTAIN EXPENDITURES MADE AND/OR TO BE MADE IN CONNECTION WITH THE ACQUISITION, RENOVATION, CONSTRUCTION AND EQUIPPING OF CERTAIN CAPITAL IMPROVEMENTS FOR SCHOOL PROJECTS - (BONSACK ELEMENTARY SCHOOL) WHEREAS, the Board of Supervisors of the County of Roanoke, Virginia (the "County Board") adopted a resolution on August 19, 1997 declaring its intention to reimburse itself from the proceeds of one or more tax-exempt financings for certain expenditures made and/or to be made in connection with the acquisition, renovation, construction and equipping of certain capital improvements for school projects, and WHEREAS, the School Board (the "School Board") of the County of Roanoke, Virginia (the "County") adopted a resolution on August 28, 1997 declaring its intention to reimburse itself from the proceeds of one or more tax-exempt financings for certain expenditures made and/or to be made in connection with the acquisition, renovation, 456 June 26,1998 - construction and equipping of certain capital improvements for school projects, and WHEREAS, The School Board requested an advance of $ 50,000 on September 11, 1997 for environmental assessments, advertising costs for architects and engineers, core drillings, and other costs related to the acquisition of land in South County, and WHEREAS, the County Board approved this $50,000 advance on September 23, 1997, and WHEREAS, the School Board requested an additional advance of $1,721,200 on November 13, 1997 to hire architects to design various school projects, and WHEREAS, the County Board approved this $1,721,200 additional advance on November 18, 1997,and WHEREAS, the School Board requested an additional advance of $130,000 on November 13, 1997 to hire architects to begin renovations to the science labs, and WHEREAS, the County Board approved a $104,000 additional advance on December 16, 1997, and WHEREAS, the School Board requested an additional advance of $200,000 on March 26, 1998 to hire contractors to begin a roof replacement program, and requested the amendment of Exhibit A of County Resolution 081997-1 to appropriately reflect the roof replacement program included in the Blue Ribbon Commission Report, WHEREAS, the County Board approved this $200,000 additional advance on April 28, 1998, and the amendment to Exhibit A of County Resolution 081997-1, and June 26,1998 457 - WHEREAS, the School Board requested additional advances of $2,454,420 to begin construction at Clearbrook Elementary and $2,517,100 to begin construction at Burlington Elementary on May 14, 1998, and WHEREAS, the School Board has now requested an additional advance of $7,213,520 to begin construction at Bonsack Elementary School. NOW THEREFORE BE IT RESOLVED that the County Board will advance the additional sum of $7,213,520 to the School Board for construction at Bonsack Elementary School. On motion of Supervisor Johnson to adopt the resolution advancing funds for Bonsack Elementary School, and carried by the following recorded vote: AYES: Supervisors McNamara, Harrison, Nickens, Johnson NAYS: None ABSENT: Supervisor Minnix 5. Consideration of Performance Agreement for Burlington Elementary School. There was no action taken by the School Board or Board of Supervisors. A Letter of Agreement from the School Board replaced the proposed performance agreement. 6. Consideration of Advancement of Funds for Construction at Burlington 458 June 26,1998 >== Elementary School. R-062698-3 Supervisor Johnson move to adopt the resolution advancing the funds. The motion carried by the following recorded vote: AYES: Supervisors McNamara, Harrison, Nickens, Johnson NAYS: None ABSENT: Supervisor Minnix RESOLUTION 062698-3 TO ADVANCE FUNDS FOR CERTAIN EXPENDITURES MADE AND/OR TO BE MADE IN CONNECTION WITH THE ACQUISITION, RENOVATION, CONSTRUCTION AND EQUIPPING OF CERTAIN CAPITAL IMPROVEMENTS FOR SCHOOL PROJECTS - (BURLINGTON ELEMENTARY SCHOOL) WHEREAS, the Board of Supervisors of the County of Roanoke, Virginia (the "County Board") adopted a resolution on August 19, 1997 declaring its intention to reimburse itself from the proceeds of one or more tax-exempt financings for certain expenditures made and/or to be made in connection with the acquisition, renovation, construction and equipping of certain capital improvements for school projects, and WHEREAS, the School Board (the "School Board") of the County of Roanoke, Virginia (the "County") adopted a resolution on August 28, 1997 declaring its intention to reimburse itself from the proceeds of one or more tax-exempt financings for certain expenditures made and/or to be made in connection with the acquisition, renovation, June 26, 1998 459 = construction and equipping of certain capital improvements for school projects, and WHEREAS, The School Board requested an advance of $ 50,000 on September 11, 1997 for environmental assessments, advertising costs for architects and engineers, core drillings, and other costs related to the acquisition of land in South County, and WHEREAS, the County Board approved this $50,000 advance on September 23, 1997, and WHEREAS, the School Board requested an additional advance of $1 ,721 ,200 on November 13, 1997 to hire architects to design various school projects, and WHEREAS, the County Board approved this $1,721,200 additional advance on November 18,1997, and WHEREAS, the School Board requested an additional advance of $130,000 on November 13, 1997 to hire architects to begin renovations to the science labs, and WHEREAS, the County Board approved a $104,000 additional advance on December 16, 1997, and WHEREAS, the School Board requested an additional advance of $200,000 to hire contractors to begin a roof replacement program, and requested the amendment of Exhibit A of County Resolution 081997-1 to appropriately reflect the roof replacement program included in the Blue Ribbon Commission Report, WHEREAS, the County Board approved this $200,000 additional advance on April 28, 1998, and the amendment to Exhibit A of County Resolution 081997-1, and , 460 June 26,1998 1= WHEREAS, the School Board has now requested an advance of funds to begin construction at Clearbrook Elementary and Burlington Elementary, NOW THEREFORE BE IT RESOLVED that the County board will advance the additional sum of $2,517,100 to the School Board for construction at Burlington Elementary School. On motion of Supervisor Johnson to adopt the resolution advancing funds for Burlington Elementary School, and carried by the following recorded vote: AYES: NAYS: ABSENT: INRE: Supervisors McNamara, Harrison, Nickens, Johnson None Supervisor Minnix SCOPE OF WORK AGREEMENTS FOR SCHOOL CONSTRUCTION PROJECTS Supervisor Nickens moved that Board Chairman Bob Johnson be authorized to sign the Scope of Work Agreement for each school construction project for the Board of Supervisors. The motion carried by the following recorded vote: AYES: Supervisors McNamara, Harrison, Nickens, Johnson NAYS: None ABSENT: Supervisor Minnix Mr. Canada moved that School Board Chairman William Irvin be authorized June 26,1998 461 to sign the Scope of Work Agreement for each school construction project. The motion was adopted by unanimous vote with School Board member Stovall absent. 1998 C/earbrook E/ementary Renovation Scope of Work Agreement June 26, 1998 I. Project Description The Clearbrook Elementary School Project will include a 16,590 square foot addition consisting of eight classrooms (two kindergarten, two first grade, and four upper grade classrooms), elevator, expansion and renovation of the media center and food service area, relocation of the administration areas, ventilation of gymnasium and replacement of existing flooring and ceiling in gymnasium, replacement of the flooring in the existing classrooms, and replacement of the wall tile in the two public restrooms. II. Building Schematics Building Schematics are on file with the Clerk of the Board of Supervisors. III. Proposed Capital Budget Architect and Engineering fees SUlvey, test work, and peñormance bonds Construction (see note") Furnishings and Equipment Library Furniture Kitchen Equipment Furnishings Technology Contingency $ 144,000 27,000 1,975,000 45,000 175,000 80,000 75,000 60,620 462 June 26, 1998 - $ 2.581.620 *Construction bids are in at $1,958,200 IV. Estimated Operating Costs We expect to increase utility costs by as much as $16,000 annually. V. Staffing Requirements There will be no new personnel costs that are attributable to the building addition. The new classrooms will be utilized by classes that are currently being conducted in closets and other inadequate spaces. It should be noted, however, that next year we will be under a mandate from the State to add 16 more elementary teaching positions. We also continue to face escalating demands for special education services which are difficult to predict. VI. Schedule Summary A. Construction begins August 1, 1998 B. Construction complete October 12, 1999 VII. Potential Savings At this point we have given no budget projections to the savings that we expect from our work with Energy Education Incorporated. If their performance with us matches even conservative expectations our savings will more than offset these increases and those associated with the most recently completed projects. VIII. Service Area The population served will remain the same. 1998 Burlington E/ementary Renovation June 26,1998 463 Scope of Work Agreement June 26,1998 IX. Project Description The Burlington Elementary School Project will include an 18,861 square foot addition consisting of six classrooms (three kindergarten and three fifth grade classrooms, gymnasium, multi-purpose room, restrooms, corridors, stairs, ADA lift system and related support elements. Renovations are to be made to the administrative office, existing library, existing gymnasium to become the new media center, kitchen, classrooms and corridors. X. Building Schematics Building Schematics are on file with the Clerk of the Board of Supervisors. XI. Proposed Capital Budget Architect and Engineering fees $ Survey, test work Construction (see note") Furnishings and Equipment Library Furniture Kitchen Equipment Furnishings Technology Contingency 155,000 12,000 1,963,000 45,000 175,000 100,000 75,000 132,100 $ 2.657.100 *Construction bids are in at $1,862,500 XII. Estimated Operating Costs We expect to increase utility costs by as much as $18,000 annually. / 464 June 26, 1998 - XIII. Staffing Requirements There will be no new personnel costs that are attributable to the building addition. The new classrooms will be utilized by classes that are currently being conducted in closets and other inadequate spaces. It should be noted, however, that next year we will be under a mandate from the State to add 16 more elementary teaching positions. We also continue to face escalating demands for special education services which are difficult to predict. XIV. Schedule Summary A. Construction begins August 1, 1998 B. Construction complete October 12, 1999 XV. Potential Savings At this point we have given no budget projections to the savings that we expect from our work with Energy Education Incorporated. If their performance with us matches even conservative expectations our savings will more than offset these increases and those associated with the most recently completed projects. XVI. Service Area The population served will remain the same. 1998 New Bonsack Elementary School Scope of Work Agreement June 26, 1998 XVII. Project Description June 26, 1998 465 The Bonsack Elementary School Project will be a 57,500 square foot single story building with masonry bearing walls, prefabricated fire treated wood trusses, and metal roof. The list of the number of rooms and function of each is attached. XVIII. Building Schematics Building Schematics are on file with the Clerk of the Board of Supervisors. XIX. Proposed Capital Budget Architect and Engineering fees Survey, test work Construction (see note") Furnishings and Equipment Media resources Technology Value engineering Closing Roland E. Cook Contingency $ 309,235 69,430 5,787,600 625,000 170,000 300,000 23,970 75.000 163,285 $ 7.523.520 *Construction bids are in at $5,608,500 XX. Estimated Operating Costs The estimated annual operating cost at Bonsack elementary will be $1,257,000. This figure is composed of $1.2 million for personnel (as outlined in Section V) and $57,000 for utilities. Energy Education quotes us a range on cost of all utilities from $.85 per square foot to $1.19. Because it is a simple midpoint and because it matches well with our records on Roland E. Cook we have chosen to use $1.00 per square foot. This will mean utility operating costs at Bonsack of approximately $57,000 annually. The costs at Bonsack could certainly be higher if we fully use the large gymnasium as we expect to do, and if we open the school as a center for many community uses. It should also be noted that next year we will be under a mandate from the state to add 16 more elementary teaching positions. I would assume that this effort to / 466 June 26,1998 reduce class size will also affect the total staffing at Herman L. Horn and Roland E. Cook. We also continue to face escalating demands for special education services which are difficult to predict. XXI. Staffing Requirements Personnel costs are based on a projection of 16 classroom teachers, 3 special education teachers, four other specialists, a part time nurse, four paraprofessionals, a principal, secretary and 3 custodians and the equivalent of three cafeteria workers. The latter are not figured in the costs, as cafeteria workers are paid from cafeteria revenues. Using average salaries and fringes, we place the personnel costs at $1,200,000. XXII. Schedule Summary A. Construction begins August 1, 1998 B. Construction complete August 15, 1999 XXIII. Potential Savings Roland E. Cook will be closed and no longer used as an elementary school. We will save $21,000 a year on utilities at this location. It may well be possible that all personnel costs can be offset from the relocation of staff from Roland E. Cook and Herman L. Horn. In any case, the net new staff assigned should not be more than three or four. XXIV. Service Area The school is serving the students who reside north of the Norfolk Southern railway tracks. The students currently attending Roland E. Cook will be reassigned to Herman L. Horn. Excluding other growth factors, this will reduce the population at Herman L. Horn by about 80 students. INRE: ADJOURNMENT June 26, 1998 467 At 2:10 p.m., Supervisor Nickens moved to adjourn to Tuesday, July 14, 1998 at 12:00 noon at Explore Park for the purpose of a joint meeting with Roanoke City Council. The motion passed by a unanimous voice vote. At 2:11 p.m., Chairman Irvin adjourned the School Board meeting. Submitted by, Approved by, ~;;t./.a¿/IV Mary H. Allen, CMC/AAE Clerk to the Board 468 June 26,1998 This page left intentionally blank