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HomeMy WebLinkAbout6/26/1998 - RegularAT AN ADJOURNED MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY SCHOOL ADMINISTRATION OFFICES ON TUESDAY, JUNE 26, 1998 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 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 1 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 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 2 A COPY TESTE: ~• Mary H. Allen, CMC/AAE Clerk to the Board of Supervisors cc: File Paul M. Mahoney, County Attorney Diane D. Hyatt, Director, Finance Dr. Deanna Gordon, School Superintendent Brenda Chastain, Clerk, School Board 3 f AT AN ADJOURNED MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY SCHOOL ADMINISTRATION OFFICES ON TUESDAY, JUNE 26, 1998 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, 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 1 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 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: 2 AYES: Supervisors McNamara, Harrison, Nickens, Johnson NAYS: None ABSENT: Supervisor Minnix A COPY TESTE: .~ •Q.-e..e~J Mary H. Allen, CMC/AAE Clerk to the Board of Supervisors cc: File Paul M. Mahoney, County Attorney Diane D. Hyatt, Director, Finance Dr. Deanna Gordon, School Superintendent Brenda Chastain, Clerk, School Board AT AN ADJOURNED MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY SCHOOL ADMINISTRATION OFFICES ON TUESDAY, JUNE 26, 1998 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, 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 1 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 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: Supervisors McNamara, Harrison, Nickens, Johnson NAYS: None ABSENT: Supervisor Minnix 2 A COPY TESTE: Mary H. Allen, CMC/AAE Clerk to the Board of Supervisors cc: File Paul M. Mahoney, County Attorney Diane D. Hyatt, Director, Finance Dr. Deanna Gordon, School Superintendent Brenda Chastain, Clerk, School Board 3 I N T E R O F F I C E Clerk to the Board To: Elmer Hodge, County Administrator; Diane Hyatt, Finance Director; Dr. Deanna Gordon, School Superintendent From: Mary H. Allen Subj: Documents from June 26, 1998 Joint Meeting with School Board Date: June 29, 1998 Attached is a copy of letters from School Board Chairman William A. Irvin III and the Scope of Work Agreements for Clearbrook Elementary School Renovations, Burlington Elementary Renovations and Bonsack Elementary School. The Scope of Work Agreements were signed by the Chairman of the Board of Supervisors and the Chairman of the School Board. The original agreements will be filed in the Board of Supervisors Contracts and Agreement Records. CC: Brenda Holton, Deputy Clerk ~,GDUIV~yd' o'~ Cy o a ,; a ^> q~~ent £~~tG~~ June 26, 1998 OFFICE OF DIVISION SUPERINTENDENT 5932 Cove Road Roanolze, Virginia 24019 Phone: (540) 562-3200 Fas: (540) 562-3994 Mr. Bob Johnson, Chairman Roanoke County Board of Supervisors P.O. Box 29880 Roanoke, VA 24018-0798 Dear Chairman Johnson: The School Board agrees to complete the construction of the renovations of Burlington Elementary School within the funds available for the project. Any amendments or modifications to the contracts for the project which may result in expenditure of funds beyond those available for the project including contingency funds shall be reported to the Joint School Construction Advisory Committee for its review and recommendation to the School Board and County Board of Supervisors. Sincerely, .~ ~~; William A. Irvin, III, Chairman ~ Roanoke County School Board be 1998 Burlington Elementary Renovation Scope of Work Agreement June 26, 1998 I II. III. 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. Building Schematics Building Schematics are on file with the Clerk of the Board of Supervisors. Proposed Capital Budget Architect and Engineering fees $ 155,000 Survey, test work 12,000 Construction (see note*) 1,963,000 Furnishings and Equipment Library Furniture 45,000 Kitchen Equipment 175,000 Furnishings 100,000 Technology 75,000 Contingency 132,100 $ 2,657,100 *Construction bids are in at $1,862,500 IV. V. Estimated Operating Costs We expect to increase utility costs by as much as $18,000 annually . Staffmg 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. M:\FINANCE\COMMON~SCH-CIP~BiJRLINGT.WPD June 25, 1998 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. .. ~-- ..~- Chairman, Roanoke County School Board Chairman, Board of Supervisors M:\FIIVANCE\COMMONVSCH-CIP\BURI.INGT.WPD June 25, 1998 ~~GpUN~y~,C~ o ,,~ ~ y ,~~' , 'Q ~ O ~ ~ ~"' ~ q~~eht £~~~G~,J+ June 26, 1998 OFFICE OF DIVISION SUPERINTENDEN'T' 5932 Cove Road Roanol-ce, Virginia 24019 Phone: (540) 562-3200 Fax: (540) 562-3994 Mr. Bob Johnson, Chairman Roanoke County Board of Supervisors P.O. Box 29880 Roanoke, VA 24018-0798 Dear Chairman Johnson: The School Board agrees to complete the construction of Bonsack Elementary School within the funds available for the project. Any amendments or modifications to the contracts for the project which may result in expenditure of funds beyond those available for the project including contingency funds shall be reported to the Joint School Construction Advisory Committee for its review and recommendation to the School Board and County Board of Supervisors. Sincerely, William A. Irvin, III, Chairman Roanoke County School Board be 3 1998 New Bonsack Elementary School Scope of Work Agreement June 26, 1998 I. Project Description 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. II. Building Schematics Building Schematics are on file with the Clerk of the Board of Supervisors. III. Proposed Capital Budget Architect and Engineering fees $ 309,235 Survey, test work 69,430 Construction (see note*) 5,787,600 Furnishings and Equipment 625,000 Media resources 170,000 Technology 300,000 Value engineering 23,970 Closing Roland E. Cook 75,000 Contingency 163,285 $ 7,523,520 *Construction bids are in at $5,608,500 N. 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 reduce class size will also affect M:FINANCE\COMMONVSCH-CIP~BONSACKWPD June 25, 1998 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. V. Staffmg 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, aprincipal, 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. VI. Schedule Summary A. Construction begins August 1, 1998 B. Construction complete August 15, 1999 VII. 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. VIII. 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. Chairman, Roanoke Co ch of Board Ro~olc~o~xnty Board of Supervisors M:\FINANCE\COMMON\SCH-CIP\BONSACK.WPD June 25, 1998 ~~'~ouN~ysc o ~ do c ~' ~"~ ~ o ~ ~~~ ~ ~_ - 9~,~eht £~t~`~~ June 26, 1998 OFFICE OF DIVISION SUPERINTENDENT 5937 Cove Road Roanolze, Viz~inia 24019 Phone: (540) 562-3700 Fax: (540) 562-3994 Mr. Bob Johnson, Chairman Roanoke County Board of Supervisors P.O. Box 29880 Roanoke, VA 24018-0798 Dear Chairman Johnson: The School Board agrees to complete the construction of the renovations of Clearbrook Elementary School within the funds available for the project. Any amendments or modifications to the contracts for the project which may result in expenditure of funds beyond those available for the project including contingency funds shall be reported to the Joint School Construction Advisory Committee for its review and recommendation to the School Board and County Board of Supervisors. Sincerely, ~~~~~ William A. Irvin, III, Chairman ~ Roanoke County School Board be 1998 Clearbrook Elementary Renovation Scope of Work Agreement June 26, 1998 I. II III. 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 the in the two public restrooms. Building Schematics Building Schematics are on file with the Clerk of the Board of Supervisors. Proposed Capital Budget Architect and Engineering fees $ 144,000 Survey, test work, and performance bonds 27,000 Construction (see note*} 1,975,000 Furnishings and Equipment Library Furniture 45,000 Kitchen Equipment 175,000 Furnishings 80,000 Technology 75,000 Contingency 60,620 $ 2,581,620 Construction bids are in at $1,958,200 N. V Estimated Operating Costs We expect to increase utility costs by as much as $16,000 annually . Staffing Requirements M:\FINANCE\COMMON\SCH-CIP\CLEARBRO.WPD June 25, 1998 1 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. ~~ R _~-- Chairman, Roanoke County School Board Chairman, Ro~ioke ~punty Board of Supervisors M:\FINANCE\COMMON~SCH-CIP\CLEARBRO.WPD June 25, 1998 WORKING DOCUMENT-SUBJECT TO REVISION JOINT MEETING ROANOKE COUNTY BOARD OF SUPERVISORS ROANOKE COUNTY SCHOOL BOARD ACTION AGENDA June 26, 1998 -12:00 NOON Roanoke County School Administrative Offices A. OPENING CEREMONIES (12:00 Noon) 1. Roll Call. a. Roanoke County Board of Supervisors ALL PRESENT AT 12:10 P.M. (HOM LEFT AT 12:35 FOR APPOINTMENT) b. Roanoke County School Board MICHAEL STOVALL ABSENT AT 12:11 P.M. DISCUSSION ON PERFORMANCE AGREEMENT WITH SCHOOL BOARD EXPRESSING CONCERN ABOUT THE NEED AND LEGALITY OF THE AGREEMENT. RECESS AT 12:45 P.M. FOR BOARD OF SUPERVISORS TO CONSIDER CHANGES TO THE AGREEMENT AND SCHOOL BOARD TO HOLD EXECUTIVE SESSION TO DISCUSS AGREEMENT WITH THEIR ATTORNEY. RETURNED TO OPEN SESSION AT 1:55 P.M. SCHOOL BOARD CERTIFIED EXECUTIVE SESSION TOM LEGGETTE MOVED (FOR EACH SCHOOL PROJECT) THAT SCHOOL BOARD CHAIR WILL SEND LETTER TO COUNTY CHAIR SETTING OUT SCHOOL BOARD AGREEMENTS FOR ALL THREE PROJECTS AND THAT AMENDMENTS AND MODIFICATIONS THAT 1 RESULT IN ADDITIONAL FUNDING WILL BE REPORTED FOR REVIEW AND RECOMMENDATION TO THE JOINT SCHOOL CONSTRUCTION ADVISORY COMMITTEE UNANIMOUSLY APPROVED BY THE SCHOOL BOARD WITH MR. STOVALL ABSENT. B. NEW BUSINESS 1. Consideration of Pertormance Agreement for Clearbrook Elementary School. a. Action by School Board b. Action by Board of Supervisors NO ACTION TAKEN BY SCHOOL BOARD OR BOS. LETTER OF AGREEMENT FROM SCHOOL BOARD REPLACED PERFORMANCE AGREEMENT. 2. Consideration of Advancement of Funds for Construction at Clearbrook Elementary School. a. Action by Board of Supervisors R-062698-1 U RC wi ~ h ~o i'Y1 GZ ,6 S ~h ~ 3. Consideration of Performance Agreement for Bonsack Elementary School. a. Action by School Board b. Action by Board of Supervisors NO ACTION TAKEN BY SCHOOL BOARD OR BOS. LETTER OF AGREEMENT FROM SCHOOL BOARD REPLACED PERFORMANCE AGREEMENT. 4. Consideration of Advancement of Funds for Construction at Bonsack Elementary School. a. Action by Board of Supervisors R-062698-2 2 BLJ MOTION TO ADOPT RESO ADVANCING FUNDS URC WITH HOM ABSENT 5. Consideration of Pertormance Agreement for Burlington Elementary School. a. Action by School Board b. Action by Board of Supervisors NO ACTION TAKEN BY THE SCHOOL BOARD OR BOS. LETTER OF AGREEMENT FROM SCHOOL BOARD REPLACED PERFORMANCE AGREEMENT. 6. Consideration of Advancement of Funds for Construction at Burlington Elementary School. a. Action by Board of Supervisors R-062698-3 BLJ MOTION TO ADOPT RESO ADVANCING FUNDS URC WITH HOM ABSENT OTHER BUSINESS HCN MOVED THAT BLJ BE AUTHORIZED TO SIGN THE SCOPE OF WORK AGREEMENT FOR EACH SCHOOL CONSTRUCTION PROJECT URC WITH HOM ABSENT. JERRY CANADA MOVED THAT SCHOOL BOARD CHAIR BE AUTHORIZED TO SIGN THE SCOPE OF WORK AGREEMENT FOR EACH SCHOOL CONSTRUCTION PROJECT. URC WITH STOVALL ABSENT. C. ADJOURNMENT 1. Board of Supervisors to: Tuesday, July 14, 1998 at 12:00 noon at Explore Park for the purpose of a joint meeting with Roanoke City Council. HCN MOVED TO ADJOURN AT 2:10 P.M. - UW 2. School Board ADJOURNED AT 2:11 P.M. 3 ACTION NO. ITEM NUMBER AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE CO Y, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: June 26, 1998 AGENDA ITEM: Approval of Performance Agreement for Renovations at Clearbrook Elementary School COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Attached are the Scope of Work Agreement, the Performance Agreement, and selected schematic drawings for the renovations at Clearbrook Elementary School. The entire set of schematic drawings is on file in the office of the Clerk of the Board of Supervisors. This item will need approval by both the County Board and the School Board. SUBMITTED BY: s~Q2oCar~ Deanna Gordon ay Superintendent of Schools APPROVED: Elmer C. Hodge County Administrator Approved O Mnti~n by No Yes Abs Denied O McNamara Received O Harrison Referred O Johnson To () Minnix Nickens m:\tiuauce\common\board\11-26-96.wpd June 25, 1998 _~2~ THIS AGREEMENT, made and entered into this day of June, 1998, by and between THE BOARD OF SUPERVISORS OF ROANOKE COU ,VIRGINIA, (hereinafter known as "County Board") and the THE COUNTY S OOL BOARD OF ROANOKE COUNTY, VIRGIN (hereinafter known as "Sch of Board"). WI NESSETH: WHEREAS, the Board of Supervis s of Roanoke C unty, Virginia, and the County School Board of Roanoke County, Virginia, have emb rked upon a major capital school construction program in order to implemen Phas I of the Blue Ribbon Committee's Report; and WHEREAS, Phase I of this school c p al improvement program includes $47,719,732 of projects which include a ne Sout County high school, science lab renovations, renovations to Glenvar Middle hoof and ew Bonsack Elementary School, renovations at Burlington Elementary Scho 1, renovations at learbrook Elementary School and roof replacements; and WHEREAS, the County Board nd the School Board rec 'ze the constitutional and statutory responsibilities of eac board to appropriate public nds and to construct school facilities, respectively; and WHEREAS, the County and and the School Board have crea d a Joint School Construction Advisory Commi ee (the "Committee") for the purpose of r ceiving reports on the status of construction o various school facilitites; and WHEREAS, this Co 'ttee has received the report with respect to the renovations G:\ATTORNEY\PMM\PACLEAR.AGR 1 ;' to Clearbrook Elementary School, and recommends approval of Minding and execution of the construction contract therefor; NOW, THEREFORE, for and in consideration of he mutual benefits accruing to both the County Board and the hool Board, the par es do hereto agree as follows: 1. The School Board her y provides th County Board with the Scope of Work Agreement for the Clearbrook Elemen ry Schoo renovation, which is attached hereto and incorporated herein. 2. The County Board shall ad which is the remainder of the funds that Board may award and execute the to the School Board the sum of $2,454,420, 'd for this project in order that the School contract, and to exercise its powers and purposes as authorized by law and this greeme t and the Scope of Work Agreement. The County Board reasonably expects t reimburse t se expenditures from the proceeds of one or more issues of tax-exempt kjonds. 3. It is hereby agreec~by the parties hereto that the County Board's financial officers shall be responsible ~or the administration of these advanced funds for the construction of the renovatio to Clearbrook Elementary Sc ool. The County Board does hereby agree to accept the r sponsibility for administration of id funds. The appropriate County Board employee all provide at least monthly reports t both boards of the status of such funds in such fo as is generally used by the County B ard's financial officers in reporting on all County ccounts; provided, however, that either the School Board or the County Board shall have the right to require additional documentation should it so desire. G:\ATTORNEY\PMM\PACLEAR.AGR 2 County Board's financial officers shall be available to the concerning the expenditure of skid funds. 4. The School Board a~rees to complete Clearbrook Elementary School with the funds a in the contract. Any amendments or Committee for its review and 5. If either party is unable, in under this Agreement by reason of force not be deemed to be in violation of its o majeure" as used herein shall include, other industrial disturbances; acts of of the United States of America o~ the Board to answer inquiries construction of the renovations of ted and within the time allotted to this contract shall be reported to the to the School Board and County Board. or in part, to perform its commitments as defined below, then that party shall under this Agreement. The term "force tation, acts of God; strikes, lockouts or orders of any kind of the government wealth of Virginia or any political subdivision thereof or any of their departments, a~encies or officials, or any civil or military authority; insurrections; riots; civil disturbance ;epidemics; acts of third parties, contractors or subcontractors; landslides; lightning; arthquakes; fire; hurricanes; tornadoes; storms; floods; explosions; failure of utilitie • or any cause or event not reasonably within the control of that party. i 6. This agreement;!shall be governed by and all disputes related hereto shall be l~ determined in accordance ith the laws of the Commonwealth of Virginia. G:\ATTORNEY\PMM\PACLEAR.AGR 3 IN WITNESS WHEREOF, the parties~avl~ made and executed this the day and year first hereinabove BOARD OF S~ ROANOKE CO By Chairman S~OF COUN'Ir GINIA ROANO By BOARD OF Y, VIRGINIA t on G:\ATTORNEY\PMM\PACLEAR.AGR 4 ~ . ACTION NO. ITEM NUMBER AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: June 26, 1998 AGENDA Item: Request to Advance Funds for Construction at Clearbrook Elementary School COUNTY ADMINISTRATOR'S COMMENTS: ~ . ~l SUMMARY OF INFORMATION: On August 19, 1997 County Board of Supervisors authorized the School Board to proceed with Phase I of the School Capital Improvement Program as outlined in the revised Blue Ribbon Committee Report. Phase I includes $47,719,732 of projects which include a new South County High School, science lab renovations, renovations at Glenvar Middle School and new Bonsack Elementary School, renovations at Burlington Elementary School, renovations at Clearbrook Elementary School and roof replacements. The Schools opened bids for the renovations at Clearbrook Elementary School on May 12, 1998. The low bid for the construction was received from Avis Construction. This bid amount was within budget for the project. These bids will be good until June 30, 1998. The School Board would like to award the construction contract and begin construction as soon as possible. The original construction period for the Clearbrook renovation was from May 1, 1998 through August 1, 1999. If the Schools proceed immediately with construction the school will now be ready by October 12, 1999. This delay will possibly cause additional expenses from equipment rentals. These costs will be addressed within the contingency of the existing budget. Attachment A shows the current budget for the Clearbrook Elementary School. The total for the project remains the same as in the Blue Ribbon Committee Report. Staff is planning to participate in the fall 1998 VPSA Bond Sale. This bond sale will include all funds needed for Burlington Elementary, Clearbrook Elementary, science lab renovations, new Bonsack Elementary School (minus the amount to be borrowed from Literary Loans) and a portion of the funds needed for the new South County High School and roof replacements. On May 14, 1998, the School Board adopted a resolution requesting an advance of funds to begin construction at Clearbrook Elementary School. Since construction is ready to begin at Clearbrook Elementary, staff recommends advancing the remainder of the funds that are needed for this project ($2,454,420) so that the Schools may award the construction contract. M:\FINANCE\COMMON\BOARD\6-26-98A. WPD z The Finance staff will monitor the impact of these advances on the cash flow of the County. If it is necessary for cash flow purposes, or if it is more cost effective for investment purposes the staff will return to the Board of Supervisors with arrangements for ashort-term borrowing that will bridge the gap between the time the expenditures are made and the time that we will receive bond proceeds from the Fall VPSA sale. FISCAL IMPACT: The County has already advanced funds of $2,075,200 for Phase I construction to date, as shown on Attachment B. This includes $127,200 for Clearbrook Elementary School. This additional advance of $2,454,420 will complete the budget for the Clearbrook Elementary project. STAFF RECOMMENDATION: Staff recommends approving the attached resolution which advances an additional amount of $2,454,420 for the construction at Clearbrook Elementary School SUBMITTED BY: Deanna Gordon t Superintendent of Schools APPROVED: -~.,~--- Elmer C. Hodge County Administrator Approved ( ) Denied ( ) Received ( ) Referred ( ) To () Motion by No Yes Abs Harrison Johnson McNamara Minnix Nickens M:\FINANCE\COMMON\BOARD\6-26-98A. WPD z Clearbrook Elementary School Project Budget as of June 26,1998 Architect and Engineering fees Survey, test work, and pertormance bonds Construction Furnishings and Equipment Library Furniture Kitchen Equipment Furnishings Technology Contingency Budget $ 144,000 27,000 1, 975,000 45,000 175, 000 80,000 75, 000 60,620 $ 2,581,620 Attachment A Contract $ 144,000 Contract awarded to Degen Architects 1,958,200 Pending bid from Avis Construction M:\Finance\Common\Sch-CIP\Clearbrk '~. z .] Science Labs A + E cosu - Dewbeny & Davis Construction Fumishings & equipment Contingency (2%) Blue Ribbon Committee -Phase 1 Projects Attachment B Budget Project Anticipated ProjecLS Code Costs Advances New Hrgh School Land search Is0002-8909 s0.000 50,000 Land and related e~cpenses 150002-3901 2,200,000 2,200,000 A + E costs - Sherertz Franklin t s0003-3905 1,100,000 380,000 Survey and testing work 150003-3007 100,000 100,000 Conswction 17,400,000 Site development 3,120,000 Fumishings & equipment !,350,000 Media resources 3s5,000 Technology (,400,000 Value engineering 102,600 Contingency (2"'0) 553,s52 33,'_31,15'_ 3,330.000 Glenvar Middle Renovations A + E costs -Kinsey Shane Survey and testing work Construction Furnishings & equipment Media resources Technology Value engineering Contingency (2°.'0) • New Bonsack Elementary A * E cosu -Mosley McClintock Survey and testing work Construction Site development Fumishings & equipment Media resources Technology Value engineering -Dewberry & Davi Closing Roland E Cook Contingency (2%) Burlington Elementary Renovations A + E costs - !ones & Jones Survey and testing work Construction Fumishings & equipment Technology Value engineering Contingcncy (2%) • Clearbrook Elementary Renovations A + E cosu - Degen Survey and testing work Construction Furnishings & equipment Technology Value engineering Contingency (2%) Aoof Maintenance Program Advances SeQt _3.(997 Nov 13, 1997 Dec 16. 1997 Apr'_3. 1993 Total X0.000 =0,000 0 880,000 330,000 100,000 100,000 0 0 0 0 0 0 0 =0.000 980,000 0 0 1.030.000 !50004-3905 130,000 104,000 104,000 104,000 1,300,000 0 800,000 0 44,600 0 2.274,600 104.000 0 0 104,000 0 104,000 150005-8905 190,000 Is2,000 150005-3007 12,000 12,000 ~,s75,000 250,000 110,000 75,000 25,000 64,740 3.301.730 164.000 150006-890s 309,235 260,000 1s0006-3007 s0,000 50,000 4,882,s7s 905,025 62s,000 170,000 300,000 Is0006-8910 43,400 75,000 163,285 7,523.s20 310,000 152,000 I s2.000 12,000 12,000 0 0 0 0 0 0 0 164,000 0 0 164,000 236,030 236,030 50,000 s0,000 0 0 0 0 0 23,970 23,970 0 0 0 310.000 0 0 310.000 150007-8905 Is5,000 128,000 128,000 128,000 150007-3007 12,000 12,000 12,000 12,000 f ,963,000 0 320,000 0 75,000 0 0 0 132, f 00 0 2,657,100 140,000 0 140,000 0 0 140,000 1s0008-8905 144,000 115,200 115,200 115,200 150008-3007 27,000 12,000 12,000 12,000 1,975,000 0 300,000 0 75,000 0 0 0 60,620 0 2,581,620 127,200. 0 127,200 0 0 127,200 150009-8903 1,150,000 200,000 200 000 200 000 47,719,732 4 275 200 _ 50 000 1,721 200 104 000 200.000 2 075 200 The about costs are summarized from the report prepared by Martin & Associates for the Blue Ribbon Committee • - fJ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JUNE 26, 1998 RESOLUTION 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 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, 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 M:\FINANCE\COMMON\BOARD\6-26-98A.RES June 24, 1998 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 Apri128, 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. M:\FINANCE\COMMON\BOARD\6-26-98A.RES June 24, 1998 ACTION NO. ITEM NUMBER AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: June 26, 1998 AGENDA ITEM: Approval of Performance Agreement for New Bonsack Elementary School COUNTY ADMINISTRATOR'S COMMENTS: G~ ~~ SiINIMARY OF INFORMATION: Attached are the Scope of Work Agreement, the Performance Agreement, and selected schematic drawings for the new Bonsack Elementary School. The entire set of schematic drawings is on file in the office of the Clerk of the Board of Supervisors. This item will need approval by both the County Board and the School Board. SUBMITTED BY: s~/vzoC~ Deanna Gordon `~'~ Superintendent of Schools Approved ( ) Denied ( ) Received ( ) Referred ( ) To () APPROVED: i~f Elmer C. Hodge County Administrator No Yes Abs McNamara Harrison Johnson Nickens m:\t3nance\common\board\11-26-96.wpd June 25, 1998 JUN. -24' 98 (WED) 16 ~ 40 RKE GO SGH-ASST. SUPT TEL~9 540 562 3981 P. 003 MaSELEX $ARRiS & vtcCLINTOCK 1 ¢ January 1898 uCL• e_•--.._~Qer+~r wdee RI ~~u~IUTSRY SCHOG - 4O0 S7U1]ENTS 1 B00 CORE RQANOKE G~UNTY PUBLIC SCIi04LS ARG111TCCTURAL t•ROOI~i-M ANALY$1$ ® 97511 .SECQND G1RADi: ~ Cir~eeroom 3 S~ 1 T~rrtlclwr 2Z S1liderMs THIRD GRJIDE Claaar~oan 3 a2s 1 Teacher. 2476 IFOURT}1 GRAD f:lnssrrr~rn ~ 3 ~ 92'S 1 Ta~cfiar, Z1$hldM~ FIFTH GRADE i . Gtpseroom 3 8Z3 1 Teadwr. Z2 SlutJenp ~ $uptptal ; 2473 RCE RQOM$ RS9C I ~ rU 1 ~ 1000 1GIn Room 1 4~ 104 Music ~ ~ ~~ ~ 80 ' gp ~, ~ p L~ I 1 ~ 82S Used 1br SdMr~ci and CCO0drr0 Cam Lab 1 ~t6 011 CU SPE I X ; ~ 4 ~ 42S ' Self ContaiMd 1 1 ~ 82S S Thara 1 186 Sulf~oMal 2 ~3iJ113ANGE Uy~~q 1 ~ 109 Counalor aflla 1 ~ 124 F2eceptbNSea~ry 1 I~ 810 ~ ~ Rrindpwl'e oll~ ~ : ~ 2o01seeltrq fa 3 - Hsaiatent P'rindpel's Oillco 1 ~ 7a7 ~ - Sta}f Tailel 1 ~ 50I conhrrnas ~toom 1 ~ ~T;10 people ~ 601 Tura ma~'l bom~Rap~o ~ ~ Z001 Workroom F 1 2001 _-- Q„I~iw-sl 1 A9L I JUN, -t4' 98 (WED) 16 ~ 41 RKE CO SCH-ASST, SUPT TEL ~ 9 540 562 3987 P, 004 _ ' _ ..3 ;Current ~ , ~ Spaces ~ Remarlca ~ Main Room (Roading) 1 ~ 2000 ~ Media Distribution Room 1 (~ 288 i ~ Lit)rarian'a Oflgce 1 (~ 1 Z1 i wa+woonvAV Storage t ~ 203 ( 1 ~ 121 Software Starsgo i Com uter Resource ab ~ 1 245 ~ Subtotal ~ 2978 ~ M111.T1-PURPOSE ~ t Multi-Purpose Activity Room 1 ~ 4182 ~ i Office 1 ~ 1 /4 I Toilet 1 (~ 77 ~ Outdoor Storage ~ 1 (~ 270 ' parents Ste e i i 235 ' Subtatai 4814 ~su~oRT M gooks, 5tora a Str lee 3 1 SO i Subtotal 450 HEALTH SERVICisQ i Nurse's OfNcdlYeatmefrt Area ~ 1 (~ 293 Recovery At+se 1 ~ lt1d. atw. ' TOilet/cleefl•u ~ 1 54 SubtdESi 347 ;DINING 3 FOOD PREP. Student Dhing I 1 ~ 3000 240 Seatbg Stage { 7 (~ 705 Storage (Dining) , 1 ~ 150 Kitchsn/5arvi tnra e ~ 1 2004 Washer and D Aran Subtotal i 5$55 N a IrulwTEruHCE , ReceiringlProresaingfDteiributlgn I t ~ 193 Maintananca Lockara/Dressin9 1 (~ 34y Mechanical Rooms 1 ~ 522 Stec. Rooms 1 ~ 2S9 JenltAr's closets ' 4 ~ 2t7 Elee~rieal CloseES 3 ~ 30 Outdoor S i 1 223 $ubto~M 1$~1 ,TOTAL A$81QNEp $Q. FOQTAG! 4144 BUILDING SUPPORT AREAS Cirrul~tlon ~ Toilets Conat:t,ttMn walla. d~aaaa, ate Subtotal 16199 TOTAL GROSS SGiJAiI~ FOOTAGE 374.7 THIS AGREEMENT, made and entered into this day of Jun~;1998, by and between THE BOARD OF SUPERVISORS OF ROANOKE (hereinafter known as "County Board") and the COUNTY ROANOKE COUNTY, VIRGINIA (hereinafter known as WITNESSETH: WHEREAS, the Board of Supervisors of School Board of Roanoke County, Virginia, have construction program in order to implement Report; and VIRGINIA, L BOARD OF Board") County, Virginia, and the County ked upon a major capital school I of the Blue Ribbon Committee's WHEREAS, Phase I of this s~iool capital improvement program includes $47,719,732 of projects which incluy.Je a new South County high school, science lab renovations, renovations to Glenvy~r Middle School and new Bonsack Elementary School, renovations at Burlington Elementary School, renovations at Clearbrook Elementary School and roof replacements; and WHEREAS, the unty Board and the School Board recognize the constitutional and statutory respon ' ilities of each board to appropriate public funds and to construct school facilities, respectively; and WHER~AS, the County Board and the School Board have created a Joint School Advisory Committee (the "Committee") for the purpose of receiving reports on the status of construction of various school facilities; and WHEREAS, this Committee has received the report with respect to the construction G:\ tTTTORNEY\ PMM\ PABONSAK.AGR 1 of a new Bo~sack Elementary School, and recommends approval of funding and execution of the construc~on contract therefor; NOW, THE''I~EFORE, for and in consideration of the mutual benefits accruing to both the County Board~nd the School Board, the parties do hereto agree as follows: 1. The School Bo d hereby provides the County Board with the Scope of Work Agreement for the new Bonsack lementary School construction, which is attached hereto and incorporated herein. 2. The County Board shall which is the remainder of the funds that are to the School Board the sum of $7,213,520, for this project in order that the School Board may award and execute the constructi contract, and to exercise its powers and purposes as authorized by law and this agreement d the Scope of Work Agreement. The County Board reasonably expects to reimburse thes~\expenditures from the proceeds of one or more issues of tax-exempt bonds, including Lite~ry Loans. 3. It is hereby agreed by the parties hereto that'~the County Board's financial officers shall be responsible for the administration of thes~advanced funds for the construction of the new Bonsack Elementary School. The County Board does hereby agree to accept the responsibility for administration of said funds. The a ropriate County Board employee shall provide at least monthly reports to both boards of tl-ie status of such funds in such form as is generally used by the County Board's financial officers'i~ reporting on all County accounts; provided, however, that either the School Board or the'County Board shall have the right to require additional documentation should it so desire. County G:\ATTORNEY\PMM\PABONSAK.AGR 2 Board's financial officers shall be available to the School Board to answer in fries concerning the expenditure of said funds. 4. The School Board agrees to complete the construction of the ew Bonsack Elementary School within the funds appropriated and within the ti allotted in the contract. Any amendments or modifications to this contract shal e reported to the Committee for its review and recommendation to the School Boa and County Board. 5. If either party is unable, in whole or in part, to erform its commitments under this Agreement by reason of force majeure, as define below, then that party shall not be deemed to be in violation of its obligations under is Agreement. The term "force majeure" as used herein shall include, without limitat' n, acts of God; strikes, lockouts or other industrial disturbances; acts of public enemie ,orders of any kind of the government of the United States of America or the Co onwealth of Virginia or any political subdivision thereof or any of their depar ents, agencies or officials, or any civil or military authority; insurrections; riots; cis disturbances; epidemics; acts of third parties, contractors or subcontractors; lan ides; lightning; earthquakes; fire; hurricanes; tornadoes; storms; floods; explo 'ons; failure of utilities; or any cause or event not reasonably within the control o that party. 6. This agreemen shall be governed by and all disputes related hereto shall be determined in accordanc with the laws of the Commonwealth of Virginia. G:\ATTORNEY\PMM\PABONSAK.AGR 3 ~../ IN WITNESS WHE~OF, the parties have made and executed this Agreement on the day and year first hereinabdYe written. BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA By Chairman COUNTY SCHOOL BOARD OF ROANOKE COUNTY, VIRGINIA By. Chairman G:\ATTORNEY\PMM\PABONSAK.AGR 4 ACTION NO. ITEM NUMBER T AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: June 26, 1998 AGENDA Item: Request to Advance Funds for Construction of Bonsack Elementary School COUNTY ADMINISTRATOR'S COMMENTS: ~~~ SUMMARY OF INFORMATION: On August 19, 1997 County Board of Supervisors authorized the School Board to proceed with Phase I of the School Capital Improvement Program as outlined in the revised Blue Ribbon Committee Report. Phase I includes $47,719,732 of projects which include a new South County High School, science lab renovations, renovations at Glenvar Middle School and new Bonsack Elementary School, renovations at Burlington Elementary School, renovations at Clearbrook Elementary School and roof replacements. The Schools opened the bids for the construction of Bonsack Elementary School on June 11, 1998. The low bid on this project was received from J.M. Turner & Co., Inc. The bid for construction is within the project budget. The bid quote will be good until July 23, 1998. The Schools would like to award the contract as soon as possible and begin construction. The original schedule of construction was from August 1, 1998 through August 1, 1999. It is now estimated that the school will be complete by August 15, 1999. Attachment A shows the current budget for the Bonsack Elementary School. The total for the project remains the same as in the Blue Ribbon Committee Report. Staff is planning to participate in the fall 1998 VPSA Bond sale. This bond sale will include all funds needed for Burlington Elementary, Clearbrook Elementary, science lab renovations, new Bonsack Elementary School (minus the amount to be borrowed from Literary Loans) and a portion of the funds needed for the new South County High School and roof replacements. The Schools have also filed for a literary loan for Bonsack Elementary and anticipate funding in June 1999. On June 18, 1998, the School Board adopted a resolution requesting an advance of $7,213,520 to begin construction at Bonsack Elementary. Since construction is ready to begin at Bonsack Elementary, staff recommends advancing the remainder of the funds that are needed for this project ($7,213,520) so that the Schools may award the construction contract. The Finance staff will monitor the impact of these advances on the cash flow of the County. When it is necessary for cash flow purposes, or if it is more cost effective for investment purposes, the staff will M:(FINANCE\COMMON\BOARD\6-26-98C. WPD H return to the Board of Supervisors with arrangements for ashort-term borrowing that will bridge the gap between the time the expenditures are made and the time that we will receive bond proceeds from the Fall VPSA sale and the literary loan. FISCAL IMPACT: The County has already advanced funds of $2,075,200 for Phase I construction to date, as shown on Attachment B. This included $310,000 for Bonsack Elementary. This additional advance of $7,213,520 will complete the budget for the Bonsack Elementary project. STAFF RECOMMENDATION: Staff recommends approving the attached resolution which advances an additional amount of $7,213,520 for construction of Bonsack Elementary School. SUBMITTED BY: Deanna Gordon A~ Superintendent of Schools Approved () Motion by APPROVED: /~ ~` ~r~~; ~ Elmer C. Hodge County Administrator No Yes Abs Denied () Harrison Received () Johnson Referred () McNamara To O Minnix Nickens M:\FINANCE\COMMON\BOARD\6-26-98C. W PD New Bonsack Elementary School Project Budget as of June 26,1998 Architect and Engineering fees Survey, test work Construction Furnishings and Equipment Media resources Technology Value engineering Closing Roland E. Cook Contingency Budget $ 309,235 69,430 5, 787, 600 625, 000 170, 000 300, 000 23, 970 75, 000 163,285 $ 7,523,520 Attachment A Contract $ 309,235 Contract awarded to Mosely McClintock 5,608,500 Pending bid from JM Turner & Co. M:\Finance\Common\Sch-CIP\Bonsack Blue Ribbon Committee -Phase 1 Projects Attachment B Projects Budget Code Project Costs Anticipated Advances Advances Sept 23,1997 Nov 18, 1997 Dec 16, 1997 Apr 28, 1998 Total New High School Land search 150002-8909 50,000 50,000 50,000 50,000 Land and related expenses 150002-8901 2,200,000 2,200,000 0 A + E costs - Sherertz Franklin 150003-8905 1,100,000 880,000 880,000 880,000 Survey and testing work 150003-3007 100,000 100,000 100,000 100,000 Construction 17,400,000 0 Site development 3,120,000 0 Furnishings & equipment 1,850,000 0 Media resources 388,000 0 Technology 1,400,000 0 Value engineering 102,600 0 Contingency (2%) 883,552 0 28,231,152 3,230,000 50,000 980,000 0 0 1,030,000 Science Labs A + E costs -Dewberry & Davis 150004-8905 130,000 104,000 ] 04,000 104,000 Construction 1,300,000 0 Fumishings & equipment 800,000 0 Contingency (2%) 44,600 0 2,274,600 104,000 0 0 104,000 0 104,000 Glenvar Middle Renovations A+ E costs -Kinsey Shane 150005-8905 190,000 152,000 152,000 152,000 Survey and testing work 150005-3007 12,000 12,000 12,000 12,000 Construction 2,878,000 0 Furnishings & equipment 250,000 0 Media resources 110,000 0 Technology 75,000 0 Value engineering 25,000 0 Contingency (2%) 64,740 0 3,301,740 164,000 0 164,000 0 0 164,000 New Bonsack Elementary A + E costs -Mosley McClintock 150006-8905 309,235 260,000 236,030 236,030 Survey and testing work 150006-3007 50,000 50,000 50,000 50,000 Construction 4,882,575 0 Site development 905,025 0 Fumishings & equipment 625,000 0 Media resources 170,000 0 Technology 300,000 0 Value engineering -Dewberry & Davi 150006-8910 43,400 23,970 23,970 Closing Roland E Cook 75,000 0 Contingency (2%) 163,285 0 7,823,820 310,000 0 310,000 0 0 310,000 Burlington Elementary Renovations A + E costs -Jones & Jones 150007-8905 1 SS,000 128,000 128,000 128,000 Survey and testing work 150007-3007 12,000 12,000 12,000 12,000 Construction 1,963,000 0 Fumishings & equipment 320,000 0 Technology 75,000 0 Value engineering 0 0 Contingency (2%) 132,100 0 2,657,100 140,000 0 140,000 0 0 140,000 Clearbrook Elementary Renovations A + E costs - Degen 150008-8905 144,000 115,200 115,200 115,200 Survey and testing work 150008-3007 27,000 12,000 12,000 12,000 Construction 1,975,000 0 Fumishings & equipment 300,000 0 Technology 75,000 0 Value engineering 0 0 Contingency (2%) 60,620 0 2,581,620 127,200 0 127,200 0 0 127,200 Roof Maintenance Program 150009-8903 1,150,000 200,000 200,000 200,000 47.719.732 4.275.200 50.000 1.721.200 104.000 200.000 2.075.200 The above costs are summarized from the report prepared by Martin & Associates for the Blue Ribbon Committee M:\FCNANCE\COMMON\Sch-cip\PH 1 STAT. WK4 1 06/ 17/98 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JUNE 26, 1998 RESOLUTION 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 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, 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 M:\FINANCE\COMMON\BOARD\6-26-98C.RES June 24, 1998 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 Apri128, 1998, and the amendment to Exhibit A of County Resolution 081997-1, and 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, 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. M:\FINANCE\COMMON\BOARD\6-26-98C.RES June 24, 1998 ACTION NO. ITEM NUMBER AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: June 26, 1998 AGENDA ITEM: Approval of Performance Agreement for Renovations at Burlington Elementary School COUNTY ADMINISTRATOR'S COMMENTS: ~~ SUIVIlVIARY OF INFORMATION: Attached are the Scope of Work Agreement, the Performance Agreement, and selected schematic drawings for the renovations at Burlington Elementary School. The entire set of schematic drawings is on file in the office of the Clerk of the Board of Supervisors. This item will need approval by both the County Board and the School Board. SUBMITTED BY: Deanna Gordon N Superintendent of Schools APPROVED: -~--~ Elmer C. Hodge County Administrator Approved ( ) Denied ( ) Received ( ) Referred ( ) To () No Yes Abs McNamara Harrison Johnson Nickens m:\tivauce\common\board\11-26-96.wpd June 25, 1998 --~JC:./~--~- THIS AGREEMENT, made and entered into this day of June, 1998, by and between THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, (hereinafter known'd~s "County Board") and the THE COUNTY SCHOOL BOARD OF ROANOKE COUNTY,~VIRGINIA (hereinafter known as "School Board") WITNESSETH: WHEREAS, the Board o`~Supervisors of Roanoke County, Virginia, and the County School Board of Roanoke County~Virginia, have embarked upon a major capital school construction program in order to Phase I of the Blue Ribbon Committee's Report; and WHEREAS, Phase I of this $47,719,732 of projects which include a new pital improvement program includes County high school, science lab renovations, renovations to Glenvar Middle School ar1~1 new Bonsack Elementary School, renovations at Burlington Elementary School, renovations~t Clearbrook Elementary School and roof replacements; and WHEREAS, the County Board and the School Board and statutory responsibilities of each board to appropriate public school facilities, respectively; and WHEREAS, the County Board and the School Board have Construction Advisory Committee (the "Committee") for the purpose of on the status of construction of various school facilitites; and the constitutional and to construct Joint School reports WHEREAS, this Committee has received the report with respect to the additions G:\ATTORNEY\PMM\PABURL.AGR ~- Burlington Elementary School, and recommends approval of funding and execution of the construction contract therefor; NOW, THEREFORE, for and in consideration of the mutual benefits both the County Board and the School Board, the parties do hereto agree as 1. The School Board hereby provides the County Board with to of Work Agreement for the Burlington Elementary School renovation, which is ttached hereto and incorporated herein. 2. The County Board shall advance to the School B rd the sum of $2,517,100, which is the remainder of the funds that are needed for this roject in order that the School Board may award and execute the construction contr t, and to exercise its powers and purposes as authorized by law and this agreement a~d the Scope of Work Agreement. The County Board reasonably expects to reimburse~i`hese expenditures from the proceeds of one or more issues of tax-exempt bonds. 3. It is hereby agreed by the arties hereto that the County Board's financial officers shall be responsible for th administration of these advanced funds for the construction of the renovations to J~urlington Elementary School. T'he County Board does hereby agree to accept the responsibility for administration of said funds. The appropriate County Board employee sh~Y provide at least monthly reports to both boards of the status of such funds in such ford as is generally used by the County Board's financial officers in reporting on all Count accounts; provided, however, that either the School Board or the County Board sha11~4ave the right to require additional documentation should it so desire. G:\ATTORNEY\PMM\P~BURL.AGR 2 County Board's financial officers shall be available to the School Board to ans e~r inquiries concerning the expenditure of said funds. 4. The School Board agrees to complete the construction o he renovations of Burlington Elementary School within the funds appropriated and thin the time allotted in the contract. Any amendments or modifications to this contr ct shall be reported to the Committee for its review and recommendation to the Scho Board and County Board. 5. If either party is unable, in whole or in rt, to perform its commitments under this Agreement by reason of force majeure, a defined below, then that party shall not be deemed to be in violation of its obligations nder this Agreement. The term "force majeure" as used herein shall include, withou imitation, acts of God; strikes, lockouts or other industrial disturbances; acts of public nemies; orders of any kind of the government of the United States of America or t e Commonwealth of Virginia or any political subdivision thereof or any of their departments, agencies or officials, or any civil or military authority; insurrections; ots; civil disturbances; epidemics; acts of third parties, contractors or subcontractor ; landslides; lightning; earthquakes; fire; hurricanes; tornadoes; storms; floods; explosions; failure of utilities; or any cause or event not reasonably within the c trol of that party. 6. This a ement shall be governed by and all disputes related hereto shall be determined in acc rdance with the laws of the Commonwealth of Virginia. G:\ATTORN~\PMM\PABURL.AGR 3 IN WITNESS WHEREOF, the parties have made and executed this Agreement on the day and year first hereinabove BOARD OF SUPERVISORS OF \ COUNTY SCHOOL BOARD OF ROANOKE COUNTY, VIRGINIA ROANOKE COUNTY, VIRGINIA By. Chairman Chairman G:\ATTORNEY\PMM\PABURL.AGR 4 r ACTION NO. ITEM NUMBER ~' AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: June 26, 1998 AGENDA Item: Request to Advance Funds for Construction at Burlington Elementary School COUNTY ADMINISTRATOR'S COMMENTS: a~ 1~ SUMMARY OF INFORMATION: On August 19, 1997 County Board of Supervisors authorized the School Board to proceed with Phase I of the School Capital Improvement Program as outlined in the revised Blue Ribbon Committee Report. Phase I includes $47,719,732 of projects which include a new South County High School, science lab renovations, renovations at Glenvar Middle School and new Bonsack Elementary School, renovations at Burlington Elementary School, renovations at Clearbrook Elementary School and roof replacements. The Schools opened the bids for renovation at Burlington Elementary School on May 14, 1998. The low bid on this project was received from Thor, Inc. The bid for construction is within the project budget. These bids will be good until June 30, 1998. The Schools would like to award the contract as soon as possible and begin construction. The original schedule of construction was from May 1 through August 1, 1999. If the Schools proceed immediately with the project the School will now be ready by October 12, 1999. This delay will possibly cause additional expenses from equipment rentals. These costs will be addressed within the contingency of the existing budget. Attachment A shows the current budget for the Burlington Elementary School. The total for the project remains the same as in the Blue Ribbon Committee Report. Staff is planning to participate in the fall 1998 VPSA Bond Sale. This bond sale will include all funds needed for Burlington Elementary, Clearbrook Elementary, science lab renovations, new Bonsack Elementary School (minus the amount to be borrowed from Literary Loans) and a portion of the funds needed for the new South County High School and roof replacements. On May 14, 1998, the School Board adopted a resolution requesting an advance of funds to begin construction at Burlington Elementary School. Since construction is ready to begin at Burlington Elementary staff recommends advancing the remainder of the funds that are needed for this project ($2,517,100) so that the Schools may award the construction contract. M:\FINANCE\COMMON\BOARD\6-26-98B. WPD V The Finance staff will monitor the impact of these advances on the cash flow of the County. If it is necessary for cash flow purposes, or if it is more cost effective for investment purposes, the staff will return to the Board of Supervisors with arrangements for ashort-term borrowing that will bridge the gap between the time the expenditures are made and the time that we will receive bond proceeds from the Fall VPSA sale. FISCAL IMPACT: The County has already advanced funds of $2,075,200 for Phase I construction to date, as shown on Attachment B. This included $140,000 for Burlington Elementary. This additional advance of $2,517,100 will complete the budget for the Burlington Elementary project. STAFF RECOMMENDATION: Staff recommends approving the attached resolution which advances an additional amount of $2,517,100 for construction at Burlington Elementary School. SUBMITTED BY: ~~ Deanna Gordon 1 Superintendent of Schools Approved () Motion by Denied ( ) Received ( ) Referred ( ) To () APPROVED: ~~1~- Elmer C. Hodge County Administrator No Yes Abs Harrison Johnson McNamara Minnix Nickens M:\FINANCE\COMMON\BOARD\6-26-98B. W PD Burlington Elementary School Project Budget as of June 26,1998 Architect and Engineering fees Survey, test work Construction Furnishings and Equipment Library Furniture Kitchen Equipment Furnishings Technology Contingency Budget $ 155,000 12,000 1, 963, 000 45,000 175, 000 100, 000 75, 000 132,100 $ 2,657,100 Attachment A Contract $ 155,000 Contract awarded to Jones & Jones 1,862,500 Pending bid from Thor, Inc M:\Finance\Common\Sch-CIP\Buringtn Blue Ribbon Committee -Phase 1 Projects Attachment B • Budget Project Anticipated Projects Code Costs Advances New High School Land search 150002-8909 50,000 50,000 Land and related expenses 150002-8901 2,200,000 2,200,000 A + E cosu - Shereru Franklin 150003-8905 1,100,000 880,000 Survey and testing work 150003-3007 100,000 100,000 Conswction 17,400,000 Site development 3,120,000 Fumishings & equipment 1,850,000 Media resources 355,000 Technology 1,400,000 Value engineering 102,600 Contingency (2%) 553,552 28,231,152 3,230,000 Science Labs A + E costs -Dewberry & Davis Conswction Furnishings & equipment Contingency (2°.'0) Glenvar Middle Renovations A + E cosu -Kinsey Shane Survey and testing work Construction Furnishings 8c equipment Media resources Technology Value engineering Contingency (2%) New Bonsack Elementary • A + E cosu -Mosley McClintock Survey and testing work Conswction Site development Fumishings & equipment Media resources Technology Value engineering -Dewberry & Davi Closing Roland E Cook Contingency (2%) Burlington Elementary Renovations A + E cosu -Jones & Jones Survey and testing work Conswction Fumishings & equipment Technology Value engineering Contingency (2%) Clearbrook Elementary Renovations A + E cosu - Degen Survey and testing work Construction Fumishings & equipment Technology Value engineering Contingency (2%) Roof Maintenance Program Advances Sept 23,1997 Nov 18, 1997 Dec l6, 1997 Apr 33, 1998 Total 50,000 50,000 0 s8o,ooa sso.ooo 100,000 100,000 0 0 0 0 0 0 0 50,000 980,000 0 0 1,030,000 150004-8905 130,000 104,000 104,000 104,000 1,300,000 p 800,000 p 44,600 p 2,274,600 104,000 0 0 104,000 0 104,000 150005-8905 190,000 152,000 15000 5-3 007 12,000 12,000 2,575,000 250,000 110,000 75,000 25,000 64,740 3,301,740 164,000 150006-8905 309,235 260,000 150006-3007 50,000 50,000 4,882,575 905,025 625,000 170,000 300,000 150006-8910 43,400 75,000 163,285 7,523,520 310,000 152,000 152,000 12,000 1'_,000 0 0 0 0 0 164.000 236,030 236,030 50,000 50,000 0 0 0 0 0 23,970 23,970 0 0 0 310,000 0 0 310,000 150007-8905 155,000 128,000 128,000 128,000 150007-3007 12,000 12,000 12,000 12,000 1,963,000 0 320,000 0 75,000 0 0 0 132,100 p 2,657,100 140,000 0 140,000 0 0 140,000 150008-8905 144,000 115,200 115,200 115,200 150008-3007 27,000 12,000 12,000 12,000 1,975,000 p 300,000 0 75,000 0 0 0 60,620 0 2,581,620 127,200. 0 127,200 0 0 127,200 150009-8903 1,150,000 200,000 200,000 200,000 47,719.732 4 275.200 50,000 1,721,200 !04,000 200 000 2 075 200 • The above costs are summarized from the report prepared by Martin & Associates for the Blue Ribbon Committee 'vt FINANCE',COMMOMSch-cip PHISTAT WK4 105/21/98 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JUNE 26, 1998 RESOLUTION 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 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, 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 M:\FINANCE\COMMON\BOARD\6-26-98B.RES June 24, 1998 C.n 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 Apri128, 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 $2,517,100 to the School Board for construction at Burlington Elementary School. M:\FINANCE\COMMON\BOARD\6-26-98B.RES June 24, 1998