SCOTTSDALE UNIFIED SCHOOL DISTRICT #48
Bond Oversight Committee
April 26,2001
4:30 P.M.
Education Center
3811 North 44th Street
Phoenix, Arizona 85018
In Attendance: Mr. George Bosworth, Mr. Tim Bray, Ms. Pam Krewson, Mr. Gary S. Moriarty, Mr. Bob Peirce, Mr. Don Ruff, Mr. Murray Wilson
Opening /Review Minutes
1. Students FIRST Deficiency Correction Projects
6.9 M of additional projects have been identified by the district and 3D/Intemational. Jacobs Chanen has submitted to the School Facilities Board (SFB) for approval, and this will be on the SFB Agenda on May 3,2001. This is in addition to the 21 M previously identified. Once approved, these projects will bring the total of approved deficiency projects from 21M to 28M. There may still be additional projects identified, and presented to the SFB for approval. So far the State has approved projects that have been completed under the bond, totaling 2.5M. The State plans to complete their analysis by the end of the fiscal year, June 30,2001. There is some concern about timing. As long as the State approves the Funding before the end of the calendar year, the timing will be close but manageable. Would projects that cannot be done because of time problems be done with the new bond? Projects that have already been identified will move forward. The designs will be done, and will be bid, and ready to be awarded as soon as funding is available. The funds then need to be spent by the end of next year. Can we help the State? The state's process is extensive. First the State verifies the deficiency exists/existed, that it qualifies, the scope of work is determined, and the budget established. There are huge dollars and timing pressures, should the district hire help to facilitate this process by hiring contract employees? It is a matter of manpower and of expertise, and training. One challenge has been that some of the work has already been done, and they will not take our word for proof that the deficiency existed. We need to find the documentation to prove the deficiency existed, such as engineering reports, facility inspections and photos to use as back up. The State is verifying what 3DI has already done for the bond projects. The first submission was 3M of which 2.5M was approved. The main reason for denial was that the project, or parts of the project were paid for out of the prior fiscal year. Since the State is holding up the process, is there anything that can be done to extend the deadline, or speed up the process? The State cannot extend the deadline for the bond. These are two separate entities. The issue in committing the bond funds is in regards to arbitrage. The district has contacted our bond attorneys were contacted regarding arbitrage, and verified the guideline. The attorneys clarified that in order to avoid loosing the fund you have to have 90% committed instead of the 100%, which was previously assumed. However we plan to have 100% committed so if additional funds are identified they will not be lost. As long as you can demonstrate what the funds will be committed for, and plans and projects in the work there is no deadline for the last 10%. This allows for contingencies so often found in construction projects. The primary focus is to demonstrate that the money is not being held back to accumulate interest.
Basically there is nothing more we can do to persuade the state to move faster? The state's project management company has been very cooperative. The SFB staff is attending construction meetings and establishing a rapport. We need to set a deadline to establish where we are so that action can be taken as a citizens group to support the district. By June 15th, we should be able to evaluate where we are in the process, and if we will meet the time lines. Please share the BOC's concern with Jacobs/Chanen that this process is not moving forward fast enough. Jacobs/Chanen has been cooperative, there has been a learning curve on both sides, and we are expecting the process to move more smoothly. Now the projects are being completed concurrently so the SFB can visit the sites.
Is the district being double charged for project management fees? No the District does not pay for Jacobs/Chanen, the State does. Only Jacobs/Chanen will manage projects, which do not overlap with the bond projects.
1. Furniture, Equipment and Technology
The Budget Summary in detail of what has been spent in each area, and what will be spent, is not yet complete. We are working with Finance, Purchasing, and Technology to verify each of those expenditures. The coding system wasn't always used consistently, and therefore it is a fairly large extensive task. We have made progress, and will be sending it out shortly. Instituted steps to insure there aren't problems in the future. Technology will be included in the 3DI reports within the next month.
Pam Krewson asked the district to insert a third column on the worksheet that was distributed in the March 8, meeting showing how the budgets reconcile to the minutes from the last meeting. Please provide a financial summary to include:
2. Construction Project Overview
Cheyenne- met with the leadership team to talk about the needs of the site during the transition to a K8 and the suitability of the space for needed use. It was determined that a science lab is the highest priority at Cheyenne is to meet a K-8 Curriculum. There is no existing science lab at that site. Does it make sense to build a couple of science labs by themselves? No. It was determined that a 7th grade pod that included science facilities would make the most sense. That is the concept that is being proposed tonight. Originally Cheyenne was anticipated to serve 700 to 750 K-6 students. That has changed to 900 K-8 students. Concerns at that school include drainage problems, a relatively small site 133,000 sq. ft, and traffic congestion. The additional student count will require a two-story facility in order to provide additional space required. The site master plan is being designed with a focus on building useable space now that will allow construction while currently occupied, and will make sense as the site is completely renovated in the future. The site master plan includes facilities for Art, Administration, 9 classroom pods, support services, and a gymnasium all within the 133,000 buildable square feet. How much money has been allocated and how much has been spent and Cheyenne from the 1997 Bond? There is approximately 400K left which was allocated from the 1997 Bond for the music building. All others projects have been completed, and monies spent. The 7th grade pod will cost about 900K with about 500K needing to be reallocated to this project. The 500K would be reallocated to Cheyenne from the initial District allocation. The 8th grade would require additional allocations from the new bond. The music building originally planned for Cheyenne was to be 4,100 square feet. The middle school standards would require additional sq. ft. for the music area. It was decided that as a K-8 with 300 MS students Cheyenne couldn't meet the middle school space requirements. The district's educational staff identified the highest priority in terms of meeting the curriculum needs to be a 7th grade facility, which includes a science lab. The 8th grade will be built with the new bond, or if it does not pass the administrative staff will need to use the space available to accommodate the eight grade.
The decision is whether or not the funds will be reallocated to the 7th grade pod, in lieu of the music facility. Originally the focus at this site was to replace the portables, which happened to include the strings room and regular classrooms. The decision has been made to transition this school to a K-8, and a science and classroom pod is the highest priority.
What happened to the needs for the 500k at the Ed Center, which makes it available? Needs are there, but the needs at the schools take precedence over the needs at the support buildings.
Motion was made to recommend to the Governing Board to reallocate the 500k from the district allocation to Cheyenne in order to build a 7th grade pod. The motion passed.
Tonalea- pictures from excavation distributed. During excavation the contractor hit a 6-foot concrete slab. It was a structure of some sort. Our structural engineers and geotechnical consultants will be reviewing, and making recommendations.
Supai- is being built as a 7 & 8 Middle School, but master planned for 6,7, & 8 grades Middle School in order to accommodate additional growth.
Copper Ridge- A visit to Copper Ridge was requested, and will be scheduled one morning next week, we will call and let you know when. Mornings which work best for the committee members are Tuesday, Wednesday Thursday at 7:00 am next week.
The bond offset will exceed the projects, which have been identified, so we will need to identify additional projects:
Potential Projects
a. Zuni has stucco repair and paint, it has only been painted once. In the current plans, only panels with stucco repair will be painted. Therefore the panels won't match. We believe that Zuni should be painted completely
b. Parking lots that are in bad shape at multiple schools could be addressed. The District's M&O fund pays for on going maintenance. M& 0 would repair a pothole, but would not replace an entire parking lot. Building Renewal, monies will be available in the future for the replacement of large items such as a roof, or parking lot. However these parking lots are beyond patching, and resurfacing which could be done through M&O funds. They need to be replaced and capital funds would need to be used for the replacement i.e. Bond Funds, Building Renewal. The legislature in trying to increase funds for teacher's salaries changed legislation to allow school districts to redirect capital funds to M&O for salaries. In doing so a large portion of the capital funds which should be available for renovation was transferred to teacher salaries.
c. Dining Rooms- Problems identified through out the district. Need to upgrade the dining rooms in 4 of the 5 High Schools.
d. Mall at Coronado
e. Coronado Windows- Panels, instead of glass, have been installed for replacement windows. It cost 250K for windows at Tavan.
f. Contingencies.
g. Solve the drainage problem at Cheyenne
h. Upgrade to Metal Roofs - In the Elementary schools the finger wing buildings the roofs will be replaced by the SFB in like kind. If the District opted to replace these roofs with metal instead of like kind, the district would only be responsible for the additional costs above those covered under the SFB. The Bond Offset could subsidize the difference. Asbestos abatement is not needed when roofs are overlaid with metal, and the savings in asbestos abatement will negate at least part of the increased costs of materials for the metal roofs. We plan to bid and start projects this summer. When doing so, bidders would be asked to bid both types of roofs to establish the price difference. There may be minimal additional funds involved.
3. Other Questions & Answers
None
4. Public Comments
None
5. Next Meeting Date
June 7th next meeting.
6. Adjournment
6:30
Bond Oversight Committee
Gary S. Moriarty
Ted Beam
George Bosworth
Tim Bray
Bonnie Halley
Pam Krewson
Wendy Lyons
Robert Peirce
Don Ruff
Diana Smith
Murray Wilson