GERMANTOWN SCHOOL DISTRICT. Notice of Building Committee Meeting May 21, :30 PM

Transcription

1 GERMANTOWN SCHOOL DISTRICT Notice of Building Committee Meeting May 21, :30 PM Germantown School District Administration Building N104 W13840 Donges Bay Rd. Germantown, WI I. Meeting Called to Order AGENDA II. III. IV. Roll Call Agenda Revisions and Approval Approve Minutes A. April 16, 2018 V. Reports & Updates A. Director of Buildings & Grounds: Capital Projects & Facility Services B. Owners Group & CD Smith on $84 million Construction Project C. Trane Energy Usage Analysis D. Swim Club & Performing Arts Partnerships VI. VII. Unfinished Business - Discussion with Possible Action A. Fund 41 and Fund 49 Capital Projects List B. Kennedy Middle Greenhouse Project C. Village of Germantown Intergovernmental Agreement (IGA) New Business - Discussion with Possible Action A. Amy Belle Construction Project VIII. Adjourn Note: School Board members who are not members of the Building Committee may be present at this Building Committee meeting.

2 GERMANTOWN SCHOOL DISTRICT TO: FROM: Building Committee Ric Ericksen, Director of Business & Auxiliary Services AGENDA ITEM: IV.A. Approve Minutes: April 16, 2018 Meeting Date ATTACHEMENTS: See next page(s). RECOMMENDATION: Approved as presented. Page 1

3 GERMANTOWN SCHOOL DISTRICT Minutes of April 16, 2018 Building Committee Meeting Held at 6:00 p.m. Germantown School District W104 N13840 Donges Bay Road Germantown, WI The meeting of the Building Committee was called to order by Chair Medved at 6:27 p.m. Building Committee Members Present: Brian Medved, Mark Koenke, Ray Borden, Michael Loth, Ric Ericksen, District Board of Education, Administration, Staff and Public Present: Bob Soderberg, Tom Barney, Sarah Larson, Jeff Holmes, Don Erickson, Billie Jo Mohn, Andy Eisenbach, Dana Croatt. Representative from Trane Ashley Henderson, Representatives from CD Smith Josh Rooker. 2. Motion by Koenke to approve the agenda as presented. Second by Borden. Motion Carried. 3. Motion by Loth to approve the March 12, 2018 Building Committee minutes as presented. Second by Borden. Motion Carried. 4. Ericksen led discussions on Capital Projects, briefly updating the Committee on the buddy benches being installed at MacArthur in May and brief paver discussion for Germantown High School that will be coming back to the next Building Committee meeting for discussion. Erickson continued discussions describing the projects that were included in the Committee s packet. Borden ask about door numbering. Erickson and the Committee discussed the process and time line for all doors being numbered, District wide. Brief discussion with the Committee on the Kennedy Middle School fields and building condition at those fields. Erickson will look at the Kennedy Middle School field buildings and continue to address the door numbering that will take place. 5. Rooker came forward to explain the information that CD Smith included in the Committee packet. Rooker described project photos from each building currently under construction and the recent Board of Education/Building Committee tour of the construction sites. Committee discussion on the concerns of the back drive at Germantown High School, future discussions that are needed regarding the safety for the students walking on that drive. Committee discussion on the student/pedestrian traffic from the new areas of the Field House, with suggestion on having a blinking light to bring attention to that corner of the building. Soderberg ask CD Smith to provide the Owners Group with a cost on a sidewalk for the back drive at Germantown High School. Medved requested another Committee walk thru with CD Smith of construction sites and ask Rooker to develop a schedule for having them on a regular basis. 6. Henderson came forward to discuss the Trane information on the Energy Usage Analysis that was included in the Committee packet. Soderberg ask Henderson in the future to present a Page 2

4 simpler report and suggested a one page score card. 7. Holmes led discussion on the Swim Club Partnership and future meetings that will need to take place, and who should attend. Soderberg and Medved are to provide Holmes with dates they are available. 8. Holmes led discussion on the Performing Arts Center Partnership, Advisory Group that has met, and process moving forward for operations, staffing, and the date it is expected to open. 9. Ericksen led discussions on the Fund 41 & Fund 49 list as presented, mentioning that the two items from the Committee s meeting in March still need to be added and that it is the same list that was presented in March. 10. Ericksen led discussions on the Kennedy Middle School Greenhouse Project. CD Smith is working on providing the Owners Group with costs. Brief discussion by the Committee on the type of building, and security concerns. 11. Eisenbach came forward and led discussion on the request from County Line School for a Perry Memorial Garden. Eisenbach described the information provided in the Committee packet. Discussion with the Committee on tree choices, tree location, edging and suggestion that Eisenbach reach out to Wendlands Nursery for opinion on proper edging, rocks, etc. Motion by Borden to move forward with a positive recommendation to approve the Perry Memorial Garden as presented. Seconded by Loth. Motion Carried. 12. Croatt came forward and led discussion on the schools desire to have a Nature Play area at Rockfield. Croatt mentioned there are currently no cost figures because the school wanted to know what the Committee s thoughts were on having this type of area first, because it is a different type of play area. Committee concerns were security and lighting due to the school location and location of the area at Rockfield where it will be placed. Borden ask Croatt to work with local landscaping companies for the items if it is installed. Medved directed Croatt to move forward with design and costs and that Ericksen will have it brought back for formal discussion after costs are determined. 13. Holmes led discussion on the Village of Germantown Intergovernmental Agreement, with Committee discussion on details on when it was developed, procedures for handling facility use, newly constructed areas, what other neighboring communities are doing, managing areas, fee recommendations, and the length of the agreement. Holmes ask for the financial information involved with this discussion to be brought back to the next Finance Committee meeting. Brief discussion on the history of the high school s pool in the past, operation and making changes for the new pool. 14. Motion by Borden to adjourn the meeting. Seconded by Loth. Motion Carried. 15. Meeting Adjourned at 7:24 p.m. Page 3

5 GERMANTOWN SCHOOL DISTRICT TO: FROM: Building Committee Ric Ericksen, Director of Business & Auxiliary Services AGENDA ITEM: V.A. Reports & Updates: Director of Buildings & Grounds: Capital Projects & Facility Services Information may be reported on the day of the meeting and/or shown below. From Don Erickson, Director of Buildings & Grounds: See next page(s). Page 4

6 May 21, 2018 Building Committee Report: Tennis court repairs have been scheduled for the second week in August. Any blasting from the construction will be completed before the work starts. The Kennedy Middle School softball out buildings have been looked over and determined not needing painting this year. The buildings will be inspected each spring to determine any painting or repair needs. All buildings will have the doors numbered in a counter clock wise direction as the construction is completed at the end of summer. Germantown High School will have all installed doors done at the same time. Any remaining doors will be labeled as they are installed. A pre construction meeting is scheduled May 23 for the summer roofing projects. Custodial staff have started moving items and furniture into storage for abatement and construction projects in specified areas to start on May 29. County Line, MacArthur and Rockfield libraries have the books removed from the shelves and are on carts ready to be moved. Page 5

7 GERMANTOWN SCHOOL DISTRICT TO: FROM: AGENDA ITEM: Building Committee Ric Ericksen, Director of Business & Auxiliary Services V.B. Reports & Updates: Owners Group & CD Smith on $84 million Construction Projects The owners group agreed to have this subject as a reportable item at the Building Committee level for any further vetting or general discussion. Verbal updates could come from several members of the Owners Group. In addition, it was agreed that CD Smith would provide a written report to be included in each Building Committee packet as the projects progress. These reports are attached. CD Smith officials will be present at the BC meeting. Board President Soderberg has asked that the Amy Belle construction process be a topic of discussion relative to the assignment of the Owner s Group representing & vetting the interests of the Board of Education. Page 6

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19 GERMANTOWN SCHOOL DISTRICT TO: FROM: Building Committee Ric Ericksen, Director of Business & Auxiliary Services AGENDA ITEM: V.C. Reports & Updates: Energy Usage Analysis The April 16 minutes reflect a request from Mr. Soderberg that Ms. Henderson, Trane Account Manager, redesign the report/presentation with less complex charts. She will be making an updated presentation in this regards. Please see attached Trane report. Page 18

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22 GERMANTOWN SCHOOL DISTRICT TO: FROM: Building Committee Ric Ericksen, Director of Business & Auxiliary Services AGENDA ITEM: V.D. Reports & Updates: Swim Club & Performing Arts Center Partnerships Please see previous Building Committee background reports as necessary. Mr. Holmes, Mr. Soderberg, and I will verbalize our most recent discussions with swim club & performing arts center officials/people that recently occurred. There is some excitement brewing. The Board of Education may be making an important decision on administrative staffing this evening. To that end, the individual will play an important role in ongoing discussions. The person would be bringing rock solid experience and some fresh thinking to the table. No attachments. Page 21

23 GERMANTOWN SCHOOL DISTRICT TO: FROM: Building Committee Ric Ericksen, Director of Business & Auxiliary Services AGENDA ITEM: VI.A. Unfinished Business: Fund 41 and Fund 49 Capital Projects This agenda item allows the BC to assign projects in Fund 41. Generally, projects assigned here are not taken to the full Board of Education for further action, rather just reported. However, from time to time, major projects are taken to the full board for final action. Fund 49 is new this year and does not have the same restrictions as Fund 41. Therefore, items placed on the spreadsheet are generally informational. The working 2017/2018 Capital Projects List spreadsheet provides a record of these actions. Mr. Don Erickson is requesting the purchase of a Skid Steer. Please see attached. Recommendation(s): Approved the purchase of the Skid Steer from Bobcat Plus Butler in an amount not to exceed $60, and place on the Fund (Does not need to go to full board or FC). It could be the case that a new item requiring immediate attention needs to be added to Fund 41 or Fund 49 projects list by way of a committee member motion under this agenda item. In this case, action should be taken here if the item does not appear elsewhere on the agenda. Page 22

24 From Don Erickson, Director of Buildings & Grounds Item Description District Skid Steer The District Maintenance Department is requesting to purchase a skid steer with proper attachments for efficient snow removal and summer grounds work. Germantown High School presently has a 1989 Jacobsen lawnmower with a snow blower attachment along with a rear mounted power take off snow blower attachment on a 1995 Kabota tractor. The Jacobsen has become unreliable and is no longer used. The use of the Kabota tractor is limited due to its size and maneuverability. Presently sidewalk areas are cleared using walk behind snow blowers. With the new additions at Germantown High School there is a need to provide additional equipment to provide proper clearing and maintenance to sidewalks and access drives during snow events. Additional attachments will enhance the department. The rotary cutter is used to maintain the nature walks in the pond area and trails used for cross country. The forks will unload pallets of materials which will not be delivered to the loading dock such as field paint. The rototiller is used to maintain ball diamonds and other athletic fields in need of repair. An angle broom will sweep sidewalks and parking lots in addition to snow removal. The 1989 Jacobsen would be decommissioned while the 1995 Kabota tractor will continue to be used on grounds for top dressing and aerating athletic fields. Below are quotes for a Bobcat S550 and John Deere 318G skid steers including the requested attachments. There is a significant municipal discount from Bobcat and customer discount from John Deere. Attachments include: Snow Blade Forks Rototiller Rotary Cutter Snow Blower Utility Bucket Angle Broom Bobcat S550 Attachments Angle Broom Excluded Angle Broom Bobcat Plus Butler $31, $22, $54, $60, Atlas Bobcat Illinois $35, $24, $59, Bobcat of Springfield $33, $24, $58, John Deere 318G Midstate Jackson $35, $27, $56, $62, Midstate used Bobcat $32, $27, $57, Page 23

25 GERMANTOWN SCHOOL DISTRICT Printed 5/17/2018 Page /2018 CAPITAL PROJECTS PLANNING LIST Estimated/Actual: Ref. Building Committee Meeting: May 21, 2018 BC Approval Date Project Status Estimate/Actual Roll-Up Ref A) FUND 41 - CAPITAL PROJECTS FUND (RESTRICTED TO CAPITAL INVESTMENTS) 4 5 Beginning Cash $337, Approved 2017/2018 Budget --> Tax Levy $325, /18 Budget $662, /2018 Obligations: 8 9 MAC: Adjacent Property Work (Survey, Boring, Site Engineering) 3/13/2017 Work-in-Progress ($17,950) 9 10 JC Maintenance - Service Agreement Estimate Annual Obligation Signed Contract ($35,900) Trane - Service Agreement 8/14/2017 Signed 3Yr Contract ($19,680) Trane - 5-yr Service Agreement in Conjunction with KMS Controls 1/15/2018 Work-in-Progress ($37,950) Available for New Projects for 2017/2018 $550, DISTRICT WIDE PROJECTS: $0 $550, Roofing Work: County Line and Rockfield (paid in 2017/2018) 6/12/2017 Completed ($80,238) $470, Roofing Projects Summer of 2018: GHS & MacArthur 3/12/2018 Scheduled summer of 2018 ($211,523) $259, ELEMENTARY SCHOOLS: $0 $259, LED: County Line Elementary 6/12/2017 Scheduled summer of 2018 ($29,000) $230, $230, KMS: $0 $230, $0 $230, GHS: $0 $230, JC for GHS Band & Choir Rooms - Air Coils 6/12/2017 Completed ($10,680) $219, GHS - High School Art Room Remodeling 1/15/2018 ($50,984) $168, Tennis Court Repair and Rehabilitation 9/11/2017 Scheduled summer of 2018 ($77,625) $90, DISTRICT OFFICE AND MAINTENANCE BUILDING: $0 $90, Boilers in District Office 1/15/2018 Completed ($22,410) $68, BALANCE AVAILABLE $68, Beginning Cash $39, LED: County Line Elementary 6/12/2017 Completed ($39,979) B) FUND $7.0 MILLION ENERGY INVESTMENT (PROCEEDS FROM ACT 32 ENERGY EXEMPTION) -$ C) FUND CAPITAL PROJECTS FUND (PROCEEDS FROM STATE TRUST FUND LOAN) BALANCE AVAILABLE Beginning Cash $455, $ /18 Budget $455, DISTRICT WIDE PROJECTS: Roofing Projects Summer of 2018: GHS & MacArthur 3/12/2018 Scheduled summer of 2018 ($140,350) $315, Relays 6/12/2017 Completed ($11,329) $303, Skid Steer (bobcat) 5/21/2018 New Request ($60,424) $243, $243, ELEMENTARY SCHOOLS: $0 $243, $0 $243, KMS: $0 $243, KMS - Trane Controls System 1/15/2018 Work-in-Progress ($222,109) $21, GHS: $0 $21, Soccer Field Maintenance Completed ($1,200) $20, Speed Bumps 9/11/2017 Completed ($4,200) $16, $0 $16, DISTRICT OFFICE AND MAINTENANCE BUILDING: $0 $16, BALANCE AVAILABLE $16, Page 24

26 GERMANTOWN SCHOOL DISTRICT TO: FROM: Building Committee Ric Ericksen, Director of Business & Auxiliary Services AGENDA ITEM: VI.B. : KMS Greenhouse Project Recommendation: At its May 14 meeting, the Owner s Group has decided to place this item on hold pending further construction budget review. Background: It was requested that this item be discussed at the next Owner s Group meeting for additional vetting. The next OG meeting is April 18 at 4:00 pm. This item is on the agenda. At that time the OG asked CD Smith for further cost/construction information. This information was presented at the May 14 meeting leading to the recommendation stated above. The following was sent to Mr. Schwantes and Principal Climer At last night's OG meeting it was decided that this project is on hold pending final budget. It will remain on the OG's agenda. If there is a change you will be notified. Thank you. No attachments. Page 25

27 GERMANTOWN SCHOOL DISTRICT TO: FROM: Building Committee Ric Ericksen, Director of Business & Auxiliary Services AGENDA ITEM: VII.A. : Amy Belle Construction Project Recommendation: None Background: Pending discussions under agenda item V. B. this topic will be moved under Unfinished Business for future meetings. I needed a starting point for agenda purposes. Of course, any type of discussion could occur here since the agenda was posted as such. Mr. Holmes, Mr. Soderberg, myself, and others may report as necessary. No attachments. Page 26

28 GERMANTOWN SCHOOL DISTRICT TO: FROM: Building Committee Ric Ericksen, Director of Business & Auxiliary Services AGENDA ITEM: VII.C. New Business: Village of Germantown Intergovernmental Agreement (IGA) Recommendation: None at this time. (I would repeat here what was stated under V.D. --- The Board of Education may be making an important decision on administrative staffing this evening. To that end, the individual will play an important role in on-going discussions. The person would be bringing rock solid experience and some fresh thinking to the table.) Background: The IGA has historically been assigned to the Building Committee for review and recommendation for approval to Board of Education. The current IGA expires on August 31, This topic was discussed at the April 16, 2018 Building Committee -- that packet contains the current agreement. This topic was sent to the April 30, 2018 Finance Committee for additional financial analysis -- please see that packet. It is now back to the BC for continued discussions, however, please refer to my recommendation. No attachments. Page 27