PENDING COMMITTEE APPROVAL FACILITIES AND TECHNOLOGY REVIEW COMMITTEE MINUTES Monday, March 19, 2012 PRESENT: Morten Brante Wayne Brown Wallace Coopwood Kristen Crisp John Crooks Angie Delvin-Brown Kimberley Euston Virginia Gregory Curt Johnston Leslie Rowbottom John Williams Richie Williams ABSENT: Todd Herrington Roger Phelps Raymond Scott BOARD MEMBERS PRESENT: SCHOOL DISTRICT REPRESENTATIVES: PUBLIC COMMENT: David Banks Chris Ragsdale None CALL TO ORDER: Expesite Training was held for the Committee from 6:00 P.M. to 6:30 P.M. Chair Euston thanks Dr. Delvin-Brown for providing snacks this evening. Board Liaison Bartlett was absent; Board Member David Banks to sit-in on her behalf. To abide by Agenda, meeting was called to order at 6:45 P.M. COMMITTEE BUSINESS: Approval of February 13 Meeting Minutes Mr. Coopwood asked that future meeting minutes reflect if a person made a specific comment, that it be included in the meeting minutes. Minutes to be modified to include Mr. Coopwood raised concern about cost over-runs on projects and he was concerned about funding being used for overages from the Contingency Fund. MOTION: A motion was made by Mr. Coopwood and seconded by Dr. Crooks to approve the Monday, February 13, 2012 minutes. The vote was 11-0- 1, with Mr. Brante abstaining due to absence from previous meeting. Motion Discussion of Expesite Reports/Upcoming Projects Mr. Herrington was absent from the meeting. No report. Page 1 of 5
Discussion of Annual Report Secretary Raymond Scott was absent from the meeting. Vice-Chair Gregory will verify with him that he will be primary on creating the report. The report to be submitted to the Board in October 2012. Vice-Chair Gregory and Ms. Crisp to assist Mr. Scott with the report. ADMINISTRATION REPORT: Resignation of CAO-SPLOST: Mr. Shepard, CAO-SPLOST, resigned his position from the District in February. Mr. Ragsdale informed the Committee that the Board has not yet named an interim or hired a replacement for Mr. Shepard. SPLOST Directors Larry Wall (Construction), Glen Brown (Program Management and Accountability), Charles Sprayberry (Project Services) and Dennis Campbell (Planning) will report directly to Mr. Ragsdale. Mr. Ragsdale will be the direct point of contact should anyone from the Committee have any questions. Mr. R. Williams arrived at the meeting at 6:52 P.M. Revenue and Construction Report: Mr. Ragsdale provided the following information/reports: Sales Tax Revenue Report (KSU Forecast) Consolidated Management Report (Financial) Discussion ensued. There is $3.66M in the Contingency Fund as of the March Work Session. If all projects on this month s Agenda are approved, even with overages, approximately $2.9M will be in the Contingency Fund. Expesite Project Status Report Discussion ensued. Mr. Ragsdale is working with Mr. Brown to simplify the Expesite Milestone Report. Current Bids and Solicitations: Mr. Ragsdale provided a copy of current Bids and Solicitations within the District. Maintenance and Transportation Needs Report Mr. Ragsdale provided a Maintenance and Transportation Needs Report, as requested by Board Liaison Bartlett. Page 2 of 5
Discussion ensued. This report was a list of project needs, not necessarily SPLOST needs. Both the Maintenance and Transportation Departments assisted with the creation of the report. There are some items listed in the report that require immediate attention. Some of the projects on the report would not be funded due to budget constraints. Chair Euston asked about a reprioritization of SPLOST III items. Mr. Ragsdale stated there would be a fiscal realignment of projects over the next 5-years. COMMITTEE REVIEW OF BOARD AGENDA ITEMS: Board Agenda Items The Committee discussed the following agenda items: AGENDA ITEM #2 -- Recommendation for Approval to Award a Contract for a Building Modification to Harrison High School Discussion ensued. Project came in 5% over budget. As of January 2012, Vice-Chair Gregory stated the school was 235 students over capacity, with 11-trailers [post-meeting note: Harrison is 207 students over capacity]. MOTION: A motion was made by Dr. Crooks and seconded by Ms. Crisp to recommend Approval to Award a Contract for a Building Modification to Harrison High School. The vote was 7 5, with Dr. Delvin-Brown, Chair Euston, Ms. Rowbottom, Mr. J. Williams and Mr. R. Williams dissenting. Motion AGENDA ITEM #4 -- Recommendation for Authorization to Award Bid 12-36, Relocation of Portable Classrooms MOTION: A motion was made and seconded to recommend Authorization to Award Bid 12-36, Relocation of Portable Classrooms. The vote was 11 1, with Mr. R. Williams dissenting. Motion AGENDA ITEM #5 -- Recommendation for Approval of an Inter-Local Agreement, Dedication of Right-of-Way and a Temporary Construction Easement for Cobb County Department of Transportation at Sope Creek Elementary School This item was included on the Agenda for information only. Item does not require SPLOST funding nor Committee approval. However, this information keeps Committee members apprised at what is occurring at their schools. AGENDA ITEM #6 -- Recommendation to Grant Easements to Georgia Power at Sope Creek Elementary School Page 3 of 5
This item was included on the Agenda for information only. Item does not require SPLOST funding nor Committee approval. However, this information keeps Committee members apprised at what is occurring at their schools. AGENDA ITEM #7 -- Recommendation for Approval to Award a Contract for Renovations and Modifications to Davis Elementary, McClure Middle, and Barber Middle Schools Discussion ensued. Project came in 38% under budget. MOTION: A motion was made by Mr. Brown and seconded by Ms. Crisp to recommend Approval to Award a Contract for Renovations and Modifications to Davis Elementary, McClure Middle, and Barber Middle Schools. The vote was 11 1, with Mr. R. Williams dissenting. Motion AGENDA ITEM #8 -- Recommendation for Approval to Award a Contract for Renovation/Modification to Keheley Elementary School Discussion ensued. Project came in 59% over budget. Scope of work was modified (leaking roof of clerestories). Mr. Coopwood expressed his concern that project was significantly over-budget and that the overage would come from the Contingency Fund. MOTION: A motion was made by Mr. J. Williams and seconded by Dr. Crooks to recommend Approval to Award a Contract for Renovation/Modification to Keheley Elementary School. The vote was 7 5, with Mr. Brante, Mr. Coopwood, Ms. Crisp, Chair Euston and Mr. R. Williams dissenting. Motion MOTION: A motion was made by Mr. Brown and seconded by Dr. Crooks that on future items, if a project comes in at 10% or more overbudget, documentation be provided to the Committee to explain. The vote was 11 1, with Mr. R. Williams dissenting. Motion AGENDA ITEM #9 -- Recommendation for Approval to Award a Contract for a Building Modification to Riverside Intermediate Elementary School Discussion ensued. Project came in 41% under budget. MOTION: A motion was made by Mr. Coopwood and seconded by Dr. Crooks to recommend Approval to Award a Contract for a Building Modification to Riverside Intermediate Elementary School. The vote was 12 0. Motion AGENDA ITEM #10 -- Recommendation for Approval to Award a Contract for Renovation/Modification to Russell Elementary School Discussion ensued. Project came in 32% over budget. Page 4 of 5
MOTION: A motion was made by Mr. J. Williams and seconded by Mr. Coopwood to recommend Approval to Award a Contract for Renovation/Modification to Russell Elementary School. The vote was 10 2, with Dr. Delvin-Brown and Mr. R. Williams dissenting. Motion OLD BUSINESS: A sub-committee was established at the February meeting to create F&T Committee Rules. NEW BUSINESS: Discussion ensued. The F&T Committee operates under Board Policy BDE. The sub-committee is working on creating by-laws to provide additional (and more explicit) direction to Committee members. Mr. Johnston provided an update on the work he has done with the sub-committee since February. Mr. R. Williams questioned how a Committee could function without by-laws already being in place. Mr. R. Williams also asked for clarification from Mr. Ragsdale on who the Committee should submit their questions to. Mr. Ragsdale reiterated that in the absence of a SPLOST CAO, he would be the point of contact for the Committee. Mr. Coopwood requested that Security be present at all future F&T Committee Meetings. Mr. Coopwood asked to discuss what goes into creating a SPLOST notebook. Discussion ensued. The Committee asked for direction from the Board on they [Board] would like for the Committee to proceed. According to Board Liaison Banks, Board Chair Sweeney has asked administration to make a SPLOST IV recommendation at the Thursday, March 22, 2012 Board meeting. Mr. Coopwood volunteered to bring refreshments to the April 16 meeting; Chair Euston volunteered to bring refreshments to the May 14 meeting; Dr. Crooks volunteered to bring refreshments to the June 18 meeting. ADJOURN: A motion was made, seconded, and unanimously approved by the Committee to adjourn the meeting at 8:34 P.M. Respectfully submitted: Lisa Weisert, Recording Secretary March 21, 2012 *END* Page 5 of 5