APPROVED
Windham
School Board
Public Session
August 29, 2006
Workshop Meeting
– SAU
School Board Members: Galen Stearns, Beverly Donovan, Beth Valentine
Barbara Coish and Bruce Anderson
Superintendent: Dr. Elaine Cutler
Facilities Committee: Mike Joanis
Harvey
Construction Representatives
Team Design Representatives
Chairperson Bruce Anderson called the workshop meeting of the Windham School Board to order at 8:07 p.m. with a call of the roll.
Update from Harvey Construction and Team Design
Representatives from Harvey Construction, led by Carl DuBois, explained to the Board that they met with Team Design to discuss how to re-approach the project. He noted that they have been working together to try to determine square footage, priorities and timelines. Mr. DuBois stated that they intended to recapture the auditorium in the next bid process. Harvey Construction was looking for feedback from the School Board. He stated that they cannot afford to miss the mark this time. Mr. DuBois requested a list of add alternatives that the Board wished to present to the voters in March.
Team Design stated that they would like to get the package out to bid in January, 2007. Dr. Cutler stated that they will need the GMP numbers before then because the Deliberative Session will be held in January with a publish date of January 10, 2007. The Board suggested that the package go out to bid in November or December. Mr. DuBois stated that putting it out during the holiday season is tough. He then noted that GMP #’s will be in before Deliberative Session.
Beth Valentine questioned Harvey Construction regarding pre-qualified sub lists and whether they will be cross-checked. Mr. DuBois stated that yes they will be cross-checked.
Chairman Anderson questioned Harvey Construction as to what their best guess would be to add back everything from the original plans. He was looking for a ballpark figure. Mr. Anderson stated that the Board needed data in order to make a list of add alternatives.
It was noted that Team Design was comfortable with $135.00 per square foot. Mr. DuBois sated that he would rather see the cost per square foot be a little higher.
Galen Stearns stated that as a Board, we need to develop a philosophy for the upcoming Town Meeting – does the Board propose a menu of add alternatives to the public or one lump type bond article.
Jim Delisle from Team Design, stressed that he would like to sit down again with the Curriculum Committee to review square footage as it pertains to curriculum. Dr. Cutler will arrange a meeting between Team Design and the Curriculum Committee. He questioned if the agreed upon 167,000 square footage was correct and what the Board wanted. Mr. Delisle clarified for the Board that 167,000 square feet did not include all catwalks, mechanical mezzanine or garage.
Anne Dodd from Harvey Construction stressed that they needed the hard documents within 3 (three) months.
The Board discussed adding the 3rd floor back into the plans. Harvey Construction stated that if anything were to be added back in that it should be the 3rd floor. Noting that it makes the most sense from a construction standpoint. Galen Stearns and Bruce Anderson suggested the possibility of adding the 3rd floor but leaving it as a shell for now and finishing it later.
Mike Joanis noted that some value engineering items should be considered being added back in also.
Carl DuBois stressed that the best option is to bid the 167,000 square foot plan. Mr. DuBois then noted that his companies needed to know what areas were important for adding back, to the Board. He requested a starting place in order to develop the plans. He was asking for a priority list from the Board.
Beth Valentine stated that it would make sense for us to go for maximum enrollment now at the high school, as the District is looking toward other school building needs in the future.
Dr. Cutler stated that she felt that the 3rd floor and classroom A section should be a priority.
The Board unanimously agreed to the following add-on priorities:
Mike Joanis stressed that the Board needs to erase the original plan from memory and focus on the 167,000 square foot plan.
Site Work
Carl DuBois distributed and explained the sub-contractor bid form, noting the total base bid along with value items that need to be looked at. He stressed that this bid would only be held until August 30, 2006. A decision would have to be made soon regarding acceptance of this bid.
Regarding the site work, Mr. DuBois noted the following:
Dr. Cutler stated that at this time, she has been in contact with bond counsel and is expecting clarification in the morning. Galen Stearns noted that bond counsel has the final say on the matter. Dr. Cutler stressed that according to Attorney Michael, the project can move forward regarding the lot line.
Barbara Coish stated that she would like to start work on the road, noting that many members of public would like to see something started.
Mike Joanis stated he had serious concerns in the area of not having competitive bids from the subs, now that the subs know that the schedule has changed. With regard to the schedule, Jim Delisle questioned how the new schedule would affect the District getting on site. Carl DuBois stated that the building would be turned over to the District earlier.
Mr. DuBois further stated that general conditions could increase $120,000 due to lengthened construction schedule.
Galen Stearns reiterated that there was a slow down in the commercial construction industry and questioned if we will do better going back out to bid in the winter with regards to the site work. Mr. Dubois stressed that he did not like taking that risk on the site work. He feels that it is not going to cheaper later on.
Dr. Cutler stated that the Board could make a decision tonight whether or not to accept the site bid pending bond counsel clarification.
Mike Joanis stressed the importance of drilling multiple wells at the site.
It was noted that Bruce Anderson did not want to proceed without a guaranteed maximum price. He also felt that subcontractors needed to be pushed hard to cut prices.
5 Minute Recess Called
After recess, Galen Stearns stated that he was having a hard time with the site number and that he was looking ahead to the ramifications, referring to the specific bond article. Carl Dubois questioned if he would feel better if the amount could be capped between now and then. Following this conversation a Motion was made.
Based on Condition from Bond Counsel, Motion for Harvey Construction Corporation to award as a base bid of $9,450,422.00 with $561,493.00 in value items to be considered as add alternates until April 2007 for site work. Motion made with a 1st by Barbara Coish and a 2nd by Beverly Donovan. Approved 3-2. Beth Valentine – yes, Galen Stearns – no; Bruce Anderson – no.
AREA Agreement
Dr. Cutler outlined the process steps the Board has to take in order to re-enter into an Area Agreement or a Tuition Agreement with Salem for the 2008-2009 school year. She noted specific RSAs for this process, stressing that the Board will need to clarify Section O as it pertains to seniors. She stressed that Salem is very concerned with this aspect. Dr. Cutler then noted that because Salem will have to delay their construction plans, they will be seeking some sort of financial reimbursement.
At this time, Dr. Cutler noted that the Board could enter into a Tuition Agreement, which could be for any duration and would be made between the two School Boards. She noted that there would not be a public hearing involved. A September 20th meeting with Salem has been scheduled.
It was noted that three Windham Board members would be representatives: Galen Stearns, Barbara Coish and Beverly Donovan. The Board will discuss negotiations at the next public Board meeting which is to be held on September 5, 2006.
Motion to return to Non-Public Session under RSA 91-A:II(b) at 10:40p.m .was made by Beth Valentine with a 2nd by Barbara Coish. Galen Stearns-aye; Beverly Donovan-aye; Barbara Coish-aye; Beth Valentine-aye and Bruce Anderson-aye.