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Minutes of other Meetings |
Minutes of the Board of Supervisors
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3:00 P.M. 
CALL TO ORDER On motion of Mr. Havasy, seconded by Mr. Purcell, which carried a vote of 6-0, the Board voted to reconvene the meeting. DISCUSSION OF THE NEW ELEMENTARY SCHOOL
Kevin Linhares, Director of Facilities Management, said seven elementary schools were used in the following analysis and includes projects bid or awarded since September 2006. Mr. Linhares noted all information has been confirmed and verified with either the County or Architect for the project. Mr. Linhares stated the average building cost is $14,145,785.00 and the average square foot building cost is $154.00. Mr. Linhares further stated that according to the Virginia Department of Education, Division of Support Services, when comparing 2006 cost figures with 2005, construction prices have risen, however, it appears that the rapid rise in construction cost increase has moderated to a more normal rate of inflation. Mr. Linhares added the determination of actual building and square foot costs has been verified and compiled from information received from Virginia Department of Education, Hanover County Schools, Loudoun County Schools, Prince William County Schools, Spotsylvania County Schools, Caroline County Schools, Moseley Architects Harrisonburg Office, Moseley Architects Richmond Office, BCWH Architects Richmond Office, and Branch Associates.
Mr. Linhares referenced a graph showing surrounding countys elementary schools building costs compared to the average cost. Mr. Linhares explained the total building costs for each school. Mr. Linhares said the average building costs for the elementary schools is $14,145,785.71 and the new elementary school building costs for Louisa County is $16,443,626.00. Mr. Linhares stated the actual “soft cost” for the elementary schools analyzed in this presentation include the following: Mr. Linhares referenced a graph showing surrounding countys elementary schools soft costs compared to the average cost. Mr. Linhares explained the total soft costs for each school. Mr. Linhares said the average soft costs for all of the elementary schools is $2,978,547.43 and the new elementary school soft costs for Louisa County is $4,008,757.00. Mr. Linhares referenced a graph for the maximum student capacity and total projected costs. Mr. Linhares added these are the maximum operating capacities for the Virginia Department of Education. Mr. Linhares explained the student capacity and total projected costs for each school. Mr. Linhares said the average student capacity is 951 students at a projected total cost of $20,445,546.71 and the student capacity for Louisa County is 885 students at a projected total cost of $24,376,272.00. Mr. Linhares referenced a chart for the summary of the most reasonable costs. Mr. Linhares said the average reasonably project costs for an elementary school should be in the $20.2 or $20.3 million range. Mr. Linhares stated the total projected cost for the new elementary school in Louisa County is $24, 376, 284.00. Mr. Linhares noted the cost savings would be about $4.1 million. Mr. Linhares stated that does not take into consideration all cost spent up to date, except for the site.
Mr. Purcell stated this was an excellent presentation but he has to assimilate this information before commenting further.
Mr. Harper said Mr. Linhares stated Spotsylvania County did not use a construction manager and questioned if they have a full-time project manager. Mr. Linhares stated Spotsylvania County does have a full-time staff project manager and staff costs were not included in the comparison graphs. Mr. Linhares stated this presentation basically shows where the costs were since September of 2006 and where Louisa stands. Mr. Linhares stated this is the information the School Board asked the Board of Supervisors to make the decision on.
Mr. Havasy questioned how much it costs per year for a school district to keep a construction manager on staff. Mr. Linhares said in his summary for reasonable costs, architectural administration costs about $100,000. Mr. Linhares stated basically what can be done is to have a clerk of the works hired by the school, which is about $70,000 per year, and an architect, who is basically a representative for the general contractor working on the project. Mr. Linhares said the architect would take care of all the change orders that come in and correspondence that happened during the job. Mr. Linhares added the clerk of the work would oversee and report to the School Board of what is going on. Mr. Lintecum thanked Mr. Linhares and Amanda Lloyd, Office Manager of Administration, for all of their hard work on this presentation.
Mr. Jennings questioned the structure of the schools. Mr. Linhares stated the schools were all made of brick and block.
Mr. Gentry stated the numbers given are based on the pod design and questioned if Mr. Linhares has looked at any other designs for Louisa to see if the amount of the school would decrease. Mr. Linhares stated the summary given in the presentation is not specifically based on a pod design. Mr. Gentry questioned how Mr. Linhares came up with the total projected cost of $20,268,500.00. Mr. Linhares stated that figure is based on averages and square footage. Mr. Purcell said the latest statement from the School Board that the discussions of the Design Committee were not relayed properly by this Boards representatives is patently false. Mr. Purcell added in the Design Committee meeting minutes, it is stated several times that the budget which was agreed to for this project was $16 million. Mr. Purcell further added the Architect and the Superintendent reiterated the point. Mr. Purcell said the Board reiterated these points when the discussion on the design was losing site of that fact, at which point the two Boards had a disagreement on price. Mr. Havasy stated he agrees with Mr. Purcell and said the Boards part in building a school is purely financial. Mr. Havasy added the School Board is in charge of the construction and teaching the children and he doesnt want to interfere with that. Mr. Havasy said he is very interested in getting a school built, but not for this amount of money. Mr. Havasy further said he couldnt support spending $4 million more dollars than what is needed. Mr. Gentry said January 3, 2006, the Board took a position and said the budget for the school is $16 million and the School Board could come back to the Board of Supervisors with anything justified over the $16 million. Mr. Gentry added that the School Board submitted no justifications to the Board of Supervisors. Mr. Gentry stated he doesnt think the Board of Supervisors or Citizens would want to spend $24 million on a school to accommodate 700 students. Mr. Gentry said spending $21.37 million for 400 students and fifteen trailers is even worse. Mr. Gentry stated none of the numbers in the presentation reflect that the number of students the school accommodates have to be reduced. Mr. Gentry said he needs to study the numbers from the presentation to decide where the break down is between the Countys school and the other schools. Mr. Gentry stated if $24 million and $21.37 million are the only two options, then the Boards still has work to do.
Mr. Purcell stated according to the presentation, the average cost for the total project is $20.4 million and questioned Mr. Linhares, in his opinion, if the County could build a school for average cost, would he do it. Mr. Linhares said yes, he would build the school. Mr. Wright stated he would like to recognize the members present from the School Board and stated he apologizes for not recognizing them at the beginning of the meeting.
Mr. Wright stated $24 million doesnt reflect the total amount of costs because when this money is financed, it isnt interest free. Mr. McLeod said for $16 million adding interest would increase the total amount to $25 million. Mr. McLeod added for $24 million plus interest would increase the total cost to $35 million. Mr. Wright said the public is interested in the total payback figures.
Mr. Wright said the School Board needs to know what the Board of Supervisors decision is. Mr. Wright commented that he doesnt agree with deleting the pod because the school will be over filled the day it opens. Mr. Wright noted the School Board needs to know what to do by March 10, since that is that last day the current bids are valid. Mr. Harper said a year ago the Board appropriated $16 million plus the site work and that puts the figures close to what is being talked about now. Mr. Harper stated he could entertain supporting the numbers that Mr. Linhares has presented. Mr. Harper said he cares about how much the school will cost, the number of students the school will accommodate and that the County will own the plans; he doesnt care about the design of the building.
Mr. Jennings said he thinks the Board should stay with the numbers that were originally appropriated. Mr. Jennings further said without rushing this project, he thinks the school can be built closer to reasonable numbers.
Mr. Gentry said it is difficult to compare figures because Louisas soft costs are $2 million over average and the amount of students the school can accommodate is below average. Mr. Gentry added he doesnt care about the design of the school, but he cares about how many students it will accommodate. Mr. Gentry said Spotsylvania Countys bids came in over budget, so they worked on value engineering and considered redesigning. Mr. Gentry stated he is not in position to go forward with either option that the School Board is presenting. Mr. Wright said the School Board needs to know whether the Board will go with the current figures or not.
Mr. Purcell stated there is only been one resolution that has been formally approved by the Board, which was appropriating $16 million. Mr. Purcell said the Board would be voting on approving either option presented by the School Board. Mr. Purcell questioned if the Board would be making a motion on the amount of money to appropriate to the School Board. Mr. Wright said the Board is not in the position to offer a specific amount of money. Mr. Gentry stated the School Board voted to send the Board of Supervisors a written proposal for the second option of $21.37 million, fifteen trailers and 400 students and questioned if the Board of Supervisors has received the letter. Mr. Lintecum stated every Board member received a copy.
Mr. Purcell said he would like to make the motion to deny appropriating $24,376,284.88 to the School Board for the construction of the new elementary school. Mr. Havasy seconded the motion. Mr. Wright requested a roll call vote. With the votes reflecting 6-0, with Mr. Barnes absent, the motion passed to deny appropriating $24,376,284.88 to the School Board for the construction of the new elementary school.
Mr. Gentry said the second option to eliminate one pod for $21.37 million and add fifteen trailers should have a motion as well, because it has also been presented to the Board of Supervisors.
Mr. Harper said he would rather the Board not discuss anything in the nature of options. Mr. Harper stated he would rather the Board say what will be done and what exactly there is to work with. Mr. Harper added in the future, he would like to get away from “options” in discussions. Mr. Purcell and Mr. Havasy agreed. Mr. Wright agreed and stated eliminating a pod and adding trailers isnt an option and that is why the County wants to build a new school. Mr. Gentry questioned if this isnt an option, then what is it. Mr. Harper said it depends on whether the Board wants to debate or not. With the votes reflecting 6-0, with Mr. Barnes absent, the motion passed to deny appropriating $21.37 million to the School Board for the construction of the new elementary school. Mr. Purcell said when the Board comes back with a suggestion for the School Board, as far as a new resolution, he is not interested in micro-managing that. Mr. Purcell added he would like more than 400 person school, but he is not interested in micro managing beyond that point.
Mr. Havasy commented the Board wants to pursue this project as soon as possible because there is a need for a new school in the Community. Mr. Havasy stated he would like to pledge his help to expedite this project. Mr. Gentry said he thinks the Board has legitimate numbers to work with between $16 million and $20 million, given what Mr. Linhares presented.
Mr. Harper said looking at all project costs, figures are at $19 million for building and site costs. Mr. Wright questioned the Board if they feel like it will be enough time given to discuss this on March 14, 2007 at the budget meeting. The Board agreed to discuss this at the March 14, 2007 meeting.
Mr. Wright questioned the Board if there should be a set time limit for the citizens information period during the regular meeting. The Board stated that was up to the Chairman to decide. Mr. Wright said the citizens information period would be limited to forty-five minutes.
ADJOURNMENT On motion of Mr. Jennings, seconded by Mr. Gentry, which carried by a vote of 7-0, the Board voted to adjourn the March 5, 2007 meeting at 4:08 p.m. BY ORDER OF |