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January 27, 2006 Work Session 298 A Joint W orksession ofthe Frederick County Board of Supervisors and the Frederick County Public School's Buildings and Grounds Committee was held on Friday, January 27, 2006, at 4:00 P.M., at the Frederick County Public School Administrative Offices, 1415 Amherst Street, Winchester, Virginia. BOARD MEMBERS PRESENT Chairman Richard C. Shickle; Vice-Chairman Bill M. Ewing; Charles S. DeHaven, Jr.; Gary W. Dove; Gene E. Fisher; Philip A. Lemieux; and Barbara E. Van Osten. OTHERS PRESENT County Administrator John R. Riley, Jr.; Deputy County Administrator Jay E. Tibbs; Frederick County School Board Chairnlan Lawrence VanHoose; School Board members Stuart Wolk; John Lamanna; Don Butler; and Patricia Stiles; Superintendent William C. Dean; Assistant Superintendent for Administration Al Orndorff; Assistant Superintendent for Instruction Patty Taylor; Finance Director Lisa Frye; Director of Maintenance and Grounds Larry Rickard; and Assistant to the Superintendent Steve Kapocsi. CALL TO ORDER Buildings and Grounds Committee Chairman called the worksession to order and thanked the Board of Supervisors for attending. SPRING 2006 BOND ISSUE & FUND APPROPRIATION FOR CAPITAL PROJECTS Dr. Dean began by reviewing the history ofthe replacement Gainesboro Elementary School. He also discussed how the school board arrived at the proposed size of the building. He stated that the instructional committee looked at constructing larger buildings; however, they felt 550 student capacity was more conducive to instmction than a proposed 750 student building. Assistant Superintendent Orndorff reviewed the student projections from the current year through 20 I O. Assistant Kapocsi reviewed the time line for constmction of the replacement Gainesboro School. He stated that the concept/scope work has been completed; however, the design work has just begun. He went on to say that it would be April 1 st beforc the bid documents would be completed; therefore, the architect and engineers must be fully engaged as soon as possible. He concluded by saying that the project was two months behind schedule. Minute Book Number 31 Board of Supervisors Workscssioll with School Board 011 01127/06 299 Chairman Shickle asked why the project was behind in the design phase. Assistant Kapocsi responded the delay was due to surveying, the School Board reviewed the size, and working with Parks and Recreation on community space in the building. Superintendent Dean cautioned both groups that the School Board would not know the total cost of the project until the bids come in. He concluded by saying that he was not comfortable saying $17.8 million was the final cost of the project. Supervisor Dove stated that it was his understanding that the Board of Supervisors would see the bids and contracts before the money was appropriated. Vice-Chairman Ewing asked if the $15 million was being requested up front or over the course of the project, since the constmction project was pay as you go. Superintendent Dean responded that the issue was complex due to the bonding period. Finance Director Frye advised that the School Board was not seeking an additional appropriation; however, they were looking for bond proceeds or cash to get them through the period from May to November. She went on to say that the School Board would not know what the total amount needed would be until the project is put out for bid. Once the bids are received then they would be held open for 60 days. She stated that the School Board was seeking recognition from the Board of Supervisors as to the need for this appropriation. She went on to say that the School Board would meet with the Board of Supervisors in May to request a public hearing for a budget adjustment to be held later in May. Cash would be needed to operate through November 2006 because a contract could not be signed unless there was an appropriation. Finance Director Frye also addressed the 12th elementary school and advised that ifland was not proffered for this school then the School Board would ask the Board for cash to buy land. Mr. W olk advised the Board that the School Board has to apply for bond proceeds every six months. Chairman Shickle asked if $1 ,000,000 was enough to get the School Board through April. He asked ifthe School Board requested bond monies in April and got an appropriation at that time, would it work. Finance Director Frye stated there was a need to appropriate for the entire project. She explained that if the bond proceeds were applied for and received and the proposed project fell Minute Book Number 31 Board of Supervisors Worksession witb Scbool Board on 01/27/06 300 through then the money could be redirected to another project. Vice-Chairman Ewing stated that he would like to have a longer period between the borrowing ofVPSA funds in order to conduct design, scope, etc. Chairman Shickle stated that he believed the tool of advancing funds for land, design, etc. would work out and buy both boards more time. Finance Director Frye advised that the Board of Supervisors would need to pass a reimbursement resolution prior to the School Board spending the monies, if they wanted to be reimbursed from the bond proceeds. Chairman Shickle asked the School Board if they could create a model time line for each school, which outlines who does what, when, etc. Dr. Dean stated that the School Board could do this type of model and identi fy when money needs to be appropriated, etc. Supervisor DeHaven stated that he believed for the School Board to reach their goal of having new schools ready in the Spring and opened in the Fall, then the process should start six months earlier, which would give both boards some wiggle room. Supervisor Van Osten stated that both boards know where the new school sites are needed and hopefully that would positively affect this process. Supervisor Dove objected to the proposed size ofthe new Gainesboro School and questioned the additional square footage. He felt it was too soon to have a school out there that size. Dr. Dean reviewed the square footage. He stated that the School Board started with a base of 81, 500 square feet. Additions included: 6 classrooms (5,800 square feet). 4 additional smaller study areas (897 square feet). mechanical space (4,000 square feet) corridors (1,360 square feet). Dr. Dean went on to say that each time a new school is built, additional special features are added to help teach the students. Supervisor Dove stated that the Board of Supervisors needed to make sure the citizens tax money was being spent wisely. Minute Book Number 31 Board of Supervisors Worksession with School Board on 01127/06 301 Vice-Chairman Ewing stated that he was looking for the most practical and cost effective school. Chaimlan Shickle advised that the School Board was not finished looking at the square footage of the building. He went on to say that the School Board would do some exercises to look at the square footage and the Board of Supervisors would look at what constitutcs the need for the additional square footage. Supervisor Dove stated that he used the existing schools and capacity when talking about square footage needs for the new schools. Supervisor Fishcr volunteered his some of his time to meet with Assistant Superintendent Orndorff to discuss the design and square footage issues. Dr. Dean adviscd that the architects wcre set for go or no go at 102,000 square feet. Supervisor Dove stated that he would like the school to be scaled back to 96,000 square feet. Dr. Dean stated that he did not know ifthe difference in cost could be made up. He went on to say that if the project were sent back to the architects then the school could not open in 2007. Mr. Butler stated that he had a problem constraining the value engineering to "x" square feet. School Board Chairman VanHoose stated that he believed the School Board should still go through the third party value engineering exercise. The two boards ncxt discussed the proposed 12th elementary school. Assistant Superintendent Orndorff advised that it was the School Board's hope that the land for a new school would be protIered as part ofa future rezoning, in order to accommodate the future student population in that area. Supervisor Lemicux asked at what point the County would have to purchase land for this school bccause nothing is on the horizon. Assistant Superintendent Orndorff responded that if nothing happened within the next six months then the School Board would have to begin hunting for land. Dr. Dean advised that the $500,000 to begin scoping the project does not include land acquisition. Chairman Shickle stated that this project was a candidate to be pulled from the VPSA bond request because the Board of Supervisors had agreed previously to funding land acquisition and Minute Book Number 31 Board of Supervisors Worksession with School Board on 01127106 302 architectural work through fund balance. Administrator Riley advised that ifthe Board approves the Spring VPSA application, which includes a $1,000,000 reimbursement to the County, then that money could be re-appropriated for scope, design, etc. for the 12th elementary school. Vice-Chairman Ewing stated that he would like to see the 12u1 elementary school removed from the Spring VPSA bond application. Chairman Shickle advised the School Board that they should be on the hunt for real estate to purchase for this facility. Finance Director Frye advised that the School Board needed to appropriate up to $1,000,000 to get through site design, etc. These funds could be put in the budget for FY 2007 so it would not have to go through public hearing. Administrator Riley advised that the Board and County would be more comfortable getting reimbursed for the $1,000,000, which could be used as an on-going source offunding for design, etc. Vice-Chairman Ewing stated that the time line for the 12th elementary school needs to be reissued. There being no further business, the work session was adjourned at 5:30 P.M. (L. Q Q u.. Q_O~ Richard C. Shickle Chairman, Board of Supervisors ~lj Jo n R. Riley, Jr. Clerk, Board of Supervisors Minutes Prepared By: nn J J F_ I,ll ~bS Deputy Clerk, Board of Supervisors Minute Book Number 31 Board of Supervisors Worksession with School Board on 01/27106