March 28 2018 Work Session with School Board Minutes317
MINUTES
Frederick County Board of Supervisors — Frederick County School Board
Joint Work Session
Wednesday, March 28, 2018
5:30 p.m.
Board Room,107 North Kent Street, Winchester, VA
ATTENDEES
Board of Supervisors: Chairman Charles S. DeHaven, Jr.; Vice Chairman
Gary A. Lofton; Blaine P. Dunn; Judith McCann -Slaughter; J. Douglas McCarthy;
Robert W. Wells and Shannon G. Trout were present. Staff present: Kris C. Tierney, County
Administrator; Jay E. Tibbs, Deputy County Administrator; Cheryl B. Shiffler, Finance Director;
Jennifer Place, Budget Analyst; Sharon Kibler, Assistant Finance Director; and Ann W. Phillips,
Deputy Clerk to the Board of Supervisors.
School Board: Dr. John Lamanna; Michael Lake; Seth Thatcher; Jay Foreman; and
Shontya' Washington were present. Kali Klubertanz and Frank Wright were absent. Staff
present: Dr. David Sovine, Superintendent; Dr. Al Orndorff, Assistant Superintendent;
Steve Edwards, Coordinator of Policy and Communications; Dr. James Angelo, Assistant
Superintendent for Instruction; Patty Camery, Executive Director of Finance; Kristen Anderson,
FCPS Budget Supervisor; Tim Crisman, Director of Facilities Services; Kevin Kenney, Clerk of
the Works.
CALL TO ORDER
Chairman DeHaven called the meeting to order at 5:30 p.m.
APPROVAL OF AGENDA
Upon motion of Vice Chairman Lofton, seconded by Supervisor Slaughter, the agenda
was approved.
PRESENTATION
Dr. Sovine reviewed the planning process for determining the necessity to replace rather
than renovate the Aylor Middle School building. Mr. Kevin Kenney, Clerk of the Works,
reviewed the challenges of renovating while students occupy the building. He noted the logistics
of the project will be very difficult on the site around the building and concluded that not all of
Minute Book Number 43
Board of Supervisors Joint Work Session with
Frederick County School Board on March 28, 2018
County of Frederick, Virginia
318
the building's problems could be addressed through renovation. Mr. Tim Crisman, Director of
Facilities Services, reviewed the logistical challenges within the building should the students
occupy the building during renovation.
DISCUSSION
Supervisor Dunn questioned whether the School Board's numbers were being used to
achieve the objective rather than simply being provided as data that could be reviewed to solve a
problem. He said the contingency fees seem high.
Supervisor McCarthy expressed concern that the renovation cost changed from $33
million to $49 million in two months and asked for an explanation.
Dr. Sovine said the $33 million estimate was not for a complete renovation, and that
details had been provided to the Board of Supervisors in previous meetings.
Dr. Omdorff noted that the original estimate was for a 140,000 square foot building, but
the newer estimate for a Tier 3 renovation includes 160,000 square feet to align it with the other
County middle schools. He said the School Board will have to work with whatever is
appropriated by the Board of Supervisors.
In reference to confusion about Tier 2 and Tier 3 renovations versus a full building
replacement, Supervisor McCarthy stated that it is important for the Board of Supervisors to
receive good information in order to make good decisions.
Supervisor Dunn inquired about the process for finding land to build a new building.
Dr, Orndorff estimated a cost between $1.2 million and $1.6 million for a new site. Dr. Sovine
said that demolition costs to raze the existing building are estimated at $2 million. Supervisor
Dunn suggested that the School Board make the old Aylor building available for resale if the
decision is to build a new Aylor building.
Vice Chairman Lofton referenced the January joint work session at which one School
Board presentation slide described a renovation resulting in a 140,000 square foot building
costing $33 million. He asked about the planned program capacity. Dr. Sovine said the capacity
would be 900. Supervisor Slaughter asked about the capacity of the 160,000 square foot
building. Vice Chairman Lofton asked for clarification since both the 140,000 and 160,000
square foot buildings would have a capacity of 900. Dr. Orndorff explained that the building
Minute Book Number 43
Board of Supervisors Joint Work Session with
Frederick County School Board on March 28, 2018
County of Frederick, Virginia
319
standards have changed and there is a need to increase classroom sizes and include collaborative
spaces. Dr. Angelo added that the existing science labs are too small.
Supervisor Trout asked whether renovation would address the ventilation and light issues.
Dr. Orndorff said that adding light tubes is the only option for improved lighting if the
renovation is done.
Supervisor Trout said the larger square footage mirroring the other middle schools is the
best option, adding that the renovation process would be miserable for the students and staff.
She said more money should not be dumped into a building that has many problems, so she is
leaning toward replacement.
Dr. Angelo said he was principal at James Wood Middle School during the renovation
and highlighted the issues caused by occupying the building during the renovation process.
Supervisor Wells said he had visited Aylor with two local contractors and has some
thoughts. He offered to discuss the topic with all those interested.
Chairman DeHaven thanked the members of both Boards for attending.
ADJOURN
Upon motion of Vice Chairman Lofton, seconded by Supervisor McCarthy, the meeting
was adjourned at 6:48 p.m.
Charles S. DeHaven, Jr.
Chairman, Board of Supervisors
Kri . ier ey
B Clerk, . Supervisors
Minutes Prepared By: �
Ann W. Phillips Ifu-
Deputy Clerk, Board of Supervisors
Minute Book Number 43
Board of Supervisors Joint Work Session with
Frederick County School Board on March 28, 2018
County of Frederick, Virginia