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AGENDA

 

SCHOOL BUILDING AUTHORITY OF WEST VIRGINIA

2300 KANAWHA BOULEVARD, EAST

CHARLESTON, WEST VIRGINIA

Monday, March 17, 2014 – 9:30 A.M.

Tuesday, March 18, 2014 - 9:00 A.M.

 Note:  Please click the attachment name for the relevant back-up information.

I.           CALL TO ORDER 

 

II.               ACKNOWLEGEMENTS AND RECOGNITIONS 

 

III.             APPROVAL OF MINUTES

            SBA Quarterly Meeting of December 9, 2013 – (Action) – ATTACHMENT A

            SBA Quarterly Meeting of January 23, 2014 – (Action) – ATTACHMENT B 

 

IV.             EXECUTIVE DIRECTOR’S REPORT -  Dr. Mark A. Manchin  

A.        Overview of SBA’s 2014 Bond Sale (Information) 

Dr. Mark A. Manchin will provide a status update regarding the sale of the Series 2014A School Construction Bonds.

 

B.         Purchasing Card (P-Card) Program Report – (Information) – ATTACHMENT C 

One of the requirements of the P-Card Program is for the Board/Authority members to review all purchases made by staff members.  As such, the document in Attachment C provides an itemized list of the SBA’s card usage for the period of November 1, 2013 through January 31, 2014.

 

C.         Design Build Projects Updates – (Information) – ATTACHMENT D

 

Dr. Mark A. Manchin will provide a progress report on the two Design Build projects that the SBA funded in April of 2013.  These projects are the New Lumberport Middle School in Harrison County and the New Franklin Elementary School in Pendleton County.

 

D.         Review of the School Access Safety Program – (Information)

 

Dr. Mark A. Manchin will provide a status update regarding the School Access Safety Program.

 

E.       New WV Board of Risk and Insurance Management (BRIM) Requirements – (Information) ATTACHMENT E

 

WV BRIM has partnered with the National Safety Council to provide an on-line defensive driving training course.  There is no cost associated with taking the course and there is the potential for an insurance premium reduction for the SBA if 90% of our drivers participate.

 

We have provided a copy of the letter from BRIM and an instruction page for the driving course. 

 

V.         CONSENT AGENDA – Dr. Mark A. Manchin - (Action)  

The following amendments to county Comprehensive Educational Facilities Plans (CEFPs) have been reviewed and are recommended for approval by the SBA staff.  A single motion of the Authority may approve all items on the Consent Agenda or, should an individual item be of interest to a member, it may be pulled for discussion.  Complete amendment submittals will be available for review upon request.  The Consent Agenda contains the following items:

 

A.        Monongalia County’s CEFP Amendment – ATTACHMENT F

 

The Monongalia County Board of Education requests approval of an amendment to their 2010 – 2020 CEFP.  This amendment includes the following revisions: 

1.  The construction of a new Suncrest Elementary School that will replace Suncrest Primary. 

2.  North Elementary School updates for work that was completed in 2010.  This amendment also moves the 4th and 5th graders from North Elementary that are from the Suncrest Primary attendance area to the new PK-5 school.   The amendment addresses attendance area revision to North as well as a proposed new addition to alleviate the overcrowding issues.  

3.  Mountainview Elementary School updates pertaining to a proposed new addition. 

4.  Eastwood Elementary School updates pertaining to a proposed new addition. 

Monongalia County has provided the appropriate amendment documentation to the SBA office and I respectfully recommend approval of this amendment to their CEFP.

 

B.        Raleigh County’s CEFP Amendment – ATTACHMENT G

 

The Raleigh County Board of Education requests approval of an amendment to their 2010 – 2020 CEFP.  This amendment provides for an increase to the scope of work and provides updated costs for the renovation in the current CEFP.  This amendment was approved by the WV State Board of Education on February 12, 2014.

 

Raleigh County has provided the appropriate amendment documentation to the SBA office and I respectfully recommend approval of this amendment to their CEFP.

 

C.        Webster County’s CEFP Amendment – ATTACHMENT H

 

The Webster County Board of Education requests approval of an amendment to their 2010 – 2020 CEFP.  This amendment provides for the closure of Diana PK-8 and Glade Middle School 5-8.  The students from Diana in grades PK-6 will be relocated to Webster Springs and the students in grades 7-8 will be relocated to Webster County High School.  Glade Middle School students in grades 7-8 will be relocated to Webster County High School and grades 5-6 will be relocated to Glade Elementary which is being changed from a PK-4 configuration to a PK-6 configuration.  Webster Springs students in grades 7-8 will be relocated to Webster County High School and Webster Springs is being changed from a PK-8 configuration to a PK-6 configuration.

 

Webster County has provided the appropriate amendment documentation to the SBA office and I respectfully recommend approval of this amendment to their CEFP.  

 

VI.       FINANCE REPORTS – Mr. Garry Stewart 

A.        Analysis of Trustee Accounts - Trustee Accounts Report - (Information) - ATTACHMENT I

 

The financial reports of the trustee accounts held at United Bank of Charleston, WV and Mellon Bank of New York for the period ending February 28, 2014 summarize the trustee functions of the SBA. The report includes a short summary of each bond series. 

B.        United Bank of Charleston – SBA Program Depository Accounts Report(Information) - ATTACHMENT J 

The financial report of the depository account that is maintained by the United National Bank for the period ending March 15, 2014, summarizes construction spending by the SBA for its School Construction and Major Improvement Programs.

 

C.        Current SBA Fund Balances – (Information)             

                                                April 28, 2014

1.   Emergency                         $   2,525,369.75 

2.   NEEDS Funds                  $ 15,256,722.42     

3.    QZAB                               $ 1,358,000.00 

 

VII.      FINANCE/CONSTRUCTION COMMITTEES REPORT  

A.        Selection of Independent Auditor – (Action) ATTACHMENT K 

The School Building Authority is required by our Bond Trust Indentures to have an independent audit performed at the end of each fiscal year.  Our standard procedure has been to obtain new bids every three years.  As such, the SBA released a Request for Quotation for Auditing Services for the Fiscal Years ending 2014, 2015 and 2016.  Bids were received from three firms:  Dixon Hughes Goodman LLP (Dixon Hughes), Gibbons & Kawash and Suttle and Stalnaker.  Upon review of the bids it was determined that Dixon Huges Goodman LLP was the low bidder.  It is recommended that the SBA hire Dixon Hughes as our independent auditor at the rate of:  $19,000 for FY14, $19,500 for FY15 and $19,900 for FY16.

(Note:  If the SBA should receive federal funding in the future, Dixon Hughes has agree to perform the required A-133 Audit for the following fees:  $4,500 for FY14, $4,600 for FY15 and $4,700 for FY16.) 

B.        Clay County  - Energy Savings Contract – (Information/Action) - Dr. Mark A. Manchin 

During the SBA April 2012 meeting, the Authority awarded a NEEDS grant to Clay County in an amount of $1,650,000 to be used in conjunction with $399,640 of local funding, for an HVAC system renovation at the existing Clay County Middle School.   While the SBA funding was dedicated specifically to the renovation of the Middle School HVAC system, this project was part of a larger county wide Energy Savings Performance Contract.  Upon award of the grant, Clay County obtained the services of Energy Savings Group (ESG) to complete the project design, aid Clay County in obtaining the necessary financing and aid in evaluating potential contractors and costs to complete the scope of the project.  

On December 2, 2012 the SBA staff received information from ESG that indicated the project development was progressing and that they anticipated completing the financing of the local contribution by January 31, 2013 and an estimated project completion of October, 2013.  Design Development documents were submitted for SBA approval on April 14, 2013.  However, due to the financial situation of the Clay County Board of Education, they were experiencing difficulty completing the financing portion of the project.  At that time the SBA staff placed the review of these documents on hold until financing was completed.   In December, 2013 Clay County was able to secure the necessary financing to complete the project and the Design Development document review was completed and construction drawings were submitted for SBA review on February 24, 2014.  It is anticipated that the project will be bid within 120 days of SBA approval and completion of the work with 300 days of the bid award.   

C.        West Virginia Schools for the Deaf & Blind  - (Information) – Dr. Mark A. Manchin -  

The SBA staff respectfully requests a discussion of the most recent developments as they relate to the West Virginia Schools for the Deaf & Blind. 

           

VIII.    PROJECT REVIEWS AND INTERVIEW SCHEDULE – (Action) – ATTACHMENT L 

 

IX.        PERSONNEL – (Information/Action) - Dr. Mark A. Manchin 

 

X.         FUTURE MEETINGS 

The 2014 Needs project selections are tentatively scheduled for 9:00 a.m. on April 28, 2014.  This meeting will be held in the Governor’s Press Conference Room at the State Capitol Complex, 1900 Kanawha Boulevard, East, Charleston.  

The 2014 summer quarterly meeting of the School Building Authority of West Virginia is scheduled at 9:00 a.m. on June 16, 2014 with the location to be determined. 

The 2014 fall quarterly meeting of the School Building Authority of West Virginia is scheduled at 9:00 a.m. on September 29, 2014 with the location to be determined. 

The 2014 winter quarterly meeting of the School Building Authority of West Virginia is scheduled at 9:00 a.m. on December15, 2014 at 2300 Kanawha Boulevard, East, Charleston. 

 

XI        ADJOURNMENT