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The West Virginia Lottery

900 Pennsylvania Avenue

10th Floor Conference Room

Charleston, West Virginia

December 15, 2014

9:00 a.m.

 

 

Note: To see the attachments referred to below please click the word 'Attachment' at the appropriate section and the information will be opened for your viewing.

I.           CALL TO ORDER  

 

II.         ACKNOWLEDGMENTS AND RECOGNITIONS 

            New Board Member

The Honorable Jennifer Bailey, Thirteenth Judicial Circuit Judge, will be providing the Oath of Office for the School Building Authority’s newest Board Member, Mr. Thomas Campbell.  

 

III.        APPROVAL OF MINUTES  

SBA Fall Quarterly Meeting of September 29, 2014 – (Action) – ATTACHMENT A

SBA Special Meeting of October 17, 2014 – (Action) – ATTACHMENT B

 

IV.        EXECUTIVE DIRECTOR'S REPORTSMr. David Sneed                    

A.    School Access Safety – Mr. David Sneed - (Information) 

 

West Virginia was the first state to organize and fund School Access Safety Projects. County Boards of Education have completed Comprehensive School Access Safety Plans and the SBA has provided funding for risk assessments and vulnerability reviews. This information is now complete for all schools in West Virginia and the data is on file with the Office of Homeland Security for emergency respondents use.   West Virginia Code now requires County Boards of Education to use the data collected to create countywide crisis prevention and response plans. This next phase of the program will be managed by the State Department of Education (SDE) with assistance from the SBA.  A portion of the funds remaining in the School Access Safety Account will be used to assist the SDE and counties with the first phase of the crisis response planning.  Any remaining funds will be used to address future School Access Safety Projects. 

 

B.    Brooke County Bond – (Information)

Brooke County presented a NEEDs project to the Authority in April 2014 that would construct a new consolidated middle school and provide HVAC renovations at Brooke County High School.  The project financing plan required passage of a Local Capital Improvement Bond to effectuate these improvements.  Brooke County requested a $18,000,000 NEEDs Grant from the Authority and they also proposed a Local Bond Call of $15,000,000 and Local Capital Improvement Funding of $3,000,000 to complete the financing plan.  The Authority showed their support for the projects by providing a Reserve Grant of $100,000 to Brooke County and a Grant Contract was executed placing the $100,000 in reserve with the understanding that an additional $17,900,000 in SBA funding would be considered in future funding cycles, if the proposed Local Bond issue passed.  We are pleased to report that Brooke County passed their $15,000,000 Local Bond on November 4, 2014 and these funds along with their $3,000,000 in Local Capital Improvement Funding will now complete their portion of the financing plan for these two projects.  We anticipate presenting a recommendation to the Authority that would request approval of the remaining SBA Funding for these projects.  Brooke County will retire their current outstanding bonds in June, 2015 and requests that this approval be provided as soon as possible to allow them to go to market with their bond sale prior to the retirement of their current bonds and to prevent a lapse in their Bond tax collections.   The SBA Staff is reviewing this request and without objection we will provide a recommendation regarding the request during the March 2015 meeting.

 

C. 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, Attachment C provides an itemized list of the SBA’s card usage for the period of August 1, 2014 thru October 31, 2014. This report is being provided to the full Authority for final disposition. 

 

 

V.         CONSENT AGENDA – Mr. David Sneed - (Action)

The following amendments to county Comprehensive Educational Facilities Plans (CEFPs) have been reviewed and are recommended for approval by the SBA Staff and also reviewed and coordinated with the State Department of Education Office of School Facilities.  The State Board of Education is taking action on these same amendments during their December, 2014 meeting.  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.        Berkeley County’s CEFP AmendmentATTACHMENT D

The Berkeley County Board of Education requests approval of an amendment to their 2010 – 2020 CEFP.  This amendment adjusts the financial costs and summary of the CEFP, in particular for the addition of six (6) new classrooms at Potomack Intermediate School.  Berkeley County has provided the appropriate amendment documentation to the SBA Office.

I respectfully recommend approval of this amendment to Berkeley County’s CEFP.  

B.      Braxton County’s CEFP AmendmentATTACHMENT E 

The Braxton County Board of Education requests approval for an amendment to their 2010-2020 CEFP.  This Amendment adjusts the financial costs and summary of the CEFP, in particular for the upgrades to the HVAC System at Braxton County Middle School. Braxton County has provided the appropriate amendment documentation to the SBA Office. 

          I respectfully recommend approval of this amendment to Braxton County’s CEFP.

 

C.      Gilmer County’s CEFP AmendmentATTACHMENT F 

The Gilmer County Board of Education requests approval for an amendment to their 2010-2020 CEFP.  This Amendment adjusts the financial costs and summary of the CEFP, in  particular for the complete replacement of the HVAC System, electrical upgrades and a direct digital control system at Gilmer High School.  Gilmer County has provided the appropriate amendment documentation to the SBA Office.

 

I respectfully recommend approval of this amendment to Gilmer County’s CEFP.

 

D.        Greenbrier County’s CEFP AmendmentATTACHMENT G 

The Greenbrier County Board of Education requests approval for an amendment to their 2010-2020 CEFP.  This amendment adjusts the financial costs and summary of the CEFP, in particular for the renovations of the entry way, replacement of windows throughout the main building, HVAC System installation and electrical service upgrades at Crichton Elementary School.  Greenbrier County has provided the appropriate amendment documentation to the SBA Office.

 

I respectfully recommend approval of this amendment to Greenbrier County’s CEFP.

           

E.        Hampshire County’s CEFP AmendmentATTACHMENT H 

The Hampshire County Board of Education requests approval for an amendment to their 2010-2020 CEFP.  This amendment adjusts the financial costs and summary of the CEFP, in particular for the addition of two (2) new classrooms, ADA restrooms, lighting upgrades and sprinkling at Springfield-Green Spring Elementary School.  Hampshire County has provided the appropriate amendment documentation to the SBA Office.

 

I respectfully recommend approval of this amendment to Hampshire County’s CEFP. 

 

F.         Logan County’s CEFP AmendmentATTACHMENT I 

            The Logan County Board of Education requests approval for an amendment to their 2010-2020 CEFP.  This amendment adjusts the financial costs and summary of the CEFP by requesting a new gymnasium in lieu of a multi-purpose room at Holden Elementary School and due to increased enrollment in Chapmanville, it is requested that the proposed new Chapmanville 3-4 facility change to a 2-4 facility and Chapmanville West be renovated and transitioned to a PK-1 facility.   Logan County has provided the appropriate amendment documentation to the SBA Office. 

 

            I respectfully recommend approval of this amendment to Logan County’s CEFP.

 

 

G.        Marion County’s CEFP AmendmentATTACHMENT J 

            The Marion County Board of Education requests approval for an amendment to their 2010-2020 CEFP.  This amendment adjusts the financial costs and summary of the CEFP, in particular for the renovations at Marion County Vo-Tech.  Marion County has provided the appropriate amendment documentation to the SBA Office.

 

            I respectfully recommend approval of this amendment to Marion County’s CEFP.

 

 

H.          Morgan County’s CEFP AmendmentATTACHMENT K 

The Morgan County Board of Education requests approval for an amendment to their 2010-2020 CEFP.  This amendment adjusts the financial costs and summary of the CEFP, in particular for the Berkeley Springs High School HVAC System replacement for the second floor of Building D.  This includes replacement of the existing unit with four (4) modern, high efficiency units (one per classroom) each with auxiliary electric heat and modifications to the power and fire alarm systems.  Morgan County has provided the appropriate amendment documentation to the SBA Office.

 

                        I respectfully recommend approval of this amendment to Morgan County’s CEFP.

 

I.          Preston County’s CEFP AmendmentATTACHMENT L 

            The Preston County Board of Education requests approval for an amendment to their 2010-2020 CEFP.  This amendment adjusts the financial costs and summary of the CEFP, in particular for the HVAC System removal and replacement of three (3) roof top units at Preston High School.  Preston County has provided the appropriate amendment documentation to the SBA Office.

 

            I respectfully recommend approval of this amendment to Preston County’s CEFP. 

 

              

J.        Putnam County’s CEFP AmendmentATTACHMENT M 

            The Putnam County Board of Education requests approval for an amendment to their 2010-2020 CEFP.  This amendment adjusts the financial costs and summary of the CEFP, in particular for the addition of classrooms at West Teays Elementary School.  Putnam County has provided the appropriate amendment documentation to the SBA Office.

 

            I respectfully recommend approval of this amendment to Putnam County’s CEFP.

 

 

K.        Upshur County’s CEFP AmendmentATTACHMENT N 

            The Upshur County Board of Education requests approval for an amendment to their 2010-2020 CEFP.  This amendment adjusts the financial costs and summary of the CEFP, by changing the grade configuration from a 5-8 to a 6-8 middle school.  Scope has been updated for renovations and additions to the elementary schools and the high school.   Upshur County has provided the appropriate amendment documentation to the SBA Office.

 

            I respectfully recommend approval of this amendment to Upshur County’s CEFP. 

 

 

 

L.         Cedar Lakes Facility CEFP Amendment ATTACHMENT O 

            The Cedar Lakes Facility requests approval for an amendment to their 2010-2020 CEFP.  This amendment adjusts the financial costs and summary of the CEFP, in particular for the installation of a wet fire suppression system at the Cedar Lakes Facility.  The Cedar Lakes Facility Director has provided the appropriate amendment documentation to the SBA Office.

 

            I respectfully recommend approval of this amendment to Cedar Lakes Facility CEFP

 

 

 

M.        South Branch Career and Technical CenterATTACHMENT P 

            The South Branch Career and Technical Center requests approval for an amendment to their 2010-2020 CEFP.  This amendment adjusts the financial costs and summary of the CEFP, in particular for the renovation to the welding shop, the increased campus security measures and additional safety precautions.   South Branch Career and Technical Center has provided the appropriate amendment documentation to the SBA Office

 

            I respectfully recommend approval of this amendment to South Branch Career and Technical School.

 

 

VI.        FINANCE REPORTSMr. Garry Stewart 

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

The financial reports of the trustee accounts held at United Bank of Charleston, West Virginia and The Bank of New York Mellon for the period ending October 31, 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 R

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

 

            C.    Current SBA Fund Balances – (Information)

The following fund balance information is being provided to the Authority to assist with your MIP and 3% Project Funding deliberation.  These amounts reflect the maximum funding available for distribution for this year’s projects.

December 15, 2014

1. MIP Fund - $ 5,571,664.13

2. 3% Fund - $ 1,740,803.63

  

VII.                NEW BUSINESS – Mr. David Sneed 

A.                 Deliberation and Selection of Major Improvement Program Projects – Mr. David Sneed & Mr. Scott Raines - (Action) -

  ATTACHMENT S 

The MIP fund currently has $5,571,664.13 available for distribution during this MIP cycle.  Mr. Scott Raines will provide a brief review of the staff review process and a review of each project. The SBA staff will be available to answer questions the Authority members may have.  At the conclusion of the review, the Authority will consider each project submitted and select those to be funded in this MIP Funding cycle.            

            B.        3% Statewide Project Review and Award – Mr. David Sneed – (Action) - ATTACHMENT T 

The total of the 3% grant funds available for distribution during the 2014 funding cycle is $1,740,803.63.  All projects submitted for consideration were reviewed by the SBA staff as well as Ms. Kathy D’Antoni with the Department of Education.  A report summarizing these projects and recommendations for projects to be funded this year has been prepared by the SBA staff and a copy has been provided in Attachment U for the Authority members review and consideration.            

 

 

VIII.    PERSONNEL – Mr. David Sneed – (Information/Action) 

 

IX.       FUTURE MEETINGS            

The 2015 spring quarterly meeting of the School Building Authority of West Virginia is scheduled to begin at 9:00 a.m. on March 23, 2015.

The 2015 summer quarterly meeting of the School Building Authority of West Virginia is scheduled to begin at 9:00 a.m. on June 22, 2015.

The 2015 fall quarterly meeting of the School Building Authority of West Virginia is scheduled to begin at 9:00 a.m. on September 28, 2015.

The 2015 NEEDs Grant Submission/Superintendent Interviews meeting is scheduled to begin at 9:00 a.m. on November 9 and November 10, 2015

The 2015 winter quarterly meeting and NEEDs Grant project selection meeting of the School Building Authority of West Virginia is scheduled at 9:00 a.m. on December 14, 2015.

  

 X.       ADJOURNMENT