CALL TO ORDER
The special meeting of the Board of Trustees of School District No. 26, Lockwood Schools, Yellowstone County, was duly held in the Board Room, 1932 U.S. Highway 87, Billings, Montana on Tuesday, June 5, 2007.Acting Chairperson Teresa Stroebe led those present in the Pledge of Allegiance and called the meeting to order at approximately 12:05 p.m.
Trustees and officers present were Trustees:Jason Hamrick, Tim Sather, Teresa Stroebe, Becky Malenowsky and Peter Freivalds (via speakerphone); Superintendent Eileen Johnson and District Clerk Diane Brook.Trustees Sue Vinton and Greg Bochy were absent.
Registered guests present:Terry Sukut, AIA, JGA Architects, Scott Chartier with High Tech Construction, Evelyn Pyburn (Yellowstone County News) and Building Principals:Mike Bowman, Mike Sullivan, and Dave DeBoer.
A. High Tech Construction, Construction Manager for the Building Project, will report to the Board of Trustees regarding the bids received for Phase I of the project.High Tech will submit the Guaranteed Maximum Price along with recommended sub-contractors for Phase I of the project.
Eileen advised that there was some work bid with Phase I Bid Pack No. 1 that was not a part of the Middle School/HVAC Renovation Project.The amount allocated to those items is not part of the budget and cost of the project.
Scott Chartier distributed the following documents:Bid tabulations, Exhibit F - Unit Prices (prior to application of Construction Management Fee and Payment/Performance Bond Costs), Amendment
No. 1 to Agreement Between Owner and Construction Manager, and Exhibits A-G.
Mr. Chartier recommended awarding the bids to Garry Weber Construction as the low bidder for Schedule 1 at $210,737.10, and JTL Group as the low bidder for Schedule 2 at $241,609.00.
Scott advised that the fees High Tech charge include office time and expenses, construction managers, project manager, and direct costs on the job site including the job site superintendent.Those fees are included in Amendment No. 1, which is prepared for action today.The GMP (Guaranteed Maximum Price) for project phase one Bid Pack No. 1 equals $476,664.
He advised that there is an allowance of $9,982, which is two percent for project contingency.Contingency allows for small modifications without making a change order if those modifications do not change the scope of project.Any part of the contingency that is not used goes back to the district.
Mr. Chartier discussed the following items with trustees.
Exhibit C: ASSUMPTIONS and CLARIFICATIONS: Scott said right now we are about $60,639 over last estimated cost. The last estimated cost was based on drawings prior to meetings with Lockwood Fire and Lockwood Water. Those meetings made it necessary to add 280 lineal feet of fire line and water line changes due to change in location of the building. The water line requires a separate tap into the main water line. They needed to add two large concrete vaults and two back flow stoppage water valves needed to be installed. Those added to the project costs plus escalation due to petroleum costs.
Timeline: The vaults are 75 days out, which puts them to the end of August. All the work will be done except vault work, which may have to occur on a weekend or after hours. The completion date is September 30, 3007, knowing that the road and the major amount of the utility work will be done prior to the end of August 2007.
Exhibit F: The power company will remove the pole, so that would be a reduction in cost. We may have to buy a tamper-proof fire hydrant or buy a kit for the existing one.
Amendment No. 1 is ready for board review and approval. The bonding agent for High Tech Construction is in the process of preparing bonds, and they are getting the insurance. All will be in place prior to commencement of the work.
Eileen noted the costs of the water vaults, which was an unanticipated cost. Scott said every private entity is required to have the backflow valves when they hook on.
Eileen said the fire department had asked us to install this water loop for eight years.
Terry said using tamper-proof hydrants allows us not to have meters on it.
Trustee Becky Malenowsky moved to accept and approve the Contract Amendment No.1 with High Tech Construction as proposed. Jason Hamrick seconded the motion. Teresa Stroebe called for the question. Tim Sather, Jason Hamrick, Teresa Stroebe, Becky Malenowsky, and Peter Freivalds (via speakerphone) voted aye. The motion passed five to zero.
B. Personnel: Hiring for the 2007-2008 School Year
Superintendent Johnson recommended hiring the following people. She commented that the teachers are hired as teachers and given a position assignment; they are not hired for a particular grade or classroom. Their assignments for 2007-08 are also noted.
M.S. Communication Arts/Math
M.S. Communication Arts/Math
Special Education – (1/2 year to cover a leave)
Primary Art – Part-time
Primary – Reading and Math – Part-time
Judy Lacy and Jen DuVal
Judy Lacy worked as a paraprofessional during the 2006-07 school year. The student whom she was working with individually left our district. We are re-hiring her for an opening in the primary.
Jen DuVal is replacing Jennifer Howe, the middle school paraprofessional who resigned.
Eileen said they feel this is an excellent group. We processed 75 teacher applications. We interviewed several applicants, and we lost some to other districts that pay higher salaries.
Supt. Johnson also advised of these changes in assignments among existing staff:
Barbara Asleson moved from Grade 4 to Middle School Communication Arts.
Tara Poor moved from Intermediate Special Education to Kindergarten.
Jennifer Tresch moved from Middle School Reading/Math to Grade 1.
Wes Caldwell moved from Primary Health Enhancement to Middle School Health Enhancement.
Rob Osborne moved from Middle School Health Enhancement to Primary Health Enhancement.
Becky Malenowsky asked how many kindergarten classes we will have next year. Primary Principal Mike Bowman responded that we will start with seven classes.
Eileen said we will offer the full day every day kindergarten for all students. If a parent chooses to register their kindergartener for half-time, they can take their child out at noon. She said these parents will have to know up front that their child will get one-half the education of the other full-time kindergarteners.
Trustee Jason Hamrick asked when parents would pick up half-time kindergarten students. Eileen advised that they will have to have set times for consistency. They will pick up between 11:00 and 12:00. The district may need to provide bus transportation also.
Peter Freivalds (via speakerphone) moved to hire the above-mentioned teachers and paraprofessionals. Tim Sather seconded the motion. Acting Chair Stroebe called for the question. Tim Sather, Jason Hamrick, Teresa Stroebe, Becky Malenowsky, and Peter Freivalds (via speakerphone) voted affirmatively. The motion passed five to zero.
Peter Freivalds hung up his telephone connection.
Becky Malenowsky moved to adjourn at 12:55. Tim Sather seconded the motion. Tim Sather, Jason Hamrick, Teresa Stroebe, and Becky Malenowsky voted yes. The motion passed four to zero.
Sue Vinton, Chairperson Diane M. Brook, District Clerk