Proceedings of the Board of Trustees
Lockwood School District No. 26
Yellowstone County, Billings, MT
Special Meeting of January 28, 2008
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Chairperson Vinton opened the special meeting, called it to order at 12:10 p.m., and led those present in the Pledge of Allegiance.

The following trustees and officers were present: Trustees Tim Sather, Peter Freivalds, Becky Malenowsky, Susanne Vinton, Teresa Stroebe, and Greg Bochy, and Superintendent Eileen Johnson Trustee Jason Hamrick and District Clerk Diane Brook were absent. Pam Richau took minutes.

Staff members present were: Mike Sullivan, Art Anderson, Mike Bowman, and Pam Richau.

Registered guests present were: Terry Sukut, AIA (JGA Architects), Scott Chartier (High Tech Construction) and Keith Campbell (Ace Electric).

A. Discussion and decision concerning possible changes to the electrical/lighting and/or gym floor in the middle school construction project.

Eileen started the discussion with a summary of Scott Chartier’s letter describing the purpose for the special meeting. The board was asked to discuss the architect’s and engineer’s recommendation for use of the lights originally specified for the project in lieu of the lights that were accepted during the value engineering process. (See attached letter from High Tech Construction.)

The board was asked to make an “emergency” decision on the lighting package to make sure that the construction of the grid system that supports the lighting and sprinkling systems could proceed in a timely manner and not deter the construction progress.

Terry Sukut commented that the grid layout for lighting and sprinkling was affected by the lighting fixture choices. Misinterpretation of gross receipts tax amount allowed more dollars to dedicate to the project and could possibly support the decision to specify the quality lighting package. JGA does a great deal of school projects in their office and felt strongly about the quality of classroom lighting. The final lighting decision was critical for pending decisions on the ceiling grid/sprinkling systems. JGA wanted to get the lighting back on the floor for a decision with the extra dollars emerging. The gym floor is also educationally important. Last board meeting discussion centered on moving dollars forward to Bid Pack 4. Since we have the overage due to $81,000 being included in a gross receipts tax line item by mistake and $24-$25,000 in the other overage, we really could cover both gym floor and quality lighting.

Keith Campbell voiced that salvaging the quality lighting was very important and very key to the educational process. The original system is more energy efficient and provides better lighting

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Special Board Meeting
January 28, 2008

quality. If the board accepts the “VE” (value engineered) lighting system the school will probably be using it for the long haul. It is not a system that can be easily replaced and funding is hard to find for that sort of need. A state of the art visionary decision would be to go forward with the additional $25,000 to support the original lighting package. Keith wanted to make sure the board is making a well-informed decision.

Peter Freivalds commented that he would have been “ticked” if JGA hadn’t brought this decision before the board once again when new money surfaced.

The estimate to install both the quality lighting package and the upgrade to the gym floor would be about $48,000. Architects are still verifying the numbers; that figure is a “ballpark” estimate.

Greg Bochy brought up adding the Moderra façade for the front of the building at a cost of $13,000-$14,000 back into the package.

Scott commented that the front façade and the sports floor decisions have a bit more time. The lighting decision needs to be made because of the immediacy of the grid for the sprinkling system. Once we see Bid Pack 4, we can make decisions on the Moderra.

Trustee Tim Sather moved to approve the quality lighting scheme as was originally presented by JGA and Ace Electric. Greg Bochy seconded the motion. Tim Sather, Peter Freivalds, Becky Malenowsky, Susanne Vinton, Teresa Stroebe, and Greg Bochy voted yes; the motion passed six to zero.

Eileen reminded the board that we wouldn’t have hard numbers on Bid Pack 4 till February 12th.

Sue inquired about the shop drawings for the lighting system and Keith Campbell assured her that the original drawings would be available immediately for the project.

The group moved on to gym floor discussion. Tim Sather commented that the gym floor did not seem padded enough to prevent injuries. Eileen commented that vinyl tile is accident-prone and a much harder surface. The sports floor does have more padding (5mm to 7mm) under the surface than the VCT (vinyl coated tile). Mike Sullivan commented that he’d talked to other schools that highly discouraged VCT.

Scott shared that we need a sports floor decision by the second to third week in February. Teresa inquired about the cost of a wood floor. Scott said the school was not designed for the wood floor and it would be quite a bit more expensive. Eileen reminded us that we have to be mindful of the floor upkeep. The VCT and padded sports floor are less expensive to maintain. Sue and Teresa both voiced opposition to the look and feel of the VCT tile sample.

There is not a rush to make a decision about the gym floor today. We can wait until the numbers for Bid Pack 4 come through and more information about sports floor costs are shared. We can make the decision at the next board meeting.

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Sue shared that she was quite surprised that she was hearing some issues with the completion schedule. Scott clarified that everything for this building is on a critical path. Weather has been cooperative, and we are on track. We need to make sure that all the trades get on the project in the right order and on time. We had some cases where the turnaround on the shop drawings was not timely to meet schedules for all vendors. We are working on a better system of communication between contractor, owner, architect, and vendors to make the project flow. We need to take extra pains in communicating at each step in the program to stay on the schedule.

Eileen said she was assuming that a building schedule in Montana has to include plans for inclement weather. Scott said they try to make up bad weather days with good weather weekend days. It is difficult to point to any individual as to why “hiccups” and miscommunication occur.

Sue committed the support of the board as a team player in the decision making to move the project along.

Eileen confirmed that the gym floor decision would be a separate item at the next board meeting.

The board requested more information on the Moderra finish for the front of the building for the next board meeting.

Scott reminded us that Diane Brook was the person responsible for finding the additional cost savings in the gross receipts tax amount.

B. Request from the Superintendent to extend the deadline for Food Service Proposal until February 20, 2008.

Superintendent Johnson explained to the Board that Sodexho was the only company that appeared for the walk-through. Sodexho has requested an extension to complete their proposal until February 20, 2008. Superintendent recommended that be granted.

Trustee Greg Bochy moved to extend the deadline for the Food Service Proposal until February 20, 2008. Tim Sather seconded the motion. Tim Sather, Peter Freivalds, Becky Malenowsky, Susanne Vinton, Teresa Stroebe, and Greg Bochy voted yes; the motion passed six to zero.

Eileen asked the board to keep their eyes open for possible applicants for paraprofessional positions.


Thomas Jones moved to adjourn the meeting at 8:02 p.m.  Greg Bochy seconded the motion. Tim Trafford, Becky Malenowsky, Sue Vinton, Greg Bochy, Teresa Stroebe, and Thomas Jones voted yes; the motion passed six to zero.


Respectively Submitted,

___________________________      ___________________________
Sue Vinton, Chairperson                         Diane M. Brook, District Cler

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