Proceedings of the Board of Trustees
Lockwood School District No. 26
Yellowstone County, Billings, MT
Speical Meeting August 29, 2008
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Page 2

CALL TO ORDER - 2:21 pm

Chair Susanne Vinton opened the regular meeting, called it to order at 2:21 p.m., and led those present in the Pledge of Allegiance.

The following trustees and officers were present: Trustees Susanne Vinton, Jason Hamrick, Tim Sather, and Peter Freivalds, Superintendent Eileen Johnson and District Clerk Diane Brook. Trustees Greg Bochy, Tamara Spillum, and Becky Malenowsky were absent.
Facilities Director Art Anderson was also present.
There were no registered guests.

Mrs. Vinton welcomed visitors and advised the following:

Any person present who wishes to address the board or raise any question about public school district matters or governing policies may do so under public participation. No discussion of personnel or individual students is permitted at this time. A limit of three minutes is placed on each speaker. Persons who want more time may make arrangements to be placed on a future agenda. The public is also reminded that they may provide input on all motions being considered by the board at this meeting.

The Board of Trustees met in special session to review proposals submitted and award a contract to a manager to complete landscaping around the new middle school.

One proposal for Contract Manager of the landscape and irrigation project was received. The proposal was from Creative Greenscapes. The specifications for the project included 1A, 1B, and Phases 2-5. Art advised that Creative Greenscapes’ submittal was complete.

The proposal submitted from Creative Greenscapes was as follows:

Phase Sq. Footage Price / Sq. Ft. Total
Phase 1A
Phase 1B
Phase 2
Phase 3
Phase 4
Phase 5
Total
38,000
48,000
32,000
18,000
31,000
19,000
$1.42
$1.47
$0.36
$0.49
$0.71
$0.62  
$ 53,960
$ 70,560
$ 11,520
$   8,820
$ 22,010
$ 11,780
$178,650

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Page 2
Regular Board Meeting
August 29, 2008

Art reviewed the project specifications and drawings with the trustees. He advised that Phases 1A and 1B are for landscaping and irrigation system; Phases 2-5 are for irrigation only. Phases 2-5 include work to complete our existing system that has some interruptions and addition of new irrigation for completion of a computerized system.

The trustees decided it would be better to view the project from the site, so everyone walked to the areas outside of the middle school. Principal Sullivan joined the trustees.

After reviewing the areas, those present wanted some redesign to the Phase 1A plans. The adjustments included an area for a bike rack, using some gravel, paving a different area within Phase 1A for recreation that will contain four basketball hoops.

Art suggested the possibility of working directly with the hard surface (asphalt) provider to save money on the contract manager’s (CMAR) guaranteed maximum price (GMP).

Peter Freivalds moved to accept the CMAR proposal submitted by Creative Greenscapes for Phase 1A with the adjustments proposed knowing the price will be adjusted accordingly. Jason Hamrick seconded the motion.

After discussion about a maximum price, Peter amended his motion as follows:

Peter Freivalds moved to award the CMAR for Phase 1A of the landscaping and irrigation project to Creative Greenscapes with the adjustments to be redesigned into Phase 1A and the cost not to exceed $75,000 inclusive of the asphalt. Jason Hamrick seconded the motion.

Per direction of the Board of Trustees, Art Anderson and Eileen Johnson will work with Creative Greenscapes on the adjustments and redesign.

Susanne Vinton, Peter Freivalds, Tim Sather, and Jason Hamrick voted yes; the motion passed four to zero.

Jason Hamrick moved to adjourn the meeting at 3:20 p.m. Peter Freivalds seconded the motion. Susanne Vinton, Peter Freivalds, Tim Sather, and Jason Hamrick voted aye.


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

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