COMMUNITY BOND OVERSIGHT COMMITTEE Meeting Summary August 24, 2010

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1 COMMUNITY BOND OVERSIGHT COMMITTEE Meeting Summary August 24, 2010 Committee Members in Attendance Willis Adams Margarito Aranda Nan Clayton Ashton Cumberbatch Shellda Grant Staley Gray Jackie Hawkins Lawrence Huang Bobby Jenkins Rashaanne Lewis Eliza May Beverly Mendez Carolyn Merritt Sarah Price Jim Recek Steve Rogers Robert Thomas* Jeff Walker Peck Young Absent Members Ramon Alvarez Cari Clark Janet Dewey Cindy Lara Mary Ann Neely Arthur Turner Kennard Wright Staff Members in Attendance Mario Alaniz Randy Baldwin Norman Barker Bruce Davis Craig Estes Lawrence Fryer** Maria Guerra Mark Harris Deborah James Bill McClure Flo Rice Pat Rossett Curt Shaw Tony Silva Paul Turner Terry Wadsworth Idella Wilson Others in Attendance Bob Deases-Safety Consultant Chuck Deases-Safety Consultant Cloteal Haynes-CMPI Laura Kunz-Hahn,Texas **AISD Chief Operations Officer *New appointee-vincent Torres - District 4 Resignations-Mary Ann Auster and Mark Boyden Agenda I. Call to Order and Approval of Minutes II. Introduction of Chief Operations Officer III. Project Status for Start of School IV. Subcommittee Meetings V. Subcommittee Reports VI. Safety Report Update VII. HUB Update 1

2 VIII. Follow-Up on July Site Tour IX. Updates & Agenda Items for Next Meeting I. Call to Order and Approval of Minutes Ashton Cumberbatch called the meeting to order. He invited questions and modifications to the agenda from other CBOC members. He introduced a new CBOC member, Robert Thomas, an Anderson High School parent and Trustee Torres appointment. The June 22, 2010, minutes were approved as written. Pat Rossett asked members to clarify how they wanted materials delivered before meetings. Materials for this meeting were both ed and sent by regular mail. Five members (Willis Adams, Nan Clayton, Eliza May, Beverly Mendez, and Peck Young) requested that their materials continue to be mailed. The other members chose to have only delivery. II. Introduction of Chief Operations Officer Ashton Cumberbatch introduced AISD s new Chief Operations Officer, Lawrence Fryer. Mr. Cumberbatch then provided members with Mr. Fryer s biographical information and welcomed him to the meeting. Mr. Fryer, a native Texan, said that he was very happy to be back in his home state. He stated that he felt the new school year had gotten off to a good start. He emphasized his commitment to doing the best work possible for the children of the District. A member asked him what his first impressions of the District were. Mr. Fryer responded that he was impressed with the high degree of community spirit in Austin and the high performance of a large urban district. He noted that a very high percentage, 62%, of the student population qualified for free or reduced lunch. Mr. Fryer also stated that he liked the Superintendent s sense of mission for the District and that he is excited to be part of a team that will make a difference. III. Project Status for Start of School Curt Shaw gave a brief overview of the status of projects for the start of school. Summer bond program work occurred at 45 different campuses. Most of the work was finished in time for the start of classes. The remaining work will be completed in the next few months. Arrangements have been made at campuses to complete work with minimal interruption to the instructional process. Below is a summary of the projects: 2

3 The new Baldwin Elementary School opened as scheduled. Three new elementary school eight-classroom additions were completed and fully functional. Seven of the 12 high school science classroom additions and renovations were completed and fully functional. The remaining five are scheduled to be complete by mid-september. Fine arts additions and renovations continue at four campuses as planned. Interim accommodations have been made at each campus. Restroom renovations at four locations were either fully completed, or the most critical (those that are accessible to more than two classrooms) school-selected restrooms have been completed to a usable condition. Work will continue over the next 30 days to achieve full completion. Air conditioning projects at 15 locations were completed and fully functional. At Brown Elementary School, construction on the cafeteria expansion and music room addition continues, with temporary separation walls constructed to isolate the construction work from regular school activities. A member asked what the communication process was with campuses when those campuses wanted to host summer activities that could potentially delay completion of projects. Curt Shaw responded that campuses are aware that bond programs follow the Board-approved implementation schedule. He reminded the committee of the current structure where each campus has a task force that is kept updated on the campus project. He also noted that the survey subcommittee has been developing additional methods of communication regarding bond projects, such as placing signs in highly visible locations on a campus and preparing a communication packet for principals. Another member noted that although information about each facility s bond projects are provided on the District s website, Internet access may be difficult for many parents in a District where 62% of the student population qualifies for free or reduced lunch. IV. Project Managers Reports The Committee met in geographical subcommittees (north, central and south) to review the status of the projects in their assigned areas. Members received updated information from AISD senior project managers and individual project managers in the following areas: Project schedule Project budget General project information Project environmental components 3

4 V. Subcommittee Reports At the conclusion of the subcommittee meetings, the Committee reconvened for a large group project discussion. Highlights of the individual subcommittee reports include: North There are approximately 29 projects. Many long-lead items are now arriving. Anderson High School This is an example of a project with a complicated schedule with several phases that is meeting its set schedule. LBJ High School Eight new science classrooms were scheduled for this project. Six are completed. Two are still in progress due to a request by the new LBJ principal, who started in early August, that the locations of a general science room and a chemistry classroom be switched. The project manager was complimented on working well with the campus and accommodating the principal s wishes. A member asked how decisions to allow project changes that potentially could delay or increase the cost of a project were made. Curt Shaw responded that if a request were reasonable and the budget could afford it, every effort would be made to accommodate the campus. Another member commented that this was good customer service and undoubtedly appreciated by principals. Pillow Elementary School The permit to work on the grease trap was received from the City of Austin. The application for the permit had been submitted in May. North Central Elementary School There has been no change in the site acquisition status. The Board decided to wait for the recommendations of the Facility Master Plan before moving forward with site selection. A member commented that the need for the north central elementary school was identified at the same time as the need for Baldwin Elementary School was and that Baldwin opened this year. The member felt this delay was unacceptable and requested that in the next CBOC report to the Board the CBOC ask the Board for a final date on when the Board will make a decision on a site for the north central elementary school. 4

5 Central Many projects are in warranty. Others are ending the warranty phase. House Park House Park is ready for football season. Langford Elementary School This was one of the schools visited on the July site tour. The new addition used poured concrete in the classrooms. Because members of the community did not find the concrete floors esthetically pleasing, construction management will be placing vinyl flooring in the classrooms. This could cost the addition a three-star Austin Energy Green Building Program rating. Brooke Elementary School HVAC equipment for the cafeteria has not arrived, but airconditioning is being provided by the existing unit. Barrington Elementary School The classroom addition is complete. The Service Center was commended for its assistance in getting the facility ready for the start of school. The HVAC controls are stuck on the on position. This will be corrected by the contractor. Cold Storage Warehouse The project is on track for completion in December A member complimented the project managers for their efforts this summer. There had been a particularly heavy work load since two project managers had died and one had resigned. Bill McClure, in particular, was singled out for taking on the many mechanical engineering projects. A member noted that every summer, the Service Center provides bond program projects with much support and assistance in preparing schools for the start of the new school year. He requested that the CBOC Report to the Board recognize the efforts of the Service Center. South Bowie High School In the new science classrooms, plumbing was provided to handle refrigerators with ice makers, but refrigerators without ice makers were ordered. 5

6 Apparently, the science department ordered the wrong kind of refrigerators for the new science classrooms constructed across the District. Staff will work with the science department to determine if there is a need for icemakers and, if so, can the refrigerators can be retrofitted and at what cost. Carruth Administration Center The renovations are substantially complete There was a problem with the mechanical subcontractor and another mechanical contractor has been brought in to complete the work. The remaining roofing work will be completed in September. Buildings B and C, which were damaged during construction, will be refurbished. Akins High School Science classrooms are occupied and being used for instruction without casework being fully installed. Classroom addition was not completed as planned. The wrong blocks were delivered and the masonry work could not be completed. Project will be completed on weekends and after school hours. Crockett High School Science classrooms are substantially complete. The theater expansion will be completed late September/early October. Travis High School The window work is completed. Menchaca Elementary School The roadway is completed except for the for parent drop-off area canopy. Cowan Elementary School The school driveway that will connect to Westgate Blvd. Is complete. The completion of the expansion of Westgate Boulevard by the City of Austin is scheduled for completion in June Zilker Elementary School and Fulmore Middle School This project was started June 15 th. Temporary partitions were placed in the restrooms. The wheelchair lift at the stage is not yet completed. Phase II of this project is scheduled for completion in January

7 Allan Elementary School The site utility work has been delayed because of unforeseen conditions that require work in the street for the tie-in for the new waste water line. Pleasant Hill Elementary School Completion date is now November 2010 to accommodate a science outdoor learning center. Crockett High School There has been good cooperation with the District from the City of Austin inspectors on this project. VI. Safety Report Update Bob Deases and Chuck Deases provided the safety report update: The number of active projects is consistent with previous years. Some projects require more oversight than others, such as new construction versus renovations. The OSHA (Occupational Safety and Health Administration) formula is used to place the worker hours and accidents in context. Bond program contractors are estimated to have only 1.2 accidents per 100 employees in 2010 versus 4.4 accidents per 100 employees for nationwide contractors in 2008 (the latest data available from OSHA). There had been one reported employee accident. A hammer slipped from a worker s hand and caused him to get splinters from some wood trim. The consultants emphasized that safety is a group effort and complimented the project managers, campus staff, and contractors on their efforts. A member asked if there was a correlation between safety warnings and reported accidents. Chuck Deases replied that there is no correlation. Another member asked if there was a system to track repeat offenders. Bob Deases responded that they had documentation which allowed them to keep track of repeat offenders and that they worked with these contractors to eliminate the problems. He also noted that some contractors have their own safety coordinators. VII. HUB Update Cloteal Hayes, HUB consultant, provided the latest HUB contract awards data: Based on data from the City of Austin, which has the most comprehensive database for HUB certified firms in the region, the 7

8 number of HUB certified firms has increased. More people are trying to get work in the public sector. A member noted that the City of Austin has made extra efforts to reach out to minority firms through the chambers of commerce. The percentage total dollars awarded to HUB firms as of August 6, 2010, was 24.31% or $104,938,972 of the total bond program amount. HUB participation in the bond programs has been fairly consistent, except for the first year. That year had an unusually high level of participation because if had a design focus and there is a greater availability of HUB firms providing and bidding for those services. Cloteal Haynes noted that the Mentor-Protégé Program had completed its two-year commitment and had garnered protégés approximately $1.5 million in contracts. She also noted that the eight mentors had all indicated their willingness to continue with the program with eight new protégés. A member asked if there were sufficient projects remaining to continue the program. There are several large projects remaining and the group voted to continue the Mentor-Protégé Program for another two years. Another member asked what impediments inhibit HUB firm participation in the construction arena. Ms. Haynes will provide this information. VIII. Site Tour Follow-Up Ashton Cumberbatch thanked the members who attended the site tour in July. He noted that they had toured the addition and renovations at Langford, drove by the sites for the new bus terminal and the early childhood center, and toured the new Baldwin Elementary School. A member commented that he, as an architect, appreciated the opportunities AISD provided for area architects. He felt these opportunities helped keep the young, creative architect talent pool from leaving the Austin region and he has been very impressed with their work. IX. Agenda Items for Next Meeting Next meeting is September 28, 2010, 6:00 start-location-board Auditorium Subcommittee Meetings Subcommittee Reports EWaS Update Communications Update Draft CBOC Report to the Board 8

9 [Bold italicized language indicates a new lesson learned.] Lessons Learned A. Pre-Election Activities/Bond Program Planning: 1. Identify new schools using the description of schools to be relieved, rather than geographic designations. 2. For larger, more complex projects, enlist paid services of architects, engineers, and appropriate construction professionals to conduct extensive and comprehensive site analysis to determine the scope and budget for the project. 3. As the AISD gears up for the next bond program, it should utilize the oversight model established in the 2004 Bond Program. 4. Include in the contingency fund a component for undesignated capital improvements that may arise because of the age of the facilities. B. CBOC Establishment and Procedures: 1. Appoint CBOC members immediately after the bond initiative is passed. 2. A thorough discussion of committee processes, procedures and charge is needed when the CBOC is first appointed. 3. A simple English statement of what the charge is would help future committees. 4. Responsible stewardship involves providing adequate resources to maintain and operate new schools and new construction properly. 5. The process used by the CBOC to establish its structure and working committees was very successful. 6. Schedule a retreat immediately after the CBOC is appointed and completes the self-evaluation tool at least twice annually. 7. The Survey Committee should develop its own list of lessons learned. a. There should NOT be different surveys for each campus due to the need to compile data. Therefore, one survey will be created with all campuses listed and the first question will ask them to select their campus. Note: There will still be personalized s, with individual project descriptions, sent to each campus. b. One person should have central responsibility for collection and distribution of surveys. C. Program Management: 1. An additional 15% of square footage should be added to the educational specifications to allow for circulation. (Barton Hills) 2. Front load the implementation of the bond construction program. Spending funds earlier helps reduce the impact of inflation on available bond funds. 3. Differentiate between the dates for the completion of construction and when a building can be occupied. The general public 9

10 believes the completion of construction date is the same as the date a building can be occupied. 4. Establish a process with well-delineated criteria for determining the use of contingency funds. 5. Since contingency funds are more readily available in earlier projects and less available for projects scheduled in later phases, committee and staff need to be mindful of maintaining equity for all projects. 6. Because principals are key participants in the success of a construction project, a training workshop by construction management staff should be provided to new principals who have no experience with construction projects. 7. Projects should be broken down into smaller packages to allow smaller contractors to bid these projects. The benefits of this approach are that bids would be at or below the project budget, and the District would be less dependent on the large contractors. 8. In order to better deal with problems related to obtaining permits from the City of Austin, which have caused numerous delays and have increased the number of change orders, CBOC members recommended that staff: 9. Research the city requirements before establishing a budget for renovations. 10. Have the Construction Management staff and City Health Department conduct a survey of the kitchens to determine in advance what an architect should include in the design. 11. Have a debriefing session with city officials at the director level and strategize on how to improve the permitting process. 12. Separate items not requiring a permit from projects so that these components may be completed while the other project components obtain the necessary permits. An example of this was seen with the kitchen renovation projects; the installation of dishwashers, which does not require any permit, was separated from other project components that require permits. This allowed the dishwasher installations to proceed. 13. When designing a building, allow sufficient space in the crawl space for easy access. This will make it easier to repair pipes or other fixtures that must be accessed through the crawl space. 14. The Superintendent and the Mayor should meet and work together to establish a culture of cooperation between two public entities, which would facilitate permitting and code issues that frequently arise during construction or renovation projects. Too often, lower level city staff does not feel authorized to deviate from the letter of a regulation, which hinders any flexibility in creating solutions that could benefit both the District and the City. 15. The City should distinguish between code issues that are relevant and necessary versus those that are clearly outside the scope of work presented and very expensive for the District to undertake. The City should grant the District leniency for those code issues that fall into the latter category. 10

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