LUTHER BURBANK HIGH SCHOOL ATHLETIC SPORTS CENTER Progress Meeting 2/4/10 Date: Time: Location: Attendees: CC: February 4, 2010 1:00 P.M. Luther Burbank High School Burbank Room Minutes taken by: Eric Van Pelt, VPCS Tony Wood, Beals Alliance Chris Frappier, Sac City USD Lex Anton, VPCS Eric Van Pelt, VPCS Tal Lewis, ATI Mellissa Truitt, Sac City USD Jim Dobson, Sac City USD Ted Appel, LBHS Mike Crowley, O.C Jones John Heffernan, LBHS Jon Bowhay, Beals Alliance Jay Beals, Beals Alliance Darrin Hiatt, O.C. Jones Jim Combs, Sac City Parks and Rec. Mark Van Pelt, VPCS Chris Sullivan, Beals Alliance The following represents a true and accurate record of the meeting. In the absence of any received written corrections within 5 days of issuance, these minutes will be deemed accepted and agreed to by all parties in attendance, and will be so entered in the project record. Any revisions should submit to VPCS within 5 days. Page 1 of 9
Project Schedule Phasing Scope 10.29.09 1.14.10 Beals Alliance transmitted most recent copy of the project schedule to VPCS on 1/13/10. VPCS to review and comment next week. Tony of Beals Alliance stated submission to DSA is still slated for late April early May, and DSA typically completes its review in 4-6 weeks. VPCS suggested a preliminary meeting be set up with DSA, Tony Beals Alliance stated the day after the Schematic Submittal is submitted and approved ATI has a preliminary meeting scheduled with DSA. 1.21.10 VPCS to submit schedule next week to project team. Still looking at Jan. 28 for final schematic. 1.28.10 The project continues to hit dates shown in the preliminary schedule. The project schedule will update when the CEQA schedule information is received from Trish Davey. Per Tony Beals Alliance DSA submission is still on schedule. 2.4.10 Lex indicated the new CEQA schedule pushes the schedule out approximately one month. Chris stated he did not see a line item in the schedule for taking the GMP to the School Board, it will be added. Tal indicated the initial DSA meeting will need to be scheduled; he will schedule it for sometime next week. The participants in the DSA meeting will be Tony, Tal, and Chris. VPCS/Trish Davies 2/4/10 CEQA 11.5.09 12.10.09 SCUSD is finalizing their contract and will forward contact information to VPCS for coordination with CEQA. 12.17.09 SCUSD is finalizing their contract with the CEQA consultant. VPCS will contact the CEQA consultant start the CEQA process. 1.7.10 VPCS has contacted Trish Davey to begin the CEQA Page 2 of 9 Information TBD
program process for application. 1.14.10 Trish Davey will be in attendance of the 3:15 schematic design meeting today and will review the status of the CEQA and ask any questions she may have. 1.21.10 Per the meeting last week VPCS is in contact with Trish and will provide ongoing updates. 1.28.10 Per Chris SCUSD the district has made the decision to do the complete CEQA. There will be no phasing for the CEQA requirements. Trish Davey will provide an updated schedule for the CEQA. 2.4.10 Trish has now submitted an updated plan for the CEQA program. Kevin from Beals is in contact with Trish. Proposition 84 10.29.09 12.17.09 The team reviewed the Prop 84 Grant Proposal and Time Line as provided from DPR. VPCS has forwarded photos to DPR and plans to forward the draft copy of the Project Description to DPR next week. Other team members will continue with their responsibilities and forward their information to VPCS for coordination with DPR. The next Prop 84 meeting with DPR is scheduled for 1/7/10. 1.7.10 The team met with Camille Wise of DPR after the Progress meeting today to review Grant Proposal work-plan and time line updates. The next meeting is to be held 1/21/10 1.14.10 The next meeting with Camille Wise of DPR is scheduled for 1/21/10. Prop 84 tasks are still on schedule. 1.21.01 Camille Wise was present at the meeting; she discussed the project narrative and outlined the documents she needs in the next two weeks. Next Prop 84 meeting is scheduled for 2/4/10. 1.28.10 VPCS provided Camille with the past project information for VPCS and OC Jones; Tony Beals Alliance stated they have submitted all required Page 3 of 9 Team 2/4/10
documents to Camille as of this date. Camille will be present at our next project meeting. 2.4.10 Camille was present at the meeting and stated all submissions are on schedule. The most crucial outstanding item is the cost estimate. The deadline for the cost estimate is 2-11-10. OC Jones, VPCS, and Beals Alliance will have a meeting next week to finalize the cost estimate. Old Business 10.29.4 Neighborhood Screen Wall: 1.14.10 VPCS received a call from the City regarding the encroachment permit; the potholing is tentatively scheduled for 1/20/10. The area has to be USA d again, VPCS contacted USA and they will be out on 1/19/10. VPCS asked Kevin of Beals Alliance if the water line needs to be surveyed and he stated no just measured. Beals Alliance s main concern is how far the line is off the back property line. Beals Alliance asked if VPCS will measure, VPCS Lex and Eric will measure at six locations. For depth Kevin stated measuring from the surface would be sufficient. 1.21.10 Potholing was canceled due to weather and will be re-scheduled for next week. Lex VPCS stated the line will probably need to be bridged. There is a fiber line running directly above the water line. 1.28.10 Potholing is still on hold due to weather, the concern is damaging the field if trucks are driven on it and it is wet. Tony of Beals Alliance stated the information from the potholing is needed for the design of the wall, establishing the project boundaries and to design the foundation of the wall. Mark VPCS stated dry weather is scheduled for the next couple of days and we should be able to do it within the week. 2.4.10 VPCS indicate potholing took place yesterday. The line was discovered approximately 6 ½ ft. deep and approximately Page 4 of 9 VPCS/O.C. Jones 2/4/10
6 ft. off the existing fence. There may need to be an amendment to the easement if the screen wall needs to be built in the easement. The design team will start doing research on what footings would work with the available space. 12.1.1 Florin Road Improvements: 12.10.09 beals met with the City and noted that the research and design work for the Florin Road improvements is underway. beals waiting on site survey to pass onto the City. 12.17.09 Pending 1.7.10 Pending 1.14.10 Carry pending finalization of schematic design. 1.21.10 Carry pending finalization schematic design. 1.28.10 Carry pending finalization of the Schematic design. 2.4.10 Carry pending finalization of the Schematic design. 12.10.01 SDC/OPSC Funding: ATI would like to have a meeting with Luisa Parks to discuss the SDC/ OPSC funding for the classroom building. SCUSD noted that they are in the process of obtaining the information. 12.17.09 Pending 1.7.10 Pending 1.14.10 Chris SCUSD stated they have received additional information and more information to be provided next week. 1.21.10 In progress per Chris SCUSD. 1.28.10 In progress per Chris SCUSD. 2.4.10 In progress per Chris SCUSD. Beals SCUSD Finalization of Schematic Design TBD 4.2 Fire Hydrant DSA Project: Mark VPCS stated SCUSD has an outstanding DSA project number for fire hydrants installed to serve new portables. VPCS asked if SCUSD would provide information for this so it can be closed out. Chris SCUSD stated he would provide the information to VPCS. 1.21.10 Chris SCUSD provided this information via email today. VPCS will follow up and incorporate this information as needed. 1.28.10 SCUSD in the process of obtaining DSA approval of the portables previously installed. Page 5 of 9 VPCS 2/4/10
Chris of SCUSD would like to include the new fire loop in this project. SCUSD already has an architect working on the portable DSA approval. The only part of the project to be included in the field project is the fire loop. 2.4.10 Tal asked if any portion of the fire loop has been constructed, it has not. Any new hydrants needed for the fields project will be connected to this loop. 1.28.2 Basket Ball Hoops at Tennis Courts: John LBHS asked if basketball hoops could be added to fences at the tennis courts. Beals will take a look at the option as it relates to structural issues. 2.4.10 Under review by Beals Alliance. 12.17.1 Schematic Design Development: 1.14.10 Updated schematic footprint will be submitted today in the schematic design meeting. Beals Alliance is looking for approval of the site plan so they can continue with the schematic design submittal. Per Mark VPCS two items needed to get the GMP process moving are the grading plan and project specifications. Beals Alliance stated specs would likely not be available until the design development, and the grading plan will be available soon. VPCS stated OC Jones is ready to provide assistants with constructability on an as needed basis. 1.21.10 Schematic design will be submitted next week 1/28/09, for the districts review. At that point the district will need to sign off on the schematic design. Chris SCUSD will get additional information and determine if City of Sacramento needs to sign off on the schematic design as well. 1.28.10 Tony Beals Alliance stated the schematic design submittal would be submitted to all parties involved tomorrow. The purpose of the document is to provide everyone with an update Page 6 of 9 Information SCUSD 2/11/10
on the status of the project and give OC Jones/VPCS an idea of what the project is going to include. They will distribute via email PDF copies, Tony asked if anyone needed a hard copy VPCS needs 2, OC Jones needs 2, and SCUSD needs 1. This package includes preliminary earthwork calculations; Phase I has 1500 yards of extra top soil that can be buried in landscape berms, Phase II includes approx. 2000 yards of extra top soil but has no where to use it, Phase III is pending the completion of the calculations. Tony informed the group due to the changes, that added buildings to Phase I, the Phase I master plan budget has been exceeded; the overall project budget is less then it was at the master plan level (approximately $1.2 million less). Per Mark VPCS the concern is there is a static amount of money for Phase I and there may need to be design decisions to get Phase I under budget. Chris SCUSD asked what the process is for selecting the type of synthetic surface and bleachers. Mark VPCS stated OC Jones would solicit bids for this portion of the work based not only on cost but product performance as well. The advantage to the lease lease back process is you have the option of choosing the product you want and don t have to use the cheapest product. Tony stated all of the fields have similar maintenance procedures. Chris SCUSD asked if during the biding/analysis process the products can include their maintenance information as well, VPCS stated this could be part of the process. Beals Alliance also stated there could be price incentives in using the same product on future field projects in the district. Beals Alliance s current performance spec. allows several different turf manufacturers to submit. VPCS stated this will be bid ASAP so the district can make their decision. The process would have the contactors bid Phase I and give a unit price on Phase II and III to keep the prices consistent. Chris SCUSD also asked if the bleachers are a Page 7 of 9
differed approval item, Tal ATI stated yes they would be. Chris SUSD and Mark VPCS stated they would like to have the bleachers approved by DSA prior to construction starting and have no differed approval items. Mark VPCS stated if we get the bid for the bleachers done ASAP we could get the bleacher manufacturer online and get the structural calculations and all information to DSA for approval prior to the project starting. The schematic design submittal will need a signature from SCUSD for approval to move into the design and development phase. 2.4.10 The submittal was submitted and all comments should go to Beals Alliance. VPCS contacted Dave Mitchell City of Sacramento to see whom from the city would sign off on the Schematic Design Submittal. New Business 2.4.1 Unidentified Pipes: Tal ATI asked if anyone knew what the above ground pipes on the east portion of the football field were. No one at the meeting knew Tal indicated the line is not shown on the as-builts. VPCS to get in contact with Bill, site manager for LBHS, and see if he can identify the pipes. 2.4.2 Security for Games: Tony of Beals Alliance asked if the layout of the bleachers was ok from a security perspective. There would be a blind spot behind the bleachers. John LBHS stated if they place there security correctly there should be no blind spot and this would be fine for the campus. 2.4.3 Budget Discussion: The budget was again discussed; Tony indicated that phase I as well as phase II are over the master plan budget. Overall Page 8 of 9 VPCS Information 2/11/10
the schematic budget is under the master plan budget. There was discussion on value engineering ideas for Phase II because the total cost needs to be $5 million to be eligible for prop 84 funding. There will be a Phase II budget meeting next week with VPCS, Beals Alliance, and OC Jones. Tony stated for phase II to be complete the existing portables need to be removed and it is not in the budget. Tony stated this decision was made in the master plan meetings. Chris SCUSD was unaware of the removal of the portables. Chris SCUSD stated it is approximately $150k per portable to move. There is potential to install the tennis courts where the unused agriculture area is located. PMC - Post Meeting Comment End of minutes Next meeting: Thursday February 11, 2010 at 1:00 PM at Luther Burbank High School in the Burbank room. Page 9 of 9