Current Agenda

AGENDA
SCHOOL BUILDING AUTHORITY OF WEST VIRGINIA
To Be Held At The
 
WEST VIRGINIA LOTTERY
900 Pennsylvania Avenue
Tenth Floor Conference Room
Charleston, West Virginia

Monday, June 26, 2017
9:00 AM
 
Note: To see the attachments referred to below, please click the word "Attachment" at the appropriate section and the information will be opened for your viewing. From the attachment, press the "Back" button or left arrow at the top of your browser to return to the Current Agenda.

I. CALL TO ORDER


II. ACKNOWLEDGMENTS AND RECOGNITIONS


A. Oath of Office – (Information)
Due to a scheduling conflict Dr. Paine’s Oath of Office was presented at an earlier time.
The Honorable Jennifer F. Bailey, Thirteenth Judicial Circuit Judge, will be providing the Oath of Office for the School Building Authority’s newest member, Steven L. Paine, Ed.D., State Superintendent of Schools.

B. Recognition for Years of Service – (Information)
On behalf of the State of West Virginia and its citizens, the School Building Authority would like to recognize Mr. Garry R. Stewart for Twenty-Six Years of Service and Ms. Elizabeth K. Courtney for Forty Years of Public Service with Twenty-Six Years being with the SBA.  We would like to thank you for your outstanding achievements, absolute commitment, and meritorious service.



III. APPROVAL OF MINUTES

SBA Quarterly Meeting March 20, 2017
– (Action) – ATTACHMENT-A.pdfATTACHMENT-A.pdf   


IV. EXECUTIVE DIRECTOR’S REPORT – Mr. Frank L. Blackwell

A. Purchasing Card (P-Card) Program Report – (Information) – ATTACHMENT-B.pdfATTACHMENT-B.pdf
One of the requirements of the P-Card Program is for the Authority members to review all purchases made by the staff of the SBA.  As such, ATTACHMENT B provides an itemized list of the SBA’s card usage for the period of February 1, 2017 through April 1, 2017.

B. Legislative Overview – (Information)
ATTACHMENT-C.pdfATTACHMENT-C.pdf – House Bill 2561
ATTACHMENT-D.pdfATTACHMENT-D.pdf – House Bill 2720
Several Bills were introduced during the 2017 Legislative Session that would have affected the SBA, but House Bills 2561 and 2720 were the only Bills to Complete Legislation.  A summary of the final action on these Bills have been provided in Attachments C and D.

C. New SBA Sub-Committee Assignments – (Action) – ATTACHMENT-E.pdfATTACHMENT-E.pdf
Given the appointment of Steven L. Paine, Ed.D., State Superintendent of Schools as an Authority Member it is necessary to reassign Members to Sub-Committees.  We have provided recommendations of these appointments in Attachment E.

I respectfully recommend that the Authority fulfill this requirement and approve the recommended Sub-Committees.


V. CEFP AMENDMENTS
– Mr. Frank Blackwell
The following amendments to county Comprehensive Educational Facilities Plans (CEFPs) have been reviewed and are recommended for approval by the staff of the SBA and have been reviewed and coordinated with the State Department of Education Office of School Facilities. The State Board of Education has acted on these same amendments.  Approval of these amendments does not necessarily reflect support for funding of the project within the Amendment.  Approval of these amendments simply means the County followed the proper Amendment Process. Complete Amendment submittals will be available for review upon request.  The following Amendments are submitted for your review and approval:

A. Kanawha County CEFP AmendmentATTACHMENT-F.pdfATTACHMENT-F.pdf
The Kanawha County Board of Education request approval of an amendment to its 2010-2020 CEFP.  This amendment to include the replacement of windows at Horace Mann Middle School.

Kanawha County has complied with the SBA CEFP Amendment process and based on this I respectfully recommend approval of this amendment to Kanawha County’s CEFP.

B. Kanawha County CEFP AmendmentATTACHMENT-G.pdfATTACHMENT-G.pdf
The Kanawha County Board of Education request approval of an amendment to its 2010-2020 CEFP.  This amendment includes

1. Relocate Herbert Hoover High and Clendenin Elementary Schools to newly purchased sites, with new construction of those existing schools.
2. Closing Bridge Elementary School and consolidating this school into newly constructed Clendenin Elementary School.

Kanawha County has complied with the SBA CEFP Amendment process and based on this I respectfully recommend approval of this amendment to Kanawha County’s CEFP.

C. Mingo County CEFP AmendmentATTACHMENT-H.pdfATTACHMENT-H.pdf
The Mingo County Board of Education request approval of an amendment to its 2010-2020 CEFP.  This amendment seeks to reconfigure Dingess Elementary School from a PreK-4 facility to one that serves grades PreK-5.  This amendment will require no construction, renovations or modification of existing facilities and due to a serendipitous alignment of personnel, no changes in staffing at either Dingess Elementary School or its companion for middle education, Lenore PreK-8 School, except for the reassignment of a small number of teachers to different grades levels.

Mingo County has complied with the SBA CEFP Amendment process and based on this I respectfully recommend approval of this amendment to Mingo County’s CEFP.

D. Monongalia County CEFP AmendmentATTACHMENT-I.pdfATTACHMENT-I.pdf
The Monongalia County Board of Education request approval of an amendment to its 2010-2020 CEFP.  This amendment would include the complete HVAC renovation at Mountainview Elementary School.  This amendment would also update the addition of six classrooms to Eastwood Elementary School that was locally funded in 2014 to the original construction that was completed in 2013 and funded by the SBA; the new annex completed at Suncrest Middle and the new Suncrest Elementary School, which were included in its annual update in the fall of 2016.

Monongalia County has complied with the SBA CEFP Amendment process and based on this I respectfully recommend approval of this amendment to Monongalia County’s CEFP.


VI. FINANCE REPORT – Mr. Garry Stewart

A. Analysis of Trustee Accounts - Trustee Accounts Report - (Information) - ATTACHMENT-J.pdfATTACHMENT-J.pdf
The financial reports of the trustee accounts held at United Bank of Charleston, West Virginia and The Bank of New York Mellon for the period ending May 31, 2017 summarize the trustee functions of the SBA. The report includes a short summary of each bond series.

B. United Bank of Charleston – SBA Program Depository Accounts Report – (Information) – ATTACHMENT-K.pdfATTACHMENT-K.pdf
The financial report of the depository accounts maintained by United Bank for the period ending June 15, 2017, summarizes construction spending by the SBA for its School Construction and Major Improvement Programs.

C. Refunding of Series 2007 Bonds – (Information)
• The School Building Authority has received bids for the Underwriter, Bond Counsel and Issuers Counsel for the refunding of the Series 2007 Bonds.
• The School Building Authority and the West Virginia Department of Administration are currently evaluating the bids for these positions.
• It is estimated that this bond refunding will result in $5.7 million in debt services savings. More information will be available at the meeting.

D. Current SBA Fund Balances – (Information)

                                                      June 30, 2017
Emergency Funds                           $ 4,000,000
2015 QZAB Funds                          $    721,000 (Allocated by December 31, 2017)
2016 QZAB Fund                            $ 2,621,000 (Allocated by December 31, 2018) 
School Construction Funds             $   979,953
Reserve Fund -
     Financially Distressed Counties $   600,000


VII. NEW BUSINESS – Mr. Frank Blackwell and Mr. Scott Raines

A. Deliberation and Selection of Major Improvement Program Projects - (Action) - ATTACHMENT-L.pdfATTACHMENT-L.pdf

The total MIP Funds available for distribution during the 2017 funding cycle is $6,726,167.  Mr. Scott Raines will provide a summary of the staff review process and a review of each project. The staff of the SBA will be available to answer questions the Authority members may have.  After the review, the Authority will consider each project submitted and select those to be funded in the 2017 MIP Funding cycle.  The following indicates the amount of funding available for distribution from the FY 2017 and unused Grant Funds for these projects:

FY2018 Allocation            $  5,000,004       
Forfeited MIP Grants        $  1,716,163
Investment Income            $      10,000

Total Funds Available     $ 6,726,167

B. 3% Statewide Project Review and Award - (Action) – ATTACHMENT-M.pdfATTACHMENT-M.pdf
The total of the 3% grant funds available for distribution during the 2017 funding cycle is $1,894,981.  All projects submitted for consideration were reviewed by the staff of the SBA, as well as, Dr. Kathy D’Antoni with the Department of Education.  A report summarizing these projects and recommendations for projects to be funded this year has been prepared by the staff of the SBA and a copy has been provided in Attachment M for the Authority members review and consideration. 
                                 

VIII. OLD BUSINESS – Mr. Frank Blackwell

A. Policy and Procedures Revision – (Information/Action) – ATTACHMENT-N.pdfATTACHMENT-N.pdf
Final revisions of the latest Policy and Procedures are complete, the thirty (30) day comment period ended January 23, 2017 all comments received have been reviewed, and several comments have been incorporated into the revised Policy language to address the comments.  The Authority has been provided a copy of the public comments, as well as, the staff of the SBA’s responses to these comments.  The Final Version of the Policy changes is provided in Attachment N.

I respectfully recommend approval of the Policy and Procedures Revisions.

B. Update Preventive Maintenance Program and County Maintenance Assessment – (Information) – Mr. Mike Pickens, WVDOE – ATTACHMENT-O.pdfATTACHMENT-O.pdf
As part of the School Building Authority project scoring criteria, county school systems are evaluated from the efficiency of their preventive maintenance program.  Through a grant from the SBA the West Virginia Department of Education Office of School Facilities has implemented a software based preventive maintenance program in every county in West Virginia.  Attachment O is the updated Statewide Preventive Maintenance Information. 

C. Construction Managers – (Information/Action) – ATTACHMENT-P.pdfATTACHMENT-P.pdf
At the request of the Authority the staff of the SBA will present an update on Construction Manager activities, as well as, events that led up to the involvement of Construction Managers on SBA projects.

Executive Session
Executive Session as provided in West Virginia Code §6-9A-4(a)(b) the Authority must vote for an Executive Session.  Executive Session as provided in West Virginia Code §6-9A-4(a)(9) to consider matters involving or affecting the advanced construction planning, the investment of public funds or other matters involving commercial competition.  No action will be taken in the Executive Session.


IX. FUTURE MEETINGS


The 2017 fall quarterly meeting of the School Building Authority of West Virginia is scheduled on September 25, 2017 with the location to be determined.

The 2017 NEEDs Grant Submission/Superintendent Interviews meeting is scheduled on November 13 and November 14, 2017 with the location to be determined.


The 2017 winter quarterly meeting and NEEDs Grant project selection meeting of the School Building Authority of West Virginia is scheduled on December 11, 2017 with the location to be determined.



X. ADJOURNMENT