MINUTES

The meeting was called to order and a silent roll call was taken and it was determined that a quorum was present.

Mr. Smith moved for approval of the November 15, 2012, and December 20, 2012, meeting minutes. Motion seconded by Mr. Goetz. All voted in favor and the minutes were approved.

Mr. Doug Lambert, Superintendent of Pendleton County Schools, gave a presentation. He advised that they want to build a new Franklin Elementary School through the design-build process. He stated the project is contingent upon the School Building Authority granting them the funding. The School Building Authority is to announce who will be awarded funding in April.

Mr. Lambert stated that they need to build the school through the Design-Build process as cost containment is very important as the funding is tight. They put a bid out for another school, Brandywine, and only got one bidder. Franklin Elementary was built in 1953. It is very small and is on a hillside with no parking. They have located six acres on top of a hill outside of town.

Chairman Monteleone requested that they explain the financing process. Mr. Raines, with the School Building Authority, advised that they will listen to all 28 county school systems who requested funding next Monday and Tuesday. The School Building Authority will meet on April 22, 2013, and everyone will be told at that time who will receive funding. They hand out money to the schools that are most deserving.

Mr. Ashley stated that Pendleton County Schools is requesting $9.26 million from the School Building Authority. They will give $350,000 of local money and get a low interest loan. The project cost is $10.3 million. Mr. Raines advised that the School Building Authority has never given less money than requested, and often give more than requested. Mr. Raines indicated that Franklin Elementary is a small school.

Mr. Smith questioned what the problem was with the other Brandywine school only getting one bidder. Mr. Lambert stated that they had problems with out of state companies coming over the border to their location. Mr. Lambert advised that they will advertise and get the number of bidders they need in order to proceed as a Design-Build project.

Mr. Raines stated that Harrison County has four teams he knows is interested and believes that Pendleton County will get enough as well. Mr. Ashley indicated that the School Building Authority can help them solicit bidders. Mr. Raines knows of two teams that are interested. One is in Virginia and the other one is in West Virginia.

Mr. Smith questioned if the School Building Authority requirements are the same for this project as the Harrison County project? Mr. Raines stated they absolutely have the same requirements. Mr. Raines also stated that he is comfortable their formula will be enough to cover the cost and if not they will come up with what is needed to get it completed.

Mr. Smith advised that if approved by the board, the rules are different and the members are protective of the rules and regulations. Since Pendleton County is not familiar with the rules do you intend to have someone guide you to follow the rules? Mr. Raines advised that the School Building Authority will assure that they are followed.

Chairman Monteleone advised that the board must make sure that they meet their timelines or they will revoke the approval. He stated that the board reviews the process all the way through. Mr. Raines advised that he feels if they can make this first one a success then it will change how they do things going forward.

Mr. Raines advised that they have already done core samples on both sites they were looking at for the school. Don Booker will also be working as he is the project person, although he does other things as well.

Mr. Smith moved to approve the application of Pendleton County Schools contingent upon them getting funding from the School Building Authority by April 30, 2013. Mr. Goetz seconded the motion. All voted in favor and the motion passed.

Mr. Raines stated that the School Building Authority will give out the funding to the approved schools on April 22 at 9:00 a.m. in the Governor’s press conference room. The board members are welcome to attend.

There was no old business to come before the board.

There was a lengthy discussion on how the Design-Build process has the potential to save time and money.

There being no other business to come before the board, the meeting was adjourned.