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2-12-2020 Special MeetingSPECIAL JOINT MEETING OF THE ISLE OF WIGHT COUNTY BOARD OF SUPERVISORS AND THE ISLE OF WIGHT COUNTY SCHOOL BOARD HELD IN THE ROBERT C. CLAUD, SR. BOARD ROOM OF THE ISLE OF WIGHT COUNTY COURTHOUSE LOCATED AT 17090 MONUMENT CIRCLE, ISLE OF WIGHT, VIRGINIA ON WEDNESDAY, THE TWELFTH DAY OF FEBRUARY IN THE YEAR TWO THOUSAND AND TWENTY PRESENT: BOARD OF SUPERVISORS Joel C. Acree, Windsor District, Chairman Richard L. Grice, Smithfield District, Vice Chairman Rudolph Jefferson, Hardy District William M. McCarty, Newport District Don G. Rosie, II, Carrsville District SCHOOL BOARD Jackie W. Carr, Carrsville District, Chairman Julia W. Perkins, Windsor District, Vice -Chairman Denise Tynes, Smithfield District Alvin Wilson, Hardy District Victoria Hulick, Newport District ALSO IN ATTENDANCE BOARD OF SUPERVISORS Robert W. Jones, Jr., County Attorney Randy R. Keaton, County Administrator Donald T. Robertson, Assistant County Administrator Carey Mills Storm, Clerk SCHOOL BOARD Dr. James Thornton, Superintendent Tracey Reuitt, Clerk CALL TO ORDER Chairman Acree called the special meeting of the Board to order at 5:00 p.m. for the purpose of meeting jointly with the School Board to discuss- Hardy and Westside elementary schools. Dr. James Thornton, School Superintendent, provided the following timeline for construction of Hardy Elementary School: February 5th - Interview of six architects February and March — visits to five elementary schools April 1—prototype and architect selection April through September—site plan review October/November — bid and contract negotiation December 2020 through August 2022 — construction Superintendent Thornton advised that he will be visiting the following schools which will be narrowed down to the top two choices, followed by hiring of a construction management firm. He further advised that the roofs, mechanical systems, finishes and architectural changes will be reviewed to fit the County's instructional needs. West Hanover Elementary School which has 775 students and was built at a cost of $171/sf at a total cost of $15,590,923; Winding Creek Elementary School which has 850 students and was built at a cost of $160/sf for a total cost of $22,698,005; Florence Bowser Elementary which has 1000 students and was built at a cost of $186/sf for a total of $21,287,758; Ocean View which was built at a cost of $201/sf for a total of $18,600,000; and, Thoroughgood Elementary School which has 825 students and built at a cost of $304/sf at a total price of $27,960,000. County Administrator Keaton advised that staff has met with both property owners of the two parcels of land adjacent to Hardy Elementary School in preparation of beginning the survey, geotechnical and appraisal processes. He advised that the Hampton Roads Sanitation District is building a pump station along the route of the school and the County is engaging a consultant to analyze the community well system across the street at Thomas park and the one at Tormentor Lake to weigh the option of whether to install a well system or extend the water line from Smithfield that will serve the school. Vice -Chairman Grice recommended that a management group be hired to perform the selection of the construction administrative firm and that there be a project overseer to ensure that this is a cooperative effort by the School Board and the Board of Supervisors. Collaboration between the two boards was identified as being critical and open dialogue and joint meetings were agreed upon as being beneficial in keeping all informed. Vice -Chairman Grice remarked that selection of a construction engineer is critical to the management of the project. He noted the importance of a group being in place to manage the project and keep it on budget and on schedule. Superintendent Thornton remarked that the RFP will involve a committee and he recommended two members of each board along with other staff. He stated the next steps will be to assemble what he needs for interviews with the feedback from those interviews used as a selection for the prototype, followed by 2 negotiation of a contract and the managing of day to day activities with reports back to the two bodies and oversight of the architects and the construction company. County Administrator Keaton advised that the preliminary engineering work can be funded by utilizing funds in this year's Capital Budget earmarked for short- term fixes at Hardy Elementary School. /I Turning the discussion to Westside Elementary School, County Administrator Keaton referenced the Facility Evaluation Study performed by Alpha Corporation and reflecting a price of $26,000,000 for the renovation of Westside Elementary School and $42,000,000 for the building of a new facility. The consensus of the Board was to build a new Westside Elementary School rather than renovate the existing one and examine other potential uses for the existing facility. The Board noted the reasons for building versus renovation were cost, no interruption to education; a renovation lasting for 30 years, while a new facility will last for 60+ years; and, the cost of demolition can be high. Consideration of building the new Westside Elementary School on property owned by the County on Turner Drive was discussed regarding whether 19 acres would be enough land to build the new Westside Elementary School on the same site as the Smithfield Middle and High schools while maintaining enough green space. Vice -Chairman Grice suggested the practice fields could be relocated across the street and that a tunnel could be built for access. He noted that the property across the street drops off quickly at the tree line and is not as conducive for development as the Yeoman farm. He recommended that the Yeoman farm be negotiated as an alternative prior to making the decision whether to remodel or rebuild. Superintendent Thornton noted that the architect can make the determination if the property across the street can be utilized for practice fields and return to the boards with a report. County Administrator Keaton pointed out that if the Westside Elementary School is built on the same property as the middle and high schools, there would be no utility cost because sewage and water are already in place there; however, if Westside Elementary School is renovated, the cost of adding mobile classrooms must be added to the cost of construction which might offset the cost for any land purchases. Chairman Acree summarized that it is the consensus of the two bodies that staff continue to move forward with Hardy Elementary School and that staff continue to look at land opportunities for Westside Elementary School so that informed decisions can be made on whether to renovate or build a new facility. K County Administrator Keaton advised that the County has other Capital Improvement project in need of funding and, if the school projects come in lower, the $64,00,000 could cover. ADJOURNMENT At 7:30 p.m., Chairman Acree declared the special joint meeting with the School Board adjourned. Careyi Is St6rm, Clerk 11 Joel C. Acree, Cha' n