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6-11-2020 Joint MeetingJOINT MEETING OF THE ISLE OF WIGHT COUNTY BOARD OF SUPERVISORS AND THE ISLE OF WIGHT COUNTY SCHOOL BOARD HELD AT WESTSIDE ELEMENTARY SCHOOL AT 800 MAIN STREET, SMITHFIELD, VIRGINIA ON THURSDAY, THE ELEVENTH DAY OF JUNE 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 Jacqueline W. Carr Victoria Hulick Julia Perkins Denise N. Tynes Alvin W. Wilson 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 Reutt, Clerk CALL TO ORDER The joint meeting was called to order at 3:30 p.m. by Chairman Acree of the Board of Supervisors and Chairperson Jacqueline Carr of the School Board. The Pledge of Allegiance was conducted followed by a moment of silence. Chairperson Carr explained that the purpose of today's joint meeting is for the two boards to continue a discussion on the possibilities for Westside Elementary School, specifically to renovate or build a new school located next to Smithfield Middle School with ballfields being relocated. Dr. Thornton shared the prototype fee structure to include the benefits of a prototype school and the items that remain unchanged. He then shared a preliminary cost model for a typical fee and a prototype fee for Hardy Elementary School which is $27.4 million pending market conditions when the project is bid. Custom design changes would incur a fee, but there are several areas for savings: 1 i.e., the architectural fees for a prototype range from $1.7 million to $2.6 million whereas the architectural fees for a typical school would be a range of $2.7 million to $3.2 million. The architect has agreed to waive the fee for altering the curved entrance at Florence Bowser School to a square entrance for the Hardy Elementary School. Discussion on a Construction Manager with a different role than took place when Georgie D. Tyler Middle School was built. This would be a Construction Manager at Risk, which an RFP has been published. Dr. Thornton then discussed the difference as well as the cost savings. Supervisor Jefferson inquired about the number of change orders submitted during the construction of Florence Bowser and if they were incorporated into the final build. Dr. Thornton expressed that he did not know the number of change orders submitted but explained that with discussion often the contractor will compromise, however, some changes will cost additional money which is why it is important to have a Construction Manager at Risk. Dr. Thornton apprised the boards on the status of Westside Elementary School. The last numbers received from the firm seemed very high and now that we have hired an architect, Westside Elementary School is in a much worse condition than Hardy Elementary School. Since the board's last meeting, the School Division and the architect have looked at the land across from Smithfield Middle School and has stated that he could put a 1,000 -student school with parking next to Smithfield Middle School and the associated ballfields across the street. Supervisor Rosie inquired about demolition cost and was advised approximately $400,000 to demolish Hardy Elementary School which brings us to the discussion of whether to renovate or build a new Westside Elementary School. There are already several refurbishing projects in Westside Elementary School which could be a great community space. There is also potential for the current Westside Elementary School if the decision down the road was to build a new school. Supervisor McCarty reiterated putting a lot of resources into Westside Elementary School may not be the best option when you think of longevity, and he remains in favor of building a new Westside Elementary School; however, the question is what does that price tag look like? Vice -Chairman Grice asked Dr. Thornton to explain the difference from Civil Design with Schematic Design. A general understanding is although the construction might be a Prototype School no steps can be skipped, and the same testing of the structure must take place. He advised that he has viewed several modular schools built in Chesterfield also built by RRMM and they were coming in at $190 to $221 per square foot. The variable number he is seeing between the two is the site work. He feels we should move quickly on the soil testing for Hardy Elementary School and he also agrees the management company should be at risk. Mrs. Hulick pointed out that Isle of Wight County is probably more susceptible to construction costs in Norfolk than in Chesterfield County. Supervisor Grice 2 suggested we should be in a stronger position if they were doing both schools. Dr. Thornton warned there could be some legal concerns with this seeing the RFP for Hardy Elementary School has already gone through the extensive process. Dr. Thornton shared with the boards that the School Division would be pleased to put another RFP out for Westside Elementary School. Mrs. Hulick is reluctant to start the process over to include both schools with the variance of what the market could be, we have a good number now and the unknown is the interest rate could go up if things get pushed back another six months. Chairman Acree stated that everyone agrees something must be done with Westside Elementary School; however, citizens have commented they don't want the Board to act hastily or hurry though the process. There was a unanimous consensus of the Board of Supervisors to put out an RFP for Westside Elementary School. County Administrator Keaton shared a funding timeline and an Existing and Proposed Debt Service Comparison with the boards. Mrs. Tynes shared she is also in favor of moving forward with two schools simultaneously. Vice -Chairman Grice recommended Mr. Tom Duerig to represent the Board of Supervisors and the School's committee, and he requested to see a schedule for Westside Elementary School with an opening date of August 2023. Supervisor McCarty moved that the School Division move forward with an RFP for Westside Elementary School. The motion was adopted unanimously (5-0) with Supervisors Acree, Grice, McCarty, Jefferson and Rosie voting in favor of the motion and no Supervisors voting against the motion. Dr. Thornton stated that the School Division will gather all the information and send same to County Administrator Keaton. With no further business before the Board of Supervisors, the meeting was adjourned at 4:53 p.m. Joel C.Acree, Chair ,4 Lrq Carey r9 torm, Jerk 3