March 2, 2020 at 5:00 PM - Facility Committee Meeting

Description:  Attached are three documents associated with the bids for the soccer stadium project.  These bids include two options -- one with synthetic turf as the base, and the other with a grass field as a base.  As a separate line within each bid scenario you will also find the cost of the Team Center.  Additionally, there are alternate bids for sidewalk, backup netting, and a kickfence.

On Monday night both the Facility Committee and the Budget Committee will review these documents.  These notes are the same for both committees.

As we review these bids, the first step I feel is necessary is to separate the bids associated with the field from the bids for the Team Center.  The bids for the Team Center have come in higher than was projected, therefore I recommend that our focus turn towards the field improvement and we set aside the Team Center until a point in the future.  The One Community One Goal Committee will be reviewing their approach and funding for this part of the project, and we can discuss that issue at a future meeting.

The School Board has articulated that their commitment to this project would be the equivalent cost of the grass field replacement.  Per this bid, that value would be $547,0001.50 plus the cost of contingency and engineering services.

Additionally, I request that the Facility Committee review the alternate bids for scoreboard, sidewalk, netting, and the kickback fence.  I think it is appropriate for the Committee to discuss if any of these options also fall within the scope of work for the school district portion of this project.  At Monday's Facility Meeting we will walk through each of these items so you understand what they are, and current status/condition of those amenities at the soccer field.  We will also have a recommendation for which of these alternates may make sense for consideration.

On Monday night I will be requesting that the Facility Committee make a recommendation on what aspects of these bids you would like included in the district portion of the project, as that decision will inform the Budget Committee on the scope of work from which they can then review the cost for the district contribution.

Chase Retter from Rettler Corp. will be at the Facility Committee Meeting to review all of the bids, answer any questions, and assist with the final costs for the project.

Per my conversations with members of the One Community One Goal Committee, they do anticipate having the funds for the delta between the grass project and the synthetic turf.  My recommendation is that we determine the initial scope for the whole project and the district contribution, that will then yield the amount that the One Community One Goal Committee will have to have in hand for this project to move forward.  A report on and commitment of their finances will be necessary at the March Board Meeting as part of the plan to move this project forward for summer 2020.

Description:  The purpose for this agenda item is to continue working with the Committee on the District Facility Maintenance Needs that you want to include in a Fall 2020 Referendum. John Cramer will be displaying and working live with the 20-year Facility Maintenance Plan and use that as the base for this discussion. 

Attached please find a pdf of a spreadsheet that has been worked on by John and the Vogel Team.  This document is a summary of work they completed as they reviewed the projects, scope, and timing.  They reviewed the facility maintenance projects that fall within the Immediate Needs out to Year 4 within the 20-year Facility Maintenance Plan.  They also reviewed any economy of scale and "if every item within that list needs to be completed now".

This analysis has resulted in a revised facility maintenance number, that per your input, could reduce the Immediate to Year 4 needs from an initial projection of $24M to a value between $15M - $20M.

The spreadsheet that John and Jay used for this work is too large for Board Book, and we will review it with you on Monday night and solicit your feedback.  The summary page is attached for your review.

Description:  Steve Ross, member of the Baseball Boosters, will be in attendance at the Facility Committee Meeting on Monday to provide an update to the Committee on the following items which have already been approved by the Board, pended funding availability by the Booster club:

Phase 2 & 3 of baseball facility upgrades.
New Sound System
New Batting cage for the JV Field
Improvements to the batting cage area at the Varsity Field
Ground Repair of disturbed soil as a result of scoreboard install

Attached are more detailed summaries of the next phase of work.  The Baseball Project currently has over $80k in cash available for these next projects.

Description:  Attached please find information about annual notices that are required by law, practice, or policy.

The IEQ plan is one of the notices that we provide each year, as requested.

Current DPI guidance provides that this annual notice requirement is "upon request". (See page 4 attached)  John Cramer's recommendation is to follow the DPI publishing requirement.

A question for the committee -- Do you want the the District IEQ Plan to state that "we provide the plan annually" or "we provide the plan upon request"?

John Cramer will be at the meeting on Monday to discuss this issue and answer your questions.

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