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PREVIOUS MEETING NOTES:
› March 3, 2009 › April 6, 2009
› February 3, 2009 › May 4, 2009
› November 4, 2008  
› October 7, 2008  


topMay 4 , 2009

The meeting was called to order at 6:30 p.m. by Chairperson Stuedemann.

Ross Stuedemann, Lisa McGrath, Bev Seelman and Superintendent Paula Vincent were present.

Vincent updated the committee on facilities progress. Contractors are working on the punch list. All systems are being tested (geothermal, fire alarm, etc.). The elevator has been inspected.

Furniture is being moved in the north wing. The bleachers are being installed this week. There is still concrete work to be done and the temporary floor needs a top coat. There will be at least one more change order coming.

Highway 6 work is moving along. They will probably have to close the West Campus drive for at least one day. They have been providing notice to the school district so the disruption can be planned for.

A public open house for the high school is scheduled for Sunday, August 23. Administrators still intend to hold graduation in the new high school.

Site work remaining at NBE is not yet completed. Administration is still hopeful that the National Guard will assist with the dirt work that needs to be done as part of a training exercise in July.

Seelman asked if the projects are on target financially. Vincent indicated that they are and there may even be some of the contingencies left over.

Contractors have begun digging on the auditorium project.

The minutes of the April 6 meeting were approved by a motion from Seelman and second from Stuedemann.

The next meeting will be held on Tuesday, June 2, 2009 at 6:30 p.m. at the new high school.

There being no further business, the meeting was adjourned at 7:15 p.m.

Respectfully submitted,
Ross Stuedmann, Chair
Lisa McGrath, Secretary

 


topApril 6 , 2009

The meeting was called to order at 6:30 p.m. by Chairperson Stuedemann.

Ross Stuedemann, Shawna Colvin, Bev Seelman, Jeanne Goldsmith, Lisa McGrath, and Superintendent Paula Vincent were present.

The minutes of the March 3 meeting were approved by a motion from Goldsmith and second from Colvin.

Seelman asked about the status of existing change orders. The school board, Vincent and Willoughby are still negotiating with Shive Hattery and McComas-Lacina. They will be forwarded to the OSTF as soon as they are approved. Vincent reported that they have just received some new change orders and have not had time to review them. She knows that one of them is for the dirt work at North Bend. She expects more change orders this month for both North Bend and the High School. They will be emailed to the OSTF as they are reviewed.

The gym floor is done and installation of bleachers will start this week. Casework is done in the classroom wing but not complete yet in the athletic wing. Doors are being hung. More cement has been poured.

They are working on balancing the heat pump system. There are seven systems to get synched. This can take quite a while as it did at North Bend. North Bend finally appears to be balanced now.

Crews are finishing the kitchen installation and the plumbing inspection was completed over the weekend. The flooring is not complete yet in the athletic wing because the architects and contractors have decided not to use the flooring originally specified in the contract.

Teachers and administration are working on a moving schedule. Intent right now is to move the old high school to the new high school in June and the old middle school to the new middle school in July. The librarians at all schools are working on a system for moving the libraries.

Floors in the classroom area are scrubbed and sealed but they are waiting on some lights to complete the classroom area. Work continues on the phone system and the fire alarm system. Carpet is being installed.

May 2nd is the deadline for substantial completion. Administration is still planning to hold graduation in the new gym on May 24th. Some of the outside work may not be complete. Seelman asked if we are still on target financially on all projects.

Vincent stated that discussion needs to begin on Phase III of the bond issue which is improvements to existing buildings. Most of that funding will be used on the highway 6 project but there should still be enough left for security/electronic entry systems at all buildings. Seelman asked if we are still on target financially on all projects.

Interest income projection was met last week.

An open house at the new high school is being planned for August 23.

Stuedemann asked about the timeline on Ireland Ave. Vincent indicated that she has been told 2-3 years depending on some pending development in the area.

The auditorium bid was awarded to Kleiman Construction, Inc. of Cedar Rapids. They are getting very close to starting on this project but a final contract has not been signed. The project is scheduled to be complete this time next year.

Vincent discussed state budget issues for education. Nothing final has been decided by the state legislature and until decisions are made, it is difficult to budget for CCA.

The next meeting will be held Monday, May 4 at 6:30 p.m. at West Campus; a tour of the new high school provided that the building has been turned over to the school.

There being no further business, the meeting was adjourned at 7:30 p.m.

 


topMarch 3, 2009

The meeting was called to order at 6:30 p.m. by Chairperson Stuedemann.

Ross Stuedemann, Shawna Colvin, Bev Seelman, Jeanne Goldsmith, Lisa McGrath, Ray Willoughby and Superintendent Paula Vincent were present.

The minutes of the February 3 meeting were approved by a motion from Seelman and second from Colvin.

Vincent reported that the school board is still in discussion with Shive Hattery regarding whose responsibility some of the change orders are.

Lisa McGrath arrived at 6:33 p.m.

There has been no financial activity at NBE since the Feb. 3 meeting.

There have been no change orders since the Feb. 3 meeting.

Willoughby reported that crews are working many hours at the high school in order to meet the new May 2 deadline. The bleachers will arrive in about a month. The gym subfloor is about 2/3 installed. Kitchen equipment will be installed soon. Concrete work will begin again as soon as weather permits as will work on the sports complex. Millwork is arriving and ceiling tile is being installed. Terrazzo will be finished this weekend and lockers will start next weekend. Floors will be polished over spring break by the CCA custodial staff. Carpet will be laid in the office area soon.

The school will take possession of the north end of the building by mid-March. Construction is about 45 days behind the original contract so full possession will now take place on May 2. Administration is still planning to hold graduation in the new gym. Depending on weather, it is questionable if all outside work will be complete by then.

Streb Construction was awarded the Highway 6 bid (from the IDOT). A pre-construction meeting is scheduled for March 16 and work will begin on Highway 6 as soon as weather permits.

NBE heating/cooling system is closer to being regulated and utility costs are decreasing.

$300,000 was budgeted for move-in costs at NBE and to date expenses are only $100,000+. Vincent feels that we will probably not be under budget on the high school move-in costs.

We have met interest income projections which will be used to furnish the buildings.

Seelman asked where the money will come from to start work on the sports complex and auditorium since we haven’t received the SILO money yet. Vincent indicated that the school district will sell revenue bonds against the SILO money. The revenue bonds will not affect property tax. Vincent also indicated that the school has money from the Iowa County SILO tax which was passed previously.
Projected cost of the auditorium is $7 million. Bids are being let on March 10th at 2 p.m.

Seelman expressed concern about starting those projects prior to the money actually being collected. She is concerned that SILO money will not come in as expected due to the economy. She asked how the school will be cutting expenses in response to state budget cuts and the poor economy.

Discussed staffing of new buildings. Existing staff will transition to new buildings. Vincent does not anticipate hiring a new principal and indicated that two of the elementaries may share a principal.

The next meeting will be held Monday, April 6 at 6:30 p.m. Willoughby and Vincent will request that we are able to tour the high school but because of safety and security concerns on the part of the contractors, they feel it will be unlikely that we will be allowed to do so until we have full possession in May.

There being no further business, the meeting was adjourned at 7:15 p.m.

Respectfully submitted,
Ross Stuedmann, Chair Lisa McGrath, Secretary


topFebruary 3, 2009

The meeting was called to order at 6:30 p.m. by Chairperson Stuedemann.

Ross Stuedemann, Lisa McGrath, Shawna Colvin, Bev Seelman and Superintendent Paula Vincent were present.

The minutes of the December 2 meeting were approved by a motion from Seelman and second from Colvin.

Vincent updated the committee on facilities progress. At North Bend Elementary (NBE), they continue to work on regulating the geothermal heating/cooling system. The school is still holding the entire contingency at this point. At the High School (HS), they have added extra crews and are working 10 hours days, Saturdays and some Sundays. Inside the building, they are down to final details but there is still a lot to be done outside. The elevator is in and they will be laying the gym floor toward the end of the month. Bricklayers are done. They are approximately 1 to 1.5 months behind schedule; however, Vincent feels confident that starting school in the building in fall 2009 will not be delayed.

The building will be turned over to the school district in segments beginning mid-March. Staff will begin moving furniture in over spring break. The office area will be available in April and the final section will be turned over late April or early May.

The school and contractors are meeting weekly and are working well together.

Seelman noted that she reported a crack in one of the driveway panels on the east end of the parking lot at NBE multiple times over the last several months. The repair was not made and now several panels are cracked and will have to be repaired. Vincent mentioned that the cracks will be repaired along with other concrete cracks that have been found.

The words Clear Creek Amana School District will be added to the face of the building at NBE.

Discussed the odd mound on the corner of the NBE site. Seelman stated that she has mentioned this pile in several meetings and was assured that it would be taken care of during final grading. Vincent said that there is potential for National Guard to do a training exercise and move the dirt to flood damaged areas in Coralville/Iowa City.

The Highway 6 project will begin as soon as possible and is scheduled to be complete in July. Contractor has already been chosen by the City of Tiffin.

Seelman asked for clarification as to whether or not the Oversight Task Force is responsible for overseeing the sports complex and auditorium projects. Vincent indicated that they are not, but the project can certainly be discussed at their meetings.

The school board is in discussion with McComas-Lacina and Shive Hattery as to whose responsibility some of the change orders are. This committee will be updated as those discussions move forward.

Vincent reported that we are on target to meet bond interest projections. They are working on the energy rebate right now. Overall, the project budget is in good shape. Furnishings, etc. were not part of the project budget, but Vincent is hoping that there will be funds leftover from the project to assist with furnishings, etc.

The next meeting will be held on Tuesday, March 3, 2009 at 6:30 p.m. Vincent will check into the possibility of touring the new high school at that time but isn’t confident it will be possible.

There being no further business, the meeting was adjourned at 7:30 p.m

 


topDecember 2, 2008
Attendance: Ross Stuedeman, Bev Seelman, Jeanne Goldsmith, Shawna Colvin, and Paula Vincent. Matt Klein arrived at 6:20 PM.

Motion to approve last months minutes: Goldsmith, 2nd Seelman.

North Bend Elementary Update

  • Planted 50-60 trees
  • Still working on calibrating the heat
  • Retain 5% and then some

High School Update

  • Not all closed in yet
  • Meeting on Dec 4 with owners to get an updated schedule

Discussion
We were informed that Tim Hennes is asking; in writing, what Shive Hattery is going to do about the change orders that the school should not have to pay for because it was not designed properly.
We discussed that the parking light and security prices were reasonable. 
We need to watch the HS budget more closely.
NEXT MEETING: February 3 at 6 PM in the High School Library

Colvin made a motion to adjourn which was seconded by Goldsmith.
                                                                                   
Respectfully submitted,
Ross Stuedemann, Chair
Shawna Colvin, Acting Secretary

 


topNovember 4, 2008

Attendance: Ross Stuedeman, Bev Seelman, Jeanne Goldsmith, Shawna Colvin, Ray Willoughby, and Paula Vincent. Lisa McGrath arrived at 6:50 PM.

Motion to approve last months minutes: Goldsmith, 2nd Colvin.

North Bend Elementary Update
• Punch list down to a few items inside
• Exterior not completed
• Retain 5% and then some

High School Update

  • Hoping to have brick laying done in 2 weeks
  • About 2 months behind

Discussion
Seelman asked Dr. Vincent for her cost estimate sheets from the start of the project.

Goldsmith made a motion to adjourn which was seconded by Colvin.

Respectfully submitted,
Ross Stuedemann, Chair
Shawna Colvin, Acting Secretary

 


topOctober 7, 2008

Present: Shawna Colvin, Bev Seelman, Jeanne Goldsmith, Curt Barkalow and Superintendent Paula Vincent

Acting Chair Seelman called the meeting to order at 6:35 p.m. Minutes from the August 14, 2008 meeting were read. Revisions to the minutes of the August 14, 2008 meeting were noted as follows: The sentence “There will be no morning meetings, preferably not on a Tuesday, Wednesday or Friday” should be modified to reflect that “There will be no morning meetings.” Motion by Goldsmith to approve the minutes as amended. Motion seconded by Seelman, with all present in favor; the motion carried.

Matt Klein joined the meeting at 6:41.

The logistics relating to the OSTF committee going forward were discussed, including the structure, potential meeting dates, etc. to ensure that all individuals that want to be involved can be involved in the process.

Financial reports as presented by Superintendent Vincent relating to both construction sites were discussed, including items of concern, such as the various change orders that have been incurred during the construction of both facilities, as well as other construction related concerns.

Ross Stuedemann joined the meeting at 7:05.

Motion by Colvin to direct the Board to review specific change orders identified by the OSTF as items of concern. The identified change orders do not appear to be the responsibility of the school district and the Board is directed to determine who is responsible for the payment of such items and seek the proper resolution of such items. Motion seconded by Klein, all present in favor; none opposed; motion carried. These change orders are identified on the financial reports presented by Superintendent Vincent as follows:

School CO# Description Amount
NBE 2 Fire alarm revisions $ 8,706
NBE 4 Over excavation / backfill $ 21,522
NBE 5 Emergency lighting $ 6,624
NBE 6 Gym expenses 21,075
High School 1 Lintels $2,681
High School 4 Lintels $ 8,650
High School 5 Code required light sensors $ 51,405

The various construction budgets were discussed for both locations.

Superintendent Paula Vincent presented construction updates on both building sites. Specific issues relating to the “punch list” and pending items at NBE were discussed. The construction delays and progress at the high school site were discussed.

Motion by Barkalow to direct the Board to hold back a retainer in an amount sufficient to satisfy itself that all items in dispute at the NBE construction site will be adequately taken care of. Motion seconded by Seelman, all present in favor; motion carried.

There being no further business, Stuedemann motioned for adjournment. Goldsmith seconded; motion carried and the meeting was adjourned at 8:27 p.m.

Respectfully submitted,

Bev Seelman, Acting Chair
Curt Barkalow, Acting Secretary

 

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