Programs and Facilities Committee Meeting
September 16, 2008

Tidehaven ISD

   District Program and Facilities Advisory
Planning Committee Meeting
September 16, 2008 

Summary of Meeting 

Dr. Suzanne Wesson, Superintendent, began the open forum meeting at 6:45 p.m.  There were 23 members, 5 Board members, and 3 guests present.  Dr. Wesson welcomed everyone and then the presentation by LAN Walton was given. 

LAN Walton was represented by Ned Walton, J.P. Grom, and Paul Hawryluk.  LAN Walton has a division that is exclusively dedicated to program management of educational services.  The services provided by LAN Walton include planning a budget, designing to that budget and construction to the set budget.  They represent schools from concept to completion, and beyond.  The company insures that the interests of the school district are represented throughout the process.  Their services can be contracted from periodic visits to daily presence.  They can also be contracted for the entire process or just certain portions of the project. 

LAN Walton has reviewed all the material from the past Program and Facilities Advisory Committee meetings and has toured all the district campuses.  The representatives stressed how they are able to control the scope, budget and quality of a project with communication.  They listen, make recommendations, assess the situation and provide master plans.  

The meeting moved to a question and answer session.  The following concerns were expressed:

o       LAN Walton was asked how they stay within the set budget.  J.P. Grom assured the members they keep control over the budget and work with all parties involved in the project to assure the district receives the quality they desire.  LAN Walton does include a percentage of the budget for overages-this is not disclosed to vendors.

o       LAN Walton was asked how many of the recent projects they managed went over budget.  Paul Hawryluk said that none of their recent projects exceeded budget.  They have used the contingency funds, but not very often.

o       A board member asked what type of fee LAN Walton will charge the district for the services they described.  An all inclusive fee will range from 3-4% of the project.

o       A member of the committee was concerned with the timelines involved in questions or problems arising and the solution being reached.  LAN Walton discussed that this will depend on the level of involvement they are given and the level the district will have.

o       The question of how to publicize the bond election was asked.  J.P. Grom stated that they have a “three-legged” approach, involving a steering committee, a marketing committee and a finance committee.  Each of these groups would have to be developed by the Programs and Facilities Advisory Committee.

o       LAN Walton was asked if they will have a concept design prior to a possible bond election.  Ned Walton explained, that in their experience, it is advisable not to create a model with extensive details, instead, if the committee so decides, a generic model could be developed showing the basic space allocations.

o       The process of selecting an architect was explained to the committee members.  LAN Walton does not choose the architect, the District and Board of Trustees will have this responsibility.  LAN Walton can assist the district with seeking bids, thoroughly questioning each candidate and narrowing the field for the district.  LAN Walton will help finalize the contract details with the chosen architect.

o       LAN Walton was asked what percentages of the bonds they have assisted with in the last five years have passed.  Ned Walton stated that an estimate would be at least 90%.  He stated that only one school they represented failed (at two attempts) to pass a bond election.

o       Local school districts that LAN Walton has represented include Edna, El Campo and Bay City.

o       When asked how long LAN Walton will provide the district support after the completion of construction, it was explained that LAN Walton will provide the necessary paper trail, for all aspects of the project, for many years.  They will also provide the district with copies of all paperwork.

o       A member asked what about the scope of the project.  LAN Walton explained that the square footage needed per student, the materials best suited for the district and the needs of the district are three starting points in developing the scope.

o       The lifespan of the buildings will be determined by the philosophy adapted to the district’s expectations.

o       LAN Walton discussed the need for the district to begin considering a site or sites and have all inspections done.

o       LAN Walton can assist the district with site procurement. 

After the question and answer session, it was proposed that the committee vote to recommend LAN Walton to the Board of Trustees as a project management team.  With the Board Members (present) and all administrators abstaining from the vote, 17 members voted in favor of and no one opposed the recommendation. 

The committee had previously presented two recommendations to the board concerning possible construction and/or renovation.  The summary of the May 13, 2008 Programs and Facilities Advisory Committee states the committee chose (from the Construction Options Survey) Option E (Build a new 9^th-12^th grade campus, renovate the present high school campus into a new junior high campus and build one new PK-5^th grade campus) as their first choice.  The second choice of the committee was Option F (build a new 9^th-12^th grade campus, renovate the present high school campus into a new junior high campus and build two new  PK-5^th grade campuses.)   

The committee will meet again on October 28, 2008 at 6:45 p.m. in the High School LRC.  The meeting adjourned at 9:15 p.m.