School Board Struggles with Capital Expenditure Quotes

WAITSBURG – Waitsburg’s school board continues to seek clarification and possible alternatives to the Conceptual Opinion of Probable Cost – which includes a $1.5 million line item just to provide air conditioning for the elementary school – submitted by Design West Architects in June. The board will use the analysis to determine what amount to bring before voters in an upcoming capital bonds request.

Building bonds, used for the modernization of the elementary, middle and high school, will retire in 2016 and the district has spent several years working to determine how to best prioritize future capital expenditures.

In 2012, a Study and Survey of Facilities was completed at no cost to the district. That study resulted in an extensive list of recommendations that was put before the community for feedback.

In February 2014, district residents approved a two-year, $1.08 million maintenance and operations levy that addressed some of those recommendations, including phone system and technology upgrades.

Most recently, the district held a series of “compression planning” meetings that included teachers, administration, parents and community members. Those meetings helped narrow down the top priorities to air conditioning, a kitchen remodel and sports complex upgrades.

The Conceptual Opinion of Probable Cost submitted Design West lists $2,480,640 in upgrades to the elementary school; $1,538,160 for air conditioning and $942,480 for a kitchen remodel. Air conditioning installation is budgeted at $799,680 at the middle school and $572,220 at the high school.

The proposal also includes the addition of a field house with restrooms at the sports complex at a cost of $510,000, installation of a 6-lane all-weather track at $659,600 and track amenities improvements for $47,600.

The total probable cost, including “soft costs” such as taxes, fees, and inflation, came to $5,069,740. School Board Chair Ross Hamann said the board’s goal is to make needed improvements without increasing taxes, which means the capital bonds request would need to be closer to $4.8 million.

The top concern of board members was the nearly $3 million allocated to air conditioning. “That’s hard to accept when we only need 10 weeks of cooling a year,” Hamann said.

Hamann and District Superintendent Carol Clarke met with Design West architect Brandon Helm earlier this month for clarification and to seek help in searching out alternative solutions. But Hamann said he didn’t find the meeting helpful in finding a way to lower costs.

Hamann said he had a hard time accepting the $1.5 million cost projection to cool the elementary school when it didn’t cost that much to build it to begin with. “I don’t know if we were necessarily doubting that the costs were real, but we were looking for help on some alternatives,” Hamann said.

The proposed system is a water-cooled “chiller” system, but Clarke said the district is not tied to purchasing that specific system. She said the architects have no vested interest and that the amounts presented are averages intended ensure there will be enough funds available to complete the projects.

The costs also include associated electrical and structural upgrades. The buildings are public spaces and must meet air quality code requirements that maintenance supervisor Colter Mohney said eliminate some less expensive cooling alternatives. In addition, as a public entity, the district is required to pay prevailing wage, which increases costs.

The board discussed seeking a second opinion but was concerned about the cost of another analysis. The services from Design West were purchased with grant funds at an approximate cost of $7,000.

Another concern is time frame. To run the bond in February, the board would need to pass a resolution in December. “Before that, we have to have public input sessions and have it very lined out what they will buy,” said Hamann. “We won’t be able go back for 20 years and I want to accomplish as much as we can.”

Hamann said there were other things that needed done, like parking lot upgrades, that weren’t included in the cost analysis.

In the end, the board opted to continue to push for alternatives from Design West, such as cooling only specific rooms. They also agreed it was worth the cost to obtain a Conceptual Opinion of Probable Cost from another architect.

“If they both come back the same, we can at least show the public that we’ve done our due diligence,” said board member Christy House.

“I have to have something I can feel good about taking to the public,” said Hamann.

The school district will hold its 2015-16 budget hearing, which the public is invited to attend, on Wednesday July 29 at 7 p.m. in the Preston Hall Board Room.