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HomeMy WebLinkAbout1988-06-29 adj364 June 29, 1988 (Afternoon Adjourned Meeting with the School Board) (Page 1) A adjourned meeting of the Board of Supervisors of Albemarle County, Virginia, was held on June 29, 1988, at 4:00 P.M., Meeting Room 5, County Office Building, McIntire Road, Charlottesville, Virginia. This meeting was adjourned from June 15, 1988. PRESENT: Messrs. Edward H. Bain, Jr. and F. R. Bowie, Mrs. Patricia H. Cooke, Messrs. C. Timothy Lindstrom, Walter F. Perkins and Peter T. Way. ABSENT: None. OFFICER PRESENT: County Executive, Guy B. Agnor, Jr. and County Planner, John T. P. Horne. Agenda Item No. 1. The meeting was called to order at 4:03 P.M. by the Chairman, Mr. Way. Agenda Item No. 2. Joint Meeting with the School Board. School Board Members Present: Messrs. Charles S. Armstrong, William W. Finley, Clifford W. Haury, Mr. Charles S. Martin and Dr. Charles R. Tolbert and Mrs. Sharon Wood. Agenda Item No. 2a. Discussion of a schedule for fUture joint Board/ School Board meetings. Mr. Way said he thinks the Board and the School Board should continue to schedule monthly meetings. He said he feels strongly that the welfare of the community depends on a good working relationship between ithe two Boards. Mr. Tolbert said the School Board agrees that having joint meetings on a regular basis is reasonable. He said some members of the School!Board question the need for formal monthly meetings with formal agendas, and~a clerk recording minutes. Mr. Agnor said State law dictates that there be a record of the meeting every time either Board meets. Mr. Tolbert said he checked with Mr. James Bowling, Deputy County Attorney, who said it was not necessary to have a recording of the School Board's meeting, as long as no vote was taken. Mr. Agnor said he would check with Mr. St. John, but he thinks every time the Board meets, there must be a record of the meeting. Mr. Way suggested that the Boards set a date for a ji0int meeting in July and give Mr. Agnor and Mr. Overstreet time to find out haw formal these meetings must be. After some discussion, the Board and the School Board decided to meet at 4:00 P.M., July 19, 1988. Mr. Bowie said he wishes the meetings to be as informal as possible. He said recording the meetings means only one person can talk at a time, which can make a meeting with many participants last a long tim~. Agenda Item No. 2b. Joint Meeting with School Board: Work session on the Capital Improvements Program. Mr. Horne said the Board had questioned some of the enrollment projec- tions submitted by the School Board to justify its Capitai Improvements requests and asked the staff to study these projections, iAfter analyzing these figures, Mr. Horne said, it does not appear that all the schools listed in the School Board's Capital Improvements requests will ~e necessary. He said the staff does not believe there is a need for a new!elementary school i~ the western part of the County, based on the School Board,s enrollment pro- jections. He said the projections show overcrowding to b~ more of a problem in the future in the Broadus Wood area. He said it appea~s the problem could be alleviated by a combination of redistricting students ~rom the Broadus Wood district to either the Meriwether Lewis/Murray or Hollyme!d districts and adding on to the Hollymead School or building a new Holly~ead School. He said the staff agrees with the School staff that there will bella need for a new elementary school in the Hollymead area. When this schoo$ must be built will depend on how quickly the Hollymead Community grows, he s~id. Mr. Home said the staff also agrees with the Schools staff that there i~ an immediate need for a Southern Regional School and the new Crozet ElementAry School. June 29, 1988 (Afternoon Adjourned Meeting with the School Board)3 65 (Page 2) Mr. Horne said the Board also wanted to know if the capacity of the new schools was reflected in the actual enrollment projections. He said the enrollment charts do not reflect the capacity of the new schools, but the report discusses and anticipates this capacity. Mr. Horne said the Board also wanted to know if there were any general growth projections by school district. Mr. Home said neither the Planning Department nor the Department of Education has this kind of projection. He said he thinks such projections would be valuable. Mr. Horne said he hopes the School Board and School staff will not misconstrue his remarks. He said it is difficult to project enrollments when the growth rate is unstable. The major difficulty, he said, seems to be deciding upon an enrollment growth factor to assign to new housing units as they are constructed in the school district. He said he is confident that cooperation between the staff and the School staff will eventually generate an acceptable methodology. Mr. Tolbert said the Capital Improvements requests the School Board sent to the Planning Commission did not involve new elementary schools. He said new elementary schools in the western part of the County and on Route 29 North are options that the School staff is investigating as possible solutions to the increasing enrollment in these areas. Part of the difficulty with the five year capital improvement plan, he said, is that any project listed in the fourth year must be very well defined. For example, he said, if the School Board and School staff introduce a new school this late in the process, they name the school and describe its location must have a name, a location and capacity. He said it was difficult for the School Board and the School staff to gather this information and decide the particulars of a project in the short amount of time left to make this decision. He said it would be easier if the School Board could say that this many'children are expected to enroll by 1992 and it will cost this much money, leaving the formal definition of the project to be decided at a later date. Mr. Tolbert said having to follow the capital improvements process may have added formality which the School Board does not have. Mr. Tolbert said the School Board has committee. This committee will examine the mend a set of projections to be adopted by tl committee will also recommend to the School solutions to the increase in enrollment. He preliminary report to the School Board by the elementary school can be justified before mol acquiring the property. The committee will Board in January, 1989. He said Mr. Clifford Members of the committee include himself, i formality to some projects, a lend that these projects should tablished a long-range planning ~nrollment projections and recom- ie School Board. He said the oard short- and long-range said the committee will present a end of the summer, so the Crozet ey is spent on anything besides ake a final report to the School Haury will chair the committee. David Bowerman, Chairman of the Planning Commission, Ms. Sally Thomas, a for~r member of the School Board and presently the President of the League of Women Voters, Mr. Overstreet, and a parent from each of the two high schools, whd have not yet been appointed. Mr. Lindstrom said he is concerned abouC the difference between the capital improvements plan for last year and the one for this year. The projected cost for last year's plan was $28,500,000; this year's is $66,250,000, which does not include the costs of any new schools. He said he is concerned about how the County will finance this increase. He said the County needs other capital improvements, in addition to schools. If the County is to handle the growth that is coming and the growth that is already here, more and more money will have to be spe~t on capital improvements such as roads. Mr. Lindstrom said he has examined the current enrollment projections and noted that the peak enrollment for the next f~ve years at the elementary level is projected to be 5,020 students. He said the current elementary schools, assuming an elementary school will be built in the southern part of the County and there will be 22 students per classroom, Would give the County the capa- city for 5,120 students. Increasing the number of students per classroom to 25 will increase the capacity to 5,565 students. He said he is no expert on education, but he has read the opinions of those who are, and they say no benefit is derived from lowering the number o~ students in a classroom until the number falls below 15. If the difference!between 22 and 25 students per classroom is not significantly improving education in the County, he said, he 366 June 29, 1988 (Afternoon Adjourned Meeting with the School Board) (Page 3) thinks the School Board should seriously consider increasing the number of students per classroom to meet the demands of growth. He said he would prefer to spend money to increase the staff of qualified, well-trained and well-paid teachers' aides to accommodate more students per classroom. He said there are other ways to meet the growth in enrollment: expanding Broadus Wood, building the new Crozet elementary school to hold 600 students instead of 450, adding two classrooms to Meriwether Lewis Elementary School, and redistricting. He said he thinks the School Board should also think of ways to use the old Murray and Rose Hill schools, since they are both in areas experiencing growth. He said he thinks the County could handle the increase in enrollment by choosing one or a combination of these options and by build- ing only one new school, an elementary school in the southern part of the County. He said using the Broadus Wood and old Murray schools could meet the enrollment needs of the western part of the County without building a new school that would be inconsistent with the Comprehensive-Plan. Mr. Tolbert said he agrees with almost everything Mi. Lindstrom just said. He said the enrollment projections in the staff report were just as much news to the School Board as they were to the Board.' If the capacity at the Crozet school is increased and classrooms are added to Meriwether Lewis and Broadus Wood, he said, the County will have come very close to building another school. He said he is not sure that adding on classrooms to several schools will save the County money, although he realizesMr. Lindstrom is concerned about the location of a school in the western part of the County. Mr. Tolbert said he is convinced that new schools will have to be built, elementary and middle schools and a high school, or their equivalent added on to existing schools. At 82 percent utilization, Mr. Bowie said, the middle schools are esti- mated to hold 2,422 students. According to the enrollment projections, there will be only one year out of the next five in which the humber of middle school students will exceed 2,422. Mr. Tolbert said the~e will be around 2,969 middle school students by 1998-1999, based on the humber of students currently in kindergarten in the County. Around this sa~e time, he said, there will be more high school students than the two higb schools can hold. Mr. Bain said that major additions are planned for ~ack Jouett and Middle Schools in 1991-92 and he thinks the enrollment p~ojections should be carefully considered before the construction begins. Mr~l Tolbert agreed and said he is not convinced that these schools should be ad~ed to, perhaps a new middle school should be built instead. Mr. Perkins said it is important to remember that t~e County does not have to have grades six through eight at the middle schoo>ls and grades nine through 12 at the high schools. Because there are peaks lin the enrollment projections followed by troughs, he said, perhaps the SchOol Board and the Board should talk about building just schools, not elementary, middle, or hi schools. When there are more middle school students than~ other levels, a building can be used for a middle school. Later, the same building can be used for a high school, he said. When the committee begins to study the enrollment p~0jections, Mr. Lindstrom said, he hopes it studies what other growing l~Calities are doing about the problem. Mr. Tolbert said he thinks every member of the Schoo~l Board will care- fully consider the suggestions Board members have made ak. this meeting, making a decision. Mr. Bain said something must be done to keep down th~ cost of the new projects. Construction costs have climbed from $56 per square foot for Meriwether Lewis to a projected $72 per square foot in less than eighteen months. He said he thinks this increase should be investigated. Mr. Lindstrom questioned the request for $200,000 to study and design facilities for Albemarle High School, after $100,000 was allocated for this purpose last year. Mr. Papenfuse said the $200,000 is needed to keep the architects employed during the design phase. If the project takes $300,000 June 29, 1988 (Afternoon Adjourned Meeting with the School Board) (Page 4) 367 just for planning money, Mr. Way said, it will take $6,000,000 in building money and this sum is not included in the budget. Mr. Overstreet said he understood the $100,000 was allocated last year to initiate the planning, not to fund it completely. He said the $100,000 funded a general schematic; the additional funding is needed to plan and design details. Mr. Lindstrom said he would like more information on this proposed expenditure. Mr. Bowie said he will not support this expenditure until he knows what the money will buy. Mr. Lindstrom noted that the costs for many projects increase in the coming year. Mr. Tolbert said an inflation factor of six percent is included in each project. Mr. Lindstrom said this is logical, but if the rate of inflation is actually lower, the County may risk spending the six percent increase anyway. Mr. Tolbert agreed that this is a problem, since the County must announce what it plans to spend for each project and bidding is not that competitive. Mr. Lindstrom iterated that he is troubled by the idea of building a new school in an area the Comprehensive Plan has designated a no-growth area. A new school is like a magnate, he said. Mr. Lindstrom added that building a new school in the watershed would go completely against the thrust of County planning for the past ten years and would make a mockery of all the regula- tions governing what private citizens may build in the watershed. Mr. Haury said the School Board recognizes the unsuitability of building a new school in the watershed. He said he thinks it is more important to do something about growth along the Route 29 No~th corridor and Earlysville, which is why he does not think there should ~e a 600-student school tucked away in Crozet. He said the School Board has considered keeping the Rose Hill school in operation to alleviate some of the iovercrowding at Hollymead and Woodbrook. He said there is a problem with medistricting: the age of the students. If there is a peak in enrollment At the level of kindergarten and first grade, redistricting will not solve an~ problem. Another factor influencing how the SchoOl Board copes with the growth in enrollment, Mr. Overstreet said, is the State mandates adding curriculum programs and personnel to the Schools. Presently, he said, the County faces increases in the State demands for special education programs, elementary school counseling and pupil-teacher ratios, iHe said it is very difficult to plan the effect of State mandates, because t~ey change every two years. Agenda Item No. 3. Executive Session: ~,Personnel. At 5:20 P.M., motion was offered by Mr. Bain and seconded by Mr. Perkins to move into executive session to discuss personnel matters. Roll ~as called and the motion carried by the following recorded vote: ~' AYES: Messrs. Bain and Bowie, Mrs. Cooke, M~ssrs. Lindstrom, Perkins and Way. NAYS: None. Mr. Tolbert adjourned the School Board ~eeting at this time. Agenda Item No. 4. At 7:32 P.M., the Bqard emerged from executive session and Mr. Way called the meeting back rio order. Agenda Item No. 5. Work Session Capitml Improvements Program. Mr. Home presented the recommendations ~f the Planning Commission for the 1988-93 Capital Improvements Program. He! said there are 33 projects that the Planning Commission considers to be urgent priorities, and which are recox~ended for funding in the first year of the CIP. Other projects are classified as necessary, desirable or deferrable. He said the Planning Commission also developed its own estimate of the cost of several school projects and included an explanation for the difference in estimates in the booklet presented to the Board. In the case of the proposed Crozet Elementary replacement school, the School Board reduced the architect's cost per square foot. Given the history of these projects, Mr. Home said, the Planning 368 June 29, 1988 (Afternoon Adjourned Meeting with the School Board) (Page 5) Commission felt it would be prudent to budget the higher amount. Mr. Home said the Planning Commission also added the cost of recreational equipment to the School Board's estimates. In the past, the cost of recreational equipment has not been included in the estimates; either the Department of Parks and Recreation or the PTO of a particular school funded the equipment. Mr. Bowie asked how much recreational equipment costs. In the case of Meriwether Lewis Elementary School, Mr. Horne replied, the equipment cost $48,000. He said the School Board rated the need for recreational equipment "Necessary" and said the funding was for "additional recreational equipment", but the Planning Commission rates the project "Urgent" and considers the equipment basic to the operation of an elementary school~ Mrs. Cooke asked if installing new recreational equipment is intended to bring County schools to parity~ Mr. Home said the Planning Commission felt that there should be money in the Schools budget for a basic level of recrea- tional equipment. He said the staff based the cost for this equipment on the Meriwether Lewis project, but neither the staff nor the Planning Commission is trying to set a policy on recreational equipment. Mr. Horne said adding the cost of recreational equipment is budgetary technique and nothing more. Mrs. Cooke said she is concerned that citizens willlicomplain that the schools their children attend have less recreational equipment than Meriwether Lewis Elementary School. For the past ten years, Mr. AgHor said, the Depart- ment of Parks and Recreation has funded improvements to the schools' recrea- tional facilities. He said the Department always tried ~o distribute equip- ment equally among the schools. He said Meriwether Lewi~ is a new school, with different recreational equipment. Mr. Horne added ~hat the County is also trying to make the recreational facilities at new sdhools large enough to accommodate the community as well, but Parks and Recreation will fund whatever is in excess of the basis recreational needs of an elemen~tary school. Mr. Horne then began to describe the Planning CommiSsions' recommenda- tions for the CIP. Under "Administration and Courts", he noted the change in funding for the expansion and renovation of the Regional i Jail. Mr. Agnor said the City does not intend to spend any money on this projglct until 1992-93 and the County adjusted its funding to this delay. He said ~.epresentatives of the Regional Jail have said they may need the expansion befor~ 1992 and suggested that the County fund the costs of planning and design and~ have the City reimburse the County. Mr. Agnor said he rejected this suggestion. Mr. Lindstrom asked how the cost of the expansion and renovation in- creased from $1,200,000 to $11,487,557. Mr. Bowie said ~e total project will cost $11,487,557; the first phase, $1,200,000. He said t~e estimate for the entire project was not available until after the CIP process had ended last year. He added that the Jail needs more space for prisoners, not for the comfort of administrators. ~ Mr. Bain asked how much of the total cost would be r~imbursed by the State'. Mr. Bowie said the State would reimburse $300,000!iper jurisdiction, up to $600,000. He said he recommended breaking up this pro!~ect into a number of smaller projects, which may lower the County's share. He>said he is not sure it is necessary to leave the $300,000 in the CIP for thiSlproject, since the Jail Board has finished Phase Oneand that was all the Co6nty agreed to fund. He said perhaps this money could be better spent if it we~ie assigned to another project. Mr. Horne moved on to discussion of the exterior rem the County Office Building, which the Planning Commission changed the priority from "Necessary" to "Desirable". He planned to begin after the McIntire Road extension projec! staff is not sure when the latter will occur. Mr. Horne said there are also interior renovations p~anned for the County Office Building. Mr. Agnor added that this is the last y~ar of a three year project. Mr. Bowie noted that $181,000 was allocated for~!this project last year and said he thought that last year's CIP showed thatino funding would be ~vations planned for !moved to 1991-92 and said the project is is finished and the June 29, 1988 (Afternoon Adjourned Meeting with the School Board) (Page 6) needed for the project this year. Mr. Agnor said $83,000 would be needed to finish the renovations planned three years ago. Mr. Home said the next project, an addition to the Charlottesville- Albemarle Health Department, will be delayed to match the City's schedule of funding. Mr. Home then moved on to the "Education" portion on the list of recom- mended CIP projects. He said the Department of Education requested that the first project, a parking lot at Albemarle High School for 1988-89, but the Planning Commission recommends that the project be deferred for one year for the facilities study to be completed. Mr. Lindstrom said he is concerned about the cost of the facilities study, which has increased from $100,000 to $300,000. He said he will not support funding this study until the architect explains in detail why this study is necessary. Motion was offered by Mr. Bowie and seconded by Mr. Lindstrom to delete $200,000 for the Facilities Study and request information on what this study has accomplished to date. There was no further discussion. Roll was called and the motion carried by the following recorded vote: AYES: Messrs. Bain and Bowie, Mrs. Cooke, Messrs. Lindstrom, Perkins and Way. NAYS: None. The next project, Mr. Horne continued, i~s the electrical and mechanical renovation at Brownsville Elementary School,!which the School Board rated "Necessary" and the Planning Commission "Desirable". Mr. Home moved on to describe the next'project, general improvements for Burley Middle School. He said the bulk of the funding, $1,082,570, would be needed in 1990-91 to fund the renovation. ~ Mrs. Cooke asked if replacing the exterior doors is a part of this project. Mr. Agnor said "yes"; this request covers everything the Board voted to defer earlier. Mrs. Cooke said she also understood thai part of this project is to convert the balcony area of the auditorium into classrooms. Mr. Bain said he would like to see how the funding was divided between the improvements made to the gymnasium and the auditorium. Mr. Lindstrom said he understood the "lion's share" of the this request would improve the energy efficiency of Burley School. He asked if staff could find ~ut just how much the School staff thinks will be saved in energy costs if these improvements are carried out and how much of the funds requested will 'be spent on improvements to the auditorium and the gymnasium. Mr. Lindstrom asked if this project could be deleted from the CIP and then added in later if it were justified, without having to hold another public hearing. Mr. Agnor said the Board could delete up to one percent of the total CIP budget, or $600,000, without haying to hold a second public hearing if the Board decided to amend the CIPiduring to year to include these projects again. ~ Mr. Lindstrom suggested that a running tgtal be kept of the costs of projects the Board may wish to delete from th~ CIP to be presented at the public hearing. Other members of the Board agreed that this was a good idea. Mr. Horne moved on to the next School project, the Crozet Elementary replacement school. He said the Planning Co~m~ission recommends that only $124,000 be allocated during 1988-89, to fund~the site acquisition and design only until it has been proven that a 450-student school will suffice the long-range needs of the County in this area. !Mr. Agnor added that Mr. William 370 'June 29, 1988 (Afternoon Adjourned Meeting with the School Board) (Page 7) Sugg has just asked that another $500,000 be moved from the 1989-90 funding to that for 1988-89, so the bidding process can begin in December. Motion was offered by Mr. Perkins and seconded by Mr. Bain to move $500,000 for the Crozet Elementary replacement school into 1988-89, so that construction can proceed. There was no further discussion. Roll was called and the motion carried by the following recorded vote: AYES: Messrs. Bain and Bowie, Mrs. Cooke, Messrs. Lindstrom, Perkins and Way. NAYS: None. ~ Mr. Bain said he is concerned about the $74 per square foot construction costs. He said he cannot believe that construction costs have increased 33 percent in the past 18 months, since the construction of Meriwether Lewis School. Mrs. Cooke said she thinks public institutions are in a "no-win" situation, because all contractors know what public bodies have to spend on their buildings and inflate their prices accordingly. Mr. Bain said he and Mr. Perkins were on the committee that interviewed the architects for the Crozet project and he thinks part of the high construction costs are due to the architects adding ornamentation and fancy curves to what should be a plain, functional school. He said both he and Mr. Perkins told the architects that they did not want any frills, but he thinks it may come to having to reject their building plans. Mr. Bowie said one way to make sure the architects add no frills is not to give them the money to do so. He said he thinks the Planning Commission's recommendation of $5,268,000 for this project is too higH. Mr. Bowie suggest- ed that the funding be reduced to $4,000,000. Mr. Lindstrom said Meriwether Lewis is a 600-student! architectural statement and yet it still cost less than the estimate for the Crozet replace- ment school, which is planned to be a plain, functional S~hool for only 450 students. He said he does not think inflation alone can~iexplain the differ- ence. ,' Motion was offered by Mr. Bain and seconded by Mr. ~indstrom to set a limit of $4,000,000 on this project, placing $3,376,000~f the funding in 1989-90 and $624,000 in 1988-89. There was no further discussion. Roll was called and the motion carried by the following recorded Kote: AYES: Messrs. Bain and Bowie, Mrs. Cooke, Messrs. Linds~rom, Perkins and Way. NAYS: None. Mr. Horne said the next project is electrical and mechanical improvements to Greer Elementary School. Mr. Bowie asked how long this project has been in the CIP and Mr. Horne replied that it has been included for at least three years. The next project, Mr. Horne continued, is a roof replacement and mechani- cal upgrade at Hollymead Elementary School. He said the Planning Commission recommended moving this project back one year, funding $80,000 in 1989-90 and $780,400 in 1990-91, and changed the School Board's estimate to include an increased cost per square foot. Mr. Lindstrom said he appreciates the reasoning behind the Planning Commission's decision to increase the estimates, but he w~rries that the increase may send the wrong signals to architects and con~ractors. After the first year, he said, perhaps the CIP budget should be flexible, since esti- mates for projects to occur in later years of the CIP inv61ve a bit of guess- work. He said it seems to him the Board has to choose wh~kch is the lesser of the two evils: going with a high estimate and risk givin~ the architects and contractors something to shoot for, or going with a low e§timate and risk running low on funds. He asked Mr. Agnor for his advice. Mr. Agnor said he thinks it would be prudent to plac~ some funds in a contingency fund unallocated to any particular project, il, June 29, 1988 (Afternoon Adjourned Meeting with the School Board) (Page 8) 371 Mr. Bowie pointed out that in the case of the Hollymead Elementary project, the School Board included an inflation rate in its estimate, which the Planning Commission increased arbitrarily. He said he thinks the School staff has already adjusted estimates to cover any project delays and he is comfortable with these estimates. Motion was offered by Mr. Bowie and seconded by Mr. Bain to change the request for the Hollymead Elementary project back to the amount requested by the School Board, $843,800, with $80,000 allocated in 1989-90 and $763,800 in 1990-91. Roll was called and the motion carried by the following recorded vote: AYES: Messrs. Bain and Bowie, Mrs. Cooke, Messrs. Lindstrom, Perkins and Way. NAYS: None. Mr. Horne continued with the Schools portion of the CIP, moving on to the next project, the Meriwether Lewis replacement school. He said the School Board requested $221,001 for changes to the road, fencing, landscaping, water service extension and other things needed to complete the school. Mr. Home said most of amount requested is needed for earthworks projects, none of which the architect for the project had figured into earlier estimates. Mr. Lindstrom noted that asbestos testing is on the list of things left to do and asked what asbestos levels needed to be tested at a new school. Mr. Agnor said this a federal regulation. Mr. Lindstrom asked if any of the earthworks projects have been done and if so, were they paid for? Mr. Agnor said some of these projects were finan- ced through the original $4 million request. Mr. Bowie asked what would happen if the Board refused this request. M~. Agnor said he supposes the School Board would have to ask that funds be ~ransferred to Meriwether Lewis from another project. Mr. Bowie said he thinks refusing this ~equest is the only way to insure that future projects will not cost more than the amount budgeted for them. He said he does not appreciate the School Board~bringing in this request at the last minute. Mr. Lindstrom said he does not think it is necessary to fund $22,000 for the contingency fund requested by the Schools staff or $5000 for "reduction in initial cost reduction", which he cannot understand. He said he also ques- tioned the costs of some of the earthwork. Motion was then offered by Mr. Lindstrom and seconded by Mr. Perkins to reduce the request from $221,001 to $150,000.~ Roll was called and the motion carried by the following recorded vote: AYES: Messrs. Bain and Bowie, Mrs. Cooke, Messrs. Lindstrom, Perkins and Way. NAYS: None. Mr. Bain asked staff to find out how much of the $221,001 requested has already been spent. The next project, Mr. Horne said, is for the replacement of the roof of Red Hill Elementary School. There was no discussion on this project, nor on the next project, a pod roof replacement at Scottsville Elementary SchOol. Mr. Home moved on to the next project, the new Southside Elementary school, and said the Planning Commission had increased the School Board's estimate of $5,622,000 to $6,221,800. Mr. Bain asked if the difference between the two estimates is due solely to the different per square foot construction costs. Mr. Home said the Planning Commission also increased the contingency fund the School Board requested for this project from $100,000 to $380,000. 372 June 29, 1988 (Afternoon Adjourned Meeting with the School Board) (Page 9) Mr. Lindstrom said this request could be reduced to $5,200,000, which would keep the cost of .the Southside Elementary school in proportion with that of the Crozet Elementary replacement school. Mr. Perkins asked for the status of the Southside Elementary project. Mr. Wayne Cilimberg said the staff is having three possible sites appraised and an architect is evaluating a'fourth site for its suitability for a school. Mr. Way added that Mr. Sugg told him a site will be chosen within the next fewl weeks and that the project is proceeding according to schedule, but Mr. Way said he has his doubts. Motion was offered by Mr. Lindstrom and seconded by Mr.' Bowie to reduce this request to $5,200,000 and shift $500,000 forward to 1988-89, leaving $4,385,000 in 1989-90. Roll was called and the motion carried by the follow- ing recorded vote: AYES: Messrs. Bain and Bowie, Mrs. Cooke, Messrs. Lindstrom, Perkins and Way. NAYS: None. Mr. Horne said the next request, for $210,177, is to finish the road work at Stone Robinson Elementary School. Initially, the improvements were expect- ed to cost about $2,800,000. After bidding, the cost proved to be about $600,000 over the estimate. The School staff was able to defray some of this increase by reducing the scope of the project and transfSrring funds from cask resources. Mr. Bain asked Mr. Agnor if the School staff submitted this project to bE re-bid, as the Board had asked. Mr. Agnor said the School staff did not re-bid this project as directed. He said the general co~tractor presented the Schools staff with a report on the paving and roadway prQject that convinced the Schools staff that the price of the job is the best Price available. Mr. Bowie said the Board agreed to fund up to $210,~77 for this project and asked that the project undergo the bidding process ai~second time. He said he does not think re-bidding the project was a condition i!~for the funding. He said he supports funding this request and asking once again that this project be re-bid. Mr. Bain said the work may have already begun on th~ project. Mr. Way pointed out that the project may receive even higher bids~~ now in the summer- time than it did last winter. Mr. Lindstrom asked what ~ould happen if the second bid is higher: would the School Board then have ~o accept that higher bid? After some discussion, members of the Board decide~ not to request that the project be re-bid. Mr. }torne moved on to describe the next project, a ~ajor renovation of Stony Point Elementary School to bring the school to pariity with other County schools. He said the improvements include a gymnasium, 1}ibrary, resource area, one classroom, heatmng, ventmlatlon, and alr-condmt, lon~ng and improve- ments to the parking lot and playground. Mr. Bain said he does not think it is necessary to a~llocate all the funds requested now, when construction will not begin until JulY, 1989. Motion was then offered by Mr. Bain and seconded by!Mr. Bowie to move $500,000 to 1988-89 and the balance of $1,260,900 in 19891-90. Roll was called and the motion carried by the following recorded vote: AYES: Messrs. Bain and Bowie, Mrs. Cooke, Messrs. Linds~rom, Perkins and Way. NAYS: None. The next project, electrical and mechanical improvements to Walton Middle School, incited little discussion among members of the B~ard. Mr. Home moved on to the major renovation planned ~ior Yancey Elementary School. June 29, 1988 (Afternoon Adjourned Meeting with the School Board) (Page 10) 373 Mr. Bain said this project is similar to the Stony Point Elementary School renovation: all the money is allocated in 1988-89, yet construction is not scheduled to begin until the middle of 1989. Motion was then offered by Mr. Bain and seconded by Mr. Bowie to place $500,000 in 1988-89 and the balance of $734,700 in 1989-90. Roll was called and the motion carried by the following recorded vote: AYES: Messrs. Bain and Bowie, Mrs. Cooke, Messrs. Lindstrom, Perkins and Way. NAYS: None. The next project is electrical and mechanical upgrades for Woodbrook Elementary School, Mr. Horne said. This project passed without causing comment. Mr. Horne proceeded to describe the Henley Middle School project, which includes an addition to the school. Mr. Bain said the construction estimate of $74 per square foot is too high. He said no one knows yet what the County will need for middle schools in the future. Until the Schools staff knows what their current capacity is at the middle school level and what they will need in the future, he does not think he can support adding to middle schools, either Henley Middle School or Jouett Middle School, which is the next project on the list. He said he does support funding the $100,000 needed for the ~echanical upgrade of Henley Middle School and the $105,000 for the mechanical upgrade for Jouett Middle School. Motion was offered by Mr. Bain and seconded by Mr. Lindstrom to set the total requests for both Henley Middle School and Jouett Middle School at $100,000 each to fund the mechanical upgrades at both schools. Roll was called and the motion carried by the following recorded vote: AYES: Messrs. Bain and Bowie, Mrs. Cooke, Messrs. Lindstrom, Perkins and Way. NAYS: None. ~ Mr. Horne proceeded to the next request%i for $160,000 to remodel the Bus Shop, making the upStairs an administrative area and the downstairs a parts department. He said the Schools staff claim~ it will save time if the parts and the mechanics are on the same floor. Mr. Lindstrom and Mr. Bowie said they wanted to know how much money this renovation would save the County, or the length of time it would take to amortize the $160,000 requested for the renowation. Motion was offered by Mr. Lindstrom andfseconded by Mr. Bowie to delete this project in its entirety. Roll was called and the motion carried by the following recorded vote: AYES: Messrs. Bain and Bowie, Mrs. Cooke, Messrs. Lindstrom, Perkins and Way. NAYS: None. Mr. Home moved on to the last of the Education projects, Plan/Asbestos Abatement. A new federal guideline has been set forth which requires local school systems to submit a plan to determine and manage the level of asbestos in each school. This plan must be submitted .by October 12, 1988. By July 9, 1989, the local school system must implement this plan, train the custodial and maintenance staff and begin the asbestos abatement program. Mr. Home said the current request is to fund the plan 6nly, not its implementation. Mr. Lindstrom said he would like an estimate of what it would cost to get rid of the asbestos completely, as opposed toilfunding this plan. He said he suspects this is the kind of request that will go up every year. Mr. Way said he would like an estimate on how much it would cost to rid all County build- ings of asbestos. 374 June 29, 1988 (Afternoon Adjourned Meeting with the School Board) (Page 11) (Note: At 9:21 P.M., the Board recessed and reconvened at 9:31 P.M.) Due to the lateness of the hour, members of the Board decided to discuss the rest of the CIP at a later date and to move to the next item on the agenda. Agenda Item No. 6. Discussion: Requests to include Rosalyn Ridge in the water service area. Mr. Agnor presented the following memorandum from Mr. John T. P. Home, dated June 21, 1988: "The staff of the Planning Department has researched past procedures related to larger scale amendments to the Service Authority Jurisdic- tional Area. For requests that entailed relatively large areas or multiple connections, the Board of Supervisors in the past has required that an amendment to the Comprehensive Plan be made prior to approval of the amendment to the jurisdictional area. This procedure was followed in the amendments in the Ivy area, Ing~ecress, and the Fontana tract. For other small requests that were connections to single properties, the Board of Supervisors has not typi cally required an amendment to the Comprehensive Plan. Based on past procedures and to insure adequate review, it would be the staff recommendation that an amendment to the Comprehensive Plan be fol- lowed in this case. ~ Another factor, however, has an impact on the Rosl~ Ridge request. Enclosed you will find a copy of the Board of SuperVisors' action from January 14, 1987, at which time it set a deadline for citizen requests to amend the Comprehensive Plan during the time that the Plan update was being considered. Also enclosed is the adopted Comprehensive Plan Amendment Policy which was adopted by the Board of Supervisors in 1985. Both of these items would indicate that the Board of Supervisors would not receive an individuaLirequest such as Roslyn Ridge to amend the Plan at this time. During~the Comprehen- sive Plan update process, the staff has made a number of people aware of this Comprehensive Plan Amendment Policy and those people have chosen not to submit proposed amendments until the Comprehensive Plan has been readopted. The Comprehensive Plan amendment must be advertised rand considered by the Planning Commission in addition to the Board of Supervisors. Prior to commencement of this relatively lengthy andtime consuming task, the staff would like to request a decision by ~he Board of Supervisors as to whether they wish to entertain theiComprehensive Plan amendment in this case. A decision on this issue early in the process may save considerable time for the Board, Planning Commis- sion, staff and the applicant." Mr. Lindstrom said he thinks the Board should consider this request only after the Planning Commission has reviewed the request and made a recommenda- tion. He said he does not think the Board should make an.!exception in this case, but should follow the policy it has set in the past~ and consider this request as it would any other request for a change to thelComprehensive Plan. If he had been present at the meeting when the Board decided to set this for public hearing, he said, he would not have supported the ~otion. Mr. Bowie said he agrees that this request should be~treated like any other. He said people bought property in Rosalyn Ridge k~owing their lots would be served by private wells. He said he is not sure]if he will support this request, j Motion was offered by Mr. Lindstrom and seconded by Mr. Bain to defer consideration of this request until it has passed through ithe same process as have other requests for amendments to the Comprehensive P~an. Roll was called and the motion carried by the following recorded vote: I~ AYES: Messrs. Bain and Bowie, Mrs. Cooke, Messrs. Lindst~om, Perkins and Way. NAYS: None. ~ June 29, 1988 (Afternoon Adjourned Meeting with the School Board) (Page 12) 375 Agenda Item No. 7. Clarification of the Children and Youth Task Force appointments. Last week, Mr. Bowie said, he and Mr. Bain recommended five citizens to be appointed to the Children and Youth Task Force. Since then, he has learned that only three appointees were needed; the fourth appointment should have been an elected or appointed official and the fifth a representative of the School Board. He said he and Mr. Bain have decided that the three appointees they recommend are Mr. Thomas Eshelman as the Business/Industry Representa- tive, Ms. Debra S. Abbot as the child development specialist, and Mrs. Joyce Allan as the at-large representative. Motion was then offered by Mr. Bowie and seconded by Mr. Lindstrom to appoint the citizens mentioned above to the Children and Youth Task Force for its duration. Roll was called and the motion carried by the following recorded vote: AYES: Messrs. Bain and Bowie, Mrs. Cooke, Messrs. Lindstrom, Perkins and Way. NAYS: None. Not Docketed: Appointments to the Piedmont Community College Board of Directors. After interviewing the applicants, Mrs. Cooke said, she and Mr. Way recommend appointing Mr. Harold G. Dixon and Mrs. Grace H. Carpenter. Motion was offered by Mrs. Cooke and seconded by Mr. Bowie to appoint these two citizens to the Piedmont Community :College Board for terms to expire on June 30, 1992. Roll was called and the motion carried by the following recorded vote: AYES: Messrs. Bain and Bowie, Mrs. Cooke, Messrs. Lindstrom, Perkins and Way. NAYS: None. Mr. Agnor asked if the Board wished to appoint a fourth person to the Children and Youth Task Force. Mrs. Cooke asked if the fourth appointee had to be either a member of the Board or someone the Board has already appointed to a board or commission. Mr. Agnor said the Charge calls for the fourth member to be "an elected or appointed official", which the City Council interpreted to mean anyone appointed by the Council for this position. Motion was offered by Mr. Bowie and secOnded by Mr. Lindstrom to appoint Mrs. Frances Witt to the Children and Youth Task Force for its duration. Roll was called and the motion carried by the following recorded vote: AYES: Messrs. Bain and Bowie, Mrs. Cooke, Messrs. Lindstrom, Perkins and Way. NAYS: None. Agenda Item No. 8. Other Matters Not LiSted on the Agenda. At 9:48 P.M., motion was offered by Mr. Lindstrom and seconded by Mrs. Cooke to move to executive session to discuss personnel matters. Roll was called and the motion carried by the following recorded vote: AYES: Messrs. Bain and Bowie, Mrs. Cooke, Messrs. Lindstrom, Perkins and Way. NAYS: None. The Board reconvened into open session at 10:35 P.M. 376 June 29, 1988 (Afternoon Adjourned Meeting with the School Board) (Page 13) Agenda Item No. 9. Adjourn. Since there was no further business to come before the Board, motion was offered by Mr. Lindstrom and seconded by Mr. Bowie to adjourn to 3:30 P.M., July 6, 1988, to continue the work session on the CIP. Roll was called and the motion carried by the following recorded vote: AYES: Messrs. Bain and Bowie, Mrs. Cooke, .Messrs. Lindstrom, Perkins and Way. NAYS: None.