001I will call to order the emergency school board meeting of Thursday, September 11th, 2025. If everyone could join me in the pledge of allegiance. >> I pledge allegiance to the flag of the United States of America and to the republic for which it stands, one nation under God, indivisible, with liberty and justice for all. >> All right, on to our main item. evening. Um, we ran into some problems with the wedge that we were concerned about not knowing if we're going to hit ledge or not or how much is um a dart out of that board. So, um, if you see my breakdown on the very first page, you'll see all the original pricing, um, including the increase from wrap lighting, which brought our total up to $31,435, which brought us up over $872 over
002the additional $3,000 that I was granted as a an allowance. New change order will be included in the packet on the first page after gives a detailed of the breakdown on the change order. Uh change order is at $4,815 even which now brings our new new total up to $36,250. [Music] Um, not to be nitpicky, but it does say 4,81540 on the estimate. >> Um, oh, I'm sorry. Usually I round up to the next dollar up. You should probably say >> 1816. Sorry about that. >> No, no, that's okay. >> Yeah, >> I assume I don't want to have to have another meeting for 40 cents. >> Totally understand. So what what does this include this change order? >> Uh you're talking about the um change order. >> Yeah. From there. >> Yep. Uh on
003there's I'm sorry. The breakdown is on the second page or the first page. >> Two two different estimates. Oh. Uh, I was told to bring the original estimate of $6,998, which was the original >> For the lighting project, correct? And now that we broke into the leg, you should see the estimate for $4,815.40. >> So that's the additional cost. >> That's the additional cost. Please do not include the the way their software works. He has an option. Um he should have removed the equipment line. So that equipment line only represents labor and then the additional equipment is the jackhammer that needs to be brought in. Um delivery equipment materials and then concrete. >> What's the concrete for? The concrete is for we got um permission from the building in the new building inspector to just
004instead of chipping away unnecessary ledge we can encase the conduit in concrete. So the only place we only have three areas that we need to do chipping which are where the light holes are. So not in that trench with all that exposed ledger. It's in the in the holes in the holes for the >> Yes, we need to do >> tripping there. >> Yep. >> We when we walked around it, we didn't see any ledge in those holes, right? >> Yeah, we did. >> When you and I walked out there the other day. >> Yeah. >> Okay. The only spots There were three spots marked and it was in the trench. It was not where the balls were. No, those were the the biggest places where, you know, they started marking, but there are three
005spots that need to be chipped. >> You said you were willing to take us around tonight and show us. >> I think that would be the best place. You know, seeing it on paper is one thing, but actually visually looking at it is what I believe what needs to be done. >> Sure. >> Yeah. Feel like it. So the the sand So his original estimate only had $22 in sand. Now we're increasing that by $964. >> Yep. >> We didn't know what we were getting into. We were hoping >> that's that's it. There's no It just says materials sand. It doesn't give any quantity. >> No, it doesn't. >> Right. So, who's again him them being like $4,000 cheaper than all the other estimates? This is this is why like they didn't include >> Well,
006yeah, but this is for the additional sand that they're going to need because if we go back and reook, we're going to see how many rocks that are in what he took out that can't that bill cannot be reused or Yeah. It can't be reused to cover the conduit. >> Do do they typically not provide like a quantity with materials? >> I was there. >> I just told him to get me the number. I didn't I wasn't to give to give us a number. I mean, I'm not going to go out there and take measurements and try to figure out if he's carrying enough. I'm leaving it up to an expert to tell me this is what we need for this one. So, how do we know if it's over or not? >> You know,
007like >> I believe the other quotes didn't have quantities. >> No, >> like cubic feet of whatever. >> Colon Suns did not have um Co and Suns did not have quantities. White Mountain did not have quantities. >> Is that just because on the RFP did we when the RFP went out, did we >> specify anything because I didn't know what we were getting into. So if the RFP didn't >> they knew that they needed to carry a number to put the conduit down in sand, but that additional cost is for the back fill. >> Well, an if an RF RFP didn't ask for that information, a vendor wouldn't provide it. So it would have had to have been that kind of information would have had been put out prior on that RFP to be able
008to get those quantities. So just uh that may be why none of those quotes had any of that in there because they wouldn't have provided that with the initial quote. It wasn't requested. >> Yeah. That just leaves the door wide open for a change order. >> Yeah. Well, where I'm I can tell the contractor that this this number is final. Don't come back for anything else because it's he's the professional. I'm going to assume that he knows what we need and get job done. wedge is one thing. Hammering wedge is one thing, but coming back and saying that we need five times as much sand as we anticipated because we didn't know what we would be digging out of the hole. None of that stuff is suitable for to be put back into the trenches
009without damaging the pipe. And that's not what we want. >> Yeah, that's not how that's not how a professional bids a job like this. I'll tell you that right now. And that's why the other estimates were so much more. I guarantee you they were carrying it wasn't just labor. They were carrying, you know, those things because obviously you're not going to dig in the ground and get all sand. >> Their price is still lower than the next than the highest bid. >> Even with all the change orders. >> Yes. How long did they estimate to for them to take to to do that? >> Three days. Oh, how many days for the um the jackhammering? >> Yeah, >> one day. >> Are they going to do that when kids aren't here? >> Yes. >> Did
010you you said they're going to do that when the kids are here? >> Are not here? >> No, they're going to do that. If we get the go-ahehead tonight, they will start it tomorrow. And the jackhammering won't be a problem with kids in attendance. >> If it is, I'll put a stop to it. >> I say the modulars I would worry about in particular because I feel like those don't have >> as much insulation as a building. >> So if they had to come after hours or on the weekends, cost more. >> He's already talked about coming in on Saturday to do the prep work, any prep work that he needs to be doing. [Music] 23 more than the original. It's like 2/3 the price for an extra day at work. Do you have the
011quotes from the other companies? I'm looking right now to see if I can find those be in the drive. Just >> I don't think they were in the drive, but I'm not positive. Those were before I came on, I think. I can run down to my office and grab them. >> I I don't need them. I was just curious the numbers because you had said this was lower. So I don't know if you knew off hand what the totals were. >> The actual individual >> Yes, I do. >> Yep. >> Uh these are all the original quotes that I received. Dirt Dynamics 69.998, White Mountain 8622, Colon Suns 10555, Blue Sky 12,100. >> Can you repeat those for me one more time? A little slower that it's only cheaper than Blue. >> Yeah. Okay, perfect.
012Thank you. >> I'm with second Oh, wait. This was in the gravity. >> Yeah. Yeah. Yeah. This was in the I remember seeing this. >> Yeah. Okay. Somewhere. >> What was the second highest price? >> That was the cheap. This was >> Oh, 1055. >> Yeah. I'm I'm I'm also concerned with our conversation the other day about backfilling with the back fill of those ballards with no concrete. >> Okay. >> I I just I talked to a couple people after our conversation that think that that's crazy as well to not have concrete. If you're digging a hole if the ballard's this big and you dig a hole this big, that's one thing. But they've dug holes much bigger than the ballards. So now you've got non-native soil that needs to be compacted. Sand doesn't compact.
013So you're back filling the sand. All that material that got dug out is sand and bony stuff. So you know I I just I don't think that I don't know. I just I don't feel good about the way that this is all happening. So, and I know we, you know, we agreed, you know, they you offered to GC this project, but um I I feel like this is what we're what we're getting now. So, >> what's do you mean GC? >> Oh, okay. Rather than >> Yeah. That's it to go over the whole, you know, we're way over on materials, which is our original, and that that should be the easiest thing, guys, to me. So, we're over $3,800 over on materials, and I just I'm afraid that it's not going to get done properly
014in the end anyway. And so then the risk if there's not something compacting it. Sorry, this might be a dumb question. It's like the ballards could tip or something or not be sturdy. >> Yeah. So it's a the general rule of thumb is um 10 to two. So 10% of the height plus two foot depth. So I don't even know what the height of the poles are. >> Six feet. >> Yeah. Four feet in the ground, two feet above. Two feet away. What? >> The actual poles themselves. >> Oh, I'm sorry. The poles are 20 ft. >> Yeah. So that's that's 10. Yeah. So that's 40. So it, you know, the depth is right, but I just I think the compaction around it is going to be an issue. Did the contractor mention anything about
015why they are choosing not to use concrete? Like did they give a rationale? >> I did not call for concrete and none of the other contractors asked about concrete, >> but they may not have over excavated like like they did here. They may have, you know, used an augur and just drilled a straight hole down and not disturb. >> No, no one mentioned doing it in augur. I asked everybody how they were going to attempt attempt it and they were just going to do exactly what's being done out there. >> Yeah. >> I mean, if you guys don't feel safe, then I would reach out for more direction, whether it's from someone that someone knows or we bringing an engineer. At this point, >> I just think that it would be super easy to order
016a concrete truck and you could literally just shoot those ball shoot those holes with those ballards in the ground. Just, you know, be super easy. There's no mixing. They need concrete for those other areas. >> Would that minimize the use of sand? >> What's that? >> Would that minimize the use of sand? >> Uh, probably. Yeah, a little bit >> because you wouldn't need as much to fill back in. Right. Yeah. >> Right. But it would still be I mean concret is going to be way more than 900 bucks. >> Oh yeah. >> But it's you know >> again I don't know where all the liability on this feels too. It's like you know if we did have a general contractor then the liability would probably be on them if the took over right. >>
017Yeah. I mean it would depend on the indemnification clauses, >> right? The school probably ultimately would be but I don't know. >> I just something that I didn't >> No, I didn't either. But >> I know um Chris and I are talking about when we when we go to do the bigger projects like the uh HVAC system and things like that that we will likely be going with an engineer to be doing those kinds of things because all the unforeseen problems that are going to come up. Um, so obviously I mean it's too late to go back and do that now, but >> they'll be coming for more money, >> right? There's Oh, yeah. You open up this building and you are it's like I just want to fix this porch. Next thing you know,
018the whole breezeway being replaced. >> It is like >> you just open up a can of worms before you start doing anything. Ask Chris, we we had a, you know, a dripping faucet. We're like, well, what is that? We take a little bit of the wall away. Next thing you know, the whole inside is completely drenched and we have to >> surro in there and Yeah. Yeah. Yeah. Yeah. So, sorry, Canon to >> Oh, no. I didn't want to derail the conversation, but the email that you had forwarded over earlier and maybe we'll talk about that later or something, but that was kind of my fear with that email that you had sent over about the the person that had volunteered to take a look at >> Oh. Oh. Oh, right. Right. Right. >> Like
019I mean I'm sure he's very knowledgeable but ultimately I think he's a salesman. >> So >> well as anybody who would own a business, right? Like it's expected, right? >> But yeah, I just >> but that's why we go out to >> She said that it made me think of that email right away too and I thought that in my head when I read the email but at the same time but I think you know I think there is validity to talking about that later. Anyways, but >> I have no idea about it. I was like, this is a facility question. >> Yeah. Yeah. No, I think we should definitely discuss it. We'll put it on the next one. [Music] >> I think um I think is October first one or do you want to
020is we'll go on communications for next meeting. >> Um I think it makes more sense to talk about in October as >> Yeah. And that's what I thought. >> That's what we were talking. All right. Do you know how much is in the trust? >> So, the the original trust where the parking lot was um done there, it was like there's like $3,000 left in there. The site improvement, there's about $100,000 left in that trust fund. So, this project will have to come out of sight improvement, not the remaining 3,000 of that parking lot project. Um because this was a different project on top of the parking lot, right? Um >> I think it is specifically for paving. >> Yes, it was pave. Yeah, it's paving. >> I think we could. >> So you repair
021cracks or something, >> right? And like we talked about, there's a piece of paving in the back that'll need to be touched up next year. >> Um we likely could utilize the rest of that. >> Yeah. Won't be on us. >> Yeah. >> From the shoulder. So any kind of ceiling maybe that needs to be done in the future, we could use the rest of that remaining trust for that. Um, but there's the site improvement. There's about $100,000 up in there. Oh, I mean the reason I ask and you know I appreciate everything Canon's saying because that's what you do and understand, but I feel like we can't stop this project now. I mean, we need to continue on with it. And yeah, it's going to cost us more money. And I hate to say
022let's add more money, but should we find out about concrete if that's a concern? Because again, that's not my expertise. >> Well, the contractor may have a valid reason why they didn't do it, but it would be helpful to know why. >> Right. And but then if I mean if there is the concern of it being a safety thing, >> do we if we're hit sitting here tonight talking about this project and money and everything, let's put everything out on the table. So like as Kendra said, we don't have to come back hopefully for this again. Yeah. >> So what are we going to do to move forward? We we're not going to stop it, I don't think, and try to find somebody else to finish it or bring an engineer in. So what should
023we do to move forward so that we can get it done? Yeah, I mean I think we will need to go forward with the hammering, but I think it's a good question of whether we should and that is sort of a separate issue from what we're doing with the actual ballards and if we're jackhammering we can do that but then should we reassess >> or at least get some answers about the filling part >> and this is I don't on you >> you know I'm just it's like okay we're we're moving forward we've got to do And I think >> let's get it all part of having a facilities committee is that you know if you got an answer about that tomorrow and you talked with Canon I mean I think the board would be
024fine if Canon felt fine with it that we could go ahead but if Canon want to bring it back to the board I think we could >> we could do that as well. >> Are you talking about then facilities committee making a decision on concrete >> on concrete? I mean, not probably not financially. I'm not sure. They wouldn't be able to do that. >> Right. But if if he were to say this is why this was the plan with the sand or whatever, they were going forward as it's currently. >> Okay. Gotcha. >> What about this? What if we if we did uh approve up like up to a certain amount for concrete >> and then >> if the contractor Yeah. >> What's that? >> If the contractor was going to do that, >> he
025doesn't even have to do it. the concrete company will shoot it right in the hole. >> No, I mean like if that isn't if that's not going to fit the scope of the project that's going on, the contractor may not be willing to finish up that project if it didn't fit like >> oh just well their like specs of the project like if that messed up some kind of would that have like a domino effect that they wouldn't be able to complete that project to their regulations or safety issues? I don't know. because if they have another company come in and do something that doesn't that's not an issue. >> The excavation contract or is that a different >> So the contractor who is doing this right now >> Yeah. >> If if for some
026reason it was decided that cement was needed, they would have a different company come in and do cement. Correct. Like >> Chris could just call the concrete truck and they they would just come and they literally the driver just pulls up. point to shoot the hole shoots it right moves on to the next hole. >> It's a it's alongside a different contract, right? Because it's a different person that's setting the polls. >> No, so they you know they can continue burying all their contract. >> I just want to make sure it wasn't going to be like a conflict of interest or um like a barrier a barrier to that company completing their project. I didn't know if that was there issues to that or not. >> I don't know if that must happen all the
027time. >> They're going to have to stand them. >> Yeah. But my question is, they're going to have to stand each individual ballard. And while that concrete sets up to hold it in place because the minute they let it go, that ballard is going to go one way in one direction or another without it being short. Right. >> Not if it's four feet in the ground. It definitely. >> So, are you saying back fill it and then cement it in? >> No. >> So, you're saying concrete right at the base? >> I mean, the co the you could put some base around the very bottom, but we've got four feet to deal with. We don't need four feet of concrete, >> right? >> Yeah. So, you back fill some of it at the bottom. >>
028So, so it's, you know, stood in the hole. Yeah. And then fill around with concrete. I would rather I would like someone to write the actual instructions down so it's clear because I need to present this to the contractor to make sure he's what's it going to is there going to be another upcharge. >> Well, I think I think the first question too is to ask him, you know, have they ever used concrete? Would you use concrete? What what is your suggestion? >> What was the rale for not? >> Right. Exactly. >> I'll be 100% honest. They may have not even done ballards before just because you're an excavation company. Blue Sky Landscaping, I can almost guarantee you he's never set light post ballards before. He has an excavator and he digs out hardcapes all
029the time. But >> that doesn't Yeah. That doesn't mean you know the specs on that >> and that's why you know the GC whoever is running the project is provides the specs of how that gets done. So, but but I mean if if we want to uh eliminate the concrete and >> No, no, I don't >> I don't think we should eliminate the concrete. I think you should have a discussion with the contractor and share our concerns about sand back fill and then discuss with Canon what what they say about that. >> Sure. So would you suggest doing like a approving funding up to a certain amount to allow if if they decide concrete's the way to go to allow for that so they don't have to come back again to do another round of
030funding. I think that's what you were Yeah. I mean that's what I would prefer just because I don't know what else is going to change in the meantime. like do we need like I I don't think we can really fight over the cost of concrete. Um so like we could meet again, but for what? Like if we're deciding that's the direction we're going to go, right? >> If you think that you can have a ballpark of what we would even approve tonight, I don't have any idea. Have you had concrete poured recently? >> Okay. >> It's been a while since I've dealt with concrete. >> Seven seven light. I have no concept of >> we always think >> because I can figure it out while you do that >> and then come back and you
031can make a motion. But I guess it it the only thing like I was mentioning before is you know I think that there should be some push back on the sand the $964 of additional sand. Um, I guess I mean I don't know there there's no without any quantities. How do we know what was $22 for sand? Like the trucking alone is like 125 bucks for a triacle. So did they only include one triacle for all that? Is that I don't know. The fill's probably 75 bucks and the truck's 125. So they two $200 and so now they would need they're saying like four more try that seems excessive. So, and again there's no quantity just so how do we even how do we know >> how do you measure what you're getting >> and
032and again same thing with this is like yeah they're estimating it doesn't I asked for a daily rate because if this takes them a full day and they're not done then what we're coming back again >> no this is to complete the work >> no matter what >> at this point yes >> okay >> I mean we've exposed everything that We need to expose. There's no more. There's no going down any further. >> We've gone over the >> water lines and we've gone over the propane tank with no problem. So, this is this is it. I mean, if they, you know, it's >> be a freaking nature. >> Yeah. They're going to have to finish this project with the money we're giving them. That's it. I do understand what you're saying though because usually when
033you get like a an invoice from somebody, it would have your some hourly labor. It would have, you know, if you're going to order like mulch, you would have the your cubic yards of how much per cubic yard you're getting for those kinds of things. So, how do you measure how much you're getting and making sure that >> nobody knows because ledge is very different. We just did a job a month ago. It's the hardest ledge I've ever seen in my life. It was just making dust, a little bit of dust at a time. Other jobs, it breaks off in chunks like this, you know. Um, so that's why I I specifically asked for an hourly rate, daily rate, because if this, you know, we should be should get like a, you know, a four
034out a half day charge or a full day charge. Well, it's hard for them to say how how the ledge is going to go. >> I mean, >> exactly. So, how do they put a price to it without giving a daily rate or an hourly rate? Most people >> Well, no one's gonna No one's going to rent I mean, are you really going to rent a jackhammer for an hour for two hours? >> No. That's why I said most people, again, this I'm not coming from a standpoint of not doing this every day, right? >> No, I understand. >> So, we do a half day minimum >> for hammering. >> Yeah. >> So, four hours. then there's a there's a break on a full day rate. So if it goes, you know, um the the
035full day, then it's less than, you know, four hours times two. But so you're you're kind of just contradicted yourself by saying you have they don't know how easy or hard it's going to go, >> right? >> Well, this don't know. Does this include you? You're saying they're gonna have to go with what we're giving them at this point to >> correct it. >> Correct. >> I I just wonder if this is >> if it takes one day or two days or a half a day, that's the price we're going to pay. >> Yeah, I don't see that anywhere in here. It's again based on an assumption, I think. So, >> is that something that they potentially could put in writing that this would be to complete the project? >> I can ask. >> Period.
036>> Y >> um I understand the concern. I just wonder if this is this company may not break out their invoices like that, but that's I mean that's >> it on them. It does say >> the balance do list is subject to change at any time due to unforeseen circumstances. >> Right. >> And it's got material cost material needed duration. >> Right. I wonder having them put it in writing that this would be it. I read that that come back. Oh no. Should we go do a sitewalk? We're going to put a little time out on the meeting. So, I'm just going to stop recording for now. Um, and then hopefully when we come back, I can start recording. >> I'll mute but keep the um keep the uh video on so we can see
037when we come back. Kristen, are you when you're done with this, who do you usually send it to or who does Brian usually send it to? >> No, we don't send it to anyone. Goes into the >> Oh, it goes onto the YouTube. >> It goes onto the DCS Dragons drive. Y >> and then either um Olivia or I have to upload it. Takes a couple hours for it to render and that type of thing. So, >> could you just send me the link when you're done so that I can take better minutes? >> Sure. Sure. or show me where or how to use it.