Bond Oversight Committee Meeting- 2-11-26

001and then Miss Asia will lead an invitation to the flag of the United States of America and to the republic for which it stands, one nation, indivisible, with liberty and justice for all. Dear heavenly father, we ask that you guide us through this meeting that we have this afternoon. Keep us covered in your blessing. Father, please watch over each and every one of us that are trying to make it here. And as we leave this afternoon, Father, we hope that everything you we do today is pleasing in your sight. Amen. Amen. >> Amen. Okay, everyone is doing well. I know Courtney may join online. >> Believe Jr. is in Tallahassee at county day or whatever it's called. We have a school board member who's here with us today. >> We have one new face. Just

002recall. >> Yes. You're a new You're a new face. Rest of we know. >> Stand up so everybody can see you. Business manager. Tanya White, >> assistant superintendent of business services, business operations. I was close. >> And Mr. JD Thompson probably know who he is by this point. You'll hear more from him in a few minutes. >> Everybody else looks very familiar. We'll jump right into it. Um, do have our minutes attached to our package. I would entertain a motion for approval. >> I move we >> and second. >> Second. All in favor? >> Anyone opposed? All right. I am going I think I'm going to before we get into the items on the agenda, there is a letter or email in your packet at the bottom from Courtney from our group that was sent

003in December to Butler Cerny. Um but it was not forwarded to us. It was to make it part of this meeting. and you can read through it, but one of the things she asked for at the bottom was that the cost summaries, contingency report, subcontract subcontractor comparisons, any revised material we can provide to our committee in advance of any meeting. Um, we do get a lot of information in advance, but as we go through today's meeting, think about what she's putting on here and if there's more detail that we need, which is I think that's what her point is. Um, if she joins, there she is. She's muted. Well, we get her on. We'll let her She wants to sound. >> Can we ask her to unmute herself? >> Yeah, we got to unmute first.

004>> She's unmuted. Hey, I can hear >> the volume. >> Let me get a microphone from our >> probably She's speaking. >> Yes, ma'am. I printed it out and gave each person a He's trying to fix the sound right now so that we can hear you better >> talking to me. You're muted, Alice. >> Courtney, I can hear you. >> Okay, Courtney. Say it again and I'll relate to the crowd. >> Okay. Thank you. I'm completely fine with the letter memo being shared with everybody, but my main concern was with in lie of everything that was that started happening a few months ago and we're supposed to be responsible to know what's going on with the money with the bond and I knew that Mr. Borland was looking and approving things. I just really want

005to make sure we're seeing things before the fact and not after the fact. >> So that's where my letter came from. >> I don't y'all hear me? >> we hear both of you. >> Can anybody in the committee hear me? >> I don't think they can hear me either. >> There we go. Oh, well, there y'all are >> Can you hear me now? >> Yes. >> Okay. So, uh I would like if it hasn't already, if the committee can be given a copy of the memo so everybody knows what I said, but this stemmed from a few months ago when the transparency and spending and whatnot on the school board level came to light. were responsible for reporting and watching the money on the bond. >> And I was concerned because I know Mr. Borland

006said that he was looking at um the change orders or making decisions and not just him but in general. We've talked about us getting things on the back end and if we can look and see things before it's happening and things that are being approved or maybe a certain dollar amount before things are happening because I was very concerned about our position when everything came to light. >> Okay. Can you hear me? >> Hello. >> I don't hear us. Um >> I can hear you. >> Okay. I'll just one of the problems we can't and this is just on timing. I don't think we can review invoices and things like that before they happen because construction has to continue. We can certainly get more detail. Um and we have a lot more detail in a

007couple of the reports tonight that um we'll hopefully stay on and we'll go over it. But certainly more detail is better, but doing it ahead of things being paid or things being done unless we meet every couple of weeks is not going to be something we could do. >> And that makes sense, but as a committee, do we need to go back and review anything that Mr. Borland looked at in regards to this uh bond? >> I I think Dr. Hunter has a very good handle on. Okay. >> Including we'll hear a little bit later. He he was able to review the the latest GMP before it went to the school board, which is one of the items that get asked to forward previously. Timing didn't quite work this time. Um, but that is something

008that we'll address a little later in the meeting. >> Wonderful. Thank you. >> Okay. All right. I just want to get that discussion started. Um, yes. >> Do we have a copy of that GMP? >> It's on board docs. It's I can't even imagine how many pages it is. >> It's a bunch. >> It's Yeah, it's all of >> anything that's at the board level is on board docs what 10 days before the meeting it's required. >> So all these items we seven >> seven days >> all of these items we talked about and I mentioned it last meeting if you want to see them they are available ahead of time. So let's jump into our project updates which is the first thing on next thing on our agenda. We have lots of pages with

009pictures and numbers. The first one on my package is Melrose. It's okay. We'll go in order with what's in our pack. That makes sense. >> Easier. Great or just a >> I think we're hot up here hopefully. >> Okay. I think so. You'll getting on that one. >> Okay. Good evening everyone. So in in the packet is um um just a project update. So we just made it through our ERP >> GMP. Yeah. Um, so we just got through our ER ERP, early release package, GMP number two. So I believe the last time we met, we were in the process of submitting or just had been approved for ERP number one. Um, so currently what's happening on the on the project is we're still heavy in the pre-construction process. Um, we just received 100% documents

010on January 29th. Um, we're into asbestous abatement. We're past building six, which the school is now occupying, using it as a temporary classroom while we're renovating campus. Um, we're in the middle of abating building one, which is going to be the first building that comes down. Like I said, our ERP GMP number two, our site work package, uh, we did actually submit it on the 5th. There was an emergency school board meeting on the 6th. Um, that was approved. So, at the time of this update, I put to be determined. We talked about it in our OAC. Um, and it got scheduled very quick. So, we appreciate that. Um, building permit is currently under review. Um, we anticipate submitting our GMP, our final GMP for the project in early March. I believe I put here

011March 20th. So, we're we're trying to speed this process up. Like I said, we did get the plans from Casper. There's a couple items that we still need, but we are holding a pre-bid meeting out on site next Monday. Um, and phase 2 construction, we're looking at, you know, April 15th. That all depends on when our GMP is going to be submitted, reviewed, and approved. >> So, to Courtney's point and her, if we wanted to see that GMP ahead of time, we basically have to schedule a meeting between you having it ready and submitting it for the board to approve, which is a very tight timeline for us to have a meeting. >> Yes, sir. Yes, sir. >> Um I I >> Yeah, >> thank you. >> pretty impractical. I'll describe what we went through

012with the last GMP and you'll see it's very hard to work everything in. Things go pretty quickly. Yeah, >> we certainly get copies and they can ask questions >> and again I don't know but so there's quite quite a lot of effort to >> on a logistical state. So when the GMP is ready, I'm sure Thompson's going to the school board level, someone's going to look at it. If someone from our committee wanted to at least be there when y'all first go through it, is that is that a public affair or can it be or is it >> I I don't think that anyone on the comm there's an issue with anybody on the committee doing that. I mean, I'd have to get like correction. So I don't think so because the purpose of oversight

013committee is just that and you know, Dr. Hunter and I we've met several times and we wanted to get it and have a chance to look at it. A lot of it's like can we get it in, they get it submitted, we get it before the board. We don't want to hold the process up, but I mean I have no problem with that sitting down look at it. >> It's possible that >> I I wouldn't want to disseminate it too much. You know what I'm saying? I would rather let's come in and look at it. I've got a big table up in my office. Something like that because if we go to I don't want to worry about sending a proposal out that's got stuff on it. >> Well, I mean Alice, if we know

014when that happens that we can email the board members. >> Absolutely. And those that want to review it ahead of time or not online and see it in hard copy, I think we can make that happen. >> The important thing is we don't approve it. >> Correct. We do not approve it. >> Just review it. Just reserve it. We can always comment. >> Right. You shouldn't wait on us for approval. >> Um, another thing I was just going to mention from watching the meeting on Friday on the abatement. Yes sir. >> Talk about watering to keep the dust and things down for >> Yes sir. Children, not anything but money but for the things. >> Yes. Neg negative air. I mean even through demolition once we get clearance after abatement and then watering the site,

015watering the building um keeping you know like you said the dust down during demolition. >> Does this project will require any St. John's water management? >> Yes sir. Okay, we're handing the game this time. >> We are. Um, and I would look at David. I believe we've received review comments on the first submission. >> Yep. Receive first round of comments. Jason Kimley Horn's our civil engineer on that. So, he's taking the lead, but my understanding we've gotten our first round and I believe we're already resubmitted back. Um, texted him on the way here actually trying to find that answer, but I haven't got a response. >> So, no surprises this time. >> Yeah, no surprises. In that case, that's just waste water, isn't it? >> Meaning they look for parking lot run up and all

016that. There's no wet ones there. >> It's primarily storm water. >> Yes. >> Very sandy. >> Should be no. >> Yes, sir. >> Yeah, I hope so. >> They'll look at all utilities, I'm sure, but primarily storm water is what they're concerned about. So from my perspective, I mean this was just the first one in our packet, but this is very early obviously in this project that the ERPs were submitted so y'all can get things started, get subs lined up, and we have GMP ready. Everyone is ready to hit the ground running to get it done as quickly as possible. >> Yes, sir. Yes, sir. Yeah. The ERP one was to get us out there to start doing site investigation, utility relocation. in the second ERP um was for site work. It was the site

017work package to start doing our clearing to be ready after demolition so that when the GMP number three hits, which is the balance of the project with 100% that we can be ready with um concrete masonry and start coming up out of the ground. >> We needed GMP number two to be approved. It's kind of the bridge to take us from the abatement demolition and buy us some time before the full construction portion of the project's approved. But we needed that bridge to get keep us going. >> Dr. Hunter, >> just to point out on the format that that is this is hopefully an improvement on the format because we have in the lower right hand corner the only things that we can really watch >> and this is an unusual GMP because it's small

018and you notice general conditions is a third of it. That's very unusual. Since it's a small contract, they're going to be allowed to work. So, >> and and correct me if some of the general conditions actually are because you have to do certain things at the beginning that will carry over through. >> Yeah, they can do the general conditions they want. It just has to be approved by the board. >> But they can do ready work. They can do but the other other reiterate these are cost contracts. The these values here are not contract values. They're cost. So in general they submit a cost and JD will approve a cost and when he approves that cost that's it that's it. >> I don't have any other questions for me. >> Okay. >> All right. >>

019Good for now. >> All right. >> Thank you. >> Next one in my packet is Palaca Primary. Hi everybody. Thanks for having us back. Um so Palaca Primary um we uh did a GMP uh early release package GMP to get us started out there um and start some clearing, some early demolition um and you know earth work, those types of things. Um, you guys are now pretty well verssed at what ERPG GMPS are for now, so I won't go into that, but um, so that's what we did as well. Um, they've been moving along pretty well. We got a couple pictures in there. Um, hopefully you guys have had a chance to at least go by. Um, we also were able to get the final GMP for the balance of construction through. So now we

020are, you know, the the information is here in your packet, but we're at a a total contract sum of, you know, 68.1 uh for that um job. Right now, you know, main portion of the site clearing is complete. Uh we're doing the earth work. Um we're continuing to procure the rest of the subcontractors that were released with the final GMP. And that's that's really where we are right this moment. Um does anybody have any specific questions? ask the chairman what he wants to talk about the GMP deter now or later. >> This is the one that you reviewed. >> Yes. >> I if you want to point out some things or talk about I'd be glad to have you do that now. >> Yeah. Whatever we need to talk about. Glad I'm ready. >> We've

021been spending time together. >> Yeah. We we had a really that was a really good session actually. It was a you know that way we're all on the same page with what's in there. Before you I was just going to I did call James on a question that a citizen had that I couldn't answer and we probably spent 30 minutes on the phone and I was educated once again. You got great answer to give that citizen. >> I appreciate you guys very much. >> I would I would comment quite a bit on this JMP because it it's a little different process. Uh Rick called together um his team and and JD was new and and reviewed the issues in the GMP and got all the questions laid out and trying to make sure the GMP

022included all the things we really needed to do and and and didn't include some things we didn't. So we went through that as a team here and then we met with James and went through the GMP all through and got he he had presented several different options and the decisions were made on the options and then they did the final GMP. So it was well reviewed and and he spent quite a bit of time explaining all the different elements. Couple things I would comment about the laptop right now. >> The Ajax does things a little different. >> First of all, there two GMPS, one for four and a half and one for 60 something. You see, you see they're listed down this sheet. It has um uh basically the same price as Crescent City School.

023Washington all have the same bike, but there there are five areas to manage here that are a little unique. Uh, one is that they're as normal the subs they've got all the subs lined up and they they they assured us they add two bids on every sub there can be incidentals but but I think it's true >> that's correct we yeah >> the second is that that has to be man so that pretty much takes care of itself although you have to watch the invoicing and be sure it all adds up but JD will do that uh the second general conditions has to be managed step by step And every time they submit an invoice called general conditions that'll be reviewed and it'll be something they agree with and in the scope of the general

024conditions in the contract just like it was in Crescent City. The third thing is contingency and uh in Crescent City Ajax spent all but you have to argue whether Ajax spent it or the school district spent it. Somebody spent it basically it's all gone. Not true at Horseman's Club Road. It was not all spent at Horseman's Club. So there's money left in the bank. Quick question on the on the didn't we deter I think we deter maybe I did afterwards the contingency at Horcland Club was a higher percentage of the projects and the yes contingency at >> city part of the is a little bit more liberal uh and so just the facts are and that's why it's in the lower part of your summary how much is spent and all the contingent was not

025spent on North U but now so the contingency has to be managed and that's something that will be done invoice by invoice uh by JD and it they'll be approved and when they're approved they become you know ready for payment they get paid Jonathan pays them but they have a couple other things that are important that one thing unique to Ajax is they have a clause called escalation there's a million dollars of escalation you might ask what's that for and that's an enticement to keep the subs from hitting too high. And what it's the way I understand it, crazy. >> Yeah, you're you're nailing it. I don't even know why I'm here. >> It's kind of a pledge to the shut that if things really go haywire, uh you uh we have some funds, we

026can bail you out. However, what what you find strange about that is the scooters pays for the materials. So what can escalate >> materials >> and and and the way that will really work and James explained to me is suppose that materials double contract. What will happen is everybody will have to agree on it and and the contractor will have to come on bend and knee and say these materials have doubled but I'm not paying the materials. So they'll what they'll ask for is an upage of that subcontract total. So the amount the school district pays will be more for the material. But the point is keeping the book straight that that account will go up because of this allowance. The contractors really shouldn't benefit a whole lot from it. But it's a way to

027keep them from going just wild wild bits and it's just come to by this fact that we have >> the benefit to the owner is that you get the uh advantage of having lower bids at bid time. You also get advantage of having control of those dollars versus a subcontractor artificially inflating and then any problem not happening then they keep that money. Whereas we have control of that escalation allowance. We, when I say we, I mean the team, not Ajax. So, we have control of that money and whatever's not spent, which is was pretty much I think all of it or most of it at Crescent City at this point. I have to double check, but goes right back. It's not like we keep it for a fee or something like that. So, >> Crescent

028City had the same thing, but it's very small. I think was around less than $100,000. >> Yes, that's correct. >> They didn't use it any >> Yeah, correct. >> So, they didn't have to use it there. So, a quick question on material cost. So, when we saw the in our packet last time, we had an estimate for Kelly Smith that we I think was a couple of years old at least. Were you happy or surprised that the GMP came back at what I think is a reasonable price compared to what we thought might be a lot higher because things did escalate. >> I wasn't surprised because wind city a little bit more time. >> Okay. But we did have something called the design development report. >> Correct. >> Which which lays out what they think

029it should cost now and it was pretty much consistent with that. >> Okay. >> Yeah. >> The good news is it seems to be all in order. It's it's really expensive. >> It is construction is very expensive right now. But so real quick point on what and Dr. Runner is right on. So you know part of what got us a little bit in Crescent City and I think probably Parish would probably back me up on this um is the location. So that kind of was was problematic. Yeah, they're shaking their heads. Yes. So the location was problematic. Some of our, you know, subcontractors were loathed to travel there. So that caused some issues. Um also, you know, it's it's it's so dynamic. Um you know, certain subcontractors may be very busy, have a lot of

030workload, and then when this job comes up, bam, they need they need to fill um uh you know, their their you know, they need to give their workers something to do. So we we came in pretty good with cres with uh uh the primary school um and and and such that you know there's technically more scope there and the the GMP was actually you know right in line. So that's really good in in my opinion. >> There's some other floating monies in here too that makes sense. There's a building is it 12? >> Yes, building 12 is will be renovated >> I think. >> Yes sir. >> In there to spend on that but not specified. Is that the one that's hurricane hurricane jump? >> It's an allowance and then there's several more allowances in

031there for things that can be at the option of the U school district. So basically instead of managing just three things, they have to manage five things. Uh and that's again the subs, the general conditions, the contingency, the escalation and these allowances. In other words, if you didn't spend any allowance and didn't spend any contingency and you didn't have the escalation in there, you you're probably seeing about $5 million less. Is that about right? >> It's about right. Yeah. >> So, we It's been scrubbed. All it can be scrubbed. It just is what it is. I I Nobody asked me an opinion whether I agree with >> Oh, I had a feeling they'd ask you for your opinion. >> Well, it was a very good process, actually. I appreciate you being there. Right. >> Was

032Rick's Rick Rick is the one who asked to come with Thomas Dawn. >> The only thing I'll clarify about the contingency is just that, you know, you have to weigh against the additional scope that the district is getting. In other words, the real additional sticks and bricks and mortar that you're getting for spending that. It's not it's not money not well spent. um you know getting additional you know technology additional safety features you know it's it's so it is being spent for things that matter I guess is my point >> dangerous both parties want to do it wants to do it because you get more product man wants to do it because it's it's makes the project total more so somebody has to be in there saying well do we really need that or not

033>> well our fee would be fixed Dr. Hunter so it would it wouldn't matter in other words is a function of the total cost. >> Right? Okay. >> So, in fact, we're going to talk about that. But >> when I look at these projects, I I look at the numbers of student stations. And the last time I talked to the principal at Crescent City, she said she's going to be well ahead of this 1,00 55. She what she said it's going to probably right now she thinks it's probably maybe almost a hundred more than that and it may go up. Then you look at Melrose and it's a $34 million project and it's 400 and some students and that looks like a big difference but I see it as economy of scale. I mean, when

034you're building a school, it's it's smaller. You spend more per student. So, that's the difference as I see it, and we don't we'll see it as as Melrose develops, but am I thinking right? I I think you are that the the the the thing that might be missing is the difference um in the nature of the scope of work at Moses and I don't want to speak for Parish but there's there that particular project is I don't know for lack of a better term kind of cut up you got to do multiple phases and you know you got to move around here so those kinds of things just wind up costing more um by from subcontractors they just do it's just like if you were to do a new building versus a renovation the renovations

035are going to be you know kind of costly subs like I don't want to the renovation. So that that's a challenge. So it's it's difficult to get apples to apples, but you know, and the economy of scale certainly does play a factor for sure. >> I'd just like to make a comment also and as a former principal. There are certain things though that has to be in a school in order for things to operate and get the bene where the students can get the benefit and also where the the teachers and the all of the employees must have certain things. So because when I first looked at it and then I'm had to go back because I made major um construction there at James along when I first went there. But uh it does it

036when you look at it on paper, it doesn't look like it's right because you're looking at fewer students, but there are certain things that you just have to have in order for it to be uh an equitable school for the >> That's what I'm talking about. Economy of scale. >> Yeah. >> You know, we used to have 84 84 schools in this >> in this district. 84 >> 84 >> years and years ago. >> Okay. Yeah. Those were one room school houses. >> Yeah. >> Okay. Okay. >> We're going to end up with >> a handful of schools. >> Well, also, doesn't the state when the state um >> looks at any type of construction project, everything is student stations? >> It's it's >> Greg could speak better to that, but I believe so. >>

037Yes. And they've got a right size. they want a a school to be too, >> right? And even though a principal may say, "Okay, I'm this school's being built for,00 student stations, next year, she may be projecting an additional hundred students over her projections this past year." The state doesn't care. They they only they don't let you build forward, do they? >> They they will allow a couple of classrooms, but not a lot. >> But not a lot. >> But with that school right now, they're student population is 1,039. I just looked at it. So, and it's always been between a,00 and 100,000 and,00. So, if you've got a station at Crescent City, that's 1166. That that should be >> that's your two or three extra classrooms that they're allowing from what has historically been

038at that school. >> The state allows that's what the state's allowing. Mhm. >> I I did prepare a summary of all the GMPS we have seen, which is your last B. I can do it anytime you want to do it, but we can wait till we do the other schools, too. >> I want to wait because I have a question on it. >> Okay, good. >> We'll get to that actually when we get to the PLA. The other black school. Any other questions on I keep calling it Kelly Smith. >> I do too. >> Questions on that campus project? All right, stay up there because the next one on our list is Chris City. >> So, quick summary. Okay, so um you guys do have information. You have the original contract sum, you have the

039ch net changes by change orders, which those are all owner direct purchase dollars, just FYI. Um and then the current contract value. Um you also have the important uh items that Dr. Hunter was mentioning which is how much to date has been um uh posted. I believe this was through I want to say it was through January. It may have been through December. Um but uh this tells you know uh how much how many dollars have been spent like cost of work, GC's, um those types of things on down the line. You can see they're pretty much in line. the GCs are a little high there, but that'll start to even out as, you know, the project starts to wind down and, you know, staffing is less needed. Um, now there is $53,000 left in

040contingency at this point, but um, a lot of that is slotted uh has has uses uh that have been indicated uh by the team. So, that is pretty much where we are now. As far as progress construction, we're at the more fun stage where we're getting close. So, we we're doing the LVT. We're doing final paint. We're finishing up that water storage. If you guys have driven by and seen that big tank outside, um we're um we have the uh first lift as the parking areas are complete. We're doing walkway canopies and we're doing MEP final trim out um type activities. Uh so, you know, we're getting ready to be able to do final inspections and things like that. You know, going through you little further on moving forward. Yes, sir. >> Probably told me

041before, what's M me? >> Yeah. Uh, mechanical electrical plumbing. Some people say MEPTF, like mechanical plumbing technology, fire, but I don't do that. >> Yeah, there's too many. You might as well just say it. But yeah, MEP is mechanical electrical plumbing. >> So the April date of turning it over to the district is still >> Well, see, so the April date is a is a a contractual substantial completion date. So that's substantial means you can use it for what it's intended to be used. And then you know I think it's 45 days or whatever it is in the contract. Then there's final completion. The big milestone I understand we have a couple of goals here. We have to coordinate. So a couple goals there's some road work that is likely to take place um that

042we're working on right now that will you know just by the nature of it happening so late will probably go beyond that. There's a few elements in the building that will likely go beyond that, but the important dates um for uh district use will be uh are expected to be met at this time. And there's just no way to know exactly like when the roadway work will be done because we don't know we don't necessarily have that bought and done yet. So, >> I guess the biggest point is even if it's a month later, it doesn't matter as long as we're in there for August. >> Correct. That's the big that's the big goal. But there's there's other ones that um JD can talk speak to, but the big one right now that I guess

043school district concerns were >> I'm used to being um >> the the big one that we're there's a lot going on like you said and it's kind of a moving train of things. The big one we're shooting to have the Middleton Bernie graduation there the promotion ceremony. So that's the that's the then we have that'll be in May but hope you know we got we got a little while. We're not trying to wait but um thankfully that's the the end goal. We there's going to have to be some road work done outside the fence that's going to tile this together and we're still with the county working on that and getting funding and all that sort of thing. >> So the first the people seeing it will actually be the promotion ceremony. >> Yeah. Fingers

044crossed that's the plan is that they'll be able to the first thing will be the actual promotion ceremony >> at the the students that are at the present Milton Bernie that'll be over there. Yeah, it's been pretty impressive coordination with the district's team to keep everything greased from the owner side. I just want to say that. I mean, it has been. So, the project has been pretty successful. >> Yeah. So, on your uh contingency balance and percent used, it's >> compared to other percentages and where you're headed, you feel pretty confident about that? >> Yes, sir. the so I just want to say that you know this is the balance as of right right then so it's right now probably similar but we we do we take it a step further when we have OACs

045and we talk about projected contingency so like if you know there's I'm giving it this is an example it doesn't even it's not even real but let's say the IT guy comes in and says oh darn it you know we forgot to talk about this cabling here and we say okay well let's cover that with contingency we would try to project that out so we would say, "Hey, this could cost 50 grand, let's say, and then the team hashes it out, decides if that's something important that should be spent by contingency, and then it goes through." So, that's how that would work. But now, right now, yes, that's the real value that has been, in other words, the enough the the CCRs, contingency change requests that have gone through the board and gone through the

046whole process make it to where the value of the contingency is that right there, 503. Very confident in that. >> Okay. and refresh my memory because I don't remember the fund balance goes where if it's not used. >> Uh the contingency goes back to the owner. >> It never gets out of the bank account. It's never never spent. >> Just wanted to hear it. >> Yeah. You don't you you don't you don't have a you don't have a bill for 503 from me when you're done. >> Plus, it doesn't go in the general fund. It stays in the bond >> fund item. >> Yeah. There'll be an ultimate reconciliation change order that kind of zeros everything out and we're good and you're good. >> Yeah, >> there is a small Wayne. We didn't fix your

047concern on the left hand side bottom that implies that the project was somehow less about $11 million. >> I got you. >> That should be relabeled. supposed to be reliable. You don't need the line there. You can subtract. That's the net to the construction manager. >> Correct. >> And and has nothing to do with the cost of the project. What we don't know is if you look at the continued expenditure on the I mean the subcontract expenditures on the right and the change orders and add them up, do they equal the original estimate or the GMP estimate for the subcontracts? >> I need to do that. Well, and actually that's where I was going to go with your report that's on the last page. We'll jump to that real quick, which Dr. Hunter, I didn't

048realize you did this, but it's line, not line by line, but trade by trade, I would say, of of those GMPS. One thing we asked for what I thought either you or Greg were going to try to get this was especially on the horseman club school is all of those categories and how each of one of those ended up versus what the GMP estimate was. >> We have that passed out last time it but it was prepared by Osley not by the school district. >> Oley handed it out. I asked for it. They sent us >> I don't remember us having it. >> Yeah, I got it. It was passed out. >> We did. Okay, >> Alice. >> And all that was in line. >> Yeah, there was nothing over all the subcontracts were not

049over. >> Okay. >> And the contingency was less and general conditions was about even. >> Okay. That's that's really what I wanted to the difference is we got it from the contractor. We should be getting it from the school district. They should be preparing such summaries. That's the That's the issue. >> Um, do you want to say anything about your the last handout? >> Mhm. >> I've been keeping track of all the GMPS, not the actual costs, but the GMPS and what you have in the last one is the three schools, three major schools that we have GM major GMPS for. You can compare the the totals and you can also compare the individual elements and we use this uh Rick's team used this to look at and examine this latest GMP to see why

050it would be different than this school than that school. And uh I I I'll continue to keep this. We'll do the next one in in March and we'll have all four of them there. But you can just see generally things cost about as just as as I said Crescent City and and Kelly Smith cost the same. Now um and and the Horseman's Club was less. >> So this would help you if there was an anomaly obviously it would show up >> and and people did have questions. Rick's team had questions about why this is different than than one school or the other. There are some noted differences. like site work is different and and things like that that come up but it's just a way for of us keeping track of like what the these

051are the GMPS not the cost >> right >> just so I know what special what what what is special >> that specialties is it uh that's a good question >> okay so division 13 special construction can can be multiple things sometimes pre-engineered metal buildings things like that in this particular case so you see the 1.5 million for Kelly Smith. So, we made a decision to put the allowance for the um building 12 uh renovations in that spec specific division. That's all that is. So, it's a little bit of an anomaly. You have to >> Yeah, it's Yeah, it's special. All right. >> You're not sure if you're going to >> Well, I I think that we are going to renovate it. Um, so you know, again, that's why that meeting was so I thought pretty

052awesome because bringing the folks in and uh, Miss Miss Asia said, you know, there's important things that have to be in a school. People need to see that. And I think that, you know, when Rick brought together the team to kind of do that, that that helped. And so, um, you know, putting this in there, for example, you know, we know we're going to do something. We just don't necessarily know what, but it's in there, right? So we can kind of uh you know that was similarly done with other other things like technology and such but >> that just that specific building just y'all probably aware that's the hurricane shelter for special needs. So it is like truly an anomaly there. So we have to have that um to meet our EOC requirement. So there

053have to be some retrofit done and I think it we don't know exactly what it's going to be because we're the whole school is going to be changed except for one building. So, we're gonna have to and keeping that up and going and have it ready for hurricane season. There's there's kind of a a question mark there as to what all we're going to have to do. So, that's why there's that money in that spot. >> What has to be in there and what it looks like? >> We are um Mr. Grimes I know is very very he's got his hand in it. Um >> Jr. Grimes, Mr. Grimes, I'm sorry, J.R. Grimes and uh Travis Weaver as our representative there. There are certain things that we have to have to meet the Red Cross

054requirement, the Department of Health requirement. And because it's a special needs shelter, I mean, even to the point of we had a discussion last week, there has to be an area, you know, most of your shelters, if you go to to Jenkins Elementary School for the shelter, it's just a general shelter. The special needs shelter has to have an area for a morg, has to have an area for infectious disease. So, that building is very, very specific. So there's there's certain mandates we have to meet that that I I'm not even fully understanding of. Wayne, I've I've wor that shelter before, but graciously the Red Cross is there and they pretty much take care of everything. But there it's not like any other shelter. Most most schools that open the cafeteria, people go in there,

055food service feeds them. It's very open air. It's not a big deal. This building was was overbuilt compared to other things years ago for that for for it to be a special needs shelter so they can get rescue. We have to have a stabilized road coming in so rescue can get in and out. There's a certain the circuits have to be a certain way. Um they have to have I believe it's a minimum of 12 they prefer like 18 individually circuited outlets for the oxygen machines. It's basically like a med a med a med unit at that point. >> Okay. And again. >> Yes sir. >> What our mission is our mission is to follow the dollars. Yes sir. >> I just want to know and I don't know if I have a good feel

056for it. Who's making the call on what should be in there? And you said like JR, but who's giving JR the guidance? I understand we're in contract. >> I can't make decision. >> No, it's this. >> We don't have any say on hurricane shelters. >> We we are >> all right. Yeah, I missed my point. >> Who's making the call and what has to be in there? >> State, federal, who? >> I I I think it's the state department of health, I think, is where it basically comes down from. You know, we >> I'm not trying to be >> and I get I get you. Our role right here is to follow the dollars. I don't have a warm comfy feeling with your answers you're giving me. I think it's this. I think it's that.

057Again, don't care. >> Well, just follow as of right now. Kelly Smith Elementary School special needs shelter meets checks every box we have to have. When we start demoing that site, we have to still have that. And the and that that's where and I I I don't that that school was built that building was built for that purpose >> years ago. Um, >> apparently it wasn't if we got spend this much money. >> I think I'm I've been with the district almost 18 years and I did the site work on that site. So, it's way before then. So, it's been it's been >> we haven't met on the hurricane shelter because that was like the meeting we're supposed to have this week. >> Um, I think a lot of it has to do with what

058are we going to do about electrical? What are we going to do about generator? Um because if you start demolition like where where where's all that coming into that building and we still have to make sure that's that's there. So there's going to have to be there there's a lot of things that we still have to kind of talk about as to how we make sure that's a that's a up and running shelter if >> EOC says you have to open it. >> And I guess I'm really belaboring this and I apologize. >> That's fine. I I don't think I answered your question. >> You are saying and again those are all great. My role here is to follow the dollars and you haven't given me a definitive answer on who's calling shots of what's

059got to be in there and what's not. >> Yes, sir. >> You can be sure that 100% of the money that closer will be approved by the school district. They're the only ones can say anything about this contract. They're the only part of the contract. A third party can't come in and and make the contractor do anything. So the state can require, anybody can require it. The school district has to agree to it and and instruct the contractor to do it. >> So So you can bet everything will be approved by the school district. >> So play playing devil's advocate. If if y'all get in there and start working and all of a sudden to retrofit or whatever you're doing to building 12 is not one and a half million, it becomes three million, >>

060then a big decision needs to be. >> Yeah, absolutely. >> Contractors and the school district and hopefully us. I think that's worse enough. >> Um I just wanted to point out on on Dr. Hunter's report about twothirds of the way down there's a tax savings line. >> Yes. >> That's really what should be you talked about the 11 million on that other report. That's really what should be there because that's that's truly what we saved the >> No, we didn't save the 11. We saved the tax on >> That's what I'm saying. This this 80 885 and 900 is what should be on that report, not the 11 million because that's truly what we saved. That's in the GMP. I get it. It's not as I mean, is that right? >> The the 8.85,000 that

061we put into the GMP for Crescent City was I don't know if that's too close. Um was the um anticipated tax savings dollar amount. So, in other words, we could never know exactly, right? But we can take a guess and we can say, "Hey, we think your building will cost this much and we think you'll save about this many tax dollars." So >> until the end, >> right? So but until the end when you've bought all the materials because just like you know you don't have to pay tax on a candy bar you haven't bought, right? So just at the very end when when you've bought all the materials through OD O ODP that you possibly can, there's a pot of money that is those that defi that you know defines what that tax savings

062is and the goal is to reach that 8.85. >> So again, it's not money that we get back. It's money we never spent. >> Correct. >> Because it's so the total as a subtraction or it's a negative, >> right? It was taken out. Yeah. Uh you see the escalation there. I didn't put the small escalation for the city grant. Um, and you also see the tax savings wasn't predicted by Oz. We decided that kind of after the fact that we do that. And uh, but a couple points. You can see the fees are basically a function of total cost, right? And I was going to comment later, I'll comment now. It's a incumbent upon the school district to go back and take the total cost and recalculate the fees and the architect fees too because

063the architects the way that way these contracts were set up I believe they're set up they're 5 a.5% of the project cost not the project estimate which is the GMP. So there'll be maybe $100,000 left there that somebody's go retrieve and and get get it. But the way it's being invoiced now, it's being invoiced every month as though it's all going to be spent. The last invoice needs to be changed and altered in my view and somebody needs to check that. >> Now, that's only true. It's not true for AJS because they're spending all the money. >> There you go. >> So, so is that something coming from Miss Whitehurst office? Is that what's coming from your office? >> I'm sorry. house. >> No, that >> somebody else was taking by the mic. >> No,

064the at the as we get close closer, our um our in-house financial our accountants will look at it. I'm I'm approving them as we get towards them. It'll be people that work for Mr. Odum. Um we'll go in and and we'll look at them. Um Kim Man is who I work with directly right now. Um and we go through and then as we get closer to this to to to the end what Dr. Hunter is saying we need to see what have we spent for that percentage. So there may be um the the last dollar amount may be lessened by percentage because we have paid forward more than we realized we did. >> Yeah. About to change their fee in that summary they gave us last time they gave the new fee because they accounted

065for that. So they're accounting for it. question is that what I've learned is the invoice machine just keeps rolling all the time and and it's very hard to keep track of it. >> So I think what I'm hearing Dr. Hunter is you want to be sure that the committee wants to be sure that we're addressing that especially towards the end of these projects so we're not just continuing to pay forward money that that wasn't because it is it's a percentage of the total price of the project not the anticipated cost of the project. >> So it could be at the end it could be more or less >> but And it looks like it's going to be less is what is what what we're hoping for. That's what I think you're what you're saying. >>

066We're going to talk about auditing in a minute in a minute. But but the u we know that Horseman Club didn't spend the GMP. So we know there's money that never got spent, but there's also fees and arctic fees particularly. I believe I'm right on the Arctic fees. It's a percent of the total cost, not not a percent of the estimated cost. >> Right. And so that's all got to be adjusted. But I know the way the architect cost was done, they just said it's going to be $16,000 a month and they just started paying $16,000 a month. They got to remember the last one has got to be last one or two got to be adjusted. >> Got it. >> So don't wait till the last at least two two payments out. >> Well,

067you don't know till the end what the total cost is going to be. You just have to go back and adjust it. >> Typically a reconciliation change order would um reconcile all those things. In other words, anything that is contractually required to be reconciled would get reconciled with that final change order. So if there's contingency left, you know, whatever there is, just >> I have a question. We have special and then we have specialties. What's the difference? >> Miscellaneous specialties are things like um uh toilet paper holders and mirrors and um you know wall wall protection, those kinds of things. Special construction's kind of a special division. >> It's just kind of like the special and special >> special that big one is on the building which we're talking about. >> Okay. So for the

068wood and plastic and for the equipment are those just not estimated yet the reason why >> No. So what I'm guessing here and I have to look back specifically but so you know there's like uh woodwork like case work those kinds of things um mill work that would be a division six and then in division 12 um if there's like lab case work or things like that that are that are manufactured. So that's why you're just it's just that if the project's different if it has like mill work it would be in the division six. it would have the other type then it would be in division 12 under what would be called furnishing. So it's just it's just how the project was uh was bought >> and a lot of it was a license

069I had to take because the school district did not have a standard format for GMPS. They're two different forms a AIA and they're >> they have to reconcile the two and when you reconcile you sometimes you got to merge things together. So this is not perfect with either Ajaxes or Austin yet kind of blend them together. >> So the huge difference under the furnishings being the new Kelly Smith is 400,000 and then Palak and Crescent City are 88,000 78,000 >> but there's zero under wood and plastic for Kelly Smith. That's what I'm saying that you have to look at them both together. >> Okay. >> Yeah. >> Gotcha. >> That's not a trick. It's just it's just how it's just you know how like I said if if you're stand if you're running that that

070base that wood base along along the wall there that would be division six. If you're you know buying laboratory casework that's pre-manufactured that may be division 12. That's that's all it is. >> A whole new issue which we have to talk about. >> Oh come on now. >> All right. Um >> we do. >> Any more questions for Ajax? >> All right. I appreciate you guys very much. Thank you. >> Greg, do we have a final thing for Black Intermediate? Anything you want to cover? So yeah, David Casper Architects. Um, if you went by Horseman Club, not too much going on. It's pretty much been handed over to you guys. Let's see. Back in November 2nd, so it's in your hands. Um, the only movement that's happening is, uh, we're doing a covered play area

071at the back end, um, just outside the gymnasium. It's what's over on the right hand side of your sheet, a 40x60 covered play. There's probably two or three employees of Osley still out there. They're cleaning. They're chasing sand cranes away. But um yeah, >> mess with my cranes. >> Yeah, they come through the neighborhood every night. >> Yeah. So um nothing really to update unless you have any >> What's the actual out the final balance on? >> Yeah. So the final balance about 2.4 um million and then as you guys have said there's about a million coming back from contingency. >> So 2.4 million less than the GMP. The the GMP is included in the 2.4 I mean yeah two 2.4 left on the GMP >> two that's 2 >> and of that 2.4 million

072of its cont I I what I was impressed with with and same with Ajax is they have all the information. It's just that we're not asking for it and it's readily available. you could sit down and look on their screens, >> get a print out. It's just we don't see it and it doesn't come through the school system. And I think that's part of even what there's certain details that the contractors have. We just need to ask them to provide it ahead of time. Jonathan's not going to have it and he's told me how convoluted it would be to get it. When we did ask when we did ask where Alex >> and Osley and Osley said, "Is this what you want?" I said, "And we had it done that afternoon." >> Call morning. >>

073Alice knew how to delegate. >> Well, and and the contractors keep good track of it. >> Yeah, they might have to. >> Maybe smoke behind those mirrors, but there's it's all there. Any questions for >> What is CAA number 67 work approved? >> That's on the right side. >> On the right side down at the bottom. >> It's for the covered play area. >> Yes. Oh, both of that's covered play area. >> Yes, sir. It's the cover play area that was just added. >> Okay. All righty. All right. Thank you. >> That was quick and easy. >> All right, Jonathan. I know you've been So, >> we have a lot. >> So, I I'll clarify >> financial updates. So, >> you have 20 pages for me. >> So, >> here's here's an easy. So, the

074most recent one, >> the most recent one you're going to want to look at. People with hearing aids get background noise. You can't hear people background noise. >> Thank you everybody. >> Thank you. >> Congrats leaving a seat shift. >> All right. Sorry about that. I just couldn't hear. >> All good. Um, all right. So, before we actually get into it, I want to uh just clarify. You just saw numbers that they provided. These numbers will be slightly difference. That's going to be the difference between basically the accounting systems. So, they've already accounted stuff that it could be in transit to us and we just have haven't paid yet or maybe we paid it last week and it's not showing up on this report. Um, so numbers will be slightly different. So, you've got all

075four schools that have currently had some kind of work on here. You got Pla Primary, Intermediate, Crescent City, and Melrose. The fifth page, every fifth page will be the January update. In the bottom right corner, you'll see the date for the month you're looking at. So, if we go to the fifth page in, we will see Placa Primary as of January 31st. And you guys are free to ask any questions. Um, I did slightly change it to where at the very top, so now you're seeing one school on a page, which it was like that before, but then at the bottom I had like the total of everything. So I took that off um to make it a little bit easier. So at the top of this, what I did is I went to board

076docs and I looked for the uh approved GMPS. And so at the very top I have a section that shows us the total for what was approved by the board. Then the next section below it is your expenditures to date. You will have your prior year expenditures and then you will have that month's expenditure. So on this one in January we only had one charge from CRA of 1.9 million. And then um if you look below that for placa primary the balance of the funds left is 64 million. The $0 is the incumbrances. So, we haven't got any bills waiting to get paid or anything ordered, I guess I should say. And so, the unencumbered balance is the same amount. That is how each one of these will be structured um going forward through the

077document. So, any questions you have for any of the locations, feel free to ask. I have a quick question just because there's a line item on one of these for Motorola Solutions and it's labeled as mortar provider. >> I just didn't update the mortar provider then. >> I'm just making sure. I didn't think Motorola was in the mort. >> I will say I know exactly one you're talking about cuz that the Motorola part stuck out to me and I'm like why are we doing that? Walkie-talkies. >> Walk. Okay. >> So, um >> communication. >> Yes. >> Definitely not mortar. >> Go ahead. Yes. Let me ask you a question on that. Speaking of community, so who who makes the call on what it stuff needs to be in each school and what communication stuff needs

078to be in each school? >> Okay. So, as far as the GMPS that were done, I don't know. As far as the uh Kelly Smith one, and Dr. Dr. Hunter has referenced it several times in conversation already tonight. We had in here discussing the um PLA primary GMP. We had a like a U-shaped setup and I remember what Ajax was right here and the rest was our employees from different departments and we all went through it specifically for it. I remember there was a conversation at the end of it um why aren't Vicotta cameras in there? And so we sat there and had a conversation about we need another I think four or 500,000 for Vicotta cameras to cover that entire campus. Um so I know with Kelly Smith Black Primary that was a conversation

079that happened before that. I genuinely don't have an answer. >> Okay. >> Go ahead. And again, just looking at my mission here >> and so forth, >> there are a lot of IT people that like to have a lot of stuff. So, and again, my question is who makes the final determination on what is really needed or what could would what be a nice to have based upon what's really needed? So, I don't know during the process of um I don't know during the process how involved the IT department's been, but I know with that process, we did actually try to have more of a voice in that. >> And then some of the other projects, they've had to go back and um add in wiring for our cameras. A lot of it has to

080do with our security requirements and um a lot of the security and and I wish Travis Weaver was here so he could actually say it. A lot of the things that we do for security is all governed by Florida statute and a lot of our it has to do with that. So like the vicata cameras there's a purpose for that. Um but getting into the the details of it because it is a lot about security can't share that like there's there's things that have to be done and like in like an executive session with our board um a lot of the IT that we have to make sure is in the schools that we have are have to be compatible with what we have going now. So we have to have the ability to have

081Wi-Fi. We have to have the ability to have it at a high speed so that even if you're on a test day and you have 500 students online taking a test at the same time, you've got to make sure that your internet connection, your Wi-Fi is capable of doing that. So, our IT department works with is working with that to make sure that it really is the minimum that we can have to to be able to function as a school. >> I'll mention I mentioned this last meeting and it it's not necessarily on y'all, but I don't understand for the life of me how the first two schools we built completely miss security cameras. That is blows my mind. >> Wait, wait. I we don't have an answer. All we can do is just move

082forward. So, unfortunately, I and I hate that. I I hate that everyone that needed to be at the table was not at the table. Um but we have learned lessons and we are we all we're doing is just making it better. >> Dr. Hunter. >> Yeah. I think Wayne's question was if I need a car to run errands with, I can go down to his place and buy a Ford or I can buy a Lincoln. What's keeping him from buying? who who decides you're not buying Lincoln and the answer is in my just because this was a very good discussion John described but what do we really need and cameras and all that stuff whoever says this GMP is ready to go to the school board for approval whoever makes that decision that has to

083be a single person they're the ones that say they're the ones that decide >> is that the contractor level or is that the school district school district and that's one thing I would really encourage tightening up how decision made who makes it JD there. I think we're just going to blame everything on him. >> So, in that meeting, the new guy, >> in that meeting, we had our um IT specialist who does all of the networking for the school and who knows what the requirements are. And it's just meeting the same requirements that's at every other school that we have. >> Is that a lot of it has pardon me, >> is that state requirements? A lot of it has to do with what we can do with -ate. It has to do with what

084the state says we have to have for computers, for testing, for I mean, so there are very minimum requirements that we have to make sure we're doing, but we also want to make sure that we're not just getting the cheapest computer out there because you're going to be replacing it. So, you have to like look at what is truly the best purchase when you're doing all of that. So, we had the IT specialist um Travis Travis Weaver was in talking about like making sure that it all all the secure areas and and things that go with security was in there. Um we had someone from the curriculum instruction side who is making sure that the things that need to be in the classroom were all in that so that we don't have surprises anymore. And

085again, >> or as few surprises as we possibly can have. >> Again, my only point is, and I'm I think I'm not making my point very well, which is not unusual. If I left it up to my IT guys, I would have a Mercedes Ben when a Ford would do it to use since I'm in the car business. So, it's going to be your job to make sure what they say they need is what they really need, not what they'd like to have. >> Absolutely. >> And again, my only reason for saying that is our mission of following the dollars. I don't care what equipment you put in there. I'm just following the dollars to make sure we do our job. >> Are you saying to treat it kind of like a marriage? >> No.

086at least I have one >> um for real quick for purposes of meeting minutes. Courtney just sent a message saying she had to go but um so I noticed she hopped off. Um on that conversation, one point I would like to make is one of the big expenditures for the IT stuff was cameras or is cameras. Um they are going with the same company that we board approved when I first got in this role uh a little over two years ago uh for Vicotta cameras that is actively in all of our high schools. So they made sure to go with the same vendor doing the same terms of the contract agreement. So as far as those they stuck with the same what we've already approved go down. Well, it kind of goes along what Wayne's

087concerned and saying plus what's been going on that in the conversation and I just want to say I've never met JD prior to tonight but I've read about him his resume and his skill set and background and I have to say with our committee having Dr. Hunter on board and then with JD's skill set of way back when he was a deputy sheriff goes ties into security concerns also in the construction field. I think you have 10 years previous in the construction field. Is that right? So now we have that benefit overseeing what is happening with invoicing and everything and now you throw the third win for us I feel because he's been at these schools been in the classroom >> and I truly think him having eyes of three different we've got security as

088a deputy construction project manager and now here you are, you know, here with us as a long-term school district personnel. I just think us as a committee, we've gained a huge win for us. Whereas, and I'm not knocking the previous administrator that oversaw those two schools that has missed things, but if I'm correct, that administrator did not have the qualities and background that JD had. He was more on the education side. Am I kind of going down a the right road there? Abs, >> absolutely. The the difference is though, we were paying somebody to watch all this. >> That's correct. >> And a lot of it didn't get watched. >> Correct. >> I think it is now though. >> Well, we'll see. JD can only do what JD can do. Only see what he can

089see. >> He's not going to be out there con inspecting every construction element. He's not. But he is he hopefully will be front and center on every invoice. So right now we we have signatures on invoices by the architect. >> That's the that's the goal. I mean I the the committee had some doings with it. The school board had some do of getting this position created. But we can't unring the bell from before. We just but we need to learn. I mean that's that's when the last few weeks um going through all the paperwork. I think that's what I've heard from committee members and the board members and people in the district is let's not do the same thing again if we didn't like the result. You know, don't keep doing the same thing. So,

090um, we're I think we're moving in the right direction and that's what Jonathan's, you know, hopefully going to point us financially there as well. >> I got an IT question. Don't y'all have contracts as it is for buying your equipment that you so that it's kind of the same through all the schools >> the product cameras were it's already been approved by the board like we have a multi-year contract for those so we definitely are going to use those >> yeah and I know >> um computers we look at state contracts so computers do vary depending on >> you do use a state contract we do a lot of state contracts. >> Okay. That prevents them from buying Mercedes wings. >> I got you. >> There there are a lot of We're >> and I

091am a Ford man, but >> ever ever since um we've been in co-ops, but ever since Brian's gotten his role, um I know we've joined a few more co-ops u cooperatives where basically we can pull contracts from wherever that are already approved somewhere in the state. Um, so as far as the state aspect and not buying a Mercedes when you want to, um, we should be covered there. And as far as a Vicata original contract, um, it was one that covered all four high schools and and when we sat around this table and did have that conversation so we didn't miss the cameras and we said, "Hey, we're going to need more money in here for these Vicata cameras." They had to turn around and go back and, you know, change a contract or add

092an addendum to it. >> Camera company. >> V E R K A D A Vata. >> It's a camera company that does facial recognition to help security. >> They've been able to tell to my understanding, correct me if I'm wrong, but I've heard >> No, don't ask me. >> Okay. So, my sister is in a security office. will know. >> And uh there have been instances where they've found out a student is vaping in a bathroom without a camera being in the bathroom. It's that kind of >> the vaping detectors. >> Well, the the an interest thing. It's it it's it's it's really sci-fi. When I first saw it, I was like, "This sounds really really interesting." But let's say that they said that somebody fitting my description had walked in building one at a

093at at an art high school. They could go back and if they found me on a camera, they screenshot my face. It's like facial recognition. Then they can run a and they can track me through the school. The camera it's it has it's it's really high-tech, you know, for me. I thought it was really interesting that we if we we had a missing student, let's say that Jared went to the bathroom and two two hours ago and we don't know where he is. We find you going to the bathroom and it can track it'll show me where you are in the school. So they're they're very it's a very good system and having that continuity across the district is is >> is really important. There's a lot of neat features with that. Um the vape

094detector is cool, too. That ties into it. Um >> that there we have there's not cameras in the bathrooms, but there's actually um sensor >> a sniffer if you will up on the roof >> and and if it it if it detects the vape smell, then it alerts us. >> There's two topics that relate to Jonathan that really important to cover, but two comments. First one is uh it's it's I I mentioned this to Rick. It's okay to miss a few things and make it up with contingency because then at least you decide if you need it or not. It's not like the end of the world if you have used contingency because you make a conscious decision. I'm going to spend this money which I wouldn't normally have spent to buy this item. I

095must really need it. >> Which is what they did the horseman club school with the new playground. they made a conscious much much of the stuff they don't get such conscious decisions. Then the other thing that's kind of a rule in project management if anybody benefits from the project you don't put them in charge for for example we have wonderful principles here but you wouldn't want to put the principal in charge of spending the contingency >> right >> or buy their equipment >> well because Mercedes >> yeah right okay back to the two topics >> two one is if you notice we do not have a total cost for horseman >> it's a work in progress we're we're getting But there's several factors that go into it. What you see there is the GMP or

096the GMPS if there's more than one and how we did on that. We also have the architect fees which total 6% there. It's uh CRA and and then Casper together. I think it's 5.5 plus 6. There's like 6% to be added to there. So that's about $3 million or something something like that. Uh that's not on those summaries. Uh and the these architects spend money to get subcontractors like they we assume they bought the engineers who did the water check check and all that that they they can spend money and then they charge us 15% to do that. This is something that JD's on top of. So we've got to we we've got to go through all those things and find out how much did we really pay CRA and Casper together for that school.

097And so we're going to we're going to work on that and keep paring out and and looking at the invoice and seeing. But we need to get a summary of what we actually spent. And Jonathan uncovered that there is a a sum put aside for furnishings on that school. >> Did you ever find that on the other Jonathan? >> No, it doesn't appear to be on another school. And it's not it's it's big. It's in the $5 million range. So So we'll be buying furniture for that and that'll be another expense. And so there's we're talking about $75 million schools. We just haven't ever seen it added up. And we're going to work together. We're going to work JD Jonathan to get it. And maybe by the next meeting, we'll be able to say for

098this this school, we know what it did cost. And one thing I would in to that vein is we really have four projects going on right now. >> Is I'm not sure we know exactly how much money's left. So the the last two projects we already know are going to be scaled down from what we thought, but I don't see us being able to start anything until we know exactly what's left. >> So I have a surprise not on the agenda point of topic for us point of discussion. Um it is the next bond issuance. We have had internal conversations several of them. We've reached out to Bob Gang. We've asked for timeline for the timeline we got to spend down. You got to reasonably expend down 85% in 3 years. And going off the

099total cost of what everything is looking at. First Kim came to me, Kim Man, um, who Jad's referenced working with a lot on this. Um, she came to me and she had concerns about it and I I was looking at it and then I went to executive and I had concerns about it and we had our conversations. Well, um, we had decided to go ahead. We we knew we were going to have to pull down money, but we have decided based off Bob Gang's response and the spend down timeline to go ahead and pull down the remaining $100 million. Get it all >> uh and get it all um on our side so it won't hold up any projects because as you just mentioned, we do actively have four projects currently uh expending funds with

100really two about to be wrapped up and one just starting. um >> and they're over 200 million. >> And uh those four um are are over 200 million and when we get to the point and I believe they're >> all four supposed to be online in 28. So >> two will be online this year. >> Melrose. >> Yeah. Mel primary is 27. Melrose is I pushing for 27. With it being phased, it's a little scary, but definitely by 28. >> And so our three-year timeline to spend the funds would put us to 29, the summer of 29. Um, and we're looking at all four of those schools potentially being up and running uh by August 28th. So, >> what is their timeline to issue the bonds once we Have you already talked about >> It

101is almost identical to last year. I I asked them when we decided to go ahead and move forward, I asked them to keep it as close as possible to the one you got last year. They did actually already send me over a schedule. I believe I shared that schedule with you all last year. I can do it again. Um but last year we got the funds June 20th. I think the date for us to get the funds this year would be um June 22nd. If I'm not mistaken, when when we pull those funds, if we do it, is it before July, it'll end up on tax bills. >> That's correct. >> That was a huge part of the conversations we had about how this is going to affect everyone. Um, and we were originally looking

102at doing some this year, some next year, but based off the expenditures and based off Bob Gang's response, it kind of >> Well, I think we determined last time that doing it 5050 as far as cost goes doesn't make sense anyway. Might as well do >> a little bit. Yeah, >> you're right on. And we're a little behind the eightball to get on top of this. Let me suggest a path forward. I think we got to determine how much Horseman's Club Road cost total everything, every possible thing and get it all laid out. And then we got to ask JD to estimate, take the same format and estimate the other schools and get a summary for each of those other three. Three schools are going to cost us $220 million. So, we got we got

103we've got roughly $80 million left to do whatever we're going to do. And we may not even have that. It's going to surprise you how much these odds and end expenditures happen, right? >> But I I think and and I'll be glad to work with Jonath We and and Jonathan and uh JD, we got to get Horseman's Club total cost on a piece of paper >> and get the books closed >> and close the books. Which brings me to the question of audit. If you recall the discussion we had with Osley when we we accused them rightfully so of double billing the overhead. >> Y >> they said well that would have been caught by the state in the audit. >> Well guess what? >> And we don't know. However JD's been doing some snooping

104around. The state may do audits. We don't know. But my my conclusion we talked to Rick about this a lot. We need an audit and it's it can be quite simple because they don't have to do all the subcontract. They just have to do the contingencies and all the odds and and then balance the books. Right now we don't have balance books. >> That's a good point. >> One question you had from last time and I talked to Jonathan briefly was I can't remember the statute or whatever that whatever they said they were paying their people right >> that they were actually paying their people. What is that? >> They have to reconcile somebody. >> Yeah. after the payroll records with actual charges to the school district. That's what an audit will do. >> That's

105one thing they'll look at. >> You're referencing the Davis Bacon Act and although it technically doesn't apply here, um we could ask for them to follow those same guidelines, but it statutoily it doesn't apply. >> No, that's not what he's saying. Davis Bacon is prevailing wage mandate to pay workers how much you pay. This is they're charging the school district $200 an hour or something for somebody. Are they paying him $200 an hour >> or are they paying a standard trick in industry if you ever buy an airplane a standard trick is to build a a wage range and pay much less than the range and you the difference is profit. So that's got to be checked and that's what an audit will do. And I we we talked about us doing it, but if

106we're going to do an audit, it'll come out in the audit. Aly said it would come out in the audit. So, let's all do it >> because you always have to check the checker. >> Well, >> because if you don't check the checker, >> if it's public money, you need to have some way to balance what we balancing. >> If you ask us to balance the books of all the invoices today against Horseman's Club Road, we wouldn't be able to do it. >> And the audit comes outside and not inside. Well, >> hopefully >> it depends. >> I mean, if you want a true audit, >> you can Yeah, but you can you get auditors that will mess it up because they're they're confused. I I I had a lot of auditors work for me

107and I tell you, they get confused. But what you can do is you can uh hire somebody to do an audit the way you'd like to have it done. There's only a few things to check. You don't need everything checked. You just >> No, I'm just saying the people that's doing it does they don't need to be a part of the system. >> That's what he's saying. Yeah. >> Yeah. outside. >> That's all I was saying. >> You have options hire somebody and you can hire you can tell somebody I'd like to do the following audit and then write it down and it can be very simple. >> My point is we need an audit. We need to get the total cost what we think it is and then do this estimate for the other

108schools and we need to have an audit of the school that's finished. I wouldn't audit to the middle of schools. Just wait till you're done. >> Okay. >> So, is that in our preview to ask for that? >> Uh it's following the money. We're following the money. >> We've already had a few discussions about um seeing what the state's audit is going to entail verse us also doing an audit auditor outside auditor. So, no decisions been made. It's been a couple conversations I know specifically me and JD have had about it, especially when the the whole Osley it's going to be in the audit thing came up. Um so I I do agree. Um, I'm not sure. We even JD emailed the state asking trying to get information about it and if there was one

109going on. I don't think they were very helpful in that regard, but um, we've thought about that and thought about us getting it as well. Um, funding for it, I'll if it comes across, I'll figure it out somehow. I >> think it's a school project for someone at the accounting department of UF. Yeah, >> you can do whatever you want to do as long it's public scrutiny that you're dealing with. If the public is satisfied with that, >> that's fine. I I I'm not convinced state audit is what we want. Maybe maybe they're doing it anyway. That's what JD is going to find out. Yeah, it's been an active discussion. JD and Jonathan Rick have been talking. >> Let me ask this. They may be way off, but the contingent funds for that school take

110it out of there as part of the construction auditing the final results. I mean, if if we're look if we have the bond funds because Dr. Hunter kind of referenced earlier, you know, like the scale size of future projects because of um how it's all turning out. We have that contingency. We have um some of the interest funds we're going to have. Um I say it that way. The arbitrage rebate, which we were trying to get today, uh didn't come back in time. So, um there there might be a couple options for bond funding of it, but um I I when I said that in my mind, I wasn't thinking about >> bond fung we didn't spend $100,000 auditing $300 million with >> once you do the first audit if it works the way you

111could keep the format the same and it would be terribly difficult. >> At the end of each project, the auditor comes in and balances the books. >> Yeah. Anyway, I don't know that we need to act because I know what Jonathan said, right? He and Rick and J are talking about we talked about it. I think it's >> still a recommendation from us. >> It's whatever you guys think. >> I personally I think it's moving along. >> I think we should make the recommendation from the committee to have it all done. >> That's right. >> Yeah. because listen to this money that's our job >> and on so I can if you want I'll be glad to go to a upcoming school meeting and give another quick report and include that. The other thing that

112I >> I don't know if I guess I need to remind the board is >> they need to take action on our existence. >> Yes. >> Um our three-year I believe it's in April. Um they'd have to deciders. Yeah. >> Time flies. >> Two for me. >> Yeah. looked at it was two. >> So they need to decide >> coming up >> if we're all if we're all staying if it's going to exist in the going forward. So >> I would suggest and that that's a good point. I would suggest based on that that we make the motion tonight to recommend an audit be done because once we make recommend the audit, you can pretty well be sure that they'll try to get us to remove ourselves like they did a couple of months ago.

113>> So you can pretty well bet on that. >> Is sarcasm, but it's true. >> I would not bet on it. I've talked to everybody about the audit and everybody's working on it. And plus, if they're already doing an audit, they're all >> we're okay, right? We're not saying an additional audit >> as long as it >> depends on who's doing it. >> Yeah. It depends on what it's covering, but I would assume it's going to cover what we want. >> So, >> and to me, a good audit is only if it's people from the outside, not the inside. And that's what we want. >> That's right. >> Right. >> So, Mr. Ketchkins, are you making that before? I would like to make a motion that we the committee recommend that the school district hire

114an outside auditor to do an audit of all construction costs and everything related >> On that project I >> I wouldn't Okay. >> We get a second then we have discussion. >> I second. >> All in favor? Sorry. Sorry. >> Person don't think we want an outside auditor specify. We want an audit because if the state is doing an audit, it may be accurate. We don't need to hire an auditor, but we need to have an audit done. >> Well, let's let's define outside. I mean, >> I'm talking outside the Putinham County. It could still be the state as long as it's not one of the contract that way. >> Department of revenue, state of Florida, whoever does it, >> but we do want them to specifically balance the books on this project, but the

115state might just come in and do an overview and not look at every invoice and what you're talking about, the labor cost. They might not go that deep unless you ask them to. >> Yeah, but Alger was asking that they hire an auditor. >> We don't know that that's necessary. >> That's what she said. >> Didn't you say >> I recommended we have that this school district have an outside auditor come in and audit everything basically concerning this project. >> Okay. >> And I don't care if it's the state of Florida, the state of Well, care about New York State. I don't care if it's Canada or the state the state of Massachusetts. Let's get somebody in here and get an audit this outside of Clinton County. >> Well, not them either. I'm not real.

116>> And for the completed schools, right? >> Yes. Yeah. The completed schools. >> Any uh any other discussion? >> All in favor? >> Anyone opposed? >> All right. >> And you're going to report that? >> I will get that to them. >> Um any more questions directly for Jonathan? >> No. So JD come I know you've talked but we haven't actually like formerly introduced you even though I've known you for a very long time. I do have >> feels feels like we have >> as he comes up I do have a question and maybe it's either for Jonathan or Mr. White the funding of Jonathan Jonath look at Jonathan of JD's position um there was some discussion about it coming out of bond funds >> or whether it's going to come out of general funds.

117Has that decision been finalized? >> Yes, it is. Do you have the percentages off the top of your head? >> Uh that is constructions currently going. Um one is not bond for our bonds. We were going to do an 8020 split. >> So 80% from >> 80% from general. >> Okay. And then when we do close out um intermediate if we would do a change doing that 7525 >> is it clicks down every school we finish >> 80% you need to come back over to the mic. >> Yeah because I have a question >> repeat that. Okay. So, currently, uh, the decision we've made is doing an 8020 split because there are four schools out of, um, bond funds and there's one school out of, uh, special facility funding. When intermediate closes down and it

118changes to 31, it would change to 7525. Um, this is keeping in line with um, I don't want to say audit requirements, but something we've gotten hit on with audit in the past years and years ago to where um, when you do split funding, it should be reflected of how your percentage of what you worked. Um, and so that's where the idea for that came from and that's where we're at right now. I mean, my biggest thing was one of the means it was mentioned was all going to be through bond funds, which is a big issue because I know you can't just spend all your time at these specific projects. You're going to have other stuff going on. >> Um, any thoughts on the formula they've come up with or >> I just have

119a question. Oh, and I Yep. Thanks, Tony. Um, so J is not replacing the former person. >> So, Mr. Bowling was um an associate superintendent, right, >> that had many duties, right? >> Um he is not being that position is not being filled. That position will remain vacant. >> Um Laura France, the other assistant superintendent and myself have split the departments that he was over and they are now under our purview. So his position is not being that position is not being filled. What JD is taking on is the role he was playing or trying to balance with all of the construction. >> Okay. But now and the next question is when the uh people of Putnham County voted they voted for the bond money I thought to be on the construction and that is

120that was not in that first bond. >> So we are no longer using we are no longer using the funds that was set aside for the design manager. So, this is going to save um significant significant amount of money by not renewing that contract with CRA for the design. >> Oh, I was going to that one because that's the one I knew. >> Well, I was just going to I mean, >> I'm I'm perfectly fine that there's a the cost is certainly can be paid from bond funds up to a certain point because it's not 100% of his job. Um, and I'm comfortable that it can be paid. I looked through some notes when we we bought the real estate in Crescent City. We had a question whether we could even do that and the

121attorney sent me a long statute of all the things we can pay for and salaries certainly can as long as >> I just wanted to make sure though that we were we were doing it legally, right? >> Because I know when you know when people go to the polls and vote a lot of things change after they vote, >> right? and and he has no other duties other than overseeing the five construction projects right now. One of them is special facilities for our bond facilities. >> Okay. Thank you. >> Yes, ma'am. >> One way or the other. I don't think we paid Travis out of Travis. >> No, Travis is a maintenance. His his >> Well, he's got a maintenance job. They spent a lot of time on construction as well. >> Well, it doesn't

122make any difference to me. I think it's a little >> Yeah, that was >> that wasn't by design. I think that got thrown into a lot of that. Miss Kitchens, >> my concern was uh like Miss Asia's. I wanted to make sure that it's allowed under the bond issue to pay a salary number one when we uh those who were um well, I can't find a word for it. Those who unfortunately voted for the bond issue, the 21% of the voters uh that voted for it, I'd understood that, and I was not one of them, by the way, on the record. Uh but I understood that it would be used to pay for schools. However, if our attorney, the schoolboard attorney has said a thing in saying that you can't he can't be used for

123salaries, I have no problem with that because I understand that uh Mr. Thompson is overseeing the construction. So, if he's overseeing the construction and that's his only job, then why isn't he getting 100% of it instead of 80%. >> Cuz one of the projects is not one of the schools is not >> Okay. >> It's not funded by the >> That's a high school, right? >> And then you're going to do the other two high schools, too, right? >> Okay. That answer that answers my question. As long as we're legal. >> Yes, sir. Yeah, as long as it's legal and he's getting what he's supposed to get, I'm okay. >> Any other questions on that can of worms I opened? >> All right. Now, Mr. Thompson. >> Oh, yeah. Just think we done. >> We

124>> very quickly just introduce yourself so everybody >> for those of y'all that don't know me, I'm I'm JD Thompson. Um been I'm a palaca resident. Other than going off to college and being a deputy sheriff over in St. John's County for 5 years, I've been here my whole life. worked in the school district for quite a while. Most recently was assistant principal at Interark Junior Senior High School. I think all y'all saw the resume and heard all the stuff in the news and watched the board minutes and everything. But I'm here. I'm happy to be here. I'm excited to get back in the construction side of things and look out for the district's best interest, what we're doing. I think I I think I've met just about everybody on the panel at some point,

125but I I've got bit when we before we're done, I'll give everybody a business card. I've got that's we just got them printed. So, y'all have specific qu questions if we need to make that work. Dr. Hunter and Jared and I have talked quite a bit, but um excited to be doing this. Y'all have any questions? Just >> deputy sheriff, he's already tried to have me arrested. >> Hey, I got arrested or muzzled. We know relationship. >> What? How are you related to Claudia? >> I am Claudia's oldest son. >> I thought you might be. She's a friend of mine. We were in art art class together. >> Yes, ma'am. Yeah, >> that's Yeah, you can't go too far around here and not be somebody. So if this person can do that >> so if

126this committee is not renewed or whatever and that would be enable correct >> far as to say it's not renewed then you're going to report everything you're doing and issues that come up to the school board directly or do you go through somebody that goes to the school? >> Well, it would be it I'm I'm going to be the district voice to the school to the school board when things happen with that kind of stuff going going forward. at this point I I mean the whole the management flowchart I work under Rick um but Tanya is is right there I mean that guiding what's going on and then of course I'm I'm I'm hitting in every department but if for some reason that that this committee was to go away I would be d reporting

127directly to the the school board is my understanding I don't conceive that this would go away but that's some there's always a possibility you know you never know >> I was going to say if you look at the flowchart online on the school district. >> Yes, ma'am. >> This position that was created which if I recall us as a committee wanted to have a person >> we did >> to be accountable that is going to be like a construction manager. >> Yeah. Two years ago, >> right? But the flowchart online shows um JD's position is uh being directly you report directly to the superintendent of >> Yeah. Under the category I'm I'm under the the office of superintendent, >> right? >> We all thankfully we all still a small town and we all know each

128other and work well together. Um Tanya was the second administrator I worked for as a as a teacher. So we go back a ways. But we >> Yeah. >> I think the difference though is What we've not had is a single person who makes the final decision. >> There you go. >> Right. There you go. >> My assumption is that the final decision on all matters with respect to what PJ do. >> Yep. >> That's what we're shooting for, trying to get everything. >> Just like the president, you can always fire cabinet member, but they make decisions while they're there >> and that'll be a big difference because managing these invoices is going to be a big deal. Yeah. >> JD, don't be afraid to tell us when the baby's ugly. I it what we've

129seen so far the last three weeks I think has been that you know there's extra sets of eyes have helped you know especially me getting in here. So if y'all are bringing stuff up that's that that's helping Dr. Hunter and I've met both directly and then we've had some phone conversations with Jonathan and Rick being sure we're all forward in the right direction. But I'm excited to be here. Since all of this last couple of months has happened, I've had more citizens come to me talking about the oversight than I've ever had before. Which reminds me, I went on the schoolboard website and trying to find the list of us is one of the hardest. You need to put that up there where people can >> I mean, I don't mind if they can't find

130our names. Well, >> let's put his shot up there, too, while you're at it. >> Just just put Andy Andy's name only. >> Um, any other comments? >> Nope. Anybody wanted to bring up next meeting? So, looking through their the GMP >> I don't think y'all approve. We did. >> Did you? Did I miss that? >> Um, >> the previous meeting >> because I thought you just jumped right into Courtney's letter and >> I wrote down that Andy was Andy made the motion. The second was a tie. I don't remember who did >> right. >> Um, >> yes, ma'am. So, the GMP for me, the full GMP for Melrose, they anticipate March 20th. That's only a month away. Do you all want to meet that soon to look at >> that schoolboard meeting? Uh, >>

131it would have to be approved at a school board meeting, but that's not been set on the agenda yet because they don't have it. Well, as soon as I I think the question was too as soon as I get it, you'd like to know in case you want to put your hands on it and look at it >> ahead of time. Yes. >> And when will you get it? >> And >> as soon as I mean I I don't know. That's as soon as I what I'll do. As soon as I get it, I'll let Jared know and then he can go from there. >> I mean, then we have to send it out. >> How do we We can't meet on it. Yeah. But >> I can you can for you to review it.

132Okay. Yeah. I'm going to give get your business card my email and my telephone on it. >> When would y'all like to be in the office? >> If we have it by the 20th of March, it'll be on the March 24th board meeting. >> Um, that's probably our three years in >> in April. >> So, why don't we why don't we do this? Why don't we schedule a meeting in April? Mhm. >> I will plan on going to a board meeting before then with our >> right >> few comments and we'll know whether we exist by the next meeting. >> I think we will but >> well I hope the committee even if they get rid of all of us keep the committee put somebody else in place which is what I assume they want

133to try to do here. >> So we have we stick with Wednesdays let's not do the 15th >> tax date 22nd >> 22nd. came about the 22nd. >> 22nd. >> Everybody give the 22nd of April. >> Sure. That's fine. Alice will tell us. >> Yes, she will. >> Everything else, >> she'll tell us and she'll tell us and she'll tell >> and she'll ask her again. >> April 22. >> April 2. >> Same time. >> Very good. >> All right. Anything else for the good of the order? >> I make a motion weed.