PROJECT TEAM MEETING
September 8, 2005 – 12:00 Noon
CBJ Assembly Chambers
MINUTES
(UNAPPROVED)
VOTING MEMBERS
PRESENT
Mary Becker, School Board Member
Jeff Bush, CBJ Assembly Member
Bob Van Slyke, School Board Member
Bill Peters, School Board Member
EX OFFICIO MEMBERS
PRESENT
Peggy Cowan, Facilitator/JSD Superintendent
Deb Morse, JSD Facilities Planning Coordinator
David Means, JSD Business Manager
GUESTS
Sarah Lewis, CBJ Engineering
Bob Millard, CBJ Engineering
Gary Gillette, CBJ Engineering
Paul Voelckers, MRV Architects
Mike Notar, Juneau Building Trades Council
CALL TO ORDER
Superintendent Cowan called the meeting to order at 12:07 PM
in the CBJ Assembly Chambers.
APPROVAL OF AGENDA
The agenda was approved as presented. There were no
objections.
APPROVAL OF
MINUTES
Jeff Bush moved and Mary Becker seconded to approve the
minutes of the June 9, 2005 meeting as presented. Motion
passed with unanimous consent, there were no objections.
INFORMATION ITEM:
DISCUSSION ON NEW
HIGH SCHOOL – PHASE I
SITE UPDATE
Bob Millard reported that the start up period and first three
months of the site work have not gone smoothly. Clearing and
excavation of the building pad and staging areas, as well as the
ordering of equipment and materials, have proceeded too
slowly; jeopardizing the completion schedule of March 1, 2006.
(Motion Passed)
The contractor had various reasons for why they were behind
on the project such as; equipment failure, community work
force issues, and material problems at Stablers Point. To date,
these issued have all been resolved. There has also been a
change in the contractor’s on-site management, causing
concern for their ability to complete the work within the time
allowed.
The contractor has reiterated his commitment to the project
and to intensify his efforts to a level necessary to get the work
done. The contractor has submitted a revised construction
schedule demonstrating that the work will be done on time.
(Available Upon Request)
Project Team Minutes
September 8, 2005
Page 2
INFORMATION ITEM:
CONTINUED DISCUSSION
ON NEW HIGH SCHOOL –
PHASE I SITE UPDATE
A potential Additive Alternate for this contract still remains:
Excavation and site preparation for a future synthetic field. It
is the recommendation of the design engineer and CBJ
Engineering that this alternate be awarded on the condition
that it doesn’t jeopardize the building phase construction
budget.
To allow time for a clearer view of the building construction
estimate, the site bid documents require that the successful
bidder guarantee the Additive Alternate price until December,
2005. A decision may need to be made about this Additive
Alternate item shortly after the Phase Two Design
Development Estimate is submitted in October.
Discussion followed. The Team expressed concerns about the
impact on the Additive Alternate if the Site Work Phase I was
not completed by March 1st. Mr. Mallard stated there would
be no impact, as the site work has been broken into two phases
and the contractor has until July 15 to complete the second
phase.
INFORMATION ITEM:
DISCUSSION ON NEW
HIGH SCHOOL – PHASE II
PROJECT UPDATE
Sarah Lewis reported that the design team is nearing
completion of the Design Development (DD) Phase, with a due
date for document review on September 14, 2005. Schematic
Phase plans, approved by the Project Team in May, have
continued to develop. The completed DD estimate and
document review are anticipated for October 5 and will be
brought before the Project Team at the October 13, 2005
meeting.
Paul Voelckers distributed design development drawings
showing details of the site plan, the overall first and second
floor plans, and an enlarged classroom wing.
As previously reported, the Schematic Design Estimate for
Phase II came in $2.7 million higher than the budgeted amount
of $33,244,000. To cover this anticipated shortfall, CBJ staff
identified $1.4 million in bond interest earnings, $700,00 excess
funds within the Floyd Dryden renovation, and $600,000 in
miscellaneous school project accounts. It is anticipated that
this deficit will increase significantly when the DD Estimate is
submitted, due to the current rising costs of world market
materials.
Ms. Lewis reported that the five artists selected to design
artwork for the building have been working together, and with
the design team. The collaboration between artists and
architects is bringing out the best of both groups
(Available upon request)
Project Team Minutes
September 8, 2005
Page 3
INFORMATION ITEM:
CONTINUED DISCUSSION
ON NEW HIGH SCHOOL –
PHASE II PROJECT UPDATE
Upcoming artwork design milestones are: final artwork
proposals due from the artists on October 24; Art Selection
Panel meets to approve proposals the week of November 1;
recommended proposals brought before the Project Team
November 10, 2005.
Due to the recent significant rise in energy costs, this past June
the Project Team approved a review of the energy conservation
measures that did not prove cost –effective for pay back at the
previous analysis.
A draft re-analysis of these conservation measures has been
completed. The following three additional measures that have
been shown, under present and future conditions, to have a
payback period of 25 years or less:
 Upgraded window glazing – This upgrade is a substantial
increase in energy efficiency, but adds about $9/sq.ft. to the
glazing costs for an increase of approximately $110,000.
 Added slab insulation – An addition of 1” rigid insulation
under the entire building will offer further benefits of
protecting the under-floor vapor barrier from the concrete
and will warm up the slab, protecting it against interior
condensation. This will cost an additional $1/sq.ft, for a
total of $110,000.
 Increase rigid insulation at exterior walls – The new
analysis shows it would be cost-effective to increase the 1”
foil-faced, polyisocyanurate insulation on the interior face
of all exterior wall studs to 1-1/2”. The cost increase is
estimated at $35,000.
The total cost increase for the three upgrades is approximately
$255,000, an amount which will be offset by energy savings
over the next 25 years.
Following discussion, Deb Morse requested a breakdown on
each upgrade as to what their individual savings and payback
times would be. Mr. Voelckers stated that this information
will be available for the September 20 Facilities Meeting.
Ms. Morse reported that several high school staff workshops
will be held September to review the Design Development
plans for each of the programmed areas. The architects will
present the plans to high school staff members and respond to
staff comments and proposed plan refinements. This series of
workshops will be the last opportunity for high school staff to
review and propose changes to the design.
Project Team Minutes
September 8, 2005
Page 4
INFORMATION ITEM:
CONTINUED DISCUSSION
ON NEW HIGH SCHOOL –
PHASE II PROJECT UPDATE
In addition to overall building design comments, staff will be
asked at the workshops to make a decision on the small group
rooms proposed in the design. There will be three options to
choose from: 1) retain the rooms as planned; 2) reduce the
number of small group rooms currently planned;
3) remove the small group rooms from the plan entirely.
Mary Becker requested that the staff be informed on what the
difference in classroom square footage would be with our
without the small group rooms.
Ms. Morse stated that the square footage information would be
included and the collected feedback from staff will be reported
at the October Project Team Meeting.
INFORMATION ITEM:
DISCUSSION ON JDHS
RENOVATION – PHASE II
PROJECT UPDATE –
FIELD/UPPER LOT
Phase II renovation work primarily involves site
improvements and was broken up into several stages to
accommodate changing weather conditions.
Stage one included reconstruction of the main entry parking
lot, construction of a new parking lot adjacent to the proposed
playfield, and paving the service entry drive at the northwest
end of the building.
Stage two involved preparation for the new playfield and
installation of lighting fixtures. Gary Gillette reported that
some of the stage two work was done during stage one, as it
coincided with the work and equipment the contractor had on
site. This work included retaining walls at the play field, new
concrete steps at the northwest corner of the play field, and a
series of steel bollards at the northeast corner of the building.
The recent rainy weather has halted work on the final grading
of the playfield. The situation will be analyzed and a
determination made whether work should proceed or be
halted until Spring. In either case the playfield turf, stage
three, would not be installed until Spring.
INFORMATION ITEM:
DISCUSSION ON JDHS
RENOVATION – 1% FOR
ART
Mr. Gillette reported that the 1% for Art Committee has made
a selection from the first round of art proposals; the piece has
been approved by the Assembly, will cost $100,000, and is
scheduled to be installed in the Atrium during the Summer
2006. The panel will reconvene in the next couple of weeks to
make a decision on the remaining art budget of $60,000.
Project Team Minutes
September 8, 2005
Page 5
INFORMATION ITEM:
DISCUSSION ON JDHS
RENOVATION – PHASE III
SUMMER 2006 – SCOPE AND
TIMELINE
Phase III renovation work includes installation of the new
synthetic turf, landscaping of selective areas, and a number of
building related items to be completed.
Building items will include the following:
 Upgrading for both locker rooms and the corridor between
the main gym and locker rooms.
 An entry door from the Music wing into the auxiliary gym
 ADA upgrades, which include a cane detection warning
and automatic doors in key locations.
 A new student health center on the 1st floor
 Underground oil storage tank in the north parking lot will
be replaced.
The design documents are nearly completed for this work and
it is planned to be bid in November.
Ms. Morse reported that also included are whiteboards for
each classroom, new exterior signage and an electronic reader
board, additional desks and tables, the greenhouse will be
looked at for leakage repairs, and a classroom realigned for a
Teen Health Center.
OTHER ITEMS DISCUSSED:
Mary Becker asked about the parking situation for the
downtown campuses. Staff has been commenting on the
inadequate parking spaces available. Discussion followed.
Superintendent Cowan stated that the District is aware of the
situation and is working to resolve it.
NEXT SCHEDULED
MEETING(S)

NEXT MEETING AGENDA
ITEMS
 New HS – Design Development Documents
 New HS – Budget Update (Action Item)
ADJOURNMENT
There being no further business, Superintendent Cowan
adjourned the meeting at 1:00 PM
Thursday October 13, 2005; 12 Noon in the Juneau Fire
Hall Conference Room.
(Action item moved to
10/27/05 meeting)