3/20/23 BCPC MEETING

03/20/2023 [06:00 PM-07:00 PM]

3/20/23 BCPC MEETING

1.ROLL CALL FOR BUILDING & CAPITAL PROJECTS COMMITTEE - MR.

LYTLE
Committee-of-the-Whole Members include all nine (9) board members:

 Mr. Bill Lytle, Chair / Vice President

 Mrs. Sarah Hostler, Board President
 Mr. Steve Bentzel
 Mr. Ron Blevins
 Mrs. Sue Hiestand
 Mr. Steve Kopelic
 Mr. Tony Pantano
 Mrs. Hilary Trout
 Mr. Scott Wingard

Attachments
Minutes

Mr. Lytle called the 3/20/23 BCPC Meeting to order at 6:00 p.m.

 Committee members present: Mr. Steve Bentzel, Mr. Ron Blevins, Mrs. Sue Heistand, Mrs.
Sarah Hostler, Mr. Tony Pantano, Mrs. Hilary Trout, with Mr. Scott Wingard arriving at 6:18
p.m.
 Committee member absent: Mr. Steve Kopelic
 Administrators/Directors/Presenters/Public/Others Present: Dr. Doll, Mr. Rohrbaugh, Mr.
Heilman, Mr. Kendall, Mr. W. Anderson, Mr. M. Anderson, and Mr. Coleman
 Board Secretary: Mrs. Little

2. BOARD / PUBLIC COMMENT

The School Board and Administration welcome comments from in-person attendees:

 When it is your turn to speak, please start off by stating and spelling your name for the record
and share your address.
 Specific comments for agenda items may be addressed.
  Comments for non-agenda items may be brought to the Board's attention.
 Individual comments should be limited to less than two minutes:
o At 1 minute and 45 seconds, the Host will provide a signal.
o At 2 minutes, he will ask you to stop sharing comments.
 When several individuals wish to address the same topic, total comment time will be limited to
30 minutes per topic.
 At the School Board President’s discretion, additional time may be allowed or deferred until the
end of the meeting in order to move the meeting forward.

Minutes

There were no Board or public comments.

3. DEBRIEF ASSIGNMENT(S) FROM PREVIOUS MEETING:

Minutes

There were no debrief assignments from the previous meeting.

3.a. Bond Fund Update - Mr. Rohrbaugh
Attachments
Minutes

Mr. Rohrbaugh presented an update on the 2017 Bond fund and 2022 Bond fund. Activity on the
2017 Bond Fund has been steady as invoices are coming in from the contractors and being paid.
The contingency remaining is approximately $165K. There has been approximately $89K in
expenses during the month of February on the 2022 Bond Fund, offset with approximately $93K in
interest earned.
3.b. Ongoing: West Campus Safety & Security Project - Mr. Rohrbaugh / Mr. Kendall

 Link to Secondary West Campus Safety & Security Site: HERE

o Construction slated for Nov. 2022 - June 2023
 Abacus Report - Mr. Kendall

Attachments
Minutes

Mr. Rohrbaugh shared with the Board that several change orders for the West Campus Project are
being reviewed and worked through at this point. No new change orders have been received. Mr.
Kendall, of Abacus Construction Management, presented his report which notes the West Campus
Project is approximately 43% complete. He shared the following update:

 Underground site sewer is installed and underground site water has been started.
 Underground site electric is installed.
 Throwing area is complete.
 Under-slab plumbing and electric is installed.
 Under-slab plumbing in Building 200 is installed.
 Slab form work has begun at Building 300.

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  New light pole bases have been installed.
 New light pole and head installation is complete.

Mr. Kendall also reported the main driveway into the main campus is now back to two-way
direction, much earlier than expected.

Dr. Doll inquired if the project is still on schedule. Mr. Kendall reported it is on schedule and has
even gained a few days.
3.b.a. Change Order - Mr. Rohrbaugh / Mr. Kendall
Attachments
Minutes

Dr. Doll presented a working copy of the West Campus Project Construction Change Order Log
which provides detailed information on all change orders and their status. He advised the
Board to use this time to ask questions so they fully understand the reason for each change
order. Mr. Kendall reviewed each change order, explaining the need for each. The Board raised
several questions which were answered. They included:

 Will there be a step or anything to impede wheelchair accessibility in Building 200

since the floor had to be lowered?
 Would the floor have been lowered regardless of the elevation/grading issue?
 Who should have asked the elevation/grading questions at bid time?
 Is this a typical error found commonly in the construction industry?
 When, chronologically, did the survey error occur?
 Are these change orders for typical items that normally get paid out of contingency?
 Had the drawings and plans been correct from the beginning, would the bid pricing
been correct?
 What is unforeseen? What is reasonable? Where/what should we push back on?
 Did you see a lot of the same errors on the LSE project?
 Mrs. Heistand pointed out comparisons between the West Campus Project and the LSE
Project should be compared in percentages since those two projects had very different
price tags.
 Is the remaining contingency enough to cover future issues?

Dr. Doll asked Mr. Kendall, in his expert opinion, if DASD should be financially responsible for
PCO-7 - PCO-13.

Mr. Kendall provided guidance on the following:

 Incorrect surveys done at the beginning of the project and no contractor picking up on
the errors during the bid process compounded the problem.
 The number of errors discovered so far on this sized project are somewhat higher than
he sees on average. He is surprised none of them were picked up during the bidding
process.
 He feels the cost of the changes orders have been whittled down as low as possible.
 He feels the District can push back on the erroneous surveys/missed grades and on
missed information in the plans.

Dr. Doll stated he has seen tremendous coordination from all involved to foresee potential
further problems/issues. He asked Mr. Kendall to prepare a recommendation on how to

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 proceed which Dr. Doll will then use as a guide to prepare an Administrative Recommendation
for the Board to review and discuss.

Mr. Pantano added the same architect and engineer worked on the LSE Project and he expects
them to offer to split the costs of the change orders with the District.
3.c. Ongoing: Leaders Heights Building Project Update - Dr. Doll / Mr. Rohrbaugh

 DASD Google Site: https://sites.google.com/dallastown.net/dasd-k-3-building-projects/home

 Traffic Study / PennDOT
 Act 34 Hearing Update

Minutes

Dr. Doll reported he attended a LHE design meeting on 3/13 and noted some adjustments were
made to the floor plan at that time. It was also noted that Dr. Ferree and Mr. Martin are involved
in the LHE design meetings and are offering suggestions and input. The project is expected to go
out to bid in September 2023 with construction tentatively beginning in December 2023. He also
added a letter was received from PennDOT asking for additional information needed for the
Highway Occupancy Permit.

Dr. Doll reviewed the timeline for the Act 34 Hearing, which is a required formality:

 4/13 Finance Committee Meeting - Act 34 Booklet review

 4/20 Board Meeting - Act 34 Booklet approval
 5/22 BCPC Meeting - Act 34 Hearing prior to BCPC Meeting

INFORMATION ITEM(S) FOR ACTION AT APRIL 20, 2023 BOARD

4.
MEETING
Minutes

There were no BCPC items for action at the 4/20 Board Meeting.

5. OTHER MATTERS / UPDATES:

Minutes

There were no other matters or updates.

6. BOARD / PUBLIC COMMENT

The School Board and Administration welcome comments from in-person attendees:

 When it is your turn to speak, please start off by stating and spelling your name for the
record and share your address.
 Specific comments for agenda items may be addressed.
 Comments for non-agenda items may be brought to the Board's attention.
 Individual comments should be limited to less than two minutes:
o At 1 minute and 45 seconds, the Host will provide a signal.

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 o At 2 minutes, he will ask you to stop sharing comments.
 When several individuals wish to address the same topic, total comment time will be
limited to 30 minutes per topic.
 At the School Board President’s discretion, additional time may be allowed or deferred
until the end of the meeting in order to move the meeting forward.

Minutes

There were no Board or public comments.

7. ASSIGNMENTS FOR NEXT MEETING: April 24, 2023

Minutes

There were no assignments for the 4/24 BCPC Meeting.

8. ADJOURNMENT
Minutes

The meeting adjourned at 7:10 p.m. The Board then transitioned to an Executive Session.

Respectfully submitted,

Lisa Little, Board Secretary

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