A key topic was the approval and progress of construction projects, notably the modernization of West Riviera Elementary and the historic Roosevelt project. The modernization project is progressing well, with substantial completion anticipated in April, while the Roosevelt project, which includes adult education and technical training facilities, is nearing completion with a scheduled opening in March. Despite some delays, such as those faced by the gymnasium, the board is optimistic about these developments. A new elementary school project is also in the design phase, with expectations for a General Maximum Price (GMP) to be set by March.

The board also discussed the Rise Academy’s move to a newly renovated building, highlighting the logistical challenges faced during the transition. This move was seen as a significant improvement for students and avoided a temporary holding scenario. Meanwhile, ongoing projects like the Village Academy kitchen and various minor projects were acknowledged for their complexity, despite their lower dollar values.

In addition to construction updates, the board engaged in discussions regarding the revision of the district’s contracting framework. The discussions aimed to enhance clarity, transparency, and fairness in managing construction projects. Proposed changes included streamlining the process for handling allowances and contingencies and eliminating unnecessary insurance obligations for the district. The board emphasized the importance of integrating all project costs upfront to simplify audits and reduce ambiguity. There was a consensus that the construction manager (CM) should be responsible for managing risks associated with subcontractors, rather than the district covering additional insurance layers.

Furthermore, the board explored the possibility of revising the Project Management Information System (PMIS) report requirements, proposing to increase the threshold for mandatory reporting from $2 million to $7.5 million. This would reduce the reporting burden for smaller projects while maintaining oversight for larger ones. The board also considered implementing a comprehensive punch list at the substantial completion stage to streamline project closeouts and ensure all necessary deliverables are compiled efficiently.

The board also tackled procedural changes related to change orders and contingency management. A reduction in the notification period for contractors regarding change orders from 60 days to 35 days was proposed, following a new statutory requirement. This change aims to expedite the approval process while ensuring compliance with auditing standards. The board also discussed eliminating a provision that restricted overhead and profit for the first 2% of change orders.

In terms of contract language, the board is considering amendments to improve pre-construction responsibilities, including site visits and project manual reviews. The aim is to hold contractors accountable for these duties to prevent breaches of contract. Additionally, the board discussed the potential benefits of integrating the owner’s software into contract requirements to enhance project management and communication.

The meeting concluded with the annual election of officers, where David Porter was nominated and unanimously approved as chair, and Virginia Ferris was elected vice chair. The board also addressed concerns about the accuracy and clarity of meeting minutes, deciding to trial a new approach that incorporates discussions directly into the minutes and marks them as “draft” for preliminary review.