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TR-2011-41 STABILAZATION FIND APPROP. FOR JR HIGH ROOF (MSBA) Massachusetts School Building Authority Steven Grossman Katherine P Craven Chairman, State Treaurer Executive Director CC; CoLtn& I ./ Is -C- September 28, 2011 The Honorable Richard A, Cohen, Mayor Town of Agawam 36 Main Street Agawam, MA 0 100 1 Re: Agawam Junior High School Dear Mayor Cohen: I am pleased to report that the Board of the Massachusetts School Building Authority ("MSBA")voted to approve the Proposed Green Repair Project("Proposed Project") for the Town of Agawam to replace the roof, windows, and doors at the Agawam Junior High School. The Board approved an estimated maximum grant of$1,623,368 for the Proposed Project. The final grant amount will be determined by the MSBA based on a review and audit of all project costs incurred by the District, in accordance with the MSBA's regulations, policies, and guidelines. The final grant amount may be an amount less than $1,623,368. Pursuant to the terms of the MSBA's Green Repair- Program, the District has 90 days to acquire and certify local approval for an appropriation and all other necessary local votes or approvals showing acceptance of the cost,type, scope, and timeline for the Proposed Project. Upon receipt of the certified votes demonstrating local approval,the MSBA and the District will execute a Project Funding Agreement which will set forth the terms and conditions pursuant to which the District will receive its grant from the MSBA. Once the Project Funding Agreement has been executed by both parties,the District will be eligible to submit requests for reimbursement for Proposed Project costs to the MSBA. We will be contacting you soon to discuss these next steps in more detail, but in the meantime, I wanted to share with you the Board's approval of the Proposed Project and authorization to execute a Project Funding Agreement with the Town of Agawam. Sincerely yours, oKathAcrine"Craven Executive Director 40 Broad Street, Suite 500 - Boston,MA 02109 *Tel-,617-720-4466 - Fax..617-720-5260 - www.MassSchoolBuildings.org 40h- Cc: Senator James Welch Representative Nicholas Boldyga William Sapelli, Superintendent, Agawam Public Schools Patrick Saitta, Owner's Project Manager, Municipal Building Consultants, Inc. John Savasta, Designer, CSS Architects Incorporated File Letters 10.2 (Region 1) Page I of 2 barbara bard From: Laurel Placzek Sent: Saturday, June 25, 2011 5:27 PM To: Patricia Cavanuagh; Mayor Richard Cohen; barbara bard; Vince Gioscia Cc: William Sapelli; Alexis Ferioli Subject: RE: Funding for Designer for Green Repair Project Hello All, I presented the Stabilization Fund and Emergency Preamble as an option. In the past the City Council has been quite wary of invoking an Emergency Preamble. The Stabilization Fund is only one of the choices we discussed at our meeting on April 14th, It is now too late to transfer from the FY201 1 Reserve Fund. I suspect that it is too late to appropriate Free Cash since the FY2011 Free Cash expires on June 30. We cannot appropriate from Free Cash after June 30th until it is recertified after the FY201 1 books are closed and reviewed by the Department of Revenue. We should discuss this on Monday. Laurel A. Placzek, CPA Treasu rer-Co I lector Town of Agawam From: Patricia Cavanaugh [mailto:PCavanaugh@agawampublicschools.org] Sent: Friday, June 24, 20115:20 PM To: Mayor Richard Cohen; barbara bard; Laurel Placzek; Vince Gioscia Cc: William Sapelli; Alexis Ferioli Subject: Funding for Designer for Green Repair Project Hello Everyone: Our schematic designs are now due to MSBA on August 15, 2011. No exceptions. Therefore, now that we have the OPM on board, we need to go through the same appropriation procedure to get the funding for the Designer. I spoke with Laurel today and this is what she has suggested. We ask the City Council to appropriate the $60,000 from the Stabilization Fund and get that on for the last meeting as a 1st reading with an emergency preamble.*.We will then need to schedule a Special Meeting for a Second Reading. We need to move quickly in order to get the Designer and OPM moving on the schematics. If we cannot get this done, we will forfeit participation in the process, As a reminder, the MSBA points out that we'agreed we would be able to appropriate funding quickly as part of applying for this money, I will be on vacation unitl June 30th. Please let me know via email if this is going to work and if not, what are next steps 6/27/2011 Page 2 of 2 should be. Thank you everyone for your urgent attention to this matter. Patti Patricia A. Cavanaugh, SFO Director for Finance/HR Agawam Public Schools (413)821-0550 6/27/2011 Page I of I barbara bard From: Patricia Cavanaugh JPCavanaugh@agawampublicschools.org] Sent: Friday, June 24, 2011 5:20 PM To: Mayor Richard Cohen; barbara bard; Laurel Placzek; Vince Gioscia Cc: William Sapelli; Alexis Ferioli Subject: Funding for Designer for Green Repair Project Hello Everyone: Our schematic designs are now due to MSBA on August 15, 2011. No exceptions. Therefore, now that we have the OPM on board, we need to go through the same appropriation procedure to get the funding for the Designer. I spoke with Laurel today and this is what she has suggested. We ask the City Council to appropriate the $60,000 from the Stabilization Fund and get that on for the last meeting as a 1st reading with an emergency preamble. We will then need to schedule a Special. Meeting for a Second Reading. We need to move quickly in order to get the Designer and OPM moving on the schematics. If we cannot get this done, we will forfeit participation in the process. As a reminder, the MSBA points out that we agreed we would be able to appropriate funding quickly as part of applying for this money. I will be on vacation unitl June 30". Please let me know via email if this is going to work and if not, what are next steps should be. Thank you everyone for your urgent attention to this matter. Patti Pat6cia A. Cavanaugh, SFO Director for Finance/HR Agawam Public Schools (413)821-0550 6/27/2011 TR-2011-41 STABILZATION FUND APPROPRIATION FOR DESIGNER FEES FOR THE MSBA JUNIOR HIGH SCHOOL ROOF REPAIR PROJECT Sponsored by Mayor Richard A. Cohen WHEREAS, the Town of Agawam must pay for the Designer fees through the Schematic Design Phase in order to submit drawings to the Massachusetts School Building Authority("MSBA") for final approval of the Junior High School Roof Repair Project, and WHEREAS,the Agawam School Committee and Agawam City Council have already approved the QPM: 5)1-- fee not to exceed$15,000.00 for the Junior High School Roof Repair Project, and 3PIM WHEREAS,the Designer fee costs can be estimated using data collected by IVISBA for projects of th.101 Ic same scope, and WHEREAS the Designer Fee will not exceed $60,000.00 and Cr WHEREAS,the Designer costs will be reimbursed at the certified reimbursement rate of 57.74%once the project is approved by MSBA; and WHEREAS,the deadline to submit the project to MSBA is August 15, 2011; and WHEREAS,the Agawam School Committee voted unanimously on Tuesday,June 28, 2011 to authorize the Designer fees Junior High School Roof Repair Project,and WHEREAS, it is in the best interest of the Town of Agawam, NOW THEREFORE the Agawam City Council does hereby resolve pursuant to Massachusetts General Laws Chapter 40, Section 5B to appropriate the sum of$60,000.00 from the Stabilization Fund to pay for the Design fees for the Junior High School Roof Repair Project,and DATED THIS_��DAY OF 2011. PER ORDER OF THE AGAWAM CITY COUNCIL kk, ldt4aff JRhea id Donala-k Rhea t President r ST O!M PRO ED AS F AN T FORM AND LEGALITY C C Apt Vincent F.16i'oscia,City Solicitor MAYORAL ACTION Received this day of JOV 2011 from Council Clerk. Signed by Council President this day of J_UA LA 2011. Ij APPROVAL OF LEGISLATION By the powers vested in me pursuant to Article 3, Section 3-6 of the Agaw W-)Charter; as amended I hereby approve the passage of the above legislation on this day of 12011. Richard A. Cohen, Mayor DISAPPROVAL OF LEGISLATION By the powers vested in me pursuant to Article 3, Section 3-6 of the Agawam Charter, as amended, I hereby veto the passage of the above legislation on this day of 2011 for the following reason(s): Richard A. Cohen, Mayor RETURN OF LEGISLATION TO COUNCIL CLERK e-.-- Returned to Council Clerk this WK-dayof 2011. TR-2011-41 STABILZATION FUND APPROPRIATION FOR DESIGNER FEES FOR THE MSBA JUNIOR HIGH SCHOOL ROOF REPAIR PROJECT Sponsored by Mayor Richard A. Cohen WHEREAS, the Town of Agawam must pay for the Designer fees through the Schematic Design Phase in order to submit drawings to the Massachusetts School Building Authority("MSBA")for final approval of the Junior High School Roof Repair Project, and WHEREAS,the Agawam School Committee and Agawam City Council have already approved the OPM fee not to exceed$15,000.00 for the Junior High School Roof Repair Project,and WHEREAS,the Designer fee costs can be estimated using data collected by MSBA for projects of the same scope,and WHEREAS the Designer Fee will not exceed $60,000.00 and WHEREAS,the Designer costs will be reimbursed at the certified reimbursement rate of 57.74%once the project is approved by MSBA; and WHEREAS,the deadline to submit the project to MSBA is August 15, 2011; and WHEREAS,the Agawam School Committee voted unanimously on Tuesday,June 28, 2011 to authorize the Designer fees Junior High School Roof Repair Project, and WHEREAS, it is in the best interest of the Town of Agawam. NOW THEREFORE the Agawam City Council does hereby resolve pursuant to Massachusetts General Laws Chapter 40, Section 5B to appropriate the sum of$60,000.00 from the Stabilization Fund to pay for the Design fees for the Junior High School Roof Repair Project, and DATED THIS DAY OF 12011. PER ORDER OF THE AGAWAM CITY COUNCIL Donald M. Rhea t President (PRO ED)JASTFORM AND LEGALITY Vincent F. Gio-s-'cia,City Solicitor 1305 Springfield Street Agawam Public Suite I Feeding Hills,MA 01030-2198 Schools Memo To: Mayor Richard Cohen From: Patti A. Cavanaugh Date: 6/30/2011 Re-. MSBA Funding Recently we were notified by MSBA that since we did not make the June meeting, we may be out of consideration for the Green Repair Project, Conversations were had with our liaison Jake Cabrera, and we have now been extended to submit for the September Board Meeting. The deadline for submission is August 15t�. This means that all schematics must be sent in by the 15th to the MSBA. We have our OPM, (Owners Project Manager), Municipal Building Consultants on board and we have been in touch with the selected Designer, CSS Architects, Inc. We now need to get the funding in place for the initial designs. As outlined in the timeline, it has been explained to. Mr. Cabrera how funding needs to be appropriated and if we use our usual procedure, we will once again miss the August submission. Further complicating this issue is that the designer believes that they will need to do a structural assessment of the roof due to fts age and its condition. The cost of the schematics and structural assessment should not exceed $60,000. This is the estimate� we have received from our OPM. Attached are the documents submitted to Mr. Cabrera, the timeline of the project so far, and the memo from our Conference Call on April 14, 2011. June 21, 2011 Massachusetts School Building Authority 40 Broad Street, Suite 500 Boston, MA 02109 Attention: Jake Cabrera and Katie Timmins Re-. Green Repair Project-Agawam Junior High Roof Project Dear Jake and Katie: This letter is being sent to request an extension for submission of our roofing project until the September Board Meeting. Although our project was approved in November of 2010, we were unable to meet the June 24 th deadline for the July submission. Attached is a timeline of the work we have done on this project, As you can see we have done an inordinate amount of work to meet your aggressive deadlines, however, your deadlines coincided with our budget process. Our Business Office is working with a very lean staff. This year the budget process was complicated by the current economic conditions and the reduction 'in State aid to Cities and Towns. Due to the large impact of this on our School Budget, the process became a longer than normal process consuming the majority of our staffs capacity. Along with the amount of work we have had to do; we also ran into a snag due to a misunderstanding regarding the initial appropriation for the OPM. This is the main reason we did not meet the June 24 th deadline. Since we had the money for the OPM appropriated in this year's budget, we did not think we would need an additional appropriation for the funding. Once this was discovered during the April 14, 2011 conference call, the following of sequence of events occurred. Per Agawam Code, Section 4-4, a vote of the School Committee must be taken prior to any action being taken by the City Council. For each council the item must appear on two agendas, once under New Business and on the succeeding agenda under Unfinished Business. For the School Committee this occurred on April 26 th and May 9th. The School Committee meets on the 2 nd and 4 th Tuesdays of the month. Once approved on May 9th, the process begins again on City Council agenda's. This occurred on May 16 th and June 6th; City Council meets on 151 and 3 Id Mondays. School Department was notified on June 8, 2011 of the approval for the funds for the OPM, leaving no time to meet with the OPM and have schematics done for the June 24'h deadline. Attached is a statement from the Mayor of Agawam stating that he will do what he is allowed by Charter to expedite the approval process of funding in order to meet MSBA deadlines. Taking into consideration the above, the Town of Agawam and the Agawam Public Schools respectfully requests to be allowed to submit at the September Board meeting and extend our project into fiscal year 2012. Respectfully Submitted, Pat-KcialA. Cava4uutq,�i/ Patricia A. Cavanaugh, SFO Director of Finance and Human Resources MSBA Green Repair Project Timeline November 17, 2010 — Notification of Invitation November 30, 2010 — Receipt of email with Maintenance and Capital Plan documents January 7, 2011 — Submission of Maintenance and Capital Plan Documents January 25, 2011 — Selection Committee candidates submitted January 27, 2011 —Approval of Selection Committee February 8, 2011- Receipt of OPM and Designer candidates for project February 24, 2011- Selection Committee selects OPM and Designer March 2, 2011 — OPM and Designer Selections submitted for approval March 16, 2011 — OPM and Designer Selections approved April 4, 2011 — Receipt of Green Repair Funding Agreement April 14, 2011- Conference call with MSBA and Town Officials to discuss initial OPM contract funding. April 26, 2011- School Committee Agenda as New Business to authorize funding for OPM May 9, 2011- School Committee Agenda as Unfinished Business, approved by School Committee May 16, 2011- City Council Agenda as New Business to authorize fund ing for OPM June 6, 2011 — City Council Agenda as Unfinished Business, approved by City Council June 8, 2011 — Notification to School Department of Approval Page I of 2 Rebecca Budreau From: Patricia Cavanaugh [PCavanaugh@agawampublicschools-org] Sent: Thursday, June 30, 2011 11:30 AM To: Rebecca Budreau Subject: FW-. Summary of Phone Call with MSBA th Here is the email from our initial conversation with them on April 14 patti Patricia A. Cavanaugh, SFO Director for Finance/HR Agawam Public Schools (413)821-0550 From: Patricia Cavanaugh Sent: Thursday, April 14, 20115:32 PM To: Mary Czajkowski Cc: Mayor Richard Cohen; 'Laurel Placzek'; Vincent Gioscia (vgioscia@agawam.ma.us); Tony Albro (aalbro@agawam.ma.us); William Sapelli Subject: Summary of Phone Call with MSBA A conference call was held today with Katie Timmons and Jake Cabrera from MSBA, regarding the Green Repair Program for the Junior High Roof. The following is a summary of the conference call. 1. The Town will have to upfront the funds for the OPM and Designer through the Schematic Design phase in order to submit drawings to MSBA for final approval. 2. Because the project cost will not exceed $5 million dollars the OPM fee will not exceed $15,000. 3. The OPM contract should be negotiated prior to dealing with the Designer. 4. Designer costs can be estimated by using data collected by MSBA for projects of the same scope 5. Both costs will be reimbursed at the certified reimbursement rate of 57.74% once the project is approved. 6. Votes must be taken by both the School Committee and the City Council to appropriate this initial funding 7. The School Committee must take a vote per Agawam Code Section 4-4 on the earliest agenda possible, prior to any action taken by City Council. 8. The goal will be to have the project submitted for the July, 2011 meeting of the MSBA. 9. Final appropriation by City Council for 100% of the project will need to be appropriated after MSBA approval 10.Once City Council votes, the Town of Agawam and the MSBA will enter into a Project Funding Agreement which will reimburse the Town on a monthly basis for costs incurred on the project. 11.The completion date for this project is December of 2011. (For those who attended the meeting, please review and submit any corrections if the notes above are inaccurate.) 6/30/2011 Page 2 of 2 Patricia A. Cavanaugh, SFO Director for Finance/HR Agawam Public Schools (413)821-0550 "Put Children First" Confidentiality Statement This Agawam Public Schools electronic message along with any corresponding attachments may contain privileged or confidential information. This information is for the use of the intended recipient(s) only.Any disclosure,copying,distribution, or use of the contents of this message in any manner is strictly prohibited by anyone other than the intended recipient(s). if you have received this e-mail in error, please contact the Superintendent's office immediately at 1-413-821-0552 and delete all copies from your network. Thank you. Disclaimer added by CodeTwo Exchange Rules www.codetwo.com 6/30/2011