PROCEEDINGS OF THE ST. JOHN THE BAPTIST PARISH SCHOOL BOARD
RESERVE, LA – SPECIAL MEETING OF FEBRUARY 7, 2022
The Chair called the meeting to order and read the following call:
HONORABLE MEMBERS OF THE SCHOOL BOARD
Parish of St. John the Baptist
Dear Board Member:
Upon call of the President, the St. John the Baptist Parish School Board will meet in special session at Godchaux Grammar Cafeteria, 1600 Highway 44, Reserve, Louisiana, on Monday, February 7, 2022 at 5:00 p.m.
An agenda for the meeting is attached.
Sincerely, s/Lynett Hookfin
Superintendent/Secretary
ITEM 1. CALL TO ORDER, INVOCATION, PLEDGE OF ALLEGIANCE
The Chair called the meeting to order at 5:02 p.m. and called for a moment of silent meditation. The Lord’s Prayer was recited, followed by the Pledge of Allegiance, led by Board Member Gerald Keller.
ITEM 2. ROLL CALL OF MEMBERS:
PRESENT: Keller, Johnson, Schum, Wallace, Triche, Mitchell-Williams
ABSENT: Holden, Burl, Sanders, DeFrancesch, Jones
There were 6 members present and 5 members absent.
ITEM 3. Cindy Janecke – Lake Pontchartrain Elementary Cafetorium: Approval of low bidder
Ms. Janecke stated there were 5 bidders and Sienna Construction, Inc. came in with the low bid of $463,000.
MOTION BY: Triche
SECOND BY: Wallace
MOTION: To approve Sienna Construction, Inc. ($463,000)
Roll Call:
6 Yeas – Keller, Johnson, Schum, Wallace, Triche, Mitchell-Williams
5 Absent – Holden, Burl, Sanders, DeFrancesch, Jones
The motion carried.
Mr. Burl arrived at 5:06 p.m. and was recorded as present.
Mrs. DeFrancesch arrived at 5:09 and was recorded as present.
ITEM 4. Public Comment. Cindy Janecke -East St. John High School Interior Repairs: Approval to advertise bid
Ms. Janecke stated this project will take 60 days from notice to proceed at an approximate cost of $980,000. The roof repairs will be done separately.
Mr. Wallace asked Dr. Hookfin if we will move the students back in the building in April. Dr. Hookfin replied that if it is safe, we won’t have a choice, so yes, and her administration will work with All South to plan.
Mr. Burl asked why this is just being advertised. Ms. Janecke stated that because the remediation contractors didn’t vacate until November and the architect began working at that time. We are on schedule based on what All South initially told the Board.
MOTION BY: Triche
SECOND BY: Wallace
MOTION: To approve advertising bids for East St. John High School Interior Repairs.
Roll Call:
8 Yeas – Burl, Keller, DeFrancesch, Johnson, Schum, Wallace, Triche, Mitchell-Williams
3 Absent – Holden, Sanders, Jones
The motion carried.
ITEM 5. Public Comment. Cindy Janecke -West St. John High School Fencing approval to advertise RFP.
Mrs. Schum asked why we have to advertise since the cost is below the $100,000 threshold and this will just delay things. Mr. Burl stated that at L&F last Tuesday, the committee decided to get 3 quotes and proceed, but that didn’t happen.
Ms. Janecke stated that this project will take 30 days from notice to proceed, will cost approximately $77,000, and should be completed by the end of March.
MOTION BY: Wallace
SECOND BY: Triche
MOTION: To approve advertising for RFP for West St. John High School Fencing.
Roll Call:
8 Yeas – Burl, Keller, DeFrancesch, Johnson, Schum, Wallace, Triche, Mitchell-Williams
3 Absent – Holden, Sanders, Jones
The motion carried.
ITEM 6. Public Comment. Cindy Janecke – West St. John High School Ballfields: Approval to advertise RFP.
Ms. Janecke stated that this project will take 70 days from notice to proceed and will cost approximately $87,000.
Mr. Burl asked how much will insurance and/or FEMA pay for this project. Ms. Janecke stated that what is not covered by insurance should be covered by FEMA.
MOTION BY: Keller
SECOND BY: Triche
MOTION: To approve advertising for RFP for West St. John High School Ballfields.
Roll Call:
8 Yeas – Burl, Keller, DeFrancesch, Johnson, Schum, Wallace, Triche, Mitchell-Williams
3 Absent – Holden, Sanders, Jones
The motion carried.
ITEM 7. Public Comment. Cindy Janecke – West St. John Elementary School: Approval to advertise bid.
Ms. Janecke stated that this project will take 60 days from notice to proceed and cost approximately $250,000. There is an historic issue with the tiles “popping up” and in the past, the Board opted to go with polished concrete in the other areas of the building. Ms. Janecke stated that the principal requested that the nurse’s office be opened up as well and they are speaking with the Fire Marshall to explore that option.
MOTION BY: Triche
SECOND BY: DeFrancesch
MOTION: To approve advertising for bids for West St. John Elementary School Interior.
Roll Call:
8 Yeas – Burl, Keller, DeFrancesch, Johnson, Schum, Wallace, Triche, Mitchell-Williams
3 Absent – Holden, Sanders, Jones
The motion carried.
ITEM 8. Public Comment. Cindy Janecke – LaPlace Elementary School: Approval to advertise bid.
Ms. Janecke stated that this project will take 35 days from notice to proceed and will cost approximately $600,000. This includes the main building repair and roof repair.
MOTION BY: Keller
SECOND BY: Triche
MOTION: To approve advertising for bids for LaPlace Elementary School.
Roll Call:
8 Yeas – Burl, Keller, DeFrancesch, Johnson, Schum, Wallace, Triche, Mitchell-Williams
3 Absent – Holden, Sanders, Jones
The motion carried.
ITEM 9. Public Comment. Cindy Janecke – Emily C. Watkins Elementary School: Approval of repairs identified in Condition Report and authorize Yeates Mancil Architects to proceed with design.
Ms. Janecke stated that this was brought to L&F and received approval to bring to the Board. The industrial hygienist required that the HVAC ducts be cleaned and the systems cleaned. That process has begun and is ongoing since the 24th. That is expected to be completed by March 25th. We are also in the process of doing the HVAC assessments and expect to start work in 2 weeks. In Mr. Yeates’ condition report, the recommendation is to change the roof structure. Insurance agrees that the roof failed and must be replaced/changed. Mr. Yeates is recommending that it be changed to a roof similar to the one at Lake Pontchartrain Elementary (which had no damage from the storm). The roof will be a metal deck, insulation, and a new standing seam metal roof – which would meet the current wind load requirements. The total estimated cost for this project is approximately $4.2 million, which encompasses everything in his report.
Mr. Burl stated that there are 2 issues with the HVAC system that the board needs to be made aware of. Ms. Janecke stated that the HVAC cannot be turned on to be assessed until the ducts are cleaned. She further stated that if the Board wants to make changes to this system, now is the time to do so, however, it is a pre-existing issue and a complete change out would not be covered by insurance or FEMA. Mrs. Mitchell-Williams asked Dr. Hookfin to let the Board know how much money is in the Construction Fund and also, what it would cost to replace this system.
Mrs. Schum asked when the students will be back in this building. Ms. Janecke stated that if all goes as expected, students would return to this building in January of 2023. Mrs. Schum asked if FEMA would pay for a temporary set-up with trailers since it will be a year before this school building will be opened. Ms. Janecke stated that yes, it is something that FEMA would pay for, but the Board would have to let All South know immediately if this is something they should pursue. Dr. Hookfin stated that this is one thing she will be asking at the public forums scheduled. There is a rumor that because ECW students fit in the LPE building, that they will merge, but this is not true. Mrs. Mitchell-Williams stated that we need to determine if we are going to use a temporary site or do we move ECW somewhere else. Parents want to know where their children will be going to school. The next board meeting is only 3 days away, so Dr. Hookfin may not be able to get a plan together by then, but we need this plan ASAP. We also need to know the plan for what ESJH students returning to full time learning.
Mrs. Schum asked if this is the only building we anticipate not opening in August. Ms. Janecke stated that yes, all other buildings should be open by August.
MOTION BY: Triche
SECOND BY: Schum
MOTION: To approve Emily C. Watkins Elementary School: Repairs identified in Condition Report and authorize Yeates Mancil Architects to proceed with design
Roll Call:
8 Yeas – Burl, Keller, DeFrancesch, Johnson, Schum, Wallace, Triche, Mitchell-Williams
3 Absent – Holden, Sanders, Jones
The motion carried.
ITEM 10. Public Comment. Cindy Janecke – Recommendation from Moses Engineers regarding amendment to contract.
Ms. Janecke stated that because Moses Engineering is under contract with All South, the Board does not need to address this item.
This item was not addressed.
ITEM 11. Public Comment. Cindy Janecke – Recommendation from Bernhard MMC regarding amendment to contract.
Ms. Janecke stated that when the storm hit, we had no one under contract to do assessments or repairs to our HVAC systems. We did an Emergency HVAC Contract that was awarded to Bernhard MMC. The contract runs from September 23, 2021 to September 22, 2022, with a possible 36-month extension. The contract has a “not to exceed $300,000” stipulation. Bernhard has reached that amount and is asking for an additional $300,000 to continue working. Mr. Burl asked why Bernhard is already asking for more money when we only have invoices for $210,000. Mr. Harry Peneguy (Bernhard) stated that the company has invoiced over $210,000 but have continued to work and they are now at the $300,000 cap. He stated that they currently have over $400,000 in work authorizations. He stated that the contract states that anything over the $300,000, the contractor is responsible for. Mr. Burl stated that before the Board authorizes more money, we need a breakdown of what is storm-related and what is considered “deferred maintenance” issues. Mrs. Mitchell-Williams stated that the Board really needs an amount that is in our Construction account because we know already that some of this will not be covered by insurance or FEMA. Mrs. Schum asked if All South is going to keep the Board apprised of how much is covered by insurance or FEMA and how much the Board will have to pay for. Ms. Janecke stated that yes, All South keeps track of this. Mrs. Mitchell-Williams asked if it would be more cost effective to have a permanent contract in place. Ms. Janecke stated that as of now, Bernhard is responding to the emergency-related problems, but once it becomes routine, the Board should enter into a permanent contract with a company for maintenance of the HVAC systems. Ms. Janecke stated that there are several repairs identified as pre-existing that have been passed on to administration to obtain quotes (example the 3-ton unit on the media center at central office). Mr. Peneguy stated that the work on the HVAC systems will not continue until more money is allocated for this assessment and subsequent repairs.
Mrs. Mitchell-Williams asked for a list of HVAC issues that is broken down between storm-related and not storm-related. Ms. Janecke stated that yes, that can be done, however, the deferred maintenance issues have been brought to administration and there is a list that administration could be getting quotes on to have the repairs made. Mrs. Schum asked Dr. Hookfin what is happening with the list of non-emergency repairs that All South has brought to you? Mrs. Janice Gauthier replied, stating that we will bid out for all of the deferred maintenance repairs at once and she will bring that to Land and Facilities for a recommendation. Mr. William Carpenter (Bernhard) stated that Bernhard was authorized to do up to $300,000 of work and at this point, they are going to exceed that threshold if they do any more work. If they continue to work, they will be responsible for that cost. Mr. Burl asked if the Board approves the $300,000 tonight, will they begin working tomorrow. Mr. Carpenter stated that yes, work would begin again probably next week.
Extensive discussion was held on this item.
MOTION BY: Burl
SECOND BY: Keller
MOTION: To table.
SUBSTITUTE MOTION BY: Schum
SECOND BY: DeFrancesch
MOTION: To extend Bernhard’s contract up to $300,000 with a specification that Bernhard identifies and designates the work authorizations as either emergency/storm related needed for opening of schools or deferred maintenance.
Roll Call:
6 Yeas – Keller, DeFrancesch, Schum, Wallace, Triche, Mitchell-Williams
2 Nays – Burl, Johnson
3 Absent – Holden, Sanders, Jones
The motion carried.
Dr. Keller originally voted “Nay”, but asked that the record reflect a change in his vote to a “Yea” before the end of the roll call.
ITEM 12. Board Items of Interest
Mrs. Schum asked about the debris at John L. Ory because she visited the site and it is a mess and looks awful. Ms. Janecke stated that we advertised for debris removal and received no responses. The advertisement will have to be modified and readvertised because the state is no longer under the emergency contract time period.
Mrs. Schum stated that it is unacceptable to wait until April 30th to put the students at ESJH back to a full time schedule. She again asked that at the meeting on Thursday, we have a plan in place to get these students back in school full time as soon as possible, even if it is on a platoon schedule. We have started a new semester and we need these students back in person. She continued to say that she will state at every board meeting that there has to be a plan in place and she expects a presentation on this Thursday.
Mrs. Mitchell stated that the Board needs a plan for Emily C. Watkins for the March 10th meeting, because if we are going to go with portable buildings, we need to do that ASAP. If another special meeting needs to be called, we can do that.
Mr. Wallace stated that we also need to have a conversation about the use of the old Leon Godchaux building. Once people begin to return to their houses, we will need more building capacity to house our students.
Dr. Keller asked if the brick wall and monument at Leon Godchaux that fell due to the storm will be fixed. Ms. Janecke stated that when the exterior repairs are done at that site, the monument and brick wall will be included.
ITEM 12. Adjournment
The agenda having been completed, and there being no further business, there was a
MOTION BY: DeFrancesch
SECOND BY: Schum
MOTION: Motion for adjournment.
Roll Call:
8 Yeas –Burl, Keller, DeFrancesch, Johnson, Schum, Wallace, Triche, Mitchell-Williams
3 Absent – Holden, Sanders, Jones
The motion carried.
The meeting adjourned at 7:01 p.m.
________________________________ ________________________________
Dr. Lynett Hookfin, Secretary Nia Mitchell, President