Administration building renovation: administration recommends one-story boardroom addition and IT consolidation; estimated cost rises to $6.5M–$7.5M dependingon

District staff presented a revised scope and budget for a planned HVAC and space renovation of the administration building and recommended a one-story boardroom addition with conversion of the existing boardroom into consolidated IT space.

The administration said the project’s original budget was $4.6 million. An initial probable cost estimate for the originally intended scope (HVAC renovation and fitting out attic space on the third floor for a consolidated IT/server room) returned at roughly $6.8 million, driven in part by construction cost escalation. Staff presented three options: - Option 1 (original scope): HVAC renovation and third-floor IT fit-out — estimated $6.8 million. - Option 2 (recommended): HVAC renovation in existing footprint plus a one-story boardroom addition; use the current boardroom space for the consolidated IT/server room and additional offices — estimated $6.5 million (about $300,000 lower than option 1). - Option 3 (option 2 plus add-alternate): design the second level above the one-story addition as a bid alternate to allow future growth; total estimate $7.5 million (about $1 million above option 2).

The administration recommended option 2 as the formal recommendation and to design the add-alternate for the second level so the board can decide at bid award whether to include it. "We then, took yet another, like, maybe a step sideways and said, well, what are we doing in May? Does it make sense to try to design in and add alternate..." a presenting staff member said, explaining the rationale for preparing alternates during the design process.

Board members asked several budget and timing questions. One board member asked whether the project would affect the district’s 2026–27 budget; administration said it would not because funds are set aside in a combination of remaining 2002 bond funds and the capital projects fund. "The finance is not in question here. We have the funds available without going out for another bond," a district staff member said. The administration said an estimated $5.0 million in bond funds remain available but some of those funds must finish payments on other projects and design costs; they plan to replenish capital reserves over time through the general fund budget process.

Staff explained operational benefits of the addition: a separate entrance would permit election activities and other uses without closing the administration building’s primary conference space, and the fit-out would allow certain district positions (family navigator, social workers) to have office space at the administration building, freeing room in schools.

Timing: the administration said additional design work remains; if the board authorizes, the project would be advertised for bids (advertise weekly for three weeks), evaluate bids and alternates, and return for award. Staff indicated a potential July construction start if the schedule proceeds as planned, but noted that design and bid timelines extend into the spring and the next board could evaluate bid awards when they are returned.

No formal board action was taken at this meeting; the administration said it intends to place the project on next meeting’s action agenda to authorize bidding and possible budget amendment.