School board authorizes up to $3 million expansion of HVAC work at four Berkeley County schools

The Berkeley County Schools Board of Education on Jan. 21 authorized an expansion of its contract with CMTA to allow up to $3,000,000 for heating, ventilation and air-conditioning (HVAC) upgrades at multiple county schools, the board said at its regular meeting.

Superintendent Sacks recommended the board prioritize air conditioning for the two middle-school main gyms at Musselman Middle and Hedgesville Middle, add Hedgesville High School’s auxiliary gym (including the mezzanine and two adjacent locker rooms), and complete HVAC work for 10 classrooms at Martinsburg High School that currently rely on portable units. "Because we're asking to expand the contract, they'll do the bidding," Sacks said during discussion, explaining that authorizing the amount would allow the district to order equipment and bid work to get most work done over the summer.

Why it matters: Board members said the projects address both student/staff comfort and safety. The two middle-school gyms lack full air conditioning, creating crowded, hot spaces where gym doors are left open — a security and air-quality concern, the superintendent said. Martinsburg High has a partial geothermal conversion (phase 1); completing classroom piping and HVAC upgrades would bring additional rooms onto that system and reduce reliance on temporary portable units.

Details of the recommendation and competing scopes: CMTA presented three options. One option covering the two middle-school gymnasiums and a portion of Martinsburg High (10 classrooms) was estimated at about $2,350,000. Superintendent Sacks proposed adding Hedgesville High School’s auxiliary gym (including the mezzanine and adjoining locker rooms) to that scope; CMTA estimated that addition at $650,000, bringing the superintendent’s recommendation to $3,000,000. CMTA representatives said earlier published estimates that included additional auxiliary gyms had been as high as $3.2 million; a later project figure for adding Martinsburg’s auxiliary gym was estimated at roughly $350,000–$500,000 depending on final sizing and occupancy assumptions.

Contract, schedule and implementation concerns: Jeremy Smith of CMTA, participating virtually, warned of procurement and electrical-panel lead times. "We're sourcing the electrical panels right now and it's marginal," Smith said. He added that most of the work could be done over the summer but that some classrooms might have to be completed into the fall depending on delivery and bid timing. Board members pressed staff about whether the work would require drilling additional geothermal wells at Martinsburg; Smith replied that the central plant capacity from the phase‑1 wells is adequate and the work would extend piping, not re‑drill wells.

Budget and funding: Board members confirmed with staff that the work would be paid from the district’s capital improvement funds, not bond proceeds. Finance staff said the district’s capital fund includes approximately $10 million earmarked for property and related needs and roughly $17 million of capital project funding overall; approving the $3 million authorization would reduce available unallocated capital but staff said they could re-prioritize other projects if necessary.

Board debate and vote: Board members discussed alternatives — including postponing Martinsburg’s auxiliary gym — and the superintendent explained the rationale for prioritizing the sites he recommended. A motion to approve the contract expansion as presented passed on a voice vote. The board then instructed staff to proceed with advertising and bidding under the expanded authorization so equipment could be ordered in time for summer work.

Votes at a glance: • Authorization to expand CMTA contract for HVAC work at Musselman Middle, Hedgesville Middle, Hedgesville High auxiliary gym and 10 Martinsburg High classrooms — Authorized (motion moved and seconded; voice vote: "Aye"; outcome: approved). This action authorizes staff to advertise and solicit bids up to $3,000,000 and to proceed with procurement and scheduling. • Consent agenda approval — Approved (motion carried by board earlier in the meeting). • Personnel actions (as presented by HR) — Approved (motion carried by board later in the meeting).

Next steps: Staff will advertise and bid the work under CMTA's contract expansion and return to the board with contract awards, timing updates and any necessary scope or budget adjustments. Jeremy Smith said electrical sourcing and equipment lead times will determine whether all work can be completed over the summer or whether some classrooms will require fall completion.