Millbrook board approves middle-school construction contracts after design team outlines budget, code changes

The Millbrook Central School District board voted to award contracts for the middle-school construction project after outside design and construction professionals briefed trustees on costs, schedule and code-related design changes.

Staff member (S3) introduced the design team and told the board the awards reflect the low bidders and a vetting process that included interviews, references and state checks. “These are our architects, engineers, and construction managers,” S3 said, introducing the outside firms and explaining the board would be committing to the dollars after hearing the team’s rationale.

Presenter (S4) described the project in two phases. He said Phase 1a covers window work and related envelope improvements for the middle and high school and that Phase 1b will include major mechanical work, roofing and auditorium work. “We also have 9 percent of escalation built into our numbers,” S4 said, explaining an assumed 3% per year escalation over three years to account for price changes.

Presenters (S4 and S5) said a recent change in state code that took effect Jan. 1 limited allowable roof loading and forced a redesign of rooftop-unit supports. Instead of adding steel reinforcing to existing beams, the team said, rooftop units will be supported on concrete block walls and other framing approaches that greatly reduce the need for added steel. S5 said the project will replace a heavy poured gypsum deck with a lighter corrugated steel deck and then reapply measured stone ballast to meet wind-uplift calculations, a move the presenters said reduces structural reinforcement costs while introducing new wind-uplift design work.

Staff member (S3) summarized the district’s financial authorization and how the team will manage scope if bids exceed estimates: the district holds a total authorization for the phases and will use contract alternates and allowances to scale base scope up or down. “So anytime the dollars move, for any reason, we’re gonna bring it to the board the next meeting,” S3 said, underscoring that any contract changes that increase costs beyond allowances will return to the board for approval.

Trustees asked about timing and school operations. Presenters said long-lead mechanical equipment and elevators are being scheduled to avoid taking building systems offline during the school year, and they described covered walkways, second-shift work and partial certificates of substantial completion with the fire marshal to allow classrooms to return to use before final work (for example, elevators) is finished.

The committee moved and seconded consideration of the award before the briefing so discussion could proceed with the motion pending. After the presentation and questions, the chair called the voice vote and the motion to award the contracts passed; no opposing votes were recorded on the audio record.

Votes at a glance - Award middle-school construction contracts (Phase 1a/1b as presented): approved (voice vote; no opposing votes recorded). - Annual psychiatric-evaluation contract: approved (voice vote). - Allocation of additional summer days: approved (voice vote). - Acceptance of employee resignation: approved (voice vote). - CSE/CPSE special-education recommendations: approved (voice vote). - Motion to enter executive session for confidential matters: approved (voice vote).

What’s next: Presenters said Phase 1b has been submitted to the state for review and they expect a building permit in the coming weeks; staff committed to biweekly construction meetings and monthly board updates and to returning to the board for any contract cost increases beyond existing allowances.

Note on figures: presenters discussed several budget figures on the record, including escalation assumptions and a district authorization figure; some segment statements of exact dollar amounts in the transcript are unclear and will require confirmation in the board packet for precise reporting.