MeetingatSonyaKilkenny’sofficereBonbeachPrimaryBuildingMaintenance

24thJanuary20184:05pm–4:50pm

Attendees

SonyaKilkenny’soffice SonyaKilkenny,DylanSteed

Victorian SchoolBuildingAuthority

GregRussell(VSBAProgramManager),Darren,Sonja

SchoolCouncil AnitaMcKenzie(SCPresident),JonathanGranger(viaconferencecall),NarelleLegg

Schoolstaff KenJones,EliseIoviero,EmilyMalone,MartynWaters,PatrickWalsh

Parents StaceySmith,AndreaGarwood,AndreeaSfarlea

Minutes:PatrickWalshandAnitaMcKenzie

Purposeofmeeting

TodiscusstheemergencymaintenanceworkscurrentlybeingundertakenatBonbeachPrimarySchoolandPre-school.ThiswasalsotoprovideanopportunityforinterestedSchoolCouncilmembers,parentsandstafftoheardirectlyfromtheVSBAandtoaskquestions.

TheMeeting

SonyaKilkennyexplainedthatshewantedtocallthemeetingbecausethefencingisstillupandfromavisualperspectiveitlookslikenothinghashappenedinrelationtothebuildingmaintenance.Itwasalsoimportantthatallpartiesheardthesamemessage.

Greg (ProgramManager fromVSBA)gaveanoverviewof the statusof theworks.Hemade it clear that,currently, they have been tasked with providing a ‘Reinstatement Program’. The primary purpose of areinstatementprogramistomakethebuildingsafeandoperational.Thisisnotaschoolupgradeatthisstage.

Theworkswillbeundertakentoaddressthetermitedamageandtheresultingstructuralfailuretotheroofingand cladding. Threeengineering reports havebeen completedon15/11/17, 22/11/17and29/11/17.Heemphasisedthatthetermitetreatmentwillcontinuefor12monthstomakesuretheyarefullyeradicated.

AnoverviewoftheworksfromtheVSBA:(Answerstoquestionsthatarosefromtheoverviewofworkshavebeenaddedhere)

• Asignificanttermite issueacrossthefrontoftheschoolandstudenttoiletsthathasaffectedthewalls,windowframes,substructure(flooring)androof

• EngineeringreportsfromNovember2017haveindicatedthetermitedamageisprimarilyacrossthefrontoftheschool

• Thescopeoftheworkswasdiscussedandhandedout-includedinAppendix1.However,thisisnowincompleteasmoreworkshavebeenadded,e.g.,carpet replacement,additionalwindows,gatesoutsidetoiletswillbeconsideredtobeincludedinthescope

• Windowswillbereplacedinthegirlsandboystoiletsandtheotherworstaffectedareas.• The VSBA and builders will work with school and seek input regarding styling of the

replacementwindows,colourbondcladdingfaçadeandotheroptionswherepossible.

• Gatesoutsidethetoiletswerehighlightedasasafetyhazard.Asolutionisbeingconsideredtobeincludedinthescope.

• Hehighlightedthattheschoolhadfoundasuitableareatomovetheothertwoclasses.Kenagreed.• Termite treatmentshavebegunanddozensof termite trapshavebeenplacedaroundthewhole

school(seeimagesoftrapsinAppendix2)• Morefencingwillbeputup.Therewasadiscussionabouthowfencingdoesnotinstilasenseofpride

inourschoolcommunity.OptionsdiscussedweresignagefromVSBAthatgivesanoverviewoftheworks,artificialplants/images,studentartwork/beautificationproject,localbusinesssignageetc.ItwasdecidedthatcommunicationfromVSBAregardingtheprogramofworkswouldbeessential

• TherewillberegularcommunicationfromVSBA.ThesewillbeplacedontheschoolFacebookpage,newsletterandontheschoolwebsite

• ThenextmeetingtodiscussthebuildingworkswithparentsandSchoolCouncilwillbeheldattheschool.

Timingofthemaintenanceworks

• TheVSBAemphasisedthatnoworkswillcommenceuntilthetermiteshavebeeneradicated

• Thenexttermitetrapinspectionisscheduledforthe19thFebruary.Theseinspectionswillcontinuemonthlyuntilthetermiteexpertsaresatisfied.Heexplainedthatonothersimilarjobsithastaken3-6monthsfortermitestobeeradicated.Hesuggesteditcouldtake3months.Thismeansmaintenanceworkmaynotcommencefor3-6months.

• Oncemaintenanceworksbeginitestimateditwilltakeapproximately4weekstocompletethework.

Thefuture

SonyaadvisedthatshehasbeenadvocatingforBonbeachsinceMaylastyeartoreceiveMasterplanandupgradefunding.ShesaidshewillworkwithKenandPatrickonthis.

Otherquestions:1. Theschoolisgrowing,whywastethemoneyandjustupgradetheschoolnow?DET:The last timea fullConditionReport (buildingstructure/safety/futureenrolmentsetc.)wasdoneatBonbeachPSwas2012.ThecurrentVictoriangovernmenthas recentlyputaprogram inplacewhereallschoolbuildingsarefullyaudited(ConditionReport)every5years.BonbeachPSisdueforthisin2020.Theinitialscopeofthecurrentprojectistomakethebuildingssafeandoperational.

Thereare1500schoolsinVictoriawiththousandsofbuildingsand10softhousandsofclassrooms.TherearemanybuildingsinamuchworsestatethanBonbeachthatneedtobeprioritised.TheDepartmentcurrentlyhas1,100jobsonthego.

2. TheschoolhasstudentsinthestaffroomandthenewroomintheHall.Whycan’twegetaportable?VSBA: The planning for a portable building takes over amonth to plan and action. It is hoped (termitedependent) that theworkswillbecompleted in less timethanwhat itwouldtaketogetaportable.Theschoolhasindicatedthatintheshorttermtheschoolissatisfiedwiththeareasforthetemporarytransferoftheseclasses.

Ken:Whilenotidealforthestudentsorthestaff,thestaffroomwillnotbeusedasastaffroomwhilebeingusedfortheclass.Thecurrentstaffroomisaconvertedclassroomandwasnotpurposebuiltforastaffroom.HavingtheclasstheremeanstheGrade1/2teachersandstudentsareintheonespaceclosetoeachother.ThestaffwillusethenewkitchenintheBERintheshortterm.

3. Thereisarumourthattheschoolwillbecloseddowninthefutureandthisiswhynoworkhasbeendoneormoneyspent.

SonyaKilkenny:Thisisnottrue.SonyahasmetwiththeMinisterforEducationandhasdiscussedthefutureoftheschoolandfundingafuturemasterplanandupgradetotheschool.

Actions:

VSBACommunication• VSBA to provide regular updates. The next major communication will be issued by VSBA

CommunicationsUnitafterthenexttermiteinspectionon19/2/18• VSBA Communications Unit to provide signage to put on the fence outlining the extent and

timeframeoftheworks.

VSBAProgramManger• Program Manager to include additional items in scope of works (including carpet, additional

windows, gates outside the toilets) and update timeline for communication with the schoolcommunity.

• ProgramManagertodiscussthefencingplanwithKenandtheschoolcommunity

School• Kentoorganiseameetingwithparentsandschoolcounciltodiscussthebuildingaftertheoutcome

ofthenextinspectionon19/2/18withtheVSBA.• Ken/Patricktoconsiderhowtogetstudents involvedinenhancingprideandhowto improvethe

lookofthefencingintheinterim.• SchooltoadviseSonyaifanythingisneeded.• Ken/PatricktoissueregularcommunicationfromVSBAwhichwillbeplacedontheschoolFacebook

page,newsletterandontheschoolwebsite

Sonya• ToworkwithKenandPatrickonmasterplan/upgradefunding.

DocumentsreceivedScopedocumentdated23/1/18(Appendix1)VSBAMaintenanceWorksupdatedated22/1/18(availableonschoolwebsite)

APPENDIX1Edit**from Patrick 25 Jan – the highlighted sections on the image for the Scope of Works are an indication only. Please read below for more detail.

The main school building is single storey, timber framed construction with thin block cladding battened onto the timber frame. The building has a timber floor supported by concrete stumps and a metal sheeting roof supported by open web steel roof trusses. It was indicated that the building is approximately 60 years old.

There is extensive termite damage that has caused structural failure to predominantly the western wall of the main building (LTC Building, Pre-School room 27 and (Male Toilets and female toilets on the SAMS)

Preliminary works

- Asbestos removal to western wall of main building where cladding is failing - Termite treatment program prior to works commencing:

Main Building Scope (Western Wall)

- Demolish existing rotten windows, frames and mullions - Demolish joists & flooring where rotten - Demolish existing framing & batons - Demolish existing blockwork façade - Demolish and replace all flashing and guttering where required - Install new colour bond cladding façade - Install new window frames and windows - Replace floor boards - Underpinning and stumping as required - New external gutters and drainage - Replace veranda beams

Female toilets

- Demolish& replace existing window frames & mullions - Demolish & replace termite damaged load bearing walls, studs and battening - Demolish and replace external façade where necessary

Male toilets

- Demolish& replace existing window frames & mullions - Demolish & replace termite damaged load bearing walls, studs and battening - Demolish and replace external façade where necessary

APPENDIX2Termitetrapingardenbed

Termitetraponasphalt

Termitetrapstructure