February 2009

Members Present: Dick Jones, Julie Volpel, Gary Lane, Todd Caldwell, Tom Feely, Kristin Mitchell, Heather Noren, Yvonne McVay, Renee King

Members Absent: Ginny Markell, John Mathews, Jeff Klein

District Staff Present: Jim Langstraat, Garry Kryszak, Leslie Robinette, Joe Krumm, Ron Naso, Aeylin Summers, Ron Stewart

School Board Members Present: None

Community Members Present: None

Meeting called to order at 6:30 p.m.

Pledge of Allegiance

Financial Report Jim Langstraat

As of December 31, the bonds proceed fund has total revenue to date of $ 259,489,977.20, total expenses to date of $ 134,243,655.59, for a fund net operating income of $ 125,246,321.61.

Interest Earnings: able to decrease the arbitrage because interest rates are down on investments.

Question: Is this all of our land acquisition, or do we have more to spend?
Answer: We have one site we still need to purchase. We may need an additional two acres for another site. There is another site south of Hwy. 212. We want to see what property is currently worth. We are comfortable that we are in good shape to keep all promises made in the bond. We may be able to do some projects more extensively than originally planned due to careful and effective planning.

Question: What is the deadline for project completion?
Answer: We have allowed ourselves six years.

Question: Have we been able to save money on building materials?
Answer: Yes, somewhat. A lot has to do with prices going down.

Allocation of Contingency Funds Ron Stewart

We reviewed the allocation of contingency to individual projects and noted that some projects will be finishing better than forecasted and will not use all the contingency that was originally allocated. Staff will update and adjust the allocation of contingency for each project in October.

This will hopefully result in a balance in the unallocated contingency budget.

Rock Creek Middle School

Substantial Completion: July 2010

Have received RFPs for Rock Creek Middle School. We anticipate saving $2 million on that building.

Project Updates Gary Kryszak

Milwaukie High Remodel

Substantial Completion: August 2009

New girls locker and team room completed and occupied. The track and field is complete - a new 8-lane track, new field lights, new all-weather turf, and new visitor bleachers.

Working on addition of black box theater, a green room, asbestos removal in auditorium, construction of a dance theater and an arts classroom. We hope to tour this in May. This project is moving very well. There is a community event planned after May 15 and will be tied to an arts performance there. The dedication will take place along with this event.

When completed, the MHS Theater will be comparable to what is at PHS and CHS.

Rex Putnam High School

Substantial Completion: November 2009

The project includes:
a new school entry
a reconfigured office, counseling and kitchen areas
an expanded commons
general building upgrades

Things are moving well on this project. The new school entry and office are complete. New hallway tile is complete. The new commons is underway. Projects to be done during the summer of 2009 include a new weight room, a new kitchen, and a better servery.

There have been several scope adjustments to the PHS project. We are able to do even more at this site than we thought.

When asbestos removal is complete, 90% will be refurbished. Will know by spring whether there is money to complete the rest of the asbestos removal.

Drainage on east bank to be installed in 2009.

This project includes renovation of six science rooms, media center upgrade and renovations, new art rooms, and interior upgrades.

Skanska Construction is the CM/GC contractor for the project. Work at this site will continue through the summer and into next school year.

Question: When is the fall event for PHS going to be?
Answer: As soon as the commons is complete.

Ardenwald Elementary

Substantial Completion: August 2009

The style of the new building honors the old building. Great progress has been made on this site. P&C Construction is the contractor.

On this project, the contractor has done a great job communicating with the community. We have had not a single complaint from the neighborhood.

There will be ceremonies to say farewell to Ardenwald.

At Ardenwald, we may need to close school 3-4 days early to ensure construction will be complete before fall.

The new school will open in September 2009.

Rowe Middle School

Substantial Completion: August 2009

On March 1, we will take down the wall between the old gym and the new addition. The new gym is painted. Work is still being done on the flooring.

We will open up the office to the lobby. Kitchen upgrades, new flooring in halls and classrooms, air conditioning in computer lab, replacement of classroom heaters in south hall, new wood floor in upper gym and replacement of lights in main gym.

The new double lockers have increased the number available to students.

Project should be done by the end of March, except for some punch list items. The dedication is planned for April or May. The exact date is uncertain. Rowe may do a Renaissance Faire on May 8 in the evening and the dedication may be incorporated into the event. COC members will be invited.

This major renovation at Rowe Middle School, when complete, will expand the gym to the same size as the new Rock Creek Middle School gym, add a band/choir area, remodel the locker rooms, create a new entry, provide a general building upgrade and move the bus drop to the north. We have decided to postpone the kitchen work for a few years so we can do more extensive work if contingency funds allow it. Emerick Construction has been retained as GM/GC contractor.

Rowe Parking and Licyntra Sidewalk Update:

We are doing preliminary design and cost study on parking lot renovations and a walkway from Licyntra to see if we can pursue this with the city. We will see what the city will allow.

We are looking at the house we own adjacent to the school to decide how best to use that property. The original intent was to expand parking, but the district ran into complications with the city.

Linwood Elementary

Substantial Completion: March 2009

This project will be complete the end of March. The new office expansion, enclosed hallways and bus drop are complete. We moved into the media center and the new computer lab is already in use. There have been many interior upgrades and the four classroom additions will be done by the end of March.

Old media center will be remodeled into a resource room for special education and kids with special needs.

The dedication is planned for April or May in conjunction with an existing event.

Scouters Mountain Elementary

Substantial Completion: July 2009

The web cam shows the progress at this site.

This is a wood frame building and inside the main entry, windows let in a lot of light.

We are about 3.5 weeks ahead of where we were with Happy Valley Elementary at this time last year.

This new school will be located north of Sunnyside Road on 172nd, near the fire station.

The construction contract was awarded to Robinson Construction.

Verne A. Duncan Elementary

Substantial Completion: July 2009

This steel framed building is moving along very well.

Web cam is up and running.

Campbell Elementary

Substantial Completion: August 2009

Project will include flooring, kitchen remodel, window upgrades, ceiling repair in covered play area, gym bleachers, and general upgrades. Bidding has become much more competitive. This project begins June 2009, after school is out, and will be substantially complete by August 2009, before school starts.

Question: Are we pre-qualifying bidders who have worked on school projects?
Answer: No, we are not pre-qualifying on the bids for the summer of 2009. There are relatively small contracts and pre-qualification has not proved advantageous.
Lewelling Elementary

Substantial Completion: August 2009

This project will take place over the summer and will include a major remodel of office and kitchen, rest room upgrades, flooring upgrades (mostly halls), walkway to Willow Ave. resurface tennis courts, and play area drainage.

Milwaukie Elementary/El Puente Bi-Lingual School

Substantial Completion: August 2009

Improvements at Milwaukie Elementary and El Puente Bilingual School will include: replacing gym floor, flooring upgrades, sinks in classrooms that do not already have them, dry marker boards, window upgrades. Roofing was completed in 2007. Already did roof and boiler, general upgrades in classrooms, replacement of old windows, expanded office area and play area upgrades. Work to be completed over the summer.

Mt. Scott Elementary

Substantial Completion: August 2009

Over the summer will expand covered play area, flooring upgrades, resurfacing of gym floor, general upgrades, play area drainage, and painting entire interior.

Oregon Trail Elementary

Substantial Completion: August 2009

The work will be done over the summer and started by mid-June. Work to be completed includes refinishing gym floor, expanding cafeteria, building a new conference room, interior painting, play area drainage and window upgrades. Fire and security alarm upgrades were completed at this site in 2007.

Sabin-Schellenberg Center

Substantial Completion: August 2009

The work will be done over the summer and started by June. Work to be completed at the Sabin campus includes remodeling a portion of the campus to improve instructional space for cosmetology, fire, and law enforcement. A new bus drop lane and expanded paved parking area is planned at the Sabin campus. General building upgrades will be completed at the Schellenberg campus. Work to be completed by the end of summer.

View Acres Elementary

Substantial Completion: August 2009

Work to be completed over the summer include bus drop and parking modifications, carpeting selected areas, adding a computer lab, expanding covered play area, play area drainage improvements, walk/stairs to play fields, and general upgrades.

We reschedule office work off for summer 2010.

Lot Whitcomb Elementary

Substantial Completion: August 2009

This work it to be completed this summer and will begin in the middle of June. Work to include kitchen remodel, window upgrades, general classroom upgrades, replacement of ceiling in covered play area, site improvements including play area drainage.

Questions Ron Naso

State budget forecast is not looking optimistic. Over the past two years, the community has been relatively calm about the closing of Wichita, the boundary changes, etc. The road has been smooth so far.

Question: Have you thought about your messaging about staffing changes?
Answer: We are still trying to figure out what the impact of the economy will be. Bond funding and operating funds are two different things.

Question: With all the new construction & renovations, do we have any guarantees if there are problems with the work down the road?
Answer: We do have warrantees. Most work is guaranteed for 1 year. Roofs are guaranteed for 10 years. In each building, we have a point person to manage these warrantees and report any issues

Question: Didn’t we hire someone to oversee roof work?
Answer: Yes. That has worked out well. We are also doing testing to be sure windows don’t leak. It costs more up front, but then saves more long-term.

Question: Isn’t the shakedown for new buildings in the first year?
Answer: Usually, but occasionally we see issues in year two or three.

Question: When we divide Happy Valley, what happens if class sizes increase? This will confuse people.
Answer: This is a message we will need to clarify with the community.

Question: Do staff know where they are going yet?
Answer: People will know about a week before spring break. Parents will get to know after spring break.

Question: Should we have bond funds left over, can we fund general fund construction projects out of the bond budget?
Answer: We need to look at how the bond proposal was written and what was promised to voters. If we had money, it would be nice to provide technology parity across the district.

November Minutes: add Kristin Mitchell as present in November

Dedication Ceremonies for Rowe, Milwaukie High School, and Linwood are in the works tentatively scheduled for sometime in April or May. The dates have not been finalized. COC members will be invited.

Next meeting: May 20 @ 6:00pm in the Board Room. A site tour is planned of Rowe, Milwaukie High, Ardenwald, and Linwood.

Meeting adjourned 7:50 p.m.