November 2008

Members Present: Dick Jones, Ginny Markell, Yvonne McVay, Heather Noren, Renee King, Julie Volpel, John Mathews, Jeff Klein

District Staff Present: Jim Langstraat, Garry Kryszak, Leslie Robinette, Joe Krumm, Ron Naso, Garry Krysak, Blair Loudat, Aeylin Summers, Ron Stewart, Vicki Chambers, Michele Worthington

Absent: Gary Lane, Tom Feely, Todd Caldwell, Kristin Mitchell

School Board Members Present: Rein Vaga

Community Members Present: none

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

Pledge of Allegiance

Approval of Minutes from 5/18/08: Minutes approved as written.

Summer 2008 projects Garry Kryszak

Artificial Turf: How it compares to grass in amount of use, replacement time frame and replacement cost. Garry Kryszak and Ron Stewart

There has been significant community use since the installation. The hours of use of the fields have doubled from 35 to 60 hours per week. Current maintenance costs $6,000 or less to maintain, previous maintenance costs were $12,000 to $15,000. That is a cost reduction of 50%
or more. Current product has a ten-year warranty and life expectation and it will be $600,000/year to refurbish. Expectation is that it will last longer than ten years.

Milwaukie
Neighborhood access issue has been resolved. Field is opened the same hours as before. The money collected from user fees is going into a fund for future replacment.

Finance Report Jim Langstraat

There are assets of $144 million in investment. There is little direct impact on the bonds from the current recession. Bonds were purchased at beginning of bond fund. The portfolio is made up of Treasury securities (backed by US government), agency securities (Fannie Maes, Ginny Maes also backed by government), CD or Money Market accounts. If we sold Treasury securities at this point, we would probably make money on them.

Property Tax bill tax rate will cost $0.98 per $1,000 of a home’s assessed value, which is under the $1.10 promise made to taxpayers.

Questions: Can we keep the commitment we made for the life of the bond?
Answer: Since property is undervalued, we can honor commitment to life of bonds.

The budget and what has been spent to date is the focus of the new financial reports.

Operating income $ 258.412.117
Expenditures to date $ 117,510,916

Legible version of total budget will be forwarded and is on the web.

Review of 2008 and Current Projects Gary Kryszak

We are on schedule with all but 2 projects.

Ardenwald Elementary
Substantial Completion: August 2009

Will be roofed by December 15. Tilt panel walls have been erected and roof trusses have been placed. Interior steel is being erected. Exterior brink is being placed. Sidewalks from 32nd to 36th are complete. The school will open in September 2009.

Question: Are there summer school activities in 2009 that will be disrupted?
Answer: No activities are planned yet. The program could be moved to another site if construction would disrupt it and bus transportation would be provided.

Bilquist Elementary COMPLETE
Substantial Completion: September 2008

This project is complete. Staff and students have moved in and classes have been underway since the beginning of the school year. Minor work continues including completion of landscaping and punch list items.

This project added four classrooms, moved the media center, expanded the office, and provided general building upgrades, including new flooring, new classroom sinks, new paint, clear windows to add hallway light, and an expanded parking lot.

This project came in within budget: $8.1 million.

Clackamas Elementary COMPLETE
Substantial Completion: September 2008

All work completed except for punch list items. Repaired entry, paint, new flooring, artificial surfacing under playground equipment.

This project came in within budget: $1.7 million

Happy Valley Elementary and Middle School
Substantial Completion: December 2008

Elementary is substantially complete. Dedication ceremony for the elementary school was held on October 6. Middle school classroom wing portion for use by elementary opened for use on September 2 as scheduled. Additional areas of middle school opened for use by the elementary school on November 5. Elementary school students in middle school classroom areas now have an interior pathway to elementary school areas. Middle school gym floor has been stripped and sealed and bleacher installation will follow. Work will continue on middle school portion of project until December 2008.

Linwood Elementary
Substantial Completion: March 2009

New bus drop-off is open and is working well.

Hallways are more secured. New office is occupied. Gym is roofed. Media center is roofed, windows and sheet rock are installed.

Project is on schedule for completion. Work will continue on this project in the fall, and will be disruptive during the next school year until its completion in March 2009.

The actual price of this project will be $8.1 million.

The Board approved an alternative contracting method. Only one actual bid was received so we went with a guaranteed maximum price CM/GC contract.

Additional funds needed for this project will come, in part, from contingency funds. In doing this, we are not jeopardizing any other projects that have been promised to the community.

Milwaukie High Remodel
Substantial Completion: August 2009

New girls locker and team room occupied. A damaged beam in the roof structure was discovered and was replaced. This caused a one-week delay in completion of this area. Students began using the area on November 18. Exterior walls and footing for new stairwell and restroom addition for gym are in place. Budget challenges from asbestos removal in gym area.

Auditorium demolition is competed. Exterior footings and foundation walls have been poured.

Roof is on theater. Community event planned by May.

Work substantially complete on interior upgrades (lighting, painting, new dry marker boards).

Exterior painting of the main building, main gym and industrial arts building completed.

Mustang Wall on Lake Road has been relocated out of public right-of-way.

Athletic facility improvements at Milwaukie High are substantially complete: a new 8-lane track, new field lights, new all-weather turf, and new visitor bleachers. The stadium was remodeled extensively in the 1998 bond, so renovation was not needed. Bond promise on track and field storage building is not complete yet. Final placement of storage building is still under discussion.

Question: Is the asbestos abatement in the price estimate for the Milwaukie High site?
Answer: Contingency funds were needed to cover this expense.

Oak Grove Elementary COMPLETE
Substantial Completion: November 2008

Project is substantially complete. Buses started using new exit to Courtney Street on Monday, November 3. This project created a one-way bus exit and improved safety in an area that has considerable pedestrian traffic. This project included a gate that locks after hours. County has future plans for trolley and walking/bike path. Trolley trail is starting by late next year.

Project was completed a year ahead of the 2010 completion date.

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

Skanska Construction is the CM/GC contractor for the project. Work at this site will continue through the next school year, causing disruptions to the school.

New office in the northwest corner of the building will be moved into over winter break (December 2008). In January the current office and counseling will be torn down and a new commons will be built. When asbestos removal is complete, 90% will be refurbished. Will know by next spring whether there is money to complete the rest of the asbestos removal.

Stadium repairs and track and field upgrades complete. Grandstand renovations included paint, pigeon deterrant measures and some pressbox work. Dedication took place on September 12.

Drainage on east bank to be installed in 2009.

Removal of floor tile in upper hall completed and concrete has been sealed. Installation of new lockers started on October 23. Interior upgrades, new dry marker boards, and new countertops are complete. Six science rooms will be renovated. Media Center upgrades and renovations are complete.

New art rooms have been completed and are in use. Hardware upgrades are in progress.

Projects to be done during the summer of 2009 include a new weight room, a new kitchen, and a better servery.

Spring Mountain COMPLETE
Substantial Completion: August 2008

Project is complete. Upgraded HVAC controls, placed rubber treads on stairs, and added acoustic ceiling treatments to library, gym, and cafeteria.

Sunnyside Elementary COMPLETE
Substantial Completion: August 2008

Project is complete. Replaced windows, siding, tile, and carpet. Restrooms were remodeled, playground, mechanical, and electrical upgrades.

Question: How old is Sunnyside Elementary?
Answer: It was built in 1949.

Rock Creek Middle School
Substantial Completion: July 2010

This new school will be located between 162nd and 172nd just north of Highway 212 and adjacent to the new Verne A. Duncan Elementary. The middle school will be 128,000 square feet. This building will be complete in fall 2010.

Rock Creek Middle School has been designed for possible future expansion into a high school.

Web cam is up and running. BOORA has completed construction drawings. Land acquisition is complete. Site work bid awarded to Coffman Construction on June 26th. They are installing perimeter roads – base rock, water lines, storm and sewer lines have been installed, curb installation is underway. Paving was started on October 29. Gravel pads for parking lot, bus lane, and building pad is complete. Grading of west end of playfields/stadium has started.

Rock Creek will be out for bid in January and awarded in February.

Question: Will there be a street in the middle of the campus?
Answer: Yes, there will be a street between the middle school and the elementary school.

Question: When could Rock Creek become a high school?
Answer: We currently have a high school built for 1,800 students. (Clackamas High without portables). Rock Creek Middle School, expanded, would be the same size high school.

The community will likely want us to wait until we have 2,800 high school students in the Clackamas High School feeder. That would be the logical time to split. Due to the current housing slowdown it could be 2015, or even later (2017). The latest demographers report shows 7% growth rate in the Clackamas High area, a significant slowdown.

This idea is a tremendous hedge against the future. If we determine later that we don’t need a 4th high school, then Rock Creek could remain a middle school.

Question: Does the District still own the Altamont property?
Answer: We have been holding the Altamont property on the premise that we will need another elementary school there, but what we have discovered is that Mt. Scott’s enrollment has dropped as Altamont has been built up because the established population there has already had their children move out of the school system.

Question: Will the stadium field at Rock Creek be a turf field?
Answer: It was discussed early on that an all-weather softball/baseball field would be part of the park project. There are no plans to put in an all-weather field at the school until we know it is going to be a high school. There were no planned and promised expenditures in this bond for that project. Aldercreek field came up as a partnership opportunity, not a bond project.

Question: Clackamas High School is built for 1,800 students (without portables). How many students can the Sunrise campus accommodate without portables?
Answer: 950 students, plus some wiggle room given that at any point during the school day, a portion of high school students are taking classes at the Sabin-Schellenberg Career- Technical Center.

This school year, Clackamas High has 2,300 students and Sunrise Middle School has 1,200 students. In fall 2009, half the middle school students will move to Happy Valley Middle. In 2010, the other half of the Sunrise students will move to the new Rock Creek Middle. In fall 2010, the Sunrise campus will open to Clackamas High students.

Question: Will 2009-2010 be a year when Clackamas High and Sunrise Middle share the Sunrise campus?
Answer: That depends on high school enrollment.

Verne A. Duncan Elementary
Substantial Completion: July 2009

Excavation completed by Coffman Construction. Parking lot and bus lane have been paved, building pad gravel base has been installed, and the playfield has been seeded.

Web cam is up and running.

Contract for construction of building awarded to Triplett-Wellman Construction. They started work on foundations on September 8. Footings for gym, kitchen, and cafeteria areas have been poured.

Block wall for gym is being put up. Concrete floor slab for classroom wing was poured on November 5.

Question: Will there be anything significant in the design or construction of this school?
Answer: This two-story elementary school will have a larger base kitchen that serves other schools in the area. These are all green schools. Parking lot drainage is designed to be environmental. Wherever possible, we will use natural window light, natural ventilation, etc.

All our new schools are designed so that we can close off the classroom areas from public areas, enabling the public to use gyms and other facilities when schools are closed, evenings and weekends.

Question: What kind of fencing will be used at Verne A. Duncan elementary?
Answer: Fences will be black vinyl chain link.

Rowe Middle School
Substantial Completion: August 2009

The major renovation at Rowe Middle School will expand the gym, add a band/choir area, remodel the locker rooms, create a new entry, upgrade the kitchen, provide a general building upgrade and move the bus drop to the north. The expanded gym (50% bigger) will be the same size as the new Rock Creek Middle School gym. It will seat the entire student body, and because it will be dividable, the space is versatile. A new elevator will provide access to the second floor gym.

Fire sprinklers throughout will enable us to eliminate most hallway doors.

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.

Locker room remodel is complete. Revised bus drop, expanded parking lot, parent drop off, and front plaza have been completed. Walkway-jogging path has been completed. New sidewalk along bus lane to Lake Road is complete.

New lobby has been framed, window walls installed, and installation of dry wall has started.

Lobby area scheduled for completion by mid-November.

Removal of the existing north wall of gym is complete. Tilt wall panels for the gym expansion have been erected.

Interior upgrades – lighting, painting, dry marker boards, fire sprinkler system, and heating unit replacement are complete.

Exterior should be done by end of calendar year, weather permitting.

Construction of the walkway to Licyntra Drive will not be done. Neighborhood testimony said they were not in favor of it and, consequently, the city withdrew the requirement.

Milwaukie Elementary/El Puente Bi-Lingual School
Substantial Completion: August 2009

Improvements at Milwaukie Elementary and El Puente Bilingual School will include: general upgrades in classrooms, replacement of old windows, a roofing project, expanded office area and play area upgrades.

The design team has been assembled. Early planning meetings are underway.

Scouters Mountain Elementary
Substanital Competion: July 2009

This new school will be located north of Sunnyside Road on 172nd, near the fire station. The construction contract was awarded to Robinson Construction.

This will be a welcoming, open school with lots of windows, more corner windows.

The webcam is up and running.

Site underground utilities have been installed. Retaining walls have been installed. Concrete floors classroom wing, office area, and gym have been poured. Gravel base for building pad, access lane and parking lots are in place.

These walls are scheduled for erection in late Dec. 2008. Structural steel placement and wood framing are under way.

Sabin-Schellenberg Professional-Technical Center
Substantial Completion: August 2008

The PACE Building remodel is complete bringing it up to current codes as a child care site and the staff have moved back in.

The architect BB & L has prepared four options for Sabin development. Work to be phased over two-year period. Design work on revised bus drop off is being drafted. The phase of the project has been rescheduled for Summer of 2009.

We are on or ahead of schedule with our bond commitments with two exceptions. Milwaukie High School schedule fell behind due to a required beam replacement and additional asbestos removal. At Rowe Middle School we are looking at options regarding the overlay paving behind the gym and shop.

Property Acquisition Status Update Ron Stewart

Future Elementary School (North) on Vogel Road
--1 of 3 parcels, representing 2.96 of 8.6 acres has reached a sales agreement.
--2 parcels are still in negotiations.

Future Elementary School (South) TBD
--Properties have been identified and discussions have occurred.

2 sites are identified as potential sites – one very interested, one not interested.

Future Transportation Site
Would like to put $1 million towards a transportation site in the middle of the district. (not part of the bond measure) It would take $16 to $20 million to accomplish.

Information Plan on Boundary Changes Leslie Robinette

Boundary Change Rumors, Feedback

Letters are being sent to every family in impacted areas, public outreach meetings are being held by Karen Rush, transitional activities are planned (i.e. joint PTA meetings), grandfathering decisions will be made in January, new parents will be invited to schools, farewell (Wichita) and welcoming activities will be planned.

The new boundary maps are available on the web and in schools. Reprinting of the map will be available in January.

Preparations for the COC Annual Report to the Community Dick Jones

We are looking for volunteers to put together the COC annual report. The commitment requires 2 meetings, email, and a couple phone calls. Leslie Robinette will compose a report with inputfrom the committee. Leslie will put the report together and bring it before the committee.

Questions Ron Naso

Question: Are you hiring new teachers to staff the new schools?
Answer: No. Positions are being redistributed and operation adjustments made. Five hundred Happy Valley students will move to Scouters Mountain and 500 from Oregon Trail will move to Verne Duncan. At the middle school level, there may need to be some additions in the elective areas.

Staff are anxious and uncomfortable about moving, but they are also understanding the overcrowding the district is experiencing. Surveying employees about their interest and site preference to balance skills, experience, and energy. People complained about Riverside changing their focus to add a bilingual program.

Question: What are the plans for Wichita?
Answer: First round of discussions is a week from today. Several groups interested in its
use.

Question: When will principal decisions for the new schools be made?
Answer: The decisions will be made by mid-December.

Question: What happened with Jackson Hills?
Answer: Now that the decision has been made, mothers are vested in getting the best education for their kids.

Question: What effect does all the eonomic upheaval have on the district?
Answer: There is less population and lower numbers. Growth of 150 to 250 students is typically planned in the budget and there is no growth planned in the budget this year. We expect a flattening for 3-4 years and then for it to pick up again. Next bond issue will be significantly delayed because of circumstances – 10 years from the last one. Two years ago, we were so far behind on space, that we were concerned of it taking 4 years to resolve. At this point we are ahead of the game. There will be plenty of physical space.

Question: What will happen to the modular classrooms?
Answer: We will be moving out of the modular classrooms. The modulars will be removed from Sunrise this summer and at the Clackamas High School property next summer. When all is said and done, we will only need 5 or 6 modular classrooms where needed.

Question: Have modulars been sold?
Answer: We will release the ones from leasing, sell the ones we can, and dispose of those we can’t sell or hold on a land site.

Question: Where are we with the proposed Administration Center?
Answer: We are trying to get permission to construct. It will take an expenditure of $4 million dollars in financed funds to complete. The likelihood of accumulating the funds to pay for construction of the administration center or transportation facilities is not likely. The purpose of constructing the administration center is to consolidate 6 sites - business operations, facility operations, technology information services at Sabin-Schellenberg, the warehouse, administration, and support services at Alder Creek. Milwaukie High School and Putnam High School are requesting to be moved from 6A to 5A classification in OSAA

The financial report will be resent via email.

Next meeting: February 18 @ 6:30 p.m. in the Board Room

Meeting adjourned 8:58 p.m.