Ashland School District No. 5, Jackson County, Oregon - The Capital Project Advisory Committee met in a work session Monday, November 3, 2008 at 7:00 p.m. in the District Board Room. Present were:
Juli Di Chiro
I. Call to Order
The meeting was called to order at 7:00 p.m. by Juli Di Chiro.
II. Roll Check
All members were present with the exception of William Anderson, Dahna Black, Karen Clarke, Shawn Grimmesey, and Jeff Schlecht.
III. Report on AHS HVAC
Mark Peurod of Balzhiser & Hubbard Engineers reviewed the report for the Ashland High School mechanical upgrades. He outlined the basic problems that had been discovered in his study. In summary, the vast majority of the equipment we are currently using is past its useful life. A long series of maintenance repairs have resulted in a system that does not serve the campus well. They suggest utilizing the current duct work that had been established in the old system. However, the controls which are pneumatic need to be completely replaced with digital controls that can be computer activated. In addition, the boilers need to be replaced with high efficiency gas powered boilers. The current piping that runs under the quad is completely deteriorated and needs to be replaced. Even with the cost of excavating the quad and putting in new plastic pipe, this is still the most economical way to approach revamping the HVAC system at the high school. The engineers considered placing a new boiler to serve the library and science building. However, the location of that boiler was problematic since the building does not currently have a boiler room. After analysis, it was determined that using the existing boiler adjacent to the administration office was the best solution. The overall construction costs for replacing the system are estimated at $1.147 million dollars. This estimate does not include engineering and electrical design work or other soft costs associated with this project.
The overall budget has been estimated at $2.3 million dollars, but the actual costs will be set once the project goes out to bid. The result of the HVAC improvements will be as follows. Areas that currently have heat and air conditioning will continue to have those two functions. Any rooms that currently do not have air conditioning will continue to only have heat. The exception to this is the humanities building which was originally set up to have air conditioning, but the air conditioning was never hooked up. For the cost of a slightly larger cooler, we can have air conditioning in the humanities building. The new system will also completely improve circulating outside air into the buildings resulting in improved air quality as well as cool air in the areas that do not have air conditioning. The current schedule is to have the design work completed and approved by February, and to place the bid openings for this work in early March. This will enable whoever is chosen for the project to order equipment and organize the work so it can begin immediately after the close of school in June. It is anticipated the entire summer will be needed to complete the project.
Mr. Peurod responded to many questions from the committee, and was able to give information that alleviated some concerns expressed by committee members.
IV. Report on Structural Issues at Bellview
The overall budget for correcting the structural issues as well as the work order changes that are necessary because of the storm work is currently set at $450,000. We have a firm estimate of $171,000 to correct the storm issues, and Adroit is currently pricing the electrical changes. This information should be available within the next few weeks.
The committee agreed with the allocations and the change will be recommended to the school board at its November meeting.
V. Report on Any Other Issues Impacting Schedule or Budget
Gary DeCock presented the landscape architectural design to improve the garden area in the front of Walker School. This project was not included in the original bond project list. However, the current garden has become so overgrown that it is a safety and supervision hazard at this point. Juli Di Chiro strongly recommended to the committee to approve the new garden plan as designed. The cost of this plan is estimated to be $84,000. Alan DeBoer moved to recommend to the School Board that an additional $84,000 be allocated from the program contingency fund to the Walker Landscape Project. Kate Kennedy seconded and the motion passed unanimously.
Lou Tarnay distributed a summary of possible photovoltaic contingency transfers that are being considered for the various projects. In spite of these transfers, we are still forecasting an estimated $2.2 million dollar budget surplus.
Heery staff responded to questions related to the overall projects.
VI. Schedule Next Meeting and Confirm Agenda
It was determined that there would be no need for a meeting in December unless a large issue arises before then. The next meeting was confirmed for Monday, January 5 at 7:00 p.m. in the District Board Room.
Juli Di Chiro announced that the ribbon cutting ceremony for the Walker Library will be held on November 12 at 1:00, and invited all committee members to attend.
There being no further business, the meeting adjourned at 8:45 p.m.
Respectfully submitted by Jeanne Peterson, Administrative Assistant