Ashland School District No. 5, Jackson County, Oregon - The Capital Project Advisory Committee met in a work session Monday, May 4, 2009 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 7:05 p.m. by Juli Di Chiro.
II. Roll Check
All members were present with the exception of Shawn Grimmesey and Jill Turner.
III. Review of Bond Investments and Earnings
Jill Turner gave a short report on the investments for the bond funds. Currently 50% of the remaining proceeds are invested in the statewide pool and 50% are short-term investments with Davidson. At this time, the Davidson portfolio is yielding 2.2% interest. The state pool is yielding 1.385% interest. The district is drawing down from the pool on a monthly basis and, if those pool funds are expended, we then draw down from the portfolio investments. Although interest rates are lower than originally anticipated, all budgeted interest earnings have been made. It appears as though the district will avoid any arbitrage. Committee members were encouraged to contact Jill Turner if they had additional questions about the investments.
IV. Review of Budget and Schedule Projects
Gary DeCock and Lou Tarnay reviewed the budget and schedules for the various projects. With the exception of Bellview School, all projects are moving forward within budget and on time. The Bellview project is no longer within budget and requires a transfer from the overall project contingency.
V. Update on School Projects
The HVAC project at the high school has been awarded to Vitus Construction, and all of the pre-construction work is ongoing. The goal of that project is to begin immediately at the close of school and be completed in mid-August. This is a time critical project, and all paperwork people working on it are aware of the need to complete this before the beginning of school.
The Lincoln boiler project was also awarded to Vitus Construction, and the bid price was within budget. That work is also scheduled to be completed during the summer.
The Walker ecotone landscaping project was also awarded to Vitus Construction. The bid was within budget and work is beginning. That project is scheduled to be completed during the summer.
The Middle School fire alarm project is nearing completion. It was delayed because of permitting issues and is over budget due to the Fire Marshall’s request for additional work to the system.
The Ashland High School Project is on schedule. Many trades are working on the project overtime. Everything is making good progress.
The Bellview Project is on schedule. Exterior changes, glassing and doors are all nearing completion. The roof is 90% completed. The work is continuing on exterior hardscaping. However, there have been several cost overruns.
VI. Transfer of Funds into the Bellview Project
Lou Tarnay presented a report that outlined the necessity for a budget transfer. The total of all transfers to and from the programmatic contingency changes amounted to $981,241. At a later date, there will be transfers back into programmatic contingency once projects become complete.
Ben Bellinson moved to recommend these transfers to the Board for approval. Rich Whitley seconded and the motion passed unanimously.
VI. Schedule Next Meeting and Confirm Agenda
Discussion was held regarding the need to meet during the summer. It was agreed to not meet again until August 3. If there are any issues that arise during the interim, the district will schedule a meeting. Committee members requested another opportunity to visit the various projects. This will be scheduled during the week of June 8.
There being no further business, the meeting adjourned at 8:15 p.m.
Respectfully submitted by Jeanne Peterson, Administrative Assistant