Monday, February 04, 2008

Ashland School District No. 5, Jackson County, Oregon - The Capital Project Advisory Committee met in a work session Monday, February 4, 2008 at 7:00 p.m. in the District Board Room.    Present were: 


Ruth Alexander

Rick Barth

Ben Bellinson

Dahna Black

Karen Clarke

Alan DeBoer

Gary DeCock

Juli Di Chiro

Kate Kennedy

Pam Lucas

Heidi Parker


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 William Anderson, Shawn Grimmesey, Bob Rasmussen, Jeff Schlecht, Jim Teece and Rich Whitley.


III.       Review of Bond Investments and Earnings


Pam Lucas reviewed the bond investments and earnings.  All of our investments are performing as expected.  There was nothing unusual or remarkable in the report.  As yet, we have not seen any impact from the volatile bond market on our investments.


IV.       Review and Budget and Schedule Reports


Scott Perala reviewed all of the budgets and schedules for the various projects.  At this time, all projects are within budget.  There have been some changes in the schedule due to the planning actions currently in front of the Ashland Planning Commission.  We anticipate projects all being able to be completed on time.


V.        Update on School Projects


Gary DeCock reviewed all of the school projects and reviewed all of the milestone efforts for the various projects including bids, bid openings and bidding awards.  A copy of his report is attached hereto and becomes a part of these minutes.




VI.       Overview of Ashland Planning Process


            Gary DeCock reviewed the bid schedules that are coming up in the next month. 


Juli Di Chiro reviewed the Bellview and Ashland High School planning processes.  The Bellview project was continued from the January Planning Commission meeting to the February meeting.  It is anticipated that the planning commission will approve the Bellview project at the February meeting.


The Ashland High School project will be presented for the first time at the February meeting and will definitely be continued to the March meeting.  City planners have determined that we need to apply for a variance because of the side yard setback standard for the gym construction.


There was general discussion among committee members regarding various projects.


VII.      Schedule Next Meeting and Confirm Agenda


            The next meeting was confirmed for Monday, March 3, 2008.  Juli Di Chiro explained that the meeting will likely be an open house for all of the projects.


VIII.     Adjournment


              There being no further business, the meeting adjourned at 8:20 p.m.


              Respectfully submitted by Jeanne Peterson, Administrative Assistant




              Chair                                                                Clerk





JANUARY 2, 2008 – JANUARY 25, 2008


_ Contracted Environmental & Engineering Services, Inc. (EESI) as the School District’s

commissioning agents for commissioning of all the new HVAC systems in the district.

_ McDonald & Wetle Roofing was selected as the roofing contractor for the temporary roof

repair work at the Middle School and the High School. Work is to begin February 4th

weather permitting.


_ Presented the project to the Historic Commission and received conditional approval.

Additional drawings will be given to the commission for their review at the regular

February meeting.

_ Presented the site plan submittal to the City of Ashland Planning Commission. The

commission continued the review until the February 12th meeting due to time constraints.

_ Continued negotiations with the Grange on the cross access easement.

_ Continued coordination with the architects and engineers on the construction document

phase work.


_ The Construction Document phase is complete and the Bidding phase has begun.

_ The pre-bid meeting occurred for the Library and Gym project on Monday, January 21st.

The bid opening is scheduled for Thursday, February 14th

_ The construction documents have been submitted to the city Planning Department and

are being reviewed for the building permit.


_ Continued coordination and review of the Construction Document Phase.

_ Final CD review will occur January 29th with the architects and engineers.

_ The pre-bid meeting is scheduled for February 1st.


_ A pre-bid meeting for the Cafeteria project was held on Monday, January 21st. The bid

opening is scheduled for Tuesday, February 12th.

_ The ADA elevator project pre-bid meeting also occurred on Monday the 21st. The bid

opening is scheduled for Tuesday, February 5th.

_ Continued coordination work with the roofing consultant and insurance adjustment agents

regarding the “hail damage” to the roofs.

_ Met with Principal and ORW Architects to begin design for ADA upgrade work of an

elevator to provide handicap access to the second floor weight room.

_ The Principal and Heery have reviewed final Construction Documents for the Cafeteria





ASD – Monthly Project Status 1/31/2008 Executive Summary


_ Delivered the site plan submittal for review by the City of Ashland Planning Commission

at the February meeting.

_ EESI provided a field investigation of the existing High School campus HVAC systems

and will be issuing a report.

_ Continued coordination and review of the Construction Document phase. Reviewed

design progress and schedule with DLR Group.

_ The “as-built” drawings of the existing Metal Shop were completed and sent to the

Architects for them to begin design of the new Black Box Theater.

_ Continued design work is being done for Health Services new location in the Humanities



_ The Architects are continuing work on the parking lot design.

_ The Structural Engineer’s report recommended not adding foundation support to the

farmhouse’s original foundation.


_ All PCB abatement work has been completed at Briscoe Elementary School, Helman

Elementary School, Walker Elementary School, the High School, and the District Office.

_ Continued work on the abatement and lighting upgrade work at the Ashland Middle

School is being done in the classrooms.

_ The lighting upgrade work is complete at Willow Wind Community Learning Center.

_ The new exterior lighting that was added to the project at Helman Elementary School has

not been delivered for installation.

_ All PCB abatement and upgrade work has been completed the Lincoln Elementary

School with the exception of the replacement light fixtures in four classrooms and the

gymnasium. The work at these locations is delayed until a building occupancy status

issue can be resolved with the City of Ashland.

_ Continued coordination with the EPA on the revised PCB remediation plan.



Download File
2-4-08 Work Session CPAC.pdf


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