Monday, June 09, 2008

Ashland School District No. 5, Jackson County, Oregon - The Capital Project Advisory Committee met in a work session Monday, June 9, 2008 at 7:00 p.m. in the District Board Room.    Present were: 


Amy Patton

William Anderson

Rick Barth

Ben Bellinson

Dahna Black

Karen Clarke

Gary DeCock

Juli Di Chiro

Pam Lucas

Heidi Parker

Bob Rasmussen


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 Alan DeBoer, Shawn Grimmesey, Kate Kennedy, Jeff Schlecht, Jim Teece and Rich Whitley.


III.       Review of Bond Investments and Earnings


            Pam Lucas reviewed the bond investment and earnings report.  She noted that we have already made the interest goal that was set during our initial planning for interest earnings and that additional interest as it accrues will be subject to arbitrage. 


IV.       Review of Budget and Schedule Projects


            Scott Perala and Gary DeCock reviewed the budget schedule and progress on all school projects.  With the exception of the high school, all budgets are on time and within budget.  Of special note was the selection of the Bellview Contractor.  That contract was awarded to Adroit Construction.  Adroit has already found a $200,000 savings for that program, and their bid was somewhat under budget. 

            The Middle School project is on schedule to be completed by mid-August so the new cafeteria will be available for the opening of school. 

            The office remodel portion of the Walker project will be completed before the opening of school, and the contractor is working hard to speed up the schedule so the library will be done as well. 

            Helman is not scheduled to be completed until December of 2008, and is on target for that timeline.

            The bids were received for the Willow Wind work.  The project is currently over budget, but since all of the projects there are necessary, the overage will be funded from district contingency.


V.        AHS GMP Process


The main focus of the discussion was on the Ashland High School project.  The Guaranteed Maximum Price (GMP) from Adroit is approximately $2,000,000 over budget.  There had been several meetings with the designers and contractor to identify strategies the district can use to come within budget.  There was an all-day meeting on June 9 with district representatives, the contractor, and the architects to review those strategies. The district selected the strategies for cost estimation and there is little doubt that some significant scope reductions will need to be incorporated into the Ashland High School project in order to get within budget.  Some scope reductions being considered are:  the elimination of the indoor running track, the elimination of the balcony overview to the football field, the method of construction for the auxiliary gym, and possibly the green roof.  There are other more technical changes also being evaluated that won’t affect scope.  The process for identifying and approving these reductions are that the Board will review the possible reductions at a special meeting on June 16.  Based on Board input, the final pricing of the reductions will be reviewed by the district on June 20.  Although everyone is disappointed with the possible reductions in scope, there seems to be no way possible to bring the project in on budget without those reductions.  Another issue  affecting the high program is the price of materials.  The price of steel has increased 80% since our last cost estimate.  Any petroleum based product is also on the rise.  Plus, with the high gas prices, the cost of transporting project materials is on the rise.  All of these increases have resulted in an uncompetitive bidding market with contractors.  While  the CPAC was concerned about the reductions in scope, they felt it was good we identified these issues prior to the beginning of construction. CPAC further wanted to insure that all elements of the project promised to the voters would be implemented and any reductions would be those additions to the original ballot language. 


VI.       Because of the status of the high school program, it was decided that CPAC needs to meet on July 7, 2008 at 7:00 p.m. in the District Board Room.  Anyone who is available will attend.  The main topic for discussion will be the high school project. 


            A CPAC meeting will also be held on Monday, August 4, 2008, at 7:00 p.m. in the District Board Room.


VI.       Adjournment


              There being no further business, the meeting adjourned at 8:35 p.m.


Jeanne Peterson, Administrative Secretary



Download File
6-9-08 CPAC Work Session.pdf


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