Ashland School District No. 5, Jackson County, Oregon - The Capital Project Advisory Committee met in a work session Monday, March 2, 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 Dahna Black, Alan DeBoer, Amy Patton, Jeff Schlecht, and Rich Whitley.
III. Review of Bond Investments and Earnings
Jill Turner did not have a Bond Investments and Earnings report available. She will email the report to committee members upon its completion.
IV. Review of Budget and Schedule Projects
Gary DeCock reviewed progress on all of the projects.
At Bellview there has been a new corrective schedule which will put them on an on-time delivery process of having the project completed by August. Good progress is being made on all aspects. There have been some issues with Instructional Bulletins (IBs) which have been necessary because of some lack of detail in the architectural plans. Lou Tarnay, Project Manager for Bellview, is working closely with the architect to resolve these issues.
At Helman we had the grand opening on February 27. The library and gym are currently being used. All landscaping has been completed with the exception of grass areas, and those areas will be hydro seeded as soon as weather permits. The administrative remodel is making good progress and it is anticipated it will be completed during spring break.
At Ashland High School we are currently about 7 days off schedule. However, a corrective schedule does not seem to be necessary as we are catching up as the work progresses. The roof is being installed on the old gym. Roof trusses are being installed where the new gym and music room will be, and the remaining precast panels will be installed once those trusses are completed. At this point, it is anticipated that most of the existing conditions have been determined and we do not anticipate any further surprises that were not reflected in the design documents. The HVAC project is on schedule. Construction documents are being evaluated and will go out to bid in mid March. At the same time, the Lincoln boiler replacement package will also go out to bid. The HVAC upgrade project should begin immediately at the close of school, and will impact the high school campus all summer long.
Gary DeCock responded to questions from committee members. There was some concern expressed by committee members about the quality of the architectural work. Juli Di Chiro noted she would be meeting with Jim Conley of DLR on Wednesday of this week to discuss those issues.
V. Update on School Projects
Gary Sisk, Facilities Coordinator for the district, gave a report on his assessment of all buildings, primarily focusing on health and life safety issues as well as HVAC problems throughout the district. Gary Sisk is very concerned about the condition of the digital controls at the high school theater building. It is his assessment that the fire dampers that are a part of the digital controls have never operated correctly from installation. He is finding evidence of poor installation that has impacted the fire dampers, and he has replaced most of them. He would like to see a complementary system installed with the new HVAC upgrade that can then be mimicked in the theater building as he feels the existing digital controls are beyond repair. He also noted issues with fire alarms throughout the district. At the middle school the fire alarm in the old portion of the building is inoperable. This is causing us to have a fire monitor at the school, and we need to immediately replace that system. Juli Di Chiro noted that the fire alarm systems are covered by the current bond. Even though the work is not yet done, there will be no further budgetary impact.
Gary Sisk also provided an analysis of each school and the issues he feels need to be addressed. See the attached report for details.
VI. Discuss Potential Additional Projects with Unexpended Funds
Jill Turner reviewed a list of potential projects which could be accomplished through unallocated bond revenues. She presented several different projects which would total over $2 million worth of work. The committee reviewed the list and unanimously recommended the following projects be moved forward immediately for Board approval: (1) $175,000 for the Willow Wind Barn project which would allow that project to go out to bid; (2) $75,000 for painting the exterior of Walker School this summer; (3) $50,000 to install a server backup system so the district can avoid an extended interruption of service such as what occurred this winter when the server failed.
VII. Confirm Next Meeting and Agenda
The committee will not meet in April. A tour of existing projects will be scheduled in April for interested committee members. The next CPAC meeting will be held May 4 at 7:00 pm in the District Board Room.
There being no further business, the meeting adjourned at 8:35 p.m.
Respectfully submitted by Jeanne Peterson, Administrative Assistant