Ashland School District No. 5, Jackson County, Oregon - The Capital Project Advisory Committee met in a work session Monday, June 4, 2007 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 7:10 p.m. by
II. Roll Check
All members were present with the exception Greg Abel, Layla Black,
III. Review Management Plan
The group reviewed the draft of the Management Plan.
The ballot title should be added to Section 2.
Under Section 4, estimate the amount of the expected bond interest. What is the impact if bond proceeds are not expended within the three year period – what is the penalty. This will be discussed at the next meeting.
Value engineering is listed as a budget item but has no money allocated. At what point is this added if necessary.
Under Section 5, what is the status of master planning for Helman and how will the new construction fit into an overall future site plan.
IV. Present Decision-Making Matrix
The group discussed the draft communication and decision making plan. Should a budget be set that would correlate a bond review?
Under the description of the Project Manager, it needs to be stated clearly that the Project Manager is a Heery employee and is a contracted service for the district. Also, clarify that all invoices will be processed by district personnel. List the architectural team members.
A link will be added to the district website that allows the public to send questions to the CPAC committee. Those questions will be responded to by staff, but will also be distributed to CPAC for their information, not to respond to.
List the CPAC membership in the next district newsletter.
The district will develop a monthly summary of the Capital Projects and upcoming events based on the Heery monthly update. That update will be sent as a press release to local news outlets and also as an email to various distribution lists.
V. General Update on Bond Projects
Bellview is completing an initial design. A meeting is scheduled for June 6 with the site committee to review the architectural plans. A meeting with Bellview parents will be held on June 1 at 6:00 pm to share those plans.
Briscoe - The roof replacement project for Briscoe is moving forward this summer.
Helman – We have been working on plans for a new library and gym addition. These plans will be presented to the Design Committee on June 6 at 3:00 pm. A community meeting is to be scheduled.
AMS – Plans are being completed for the cafeteria extension and a roofing package will be put out to bid soon with a completion date of this summer.
AHS – After much discussion of the Site Committee, the recommendation is that we proceed with a remodeling of the existing facilities as opposed to a replacement. The design committee considered both options but feels the remodel will be the best option for the high school in the future. The architectural team is working on a new solution to the remodeling to address some of the site committee’s concerns. They will be presented to the AHS Design Committee at a meeting to be scheduled before the end of school.
Lighting Replacement Program – The bid will be put on June 15 from the district. That work is scheduled to be completed this summer in all district buildings that are not being remodeled or replaced during construction.
VI. Schedule Future Meetings
The next meeting was scheduled to be held Monday, July 2, 2007, from 7:00 to 9:00 pm in the District Board Room. The agenda will include: information on bond sale, potential interest earnings, impact of arbitrage if district doesn’t expend 85% of funds in first 3 years, updated schedules for all projects, update on summer projects scheduled to be completed.. A meeting was also scheduled for August 6.
There being no further business, the meeting adjourned at 9:10 p.m.