2013-07-24 PPS School Board Regular Meeting
| District | Portland Public Schools |
|---|---|
| Date | 2013-07-24 |
| Time | missing |
| Venue | missing |
| Meeting Type | regular |
| Directors Present | missing |
Documents / Media
Notices/Agendas
None
Materials
None
Minutes
Transcripts
Event 1: Board of Education - Regular Meeting - July 24, 2013
00h 00m 00s
I
good afternoon this meeting of the Board
of Education for july 24 2013 is called
the order i'd like to extend a warm
welcome to everyone present and to our
television viewers all items that will
be voted on this afternoon have been
posted as required by state law this
meeting is being televised live and will
be replayed throughout the next two
weeks as well as streaming on our
website and will be archived on our
website please check the board website
for replay times as is typical with our
Midsummer meeting we are having a brief
noon meeting to vote on the business
agenda we will have a general public we
will have a general public comment at
our next regular meeting on August
seventh at 5pm I'm just to note
directors Regan and curler are absent
this afternoon and director Knowles will
be joining us shortly with that we're
going to move on to our first item of
business which is the Roosevelt and
Franklin high school modernization today
the board is going to be voting on the
architects for franklin and roosevelt
high school modernization program
superintendent would you like to
introduce the enemy i would i'd like to
ask jim owens who's the executive
director of the office of school
modernization to come give us a brief
overview because we're at a historic
moment here so Jim thank you Sarah Smith
and good afternoon boy almost said good
evenings we were doing doing this so
I'll be right in line with my script
perfect thank you for the opportunity to
speak with you about a very important
milestone in terms of the bond work
relative to our to high school to our
high school projects Roosevelt and
Franklin in your board package you have
a memorandum from staff that describes
recommendations for to contract awards
that are from a single solicitation
single RFP that was issued relative to
doing the planning and design work for
franklin high school and roosevelt high
school these items are also included in
the business agenda that you'll be
acting upon later in the meeting
we're doing these memorandums for all of
the contract award recommendations that
exceed 1 million dollars and in the case
of these two of course they're well
above that hopefully it provides some
additional perspective to you relative
to process some of the competition and
relative to the firm's that staff have
actually evaluated and are making a
recommendation on I would quickly
summarize the process that staff used
that led to these recommendations but we
pause first to mention that we have to
or project directors present here today
we have Debbie Pearson who's the project
director for our Franklin project and
Michelle platter who's the project
director for Roosevelt High School would
also point out these ladies have been
extremely busy this summer and
particularly on this particular
solicitation they spent a huge amount of
time in preparation and getting us to
the point that we're at we were saved
seven highly qualified proposals from
architect engineer of teams experience
in doing high school historic
rehabilitation work in the northwest
using a qualification based selection
approach described in ors in our
district purchasing rules we evaluated
and scored all seven of those proposals
in terms of doing the scoring we also
identified firms that were ranked such
that they came in for interviews that we
were able to conduct we interviewed five
firms and of those five we identified
two firms that we thought were the most
qualified and those firms are bassetti
architects and dawa ibi group both of
these firms have extensive experience
doing this type of work and we believed
were the most capable firms to take this
work on as we went through the process
of making the selection we began a
process to identify what the fees would
be associated with this work and so in
the package and our recommendation is a
not to exceed amount that we've
identified
bassetti architects is the firm that
00h 05m 00s
we've connected with the work at
Roosevelt High School and now ibi group
is the firm that we be doing the work at
Franklin High School while we're still
finalizing fee negotiations we did
identify a total of five point eight
million dollars on Roosevelt for pacetti
and 6.5 million dollars for dello on me
on the Franklin projects these amounts
as indicated in the memorandum are fully
in line with our budgets for these for
these projects following a ward of these
two contracts assuming your your
approval this afternoon staff will begin
working with them on our pre design
activities specifically our master
planning work that will help frame what
the what the full scopes of these full
modernizations problem these full
modernization projects are and then they
will also be heavily engaged with our
community with our design advisory
groups with staff with building level
with community at large and will help us
put together the planning documents that
we will be returning to you with in
November actually just before
Thanksgiving and in that document will
be laying out the master planning
concept for both of these both of these
schools subsequently they'll move into
design phase and we'll come back again
several months later with our schematic
design package so we'll be keeping you
involved in the process as we as we move
as we move forward at this time I'd like
to invite any questions or comments that
you might have regarding the process
that we use or questions about the epic
yurman general tractor wheels
thank you what what do you look for when
you do up decide you have six firms what
are you do you go out and do you look at
their work do you want to look at their
work or do you look at their personality
who's easier to work with I mean wonder
well I mean it just seems like a
difficult thing to do what what are your
key areas that you looked at in order to
narrow down to thank you for the
question director Buell it's a process
that is called qualification based
selection and we look at different
factors that relate to experience that
the firm's have the approach that they
take to the work looking at the capacity
that they have to take the work on these
projects are very complicated and they
involve more than just the firm that's
identified in this award recommendation
these firms are really the lead
architects or the prime architects they
have large teams behind them in some
cases with other architect partners
engineers planners and so you're looking
at the full team in terms of what we
believe is the firms that have the
greatest qualifications fee is not a
factor that's used in selecting firms
for this type of work because of the
nature of it is really a very creative
type of a effort and so you're looking
for firms that that meet the criteria in
our solicitation in our RFP we actually
identify what criteria were looking for
and so when the firm's proposed on it
they're all proposing on the same
information in terms of what what we're
looking for what we're expecting when we
went through this process I mentioned in
my comments that all seven of these
firms were very very highly qualified
for the work so it was a difficult issue
decision coming down to the two these
two but we were very comfortable given
the team we put together that that
they're fully fully meeting our
requirements thank you
immediate contracts permits but just in
terms of at one point we were talking
about sort of an overall master planning
or discussion around high schools and in
addition to these specific design
process can you refresh my memory on
where that is or when that would when
that would happen sure our approach to
the master planning is initially for the
high schools the master planning for
these two and then for grant later we'll
connect with the follow-on design work
with them but the other high schools
that are in our in this bond for master
planning only the other six if you will
are all separate projects that will be
moving forward with at a later time okay
there isn't a plan for example to do a
single master planning effort for those
six schools instead we would look at
doing those independently okay so for
these initial meetings I mean obviously
anyone's invited to come and just
participate to see what's happening and
what how this process works but it won't
be it really will be specific to these
individual schools at this point but
then there would be an opportunity later
on as this sort of because I'm assuming
it's going to be going to be really
exciting to start simulating and
thinking for folks what could this look
like have this translate to down the
road hopefully at their own neighborhood
high school so it's just exciting to
look forward to it I I would also add
00h 10m 00s
that part of the master planning effort
involves the sequencing of the school's
over which ones would be which would be
would be start at first if you will and
then the process that we would use would
be very similar what we're doing to
franklin and roosevelt and that we would
be bringing the master plan effort
forward to you and of course that will
involve a public process to that the
master planning work at those individual
sites and then that work will inform us
for for future efforts future bombs etc
let's say just incredibly exciting if
you have the architects come in that's
when we can start the actual vision and
planning and get beyond it's been sort
of nuts and bolts so far
and this is when they're going to really
be able to help us visualize what what
our high schools can be something's
really exciting Jim can you talk a
little bit about how this connects with
Ed specs visioning piece because I know
that when I was the advisory group for
Franklin there was a concern right that
we'd build one kind of high school in
one part of town an entirely different
because that they didn't see the
connection between the processes so can
you talk about how they'll link and what
what what are some examples maybe they
might have in common right certainly you
get a great great question relative to
the work that we're doing this is all
very much about alignment and it goes
back to the the district strategic
framework for modern infrastructure it
connects to the work that was done about
a year and a half ago to update our our
district long-range facilities plan it
connects to the work that we're
currently doing on our education
specifications the work that you're
about to see here i think that the
August seventh meeting will be a summary
of the community conversations the
facility's visioning document that will
describe what what the vision is in our
in our in our classrooms in our schools
the subsequent document the phase 2
portion of that work is the actual head
spec itself which will describe
programmatically what what the high
schools configuration looks like what
the middle schools what the K eights and
the Cape 5s look like it'll be a
document that will summarize really the
physical aspects of the schools the team
that we have working on that again that
happens to be dawa ibi group unrelated
to to this recommendation but that is
working vigorously right now on the face
to effort and we're starting with the
high schools because the connection with
the ad spec for the high school
configuration the comprehensive high
school configuration will be very
important to inform the design team for
Franklin and Roosevelt so we're
anticipating we actually staff has some
initial drafts that we're looking at
that'll help frame what the scope of
that of that work will be and so as as
we continue our conversations with you I
think he'll
you'll see how that connects with these
two projects thank you okay thank you
going to move on to our second and last
item on the business agenda agenda today
which is the business agenda will now
consider the business agenda miss
Patterson are there any changes to our
business agenda yes there are on
resolution 478 for expenditure contracts
we are removing for this meeting the
alternative education contracts that are
listed after the bassetti architects
contract this is on page two and three
of your business agenda okay so that v
portland youth builders mount scott
Learning Center Nia pathfinders PCC
rosemary Anderson youth employment
Institute youth Progress Association and
open meadows great thank you do I have a
motion in a second to adopt a business
agenda
director actin smooth director
milliseconds the adoption of the
business agenda miss Patterson is there
any public comment on the agenda there
is not okay is there any board
discussion of the business agenda
tractor buell the columbia regional
program that's been this too I've got
three I've got three pages right so
that's that's part of a state of Oregon
Department of Education in here regional
program in resolution 4785 those those
those remain on the business agenda as
part of resolution 475 did somebody just
say what that is it's only 18 million
dollars i'm voting on and be nice I knew
what it was and actually I'm a mess to
an to come on up and do a brief um do
you want to come up and talk a little
bit about what columbia regional
programs are or I'll do you a brief
00h 15m 00s
statement so we problem public schools
actually serves as the coordinating body
for I think it's 27 district different
districts where we provide services for
high incident incident high needs
students for all of those districts that
we effectively serve a similar function
to an education service district it and
coordinate all of those services which
is our columbia regional programs so we
have contracts with a lot of other
districts to provide those services and
a good one for you to go actually go to
work because we it's pretty exceptional
what kind of services we provide yeah i
would recommend speaking with robbie
weber through coordinates who's the
director of those services yeah
thank you mm-hmm and our comments
questions think this agenda oh sorry
yeah direct review all right cave all
regulatory commission he's somebody
explain what we're doing there it's a
Mount Hood cable Regulatory Commission
mounted cable Regulatory Commission
provides grants to a number of different
entities and what's some of the grants
that they've provided to us have been
ones that are about enhancing our
ability to use technology in the
district and it's generally one that
requires us to do matching and their
specific so this one in particular is
benefiting Franklin and Madison and
digital transformation projects so
they're actually comprehensive but
project specific grants that are
enhancing ru student use of technology
so it's a grant program so we're
receiving dollars on us when we're
receiving dollars but we're also paying
equal amount not necessarily equal
amounts but it's one what we have to
have skin in the game in order to
receive the dollars from them but it's
basically capacity-building grants from
Mount Hood capo Regulatory Commission
they've been a big piece of our iPad
grant over at Roosevelt that's allowed
us to do the student iPad technology
rollout and this is an expansion of that
using personal digital devices they
doing so at Madison we're not going to
start giving people ipad is that a
difference
you know what so this is their
individual digital devices and actually
Melissa kimono
so for grants that we're working with
that good cable I think general really
touched on well and the three schools
that are directly impacted Roosevelt
Madison and Franklin all are a different
one to one technology rollout so
Roosevelt were completing our one to one
iPad technology rollout at Mount Hood
cable Commission helped us begin at
Madison and Franklin we're doing an 121
iPad roll out for their 9th grade this
school year and in the digital
transformation project is really working
with our online learning and how are we
expanding student access across all of
our schools but particularly within our
online learning program online money
which consists up so online learning
consists of a certified teacher who is
working with students in an online
setting so students may or may not be
within the classroom with the teacher at
that time but we devise our online
learning programs so that the teacher to
student ratio is the same that our
buildings
and they're learning online about their
learning online about various subjects
so if you have students for example we
have students who often are learning in
an alternative setting and may or may
not have expanded access to different
courses that it's more difficult to
provide with fewer number of teachers
with a smaller number of teachers the
students are accessing that we also have
the opportunity for students who are
working during the regular day and are
taking online classes later in the day
or at different times than you typically
have available for students to learn so
they take these online classes on their
iPad they can but we're not doing the
ipad rollout through this online
technology grant this is really the
digital transformation project is really
creating the structures the students so
teachers can share lesson plans with
each other so that they're able to
upload and create create lesson plans
that are engaging and interactive for
students we don't currently have
platforms that work well for that so
this that's what the digital
transformation project is a part of this
new synergy stuff it's not but it will
connect with that so part of our
commitment is some of that work around
synergy
00h 20m 00s
thank you I yes we have a question any
other questions actually I will just say
mounted cable Regulatory Commission has
done a huge they've been a great partner
in really building our technology
capacity because these are things we
would not have been able to do without a
partner helping us do that so and it is
the place that is the best use of
outside grants is building our capacity
not paying for staff to building
capacity that that leaves us with
something after the partnership is done
so that's really been the purpose of
them no question that soup again thank
you oh it's just how does this connect
up with coming tests and testing in the
labs where we closed down the labs for a
long period of time I was dying to
teaching the other day they close down
the labs for three months in their
school we talked a long time to close
down your computer lab so is this
connected is this helping or is this how
does this connect up with that because
that's a serious problem that problem
and part of the impact of having a
one-to-one system is that we can use
that technology how everyone so what we
don't want to do is be purchasing
technology for the purpose of assessing
kids online that's not why we make the
investment however if we have one-to-one
technology available it does mean that
those labs that can be used in alternate
ways who which perhaps have a different
capacities such as engineering courses
we are able to use those for those
courses and the way that the current
assessment systems are being designed
beginning with the smarter balanced
assessment they're being designed so
they can be delivered via ipad so we
should be able to use this new
technology in both ways and so our
priority number one is to use it for
learning
and then if we're able to actually have
greater access to technology during
those assessment times that's a great
benefit for us because it is a problem
so I've had people ask me this question
I make this comment dead how do we track
the iPads it kids get um so I think can
they take them home can they do with
them whatever they want yeah so we're
working on that and we I would say as a
district run a gradual release model of
figuring out how to best make sure that
the kids have access to iPads 24 hours a
day ideally we will get to the point
where I pads are treated just like
textbooks are which which is that
they're they're used as a material that
kids get at the beginning of the year
and check out for the entire year and
have freedom to bring home or back at
school we've learned a lot through the
Roosevelt rollout and working with Mount
Hood cable Commission and in analyzing
what's been successful and what hasn't
been successful so I t actually has put
in place and they did this at the
beginning at the outset of the group of
the rollout at Roosevelt but a billet e
to track who's iPad is with whom rape
which I've had is assigned to which
student and we had originally at
Roosevelt had a check-in check-out
policy which was using a great deal of
staff time to track that technology it
was a huge amount of investment of staff
to just for the check in check out of
the iPads so we've really been
evaluating that as we move forward into
the second year to figure out what will
be the best way to give students the
technology that they need and not have
staff time spent on checking out devices
but spent on learning sometimes though
what do we predict as the shelf life of
the high pants that sells for instance I
mean like a textbook about seven years
in the meat buy new ones right iPad I
you know I don't know the answer to that
that would be a great question for the
technology department I don't know if
there's someone here from IT we do know
that the technology cycles through
fairly quickly so three to four years
typical refresh for IT we have not
refreshed our technology at that rate
however as we think about textbook
adoptions in that seven-year process I I
see along with my peers in other
districts within Oregon and outside
Oregon that we are likely shifting away
from a seven-year physical textbook
adoption into a open educational
resource where we're actually honoring
the work of teachers in being able to
both access the curriculum that teachers
developed internally within a district
and externally outside of the district
which would change the way we look at
long-term purchases and look and it
would assist us in that we may be
shifting dollars from investing in
textbooks every year to looking at okay
so how do we look at IT refreshed or
one-to-one technology purchase so a
Madison High School you have a group of
00h 25m 00s
teachers who are sitting down and saying
we need these iPads yeah and they are a
body that meets regularly to assess the
technology in the school exactly and
it's and it's chosen by him that
technology is chosen by him no the
committee that's doing the assessing of
the technology is chosen well it's a
night it's the entire ninth grade
advisory team so it's including special
education as a part of
team and so that team works together
along with samba castle and patrick
allen around is the technology working
well for us which technology do we want
how do we want it to be used however
using it for kids and then whether or
not is working I went out someday to
madison high school I could sit down
with that teen theoretically and then I
would say you really wanted these iPads
and they'd say yes we really it was part
of our plan or is this something that
came from the district down to Madison I
believe that when you went out to
Madison you would find teachers that
said absolutely we're so excited to have
this okay thank you very much thankful
Thank You board will now vote on the
business agenda all in favor please
indicate by saying yes yes I'll oppose
please indicate by saying no business
agenda is approved by a vote of five to
zero a student representative Davidson
voting yes yes the next meeting in the
bars will be held Wednesday August
seventh 2013 at 5pm here in the board
auditorium the regular meeting of the
board is now adjourned
Sources
- PPS Board of Education, Archive 2013-2014, https://www.pps.net/Page/2224 (accessed: 2022-03-24T00:57:54.073648Z)
- PPS Communications, "Board of Education" (YouTube playlist), https://www.youtube.com/playlist?list=PL8CC942A46270A16E (accessed: 2023-10-10T04:10:04.879786Z)
