2021-09-15 PPS School Board Facilities and Operations Committee Meeting

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District Portland Public Schools
Date 2021-09-15
Time 16:00:00
Venue BESC Windows Room
Meeting Type committee
Directors Present missing
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Event 1: sept 15 21 Facilities and Operations Committee

00h 00m 00s
do you want a copy you are thank you for that voluminous information although there's a lot updates bac lots i'm going to kind of go through what it is because i thought that might be the most helpful yeah um since we've changed some things even for the previous four members we've been through this we've changed the formula so i don't have to follow the um not usually with a committee meeting just relax get underway all right so it looks like the first thing on the agenda is the committee work plan would you like hardcopy yes all right there you go so i'll jump in if you want yes so the work plan um this is similar to the one that we used with the when it was uh strictly a bond focused complete and so uh this document is just broken out into three sections the top part is just a draft schedule for upcoming meetings for topics that uh we think we might cover they of course removed uh but those are ones that some are time sensitive some are routine so we're just putting them on the calendar like the bac and the osm updates um and then others are just topics that we know we want to hit on so we're just sliding them into response the second part is on page two where it says unscheduled community topics those are just topics that uh either we as staff know we want to bring to the committee four have come up in previous conversations so we've added them to the list and we haven't put them on for specific dates yet but they're out there kind of in the parking lot and then just um just for information in the gray versus previous topics those were some of the topics that earlier just this calendar year we had talked about in the meeting so that's purely information so from a process standpoint what i think we're going to do unless unless we want to change it is we'll have the committee meeting uh the following week uh gary and i will meet and we'll do a deep debrief meeting and at that time we will set the schedule for the next meeting so i can let staff know and they can get to prepare for the following meeting uh but we will also take into any topics or information that's come in from amy or julia either at the meeting and i always send out an email reminder say hey you know we'll be meeting next wednesday or whatever you have suggestions let me know we'll make sure to go over them uh and then we'll set that we'll set the agenda for the following meeting and then we'll update the work plan and we'll just keep that as the secrets as we go so for today um the goal is really just to provide the work plan if there's any immediate topics that we know that we want to have having to jot them down and we could schedule them um so trying to think about how where this is best to fit in but um you know we're starting with the center for black student excellence we're starting with the public engagement process which is not really your purview you guys have on here master plan approvals um but your friends just um i guess want to want to be able to track all of that work um before it gets to a final master plan that comes to us for vetting vetting before it comes to the full board and i understand you know only only some of that work is osm work at that stage um so i think we can talk about any suggestions about other ways that it might make more sense for the board to track that process but well and that's a great one uh happy to take that down uh the intent of this could be the kind of the restructure of this is to be not just bond related but also other operations so i'm happy to work with staff we're working on the engagement for those reflections uh and do an update or maybe even periodic updates um i suppose it grows into a facility at some point so you guys i'm good with that you guys can own it um
00h 05m 00s
yeah apologies i'll run through real quick so uh jhs is jefferson high school uh and then it's the center oh i i just typed in yeah it's supposed to be that's supposed to be the center for black student excellence then cleveland heist high school and wells but yes i will swallow that one uh well i did well i mean um we can we can kind of talk about it after we see how how our presentation goes today around the bac update and the osm update and whether we want to like switch up how we receive that information because like for me and what i think about is the purview of this committee it would be really helpful to have um like a a very discreet budget dashboard so that we're we're tracking um the the budgets of our ongoing projects and that may well be embedded in you know all this information that is contained for the bac reports and all that but maybe after we go through it we can just talk about like what level of information do we want what do we want to what do we want you guys to highlight on a regular basis and just see can we land yes it's a lie yeah so gary i um one of the things that i'd be interested in sort of sooner rather than later on the work plan is an overview um of where we are um maybe it's presented in a little bit different way because we have some of the information this time but on the health and safety pieces so the 2017 bond sort of a core piece of it um was 150 million in lead radon asbestos and just giving a sense i know at one point the bond auditor was calling for the like what's happened in every school so like that we can say to the community hey four years later we've addressed all the tier one lead issues in the water or all the tier one or the elementary leather paint when issues look at this is more in terms of packages and it's hard for me to tell whether like have we have we resolve the the health and safety issue so somehow getting that captured just because we're in year five of the demand we should be able to tell the community yes we got after all those issues that we've committed to in the bond we tend to a a memo last year we got a presentation to the forum yeah we actually did a minimum presentation to i think this community lasted um there was a health and safety update that kind of brought everybody up to speed yeah they can get a refresher because yeah refresher that would be a good seat i think what we told people is in like six years the whole 150 million would be spent and that we had been really clear about our prioritization of the most critical health and safety hazards being addressed um you know as a larger board conversation gary i'd love to have um there be a recommendation to the larger board that there be some sort of community communication about what's happened i know we did a year ago a a mailer out but it was more around the modernizations and very very high level on the health and safety um i think it was a critical point for the district and it seems like we should tie it off if we're close to tying it off so the things that are on here now for the draft schedule um are these all things that osm i mean aside from updates that osm needs board approval on and is this the whole universe of things that you know right now will require board approvals uh not all or board people some are just ones that we want to make sure are
00h 10m 00s
visible yeah the board is aware of so like the scope of workloads criteria that's just identify here's the criteria that we're going to be using to prioritize the work and so we're not anticipating an approval of that we just want to be very clear this is the criteria that's being used uh master plans to our cardboard approval the gmp required as well so it's it's a mix anything that that as it comes up or at least becomes proximate that we know is going to need approval we'll put on the list it would as i said be great to be like action versus like information um you know what what's expected yeah that's good so i'm curious um about the master plans um just because we've also not only had a change in the board um but also just there's been a fair amount of time that's collapsed since we had the the conceptual master plans that came from bywells and jefferson um sort of just that very initial work that was done um that instead of like to front load some sort of brief as like you know hey the committee like the dags are starting to meet and yeah here's the inspects they're using or um just just so we know it's not the very end and then we're like hey we didn't know this you know text was gonna happen or that this was allowed or that they were over budget or you know i don't know what it is but i hate to have like the board come in after at the end and yeah so yeah definitely over here progress updates so it's not just at the very end here this or taking action on it yeah maybe just a starting point like new committee new board yep this list what about mp the mpg building uh mpg is it has an improved master plan so it's one of our modernization products so it will be in the in the regular updates okay i guess um you know since our focus here is a little broader than just um our bond bond-funded work one of the things that i would be interested in um being updated on claire is um you know later labor shortages labor pressure and innovative responses and i mean like one thing we've talked about for so many years is that old custodial review board like you know just where are we with those what have we done to address some what do we still need to do i think the custodial um review board or civil service board um would need to go probably through courtney's um intergovernmental where they would have to go to the um legislature for a statute are we working on that i not not decided not and at that point in time we were we've changed some of the admin regs to it that were that made facilitated easier like especially during the 10-day night the ability to do electronic meetings um versus um so we could do them more often to hire more custodians so we made some headway in uh improving uh the process but really the question is whether that's needed at all and that's something that we would need to probably um work through the legislative process another thing i put on here for sort of to keep in mind for regular updates is just our sustainability work so any um what are we doing to modernize our fleets aside from what we're doing in our in our modernizations and our new builds um just how what what moves are we making in alignment with our values there because that work kind of gets lost and i know before when we've had updated updates it's like oh my gosh we've done so much but we haven't had a regular flow of communication about it so i'd love to have this forum for that well and across there's a good point across also um like transportation um you know what are we doing across transportation with sustainability not just our adult sleep um so maybe it's whatever the metrics is coming out of that policy of like how are we doing against those items which are more than just the built environment yeah that put some thought out that
00h 15m 00s
might be a good way to really start as measure against what is coming through um and this are the the bond is everything from the bond going through here so it'll be tech it also include technology and curriculum yes so just along those lines this is the curriculum um it would be great to just have some sort of like here's what the plan for the year is i know there's a multi-year get everything planned but just like here's here's what's coming through the pipeline this year that's being worked on we can we can do a refresh of that we did um several months ago for both curriculum and technology uh when the previous iteration of this committee that we can do refreshing yeah curriculum so they also have materials in what we've provided and i'll kind of walk you through um what we provided to this one is a bit unusual because we have two meetings worth of materials and it's a little confusing but i'll kind of walk you through that too but while you're waiting for a presentation you can go and look at the status for curriculum we actually have a schedule in there that shows the different curriculum areas and when they anticipate implementing those areas across in the next three years i guess i would ask hi tom i guess just i would ask if um there's ever anything that um the bac raises that you think the board um should be paying a little closer attention to like in this meeting you don't have to answer now but just know that we're interested in your perspective on that and want to hear from you guys um about our own focus and how we work with you okay so um yes i don't know quite what his falls in this category but again to the fact that it's a little bit rather than just facilities also operations um i'm wondering if there are things clear sort of in your like what i'm not sure about the broader the broader universe that um instead of having things just go straight to the board um have things like get a vetting in the committee and i don't know what those would be but it just seems like it makes sometimes the the board meeting um whatever if we're being asked to ask act on some things um it makes the board meeting less bumpy if you've got if it's gone through like a committee or there's been some sort of like free discussion um well that's our general practice like it should i mean if it's coming for for a decision from the board everything should there's been a whole section of our work that hasn't been represented necessarily by a committee but certainly the like the first bond would be just thinking about um so we did that with um you know in multiple conversations with board members but certainly having issuing um pension bonds would be a great thing to bring into this committee right and right now i'm trying to think we have the southeast guiding coalition going through there's a conversation about high school um so the those are we've got the liaison for the southeast guiding coalitions i think we're covered there we have fourthly people and um i'm trying to remember a moment i know you the number there yeah and so hey there's the other yeah and um i think also michelle asked for that one too so i think there's three of you so i think we're covered there but it um but the high school in enrollment that might be something that um as we're you know working through with ford leadership on how to um work on that task that could be something that we would bring um to this committee in terms of because that falls under the operational headline for sure so maybe it's like and i don't know roseanne if you have the list of stuff that we just annually have to track and things that like we're going to vote on that this would be the natural home to be
00h 20m 00s
um i'm thinking like also anything related to harrison park so we had committed um you know some potential impact about the the the facility not the who's going there um or the construction excise tax anything related to civic uc buildings um so i don't know exactly what those things would be but i'm just thinking that instead of doing this instead of doing like it's a small group meetings having it be just a community structure did michelle have something in mind when she created facilities and operations i don't know anybody i think we just realized there was a void of some issues that um needed more of a venue for discussion before they had to come to the full board for conversation um we were dismissing a slice of facilities and operations when we were focusing on work yeah the oracle's going to come in and tell us realize i can't hear back over there [Laughter] there were a couple items like the longer sillies plan and the parks mlu that just didn't have a natural place so when when there was the turnover on the committees it was a conversation that roseanne michelle myself had like be nice that he had a natural system yeah uh and so it was we might do it and yeah in past years he had also fao's one fast so we've had a good preparation all right so benson um all the schools that are currently under construction there's there's no board action they're just they're on autopilot right well there's the dmp come through it'll come through the consent page of that but that's why we do a presentation ahead of time because it's it doesn't come up as its own do we already do uh cmdc authorization for benson we did it before the guaranteed maximum price instead you know the contract execution really built on time did we take out the that we have to approve the charter or the committee the bac committee members every year it's not every year it's when they're termed and they're us their stagger terms two year three year four year most of them and do we have anybody who's cycling not at the moment we just added four i know there's a whole host of new ones i just say if if that's something we need to do we should add plan if somebody's um if there is a schedule cycle off versus uh well we do have one we know who's saying that'll be tom i think i don't know i think tom will be our next i remember right i'm richard we're here to go though anything um i believe we're doing osm first oh yeah that was my understanding okay are you good with that i'm good i like what you have to say marina okay uh so i thought probably what might be useful um mostly this time around is just to kind of help you understand the materials that are in the packet and some of the changes that we've made um specifically to how we run our eac meetings so traditionally what we've done is we've met with the bac on a quarterly basis and all the reports that we do for the bac is what ends up in your package materials for our update we're generally just trying to refer back to the same materials um we maybe changed this uh this year because when we added the 2020 bond um
00h 25m 00s
we added so much additional scope of work that it we're already struggling to stay within a reasonable mean time um within those quarterly meetings and so we moved to doing meetings every two months with the dac and not only that we are cycling through topics if you will so we have three sets of topics and we cycle through them obviously twice a year and we have essentially broken out our modernizations into one of the meetings one meeting has a combination of the health and safety projects from 2017 and the infrastructure projects from 2020 so the facility improvements from 2020. and then the last meeting includes um primarily our educational improvements from 2020 so that's technology curriculum capacity so um what you have is two mediums worth of materials because of the timing of this particular update the change to the new board and some of those changes got a little bit of a schedule but you have materials from may of may 2021 meeting which included the health and safety and the infrastructure so 2017 of the safety 2020 infrastructure and then your materials from july of 2021 which was technology curriculum and capacity what you don't have are the materials from the modernizations update so if you were looking for those kinds of project status updates um they're not in this set but they will be in our next one because the medium we're having in um two weeks will be another modernizations update so when we go to a report the next time we'll send some times um within the materials we've also made some changes and we have tried to create materials that are easier to understand we've been working with the pac over the last several months each time we present we tweaked those materials a little bit more to try to respond to some of the questions we received at the previous meeting so um we hope we're finally getting it uh to a better place as far as we can understand the materials but the breakdown of materials essentially um you will see program status reports so these are reports that look at the program as whole they sum up all of our funding as a whole they report out on contingency for the program and just kind of give you a general sense of how much we've spent out of that particular program when we say program that program refers to a bond measure so we'll talk about the 2012 program the 2017 part of the 2012 movement those are all going to show up on the purple status report then for um each of the kind of focus areas you will see status reports for individual projects if it's the womanizations if it's health and safety or infrastructure we're gonna go by categories primarily because the projects within those categories are smaller and if we give you a status report for every one of them it'd be pages and pages of information and so you'll see for example when we come to the modernizations you'll see a beautiful two two two page status report for each project on the modernization but for health and safety for example in your pockets today you'll see that there is um an update on for just an example the asbestos um category and it'll show all of the asbestos projects it'll also show you which ones are completed and i'll give you the budgets for each of them where we'll fill in the schedule all that information should be in that same fundamental steps report um in addition to those kinds of materials we also are still providing the um health and safety funding allocation report that's kind of a it's a big name but it's essentially takes all of the projects that are within the health and safety um set aside from 2017. it shows you everything that's within our e-builder system how we track projects in the e-builder by category so you can go and see where we are within each category as a sum as far as how much is spent which is incumbent and how much we left to spend so that is at this point i think it's three or four pages because we keep adding projects to it but it is a good way to kind of look at it by category and say oh i can see that they've spent um all of their security funds for example
00h 30m 00s
but there's still quite a bit left to spend in the land paint category so if you're looking for just a quick update on safety in particular that's a good report to go to did we while you're there did we get a jump on anything when our buildings are empty are we ahead of schedule in any categories you know i that's a that's actually kind of a hard one to answer because i'm not sure what a head of schedule would look like and it would be much contract anything um earlier than we had anticipated yes but which is to say that while we were able to get into buildings that were emptier were not necessarily attitude but out to you because of course we did still have activities incurring staff in those buildings we then had delays related to the tendon right so while we may have had some days for getting it in sooner we had losses from not being able to get the materials that we needed or not being able to get labeled for lots of reasons i was going to talk about that a little bit too as we go um further um so the last thing that you'll see in um the reports typical reports are a performance audit tracker so with every vac meeting we provide a report of where we are with performance audits to date if we have closed out a an annual audit as in we've completed all of the fundings you will no longer see that in target but all of the information from the audit reports is on the website it's in fact on the audit section of the people's website um where you can find everything very laid out and you can track against all the different annual audits and what findings we've completed for each insides but the tracker is part of what provides that information it tells you um what we're working on what we've completed since the last time we before we went and um what remains to be completed so you'll see that um with every one of these materials so it's a lot of information um it's a lot of information per meeting and because you got two meetings worth pages and pages of great information to go through we also have a really good website with a lot of web pages that have information as well and we do have a map an interactive map on the main web page for the bond program that does allow you to go to each school and identify which projects have been heated for that school and so um we encourage anyone to if they want their school to go there and look at it and see what we've actually completed we are in the process of updating all the things that we could see in the summer summers of course in the business community um and so we were currently working on completing updates for all of us from this year as well last night you were interested in that um estimating contract so it's just it's kind of interesting context generally to look at this program administration report in here in contingency where did you say that was on it should be on the um i call it the splash page but it's our first page of the following program let me tell you i see that there's like two forms of accountability to the community it's one like how the dollars are spent which i think these do a really good job of like summarizing that but then it's like so what do what does it mean like what's the yeah is all the lead in the water out of the tsi and ucsi schools if you go to the main bond webpage and you look over in this far right area this is actually the interactive map so just click on this okay and you'll you'll get to the the gis itself it was that's a response to the audit that's that's actually part of the response to the audit um we are also um providing the status reports that are for example that lay out the categories for health and safety in addition to providing all of the bac materials
00h 35m 00s
on the bac portion of our web pages we're actually taking those individual status reports and posting them to the individual pages for those categories so if we have a web page for asbestos we're going to post the most recent asbestos status report that went to the bac on that page as well so we'll be a link to that too to try and provide the most up-to-date information easily found uh so um any questions about the materials i was looking through it um i love the you know check mark on where you are in progress but the equity one was blank a lot of times is that because there wasn't a baseline or it's not been a gold set so that yeah actually i probably um i could have mentioned that it's we we have not broken out our equity information to such fine detail in the past in the process of doing that this year as we were kind of going through and saying okay now we've got to break these down detailed for health and safety in particular we've always done it for our modernizations but for open safety um it's a little more challenging to do because the data is tracked by contract and so we have to do essentially we have to manually enter in a project name to each contract within the software that's maintaining that data and we found a lot of project names entered in previously so they just said public safety or 2017 program in order to like split out all of the information category we had to go create new categories in the software assign new project names to all the different projects and there were well over the house projects it just took us too much time to get to it before we did the report out for the health and safety meeting in may we do have that information now we've gone through the software so the next time you report out we will be able to report out and hold the safety but you will see it from the modernizations um you just won't see it yet for in those materials and safety and infrastructure um and technology and curriculum are not um tracked in the same way unless they do virtual construction so those contracts are not always attractive equity data because they don't hold it in the same rooms yeah it's a complicated answer but it is more information but i'm concerned that we have just equity and there's a blank so i wonder if there's some way you can put a asterisk and then explain something why why it's just blank or you know to be to be filled in or you know what whatever the answer is versus certainly yeah before we post information on the web is that the concern the next time we report out on those you will see everyday okay yeah and also coming soon yes yeah not this meeting but the meeting in november also we're going to have a lot of information and commentary on that in our performance audit because it was one of the specific areas that we asked them to look at see that our next week um yes they were not looking necessarily at um the performance of individual components of the program they were looking at how we address business equity right okay but there will be more information coming from health and safety and um infrastructure just it wasn't in that particular how are we doing generally in terms of um are we putting out contracts that are not getting responses or how are we matching up with the our projects with the labor market right now especially our smaller project uh in terms of like are we getting bids in um we're having some challenges so this is probably a good time i can just go ahead and talk about that a little bit because it was something that i wanted to to talk through um we are seeing some substantial um what what a lot of folks are calling market distortion due to the pandemic um significantly worse than what we saw
00h 40m 00s
at the start so we went from market volatility to market distortion it is now i'm just my mind is just going to like okay what's going to be next right yeah market inversion we have seen we are we were already having some challenges with um delays and materials so what we call supply chain issues um we've seen materials are significantly delayed but it's very hard to predict which materials will be delayed um because it depends on very specific things so some things are fine other things are terrible we've been unable to get materials which is to say they might be available at some point well past the completion of their project so we've had to go back into designer we have had to substitute other materials in because we simply can't get things um for projects that are under construction so that's a challenge um we've seen cost escalation in its materials so that's kind of you know we see the the schedule impact from the delays not being able to fund things but then we also see the cost impacts because materials are insurance only what you want so market does what it does um we've also seen labor shortages and the labor shortages um i think we're still kind of trying to understand what is driving those labor shortages specifically but the reality is just that it's affecting us that means that we can't always get the crews that we need or the amount of people that we need to do work within a certain timeline and then following up on that possible escalation again because we're limited in our labor so um the vaccination requirement for contractors within schools we anticipate um will have some impacts for us we're still trying to figure out what these impacts are going to be and just because that is a rapidly changing situation we do have some contractors that um will not meet a requirement to be vaccinated and therefore will have to do work that is not real students or during non-student hours that pushes contractors into mini shift makeshift is a premium so again we have awesome products it also means that if they are trying to staff their crews with fully vaccinated members then they no longer have access to as many people and they're having to move people around recruited grew so we could end up seeing delays as a schedule impact as well and we're seeing some of that in real time um but it's we're just really starting to see it so we are expecting to put together just kind of and this and these things that we can share because we do see some pieces we're seeing them now we've seen them in the summer and this is um we have to look at on a project by project basis so every project has contingency built into it um but the program of course also has programming contingency but those amounts can vary depending which one measure laser which program um and they can vary so yeah if on each project and what we're seeing that's that's really hard to quantify so and upon let's say it's a larger contractor or subcontractor they know that they're happening now they're having some supply issues right something materials might be delayed before they might not be not they might not know when that's resolved they're never having labor issues and they're experiencing that now and now if we're asking them okay give me a price that you're not going to start working you're not buying materials to them that it's risk yeah and so they can't qualify they can't quantify it so how do they cover risk they increase costs even more and so that's why so much of this is really hard to say well this situation here is going to be this in the future it's a big challenge so it's just that's you know risk is really the way the terms that they use and what they used when they so that can impact different projects in
00h 45m 00s
different ways depending on where they are within your project um for our projects that are already under construction lincoln as we said bought out most of their their contracts if you will they do have another phase coming and so there's you will see the volatility primarily in things like changers so if we need to add scope for some reason which let's go it can be small it can be big if we add it we're subject to market volatility yeah right the more of what we see there are the delays causing issues so delays and materials are more likely to be a factor flavor surely just and we're talking about um something like benson will negotiate with for me um we're having some pretty um significant conversations about the risk and that is showing so um yeah and just even philosophically about shared risk by you know category or something i mean it changes the whole conversation around the gmp if um you know if you really if all your traditional estimating methodologies are not very reliable like you've assumed that they have been you know so who who bears that risk it's kind of interesting um i mean i think the good news of course is kellogg has opened so we've got dates um i'll give you the bad news we're going to see good stuff um cog has opened successfully we had a grand opening um on the 28th it was uh it was a it was wonderful the franklin band was really um enthusiastic and on point um i think uh you were their director john stem and people appreciate that beautiful building um we are under budget for kellogg we anticipate returning some funds to the program from kellogg we're still kind of figuring out what exactly that is um we won't say probably definitively for another taste which is awesome um mcdaniel has opened up i mean gary i would say from 2017 you know we they completely changed their planning in terms of project and program contingencies um because we were beginning to see this market relativity and this construction escalation and so to get to the end of such a significant project like that and just have contingency funds that you can return back to the program it's pretty awesome so with daniel the grand opening is going to be coming up this saturday at 11. love to see as many people as possible um super excited for the ceremony we do understand that there's a possibility of rain and we're making plans for that too um the budget for mcdaniel uh we had said right from the start of the pandemic that um we were going to partner with our contractors to pay for cogan-related impacts and we were going to be very upfront about doing that and saying that so that we could move forward as quickly as possible and not be hungry in arguing over who paid for what so um we're very proactive in reaching out to all of our contractors and with um with mcdaniel we've seen some of the i think bigger impacts from co-vibrated costs um we anticipated right from the start that if the projects could cover those within their contingency they would however within the program contingency for 2017 i was identifying funding to fill in as needed for projects and community coverage are you seeing some subjectivity there and interpretation of what are the covenant-related costs we actually went and sat down with them and talked through all of the different items that would be um considered improvement-related cost and so we've been very both cautious and thoughtful about what those thoughts are and the process that we have laid out essentially trues up every month so that we're not having disagreements later on um once they true up they've signed up for that
00h 50m 00s
so with uh mcdaniel we did transfer some program funding into the project um as a as a precautionary measure we don't think they're going to need all of it they're still working through all of their copic calls from the most recent kind of push of construction prior to the start of school um and we expect to get some of that back but we did transfer in two million pollution for them to help cover some of this money calls make sure that you have the money there at the time making you know rapid payments when we have um construction contractor applications for payment we're on a time willing to pay those off quickly and so we want to make sure that we have the funding available to to make those payments and you know we can kind of address it from the far end later on just so we don't keep contractors waiting for money so each project has an assignment budget that they need to stay within the program has funding outside of those projects and typically um it it happens in different ways for different types of projects different modernizations that project budget is usually set as part of the monster family process so project b imagers placed online for us so here's the um the excess of mcdaniel did we what are we doing about are we setting aside any contingency depending on what happens with the construction of the commercial activity tax that's actually out of program as well okay yeah um and then the other question um sort of just a longer term question so we have two schools that just got completed um we have final class for those i'd be interested to see sort of what the cost per square foot was and then how that compares with um just other regional builds um and i know this was a huge issue about like how can we have the most expensive high school about to be built in state history um and some other pretty expensive ones and so it seems like it would be good to just as we're starting to now get something to do projects do some look backs and if other school districts are completing projects at a much lower cost um or even have a lower cost what what lessons can we move on or take away and it may be just like that's the expected maybe a different interface but it would be good to know versus i mean i do hear occasionally from community members about like why you guys are like over designing or you know just a variety of whatever people's opinion are driving by the school who may be in construction or design um lincoln on schedule on budget moving forward looking good looking good not much to share feel free to drive by they've been uh putting up their their envelope their skin oh my god i got caught in the one-way traffic the other day i couldn't get to where i was going okay don't drive fine it gives you that bermuda triangle we do it if you don't want to get caught in the one-way traffic we do update our web pages pretty frequently with photos as well so that might be a good way to do it remotely and then first we'll have updates that are being seen in next week uh not two weeks from now um on the modernizations including photos lincoln um we did with our 2017 um health and safety projects we did have some projects that we either rescheduled um from this summer to next summer or we broke it into phases and pushed a phase to next summer and that was partially due to the
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the bidding climate in some cases um and partially due to material delays so we had some significant material delays that would not allow us to project this summer before kids had to be back in schools and the solution to that was to break into phases so that we could complete enough to to have a functional school and then be able to complete the test that's particularly true for roofing projects for example where we'll do full sections of roof we may not have been able to get to the entire roof so questions um on the 2020 materials just a couple things um for 2020 um you'll see if you look at the program status reports we're about one percent spent that's actually quite a bit of money but it seems like not very much um but i'd like to say it is primarily technology and curriculum and one of the things that it's easy to buy that stuff a lot easier than it is we've had less contracts go through for technology but higher dollar amounts so i think we're between actual spent and what's encumbered with contracts for somewhere around 27 million it's a good chunk of funding for curriculum it's it's a little bit closer to eat at least it was out of the report out in july and as of today we have 51 contracts either in place of processing and that is primarily within june july and august so we have been rapidly putting contracts in place from curriculum to allow them to get materials in place for the school year um very specifically to not just get materials but translate those as well um we are also moving forward with uh assessments of roofs mechanical systems um ada and learning environments so that we can start to move actual projects for that one one of the things that's in your materials was the draft work plan for the year four performance audit so you'll be able to see what was in there and what is coming up for this um this year's audit um that work should be starting field work should be starting i believe next month we have something on the on the agenda i don't think it's specifically yet but we're looking to schedule the report out of last year's audit you are also on the audit committee that we could get the third product committee member maybe they come to this meeting and then we can invite our dac members auditors an mpg i don't know i should ask an hour i say ask away okay yeah this is like super small but i know we made a five million dollar investment in sort of moving cte related um they're setting up a three-year cte sort of um workshop or what you want to call it out at marshall for the benson students when i was over at kenton the other day like their cte that had their culinary class was like a microwave in a classroom um and a hot plate and i'm wondering just in this sense of those students um what if we spent we're spending five million dollars in bond funds for some temporary cte for [Music] uh like seven million isn't it okay unfortunately the the culinary cde partner was not in place at the time that we were doing all of them it was not that program was not in place at the time we were doing legitimately designing for kenton so it was not designed when we found out about it we spent a lot of time trying to figure out where
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it could go but the challenges of putting a whole culinary building into a facility in a very short time is um it couldn't happen they are working with the um the fan side of pbs to get a project in place but it it wasn't something that you could do basically when you guys are pretty strict about uh using those five dollars only for replacement we've had some discussions along those lines before replacing what functions were lost by this placement it came in i think it will all say i think it came to the bond team of like well that the program wants to put into the culinary space it just wasn't enough time to get ready for fall so they are working with the facilities project management department and i know that you have some funds i'm not talking about exactly how much money they need so they're working to see it was just kind of sad because it was like okay a microwave in a hotblade seems like not a we did a lot of analysis and we actually worked with our our design team to to try to identify where they could go within the kids in the spaces um i think we were able to come over the place i think that our kitchen designer um on our team has been helping with doing something together but i mean everything else about everything else about the school is great and they were very initiative it's just uh since it's a three-year strategy it seems like a long time to have sort of a nature so i'm glad to hear that and i know they've got they have significant dollars cte for the program so i'll check in and do this other questions turning over to tom the two his report that he's patiently waiting to do um this is maybe not a question about the bond but the um i guess what is happening with harrison park um this is happening as far as the project's going forward we have the don't it's like no wonder that school is full because everybody wants to go there it's great and i'm like hey how about harrison park lane would be another even though it's not one that's changing it's um it's really i believe that harrison park and lane both have that same tension with a brand new color yeah it's competing i mean it's and the unbound and boundary changes and their movement is defining it's already there forward it's already slow we got some good data analysis from a community member uh recently it would be great are we doing anything like talking to i just i'm curious if we're talking to the school communities like actually i do need to defer to the facilities team because they have been leading the project comparison part but i'm just mentioning it be kept tied to the boundary work it is on both schools not just one and and i know that harrison park was specifically because they're changing from decades to middle school that we're having making sure that we have all the middle school appropriate for space and stem yeah i'll check in with them i know they've worked with school here's some parking i remember this right because he was in middle school so as far as the requirements i think a lot of them were already there and so they've been working directly with the administration team out there to identify what that scope of work is that is not bond funded of course so the available funds are more limited than when you do a modern donation but why don't i check in and just it was a much debated um point it was five to ten million dollars i think it was ten million dollars there was a bond component for enrollment um capacity issues and this boundary and harrison park was intended to have a conversation it's not part of our i think it will be part of capacity but we moved it forward so that it can move forward typically what we've been doing in the same way that we did with children that fam is kind enough to kind of move it forward and start the process and
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then as we get the funds in place it's taking so long to get our 2020 stuff in place it was specifically called out just because it's like we knew we was going to be converting and so what do we need to do to make it uh appropriate and attractive yeah and i don't um i could probably try to pull in the details of what was happening there but i don't have them like because we have not taken over yet we can get that i know he's got manager however any questions look for the next set of information about all of our budgets and modernization projects you're on tom okay well first of all i apologize for not being there i would much prefer to meet in person but unfortunately i have a conflict this evening right after the meeting so i asked if i could do this virtual um so as marina laid out where we have um besides a almost brand new committee except for me we also have changed the format of the meetings and the frequency of the meetings given the size of the programs have grown so so large it's just hard to cover everything in the time that we had and as well as the amount of detail that we used to go through we didn't we just really didn't have time to do that so we're we're adjusting to this new approach and i think overall it's been pretty good i think some of us uh what i'll call seasoned members uh those of us that are retired and had managed programs like this we're struggling a little bit with a level of detail some of us might want a little more uh detail but aside from that i think it's going uh the new format is going uh pretty well i also want to mention to your comment earlier amy about um [Music] policy issues uh one of the first things that um came to light when kenichi and i met with marina for the first time um to discuss of the the agenda was an issue she was concerned about called work for or workplace culture uh and apparently um i've been out of it for a few years so i i wasn't familiar with this but apparently there's been a lot of effort to make sure the construction sites are are safe and there's not uh racial biases or all kinds of other things that can happen and uh marina mentioned well we don't really have a policy for that so it kind of raised a flag for me early on and i was thinking well there might be a number of things i remember early on when i was first involved there were questions i had regarding sustainability seismic and at the time the district didn't have policies so we would be you know approached at meetings how are we addressing this but we didn't really have a policy you know now some of that has evolved over time but regardless i thought it would be useful just to get a sense of what potential policy issues might come in front of the bac that that the board will need to act on because obviously not under our purview and so i do have a few of those if you want i can can mention some of them have been addressed since we put this list together um but for sure when we come across these uh issues and uh you know like i mentioned uh we sure will want to bring bring those forward to you so the board can uh can act on them so that district the osm staff have some guidance in i might add this was a challenge i had at the port as well um or we didn't have policies and a lot of things in our projects
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and then i knew from experience that they would come up over the course of a project and we try to get our our management team to develop project policies and it was a const struggle so i can appreciate kind of the challenges uh so um specific to the uh our last two meetings um the one thing i want to also mention is i do appreciate this modern technology i wasn't unable to attend the bay uh 26 meeting but was able to watch the entire meeting after i got back from vacation so even though i wasn't there i was i was able to to hear all the comments and and so help put put this report together uh as as marina mentioned we were primarily focusing on the infrastructure and health and safety and uh there was a lot of material to cover but there weren't really any big um big issues uh that came out of the bac specific to those most of the projects are are tracking well the water quality program is under budget which is great and so all in all it's it's going pretty well the comment about [Music] how are we doing towards achieving the goals is a good call out and i think that might be something uh to refresh the benefit are we for the benefit of the bac particularly a lot of the newer members who um weren't around when the health and safety program was first enacted i think that might be a good a good thing to add the next time we give an update on the health and safety programs but all in all i think the the general consensus was it's it's going pretty well um we did get an update on the performance audit it's in progress so i'll be looking forward to seeing what comes out of that we were a little more involved with the previous audits but i think given the kind of the new approach we're going to be we'll just get briefed on the audits when you do um on the july 28th meeting um again we we looked at the technology and curriculum which were you know new areas for this group not areas that many of us had much experience or background in um but um they uh you know we we got an update as to how they were approaching these i think osm had developed a really nice report uh on the technology side in particular that kind of shows how the funding work program works and how to track these these various elements of technology i think there were some [Music] some issues that came up regarding the legal compensat compensability of the some of the curriculum which they are working through um and which i i had a feeling might be a challenge because i wasn't really sure how a curriculum worked into a bond program so we're getting educated here i think there was one concern that came up regarding the technology and that is how do you deal with social equity goals uh in your technology work and technology contracts i remember this was a challenge at the port uh you know we had all these all these efforts and programs that we were we did for capital improvement programs and yet the technology side didn't seem to be um required to comply with those now i understand it's a different kind of work uh but nonetheless it still raises a question is there a social equity issues with technology programs and are there opportunities for the district to improve in those and i think that's that's one where we're kind of interested to see what comes and how that might play out in the future uh we also got a presentation on the business equity which i've actually had seen it before at one of the sibc meetings and uh was really well done i think the overall feedback i got was the district is doing a really good job overall we're having some challenges
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mcdaniel being one in particular hard bid work is tough to hit aspirational goals but regardless the district is doing a lot of good things what was really a note was the number of actual contracts the district had with small emerging businesses uh was was really impressive um and so part of the question that com comes is are there other ways we should be measuring our success as opposed to just how much are we spending uh maybe there's other metrics that we should be looking at that come out that talk about how many contracts have gone on and instead of percentage of dollars but about percentage of contracts uh yeah oh i'm sorry i didn't mean to interrupt you that's okay i just want to stop on that note because this is something that we've talked about a lot and um you said that there's an impressive number of contracts yes finish and we can follow up at the end but i didn't want to miss the moment um one of the things we've talked about is how can we um create opportunities for smaller contracts within all of this work um unbundle things so that the universe of potential contractors and specifically um minority small business women and small business contractors is greater more people are able to apply um and so i would like an update i'd like to be talk about you know are we doing that have we made progress in that respect in terms of just how we think about how we're putting things out to bid yeah and i think that's been a general theme from the bac as well we seem to be focused on that on that topic as well and our what what i was just alluding to was report though um i think was very useful particularly for some of the newer members uh and then helping them understand the challenges but also understand all the good work that the district is doing to try to achieve those goals um and we'll continue to to make that a focus as well i think the upcoming audit also is going to be focused on that as well so it'll be interesting to see what comes out of this audit [Music] as well so but definitely a focus for the group um i think the there's a couple of comments that i made that marina kind of clarified for me uh that i just wanted to make sure you're aware of i i kind of alluded to in the health and safety program there was a 28 million of unallocated balance and um the actual actually it's 26 million and it had never been allocated from the onset it was something that they were kind of waiting to see how this played out before they then go went in and allocated um and then there was a i think about a two million dollar savings from the um the uh the water quality drinking water quality improvement program so i just wanted to clarify that i also made a comment in the report about our charter and for some reason we were not aware that the charter had been approved in may so we do now have it and uh i suspect there will be some comments from some of the bac members at our next meeting this topic did come up when we did our off-site back in january but we didn't have the updated charter now and some of us are struggling a little bit with what is expected of us but but at the same time the amount of information we get isn't maybe enough to meet uh what we think our expectations are i know that's that's been repeated a few times for some of the some of the members so that scenario we'll continue to kind of uh figure out and focus on it as well i also wanted to thank mourinho for setting up a tour of kellogg for us it was a great uh not very many of us made it but those of us they did were really impressed uh congratulations really well done beautiful beautiful facility um as well rally your members to come to mcdaniel on saturday you know i was planning on it and i'm gonna be gone so i'm gonna miss it but i understand
01h 20m 00s
our next meeting hopefully will be uh in person at mcdaniel and so we'll actually get the tour of the school then uh in a couple weeks and i'm anxious to see it as well because i've toured a couple times once before we started construction and once midway and so it'll be really fun to see the finished product um i'm sure we'll have lots of questions about daniel given some of the challenges that they've incurred with uh with that project small business was uh a challenge and then the culvert issues will be a big focus at our next meeting um and that's really about all i have to offer uh if there's any other questions of the bac or um i'd be happy to answer them so that's my report can i ask a question okay at the very beginning you mentioned policies oh yeah did you have a list i do i'm sorry i didn't give them to you uh so yeah here they are the chair of the policy committee so i'm wondering if there's something that you need to do yeah well and and some of these are i would say potential policy issues we haven't really come across a specific issue yet but they were they were lists that came uh about from me asking various members about concerns or issues that or what their focus would be and if you if you have a list you can also send yeah i'll just send you this list if that'd be easier but i'll just tell you real quickly what they are so the first one is this worksite culture issue there was 80 in accessibility design standards and programs obviously this came from angela which is her focus uh more to come on that i i don't i'm not sure we as a vac fully appreciate or understand what she's what she's looking for um the resiliency design standards and natural disasters i think that's been addressed with some of the newer projects so for example the the new high schools the gyms have been designed to withstand an earthquake so they could be places for shelter but there might be some other natural disasters uh that maybe we haven't thought about that that we don't have policies for how they affect the design of the buildings there may be some design standards in light of the pandemic uh hvac for example comes to mind uh that we may want to think about i don't know uh energy cons conservation state sustainable design center standards life cycle cost analysis those are all things that have always been near and dear to my heart being a former electrical engineer and i know you are working on some sustainability policies and so i'm hoping that once those are developed we can see those at the bac as well so we kind of understand where the board's coming from as as these policies are being developed so that we then can be looking out for them uh from the bac's perspective yeah so tom um it'd be great to get that list i think some of them um most of them probably wouldn't fall into what we call the capital p policies yeah like our policy mails but they probably reside somewhere else um more in the uh standards or for our inspects but they're great questions to get before us and on the sustainability uh maybe uh we can send you the current draft we have because the committee is getting ready to send it out for public comments so if you want to take a look at the draft um and on the front end um giving us feedback that would be great okay yeah we're happy to do that um tom i just want to comment on that the notion of you know how do we get at work site culture yeah claire this is something that we've talked about a lot and how do we make sure that our work sites and in particular our massive investments um are are reflecting our resj values because quite frankly we had feedback from some in the community and some who've worked on our projects that that they don't always reflect what our values are and our values have come into question and so um it's
01h 25m 00s
i i absolutely believe that there's a sincerity in in the dressiness and that there's been some some work that's gone on since we really tried to elevate this about a year ago but it's kind of hard to figure out like where does that live and how do we know when we're making progress in that respect and one of the things i'm interested in is not just looking at business equity in terms of a dashboard of how many contracts went to these contractors and what was the dollar value but what are we really doing to nurture the development and growth of these contractors in our community how are we using our economic muscle to really nurture that and you know support and and has been a leader in some ways in terms of really um having some innovative ways to work side by side with contractors who maybe are getting their first opportunity at a certain size job so that they can continue to grow their business um other public entities and our community have been recognized for that and frankly we're not a leader we're not we're not perceived as a leader in our community in that way so um i would i i don't necessarily have any suggestions about how we should advance or track these issues but um we need to and we need to have we need to have some concrete ways to communicate with the public and with the construction and design community about how important it is to us and and what we're doing and and part of this in my mind is just an on-ramp to looking at um these big contracts coming up for the center for black student excellence in jefferson high school which we we want all of our big projects to have significant participation by mw esp businesses but especially those and so um i i'm just i would like to keep this conversation going about uh what are we doing what what more do we need to do if we set our goal of actually being the regional leader as a public entity in our community in this respect what's the dis what's the delta between now and then uh so so there are a couple of actions that are happening in internally with staff and just um one is um the we do have the performance auditors for the bond program actually auditing for for best practices for in this specific um area and so we are expecting an audit report um october next month yeah okay um but then we will take the um what we learned from that on audit and then we're also looking to contract with um some of our um local portland area minority um contractor associations right um it it needs to there needs to be a informal procurement process um because of the size of the contract but we're currently working on a um [Music] at the scope of work for that and getting it out to some of our local um associations that specialize in this work to help us um take the results of the uh performance audit and put it into action that's great okay so so there's has been work being done and i know it feels like it's slow but it is definitely impressive okay so can you guys um remember to keep us here updated on that like i'd love to see that scope work and let us know when the contract gets and we'll just kind of keep tracking it after that we know around how that contract will be done um probably this it'll be done this falls but in place this fall but we need to finish the get the audit results first but there's actually multiple scopes of work and helping us look at improving our practicing process next two months um i would hope in the next probably two months that we have a contractor and um where we've completed the procurement process um so but it and then there's different phases of work that we're looking at for the so we'll bring more when we have a more fleshed out for you um so you guys can see it so i hesitate to bring a specific timeline right now
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um but i want you to understand that we are working on this um and it's tied to the performance audit that we're just completing okay great all right more questions just wanted one more thing i really want to express my appreciation for all the great work that uh osm uh staff have been doing particularly uh given the challenges of the pandemic so um uh it i can't imagine how difficult it's been this last year for them but uh they've still been able to deliver so even though maybe some some areas some results aren't maybe what we'd like but when you take a step back and look at what they've accomplished they've really done a great job in my opinion and so they really should be commended for all their good work um so that's all thanks pretty great feeling to walk into our new building it's pretty amazing sure is good dinner all right do you have any comments let me sign up for john thanks tom thank you thank you will you make sure you spell that list i will great thank you yep all right thanks everyone


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