001probably still a little tired. Um, so this public meeting of the board of education's facilities improvement and oversight committee for May 27th, 2026 is called to order. Good afternoon and welcome. Thank you all for being here. Um, today's meeting will cover um the pool RFP process, a new process that we're using for bond procurement. uh the timeline for athletic facility master planning process uh processes, the athletics swing site plan, um an update on the implementation of the bond audit recommendations, and a review of revisions to the bond accountability committee charter. Um so, uh director pass and Chase Miller were unable to make this time today, but since we are not voting on anything, um we're going to go ahead and move forward with the meeting. I look a little lonely up here. I am glad
002we did with all of you around. No. >> And uh and they will be catching up um uh on uh with uh [clears throat] our YouTube channel for those who are interested. So um so I'm Virginia. Um do we do we want to go around? >> Do you know? >> I think we all we all know each other. >> I don't know if you know Paul. >> We met once. >> I think we Yes. One board meeting. >> It's really nice to see you again. >> Great to see you too. >> I have everybody else [laughter] here. So I'm good. >> Okay. >> Uh jumping if you guys are. I don't think we have public comment. Right. >> We do. We have one. >> Oh, we do. We got Okay. Right up and she's virtual.
003Um, so we do have public comment. Um, so for our person online, um, please make sure when you begin your comments that you clearly state your name and spell your last name. You'll have two minutes to speak. And we ask that once you hear the sound of the alarm go off, please wrap up your comments. Hi. I got to make up. >> Hi. Can you hear me? >> Yes. Yes. Hi, Lisa. >> Good. Good evening, guys. Sorry, I I lost you guys for a second. Um, thank you all for for um letting me speak, but um my name is Lisa Jackson. Spotted could do community advocacy. I really wish I could have joined you guys in person, but anyway, I just I just wanted to address something. Uh, thank you guys for everything you all
004are doing for the sports and everything, but uh, that's not why I'm really here to speak because I wanted to just address everyone here and I wish the other two were here for facilities um, besides just you, Virginia, because I want a question on who do I speak to about a home for Indian education and why they weren't implemented in the the redoing of Jefferson. um we don't have a home and so we could be happy with all of this stuff, but all of these tough conversations need to happen because that does affect our community. And um I've been waiting to address it and so I'm just like I'm here and I am addressing it because Indian education isn't in the remodel of Jefferson. Um that once again shows that we're just pushed to the
005side. So, I'm grateful to finally bring this to someone's attention in a different way instead of, you know, negative. Um, but I I just wanted to bring that to the table some way somehow. Um, I addressed a few board members last night on it and I think the community, whether it's Indian education or NA or whoever, but me as a parent, um, I I am I would love to just ask those questions. I don't know where to go on it. Um, but that's a big topic because we were denied a center. Then we were pushed out of Jeff. Um, so that's conversations that need to be happening when you guys are talking about facilities and stuff as well because um, in spring of 2024, you know, the commitment to [clears throat] the commitment to remain
006contracted with PPS departments across Portland public school districts and Indian needs a home. Um, so I think that needs to just get brought up. So I I just wanted to come bring it to your facilities and I wish the other two were there. Um, because Deepass has been here. So I think she just needs to answer a few questions. Um, this isn't something that just started, you know. So, but thank you all. >> Thanks, Lisa. You know, um, I did know about this and I didn't realize that it wasn't included in the Jefferson plan. So, I really appreciate you bringing this up and it's certainly something that we can start to um add to the agenda for this committee and um see what we can do. >> Thank you guys so much. I mean, sorry
007for just speaking out, but I do appreciate it because it's just time for change. Um they should have a home. >> So, thank you guys for all your hard work and dedication and I know you're doing the best you guys can do and I appreciate it. I'm just here to support and but also I be a voice for our our community because um there there's really no one else. I noticed that. So I don't mind just trying to make that connection of broken promises and um whatever whatever happened before I got here. [laughter] Um but thank you guys. >> Lisa Oh, >> sorry. Go ahead, John. >> Um I saw you talking to Marvin John Franco. Um, do we have your contact information? >> Yes, we do. >> Yes. >> Okay. So, I I'm I
008am hearing that we do have your contact information. So, we'll follow up um with points of for you uh because it's >> I just I'm kind of getting teeyed right now because I I just want you guys to know that I put a lot of dedication and time in the last four years in the school system. That's why I kind of got a little teareyed last night cuz um that was a lot of time for my kid though. That's why I'm letting you guys know my my kids in your school system and a lot of this affects her, too. So, that's why I'm so eager to just help. I don't want to fight with you guys. I don't want to do none of that. I just I the the community is oppressed and they they
009need some support. So, I I'm just here to really offer my my support for you guys. So, um yeah, that's that's all. >> Thank you, Lisa. We'll definitely follow up. >> All right. Thank you guys so much. >> Okay. So, um I guess we'll go ahead and move through the presentation. Um who wants to kick it off? >> I'll I'll start. I think Rosanne is running the deck. I think Okay. Yeah, happy to kick this off. As director Lefor uh briefly touched on at the beginning, we have um really four agenda topics today. So, we have Paul Williams here who's from our purchasing contracting department. uh he's going to talk about our RP pool process. Uh Joanna Evson, who's one of our senior directors in RISE, is going to talk through some of the [music]
010schedule pieces uh for um athletics facility upgrades. Uh we have Diala Lewis is here who is one of our assistant directors for athletics and he's going to talk about um what I'm doing with our athletics programs for the spaces. And then Sarah Norman is also uh online um who can talk through um the bond uh updates. And we also we know the the BAC charter is also a piece you talk about as well. Um Miss Liz Large can help with that level of conversation and Sarah as well. So I'm just going to go ahead and we'll start off with Paul and the uh pool RFP process. So I'm going to run through these slides relatively quickly um director Lefort because I think the slides kind of speak to themsel and I know that you had
011a lot of questions regarding the process which I think is more valuable to go through the questions than just the slide deck. So um the the explanation of the owner provided service pools it's not a new process but it's also not a common process for PPS is the best way we've done multi-awward things uh in the past as recently as seismic design and roof design recently in the last 12 months or so um pools of this size and this quantity are different for us. So it was a a different strategy than we have done in the past. Um, next slide. So, the cost of operational benefits, uh, the best way I can describe this is really on that first slide, the faster procurement piece. Um, it is if we think about roof design, and I
012know there's lots of different pools here, but I just I want to focus on one example. A roof design. If we do 20 roofs within a couple year period, that is in theory 20 separate RFPs. So 20 separate solicitations which take time and effort from not only district staff but proposers generally with our solicitations. It's the same proposers over and over and over putting the same deck together and the same proposals together. Um obviously with the budget cuts and the staffing reductions, we went from 11 in our department down to eight. So it's less hands that we have just speaking immediately to my team, not even talking about the RISE team or anyone else touching it. Um that also would in theory be 20 separate contracts that would to be approved by the board individually.
013So it's it is size and scale being able to try to frontload the administrative burden on this in order that we can move the work faster when we need to actually have the work done if that makes sense. That is the operational benefit. I know you have a lot of questions and hopefully >> I have like tons. I've got some specific questions. Oh, I [laughter] would love to try to answer them the best I can. So, >> okay. So, um thank you. Um four, is there a difference between a multi-awward and a pool RFP or are they the same thing? >> Similar but different I would say is the best way to define it. So, a multi-awward would be essentially a very small finite period of time. We know there's a handful of projects in
014a very small period of time. We don't quite know exactly how we're going to divvy those up yet. That would be multi-awward, right? So, if we knew we were going to do something at three sites over a summer, we might do a multi-awward in order to not do three separate RFPs. This is a little different with the pool idea because this is for a life cycle of a bond program. So, there's going to be significantly more than three over a significantly longer period. Does that make sense? >> Yeah. Yes. So, is it fair to say that in terms of like an actual pool RFP that we haven't done this before and that this is new? It's okay if it's new. I'm just >> um size and scale-wise. Yeah. >> Okay. Um and I can only
015speak for myself because I'm here today. I'm sure we get some questions. So, I understand why this would be a great strategy. Uh and my concern is that within the pool that we so I understand that we have we're admitting for some of these projects for a lot of these projects that we're admitting um vendors into the pool based on skill which is what we should be doing not necessarily cost. Can they do the work once they're in the pool? Right now we don't have any [music] mechanism in place to you that can verify any sort of competitive pricing. We're sort of you know taking [music] taking everyone's word for it versus having any sort of competitive process. Is there a way to within the pool have um a quoting process like similar to what
016you do I think for items that are less than is like less than 150 less than 100 is it less than 25 where you get you can just you know phone a friend get three quotes >> and and get on with it. Can you do that within the pool for this work? I guess that would be my question because as a board member um and from the governor's perspective when we get a contract for um you know $3 million with vendors in it like we literally have no idea what happens after that and we are supposed to be um overseeing all of our contracts obviously not too many but contracts that over 150 we're supposed to be approving those. So, in a way, this does circumvent that. And I know that it makes it faster,
017[music] but I've got concerns about not having a bid process within the pool and not having visibility to the contracts over 150. Is there, maybe this isn't something we need to answer here, but this is where my head's at. Is there a way to incorporate that into our process so we feel good about it? >> Otherwise, we're just sitting up there going $3 million here, $10 million there. and >> um so it depends on if we're talking about postawward or if we're talking about the solicitation period. Okay. So, we are we're kind of handcuffed to the process the way it's set out in Oregon Revised Statute, the way it's set out in our contracting rules as far as what we can ask for related to price in division 48, which is design uh related services.
018We could ask for it. It would be essentially evaluated as a criterion in the second tier, which would be an interview tier. We didn't do that in these in this case. Um it's a relatively new rule in Oregon to be able to do that. It has since the dawn of time been qualifications based >> strictly qualifications. Cost is negotiated after award. >> Um architecture engineering those cannot take price into account during the solicitation period. >> Right now if we're talking postawward then we're talking about something public. Okay. So that's want to make sure we just >> are clear on what we're asking here. Um, being as decentralized as we are as a district, purchasing and contracting doesn't manage the the piece of the puzzle that is divvying up who is in the pool to what
019projects and how they are selected. Okay. Um, I know there's a matrix on how they are selecting these things. I don't know if cost is part of said because I didn't help develop that major. >> We I want to clarify a couple of things. I I and Paul, thank you so much for clarifying during, you know, post award or what the where the question is coming from because we've had this question on a number of occasions on a number of different meetings. I want to I want to be clear, these are professional service contracts. This is not a contractor. So, this is not general services contracts. These are actual professional service contracts. During the RFP process, they had to submit billable rates for everyone that they would have on a project. So there is a
020pricing there is a price component to the solicitation portion and then once the project is identified through the a matrix that we that we issued a memo on to the board um after our after our meeting with the board in um I think it was last month that explained our matrix process on how each vendor was going to be assigned to the projects over the life of the 2020 25 bond program. So I just want to I just want to clarify that it's not that there's no way to analyze andor there is and that there's no mechanism to analyze cost associated with these contracts. >> So I think it was I can't remember which one it was. It might have been HVAC. I thought that I saw some of the vendors that come through that
021their responses to the pool RFP, but a couple of them did not include price. And um so like I said, I'm just looking at I'm going to be a dead horse, but this is just my concern and I'll bring it up. Is there a way within the pool when we are assigning tasks to have it be a competitive process within the pool that's quick versus just assigning the work? We don't I mean Virginia what we the reason we're doing it the way we're doing it is to expedite the scheduling and the way that we are trying to get projects online for our community and our district. We don't. The reason we went to a competitive process with RFP was to qualify the right people to do to do the correct work. Then ultimately what you're
022paying us to do and what you are ultimately tasked us to do is analyze those contracts and make sure that they are at market rate for the Pacific Northwest to make sure that PPS is getting the best value to put forth to move these projects forward. I understand that. But we also have a project management contract that is based on paying a percentage of total money spent. So from where I sit, it feels like a great idea to have some sort of mechanism to have a quoting process within the pool, which I understand is not uncommon. So that's just my point of view. I am not the only person on the board. >> I think it's budgeted amount. Mhm. >> It I think the percentage is on the budget. I don't have the contract in
023front. >> So there's there's spend versus budget. >> So it doesn't incentivize. Okay. That doesn't make me feel any better. [laughter] >> Well, but what it does means is there's no you don't get paid more if you spend more. >> Right. >> That's the other side of it. >> So it's it's on the Oh, wow. Okay. Um so Sarah, do you kind of understand where I'm coming from here? Like why wouldn't we? And I'm just hearing like we need to move fast, but I mean, how >> you know, I don't I don't agree with I I don't agree with what you're saying, but I respect your opinion >> and vice versa, right? >> Um, so Liz, [clears throat] yes. >> Is this with public procurement law is what we're doing within the pool legal? to
024not have any sort of if we're letting vendors in without and I I understand that we have pools that are based on skill set only once they're in the pool there's no legal guard rail I mean it's taxpayer dollars like I feel like it just seems wild to [music] me that like HVAC you know where we have >> but I think it's not HVAC >> well one of them was not H >> what was HVAC pro HV any HVAC project or contract that you're speaking of would be a maintenance contract and so it's not it's I don't I don't know exactly what contract you're speaking to. So I don't want to speak out of turn but our pools were not for HVAC contractors. >> Okay. Because there was one at the not this not yesterday's
025board meeting but the prior board meeting where we approved one for $3 million and there were multiple vendors in the pool. >> I think some of those Sarah might correct me if I'm wrong. I think some of those are for commissioning agents. So that's a concern. >> Commissioning agents. Okay. That make that makes sense, Joanna. That makes sense. >> Could be test and balance. >> Test and balance as well. Yeah, >> that sounds right. So [clears throat] that's what I'm talking about. >> So So that's consultant this consultant work. >> Okay. >> And it's normally an owner provided um it's normally an owner provided service because you don't want the contractor that is installing the HVAC system to also check it to make sure that it's installed correctly. and that it's tested and balanced for
026the building. So, normally an ownerprovided contractor or owner provided service consultant would do the check that the HVAC contractor installed the system correctly and that's what those that's what those contracts were. My question is with say 10 vendors within that pool, why are we not having a quoting process within the pool when those tasks become available? That's what I'm asking >> because it's already competitive within the pool. Virginia, we don't want one person. We have a a we have a thousand projects to do. We're We need the five different commissioning people that submitted to Portland Public School through a competitive process to be able to com to be able to be assigned to different projects so that we don't have the same person assigned to multiple projects where then we would have a workload issue
027which is again the other reason why we explained why we're using a matrix. We already have contractors on contracts with the district that are taxed at this point. And so we have to take that into consideration as we're assigning more work as the program builds. >> Okay. I think we're going to have to agree to disagree. U whether or not there would be any sort of competitive cost, you know, any sort of competitive pricing component of this. So I'm not comfortable with it. Um I know we need to move quickly. I think there's processes that we could put in place where we could have it both ways. Uh and that's just how I feel about it because right now we are just being asked to allocate millions of dollars in chunks and cross our fingers
028and we have gone over budget before. Not saying we're going to I'm just saying from a governor's perspective this is part of our job as a board. So that's how I feel. >> Can I just clarify one thing because I want to make sure that that we're speak perfectly fine to have disagreements but I want to make sure that the facts are are understood on both sides. So, so there's pricing that's solicited in the RFP. >> Yes. >> And it's time and materials. So, so what you want them to rebid their hourly rates again in the once they're in the pool. >> Some of them that I saw that went into the pool did not have the hourly rates. >> So, Sarah, do any not have the hourly? I thought that's what I heard you
029say. Again, >> I would have to I would have to go back and look at each one. I don't know that answer right now, but I'm happy to go back and look at every pool that we did to see if hourly rates were submitted on each one. >> I think just having the facts straight will help us align and narrowing whatever the the issue is and help get to the solve. So I again I don't know what the that burden is and I'm just trying to John I'm not trying to speak on your behalf but just trying to make sure we are >> Yeah, I think yes I agree. I think [cough and clears throat] that piece because I agree with Sarah is that you know the there's costing that happens when people do and
030so how we calculate those. So I guess what I'm hearing from you Virginia is you feel like once they're in the pool they should rebid again for certain types of work. I will say this the people in the pool they're they're getting work depending on what the book is >> right. So I think to Sarah's point, what we don't want to do is burden the system and having one contractor doing multiple things when we could have a more specialized opportunity there. And given um the rates that are already been costed, like those are things that we can calculate ultimately. So there isn't there isn't never going to be a price piece or calculation that that we didn't think about. >> Yeah. When they when each vendor is assigned through the matrix system that we assigned
031one when a service is assigned to a project, we then write a scope of work for that particular program or project. And that vendor then has to provide us with either a percentage of cost of construction cost to complete that work along with their hourly rates andor a lumpsum proposal to do that work. And so then that is evaluated against um multiple different um AIA market rate. Um there's m multitude of things that we can compare that against and we always have the option to say sorry no go we can't come to terms with your cost. This is not in the best interest of the district. What I'm trying to say too is this new system is sets it up so that board approval for contracts over 150 can be circumvented because we're approving multi-million
032dollar caps. So I'm uncomfortable with that based on the policy that we have. So I'm just saying that. So I don't like how the approval is structured for the board. I don't have a problem with the pool RFP process at all. But I don't love that we are not seeing those contracts anymore because of the way the approvals are coming to the board. We don't have to be a dead horse here. That's where I'm at. It's probably not going to change. [laughter] So, >> well, I think um I think to again I think this is a piece I I agree with you in regards to timing. We should probably get to the next piece, but um we'll get a little bit more clarity. I think there was ask for Sarah to follow up so we
033could get some more of those that information. I mean, John, I'm really just trying to bring this to conclusion. I mean, I think it's okay for us to agree to disagree. I agree. >> And I I I think that I think that we have been this has been tailing this has been something that has been being brought up for months now and we are truly trying to move forward. So, I really just want to if we're agreeing to disagree, then we agree to disagree and we're going to move forward. Y >> and if something needs to change, the board can let us know if something needs to change. I think that's where we're at. Yes. >> Okay. How about an athletics update? >> Okay. >> Thank you. >> All right. So, Joanna, >> athletics, here
034we go. Okay. So, um these are the updated or the new graphic for the athletic schedules that [clears throat] we showed last night. Um as you can see the cramp lights um they completed construction and then um the Marshall track and field is done and tennis is done and we are in the kind of design phase for Jackson phase zero and phase one. Next please and I'll go into more depth on these later. So, Roosevelt, Franklin, Los Silivan, grant seating are all in the similar um design and procurement and land use um phases. Next slide, please. The upper field and Powell Park, same idea. We're still in kind of that design programming phase. Um and then the Jefferson Southfield that is ready to go for this summer. Um, next, please. I should probably do it
035where I can see it. Um, so as we said last night, um, the Grant Bowl lights are substantially complete. Um, they have completed the final connection. We're in commissioning yesterday. Um, the vendor is creating our training so that we know how to use the controls. And so we'll be working on that and over the next week and let our teens know how to use the things. Um, woohoo. >> Yeah, [laughter] >> I know. >> Okay. I mean, I remember a time when I was sitting here saying something different, so that's great. >> Um, see, for the next phase of the grant will be the seating improvements with restrooms and concessions. And we're beginning planning and preparation for the land use and targeting the end of this year for a land use submission. Permitting and construction
036will follow the land use along with um and planning to minimize impacts to ongoing student athletic use. >> Can I ask a question? >> You bet. >> Maybe we'll just look for each slide if I have a Can we just >> Oh, that No, that way I don't have to go and talk as we go. So, um, for land use, >> um, when in this process, I would think for the bowl, we're probably going to need some sort of I know we have the master plan and we've done, you know, a design advisory group. Do we need to do it again? Are we working off of the existing plan? >> No. So that that was a the the 200 I believe it was 19 plan was really a concept plan that was developed for how
037do we fit that softball field in on that site right and what would that look like if if we were had use of that of the bowl so it's an awesome concept plan and I think there's some good pieces in it um but [snorts] we're not necessarily using it so the idea is in there are solid and then we'll have our design team obviously owns >> will we have some sort of I would think that we're going to need some community engagement around that and some community involvement >> so as we work towards land use right we'll have more information on to what that is and part of that land use process has generally been that where that community engagement and information system comes in thinking about Will there so there will be will there
038be a couple plans that are created and presented or >> probably not. I mean Virginia to be quite honest with you we have the concept that was provided to us. So we are and the bond language is pretty vague but we are following that plan. So we are going to refine that in accordance with um our type three application that we're applying for with land use. And then once we have that kind of together, we will we're happy to share that with the community. But it's pretty I mean it's pretty we're not we're not working out different I mean if we have to place we have to work out um ADA accessibility there at the grant bowl. That's one of the bigger items that was flagged for us very early on. But I don't think
039we're going to be going through multiple renditions. >> Yeah. I I think like the seating kind of has to Okay. So there's no like nightmares of like walking. >> There's no grand coming out of there. >> There's no bleachers. >> No seating solution. >> It's a seating solution. Exactly. And that that wouldn't even That's a no-go. Virginia, you know that in that area. >> I just wanted to make sure I just We don't need any surprises with this one. >> No. [laughter] No. I mean like things that could change are like the placement of exactly where that concessions or the restrooms or something. Right. So kind of things. >> That was my next question. I know we've got improved restrooms and concessions, but we don't actually have any at Grant at all. Like there's we're
040starting from scratch, >> correct? >> For all of this. So, I just want to make sure that um >> I could change that to new for the next time. >> I'm sure we all we all knew that. I know you do. Um and um gosh, what was my other question? I had one more question and poof, it's gone. It'll come back to me. Um, so this is fine. >> It'll come >> writing things down. It will come back. >> You can you can go to the next slide and we can look at the picture of the bowl again. >> There you maybe that'll bring it bring it back to me. It looks really great. >> And when I was >> And the fence is down now. >> I saw that when I drove by the
041other day. It looks great. When So when do we think we'll actually be turning it on? Like for fun. Like >> for fun. >> I mean, come over. I haven't talked to the vendor and the project manager on it. So my best guess I would say would be within the next two weeks. I think it's especially if we have a software system that we just have to make sure that our technology department that we can get and we use it other places. So it should be okay. >> Um I mean >> yeah I I agree. I agree Joanna. It's really just making sure that we coordinate with PIL and the uh athletic director to make sure and and Otis to make sure that they can download the the application for the Musco lighting and then
042everything's in place for it to be to to work. So, >> it's it's ready to go. My question is when you said PIL because it made me think of OSAA and uh so with this project because um there isn't even a fence like our I'm looking at Diala. We have to take in to account the OSAA guidelines so that we're actually able to have home games. We can't have them without controlled access for football games. Like we have I think we have to have a fence, right? >> Yeah. I think it would be important to have fencing um for a number of reasons. Crowd control. >> You also have a gate that you're collecting >> um when they've had games in the bowl. They've had them at 4:00, but they would get fencing [clears throat]
043or they would have flag that they would use to um try to direct everyone to one particular entrance. So that way they can collect a gate. >> Doesn't work. A lot of folks will just step over the flagging or find other ways to come in. But ideally, you would want to have fencing. Um that would be the proper way to to do it. So that way you could actually have a Friday night football game or um Tuesday, Thursday night soccer game. So you're actually able to control the crowd. Um but with the fencing, it doesn't require and I think in the neighborhood you sometimes have folks that become very concerned about fencing. >> Yeah. >> Right. and losing access to the facility, but it would only be I think you could create fencing in a
044way in which you have access during non competitive or competition, right? So, uh I think it's it's definitely doable as possible. >> I think um as we're making this making this plan, I just don't want to us to get to the end of it and realize we can't have games at a certain time or have home games because there were requirements for OSA that we didn't take. It's not a requirement. It's not >> It's not an OSAA requirement. However, it would support having contests there >> cuz I know just even this coming fall, we won't be having home games. I think we're going to have two and even though we have lights now. So, just I'm just calling it out now. I really think it would be smart to have the controlled access be part
045of the conversation in the land use so we don't have to do it again. Just throwing that out there. Okay. So, >> um, >> Jackson, >> yes. Hold on just a second. Second. Um, and so what I was going to say too, for basically every single one of our our athletic projects requires some amount of land use. So, we're in that phase with the majority of these project projects getting that land use started, which doesn't mean we're submitting it. That means we're bringing our designer on board and our land use consultants and getting that information together. Um so for Jackson we have u the land use is complete for all phases on this campus. Um phase zero is the reconstruction of the track and field and will begin construction this summer. Um phase 1A is
046the construction of the new multi-use field which is in the final stages of design permitting will begin following phase zero approvals and construction is anticipated for fall of this year. >> That's great. >> And then next slide please. Phase 1B is the batting facility which is the construction of a new indoor batting facility and storage area. And then the permitting for that will be in coordination with the phase 1A approvals with construction at the end of 2026. Next, Marshall Hub. So phase one, the resurface track, football field, and tennis courts are substantially complete with a target availability for use the first week of June. Phase two of the Marshall campus will includes the construction of new multi-use field. We're beginning planning appropriation for land use and are targeting the end of this year for a
047land use submission. Permitting and construction will follow the land use approval. And next there's some photos of the Marshall [snorts] campus. There's the field overhead. Next, please track. It's amazing. >> And then I believe the next one is our tempest courts. Really does look incredible. I was over there um a couple weeks ago and looks amazing. Powell Park. Uh so planned improvements for Powell Park um include new turf fields with improved seating and lighting for youth by Cleveland High School. Again, that property, as we all know, is owned by Portland Parks and Wreck, and we are in ongoing discussions, negotiations with them for a long-term use agreement. Now, we did have a meeting yesterday and are continuing to keep working at it >> for I do want to I do want to just mention that
048due to the duration that it has taken for us to negotiate with parks. Originally we were trying to get our hope was to have Powell Park up in 2028 and at this point I don't think that we are going to be able to do that because until we have a lease in place we cannot go through our land use process and so if we are if we are we are still hopeful to be negot to negotiate with parks for Powell Park but with the land use and everything else that we have to go through for that piece of property we will probably not be able to open those fields until um 29. So the idea that we would have been able to order that or open those sooner is now off the table due to
049the the negotiation process with parks and recck. So Sarah, if we had an agreement with parks, let's say within 30 days, >> we get back on track. I don't think I I think it it would be great if we had an agreement with parks in the next 30 days, but we have a 12 to 14month land use process and so I still think we would be cutting it pretty close. I just want to put it out there because I've been working with the project team and the project team is very very concerned that we've been saying we're trying to open at 2028 but the longer this drags out the less time we are able to make that actually happen. So in 30 days, if it takes us a year, we're sitting here next summer, 2027,
050that we might have land use, but it normally goes a little bit longer than a year and then we only have like eight months for construction. So it just it's really eating into that 28 schedule. >> Uh I can tell there's a real sense of urgency. Um, I was able to have a conversation today with parks and I feel like really optimistic that we could be in a place where we can move forward within a month. Um, there's some I know that it sounds like the IG became part of this conversation as well. And >> so with with who parks that the same people we're talking Okay. And um so I'm wondering if there's a way to track some of their concerns. Um we just got the red line back hours ago and it's already
051in process for review. So we're moving as quickly as possible, but maybe we can talk offline about how we coordinate communications with them. That'd be great. >> So, I just wanted to call that out before we are saying that we might be pushing pushing the project, which I'm hope hopeful that we won't have to. >> Okay. Next is Roosevelt. Um the plan improvements for Roosevelt are the new turf ball fields and the increased grandstand seating capacity. Um again the land use planning is in progress for this campus as well. Um [clears throat] next is Franklin. Again for Franklin we have planned a new turf fields and bleachers and a new hitting facility and land use planning is in progress as well. Can I ask you a quick question about Franklin? >> Did we do the
052tennis courts there? >> Why am I a lot of parks? >> There's a lot of parks. Okay. I'm going to come back. Okay. Some reason those have come up in some conversations with families property. >> There's a lot of parks. Yes. >> Interaction across our sites for sure. [clears throat] >> Um and then we have the West Silvin, right? So, the improvements slated for West Silvin Field are to support Lincoln Athletics in the proposed to include a new synthetic turf multi-use field. And again, we're just in the pre-planning and land use planning for that campus as well. Um, so with that, there have been some questions about field use across the district as we're modernizing all of our facilities, and I'm going to hand it off to DA Lewis, our assistant director of athletics, to
053talk about athletic swing sites. >> Great. Great. All right. Um so for athletic swing sites uh as we've had schools go through this process in the past um we will continue to provide uh field access for our athletic programs. Um all of our high schools have been accommodated during the modernization phase so that um we've continued to support athletic programming as well as our middle school sports. What they've done in the past is they would shift. So, we've had multiple schools that have gone out to the Marshall campus, as an example. Um, those youth programs would shift and if they were at ever using the high school site, they would shift to that swing site for the high school. Um, so with that, um, PPS will uh prioritize use of the fields for focusing on
054the high school programs as the priority. high school being first, then followed by our PILU sports program, and then those other sporting programs in the city will continue to coordinate whether it's through parks or through the CUB office here. Next slide. So, Jefferson swing sites. U not sure if you want me to go through and go through each line. I'm happy to. Uh if you want me to, or do you want me to just highlight the things that are major changes? >> Let's highlight the major changes. >> Okay. major changes. So, um, as you know, uh, groundbreaking ceremony over Jefferson this Friday, so we're really excited about that. But they're going to begin their work on the back field that baseball on the baseball field and the field to the south of Alberta. So, they'll
055begin their work there. Football, boys and girls soccer. Um, so all of our fall programming will be able to continue to use the stadium area for this fall at Jefferson while the work is being done on the back field. Um, with a targeted completion date uh I think it's midFebruary to have those back fields completed. So then baseball and softball softball will be able to utilize the back fields. Um, in the spring, uh, one of the challenges will be that we since we don't have a track a track there any longer for Cherson, we're going to be coordinating with Roosevelt and, um, for the high school program and possibly Buckman to support the youth program. >> Got it. >> Um, so there is a plan there. Um, and I'm sorry I skipped over winter sports.
056Winter sports because we're not using losing access to the gym at Jefferson. uh boys, girls basketball, wrestling, they'll continue to happen there on site and swim will continue to happen in addition. >> So that's uh Jefferson uh youth programming for Jefferson cluster will continue to use Oley Green and Tubman. um high school programming for volleyball, boys and girls basketball that will um happen um at the high schools on the weekends because there are a few Saturdays throughout the year that we actually host at the high school site. So, uh we will utilize the high school for some of our athletic programming for in middle school sports. Uh next slide, Cleveland. So Cleveland, due to the fact that they're moving to the Marshall campus, basically all of their programming will move to the Marshall campus. Marshall
057will be their home. That's their school. So you have [clears throat] football, boys and girls soccer, volleyball, uh cross country. They'll practice at at Lind Park, which is near the the school there. Um boys and girls basketball continue to happen there at well will happen at the Marshall campus, as well as wrestling. Um, swim will not Swim will continue to be its southeast community center here. It's actually Mount Scott Community Center is where swim will be located. Uh, so swim will continue to be there. Their comp their contest or the competition uh days, they'll be at Dishman. Um, track and field obviously because we have the beautiful turf and the track over at Marshall, they'll be at the Marshall campus. Baseball baseball for Cleveland, they will be able to use the Marshall campus as well
058as Cellwood and Powell Park as long as it's available. >> Okay. Um so they'll actually have access to more fields than they had previously when they were at Cleveland. Okay. Um softball, there is a softball field at Lind Park and they'll also be able to access Woodstock. So they'll have two fields there um that they'll be able to access for for softball, golf, they'll continue to go to East Morland and tennis continue to use Berkeley PTC and Selwood Park. >> Is there for Cleveland particular for the middle school programs? Is there a concern about losing participation because it's so far away with like you know youth track and things like how >> I don't he talks about like transportation like I know that >> I don't think so. Um the only program um that would
059be impacted um because of the Marshall campus uh as far as practice would be Cleveland youth track. Um the other youth programs they will continue to use the locations that they currently use for practice um and for most of their competitions. Uh so it's really just youth track that would be impacted and we have not uh talked about uh transporting for practice that has not been a um uh practice of ours to transport the Cleveland cluster for practice. >> Right. I didn't think so. I just think about the that age and getting [music] from that area to Marshall being test. So just just something to something that thinking about. I know it's come up with a couple other board members as well that's on the mind. Next slide. So, ID Wells. Um, this one becomes
060more a little bit more of a of a puzzle, right? because of the uh the Jackson swing site and currently you have a lot of overlapping programming because now with Jackson being the swing site for the high school program, we will use Jackson for football, boys and girls soccer for practice. Um and also for baseball and softball will then also go to um more baseball will go to Jackson, but they'll also continue to use Gable Park as well uh for baseball. But what you the impact there becomes um you sports the Wells cluster they've they've really uh created a a system u of programming which Jackson is kind of their hub. So you have uh youth football, um cross country, track and field, they typically always they all practice at Jackson. So we're working with
061the um not only the coaches and coordinators but also the athletic director ID Wells to ensure that we have some staggered programming that allows for youth to continue to access the facility as they have while the high school would then also come in and and access the facility. having turf and lights on those fields will be will be great because I think it it adds um practice time or practice slots to that community. So that'll be great. >> Um I think that's >> I think that's it. >> Um thank you. This is great to see this um laid out. Um something as we work with parks on the new IGA and PAL park and all of the things there is a plan like a 20-year plan that they did for the system development charges and
062there are some properties in there including I know that the grant tennis courts are on there like they're they're planned for and funded but they're slotted for I feel like 2030 and I was looking at the spreadsheet wonder wondering what other properties properties are in there that are part of our um partner properties of use for our athletics and maybe um if there's any room to potentially negotiate those that that were up as part of this deal so we don't have to wait. So the money's there [music] and um so just was on my mind and so maybe maybe at some point we could sit down and just run through that and see >> what's on that our students use. >> Y great. >> Okay. So our next piece is updates some bond audit um
063recommendations and I think Sarah's taking this one. Uh this is um I am Elm and this is still not reading the right >> the right item >> right I'm not presenting so I I >> is there >> okay >> yeah we had to update because there was um >> this isn't the the recommendation for year 2 number 10 um the original recommendation was address inconsistencies between contracts for architect engineering services and the CMGC contracts for construction services related to the timing of reconciled cost estimates for future projects by ensuring that the same deliverable milestones are included in both contracts. And this item was um determined closed by Rise in January of 2026 by citing the updated contract amendments as backup. and the external auditor agreed for it to be closed in April of 2026 with
064the following comments that the CMGC contracts now have cost estimates at 75 and 100% uh schematic design 50% 100% at uh design development 50% 100% at CD architects cost estimates come in 100% um schematic design development and construction um construction documents so I just I'm Sorry, this this slide it's a repeat. Compare staffing capacities is actually year six number 13. It just was a it's a typo on the slide itself. So I've edited this Virginia and I think I sent this was a question you had prior to our meeting tonight. So I just wanted to let you know that yeah it doesn't really this answer doesn't really make sense to what the question what the recommendation is. So I understand I understood the confusion. >> Awesome. Thank you. Yep. Year. Next one. Year four. Um,
065number five. Um, >> having issues. >> Are you guys Oh, are you having issues? >> Hold on. Hold on. >> Do you want me to switch out the slide? >> That'd be great. >> Yeah, that'd be great. Could you I just sent it to you. Just hold on, Sarah. >> Oh, okay. Sure. Going to switch out the D. Thank you. >> Yeah, I think that was the I think that was the only one that um the other two were okay. It's just that first one we just repeated the question on the first slide. You go to slide >> slide 28. Okay. And and actually you'll see that it was corrected on that last slide. Um so year four number five was the other one which which was continue in progress efforts to revisit the type
066of key performance indicators it should track and report on um that best align with PPS's overall objectives and bond project objective objectives. And so we had submitted all of our KPIs that we had cited in our PMP as backup and the external auditors reopened it in 2026 because they wanted to review project specific KPIs and so from that comment we are generating PM uh project specific PMPs that have been resubmitted to the auditors for review. So that is why this item is still open, but it should be should be closed after they review the revised project by project PMP that we've provided. So we have a we have a program PM just want to make sure everybody understands that we have a program PMP and then we have a project by project specific PMP that
067tracks um KPIs for the for the projects themselves. Um year six number 13 compare staffing capacity and estimated bond workloads and identify gaps and determine staff that's utilized uh utilize and under overutili or underutilized and overutilized. Sorry, I can't talk tonight. Um uh we determined this to be completed by the multiple conversations that our external auditor had with Dr. Franco and um and actually our legal counsel. um the external auditor reopened it um focusing on um no comparison of capacity of workload with gap identification was provided. So recommendation remains open. So what we followed up with this month is we actually provided them our staffing schedule and our responsibility matrix for each position within the bond program. And so we expect that this will be closed on the next round of next rendition um that
068the external auditor will follow up with us on. Thank you. >> You're welcome. >> All right. >> Okay. And then we we don't have a specific slide for the BAS charter. I know you wanted to have a conversation. >> I think the chair of the BAC is here. Do you want to come talk about [laughter] >> Well, I don't have a lot to say. We took what you folks had put together and we went through item by item and actually as we went through we just said do we want this or do we not want it and the group wanted everything that you had in there and so what you've got in front of you is what the BAC concluded was the charter what you folks wanted and reviewed by your legal council and she
069added a few things in there that um >> the clarifying I think the legal input was mostly clarifying language and maybe public So that's fine >> issues. Yeah. >> And so what you have is a a revised document that I hope gives what you folks are looking for at the same time provides clarity to the BAC what we're doing specific >> I loved it. I thought it's great and wanted to thank you Gy and uh everyone for spending so much time on this. This is really uh feel like it's really robust and detailed. Um the I had a couple of questions, but I think Sarah may have just inadvertently answered one in on that last slide. [laughter] Um on under committee charge where we talk about um the bond project management key performance indicators. Um,
070I had a note that they were referenced but not defined in our contract with Prescidio, but it sounds like Sarah, you've already prepared a project by project document for the bond auditor, right? Our key our key performance indicators were not in our in our contract, but they are in our uh PMP that we provided to the we provide to the district um every six months. And so that was provided back in March. And so all of our uh KPIs are identified as a program as on a program level. And then we also have um PMPs for um our project our project specific modernization. So we have key uh KPIs for each one of those um modernizations as well. >> Can we give those to the BAC so that they have those to work against? I
071sure I believe that the BAC has a copy of our PMP, but I will make if they don't, I'll make sure that they have a copy of it. Okay. Um, let's see. And I thought that too, like the the bullet points in this section as well were almost like KPIs of their own. So, I thought it did a really good job of covering all of that. Um, district's financial audit as it relates to bond expenditures. Just calling I guess the TKW. talk to Janice. Scope of work does not have specific testing as it relates to bond expenditures. So I don't know if saying that here if that's something we eventually uh want to add. Um and I think that's it. So I think um I think it's great. I can't speak for the rest of
072the the committee, but I think I mean can't imagine a whole lot of push back and I think that that's scheduled to um go to the board for approval I believe on the 9th. It's on the agenda. So, [music] thank you to everyone and your team for all of your work on this. Um it's great. >> Okay, any questions? >> That's it. Um I think for the next meeting and Deborah we can talk about softline like talking about the maybe the IG and starting to track some of that work through [music] through FIO since I know that's a big project and um something that the public would be interested in. So I think that's it and this is the part where I get to say thank you. This meeting is adjourned. >> Thank you. >>
073Thanks Sarah. Thank you, Sarah. Thanks, Sarah.