2025-10-08 Board of Education’s Facilities Improvement and Oversight Committee

001Okay, this meeting of the board of education's facilities Improvement and Oversight Committee October 8th, 2005 is called to order. Um, good afternoon. Um, thanks for all uh for being here. Another full house. Um, and before I get started, I'll just run through what we're going to talk about today. So, we of course will start with public comment. Public comment is a little bit um we've got more people than we usually ha uh have. I did uh open up the waiting list. So, anybody who's speaking, I just am begging you to please keep it to two minutes up to me. I'd let you talk forever. I can't. So, just know that when I call the two minutes, it's not because I want to. It's because we have to to make sure we get through everything. So,

002thank you very much in advance for um helping me out with that one. Um so, we'll do that. We're going to have presentations um on where we're where we're at in um the Center for Black Student Excellence. We're going to talk about planning for athletics and the bond. Um updates on the IDB Wells comprehensive plan. Um some information I'm excited to start um digging into which is our work orders and maintenance uh report and kind of the impact that has on our staff and our budgets. And um the seismic report and next steps related to seismic seismic um then we'll have some status updates at the end where we talk about the bond audit recommendations. um PAL Park in Cleveland. Um the RFP related to the office of school modernization and the initiative on right

003sizing our schools. That's it. That's all. >> How long is this? >> Oh my god. Um so we'll start with some introductions. Um I'm Virginia Lefort, uh PPS board of directors and chair of my favorite committee. And um and do we want to go around the room real quick? I know that we do this every day, but it's kind it's I think it's nice for everybody to always see some new faces. >> Let's do it. >> You want me to start? >> Yeah. >> Um, hi everybody. I'm Jennifer Edgars. I'm a principal with Holmes. Um, we completed the seismic assessment and risk report. >> And I'm Robert Schol. I'm a senior project manager down in OSM. Um, working on the seismic program. >> Joanna Avenson, director of project management and construction. I'm Frank Levit, the

004senior director of operations. >> Sarah Norman, senior director of office of school modernizations. >> I'm Franco, senior chief operations. >> Eddie, >> Michelle Chase Miller, board director for zon for Michelle Depass, uh, board vice chair, Demfor, chief of staff. >> Sharon Tom, chief, >> Liz Large, a contracted member of the legal team. All right. So, we're gonna start. We have two other staff in the room. >> Oh, what? I'm so sorry. But board manager Cara Bradshaw assistant board. >> I see some others. >> No, it's I think we're I'm not I see some familiar faces over there. Um, okay. So, um, let's start with public comments. So again, uh just please we're going to state state your name, spell your last name. Um please um keep your comments to two minutes. We're very excited to

005hear hear what you have to say. And um once you hear the alarm go off um which I think I'm going to do today so that I actually hear it. Um just um go ahead and wrap up your comments. So let's see. Timer two minutes. Who do we have first? We have Antonio Lawer. >> Oh, brutal be. It's >> my first time doing this. I could You got it. Promise. >> I'm assuming you stay here. All right. Stable. Uh, it's Antonia. My last name is Lawler. L A W L E R. Uh, the two minutes didn't start, right? >> No, I was actually not. Now, now we'll start. >> Okay. Hi, my name is Antonio Lawler and my kid is slated to go to Beverly Clearary next year. whose buildings, as I'm sure you're aware,

006receive the worst seismic rating, not only in the group of schools assessed, but on the whole scale. I'm out of my comfort zone up here, and I'm not an expert in all this, but I know it's important to be speaking to all you. I can't be expected to knowingly put my kids in harm's way. I can't go from doing something as small as cutting your grapes in half so she doesn't choke to sending her into a 100-year-old unreinforced masonry building with the highest seismic rings where she will spend most of her waking hours. that gamble shouldn't be a price of education in your community. I know the board has a lot to consider, but I have two issues with the seismic priority formula. One, the right sizing and enrollment. How is this being measured? Because

007I can tell you if the school was fixed, the numbers would be higher at BCS. I made a point of starting to reach out into my community and what I encountered where parents that want to send their kids there but are too scared, parents that don't have a choice, and parents that weren't aware of the risk. Uh, two, how can seismic carry such little weight? I noticed the facil's maintenance priority matrix and couldn't help but apply it to these buildings. By your standards, BCS will receive the highest rating emergency, an immediate threat, but only if you wait for it to become one during an unpredicted earthquake, and by then it'll be too late. Respectfully, and I truly believe this, we all love our kids. We want them to be safe, get a good education, and

008reap the benefits of being in our communities. I'm aware we can't base priority off of these emotions, no matter how strongly we feel them. These are feelings. Oh, sorry. These feelings are not unique and feelings are not facts. But what is both unique and fact is that Beverly Clearary School has the worst seismic rating and should be one of the two schools addressed over the summer and the seismic priority formula should be such that it accurately reflects that. I know it might make some uncomfortable that I'm speaking on behalf of Beverly Kerry, but you know what's worse? holding your unresponsive kid in your arms while watching her lips turn blue and be thinking this is this it and now looking back at that experience and thinking well at least she was in my arms and

009not under a pile of bricks and with that I say worst is first thank you so much for your time >> thank you >> Megan like both. >> Yes. >> Okay. >> Megan, I won't start until after you introduce yourself. >> I think I gave you guys a copy. >> We have it. >> Uh, Megan Guiero. My last name is G A I E R O. Um, I'm Megan Guyo. I'm a teacher at Cesar Chavez and a parent of a student at James John. I'm here because I'm deeply concerned about all the buildings in PPS that will be dangerous when the earthquake hits. Um, I'm also really grateful that the board has finally made seismic upgrades a priority. So, thank you. There are 49 structures on PPS campuses rated nine or higher in terms of

010risk. The 100 million allocated for seismic upgrades will cover only the 12 most dangerous buildings on that list. These buildings should absolutely be prioritized first. However, that leaves 37 very high-risisk buildings with no repairs. Not to mention 82 other building parts that are rated seven or higher. So, they're also high risk. So, thousands of students and teachers still learning and working in buildings that are at a high risk of collapse. And it's unacceptable. Um, PPS must follow through with its commitment to upgrade the most dangerous schools, but it also must provide a comprehensive district-wide seismic risk reduction plan with a clear plan for making all of the buildings safe, not just that 8 to 10 most dangerous. There also need to be actions that mitigate the risk for those of us in unsafe buildings while

011we're waiting for those repairs. So, Chavez, for example, there's one section of our building that's rated 9.1, but the rest of the building is safer. And my thinking is maybe I could save my students lives if I moved them out of that part of the building when I felt the earth start shaking. I don't know if that's even true. Um, maybe that isn't the best thing to do, but I feel that PPS should consult with structural engineers to create seismic risk mitigation plans for schools that are waiting for repairs. And maybe that means a sightspecific plan that isn't just duck cover hold. Maybe it's if you're in this part of the building, move move into a different part of the building. And that will be different for every building. Um, very quickly, uh, I know

012that the, uh, school closures are likely. I just wanted to ask that when you're considering closures, make sure to consolidate students and staff into the safest buildings. Thank you. >> Thank you. >> Cambier. >> Good afternoon. Uh, my name is Sylvie Cambier. C A M E I E R. Um, I've got two children at Rose City Park Elementary. And um, first grader and a fourth grader. And every day I drop them off and I look at the big brick wall and I wonder if today is the day that it's going to crumble. And that's a scary feeling to have. Um, every building that our kids go to should have a safe safe structure for them. That should be a non-negotiable part, I think, of every program for every school. And uh it's literally the foundation

013of everything that happens in our schools. Unfortunately, of course, we have a long list of buildings that are at risk of crumbling in this seismic event. And um that's why I'm here. I want safe buildings for our students, for our teachers, and for our whole neighborhood. Uh, Rose City Park Elementary, which was on commission for some time and brought back online, has been a real asset to our community. So, um, so it's important to me and, uh, I'm an architect. Uh, I've worked on a lot of seismic retrofits on large buildings. Um, and I just wanted to share a little bit of my philosophy about the design process because I feel like there's opportunities here for more than just seismic improvements. I think that um, design is an iterative process and a good project becomes

014a great project when the solutions that are on the table are profoundly good ideas. And what I mean by profound is that they do more than just one thing. They solve more than just one problem. And um that's that's hard to do. It takes a lot of skill. It takes time. It takes effort. But um great projects need great problem solvers and they need profound solutions. And it's not easy. But our kids are absolutely worth it. Every penny, you know, every brilliant idea, every long day of work, totally worth it. Um, so I'm here to say I want I want to see PPS and our whole community um treat the seismic upgrades as an opportunity to make some profoundly great improvements to our schools. Um, on behalf of our students and their safety of course,

015but also for the whole community that surrounds these schools. Um, I realize Sorry >> that was two minutes. >> Yeah, I know it goes by fast. >> All right. I want to look forward to hearing more about how the seismic priority formula is going to work. Um I think >> I have a lot of questions. >> We'll touch on that today >> for sure. It's on my list. >> Thank you, >> John. Hi everyone. I'm John Dwire. Uh last name Dwer. Um, and I'm here representing Safe Structures PPS. I'm also a parent of two kids at a high-risisk PPS school. Uh, I'm here to talk about the seismic prioritization formula in tonight's materials. Uh, even labeled as a sample, which we'll see, this prioritization, this framework has serious problems. The formula allocates only 35% weight

016to actual seismic risk as determined by structural engineers. That means that 65% of the decision on what schools to fix has nothing to do with whether the building will collapse in an earthquake. This contradicts board resolution 7109 passed unanimously last spring which established and quote the first and highest use of funds available to address critical repairs and improvements at middle and elementary schools is to mitigate the seismic deficiencies at the 8 to 10 schools assessed to pose the greatest risk of injury or death in a significant seismic event. I'm also concerned that the variables that go into this formula will not be weighted appropriately. When seismic risk scores are tightly clustered between 9.2 to 9.9, but subjective factors are spread across a 1 through five scale, categories like grade level and right sizing will determine

017priorities instead of actual safety needs. PPS has historically struggled to prioritize the highest risk elementary and middle schools for seismic work. The framing for this formula continues that troubling pattern. To Dr. Armstrong and the Office of School Modernization, please ensure that the final formula prioritizes true seismic risk. After a major earthquake, we should know we used our limited resources optimally to reduce casualties. To the facilities committee, please ask tough questions and hold PPS accountable through resolution 7109. The bond passed because voters trusted funds. The bond passed in part because voters trusted funds would go to seismic safety based on actual risk. My kids and thousands of others are depending on you to get this right. Thank you. >> You right on the nose. Happy great house. >> I am Dr. Effie Grey House, a PPS

018parent with Safe Indoor Air for Oregon Schools. I want to share how ecstatic I am about the progress on air quality and HVAC issues under Dr. for Armstrong's leadership with her emphasis on community collaboration, safe buildings, and her initiative to find savings in the high schools. I want to thank the office of modernization um staff for finding savings. Every 10 million saved is potentially another elementary school or middle school getting a desperately needed HVAC overhaul. I really want to thank the new facilities and operations folks who are in new roles and are listening to teachers and parents asking for creative solutions to the air quality hazard we face every fall and spring with climate change driven heat waves. I was elated that this new team under this new leadership took bold action and got temporary

019cooling equipment into 15 schools. I along with other air quality parents and teachers uh are here to ask for three specific next steps to building on this momentum. The first ask is for our school board members here to step up further too by making HVAC issues a standing every other month uh agenda item. Here's why we need this. Uh like Dr. Armstrong has explained, she and staff need time to prepare materials. standing agenda item allows them to prepare effectively and every other month focus on HVAC issues would also further Dr. Armstrong's priority to collaborate on solutions to one of the biggest reasons our teachers went on a courageous and historic strike. This is the venue where we can best bring the district's ventilation team, board members, modernization staff, leadership, parents, and educators together to work

020in partnership to find the best solutions. Hillary Brown. >> My name is Hillilary Brown. Um, B R O WN. I have been teaching um, physics at IDB Wells for over 10 years. My two children attend PPS schools. It is great to see this leadership take an actionoriented approach um, in terms of air quality and temperature. Um, the second ask we have is to work together to improve our temporary cooling measures. So, at IDWB Wells, Cleveland, and Jefferson, we have to survive in these old high school buildings for several more years. Um, and the heat waves are getting worse and worse for us. Um, we're talking about like regularly 85 to 90° in many of our classrooms. Um, and we also need solutions for our theater schools. So, I'd like to share what worked and what

021didn't work with the cooling equipment that was brought into IDB Wells. At Wells, the cafeteria equipment worked very well. It was a place that some of our students during lunchtime could access for relief, but only during the lunch period. Um, so 35 minutes for the whole day. Um, an area in need of improvement is that the swamp coolers provided were never hooked up to a water source, which is what they required to function. Um, so rather than cooling the inside air through evaporation, they were just giant fans blowing hot air down the hallways. Um, I was told they were not hooked up properly due to humidity concerns, but we don't have sufficient humidity data at our schools to assess what a fully functioning swamp cooler will do. This is a key example where inner room

022qual air quality sensors would help us make better decisions. Many of the worst classrooms are on our second and third floors. Yet, there is a blanket ban on leaving windows in these rooms open overnight. I think we got two days this fall where they allowed us to keep our windows open and the janitors came through and closed them anyway. Um, at Wells, part of the original design for natural ventilation are high ceiling windows that move hot rising air out of the room. Um, but over the years, our custodial staff has removed the poles that we need to open those because they didn't want us opening them. And in my classroom, they've removed the latches completely so they're bolted shut. We are lucky here in Portland that we have daytime temperatures that are hot. We still

023have cool nights. Can we get more creative with policy on those so that the fans can move truly cool night air out of building? Thank you. >> Our next person is virtual Emily Davidson. >> Hi. Uh Emily Davidson, D- A Vi Ds O N. Uh I am a parent at Jason Lee Elementary and I'm going to speak on again what worked and what didn't with the cooling system uh the cooling measures at Jason Lee during the September heat waves. The cooling system was placed in the cafeteria and the big fans were placed in the hallways. The result is that the classrooms only got a little bit of that cool air from the cafeteria or none at all as is the case with our youngest kids in sped kindergarten and heads start programs which were at

024the end of the hallways. So the cooling measures were maybe enough to keep school open by the district's current heat plan, but with classrooms still in the mid70s, they were not enough to make a sa a safe and certainly not an effective learning environment. And I am referring to K to the days where the high temperatures outside were only in the 80s and low 90s. So that would not be technically a heatwave time. Overnight, the buildings can't cool off because the security policy again is to also leave the windows locked. And this leaves cooling the building up to an old HVAC system at Lee that is left running overnight which does not affect the building temperature at all because it has such a low ventilation rate. Over half of our classrooms get less than two

025air changes per hour. So that is some of our experience at Jason Lee and Wells. And I also want to share with you that safe indoor air for Oregon schools has surveyed teachers at the other 13 schools that got the cooling equipment in September. Safeless will summarize and share more of that feedback the teachers provided. But I will share one item that came out of this feedback. Two years ago, there was another s another much smaller test done with portable air conditioners inside classrooms at Wells. The specific types of units that were chosen by the district actually emitted heat while it was cooling the classroom um canceling each other out and they were also obstructive to students. The conclusion the district made from that test was that portable air conditioners are not effective or workable.

026However, teacher teacher feedback in this survey uh suggests that set that setting up different kinds of portable ACs in different ways than was done in wells can be effective in improving temperatures in PPS classrooms. Thank you very much. >> You name is Katie Price. >> Hi, thanks. My name is Katie Price and that's P R I C E. Um, I'm here representing a school that did not get the temporary cooling equipment. I'm a parent at Odyssey K8 where my daughter and her classmates spent those already overwhelming first days of kindergarten overheating and exhausted amidst the heat wave. The 15 schools chosen included schools that regularly get into the '9s during heat waves. So, we're glad that a modest trial like this included those hottest schools because 90° is extremely dangerous to the school staff and

027students. But mid to high 80s for days on end at the rest of our schools lacking modern HVAC is also dangerous and makes it nearly impossible for our students to learn. So, I will wrap up our second ask. Let's also build on these new measures by including more schools in trials of new approaches to mitigating heat. And I will also make our third ask. Um the new bond web page on the PPS website is another great example of this leadership's new commitment to better communication. I think the page is well organized and inviting and makes navigating to most modernization topics much easier. But it's also an example where this HVAC issue that our teachers went on strike over is still getting ignored. Why is there no navigation button on there for HVAC? There's a button

028for roofs, seismic, lead paint, and lots of other topics, but there's no button for HVAC. And if you do manage to dig around and find the HVAC mechanical page, there's actually very little actual content on that page, and the updates are still a year out of date. This is a holdover from how previous leadership treated this issue as a low priority. And so we're really looking forward to this new leadership showing that HVAC's now a top priority by giving it that same equal visibility and timely updates and in-depth information that we see being put together on these other modernization topics. Thank you so much for your time. >> Thank you. Wow. Thanks to everyone for keeping that tight. I really appreciate it. I think that is that everyone >> with everyone on the list. >>

029Okay. >> They're here. >> That's fine. Let's do it. >> Elijah Frost. Sorry, I can't >> I'll keep this really short. Um, Elijah Propes, for the record, P R O B is in boy s. Um, you can clearly tell that a lot of parents, it keeps us up at night. Uh, the seismic uh issues. My kids's going to be three in November. We live across the street from Buckbin. It's a brick building. Um, so yeah, just uh taking off some time for work to just come share that it keeps us up at night. Even those of us that have kids that aren't even in PBS schools yet, we really want to send them to PBS schools. The schools are beautiful. The bricks are beautiful. We just want them reinforced. Thank you so much for your

030time. >> Thank you. Thank you for coming. Okay, so that concludes our public comment. Um, so our first topic today is an update on the Center for Black Student Excellence. Uh, Dr. Frank, would you like to >> Yeah, great. I would. Thank you. And so, so, um, here are kind of the big ticket pieces that we're going to be talking about today. As you can see, we have a number of staff here who are going to help with the uh presentations. Uh it's a center for black student excellence. We'll have athletics updates. Um IDB Wells budget updates. Uh we'll talk a little bit about kind of a status check. um in terms of work orders and maintenance impact size and then mentioned we do have some verbal updates that we'll give. >> Okay. So we

031will go ahead and start with the center for black student excellence and we have Liz Large and Joanna Evansson who are going to lead us in this topic. >> All righty. Um, so since the board vote on September 16th, the team's been completing a number of the due diligence activities. Um, these are the standard commercial real estate due diligence activities, kind of our phase one portion. Uh, with that, we have the ELA survey complete. Um, that's boundaries, easements, rights of way, physical improvements, um, just the building's physical conditions. and we didn't find any material issues wrong with in that report. Um the second report was the phase one environmental study and that one looks at um groundwater any environmental concerns interior and exterior to the building and again there were no material issues with that

032report. I'll let Liz talk about the next couple. Okay, thank you Joanna. Um we are in the process of reviewing the draft building report. So it is not in final that is a thorough evaluation of the physical attributes of the building it structural elements major systems. Um we are uh really working through understanding um that analysis. There's I'm giving you an example. We are these are not normally the reports we would give this you know in our place but we understand the importance of updating you where we are. So one example we're looking at is a refrigerant in the HVAC system and there's a question about whether it's obsolete that if it is uh we don't know that yet then what would be the alternatives. So that's an example of the kinds of things we're

033working through. So when we come back in November we'll be able to provide um the the final report with the conclusions and responses and analysis that goes with that. Um the title reports uh have been reviewed by our outside council and I have walked through with them. Uh the exceptions to title moved and we're seeing nothing that is surprising or unusual. I started taking notes. Uh um NBD, no big deal, which was the phrase that was used. Um the next item is the Eco Commons LLC, which is somewhat of a a unique attribute to this building. There's an LLC that was formed uh to with two purposes. It um is responsible for the maintenance of the and holds the sub lease to the 35 parking spaces at the church nearby. If the uh transaction is

034concluded, PPS will have a 70% me interest in that LLC. Um it's it's a pretty formal structure for what it actually does. Um, there's also whether that is in negotiation with the 30% owner, another way to do that. We will figure that out. I I think it goes in the no big deal category there. The existing structure could work. We could negotiate with them for a different structure, but the same obligations and rights would flow through even if that's not the legal entity we used to do it. So, um, again, I think there's there's just not a lot of there there even though it's it's slightly unusual. The last piece we want to update you on, we know had many questions about this in September. We are um in route to building and presenting to

035you in November kind of what I would consider a pro for the proposed uses of the estimated cost to do that. Where we are right now is a look at the point in time data of the current cost to operate the building. um with you know as uh reported to us um through the due diligence process we sort of accelerated today to January 1 and said let's just see what is that number what's a rough rough order of magnitude of that number with tenants who will be there who are there now who will be there January 1 and the current data and that number net net is about $150,000 to operate uh cost net of revenue that is not the final answer to the question of what will it cost to operate the CBSC at

036that building. But as as that came up a lot, we wanted to give you that interim update of how that breaks down. Those numbers that we are using are being verified by the property management company and also the current owner. And again, all of the most important part is that is married with the program. part of that and who's where what the revenues are going forward. We will bring that to you. Um I think that's where we are in terms of the due diligence update as of today. It's very you know the real estate due diligence has a lot of the survey reports and other reports are very very important legal rights um but also very technical so we haven't do you want to take the next chair J. >> Yeah. So um moving forward,

037what are the next steps? You know, we have items that we've prepared to bring forward for the November meeting. We'll follow up on the full analysis of the reports we've gotten to date. Um and then kind of marry those together with that feasibility um programming study to give you the space design, parking, operating plan, and kind of that lease um property management strategy. And um yeah, once we have all that together, then we can provide you with those materials for your review prior to that full board meeting about to decide if we move forward with the purchase of the building. >> Questions? >> I have a couple. Um I wanted to ask if it's possible that looks like the two documents that are complete the um the uh environmental study and the building assessment report

038are those things that we can uh go ahead and share publicly. The building assessment report is still in draft and not yet final. But when it is final >> that available >> the alta survey and the environmental I mean it's not as many pages or something. It's >> we've seen a lot of something we can share can share. I think we can share the face. want to make go back and look at the I'm not recalling in the PSA any commission is doing that. Let me just verify that the response. >> Um and I think one of the notes I made I think it sounds like it would probably be addressed under next steps. I'm assuming right now is you mentioned the right right away and I remember you saying something about that space that

039runs in between the two buildings that the city has some sort of >> um >> the city has a rightway. Yeah. um that that has been a known factor right from the beginning. Yeah. >> I didn't expect so like you had to figure out by today. >> No red flags on it. It is what it is. >> Okay. >> Um and then can you tell me one more time? You said something about the LLC for the parking with the church back there. >> So the church owns the parking. It has leased it to Eco Commons LLC. >> I was wondering about that. >> So the LLC is the is the lease holder to runs through June 27th if I'm recalling correct. >> Okay. So, right now we would have it through June of 2027. That

040would pass through during the purchase and then we would renegotiate. >> Exactly. >> Okay, great. Um, and then for I know you're working on the operations cost. It sound like I'd made a note about rental income. When will we see that? But it sounds like you're going to incorporate that into when you share out the um operating costs. >> Right. I think that'll be a better look as opposed to point in time. But that number I gave you includes the tenant roster as we have it today accelerated to January. >> Great. Those are my questions. Anyone? >> No, I just it's great to get an update. Um I can tell you that the community is very concerned about that we're nitpicking on parking. Um I I hope and I would the community hopes that that

041does not hold up forward progress. Uh if we're concerned about the number of parking spaces, um I know that the New Seasons across the street has agreements with other community groups, so there's overflow, but I would hope that parking isn't an issue. >> I can't imagine. And >> I I live in the neighborhood, so I would say parking is tight everywhere in Portland, but it's maybe less tight on that street. >> It's just nice to have like a plan and make it part of the planning process, not necessarily an obstacle, if that makes sense. >> Sure. knowing that there really is no parking. >> And that's true all over Portland, but there there actually is going to be parking here. And it it it hasn't presented an issue for either the church or the um

042or the building tenants currently. >> I think it has more to do with students and families coming. So, I just I'm just asking about because I'm hoping that we have a plan. >> That is part of the anticipated update. Y >> great. Thank you. >> Okay. Athletics. >> And Marshall, unfortunately, couldn't be here today. >> So, Joanna is fill in and talk a little bit about some upcoming work. I know you want a little bit more detail. we shared at the last identifying meeting and so we can talk a little bit. >> So at the last meeting we shared kind of a schedule workflow overview of the multiple about nine projects that are listed in the bond for um athletics. So those those projects align with the high priority improvements in the PPS long range

043facility plan. Um, I'm just reading here, but those include the athletic hubs at Marshall and Jackson and multi-purpose fields and field lighting. Um, high school improvements are for Grant, Roosevelt, and Franklin includes seating and grandstand work, baseball and softball fields, and field lighting. And then our high priority middle school improvements include multi-purpose fields, tracks, and gym spaces. It's kind of the whole update I have, but if you have questions, I can try to field them. >> Um, if maybe I was hoping for something just a little more detail because I know that some of these have hitting pages as well. Um, for grant there's been talk about that, you know, fence ticketing, like really like kind of like getting the nuts and bolts of like what those projects would look like. Um, I would love

044it maybe next round we could just, you know, get >> more detail. >> Yeah, I don't think so. We We haven't kind of attacked that granularity to those projects. >> Yeah, we're definitely not there yet for the athletics. We um are in the process of still planning and getting all of our land use permitting and you know in in place while we do our um uh procurement for our designers and engineers and then we can get a lot more green and whatnot when it comes to the athletic projects and we're happy to present that once we're there. >> Um for field lighting at is this is this part of the update or is that coming later? I know the presentation changed a little bit. >> How about >> what questions you >> um so I

045heard that the lights I know we were targeting December 1, but I heard that can't actually even get the lights there until January 1. So can you tell us kind of where we're at with power and still getting questions? >> Yeah, I have guess. So um yes, Moscow cannot get the lights there by then. Um it's part of their manufacturing time and their manufacturing is also based on what kind of power uh Pacific Power can deliver to the property. So we did meet out there last week um and they QPNL let us know what kind of power they want um or can provide. Musco is designing off of that and should have a submitted to me well at the end of this week, first of next week and then they can go in production once

046we approve that. So that's how we get to that January week. Um in the meantime finishing design, we'll go into permitting from there. So obviously December 1st isn't the date. we're gonna say March, early March, >> which aligns with our students. So, we had we have fall sports on the field now and we have spring sports that start in March. So, to do that construction portion while Nolan is occupying the field is really the safest thing for our students anyway. And so, that's that's good. >> It sounds like we've just moved from December 1st to March now. >> That is correct. That's a pretty big, >> you know, it's like a third of the year. >> It's safety though, I think. >> I can I can talk with things. Um, it's in terms of the

047track season, they start in February. So, if we can if we can get the lights in January, is there really a need to wait until March? >> We can get the lights delivered potentially in January. That's the earliest they said they could do was January. That also needs to still align with our city permitting. We're talking with the city. As soon as we have alignment from we have the submitts, as soon as we're ready to go, we're going to let the city know that we have this coming package to them and see if we can help them through their permitting processes as well. So, in coordination with the city, right, we're going to try and tighten it up. Um, to be realistic, I just want to say March. We also once we get the lights,

048then we have to stand them and we have to pour concrete, we have to stand them. So, all these things and then wire it back and then tie in with the new PP&L service. >> You have to do all the underground trenching to every single light pole. You have to bring the new service in. Then you have to control and program. It's this is where some of my and we'll move on. I just want to say this is definitely where some of my frustration lies um with timelines that you know we get timelines from PPS and then we start working against them and then they're when they're off by four months you know it's very uh it's really difficult to keep going back to the community when those things happen. So I'm just moving forward

049for the committee we're good knowing the real deadline. I'm sort of like don't ne you don't want anybody to feel like they have to tell us what they think we want to hear. Like just tell us what you really think it's going to be but for this particular project it's going to be you know almost a year after the land use was approved. So I know you know I'm a little frustrated and um but I know we're getting there which I'm really happy about but we've got to get there before track starts. Like that is the non-negotiable you guys. We've got to like whatever we can do to make that happen. you know, we we were cutting needs. Like we cancelled the ends of needs last year because we didn't have lighting. So, I'm just

050begging anything that we can do to like really make sure that we hit this deadline this time because I'm telling you, we'll hear about this the second I walk out of the room. >> Yeah. >> And and I just kind of wanted to just again kind of the date we've talked about today. So, right now, we're daylighting that as soon as we can. And if we go way back to when we first talked about grant lights, it was a 10 to 12 month process um from the beginning of land use. Land use actually originally we projected about seven months in land use. We were 10 months in land use. So we do have a push and that's what I was going to say is that you know we're coming to you with the best laid

051plan that we have and there's a lot of outside factors that feed into that timeline. So I assure you that what we're trying to present to the committee and to the community is the most accurate information we have at that snapshot in time. But these outside entities that we have to work with on a daily basis constantly or change those timelines and we bring that to light as soon as we as soon as it is available. I appreciate that and I remember Tom saying that um December was an ambitious timeline and contingent upon >> everything going right um which is like does everything go right? Um, so I appreciate the update. >> I just also want to say like we're not trying to blame our city partners. >> Um, they have a lot of the

052same constraints that we have to and so we are all trying to work together to move these things forward. It they are a process. >> I wanted to just thank you for the work and say that I've done a lighting project at Urban Park. I did the trail lighting and the um park transport lighting as a construction manager for the parks bureau. And I learned early on in that career not to ever say a date um because it invariably it doesn't matter if you're working in class A office space or a park and there's multiple dependencies. I mean for the Irving Parkland, we had a neighbor buy a house during the project and so we just start the whole community engagement process again. I just want to say I appreciate that. I understand what you're

053going through and I'd like the whole committee doesn't feel like this is like this. The whole committee might not be frustrated. Um I I want you to do the I know you're doing the best you can to get the timelines and the permitting. Permitting um the city of Portland, who's my employer, is notoriously 18 months for permitting um or longer depending on the size of the the type of development. So I I trust that you're doing your best. um you're not trying to hold the project up. Um and I I appreciate the work that you've put into it thus far. >> As do I. >> I work very well. >> It is frustrating if you've got a kid that's, you know, or a football player or a track player. I get that. And um having

054worked for publicly funded agencies, nothing moves really quickly. And we appreciate that the community comes to you with with their concerns, right? And and we're talking to you about it. So understand that we are trying as hard fast and hard as we can. >> Question. U this question not necessarily spec specific to lights but in the spirit of trying to save everyone time because I know time is a resource that we don't have enough of um in the on the bond page on the bond web page you know as mentioned by the um previous public commenter how appreciated it is to kind of have that update. Is it possible do or you know and also would it also save some time to also have the athletic page and just kind of show current updates like

055for example like a blog style for example like hey there's this going on and that way like you know the public doesn't have to keep waiting for like board meetings to get their latest updates they can just see the website and have >> you in in the spirit of trying to save time and just >> No totally agree I think one of the things too as we're uh working through, you know, continually looking for opportunities to improve this it dashboards on we talk about all those pieces. >> Imagine this around a dashboard. We have constant updates on each project uh in terms of completion also cost that we can just pull up because we're doing updates to the board, right? Monthly that we can just pull up and say, "Hey, this is where we're at."

056So I want you to know that is a huge priority for us. Uh just from a transparency perspective and then just for just from a tracking perspective, right? just let me know because to your point efficiency wise that's a system piece that definitely true and I do want to just echo that the the piece like this hopefully you're seeing there is a level of urgency in all these types of things and I think to Sarah's point um there are interplays with outside entities that we just can't control so um there was no peace around December one that was an absolute goal to to absolutely try and make um and it's always good to have those pieces. I think the reality is there's some things that that came up which pushed it but in the end

057you know was February and March and so we we understand we know of course from the community to get that >> that dashboard would be helpful and if we can drive people from the community there that would be also helpful. Yes. Okay. Okay. So, Donna is here and uh to provide us an update um uh on on Wells. >> Okay. And we can flip it to the main chart at any time. Thanks for this opportunity to talk about our budget. Once again, in our last report to the FIOC on September 16th, the IDW Wells team reported a $5.6 million cost savings. And today, that number remains unchanged. Since the last report to you, the team has received and reconciled two professional cost estimates, one from the CMGC and one from a third party cost estimator.

058That reconciled estimate showed the project was 24.8 million over the hard cost target of 345 million. However, following a successful value engineering process, the amount of overage has been significantly reduced to approximately 4 million. So, we are within 1 and a.5% over the hard cost budget, which is considered well within industry standards at this current 100% schematic design phase and within OSM's standard operating procedures to proceed into the next phase of design, which is design development. So, we feel we have an attainable path to budget to move forward. The team remains focused on identifying further cost opportunities throughout design development and through ongoing collaboration with the CMGC on construction logistics planning. We identified many different opportunities during value engineering which provided choices and helped us find an attainable path to budget. Some items uh that

059I would call true engineering true value engineering items. This is one of the many benefits of working as a team with the CMGC on board. The savings that we found and selected didn't affect program or student experience. Working with the CMGC, the means and methods of construction were further investigated. And some examples of savings included eliminating the need for some expensive temporary shoring walls that were originally planned. That resulted in approximately 900,000 in savings. We've had some structural savings of about 600,000 by re-evaluating the structure. some refinement on the HVAC that saved us a couple hundred thousand. We've saved approximately a million dollars in the reduction of site retaining walls. We've changed the finished floor elevation of the building which eliminated a lot of dirt haul off which is very costly. And we continued to

060look at those types of savings. Um we're going to continue to look at those going forward. Potential savings may evolve as we get into more details in design development. So that's our budget update. Uh the site and building plans remain essentially the same as what you were shown before. So once again, thank you very much for this chance to provide an update. >> Really great news. >> I just have a quick question about the green tech um energy tech 1.5%. I know that it's included in the above number, but what does that increase? >> Yeah. So um we will be putting uh do you want to answer this one Stephie or Becca? They're both here from Bora and they might be able to answer that a little better than me. That'd be great. Thanks, Stephie.

061>> Sure. >> Um, the green energy technology fund >> is uh one of those things that can be used for a lot of different things. So, we're going to max out how many PV panels we can put, but there's a limited it's a fairly compact building. So, once we do that, then the next step is to use those funds for making the building envelope better and improving the mechanical system. Some of those things are things that are are part of what we've been already working on. So, we are in the process of doing an analysis of trying to make sure that we understand um how many of our funds are actually going above and beyond just straight code that can be applied to that get. Um and our goal is to have the remainder of

062the get within the project budget and the work that we're doing because PPS standards already go above and beyond. >> Did I miss anything, Donna? >> Thank you very much. Thank you. >> So for the well, so the wells plan will go to the board for a vote in November because >> we have two two things to still kind of close loop on that is the relocation of the farmers market >> and the trail cut through. Is that right? >> Yes. Um well yes and >> it's the pool and the pool. >> The pool trail. I've never I saw that email. I said >> just working through working through coordination with parks and wreck on um when the pool is going to be able to stay it when it how long it will be able

063to stay open during the summers that the modernization is on. So, we're looking we're looking at a phased approach to understand what summers it would have to close and what summers it could remain open. We're still in the planning phase of that and working with parks and recreations in that. And so, we need to kind of solve those two those two issues for the community and with the community. Um before we move that forward, >> we're still tracking for November for >> the project manager for >> question is are the I mean the considerations for the farmers market and the pool etc are they potentially causing delays in the IDP walls claims process? >> Not currently really it's we're over there there could be cost impact depending on um what the ultimate decision will be

064to both of those items. um from a logistically from our CMGC. However, we're still working through that, but we are moving the design forward on the project. And so, no, from a delayed perspective, it is not causing a delay in the project. >> I just want to share my sentiment. I think our number one priority is to our students. >> Yes. >> And I know I understand I'm most sympathetic to farmers market, but if it's going to increase cost, I think that needs to be a serious discussion. >> Agreed. >> Thank you. Appreciate that. >> Appreciate that. Thank you. >> That's from two board members. So, >> thank you. >> No, not the majority of the board. >> Not the majority. >> That's true. >> Well, we don't know yet, so yeah, any questions? >>

065Okay, work orders. And we have our senior director of operations, Frank Levit, who will meet us through this competition. All right, thank you everyone. Um, just so you know, I'm filling in for Tom Aers who's out. So, we'll get through this. Um, we, uh, I just wanted to give you a little bit of an overview of the maintenance operations, our work order prioritization, um, the work order numbers that we have, and how we're moving forward. Um I think it's important for the team to understand our scope of who's responsible for what and how that kind of moves out from the site. Um so we start with uh the custodians and our know >> yeah let's move forward. >> Uh we start with our PPS facilities. Our custodians who are the site base. They are first

066line of defense. They're the ones that are seeing what the issues are. uh they work directly with their senior facilities operations managers to help report the issues and they triage what they can on site. The next from out from there is our maintenance department, our technicians um who those are general fund work orders. That's uh all that we do. We we fix and repair and do preventative maintenance on the items that we have currently. Then from those items, things that are beyond our scope or what our team can handle with the with the resources that we have internally, uh we will kick those projects to Joanna's team, uh which is partly general fund and capital projects. And then from there, it's the office of school modernization that's dealing with our bond projects. So hopefully this

067gives everyone a little bit of scope of who does what and how that moves out from there. Uh so the next slide uh to give you all a bit of an overview. The maintenance department has 77 technicians from multiple trades. Those again include our plumbers, HVAC folks, grounds, flooring, machinist, sheet metal. All of these folks are responsible for maintaining and repairing 9 and a half million square feet of building and all of those components. um to support them. We have two technician managers that oversee um building structure and other pieces. And then we have one project manager that helps uh as well. Um to put that all in perspective, if you think about a 2,000 square foot average home, we're responsible for 5,000 2,000 ft² homes. Um it's not a family of four that's in

068there. It's typically one adult and 25 kids under the age of 18 in those cases. So, uh it's a lot. And if you look at what we have staffed in our FTE, for example, we have four service plumbers to manage 5,000 2,000 foot homes. So, you can see the monumental task that our team uh deals with every single day of trying to just stay afloat. All right. Um, this just gives you a map of that 9 and a half million square feet in our service area of where our technicians are all coming from from here in this main building and going out every day to try and address and triage all of the problems that we have on a daily basis. Um, so the impact our personnel we're approximately 40% like size school district standards

069and we have no additional FTE allotted. So the 77 that we have are the 77 that we will have moving forward. We currently have one vacant position that we're recruiting for that is a plumber. So, uh, our work order numbers, we have approximately, uh, 3,900 active work orders that are sitting in our system that those 77 technicians are trying to get through every single day. Uh, that includes corrective maintenance that we have to do and also the preventative maintenance to keep the pieces of equipment that we have functioning so that we don't have catastrophic failures. Um, these are all general numbers approximately. Um, of that 3,900, we have about 1,600 that are mechanical and plumbing issues. Uh, 1,400 that are general repairs. And for those that don't know, the general repairs fall into windows, flooring,

070roofing, keys, um, painting, carpentry work. Uh, those fall in there. We have 520 landscape uh work orders. Just so we know, there's nine landscapers for almost 900 acres of grounds at Portland public schools. >> Um and then we currently have approximately 370 uh electrical workers and those comprise electricians that we have of nine and uh nine low voltage uh technicians that work on alarms and things like that. Um to give you an idea of what our priority matrix is, we have emergency, high, medium, and low. Emergency or immediate threat to safety, health, and building operations. We address those the same day. Oftent times our techs are going out and they they're triaging and they are going to continue to address the situation so that we can stabilize what the problem is and then continue to

071make the repairs. We have high uh the high priority which are impact safety and instructional delivery have not addressed soon. So no one's in in imminent danger. Um and medium are important but it doesn't immediately threaten safety or instruction in the classroom. And then our low are cosmetic or the wants the honeydew lists. We've got a lot of those and unfortunately those just get put to the bottom of the list until we can get to them. Um then we also have our priority matrix that's available on the dashboard on the maintenance web page. This gives our customers, our our school staff and families uh an opportunity to see when we have an emergency or life safety emergencies or situational emergencies. We're addressing them those same days. And then it gives everyone an idea of what

072a high is and how we can get to that. How soon we can get to that between 3 and 5 days. Medium. You can see the numbers start to grow pretty exponentially based on the number of work orders that we have and the tech technicians that we have to address those. And I just want everyone to know so how are we going to move forward? We are really looking at optimizing our employee shifts on how we can get those 77 technicians into our sites and address the problems uh and the maintenance work order issues that we have without disrupting student instruction. Obviously, we can't go into classrooms while students are there. So, it's it's problematic. We've got kids from about 8:00 in the morning until 3:00 in the afternoon. And so, trying to get in

073there to get that work done is difficult. But, we're coming up with creative ideas on how we can schedule our workforce and work with our our labor partners uh to make sure that we can get in there and get that work done. Uh we're also uh currently doing a remote operation center with one of our vendors to actively monitor uh the the building mechanical system so that we can respond quicker so that they can see what's happening in real time and address it before it becomes a much larger issue. And that's I believe what we have for you. >> That was great. Thank you. >> You're welcome. >> Um I have I have a couple of questions. First, this is way more about the operations and work orders than I ever would have wanted to

074know and I'm not sure who requested it, but it it's a lot. And um I as board members, we don't usually get down into the weeds uh at this level of detail. Um I also appreciate knowing what's going on. And my question is um is there a shift? Is there a double shift for some of those? cuz I've I've done projects where you had the crew start at, you know, 4:00 >> for a 9 toive job like in a occupied um insurance company or whatever. Um you have everybody leave a couple hours early, have start early. So if it's 8 to 3, those are like our typical working hours. >> Do you have a 3 to 11? >> Yes. So we have we've had a 6 to 2:30 uh for many many years. 6 a.m.

075to 2:30. We've recently this year instituted a swing shift that typically starts about 1:00 and goes from 1 until 9. That's a big change for that workforce. Um, so we volunteer are recruiting to staff that swing shift so that folks can get into the buildings. We're also addressing safety issues too of of technicians working alone oftentimes in buildings that don't have staff and students in them. So we really want to make sure that we're putting our our technicians and our employees in safe environments. So we're working through that. It's been a trial period and we continue to tweak the process. >> I um did the math on the number of work orders versus the employees and if everybody was equally trained it would be about 51 um projects to do per person. But that number

076goes higher when you have it break it down by who's trained like for mechanical versus electrical versus >> uh landscape. So, um, yeah, it sounds like there there's a lot to take care of. >> Yeah. >> And we're not going to fix it today. Probably all of our all of our, uh, facilities issues probably aren't going to get addressed today, but appreciate the the uh, presentation. Absolutely. >> Yeah. Um, just a a small thing, but those lowlevel items that are marked as indefinite, do they ever get gotten to? Uh they do what we what we try to do especially in the summertime. Uh we're able to address those more during breaks when there are no students and minimal staff in the buildings. So we work really closely with our senior facilities operations managers and principles

077as we head into summer to take all the work orders for the site and then try and address those honeydews um and work. We've had teams in the past where we've sent multiple crafts together um so that they can knock out as many as they can in at one site at one time. So, we do eventually get to them. Unfortunately, we don't get to them as quickly as some people would like us to do. >> Thank you. >> You're welcome. >> Okay. Um so, this is great. Thank you so much. And I'm the one that requested it and I'm going to explain why. because um it shows the massive scope of work that you're dealing with and how underststaffed you are. And um during the strike, we consistently heard from our educators that there are

078things that we are having trouble getting to like you know like mold issues like you know um you know rats like the whole you know well I'm I'm going to get to that because it doesn't fall under this. That's part of the the whole which is why I wanted to to talk about it. Um, so, um, one of my points is when we're talking about funding with our legislators, this never gets talked about and it's a massive amount of money and you're working with the skeleton crew and doing the absolute best you can with what you have. That is obvious and uh, and I really appreciate it. And, um, I'm wondering um, a couple of my questions are when there are issues like so when I look at the and I'm just trying to understand

079when we look at the prior like prioritization like something like mold like where does that even fall like in something like it's not necessarily you know some would say it's an immediate risk some might put it off like is there just do you >> I'm just curious like where does >> like do those things stood out there because we can't get to them >> right so when those are reported into We work with our environmental health and safety crew. We don't address the mold issues. We work with our outside contractors to come in and do any remediation. Um, so our internal staff, we just do not have the capacity to deal with those issues, but we rely on our frontline building to let us know where they are. And of course, when that comes up,

080we bring in our environmental health and safety team to go out and assess the situation. >> So yeah, so when we see the prioritization for me, I find that very help very helpful. who were having conversations, you know, during bargaining, during uh the legislative session, be able to say, you know, we can't get to these incredibly important things because we do not have the money. So, it's just going to sit here forever unless you see. So, I think it's really important to have your work as part of this conversation. Um, so and talking about HVAC issues, it's in terms of what I was talking about this before, they're they're not even going to show up here because there are improvements like in terms of air conditioning. Air conditioning because most of our schools don't have

081air conditioning. So, this won't even show up as something that is >> truly missing if it's a Roosevelt that has HVAC, >> but it's not, >> right? But for >> wouldn't it be under the >> So do you see what I'm saying? Like so the problem is what I saying it's even bigger than this >> because those are they're not things that we have but it doesn't follow here. So I feel like I'm hoping to sort of show like where I'm hoping we can go with this as a community to help um with some of the funding issues that we're struggling with. So this might help. >> I have a question about so HVAC wouldn't that be um so boiler failure boiler boil boiler failure but the I don't see the cooling like the mechanical

082>> it's not listed as an emergence or it's not showing up on this matrix. Is that what you're saying? And the heating >> because the boilers exist, but if you have like the older elementary who don't that don't have AC, >> right, >> it's sort of like >> it's not going to show up on it's not called in as a warm order. >> Exactly. >> And so we also have to prioritize when we get a call that there's a cold room >> versus I have an entire building that doesn't have heat. We have to start and that happens every single day >> and that's a tough call when you have to let the school know I understand that you have a classroom or two that is cold. We have an entire school that has no

083heat. We have to then devote our minimal resources to try and get that entire building back up. And then of course we're also taking into consideration is it kindergarten? Is it you know first grade, second grade, special needs high-risk kids? We really want to make sure that we address those first and then we start working backwards to get to the the one two different classroom situations. >> Is there a deferred maintenance like price tag? Like can you can you say we have this much money's worth of deferred maintenance? >> I did it a while ago. I believe it was like 1 n billion >> right during the bond conversations. >> Yeah. to be basel there's such a reliance on the bonds but then we're just we don't even have enough money to address our regular

084maintenance you're telling us 40% below your staffing like we need to get you to 100% >> so that we can just >> keep doing damage control so that's that is why I asked >> and um so it really value the work that all of you are doing. You should shine a light on this. >> Great. Thank you. I remember 10 years ago maintenance staff the technicians were like there was 99 90ish technicians and that was considered skeleton and only two managers and one of the feedback I got from meeting with one of the unions with custodial is that they were asking they're wishing for more managers and I just want to kind of highlight the impact that you're also highlighting is that >> years and years after cuts you know we want to preserve student

085facing positions that you know everyone But it also comes at cost in terms of our deferred maintenance just keeps growing and growing and to get at 100% just keeps it the same. Not really >> knocks it down. And so >> I'd love to eventually get to that in the next like month or two like what would the number associated with you being staffed at 100%. Look like to your point like I've heard stories too paint stuff years ago that PPS had 80 painters on staff. That sounds about right. two. >> Yeah, we used to have over 300 maintenance staff. >> It's crazy. >> 77 now. I mean, it's not No one should be shocked that we're not able to keep up, >> but it's absolutely I just think it's really important, like I said, to

086start assigning like some numbers and some, you know, people understand this is an emergency. So, there you go. That's my spiel. >> We appreciate the opportunity. And I also just want to remind folks if you have follow questions be sure and send those in so we can time is short and we don't have always have enough time to lead on every single we are ready to appreciate it. Yeah. >> Okay. So our last topic before we get into the verbal um updates is seismic. And I do want to um um just put out there that this is an opportunity for engagement. You know, there's nothing in talking about framework for prioritization. I know was mentioned public comment around waitings and those types of things. It's good to get things out there so that we can

087hear some feedback. So really use this again as an opportunity which we said we would using FIO as an opportunity to engage things that we're thinking about. So what we're going to talk about is the framework for prioritization. Also talk about just just a reminder of the scenarios that we were visited at the September board meeting. Um and just remind you what I what I think I heard in in that meeting and just to get clarity in terms of our steps moving forward and then an update in terms of deliverables uh not only moving forward in October, November kind of a sense uh of timeline moving forward. Um so before I turn it over to Robert um I just want to and I shared this in uh September. So this is just gives you an

088idea of through the 2012 and 17 and 20 20 bonds the work that we have completed thus far in regards to seismic right and obviously you know there's much work still to be done not only with um what was aside in the 2025 bond but working forward and as you can see here obviously with with the full seismic retrofits that comes along with the new buildings. Um but then we've really worked to with with the partial and roof level seismic uh when we're looking to redo a roof, we take a look and see if we get um do seismic improvements as well. That's where you can see just a host of schools uh where we've done partial and roof level seismic work done. So we have Robert who's going to lead us in in this

089next uh conversation. >> Thank you John. um reintroduce myself. I'm Robert Joel. I'm a senior project manager for OSM on the consolidated group. Uh consolidated, for those of you that do not know, we do everything that is not modernization. We've done the HBAC, we've done fire alarms, we've done roofing, we've done seismic, uh we did the ADA, sped, etc., etc., etc. Um so we are fairly comprehensive in what we do um within our group. Um I just want to briefly talk about our our uh attempts and what we are working on. Um as far as establishing reporting currently we do report to Oregon Biz on a quarterly basis. Oregon Biz is the one that provides us with our seismic grant as we get it. Um we do as I say we report quarterly and we

090also report to the BAC. Um it's been every six months as far as doing the seismic. We'll probably end up increasing that. Um, and we are of course working as to uh expand our reporting to everyone in the public. Um, and the prior prior prioritization formula. Um, this is what we have come up with to date. This is just to give you an idea some of the factors that we are looking at when it comes to determining what sites uh will be prioritized. Um we are trying to get this pinned down so we can provide a recommendation to the board and leadership um towards the end of the month. Um and we need that for multiple reasons. Um and again the dashboard prototype engagement sessions we are working on getting that formulated. Next please John.

091Um as I just mentioned we're establishing school priority working really diligently with that. Tom Auts and myself and Jennifer, Jennifer from Homes Engineering were uh working together to try to get that dialed in. Unfortunately, Tom couldn't be here this evening as previously stated and Frank took my fire when he said I'm filling in for Tom. >> And as far as the securing the outside grant reports, we have gone ahead and contra contracted with Jennifer to start the grant application. She's all ready to go. It is about an 8 to 10 week application period. Our applications have to be submitted to Oregon biz by the 23rd of January. 23rd of January. So 10 weeks from now is roughly November 15th. We will need to have a site selected by that time. So we know what we're

092going for. Uh and whether we get the the intent of course is to get a grant every year and we can apply for more than one grant in a year which is good. Um, and you can also apply consistently. So, we're applying now we're applying for one grant and later in the year, probably early next fall, we'll start applying for another grant. We're trying to get things set up. So, we have two major uh two major sites in beginning 2027. Just trying to get everything designed and set up and ready to go before so we could start something major in the summer. Just we we can't see that happening, unfortunately. Um, and I've been working with architect firms and structural. Really counting on Jennifer a lot. She's been very helpful. Um, just to get our

093timeline styled in. Uh, our our intent, as you can see, the next thing is land procurement for design services. We have an RFP out for a single site. Um, it's it's out. I think it's due next week is what it is. We're going to try to get one one site under under contract and get it designed. We also have another RFP going out for um back to the approach C which is what we had talked about which is a conglate conglomeration conglomeration of types A which is a full building and a type B which is parts. So, we've got we're looking for a group of architects to do some of those and the intent is we can possibly get some of those designed if we do doing parts. We can get some of those designed

094to pick up over the summer of 2026. Um, additionally, we are on our existing roofing projects, we've added in seismic functions that we can do within the time frame that we have. Um, and those sites are Chavez, Marshall, Woodmir, and Thank you. Um, so we are able to pick up some of our quote unquote parts that we have uh identified in the report from homes. Um, revisiting the dashboard prototype and community engagement. We are working on getting that all together for you all. Next slide please. This is just a sample prior priority that we had talked about came up earlier. This is just an idea. This is what again some of what we have to think about. The facility condition is big. The right sizing is big. We don't want to go into a school

095and spend millions of dollars just to have it be right sized. Um and we are taking into consideration other work that needs to be done. That's part of the facility coordination and conditioning. Um we do have to take effect into the grade level simply because the younger kids aren't as cognizant as to how to escape from a building. We have to look at that. Um and then TSI CSA of course we take those into consideration too. Next please. And as I mentioned, we are working towards the hybrid. That is what we understood at the board meeting that the board is wishing that we uh would pursue. And again, I do have an RFP going out. It's actually in John's court to approve so we can get it out to the street. Actually, it's in Tom's

096court, but since Tom's not here, I'm blaming John. >> We're we're ready to go and we're we're pushing hard. Just a reminder what the hybrid is obviously it's a it's a mix of you know complete retrofits for some schools but then part of the you know the assess assessment from homes they um which was great they did risk assessments for every school especially those high level risk parts and so if we incorporate the hybrid approach it allows us to hit those high-risisk parts in more schools which will then lower our district risk score Right. And I think you know and you know for the the bond it's right and so um and this would also allow us to access it using this as well. So >> may I ask um what are the the grants

097from organ biz? What are the >> Yeah, it it's called the Oregon rehabilitation grant program. Um what department? >> It's through Oregon biz. Yeah. I thought it's BIS Oregon. >> Bizorggon. >> Biz Oregon. Yeah. >> It's SRGP. So, seismic rehabilitation grant program. >> So, if you Google SRGP Oregon, it'll pop up. >> And you get up to $2.5 million towards one project, but you have to seismically retrofit that entire building. >> You can't you can't use that >> around. Okay. You can retrofit one building on a campus, but it has to be seismically separate, independent from other buildings. So, that's the caveat to the grant. >> Okay. Um John just explained the ABC approach defined. Um we have equity in filters as we've been looking at what we need to look at for our criteria

098for selection. um prioritization. Again, we're working on that priority. Um Tom would offer more information here, but as we know, Tom is not here. Uh he's got a draft put together for so we can make selections and present. Um the technical report was delivered by home, presented at the 99 board meeting. uh integration. We have been working with maintenance modern and the mods and uh um facilities trying to make sure that we cover the bases we can. Uh we've been looking at towards uh mechanical tying it in with roofing doing as much as we can as a site at one time so we're not going in and going in and going in. It's uh very impactful for us to go into a site and we work very diligently trying to avoid impacts but it doesn't

099always happen. We've been very fortunate that the administrators we've worked with very pliable. They recognize that we're working hard trying to make their building safer. And then our next steps will be the approval of the prior prioritization. It's a tough one for me. Uh list and scope for the first round of projects. Any questions? >> Questions. >> Did you have any other questions? No, I don't. >> Mine has to do with right sizing, so I'll wait until we get the page. Um, I said a couple questions. So, just make sure. So, it sounds like you have probably answer you have RFPs out for plans for two major sites in the summer of 2027 because it's just impossible to >> it's highly unlikely. I won't say it's impossible. It's highly unlikely that we'd be able to

100pull it off. We have a single RFIP out just to get going, >> right? >> Um, so we have something that we can put the uh address for the grant and then we have a second RP out which will go out in the next day or so. >> I see the same. So those two major sites, we need the grants for those because they have to be full buildings because that's part of the grant. Okay, got it. >> And then for summer 2026, Chavez Marshall Wood Vessel >> smaller like parts related. Is that is that just roofing or are you thinking like you're going in and doing some of the parts that are in the homes? >> Um for instance at Woodmir we have some openings uh egress that are not seismically sound. So we're

101going to address those at the time. Um Chavez we are going a little deeper than what we were going to do. We're just going to do tie-ins at the roof level. Um we are going a little bit deeper. I can't recall what that is Jennifer. >> Yeah. um some some additional connections and and at Vestal for example, there are a few lowbearing URM walls. So those are getting addressed during the re- roof project. So we're trying to expand that scope to address some of these lowhanging fruit that are high seismic risk at those same sites. >> Got it. >> Great. Thank you. Sure. Hey So that conclude or concludes the presentations and so we just have some some verbal updates for you wanted to discuss questions. So the right sizing conversation I know that's a

102topic and you know this is the TLE the teaching learning enrollment committee in November that's going to be a topic conversation including um you know proposed timeline obviously we're looking through some things to Jefferson assignment up to that piece as well but you and get some feedback from you in regards to the timeline for for the vic conversation. We know that that is um you know something that we want to do very well and I think one of the big pieces too is that we just went through the whole SCGC process and I will say that we it would be not smart of us if we didn't do a lessons learned from the SCGC. >> Agreed. Question. >> Yes. So, I want you to know that one of the things that we are going to

103be doing >> uh right now this fall is excellent. >> Is doing the lessons learned >> from SEGC. >> I have a lot of lessons to share. >> Yes, I know. I know. >> Yeah. Yeah. Eddie still still scarred from that whole situation. I um I I would hope that the lessons learned I know it's staff work and not for the board, but I am really interested in I I always do that on every project. I every when something's done, we talk about what we learned, what we could have done better, what you know, um every single thing I do. Um and so I'm hoping we have some insight because I have I have some strong thoughts about uh Southeast Guiding Coalition and how we ended up where we ended up. >> Um who we

104listened to, who we didn't listen to, >> yeah, >> equity. Um so if you could just share that. I'm not I don't have to be involved in it. I don't want to control everything, but I'd like to I'd like to hear I'd be curious to hear or read a memo even. >> Okay. >> On on what you learned, what you do differently. >> Great. >> Yeah. >> Yep. >> Thank you. >> And you mentioned DRA. You guys have been been around. >> There's a northnortheast. Yes. >> Was >> also people still have school. >> Well, I think that's the thing, right? Is I don't think I I could be wrong. But I don't think that that lessons learned piece was done through even with Derek. >> I don't think so either. >> So I really

105do want to do that and of course then apply those learnings to whatever our process is. >> So I don't want you to know that that is happening. It's going to be happening now. >> Right. >> So I don't want you to think that we're waiting on that piece, but we really need to do a lesson learned with that. um in regards to um you know the RFP. So we we're going out for an RFP uh for the high schools, the builds. We talked about that. So that's out. And so just want to let you know um that that is out. And so we are uh proposals we're expecting to be due um at the end of the month. expecting interviews to happen maybe in mid November and potential notice of intent to award by

106November 17th around there and then ultimately come to the board for approval in December. So just wanted to give you an update in regards to that timeline and then um and we talked a little bit about um you know when we talked about wells um we know that the getting inundated emails as am I in regards to and we and I want you to know we take this um we know how important this piece is definitely doing some due diligence and if we can come up with options that make sense from a safety perspective then we're definitely going to to look at those types of things but I think at the same time as director said it has to make sense from a cost perspective >> and so I want you to know we're we're

107we are also going out to meet again with some representatives from the farmers markets with Chief Capori and Sarah and Tom. We're going to go up and meet with them again and kind of talk through some things. >> virtual. Okay. We're not going out. We're going to have a virtual meeting. Um but to just get some get some ideas, more ideas and let them know a little bit. >> Yeah. I I think it's important to listen. We've gotten um 200 uh emails about moving the farmers market and um as a someone that doesn't have any relationship necessarily to that part of town um I feel like I I'm not qualified to solve that problem but I'm also because I serve on this school board interested in um what director Wong said the safety and if

108there's cost implications. >> Yes. Um, number one issues for me are safety and cost. Especially cost actually. Especially both of them. >> Yeah. I just want to clarify like my earlier stance. I I don't I would I mean I would love to guess as much as possible to make that far more, you know, continue possible. But I I do think that if it's going to potentially cause delays and as we know delays cost money on the run, right? It could may not cost money now, but in the as things get tighter and tighter, prices go up and up, you know, and that money is bond money that the voters approve and we as a board are responsible to see. So, if it costs more money, it needs to come before the board because that money

109is we're responsible for overseeing that, making sure that goes towards what our voters approved it for. So, that's that's the whole reason why I brought that up. Um, but again is if we can do stuff that that that's not going to cost any money or very minimal% for >> Is there I don't know that community very well. I know that there's a Hillsdale, there's a shopping mart and a library branch. Is there any way to partner with the other local the local not me living in northeast Portland, but the local businesses to come up with a solution? >> We're we're doing that. Greg Roach from Paloma. We met with them. Um we're looking at every >> Okay. >> We're looking working with parks. We're working with PE. We're working >> everywhere like casting a wide

110not too >> business association. >> Everyone everyone. Okay. Got it. I appreciate that. >> And I think the the big thing to realize is that we're working the we're working it. No decision has been made. And I think that that's what >> I want to make sure the community knows that no decision has been made. We hear you and we're working it. We're trying to work it with you and so we just want to make sure that that is communicated >> trying to solve the problem. >> That's right. Great. >> I appreciate um calling it out because we have received, you know, hundreds of emails. We got another one with like another 400 signatures. Like it's obvious like this is extremely important to this community in terms of cost. the way I look at it,

111you know, and I assume that would be associated some sort of cost if we had to relocate it, but that that would be the cost. And for me, I do look at that as sort of similar like relocating students there. Those those costs are generally part of the construction budget if we're going to be displacing um something like that. And one of the things that really struck me in a lot of the feedback that we received was the impact on small business owners um that really, you know, survive on that directly. It was that impact too. So, Um, I appreciate that we're really keeping an eye on this and understanding that, you know, the impact that is significant. Um, I did, um, need to ask about one other item. It might just be a little

112bit of sharing for me. I, uh, I think it's in the previous version, it's not in was about um Pal Park that um I have been reaching out to the city and they're you know working on connections but I'm definitely um I've reached out to the to our pal park folks who are I think I saw I think I saw her over there about actually uh you know if we need to start showing up city council meetings and being public comment to get someone's attention uh about the fact that we need to start you know this is lowhanging fruit that's taking too long uh just get get a conversation going. So, I just want to call that out. That ad is definitely on my mind. I don't know if you've had any any luck. >>

113Um, we've had >> I feel the same was smaller than a centimeter. Let me go back to fifth grade. Um, that's about how much >> but I definitely agree that um any comments that the city from community would be really helpful in moving forward. Sure. >> Right now? >> Yeah, go for it. >> Oh, no. I've got I know Stephanie is on the line. I was going to uh she had something she wanted to talk about on um future agenda topics, but um >> Okay, perfect segue. Um I this is there's something I want to suggest you. I was going to suggest to you last yesterday when we chatted, but you distracted me with some interesting topics and I totally forgot. I I I talked with this with uh director Chase Miller as well. Um

114one thing that we we did as a um board from our carryover committees with policy and with audit is that the last 10 minutes of the agenda is always like future topics >> for discussion. It it's even more important this year because they got more stringent about meeting laws. So it's very difficult to even talk to committee members. So my recommendation is that on the agenda we just add that everybody adds 10 Beautiful. I didn't see online. So that's actually um that way it gives a chance for your committee members to talk about what they want. >> Yeah. >> Great idea. >> And and it's more important again like this year because the meeting laws have gotten more stringent and it's way more difficult. >> Is that also the time to most of our all

115of our committees have three members. So, in order to move something forward, does there need do there need to be two members that want something on the agenda or are we going to just let individual members add? >> Yeah. I mean, >> I mean, >> what you're asking me? Yes. Yeah. So, I mean, obviously, the chair has the say, the final say, but also remember that I mean, this is what I do for as a chair of the board. the chair is supposed to discover the will of the board or and or or at least try to enact the will of the board. you know, obviously with, you know, this is why like I appointed you chair um to give you kind of um your license over how to get things done, but yeah, I

116I it is it's a balance, right? And so I think um you know, the the the role of the chair is to to carry out the will of the board and the role of the committee chair is committee uh the role of the committee. Um, the reason I suggest it be at the end is so that we can let these wonderful people who don't want to hear us talk anymore go home uh 10 15 minutes earlier. >> Um, and and that's why Yeah. And so >> that's my recommendation. Something to chew on. But it looks like you already decided. So >> I'm done here. >> Um, I do. Can I Can we let Stephanie? Um, Steph, are you there? >> Yeah, I am. Hi. >> Hi. >> Can everybody hear me? Okay. >> Excuse me.

117Hi. Hopefully everybody can hear me. My um headphones have not been super reliable and I'm also at the East Portland Community Center uh where my kids have swim team and I'm the responsible carpool driver for seven kids on Wednesdays. So um I will be brief because the kids are showering right now. that um I joined today because I have an idea that I frankly raised quite a few times with different people um along the campaign trail and hearing today's updates about um just how many work orders there are and that indefinitely when we will get to them um has me thinking about what I sort of want to call like a community lift idea and obviously I'm not talking about the emergency or the very high urgent needs those need to be taken care of

118by the um this the PPS staff, the the people who are trained and the people who are doing this. But here's what I would love to have on a future agenda. And I'm seeing one kid come out, so I have very few little time. I would love to have a conversation about engaging the community in those lowhanging fruits, the honeydews, where uh I'm looking at you banks, uh credit unions and big banks in the city. I'm looking at you law firms. I know a lot of you because I'm a lawyer. um big and small law firms. I'm looking at small business owners and thinking could you uh and you business owners, banks, lawyer law firms work with PPS to go through the honeydews, the lowhanging fruits and find a um a chore, find a need

119that you might want to take on districtwide. So we're we're not looking, you know, it's not sitting with a um a school that has the lawyers as the parents. we're taking on a need that is districtwide and maybe it's yes, I own a small business. I am a fence builder and I would love to take on the holes in um the fences around the district and that that is something I will work with PPS on to get done and I will check that off that giant 3900 list to get it done. And I think that when we start realizing that our schools are more than just places where some students go, that the banks, the law firms, the coffee shops, all of them share our community with these buildings. And all of us are going

120to benefit if the kids who come out of these buildings are as equipped to be great humans and educated humans as possible. And so if we can start chipping away with this community lift idea and having the community um not just the parents, not just the educators, but our community picking up some of the pieces so that this skeletal maintenance crew doesn't have to and that they can focus on the really important things that also need to get done on a day-to-day and weekby-eek basis. So I know now is not the time for it, but that is um my pitch. I don't know where it would land or if anyone else is interested in having that conversation, but I think this Portland community, we're wonderful. Uh, everybody wants to help. So, let's let's do it.

121>> Awesome. >> I love it. Thanks, Steph. I think it's a great idea. And I'm just as you were talking, I'm like, okay, how what how would we get to what that list looks like? I think uh collaborating with you, Frank, like, you know, you know what's out there. you were going to pick, you know, some buckets that, you know, the community could adopt, per se, what would those be? Is it like painting or I don't know. I'm just like guessing. Um, >> what are those things that the community could rally around um that we could be organized about? So, just something to do. >> He's like, I got a honeydew list. >> I got a honeydew list here. >> Talk about community cares day. That's a Community Cares Day. >> I mean, that's Yeah,

122that's definitely at one point in time, right? Um I see it thinking of the ongoing piece. Um and we typically focus community care day on the outside just, you know, to get people that are in. It is very impactful, but please everyone understand how much we appreciate the community coming in and out. >> Um but yeah, I'm definitely taking notes. I think it's a great idea. I fell to school. >> Cleveland girls soccer game at 7. [Music] Great. >> I think Do you guys have anything else? That's it for >> um >> No, I don't have anything. >> Okay. Well, our next meeting of the facilities committee is November 3rd and this meeting is adjourned. Thank you so much.