001Okay. Um, hi everybody. Uh, good afternoon and welcome. Thank you all so much for being here. We've got a big group. Um, before we get started, I wanted to share um a preview of what is on our agenda today. I realize that a lot of you all of you probably already read it, but um what we're going to be going over today, we've got um a draft for a committee charter. um the beginning of what will become a year-long work plan. Um updates on the 2020 and 2025 corner projects. Um I think we might even touch a little bit on 2017 um updates to uh facilities improvement projects including um ramp fields and at the end I'd love to discuss next steps um that we come across during meeting and um future agenda topics. Is
002there anything that anyone would like to add um for the next agenda? Um, this is this isn't your deadline to add things. I'm just saying like feel free to like throw it out there for the next meeting and we'll capture that. And um, so with that, I kind of wanted to start with introductions. I feel really lucky that I actually see a lot of familiar faces in the room. That may not be the case for everybody. So I thought I would start and then kick it off um, kick it over to uh, Dass and Chase Miller to introduce themselves and then um, have staff run around the room u real quick. Does that sound good? All right. So, I'm Virginia um and it is a privilege to be chairing uh this uh new facilities improvement
003and operations committee for PPS. Uh my background is in strategy and journalism. And so that means I really love to do research, uh dig in, ask questions, and really zero in on details that make a difference. Um, and as a community member, um, I've been involved in, uh, advocacy around, uh, that led to districtwide lead paint abatement, air quality abatement, or not abatement, we want we want to have to abate air quality, uh, air quality improvements at Harriet Tubman Middle School, um, and community support for, and, you know, soon to be implemented field lighting at the Grand Pole, uh, which will segue into the Grand Pole master plan. Um, outside of committee work, uh, recapped a couple houses. So, on a micro level, I know the joys and surprises of construction. Uh, but in short,
004you know, chairing this committee is really just my jam. I'm really excited about it. Um, and our mission as a committee is really simple. Um, I want to ensure that we have safe, functional, and inspiring spaces for our students and staff so they can thrive here every day. Um, that means everything from long-term planning and budget priorities to dealing with immediate needs like why is the gym roof making a funny noise um and doing an investigation. But I'm excited, really excited. I think you can probably tell um for the work ahead and to collaborate with such a smart, committed group of people. Um, we'll be tackling big projects. I'm sure there'll be unexpected curve balls and I said, here's my joke, a few mysteries lurking in the boiler room. So, um, with that, I thought
005I'd hand it off to Vice Chair Depass and then to Director Chase Miller and then we'll go around the room. >> Great. Thank you. That was a great introduction. And I didn't know that about you that you had the rehab experience. Um, my name is Michelle Depass. I I also have a construction management public uh commercial facilities kind of a background 18 years in um mostly the city of Portland construction management. I'm really interested in rehab also. >> That's awesome. Um, I'm also very uh into facilities just in general and the state of our uh state of our schools. Um, concerned with all of the, you know, environmental hazards and I'm just happy to be here today. Thank you. And on this committee in general. >> Hi everyone. Chase Miller. I'm director for zone 4.
006Uh, I am also excited to be here. I'm a teacher. Uh, my background is in early childhood education. So I uh really feel the importance of having beautiful and inspiring learning spaces for students and especially spaces that are safe for students. I have a rising second grader and a rising seventh grader in our schools. So um a vested interest uh in addition to my role on the board. So excited to be here. We've got uh some cool work to do this year and uh my family is a Jefferson family going back generations. So, I'm particularly excited to dig into that project. >> Why don't we start with Stormmy or Eddie? I didn't see you on the >> I didn't see you. >> No, go go go. Well, then we'll go. We'll go around. >> All
007right. Eddie Wall, board chair, um, current PPS parent, former educator in PPS and North Clammus. Just glad to be here, here to support. Thank you. >> I'm Stormmy Shanks. I'm the senior director of the office of school modernization and that means that I help manage and execute our bond funded uh work here and I'm also a PPS parent. Got a daughter who will start at Wells next year. >> John Franco, senior chief of operations. Um this will be my first year very specific to this role. I've previously the past three years have been uh fortunate enough to serve as the chief of schools here and so just really excited uh to be in this collaborative space to kind of talk about all the really great things that we're that we are doing and have done
008and then of course problem solve through uh potential um issues that we're going to have to work through. So just really excited to be in the space with all of you. Uh Deborah Cafoy, chief of staff, uh PPS daughter of PPS teachers, PPS student, and um graduate and parent of PPS graduates. >> Really happy to be here. >> Deep roots. >> Yep. >> Good afternoon. I'm Liz Large, a contracted member of the legal team uh and parent of two PPS alums. >> Kimberly Armstrong, superintendent. >> Rosanne Pal, senior board manager. Uh Dana White, I'm the senior director for real estate and construction for the districts. Anything nonbond uh related and real estate like perhaps moving? Thanks. Thanks. >> Good day. I'm Tom Rogers. I'm the uh I'm our new chief of integration officer. Um our
009team consists of uh Dennis team, the planning management, uh our maintenance crew, nutrition services, IT or Otus, and uh and our custodian warehouse team. >> Any other staff? I'm looking looking over here. I didn't want to introduce So, we ran out of chairs. >> Hi, uh Joanne Amonson, the director of construction uh for our facilities projects nonbond and then we support bond. I'm told that they're shorter duration for smaller projects. >> Marshall Hen, senior director, assistant superintendent of planning. Do we get everybody? >> I can't I can see. >> Hi, Natasha Garcia, project manager, office of operations. Christian, real estate manager. >> Uh, I'm Ethan Great House. I'm the lead on safe andor airport schools. I'm a DPS parent. Um, I'm going to public comment when that comes up. Keep going. >> No, we do
010not. Did we do we miss any staff? We got everybody because I'm learning. >> Yeah, I'm Sharon T, the chief legal officer district. >> Okay. Um, thank you. It's big crowd today. So, I guess with that, um, we can go ahead and move on to public comments. So, I'm just going to run down the list here. I've got Gretch and Cole. You got a spot tag up here. >> Hello and thank you for the opportunity to speak today. My name is Gretchen Cole and I'm the parent of a recent Grant graduate and current Grant student athlete. I'm here today to advocate for the expedition of work related to adding field lights to the grant bowl. As a neighbor and community member, I've been involved in voicing my support for this project for the last two
011years and previously as a supporter for lights on the upper field. The student experience at Grant High School is lackluster without these facilities being maximized for student use. I have two points I would like to make very clear today related to the impact on student athletes and their peers given that zero games can be played in the evening during the fall season. The first is the impact on the culture at Grant High School. And the second is related to the number of hours of missed school across the district, not just at Grant. There's a huge disconnect between these students and their peers. The student athletes at Grant, eight teams worth in the fall, do not get to play games in front of their peers. In addition, their opponents do not get to play games in
012front of their peers. Why? Because everyone has to leave school early to attend these games. Not only do they have to leave early, but they need to drive across town to support their friends. Soccer games aren't even located at a PPS facility. requiring this of students is unreasonable, especially when there are facilities available walking distance from the back door of the school. The lack of student engagement means that these athletes only have parents for fans, and most students don't find that very cool. When it comes to missed school, students and teachers will tell you that the same class is repeatedly missed during September and October. This is not a great way to start the school year. If you're a numbers person, I'd love to break this down for you. For soccer players alone at Grant,
013this is six teams worth of students. On a game day where all six teams are playing, there will be 130 Grant students that leave school early to attend their games. There will also be 130 students from the other school leaving early to attend their game. Typically, there are seven to eight home games per season. This will impact 2,080 students that will miss school in order to play in these games at at Grant High School. In school hours, this is a minimum of 22,80 hours of school missed to attend soccer games at Grant that are actually offsite, nowhere near our PPS facility. The fix is simple. add lights. We have approval from the city. We have money that the community has poured into this project and we have bond funds allocated for this purpose. The time
014is now and the impact will be dramatic. There have been many meetings over the course of the last two years where we have pre-planned for this moment. Everything is supposed to be ready to submit. The design firms, the contractor, and the city are ready to go. Where is PPS? You are now the reason we have another graduating class that won't get to play in front of their friends and the community. In fact, the current fall schedule has no games at Grant in the bowl. Please fix this now. Expedite this project. Prioritize our students. Please step up and answer the call of this incredible school and its student body. We cannot let another generation of students miss out on playing games at their high school in front of their friends under lights every other PPS school
015has had for decades. Thank you. >> Thanks for uh Lucy. Um, hi. Thank you for your guys' time to speak. My name is Lucy Capranos. I'm a rising senior at Grant High School. I play on three varsity sports, basketball, soccer, and lacrosse. Um, so, um, over my three-year career at high school, I've played a total of, discluding basketball, uh, 96 varsity games for soccer and lacrosse, and only five of those games have been in front of my friends at, uh, only five of them have been in the bowl. Um, only five of those games I've been able to play in front of my peers, in front of my community. only five of my 96 games um I've had a true home field advantage and we're the only PPS school who doesn't get to experience this.
016Um our current home field is Delta which is kind of crazy but um we've almost been like missed our own games because of driving over to Delta. We've had to delay games because other teams have been late to our games and to give them enough warm-up time. But at Delta, you really only get parents to come out and watch you. And I know a lot of these parents have to take time off of work because a four o'clock game is in the middle of the workday to drive all the way out there. Um, but the second that we have a bowl game, you get parents, you get friends, you get classmates, you get alumni, you get teachers, you get grant staff members, neighbors, and even families who just have a young female athlete. Um, I
017know I've had like uh one of our bowl games uh one of my classmates came up to me after just the next day. We don't know each other very well, but it was just something we were able to bond over was that, oh, like were you in the bowl last night? I saw you playing. And so it was just like it's just like I feel like it should only be five out of 96 for that. Um, but this isn't just about current high schoolers cuz this is about building the grant community to reach its max um potential. Um, and to do that, you have to start it at a young age. Um, at some of our bowl games, I know our last bowl game, we were able to organize uh ball girls. And so, um,
018one of our the moms of a girl on our team, uh, Julie, she was able to get a local, uh, youth girl soccer team to come and be ball girls. And it was it was it was so awesome. Um, not only just having the ball girls there made us feel like super cool, like we don't have to go running and get our bowls, but um, I think after the game, like we went and talked to the girls and just it felt so cool to be able to like show off kind of what it's like to be a high school athlete to them. Um, which I feel like, um, when I was younger, I didn't always feel like, oh, like I never really would think about going into high school, oh, like a lot of girls
019play sports. And so I feel like at a young age seeing that and it's really empowering. Um, and to see it at like the high school that you know you're going to go to. So just having ball girls there and it just brings community. Um, but this isn't just about grant community either. Um, it's about just giving us the access that all the other PPS schools have. Um, I don't know. We went to we went to Roosevelt and they had this huge stadium and huge crowd and it was just like it was just like wow. Like I was so jealous. I was so I envied them because they get that >> every other game and we don't. So that's that's all. Just want to strengthen our community and be able to play in front of
020our friends. So >> thank you. >> Thanks. Uh, Brook Lesser. >> Hi, my name is Brook Lesnar and I'm entering my senior year at Grant High School. I have been a dedicated member of the Grant soccer program for the past four years. In that time, I've only had the opportunity to play at our true home field, the Grant Bowl, three times. Instead, the majority of our home games have been at the field Delta Park like Lucy talked about. Though Delta is not like very far, it's sometimes 10 to 15 minute drive. The time spent commuting combined with a necessary premium warm-up has had a significant impact on our instructional hours. This year alone, our game schedule will require us to miss approximately 11 hours of class time. And that's only for home games. That's not
021considering the time missed for away matches. As a student athlete, we value our education and are committed to succeeding both in the classroom and on the field. However, this consistent loss of instructional time is making it increasingly difficult to balance the two. With lights, our game could be scheduled later in the day, allowing us to maintain a longer class time and reducing the number of hours lost. This would directly benefit not only athletes, but also teachers who often struggle to maintain class consistency when students have to leave so early. In past years, some of my teammates and I have experienced tensions with teachers who believe we're oppress we are pro prioritizing athletics over academics when in reality we're simply adapting to a schedule that doesn't support both. Missing class can have lasting consequences on a
022student's academic success, particularly when it comes to understanding key concepts and maintaining strong relationships with teachers. The installation of lights at the Grand Pole would be an overdue improvement that directly supports equity, student well-being, and academic achievement. I respectfully urge the board to prioritize this need and take immediate action to install the lights at the Grant Bowl for the benefit of current and future student athletes. Thank you for your time and consideration. Thank you, Roman. is running cold and I've been a varsity athlete for the past three years. Yet in those three years, I've only played three games in the bowl. Our current fall schedule includes no home games in the bowl and no home games under these lights. The lights would not only allow us to play in front of our families, but would
023give the opportunity for the community to come together. In the past year, our baseball team was able to make a historic run to the state championship. This was with the huge support of the Grant community showing up at their games. Students, parents, and neighbors were able to watch evening baseball games under the high school lights. The energy and enthusiasm for the teams was contagious, all because the games were on our home turf. The soccer community has sadly missed out on a chance to support the varsity team due to us having to play home games 20 minutes away. Think about the opportunity you can provide if you grant us lights. Think about the impact you can have by giving us lights. I hope you can get this done now so I don't have to come back
024and fight for it as a parent. >> Thanks, Ronan. >> Um, and I think um this one is virtually and I forgot to I'll get this right next time. Spell it. I forgot about that. Sorry, guys. Uh, so Stephanie Antipa, she's virtual. >> Yeah. Hi. I am. Oh, can you hear me? >> Yes. >> Okay, sweet. Uh, so I'm Stephanie Antf. I am a parent of fourth generation grant uh students. One is incoming senior and one is a second grader at Alama. Uh longstanding family who has missed games in the bowl. Uh are actually oldest, no longer play sports because of the impact that this uh of having to leave class and negatively impacted his grades. I want to paint a picture for you. A student who's worked hard all week, balancing homework, tests, and
025hours of practice, putting on their jersey with pride, only to have to pick up early, leave class, and miss valuable learning time just to play their home game somewhere else. That's the reality for our Grant student athletes right now. Because we don't have lights at the Grant Bowl, every departure means missed lessons, lost time, and extra stress trying to catch up. These students are who are doing everything we ask of them. They're showing up. They're putting in the work. And yet, we're making them choose between their education and representing their school or their sport. We can change this. The permitting process for lights can move faster. If it's treated like a urgent priority, that it is. Every week saved and permitting is another week that we give back to our students. Time in the classroom,
026games at home, and memories made under the lights. My call to action for this board is by the end of this month, give us a public timeline for when will the uh permits be put put in place. When will the contractors be on on schedule? Let's stand clear with the message to our students that their time, their education, and their experience matter to us because right now we're failing them. That's it. Thank you. >> Thanks, Stephanie. Um, John Dwire. >> Hi, my name is John Dwire. I'm speaking on behalf of Safe Structures PPS. Uh, our group came together uh to advocate for seismic safety in PPS schools, especially our elementary and middle schools. We're proud to work with the board last spring. Uh, and we know that our collaboration was instrumental in building public support
027for the bond. Now, as the bond moves from approval to implementation, we want to ensure that the commitments made in the 2025 bond are fully realized. In June, the Office of School Modernization stated that PPS's structural engineer would deliver a report with recommendations on which seismic improvement projects to pursue uh expected this summer. We want to know, has that report been received? If not, when do you expect it? And importantly, when will it or a draft be made public? The June memo also mentioned that PPS will need to set priorities and criteria for selecting projects, taking into account factors like school consolidation, construction feasibility, and impacts on summer programs. What's the plan for gathering meaningful community input on these priorities? Safe Structures PPS is ready to work with you and to help engage the broader
028PPS community. We believe transparent communication and early public involvement are essential for success, both to deliver the safety improvements our students deserve and to maintain public trust in PPS's stewardship of bond funds. Thank you for your time and for keeping seismic safety a top priority for children. >> Thanks. >> Thank you. >> And um Effie Great House Hi, I am Dr. Effie Great House. I am a parent at Robert Gray. Um, graduated from Hayhurst. Um, and I run Safe Indoor Air for Oregon schools. We've got over 500 signatures on our signon letter. Uh that includes a goal of seeing six air changes from the HVAC systems in uh new buildings, HVAC overhauls, the modernized buildings that we're going to be doing. So Wells, Cleveland, and Jefferson um and uh elementary and middle schools that we
029know need new HVAC systems uh as part of this upcom as part of this bond. as well. Um I wanted to give you all a heads up that uh this is our proofs on um our McDaniel air quality report that we're going to be getting to all of you. Um where McDaniel is this it really encapsulates a lot of the issues around air quality and poor ventilation rates um in our buildings including our modernized buildings like McDaniel. And uh it's very thick, but we also designed it to be able to have sort of pull out sections. And I brought one of them here for you today. Um so I will uh pass these down. Um where uh this is our section that looks at airflow distributions in the modernized and new buildings that have airflow
030reports. And uh we can see Franklin and Grant have uh a lot of their classrooms with more than six air changes per hour or at least more than four. So over half of Franklin's uh classrooms get over six air changes an hour uh from the HVAC system alone. uh whereas um and Grant has um 72% of its classrooms with more than 4.5 air changes per hour whereas McDaniel and Roosevelt are really at this poor end of the ventilation range. Um and then we've got three other schools uh that have those poor uh rates. We um show our ideal for modernized and new HVAC systems where we want around six air changes from the HVAC system and then add in room filtration to push it higher than that for better air quality for kids. Uh and
031using that in room filtration is energy efficient to go higher than six. Uh, and then we show what um how how good the uh air flows get in Grant and Franklin when you add just the one air purifier that they have in each classroom and that we need two in McDaniel and uh Roosevelt to get to those same um distributions of good air quality that uh Grant and Franklin have. So, I wanted to share that with you sort of uh soon to be fully published and hot off the presses and uh thank you very much for um uh joining this committee and restarting this committee. It's such an important committee. Glad to see it back. >> Thank you for joining us. This is fantastic. >> And when will you have the the reports? >> Hopefully
032in a couple weeks. >> We'll look forward to it. >> Printing. It's a big printing job. Okay. Um, so that concludes our public comment. I do just want to say I appreciate um all of the comments. We are going to touch on both um brand field lighting and seismic today. So um feel free to stick around or if you don't want to watch it later, but we there will be conversation about it later in the meeting. Um so next we're going to talk about the new um committee charter and work plan. Um the audit, the bond audit uh that we've been hearing a lot about. One of the recommendations um was for uh this committee to rise again, which it has, and to also have a committee charter. So um I went ahead um this
033is just kind of my style. Um I didn't just write the charter and you know, here it is. Basically, I wanted to make really efficient use of our time, pull something together for um the committee to react to. So, uh, the purpose of this today is to sort of look at this as a framework, poke holes in it, see what you want to add, like what you might might want to take away. This is collaborative, but again, I just wanted us to have like a real place um to start versus um a brainstorming session because I thought it would be more efficient so that we can hopefully have this in front of the board in October um for approval. So, why don't I just walk through it? Um, thank interrupt. Um, so there was a
034what's in was is the board book version the redlinined version >> were they switched out? Okay. >> Yeah, that's >> I couldn't see where the changes were made. So that's all it's okay. >> They were like capitalization. That's nothing nothing too nothing substant. Okay. >> Um Okay. So the purpose I'm just going to read I'm not going to read it like word for word. We'll just go through red buckets. to do the first part I actually do want to just read. So we've got the purpose of the committee and I'm hoping this captures everything um that we want to cover. Um so that the facilities improvement uh and and oversight committee is a standing committee which means we'll meet regularly every month um of the PPS Portland public schools board of education and its purpose
035is to provide oversight, strategic guidance and formal recommendations to the full board regarding the development, implementation and ongoing refinement of school modernizations, physical facility improvements, health and safety projects and other district-wide strategic initiatives included in the district's long-range facilities plan. tried to structure this in a way that captures um you know this bucket districts you know district-wide strategic initiative so that we're capturing like the center for black student excellence um the relocation of the central office things like that that we would want to have come through this committee so that we can discuss them you know have you know uh public input and capture all of that before we're taking it to the full board. So the goal is to have all of that come through committee before it does. Obviously that's not going to
036happen every single time, but we definitely would want there to, you know, those would be the exceptions, not the rules. So that was what I was trying to capture here in the purpose. Um, any comments, questions? Feeling good about it? >> So there were no changes to the purpose? >> No, except that we moved the long range plan to the to the last sentence. Okay. >> So, no, the purpose is >> So, the long range facilities plan, that's usually been a staff document. Are you saying that this would be more collaboratively? I mean, that's like a a 10-year requirement that's updated every >> Yeah. And it was updated pretty recently. I mean, within the last couple of years. I was just looking at it and um I feel like it's just a really great uh
037I mean, it's an incredible guide. It has so much information. So I feel like as we're talking about projects, you know, coming projects that they would hopefully align, realize like not every single one is going to align, but it should definitely be informing >> Yes. >> the big picture. >> Yes. I so are we my question is on the on the long range facilities plan is this group is this committee going to be editing adding to or just assuring alignment with >> ensuring that the projects that come through the committee are in alignment with that long-term >> that's a that's a great question um I would say it needs to be in alignment >> because we shouldn't be writing >> no No, no, no, no, no. >> Or or drafting it. But I can see
038some value in >> ensuring alignment. That's actually great. So >> I can see some value in as things come across the desk here. >> Yeah. >> Across the committee desk that we want to make sure that the long range facility is not in conflict, >> right, >> with Exactly. >> Okay. Yeah. >> So let's we'll update this to clarify that it's alignment with >> alignment with the utilities plan. >> Yes. That's Yes. We will not be writing it. >> It's pretty it's for volunteers. >> Yeah, that's that's way over my pay grade. So, um how about any questions, Michelle? Director case. >> Okay, great. So, um scope of work. Um we've got several buckets here. Um the first one that we would be responsible for is board advisory on facilities and capital planning. So basically
039you know we would be ensuring clear and consistent communication with the board of directors on board facing facilities related and capital planning initiatives um serving as the key leaison of the full board for project updates and approvals so that when things go for board votes we have an opinion we've talked about it and we can get you know our our informed opinion hopefully it'll be unanimous um that I want to capture that here um and you think this is where it captures a little bit of what you were saying review and provide recommendations on the development ment and periodic updates to the long facilities plans. So we'll put alignment up here. We're capturing a little bit more detail under u the scope of work and then advise the board on the prioritization of facilities investments
040based on factors including but not limited to condition assessments, educational program needs and adequacy, student staff safety, equity and access and opportunity, current and projected enrollment trends, and capital and operating budgets. Um, I realize you might have to feed back on this card. >> Am I allowed to give some >> feedback as well? >> Of course. >> Um, I really overall like this section. I think it would help with some clarity in terms of like number one when it says board facing. So like for example like it would be helpful to have facility committee fully vet a decision that's coming before the board and is that what you mean? >> And so I think that may be more worth to clarify out that this >> specifically relates to decisions that are coming before the board.
041Does that make sense? >> Sure. >> Right. because that that's in our lane, that's in our purview to kind of be clear and I think that may be helpful to advise on number three as well, you know, because we we are not and it would be pretty inefficient if we're involved in every decision and I think way this reads it you could it could you know someone could interpret that. Does that make sense? >> I don't I don't have any suggestions for how to change it. I'm just uh just kind of a a >> suggest it's too broad. >> Uh no, just it I think it would be helpful to I don't know if it's like prioritize. Well, I mean it has um um that you know the the scope of work prioritizes upcoming decisions
042involving the board, right? >> Does that make sense? Uh May asks, "So things that we the board would vote on." >> Exactly. >> But not things that the board would not vote on. >> Yeah. Because I mean there there's kind of two buckets, right? There's things that >> the board needs to approve whether it's like large contracts, real estate, uh purchases, things or, you know, big large purchases, things like that. But then there's also the other job which is oversight. And I think there's a little bit of when I when I read this section, I'm not sure which bucket that falls into. >> That's a great point. And I actually have a note to myself as I move through this to talk more about the oversight piece. I felt like that was as I was
043reading back through it today, it was missing. So I agree with your point. We'll figure out a way to to separate those in here so it's it's more clear. >> Awesome. Thank you. >> Great, Sean. Next one. >> Yeah. >> Okay. Environmental health and safety. Uh promote facilities investments that support student health, accessibility, and high quality learning environments. support PPS goals related to environmental sustainability, energy efficiency, and climate resilience, and uphold stewardship of public resources and ensure fiscal accountability. I'm not sure if that last one fits here. Might want to move that. >> That feels like >> feels like it doesn't belong there. That one is not like the others. Um, but I wanted to make sure that we capture, you know, our our climate justice um >> yes, definitely >> platform in this doc.
044um coordination with committees and departments uh maintain ongoing coordination with the office of school modernization, facilities and asset management and other district departments that include bond funded programs. So this is actually where I I would really love I mean I want your input on everything but this is where how do we how are we capturing oversight of bond funds that are not related to construction like curriculum like it do we want to capture it in this committee do we want to capture it in you know um the enrollment committee and you know teaching and learning like how I think I don't know >> that's a good question >> do you have Any thoughts on that? >> It probably makes sense to separate some of that out. I think curriculum would fit under teaching and learning
045um and keep the scope of this or of each committee uh reasonable. >> Well, and the other thing is the bond accountability committee is responsible for reporting out on all of the expenditures and progress against, >> you know, a schedule. M >> and so no matter what we will be getting updates um as to kind of the status of the projects every I think we're reading every month the BAC >> every month. So we will be getting every three months. >> No but we the board would be getting an update every month though. Is that correct? >> Yes. Yes. >> So the board would be getting an update every month. the bond accountability would come in front of the board every quarter and in that quarterly meeting we will have an update complete update on
046>> right >> all of the buckets. Um so I don't know if we want to just if if if a information out or a one-way report is good enough or if we need to include this on the agenda to talk about. >> Right. So, as I was looking through this, I thought that's a lot of work for just one committee, >> right? Talk about in that and teaching while I'm learning about how that oversight of those buckets could be incorporated. >> Yeah. >> In that. Okay. >> Well, and then where would technology fit? So that's another, you know, there's curriculum, there's technology, there's bricks and sticks and bricks. That makes sense to come here. Maybe it's just a question mark out there. My gut says teaching and learning for technology, >> but it's also capital
047asset. >> Yeah. So both. >> Do you have a preference? I mean, I think it makes sense under teaching and learning. I feel like the bulk of it would probably be under teaching and learning, but I'm trying to think about when we went through >> there's the ERP platform that's very >> I don't want to know >> it architecture as opposed to technology learning just to that out about where if that if that matters or not what what's the big chunk of the >> I only need to know about it if I can't get onto the internet. That's that's where I want to >> staff have any input on that any recommendations like where you feel like it would be the most logical fit. >> Um I supervise the IT team and the majority of
048our inputs are supporting the student in the classroom. Okay. >> So although we are doing some you know making sure wireless and security measures and all that sort of stuff the majority of our work is focused on those students. So in my opinion it would be more aligned with teaching and learning. >> That's perfect. But the the bond the bond funded items. I guess I wonder if this is the the committee that is going to um hear about or be updated on bud funds. I wonder if that's because you know there's lots of different buckets for technology too. Um I think it would you're it's exactly what I think we're sort of struggling with is how do we um if our charge is you know it's a facilities improvement and oversight committee but there are
049bond programs that live outside of facilities. How do we as a as committees make sure that we're covering all of the buckets? I'm not that it feels like we need to separate some of the buckets. The facilities isn't going to be all of the bond. It's going to be a lot of the bond, but not not all of it. >> Not every Yeah. I I don't feel like I need to I guess I don't understand ERP. I I was here >> I'd love to tell you that. >> I remember going through maybe five or six years ago, uh we moved everything over from uh Microsoft Office to Google and that was a big deal. And once it was done, I didn't want to hear about it anymore. it was it was done. So, I don't
050know to what level um or extent that the facilities committee needs to know >> exactly like where we're at with it and and it's probably I'm being very naive in that. I don't know. >> I think as long as we're capturing it somewhere, which it sounds like we have the perfectly logical spot, I'm happy. So, >> could we have the staff leazison? Are you the staff leazison for for this committee? >> Committee. >> John Franco. >> Thank you. I'm sorry. I don't have my chart in front of me. Could you do the coordination of that piece that's supposed to be there seem to be multiple strands? >> Well, there going to be pieces too, right? Like because if we were going to say the with the charter the conversation like this, there's a reason we're
051meeting monthly is so that we can have conversations about very specific things that we would need the full board to vote on. And the pieces of those are going to be around curriculum and around technology bond funded projects that we're going to need. So, so not only prioritization but the kind of scope and the planning of those pieces. So, they will come up here automatically that we'll have those conversations. Does that make sense? >> It does. and the the board's role is it is it financial oversight then or is it like I don't I guess I'm not understanding like how how deep are we drilling down into >> so when we're talking about like your specific like you'll approve like um scope which you already did you that's the bond came out with but in
052terms of like project timelines kind of those pieces >> yes >> and so when you're talking about so for example with Tom and his team there's going to be a very specific IT comprehensive plan regarding those items captured within the bond. And so we'll we'll need to bring that here for conversation before it goes to to to the board. If I may just for a little bit because I know as you all have been um on the policies of of committee I the the way that I understand it is that you know you all are the factf finding you deliberate and you advise and I've heard the word oversight and I think when thinking of oversight I can see how that like brings in like the total picture of all things but me as your
053one of two employees one of the ways in which you um provide oversight over the work is through your supervision of me. And so if there's like updates and uh oversight you want on some items, I that's my responsibility to you all. And so it doesn't have to be like all things technology. um you can have oversight over all things through me, but when thinking of like this committee or this this this body and collection of people, it's some of those um larger items that would otherwise take up a substantial amount of time in a board meeting. And so therefore, the committee provides that space for you all to deliberate, get input, factf find, and then report back to the larger board. So, I think that's the only part that maybe gives me a little
054bit of pause of trying to figure out if it's all the things or if it's, you know, if it's oversight. Well, that's easy. You have oversight over me. So, you have access to all the things. >> Yeah. I I think I had problem with that one word as well. And so, I know this is a living document. It doesn't have to be um decided tonight, >> right? We're happy to we're happy to >> but that I was curious about that too and actually didn't have any good answers but wondering how uh what what level of oversight do we want we already um how you know we have a um we approve any contracts that are over 150,000 um so anyway it's just a question I >> maybe it's just that oversight is not the word
055we need >> it could be just the word but but there's also the word means the the work also. So, um I don't know what the answer is or what the alternative for it is. >> Well, yeah, I think I mean just my two cents is that I think it would be kind of worth not deleting it, just kind of moving off the document for now and work on later because I'm pretty sure that as the year goes along, this committee is going to find more things to do and this would address it. And I think um this may be something just to save for later because I think and this kind of gets in I'll save it till later but about number six about having the ability to constantly up continually update it as
056needed because I think yeah this is something that my two cents is that it's totally okay. I think it's totally okay saving it for later because I think a need is going to arise at some point and you know the way my mind works is I'm I need to know what the outcome desired outcome is first like what is the the output that we're looking for and then as the year progresses there's going to be lots of outputs that we're going to identify and I think this would this could solve one of them. I don't know what it is yet. >> Okay. We're halfway, little more than halfway. Uh, community engagement and equity. Uh, promote transparency and long-term facilities planning by reviewing and disseminating accessible, up-to-date project information. Um, act as a conduit for community
057input and public feedback for matters that fall within this committee charter. You probably tell from today like really um really do value the public comment section, you know, of these meetings. I tend not to cut people off unless it's, you know, urgent. I feel like they've come all the way to be here, but the least we can do is to hear them out. So, I really appreciate that and want to enshrine that in this document. Um, and also ensure that planning and implementation processes are aligned with the PPS racial equity and social justice framework of course. Um, any comments on this section feedback? >> Um, membership. So the committee shall consist of three members of the PPS board of directors. One, two, three. One of whom shall be designated as the chair by the board
058chair who also serves as an exofficial member of the committee. And I know this is duplicated from other documents, but just wanted to have it in here as well. And um that the DSC may assign a student representative to serve as exofficial member of the committee. I did reach out to Ian, just so you guys know. >> Excellent. >> Um so I'm hoping that I don't know that he will necessarily be able to do it, but that somebody from the DSC will. Um, so I will follow up and close the loop on that. And um, and of course staff from relevant PPS departments shall attend as needed to provide subject matter expertise and technical support. I really do appreciate all of you being here. Uh, thank you so much. Um, feel like this does a
059pretty good job of capturing. >> Good. Okay. >> Um, meetings. Uh, we will meet on a regular basis. Um, I had monthly in here change it to regular in case there's like a little change, but my intent of course is to have us meet every month. Yeah. >> Um, and that we post our agendas. I know we're just getting off the ground as well. Rosanne and I have talked about this, but my goal is to really have these agendas publicly available on the PPS website um five business days in advance, not only um for our planning, but I think it's really important for um the public who is interested in things that we're talking about. There's a lot of interest um in what's going on with the bond so that they have time um to
060uh work around their, you know, their own schedules, you know, child care schedules, you know, writing public comment that they want to share. um that's really hard to do if we only give them 24 hours or 48 hours notice. I've been on the other side, it's almost impossible. >> So, um that is um my intent behind this one. So, that I'm hoping with our next meeting um that we go ahead and nail that right out of the gate. So, and if even if we don't have all of our materials, the goal is to have the materials, but if we don't, that's okay. I would still like to have the agenda up so we know what we're discussing. Um and then um reporting responsibilities. Committee chair will update the board on the work of the committee
061at regular board meetings. This is basically our committee reports, board meetings. Um and that they'll include updates on project milestones, key findings, emerging emerging issues, and um formal recommendations for board action. And then um charter review and revision. Eddie, to your point, um the committee shall review this charter. I think we should take annually out and put in as needed >> or continually. >> I hesitate. I don't want it to feel like you're just going to like change it like you know it's like well let's change it so we can do XY and Z. I still want it to feel like a solid you know firm framework. >> Yeah. Yeah. >> I like regular regularly. >> Regularly or as needed. >> I'm voting for as needed. >> I think as needed is fine. It's a
062lot more vague. Well, the maybe my original thought about why continually is because then you it's um accountability for the the committee board members to constantly check to make sure that this work is actually being productive. That makes sense. >> I see what you're saying. >> That's kind of my original thought for why continually, but I'm also agnostic. >> That makes sense. Committee shall review the charter regularly to assess the committee structure effectiveness alignment with district goals. I just want to want to just say this is not something I hope that we are regularly >> we're regularly updating it. It's not it's not a good document. >> Something softer than regularly. >> If if something jumps out at us at the time though, that would be the time to address it. >> Yeah. >> So,
063yeah. >> Okay. Okay. So, where did >> we land on? I've got continually this this might be uh me going home and like coming back with some questions. There's going to be some word smithing. So um >> if I get a list of words in my email box from you, I'll know >> you'll know why. Exactly. Exactly. >> So So yeah. So the intent here is to um work on this over the next month, have a draft to you well before the next um FIO meeting to review so that we can come into that next meeting which is September 16th. Um finalize it and then move it to the full board in October for >> That sound good? >> Great. >> Okay. So that's a good segue to our next area. Uh, I like a
064good work plan or work back for projects. So, um, we have the beginnings of, um, a work plan for the 202526 school year for the committee. So, um, reached out to Rosanne and the staff. Like I said, this is just we're just getting started. Um, but what are big things that will be coming before the full board that we definitely want to have come through the committee first? um and what committee meeting is that and then when will it go in front of the full board. So, we're starting um that this meeting, this is definitely a living document that we'll continually be adding to. I expect this to get bigger and bigger and bigger, especially over the next couple of months. But, we get to start with the fun stuff, which is uh the Jefferson
065High School modernization um and Cleveland High School modernization. And I thought maybe I would kick it over to John to talk to a little bit. >> Yeah, sure. So, um, you're in education, so scope and sequence is always preferable, right? And so, as we think about, um, the work plan, that's really what it is. And so and knowing that we really want to stay on track in regards to timelines and uh many of these things will require uh and so for example if we use our next meeting which will be in September we really want to have that conversation around the comprehensive work plans around our three high schools which will be Jeff Cleveland and Wells and then have a robust dialogue. So we'll present that's an example right so we're going to present those
066comprehensive work plans to have that true dialogue about so that in our next meeting next board meeting right as conduits to the board you could provide and really lead that conversation with the board to potentially uh vote on those plans. So you can see also in the work plan as part of the audit the not only the continuation frequent meetings with this but then also that with the BAC which is which is that bond accountability committee which is a citizen-led group to have frequent touch points right so that we're kind of working in parallel because really both not only this group but the B the the BAC are those inputs to all of you so that um can help in regards to decision making from that vantage point. Um, also we're making a commitment too
067that um, uh, with director Lefort and myself and Stormmy and members from my team in Rosanne is that there'll be additional topics, right, that will be added. So, right right now we we know of these consistent pieces and we kind of backtracked in terms of okay, where do we have where do we need board votes on and what projects per se and then we'll add uh, accordingly. um uh after each meeting. Is that >> kind of um I have a question about the monthly seismic. It seems um really frequent. Um I'm wondering if you consider or if we could consider maybe a bimonthly update because I'm trying to think of um the staff has to also kind of digest all of this too and in some cases produce something. Um, and I'm just I'm not
068sure if we would have enough of an update every single month for seismic just knowing that I I've been here a long time and I know that the rhythm of the work uh somewhat and so it's just a question I have. >> I noticed that it's monthly here, but it's actually by monthly report that we're going to go over. So my hunch is that you probably changed your mind somewhere in here and >> we can I can >> we can Yeah, technically it is bimling >> and we can always if something's going on we can always add it but I think for the public to know that we're definitely going to touch on it every other month that it's coming. I think that that's really >> and that's good and then and know that every
069month um like we'll just give it kind of a general update uh from a bond perspective and so if there's specific things that don't fall along the lines of the bimonth if we need to really update you on some you know some highlights in regards to seismic we can do it during that time as well >> that's great yeah I guess the flexibility is is good um I was just concerned that we'd have a placeholder and there's nothing you know every month doesn't allow for staff to sometimes get all of the work done. >> I can I ask >> appreciate that >> question or comment. So I had heard that the BAC would prefer to give their quarterly report to the full board at a board meeting for >> yes transparency and so that was
070after we had done this work plan draft. So I just wanted to bring that into the space for you to talk about. Mhm. >> So they wouldn't come to this committee and to the full board, >> correct? >> Because they're volunteers. >> Oh, that makes sense. >> So that would relieve the work plan. >> What we could do is have them present to the full board, but then add it to our agenda for the next meeting to perhaps follow after that. >> Yes. I I get it. You want to have a regular cadence of, you know, accountability. >> Exactly. Exactly. >> Rhythm. >> Since we mentioned the audit committee, I just want to say I I don't know why I skipped right over it when we were talking about the um the uh charter that
071is captured in um section C of the scope of work. Collaborate with the bond accountability committee and audit committee to support bond program transparency and accountability. I just wanted to record that that is in here. Very important. And did you have something you wanted to add? >> Oh, yeah. I was just going to say the the resolution the board passed in April or April, May, I can't remember. Um, states that the seismic updates is six times a year, so by month. >> Perfect. >> Um, and I know we're going to get to more detail about the high school modernizations, but while it's in front of us for Wells, are you anticipating that on September 16th for the committee as well or just jump in and Cleveland? >> Yeah. Okay. I was just curious. Um, I'm
072also trying to think I'm trying to remember. It's been so long since I've attended a BC meeting. I don't recall that there was a lot of followup from those meetings. Does anybody else remember? It's usually a this is where we're at. >> This is the Gant chart. This is how far we've gotten against our our timeline. But there's never been to to what I recall anything that the board had to follow up on. It was just a a oneway >> this is where we're at. >> Well, we can take it. >> But I think I mean I think is it just like keeping a space on the agenda to have a regular >> Yes. >> in case there's a need to discuss >> Exactly. >> follow on items. Okay. >> Yeah. I mean, I I
073I've never gotten them like, we've got to do these three things because whatever that comes out of that report would be the staff's responsibility, thank goodness, to to follow up on, but not the board. >> And you might want to talk here in this committee about requests of the BAC. That's kind of the other way that BAC can work. the board may ask the BAC, can you give us some advice or some >> Yes. >> Um, council about this topic. Um, >> deep dive on the BAC and just try, you know, over the next like month like really understand like how um how it works together, how our committee like that's definitely a learning curve for me. >> Definitely. And me too, by the way. Um because it changes. So, um, thank you. I'm excited
074to see this fill up over time. And, um, with that, let's go to our update on the, uh, bond projects. >> Great. >> All right. >> So, do you want us to save our questions for the end? Is it or do you want us to like ask throughout or is it It's not like, you know, >> um, >> a laundry list or anything like that. How about we kind of pause at the end of the major sections and answer questions? Um, if that sounds okay, I'm going to share a screen here on the Zoom meeting. I have a um a PowerPoint that's just a sort of visual aid that goes along with the report. That's the staff report and it's just um highlights or bullet points from that staff report. So, nothing new or um
075>> All right. The first major section of the uh report here is about the Jefferson, Cleveland, and Wells modernization projects. Um last November, the designs for all three projects were paused uh to study cost reduction strategies and the board um passed resolution 7051 uh to adopt a framework to build highquality high schools in a costefficient manner. And that really guided our uh design teams and our project teams in uh what kinds of um what kinds of scope, what kinds of uh schedule and and what where to look for those cost savings. So the project team provided updates to the full board in March and April of uh 2025 on the status of those design revisions and cost reductions. And so since April, the teams have been um putting more detail to those revised designs and
076their next steps will be to complete revised comprehensive plans by the end of August and come to the committee like we were talking about in September to present those uh comprehensive plans. So what a comprehensive plan is is it's a um a document that defines the scope, schedule, and budget for a modernization project. And um in the past those uh comprehensive plans have been authorized by a board resolution. And so um that board resolution says um directs uh the superintendent to deliver the projects according to that comprehensive plan that's been presented. Um the other uh kind of accomplishment for the modernization projects here recently is that the Jefferson team completed their CMGC contractor procurement process and they are currently negotiating the contract terms with the um with the uh winning um KAS Hoffman team. So
077that's really our update for u modernizations. Anybody any questions on modernization projects? >> No. >> Okay. Uh the next major section we're going to do updates on today is the 2017 bond health and safety program projects. So there's more detail in the staff report, but in general um when the 2017 bond was passed, $150 million was identified for the category of health and safety projects. So far, $104 million has been spent. There's about 38.4 million allocated to active projects that are in process, and there's $7.6 million remaining to be allocated to health and safety projects. Um, some accomplishments recently, our water quality program is now complete, which means that all of our drinking fixtures and all of our PPS buildings are equipped with filters that bring the lead content down to well below the allowable
078limits. Um, our lead paint stabilization program is completing this summer. Um, so what that means is that all of the scope of lead paint stabilization that was identified for the 2017 bond will be um completed and then um asbestous and radon mitigation projects continue. Those are um prioritized and funded as they are um throughout the years. So we have um uh the the portfolio of projects is um it's completed over time and we treat it as kind of a spendup. So we will do as much as bestus and radon mitigation as we can with the health and safety funding that's there and we prioritize that with other types of health and safety projects. >> May I ask about that? So um asbestous and radon I'm not sure how they're identified. those are mostly in older
079buildings. Mhm. >> Um is that a place where our long range facilities plan identifies those those risks within the plan and and this would be >> so the long committee >> the long range facilities plan is more like a a strategic plan for aligning the facilities to educational goals and um program goals. and it doesn't address um things like maintenance or um kind of facilities improvements like hazardous materials and health and safety. Um it's more like uh the plans for athletic hubs to support athletics programs. Um so I'm not sure >> it's very physical. Okay. I mean, a physical plant sort of like building shell >> and there's a there's an annual report that the environmental health and safety team does about the location of asbestous that was the >> I've never read it but
080is there um I was just curious like how they how how those how they how do we >> how they get identified. Yeah, there are um asbestous surveys that get completed across the buildings and same with radon. Our um risk teams go out and they actually test the facilities for radon and then >> um we prioritize those projects against that. >> Okay. And anytime there was like a tenant improvement or there would be something that would be disturbed that would have asbestous is that oh certainly there's a test done at that time. Okay. >> Yes. Any that is a a standard requirement of all of our construction projects? >> Yes. Can I ask another question about this bucket before the bond? So I was actually on this bond committee and in large part because of
081the 150 million uh for health and safety. So when we structured that bucket of money, there was a rough breakdown of how much money would go where and how it was it was a rough breakdown. Are there >> any buckets in here that you feel we came up short in? Um the um it's not that we came up short, but there are things like roofing projects. We have um many times the amount of roofing projects that need to be done compared to the amount of funding that was identified for roofing. So um but the scope of the 2017 bond never said like we expect this funding to cover all roofing projects that we need done in the next 8 to 10 years. that wasn't really the intent. >> Um on the other side of that
082though, the um the water quality and lead paint programs for example, we are completing that scope well under the originally identified budget. So we're able to then allocate those funds that we thought we would spend on uh water quality to more asbestous projects or more roofing projects. >> That's uh that's amazing. This breakdown is fantastic. I wanted to just call out one thing. I do remember from those meetings, you know, as we're making decisions about this 7.6 million that remains to be allocated um that ADA was a big subject of um the stakeholder advisory committee meetings and how short that bucket was to start with. Mhm. >> So, as you're considering that, I would love to make sure that we're we're looking I mean, I know that the needs were so far beyond anything we
083could have ever funded, like billions and millions and millions and millions of dollars, >> but um if there are projects that would have a significant impact on a large number of students, um that's something that would definitely be on on my radar. And I know that we've talked about this a lot where we talked about making at least the first floor accessible >> our elementarymentaries um because they're not going to be modernized >> right >> anytime soon. So >> that is actually a scope that was in our 2020 bond. So, I think that the um >> I wasn't here when the 2020 bond was developed and we we've got a slide on that in just a minute, but a significant investment was made in ADA accessibility in the 2020 bond program. And that um first
084or that main level accessibility scope is also completing this summer as part of our 2020 bond program. >> That's great. >> Yeah. Um so, a couple other notes here. Uh we have new roofing projects that we've just prioritized and funded at Holiday Annex. Uh Caesar Chavez, Woodmir, Vessel, and Marshall. And so those came from a um a very detailed roofing assessment of all of our buildings across the district and then a prioritization of that work um that resulted in choosing these uh particular projects for uh for funding. And they ask those roofing projects, have they also they've also had the required seismic racing? >> Yes. So those roofing projects where um where there's an opportunity to improve the seismic um conditions at the roof level, that is included in a re-roofing project. >> Yes. Y
085>> um and so is fall protection. That's a um That's another scope item that we include in our re-roofing projects. So, it's not just, you know, taking off old roofing and putting on new roofing and calling it good. >> Yes. >> Yeah. >> Um and then we um anticipate funding a multi-sight fire alarm panel replacement project to um we've got a number of um outdated fire alarm panels that are functioning right now, but they are um obsolete and need to be uh need to be replaced. Any any other questions on um 2017 health and safety projects? This is awesome. Thank you for pulling this together. This is exactly what I was hoping for. >> Yeah. >> Um we only have one athletics bond program in the 2017 um bond that's running right now. That's the
086Roosevelt Grandstands expansion that was authorized by board resolution 6881. It has a budget of $2.5 million. It's currently in the design phase and the architectural and engineering contract was recently executed and the design and project team right now is developing the um design construction schedule for that. >> Um what is the goal for for installation? Is it by like next summer? Is it by spring? they have to work backwards um from uh all of per design, permitting, construction um to actually develop what's feasible to um to construct that. >> So, we're not we're not quite sure yet. >> We're not quite sure yet. >> Do you know when we'll know? >> Um I don't actually, but that's something we can uh I can ask the project manager. >> If we could know by the next
087meeting, that would be fantastic. That's possible. Targeting Okay. All right. Okay. 2020 bond infrastructure program. So, the original 2020 bond included $241 million for facilities infrastructure improvements. That number was later increased to 278 million. of that we have spent $213 million in bond funds to date. Um 53 million is allocated to current projects that are active and there's 12 million remaining to be allocated to new projects that fit into this category. So there are several subcategories here under the 2020 bond infrastructure program. Um one of them that we just talked about is ADA and sped. Um those improvements, the scope for that will be completed by this fall. Um the Harrison Park Middle School conversion uh is part of this bucket and it's in the final completion and closeout phase. Um with the activated roofing
088projects that we're working on that'll be completed this summer. Um l the lent HVAC replacement project is um currently active and it's also scheduled for completion this summer and we've got multi-sight HVAC controls replacements happening right now. Uh the security scope also uh fell under this bucket. All of our defined um security scope identified for the 2020 bond will be completed by this fall. And then we've had um two complete seismic retrofits funded by the 2020 bond uh and augmented with um seismic grants from the state. Those were at Lent and Creative Science and the one at Mary'sville is in progress right now. That's a threesome um seismic retrofit that'll complete next summer. >> So questions about 2020 bond infrastructure program. >> When we talk about new projects uh with the remaining 12 million 12
089million, have those been identified yet? >> No, they haven't been identified. Um but we have um that it's likely that we'll need to do some more roofing projects. We've got some pretty some roofs in some pretty critical condition. Um and um we need to kind of develop a prioritization of you know now that we know what's in the 2025 bond and that the 2025 bond has passed we can be um sort of strategic about what we fund with 2020 funds and what we fund with 2025 funds. And so we have a deferred maintenance backlog that's about a billion dollars and about um 12 million from 2020 to put towards that um that would fall into this infrastructure category and then um in 2025 another 100 million set aside for something that we think is about
090a billion dollars in value. So, um, we need to come up with a prioritization kind of algorithm that's going to help us bubble those projects up to the top that are really critical and need to be need to be done with these particular funds. That is literally the question I have written down is the 19.6 six million across 2017 and 2020 is how do we um how are we prioritizing that and allocating that like is it um you know think you know items that are student face you know I I always think about you know the the the heat and the cold like as being such you know a significant issue at so many of our schools um that directly impacts you know learning and teaching. >> Yeah. And uh you know what does that
091look like in terms of prioritization? Like do you do you have a gut? >> You know my my gut and um and I think when I talk with Tom and and Dana um you know our gut is always is this a thing that's going to affect the operation of the school? Is it going to keep us from operating our programs in our facilities and those are the things that we're going to prioritize? >> So for the cooling would you consider that something that would impact the operations of the school? So when we talk about deferred maintenance, um that is something like um we need to put effort and resources into this boiler system at this school because it's about to fail, but um adding a cooling system where it doesn't exist right now is not
092deferred maintenance. That's a that's an improvement. Um and so it's um in general we don't tend to recommend prioritizing adding a system where it doesn't exist now over um maintaining a system that is required in order to um operate a program in that building. So, let's say you have a boiler and sorry, go ahead. >> I um have a question about the Portland Clean Energy Fund um specifically because they um I mean they've given PPS I think about $19 million and my hope if I was just could wave a wand would be that it would go towards um heating, ventilating and air conditioning systems and windows in our in our buildings that that need it. Um but it's a classic economics um you know exercise because we have a billion dollars of deferred maintenance and
093we have $100,000 in 2025 and whatever is left over from the other bonds. So it there's no way to do all of the projects, which is to your claim about like coming up with an algorithm, a way to make a decision based on the condition of the building and the number of the kids in the building and is it a new project or deferred maintenance. So anyway, just I just want to appreciate that there's a decision- making or a a philosophy about how to make a decision. Um, and there's never enough money to do everything that this district needs. just it's that kind of leads to the question that I have which is how do we balance uh priorities for projects um when we also know we may be looking at consolidations and I'm thinking
094about putting a lot of money and resources into a school that >> in not very long we end up recognizing needs like more than what we can give it and that's one of the schools that's going to consolidated. So, how are we caring for that tricky balance? >> Well, I can I can share with you what you know how we think of it in OSM um is that um and in in facilities is that we have a facilities condition assessment and we have a district-wide roofing assessment and we we are um working on our seismic assessment. So all of these things are kind of inputs into um if we take one particular school building, we can understand a lot about its condition and how much it would cost to um to correct the deferred maintenance
095or to improve the seismic conditions and we can provide that information to the team that is has an input into the team who is um strategizing about those um school right sizing activities. Um, so it wouldn't be OSM that would or facilities that would necessarily make the decision, but we will provide that input to that team that that can use that for their decision-m processes. >> It's a great question. I think and know that um like we're not making these level of decisions in isolation, right? So, it speaks to the importance of communication. Um, because to your point, you don't want to invest in potentially a school or a building that could be that we're going to have conversations about in regards to right sizing. So, that again speaks to that level of we got
096to communicate about and to Storm's point, they're gathering all that input and that data that will come into that level of decision and vice versa, honestly. clarifying question in the column in your report the column bond actual sedate is that the total funds that bond actual sedate is that the same as total funds instead >> no it's not because um this is just bond funds so many of our projects um are we have other funds which are mostly grant funds so or um energy trust of Oregon funds um we've got um grants sr or GP grants and some projects have um some amount of general fund in there. What I'm communicating in this is how much of the bond funding has been spent. Yeah, >> our BAC reports do include the entire project budget and
097um how much has been spent to date total of all funds. >> Thank you. >> Before we move to the next section, I just wanted to not belabor the point or anything like that. This has been actually really enlightening to me in terms of like how things are prioritized. Um when we're making decisions and we're looking towards you know this winter and you know I think about you know does you know does it stop us from moving our building that gets prioritized? like I get that. But then I also think about um you know the countless Facebook posts and phone calls that I received too about um the temperature in the classrooms and um and what a significant issue that is. So I just want to make sure that that the heating piece is a
098high priority and um that we stop hearing about you know temperatures being you know, outside of BA standards. I guess that's where I'm where I'm headed. So, kids shouldn't need to wear coats in their classrooms. So, whatever we're doing to head, you know, in that direction will be great. >> I think we all want that. So, you know, it's not, you know, we we all want that. We do not want children wearing coats in the classroom. And that's unfortunate reality in these old buildings. >> Um, and they're hot, too. My mother worked in a on a second floor in a brick building and was really hard. >> Good. >> Okay. So, that was just a selection of our 2017 and 2020 programs that we're um working on. So, the 20 this is an update for
0992025 bond program. So, this um uh bond has just passed in May earlier in May this year. And um here I am just showing the budget for this. Staff is currently working on a bond execution plan for 2025 um that will uh provide a recommended um kind of sequencing and schedule for these projects. We need to develop um prioritizations for these different programs. Um during the bond planning process, we identify the scope and how much um how much will be allocated to each bucket of scope, but we don't identify um sort of the sequence of how when they will be executed over the 8 to 10 years of the bond. So that is part of that execution plan that we begin once the funding has been approved by the vote. So for high school modernizations,
100that bucket is 1.15 billion and that will cover um the uh topping up the construction budget for Jefferson and then it will be construction for IDB Wells and Cleveland High School. Any remaining funds that are um left over from that bucket would be used towards uh facilities improvements at middle and elementary schools. So um it would go into to the next bucket which is facil phys physical facility improvements which was identified for 269 million of that 190 million is deferred maintenance and priority scope. Um a board resolution set aside the first 100 million for end of life and emergency system replacements and then the next priority in that bucket is seismic improvements at um the 8 to 10 schools with the highest risk. So, we'll talk a little bit more about seismic in a minute.
101Um, and then $79 million of that uh 269 is athletics improvements. And you can see a summary of the scope there. So, again, here we need to um prioritize and determine a sequence of delivering this scope over the 8 to 10 years of the bond. >> Then next, oh, go ahead. >> No, no, go ahead. I can I can save it till the end. >> Okay. Um the next uh bucket here is educational and technology improvements at 288 million. This includes um 176 million for technology and you can see a summary of those um kind of sub sub um categories. Uh $10 million for physical education. This will help us bring our facilities into alignment with our new physical education requirements from the state for curriculum. And then actual curriculum adoptions at 56 million. And
102then we have a um program administration budget of 83 million for the 8 to 10 years and then a program contingency at 83 million. So um what contingency is is it's a risk mitigation strategy. So um this is intended to cover um unforeseen uh circumstances that we'll encounter inevitably during the next 8 to 10 years. So let's say you know part of our device refresh in four years where um we're purchasing more Chromebooks and there's a tariff and now they cost twice as much as they do now. I mean, this this is what the um the contingency fund is intended to um to cover us for is to cover those risks that may become realities in the future. As we complete the bond program and as we deliver the scope, the risks go down, right?
103And so once we are halfway through the scope or once we are 90% of the way through the scope, we may strategically decide that it's okay to reduce that contingency uh fund if we haven't had to spend it on risks and then we can allocate those funds to um to more scope that fits into the um scope of the bond. >> Can I ask a question? I just tuned out for a minute. Um on the HVAC and energy sustainability, is that included in the 288? Is that included in the technology the 176 million? >> Yes. >> For controls or whatever or >> that's in the technology um bond program. And what that is is for cooling in um data closets in schools. So it's a very specific >> Wow. setup scope are um so when
104you put a bunch of servers in a in a small closet and they they get hot and then they fail faster and so um that's what that scope is for. Yep. >> It's fascinating. >> Yeah. >> Is there an energy efficient solution with this? No, >> not yet. >> Okay. >> I've built some of those They do have to be ventilated. >> Absolutely. >> Yeah. >> Okay. So, um we're going to drill down a little bit into the seismic improvements program. So, um like like the uh last slide said, this is the second highest priority in that deferred maintenance and priority scope um bucket in the 2025 bond. Um and there are a couple of resolutions that the board passed earlier this year that are guiding our work in this um in this category. Our
105current phase is prioritization and planning. Our first step in that prioritization and planning phase was to gather a detailed seismic deficiency data report from all of our schools and that is complete. That's available on our website. It is an accounting of all of the seismic deficiencies that were identified um during that uh survey. Um and it also identifies rough order of magnitude costs the the engineers um kind of construction cost estimate in 2024 of what uh correcting those particular deficiencies would cost. Step two is to take that list. It's just a um it's just a a raw like spreadsheet of all the deficiencies and to actually um work to prioritize them. So the structural engineer has been working on um assigning a risk score um based on uh FEMA and has us uh standards um
106and based on the seismic improvements that we've already done at all of our schools. Um and so they are del they they have delivered a draft of that report to us um just last week on August 6th. We're reviewing it right now um quality reviewing it. They're quality reviewing it. We're expecting the final report um within a couple of weeks. And um we would like to bring our structural engineer to the committee to present the data to you all and to present the methodology for how they uh came up with it. Um the next step though is to take that prioritization and cost and um use that as an input into our discussions around right sizing schools like we were talking about a little bit ago. So, we need to make sure that our um
107the projects that we actually decide to execute are aligned with um with any of those decisions that are made about um right sizing our schools. and that we consider the feasibility and the consequences of um multi-ummer construction schedules or disruptions to programs and um and just operations in the in the buildings in general because they're all obviously occupied school buildings. The next phase will be the execution phase. And so once we have a prioritized list of projects that we need to deliver, we'll deliver them according to our regular um standard operating procedures for bond bonded construction program projects. And we'll have um accountability and transparency through um established uh key performance indicators related to the program. We'll have bimonthly reports here, quarterly status reports to our bond accountability committee. Um, we'll have a website uh
108dedicated to our 2025 bond seismic program and um the seismic program like the rest of our bond program will be included in our annual performance audit um that our third party auditors will complete each year. >> Questions on seismic? >> I've got questions. I'll save them all for the for like 2025 on. So yeah, we're so close. >> Um the the last slide here is on the Grant Bowl light status and I'm going to turn this over to Tom actually because um OSM has not been managing this project to date. >> Good evening. I'm Tom Rogers, your uh chief of integrated operations. I'm extremely excited to give you an update on this amazing project that we are dedicated and motivated to complete and confident we're going to have done by one December. Thank you so
109much to our community partners. I appreciate your words and your passion, Brooke. Brooke left, but um I really loved her comment. Um they're adapting to a schedule that doesn't support both. I kind of felt that as someone who's here to support our students. Uh the Grant Bowl, we can have uh the lights up by December 1. It's an aggressive timeline. We're going to need community support to get there, but um we're confident we can make it happen. Current status of land use review is complete and approved. Um there is a stipulation of holding a voluntary community engagement. I think the community is very much engaged with this. It's not a requirement. If you do want to do it, we have to do it this week in order to make the 1 to 7 timeline, but
110it's not a requirement in order to move forward. >> I can say that from having been a part of the post. Yeah, we we there's been more community engagement than >> absolutely. So yeah, that's enough to work. >> Yes, I think we're good. So big stipulations or hurdles in order to make get that one December. Um board contract approval of course we've got to submit it by the 26th in order for the 9th approval and push it on. Uh PPL service installation we've got to have live the power. So these are outside agencies we don't have a lot of control of but could really use a lot of help and applying some pressure and of course permitting slowdown. We've seen 4 weeks average is about 6 weeks but we need it to be 4 weeks
111or less. So again applying the correct pressure we can get there. Um, Musco Manufacturing is already aware. They're willing to lean forward as soon as we have an appropriate contract and we're certainly having that confidence. Um, and field lighting installation, we've already arranged for that and we're on target for a one December. So, please >> ask your questions. >> So, it it doesn't hit fall. So, December 1st is is fabulous. It doesn't hit the end of the fall sports season. And I hear you like as far as applying pressure, >> where do we need to be flying? Like is is there a way for us to um ask the city to expedite the permanent property? >> Okay. >> Yes. >> Okay. My question was about who does that? Do we have somebody that does? That's
112part of my job for the city of Portland is I'm like trying to in fact just today um had to call the water utility to beg and plead. Um, but do we have anybody at the district that um >> can >> guide >> can you charm them into getting a permit? >> That's very aggressive. I know we're moving us. Is it possible? I'm just going to be blunt. Like can is can we >> because it's city property, >> right? >> Yeah. >> Can we It's almost worse when it's city property. >> Well, and it just remember that we don't own it. It's just parks property. They will have to approve all these properties. There's a whole other step that goes through that. >> It's going to take some >> before you can apply >> like
113literal handholding and >> and direct >> phone calls and messages because Lindy answers her phone >> and following up. >> Yes. We don't make the playoffs and watch play there or something like that because field the field and the track will be unusable from the time that it starts. >> So I did talk to Musco and I believe that the field will be usable. They only have to cover the traffic. So there at no point will be all >> but that okay we can talk about offline. I think there there's some safety issues there when we bring in really large cranes and stuff to put light poles there. We don't want students on the field when that's happening. >> Nothing we talk about. They had a lights project once at a park at uh Irving
114Tennis Woods. It was a big deal. >> It's a huge deal. >> It was a big deal. It's a tremendous amount of work because it was neighbors. And >> so the other piece that's out of our control really is the electrical like coordinating with the electrical work. Laura is working on that. Um are those those are kind of the two wild cards in terms of out of our control. >> It's their contractor though. They don't do their own work. >> Contracted out. Okay. So, it's just >> I think I think we just need to Yes. Apply pressure, but but not too much pressure because you don't want to >> Sure. >> You don't want it parked on someone's desk. But yeah, >> somebody I'm looking at Deborah um could really like get in there and
115work with the city and the permitting department. I don't know about PP specific power. >> I have some contacts there. I mean, if you would want to interruption or something, >> maybe there's a way to just >> very nicely >> begging. >> They know it's funny. I know conversations with them, but we should have conversations with like this is zero surprise. So, >> it's the the there's construction season right now. Everybody else is it's just hard to schedule things in, but >> yeah, we can try. Yeah, we're not the only projects happening, but we could pretend like we are. Andre, >> We're the most important. Yes. >> The kids, pictures of the students. >> That's right. >> Okay. Well, that is Thank you for that awesome update. And uh I would love to just I've
116got a few questions. Um this is great. Can I just say one more time that this document is like fabulous. Thank you so much for pulling this together. I know that was a heavy lift in a short period of time and just really really appreciate it. Um I want to touch on athletics um under physical facility improvements. Um, we've got the 79 million allocated for athletics and um I'm wondering um what needs to happen now to expedite access to that money because I look at these projects, you know, as kind of, you know, we talk a lot about roofs and boilers and all the things, you know, they're not very sexy and uh but new fields at middle schools and high schools and facilities, outdoor facilities, they're they're quick projects relative to an entire modernization.
117Um there are community building projects when I you know look at you know a community school model and our you know our schools being the hubs of their communities. This is a big part of that. Um, so what needs to happen to expedite access to this funding and get these projects moving now? >> So there's there it's not a question of access to the funding. We have access to the funding. Um we do need to prioritize the personnel resources >> and the um market resources the contractors and design team resources. Um we have three you know very um high value modernization projects in design and being construction very soon. So um and then the seismic priorities. So, it's it's you know that we need to prioritize the the work um and it's less about when
118we can access the funds and it's more about how we can integrate the athletics work in with um with the all of the bond work. >> Push back a little bit on that to see what we can do to have this particular bucket having simultaneously >> Oh, yes. It'll be definitely happening simultaneously. Um what would what would need to happen? I would love for us to have a timeline on I mean are these scoped in like phases? Has there been any prioritization work done on the athletics projects? >> No, not yet. Not as far as sequencing them. >> Okay. Um could we have some sequencing? >> Yes. And so >> and so Mar Marshall's here, you know, for a reason and I know that we have >> um in terms of because with with all
119these there's a development of prior a prioritization matrix. Um and so that is an absolutely so conversations like I know that he's been meeting with the OSM team to kind of work through kind of those pieces and um and we could provide an update in terms of where we're at at the next meeting. Um, but we know and hopefully you've seen like there's a sense of urgency, right? And I think to Storm's point and your point, >> um, these types of pieces we know that they bring in, they're really important to communities. And so I think it's just overarchingly where it fits, but know that we're not looking at get this done and then now we move on to the next, right? There are definitely pieces that we can do concurrently. So, how about next
120facilities meeting we share some prioritization like what what you would like to have happen first and um and start attaching some timelines to it. I mean, I think this would be great to have some projects, you know, the permitting takes so long. >> Sure. that, you know, and having, you know, I was fortunate enough to be on the other side of this with the Granville Community Coalition last year and actually sort of saw exactly how the process works with PBS, you know, with Joanna. Um, and a lot of that work is is uh conducted by third parties. Um, so I certainly don't see the harm. I only see benefits into at least moving some of these projects into the permitting phase as fast as possible because it does take so long. Um, and it's not
121um It's not work that happens with in-house staff. So, I would love to see that. Um, and then what prioritization would look like? >> Yeah. And I just wanted to add while there are some things that aren't yet um put to timeline that there we are working behind the scenes on ways in which we can expedite um our our projects um as as fast as possible. So, there are some things that um we'll be talking about uh here pretty soon. So, I just I want to support your your push and affirm that uh we are all in that same mindset and that we have some uh just a few more conversations to go with some teams of people on ways in which we're going to uh move expeditiously. Um let's see for educational technology improvements.
122I just want to put out there that I've asked the question um don't have a firm answer yet um but we've had a lot of board conversations about the new cell phone policy and um essentially you know you know yonder patches and their expense that you know how well they're working. Um I have asked um staff if it's going to qualify as a capital expenditure and something that could possibly fall under educational and technology improvements um if we were to be able to give schools the opportunity to opt in to the pouches. Don't know the answer to that question yet. We just want you to know that I've asked um because if it is possible certainly something I think a conversation that the board would probably be interested in taking up. >> Um >> and
123we're researching that. >> Perfect. >> Yep. we have the question and it'll we'll have an answer for you in the question dots. >> And just so you know, sometimes when there's a delay, it's like, oh, doesn't somebody just know a quick answer to that? Sometimes when there's things that are a little more complicated, we then take it to the uh committee that then um you know does their work to determine if it falls within expenditures that are approved through a bond or not. So just to appreciate that >> um physical education, can you just just so I understand what that is? Could you be just a little more specific about what the I I'm not saying I'm not challenging. I'm just I don't know what it is. What what is the telling but like are
124there new requirements or something like that? What's the >> Yes. So the state has updated their requirements for how many hours of physical education that our school >> middle school. Yeah. And I could probably just say this really simply. It's in order to make sure that all of our uh students are able to access PE. There's some infrastructure uh needs that have to happen to be able to house our kiddos so that they can access uh facilities to participate in PE. >> Yeah. And very specifically the three quarters of of PE >> towards a time piece in terms of access. >> And then for the program contingency, is this an overall Okay. So is this a each of these like the high let's just take the high school modernizations they already have their own contingency
125funds built in right so this 83 million is it sort of like an extra contingency fund? >> Yeah this is for the whole program. So, our contingency funds in our previous bonds have been a higher percentage of our total bond in the past, but for this one um because a large um proportion of the bond for 2025 is um modernizations that have their own contingency built into their project budgets. We made this contingency bucket smaller than past um bond programs. And this contingency covers um the whole program. So risks associated with the whole program. Um it could be used for if one of the modernization projects does go over its contingency even it could still be used for those projects but it's a a risk mitigation strategy. >> Got it. >> Great. Um let's see.
126Okay. So, uh, for Seismic, um, thank you for sharing that you received the report. So, just I just love just knowing that it's there. Um, understand that you need time to go through it. Anticipating it by the end of August for love the idea of having the structural engineer come in to talk to the committee. Do we want to plan on that before September 16th for the next meeting? >> We could. Let's let's do it. Timeline. >> Yeah. I have to confirm with the structural engineer first. Great. >> Yeah. Um, if she's not available, would there be the possibility of creating an an ad hoc meeting just to review that report or would we need to wait until October? >> That's flexible, too. So, >> okay. Yeah, let me check with the structural engineering. >>
127That sounds great. >> Get back to I'll get back to Rosanne, let you know. Um I have a note that I really appreciated that you included um how we need to include anticipated impacts of potential school consolidation and feasibility and consequences of multi summer D. So thank you for calling that out. Um and OSM a dashboard a dashboard style communication that's what I love a good dashboard um and seismic. Okay, let's see. >> I think I think that's it. I think that's all I have in my notes. >> Fix you on Facebook. >> Um any anything I got to go? >> Sorry. You can fill me in. Absolutely. It's been great. Thank you. >> Thank you. >> It's really helpful. >> Any any questions. >> This has been really informative. Thank you. >> This has
128been great. Thank you so much. Um I I have a note here for future agenda topics and next steps. Um I think we probably just um send I'll send a followup. You know, we'll have a Rosanne and I'll meet talk about talk with you guys about what we want to see on the next agenda. um think we could do that early next week. Gives us a chance to kind of digest everything that we we heard today and um give staff plenty of time to come back. But I can definitely say for sure um the athletic piece um definitely went on there filing the note away about sense of urgency related to permitting that needs to happen and um you know I appreciate everyone that came for public comment. Thank you so much. And um hello
129Cleveland. Um any other questions for us? >> All right. Am I supposed to say like this meeting is ajourned or anything like that? Okay. This meeting is ajourned. Thank you very much. Great start.