001Oh, unmute her. Carly, are you there? Yeah, I can hear you now. It was muted. Um, so do you want to run this meeting um virtually or you want Dan to do it? There's not much on it, so it's up to you. If Dan could, that'd be great. I'm trying to m you back up. How's this? Is a new camera setup. How do we look? Good. Yeah, it looks really clear. Yeah. All right. Okay. Um I'm calling the special work session today, May 29th, to order. Yes. Uh first on the agenda is consent agenda. I move to approve the consent agenda as presented. Second. Uh the consent agenda has been moved and seconded. Um all those that approve um vote by saying I vote by saying I I I I those opposed nay motion pass.
002Motion pass. Yeah. All right. We can do this now. You know, don't you guys vote me in July if I'm on fires because I'll have to do it remotely. July, August, and September. All right. Okay. Next on the agenda, side note, the next is decision items. The first one up is awarding a contract for design services for the council bond project. I guess I can open. We interviewed there's a lot. We interviewed two. We screened the same sets. Yeah. And so um we interviewed our final two. The original coming back number was 18% which was um Paul and I both agreed that it was a non-starter. Um, so then a lot of that had to do with their lack of knowledge of our pre-existing conditions. Um, you know, when you're getting into remodel and add-on
003and stuff like that. So, they were, so we had we opened up our buildings to them. I don't know. Did anybody take advantage of it? No, but we did send them a very specific uh scope saying, "Hey, this is the these are the only areas of scope." And we said, "Hey, come come take a look Monday, Tuesday of that week." And say, "You know, the school's open for you. come take a look. I think they got the message that we weren't happy with their pricing and sharpen their pensions for us. So, it was really on the the plumbing, electrical, and yeah, mechanical. So, that that's good. Um, but I think it was a good selection. We're in the exact same process now with our contractor selection. Monday, we have interviews with our final three. Um,
004we screened those down. I think it was at yesterday. Yesterday. My license right now. But anyway, I think we have uh three really good options uh that we'll interview. We got um Are we allowed to say who they are? I think we can. So, we have uh Triplet Wellman, Skulling, and Gertie. Okay. So, we got we got kind of a a good mix in there in that process. I move to approve the consent agenda with O Planning and Architectural Design for Design Services as recommended by H&K company at 11%. Oh, I'll X the last part. Uh, can we discuss this a little further? I Yeah, I say if we get a second then we discuss. Then it's open for discussion. Okay. Uh I'll second. Okay. So, we have a second. Boom. Yeah. Now we're open
005for discuss. We're open for discussion. Yeah. Um my like it seems ridiculously high to me. Uh I've got um inside knowledge of someone that's been in the construction industry working with school districts for over 30 years. I I floated this number in front of them and they said that seems a bit high to them. Uh actually I shocked them the number. Um can you guys do better? So 11 between 11 and 12% is just an interesting standard for a remodel project. I have a history of about 20 projects I could show you with very similar percentage value. So based on my experience and the industry as a whole, my boss's experience on our company, this is a very very good we're very happy with this outcome. Okay. Go ahead. Go ahead. Well, the bad part
006is the other company that we interviewed, we are not even by law allowed to ask a percentage from them unless we declined the first one. Correct. Correct. So there's an Oregon law. Okay. So basically we have to go into the design phase of this pretty much blind select person negotiate the fee and either take it what's behind door number one or you have to fully take them out of the play and go on to your number two. Okay. And there's no guarantee your number two is going to give you a better number than Okay. and and it's the only part of this design build process that is this weird anomaly and it there's actually legis there's actually laws that regulate it. Somehow they've lobbied for this process. It's crazy. It's purely a um qualification based
007selection. So we can only select based on the qualifications they provide. Uhhuh. And then once we make that selection we be considered into pre-negotiation. So at that point we can negotiate that fee which we have done already. We brought it from a 18.7 down to 11.7 to that negotiation process. But there comes a point where you know we either accept that or we declare in pass and proceed with the next the next highest score or would be the next next architecture firm in line that we that we interview this okay without without knowing their number. Okay. So it's it's it's a bizarre process. I mean, I think I made my point at the table a couple times about how ridiculous this is and Oregon statute. Yeah, that's my first question, Dan. No, I mean, Roy
008and I were all over it. I mean, we were like, this is this is like the craziest way to I want their lobbyists, right? Because Yeah. Yeah. So, how many hours of design do you think they're put into this? That's a good one. I don't know if I have the I probably have it in my office. I didn't put total here. So it doesn't break out how specifically I could extrapolate it based on their hourly rate if you like. Yeah. What's their hourly rate? That's the way I that's what I was trying to get down to. like because if this there you know I'd say it's in the range of 125 to $150. Oh well that's not I mean honestly that's not horrible. Like I was I was figuring it'd be like $200 an hour
009is the way I was. Well, and the better job they do on the design side of it, the less change orders RFIs will deal with, you know, in the in process, which saves us time and money on that side of it, right? You know, they seemed pretty legit. I think they do the whole 360 recording of every room and I mean, their technology side of it was pretty tight. So, got it. So, I think yeah, we may pay a little more on the design side, but I think it'll be a probably a more complete package, you know, and save us time. Should save us money on the construction side hopefully a little more here as well. We have to sort of start the meet with district staff and discuss what are the needs we're trying
010to solve here this renovation. So, we're kind of starting from zero in a way. We have an idea of what we're going to do with the box but not really defined it specifically. So there's a that programming element also adds an additional expense which say we had a a conceptual design to start off in that program and that's you that's about a 30 to $40,000 cost. That's that's not you had a concept already starting from zero. We have an idea but it's just conceptual ideas in our head. Okay. I think I think our CTE program should be training design architect design designers. We're going to have two cat classes next. Well, are we so once we've picked a contractor, will the contractor, the architect and some of us kind of do a walk through to
011get ideas on concept or we have that meeting already scheduled on the Yeah. So, design the first design kickoff meeting is scheduled for next Thursday. Um O is going to be here and they're going to meet with staff who are available to get input from Thursday. What bus am I driving? Well, they're trying to get teacher voices before they leave. I think we've got three. That's a little confused on Well, we're working that way, but we'll cancel those out. Yes, we are already starting the process of annual start and getting that leads that we need to sell. So before and then that's the intent behind having the CMGC on board as early as we get them on board is we get the designer on board and we get the contractor on board and they can
012start working together. So then they start talking about you know investigations of the existing conditions and things like that to help with the design. Um, but obviously they just Yeah, next Thursday is like their last grading. That's why it's kind of an optional input. It's 10 to 12 and then there's another one after that time. Yeah, we've got either two or three design meetings that they have asked for having basically a built-in committee. So staff and community members and things like that, they'll once we get the first one done, we'll figure out what other areas we need to target and they'll they'll get to work on scheduling a second one. So we have a a motion on the table. Do we have any more discussion around you have any questions? Carly, do you have any
013questions? No. Okay, so we have a a second. Um, all in favor of the motion, uh, right there. Uh, as the motion to approve, um, O planning and architect, architecture, design for design services as recommended by HMK company. Um say I I I all those all those uh opposed opposed. Thank you. I know you're picking baseball already. I know. All those opposed. Uh motion passes. We under the enterprise enterprise zone resolution. So last board meeting we had a a presentation by the group that does the shared in Willowmind enterprise zone. Um this is just the resolution that basically adopts that. Um, I set it up and like we will probably never see a dime out of this, but if anything ever changed, I went ahead and and set the fee at that 30% as part
014of that. And if you remember, that's year of four and five if the business accesses that. And it's the delta between what the property tax was and what it would be. We would see some dollars out of that, but I'm guessing we'd be pretty minimal unless it was, hey, Hampton Lumber all of a sudden gets in the game or something, but they're outside of it. So, I think this is more of just a a courtesy resolution that keeps that enterprise zone alive. Um, and we may or may not see any something in our lifetime. Yeah. Do do we know has there anybody that took Nobody's ever gotten to the years four and five. Okay. They do the the years one through three. Yeah. You know, but like a business like, you know, your winery could
015access this program in some capacity. Yeah. actually buy a car. Yeah, if you were do, you know, if you were doing stuff, you know. So, but I think it it has to be, you know, the interesting one would be I don't know how they would monitor like online businesses and right, you know, people selling stuff online out of their garage. It's like that's pretty under the radar, right? So, I'll move to adopt resolution 182425-04 to secure the rate of the school support fee of 30% as part of the enterprise zone. Second. Do you want me to pass this copy, April, so they can sign it? Um, I have the copy sign up at meeting. Perfect. The motion has been moved and seconded. Uh all those in favor I I I All those that oppose the
016motion is passed uh for the resolution 2024 20224 to secure the rate of the school support fee of 30% as part of the enterprise zone. Yes. Right. Oh yeah. Do you want Are we supposed to sign these? I I have one that I'll have you sign. Okay. We have to approve the hire or just princip. So the hires are in the consent agenda which you already approved. Okay. Um so this is just in order to add somebody to our right have that reflected in board minutes. So um I've turned that into the bank. The only thing I'm going to change on that motion is if you could just add as of July 1st, 2025. I just left a general statement, but it really should be as of July 1st because there'll be a lot of
017bookkeeping Chris will have to do in June that Jamie Fluke will be still signing checks. So, I move to approve Jeremy Hurl as the authorized signer on first federal account July one effective July 1, 2025. Second. The motion to approve Jeremy Herrell as the authorized signer of first federal account uh as of July 1st, 2025. Has been moved and seconded. All those that approved say I one just question discussion. Do we just have one person or do we have the assistant? No, there's actually principal. Yeah, we have four signers. That's what I thought. Yeah. like my myself actually maybe Lisa might be on it too and then Jamie Fluke okay that's what I or the principal I assume but I ask okay go ahead sorry um motion has been moved second all those that approve
018say I I all those that oppose motion has passed Next agenda item. So, this is just an RF. We're going to our contract is up with our current auditor and um we went out for an RFP last time when it was up. Um, and so we're going to be looking for an auditor service again, mainly because we just really haven't been very happy with the auditing that we've had over the past couple years. It's been really delayed. Um, Lisa's very phenomenal and giving them absolutely all the information. They spend an entire day at our office. We give them everything and there's just constant delay on wanting more information and and doing this and that. And so, um, having speaking with a lot of other districts and stuff, we're just we're just we're just going to
019throw it out there. Um, that was the same one we used last time when we did an RFP. So, Lisa just updated all the information and see if we can get somebody else that um will bite and um, you know, give us a actually there's a couple new firms that we're excited about that kind of come on the radar for small district. Um, small districts are tough like there there there are ESDs over on the eastern side. um and districts that um are just now getting their audits from last year, which then holds up their state funding because the state doesn't care if you're can't find anybody. It's like yeah, our district's having the same issue. So, um you know, it's I think it's good if we can and if we can create some regional
020buying power, you know, where we're using similar that I think it helps everybody. Yeah. So, so this isn't really anything to vote on. I just want you guys to be aware of the RFP, what was in it, and have that information because if we do get some proposals, obviously, you'll have to vote on it then. So, it could it'll it'll be coming down the pike hopefully the next meeting. Are we ready to um just one other thing I wanted to give you information about. Um so, on the election, um you know, it was kind of crazy because, uh we had three open positions. One person ran one the one position. We had two people in can for position number two. Justine Glenn and yeah by the name of Yvon, not sure her last name. Um
021and Justine won that position. And then position three nobody ran for. So there were several writein candidates. Um I contacted the county, got her response here. Um so whoever got the most votes in that ride in is actually the one who gets that position. I will contact that person and see if that is something that they still want to um have. They have till July 2nd to decide that if that that's what they want to do. Um we're kind of entertaining the thought if if it is. Um we might have board members come in um the new ones and just be um um do their oath and come into office in June at our June meeting, but they won't start until July. And that way they'll give us some time to meet with them and
022and get the ball rolling on everything. Um, who was the one that would cut the most? Right. It was Yavon. Roy. Yeah. Yeah. There was somebody. I thought it was Ray. Yeah. Ray. Ray. Roy. Somebody like that. So, it was Yavon. Um, ironically, the one that was also applied for position number two. Oh, gotcha. So, um, who was second then? Um, Justine. And she was second in the writeins, too. So, there's no other writeins besides those two. No, there were several, but everybody's down to like one one. Yeah. No. Right. So they go with who had the most and that was Yavon Sorado Ser. Um so cool. We can leave Dan on then, can't we? No, that that would fill all positions if everyone accepts her position. I guess what I'm leaving out is Justine
023even though she resigned with us earlier. I've spoken with her and she is actually going to take that position. So who are the five then? It would be David and I. Yeah. Then Justine. Yeah. Yavvon. Noah Gart. And who? Noah Gart. He he was the one who ran position one. Oh, I guess I Yeah, she missed that one. Yeah. So, Justine is accepted. So, she is she is asked to come to the next board meeting to address the board um with a statement as to um why she um resigned really and what um her why she wants to be back on the board and and do that. Not that she's elected into it. So, but she's just wants to be transparent with the board. So, she will probably be at that June meeting either way.
024So, okay. So, anyways, that's just where that stamps. So, just wanted to let you all know. That's all I got. Move to a journ. Are you in a hurry or something? He's got a baseball game. Oh, back into a journ. Let's do hang out another hour. Bye. Do we have to sign that way? So, I met Brian, our new safety guy. Oh, SRO. SRO. Is it possible? I said, I'm gonna throw you under the bus. I was in the bus. I said, I was gonna check with you and see if we could have him just hang out where all those people run through.