May 2010

North Clackamas Schools
Citizens Oversight Committee Minutes

May 19, 2010

Members Present: Dick Jones, Ginny Markell, Todd Caldwell, Renee King, Julie Volpel,

District Staff Present: Jim Langstraat, Garry Kryszak, Leslie Robinette, Joe Krumm, Tim
Mills, Matt Utterback, Ron Stewart, Dave Frick-Wright, Michele Worthington

Absent: Gary Lane, Yvonne McVay, Kristin Mitchell, Jeff Klein, Heather Hobson, John
Matthews

Resigned: Tom Feely

School Board Members Present: Lee Merrick, Cheryl Myers, Vivian Scott, Rein Vaga,

Community Members Present: none

Meeting was preceded by a tour of the Rock Creek Middle School that will open in September
(see attached handout).

Meeting called to order at 7:28 p.m. Meeting held in media center of Duncan Elementary.

Pledge of Allegiance

FINANCIAL REPORT
JIM LANGSTRAAT

In referring to the Bond Financial Report dated 04/30/10, Jim Langstraat affirmed

Total Budget	$260,796,530.00
Total Expenditures	$242,532,741.00

As projects near completion, the majority of the money has been spent or encumbered per the Expenditure and Encumbrance to Date report. COC members asked to have designation of which projects are complete on the financial report and graphs. Projects that are complete have been shaded in yellow. Exceptions to this include Duncan Elementary (acoustical treatment), Linwood Elementary (concrete repair), and Ardenwald Elementary (upgrade wainscoting in halls).

Investment and checking account interest rates are down.

REVIEW OF SUMMER 2010 PROJECTS
GARRY KRYSZAK

See attached 2010 Summer Construction Summary.

Alder Creek – Bond promises including new Main Entry, window replacement, selected floor tile replacement, skylights in commons and mechanical system upgrades.
Sunrise (Clackamas High School East) – Summer 2010 work will complete items listed as bond promises. Included in the summer 2010 work at Sunrise are those items necessary to accommodate the transition from a middle school to high school including: construction of a covered walk between Sunrise/Clackamas High East Campus and the Main Clackamas High
Building, installation of rubber matting in half of the east gym, conversion of the shop to a dance studio, adjustments to the clock, bell, intercom and phone systems to allow communication between the Clackamas High and Sunrise/Clackamas High School East. The roof was replaced over gymnasiums and C sector in 2007. Roof replacement over commons, A and B sectors is being evaluated for possible replacement in 2011.
Concord – Summer 2010 work will complete items listed in bond promises including:
remodeled office,- cafeteria - kitchen, playground upgrades, boiler replacement, window replacement.
View Acres – Most bond promise work completed in 2009, during summer of 2010 office is to be remodeled.
Oak Grove – Summer 2010 work will complete items listed in bond promises including replacement of floor in cafeteria, replacement of south facing windows in older section of building, expanded covered play area, play area drainage improvements.
Riverside – Summer 2010 work will complete items listed in bond promises including window replacement, playground upgrades, resurfacing paved play area, and new white boards.
New Urban – Items listed as bond promises.
Sojourner – Summer 2010 work will complete items listed as bond promises including new flooring in multi-purpose room, new covered play area, improved bus drop area and playground upgrade
Putnam – Exterior painting and repair of stucco
Clackamas High School – field drainage system in softball field
Facility Operations Maintenance Yard – storage buildings
Transportation Center – drainage in parking lot
Modulars at Clackamas High School – all nine modular buildings will be removed. Seven of the modular buildings are leased and those will be returned to vendor. Two modular buildings are owned by the District and those will be relocated to Schellenburg to create a World Language Center

CHS/SUNRISE TRANSITION
MATT UTTERBACK

Please refer to Clackamas High School East Campus (Sunrise Middle School) Program Development.

CHS Transition group has met every month since September 2008. East campus will primarily be for freshman, approximately 600 students per period. Thirty teachers will be teaching on the east campus and 12 teachers will go back and forth between the 2 campuses. Hopefully, there will be less than $40,000 net operations increase in expanding campus. Bell passing times will
stay the same and will be increased, if necessary.

ADMINISTRATION BUILDING UPDATE
RON STEWART

Ron Stewart reviewed history of Administration Building plans. The bond promise includes adding 20,000 square feet to the administrative center. Initially, the District looked at purchasing a used building to replace the existing building, but the cost (in 2006) to purchase and remodel a used building was almost the same as the cost to build a new building. The District moved
forward with a plan to construct a new, replacement administration building at Sabin campus. This would have been funded in-part by the bond and in-part by financing. When the economy and funding declined, the plan changed to placing 2 modular buildings or annex at current site and remodeling the existing building. During the planning process, the City of Milwaukie
Planning Commission and others questioned the wisdom of investing more money into the existing site when it would not be the long-term solution. The Planning Commission suggested that since the real estate market is depressed, the District should consider a used building again. At this time, the District is doing their due diligence and evaluating the feasibility of acquiring a
used building. A 26,000-30,000 square foot building would be approximately $4 million versus $7 million for a new facility. A combination of bond funds, sale of the existing building, and Construction Excise Tax Funds (restricted from being used for operations) could be used. No General fund dollars would be used. The Citizens Oversight Committee agreed with the longterm
value of purchasing a used building vs. investing more at the existing site, but had concerns about public perception. The Committee discussed the challenges of helping the public understand the long-term value of purchasing a used administration building in this economy and how money was not taken from the General Fund for the potential purchase.

Contact Ron Stewart at stewartro@nclack.k12.or.us, if you know of any available space.

Project Review
Garry Kryszak

Refer to attached Project Status Weekly Briefing – May 9, 2010 and Project Description Status

Please note on Project Description Status report:

Rowe Middle School - Licyntra Drive walkway – not doing because the city has removed this requirement. We are looking at additional parking in that area.

REVIEW BOND PROMISE LIST
GARRY KRYSZAK

On bond website, under Summary of Building Projects at http://www.nclack.paulclerc.com/summary-of-building-projects.php.

We will address Bond Promise List again in November.

QUESTIONS AND RUMOR CONTROL
TIM MILLS

Question: What will happen at Sunrise?
Answer: Matt Utterback, principal at Clackamas High School, has communicated with the parents thoroughly. (Including families of incoming freshman).

Question: Why are you building new buildings with enrollment going down?
Answer: Enrollment drop is due to economy and projected to be back to normal by 2014-2015

Question: What is the amount we should give back by reducing the tax bills? Should be a percentage of the total bond?
Answer: Consensus of the room was that it is important to keep promises, give some money back to be able to use that trust going forward, to demonstrate to the community the validity of the Citizen Oversight Committee and responsible use
of funds by district.

2010 SCHEDULED MEETINGS

August 18, 2010

November 17, 2010

Meeting adjourned 8:35 p.m.

Complete minutes