BOARD WORK SESSION Construction Projects Discussion & Superintendent Evaluation MINUTES

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1 District Office 471 NE Ochoco Plaza Dr., Prineville, OR (541) August 16, 2014 BOARD WORK SESSION Construction Projects Discussion & Superintendent Evaluation DISTRICT ADMINISTRATION OFFICE MINUTES Board Members Present: Administration & Staff Present: Guests: Doug Smith, Patti Norris, Gwen Carr, Scott Cooper, Walt Wagner Duane Yecha, Anna Logan, Jerry Milstead, Brett Hudson, Jim Bates, Cheri Rasmussen, Stacy Smith, Michelle Jonas, and Heidi Freeman Mike Gorman & Lee Fenton, BLRB 1.0 CALL TO ORDER Doug Smith, Board Chair 1.1 Flag Salute 1.2 Roll Call to Establish Quorum 1.3 Agenda Additions, Deletions or Revisions and Agenda Approval Board Chair Doug Smith called the meeting to order at 8:00 a.m., the flag salute was recited, and a quorum was established. There were no visitors in attendance. Patti Norris moved and Scott Cooper seconded the Board approve the agenda as presented. The vote was unanimous in favor 5-0 as follows: Yea Doug Smith, Patti Norris, Gwen Carr, Scott Cooper, and Walt Wagner. 2.0 THE NEXT TWENTY YEARS TO-DO LIST FROM LAST WORK SESSION Doug explained that we aren t making any final decisions today. The purpose today is to understand the options that are being presented so informed decisions can be made at a later date. Scott Cooper declared a possible conflict of interest due to his employment relationship with NeighborImpact, the organization overseeing Head Start. 2.1 Enrollment Projections - Anna reviewed projections for the next 10 years using historical October 1 st enrollment figures from 1999 through Using a capacity of 700 students at Barnes Butte Elementary and 600 students at Cecil Sly for a total of 1,300 and looking at Trend/Average, a 1% increase, Cyclical, and a 2.5% increase, it appears that we may meet capacity as early as From the date we decide capacity might be reached, we would need a minimum of 3 years to put a bond on the ballot, issue bonds, and construct a new building. This assumes that the bond passes the first time it is presented. Doug expressed that we might actually have capacity of 1,400 after Cecil Sly is remodeled, and perhaps we can plan on 2020 as the date we reach capacity. August 16, 2014 School Board Work Session Minutes Page 1 of 5

2 Based on a capacity of 800 and 1,200 respectively, the Middle School and High School are not projected to be anywhere near capacity in the next 10 years. Brett expressed concern that the Middle School building probably will not last 20 more years before capacity is reached and that perhaps we should consider building a new Middle School before capacity is reached. 2.2 City of Prineville Input for Future Development Plans - Jerry met with the city and they are projecting 3.5% growth in Prineville and the lack of housing is a major concern for them. They also spoke of the need for improvements to Highway 126 between Prineville and Redmond to improve traffic flow for future growth. The city would like to see in the next years a couplet on 2 nd and 3 rd Streets with east/west one-way traffic. To prepare for this they need 2 nd Street going east all the way to Combs Flat making the Crooked River gym their first obstacle. The city also wants 5 th Street at the corner of the Stadium property which is owned by CCSD. While not impacting the Ochoco property, the city still wants a roundabout at the intersection of Highways 26 and Real Estate Agent - Anna checked with our attorney and found that we don t need to have an agent of record for real estate transactions. We can complete an RFP to select an agent for each real estate transaction. Anna feels we would get the most for our money by doing this for each transaction. The question was asked if we could work with an agent on one transaction, can we just continue working with that agent. Initially, we would need to do an RFP as an agent of record or with a 2-3 year retainer per Mike Gorman to accomplish this. Anna prefers soliciting bids each time in order to promote fair and open competition. 2.4 Ochoco - We reviewed the appraisal that was just completed for this property which shows an appraised value of $525,000 if we sell as is. If the building is demolished, we could sell for approximately $1 million. The cost to raze the building is anywhere from $10 - $20 per square foot. Jerry & Brett believe that $15 per square foot is a reasonable estimate for this building. This would put the demo cost at approximately $680,000 and if the building sold for $1 million this would only net $320,000 versus the $525,000 as is. It is important to note that we cannot use bond funds to pay for the demolition of this building since we would not be constructing a building to replace it. Jerry pointed out that this property also has SDC (System Development Charge) credits that would go to the buyer of the property reducing their SDC payments upon future development of the property, which adds value to the property for the buyer. Doug pointed out that if we leave the building as is after it closes, we will have to pay to maintain the building and to prevent vandalism. But, he also doesn t want to use general fund money to tear the building down. Flowchart for Ochoco - We looked at the options presented on this flowchart. The question was asked if anyone knew of a reason not to sell this property. Scott felt we wouldn t know the answer to that until we put it on the market. Doug expressed the opinion that we should keep either Ochoco or Crooked River in inventory for future needs. Patti wondered if it would be feasible to put a Central Services type building at the Ochoco property. Jerry pointed out that an option he has seen other District s use when they own a desirable commercial property is to trade it for another property. Scott suggested we look at possibly working with Les Schwab and try to sell their property and the Ochoco property as one block. Perhaps Duane could begin a conversation with the Les Schwab Company to explore this idea. 2.5 Crooked River - The appraisal for this property came in at $790,000 if sold as one large piece for the entire 4-block property. If sold as 4 individual properties, the appraised value is approximately $1.1 million. SDC credits would also be available, but we don t know the amount at this time. Jerry pointed out that any change in the use of this property would trigger the city requiring us to give the right of way for 2 nd Street. Anna pointed out that if a couplet is put into place, this property becomes less safe for a school due to the increased traffic. Scott pointed out that a lot of people in the community recognize Crooked River as a historical property and wondered if we should put out an RFP for what responders would be willing to pay for all or part of the property in lieu of listing or prior to listing, if nothing else but to get community input before moving forward. August 16, 2014 School Board Work Session Minutes Page 2 of 5

3 2.6 Central Services - If we were to construct a new steel-framed building to house various Central Services functions, one option for a location is the Cecil Sly property at the east end that faces Combs Flat. Brett suggested that geographically, Combs Flat is becoming the District couplet for Central Services. Doug, however, feels the next elementary school would need to be either in Powell Butte or the west end of Prineville making Combs Flat no longer a centralized location. Another option is the Brothers Diner which appears to be a bank owned foreclosure that is not currently listed. We would need to see inside the building and have BLRB see if it would be feasible for Pioneer and possibly the Production Kitchen. Michelle Jonas felt this would be too far away from the High School for Pioneer students. Doug recommended that the Construction Committee give the Board defined recommendations for a Central Services Building at the September Board meeting. For planning purposes for next summer s projects, Jerry and Brett need specific guidance very soon on what to do with the funds that were designated for Crooked River, Transportation, Ochoco, IT and Maintenance as noted on the Central Services flowchart. So far, we have the following projects scheduled for next summer: Cecil Sly, Paulina, the Middle School, and the High School. 2.7 Pioneer - the option to move and remodel the Les Schwab modular (even if donated or purchased for $1) could reach as much as $1 million dollars which is not feasible. It could house Pioneer with 4 classrooms and possibly IT but the cost would be prohibitive. Scott feels that Pioneer should be incorporated into the High School with a separate entrance and its own identity. Doug recommended we look at the options to do this or to build a classroom at the High School to house these students. Michelle believes that we would lose some students because they don t want to be at the High School based on surveys from the past when this has come up before. She also feels that the Pioneer School would eventually dissolve if we move it to the High School because it would no longer meet the definition of a school, but rather a program and that a true alternative school needs a separate location. Another option would be a modular in the back of the building. This, however, would pose a problem with the plan to secure the back of the building with a fence and only allowing buses and maintenance vehicles through the gate. Mike suggested moving Pioneer to Crooked River with other functions to the South building. Perhaps the Production Kitchen could go here. Doug pointed out that the heating system would have to be replaced, asbestos abatement would need to be done with floors that have many, many layers, there is galvanized plumbing that would have to be replaced, and the roof would probably need replacing. Doug suggested that the Construction Committee come back with a proposal for Pioneer to recommend at the September or October Board Meeting. Michelle suggested talking to Kevin at COIC which is east of Robberson Ford to see if we could go in together on something for Pioneer. 2.8 Print Shop - Anna reported that a temporary space has been identified for the Print Shop at the High School woodshop. 2.9 Cecil Sly - Removing the asbestos floor tiles will be at least a 3 month process which would be the first phase of the remodeling project. We reviewed Mike s floor plans that were developed with staff. These plans incorporate the same number of classrooms and functionality as at Barnes Butte. The only added square footage is the new connector hallway. Mike had a contractor review the plans and the $2.5 million currently slated for Cecil Sly would cover new boilers, ventilators, new plumbing, adding windows and replacing other windows, adding a security vestibule, and creating a computer lab out of the locker room. It would cover painting the exterior of the building and cleaning up the brick but would not cover any architectural design changes or changes to the parking area. It also does not include any money for Furniture, Fixtures and Equipment (FFE). August 16, 2014 School Board Work Session Minutes Page 3 of 5

4 The point was also made that if we want to make sure that Cecil Sly is comparable to Barnes Butte, we need to allocate money for FFE and make sure the outside of the building looks good. Lee Fenton suggested that we have some renderings made of what the school will look with the current plans. Since the beginning, Jerry has suggested that we would need $3.5 million to make Cecil Sly as comparable to Barnes Butte as possible, which is one reason we have planned this project as one of the last on the schedule so savings from other projects could be allocated here Health Center - The current plans for Cecil Sly would also allow for a space that could house the Health Center. Scott recommended that we pursue having Mosaic pay to do all the build-out of the Health Center Head Start - Duane reported that Head Start can stay long-term at their current location. If the modular was moved, it is in 3 pieces and would need to be moved to a concrete slab. It was also pointed out that the modular is 30 years old. Head Start s desire is to eventually be housed inside a school building. If we did at some point agree to have them housed in a school building it would need to be short-term until such time the school reached capacity and we needed the space Powell Butte - Brett has met with a small committee at Powell Butte. They will be meeting again in mid-september to come up with a plan for long-term projects to be paid for with bond money. Doug wants to make sure we keep the money designated for Powell Butte for their projects. Already we have a $246,000 surplus from the well replacement that has been added back to their remodeling budget. There have been issues with the septic system and per their lease; the septic system is their responsibility, not CCSD s Brothers School - There are currently no students being served at the Brothers school building. Two years ago Anna did a break-even analysis that showed we would need to have 11 students to break even. In doing some additional research, and disregarding transportation costs, Anna believes we could actually break even with just 3 students. The two reasons for the difference are the increases to the State School Fund over the past two years, as well as the change in assumptions from two teachers to one teacher. Anna also talked to other rural school districts that operate very small schools with one teacher and feels we could successfully operate with only 1 teacher, but cautioned that the district s educational experts would need to make that determination. She explained that the first step is to determine whether the Board is receptive to the idea of reopening the school, and if so, the District would need to put together a project team to figure out the details such as transportation, food service, and custodial needs before a recommendation could be made. Doug has spoken with a former Brothers School Board member who told him of several families with children who are or will be school age. Based on this information, Scott recommended that we consider re-opening Brothers with a delayed start. However, it was pointed out that we have a well that doesn t work on the property meaning there is no water, sewer or fire service to the property. It is estimated to cost approximately $12,500 to replace it or $24,000 to re-drill. Patti would like to see a complete analysis that includes all costs associated with re-opening the school before we decide whether to fix the well or to re-open the school. After some discussion, Duane suggested we add this to the August Board agenda for Monday to decide on whether or not to fix the well. At this meeting we will also pick a date to meet with a Brothers committee to find out if the community has any interest in having the school re-opened in Brothers New Agenda Item Paulina - Mike showed floor plans based on preliminary discussions with staff. It includes repurposing the gym by creating a hallway cafeteria to accommodate the many potluck events they have there, moving administrative offices inside the school, adding working restrooms, building a new gym using a metal building structure. This would leave one of the existing modular buildings that could be used as a teacherage. The plans also call for tearing down the office building which could be paid for with bond money since it would be a necessary cost in order to build new structures. We don t have any actual budget figures yet. Mike said it could be as high as $1.2 million rather than the $900,000 that is allocated for Paulina. This configuration would be less expensive to maintain since there would be one less portable and no separate office building that we would need to heat. August 16, 2014 School Board Work Session Minutes Page 4 of 5

5 3.0 Superintendent Evaluation - Currently, OASBO has a 49-page Superintendent evaluation form and Doug would like to come up with a more meaningful evaluation form that includes 10 or 12 items rather than 49 pages. Patti suggested taking the goals that are set up for the Superintendent and make sure they are measurable goals and then add 5 additional items to evaluate. Scott also recommended that this align with the Board Objectives. There is a Strategic Planning meeting in October. Patti will come back with something to start with for this Strategic Meeting. 4.0 ADJOURNMENT The meeting was adjourned at 11:54 a.m. ACTION ITEMS FOR CONSTRUCTION COMMITTEE: Central Services defined recommendations for the September Board meeting Pioneer recommendations for the September or October Board meeting. Work with Kevin at COIC on options Gather additional information regarding the feasibility of reopening the Brothers school Doug Smith Doug Smith, Board Chair Heidi Freeman Heidi Freeman, Project Support Specialist September 15, 2014 Date Minutes Approved August 16, 2014 School Board Work Session Minutes Page 5 of 5