Board approves emergency contracting exemption and contingency transfers for Madrona Elementary leach field

At a work session, the Three Rivers/Josephine County School District board approved two emergency measures to address a failed leach field at Madrona Elementary School: an exemption to competitive bidding under state law and transfers from district contingencies to the capital fund to pay for a replacement system.

The exemption resolution designates staff members to approve bids and contracts during the emergency and cites Oregon law as the authority. "This exemption falls under ORS 279.08, and this resolution will designate Dave Valenzuela and or Casey Alderson as staff members authorized to approve bids and purchases during the emergency phase," a district staff member said while presenting the measure. The board then voted in favor; the motion carried and the presenter announced, "Aye. Motion carries." The transcript records the vote as an affirmative voice vote but does not list individual roll-call votes.

Board members also approved a second resolution to move contingency funds into the district capital fund to cover the work. The measure authorizes transferring up to $250,000 from the general fund contingency and up to $300,000 from the self-insurance contingency to the district capital fund (revenue 400) for the Madrona Elementary leach field replacement project. A district presenter said rough estimates for the replacement are "around $550,000," and the board approved the transfer by voice vote.

District staff told the board that the design for the new system will require approval from the Oregon Department of Environmental Quality. A presenter said, "DEQ has to approve the design, but they've already approved the design across the street, and so we're gonna be using the similar design and the same contractor." The presenter added that the contractor who performed similar work at Lincoln Savage previously was the lowest bidder then and would likely perform this work as well.

Board members asked about schedule and cost. A presenter responded that timing "depends on DEQ" and that the district will use a design similar to the one already approved nearby. The board emphasized the need to move quickly to prevent threats to property, public safety and the local environment.

Next steps: the approvals allow district staff to solicit and approve one or more contracts as needed during the emergency phase and to begin design and permitting steps with DEQ. The board did not specify a construction start date; staff indicated that timetable depends on regulatory approvals and contractor availability.

Votes and formal actions recorded in the meeting materials are summarized below.