Facilities committee hears project schedule, bid plans and remaining site issues for Bird Island–Olivia–Lake Lillian work

Nicole Allen, the district’s construction project manager, told the Facilities Committee that visible summer work is largely complete and that playground, track and related exterior work will move into final installation in early September. “The drive aisles have changed… the playground and the track are kind of the biggest changes,” Allen said as she reviewed summer progress and outstanding interior tasks.

Allen listed remaining interior items as removal of a large storage water tank in the boiler room, full hookup of a water softener and brine tank, and demolition of the old equipment. She said the playground’s concrete, the Gaga-ball pit and basketball-court asphalt are scheduled to be installed the week of Sept. 2 (with a chance of earlier completion), and that track striping and long-jump striping are planned that same week.

On field lighting, Allen said crews are preparing for a crane lift and expected to complete the job in a single day: “The lighting on the football field is planned for next Thursday, 8/29… it should be the same day done,” she said. She added that the LED fixtures will be programmable and that conduit is being put in now for future security cameras.

Allen told the committee a new water meter ordered in May has not been delivered by the City of Olivia, so staff are operating on a temporary bypass until the city provides the meter. She described the meter delay as an item the city must address before the permanent connection can be completed.

Committee members raised site-drainage concerns west of the track, where longstanding seepage and standing water remain despite storm-drain and playground-area tile work. One member urged staff to scope seepage lines before final grading or seeding so that new turf and spectator areas are not repeatedly destabilized. Allen agreed scoping now would be prudent if crews are on site.

Budget and procurement items were reviewed in the meeting. Allen said a $36,000 lighting line item that appeared in the project summary was not part of the bid package and will be paid from the district’s general fund; she said the amount will be removed from the bid-pack accounting. She also reported roughly $780,000 remaining in the current bid pack that could shift into later packages depending on final awards and alternates.

The committee discussed several alternates, including larger gym-floor replacement, restroom remodels to meet ADA requirements, and an enlarged gym-floor logo at an added cost (Allen cited about $2,100 for the larger logo). Members asked staff to return samples and size comparisons before approving discretionary extras.

Allen outlined the project phasing: pool-wall and storm-shelter work was slated to begin in November (permit- and budget-dependent), district-office and classroom work to start in March, and major interior demolition and abatement scheduled across the following summers. For Bird Island specifically, she said demo and interior work were targeted for substantial completion in early April with civil work and facade finishing by July 31, 2026, recognizing those dates could shift as contracts are finalized.

No formal votes were taken during the work session. Allen confirmed bids for multiple scopes will be opened publicly on Sept. 10 at a location referenced in the meeting as “Max;” staff said they will review bids in detail after the public opening and return to the committee with recommendations. The committee agreed to a site walk-through and to reconvene after bid openings to consider alternates and award recommendations.

Key procedural and next steps include scoping additional drainage lines near the track, clarifying the City of Olivia’s timeline for the water meter, reviewing bid responses after the Sept. 10 opening, and returning to the committee with cost and schedule recommendations.