Public Records Officer PORTLAND PUBLIC SCHOOLS

501 N. Dixon St., Portland, OR 97227 (503) 916-3385

publicrecords@pps.net

Public Records Response Page 1

Public Records Response

Public Records Request #1718-212

Date of request 4/23/2018

Requested Records:

* any correspondence Jerry Vincent sent announcing his resignation (i.e. a letter of resignation)?

* any emails from his PPS account sent on Wednesday, April 18 through Friday, April 20

* email from Supt. Guerrero announcing/confirming this resignation

Responsive records are enclosed on following pages.

From: Jerry VincentTo: Derek Henderson; Paul Cathcart; Dan JungSubject: Re: High School Ed Spec Comparison DocumentDate: Wednesday, April 18, 2018 9:41:15 AM

This is taken care of. Thanks.

Sent from my Verizon, Samsung Galaxy smartphone

-------- Original message --------From: Derek Henderson <dhenderson@pps.net>Date: 4/18/18 9:37 AM (GMT-08:00)To: Paul Cathcart <pcathcart@pps.net>, Dan Jung <djung@pps.net>Cc: Jerry Vincent <jvincent2@pps.net>Subject: RE: High School Ed Spec Comparison Document

Should I use the specs from the PPS website?

From: Paul Cathcart Sent: Wednesday, April 18, 2018 9:34 AMTo: Dan Jung <djung@pps.net>Cc: Derek Henderson <dhenderson@pps.net>; Jerry Vincent <jvincent2@pps.net>Subject: RE: High School Ed Spec Comparison Document Thanks. Just to be clear, I think we only need the HS Ed Specs printed. I will reference the other Ed Specs inmy presentation but I won’t go through them. Paul

From: Dan Jung Sent: Wednesday, April 18, 2018 9:30 AMTo: Paul Cathcart <pcathcart@pps.net>Cc: Derek Henderson <dhenderson@pps.net>; Jerry Vincent <jvincent2@pps.net>Subject: RE: High School Ed Spec Comparison Document We’re on it! Thanks,Dan JungSenior Director, Office of School ModernizationPortland Public Schools503.916.3211 (office)

503.708.4033 (cell)

From: Paul Cathcart Sent: Wednesday, April 18, 2018 9:28 AMTo: Dan Jung <djung@pps.net>Cc: Derek Henderson <dhenderson@pps.net>; Jerry Vincent <jvincent2@pps.net>Subject: FW: High School Ed Spec Comparison Document Dan – I won’t be in until at 11:00 am today (PPS late start). I have not printed the Ed Specs for the Board. Derek – Could you start the fun task of printing copies of the Ed Specs for the Board from the version that ison the website? It would be good if they could be put into a binder with the cover of the Ed Specs onthe cover of the binder. Thanks Paul

From: Julia Brim-Edwards Sent: Wednesday, April 18, 2018 9:02 AMTo: Dan Jung <djung@pps.net>Cc: Jim Scherzinger <jscherzinger1@pps.net>; Guadalupe Guerrero <gguerrero@pps.net>;Stephanie Soden <ssoden@pps.net>; Stephanie Cameron <scameron1@pps.net>; Jerry Vincent<jvincent2@pps.net>; Paul Cathcart <pcathcart@pps.net>; Rosanne Powell <rpowell@pps.net>;Scott Perala <sperala@pps.net>; Paul Anthony <panthony@pps.net>; Rita Moore<rmoore5@pps.net>Subject: Re: High School Ed Spec Comparison Document Dan, We likely need the ed specs in written form for board members. And someone who can walk theboard through them. Julia

Sent from my iPhone

On Apr 18, 2018, at 8:44 AM, Dan Jung <djung@pps.net> wrote:

Thanks Julia,

One other note: I will be in attendance tonight along with most of OSM’s projectmanagers to answer questions (the Benson PM is out of town). I’m seeing the agendafor today’s work session for the first time this morning, and just wanted to make clearthat OSM has not prepared any materials or a presentation for tonight. That said, Iunderstand there have been 1 or more planning meetings this week, so I assumeinformation is being prepared for the work session. I just didn’t want there to be anexpectation OSM would be presenting materials then have you or anyone elsedisappointed. I’m looking forward to a great meeting. Please let me know if there are any questions. Thanks,Dan JungSenior Director, Office of School ModernizationPortland Public Schools503.916.3211 (office) 503.708.4033 (cell)

From: Julia Brim-Edwards Sent: Wednesday, April 18, 2018 7:53 AMTo: Dan Jung <djung@pps.net>Cc: Jim Scherzinger <jscherzinger1@pps.net>; Guadalupe Guerrero<gguerrero@pps.net>; Stephanie Soden <ssoden@pps.net>; Stephanie Cameron<scameron1@pps.net>; Jerry Vincent <jvincent2@pps.net>; Paul Cathcart<pcathcart@pps.net>; Rosanne Powell <rpowell@pps.net>; Scott Perala<sperala@pps.net>; Paul Anthony <panthony@pps.net>; Rita Moore<rmoore5@pps.net>Subject: Re: High School Ed Spec Comparison Document Thanks Dan! Appreciate the follow up. Today’s discussion will be more of a level set. I expect we willhave this comparator discussion at the April 24 board meeting. I would like to getfeedback from Paul and Rita on he format as well. Sent from my iPhone

On Apr 17, 2018, at 2:22 PM, Dan Jung <djung@pps.net> wrote:

Hi Julia, et al At the meeting last Wednesday we briefly discussed a document thatcompares the current ed spec to the 2012 and 2017 HS projects. Below isa snapshot of what we’re working on. In short, it’s exactly like what it’ssounds like: columns comparing the ed spec recommendations (quantityand size) to the projects. Couple of quick notes:

- This is still very much a working draft, but below is a snapshot ofthe rolled-up summary so you can get an idea of what it willinclude.

- We will provide the full ed spec detail.- It will include Franklin, Roosevelt, Grant, Madison master plan,

Lincoln master plan, and we’re working on Benson too but thatone is a bit tricky.

- We’re following the exact same format as the ed spec.- We are still in the process of populating data and working on

making it as legible as possible (so don’t worry too much abouthow below looks now).

- We’ll include some clarifying notes.- The final document will be complete, but we want to caution it

will most likely contains some errors or info that has not beendouble-checked. All the information is available, but it has notbeen kept in this format (and some of it is up for interpretation),so it’s been an effort to get this done, but it will be complete.

I’m not sure of the agenda for tomorrow but this document will beavailable if needs be. Please let me know if you have any questions,comments or concerns, or if this is not the information you were hopingfor. <image003.png> Thanks,Dan JungSenior Director, Office of School ModernizationPortland Public Schools503.916.3211 (office) 503.708.4033 (cell)

From: Jerry VincentTo: School BoardCc: Dan Jung; Jen Sohm; David MayneSubject: Re: [External Sender] -Seismic Upgrades: FernwoodDate: Wednesday, April 18, 2018 2:49:53 PM

Please go to Dan Jung, (Jen Sohm and David Mayne).

Thank you.

Sent from my Verizon, Samsung Galaxy smartphone

-------- Original message --------From: School Board <schoolboard@pps.net>Date: 4/18/18 2:41 PM (GMT-08:00)To: Jerry Vincent <jvincent2@pps.net>Subject: FW: [External Sender] -Seismic Upgrades: Fernwood

Hi Jerry,

Can you please provide any information about the seismic retrofits that may have been scheduled forthe Fernwood building?

Thanks.Rosanne

On 4/18/18, 12:14 PM, " " < wrote:

>****** This is from a Non-PPS Email address: Please only click links and attachments if you'resure they are safe.******>________________________________>>To whom it may concern->>It is with great concern for my kids and the student body at Fernwood that I write this emailrequesting your help.>>As you know, the Fernwood building has the second highest seismic risk score of all PortlandPublic schools, and a poor expected seismic performance rating. Apparently, the building-levelseismic strengthening retrofits that were scheduled to be completed for Fernwood under the 2012bond have been postponed indefinitely.>>As we consider all the challenges and issues within a school district, the basic safety, and may I saylives of our children, should be at the top of the list. It is concerning and unacceptable to me as aproud supporter of public schools, a financial supporter of Fernwood and other schools, that therehas been no public communication about this matter and more importantly no plans have been

shared for when this will be completed.>>As we walk our kids to school every day and leave them in the very capable hands of the Fernwoodstaff, it is difficult to not think about this concern and whether or not the putting off of this issue willsomeday lead to a very sad and catastrophic outcome.>>Please, let us know what is going on and when these very serious health and safety issues will beaddressed.>>With understanding for the challenges, and determination for the safety of my/our kids,>>>>>>

From: Jerry VincentTo: Kylie Rogers (CHRO)Cc: Jen Thomas; Laird CusackSubject: Re: Question from PATDate: Wednesday, April 18, 2018 3:22:15 PM

I gave this information to Stephanie Cameron.

Sent from my Verizon, Samsung Galaxy smartphone

-------- Original message --------From: "Kylie Rogers (CHRO)" <krogers2@pps.net>Date: 4/18/18 12:43 AM (GMT-08:00)To: Jerry Vincent <jvincent2@pps.net>Cc: Jen Thomas <jthomas4@pps.net>, Laird Cusack <lcusack@pps.net>Subject: Question from PAT

Hi Jerry – who on your team can help answer the following question for PAT from a member? Thanks!

Is it true that PPS didn't get a permit from the city to fix Tubman yet? If so, what guarantee isthere that the building will be ready? Is there a plan B?

Kylie J. RogersChief Human Resources OfficerPortland Public Schools(503) 916-3132

From: Jerry VincentTo: Scott AllenSubject: Accepted: [External Sender] -Transportation Contract Work Session

From: Jerry VincentTo: Kristi HenrySubject: Accepted: Meeting with Joel from Andersen Construction Legacy/Volunteer Project for Tubman

From: Jerry VincentTo: Steven Simonson; Jere HighCc: Patrick Leboeuf; Theresa FaginSubject: RE: Electrical Issues at TubmanDate: Thursday, April 19, 2018 3:23:01 PMAttachments: image001.png

Have the contractor take care of all of it. Add it to your budget/deduct it from your contingency.

From: Steven Simonson Sent: Thursday, April 19, 2018 3:20 PMTo: Jerry Vincent <jvincent2@pps.net>; Jere High <jhigh@pps.net>Cc: Patrick Leboeuf <pleboeuf@pps.net>; Theresa Fagin <tfagin@pps.net>Subject: FW: Electrical Issues at Tubman Jerry/Jere, How do you want to handle the below issues? There are multiple major electrical wiring issues weare running into at Tubman.

Steve SimonsonSenior Project ManagerFacilities DepartmentPortland Public Schools501 N DixonPortland, OR 97227(P) 503.916.3199(C) 971.645.7151ssimonson@pps.net

From: Brian Taylor Sent: Thursday, March 29, 2018 6:10 PMTo: Steven Simonson <ssimonson@pps.net>Cc: Theresa Fagin <tfagin@pps.net>Subject: RE: Electrical Issues at Tubman

From: Steven Simonson Sent: Thursday, March 29, 2018 2:46 PMTo: Brian Taylor <btaylor5@pps.net>Cc: Theresa Fagin <tfagin@pps.net>Subject: Electrical Issues at Tubman

Brian, We are having a few electrical scope issues at Tubman that we want to meet with you and ourcontractor to try to wrap our arms around. When do you have time tomorrow or early next week tomeet and discuss the following:

1. There are a number of hot green wires (normally grounds) coming out of Panels, what dowe want to do about this?

This MUST be fixed! Not only is this a code violation, it presents a serious safety issue for my team inthe future. I am not sure how this happened, but it MUST be addressed.

2. There are hot neutral lines throughout that are also coming out of Panels, what do we wantto do about this?

Same as Above3. Throughout the building there are a large number of T8 and T12 bulbs that should be

replaced and the lenses should be cleaned. Is this something the electrical shop can do?Not at this time. This type of work is typically performed by the custodial staff. We help out at somesites in gyms and cafeterias if the custodians are not comfortable using scissor lifts.

Steve SimonsonSenior Project ManagerFacilities DepartmentPortland Public Schools501 N DixonPortland, OR 97227(P) 503.916.3199(C) 971.645.7151ssimonson@pps.net

From: Jerry VincentTo: Kristi HenrySubject: Accepted: Update with Teri

From: Jerry VincentTo: Steven Simonson; Jere HighCc: Patrick Leboeuf; Theresa Fagin; Brian TaylorSubject: RE: Electrical Issues at TubmanDate: Thursday, April 19, 2018 4:35:23 PMAttachments: image001.png

That will be a bond-funded approved scope as well. Please proceed.

From: Steven Simonson Sent: Thursday, April 19, 2018 4:03 PMTo: Jere High <jhigh@pps.net>; Jerry Vincent <jvincent2@pps.net>Cc: Patrick Leboeuf <pleboeuf@pps.net>; Theresa Fagin <tfagin@pps.net>; Brian Taylor<btaylor5@pps.net>Subject: RE: Electrical Issues at Tubman Ok thanks for the info, we will handle it with our project. We need to discuss the fire alarm codecompliance project as well, as we have found a number of issues with the most recent fire alarmupgrades at Tubman. Our onsite electrician is working on getting us some pictures and notes aboutthis.

Steve SimonsonSenior Project ManagerFacilities DepartmentPortland Public Schools501 N DixonPortland, OR 97227(P) 503.916.3199(C) 971.645.7151ssimonson@pps.net

From: Jere High Sent: Thursday, April 19, 2018 3:50 PMTo: Steven Simonson <ssimonson@pps.net>; Jerry Vincent <jvincent2@pps.net>Cc: Patrick Leboeuf <pleboeuf@pps.net>; Theresa Fagin <tfagin@pps.net>Subject: RE: Electrical Issues at Tubman I agree, shops will be tapped this summer and next fiscal years with in house alarm code complianceand many other high priority work orders and issues Jere HighDirector, Maintenance & OperationsFacilities & Asset ManagementPortland Public Schools

Phone: 503-916-3471Fax: 503-916-3044jhigh@pps.net

From: Steven Simonson Sent: Thursday, April 19, 2018 3:35 PMTo: Jerry Vincent <jvincent2@pps.net>; Jere High <jhigh@pps.net>Cc: Patrick Leboeuf <pleboeuf@pps.net>; Theresa Fagin <tfagin@pps.net>Subject: RE: Electrical Issues at Tubman Will do, it will likely be $$$.

From: Jerry Vincent Sent: Thursday, April 19, 2018 3:23 PMTo: Steven Simonson <ssimonson@pps.net>; Jere High <jhigh@pps.net>Cc: Patrick Leboeuf <pleboeuf@pps.net>; Theresa Fagin <tfagin@pps.net>Subject: RE: Electrical Issues at Tubman Have the contractor take care of all of it. Add it to your budget/deduct it from your contingency.

From: Steven Simonson Sent: Thursday, April 19, 2018 3:20 PMTo: Jerry Vincent <jvincent2@pps.net>; Jere High <jhigh@pps.net>Cc: Patrick Leboeuf <pleboeuf@pps.net>; Theresa Fagin <tfagin@pps.net>Subject: FW: Electrical Issues at Tubman Jerry/Jere, How do you want to handle the below issues? There are multiple major electrical wiring issues weare running into at Tubman.

Steve SimonsonSenior Project ManagerFacilities DepartmentPortland Public Schools501 N DixonPortland, OR 97227(P) 503.916.3199(C) 971.645.7151ssimonson@pps.net

From: Brian Taylor

Sent: Thursday, March 29, 2018 6:10 PMTo: Steven Simonson <ssimonson@pps.net>Cc: Theresa Fagin <tfagin@pps.net>Subject: RE: Electrical Issues at Tubman

From: Steven Simonson Sent: Thursday, March 29, 2018 2:46 PMTo: Brian Taylor <btaylor5@pps.net>Cc: Theresa Fagin <tfagin@pps.net>Subject: Electrical Issues at Tubman Brian, We are having a few electrical scope issues at Tubman that we want to meet with you and ourcontractor to try to wrap our arms around. When do you have time tomorrow or early next week tomeet and discuss the following:

1. There are a number of hot green wires (normally grounds) coming out of Panels, what dowe want to do about this?

This MUST be fixed! Not only is this a code violation, it presents a serious safety issue for my team inthe future. I am not sure how this happened, but it MUST be addressed.

2. There are hot neutral lines throughout that are also coming out of Panels, what do we wantto do about this?

Same as Above3. Throughout the building there are a large number of T8 and T12 bulbs that should be

replaced and the lenses should be cleaned. Is this something the electrical shop can do?Not at this time. This type of work is typically performed by the custodial staff. We help out at somesites in gyms and cafeterias if the custodians are not comfortable using scissor lifts.

Steve SimonsonSenior Project ManagerFacilities DepartmentPortland Public Schools501 N DixonPortland, OR 97227(P) 503.916.3199(C) 971.645.7151ssimonson@pps.net

From: Jerry VincentTo:Subject: 2012 Bond Criteria for Master Planning for the 2017 BondDate: Thursday, April 19, 2018 4:35:50 PM

Hi Brianna, Enclosed, please find the rationale for the 2012 Bond. This information is on our district website.Please let me know if you have any questions. Be Well, Jerry Jerry VincentChief Operating OfficerPortland Public Schools501 N DixonPortland, Oregon 97227Jvincent2@pps.net

From: Jerry VincentTo:Subject: RE: 2012 Bond Criteria for Master Planning for the 2017 BondDate: Thursday, April 19, 2018 4:42:31 PMAttachments: BOE SubCommittee June 8.ppt

Sorry! 

From: Jerry Vincent Sent: Thursday, April 19, 2018 4:36 PMTo:   <Subject: 2012 Bond Criteria for Master Planning for the 2017 Bond Hi Brianna, Enclosed, please find the rationale for the 2012 Bond. This information is on our district website.Please let me know if you have any questions. Be Well, Jerry Jerry VincentChief Operating OfficerPortland Public Schools501 N DixonPortland, Oregon 97227Jvincent2@pps.net 

From: Jerry VincentTo: Teri BradySubject: Accepted: Check In

From: Jerry VincentTo: Helen O"DonnellSubject: Accepted: Check In

From: Jerry VincentTo: Guadalupe GuerreroDate: Friday, April 20, 2018 1:49:41 PM

Jerry,Thank you for sharing with me this past Wednesday of your intent and desire to transition out ofPPS.In the coming week, let’s finish talking about next steps, process, and an end of service date.In the meantime, we agreed that you would compile a summary list/ status of key work strands inorder to provide me with an understanding of current and outstanding work within your scope ofresponsibility.I’ll send you a calendar-invite on Monday, thank you.-Guadalupe Hi Guadalupe, Thank you for your patience. The following are the key work strands that first came to mind; thereare most likely more. I will add them as they come along. My thought would be to resolve most ofthe Tier 1 and advance and delegate the Tier2 and Tier 3 items before I transition out. My targetdate would be to exit the district at the end of June...with some personal time off during thatduration. If there is a permanent/temporary replacement candidate during that time, I’d be happy tostay and share what I know. A lot of the items listed below have embedded steps within them, butI’m trying to keep this at a high level. I will have Kristi put these work strands in a spreadsheet andupdate it with new contact names, and a weekly progress to date status to send to you each Friday. Transition Items: Tier I:

-Employee lay-off meetings, communication, work flow coverage process. -Final budget revisions for all departments.

Strategic Plan with each Director for as much productivity as possible within thebudget constraints for the upcoming fiscal year.

-Middle School Conversions – Now that additional funding has been identified, finish fullscope/budget/communication plan.

Five step process for full communication including each community, includingpresentations at their next scheduled community meeting.

-

.

-Transportation - Agreement with First Student for the Option on their contract includingaccountability language.

Path forward for communication/implementation of agreed uponlanguage/procedures. -Tubman environmental, next ETAC meeting, path forward. - Transition Water quality team to OSM leadership.

- Facilities Condition Assessment RFP; Evaluation of firms, interview panel.Start-up/documentation/deliverable process.

-

- Revise/update job description/title/pay for Director of Security, post, evaluate, interviews,selection/onboarding. - Revise/update job description/title/pay for Senior Director of Transportation, post,evaluate, interviews, selection/onboarding. -Finalize strategy and roll-out of the Security portion of the Health, Safety, & ADA 2017Bond Measure. -Finalize procedure and next steps for the ADA Transition Plan portion of the Health,Safety, & ADA 2017 Bond Measure. - Next steps, communication plan, Roosevelt maker space. - BSAG – next meeting, agenda. - Finish compiling “summer work” list for Maintenance & Operations, Facilities, OSMprojects by school, communicate to Senior Directors, to Principals (before end of school year). - Individual department hand-offs/path forward with each of the department directors. Tier 2: - Finalize the Concordia construction cost sharing agreement for Faubion with theConcordia CFO. - ATU negotiations and mediation. - Educational Specifications – Prepare a plan/timeline for input and changes. - Grant softball field, next steps, communication.

- Additional Capital planner job description/title/pay, post, evaluate, interviews,selection/onboarding. - - Start up the Transportation routing software. Tier 3: -

- Payment for a before school in-service day for teachers. - Sunnyside homeless/drug needles situation (PPS, Parks & Rec, PBOT). Community andschool site concern. Other items needing to be addressed: - Roll over the authorized signatory for the district. - Roll over authorized signatory (redundancy for accountability) on E-builder. -Start-up of the next Long Range Facilities Master Plan Committee. - Over my career, I have had jobs that when I look back, I was the wrong hire at the wrong time or theright hire at the wrong time. But with PPS/Portland, I felt (and still do) that I am the right person atthe right time. It has taken me awhile to “figure out” Portland, but I think I understand what thecommunity wants…and more importantly, I feel that I am meeting with them, listening, andresponding. As I shared with you, I don’t want to leave the district (I don’t even have another job orhave had time to network in Portland). That said, the current (and what looks to be the future) stateof affairs really impacts my ability to be that “right person”. My current position is two senior directors and two chiefs in one. Although it saves the district over$400k a year, it is quite unsustainable. In addition, there is the massive increase of workload, theunrealistic time frames to complete it, and the high visibility of those unrealistic projects. My thirtyyears in high-mid level management of projects/budgets tells me that the current environment isgoing to make it extremely difficult for the district to deliver programs/projects/expectations

successfully. On a personal note, I have enjoyed working with you and I do feel that you also are the right personat the right time; I just hope that the Community/Board of Education give you the appropriatetime/tools/patience in order for you to prove it. Be Well, Jerry Jerry VincentChief Operating OfficerPortland Public Schools501 N DixonPortland, Oregon 97227Jvincent2@pps.net