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SJUSD Measure F MINUTES The Committee gathered at 5:30 and was given a guided
tour of the Lincoln High School campus by John Cimino, focusing on work
to be done under Measure F. 1. Call to Order Chairman Fadness, called the meeting to order at 6:30
p.m. 2. Roll Call: The requirements for a quorum were met. Committee Members Present: Stephen Bantillo, Jill Escher,
Dave Fadness, Dave Ferguson, Allen Rice, Al Roosma, Fred Schorr, Sally
Souders, C.C. Su, Charles Tate, Greg West, Alan Williams Committee Members Absent: Dennis Reid. Board of Education Representatives to the Committee
Present: Veronica Lewis and Carol Myers. SJUSD Staff Representatives Present: Bruce Collins,
John Cimino, Pat Day, Florence Eng, Jerry Matranga, Ada Poon, Paul Rische,
and Ty Williams. Others Present:
Lincoln High Principal Chris Funk, Curtis Matthews – Moss
Adams, Linda Todd – Vavrinek, Trine and Day. 3. Adopt Agenda It was moved (Tate) and seconded (Bantillo) to adopt
the agenda. Motion passed unanimously. 4. Approval of Minutes It was moved (Schorr) and seconded (Tate) to approve
the minutes of the November 10th meeting. Motion passed unanimously. 5. Public Comment There was no public comment. 6. Consent Calendar - Items marked (*) [Items 9.1,
9.3, and 10.2] Item 9.1 was pulled from the consent calendar at the
request of Ms. Escher. Item 9.3 was pulled from the consent calendar
at the request of Mr. Ferguson. It was moved (Ferguson) and seconded (Su) to approve
the remaining item (10.2) on the consent calendar. Motion passed unanimously. 7. Old Business
(There was no old business pending) 8. New Business 8.1 Measure F Financial Audit Report.
Linda Todd of Vavrinek, Trine, Day & Co. presented the Financial
Audit for Measure F funds (Exhibit
A). Ms. Todd reported that the financial statements were a fair
representation of the Measure F Building Fund. Questions
and responses follow: 1) an asset, "Accounts Receivable"
(page 2) - this was interest due from the County, which holds the actual
bond cash; 2) a liability, "Due to other fund" (page 2) -
this was to repay a "loan" from the COPS fund used to start
the Family Early Learning Center; and 3) an expenditure, "Services
and operating expenditures" (page 3) - this is the cost to administer
and obtain the bond funding. Curtis Matthews of Moss-Adams presented the Performance
Audit Report (Exhibit
B) . The Performance Audit found no exceptions with Measure F expenditure
purposes or compliance. There were three areas requiring attention as
expenditure of the Bond ramps up. They are:
1) Better definition
and documentation of control processes. (The District and several CBOC
members sit on a committee which is working to correct this problem.)
2) Current staffing
is judged too low to effectively manage construction and expenditures
as construction ramps up. Hiring for this should begin now. (Staff will
be taking a recommendation to the Board of Education to address this
issue.)
3) The District's
current data management systems do not readily deliver useful management
data. (Some of the $30M appropriated from Measure F for Technology will
go toward correcting this problem.)
It was moved (Escher) and seconded (Schorr) to accept the report. Passed unanimously.
8.3 Disposition
of Surplus District Equipment & Furnishings.
Mr. Day distributed material containing policies and regulations governing
the disposition of these items (Exhibit
C). It was stated that the District expects that there will be very
little equipment and/or furniture that will be declared surplus as a
result of Measure F activities. It was moved (Tate) and seconded (West) to accept the report.
Passed unanimously. 9. District Reports 9.1. Administration. Mr. Matranga’s report
(Exhibit
D) was sent to the Committee prior to the meeting. It was noted that the
Implementation Plan has been posted on the web site. Mr. Matranga reported
that the district was seeking an opinion from the State Attorney General
on the types of soft costs, in particular the use of Measure F funds
to pay project administrative salaries, that are appropriate for Measure
F funds. Mr. Matranga will keep the CBOC apprised of progress on the
AG's review.
It was moved (Bantillo) and seconded (Tate) to accept the report.
Passed unanimously. 9.2 Program. Ty Williams presented the Program Report (Exhibit E1,E2,E3).
Discussion ensued as to concerns on the part of some committee members
as to how the District knows that they are receiving the "best"
pricing. After extensive discussion, aand Mr. Su’s concurrence,
Chairman Fadness referred this issue to the Bid Process Review Committee
for handling. Ty Williams and Mr. Tate are to meet with Mr. Su’s
committee to further discuss this issueand report any recommendations
to the CBOC on a subsequent agenda.
It was moved (West) and seconded (Rice) to accept the report.
Passed unanimously.
9.3 Finance. Ms.
Eng's presented the Finance Report ( Exhibits
F1 through F22 ). It was explained that a transfer of funds to Deferred
Maintenance was an accounting mechanism to qualify the District for
state matching funds.
It was moved (Ferguson) and seconded (Su) to accept the report.
Passed unanimously. 10.
CBOC Reports 10.1 Chair's Report. There was no report. The
Chair thanked Mr. West for chairing the November meeting and the Bid
Process Review and Annual Report Drafting Committees for their ongoing
work.. The Chair noted the CBOC member Dennis Reid had missed several
meetings in a row, and asked Staff to confirm whether Mr. Reid will
continue as a member, or to recommend to the Board that a replacement
be appointed. 11. Items for Future Agendas. 11.2 Change Order Process – Best Practices 11.3 District Report on Job Descriptions and Responsibilities
of Program, Project and Construction Management. 11.4 Report on Professional Services contracting process. 11.5 Plan to redistribute IP funds if any schools are
closed 12. Adjournment. Meeting adjourned at 9:20 p.m. Next meeting is February 9, 2004. |