Community > Bonds and Construction > Measure F > Minutes
Citizens' Bond Oversight Committee (Approved) December 12th, 2005 District Headquarters 855 Lenzen Avenue, San Jose
1.Call
to Order Chairman Rice called the meeting to order at 6:06 p.m.
2.Roll
Call: The requirements for a quorum were met. Committee Members Present: Allen Rice, Greg West, David Persselin, Stephen Bantillo, David
Ginsborg, Ed Ikeda, Paul Manley, Paul Polk, Alan Williams.
Committee Members Absent: Dave Ferguson, Wolde Loul Kassa.
Board of Education Representatives to the Committee: Veronica Lewis.
SJUSD Staff Representatives Present: Ann Jones, Ty Williams, and Ada Poon.
Program Management: Susan
Davenport and Bob Fuselier of Kitchell CEM.
3. Adopt
Agenda To allow for Mr. Manley's need to leave the meeting early,
proposed item 9.5 was moved to the top of the New Business section of
the agenda. It was moved (Bantillo) and seconded (West)
to adopt the revised agenda. Motion
passed unanimously.
4. Approval
of Minutes It was moved (Ginsborg) and seconded (Polk) to accept the Minutes
of the October 17th meeting as presented and post them to
the website. Motion passed
unanimously.
5.Public
Comment. None.
6.Consent
Calendar
– Items marked (*) (Items 8.1, 9.1 and 9.2) It was moved (Ginsborg) and seconded (Bantillo) to approve
the consent calendar. Motion
passed unanimously.
7.Special
Business.
No Items.
7.1
Report
on Status of CBOC Membership Ann Jones reported that the District has had limited response
to its advertisements for new CBOC members, and consequently will be
asking the Board to consider reducing the size of the CBOC from the
present maximum of fifteen members to no more than nine at its meeting
on January 19, 2006. Ms.
Jones also reported that one candidate will be presented to the Board
for appointment to the CBOC at that same meeting.
Ms. Myers expressed the concern that the geographic quotas
for CBOC membership may be partially responsible for shrinking the pool
of potential candidates. Mr.
Rice recalled that the geographical restrictions were imposed by the
Board, and are not mandated by the State.
He also noted that past recruiting efforts demonstrated the feasibility
of filling a fifteen-member CBOC, and pointed out that reducing the
size would potentially result in a loss of the committee's effectiveness. Veronica Lewis said that she would review the evolution of
the Board's policy on this subject at the January 19 meeting, and Ms.
Jones agreed to circulate staff's recommendation to the Board, along
with the Board's policy and regulations to the CBOC members prior to
that meeting.
It was moved (West) and seconded (Ikeda) to accept the Report
on Status of CBOC Membership.
Motion passed with one vote against and one abstention.
8.New
Business
8.1
Measure
F Staff Report Ty Williams summarized the report on staff's attempts to quantify
the effect of the Division of the State Architect's (DSA's) increased
plan review durations on project delays (Exhibit
8.1). In particular, he noted that it is difficult
to estimate the impact of any one factor on project timelines or bid
results. He also emphasized
that DSA has been a helpful partner to the District in many cases, and
cautioned against compromising that good relationship by trying to use
the Board's political leverage to influence DSA policy. Mr. Williams suggested that the best strategy for avoiding
delays would be better advance planning to provide DSA with adequate
time for plan review. At
Mr. Ginsborg's request, Ms. Lewis clarified that the District has not
previously participated in lobbying for DSA funding legislation.
Mr. West indicated he thought it might be beneficial to assist
DSA in obtaining adequate staffing.
Returning to Mr. William's suggestion, Bob Fuselier noted that
the Measure F program is currently well positioned to implement better
advanced planning.
It was moved (Ginsborg) and seconded (Williams) to accept the
Measure F Staff Report. Motion
passed unanimously.
8.2
(*) Measure
F Project Overview and Status. This report (Exhibit
8.2, 8.2a) was accepted
on consent agenda.
9.1
(*) Chair's
Report. This report (Exhibit
9.1) was accepted on consent agenda.
9.2
(*) CBOC Web Liaison. This report (Exhibit
9.2) was accepted on consent agenda.
9.3
Report
from CBOC Web Page Director Mr. Rice delivered the first set of instructions to the District
(Exhibit
9.3) as part of the process of getting the website up to
date. It was moved and
seconded to accept the Report from CBOC Web Page Director.
Motion passed unanimously.
9.4
Report
from Annual Report Committee. Mr. Ginsborg presented a sample of school site pages from the
draft Annual Report (Exhibit
9.4) and suggested that the summary for each school be reduced
from two pages to one page, providing an illustrative handout.
Mr. West suggested that a cover page to the report could present
an overview and be used as a press release.
Mr. Rice added that such an overview would highlight CBOC activities
during the year, and agreed to provide the initial draft. Alan Williams suggested that some of the
terms used in the Annual Report would need to be defined, and Mr. Rice
thought that could be accomplished by adding a glossary at the back
of the report.
Mr. Pizzo commented that he liked the draft format, and suggested
that the overview include discussion of any school openings, school
closings, consolidations, or changes to campus configurations that had
occurred during the year.
Susan Davenport explained that the school summaries show expenditures
but do not include encumbrances, and noted that both month and year
could be shown for project start dates. Ms. Davenport also clarified that the expenditures and budgets
only include Measure F funds, rather than incorporating all of the available
funding sources. Ada Poon
pointed out that the draft does not include program costs, and Mr. Ginsborg
agreed that program costs would be shown on a separate page. Mr. Bantillo, Mr. Polk and Mr. Williams
will assist Mr. Ginsborg in preparing the Annual Report.
Committee members discussed whether the report should cover
a fiscal year to provide comparability with the financial and performance
audits or provide the most recent four quarters of information. After some discussion of the two alternatives,
it was moved (Ginsborg) and seconded (Bantillo) to use fiscal year data.
Motion passed with two votes against.
It was moved (West) and seconded (Polk) to accept the Report
from the Annual Report Committee.
Motion passed unanimously.
9.5
Report
from Delegates to Performance Auditor. (This item was
handled prior to item 8.1 in the meeting business.) Paul Manley summarized the auditor's four findings. Mr. Manley also told the committee that
he had posed twelve questions to the auditor regarding prevailing wage. He acknowledged that the auditor did respond
to those questions, but expressed to the committee that he does not
agree with those responses. Mr.
Rice noted that the final Performance Audit will not be available to
the CBOC until after it has been approved by the Board in January.
Responding to some questions about the CBOC's role in the Performance
Audit process, Ms. Lewis explained that CBOC members provided input
to the original audit scope and that each year the CBOC is asked to
provide any scope change recommendations for Board consideration. Mr. Rice noted that the draft 2005 Performance Audit includes
improvements suggested by the CBOC in prior years.
It was moved (Polk) and seconded (Ikeda) to accept the Report
from Delegates to Performance Auditor. Motion passed with one abstention.
(Mr. Manley left the meeting. Mr. Rice verified with Mr. Persselin that the requirements
of a quorum were still met.)
9.6
Referrals
to Independent Legal Council. There were no
referrals.
9.7
Consider
Moving Next CBOC Meeting Dates to be AFTER Audits are Presented to Board. To facilitate CBOC review of the Performance and Financial
Audits, Mr. Rice suggested that the next CBOC meeting, scheduled for
January 9, 2006, be rescheduled to a date after January 19, when those
items are to be presented to the Board.
After Ms. Jones noted a staff conflict with the next available
Monday, January 23, it was moved (Persselin) and seconded (Bantillo)
to reschedule the CBOC meeting to January 30.
Motion passed unanimously.
9.8
Other. No Items.
10.1
Review of Measure F
Performance Audit
10.2
Review of Measure F Financial Audit
10.3
Review/accept final version of Report
to the Public
Meeting adjourned at 7:43 p.m. Next meeting is 6:00 p.m., January 30, 2005, at District Headquarters, 855 Lenzen Avenue, San Jose. |