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Measure F and Measure C January 11, 2010 Minutes

SJUSD Measure C & Measure F
Citizens Bond Oversight Committee

MINUTES

January 11, 2010
District Office
855 Lenzen Avenue, San Jose

1. Call to Order:

Mr. Kateley called the CBOC meeting to order at 6:04 p.m.

2. Roll Call:

The following CBOC members were present.
Committee Members Present: Jill Grellman, Chris Henriques, Amy Huddlestun, Jim Kateley, Shelly McNamara, Paul Lyles, Sherri Al-Ashari, Michael Smith, and Kelly Snider. 
Absent was Gina Whitson.

SJUSD Staff Representatives: Steve Adamo, Don Iglesias, Ada Poon, and Ann Jones.

Board Representative: Veronica Lewis

Program Management: Mike Hiddleson, Summer Naranjo, and Jennifer Scott of Kitchell CEM.

3. Adopt Agenda

It was moved ((McNamara) and seconded (Al-Ashari) to adopt agenda.  Motion passed unanimously.

4. Public Comment

No items discussed in open public comment.

5. Consent Calendar – Items Marked (*) (Item 6)

It was moved (Smith) and seconded (Al-Ashari) to approve the consent calendar. Motion passed unanimously.

6. Approval of Minutes (*) – Part of Consent Calendar

7. Special Business

7.1 Measure C & Measure F Performance Audit
Moss Adams LLP presented the Performance Audit

Performance Audits were performed for Fiscal Year Ending June 30, 2009 for Measure C and Measure F.

Moss Adams has found no discrepancies in the use of expenditures for approved Bond Fund purposes for Measure C. Item 7.1 Measure C Moss Adams (PDF)

Moss Adams reported the following for Measure F: Item7.1 Measure F Moss Adams (PDF)
Through District auditing, unsupported costs and potential overcharges to the District was made through the lease-leaseback agreement with Darling Investors, LLC.  The District is following up with the General Contractor to address unsupported and questioned cost charges.

The April 6, 2009 Implementation Plan was approved by the Board of Education and communicated to the CBOC, reporting that the estimated costs to construct Measure F projects left a shortfall to the total available construction funds.  All projects were identified in the Implementation plan.  The District continues to explore additional or alternative funding sources.

The District continues to increase the number of projects that are in the close-out process.

The District has implemented 25 out of 27 (93%) prior year performance audit recommendations.  These open recommendations should be implemented on a timely basis, as they address the need for effective procurement methods as well as the need for timely and complete project close-out controls.

7.2 Measure C & Measure F Financial Audit
Vanrinek, Trine, Day & Co. LLP presented the Financial Audit
Item 7.2 Measure C Vanrinek (PDF)
Item 7.2 Measure F Vanrinek (PDF)

Financial Audits were performed for Fiscal Year Ending June 30, 2009 for Measure C and Measure F.

Vanrinek, Trine, Day & Co. found no material issues.  No adjustments recommended.

7.3 Staff Report – Term Limit of CBOC
Steve Adamo and Phil Henderson presented the Staff Report Item 7.3 Staff Report

Phil Henderson suggests that the CBOC diminish efforts as funding is spent.  District staff recommended the CBOC review their bylaws regarding frequency of meetings.

A clarification was made regarding the handout.  The CBOC members are required to attend CBOC meetings and a quorum of seven members are required to hold a meeting.

8. New Business

8.1 Measure C & F Overview and Project Status

Item 8.1 part1 Measure C Monthly Status Report
Item 8.1 Part 2 Measure F Monthly Status Report
Item 8.1 Part 3 Recon Report Jan11 2010
Item8.1 Part 4F Contingency Report Jan 2010
Item8.1 Part 5 IP Scope Revision Report
Item 8.1 Part 6 Education Report

Mike Hiddleson presented the Measure C & F Project status report.

Measure C Monthly Report includes Scope D and Measure C Refunding.

Notable change for Scope D is Project 9209 AC at Theaters/Multi-Purpose Rooms and 9212 Portable Projects are now pre-closed.

Notable change for Measure C Refunding is Project 9236 Shade Structures is pre-closed.

Correction to slide shown during meeting: “The District released $2,200,000 (not $3,300,000) in additional Measure C budget to the Construction Program. “

Measure F Program Report Overview includes program status, project reconciliation, program contingency, and IP scope revision reports.

Notable changes to 2004 Measure F projects include Project 9405 Central Kitchen, is closed; Projects 9420 Willow Glen HS Restroom Bldg, 9423 Booksin New Classroom, 9424 Portable Replacement and 9429 Synthetic Fields are pre-closed.

Notable changes to 2005 Measure F projects include Projects 9512 Booksin Mod and 9540 Willow Glen Middle/High School Window Replacement have been pre-closed.

Notable changes to 2006 Measure F projects include Projects 9607/9608 Kitchen renovations I & II, 9617 Terrell Mod, 9618 Washington Mod, 9620 Hoover Mod, 9623 Shower and Locker Rooms I, 9632 Leland High SIP, 9634 Burnett Middle SIP, 9636 Lincoln Science Mod and New Classrooms, 9638 Canoas Special Ed Portable are pre-closed.

Notable changes to 2007 Measure F projects include Projects 9704 Carson Special Ed, 9711 Kitchen Renovations I, and 9712 Special Ed facilities are pre-closed.

Notable changes to 2008 Measure F projects include Allen at Steinbeck Media Center Modernization is currently on hold due to 2010 enrollment study.

Notable changes to 2009 Measure F project include Project 9917, Portable Replacement (Simonds Staff Lounge), has received DSA approval and is currently in the bidding phase.

Total current Program Contingency remaining is $1,801,805.
Total current Project Contingency remaining is $1,543,672.
Total Measure F Contingency is $3,345,477.

Michael Smith requested that Kitchell provide handouts of the slideshow at the next CBOC meeting.

It was moved (McNamara) and seconded (Al-Ashari) to accept report. Motion passed unanimously.

8.2 Measure C and Measure F Financial Report
Ada Poon presented the Financial Report.

Ms. Poon reported on Measure C Fund Income & Expenditure Statement/Summary through September 30, 2009.  Total expenditure for Measure C and Measure C Refunding is $181,332,460 leaving a balance of $10,994,454.  Attached to the report were breakdowns of expenditures for each project and the related funding source. Item 8.2 Measure C Financial Report (PDF)

Ms. Poon reported on Measure F Fund Income & Expenditure Statement through September 30, 2009.  Total expenditure, including encumbrances, for Measure F is $424,385,037 leaving a balance of $10,387,221.  $8,179,041 was transferred out into Deferred Maintenance.  Attached to the report were breakdowns of expenditures for each project and the related funding source.  Details for each project’s hard and soft costs and encumbrances were also attached. Item 8.2 Measure F Financial Report (PDF)

It was moved (Henriques) and seconded (Al-Ashari) to accept the report.  Motion passed unanimously.

8.3 CBOC Annual Report Liaison

Draft of Annual Report was provided to Jim Kateley, Michael Smith, and Sherri Al-Ashari by Kitchell.  These members of the CBOC will review and provide comments to Kitchell by January 22, 2010.

The final draft Annual Report will be provided to the entire CBOC at the next meeting to be approved.

8.4 CBOC Website & Communication Liaison

CBOC members discussed the different options for advertising such as electronic distribution.  Kitchell to send a draft advertisement to CBOC members by January 29, 2010.  Last year’s advertisement to be brought to the next meeting for review and comparison.

9. CBOC Members & Sub-Committee Reports

9.1 Site Visit Report
Michael Smith presented the site visit report.

Site visit occurred on 11/20/09 at Willow Glen Middle and High Schools.
Attendees included CBOC members Michael Smith and Shelly McNamara, Mike Hiddleson, Jennifer Scott, and Summer Naranjo of Kitchell Program, Kitchell Construction Managers Jason Cornejo and Jim Wilson, SJUSD staff Steve Adamo and Amy Ruffo, and Willow Glen Middle Principal, Mark Molina, and Willow Glen High Principal, Shannon McGee.

Michael Smith requests that more members attend.  A recommendation was made to increase attendance by scheduling site visits earlier in the day.

Scope of work at Willow Glen Middle included $1.1M science modernization of old shop building, Administration and art room modernization.

Scope of work at Willow Glen High included $4.7M science and art room modernization and construction of new science building (still in progress).

Willow Glen Middle and High media center addition (SIP funding) was also toured.

Sites were pleased with results of work.  Mr. Smith stated that he was impressed and appreciated the Districts application of standards but also meeting the individual needs of teachers and staff.

9.2 Recommended Sites and Dates for Future Site Visits
Steve Adamo provided a hand out of proposed sites and dates for future visits.

Proposed dates are as follows:

March 2, 2010
San Jose High Academy – Science & Modernization – 11:00AM-12:00PM
San Jose High Academy – Career Tech – 12:00PM-12:30PM

April 13, 2010
Castillero Middle School – Modernization – 11:00AM-11:45AM
Leland High School – Sports Field – 12:00PM-12:30PM

May 4, 2010 (Date may change for Ribbon Cutting Ceremony)
Willow Glen High School – New Science Building – 11:00AM-12:30PM

CBOC members asked that second Tuesdays be avoided and visit times changed to 10:00 to 11:30 (in lieu of 11:00-12:30).  Staff will propose those changes and once verified, distribute new days/times via e-mail and posting on SJUSD website.  Ribbon Cutting at Willow Glen High School will be the exception, it will be scheduled by the site Administration (we will be guests).

10. Items for Future Agendas

• Annual Report
• CBOC meeting frequency and review of bylaws
• Confirm site visit schedule
• Review Measure F Bond advertisement

11. Adjournment

Jim Kateley, Chair adjourned the meeting at 7:32 PM.