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Measure F and Measure C April 26, 2010 Minutes

SJUSD Measure C & Measure F
Citizens Bond Oversight Committee
MINUTES

April 26, 2010
District Office
855 Lenzen Avenue, San Jose

1. Call to Order:

Mr. Kateley called the CBOC meeting to order at 6:06 p.m.

2. Roll Call:

The following CBOC members were present.
Committee Members Present: Jill Grellman, Amy Huddlestun, Jim Kateley, Paul Lyles, and Michael Smith.
Chris Henriques arrived at 6:11 p.m.
Sherri Al-Ashari, Kelly Snider, and Shelly McNamara had excused absences.
Absent was Gina Whitson.

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

Board Representative: Veronica Lewis

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

3. Adopt Agenda

No motion was made to adopt agenda.

4. Public Comment

No items discussed in open public comment.

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

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

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

7. Special Business

7.1 CBOC Meeting Frequency and Bylaws

Michael Smith presented a draft of the revised Bylaws.

Draft Revision to CBOC Bylaws (PDF)
CBOC Bylaws January 10, 2005 April Revised: April xx, 2010 (DRAFT) (PDF)
CBOC Bylaws Revised: April xx, 2010 (DRAFT) (PDF)

A summary of the draft revised Bylaws were discussed. Highlights include:
4.1: Elections to be held at first meeting after July 1st.
5.0A: Delete specific months for meetings and specify that the Committee is only required to meet once per year.
5.0B: References joint meetings with old and new members after new members are seated in July.
5.0C: Not necessary for Committee members to attend Board meetings.
8.0: Change “majority” to “two-thirds” vote needed to revise the Bylaws.

It was moved (Henriques) and seconded (Grellman) to approve the Revised
Bylaws. Motion passed unanimously.

7.2 Removal of Gina Whitson from the CBOC
Due to excessive absences, a recommendation was made by Jim Kateley to remove Gina Whitson from the CBOC.
There have been numerous attempts to contact Gina Whitson via phone, mail, and e-mail but no response has been received.
It was moved (Smith) and seconded (Henriques) to approve removal of Committee Member. Motion passed unanimously.

7.3 Review of Officers’ Responsibilities for Upcoming July Election
Jim Kateley referred to the Bylaws for Officers’ Responsibilities.

Elections will be held for Chair, Vice Chair, and Secretary.
Michael Smith will be nominee for Chair.
Jill Grellman will consider being a nominee for Secretary.

There will potentially be three new members. Ann Jones to schedule interviews prior to the July 12th CBOC meeting.

8. New Business

8.1 Measure C & F Overview and Project Status

Measure C Citizens Bond Oversight Committee Monthly Report
Measure F Citizens Bond Oversight Committee Status Report
Measure F Projects Pre-Closed and Closed Since Last Reporting
Measure F Bond Program - Modifications to Program Contingency
Program Contingency Overview Report
Measure F Implementation Plan 2008/2009 Revision

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

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

Notable changes to Scope D projects include Projects 9309 Family Early Learning Center and 9524 Willow Glen New Classroom Building are pre-closed;
Projects 9232 Construction Office Reconfiguration, 9600 Hacienda Classroom Building, and 9703 Burnett Modernization are closed.

Seven new projects were created in Scope D.

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 Projects 9415 Kitchen Renovations I and 9416 Kitchen Renovations II are pre-closed.

Notable changes to 2005 Measure F projects include Projects 9514 Portable Replacement, 9524 Willow Glen Elementary New Classroom Facility, 9535 High School Athletics II SJHA, and 9537 Gardner Multi-Use are pre-closed.

Notable change to 2006 Measure F projects include Projects 9610 San Jose High SIP and 9616 Anne Darling Kindergarten Portables & Utilities are preclosed.

Notable change to 2007 Measure F projects include Projects 9708 Williams Modernization and 9721 Olinder Modernization are pre-closed; Projects 9701 Middle School Athletics and 9706 John Muir Modernization are closed.

Notable changes to 2008 Measure F projects include Projects 9803 Leland Special Ed Portable, 9807 Graystone Modernization, and 9808 Los Alamitos Modernization are pre-closed; Allen at Steinbeck Media Center Modernization is currently on hold.

Total current Program Contingency remaining is $2,107,456.
Total current Project Contingency remaining is $1,120,822.
Total Measure F Contingency is $3,228,278.

It was moved (Henriques) and seconded (Grellman) to accept report. Motion passed unanimously.

8.2 Measure C & F Financial Report

Measure C Financial Quarterly Reporting (PDF)
Measure F Financial Quarterly Reporting (PDF)

Ada Poon presented the Measure C & F Financial Report

Ms. Poon reported on Measure C Fund Income & Expenditure Statement/Summary through December 31, 2009. Total expenditure, including encumbrances, for Measure C and Measure C Refunding, is $181,494,823 leaving a balance of $10,886,370. Attached to the report were breakdowns of expenditures for each project and the related funding source.
Ms. Poon reported on Measure F Fund Income & Expenditure Statement through December 31, 2009. Total expenditure, including encumbrances, for Measure F is $425,088,090 leaving a balance of $9,778,122. 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. Report showed percentage of each funding source expended and encumbered.

Ms. Poon reported on Deferred Maintenance Fund through December 31, 2009. Total expenditure for Deferred Maintenance is $3,686,389 leaving a balance of $5,256,955.
It was moved (Smith) and seconded (Henriques) to accept the report. Motion passed unanimously.

Multi Funded Report (PDF)
Multi Funded Report Summary (PDF)

9. CBOC Members & Sub-Committee Reports

9.1 Site Visit Report
Michael Smith presented the Site Visit Report San Jose High Academy site visit occurred on 3/2/10. CBOC member attendees were Michael Smith and Kelly Snider.
The site tour included revisiting the science building which was both a renovation and new building construction. Mr. Smith noted additional storage and good layout.
The San Jose Career Tech new building was also toured. Career Tech is part of “Project Lead the Way” which currently running an engineering program. Mr. Smith viewed the program which is currently being taught in another part of the school. The new building is currently in construction and was in the framing process when toured.

Castillero Middle and Leland High Schools site visits occurred on 4/19/10. CBOC member attendees were Michael Smith, Sherry Al-Ashari, and Amy Huddleston. Potential new CBOC member also attended. Castillero Modernization tour included new retroplate flooring, windows, and doors. Different products were discussed and uses throughout the District. The
SIP’s black box theater, refinished gym floor, renovated science rooms, and food
court were also visited. Leland Athletic Fields were visited after Castillero. This project was partially funded by the City of San Jose to provide synthetic turf and a new concession/restroom building. The city uses the facilities during weekday evenings, weekends, and summer. Leland SIP was also toured which includes computer labs, multimedia classroom, and artistic shade structure.

9.2 Confirmation of Willow Glen High Site Visit
Steve Adamo provided updates for the Willow Glen High Science Ribbon Cutting Ceremony.
Mr. Adamo stated that the Ribbon Cutting Ceremony would not be on 5/14/10 but scheduling was in process with the site and Superintendant for possibly the end of May. Building construction is scheduled to be completed on 4/30/10.

10. Items for Future Agendas

• Election of Officers
• New Committee Members
• Potential site visits for next fiscal year
• Anne Darling Lease-leaseback report

11. Adjournment

Jim Kateley, Chair adjourned the meeting at 7:04 PM.