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Measure F and Measure C January 12, 2009 Minutes

SJUSD Measure C and Measure F
Citizens Bond Oversight Committee
MINUTES
(DRAFT)
January 12, 2009
District Office 855 Lenzen Avenue, San Jose

1. Call to Order:

Mr. Kateley called the CBOC meeting to order at 6:05 p.m.

2. Roll Call:

All current CBOC members were present.
Committee Members Present: Jill Grellman, Chris Henriques, Amy Huddlestun, Diane Hughes, Jim Kateley, Shelly McNamara and Michael Smith.

SJUSD Staff Representatives: Steve Adamo, Florence Eng, Chris Hernandez, Don Iglesias, Ann Jones, Ada Poon and Veronica Lewis.

Program Management: Mike Hiddleson, Patricia Nguyen and Summer Naranjo of Kitchell CEM.

3. Adopt Agenda

It was moved (McNamara) and seconded (Hughes) to adopt the agenda. Motion passed unanimously.

4. Public Comment

No items discussed in open public comment.

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

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

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

7. Special Business

    7.1 Measure C and Measure F Performance Audit
Curtis Mathews and Michael Lundstrom from Moss Adams presented the Measure C and Measure F Performance Audit Report.

The purpose of the audit was to verify if the funds from these bonds were used for programs approved by the voters and ensure that the contractors’ charges were compliant with their contracts. The audit was also performed to verify the Master Plan was implemented and fulfilled of site expectations relating to the cost, budget and schedule. It has been noted that Moss Adams did not find any discrepancies while testing the expenditures for compliance with the bonds. 

Moss Adams highlighted the Anne Darling project. They found that the District did an excellent job verifying contractor charges for contract compliance in combination of producing receipts for billing which Moss Adams found to be a very good practice for locating issues and discovering resolutions.

Past Audits: 23 out of 24 recommendations have been implemented. One of these recommendations was to have the Principal sign of at the time of closeout which has been implemented by the District. See report for the additional recommendations that were made this year.

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

7.2 Measure C and Measure F Financial Audit
Lenny Dana of Vavrinek, Trine, Day & Co. presented the Measure C and Measure F Financial Audit Report.

The purpose of this audit was to analyze the financial statements on bond funds. It also verified the amount of remaining funds there are now left to spend. Lenny Dana found no issues with the above topics.

The last bond was sold in April 2008. The interest earned from the bond is available for spending.

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

8. New Business

8.1 Measure C and Measure F Project Overview, Status & 2007 IP Revision (Exhibit   8.1, Part 1 | Part 2 | Part 3 | Part 4 | Part 5 | Part 6)
Mike Hiddleson presented the Measure C and Measure F Program status report.

Measure C: Mr. Hiddleson stated that a total of seven projects have been closed since the last reporting: Project #9201, Window Coverings, #9205, Gardner Perimeter Fencing, #9206, Emergency Lighting System Upgrades at Gunderson, Steinbeck & Castillero, #9210, Leland/Gunderson Gym Flooring Bleacher and Gym Floor Replacement, #9211, Sinks and Casework, #9225, Erikson Improvements, and #9439, Williams Shade Structure. 

Measure F: A total of four projects have been closed out since the last reporting:
#9442, Hammer Improvements, #9502, Underground Utilities at Burnett, Hoover, WGMS & WGHS, #9549, Muir Master Plan, and #9720, Hammer Kinders. Mr. Hiddleson pointed out that project 9909 requires $1.8 million from state funding to complete. The state has now suspended the funding for construction projects due to the State budget crisis. The projects may have to be augmented from another source until state funds are released. He also pointed out that Projects #9600, 9622, 9628, and 9636, are currently being covered by Measure F contingency in case State funds are delayed.

It was moved (Hughes) and seconded (Henriques) to accept. Motion passes unanimously.

8.2 Measure C and Measure F Financial Report (Exhibit 8.2A and 8.2B)
Ada Poon presented the Measure C and Measure F financial report.

Measure C: There is a total of $177.4 million in Measure C revenue and $22.6 million in Measure C Refunding revenue. To date, a total of $175.8 million has been expended from Measure C and Measure C refunding. Currently there is there is $16 million remaining in Measure C and Measure C refunding to be expended on the committed projects.

Measure F: To date, the District has gained a total of 12.4 million in interest for the Measure F bond fund. Currently there is $60million remaining in Measure to be expended on the committed projects.

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

8.3 CBOC Recruitment Report
Anne Jones provided a written report stating who is in their second term. There are currently seven active members – the goal is to have fourteen. Four of these members are in their second term which will end in June 2010. All potential new members are to forward their contact information to Ann Jones.

It was moved (Henriques) and seconded (McNamara) to accept. Motion passes unanimously.

8.4 CBOC Outreach & Communication (Exhibit 8.4)
Shelley McNamera has volunteered to assist with the CBOC article for the local newspapers. Jill Grellman has stated she has a connection with the PTA Newsletter and will see about placing the report in there as well. It was agreed that the information placed in the newspaper article will have verbiage regarding Prop. 39 as well as the mandatory financial and performance audit. It was also agreed that the information will consist of Measure F only.

8.5 Annual Report
A draft of the report was created with expenditure information. The report is to be linked to the school and District websites. Chris Henriques volunteered to be the liaison.

9. CBOC Member & Sub-Committee Reports

Site Inspection Report
Site Visit Schedule:
• Pioneer
• Anne Darling
• Trace
• Hacienda

San Jose High Academy has been recommended to be put on the Site Visit list upon completion of the project. The official schedule will be sent out by Chris Hernandez. All attendees are to RSVP. It was agreed that 11:30 am on Tuesdays (with the exception of the second Tuesdays of the month) works with committee members’ schedules.

10. Items for Future Agendas

• Newspaper Article
• Annual Report

11.     Adjournment

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