Measure F July 10, 2006 Minutes

SJUSD Measure F
Citizens’ Bond Oversight Committee
MINUTES
(Approved)
July 10, 2006
District Headquarters
855 Lenzen Avenue, San Jose

1. Call to Order
Chair Pro-tem Rice called meeting to order at 6:15 p.m.

2. Roll Call: The requirements for a quorum were met.
Committee Members Present: John Cesare, David Ginsborg, Chris Henriques, Diane Hughes, Clark Williams and Everett Wilson.
Committee Member Absent: David Persselin.
Board of Education Representative to the Committee: Veronica Lewis.
SJUSD Staff Representatives Present: Steve Adamo, Florence Eng, Ann Jones, Ada Poon, and Ty Williams.
Program Management: Susan Davenport, Mike Hiddelson and Patricia Nguyen of Kitchell CEM.

3. Adopt Agenda
It was moved (Wilson) and seconded (Henriques) to adopt the agenda. Motion passed unanimously.

4. Approval of Minutes
It was moved (Hughes) and seconded (Williams) to accept the minutes of the June 12, 2006 meeting. Motion passed unanimously.

5. Public Comment. None.

6. Consent Calendar – Items marked (*) (Items 9.1, 9.2 and 9.3)
At Mr. Rice’s request, item 9.3 was withdrawn from Consent calendar. Item 9.2 was also withdrawn from Consent calendar. It was moved (Ginsborg) and seconded (Williams) to approve the revised consent calendar. Motion passed unanimously.

7. Special Business.

7.1 Election of Officers
Chair – Mr. Ginsborg was nominated and elected unanimously.
Vice Chair – Mr. Williams was nominated and elected unanimously.
Secretary – Mr. Persselin was nominated and elected unanimously.
Mr. Rice yielded the chair to Mr. Ginsborg.

8. New Business
8.1 Measure F Staff Report
Ty Williams reported (Exhibit 8.1) that three firms returned formal responses to the request for qualifications (RFQ) for the Lease-Leaseback proposal. All three were interviewed. TBI was selected for the project at Anne Darling. Mr. Williams explained that TBI has experience with the District, not as a builder, but as a project manager.
Clark Williams asked why there were not more responses received. Ty Williams responded that the RFQ was distributed to nine firms. Two of the firms withdrew, stating their workload would not allow them to entertain the request. Ty Williams added that staff is still attempting to gather data from the other firms as to why their responses were not returned. He would bring more information about this to the next meeting.
It was moved (Williams) and seconded (Henriques) to accept the Measure F Staff Report. Motion passed unanimously.

8.2 Measure F Project Overview and Status.
Susan Davenport summarized the Program Status Report (Exhibit8.2.1), the Project Reconciliation Report (Exhibit 8.2.2), the Program (Exhibit8.2.3) (Exhibit 8.2.3), the IP Scope Revision Report (Exhibit 8.2.4), and the Board of Education Report (Exhibit 8.2.6).
Mike Hiddleson summarized the Program Escalation Report (Exhibit 8.2.5). He highlighted the three options that were evaluated and explained that option two is the recommended option because it most accurately reflects the escalation and provides adequate funding to maintain scope integrity.
Clark Williams raised the concern that with an augmented budget for each individual project, the district may not have a thorough bidding and re-bidding process, and therefore not always obtain the most competitive contract. Ty Williams responded that augmented budgets would more accurately reflect the reality of the costs of the projects.
It was moved (Williams) and seconded (Wilson) to accept the Measure F Project Overview and Status Report. Motion passed unanimously.

8.3 Measure F Quarterly Financial Report.
Ada Poon summarized the financial report (Exhibit 8.3).
It was moved (Wilson) and seconded (Hughes) to accept the Measure F Quarterly Financial Report. Motion passed unanimously.

8.4 CBOC Roles and Responsibilities.
Phil Henderson summarized the Board Policy for the CBOC; the Roles and Responsibilities of the Board, Staff and CBOC as mandated by Proposition 39 in California Education Code Sections 15264-15288; and the Proposition 39 Best Practices Handbook (Exhibit 8.4).
It was moved (Wilson) and seconded (Hughes) to accept the report. Motion passed unanimously.
Mr. Ginsborg asked each committee member to share his/her expectations and views of the participation and roles. An ad-hoc committee consisting of Mr. Ginsborg, Mr. Williams, and Mr. Cesare was established to develop a work plan for the year. The following were proposed to be considered to be part of the work plan:
• Review by-laws prohibiting CBOC members talking individually to organizations about the roles of the CBOC;
• Increasing CBOC membership;
• Explore possibility of District staff recording the minutes of the meetings;
• Improve CBOC website; and
• Increase/Improve the communication of the Annual Report to the community.

9. CBOC Member & Sub-Committee Reports.
9.1 (*) Chair’s Report. This report (Exhibit 9.1) was accepted on consent agenda.
9.2 (*) CBOC Web Liaison.
Mr. West summarized his report (Exhibit 9.2) and stressed the need to keep the web site updated and easily accessible to the public.
It was moved (Hughes) and seconded (Henriques) to accept the report. Motion passed unanimously.
9.3 (*) Report from CBOC Web Page Director.
Removed per Mr. Rice’s request. He will present information at the next meeting.
9.4 Report from CBOC Observer to Lease-Lease Back Selection Committee.
Ms. Hughes summarized her report (Exhibit 9.4). She added that the meeting was very informative.
It was moved (Williams) and seconded (Wilson) to accept the report. Motion passed unanimously.
9.5 Set Meeting Schedule for Coming Year.
The proposed meeting calendar for the 2005-2006 year was discussed, and it was decided to replace the December 11 CBOC meeting with a CBOC meeting on February 12, which would facilitate presentation of end of year reports. The December 27 agenda-setting meeting was moved to December 20, and a January 31 agenda-setting meeting added.
It was moved (Wilson) and seconded (Cesare) to accept the revised schedule (Exhibit 9.5). Motion passed unanimously.
9.6 Referrals to Independent Legal Council. No referrals.
9.7 Other. None.

10. Items for Future Agendas. None.

11. Adjournment
Meeting adjourned at 9:30 p.m. Next meeting is 6:00 p.m., October 9, 2006, at District Headquarters, 855 Lenzen Avenue, San Jose.