Measure F January 8, 2007 Minutes

SJUSD Measure F
Citizens Bond Oversight Committee
MINUTES
(Approved)
January 8, 2007
District Office
855 Lenzen Avenue, San Jose

1. Call to Order

Chairman Ginsborg called the meeting to order at 6:02 p.m.

2. Roll Call: The requirements for a quorum were met.

Committee Members Present:  John Cesare, David Ginsborg, Chris Henriques, Amy Huddleston, Diane Hughes, Jim Kately, Michael Palmaffy, David Persselin, and Kathryn Rolland.
New members Amy Huddleston, Jim Kateley, Michael Palmaffy, and Kathryn Rolland were introduced.

Committee Members Absent: Clark Williams (excused) and Everett Wilson (excused)

Board of Education Representative to the Committee:  Veronica Lewis

SJUSD Staff Representatives Present:  Steve Adamo, Florence Eng, Chris Hernandez, Don Iglesias, Ann Jones, and Ty Williams.

Program Management:  Susan Davenport, Mike Hiddleson, Tom Millman, and Patricia Nguyen of Kitchell CEM.

3. Adopt Agenda

It was moved (Palmaffy) and seconded (Kateley) to adopt the amended agenda.  Motion passed unanimously.

4. Public Comment

Citizen Carol Meyers requested that at the District’s convenience a report of change orders for hard and soft costs be presented to the public.  Ty Williams stated a program wide request would be voluminous and possibly unreasonable, but select projects could be studied for change orders.  The District will review the request for future meetings.  It was decided that the change orders would not be presented at the next meeting because the District wanted to review the performance auditor’s findings first.

5. Consent Calendar – Items marked (*) (Items 6 and 9.1)

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

6. Approval of Minutes – Part of consent calendar

7. Special Business

7.1 Brown Act & Roles & Responsibilities of CBOC, Board, District
The CBOC was joined by the following members of the District Board for this agenda item:  Pam Foley, Rich Garcia, Jorge Gonzales, and Leslie Reynolds.

A. Mr. Henderson of Miller Brown & Dannis presented the details of the Brown Act in order to inform everyone of what behavior is considered appropriate and is allowable under the Brown Act for CBOC members (Exhibit 7.1.A) (PDF).

B. Mr. Henderson also presented an overview of the roles and responsibilities of the CBOC members as well as the Board members and clarified how they differed. (Exhibit 7.1.B) (PDF), (Exhibit 7.1.B Continued) (PDF).

C. Ms. Davenport provided an overview of what role the Program Manager has within the Measure F program as well as how that role differs from the role of the Construction Manager (Exhibit7.1C) (PDF).

8. New Business

8.1 Measure F Staff Report – Stadium Lighting (Exhibit8.1)
Mr. Ty Williams reported on the stadium lighting project and stated that the future lighting projects would not be funded from Measure F due to public concern as to whether the ballot language included stadium lights.  Only San Jose High lights have been installed at this time with Measure F funding.  The San Jose lights were installed first because they replaced existing lights that were already present prior to the stadium fields project.  Community meetings were held at the other high school sites in December 2006.  Response from community meetings was mixed.  Some neighbors expressed concerns with noise and parking due to games held at the high school sites.  Community meetings will continue to be held in January 2007.  It was moved (Kately) and seconded (Palmaffy) to accept the report.  Motion passed unanimously.

8.2 Measure F Project Overview & Status (8.2.1,8.2.2,8.2.3,Exhibit8.2.4)
Mr. Mike Hiddleson of Kitchell presented the reports that had been sent to the members prior to the meeting.  Mr. Hiddleson’s presentation focused on the recovery plans for projects that are over budget or have schedule impacts.  Mr. Hiddleson stated that many of the projects with recovery plans are currently in reconciliation and in the process of being closed out.  Some of the CBOC members requested a summary sheet as part of the Contingency report, Kitchell committed to providing the summary as part of future reports.  It was moved (Kateley) and seconded (Huddleston) to accept the report.  Motion passed unanimously.

8.3 Measure F Quarterly Financial Report (Exhibit 8.3) (PDF)
Florence Eng of the District reported that the District plans to sell bonds in 2008 for a value of $104 million.  She reported that there is currently $12 million in the Deferred Maintenance fund.  As of June 30, 2006 the Program has total revenue of $331 million and of that, $180 million has been expended. It was moved (Huddleston) and seconded (Henriques) to accept the report.  Motion passed unanimously.

9. CBOC Member & Sub-Committee Reports.

9.1 CBOC Web Report (Exhibit 9.1) (PDF). This report was accepted on consent agenda.

9.2 CBOC Annual Report.  An ad hoc committee was formed to work on the CBOC’s annual report.  David Persselin, John Cesare and Michael Palmaffy volunteered to join the committee with David Ginsborg.

9.3 Site Communication Report
Mr. John Cesare proposed that the CBOC provide information to school newsletters and provide information regarding the Measure F bond on a link on individual school web sites.  All members agreed that the information needs to be continually updated on the school web sites.  Mr. Ginsborg suggested making a recommendation list to the District to use to improve site communication An ad hoc committee was formed consisting of Mr. Cesare, Mr. Ginsborg, Mr. Huddleson, and Mr. Kateley.

10. Items for Future Agendas

10.1 District Management of Contractors who do not adequately perform
10.2 Performance & Financial Audit Review
10.3 Annual Report
10.4 Change Orders on Various Projects
10.5 Field Trips to Sites

11. Adjournment

Meeting adjourned at 8:20 p.m. Next meeting is February 12, 2007 at District Office, 855 Lenzen Avenue.