Minutes of the June 28, 2018 Meeting of the Citizens’ Oversight Committee

June 28, 2018
Approved 09/13/18

I. Call to Order

The meeting was called to order at 4:35 pm.

II. Establishment of Quorum

A quorum was established.  In attendance: Chair Grier Graff, Vice Chair Julie Caskey, members Kyung-Hee Howard, Jonathan Levine, Melissa Wilk; PUSD Board members Sarah Pearson and Amal Smith; and PUSD staff Michael Brady, Song Chin-Bendib, Pete Palmer, and Julie Moll.   (Kim Dao, Adam Christiansen, Andy Hempeck were absent.)

Grier Graff announced that Jonathan Levine will serve with Mr. Graff as a CBOC liaison  to the District’s Facilities Steering Committee.

III. Public Comment


IV. Approval of Minutes

The CBOC approved the minutes of the following meetings:
– February 17, 2017
– March 30, 2017
– May 25, 2017
– September 28, 2017
– March 1, 2018

(Moved: Julie Caskey.  Seconded: Jonathan Levine.  Vote: Approved.)

V. Report on Measure H1 Program and Projects

Measure H1 Program Coordinator Michael Brady and Construction Manager Pete Palmer provided an update on the Measure H1 Facilities Bond Program, and a budget update on the STEAM and theater projects.

HKIT Architects have nearly completed 100% of the design and construction documents for the STEAM building and new Alan Harvey Theater, and these reflect input from the District’s science, art, computer science, and performing arts teachers and students.  The plans also reflect the District’s energy conservation goals. Plans for these buildings will be submitted to DSA in July and September, respectively. DSA approval is expected in the Spring of 2019. The District expects to begin demolition of Alan Harvey Theater in the Spring of 2019 and construction of the new STEAM building in the Summer of 2019, and complete and occupy the building in August 2020.  The District expects to begin construction of the new theater in the Summer of 2020, and complete and occupy the building in 2021.

One way to keep the STEAM project on schedule for completion before the 2020-21 school year is to close AHT in the Spring of 2019 to begin salvage, abatement, and demolition.  This work may be completed before the DSA construction permit is issued, and would provide a cushion for the ambitious construction schedule. The District is taking preliminary steps to close the theater in mid February 2019, after the Winter musical, and is looking for alternate venues for the drama and music programs including venues at Mills College and Holy Names College.

The anticipated abatement work is primarily inside the building (examples include removal of old thermostats and light fixtures that contain mercury, and removal of bathroom tile).  This interior abatement will start during the February break and will proceed largely unnoticed by students and staff (other than the relocation of Drama classes and performances). Demolition will start over Spring break.  If demolition cannot be completed during that break, Overaa will work with District staff to develop a schedule for the remaining work, to minimize the campus impact to the greatest extent possible. The theater will be cordoned off starting in February and continuing through completion of the STEAM building.

The budget for the STEAM building is within the District’s original estimate.  The District’s contractor, Overaa Construction, is still developing cost information for the new theater.

The District has finalized plans for the improvement of underground drainage and replacement of the turf and track at Witter Field. The District expects to begin construction of these improvements in the Spring of 2019, and complete this work in the Fall of 2019.

This summer, the District will add ventilation and climate control equipment in selected classrooms at the elementary schools and the PHS Library building this summer, to prevent classroom overheating and improve the learning environment.  These new systems are highly efficient and cost-effective, and will reduce utility bills going forward.  Also this summer, the District will make a range of safety and security improvements to PMS, including installation of new doors, hardware, and electronic locks.

Other summer projects funded by the Measure H1 program include the conversion of two small offices near the PHS Library into one computer classroom, to meet rising demand for computer classes without waiting until the STEAM building is completed.

The District’s three elementary schools now offer extended-day kindergarten, and the District will develop the facilities needed to support these programs.  Given declining enrollment, at least two of the elementary schools have sufficient classroom space for extended-day kindergarten for the next few years. The District will reassess the space needs in 2019 for both kindergarten and pre-school programs to determine whether and when additional facilities may be needed.

VI. Report on Measure H1 Financial Management

Measure H1 Program Coordinator Michael Brady and Assistant Superintendent Song Chin-Bendib summarized Measure H1 income and expenditures through March 31, 2018.  At its next meeting, the CBOC will review “unaudited actuals” for the 2017-18 fiscal year.

VII. Approval of Meeting Dates for 2018-19

The CBOC approved the following meeting dates.  All meetings will be on Thursdays at 4:30 in the District Office Conference Room.
– September 13, 2018
– December 13, 2018
– March 7, 2019
– June 27, 2019

(Moved: Jonathan Levine.  Seconded: Melissa Wilk. Vote: Approved.)

VIII. Future Agenda Items

At its September 13 meeting, the CBOC will tour one or more of the Measure H1-funded summer projects, including the new computer room and newly-installed temperature control system in the 30s building.

At a future meeting, the CBOC will create a subcommittee to review contracts and purchase orders.

IX. Adjournment

The meeting adjourned at 6:04 pm.

The next meeting will be on September 13, 2018 at 4:30 in the District Office Conference Room.