Minutes for the December 19, 2019 Citizens’ Bond Oversight Committee Meeting

December 19, 2019
5:00 – 6:00 pm
District Office Conference Room

I. Call to Order

The meeting was called to order at 5:03 pm when a quorum was established.

II. Establishment of Quorum

In attendance:  Chair Grier Graff; members Kyung-Hee Howard, Kim Dao, Andy Hempeck, Jonathan Levine, and Melissa Wilk ; PUSD Board members Amal Smith and Megan Pillsbury; and PUSD staff Pete Palmer, Ruth Alahydoian, Michael Brady, and Julie Moll.  (Julie Caskey and Adam Christiansen were absent.)

III. Public Comment


IV. Approval of September 26, 2019 Minutes

Moved:  Jonathan Levine

Seconded: Andy Hempeck

There was no public comment.

Vote: Approved

V. Construction Update

Pete Palmer, Measure H1 Program Manager

STEAM Building Progress Report
The relatively dry weather during the Fall made it possible to complete the foundation, slabs for the basement and first floor, and footings before the heavy rains started, and construction continues to progress on schedule.  Over the next couple of months, the STEAM building will be fully enclosed and waterproofed, and work will begin on the interior. Overaa is now installing metal decking for third floor, which will be followed by concrete and structural steel for the roof.  Overaa will pre-build the mansard roof off-site and then place it on top of the building. Once the building is waterproofed, work that includes installation of ductwork, MC cable, and other materials that cannot get wet will get underway.

Mr. Palmer praised Overaa for its commitment to keep the project on schedule for completion for the 2020-21 school year, including long work days to take advantage of dry weather.  Nonetheless, the District is spending additional money on waterproofing measures, including a “shrink wrap” of the building and the off-site roof construction, to help keep the project on the critical path.

Performing Arts Center/New Alan Harvey Theater Permit
California’s Division of State Architect (DSA) issued the permit for the Performing Arts Center and imposed additional seismic requirements which add significant quantities of concrete and rebar.  Overaa is pricing these changes and District staff will report on the revised project budget at the March Committee meeting. The District expects there will be value engineering measures to help contain these added costs.  The District has roughly $800,000 in contingency funds to cover these costs and other unforeseen conditions through the end of the bond program.

Construction of the Performing Arts Center will begin this Summer, with abatement and demolition of the 10s building starting June 1.  Similar to the abatement and demolition of the original Alan Harvey Theater, all hazardous or potentially hazardous materials will be contained and removed from the 10s building prior to demolition.

Also this summer, Overaa will be completing the STEAM building.  Due to the extensive work planned for this summer, the entire high school campus will close immediately after the end of the school year.  The District Office only will remain open.

Other Work Planned for Summer 2020
In addition to completing the STEAM building and starting construction of the Performing Arts Center, the District will: install high-efficiency heating and cooling systems in 13 Havens classrooms; and carpet, paint, and refurbish the 20s and 30s buildings.  This work includes converting old science classrooms into general classrooms and offices. This work is considered essential for staff equity, as half of the staff will move into the new, state-of-the-art STEAM building, and the other half will be relocated in buildings that have not yet been modernized.

Program Budget Update  

Ruth Alahydoian, Chief Financial Officer

Bond Income, Expenditure, and Fund Balance Report

The following report is through December 13, 2019.  The Citizens Bond Oversight Committee has already reviewed the financial reports for 2016-17 and 2017-18, and the Committee will review the reports for 2018-19 in March 2020.

CBOC Fiscal Report

VII.  Future Agenda Items

On March 26, 2020 at 4:30 pm, the Committee will tour with STEAM building.  The Committee meeting will follow the tour at 5:00 and end by 6:00.

In January 2020, the District’s independent auditor, Vavrinek, Trine, Day and Company, LLP (VTD), will audit the fiscal year ending June 30, 2019.  This Committee will use VTD’s audit reports to conduct its annual review to confirm that the bond funds were used only as authorized by the voters. The Committee’s annual review will take place at the March 26 meeting.

Committee members Andrew Hempeck and Melissa Wilk volunteered to review the accounts payable process and sample of purchase orders for 2018-19, following each invoice through to check distribution, and report their findings at the March 26 meeting.

Committee Chair Grier Graff will work with staff to develop a draft report to the community and present the draft at the March 26 meeting.

VIII.  Adjournment

The meeting adjourned at 5:54.

The next meeting will be on March 26, 2020 at 5:00 in the District Office Conference Room.