February 2, 2023 Minutes
REDWOOD CITY SCHOOL DISTRICT
Measure T
Citizens’ Bond Oversight Committee (CBOC)
February 2, 2023
Minutes of the Meeting
Location: Members of the Committee attended in-person at the District Office.
Present: Carolyn Chow, Jennifer Givens, Cameron Hoffman, Carl Landers, Rodney Leach, Karl Metz and Jitpal Sahai
Absent: Raquel Gonzalez and Jacqueline Rodriguez Luna
Others present: Olivia Acosta, Supt. John Baker, Ed.D., CBO Rick Edson, Trustee Janet Lawson, Will Robertson and Erika Szallos and Trustee Mike Wells
1.0 Call to Order
1.1 Roll Call
Meeting was called to order at 6:00 p.m.; quorum established.
2.0 Approval of February 2, 2023 Meeting Agenda
Motion to approve the February 2, 2023 meeting agenda
(Jennifer Givens/Jitpal Sahai; 7-0)
3.0 Public Comment on Items Not on the Agenda
At this time members of the public may address the CBOC on any items of interest to the public that are within the subject matter jurisdiction of the CBOC but not on the agenda for the meeting. Speakers are requested to limit their remarks to three minutes. No Committee action can be taken.
Public Comment:
Mr. Chris Robell, Redwood City resident, commented that the committee should have the three following goals, that the CBOC insure self-governance, insuring that the oversight is real and meaningful oversight to determine if expenditures are in compliance, and that the information is shared with the public.
4.0 Action Items (Action Required)
Members of the public may address the CBOC prior to its consideration of each item. Speakers are requested to limit their remarks to three minutes.
4.1 Rescind All Actions Taken at October 27, 2022 Special Meeting
The CBOC is requested to rescind and redo the actions taken at the October 27, 2022 to address the allegation of a Brown Act violation. Action included the making of findings to hold the October 27 regular meeting electronically in accordance with the Brown Act.
Motion to Rescind All Actions Taken at October 27, 2022 Special Meeting
(Jitpal Sahai/Carolyn Chow; 2-1, abstain: 4)
Motion fails.
4.2 Authorize October 27, 2022 Electronic Meeting of the CBOC During a State of Emergency and approve adjournment to October 27, 2022 regular meeting
The CBOC is requested to reapprove the authorization of the October 27, 2022 regular meeting to be held electronically due to a state of emergency continuing to impact the ability of persons to meet safely in person, and to re-approve the adjournment to the October 27, 2022 special meeting.
Motion to authorize October 27, 2022 electronic meeting of the CBOC during a State of Emergency and approve adjournment to October 27, 2022 regular meeting
(Jitpal Sahai/Jennifer Givens; 6-0, abstain: 1)
4.3 Approval of October 27, 2022 Committee Minutes - Special Meeting
Motion to approve the October 27, 2022 Committee Minutes - Special Meeting
(Karl Metz/Jitpal Sahai; 7-0)
4.4 Rescind All Actions Taken at October 27, 2022 Regular Meeting
The CBOC is requested to rescind and redo the actions taken at the October 27, 2022 to address the allegation of a Brown Act violation. Actions included the election of a Chair and Vice Chair and the approval of minutes from April 21, 2022.
Motion to rescind all actions taken at October 27, 2022 regular meeting
(Carolyn Chow/Jennifer Givens; 3-1 abstain: 3)
Motion fails.
4.5 Election of Chair for Measure T Citizen's Bond Oversight Committee
Motion to elect chair for Measure T Citizen's Bond Oversight Committee
Carl Landers nominated as chair for Measure T CBOC.
(Cameron Hoffman/Jitpal Sahai; 7-0)
4.6 Election of Vice Chair for Measure T Citizen's Bond Oversight Committee
Motion to elect vice chair for Measure T Citizen's Bond Oversight Committee
Jennifer Givens nominated as vice chair for Measure T CBOC.
(Jitpal Sahai/Cameron Hoffman; 7-0)
4.7 Approval of April 21, 2022 Committee Minutes - Regular Meeting
Motion to approve the April 21, 2022 Committee Minutes - Regular Meeting
(Cameron Hoffman/Jitpal Sahai; 6-0 abstain: 1)
4.8 Approval of October 27, 2022 Committee Minutes - Regular Meeting
Motion to approve the October 27, 2022 Committee Minutes - Regular Meeting
(Cameron Hoffman/Jitpal Sahai; 7-0)
4.9 Approval of 2020-21 CBOC Annual Report
Ms. Hoffman would like clarification from counsel as to what it is the committee is approving and recommends to table the annual report to the next meeting unless the committee would like to move to approve it.
Ms. Chow said that the Performance Audit is attached to the CBOC annual report and added the Performance Audit goes to the board is “accepted” by the Board and not “approved” by the Board, therefore, in the same manner, the CBOC is accepting the annual report as the work of the auditor and the previous committee.
Mr. Metz agreed and says that the committee should trust the people creating the report, including the auditors and program managers, and accept the annual report and added that the committee members are not approvers of the content but of the report itself.
Committee would like clarification from the District Counsel as to what the committee is approving in the committee annual report.
Motion to approve the 2020-21 CBOC Annual Report
(Karl Metz/Carolyn Chow; 4-0 Abstain: 3)
Motion fails.
Public Comment:
Chris Robell commented that he reviewed the list of expenditures and stated that there were items that he would question. Mr. Robell added that regarding the previous agenda item 4.8 approval of the October 27, 2022 minutes, he stated that at that meeting he disagreed with Ms. Mueller's statement that bond money may be spent on the furnishing and equipping of school facilities. Mr. Robell commented that bond funds cannot be used for deferred maintenance.
4.10 Set Schedule of Regular Meetings for 2023
The next CBOC meetings will be held on
May 11, 2023
August 24, 2023
November 2, 2023
(Cameron Hoffman/Jitpal Sahai; 7-0)
5.0 Information/Discussion
Members of the public may address the CBOC prior to its consideration of each item. Speakers are requested to limit their remarks to three minutes.
5.1 Review Progress Report on Bond Construction and Modernization Projects
Mr. Robertson shared the Progress Tracking Matrix. Most projects are complete except Garfield, Orion and Taft.
Mr. Landers asked if new projects are expected to be approved by board by April. CBO Edson said that the internal bond team is working on closing out projects and punch lists, including discussing the reserves, in early March. The bond team will then give the board their recommendations on additional projects by April.
Mr. Landers asked if there are projects that have been approved by board but that do not appear on the matrix. Mr. Robertson responded that there are small projects that have been approved by the board that are not on the list; most projects are supporting of the larger modernization projects.
Mr. Landers asked if it they could get a list of the add-on projects that have been approved by the board. Mr. Robertson responded yes, they will share the list of the add-on supporting projects.
5.2 Receive Update on Total Revenues and Expenditures for Measure T Bond Program
Ms. Szallos shared the handout Measure T Bond Fund Income & Expense Summary 2022-23 Actuals Report as of December 31, 2022. Ms. Szallos said that the total expenditures for Fund 21 is $8.5 million for fiscal year 2022-23 and total expenditures to date is $191 million. Ms. Szallos said that the report also shows the total expenditures for Fund 39 is $2.4 million and Fund 25 $10.8 million.
Ms. Szallos shared the handout Fund 21 Board Report as of December 31, 2022 which shows the year-to-date actuals for Fund 21.
Ms. Szallos shared Account-Ability Consolidated Projected Cost Report handout that has been reconciled as of December 31, 2022. The handout shows the budgets versus projected costs and expenditures for various projects. Ms. Szallos said that total actuals of all funds is $203.8 million and total budget is $214.7 million.
Ms. Szallos shared the Account-Ability Sources and Budgets Report handout. Ms. Szallos said there is $1.4 million in project contingency and $1.11 in board reserves.
Public Comment:
Mr. Robell asked what is most useful document for the CBOC to understand the status of the expenditures and if it useful to share with the public. Mr. Robell asked if it would be useful for the CBOC to ask from the District the change orders and the reason for the change order, in addition, to requesting no-bid contracts. Lastly, he suggested to request a check register in Excel format that could also be shared with the public.
5.3 Review Information on the full list of approved Measure T bond projects for compliance with the Measure T ballot language
The District shared with the committee an expenditure report through October 31, 2022. CBO Edson said he would work with committee members to refine the report.
The committee discussed having counsel give them an overview on the duties of the citizen’s bond oversight committee duties.
5.4 Review proposed changes to the CBOC Bylaws for approval at a future meeting
The District shared the CBOC bylaws handouts with legal counsel’s suggested edits and the CBOC bylaws handout with Ms. Hoffman’s suggested edits.
The committee had a discussion on proposed changes to the CBOC bylaws. Mr. Landers said that Ms. Hoffman will work with the District on a new draft of the CBOC bylaws, with the committee members’ comments. The draft CBOC bylaws will be brought to the next meeting for committee approval.
Public Comment:
Mr. Robell commented that the CBOC determines the size of the CBOC committee, the CBOC can determine whether or not the individuals shall leave or work within the boundaries of the District, CBOC members do not have the authority to remove another committee member. Mr. Robell asked how is public to engage with the committee members. Mr. Robell commented that the District should not prepare the agenda, that is the CBOC’s duty. Mr. Robell commented that the CBOC is not subject to the Brown Act.
5.5 Review Information on the District's plan for outreach to the community to fill the remaining two openings
CBO Edson said that the District has received member applications for the bond oversight committee. CBO Edson added that the District would bring to the board the formation of the Measure S citizens’ bond oversight committee with potential appointment of the current Measure T CBOC.
Mr. Landers asked if it was the board’s decision to expand the CBOC to eleven members. CBO Edson responded that the board did not expand the committee to eleven, the two open positions are an active member in a business group and an active member in the senior citizen organization group.
The committee had a discussion whether any current members qualified for the two open position representations; business group and/or senior citizen organization.
CBO Edson stated that based on current CBOC bylaws, quorum is established by the number of seats whether filled or unfilled.
5.6 Review Information on the outcome of the Measure S Bond
CBO Edson said that the Board of Trustees certified the Measure S election in January where they will then have 60 days to determine whether to establish a new Measure S CBOC or to keep the current Measure T CBOC members.
Mr. Landers asked which members would be willing to continue as a member on the Measure S committee if the board decides to keep the current members; six members responded they could continue and one member responded maybe.
5.7 Discuss topics for the next meeting
The committee discussed possible topics for the next meeting, topics include revision of the bylaws and a training on the committee’s roles. Approval of the 20-21 CBOC Annual Report will also be added, upon counsel clarification on what the committee is approving.
There was a discussion on the independent counsel for the bond committee. The topic will be discussed at the next committee in addition to inviting the district counsel to talk about the committee’s role and to answer any questions the committee may have.
6.0 Adjournment of the Meeting
Motion to adjourn the February 2, 2023 meeting
Meeting adjourned at 8:35 p.m.
(Cameron Hoffman/Jitpal Sahai; 7-0)