May 7, 2025 Minutes
Minutes of the Meeting
May 7, 2025
Location: Members of the Committee attended the District Office in person.
Present: Janet Borgens, Jennifer Givens, Rick Hunter, and Carl Landers,
Absent: Karl Metz, Jacqueline Rodriguez Luna, and Jitpal Sahai
Others present: Olivia Acosta, Supt. John Baker, Ed.D., Martin Cervantes, CBO Rick Edson, Nick Olsen (VPCS), Erika Szallos, Erick Van Pelt (VPCS), and Trustee Mike Wells
1.0 Call to Order
1.1 Roll Call
The meeting was called to order at 6:00 p.m. A roll call was taken, and a quorum was established.
1.2 Welcome – Carl Landers, Chair
Chair Landers noted that quorum was met and welcomed Rick Hunter as a new member of the Citizens' Bond Oversight Committee. Chair Landers thanked the committee members, district staff, representatives from Van Pelt, and any members of the public in attendance.
Chair Landers asked each person to provide a brief introduction.
2.0 Agenda Review
2.1 Changes to the Agenda
No changes were made to the agenda.
2.2 Approval of Agenda
Motion to approve the May 7, 2025, Agenda
(Jennifer Givens/Janet Borgens; 4-0)
3.0 Public Comment on Items Not on the Agenda
3.1 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.
There were no public comments.
4.0 Action Items
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 Approval of February 25, 2025
The minutes from the February 25, 2025, meeting were reviewed and approved.
(Jennifer Givens/Janet Borgens; 4-0)
4.2 Election of Chair and Vice-Chair for the Citizen’s Bond Oversight Committee
4.2.1 Election of Chair for the Citizens’ Bond Oversight Committee
Carl Landers was nominated for Chair of the CBOC.
(Janet Borgens/Jennifer Givens; 4-0)
4.2.2 Election of Vice-Chair for the Citizen’s Bond Oversight Committee
Jennifer Givens was nominated for Vice-Chair of the CBOC.
(Rick Hunter/Janet Borgens; 4-0)
5.0 Information/Discussion Items
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 Discussion on FY2023-24 Measure T and FY2023-24 Measure S Annual Reports
Chair Landers introduced agenda item 5.1, which focused on the discussion and preparation of the Citizens’ Bond Oversight Committee’s annual reports for the 2023–24 fiscal year, covering both Measure T and Measure S.
Chair Landers explained that the committee had received the necessary auditor’s reports at the previous meeting, which were the final items needed to begin drafting the annual reports. He noted that he had submitted several information requests to the district and thanked CBO Edson for providing the requested materials. However, he had not yet completed a draft and committed to preparing it for review and approval at the next meeting.
In response to a question about deadlines, it was clarified that while the bylaws require an annual report for each closed fiscal year, they do not specify a strict due date. The intention is to complete the reports in a timely manner.
A discussion followed regarding whether the upcoming Measure T report would be the final one. It was noted that, due to the ongoing solar project extending into the next fiscal year, there may be one more report after the current one. However, since future work may be funded primarily through Fund 35 reimbursements from the state, it’s possible that Measure T spending will conclude, pending confirmation. The final close-out date for Measure T remains to be determined.
5.2 Report from the ad-hoc subcommittee on the lighting retrofit project
Chair Landers introduced agenda item 5.2, a report from the ad-hoc subcommittee formed to review the Measure S lighting retrofit project.
For context, he explained to new member Rick Hunter that one of the early Measure S projects was a $17 million districtwide lighting retrofit, which involved replacing fluorescent fixtures with LED lighting. This project was undertaken to save energy and because fluorescent replacement lamps had been discontinued.
In response to committee questions about how the project was bid, a subcommittee was formed two meetings prior, following the committee’s bylaws. Chair Landers volunteered to lead the subcommittee and, at the last meeting, reported that several information requests had been submitted to the district.
While some information was received, the subcommittee has not yet reconvened due to scheduling conflicts. As a result, no new report was presented at this meeting. The ad-hoc subcommittee will continue its work and report back at a future meeting.
5.3 Receive and discuss Measure S progress, including an update on the Facilities Master Plan
Van Pelt, Measure S's bond program management team, provided an in-depth update on the Facilities Master Plan.
Eric Van Pelt presented a summary of current projects, including: the Facilities Master Plan process, HVAC upgrades at four campuses, and a districtwide lighting project.
The Facilities Master Plan process began in July 2024. Engagement included:
· Site committee meetings at each school site (2–3 per site). Two in-person community meetings (at Kennedy and Taft Elementary). One districtwide virtual community meeting with over 50 participants.
· A community survey that received approximately 600 responses.
· A Board study session was held on April 23, and the Board is scheduled to consider the finalized plan for approval on May 28.
Committee members inquired about community involvement and equity in the plan:
· Based on Van Pelt’s experience with other districts, community attendance was characterized as average. Feedback was considered substantive, particularly in interactive forums.
· Equity concerns were acknowledged as crucial but likely to become more central during implementation planning, not at the wish-list stage. Participants noted the challenge of prioritizing projects given limited bond funds versus broader facility needs.
Concerns were raised regarding declining enrollment projections and their implications for long-term facilities investment.
· Projections indicate the District may lose roughly 1,000 students by 2030, based on a demographer’s report. Planned student capacity figures reflect flexibility for programming and modernization goals, not strict headcount matching. Modernization will focus on adaptive reuse rather than expanding capacity at under-enrolled campuses.
· Discussion included the possibility of considering facility consolidation in the future, although the board would make such decisions.
A request was made for a site-level review of the scored master plan before Board approval. District staff confirmed that sites would receive the scored version by May 16, allowing time for internal feedback. Clarification was provided that while the Facilities Master Plan is broader in scope than the Measure S bond, projects selected for bond funding must align with ballot language. The Master Plan is intended as a 10-year roadmap, not solely a bond-funded project list. Some members expressed concern over low community turnout at in-person meetings despite strong District outreach.
Mr. Olsen continued the discussion with the HVAC Upgrade Project Update
· Scope & Background: The district prioritized HVAC upgrades districtwide, beginning with Hoover, Roosevelt, Taft, and Adelante Selby. Designs for these four sites were submitted to DSA in February. First-round comments have been received; resubmission is expected this week, with final approval anticipated within a few weeks.
· Temporary Cooling: Portable air conditioning units were delivered to most district classrooms during spring break and are being installed. Long-term installation will follow over the summer.
Mr. Olsen added that the Board approved early procurement of HVAC equipment to maintain a summer construction schedule.
· Contractor selection for lease-leaseback delivery is underway. Proposals and interviews are complete.
· A recommendation will be presented at the May 14 Board meeting, with approval expected at the first June meeting.
· Early procurement of electrical materials and site mobilization will begin prior to construction.
· Construction is scheduled to begin immediately following Board contract approval.
· Division of State Architects (DSA) reviews typically involve initial submission, feedback, and a second, faster review. Fees are based on estimated project costs ($5M for four schools). Final adjustments are made based on actual costs.
· The district is mitigating schedule risk by using the lease-leaseback model, which allows for pre-construction work ahead of final DSA approval. A late start due to initial focus on the Facilities Master Plan has compressed timelines, but this approach is typical and allows for flexibility. The recommended contractor is capable of meeting the schedule. If rejected by the Board, the next option would pose significant scheduling risks.
Mr. Olsen said that 308 portable A/C units have been delivered. Installation is ongoing in coordination with maintenance and will be finalized by the contractor. Installations are initially temporary, with longer-term refinement planned for schools not scheduled for full HVAC upgrades for several years.
There was a question regarding tariffs and contracts. Mr. Van Pelt responded that contractors face short-term material costs due to global uncertainty. Contingencies are being built into the contracts. Mr. Van Pelt added that pre-purchased HVAC equipment was secured before recent tariff concerns. Outstanding items (e.g., electrical materials) will be ordered post-contractor selection.
Mr. Olsen gave an update on the lighting upgrade project, saying that construction began in April. Orion is complete, Garfield is on the punch list, and Taft is underway. Mr. Olsen said that upgraded LED lighting improves quality and energy efficiency. Mr. Olsen added that the estimated completion date is December 2026.
Mr. Van Pelt said that tariffs did not affect the project; materials were purchased under a fixed-price contract signed in October. Southland Industries, the lighting contractor, purchases materials in bulk. Work is conducted during off-hours to avoid disrupting instruction.
5.4 Receive a progress report on Measure T remaining projects
Mr. Cervantes said the remaining Measure T project is the solar energy project across nine school sites. The project is currently in the design phase, with 90% of the structural design completed. Plans have been shared during Facilities Master Plan (FMP) meetings, and individual meetings with each site have been conducted to address campus-specific needs and program impacts. Mr. Cervantes added that design adjustments were made at Henry Ford and McKinley to reduce panel coverage in facility yards; however, overall solar capacity remains unaffected due to sufficient panel placement on fields and playgrounds.
Construction is scheduled to begin in November with a six-month timeline, aligning with the NEM 2 (Net Energy Metering) grandfathering deadline. Some materials, including solar panels and steel, have already been procured. Copper procurement is ongoing and may be impacted by a 25% tariff introduced in April. The project includes a 10% contingency for unforeseen costs, including tariffs. No significant cost impacts are anticipated, as most materials are covered under the existing contract.
5.5 Review Bond Activity – January 1, 2025 – March 31, 2025
5.5.1 Review: Bond expenditures
The committee discussed various line items from the provided spreadsheets for Measure T and Measure S.
Measure T Expenditures:
· The committee reviewed the Measure T expenditures. There were no committee questions about Measure T expenditures.
Measure S Expenditures:
· Chair Landers inquired about two separate entries for QKA Architects under Hoover School, while Taft and Selby each had one entry. Ms. Szallos clarified that one of Hoover’s invoices (covering December–January) was paid late, and thus both that and the January–February invoice fell within the January–March reporting period. A batch processing delay caused only one invoice to be paid initially; the remaining ones will appear in the next reporting period (April–June).
Mr. Hunter asked for clarification on the DSA (Division of the State Architect) fees mentioned in the written presentation, noting confusion since DSA is not listed as one of the project architects. Mr. Van Pelt responded that any time a school construction project involves architectural drawings, the DSA must review and approve them, as it is the state agency with jurisdiction over public school construction. This process is similar to submitting plans to a city for a residential remodel, but in the case of school districts, DSA—not the city—is the authority. DSA charges a separate fee for plan review and approval. This does not include the cost of the DSA-certified inspector, who must be hired independently by the district. Inspection costs will appear as a separate line item in future expenditure reports.
5.5.2 Review: Contractor change orders approved by the District
The District approved no change orders during this period.
5.5.3 Review: No-bid contracts executed by the District
The committee reviewed the no-bid contracts list. Ms. Givens asked about the decision to use Daikin HVAC units versus Carrier. Mr. Olsen responded that Carrier is the district’s preferred manufacturer for HVAC units and was used for package units in the current projects. Due to new freon regulations, only Daikin had the necessary split units available in time to meet the summer construction schedule. Daikin was selected based on availability and the need to maintain project timelines. The district will revisit the manufacturer selection for future HVAC phases and consider returning to Carrier if feasible.
5.5.4 Review: New projects/spending approved by the Board
There are no new projects/spending approved by the Board.
5.5.5 Review: Current litigation and public disputes related to the bond programs
There are no current litigations or public disputes related to the bond programs.
5.6 Review the District's financial update on total revenues and expenditures for the bond program
Ms. Szallos presented the Fund Income and Expense Summary Report for the Measure T program. The report reflects actual revenues and expenditures from the beginning of the bond program through March 31, 2025. Key highlights on Handout 5.6.a.:
· Fund 21 (Building Fund) reported interest revenue of $14,500.
· School Facility Fund (Fund 40) shows a $13.7 million allocation to Measure T to support Solar Project Phase 2.
· Cumulative expenditures across all bond funds amount to $214.1 million.
· Ms. Szallos shared handout 5.6.b.1 and stated that it is a report from the Financial 2000 system for Fund 21, which serves as a supporting document for the previously presented Fund Income and Expense Summary Report. The report reflects year-to-date actuals through March 31, 2025. It includes interest revenue received and expenditures totaling $336,000.
· Ms. Szallos shared handout 5.6.b.2 and stated that it is a report from the Financial 2000 system for Fund 40, which shows $13.7 million added for the solar project.
· Ms. Szallos shared handout 5.6.c and stated it is an Account-Ability report. The report shows:
· Corresponding budgeted amounts, expenditures to date, pending payments, retentions, and total expenditures in the columns. The total expenditures of $200.2 million align with the amount shown in the Fund Income and Expense Summary Report. The total program budget stands at $228.8 million.
· Ms. Givens noted that Clifford and Kennedy have the same amount remaining in construction: $36,524. Ms. Szallos explained that this is due to a reclassification of an EV charging license expense, which is amortized over 10 years and reclassified annually. The identical amounts reflect that reclassification.
· Ms. Szallos shared handout 5.6.d and stated it is also an Account-Ability report. The report shows:
· The updated project budgets, the breakdown of funding sources, including local and state funds. Fund 40 reflects an updated allocation of $13.7 million.
· Chair Landers revisited a discussion from two meetings ago regarding energy consumption and the LED retrofit and solar offset projects. He asked whether the solar installation would fully offset the district’s energy usage, considering four sites are not receiving solar panels. Mr. Cervantes responded that the solar projects at the nine main sites, along with those already equipped, are intended to offset approximately 95% of the District's total energy usage. The remaining four sites without solar installations will continue paying PG&E for electricity usage. It was confirmed that those specific schools remain responsible for their utility bills.
· Ms. Szallos shared handout 5.6.e and stated that it is a report from the Financial 2000 system, highlighting the following:
· Interest revenue totaled $1.7 million as of March 31, 2025. Expenditures have doubled since the end of December, totaling almost $3 million.
· Ms. Szallos shared handout 5.6.f for Measure S and stated it is a report from the new Keystone Solutions financial system. The report details expenses related to, such as HVAC upgrades, DSA fees, and architectural fees. The total cumulative expenditures for all years under Measure S reported in this system are $4.7 million.
5.7 Discuss future meeting dates and agenda topics for the next meeting.
The committee discussed agenda topics for the next meeting, including filling vacancies, 23-24 Annual Reports. The following meeting dates are Wednesday, August 6, 2025, and Wednesday, November 5, 2025.
6.0 Adjournment
The meeting was adjourned at 7:48 p.m.
(Janet Borgens/Jennifer Givens; 4-0)