November 14, 2023 Minutes

REDWOOD CITY SCHOOL DISTRICT

Citizens’ Bond Oversight Committee (CBOC)

November 14, 2023

 

Minutes of the Meeting

 

Location: Members of the Committee attended in-person at the District Office.

Present: Janet Borgens, Cameron Hoffman, Carl Landers, Karl Metz, and Jitpal Sahai

 

Absent: Carolyn Chow, Jennifer Givens, Rodney Leach, Jacqueline Rodriguez Luna

 

Others present: Olivia Acosta, Supt. John Baker, Ed.D., CBO Rick Edson, Trustee Janet Lawson, Trustee Mike Wells, Will Robertson and Erika Szallos

 

1.0       Call to Order

            1.1 Roll Call

                  Meeting was called to order at 6:04 pm

            1.2 Welcome – Carl Landers, Chair

Chair Landers welcomed the committee. Chair Landers reviewed the Bond Committee duties with the members.

2.0 Agenda Review

            2.1 Changes to the Agenda

                  No changes to the agenda were made.

            2.2 Approval of Agenda

                  Motion to approved the November 14, 2023 Agenda

                  (Cameron Hoffman; Jennifer Givens; 5-0)

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.

      No public comment.

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 September 14, 2023 Committee Meeting Minutes

                        (Cameron Hoffman; Karl Metz; 5-0)

5.0 Information and Discussion

            5.1 Receive progress report on bond construction projects

                  Mr. Robertson, of RGMK, shared the progress on the remaining bond construction projects. He stated that Garfield new construction and modernization is complete. The district-wide energy management system, security camera and intrusion project is nearing completion. Mr. Robertson stated that they are working on the small projects list and waiting on the board to approve the final small projects list to spend the remaining Measure T funds. Mr. Robertson said they are completing a final project and contract close-out, document organization and historical record hand-off to submit to the Facilities team of all completed and certified projects.

5.2 Review Measure T Bond activity – July 1, 2023 – September 30, 2023

      5.2.1 Review list of bond expenditures

                        The committee had a discussion on the list of bond expenditures from July 1, 2023 through September 30, 2023 in an Excel spreadsheet. The spreadsheet had been emailed to the committee for their review.

                        CBO Edson said that Martin Cervantes’ salary as interim Bond Director was not charged to the bond program since the Bond Director retired. He added that a Bond Director would be hired within this fiscal year.

      5.2.2 Review list of contractor change order approved by the District

               There were no change orders to provide during this period.

      5.2.3 Review list of no-bid contracts executed by the District

                        The District shared the list of no-bid contracts executed by the District since the last meeting.

                        Chair Landers had a question regarding the line item of the gate adjustment for the trash enclosure at Garfield. Mr. Robertson responded that the new trash enclosure that was built in the back of Garfield was built to code and approved by DSA, however, due to Recology having difficulties with their truck an adjustment was necessary.

      5.2.4 Review new projects/spending approved by the Board

                        The District shared the list of new projects/spending approved by the Board July 1, 2023-September 20, 2023.

                        The committee did not have any questions.

      5.3 Receive District's financial update on total revenues and expenditures for Measure T and Measure S bond programs

            Ms. Szallos shared the handout Bond Fund Income and Expenses Summary as of September 30, 2023. Ms. Szallos stated that for Measure T - Fund 21 for FY 2023/24 the total expenditures was $617k and added that there have been no revenues. Ms. Szallos stated that for Prop 39 - Fund 01 for FY 2023/24 there have been no revenue or expenditures. Ms. Szallos added that for Impact Fees - Fund 25 for FY 2023/24 there have been no revenue or expenditures.

Ms. Szallos shared the Fund Income and Expense Summary handout from the District’s accounting system, Financial2000, as of September 30, 2023.

Ms. Szallos shared two handouts from the Account-Ability financial system, which show the budgets, expenditures and a brief description of projects as of September 30, 2023.

Ms. Szallos shared the handout from the District’s Financial2000 system, which shows an ending fund balance of $89.5 million for the Measure S program as of September 30, 2023.

5.4 Update on Measure S

Chair Landers asked if there was a time limit as to when the District must begin spending the Measure S funds? CBO Edson responded that no, not to start spending but the District must be above 80% expenditure of the $90 million within three years.

CBO Edson said that the District solicited request proposals for Bond Program Management. The District selected Van Pelt Construction Services (VPCS) which was approved by the Board last week. CBO Edson added that VPCS will be invited to attend the next CBOC to speak on the administration of the Measure S Bond program. CBO Edson added that the processes and procedures will be shared with the CBOC at the next meeting. CBO Edson added that the contract amount is $13 million and a five-year term.

CBO Edson said that RGMK will continue to work with the District on the Measure T Bond program.

The committee discussed a possible meeting date to be held on Thursday, February 8. The District will reach out to the absent committee members and confirm that this date works for all the members. Chair Landers said that on the agenda would be the introduction of VPCS. Chair Landers said that on the agenda would be the introduction of VPCS.

Hoffman suggested create an ad hoc subcommittee. There was a discussion on the formation of such subcommittee. Ms. Borgens volunteered to join the subcommittee with Ms. Hoffman. The subcommittee will report back to the committee.

            5.5 Discuss CBOC website suggestions

               The committee had a discussion on suggestions for improvement of the website. Mr. Metz said that the link to the CBOC website is easily found on the District website. Mr. Metz shared a CBOC websites from other school districts stating they showed, the list of committee members, agendas, minutes, meeting materials, and membership application. The RCSD CBOC website shows upcoming meetings and current agenda, if applicable, past agendas and materials, approved committee minutes, list of members and terms, bylaws, bond audit reports and a link to submit a membership application.

               Chair Landers suggested reorganizing the information that is currently available on the CBOC website to connect or group together with the Measure T and Measure S websites.

               Mr. Metz suggested to have a quick link that would directly link to the CBOC website.

               CBO Edson asked if there are any changes that need to be made to the CBOC website? Chair Landers suggested a link to the Facilities Master Plan from the CBOC website and the ability to contact the CBOC. Ms. Hoffman suggested having the CBOC fully translated in Spanish and a link from the Bond FAQ page.

               Mr. Metz suggested to add the website suggestions to the next agenda.

               Ms. Borgens asked what is the percentage of other languages that are spoken by RCSD families and why would CBOC only translate the CBOC website into Spanish. Dr. Baker responded that there are 67 languages spoken by RCSD families. Mr. Metz suggested to align the CBOC website with the District policies on translation.

               Chair Landers will compile the list of suggested changes and add it to the next agenda.

         5.6 Discuss agenda topics for the next meeting

               Mr. Metz would like to see an agenda item regarding any litigation and disputes.

               Chair Landers added agenda topics would be the introduction of VPCS, the website ad hoc subcommittee, the independent counsel ad hoc subcommittee, litigation and disputes.

                     Ms. Hoffman would like to add the review of attendance of CBOC members to the agenda and the removal of members and an agenda item regarding four members’ terms expiration in June 2024.

                     Mr. Metz commented that the members of the public should refrain from making accusations of fraud, if there is no proof of fraud. Committee members responded that it falls under free speech.

6.0 Adjournment

      Motion to adjourn the November 14, 2023

      Meeting adjourned at 7:23 p.m.

      (Cameron Hoffman; Jitpal Sahai; 5-0)