September 20, 2018 Minutes
REDWOOD CITY SCHOOL DISTRICT
Measure T Committee
September 20, 2018
Minutes of the Meeting
Location: District Office Board Room
750 Bradford Street
Redwood City, CA 94063
Present: Michael Bolander, Richard Delfs, Elizabeth Flegel, Felix Gonzalez, Jeanne Panos and Rebecca Weekly
Rebecca Weekly arrived at 6:14 pm
Others present: Olivia Acosta, Priscilla Aquino-Dichoso, Don Dias, Will Mangrum, Mark Newton, Hilary Paulson and Will Robertson
Absent: Carolina Webster and Lori Bluvas
1.0 Call to Order
Meeting was called to order at 6:01 p.m.; quorum established
2.0 Approval of September 20, 2018 Agenda
(Jeanne Panos/Elizabeth Flegel;5-0)
3.0 Public Comment
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. Speakers are requested to limit their remarks to three minutes. No Committee action can be taken.
4.0 Information/Discussion
4.1 Overview of District’s planning progress to date
Mark Newton shared a handout on the Bond Program Update. Mr. Newton explained that construction managers for Orion, McKinley, North Star, Kennedy Admin and Parking, and Hoover are under contract and ready to support the projects.
Mr. Newton said that the state-funded Prop 39 Energy evaluation has been completed. REC solar is being recommended as the design/build solar contractor for the Prop 39 projects.
Mr. Newton explained that all major projects in California must go through the environmental assessments to determine if there are environmental impacts based on the scope of the project. The District has withdrawn from oversight of Department of Toxic Substance Control (DTSC) for Gill, Taft and Garfield. The primary reason working with DTSC is maintain eligibility for state funding. This does not mean the District will erode the quality of the cleanup at these particular sites and will still follow DTSC protocols. Richard Delfs asked what was the rational for that decision. Mr. Newton responded that DTSC is a voluntary oversight agency. However, the District must pay substantial fees for their personnel to come out to the sites. The District already has their consultants monitoring the soil mitigation while paying the State to oversee our consultants.
Mr. Newton added that the district has done a very rigorous Preliminary Engagement Assessment (PEA), which entails, testing of soils across the entire site. The most substantial finding, which is very common, is asbestos.
Mr. Newton continued that the District has combined the Orion, McKinley and North Star projects into a single bid. Due to the projects being small in dollar value, the District is hoping to attract a broad group of contractors to bid on the project.
Mr. Bolander asked when would the projects begin. Mr. Newton answered that the bid will be presented to the Board in October, plus two weeks for contractor to sign the contracts. Therefore, the project is likely to start in November.
Mr. Newton stated that the new security cameras have been installed and running at Orion. This has been determined as a test site for potential district-wide application for security. The Avigilon system is the system the local police department is using. If the District approves the system, they will consider doing a District-wide proprietary specification. The system/cameras will be placed throughout the district. The system is a web-based system and a one-time expense.
Mr. Newton explained that the Division of State Architect (DSA) process is necessary for the safety of students and staff. The process may take longer than expected but is in the best interest of the District. To get in the queue for state-funding and to expedite the program to save on escalation, the District is running all site designs concurrently. Construction will begin upon receiving regulatory approval from DSA.
Mr. Newton shared the handout “Architectural Design Progress Tracking Matrix”. Mr. Newton explained that if the projects are shaded all the way across it means it has been approved by DSA.
Mr. Newton stated that the District is eligible to $21million dollars for modernization. There is another program based upon potential growth of the District. However, the District is unable to prove growth and unable to apply. Therefore, the District is applying for modernization moneys. This is based on the age of the facility and the last time it was modernized. The $21 million is addition to the Bond funds.
Ms. Flegel asked if the projects under the $21million have been approved by DSA. Mr. Newton responded that some have been approved.
Mr. Bolander asked if Fair Oaks’ estimated DSA submission would be on November 21, 2018. Trustee Paulson responded that it was due to the scale of the project. Trustee Paulson added that John Gill is complex and will take longer due to building on the hillside, and Fair Oaks is flat and a smaller project. In addition to, Fair Oaks architects were changed and therefore, the project was pushed back.
Mr. Delfs asked if Fair Oaks is closing. Dr. Baker responded that there has not been a recommendation to the Board to close Fair Oaks. Dr. Baker added that there is an advisory committee and recommendations will be submitted to the Board on November 28 meeting. Dr. Baker added that the recommendations are district-wide, regarding programs and consolidations.
4.2 Update on bond expenditure to date
CBO Aquino-Dichoso explained that two financial systems are used for the bond funds, Account-Ability (for Bond funds only) and Financial2000 (the District-wide accounting system). CBO Aquino-Dichoso shared two hand-outs of the expenditures to date of both accounting systems. CBO Aquino-Dichoso said that the difference between the two systems is that Financial2000 is year specific, this is the authorized spending for the FY18/19, approved by the Board during the adoption of the budget in June 2018. The Account-Ability system is a running balance from the time the project began in 2016/17. The District must reconcile to be sure that the District is within the board authorized district spending and also within budget for entire project.
CBO Aquino-Dichoso stated that the total authorized spending for Fund 21 (Building/Bond fund), shown on the Financial2000 report on page three, is a total in the amount of $79,000,000. In the current fiscal year, there has been a total of $403k paid and $6.3 million encumbered. CBO Aquino-Dichoso continued that the budget for Prop. 39 are $1.7 million and spent is $3,400.
In the Account-Ability hand-out, CBO Aquino-Dichoso said that the total amount paid is $13.9 million, in process is $509k and total expenditures is $14.4 million; this is the running balance for the last three years.
Mr. Delfs asked that if the District receives the $21 million from the state, does that reduce the amount of bonds sold by $21 million. Mr. Dias responded no, it is in addition to.
4.3 Status of Bond Accountant vacancy/Job responsibilities
CBO Aquino-Dichoso shared with the committee that Ray Seo, Bond Accountant has resigned. The Accountant I position closed on August 24 with currently seven applicants. CBO Aquino-Dichoso shared the hand-out of the Accountant I job responsibilities.
Mr. Bolander asked if this is a bond-funded full-time position. CBO Aquino-Dichoso responded that it is bond funded and a half-time position.
4.4 Discuss future meeting dates
Next meeting dates:
Thursday, November 15, 2018
Thursday, March 21, 2019
5.0 Action Items (Action Required)
5.1 Approval of May 31, 2018 Committee Minutes
(Rebecca Weekly/Jeanne Panos; 6-0)
5.2 Approval of FY 2016-17 CBOC Annual Report
(Jeanne Panos/Felix Gonzalez; 6-0)
6.0 Adjournment of Meeting
Meeting adjourned at 6:49 p.m.
(Rebecca Weekly/Jeanne Panos; 6-0)