May 4, 2007 *** DRAFT ***

Measure D Oversight Committee Minutes of April 30, 2007

1.  The meeting was called to order by Chairman Cameron at 7:00pm.

2.  Roll call found the following members present: Alan Cohen, Mark Cameron, Julia Winslow, Carl Miller, Richard deSaulles, Dan Miller, Jean Ottmar

Absent: Jim Quinn, Sam Teel, Jennifer Jansen 

Public Present: None

3.  Adoption of Agenda: Motion was made by C. Miller, seconded by Ottmar to approve the agenda.  Motion passed  7-0.

4.     Approval of Minutes of 2/5/06: Motion was made by Ottmar, seconded by Cohan to approve the minutes as submitted.  Motion passed 7-0.

5.     Individuals desiring to address the committee:  None

6.     Information/Discussion: Update on Measure D Projects: Blakley reviewed the status of the projects that have been approved to proceed.  A written status report was provided to committee members.  A comment was made that the Middle School Music Room project may be coming back to the School Board for direction as the design committee working on that project would like the Board to consider allocating additional funds to the project.  This discussion is currently scheduled for the meeting of May 17^th.  It was noted that it tentatively appears that the project design committee may be requesting an additional $1 million be assigned to this project.  In discussion, oversight committee members expressed concern that the important basic items throughout the District should be addressed first before funding is all allocated to upgrading just a few specialty areas.  Member D. Miller indicated particular concern that basic school improvements need to be funded as an essential part of the Measure D expenditure plan to be consistent with the presentations made during the Bond campaign.

7.     Information/Discussion: Update on Selection of Additional Projects: Blakley reviewed the status of the Board’s discussions indicating that at the April meetings, the Board had reviewed a list of projects that had been generated by discussions throughout the District.  The list now totaled approximately $100 million.  The Board requested that the administration and consultant bring back a recommended list equaling the $30 million that is available.  Meetings are scheduled with the various school sites to establish what that recommended list will consist of.  The list will hopefully will be brought back to the Board for consideration at their May 17^th and June 21^st meetings.  Member Winslow expressed concern for the amount of time that it was taking to establish how the Measure D funds should be expended.  Member Ottmar stated that she felt that is was appropriate to take time in this important decision.  Discussion occurred again concerning the amount of funding that had already been allocated to the Stadium project before this process had occurred.  Chairman Cameron explained that even with the $6.5 million allocation to the stadium, that we would probably still see a very basic stadium improvement and that a project of that magnitude simply costs that amount to complete.  Committee members further discussed the deteriorated condition of the stadium and the importance of correcting that condition.  Member Cohan requested that the committee members be provided with a copy of the list of projects that the Board received totaling the $100 million amount. (This was subsequently done.)  Members also requested to be kept informed on when the Board would be having further discussions concerning project selection.  Chairman Cameron again reviewed that although the Oversight Committee role was limited they can express their concerns on project selection directly to the Board as individuals.  Member Ottmar indicated that, after participating in the site visits, she had a particular interest in making sure that the District was considering packaging and bidding similar projects as a way to maximize efficiencies and economies of scale.  She also suggested that the District consider student involvement in design committees for projects such as the remodeling of the High School cafeteria.  She indicated that she had heard that one consideration was for the District Office to move to a location adjacent to the current maintenance area and indicated she was supportive of that idea.  She also felt that fencing improvements were needed at a number of sites where deterioration is evident.  Member deSalle indicated he also had gone on the site visits, and now realized that $42 million was not going to be enough to address all the needs of the District.  He felt that there were many basic things being needed and wanted to be sure that those items were addressed.  He expressed concern that the Middle School music room was already asking for additional funding when the more basic needs have not been funded.  Member Winslow reiterated that she felt that basic improvements such as painting interiors and providing an adequate District Office were important considerations.  Chairman Cameron again encouraged the committee to address these comments to the Board at the open meetings occurring as the project selection process was being finalized.

8.     Information/Discussion: Update on First Bond Issue:  Blakley reviewed that the Bond had been successfully sold and was funding the initial phase of the first authorized projects.  Request was made for the agency that purchased the Bonds – (At the time of the meeting that information was not available.  A subsequent communication to the committee identified that the Bonds were purchased by J.P. Morgan Securities of New York.)

9.     Information/Discussion: Performance Audit:  Blakley updated the committee concerning the Board’s contracting CPM to conduct a performance audit and that the company had indicated that they would conduct the audit in August through September and then provide an oral presentation at a committee/Board meeting.  A copy of the CPM contract was provided to committee members.  Committee members discussed that the normal practice was for a committee’s annual report to follow the receipt of the performance audit so that they could review that independent audit prior to making their own determination of items to be reported.

10.  Discussion/Action: Meeting Schedule:  Chairman Cameron indicated that he felt that the next two meetings should be scheduled as follows: the first would be set in August or September to hear the performance audit report, once it has been prepared. A second meeting would follow to proceed with the preparation of an annual report to the Board.  The specific timing of the next meeting would be determined by the availability of the oral report.  The following meeting would be determined at that time.  He felt that the goal should be for the committee to have its annual report to the Board by the end of October.  A request was made to provide some examples of annual reports prepared by other Prop. 39 Oversight Committees.  Member Ottmar had previously provided an example from the Gavilan College and this will be provided to members.

11.  Adjournment:  The meeting was adjourned at 8:15pm on a motion by C. Miller, seconded by D. Miller.

Ref: Bond 2006 Measure D Meeting 5-4-07 Minutes

measured/minutes/measured020507min.html