DRAFT
Measure D Oversight Committee Meeting Minutes of November 16, 2009

1. The meeting was called to order by Chairman Cameron at 7:04pm.

2. Roll call found the following members present: Alan Cohen, Mark Cameron, Jennifer Jansen, Jean Ottmar, Joe Shammas, Henry Nigos, Carl Miller (arrived at Item 4).
Absent: Sam Teel, Richard deSaulles, Jim Quinn,
Public Present: None

3. Adoption of Agenda: Motion was made by Cohen, seconded by Ottmar to approve the agenda as submitted. Motion passed 6-0.

Approval of minutes of October 6, 2009: Motion was made by Cohen, seconded by Ottmar to approve the minutes as submitted. Motion passed 7-0.

Individuals desiring to address the committee: None

Information/Discussion on Measure D Projects and Funding: Blakley reviewed the status report and timeline contained within the agenda package indicating that the timelines were still subject to receiving State approval, but at the current time we anticipate receiving that approval within the next two months so would be proceeding to the Board for authorization to bid on December 10th. He also indicated they will recommend to the Board that several projects would be combined together to facilitate implementation. The Forest Grove and Robert Down projects would be bid as one project and the Middle School, Maintenance Facility and District Office would be bid as one project. He also indicated that the entire remaining High School project will be bid as one project, even though a large portion of that project, involving primarily the gym facilities, would not actually be funded until February or March of 2011. Considerable discussion occurred concerning the delay in receiving approval of projects from the Division of State Architects (DSA) office, the reason for this delay and the activities occurring on behalf of the District to try to work with that office to expedite approval. Member Ottmar raised particular concerns about the continued delay and the need for trying to implement these projects as soon as possible. This sentiment was repeated by other committee members. Blakley noted that he felt the District, through its architects, was working as effectively as possible with the State Architects office and that at this point we feel that we are close to getting approval of the projects.

Information/Discussion Action – Annual Performance Audit: Chairman Cameron reviewed the audit with the committee indicating that it identified that the funds were being expended on the approved projects consistent with the Bond language. Blakley reviewed the notation within the audit that there has been a loss of interest due to the the loss of funding through the County Treasurer as a result of the collapse of various banks, including Washington Mutual and other normally secure investment areas. It was indicated that the District does not direct these investments but they are directed by the County Treasurer with in put from a committee. Member Nigos reviewed the situation as not being unusual given the economic down turn. Blakley noted that the loss of interest would not adversely affect the District’s ability to proceed with the projects as funded. A motion was made by Shammas, seconded by Nigos to accept the audit as presented. Motion passed 7-0.

Information/Discussion Action – Annual Report: Chairman Cameron reviewed the need to proceed forward with an Annual Report. The committee reviewed the format of the last report and concurred that that format should be utilized again for the third report covering the 2008/09 program year. Chairman Cameron will draft a letter. Blakley will update the data contained within the tables on the page. Member Ottmar stated that she would hope that the next Annual Report may be able to be more substantial due to more completion of projects at that time. The committee also discussed that the same distribution method used previously should be followed. The method included publication in the local Bulletin, distribution through the school sites and placement on the District website.

Board Member Comments: Member Cohen indicated that there maybe an interest on the part of the City to have a report on the progress of the Measure D projects presented to the City Council at some time.

Meeting Schedule: Chairman Cameron established the next meeting date as December 14, 2009 at 7:00pm with the intent that prior to that time a draft of the Annual Report will be available for Board member review and the action before the committee at that time would be to review and approve that Annual Report.

Adjournment: The meeting was adjourned at 7:45pm.


Ref: Bond 2006 Measure D Meeting 11-16-09 Minutes

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