SAN DIEGO UNIFIED SCHOOL DISTRICT

Proposition MM School Bond

Independent Citizens’ Oversight Committee

Minutes

January 20, 2004

M&O Training Room A

 4:00 p.m. to 6:00 p.m.

 

AGENDA ITEMS
ASSIGNMENTS/UNDERSTANDINGS

 

Roll Call

 

Mr. Johnson called the meeting to order at 4:10. 

 

ICOC in attendance:  Lisa Briggs, Stan Chu, Jesus Garcia, Kris Hartnett, Gil Johnson, Hank Killmar, Dorothy Leonard, Stuart Mac Donald, Phil Nerhood, Mike Schatz, Jon Tibbitts.

 

OLD BUSINESS

 

1.       Approval of Minutes December 16, 2003 (Handouts) (Action Requested)

Motion:  Mr. Nerhood moved to approve the minutes as submitted.  Mr. Killmar seconded the motion.  The motion passed with no objections.

 

2.       Public Testimony [No action or discussion may occur regarding public comment on matters not on the agenda.] Items may be referred to staff for placement on a future agenda.

None taken.

 
3.       Chief Operating Officer’s Report on Approved Board of Education Items Regarding Proposition MM and Project Report Presentation (Smith)

3.1   Proposition MM Update

 

Mr. Smith reported on the presentation of the Proposition MM update with comments from Mrs. Leonard.

 

Mrs. Leonard asked for a time certain of 5:00 p.m. for the February 10, 2004, board meeting to present the ICOC Annual Report.  Mr. Johnson requested ICOC members to attend if possible.

 
4.       Chair Report (Johnson)

 

None given

 
5.   Report on 2003-2004 Plan YTD December (Patterson)

      5.1 Summary of Charts. (Handout)

      5.2 Chart 1 – Proposition MM Expenditure Plans by          Fiscal Year

            5.2.1 Chart 1A – Total Program Expenditure Plan

            by Fiscal Year (Detail)

      5.3 Chart 2 – Prop MM Cumulative       Expenditure Plans

      5.4 Chart 3 – Comparative Distribution of Dollars by             Program Category

            5.4.1 Schedule 1 – Total Expenditures

            /Balances By Program Category

      5.5 Chart 4 – 2002-2003 Planned Budget by                              Major Program Actual Expenditures and

            Encumbrances /Commitments   

5.6   Chart 6 – Expenditures vs. Available Cash 

5.6.1   Chart 6A - Prop. MM Cash and Investment Balances

            5.7 Chart 7 – Prop. MM ICOC Support Contract –                                                  Gafcon Quarterly Report

 

Mr. Patterson presented the monthly expenditure report noting that data is still insufficient to provide a Chart 5. 

 

Mr. Kiesling, noting Chart 6 and 6A, stated that the Reports and Audits Subcommittee should begin planning for the next bond sale.  Mr. Patterson stated that the financial adviser for the district, Mark Young, could be invited to attend the next Reports and Audits Subcommittee meeting to facilitate in the discussion.

 

 

 

 

6.   Site Selection Subcommittee Update (Leonard)

      6.1 No monthly meeting to report

      6.2 New School Schedule Update (Handout)

     

Mrs. Leonard presented the Schedule for New Proposition MM Schools as information only.  No further action was taken.  

7.   Reports and Audit Subcommittee (Killmar)

      7.1 Executive Summary and Minutes From January 5          and January 13, 2004 (Handouts)

      7.2 Proposition MM Annual Audit & Management                   Letter (Handout) Time Certain 5:15 p.m. (Action                                                                Requested)

      7.3 Gafcon MRR Review (to be discussed under Item         8.2)

      7.4 Specific Project Reviews (to be discussed under                                                                       Item 8.3)

 

Mr. Killmar asked that this item be postponed until 5:15 p.m.

 

(5:15) Mr. Killmar introduced Mr. Dan Touchstone from Rosner Brown Touchstone & Keller, LLP, to present the 2003 Proposition MM audit findings.  Mr. Touchstone reviewed the audit findings, the Management Letter recommendations and district response.  Mr. Touchstone noted the compliance letter included in the audit.  No noncompliance issues were found.

 

Motion:  Mr. Killmar moved to accept the 2003 Proposition MM Audit completed by Rosner Brown Touchstone & Keller, LLP, and forward the findings to the Board of Education.  Mr. Mac Donald seconded the motion.  The motion passed with no objections.

 

Mr. Touchstone was asked to provide 30 copies of the audit for presentation to the School Board.

 

Mr. Johnson asked Mr. Patterson to provide the cost of the Primavera/Expedition software system. 

 

Action Item:  Mr. Patterson to provide the cost of the Primavera/Expedition software system for the February ICOC meeting.

 

The Gafcon MRR Review and Specific Project Reviews were discussed under Items 8.2 and 8.3. 

 

8.       Project Implementation Subcommittee (Garcia)

      8.1 Exec. Summary and Minutes January 5, 2004

                                                               (Handouts)

      8.2 Gafcon MRR Review (Handout) (Action Needed)

            8.2.1 Draft MRR Review Communication Plan                        (Handout)

            8.2.2 Draft Board Cover Letter (Handout) (Action                      Requested)

      8.3 Specific Project Reviews (Action Needed)

            8.3.1 Audubon Elementary (Handout)

            8.3.2 Sunset Elementary (Handout)

            8.3.3 Staff Suggestion List (Handout)

      8.4 Labor Compliance Corrected Quarterly Report                (Info Only)

      8.5 E. B. S. Coding Corrections (Handout)

      8.6 Update Phoebe Hearst School (Info Only)

      8.7 Active Construction Site Inspections (Info Only)

      8.8 New School Status Report (Handout)

      8.9 Contract Award Status (Handouts)

             8.9.1 2001 Contract Award Status

             8.9.2 2002 Contract Award Status

             8.9.3 2003 Contract Award Status

             8.9.4 2004-05 Contract Award Status

     8.10 Projects With Significant Challenges                                   (Handout)

                                                                       

Mr. Garcia provided the monthly update.  He presented the Gafcon MRR Review and the draft cover letter including recommendations that the subcommittee is requesting be forwarded to the Board of Education. 

 

It was noted that there was an error in the Executive Summary.  The word Maintenance needs to be corrected to read Major.  Mr. Miller agreed to make the correction.

 

Motion:  Mr. Garcia moved to accept the Gafcon MRR Review with the correction of the Executive Summary.  Mr. Hartnett seconded the motion.  The motion passed with no objection.

 

In discussion Mr. Garcia suggested that the dollar figures in the seconded recommendation in the draft letter needs to be revised to include the approximate additional $15 million budgeted for daily maintenance.  Discussion resulted in the decision that staff would work with Mrs. Leonard, Mr. Killmar and Mr. Garcia to finalize the letter with the appropriate dollar values.

 

Motion:  Mrs. Leonard moved to approve the draft MRR Review board cover letter subject to rewording to clarify the second recommendation.  Mrs. Briggs seconded the motion.  The motion passed with no objections.

 

Mrs. Wilgenburg presented a draft MRR communication plan.  She highlighted the revisions made after last subcommittee meeting.  The ICOC then voted to accept the plan.         

 

Motion:  Mr. Killmar moved to accept the communication plan presented.  Mrs. Briggs seconded the motion.  The motion passed with no objections.

 

Mr. Garcia presented the specific project reviews for Audubon and Sunset Elementary.  Review resulted in the following motion:

 

Motion:  Mr. Garcia moved to accept the specific project reviews for Audubon and Sunset Elementary as presented by Gafcon.  Mr. Killmar seconded the motion.  The motion passed with no objections.

 

Mr. Garcia referred to the handout on the Scripps coding corrections as information only.

 

Mr. Garcia stated that the subcommittee reviewed the issue of an e-mail complaint on the landscape condition at Phoebe Hearst Elementary.  The subcommittee took no further action.  Staff responded twice to the complaint via e-mail.  

 

Mr. Garcia presented the New School Status and the Contract Award Status reports as information only.  Mc Kinley Elementary was discussed.  It was noted that the date shown on the Contract Award Status was the originally completion date.

 

Mr. Smith presented the Projects with Significant Challenges and reviewed each item listed.  It was noted that effects on labor availability due to fire reconstruction should show up around August.    

                                                                                                                                                                       

9.         Development Subcommittee (Nerhood)

9.1 No Meeting Held

 

Mr. Nerhood stated that there had been no meeting to report on.  He noted that the reschedule of ICOC Training Module IV will be February 17th just prior to the regular ICOC meeting and asked that all members attend.

 

Mr. Nerhood also recommended that the ICOC needed to start action on renewal of terms of membership for those members who’s terms were elapsing

 

10.   Steering Subcommittee (Johnson)

      10.1 No Meeting Held

Mr. Johnson stated that there is no meeting to report on. 

11.   Communication Monthly Update (Handout)

 

Mrs. Wilgenburg provided the monthly communication update.  There was discussion on the Crown Point Elementary article.

 

Mrs. Wilgenburg noted that there are several upcoming ribbon cuttings and invited the membership to attend.

 

New Business

 

1.       Chief Operating Officer’s Report (Smith)

 

Mr. Smith used his report to pay tribute to the Mr. Johnson for the four years as chair of the ICOC. 

 

2.       ICOC Chair Transition

2.1    Johnson Recognition

2.2    Subcommittee Chair Appointments (Action Needed)

2.3    Subcommittee Member Appointments (Action                Needed)

 

Mr. Johnson was presented with cookies and a gavel in recognition of his four years as chair of the ICOC.  Mr. Johnson thanked the committee for working with him. 

 

Mr. Johnson then turned the meeting over to Mrs. Leonard who will be the ICOC Chair for the next two-year term. 

 

Mrs. Leonard referred the committee members to the meeting handout that included the new list of subcommittee chairs and subcommittee members.

 

Motion:  Mr. Mac Donald moved to approve the subcommittee chairs presented.  Mr. Tibbitts seconded the motion.  The motion passed with no objections.

 

The meeting was adjourned at 6:00 p.m.

 

Respectfully submitted by

 

Paula Ross

ICOC Recording Secretary

 

Approved by the ICOC February 17, 2004

 

 

 

Dorothy Leonard

Chair of the ICOC