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San Diego Unified School District

Maintenance and Operations Center

4860 Ruffner Street, San Diego, CA 92111

Proposition MM School Bond

Independent Citizens’ Oversight Committee

February 20, 2007, 4:00 p.m.

Conference Rooms A & B

MINUTES

AGENDA ITEMS	ASSIGNMENTS/UNDERSTANDINGS
Meeting Called to Order	Mrs. Leonard called the meeting to order at 4:00 p.m.
Roll Call	Members In Attendance: Neil Derrough, Jesus Garcia, Tom Lemmon (departed at 5:15 pm), Dorothy Leonard, Stuart MacDonald, Phil Nerhood, Leonard Pinson and Jon Tibbitts. Members excused: Sheryll Norris and Bennett Peji Member absent: Leon Brooks Staff and Consultants in Attendance: Wendell Bass, Steve Bovee, Chuck Brown, Giovanni Capano, Graham Champion, Sandra Chong, Leigha Cook, Scott Ellis, Larry Goshorn, Evan Leslie, Joanne Pilgrim, Cynthia Reed-Porter Joel Splittgerber, David Umstot and Jim Watts.
OLD BUSINESS
1. Approval of Minutes 1.1. January 16, 2007 (Exhibit)	Motion: Mr. Tibbitts moved that the draft meeting minutes for January 16, 2007, be approved as corrected. Mr. Garcia seconded the motion. The motion passed with no objection. Corrections: Mr. Nerhood stated on page 4, Item 8.2.1, second from the bottom sentence, change June 30, 2007 to June 30, 2006.
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. Public testimony is limited to 3 minutes per person.]	No public testimony.
3. Interim Chief Facilities Officer’s Report (Umstot) (Information Only) 3.1. Board of Education Update 3.2. Salk Elementary Update 3.3. Golden Hill Playfield Update	Mr. Umstot reported that the Portolan draft study with reorganization suggestions would be presented to the February 27, 2007, Board of Education as an action item. This report has been reviewed by, Maintenance and Operations, executive management, as well as the labor unions. It will realign the Maintenance and Operations side of the house into four departments: support services including planning, maintenance, and landscaping and custodial each with dedicated managers. Mr. Watts’ division will make a paper move to Facilities Management, and Maintenance and Operations would be renamed Physical Plant Operations. Management/Directors positions will be filled through appointment and competition. Another action item will be aggregation of budgets for maintenance and custodial into a single budget to include site custodial staff and supplies budget. Mr. Umstot will report on the reorganization changes after February 27. (3.1) Mr. Umstot reported on Salk ES. There is a conceptual agreement with the U.S. Fish and Wildlife (USFW) and with the City of San Diego to proceed with the current mitigation plan using the six-acre Winterwood site. The City of San Diego’s litigation with USFW may not have any bearing on SDUSD’s mitigation plan. New management at the City of San Diego may affect the timeline on future progress. Mr. Umstot will keep the ICOC Committee informed. (3.2) The BOE has been informed via memo reporting that design and ultimately construction of the Golden Hill gymnasium will be moving forward on site to address the physical education requirements for the school. Mr. Umstot reported that staff has recommended to the Board that the Proposition MM program be reimbursed $738,000 for the Golden Hill purchased playfield property value from state school facilities funds. This transaction allows the District BOE to decide at some future date how they plan to use the property. (3.3)
4. Chair’s Report (Leonard)	Mrs. Leonard reported that Mr. Peji was approved by the Board of Education to serve on the ICOC as a Board appointment to replace Mr. Stan Chu. Mr. Peji will be at the March 20, 2007, ICOC meeting.
5. Report on 2006-2007 Plan. (Information Only) (Ellis) (Exhibit) 5.1. Summary of Charts 5.2. Chart 1 – Proposition MM Expenditure Plans by Fiscal Year 5.2.1. Chart 1A – Proposition MM Expenditure Plan By Fiscal Year (Detail) 5.3. Chart 2 – Proposition MM Total Expenditure/ Balances by Program Category 5.4. Schedule 1 – Cumulative Expenditures/ Balances By Program Category 5.5. Schedule 2 – Proposition MM Financial Summary Closeout Report 5.6. Chart 4 – 2004-2005 Planned Budget by Major Program Actual Expenditures and Encumbrances/Commitments 5.7. Chart 5 – Future Major Repair and Replacement District Funded and Proposition MM Funded Budget Projections and Annual Expenditures 5.8. Chart 6 – Expenditures vs Available Cash	Mr. Ellis reported on the Proposition MM Expenditure Plan Status Report as of February 2, 2007. Chart 1: In the 2006-2007 fiscal period, the green bar represents this year’s plan at $152.6M. The expenditures to date are $122.6M. (5.2) Mr. Umstot commented on Handout 5, which shows estimated annual expenditures would total $179M at the end of 2006/2007 explaining that the program was ahead of planned work-in-place for the year. Chart 1A: This chart shows that the predominance of the expenditures is construction at $121.2M. Land Acquisition is $1.4M. (5.2.1) Chart 2: The projection goal at the end of the year is $1505.2B. This chart shows the cumulative position relative to the cumulative plan. Cumulative Expended is $1475.2M and Cumulative Scheduled is $1450.4M. Prop MM is continuing to track ahead of the plan. (5.3) Schedule 1: This chart shows the 14-Program Elements with their original Green Sheet plan expenditures on the left hand column. As of February 2, 2007, total expenditures are $1475.2B or 97.7% of the program versus 90.1% of the work completed, which is telling us that Prop MM is trending slightly over the budget. (5.4) Schedule 2: This new chart shows the summary of the closeout of the program from the prior month to the current month. The category balances are as follows: 1. Cumulative Spent $1475.2B 2. Remaining Funds Available $34.7M 3. Remaining Interest Earnings $55.0M 4. Total Remaining Prop MM $89.7M 5. Use Of State Funding Generated by Prop MM 15.5M 6. Total All Funding $105.3M There is a slight increase in use of State Funding. (5.5) Chart 4: This chart shows the breakdown for the $152.5M in planned expenditures for this year by major program elements inclusive of direct support costs. Actual Expenditures to date (122.6M) plus encumbrances/commitments of $53.4M give a total of $176.0M. (5.6) Chart 5: This chart shows the future major repair and replacement (FMRR.) There are no more Prop MM dollars supplementing this activity. The plan is $25M and the actual is $9M to date. (5.7) Chart 6: This chart shows the actual monthly expenditures relative to projected and actual cash position on hand of $97.3M. This chart has been updated manually to the cash position. There is a required ‘payback’ to the General Fund because of the GIC drawdown constraints. (5.8)
6. Planning Subcommittee (Tibbitts) 6.1. Minutes and Executive Summary for February 5, 2007 (Exhibit) 6.2. Voter’s Guide Completion Status Report (Haskins) (Information only) (Exhibit) 6.3. New Schools Transition Plan Update (Bass) (Information only) (Exhibit) 6.3.1. Letter to The Board of Education President Regarding Rodriguez Principal Selection (Tibbitts) (Possible Action) (Exhibit) 6.4. New Bond Report (Watts) (Information only) (Handout) 6.5. Prop MM Phase Down Plan (Dulgeroff) (Possible Action) (Exhibit) 6.5.1. “Decision Projects” (Exhibit) 6.5.2. The Golden Hill purchased playfield property value reimbursement documentation Updated (Dulgeroff) (Possible Action) (Exhibit)	Ms. Haskins reported on the Principal Sign-Off Status Report for the month ending January 31, 2007. Currently there are 123 schools signed off from 115 at last report and the final goal is 161. Of the 8 completed sites, Baker, Field, Juarez and Penn Elementary Schools noted comments. The items will be added to the Signoff Scope Tracking Sheet for follow up. (6.2) Mr. Bass reported on the New School’s Transition Plan Monthly Monitoring Report dated February 5, 2007. January 2007 Opening: Porter North: January 16, 2007, the school was opened. The joint-use field is the final Phase III between the north and south campuses. This item will be removed from the chart. Fall 2007 Openings (High Schools) Lincoln High: Principal selection is complete and staffing will follow. The instructional program design is 10% of 25%, which is directly related to staffing. Furniture and equipment is at 30% of 50%. Fall 2007 Openings (Elementary & Middle Schools) Griffith-Joyner ES: Principal has been assigned. The instructional program design is 0% of 25%, which is directly related to staffing. Furniture and equipment is 50% of 50%. Burbank ES: Burbank has F&E completion. Fay ES: Principal assignment is pending Board approval when selected, but school opening may be delayed. Rodriguez ES: Principal assignment is pending Board approval when selected. Marshall MS: There is good progress. There are meetings every other week about decisions for F&E and the master schedule. Material Control decided to go forward with furniture decisions. (6.3) Mr. Tibbitts offered ICOC support with a tickle letter for principal selection for Rodriguez ES. Mr. Bass will go through channels before the ‘tickle’ letter is sent. Mr. Tibbitts asked Mr. Bass if there was progress for Rodriguez ES. Mr. Bass stated that there was no principal selected. Motion: Mr. Tibbitts moved that the ‘tickle’ letter be sent for principal selection at Rodriguez Elementary School to the Board of Education and to copy the superintendent and the area superintendents. Mr. Lemmon seconded the motion. The motion passed with no objection. (6.3.1) Mr. Watts reviewed the New Bond Report strategy for the Long Range Facilities Master Plan, which described the Broad Scope Estimate and the Planning Timeline for the November 2008 Primary. The Planning Timeline sheet Handout was presented which showed the steps that should occur before the General Election in 2008. The Broad Scope Estimate shows in general terms the types of projects that are currently being evaluated for inclusion in a future bond. The list includes the following: 1. Improvements to Support Student Learning. $660-750M 2. Improvements to Provide for Students’ Health, Safety and Security. $355-400M 3. Repair, Renovation and Upgrade of Infrastructure. $470M 4. Improvements Required for Code Compliance. $235-300M 5. Charter School Needs. $30-35M 6. District-wide Needs, Bus Replacement (safety). $180-200M 7. Future Maintenance Funding. $250-290M District-wide Totals (2006) $2.18-2.45B District-wide Totals (To include escalation through 2010) $3.00-3.50B Major Repair and Replacement (MRR) items need to be evaluated and reconciled if any fall into any of the above categories in the Long Range Facilities Master Plan. Action Item: Mrs. Leonard asked Mr. Watts to send her information before the March 2007 meeting that she will be having with the PTA and a tentative date that they will be contacted. The PTA will

AGENDA ITEMS

ASSIGNMENTS/UNDERSTANDINGS

Meeting Called to Order

Mrs. Leonard called the meeting to order at 4:00 p.m.

Roll Call

Members In Attendance: Neil Derrough, Jesus Garcia, Tom Lemmon (departed at 5:15 pm), Dorothy Leonard, Stuart MacDonald, Phil Nerhood, Leonard Pinson and Jon Tibbitts.

Members excused: Sheryll Norris and Bennett Peji

Member absent: Leon Brooks

Staff and Consultants in Attendance: Wendell Bass, Steve Bovee, Chuck Brown, Giovanni Capano, Graham Champion, Sandra Chong, Leigha Cook, Scott Ellis, Larry Goshorn, Evan Leslie, Joanne Pilgrim, Cynthia Reed-Porter Joel Splittgerber, David Umstot and Jim Watts.

OLD BUSINESS

1. Approval of Minutes

1.1. January 16, 2007 (Exhibit)

Motion: Mr. Tibbitts moved that the draft meeting minutes for January 16, 2007, be approved as corrected. Mr. Garcia seconded the motion. The motion passed with no objection.

Corrections: Mr. Nerhood stated on page 4, Item 8.2.1, second from the bottom sentence, change June 30, 2007 to June 30, 2006.

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. Public testimony is limited to 3 minutes per person.]

No public testimony.

3. Interim Chief Facilities Officer’s Report (Umstot) (Information Only)

3.1. Board of Education Update

3.2. Salk Elementary Update

3.3. Golden Hill Playfield Update

Mr. Umstot reported that the Portolan draft study with reorganization suggestions would be presented to the February 27, 2007, Board of Education as an action item. This report has been reviewed by, Maintenance and Operations, executive management, as well as the labor unions. It will realign the Maintenance and Operations side of the house into four departments: support services including planning, maintenance, and landscaping and custodial each with dedicated managers. Mr. Watts’ division will make a paper move to Facilities Management, and Maintenance and Operations would be renamed Physical Plant Operations.

Management/Directors positions will be filled through appointment and competition. Another action item will be aggregation of budgets for maintenance and custodial into a single budget to include site custodial staff and supplies budget. Mr. Umstot will report on the reorganization changes after February 27. (3.1)

Mr. Umstot reported on Salk ES. There is a conceptual agreement with the U.S. Fish and Wildlife (USFW) and with the City of San Diego to proceed with the current mitigation plan using the six-acre Winterwood site. The City of San Diego’s litigation with USFW may not have any bearing on SDUSD’s mitigation plan. New management at the City of San Diego may affect the timeline on future progress. Mr. Umstot will keep the ICOC Committee informed. (3.2)

The BOE has been informed via memo reporting that design and ultimately construction of the Golden Hill gymnasium will be moving forward on site to address the physical education requirements for the school.

Mr. Umstot reported that staff has recommended to the Board that the Proposition MM program be reimbursed $738,000 for the Golden Hill purchased playfield property value from state school facilities funds. This transaction allows the District BOE to decide at some future date how they plan to use the property. (3.3)

4. Chair’s Report (Leonard)

Mrs. Leonard reported that Mr. Peji was approved by the Board of Education to serve on the ICOC as a Board appointment to replace Mr. Stan Chu. Mr. Peji will be at the March 20, 2007, ICOC meeting.

5. Report on 2006-2007 Plan. (Information Only) (Ellis) (Exhibit)

5.1. Summary of Charts

5.2. Chart 1 – Proposition MM Expenditure Plans by Fiscal Year

5.2.1. Chart 1A – Proposition MM Expenditure Plan By Fiscal Year (Detail)

5.3. Chart 2 – Proposition MM Total Expenditure/ Balances by Program Category

5.4. Schedule 1 – Cumulative Expenditures/ Balances By Program Category

5.5. Schedule 2 – Proposition MM Financial Summary Closeout Report

5.6. Chart 4 – 2004-2005 Planned Budget by Major Program Actual Expenditures and Encumbrances/Commitments

5.7. Chart 5 – Future Major Repair and Replacement District Funded and Proposition MM Funded Budget Projections and Annual Expenditures

5.8. Chart 6 – Expenditures vs Available Cash

Mr. Ellis reported on the Proposition MM Expenditure Plan Status Report as of February 2, 2007.

Chart 1: In the 2006-2007 fiscal period, the green bar represents this year’s plan at $152.6M. The expenditures to date are $122.6M. (5.2)

Mr. Umstot commented on Handout 5, which shows estimated annual expenditures would total $179M at the end of 2006/2007 explaining that the program was ahead of planned work-in-place for the year.

Chart 1A: This chart shows that the predominance of the expenditures is construction at $121.2M. Land Acquisition is $1.4M. (5.2.1)

Chart 2: The projection goal at the end of the year is $1505.2B. This chart shows the cumulative position relative to the cumulative plan. Cumulative Expended is $1475.2M and Cumulative Scheduled is $1450.4M. Prop MM is continuing to track ahead of the plan. (5.3)

Schedule 1: This chart shows the 14-Program Elements with their original Green Sheet plan expenditures on the left hand column. As of February 2, 2007, total expenditures are $1475.2B or 97.7% of the program versus 90.1% of the work completed, which is telling us that Prop MM is trending slightly over the budget. (5.4)

Schedule 2: This new chart shows the summary of the closeout of the program from the prior month to the current month. The category balances are as follows:

1. Cumulative Spent $1475.2B

2. Remaining Funds Available $34.7M

3. Remaining Interest Earnings $55.0M

4. Total Remaining Prop MM $89.7M

5. Use Of State Funding Generated by Prop MM 15.5M

6. Total All Funding $105.3M

There is a slight increase in use of State Funding. (5.5)

Chart 4: This chart shows the breakdown for the $152.5M in planned expenditures for this year by major program elements inclusive of direct support costs. Actual Expenditures to date (122.6M) plus encumbrances/commitments of $53.4M give a total of $176.0M. (5.6)

Chart 5: This chart shows the future major repair and replacement (FMRR.) There are no more Prop MM dollars supplementing this activity. The plan is $25M and the actual is $9M to date. (5.7)

Chart 6: This chart shows the actual monthly expenditures relative to projected and actual cash position on hand of $97.3M. This chart has been updated manually to the cash position. There is a required ‘payback’ to the General Fund because of the GIC drawdown constraints. (5.8)

6. Planning Subcommittee (Tibbitts)

6.1. Minutes and Executive Summary for February 5, 2007 (Exhibit)

6.2. Voter’s Guide Completion Status Report (Haskins) (Information only) (Exhibit)

6.3. New Schools Transition Plan Update (Bass) (Information only) (Exhibit)

6.3.1. Letter to The Board of Education President Regarding Rodriguez Principal Selection (Tibbitts) (Possible Action) (Exhibit)

6.4. New Bond Report (Watts) (Information only) (Handout)

6.5. Prop MM Phase Down Plan (Dulgeroff) (Possible Action) (Exhibit)

6.5.1. “Decision Projects” (Exhibit)

6.5.2. The Golden Hill purchased playfield property value reimbursement documentation Updated (Dulgeroff) (Possible Action) (Exhibit)

Ms. Haskins reported on the Principal Sign-Off Status Report for the month ending January 31, 2007. Currently there are 123 schools signed off from 115 at last report and the final goal is 161. Of the 8 completed sites, Baker, Field, Juarez and Penn Elementary Schools noted comments. The items will be added to the Signoff Scope Tracking Sheet for follow up. (6.2)

Mr. Bass reported on the New School’s Transition Plan Monthly Monitoring Report dated February 5, 2007.

January 2007 Opening:

Porter North: January 16, 2007, the school was opened. The joint-use field is the final Phase III between the north and south campuses. This item will be removed from the chart.

Fall 2007 Openings (High Schools)

Lincoln High: Principal selection is complete and staffing will follow. The instructional program design is 10% of 25%, which is directly related to staffing. Furniture and equipment is at 30% of 50%.

Fall 2007 Openings (Elementary & Middle Schools)

Griffith-Joyner ES: Principal has been assigned. The instructional program design is 0% of 25%, which is directly related to staffing. Furniture and equipment is 50% of 50%.

Burbank ES: Burbank has F&E completion.

Fay ES: Principal assignment is pending Board approval when selected, but school opening may be delayed.

Rodriguez ES: Principal assignment is pending Board approval when selected.

Marshall MS: There is good progress.

There are meetings every other week about decisions for F&E and the master schedule. Material Control decided to go forward with furniture decisions. (6.3)

Mr. Tibbitts offered ICOC support with a tickle letter for principal selection for Rodriguez ES. Mr. Bass will go through channels before the ‘tickle’ letter is sent.

Mr. Tibbitts asked Mr. Bass if there was progress for Rodriguez ES. Mr. Bass stated that there was no principal selected.

Motion: Mr. Tibbitts moved that the ‘tickle’ letter be sent for principal selection at Rodriguez Elementary School to the Board of Education and to copy the superintendent and the area superintendents. Mr. Lemmon seconded the motion. The motion passed with no objection. (6.3.1)

Mr. Watts reviewed the New Bond Report strategy for the Long Range Facilities Master Plan, which described the Broad Scope Estimate and the Planning Timeline for the November 2008 Primary. The Planning Timeline sheet Handout was presented which showed the steps that should occur before the General Election in 2008.

The Broad Scope Estimate shows in general terms the types of projects that are currently being evaluated for inclusion in a future bond. The list includes the following:

1. Improvements to Support Student Learning. $660-750M

2. Improvements to Provide for Students’ Health, Safety and Security. $355-400M

3. Repair, Renovation and Upgrade of Infrastructure. $470M

4. Improvements Required for Code Compliance. $235-300M

5. Charter School Needs. $30-35M

6. District-wide Needs, Bus Replacement (safety). $180-200M

7. Future Maintenance Funding. $250-290M

District-wide Totals (2006) $2.18-2.45B

District-wide Totals (To include escalation through 2010) $3.00-3.50B

Major Repair and Replacement (MRR) items need to be evaluated and reconciled if any fall into any of the above categories in the Long Range Facilities Master Plan.

Action Item: Mrs. Leonard asked Mr. Watts to send her information before the March 2007 meeting that she will be having with the PTA and a tentative date that they will be contacted. The PTA will