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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

March 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: Leon Brooks, Jesus Garcia, Tom Lemmon, Dorothy Leonard, Stuart MacDonald, Phil Nerhood, Sheryll Norris, Bennett Peji and Leonard Pinson Members excused: Jon Tibbitts Member absent: Neil Derrough Staff and Consultants in Attendance: Delfino Alemán Steve Bovee, Chuck Brown, Leigha Cook, Lee Dulgeroff, Scott Ellis, Larry Goshorn, C. J. Haskins, Evan Leslie, Lyle Rangel, Cynthia Reed-Porter and David Umstot
OLD BUSINESS
1. Approval of Minutes 1.1. February 20, 2007 (Exhibit)	Motion: Mr. Nerhood moved that the draft meeting minutes for February 20, 2007, be approved as presented. Mr. Pinson seconded the motion. The motion passed with no objection.
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. Executive Director of Facilities’ Report (Umstot) (Information Only) 3.1. Board of Education Update 3.2. Salk Elementary Update 3.3. Rodriguez Principal Selection	Mr. Umstot reported that his new title is Executive Director for Facilities Management and for Physical Plant Operations. Board of Education Update: The ICOC presentation at the Board of Education (BOE) on March 13, 2007, was well received. Mr. Umstot stated he was thankful that ICOC collaboratively helps solve Prop MM and Mr. Turko’s challenges. (3.1) Salk ES: Mr. Umstot directed readers to an article by Helen Gao with the Union-Tribune located in Handout 10.1 titled “Endangered shrimp delaying new school”. Umstot continued that 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. The City of San Diego awaits Federal court clarification on whether the legal ruling halting developments applies to the school project. The City has agreed to let SDUSD use a right of entry permit in order to complete soil testing to determine that vernal pool habitat would sustain life. The District has modified the scope for the number of test pits needed and are preparing necessary paperwork for the permit. Mr. Umstot stated he is still optimistic regarding the timing on this project. Funding at $27M in state schools facilities funds has been set aside for the construction of this project with a line item in the budget. The ICOC Committee will be kept informed as the Salk plan develops. (3.2) Mr. Umstot introduced Mr. Delfino Alemán, Area 5 Superintendent and Mr. Lyle Rangel. Mr. Alemán stated the Rodriguez ES principal would be selected by April 2007. Principal selection would have occurred last August 2006, but that is the month he was hired by SDUSD. He also hopes to hire the best-qualified person for the community, and then staff/teachers would be hired. There is a meeting Thursday with the general community to discuss boundary issues at Logan Elementary School at 6:30 pm. He also plans to have a series of meetings at the schools that would be impacted by the boundary change in Logan Heights south of Highway 8: Burbank, Kimbrough, Perkins, Logan and Emerson-Bandini Elementary Schools. Mr. Alemán introduced Mr. Lyle Rangel, an experienced administrator in the District, who would be assisting with the Rodriguez opening preparations. Furniture has been ordered and is being stored off-site. Mr. Rangel plans to meet with Wendell Bass and Dave Umstot to clarify school opening scope. Mrs. Leonard and Mr. MacDonald thanked Mr. Alemán and Mr. Rangel for the encouraging words that progress is being made in the construction and the administrative areas for a smooth and successful school opening scheduled for September 2007. (3.3)
4. Chair’s Report (Leonard)	Mrs. Leonard thanked all the ICOC members who were present at the Board of Education (BOE) meeting on March 13, 2007, at 3 pm for the yearly ICOC presentation. She also thanked Larry Goshorn with Colbi Technologies, Inc., consultant, for all the work he prepared for the PowerPoint presentation. It was well received.
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 through March 5, 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 $137.2M. (5.2) Chart 1A: This chart shows that the predominance of the expenditures is construction at $135.8M. 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 $1489.9M and Cumulative Scheduled is $1456.0.4M. 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 March 5, 2007, total expenditures are $1,489.8B or 98.7% of the program versus 91.1% of the work completed, which is telling us that Prop MM is trending slightly over the budget. The $55M interest earnings are not reflected on this chart. Mr. Ellis distributed Handout 5 and labeled it Schedule 1A, which is a supplement to Schedule 1 and shows the explanation for the variance to the original Green Sheet 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. It is intended to show the remaining dollars for the various associated areas to be spent. The category balances are as follows: 1. Cumulative Spent $1,489.8B 2. Remaining Funds Available $20.1M 3. Remaining Interest Earnings $55.0M 4. Total Remaining Prop MM $75.1M 5. Use Of State Funding Generated by Prop MM 14.2M 6. Total All Funding $89.3M In area B, Golden Hill Playfield, shows a credit of $338,000, which shows Prop MM will be reimbursed $738,000 for the Golden Hill land less $400,000 for design of the gymnasium and other residual costs. The E-rate settlement should be approved and received by the end of the fiscal year 2006-2007. Mr. Ellis stated that Lincoln High and Sherman ES would also be eligible for reimbursement now when applied for totaling approximately $1.2M. (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 (137.2M) plus encumbrances/commitments of $45.1M give a total of $182.3M. (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 $10.3M to date. (5.7) Chart 6: This chart shows the actual monthly expenditures relative to projected and actual cash position on hand. 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. This chart reflects that Prop MM is ahead of the plan this year. (5.8) Mrs. Leonard asked the committee to think about a future date to stop the TIC presentation. Mr. Umstot suggested that six-months from now it would no longer be necessary. Action Item: Mrs. Leonard asked Mr. Ellis for a chart or matrix that shows all Projects funded by Prop MM state matching funds.
6. Planning Subcommittee (Tibbitts) No March 2007 meeting. Next meeting Monday, April 2, 2007, Maintenance and Operations Center, Room A @ 3 pm.	No report.
7. Implementation Subcommittee (Garcia) 7.1. Minutes and Executive Summary for March 5, 2007 (Exhibit) 7.2. Contract Awards 2005/2006/2007 (Dulgeroff) (Information Only) (Exhibit) 7.3. New School Status Report. (Dulgeroff) (Information only) (Exhibit) 7.4. Prop MM Climate Assessment Project (Leslie) (Information only) (Exhibit) 7.5. MRR Updated Plan and Funding Sources – Authorize ICOC Consultant To Work With ICOC And District Staff To Develop Plan And Establish A Separate Billing Code In Task 5 Of The Colby Technology Contract. (MacDonald) (Possible Action)	Mr. Dulgeroff reported on Contract Awards 2005, 2006 and 2007 dated March 5, 2007. 2005: Nearly all the scope and modernization projects awarded in 2005 are either completed or nearing completion. 2006: Prop MM has awarded over $90M in contracts. The two remaining whole-site conversions are Marshall and Muir/Anderson. 2007: It is projected that $10-$15M in small to medium sized projects will be awarded from the bond. To date there has been $491,286 awarded. Most are scope completion projects; although, there is the Marshall conversion to an elementary school and the Muir/Anderson Phase II modernization, Valencia Park portable certification and technology upgrade project and the Golden Hill Gymnasium. These four are the substantial contracts to award this year. At the end of the second quarter in 2007, all Prop MM contracts should be awarded. (7.2) Mr. Dulgeroff reported on the New School Status Report updated March 1, 2007. Porter North ES: January 16, 2007, the school was opened. The joint-use field is the final Phase III between the north and south campuses. Griffith-Joyner ES: Planned opening September 2007. Lincoln High: Planned opening, September 2007. Rodriguez ES: (tight) Planned opening, September 2007. Marshall ES: Planned opening, September 2007. Burbank ES: (tight) Planned opening, September 2007. Fay ES: (tight) Planned opening changed from September 2007 to September 2008. Construction should be finished November 2007. Salk ES: Delayed until September 2010, but the U.S. Fish and Wildlife are moving forward on the mitigation plan. The District is planning to use City of San Diego land for mitigation. There are legal challenges to the City’s multiple species conservation plan. When there is Federal legal clarification whether this parcel is not subject to their lawsuit, then progress can restart as planned. The City has agreed to let SDUSD use a right of entry permit in order to complete soil testing to determine that vernal pool habitat would sustain life. The District has modified the scope for the number of test pits needed and are preparing necessary paperwork for the permit. Finally, City staffing changes should not be a problem; however, new management at the City of San Diego may affect the timeline on future progress. Memorial Middle: Delayed until the fall 2010, pending resolution in house. Mr. Dulgeroff commented that due to declining enrollment in the Memorial area and migration to a K-8 configuration at many of the elementary schools in the area, that the immediate need for a middle school may not be required. Golden Hill ES PE Facility: Planned opening, September 2008. It will move into bid award phase toward the end of the third quarter. (7.3) Mr. Leslie reported on the Climate Assessment Project dated March 2007. Scope of Work: SDUSD may be the only non-air conditioned district in San Diego. Studies were completed in three phases, which included a Climate Assessment Study, Climate Assessment Task Force, and recommendations for categorizing existing schools and what could be done under Prop MM. It was recommended thermal relief at all existing and Prop MM schools. Budget: The Prop MM bond Green Sheet allocated $22M and without PMO the budget is $20.5M. The estimated cost of completion is $7.25M, which would leave a positive variance to the bond of $13.25M. Phase I The members in the task force included five teachers, three principals, and one representative each from M & O and Prop MM. Their mission was to set a maximum temperature standard after reviewing 18-months of data. The Board of Education (BOE) approved a 78-degree standard. At 78-degrees, classrooms would receive passive thermal mitigation and/or air conditioning. New Prop MM schools were BOE approved to be retrofitted for air-conditioning and existing schools received preliminary designs and cost estimates to add passive measures and/or air conditioning to existing classrooms in the future when funding permits. Package units were selected versus central air, which come with a compressor that is disconnected at start up where installed at schools. Phase II – Climate Zones Three climate zones were considered: Coastal – Meets temperature goals without adding any passive upgrades or air conditioning. (West of Hwy 5) Between Coastal/Inland – Contains both passive and active areas, which allows both measures to be allowed. (Hwy 5 to Hwy 15) Inland – Passive measures alone could not meet the district’s temperature standards. (Hwy 15 to boundary end/East County) Timeline Schedule From start to finish: 2/99 – 12/07 Phase III – 10/06 – 12/07 Cost Estimates Zones II & III – ceiling fans: $5M Zone II – passive measures: $55M No energy or operating costs Zones II & III – passive and active measures: $163M $3.6M annually = maintenance and operation costs $3.5M annually = energy costs New Schools: $61.3M for air-conditioning