FOR INFORMATION ONLY NO QUORUM TO APPROVE MEETING MINUTES
BONDOVERSIGHTCOMMITTEEMEASUREX May8,2018ͲMeetingMinutes 1) CalltoOrder: a) BondOversightCommittee(BOC)calledtoorderat6:00P.M.onMay8,2018atthe District Office,BowditchConferenceRoom. 2) RollCall: BondOversightCommitteeMeasureXMembersPresent:FredBaer,Boardapproved2yearterm expiring4/20/19;RyanNobrega,Boardapproved2yeartermexpiredon4/20/18*;JulieScanlon, Boardapproved2yeartermexpiredon4/20/18*;SusanTotaro,Boardapproved2yeartermexpired 4/20/18* BondOversightCommitteeMeasureXMembersNotPresent:CaroleGroom,Boardapproved2year termexpired4/20/18*;EricHolm,Boardapproved2yeartermexpired4/20/18*;WaynePitcher, Boardapproved2yeartermexpiring4/20/19. JoelCadizstatedthatSMFCSDwilladvertisefornewvacancycommitteemembersandifanyofthe memberswhosetermhasexpiredandareinterestedinsigningupagainandwhoareeligiblemaydo sobysubmittinganewapplication.RyanNobregaandJulieScanlonexpressedinterestedin continuingonascommitteemembers. Public SheldonChavan,DistrictIndependentAuditor DistrictandFacilitiesStaffPresent JoelCadiz,DirectorofFacilities,Maintenance,OperationsandTransportation CarolynChow, ChiefBusinessOfficial AlexKristal,SeniorFacilitiesProjectManager BobPrice,FacilitiesProjectManager EmmaOh,FacilitiesFinancialAnalyst MarkSherrill,FacilitiesProjectManager CoreyFong,ConstructionFacilitiesPlanner
1170ChessDrive BoardofTrustees FosterCity,California94404650.312.7700TelKennethChin,NoeliaCorzo,RebeccaHitchcock,AudreyNg,SharaWatkins 650.312.7779Fax Superintendent www.smfcsd.net JoanRosas, Ed.D.
3) PublicComment: Nopubliccomments. 4) ReviewofAgendahandedoutforinformationpurposesonlysincetherewasnoquorum. 5) ApprovalofMinutes: a) SinceaquorumofBOCmemberswerenotpresent,Joelinformedthecommitteethatthe minutesfromthemeetingonFebruary6,2018werebeingprovidedasanFYIandthecommittee couldnottakeavotetoapprove. 6) ReviewoftheFinancialExpenditures: 7) JoelhandedoutapacketlistingallMeasureXexpensestothecommittee: i) First6pagesinpacketlistsadministrativecoststorunMeasureXBond ii) NewSchoolinFosterCityMeasureXcommitmentis$17M,Abbott$18MandBorelis$18M andBaysideis$18M iii) NorthCentralisaphase2school,butweputitherebecauseinorderforustobuildanew schoolithastobecertifiedasacleansite.Sowearestartingtheprocessearly,becausethe certificationprocesswiththeDeptofToxicandSubstanceControlisalengthyprocess.We startedbyhiringRoweAssociatestodoEnvironmentalsiteanalysisandpreliminarysite analysisforNorthCentralandthat’swhyit’shereandwe’vebudgeted$50k. iv) Nextpagesarestaffsalaries v) 3rdpageareconsultantsandschooladvisorsthatarecheckingonourfundingabilitywiththe stateandalsoincludesadvertisingcosts.BayAreaNewsgroupiswhoweusetoadvertise whensolicitingfornewCBOCmembers,bidads,andprequalificationads. vi) OnthelastpageistheencumbrancereportshowsthatallexpendituresasofApril1,2017: BarkerBlueisourprinting,Box.comisourcloudservicethatweuploadfilestosothatour partnershaveaccesstothem,CFSisthecompanyweuploadourdatatowhoensure compliance,ChavonAssociatesareourauditors,ChristyWhitewasourauditorsbeforewe hiredChavon,ECSimagingscansourexistingdrawings,GraingerSupplies,GoldenState Overnight,HomeDepot,ChristineourpreviousAA’smileage. JulieScanlonaskedforclarificationonalineitem.Joelclarifiedspecificlineitemwereourlegalcounselwho weconsultwitheverytimewehaveissueswithcontractorswhowanttoprotestbidorquestionswehave regardingourcontracts. 8) JoelgavefloortoSheldonChavonfromChavon&Associates,theSchoolDistrict’sindependent auditortopresenttheirfindingsfromJune30,2017. a) FullScopeAuditReport:Includesbalancesheet,Statementofrevenues&Expendituresand changefundsandnotedisclosures. i) ReportalsoincludesaProgramStatement,showingprojectexpendituresbysiteforthe fiscalyearthatChavon&Associatesaudited. b) AuditfollowedgenerallyacceptedgovernmentauditingstandardsandUnitedStatesofAmerica auditingstandards.
1170ChessDrive BoardofTrustees FosterCity,California94404 650.312.7700Tel KennethChin,NoeliaCorzo,RebeccaHitchcock,AudreyNg,SharaWatkins 650.312.7779 Fax Superintendent www.smfcsd.net JoanRosas,Ed.D.
c) Theopinionsweissueinthereporthave3purposes:1)Independentauditorsreporttellsyou whetherarenotthefinancialstatementsincludedinthereportandauditwerepresentedfairly andwithoutmaterialmisstatements.Resultwastherewerenotanymodificationsinthe financialstatements.2)Thegovernmentauditingstandardsisaboutinternalcontrols.We definewhatasignificantdeficiencyisandwedefinewhatamaterialweaknessisandwhetheror notwefoundanysignificantdeficienciesormaterialweaknesses.Andtheansweris,wedidnot findanysignificantdeficienciesormaterialweaknessesinMeasureX.3)The3rdauditreportis specifictocompliance.WelistmostimportantprocedureswefollowedforMeasureX.Inthat opinionlettertherearen’tanyexceptions. d) Thefinalauditreporttested83%oftheMeasureXbondexpendituresforthe2015Ͳ16fiscal year. e) $73.5MillionasofJune30,2017lefttobespentinMeasureXbond. f) Sheldonaskedifanyonepresenthadquestions,beforeendinghispresentation.Noquestions wereaskedbytheOversightCommittee.
9) CurrentMeasureXProjectUpdates a) FourthElementarySchoolProjectUpdate b) Plans&specificationssubmittedtoDSAlatenovember2017 c) DSAplancheckreview i) AccesscomplianceͲcomplete ii) FirelifesafetyͲcomplete iii) StructuralsafetyͲcomplete d) DSAbackcheck/approval i) May21–June8DSAadditionalstructuralreview ii) June12–June15DSAfirelifesafetyandaccessbackcheck iii) June19–June22structuralbackcheck JulieScanlonaskedaboutthecurrentoverbudgetissue.JoelexplainedSMFCSDiscurrentlystilltryingtoovercome overbudgetissuebymeetingwitharchitectsattemptingtovalueengineerplanstoreducecostsinorderto overcomeoverbudgetissue.CarolynChowwentontofurtherexplainthatInJanuarytherewasaseriesofvalue engineeringitemspresentedtotheschoolboard.Anditwasdecidedinthelastschoolboardmeetingtowaituntil estimatedcostscomethroughbeforeharddecisionsaremadeonvalueengineeringitemsthatwerepresentedtothe board.BidsfromsubcontractorshavecomeinsincelastJanuaryschoolboardpresentation.Mostlikelythenext presentationofestimatedcostswillbepresentedtotheschoolboardinMay.Atthatpointtheboardwillbecompare valueengineeringitems,andestimatedcostsinordertomakedecisionsonvalueengineeringitemsinordertomake upthedifferenceinthebudgetandtheimpactsandconsequencesofeachvaluedengineeringitems. 10) AbbottMiddleSchoolModernizationͲ(JoelpresentedadiagramandpicturesofAbbottMiddleschooldetailing themodernizationproject) a) ReͲpurposingroomsintheexistinggym,library,staff b) Lounge,mechanicalwork c) DSAplancheckreview&bidding i) DSAsubmittal–24January2018 ii) DSAapproval–30April,2018 iii) BidAdvertisements–3May&8May,2018 iv) BidWalks–9May&16May2018 v) BidOpening–29May2018 vi) BOARDAPPROVAL–7JUNE2018
1170ChessDrive BoardofTrustees FosterCity,California94404 650.312.7700Tel KennethChin,NoeliaCorzo,RebeccaHitchcock,AudreyNg,SharaWatkins 650.312.7779 Fax Superintendent www.smfcsd.net JoanRosas,Ed.D.
11) BorelMiddleSchool–Increment1isSiteWorkGrading.Increment2ismodularbuildings.Increment3isGym Building. (JoelpresentedadiagramandpicturesofBorelMiddleschooldetailingthemodernizationproject) i) Increment1Ͳsitework/gradingportion,increment2 ii) Modularbuildings,increment3–gymbuilding (1) DSAsubmittalincrement1–2February2018 (2) DSAsubmittalincrement2–18April2018 (3) DSAsubmittalincrement3–appointmentscheduledfor23May2018 (4) DSAcommentshavebeenreceivedforincrement1 iii) MajorityofDSAcommentscamefromaccesscompliance (1) Verificationofexistingpathoftravel (2) Verificationoftoiletroomaccessibilityonpathoftravel 12) BaysideGymnasium i) DSAsubmission ii) SecondweekofMay2018–submittoDSA iii) DSAreview–endofOctober(anticipateddate) iv) DSAapproval–lateNovember2018(anticipateddate) JulieScanlonexpressedconcernoverifthecityhasalreadyagreedwiththespecificlocationofthe GymnasiumBuilding.Joelexplained,althoughaformalagreementwiththecityhasyettobeenreached, therehavebeencloseddoorconversationswiththecityandthecityisindicatingthattheyagreethatthe proposedsiteisthebestandmostlogicallocationfortheGymnasiumbuildingandthatriskislowin spendingtimeandeffortwithplanning.
13) QuestionsandComments a) JulieScanlonaskedifanyofthe3Gymnasiumbuildingshavebeenbidyet.JoelexplainedtheBayside GymnasiumwassubmittedtoDSAMay1st,andtheother2Gymnasiumbuildingsarestillindesignphase andwewillbeseeingbidsfortheothernewGymnasiumsintheFall. b) JuliealsoaskedhowtheArchitectandestimatorfeelabouttherealityofbudgets.Joelexplainedwearestill invalueengineeringprocessthatwouldnotaffectDSAreview. i) Juliesuggested,sincethe3Gymnasiumsarenearlyidenticalstructuresthatinsteadofevaluatingeach buildingforvalueengineeringwoulditbepossibletoevaluateonebuildingandapplythemtothe other2inordertosaveontimeandmoney.Joelagreedthereisabalancetobestruckbetween identifyingvalueengineeringitemsandconferringwitheachschooltoensureeachGymnasiumfulfills theneedsofeachschoolsite. 14) SetFieldTripDate–DatewassetforAugust9,2018@9amandmeetattheDistrictOffice 15) SetnextCBOCMeeting–NextMeetingsetforJuly31,2018@6:30pm
16) FutureAgendaItems a) AdvertisefornewCBOCmembersforbothMeasureXandMeasureL b) Ifthereisn’tenoughmembersforbothMeasureXandMeasureL,wewilldiscusscombiningMeasureX andMeasureLcommitteemembersandmeetings.Thereaftertheboardwillbeabletocometoa resolutioncombiningthe2committeesandmeetings. Meetingadjourned@7:15pm 1170ChessDrive BoardofTrustees FosterCity,California94404 650.312.7700Tel KennethChin,NoeliaCorzo,RebeccaHitchcock,AudreyNg,SharaWatkins 650.312.7779 Fax Superintendent www.smfcsd.net JoanRosas,Ed.D.