Measures S and T
Citizens’ Oversight Committee
Minutes 2002-2003 school year

June 23, 2003
May 19, 2003
April 28, 2003
March 24, 2003
February 24, 2003
January 27, 2003
December 9, 2002
October 28, 2002
September 23, 2002
August 26, 2002
July 15, 2002
June 24, 2002

Eureka City Schools

Citizens Oversight Committee Meeting

June 23, 2003

Marshall Resource Center

MINUTESCitizens Oversight Committee

Melinda Ciarabellini, Marge Custis, Larona Farnum, Kurt Kramer, Fred Nelson, Susan Seaman, Liana Simpson, Ken Skaggs

Absent: Bob MarinoStaff

Shirley Le Roux, Jerry Johnson, Mike McKay, Bruce Slightom

The meeting commenced at 4:37 pm. by Chairman Skaggs.

I. WELCOME AND INTRODUCTIONS

II. ADJUSTMENTS TO THE AGENDA

None

III. APPROVAL OF MINUTES

It was M/S by Custis / Simpson to approve the May 19, 2003 minutes. Citizens Oversight Committee: ayes: 5, noes: 0, absent: 4. (Larona Farnum, Kurt Kramer, and Fred Nelson were absent for this portion of the meeting.) Motion carried.

IV. PUBLIC COMMENTS

None

V. TOUR OF MARSHALL FACILITY

Citizens Oversight Committee members toured this facility (15 minute tour).

VI. SUB-COMMITTEE AND STAFF REPORTS

A. Project Manager Proposals (Select Committee Representatives)

To date, nineteen (19) proposals have been sent to interested firms. The bid proposals are due on July 10, 2003. The Selection Committee will meet on Monday, July 14, 2003, in Johnson’s office. Marge Custis and Susan Seaman volunteered to serve on this committee.

B. Architect / Engineer Progress Reports

LPA, Inc. spent two days at the District Office attending Bond Committee meetings. There are five bond committees at this time; the High School, Middle School, Kitchen, Technology and Steering . Jim Scott, Mike McKay, Bruce Slightom and Jerry Johnson are meeting with Matson & Vallerga Architects, Inc. every week to outline staging of projects for the Elementary Bond project.

C. Updated List of Summer Projects

An updated list of summer bond projects was distributed. The projects are:

1) New Classroom Casework (Lafayette, Grant, Washington, Zane & Winship)

2) Concrete Foundation Work (Relocatables @ Lafayette & Washington)

3) Reroofing Work (Lafayette)

4) New Exterior Siding (Lincoln)

5) Reroofing Work (Corporation Yard)

6) Assess Condition of Existing Sewer Lines (All Sites including Albee Stadium)

D. Financial Status of Bond Expenditures

Jerry Johnson distributed a printout of current bond expenditures.

VII. ACTIONS ITEMS

None

VIII. INFORMATION / DISCUSSION ITEMS

A. Committee’s Reporting Process to the Public

The Committee shall at least annually issue regular annual reports of the results of its activities. As stated in the minutes of May 19, 2003, the Committee will work on the report in August and finalize the report in September. Per Jim Scott, the annual meeting with the School Board can be scheduled on October 15, 2003 at 4:30 p.m. The Board would receive the report at the evening meeting by Chairman Skaggs followed by a press conference on the morning of October 16, 2003.

B. Schedule Remaining School Site Visits

Consensus of all members present is to postpone any future visits to schools sites (the two remaining were Winzler Children’s Center and a return visit to Eureka High School).

IX. FUTURE AGENDA ITEMS

None

X. ADJOURNMENT

Chairman Skaggs adjourned the meeting at 6:06 p.m.

Meeting summary submitted by: Shirley Le Roux

Meeting Summary reviewed by:

Jerry Johnsonc: Governing Board Members

Eureka City Schools

Citizens Oversight Committee Meeting

May 19, 2003

Board Room

MINUTESCitizens Oversight Committee

Melinda Ciarabellini, Marge Custis, Larona Farnum, Bob Marino, Fred Nelson, Susan Seaman, Liana Simpson, Ken Skaggs

Absent: Kurt KramerStaff

Shirley Le Roux, Sheldon Reber, Jim Scott, Bruce Slightom

The meeting commenced at 4:30 pm. by Chairman Skaggs.

I. WELCOME AND INTRODUCTIONS

II. ADJUSTMENTS TO THE AGENDA

None

III. APPROVAL OF MINUTES

It was M/S by Custis / Marino to approve the April 28, 2003 minutes. Citizens Oversight Committee: ayes: 5, noes: 0, absent: 4. (Melinda Ciarabellini, Larona Farnum and Liana Simpson were absent for this portion of the meeting.) Motion carried.

IV. PUBLIC COMMENTS

None

V. SUB-COMMITTEE AND STAFF REPORTS

A. Project Manager Proposals

The final draft for the Project Management Firm proposals is complete. Steve Hartsell, Legal Counsel will review this final draft. Upon completion of his review, the proposal will be mailed.

B. Architect / Engineer Progress Reports

LPA, Inc. will be here on May 29 and 30, 2003. They will tour the sites with Slightom and meet with Bond Committees.

C. Projects Underway this Year / Summer

Slightom and Scott will meet with Pete Vallerga, Matson & Vallerga Architects, Inc. on May 21, 2003 to outline “kick off” meeting for Elementary Bond Project. Projects scheduled for summer are; Lincoln siding project, placement of Lafayette / Washington relocatable classrooms, and Lafayette reroofing .

D. Financial Status of Bond Expenditures

This item was tabled.

VI. ACTIONS ITEMS

None

VII. INFORMATION / DISCUSSION ITEMS

A. Committee’s Reporting Process

Citizens Oversight Committee’s annual report should be issued to the community in the fall. The committee will work on the report in August and finalize the report in September.

B. Annual Joint Meeting with School Board

Per Scott, the annual meeting with the School Board can be scheduled on October 15, 2003 at 4:30 p.m. The Board would receive the report at the evening meeting by Chairman Skaggs followed by a press conference on the morning of October 16, 2003.

C. Project Labor Agreements – Cost Implications

This item was not discussed (per Scott, the Board is not interested).

D. Schedule Remaining School Site Visits

The next meeting scheduled for June 23, 2003 will be held at the Marshall Resource Center. A tour will be conducted at that site.

It was M / S by Simpson / Ciarabellini to meet in June and August and eliminate the July meeting. Citizens Oversight Committee: ayes 8, noes 0, absent 1. Motion carried.

VIII. FUTURE AGENDA ITEMS

O Updated List of Summer Projects

IX. Adjournment

Chairman Skaggs adjourned the meeting at 5:52 p.m.

Meeting summary submitted by: Shirley Le Roux

Meeting Summary reviewed by: James W. Scott

c: Governing Board Members

Eureka City Schools

Citizens Oversight Committee Meeting

April 28, 2003

Worthington Elementary School

MINUTES

Citizens Oversight Committee

Melinda Ciarabellini, Marge Custis, Larona Farnum, Kurt Kramer, Bob Marino, Susan Seaman, Liana Simpson, Ken Skaggs

Absent: Fred Nelson

Guest: Marcel van Dissel, Information Technology Manager

Staff Jerry Johnson, Shirley Le Roux, Mike McKay, Sheldon Reber, Bruce Slightom

Audience Participation

None

The meeting commenced at 4:37 p.m. by Chairman Skaggs.

I. Welcome and Introductions

Marcel van Dissel, Information Technology Manager, Eureka City Schools, was introduced to the group.

II. Adjustments to the Agenda

Addition to the Agenda: Hazardous Materials RFP

Hazardous Materials RFP: The District has received three (3) RFPs for services to review current records and identify any other hazardous materials that may be impacted by the planned renovation work. Johnson asked for volunteers to participate in the scoring of the firms. Kramer and Marino volunteered their time to this project.

III. Approval of Minutes

It was M / S by Custis / Farnum to approve the March 24, 2003 minutes. Citizens Oversight Committee: ayes 8, noes 0, absent 1. Motion carried.

IV. Public Comment

None

V. Tour of Worthington Elementary School

Citizens Oversight Committee members toured this site. The tour was completed in 27 minutes. The main building (20,658 sq. ft.) was built in 1955. There is approximately 51,135 sq. ft. of paving. The heaters were replaced in 1980 and the main roof replaced in 1985. Worthington needs are: roof, overhangs, water system, kitchen plumbing-grease trap, floor tile, restrooms, heaters, electrical, windows, paving, and remove two portables.

VI. Sub-Committee and Staff Reports

A. District-wide Student Information System

The District s current student information system is outdated, no longer actively supported by the vendor, and at risk of failure. A task force led by Kim Kellenberg has researched and reviewed ten student information systems and recommends PowerSchool. This system will cost $300,000 to be paid from bond funds. Marcel van Dissel gave an overview of PowerSchool.           

B. Project Manager Proposal

The Board approved the RFP for a Project Management Firm (as opposed to an RFP for a Project Manager). This RFP should be out by the end of this week.

C. Architect / Engineer Progress Report

The Architect / Engineer Agreements for both the elementary and middle / high school bond projects were approved by the Board on April 2, 2003. Johnson distributed a revised list of reimbursable expenses from LPA, Inc. He also distributed a Proposed Project Schedule from LPA, Inc. Matson & Vallerga Architects, Inc. will be asked to provide a similar schedule.

D. Projects Underway this Year

No discussion.

E. Financial Status of Bond Expenditures

No additional expenditures to report at this time.

VII. Action Items

None

VIII. Information / Discussion Items

A. Committee s Reporting Process

No discussion.

B. Annual Joint Meetings with School Board

No discussion.

C. Project Labor Agreements - Cost Implications

Chairman Skaggs distributed a BHI Policy Study on The Effects of Project Labor Agreements in Massachusetts. No discussion.

D. Schedule Remaining School Site Visits (Marshall, Winzler Children s Center and a return visit to Eureka High School)

No discussion.

The above items not discussed will be put on the next agenda.

IX. Future Agenda Items

None

It was M / S by Custis / Marino to schedule the next Citizens Oversight Committee meeting on May 19, 2003. Ayes: 8 , Noes: 0 , Absent: 1 . Motion carried. This meeting will be held at 4:30 p.m in the District Office Ann Elliott Resource Center.

X. Adjournment

Chairman Skaggs adjourned the meeting at 6:13 p.m.

Meeting summary submitted by: Shirley Le Roux

Meeting summary reviewed by:

Jerry Johnson, Chief Business Official

c: Governing Board Members

Eureka City Schools

Citizens Oversight Committee Meeting

March 24, 2003

Washington Elementary School

MINUTES

Citizens Oversight Committee

Melinda Ciarabellini, Marge Custis, Kurt Kramer, Bob Marino, Fred Nelson, Susan Seaman, Ken Skaggs

Absent: Larona Farnum, Liana Simpson

Guest (for tour only): Paul Gossard, Principal, Washington Elementary School

Staff Jerry Johnson, Shirley Le Roux, Mike McKay, Sheldon Reber, Jim Scott, Bruce Slightom

Audience Participation

None

The meeting commenced at 4:35 pm. by Chairman Skaggs.

I. Welcome and Introductions

II. Adjustments to the Agenda

None

III. Approval of Minutes

It was M/S by Custis / Nelson to approve the February 24, 2003 minutes. Citizens Oversight Committee: ayes: 6, noes: 0, absent: 3. (Susan Seaman was absent for this portion of the meeting.) Motion carried.

IV. Public Comment

None

V. Tour of Washington Elementary School

Citizen Oversight Committee members toured this site accompanied by Paul Gossard, Principal. The tour was completed in 34 minutes.

VI. Sub-Committee and Staff Reports

A. Project Manager Proposal

Project Manager Proposal will be on the Board agenda for April 2, 2003, under Discussion / Action. Both of our architects are in the process of reviewing this document.

B. Architect / Engineer Progress Report

The Architect / Engineer Agreements for both the elementary and middle / high school bond projects will be on the Board agenda for April 2, 2003, for approval under Consent.

C. Financial Status of Bond Expenditures

No additional expenditures to report at this time.

VII. Action Items

None

VIII. Information / Discussion Items

A. List of Bond Projects

(see item B below)

B. List of Summer Projects

A list of “Spring and Summer Projects 2003” was distributed for review. Some of the projects listed were identified as bond projects (paid for out of bond funds).

C. Committee’s Process of Information Dissemination

Sheldon Reber shared his process of information dissemination with committee members. He distributed a handout listing numerous fields of information on our website for access by the public. He stated that the Citizens Oversight Committee had their own page; minutes are posted (Skaggs suggested the agenda also be posted). Reber mentioned a sign will be posted at each school site regarding bond projects in progress.

D. Annual Joint Meetings with School Board

The consensus of the committee is to schedule an annual joint meeting with the School Board in the fall. Scott suggested the committee think of a time to meet and then he will discuss with Joyce Hayes and Judy Anderson at “agenda review”. Scott views this meeting as an opportunity to be in the same room around the same table together and an opportunity for the Board to ask questions.

E. Schedule Remaining School Site Visits

The April 28, 2003 meeting will be held at Worthington Elementary School (in the library) and a tour will be conducted at that site. If any committee member has a desire to tour the Corporation Yard, call Bruce Slightom at extension 507.

IX. Future Agenda Items

1. Citizens Oversight Committee’s Report Process

2. Project Labor Agreements

3. Scheduling Remaining School Site Visits (Marshall, Winzler Children’s Center, and a return visit to Eureka High School)

X. Adjournment

Chairman Skaggs adjourned the meeting at 6:04 p.m.Meeting summary submitted by: Shirley Le Roux

Meeting Summary reviewed by: James W. Scott

c: Governing Board Members

Eureka City Schools

Citizens Oversight Committee Meeting

February 24, 2003

MINUTESCitizens Oversight Committee

Melinda Ciarabellini, Marge Custis, Larona Farnum, Kurt Kramer, Bob Marino, Fred Nelson, Susan Seaman, Liana Simpson, Ken Skaggs

Absent: None

Staff Jerry Johnson, Shirley Le Roux, Mike McKay, Sheldon Reber, Jim Scott, Bruce Slightom

Audience Participation None

The meeting commenced at 4:34 p.m. by Chairman Skaggs.

I. Welcome and Introductions

II. Adjustments to the Agenda

Item IV. B. Tour Administration Building was moved to the beginning of the meeting (tour conducted at 4:40 p.m.)

Scott recommended that the public comment be limited to three (3) minutes.

Reber distributed Principal for a Day forms for any members interested in experiencing a typical day at a school site.

III. Approval of Minutes

It was M / S by Simpson / Custis to approve the January 27, 2003 minutes with the following addition: Item V. A. Architect / Engineer Proposals (add the word Eureka when referring to Matson & Vallerga Architects, Inc.; i.e. the Eureka firm of Matson & Vallerga Architects, Inc.......). Citizens Oversight Committee: ayes 8, noes 0, absent 0, abstain 1 (Seaman). Motion carried.

IV. Public Comment

None

V. Sub-Committee and Staff Reports

A. Project Manager Proposals

The fourth draft of the Project Manager Proposals should be completed this week. The architects will review this draft. It will be approximately two months before we hire a Project Manager. McKay has included the Labor Compliance Plan in his draft document for the Project Manager.

B. Architect / Engineer Progress Report

Johnson has been working with LPA, Inc. to reduce their expenses. Presently, the final drafts for the Architect Agreement are being reviewed.

C. Financial Status of Bond Expenditures

No additional expenditures to report at this time.

D. Facilities Utilization Plan Update

No changes or additions to this item.

VI. Action Items

None ( Scott stated that action items for this committee will be limited.)

VII. Information / Discussion Items

A. Schedule Remaining School Site Visits

The March 24, 2003 meeting will be held at Washington Elementary School and a tour will be conducted at that site.

B. Tour Administration Building

The tour of the Administration building was moved to the beginning of the meeting - tour conducted at 4:40 p.m.

VIII. Future Agenda Items

1. List of Bond Projects

2. List of Summer Projects

3. Committee s Process of Information Dissemination

4. Discuss Annual Joint Meetings with Citizens Oversight Committee and Board

IX. Adjournment

Chairman Skaggs adjourned the meeting at 6:03 p.m.

Meeting summary submitted by: Shirley Le Roux

Meeting summary reviewed by:

James W. Scott, Superintendent

Eureka City Schools

Citizens Oversight Committee Meeting

January 27, 2003

MINUTES

Citizens Oversight Committee

Melinda Ciarabellini, Marge Custis, Larona Farnum, Kurt Kramer, Fred Nelson, Liana Simpson, Ken Skaggs

Absent: Bob Marino, Susan Seaman

Staff Jerry Johnson, Shirley Le Roux, Sheldon Reber, Bruce Slightom

Audience Participation None

The meeting commenced at 4:40 p.m. by Co-Chairman Simpson

I. Welcome and Introductions

II. Adjustments to the Agenda

None

III. Approval of Minutes

It was M / S by Nelson / Custis to approve the December 9, 2002 minutes. Citizens Oversight Committee: ayes 6, noes 0, absent 3, (Skaggs was absent for this portion of the meeting). Motion carried.

IV. Public Comment

None

V. Sub-Committee and Staff Reports

A. Architect / Engineer Proposals (Kramer / Ciarabellini / Johnson)

The committee to select an Architect / Engineer unanimously agreed to recommend the firm of Matson & Vallerga, Inc. for School Facilities Improvement District No. 1 General Obligation Bond for construction and modernization projects for District elementary sites. Two firms were selected to make presentations on January 16, 2003, Aspen Architects, Inc. and LPA, Inc. The committee agreed to recommend the firm of LPA, Inc. for Middle and High School General Obligation Bond for construction, modernization, and seismic retrofit projects. The District s Governing Board of Education awarded these projects to the above firms at their meeting held on January 22, 2003. Johnson thanked Ciarabellini and Kramer for all their time and support in this process.

B. Project Manager Status (Johnson)

The Request for Proposal for the Project Manager has commenced with the assistance of our newly acquired Architect / Engineer firms.

C. Financial Status of Bond Expenditures (Johnson)

No additional expenditures to add since reporting at the last meeting. The School Facilities Improvement District No. 1 General Obligation Bond for Elementary Sites expenditures total $38,000 (contract services). The Middle and High School General Obligation Bond expenditures total $16,000 (contract services).

D. Facilities Utilization Plan Update

Scott is working on an initial plan for placement of Worthington students. The Worthington site will be used as a transition site for students during modernization / construction at their schools.

VI. Action Items

None

VII. Information / Discussion Items

A. Impact of Worthington Closure on Bond Project (Scott / Johnson)

This item was discussed under Item D above.

B. Remaining School Sites to Visit

Remaining school sites to visit are; Washington, Worthington, Marshall, Administration, Winzler Children s Center, Corporation Yard and a return visit to Eureka High School. The committee will tour the Administration site at their next meeting in February. Scheduling of other sites will be done at the next meeting (bring your calendars).

C. Committee Rules

Committee Rules reviewed were:

Ý Meetings will be the 4th Monday of each month from 4:30 -

6:00 p.m. (90 minutes).

Ý Meeting quorum will consist of five (5) members.

Ý Follow Robert s Rules of Order and the Brown Act.

Ý Agenda items should be sent to the Chairman one (1) week prior to the meeting.

Ý Financial Status Report given at each meeting.

Ý Committee members shall not be permitted to talk with news media.

Ý Public comments shall be limited to five (5) minutes per speaker.

VIII. Future Agenda Items

(1) Citizens Oversight Committee Members / Tour of Administration Site

(2) Schedule Remaining School Site Visits (bring your calendars)

Washington, Worthington, Marshall, Winzler Children s

Center, Corporation Yard, (return visit to Eureka High School)

IX. Adjournment

Chairman Skaggs adjourned the meeting at 5:50 p.m.

Meeting summary submitted by: Shirley Le Roux

Meeting summary reviewed by:

Jerry Johnson, Chief Business Official

Eureka City Schools

Citizens Oversight Committee Meeting

December 9, 2002

MINUTES

Citizens Oversight Committee

Melinda Ciarabellini, Marge Custis, Larona Farnum, Bob Marino, Fred Nelson, Susan Seaman, Liana Simpson, Ken Skaggs

Absent: Kurt Kramer

Staff James W. Scott, Jerry Johnson, Shirley Le Roux, Sheldon Reber, Bruce Slightom, Mike McKay

Audience Participation Mrs. Butler

The following materials were distributed:

1) A publication from Howard Jarvis, Taxpayers Association, regarding Accountability in Government Debt.

The meeting commenced at 4:30 p.m.

I. Welcome and Introductions

II. Adjustments to the Agenda

Addition of State Budget News - Scott

III. Approval of Minutes

Chairman Skaggs asked that the names of the public attending this meeting be added to the minutes. It was M / S by Custis / Farnum to approve the October 28, 2002 minutes. Citizens Oversight Committee: ayes 6, noes 0, absent 3, (Marino and Seaman were absent for this portion of the meeting). Motion carried.

IV. Public Comment

None

V. Sub-Committee and Staff Reports

A. Architect / Engineer Proposals (Kramer / Ciarabellini / Johnson)

Ciarabellini stated that the committee to select an Architect / Engineer met and made their recommendations. Johnson responded with the following: 1) reference phone calls were being made to firms involved, 2) Steve Hartsell, Legal Counsel, HCOE, was in the process of reviewing the RFP, and 3) the RFP should be out by the end of this week, with a 14 day turn around.

B. Construction Manager Status (Johnson)

Johnson stated that Dan Santo, California Financial Services, and Steve Hartsell recommend that we hire a Project Manager not a Construction Project Manager . There is a local firm interested in this RFP that comes highly recommended, Lars Fredrickson . Chairman Skaggs pointed out that the minutes from the last meeting of the COC stated the Project Manager RFP s would be due in the District office by December 13, 2002. Johnson said this date has changed, and the RFP would be ready for Board approval at their first meeting in January.

C. Financial Status of Bond Expenditures (Johnson)

Reported by Johnson: No additional expenditures to add since reporting at the last meeting. He did negotiate with John Hartenstein, Orrick, Herrington & Sutcliffe, and was able to reduce his total fee by $30,000. To date expenditures remain around $40,000.

D. Facilities Utilization Plan Update (Scott)

Scott discussed the Facility Utilization Plan. He said he would make a recommendation to the Board at their meeting Wednesday night to consolidate 7 elementary sites to 6 and name the school. He will also present a scenario to the Board to further consolidate from 6 elementary sites to 5. Once decisions are made we will look at all the projects at the elementary sites to determine what their long-term permanent needs will be. Prioritization of projects will also change with the consolidation of sites.

State Budget News: Scott reported on the State budget shortfall. The Governor may be asking for a national 4% reduction in operating costs for schools, which could be as much as $2,000,000 to our District over the next two years.

VI. Action Items

None

VII. Information / Discussion Items

A. Review Oversight Committee s Operating Guidelines (Skaggs)

Citizens Oversight Committee members reviewed their operating guidelines. They will make a formalized listing of standing rules for the committee; i.e. a quorum will consist of 5 members. This item will be discussed further at the next meeting.

Simpson asked Johnson to research the legal implications for members serving on this committee.

Note: Several pages from Farnum s binder were missing; Le Roux will provide her with a new complete binder.

B. Accountability in Government Debt - the Los Angeles Schools Oversight Committee Experience (Nelson) This article distributed by Nelson was briefly discussed by the Citizens Oversight Committee members.

C. Remaining School Sites to Visit

Remaining school sites to visit are: Washington, Worthington, Marshall, Administration, Winzler Children s Center, Corporation Yard and return visit to Eureka High School. It was M / S by Simpson / Custis to schedule another four hour site survey time in January to tour Washington, Worthington, Winzler Children s Center and any of the other sites for which we have time.

Citizens Oversight Committee: ayes 8, noes 0, absent 1 (Kramer) Motion carried.

The Citizens Oversight Committee members will tour Administration at their next meeting scheduled for January 27, 2003. D. Overview of District Safety Policy Related to Property / Equipment Maintenance / Replacement (Nelson)

Since the school measures S & T addressed safety, Nelson asked the District staff to review the following:

- Comprehensive safety plan for the District.

- Employee safety and general safety issues.

- Traffic safety at the school sites.

- Student safety.

- Playground safety.

- Fire safety (i.e. fire drills).

- The School District is governed by OSHA.

E. Review Facility Tour (Scott) - This item was not discussed.

VIII. Future Agenda Items

None added to the agenda at this meeting. Skaggs asked that members e-mail him with any items to be added to future meeting agendas.

IX. Adjournment

Chairman Skaggs adjourned the meeting at 6:16 p.m.

Meeting summary submitted by: Shirley Le Roux

Administrative Assistant / COC

Meeting summary reviewed by:

James W. Scott, Superintendent

Eureka City Schools

Citizens Oversight Committee Meeting

October 28, 2002

MINUTES

Citizens Oversight Committee

Melinda Ciarabellini, Marge Custis, Larona Farnum, Kurt Kramer, Bob Marino, Fred Nelson, Susan Seaman, Liana Simpson, Ken Skaggs

Staff James W. Scott, Jerry Johnson, Shirley Le Roux, Sheldon Reber, Bruce Slightom, Mike McKay

The following materials were distributed:

1) A memorandum written to Jim Scott from Jerry Johnson regarding Architect / Engineering and Construction Project Manager Timelines

2) Facility Utilization Plan Update

The meeting commenced at 4:35 p.m.

I. Welcome

It was M / S by Custis, Nelson to approve the September 23, 2002 minutes. Citizens Oversight Committee: ayes 8, noes 0, absent 1, (Kramer was absent for this portion of the meeting). Motion carried.

II. District Update

Eureka High School Pool: The Eureka High School pool contractor will be removing the caulking material and replacing it with a new caulking. The caulking will cure for seven days. The pool will be filled and opened for use by Monday, November 11, 2002. The net cost for operation of the pool is unknown at this time. After the pool is used for two to three months, an evaluation of the costs to maintain the pool can be performed. The original cost of this project was estimated between $160,000 and $200,000. The actual cost to retrofit the pool was $350,000.

III. Old Business

Remaining School Site Visits: Remaining school sites are Grant, Worthington, Lincoln, Alice Birney, Jacobs, Marshall and Washington. Committee members will visit sites on Wednesday, November 13, 2002, from 2:30 to 5:30 p.m. All members will meet at the District Office at 2:30 p.m.

Visits to Other Schools in the Area: This item has been tabled.

Architect Proposals for Seismic: The firm LPA of Sacramento will be at the District Office on October 29, 2002, at 10:00 a.m. to visit Eureka High School. (Attached is a summary of interest.) Project Manager Criteria: The Request for Qualifications (RFQ) for the Project Manager is being reviewed by our legal counsel (Steve Hartsell, HCOE). Steve has a background in facilities and laws pertaining to construction. The timeline follows:

Nov. 8 RFQ finalized and released.

Nov. 22 RFQ s due by 4:00 p.m.

Nov. 29 RFP finalized and sent to qualified firms selected from the RFQ process.

Dec. 13 RFP s due by 4:00

Dec. 20 Construction Project Manager selected and process initiated to secure services.

Architect / Engineering: The Request for Qualifications for the Architect / Engineering have been received and a committee assigned to review (Jerry Johnson, Bruce Slightom, Mike McKay, Melinda Ciarabellini, and Kurt Kramer). The timeline follows:

Oct. 29 RFQ evaluation and scoring meeting.

Nov. 8 Final list of qualified firms established and determination of firms

for the RFP process.

Nov. 22 RFP finalized and sent to qualified firms selected from the RFQ process.

Dec. 20 RFP s due by 4:00 p.m.

Early January Architect / Engineering firm selected and process initiated to secure services.

IV. New Business

Facility Utilization Plan

Eureka City School District sites continue to experience declining enrollment. Four schools hover around the 200 mark. Declining enrollment, uncertainty of fiscal situations in the State and use of a campus to house students during the Bond construction all factor into the need to consolidate from seven campuses to six or seven campuses to five.

Board meetings are scheduled as follows:

November 6 Fiscal and operational considerations

November 20 Programmatic considerations

December 11 General considerations

December 18 (If appropriate) Board will direct staff to prepare

recommendation on specific site(s)

January Board decision made at regular meeting

It was M / S by Ciarabellini, Farnum to publicize the support of Proposition 47 by the Citizens Oversight Committee.

Citizens Oversight committee: ayes 9, noes 0, absent 0. Motion carried.

Establish Monthly Measure S & T Bonds Expenditure Report by Staff to the Committee:

The format for a simplified expenditure report providing financial data from Bond money was discussed. Skaggs will meet with Johnson to further discuss this item.

V. Other

The next meeting of the Citizens Oversight Committee will be held on Monday, December 9, 2002, at 4:30 p.m. in the District Office Board Room.

VII. Adjournment

Chairman Skaggs adjourned the meeting at 6:22 p.m.

Meeting summary submitted by: Shirley Le Roux

Administrative Assistant / COC

Meeting summary reviewed by:

James W. Scott, Superintendent

Eureka City Schools

Citizens Oversight Committee Meeting

September 23, 2002

MINUTES

Citizens Oversight Committee

Larona Farnum, Marge Custis, Melinda Ciarabelli, Kurt Kramer, Bob Marino, Fred Nelson, Susan Seaman, Liana Simpson, Ken Skaggs,

Staff James W. Scott, Jerry Johnson, Shirley Le Roux, Sheldon Reber, Mike McKay, Valerie Gardner

The following materials were distributed:

1) A letter written to Eureka City Schools Employees from Jim Scott.

2) Sample RFQ for Project Management Services

The meeting commenced at 4:30 p.m.

I. Welcome

II. District Update

Beginning of School Year: The letter written to Eureka City Schools Employees from Jim Scott was reviewed by the Citizens Oversight Committee Members. This letter shared many positives as well as uncertain news of enrollment trends. The history of ECS enrollment was reviewed. COC members were told that the District was clearly at an impasse with the teacher s union but hoped for a resolution with mediation scheduled for October 1, 2002.

Eureka High School Pool: The Eureka High School pool has been closed due to a problem with the joint system between the gutter and the pool deck. The caulking material is soft and sloughing into the water. The contractor responsible for the work will be here on September 30, 2002, to address this problem. Once the caulking is replaced, the cure time is seven days. The grand opening which was scheduled for September 25, 2002, from 5:30 - 6:00 p.m., with a free public swim from 6:00 - 8:00 p.m., has been cancelled. The Eureka High School Pool Committee is in the process of working out an agreement for use of the pool.

III. Committee Business

Process to Select a Chair:

It was M / S by Custis, Marino to elect Ken Skaggs as Chair for the Citizens Oversight Committee.

Citizens Oversight Committee: ayes 9, noes 0, absent 0. Motion carried.

It was M / S by Farnum, Kramer to elect Liana Simpson as Vice-Chair for the Citizens Oversight Committee.

Citizens Oversight Committee: ayes 9, noes 0, absent 0. Motion carried.

It was M / S by Marino, Nelson to recommend a quorum of 6 members (Marino amended his recommendation to a quorum of 5 members).

Citizens Oversight Committee: ayes 9, noes 0, absent 0. Motion carried.

IV. Discuss Potential Visitations

Visitations to Pacific Union and Sunset School were discussed. COC members stated they wanted to visit all Eureka City Schools sites (remaining sites - Grant, Worthington, Lincoln, Alice Birney, Jacobs, Marshall and Washington). Scott will work with Skaggs on possible dates for these visitations. COC members requested copies of site maps for each school. (Copies enclosed with minutes.)

V. Project Manager Criteria

Project Manager criteria was reviewed. We are in the process of sending out a Request For Proposal. Another sample of project manager specifications is enclosed for information and review.

VI. Architect Proposals for Seismic

Eureka City Schools Governing Board approved a proposal from LPA, Inc. for a Facility Hardship Study at the high school on September 18, 2002. Staff from the firm will schedule a site visit within two to three weeks. Johnson will try and coordinate the visit with the next COC meeting. Their study will take approximately eight weeks to complete.

VII. Open

The District received four RFQs from architects responding to the SFID General Obligation Bond for Elementary Schools and four RFQs from architects responding to the General Obligation Bond for Middle and High Schools. The review committee will consist of the following: Jim Scott, Jerry Johnson, Bruce Slightom, Mike McKay, and two members from the Citizens Oversight Committee. Kurt Kramer and Melinda Ciarabelli volunteered their services.

Proposition 47, bonds to construct and modernize public education facilities, was discussed.

The next meeting of the Citizens Oversight Committee will be held on Monday, October 28, 2002, at 4:30 p.m. in the District Office Board Room.

VIII. Adjournment

Chairman Skaggs adjourned the meeting at 6:04 p.m.

Meeting summary submitted by: Shirley Le Roux

Administrative Assistant / COC

Meeting summary reviewed by:

James W. Scott, Superintendent

Eureka City Schools Board of Education and the Citizens Oversight Committee

Special Meeting

August 26, 2002

MINUTESBoard of Education

Present: Joyce Hayes, Judy Anderson, Fran Taplin, Lisa Pace, John Fullerton

Absent: None

Citizens Overnight Committee

Present: Larona Farnum, Marge Custis, Liana Simpson, Ken Skaggs,

Melinda Ciarabelli, Fred Nelson

Absent: Kurt Kramer, Bob Marino, Susan Seaman

Staff James W. Scott, Jerry Johnson, Shirley Le Roux

Guests Mark Epstein, California Financial Services

The following materials were distributed:

_ copies of the Request for Statement of Qualifications for Architectural & Engineering Services and a list of architects who received this material

_ Eureka Unified School District 2002 G.O. Bond Post-Sale Summary prepared by California Financial Services

_ information regarding a Public Works Seminar

The meeting commenced at 4:40 p.m. with the Pledge of Allegiance.

Financial Report (Epstein)

Dan Santos and other employees from California Financial Services will work to obtain State money. This will require State Construction Bonds to pass in either November 2002 or March 2003. The General Obligation Bond (middle and high schools) is $32,000,000 + $11,500,000 in State money equals $43,500,000. The SFID Bond (elementary) is $10,600,000 + $5,000,000 in State money equals $15,600,000. The tax rate for the G.O. Bond is $49.93 and the tax rate for SFID Bond is $24.87. The interest rate for the first sale was estimated at 5.25% but came in at 4.93%. Each bond; G.O. Bond and the SFID will have two bond sales, one now and one in June 2004. If the State bond passes in November, the District will be in line as soon as we have plans drawn and submitted to the State Architect s office for approval. We could have State funding as soon as January 2004. The program we will qualify for is modernization. Overall, the District had a great sale! Governing Board and Citizens Oversight

Committee Meeting - August 26, 2002

Page 2Selection of Architectural Engineering Firm for EHS Seismic

Two bids have been received for the EHS Seismic project. The District is reviewing documents with legal counsel. Staff will make a recommendation to the Board at their next meeting.

Architectural Engineer Request for Qualifications - Each Bond

The main criteria for selection of a firm will be based on experience in dealing with like situations and the application process for obtaining funds from the State. The RFQ sent out for the General Obligation Bond and SFID Bond were basically the same. Selection criteria also includes utilization of local area firms in the projects. All questions from firms will be catalogued and all firms will receive copies of the questions / answers. RFQ s are due in the District Office on Tuesday, September 17, 2002 at 5:00 p.m. A selection committee will review the RFQ s.

Architectural Engineer Committee Members

The Selection Committee will be comprised of the following people; James Scott, Jerry Johnson, Bruce Slightom, Mike McKay, and two members of the Citizens Oversight Committee (who will report their findings to the other members of the Citizens Oversight Committee). The interviews will be limited to 90 minutes. This committee will make a recommendation to the Board in October.

Project Time Lines

_ Interview firms

_ Select a firm(s)

_ firm will draw plans (3 / 4 months)

_ plans will be submitted to State Architect s office for approval (2 / 3 months)

_ obtain bids (2 months)

_ as soon as plans are approved by the State Architect s office, the District would be in line for State funding General Questions and Answers

Questions regarding ways to communicate bond information to the public and comments:

_ provide information to the general public possibly right before property taxes...

_ provide something simple a quarterly mailer to the community...

_ graph & timeline for each bond project that shows progress (this is usually generated by the architect)...

_ need to develop ways to make sure that we inform the community of the specific role of the Citizens Overnight Committee members...

_ the District s web site will include progress of bond projects....

Governing Board and Citizens Oversight

Committee Meeting - August 26, 2002

Page 3Comments were made as follows:

_ the Citizens Oversight Committee members should visit all school sites...

_ in October, possibly visit a school in the modernization process and one in the demolition stage...

Questions regarding the audit:

_ The first audit of the bonds should be done as early as June 2003.

_ The audit can be paid for with bond funds.

Review Citizens Oversight Committee Role

The role of the Citizens Oversight committee is to:

_ Ensure bond funds are spent only on projects listed in the Bond project List and that no funds are used for salaries or general operating expenses.

_ Monitor progress of Bond projects.

_ Receive and review copies of the annual performance and financial audits of Bond projects as required by California State law (Proposition 39).

_ Provide information to the public on the progress of Bond projects and expenditures of Bond funds.

The Eureka City Schools Governing Board has voted to allow the Citizens Oversight Committee to be more involved at the advisory process.

Discuss Need for and Process to Hire Project Manager

After discussion, all agreed for the need to hire a project manager. The District will proceed with the process to hire a project manager.

The next meeting of the Citizens Oversight Committee will be held on Monday, September 23, 2002, at 4:30 p.m. in the District Office Board Room.

This meeting was adjourned at 6:15 p.m.

Meeting Summary submitted by: Shirley Le Roux

Administrative Assistant / COC

Meeting Summary reviewed by:

James W. Scott, Superintendent

CITIZENS' OVERSIGHT COMMITTEE MINUTES

July 15, 2002

I. Citizen Oversight Committee members in attendance:

Melinda Ciarabellini, Marge Custis, Larona Farnum, Kurt Kramer, Bob Marino, Fred Nelson, Susan Seaman, Liana Simpson

Absent: Ken Skaggs

District personnel in attendance:

James W. Scott, Jerry Johnson, Bruce Slightom, Mike McKay, Dan Pires

II. The Citizen Oversight committee toured facilities in order as follows; Winship Middle School, Lafayette Elementary School, Zane Middle School, Jefferson Elementary School and Eureka High School.

Winship Middle School: Reviewed site needs, inspected electrical power unit, library ceiling condensation, discussed ADA issues, and surveyed the proposed site of the multi-purpose-music-kitchen complex.

Lafayette Elementary School: Visited office area which will be renovated, walked through library which will be moved as part of new wing, inspected deterioration of window metal seals, considered portables that will be replaced including mobile home housing Special Education, and surveyed proposed site of new classroom wing which will include library.

Zane Middle School: Considered deterioration of blacktop, eves on breezeways, floors in cafeteria, and water damage in classroom. Several members expressed concern over grounds (lawns being dry-dead and full of weeds).

Jefferson Elementary School: Considerable discussion on ADA issues, and walked outside area where new construction is planned.

Eureka High School: Seismic issues in main building and gym. Visited pool which looked great....then we went to locker area which is in deteriorated condition.

General impressions were shared regarding the enormity of facility issues. Concerns expressed about the amount of money to adequately cover projects. Questions addressed if consideration was made of building a new high school with regard to wiser use of funds.

Citizen Oversight Committee

July 15, 2002

Page 2RFQ s were distributed with Facility Hardship Study Proposal

III. The next meeting is scheduled on August 26, 2002, at 4:30 p.m. in the District Office. This may be a joint meeting with the School Board. It was agreed that some time be set aside at each meeting to address a District issue; i.e. maintenance and operations or alternative education programs. The Committee felt it useful to have as much information about the District as possible because they are frequently asked questions in the community and want to respond factually.

Meeting summary submitted by:

James W. Scott, Superintendent

CITIZENS' OVERSIGHT COMMITTEE

June 24, 2002

I.Citizen Oversight Committee members in attendance:

Melinda Ciarabellini, Marge Custis, Larona Farnum, Kurt Kramer, Bob Marino, Fred Nelson, Susan Seaman, Liana Simpson, Ken Skaggs

Absent: None

Also in attendance: James W. Scott, Superintendent, Eureka City Schools, Jerry Johnson, Chief Business Official, Eureka City Schools and Sheldon Reber, Director of School / Community Relations, Eureka City Schools.

The meeting began with introductions of all in attendance.

II. General discussion included committee scope of responsibilities and the manner in which recommendations would be made to the Board.

Questions were raised on process leading to the committee making recommendations to the Board regarding prioritization of projects.

It was agreed that a facility tour would be important.

A brief review of Bond projects was conducted. Questions arose regarding having enough money to cover everything, types of construction, and impact on future plans for ways school sites might be utilized in the future.

It was agreed that on July 15, we would tour selected facilities from 1:00 until 5:00 p.m.

It was agreed meetings would take place on the 4th Monday of each month beginning at 4:30 with a 90 minute limit.

It was suggested that the August 26 meeting be joint with the School Board and Mark Epstein.

Meeting Summary by Jim Scott