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Measures S and T
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Liana Simpson, representing a business organization located within the school district. |
Larona Farnum, representing a senior citizens’ organization. |
Albert "Fred" Nelson, representing a taxpayers’ organization. |
| Susan Seaman and Kurt Kramer, one of which is active in a parent-teacher organization and representing parents of students enrolled in the district’s elementary schools. | Bob Marino and Melinda Ciarabellini, one of which is active in a parent-teacher organization and representing parents of students enrolled in the district’s middle or high schools. | Marge Custis and Ken Skaggs representing the community at large with an interest in education. |
June 28, 2004
May 24, 2004
April 26, 2004
April 5, 2004
March 22, 2004
February 23, 2004
February 9, 2004
January 12, 2004
November 18, 2003
October 27, 2003
September 22, 2003
August 25, 2003
Citizens’ Oversight Committee Meeting
June 28, 2004
District Office Board Room
MINUTES Citizens’ Oversight Committee
Marge Custis, Fred Nelson, Bob Marino, Susan Seaman, Liana Simpson, Ken Skaggs
Absent: Melinda Ciarabellini, Larona Farnum, Kurt Kramer,
Staff: Jerry Johnson, Shirley Le Roux, Mike McKay, Sheldon Reber
Project Management Firm: Dan Prideaux
Guest: None
The meeting commenced at 4:30 pm. by Chairman Skaggs.
I. WELCOME AND INTRODUCTIONS
II. ADJUSTMENTS TO THE AGENDA
Item VII.B. (Eureka High School Facility Master Plan) was removed from this agenda. This item will be reviewed at a future meeting to be shared by Jim Scott.
III. APPROVAL OF MINUTES (May 24, 2004)
It was M/S by Nelson/ Simpson to approve the May 24, 2004 minutes. Ayes: 5, Noes: 0, Absent: 4, (Melinda Ciarabellini, Larona Farnum, Kurt Kramer), Bob Marino was absent for this portion of the meeting. Motion carried.
IV. PUBLIC COMMENTS (limited to 3 minutes per speaker)
None
V. SUB-COMMITTEE AND STAFF REPORTS
A. Project Manager Update (Dan Prideaux)
Dan Prideaux distributed a packet of information detailing the Measure S & T Bond Program update.
B. Financial Status of Bond Expenditures
Dan Prideaux distributed a cost control “Program Status by Project Agreement” for disclosure of financial status of bond expenditures.
C. Central Kitchen Status (Dan Prideaux)
Central Kitchen Bid was awarded to Mayan Construction for $1,347,755. Permits were received June 18, 2004. Demo-work will commence July 1, 2004. Site construction will begin July 9, 2004. This project should be completed by November with test runs commencing November through January.
VI. ACTION ITEMS
A. Election of COC Officers for 2004-2005
It was M/S by Simpson/Marino to postpone the election of COC officers until the next COC meeting (to be determined). Ayes: 6, Noes: 0, Absent: 3, (Melinda Ciarabellini, Larona Farnum, Kurt Kramer). Motion carried.
Citizens Oversight Committee Meeting
June 28, 2004
Page 2VII. INFORMATION / DISCUSSION ITEMS
A. View Pictures – Grants Pass & Salem, Oregon Visit (Mike McKay & Dan Prideaux)
COC members viewed pictures taken during the Grants Pass & Sales Oregon visit. Mike McKay and Dan Prideaux narrated this slide show.
B. Eureka High School Facility Master Plan Update
Postponed (see Adjustments to the Agenda)
C. Next COC Meeting (July 26 or August 23 2004?)
Future meetings dates – July 26 or August 23, 2004 were discussed. It was M/S by Simpson/Seaman to schedule the next meeting of the COC to August 23, 2004. Ayes: 6, Noes: 0, Absent: 3, (Melinda Ciarabellini, Larona Farnum, Kurt Kramer). Motion carried.
VIII. FUTURE AGENDA ITEMS
Election of COC Officers for 2004-2005
IX. ADJOURNMENT
Chairman Skaggs adjourned the meeting at 5:31 p.m.
Meeting summary submitted by: Shirley Le Roux
Meeting Summary reviewed by:
Jerry Johnsonc: Governing Board Members
Citizens’ Oversight Committee Meeting
May 24, 2004
District Office Board Room
MINUTES Citizens’ Oversight Committee
Melinda Ciarabellini, Marge Custis, Larona Farnum, Kurt Kramer, Fred Nelson, Susan Seaman, Liana Simpson, Ken Skaggs
Absent: Bob Marino
Staff: Jerry Johnson, Shirley Le Roux, Sheldon Reber, Bruce Slightom
Project Management Firm: Dan Prideaux, Barbie Warren
Guest: None
The meeting commenced at 4:30 pm. by Chairman Skaggs.
I. WELCOME AND INTRODUCTIONS
II. ADJUSTMENTS TO THE AGENDA
None
III. APPROVAL OF MINUTES (April 26, 2004)
It was M/S by Custis / Simpson to approve the April 26, 2004 minutes. Citizen’s Oversight Committee: Ayes: 6, Noes: 0, Absent: 3 (Larona Farnum and Kurt Kramer were absent for this portion of the meeting.) Motion carried.
IV. PUBLIC COMMENTS (limited to 3 minutes per speaker)
None
V. SUB-COMMITTEE AND STAFF REPORTS
A. Project Manager Update (Dan Prideaux)
êThe Winship Middle School Restroom Project will commence when school is out. The project should be completed by August 20, 2004. Per agreement with Fire Marshall regarding the Winship Multipurpose Room, the District had to include a sprinkler system and upgrade the water mains and add a fire hydrant.
êEureka High School summer work project will also be submitted to the DSA Office. This was issued as a small project submittal and turn around time should be about three weeks. All modernization projects should be submitted to DSA by early September.
B. Financial Status of Bond Expenditures
Dan Prideaux distributed a cost control “Program Status by Project Agreement” for disclosure of financial status of bond expenditures.
VI. ACTION ITEMS
None
Citizens Oversight Committee Meeting
May 24, 2004
Page 2VII. INFORMATION / DISCUSSION ITEMS
A. Report on Visitation – Grants Pass & Salem Oregon
Kurt Kramer, Ken Skaggs, James Scott, Mike McKay and Dan Prideaux toured two new gyms in Oregon; Salem and Grants Pass. This trip was very useful and helped us visualize a new gym on the Eureka High School campus. It was M/S by Custis / Farnum to draft a letter of “thanks” to schools in Grants Pass, Salem, and Robin Arkley (for the use of his plane). Ayes: 8, Noes: 0, Absent: 1. Motion carried.
B. Eureka High School Facility Master Plan Update
Barbie Warren reported that we should have the Eureka High School Facility Master Plan within the next month
a. Voc. Ed. Village
The Ag Complex will become the Voc. Ed. Village.
b. Technology Center
The Industrial Arts building will become the Technology Center.
C. Board Approved Second Term for C.O.C. Members
The Governing Board of Education approved a second term for all C.O.C. members and thanked all members for their past efforts and time served on the C.O.C. Committee.
VIII. FUTURE AGENDA ITEMS
A. Consider Formal Election for President and Vice-President at the June meeting.
Ken asked for volunteers to serve on a two member nominating committee. Marge Custis volunteered her services.
IX. ADJOURNMENT
Chairman Skaggs adjourned the meeting at 6:00 p.m.
Meeting summary submitted by: Shirley Le Roux
Meeting Summary reviewed by:
James W. Scottc: Governing Board Members
Citizens’ Oversight Committee Meeting
April 26, 2004
Washington Elementary School Library
MINUTES
Citizens’ Oversight Committee
Melinda Ciarabellini, Marge Custis, Larona Farnum, Kurt Kramer, Fred Nelson, Susan Seaman, Liana Simpson, Ken Skaggs
Absent: Bob Marino
Staff: Jerry Johnson, Shirley Le Roux, Mike McKay, Sheldon Reber, Jim Scott, Bruce Slightom
Project Management Firm: Dan Prideaux, Barbie Warren
Guest: None
The meeting commenced at 4:30 pm. by Chairman Skaggs.
I. WELCOME AND INTRODUCTIONS
II. ADJUSTMENTS TO THE AGENDA
None
III. APPROVAL OF MINUTES (March 22, 2004 & April 5, 2004)
It was M/S by Custis / Nelson to approve the March 22, 2004 and April 5, 2004 minutes. Citizen’s Oversight Committee: Ayes: 5, Noes: 0, Absent: 4, (Melinda Ciarabellini, Larona Farnum and Kurt Kramer were absent for this portion of the meeting.) Motion carried.
IV. PUBLIC COMMENTS (limited to 3 minutes per speaker)
None
V. TOUR OF NEW PLAYGROUND (Washington)
C.O.C. members toured the new playground at Washington.
VI. SUB-COMMITTEE AND STAFF REPORTS
A. Project Manager Update
Notice to Contractors will be published on May 4, 2004 to initiate bids for the Central Kitchen Remodel. Bids are due in the District Office by 2:00 p.m., May 25, 2004.
B. Financial Status of Bond Expenditures
Dan Prideaux distributed the “Program Status by Project Agreement “ dated April 7, 2004.
VII. ACTION ITEMS
None
VIII. INFORMATION / DISCUSSION ITEMS
A. Eureka High School Site Master Plan Update
Update on EHS Site Master Plan given by Jim Scott. The gym project is planned for summer 2006. During Spring break District staff toured every classroom in the main building to develop a punch list Staff is in the process of pinpointing those programs which will be included in the Industrial Arts building (the Pottery lab is the most challenging).
B. C.O.C. Membership Guidelines
Letters have been received from Citizens’ Oversight Committee members expressing their intent to continue for a second term or to decline a second term. All nine members expressed their intent to continue for a second term. This item will be put on the Board agenda to approve a second term for all members.
IX. FUTURE AGENDA ITEMS
Consider a formal election for Chairman and Vice-Chairman of C.O.C. – June meeting.
X. ADJOURNMENT
Chairman Skaggs adjourned the meeting at 5:22 p.m. Meeting summary submitted by: Shirley Le Roux
Meeting Summary reviewed by:
James W. Scottc: Governing Board Members
Eureka City Schools
Citizens’ Oversight Committee
Special Meeting
April 5, 2004
District Office Board Room
MINUTES
Citizens’ 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
Project Management Firm: Dan Prideaux, Joe Millsaps
Guest: None
The meeting commenced at 4:30 pm. by Chairman Skaggs.
I. WELCOME AND INTRODUCTIONS
II. ADJUSTMENTS TO THE AGENDA
None
III. PUBLIC COMMENTS (limited to 3 minutes per speaker)
None
IV. EUREKA HIGH SCHOOL SITE MASTER PLAN
Scott presented his recommendations for Eureka High School to the Board on March 29, 2004. He called this meeting to share this information with Citizens’ Oversight Committee members. The Eureka High School Site Master Plan contains short-term needs as well as long-term needs
(see attached Facility Recommendations for Eureka High School). This item will be on the Board agenda again on April 7, 2004 for Discussion/Action.
V. ADJOURNMENT
Chairman Skaggs adjourned the meeting at 5:33 p.m. Meeting summary submitted by: Shirley Le Roux
Meeting Summary reviewed by:
James W. Scottc: Governing Board Members
Citizens’ Oversight Committee Meeting
March 22, 2004
District Office Board Room
MINUTES
Citizens’ 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
Project Management Firm: Dan Prideaux, Joe Millsaps, Barbie Warren
Guest: None
The meeting commenced at 4:30 pm. by Chairman Skaggs.
I. WELCOME AND INTRODUCTIONS
II. ADJUSTMENTS TO THE AGENDA
None
III. APPROVAL OF MINUTES (February 23, 2004)
It was M/S by Custis/Marino to approve the February 23, 2004 minutes. Citizen’s Oversight Committee: Ayes: 6, Noes: 0, Absent: 3 (Larona Farnum, Kurt Kramer, and Liana Simpson were absent for this portion of the meeting.) Motion carried.
IV. PUBLIC COMMENTS (limited to 3 minutes per speaker)
None
V. SUB-COMMITTEE AND STAFF REPORTS
A. Project Manager Update
Dan Prideaux presented an overview of website access to 3D/I’s Orbit program consisting of Eureka City Schools’ bond projects. Access to the website can be obtained by entering the ECS website, under Measures S & T or 3DI.com/Eureka. He stated the first bid for a restroom addition at Winship Middle School will be sent out with a bid opening date scheduled for April 27, 2004. On April 8, 2004 a meeting with all of the local contractors and sub-contractors will commence to develop some interest on the size of projects for the bond and schedule for the bidding process. This meeting was advertised through the Builder’s Exchange.
B. Financial Status of Bond Expenditures
Dan Prideaux: no new information on bond expenditures, $3,131,222 in approved payments.
Dan is working with architects for submittal of plans to DSA for approval which will allow us to “get in line” for State matching funds. Thirty-four percent of the State’s matching funds have been allocated. Dan and Jerry will meet with the District’s OPSC Project Manager on Thursday to tour several sites. Jim Scott invited all C.O.C. members to a Special Board Meeting on March 29, 2004, for discussion of Eureka High School facilities and seismic issues.
C. Revised Annual Audit
The revised annual audit for Measure S and Measure T has been completed and approved by the Board at their meeting on March 3, 2004.
VI. ACTION ITEMS
None
VII. INFORMATION / DISCUSSION ITEMS
A. Letter to the Editor in Support of Proposition 55
Chairman Skaggs e-mailed the letter in Support of Proposition 55 to the editor of the Times Standard. Our letter was not printed in the newspaper due to the recall initiative.
B. Follow-up Report to the Community: 1stFinancial and Performance Audit Review
The draft Addendum, “First Annual Report to the Community” was reviewed by members. It was M/S by Ciarabellini/Custis to accept this draft response “as amended”. Citizens’ Oversight Committee: Ayes: 9, Noes: 0, Absent: 0. Motion carried. Sheldon Reber will post this report on our web site, send to the school community for posting, and send to the news media.
C. Revisit C.O.C. Membership Term Issue
Jim Scott talked with John Hartenstein, our Bond counsel, regarding the language on Proposition 39 and the trailer bill in relation to term limits for Citizens’ Oversight Committee members. The law states “2 years, 2 terms” and the only remedy is legislative. Jim asked all members to write a note to Joyce Hayes, President, Eureka City Schools Board of Education, and express their intent to continue for a second term or to decline a second term. He asked all members to send this correspondence to Shirley.
VIII. FUTURE AGENDA ITEMS
None
IV. ADJOURNMENT
Chairman Skaggs adjourned the meeting at 5:34 p.m.
Meeting summary submitted by: Shirley Le Roux
Meeting Summary reviewed by:
James W. Scottc: Governing Board Members
Citizens’ Oversight Committee Meeting
February 23, 2004
District Office Board Room
MINUTES
Citizens’ Oversight Committee
Melinda Ciarabellini, Marge Custis, Larona Farnum, Kurt Kramer, Bob Marino, Fred Nelson, Liana Simpson, Ken Skaggs
Absent: Susan Seaman
Staff: Shirley Le Roux, Mike McKay, Sheldon Reber, Jim Scott, Bruce Slightom
Project Management Firm: Dan Prideaux
Guest: None
The meeting commenced at 4:33 pm. by Chairman Skaggs.
I. WELCOME AND INTRODUCTIONS
II. ADJUSTMENTS TO THE AGENDA
None
III. APPROVAL OF MINUTES January 12 and February 9, 2004)
It was M/S by Nelson/Custis to approve the January 12, 2004 minutes, and to approve the February 9, 2004 minutes with the following correction: change the wording of the motion (III. Central Kitchen and General Obligation Bond Funds) from: “to approve the concept of a Central Kitchen and to use Bond monies to fund this project at the Corporation Yard”, to: “to approve the concept for a Central Kitchen at the Corporation as a qualified Bond project”. Ayes 8, Noes 0, Absent 1, (Susan Seaman). Motion carried.
IV. PUBLIC COMMENTS (limited to 3 minutes per speaker)
None
V. SUB-COMMITTEE AND STAFF REPORTS
A. Project Manager Update
Dan Prideaux gave the following update on Bond projects. The field work has been completed for the ADA evaluation at each site; should have the compliance report in three to four weeks. This report will give the District the transition plan in meeting ADA compliance for Bond projects at the sites. He stated that he would be attending a meeting on Wednesday, February 25, 2004 in Sacramento with LPA, Inc., California Financial Services, Buehler & Buehler, Jim Scott, Jerry Johnson, and Barbie Warren, to determine scope of work in relation to seismic issues at Eureka High School. Jim Scott said he would prepare a report and a make a presentation to the C.O.C. and the Board on his recommendations for the scope of work at Eureka High School.
B. Financial Status of Bond Expenditures
Dan Prideaux distributed a budget information sheet “Program Status by Project” which was reviewed by members.
C. Revised Annual Audit (Handout)
The Measure S & T Audit was distributed to members with a memorandum from Jerry Johnson as well as supplementary information from the District Audit that relates to these Bonds. Members were asked to direct any questions to Jerry.
VI. ACTION ITEMS
None
Citizens’ Oversight Committee Meeting
Special Meeting – February 23, 2004
Page 2VII. INFORMATION / DISCUSSION ITEMS
A. Letter to the Editor in Support of Proposition 55
C.O.C. members reviewed the “Letter to the Editor in Support of Proposition 55” written by Ken Skaggs. It was M/S by Custis/Ciarabellini to accept and send this letter to the editor of the Times Standard with the following corrections: 1) change $51 as shown to read: $51 million; 2) omit the phrase (not wasteful); and 3) the following members agreed to have their names listed on the letter: Melinda Ciarabellini, Marge Custis, Larona Farnum, Kurt Kramer, Bob Marino, Liana Simpson, and Ken Skaggs, (Susan Seaman was absent and Chairman Skaggs will check with her before he sends the letter). Ayes 7, Noes 1, (Nelson), Absent 1, (Seaman). Motion carried.
B. Report to the Community: Financial and Performance Audit Review
The revised Measure S & T Audit was distributed to C.O.C. members. C.O.C. members will discuss how to respond to the community regarding said audit at their next meeting.
C. Review Structure and Operating Guidelines, Section B. Membership of Committee
Jim Scott reviewed structure and operating guidelines with C.O.C. members. Apparently in consultation with bond counsel John Hartenstein, it was determined that because we have two separate bonds, the composition of the committee was modified to nine members instead of seven, and terms are two years with no members serving more than two terms. Jim will confirm this information with the Board. If the two year term is in fact correct, there will be a period where members will declare their intent to continue for another two years.
VIII. FUTURE AGENDA ITEMS
Citizen’s Oversight Committee report to the community in response to the final audit.
IV. ADJOURNMENT
Chairman Skaggs adjourned the meeting at 5:40 p.m.
Meeting summary submitted by: Shirley Le Roux
Meeting Summary reviewed by:
James W. Scottc: Governing Board Members
Citizens’ Oversight Committee Meeting
February 9, 2004
District Office Board Room
SPECIAL MEETING
MINUTES
Citizens’ 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, Carol Miller (Supervisor
of Food Services)
Project Management Firm: Joe Millsaps, Dan Prideaux, Barbie Warren
Guest: None
The meeting commenced at 5:00 pm. by Chairman Skaggs.
I. WELCOME AND INTRODUCTIONS
II. ADJUSTMENTS TO THE AGENDA
Chairman Skaggs distributed a memorandum written to C.O.C. members from him, regarding the potential impact of Proposition 55. The latest estimate of eligibility in State matching bond funds for our District is $20.13M. It was M/S by Simpson / Seaman to direct Chairman Skaggs to work with staff and put together a letter from the Citizens’ Oversight Committee in support of Proposition 55 explaining the needs for District matching funds for Measure S & Measure T. Ayes 8, Noes 1 (Nelson), Absent 0. Motion carried.
Chairman Skaggs also distributed a “Fact Sheet” for Proposition 55.
Audit
Chairman Skaggs stated that the Board tabled the Measures S & T Audit because the second page was somewhat incomplete.
III. INFORMATION / DISCUSSION ITEMS
Central Kitchen and General Obligation Bond Funds
Johnson introduced Carol Miller, Supervisor of Food Services.
Johnson stated that staff concludes that Bond funds may be used for a Central Kitchen. He
reviewed his memorandum to the C.O.C. with attachments used by staff to determine that a
Central Kitchen located at the Corporation Yard is the model of choice to provide nutrition
services for the District and qualifies as a Bond project. He asked for review, input and
concurrence from the Citizens’ Oversight Committee in qualifying the Central Kitchen Project for
Bond funding.
It was M/S by Simpson / Nelson to approve the concept of a Central Kitchen and to use Bond
monies to fund this project at the Corporation Yard. Ayes 9, Noes 0, Absent 0. Motion
carried.
IV. ADJOURNMENT
Chairman Skaggs adjourned the meeting at 6:14 p.m.Citizens’ Oversight Committee Meeting
Special Meeting – February 9, 2004
Page 2
Meeting summary submitted by: Shirley Le Roux
Meeting Summary reviewed by:
James W. Scottc: Governing Board Members
Citizens’ Oversight Committee Meeting
January 12, 2004
District Office Board Room
MINUTES
Citizens’ Oversight Committee
Melinda Ciarabellini, Marge Custis, Larona Farnum, Kurt Kramer, Bob Marino, Fred Nelson, Liana Simpson, Ken Skaggs
Absent: Susan Seaman
Staff: Shirley Le Roux, Mike McKay, Sheldon Reber, Jim Scott, Bruce Slightom
Project Management Firm: Joe Millsaps, Dan Prideaux, Barbie Warren
Guest: Paul Breckenridge, Jim Kisel – LPA
Mark Gaxiola, Eric Lindstrom, Pete Vallerga – Matson & Vallerga Architects, Inc.
The meeting commenced at 4:00 pm. by Chairman Skaggs.
I. WELCOME AND INTRODUCTIONS
II. ADJUSTMENTS TO THE AGENDA
LPA will give a brief presentation regarding work this summer.
III. APPROVAL OF MINUTES (November 18, 2003)
It was M/S by Custis / Nelson to approve the November 18, 2003 minutes. Citizens’ Oversight Committee: ayes: 8 , noes: 0, absent: 1. Motion carried.
IV. PUBLIC COMMENTS
None
V. SUB-COMMITTEE AND STAFF REPORTS
A. State Bond Measure Status
Scott said the State Bond Measure will be on the March ballot. If the bond fails it will automatically be placed on the November ballot.
B. Project Manager Update
Prideaux presented an update of the bond projects. Borings at several schools have been completed. The District received a preliminary geological report and that report was then submitted to the structural engineers performing the seismic evaluation at the Eureka High School site. The Hazardous Materials Survey has been completed which will be followed by a written report. The specifications for the switchgear/transformer upgrades at Winship Middle School have been completed. Replacement of the boiler at Eureka High School will commence early this summer.
C. Financial Status of Bond Expenditures
Prideaux distributed Baseline Budgets for the bonds; one budget included State funding and the other budget did not include State funding.
D. Status of Annual Audit
This item was not discussed.
VI. ACTIONS ITEMS
None
VII. INFORMATION / DISCUSSION ITEMS
A. Measure T Project Update (Matsen & Vallerga)
Matson & Vallerga shared preliminary schematic site plans for Alice Birney, Grant, Jefferson, Lafayette, Lincoln, Washington, and Worthington elementary schools, and the Winzler Children’s Center.
B. Presentation Regarding Summer Work (LPA)
LPA shared a schematic floor plan for New Phase 1 Construction (summer 2004) for a new multi-purpose building and lunch area and new restrooms at Winship Middle School as well as a schematic floor plan for New Phase I Construction (summer 2004) for new canopies and new metal covered walkways and enhanced landscaping at Zane Middle School.
C. 3D/I Reimbursable Expenses
Scott/Prideaux identified the purchase of three vehicles (two trucks and one van) with Bond funds to be used in the performance of work on Measure S and Measure T by 3D/I employees. At the completion of these Bond projects, the vehicles will belong to the District.
VIII. FUTURE AGENDA ITEMS
None
The next Citizens’ Oversight Committee meeting will be held on February 23, 2004, 4:30 to 6:00 p.m. in the District Office Board Room.
Citizens’ Oversight Committee members received the following correspondence:
1) A letter to members of the Citizens’ Oversight Committee from Joyce Hayes, Board President, thanking them for their First Annual Report to the Community.
2) A letter to Jim Scott from Phyllis Tomich (member of the business community) thanking Jerry Johnson for the information he provided on Measure S and Measure T.
IX. ADJOURNMENT
Chairman Skaggs adjourned the meeting at 6:33 p.m.
Meeting summary submitted by: Shirley Le Roux
Meeting Summary reviewed by:
James W. Scottc: Governing Board Members
Citizens’ Oversight Committee Meeting
November 18, 2003
District Office Board Room
MINUTES
Citizens’ Oversight Committee
Marge Custis, Larona Farnum, Kurt Kramer, Bob Marino, Fred Nelson, Susan Seaman, Liana Simpson, Ken Skaggs
Absent: Melinda Ciarabellini
Staff: Jerry Johnson, Shirley Le Roux, Mike McKay, Sheldon Reber, Jim Scott
Project Management Firm: Joe Millsaps, Dan Prideaux, Barbie Warren
Guest: Carrick Boshart, Jim Kisel – LPA
Mark Gaxiola, Pete Vallerga – Matson & Vallerga Architects, Inc.
The meeting commenced at 4:39 pm. by Chairman Skaggs.
I. WELCOME AND INTRODUCTIONS
Dan Prideaux introduced Carrick Boshart and Jim Kisel from LPA, as well as Mark Gaxiola and Pete Vallerga from Matson & Vallerga Architects, Inc.
II. ADJUSTMENTS TO THE AGENDA
There were no adjustments to the agenda. A schedule for the upcoming bond measure in March was distributed.
III. APPROVAL OF MINUTES (October 27, 2003)
It was M/S by Marino / Nelson to approve the October 27, 2003 minutes. Citizens’ Oversight Committee: ayes: 8 , noes: 0, absent: 1. Motion carried.
IV. PUBLIC COMMENTS
None
V. SUB-COMMITTEE AND STAFF REPORTS
A. Project Manager Update
Dan Prideaux distributed a “Status Report” for the bond projects. This report encompassed budget, schedule, and scope/master planning. Dan reviewed this report with members. Members with questions can meet with Dan and he will provide explanations to their questions.
B. Financial Status of Bond Expenditures
The “Status Report” referred to above included current status of the bond budget.
VI. ACTIONS ITEMS
None
VII. INFORMATION / DISCUSSION ITEMS
A. Measure S Project Update (LPA)
LPA shared preliminary schematic site plans for Eureka High School, Marshall Annex, Zane Middle School, Winship Middle School and the Jacobs campus.
B. Measure T Project Update (Matson & Vallerga Architects, Inc.)
In order to allow adequate time for a report from Matson & Vallerga Architects, Inc., their update will be presented at the next Citizen’s Oversight Committee meeting.
C. Other
Members of the Citizen’s Oversight Committee agreed to omit the December meeting and reschedule for January 12, 2004 from 4:00 p.m. to 7:00 p.m. in the District Office Board Room.
VIII. FUTURE AGENDA ITEMS
Measure T Project Update (Matson & Vallerga Architects, Inc.)
IX. ADJOURNMENT
Chairman Skaggs adjourned the meeting at 6:10 p.m.
Meeting summary submitted by: Shirley Le Roux
Meeting Summary reviewed by:
James W. Scottc: Governing Board Members
Citizens’ Oversight Committee Meeting
October 27, 2003
District Office Board Room
MINUTESCitizens’ Oversight Committee
Melinda Ciarabellini, Larona Farnum, Kurt Kramer, Bob Marino, Fred Nelson, Susan Seaman, Liana Simpson, Ken Skaggs
Absent: Marge Custis
Staff: Shirley Le Roux, Jerry Johnson, Mike McKay, Sheldon Reber, Jim Scott
Project Management Firm: Dan Prideaux, 3D/I
Guest: Phyllis Tomich
The meeting commenced at 4:30 pm. by Chairman Skaggs.
I. WELCOME AND INTRODUCTIONS
Chairman Skaggs welcomed Phyllis Tomich, member of the community to the Citizen’s Oversight Committee meeting.
II. ADJUSTMENTS TO THE AGENDA
Adjust the agenda to add: “Performance Audit”
III. APPROVAL OF MINUTES (September 22, 2003)
It was M/S by Marino / Simpson to approve the September 22, 2003 minutes. Citizens’ Oversight Committee: ayes: 8 , noes: 0, absent: 1. Motion carried.
IV. PUBLIC COMMENTS
Phyllis Tomich addressed issues of concern regarding the bonds and the condition of the school sites. Dr. Scott suggested she make an appointment with Jerry Johnson to address all of her issues.
V. SUB-COMMITTEE AND STAFF REPORTS
A. Project Manager Update
Dan Prideaux distributed a sample of a format that he will use to report bond related activity. This report will be available on a monthly basis. This report will be on a web site, available to the public at one level and District staff at another level. This reporting system should be available by the beginning of the year. Any suggestions from Citizen’s Oversight Committee members can be e-mailed to Dan and he will summarize any changes. The Steering Committee met today and discussed lots of design and cost detail for Winship Middle School. This committee will meet again on November 5 to discuss Zane Middle School. Dan stated that geotech evaluations have been completed at the high school, both middle schools and three elementary schools. The report should be complete within the next few weeks.
B. Financial Status of Bond Expenditures
Presently, Jerry is working with Dan Prideaux on a format for a financial report. There has been very little activity to report from the last financial report in September.
VI. ACTIONS ITEMS
A. Approve November 18, 2003 (Tuesday) Meeting Date
It was M/S by Farnum / Ciarabellini to approve a change in the date of the November Citizen’s Oversight Committee meeting to Tuesday, November 18, 2003. Citizen’s Oversight Committee: ayes: 8, noes: 0, absent: 1. Motion carried.
B. Approve Draft Annual Report to the Community
It was M / S by Marino / Farnum to adopt the Annual report with the inclusion of the correct way to address the Board (Governing Board), the grammatical corrections, and add the prefix of “Business Services” to Administrative Assistant that acts as the secretary for the Citizens’ Oversight Committee. Upon further discussion of this item, Ciarabellini asked that the vote be called. The Chairman directed the secretary to call on the members: Susan Seaman-Aye, Kurt Kramer-Aye, Larona Farnum-Aye, Melinda Ciarabellini-Aye, Ken Skaggs-Abstain, Liana Simpson-Aye, Bob Marino-Aye, and Fred Nelson-Aye. The motion carried.
Chairman Skaggs will present this Annual Report to the Board at their meeting held on November 19, 2003. A press conference will be held on November 20,, 2003 with Chairman Skaggs making a statement to the media and presenting them with the Citizens’ Oversight Committee Annual Report.
VII. INFORMATION / DISCUSSION ITEMS
A. Facility Plan for Food Services
Scott stated that the Board is basically committed to the concept of a Centralized Kitchen. The cost of the project would be paid for by a loan to be paid back in part by an entrepreneurial concept of offering services to outside sources and other school districts. The centralized kitchen would be housed at the Corporation Yard. Exact dollar figures are unknown at this time. LPA, Inc. will give a presentation of this concept at the next Citizens’ Oversight Committee meeting on November 18, 2003.
B. “Full Text” for Measure S and Measure T
Chairman Skaggs distributed the “full text” for Measure S and Measure T. Some of the Citizen’s Oversight Committee Handbooks contained partial text for these measures.
C. Performance Audit
An independent performance audit will be conducted annually to ensure that Bond proceeds have been spent for the school facilities bond projects. Appropriate accounting practices will be used to ensure all monies were spent for the Bond projects. The audit will be performed by the firm of Hartley, May and Abrahamsen, CPA’s. This will be a separate audit not to be included in the annual audit of the District.
VIII. FUTURE AGENDA ITEMS
Conversant in “Soft Costs” - presented by Dan Prideaux
IX. ADJOURNMENT
Chairman Skaggs adjourned the meeting at 5:55 p.m.
Meeting summary submitted by: Shirley Le Roux
Meeting Summary reviewed by:
James W. Scottc: Governing Board Members
Citizens’ Oversight Committee Meeting
September 22, 2003
District Office Board Room
MINUTES
Citizens’ Oversight Committee
Melinda Ciarabellini, Marge Custis, Larona Farnum, Kurt Kramer, Bob Marino, Fred Nelson, Susan Seaman, Liana Simpson, Ken Skaggs
Absent: None
Staff: Shirley Le Roux, Jerry Johnson, Mike McKay, Sheldon Reber, Jim Scott
Project Management Firm: Dan Prideaux, 3D/I
Guest: Bob Embertson
The meeting commenced at 4:33 pm. by Chairman Skaggs.
I. WELCOME AND INTRODUCTIONS
Jerry introduced Bob Embertson, retired Principal, Eureka High School, who has been hired by the District as a half-time Supervisor of Grounds / Custodial Services.
II. ADJUSTMENTS TO THE AGENDA
None
III. APPROVAL OF MINUTES (August 25, 2003)
It was M/S by Custis / Nelson to approve the August 25, 2003 minutes. Citizens’ Oversight Committee: ayes: 7 , noes: 0, absent: 2. (Larona Farnum and Bob Marino were absent for this portion of the meeting.) Motion carried.
IV. PUBLIC COMMENTS
None
V. SUB-COMMITTEE AND STAFF REPORTS
A. Project Manager Update
Dan has organized meetings, and architects / engineers are proceeding with preliminary design work for Measures S & T. He will be meeting with architects within the next three to four weeks and should have a project list to start prioritization. The Steering Committee will meet on October 27 to review cost estimating and prioritizations.
B. Architect / Engineer Progress Reports
Architect / Engineer progress report information is stated above. Eureka City Schools’ summer projects are complete.
C. Fiscal Year Financial Status of Bond Expenditures
Jerry distributed a Financial Report of bond expenditures through September 22, 2003.
VI. ACTIONS ITEMS
A. Annual Election of Committee Officers
It was M/S by Custis / Nelson to have the current officers remain in their positions for another year (Ken Skaggs, Chairman and Liana Simpson, Co-Chairman). Citizens’ Oversight Committee: ayes: 7, noes: 0, absent: 0, abstain: 2 (Ken Skaggs & Liana Simpson). Motion carried.
B. Approve Draft Annual Report to the Community
A portion of the draft Annual Report to the Community was discussed. Due to time constraints, the review of the report was not completed. The Sub-Committee will meet again and this report will be reviewed and approved at the next Citizens’ Oversight Committee meeting.
VII. INFORMATION / DISCUSSION ITEMS
A. Correspondence
Jerry distributed a letter to James W. Scott from Sequoia Personnel Service for information purposes. Liana Simpson wanted to disclose that Sequoia Personnel Service, her business, has entered into a business arrangement with Dan Prideaux, Project Manager for 3D/I.
VIII. FUTURE AGENDA ITEMS
Facility Plan for Food Services – Centralized Kitchen (Presented by Jim Scott)
IX. ADJOURNMENT
Chairman Skaggs adjourned the meeting at 6:10 p.m.
Meeting summary submitted by: Shirley Le Roux
Meeting Summary reviewed by:
James W. Scottc: Governing Board Members
Citizens Oversight Committee Meeting
August 25, 2003
District Office Board Room
MINUTESCitizens Oversight Committee
Melinda Ciarabellini, Marge Custis, Larona Farnum, Kurt Kramer, Bob Marino, Fred Nelson, Susan Seaman, Liana Simpson, Ken Skaggs
Absent: None
Staff: Shirley Le Roux, Jerry Johnson, Mike McKay, Sheldon Reber, Jim Scott, Bruce Slightom
Project Management Firm: Dan Prideaux, 3D/I
The meeting commenced at 4:34 pm. by Chairman Skaggs.
I. WELCOME AND INTRODUCTIONS
Jerry introduced Dan Prideaux, Senior Project Manager, 3D/I. 3D/I has been selected by the District to manage the Measure S and Measure T Bond projects.
II. ADJUSTMENTS TO THE AGENDA
None
III. APPROVAL OF MINUTES (June 23, 2003)
It was M/S by Nelson / Custis to approve the June 23, 2003 minutes. Citizens Oversight Committee: ayes: 7 , noes: 0, absent: 1. (Kurt Kramer was absent for this portion of the meeting.) Motion carried.
IV. PUBLIC COMMENTS
None
V. SUB-COMMITTEE AND STAFF REPORTS
A. Project Management Firm Progress Report
The Board of Education accepted the bid from the firm 3D/I for Project Management Services for bond projects at their meeting held on July 29, 2003. Jerry Johnson has negotiated an agreement with 3D/I for a period of ninety (90) days to allow time to establish a defined responsibility matrix.
B. Architect / Engineer Progress Reports
LPA, Inc. and Matson & Vallerga Architects, Inc. are receiving direction from the District for their site drawings related to future Bond projects.
C. Pending Summer Projects
Q New exterior siding @ Lincoln Elementary School has been completed.
Q Re-roofing work @ Corporation Yard has been completed.
Q Re-roofing work @ Lafayette Elementary School has been completed.
Q Concrete foundation work for modular classrooms at Lafayette and Washington elementary schools has been completed.
Q Modular classrooms have arrived for both Lafayette and Washington elementary schools. The cabinets and flooring are being installed now.
Q Nutrition Policy has been adopted by the Board
Q Steve Marshall, The Marshall Associates, Inc., has been working on a food service study, site/facility evaluation and conception plan for a centralized kitchen.
Q Power School (District-wide student information system) has been installed and employee training has commenced.
D. Financial Status of Bond Expenditures (Distribution of Summary)
Jerry Johnson distributed a printout of current bond expenditures (reported through June 30, 2003). Interest has been posted and we have actually earned more than we have expended.
VI. ACTIONS ITEMS
None
VII. INFORMATION / DISCUSSION ITEMS
A. Draft Outline of Committee’s First Annual Report to the Community
The committee discussed their first Annual Report to the Community. A sub-committee was established to comprise a draft of the “Annual Report”. The sub-committee members are Melinda Ciarabellini, Susan Seaman, Ken Skaggs, Jerry Johnson, and Sheldon Reber. This sub-committee will deliver a draft to Citizens’ Oversight Committee members at their September 22, 2003 meeting.
VIII. FUTURE AGENDA ITEMS
None
IX. ADJOURNMENT
Chairman Skaggs adjourned the meeting at 6:04 p.m.
Meeting summary submitted by: Shirley Le Roux
Meeting Summary reviewed by:
James W. Scottc: Governing Board Members
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Eureka City Schools 3200 Walford Avenue Eureka, California 95503 707-441-2400 |