[Draft] Minutes for the May 7, 2020 Meeting of the Citizens’ Bond Oversight Committee

May 7, 2020
(Postponed from March 26, 2020)
5:00 – 6:00 pm
Virtual Meeting by Zoom


I. Call to Order

The meeting was called to order at 5:05 pm when a quorum was established.

II. Establishment of Quorum

In attendance: Chair Grier Graff; members Julie Caskey, Adam Christiansen, Kim Dao, Andy Hempeck, Kyung-Hee Howard, Jonathan Levine, and Melissa Wilk; PUSD Board members Amal Smith and Cory Smegal; and PUSD staff Pete Palmer, Ruth Alahydoian, Michael Brady, and Julie Moll.

III. Public Comment

None.

IV. Approval of December 19, 2019 Minutes

There was no public comment.

Vote: Approved

V. Construction Update

Pete Palmer, Measure H1 Program Manager

Mr. Palmer reported that, although the schools are closed under the Alameda County shelter-in-place order, construction is continuing and all workers are strictly adhering to the County’s health and safety guidelines. Overaa, the District’s contractor, is working through supply chain disruptions and other challenges related to the pandemic, but the STEAM project remains on schedule. Overaa is in the final stages of completing the roof, installing clay tile on the sloping edges of the mansard. Window installation and preparation for exterior stucco is underway. The stacking, roll-up doors for the art and engineering patios have been delivered and are ready for installation. Inside, crews have finished the rough mechanical, electrical, plumbing, and fire sprinkler systems, and ductwork, and are nearly done with insulation and drywall. Interior painting has already been completed on the second floor.  After the exterior stucco is completed, the scaffolding will be removed and Overaa will begin sitework around the new building. This will include replacing part of the sidewalk and curb along Magnolia Avenue, and planting new street trees. The City has asked the District/Overaa to provide a cost estimate to replace the sidewalk, curb, and street trees on the Recreation Department-side of Magnolia to essentially mirror the site work on the District-side of Magnolia, and the City will reimburse the District for this work, most of which will be done this summer. The District will complete the Magnolia street paving work after finishing the Performing Arts Center

In anticipation of the opening of the STEAM building and closing of the 10s building, the contents of classrooms and offices in PHS’ 10s, 20s, and 30s buildings have been packed for relocation. Due to the shelter-in-place orders, professional movers handled the packing.

In the 20s building, work is underway to construct the new PHS Counseling Center. This work is progressing well, although opening walls and ceilings to install new heating and ventilation systems revealed problems with some of the old duct work. Although this will add to the project cost, discovery of the crushed and deteriorated duct work presents an opportunity to improve infrastructure and extend its useful life.

VI. Program Budget Update

Ruth Alahydoian, Chief Financial Officer

Ms. Alahydoian presented the following report for 2018-19.

VII. Review and Discussion of Independent Audit Report for the Fiscal Year Ending June 30, 2019 Prepared by Eide Bailly, LLP

The Committee reviewed the audit reports for the fiscal year ending June 30, 2019 prepared by the District’s independent auditor, Vavrinek, Trine, Day and Company, LLP. The audit reported no negative findings.

VIII. Report by Committee Members Andrew Hempeck and Melissa Wilk on their Review of the Accounts Payable Process

Committee members Andrew Hempeck and Melissa Wilk reported on their review of the accounts payable process and sample of purchase orders for 2018-19, following each invoice through to check distribution. They found no negative findings.

IX. Approval of Third Annual Report to the Community

There was no public comment.

Vote: Approved

X. Future Meeting Dates and Agenda Items

The next CBOC meeting is scheduled for June 25, 2020 at 5:00 in the District Office Conference Room, but plans for in-person or virtual future meetings will be announced based on public health orders and District protocols to reduce the spread of Covid-19.

XI. Adjournment

The meeting adjourned at 5:54.