[Draft] Minutes of the December 13, 2018 Citizens’ Oversight Committee Meeting



December 13, 2018
4:30 pm
District Office Conference Room

  1. Call to Order
    The meeting was called to order at 4:37 pm.  
  2. Establishment of Quorum
    A quorum was established.  In attendance: Chair Grier Graff, Vice Chair Julie Caskey, members Andy Hempeck, Kyung-Hee Howard, Melissa Wilk; PUSD Board members Cory Smegal and Amal Smith; and PUSD staff Pete Palmer, Ruth Alahydoian, and Julie Moll.  (Adam Christiansen, Kim Dao and Jonathan Levine was absent.)
  3. Public Comment
  4. Approval of September 13, 2018 Minutes
    Moved: Kyung-Hee Howard.  Seconded: Andy Hempeck. Vote: Approved.
  5. Report on Measure H1 Program and Projects
    Pete Palmer, Measure H1 Program Manager, provided an update on the STEAM and Theater projects and possible Witter Field renovation.  Mr. Palmer reported that staff are reviewing subcontractor bids and exploring a range of options to reduce construction costs for the STEAM and theater projects, and will continue to do so for several more weeks.  The District was able to attract a large number of subcontractors, so there are as many as seven different competitive bids for each sub-category of work.
    Previously, the District hoped to negotiate a “Guaranteed Maximum Price” (GMP) for these projects and enter into a contract with its general contractor, Overaa, in December, but this will be delayed until January.   This is not expected to delay the start of construction. The District will also defer until January or February the decision whether to proceed with the Witter Field renovation this Spring or wait at least one year.  To preserve options, the District will issue requests for qualifications and proposals for the Witter project now, without waiting for a final GMP.
    Mr. Palmer reported that the cost-reduction process, called “value engineering,” is productive but slow.  This slow pace is because subcontractors are inundated with work and have little incentive to revisit their initial bids.  Also, much of the cost escalation since independent cost estimators made their initial estimates is due to the cost of steel and other components of the structure, and the structure cannot be modified in any way without re-engineering, redesign, and re-submission to the State for review.  Mr. Palmer noted that there are limited opportunities to cut costs without impacting the educational programs these facilities are designed to support.
  6. Report on Measure H1 Budget
    Ruth Alahydoian, Chief Financial Officer, presented the following report on bond program finances:

    Download Report PDF

  7. Future Agenda Items
    An independent audit of 2017-2018 finances will be completed in February, and Committee Chair Grier Graff will work with staff to develop a draft report to the community based on the audit results.  Committee members Melissa Wilk and Andy Hempeck will review bond program invoices from the same period. Mr. Graff will present a draft report at the March CBOC meeting.
  8. Tour:  New Computer Room, New Climate Control Equipment in PHS Library Building
  9. Adjournment
    The meeting adjourned at 5:20 for the facilities tour.

The next CBOC meetings will be on March 7, 2019 and June 27, 2019 at 4:30 in the District Office Conference Room.