Los Gatos Union School District Roberts Road Los Gatos, CA 95032

Transcription

1 Los Gatos Union School District Roberts Road Los Gatos, CA (408) Phone (408) Fax Dr. Diana G. Abbati, Superintendent Citizens Building Oversight Committee Meeting Thomas P. O Donnell District Office Roberts Road Los Gatos, CA AGENDA January 15, :45 a.m. CBOC Members Term John Kuntzmann, Chairperson 2016 Bruce Mitchell 2016 Gary Worsham, Secretary 2016 Courtney Monk 2016 Katrina Cabral 2016 Christopher Giordano 2016 I. Call Meeting to Order II. III. IV. Roll Call Approval/Amendment of Agenda (ACTION) Public Comment Members of the public are always welcome at meetings. Individuals wishing to address the members of the CBOC regarding agenda items may do so when an item is under consideration. Oral communications regarding items not on the agenda may be made during the Public Comment opportunity listed on the agenda. Committee members would appreciate it if you would identify yourself by name and address when addressing the Committee and limit your comments to three minutes. Individuals requiring special accommodation, including but not limited to an American sign language interpreter, accessible seating or documentation in accessible formats, should contact the Business office at least two working days before the meeting date. V. Committee Administration A. Approve Minutes from the November 13, 2015 Meeting (ACTION) VI. New Business/Reports (INFORMATION/DISCUSSION) A. Superintendent s Report B. Mid-Year progress report to the Board of Trustees (Discussion/Action) C. Fisher Sports Complex Update (Information) D. Measure E Program Financial Update (Discussion/Action) Invoice Summary by Project Report Measure E Program 07/01/15 12/31/15 Warrant Register 07/01/15 12/31/15 VII. VII. VIII. Future Items (DISCUSSION) Next CBOC Meetings March 11, 2016 and May 13, 2016 Adjournment (ACTION) Tour of Fisher Sports Complex after adjournment Voluntary (wear safe walking shoes)

2 LOS GATOS UNION SCHOOL DISTRICT MINUTES OF THE CITIZENS BUILDING OVERSIGHT COMMITTEE MEETING Thomas P. O Donnell District Office November 13, 2015 CBOC Members Term John Kuntzmann, Chairperson 2016 Gary Worsham, Secretary 2016 Courtney Monk 2016 Katrina Cabral 2016 Bruce Mitchell 2016 Christopher Giordano 2016 Committee Members Present: Bruce Mitchell, Gary Worsham, John Kuntzmann, Katrina Cabral, and Courtney Monk. Committee Members Absent: Christopher Giordano LGUSD Administration Present: Diana Abbati, Superintendent, Martin Fregoso, Assistant Superintendent-Business Services/CBO, and Beth Grimes, Business Services Specialist Board Liaison: Alex Potts Board Liaison Absent: Emi Eto I. CALL TO ORDER Chairperson John Kuntzmann called the meeting to order at 8:46 a.m. II. III. ROLL CALL As noted above. APPROVAL OF AGENDA (ACTION) On a motion by Bruce Mitchell, seconded by Katrina Cabral, the agenda was approved by a roll call vote as follows: CBOC Member Monk CBOC Member Mitchell CBOC Member Kuntzmann CBOC Member Worsham CBOC Member Cabral AYE AYE AYE AYE AYE IV. PUBLIC COMMENT There was no public comment.

3 V. COMMITTEE ADMINISTRATION A. Amend/approve Minutes from the September 11th, 2015 Meeting (ACTION) On a motion by Gary Worsham, seconded by Courtney Monk the minutes of the September 11 th meeting were approved by a roll call vote as follows: CBOC Member Monk CBOC Member Mitchell CBOC Member Kuntzmann CBOC Member Worsham CBOC Member Cabral AYE AYE AYE AYE AYE VI. NEW BUSINESS/REPORTS (INFORMATION/DISCUSSION) A. Superintendent s Report 1) The Program/Facilities Annual Summit will be held February 5th 2016 from 8 AM to 2 PM at the Los Gatos Lodge. The CBOC and FAC district committees are invited. Los Gatos Town Council has also been invited. From 8:30 AM to 12:00 PM the Strategic Plan will be reviewed. Re-imagining the facilities plan will be the focus from 12:30 to 2 PM. 2) Safe Routes to School Education subcommittee meeting next Wednesday 8:30 AM at the District Office. District is applying for a Hoffman Award for LGUSD's program. This is a state award and very competitive. B. Deferred Maintenance Project list for the next 15 years and anticipated funding sources for these projects was reviewed. These are larger maintenance projects, these have been discussed at the CBOC subcommittee meetings, in order to analyze and prioritize for consideration by the board. CBO Fregoso explained that funds for Deferred Maintenance come from the General Fund. Current DM projects in the 1-5 year window include: Van Meter ground renovation and covered eating area. Replacement of air conditioning systems at Fisher and Van Meter. Scrape/repave blacktop at Fisher. Audio/Visual retrofits at all schools other than Lexington (since it is nearly new) Longer term projects include air conditioner and roof replacements. C. Capital Projects This list includes projects within 2010 Measure E that were not completed before those funds were exhausted. 1) Covered walkways at Dave's Avenue 2) Solar panel installation at Blossom Hill $500k in state funds are available to support this project, but it must be completed by This project offers estimated $100k/year cost savings to the district.

4 Other longer term projects requiring funds not yet identified include: 1) Field renovations at Fisher 2) Building a new school to help offset overcrowding conditions. D. Fisher Sports Complex Project Construction Update Lifting roof with huge girder has been completed, which took several months planning. Project is on schedule and within budget. Dance and fitness rooms already have wooden floors installed. E. Measure E Program Financial Update Invoice summary was presented and reviewed. Warrant Register was reviewed. VII. Future Items A CBOC subcommittee meeting will be held December 2, 2015, to further discuss prioritization of upcoming projects. The next CBOC Meeting will be January 15, 2016 at 8:45 AM in the LGUSD District Office. VIII. Adjournment (ACTION) On a motion made by Courtney Monk, seconded by Katrina Cabral, the meeting was adjourned at 9:52 a.m. by a roll call vote as follows: CBOC Member Cabral CBOC Member Monk CBOC Member Kuntzmann CBOC Member Worsham CBOC Member Mitchell AYE AYE AYE AYE AYE

5 Citizens Building Oversight Committee School Analysis and Findings Los Gatos Union School District Board of Trustees Meeting January 25, 2016

6 CBOC Committee Members John Kuntzmann Chairperson Gary Worsham Secretary Christopher Giordano Courtney Monk Bruce Mitchell Katrina Cabral 2

7 CBOC Goals The CBOC goals are as follows: 1. Focus on developing a timeline for the construction of the remaining Measure E projects. 2. Create long-term facility maintenance project list by school site with anticipated timeline for repairs. 3

8 Capital Projects and Deferred Maintenance On September 11 th 2015, the CBOC agreed to create a subcommittee to identify goals and look at planning for potential capital expenditures The committee was made up of District leadership and various CBOC members The CBOC working committee created a potential list of projects and available funding for deferred maintenance and capital projects Some capital projects are seen as low-hanging fruit while others require more intense planning and additional funding beyond current resources The District has a long term deferred maintenance plan that anticipates future needs (see attachment 2) 4

9 Attachment Summary 1. Capital Plan Wish List This potential project list includes all schools and projected cash flow 2. Deferred Maintenance - Includes anticipated future projects and funding sources 3. Decision Matrix that rates each capital project based on: a) Implementation Ease b) Return on Investment (ROI) c) Cost 5

10 Finding #1 1. Solar Power at Blossom Hill This is a Measure E Project $500,000 Prop 39 contribution Future cost savings of over $100K/year Total estimated cost $1.55 million Rationale Project has a simple 10 year payback District cost is only about $1.1M Savings benefits the entire district Great for the environment Must have a plan by December 2016 to take advantage of favorable PG&E rates 6

11 Finding #2 2. Fisher Fields Improvement or Repair Additional maintenance needed District has $300K -$400K that can be invested on this project Cost of project can range from $300K to $3M Rationale Fields will require maintenance Community groups may be able to contribute funds Value to some members of the community 7

12 Finding #3 3. Secure an Option to Purchase Land Land for a new school could be locked with a down payment The District could reserve some funds from the Capital Projects Reserve Fund Other projects require additional funds and longer term planning Rationale Smaller schools is a strong community desire Smaller schools could enhance current programs A future General Obligation Bond would be required 8

13 Conclusion The CBOC recommends that the Board of Trustees evaluate the three findings and provide direction to staff. 9

14 Attachment 1 - Los Gatos Union School District Capital Projects Wish List Project (Not Prioritized) Fisher MS Van Meter Blossom Hill Daves Avenue Lexington New Total Solar Projects (1) $2,000,000 $1,500,000 $1,550,000 $1,500,000 $800,000 - $7,350,000 Covered Walkways - Measure E - - $430, $430,000 Sheltered Outdoor Lunch Area $500, $500,000 Field Renovations $2,500,000 $300,000 $350,000 $300, $3,450,000 STEM Labs (2) - $1,000,000 $1,000,000 $1,000, $3,000,000 Larger MPR's - Right Size (3) $3,500,000 $3,500,000 $3,500,000 $10,500,000 Land for a new school 3 to 5 acres (4) $20,000,000 $20,000,000 New School enrollment (4) $30,000,000 $30,000,000 Classroom Conversions - Project Based $10,000,000 $4,000,000 $4,000,000 $4,000,000 $22,000,000 Performing Arts Center - 25,000 sq ft $17,500, $17,500,000 Moving District Office (6) ,000,000 $15,000,000 Total $32,500,000 $10,300,000 $10,400,000 $10,730,000 $800,000 $65,000,000 $129,730,000 Notes: (1) Cost Savings of $120K per year for the Blossom Hill Solar Project. (2) If new, modular construction, approximately 1,700-1,800 sq ft (3) Assumes an additional 3,500 sq ft, it may be difficult to increase size of MPR due to current configuration/location. (4) Type of school or classrooms have not been determined, cost per (5) 10,000 sq ft of office space, 8,000 sq ft warehouse and 2 acres of land. (6) Bonding Capacity - District may have about $75 million of bonding capacity by 2018, bond can exceed capacity but sale cannot occur until capacity exists. Potential Cash Flow Potential Funding Sources: Total Fund 40 - Capital Reserve $400,000 $400,000 Lex FHA $3,700,000 $3,700,000 Developer Fees $0 $200,000 $200,000 $400,000 $400,000 $400,000 $1,600,000 North 40 Agreement $1,175,000 $2,585,000 $2,585,000 $6,345,000 Prop 39 $500,000 $500,000 Potential GO Bond (1) $23,000,000 $25,000,000 $32,000,000 $80,000,000 Total $4,100,000 $700,000 $200,000 $24,575,000 $27,985,000 $34,985,000 $92,545,000 (1) - Requires that voters approve a new GO bond, capacity would be approximately $80 million by FY /12/2016 Attachment 1

15 Attachment 2 - Los Gatos Union School District Deferred Maintenance Projects (15 Year Projection) 1-5 Years Fisher Middle Van Meter Blossom Hill Daves Avenue Lexington Total Ground Renovation - Covered Eating Area - $187, $187,000 Heating and Cooling Systems $400,000 $300, $700,000 Scrape and Repave blacktop playground $300, $300,000 Field Renovations $400, , , ,000 $800,000 Audio/Visual Retrofits $120,000 $69,000 $75,000 $66,000 - $330,000 Sub-Total $1,220,000 $681,000 $225,000 $191,000 $0 $2,317, Years Heating and Cooling Systems $300, $300, Years Heating and Cooling Systems - - $600,000 $600,000 - $1,200,000 Roofs $1,200, $1,200,000 Total Projected Cost $2,720,000 $681,000 $825,000 $791,000 $0 $5,017,000 Potential Funding Sources: Fund 17 - Beginning Balance $400,000 $588,000 $413,000 $3,000 $8,000 $178,000 $123,000 General Fund Transfers $375,000 $325,000 $330,000 $335,000 $340,000 $345,000 $3,500,000 P1 - VM Ground Renovation ($187,000) P2 - Fisher Field Renovation and AV retrofits ($500,000) P3 - VM AC & Elementary Field Renovations & AV retrofits ($740,000) P4 - Fisher blacktop & AV retrofits ($330,000) P5 - AV Retrofits ($170,000) P6 - AC Fisher ($400,000) Total $588,000 $413,000 $3,000 $8,000 $178,000 $123,000 $3,623,000 Notes: (1) Blossom Hill - Steel roofs, minimal maintenance. Boiler system will require on-going maintenance, major component replacement in years. (2) Daves Avenune - Roofs still have 20 years of life, minimal maintenance. Boiler system will require on-going maintenance, major component replacement in years. (3) Lexington, no deferred maintenance in next 15 years, school is new. 1/12/2016 Attachment 2

16 Cost ROI Ease Priority New School Lexington Daves Ave Blossom Hill Van Meter Fisher years years 5-10 years 1-5 years Attachment 3 - FUTURE CAPITAL PROJECTS RATINGS MATRIX Cost Projects - General Solar Measure E + Prop 39 $1,550,000 X X FieldUpgrade $400,000-$3,000,000 X X X Total Est Cost General $1,950,000-$4,550,000 Projects - Overcrowding & Other Multi Rooms $10.5M X X X X Solar at Other Schools $5.8M X X X X Elementary Field Renovations $950K X X X Covered Lunch Area - Fisher $500K X STEM $3M X X X Performing Arts Center * $17.5 M X X X Classroom Conversions - Project Based $22M X X X X School District Offices $15 M X X X Property for New School $20 M X X Building New School * $30 M X X Total Est Cost Overcrowding $125M TOTAL (Low is better) Matrix KEY Ease is easy ROI is high Cost 1-5 is low FUNDING TOTAL AVAINABLE NOW $4,100,000 IN THE BANK $500,000 PROP 39 FOR SOLAR $4,600,000 (IF THE SOLAR PROJECT IS INCLUDED) *Note: School Bond elections generally only available on even number years 1/12/2016 Attachement 3

17 LOS GATOS UNION SCHOOL DISTRICT MEASURE E FUND-INVOICE SUMMARY REPORT 07/01/ /31/2015

18 Invoice Summary by Project Invoices from 7/1/2015 to 12/31/2015 Project Vendor Fisher Sports Complex Project Total: 5,806, Acrell Inspection Services In-Plant Fabrication Inspection 10/14/ /30/ , Acrell Inspection Services 15, Beals Martin Main Construction Main Construction Main Construction Main Construction 8/26/15 10/1/15 10/23/ /31/ , /31/ , /30/ , /31/ , Beals Martin 964, Cleary Consultants, Inc Construction Tests & Inspections Construction Tests & Inspections Construction Tests & Inspections Construction Tests & Inspections 7/17/15 9/1/15 10/1/ /2/ , /14/ , /8/ , /20/ , Cleary Consultants, Inc. 23, Cody Anderson Wasney Architects Architect and Engineering Fees Architect and Engineering Fees Architect and Engineering Fees 10/1/15 11/4/ /10/ , /15/ , /10/ , Cody Anderson Wasney Architects 34, Detail Striping 6270 TBD Main Construction 8/25/ , Detail Striping 1, Monday, January 11, 2016 Page 1 of 5

19 Invoices from 7/1/2015 to 12/31/2015 Project Vendor DSA DSA Fee 8/13/ /1/15 SH DSA Duran & Venables Main Construction Main Construction Main Construction Main Construction Main Construction 8/26/15 9/1/15 10/6/15 11/12/ /28/ , /31/ , /30/ , /31/ , /30/ , Duran & Venables 261, Enovity,Inc Commissioning 8/26/ /31/ , Enovity,Inc. 1, Foothill A/C & Heating, Inc Main Construction Main Construction Main Construction 10/23/ /12/ , /30/ , /31/ , Foothill A/C & Heating, Inc. 169, General Lighting Service, Inc Main Construction Main Construction Main Construction Main Construction Main Construction Main Construction 8/19/15 9/18/15 10/1/ /15/ , /31/ , /30/ , /31/ , /17/ , /31/ , General Lighting Service, Inc. 363, Monday, January 11, 2016 Page 2 of 5

20 Invoices from 7/1/2015 to 12/31/2015 Project Vendor Hazmat Doc Hazmat Monitoring & Testing 10/14/ /25/ , Hazmat Doc 5, HP Inspections, Inc Construction Tests & Inspections Construction Tests & Inspections Construction Tests & Inspections Construction Tests & Inspections Construction Tests & Inspections 9/1/15 10/1/15 11/12/ /31/ , /28/ , /25/ , /30/ , /27/ , HP Inspections, Inc. 62, JJ. Albanese 6250 TBD Main Construction 11/19/ , JJ. Albanese 169, Kramer Project Development CM Construction phase CM Construction phase CM Construction phase CM Construction phase Program Management CM Construction phase Program Management CM Construction phase 7/17/15 8/26/15 10/1/15 10/23/ /6/ , /10/ , /16/ , /15/ , /27/ , /27/ , /21/ , /21/ , Kramer Project Development 417, Larry Montgomery/Inspectacon Corporation project Inspector Project Inspector- QSP project Inspector Project Inspector- QSP Project Inspector Project Inspector- QSP 8/7/15 8/7/15 9/18/15 10/6/15 10/6/ /28/ , /28/ , /31/ , /31/ , /30/ , /30/ , Monday, January 11, 2016 Page 3 of 5

21 Invoices from 7/1/2015 to 12/31/2015 Project Vendor project Inspector Project Inspector- QSP Project Inspector Project Inspector- QSP Project Inspector Project Inspector- QSP 11/12/15 11/12/ /2/ , /2/ , /3/ , /3/ , /31/15 68R 16, /31/ , Larry Montgomery/Inspectacon Corporation 107, Meehleis - Bank of Agriculture and Commerce Meehleis Retention Meehleis Retention Meehleis Retention Meehleis Retention Meehleis Retention Meehleis Retention 8/26/15 9/23/15 10/14/15 11/12/ /31/ C , /31/ C , /30/ C , /31/ C , /30/ C , /31/ C , Meehleis - Bank of Agriculture and Commerce 147, Meehleis Modular Buildings Main Construction Main Construction Main Construction Main Construction Main Construction Main Construction 8/19/15 9/23/15 11/12/ /31/ C , /31/ C , /30/ C , /31/ C , /30/ C , /31/ C , Meehleis Modular Buildings 2,798, Sanco Pipelines, Inc Main Construction Main Construction Main Construction Main Construction 8/19/15 9/18/15 11/12/ /23/ , /31/ , /31/15 5 3, /31/ , Sanco Pipelines, Inc. 227, Scapes, Inc Main Construction Main Construction 11/12/ /15/ , /4/ , Monday, January 11, 2016 Page 4 of 5

22 Invoices from 7/1/2015 to 12/31/2015 Project Vendor Scapes, Inc. 34, Lexington Modernization Project Total: 1, Robert A. Bothman, Inc Main Construction 7/16/ /8/ M1 1, Robert A. Bothman, Inc. 1, Measure B Project Closeouts Project Total: 1, Kramer Project Development Program Management 10/1/ /16/ , Kramer Project Development 1, Program Management Project Total: 5, Kramer Project Development Program Management Program Management Program Management 7/17/15 8/26/15 10/23/ /6/ , /10/ , /15/ , Kramer Project Development 5, Total: 5,814, Monday, January 11, 2016 Page 5 of 5

23 LOS GATOS UNION SCHOOL DISTRICT MEASURE E FUND-WARRANT REGISTER SUMMARY 07/01/ /31/2015

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