Albany Unified School District Measure E Citizens Oversight Committee

Transcription

1 Measure E Citizens Oversight Committee AGENDA Meeting on: Thursday, October 21, 2010 Meeting Location: AUSD District Office Conference Room Meeting Time: 5:00 p.m. 1. Opening Business a. Call to Order b. Roll Call 2. Public Comment Period for Persons to Address the Committee on Matters not on the Agenda 3. Old Business a. Review and approve meeting minutes from i. August 16, New Business a. Comments by Committee Members b. Audit Update c. BOC member review of invoices d. Routine Updates i. Pool Committee Update ii. Design Scope Update iii. Budget Update iv. Construction/Schedule Update e. Set Next Meeting 5. Adjourn

2 Measure E Bond Oversight Committee District OfficeBoard Room 1051 Monroe Street Albany, CA MINUTES OF: Regular Meeting of August 16, 2010 MEETING CALLED TO ORDER: The meeting was called to order at 5:00 P.M. MEMBERS PRESENT: Alan Riffer, Peggy Thomsen, Bob Jacobs, Greg Lunkes, Chris Donahue, David Clahan, Anni Tilt OTHERS PRESENT: Marla Stephenson, Allan Garde, Dave Burke, PUBLIC COMMENT PERIOD: None OLD BUSINESS: Approval of Minutes: Member Donahue motioned to approve the April 22 meeting minutes, seconded by Member Thomsen. All voted aye (abstention by Anni since she was not present at that meeting) and the motion was approved. NEW BUSINESS: Comments by Committee Members None ROUTINE UPDATES Pool Committee Update The pool committee has not met since the last COC meeting in January. It is undecided if they will need to meet again. Design Scope and Schedule Update The Committee asked Mr. Burke how the DSA process went for the pool project. Per Mr. Burke, the pool project went smoothly except for one issue which was the cross bracing (gusset plate) for the glass elevations. The architect met with the DSA engineer prior to submittal to ask if the gusset plate would be an issue in the approval. The DSA engineer stated that it would not be a problem. The DSA engineer that the architect met with left DSA soon afterward the project was reviewed by another DSA engineer. That DSA engineer was not familiar with the gusset plate design therefore it took longer to get the approval. Superintendent Stephenson stated she was unhappy that DSA would speak to a citizen regarding the status of pool project and not notify the District of this communication (Sharenow). At a minimum, the District should have been cc d on the correspondence. Measure E Citizens Oversight Committee Meeting Minutes of August 16, 2010 Page 1

3 Mr. Burke stated that pool was the 1 st increment of the project and the portables were the 2 nd increment. The portables will already be DSA approved but the site work will require DSA approval. The DSA approval should either be over the counter or a minor approval and should only take a few weeks. Budget Update Alan Garde provided the budget update. There has been approximately $57,569 in expenses for the quarter and primarily for professional services. Bollo Construction has a lump sum contract and has not increased their price even though the process has been extended by a year. They have completed the preconstruction phase of the project and are now in the construction phase. Construction/Schedule Update Superintendent Stephenson stated that a concern arose regarding the timing of the pool project bid opening. The original bid opening date was August 17 th, but there were many other bids opening that same day/week. On the advice of David Burke, Superintendent Stephenson decided to move the bid opening date to August 25 th at 2pm. This potentially allows more contractors to bid the project and for them to focus on pool project to get the best bid. The selected contactor will go the Board on September 7 th and the Notice of Award will be given to the contractor on September 8 th. Construction is expected to start by the end of September and the contractor has 300 days to finish the project. The contractor will provide a schedule to show how they will meet the 300 day timeline. The Inspector of Record has been hired and is basically the onsite representative for DSA even though they are paid by the District. Superintendent Stephenson has provided American Modular a nonbinding letter of intent for the Gen 7 buildings to lock in the price. The neighbors will be notified that construction will be starting. Construction will continue during the school day. OTHER BUSINESS: Committee Organization Per Superintendent Stephenson, all the committee members have been reupped for another two year term. There is a need to elect new chair people. The Committee nominates Greg Lunkes to be the Chairperson, motion by Member Thomsen and second by Member Tilt. All voted aye and the motion passed. Member Tilt is then nominated to be the Vice Chair, motion by Member Thomsen and second by Member Riffer. All voted aye and the motion passed. Process of Financial Audits The financial audit is scheduled for October 1415 th There will also need to be an operational audit. Per Mr. Burke, the operational audit is commonly referred as a performance audit and is required by Proposition 39. The performance audit is required to assure that the expenditures meet the language of the approved bond. The cost of the audit comes out of the District s general fund. Additionally, the same consultant can provide both types of audits. The financial audit will be complete in December and will be presented to the Board in January. The Committee will need to complete their annual report based on the auditor s report. NEXT MEETING: The next meeting will be on October 21, 2010 at 5:00pm. ADJOURNMENT: Member Lunkes moved to adjourn. Measure E Citizens Oversight Committee Meeting Minutes of August 16, 2010 Page 2

4 Meeting was adjourned at approximately 5:50 p.m. DATE OF APPROVAL: Measure E Citizens Oversight Committee Meeting Minutes of August 16, 2010 Page 3

5 Pool Budget 1 Albany High School Pool Project Budget AtaGlance BUDGET ENCUMBRANCE EXPENDITURES (Thru ) Budget Preliminary Budget Current Original Released Remaining Total Expenditures Expenditures Total Unexpensed PCO Unencumbered Code Description Budget Modifications Budget Encumbrance Encumbrance Encumbrance Prior to Quarter for Quarter Expenditures Encumbrance Exposure Balance 100 Site Costs $ 80,000 $ (20,845) $ 59,155 $ 55,090 $ 55,090 $ $ 54,155 $ 935 $ 55,090 $ $ $ 4, District & Agency Costs $ 76,099 $ 941 $ 77,040 $ 46,654 $ 46,654 $ $ 46,654 $ $ 46,654 $ $ $ 30, Professional Services $ 1,389,785 $ (97,565) $ 1,292,220 $ 1,292,220 $ 882,611 $ 409,609 $ 789,970 $ 92,641 $ 882,611 $ 409,609 $ $ 400 Bid Costs $ 27,766 $ $ 27,766 $ 2,909 $ 2,909 $ 0 $ 535 $ 2,374 $ 2,909 $ 0 $ $ 24, Construction Costs $ 7,404,240 $ (181,201) $ 7,223,039 $ 6,480,715 $ 301,715 $ 6,179,000 $ 281,472 $ 20,244 $ 301,715 $ 6,179,000 $ $ 742, Construction Support $ 222,127 $ $ 222,127 $ $ $ $ $ $ $ $ $ 222, Furniture & Equipment $ $ 150,000 $ 150,000 $ $ $ $ $ $ $ $ $ 150, Misc. Project Costs $ 10,000 $ $ 10,000 $ 2,637 $ 1,851 $ 785 $ 1,440 $ 412 $ 1,851 $ 785 $ $ 7, Contingencies $ 788,552 $ 150,101 $ 938,653 TOTAL $ 9,998,569 $ 1,431 $ 10,000,000 $ 7,880,225 $ 1,290,831 $ 6,589,394 $ 1,174,226 $ 116,605 $ 1,290,831 $ 6,589,394 $ $ 1,181,122 AHS Pool Project Budget AtaGlance Page 1 of 1 10/18/2010

6 Fund 210 AHS Pool Project Pool Budget 3 Reference # Pay To Name Journal # Description Invoice Dt Invoice Trans Dt Expenditure Bollo Coding GEOSPHERE CONSULTANTS, INC. EX Consulting Services (Pool) 07/23/ /03/10 $ GEOSPHERE CONSULTANTS, INC. EX Consulting Services (Pool) 07/07/ /10/10 $ GEOSPHERE CONSULTANTS, INC. EX Consulting Services (Pool) 07/30/ /14/10 $ P LPA, INC. AP POOL BUILDING PROJECT 07/07/ /29/10 $ 5, P LPA, INC. EX POOL BUILDING PROJECT 08/10/ /16/10 $ 62, P BOLLO CONSTRUCTION INC. AP POOL PROJECT 06/30/ /29/10 $ 8, P BOLLO CONSTRUCTION INC. EX POOL PROJECT 08/16/ /24/10 $ 8, P BOLLO CONSTRUCTION INC. EX POOL PROJECT 09/07/ /16/10 $ 8, BOLLO CONSTRUCTION INC. EX PRINTING FEES FOR AHS POOL PLAN 08/16/ /14/10 $ 2, EMERGENCY SERVICE RESTORATION EX REMOVE SLUDGE FROM CLEANOUT BY POOL 09/01/ /16/10 $ 2, R PREFERRED PLUMBING EX LABOR & MATERIALS TO REPAIR SEWER LINE 09/04/ CALL /14/10 $ 17, P FAR WEST SANITATION AND STORAGE, INC. EX /11 CONTAINER RENTAL 07/01/ /03/10 $ FAR WEST SANITATION AND STORAGE, INC. EX CONTAINER CONTRACT MOVE 08/12/ /14/10 $ P FAR WEST SANITATION AND STORAGE, INC. EX /11 CONTAINER RENTAL 08/01/ /16/10 $ P FAR WEST SANITATION AND STORAGE, INC. EX /11 CONTAINER RENTAL 09/01/ /23/10 $ QUARTERLY TOTAL OF EXPENDITURES FOR AHS POOL PROJECT $ 116, $ 116, AHS Pool Project Page 1 of 1 10/18/2010

7 Albany High School Pool Project Budget BUDGET ENCUMBRANCE EXPENDITURES (Thru ) Budget Preliminary Budget Current Original Released Remaining Total Expenditures Expenditures Total Unexpensed PCO Unencumbered Code Description Budget Modifications Budget Encumbrance Encumbrance Encumbrance Prior to Quarter for Quarter Expenditures Encumbrance Exposure Balance 100 Site Costs 110 Acquisition Costs $ $ $ $ $ $ $ $ $ $ $ $ 120 Escrow/Title/Legal Fees $ $ $ $ $ $ $ $ $ $ $ $ 130 Bond/Financing Costs $ $ 2,500 $ 2,500 $ 2,500 $ 2,500 $ $ 2,500 $ $ 2,500 $ $ $ 140 Special Insurance $ $ $ $ $ $ $ $ $ $ $ $ 150 Property Appraisal $ $ $ $ $ $ $ $ $ $ $ $ 160 Special Studies $ 75,000 $ (22,410) $ 52,590 $ 52,590 $ 52,590 $ $ 51,655 $ 935 $ 52,590 $ $ $ Toxics Study $ $ $ $ $ $ $ $ $ $ $ $ CEQA $ 25,000 $ (23,920) $ 1,080 $ 1,080 $ 1,080 $ $ 1,080 $ $ 1,080 $ $ $ Geotechnical $ 25,000 $ 2,310 $ 27,310 $ 27,310 $ 27,310 $ $ 26,375 $ 935 $ 27,310 $ $ $ Geologic Hazard $ $ $ $ $ $ $ $ $ $ $ $ Topographical Survey $ 25,000 $ (10,800) $ 14,200 $ 14,200 $ 14,200 $ $ 14,200 $ $ 14,200 $ $ $ Speciality Consultant $ $ 10,000 $ 10,000 $ 10,000 $ 10,000 $ $ 10,000 $ $ 10,000 $ $ $ Site Civil Engineer $ $ $ $ $ $ $ $ $ $ $ $ Underground Utility Locating $ $ $ $ $ $ $ $ $ $ $ $ 170 Demolition of Existing Features $ $ $ $ $ $ $ $ $ $ $ $ 180 Environmental Cleanup/Disposal $ $ $ $ $ $ $ $ $ $ $ 190 Miscellaneous $ 5,000 $ (935) $ 4,065 $ $ $ $ $ $ $ $ $ 4,065 Division Subtotal $ 80,000 $ (20,845) $ 59,155 $ 55,090 $ 55,090 $ $ 54,155 $ 935 $ 55,090 $ $ $ 4, District & Agency Costs 210 DSA Fees $ 38,599 $ 3,441 $ 42,040 $ 42,040 $ 42,040 $ $ 42,040 $ $ 42,040 $ $ $ 220 CDE Fees $ $ $ $ $ $ $ $ $ $ $ $ 230 DTSC Fees $ $ $ $ $ $ $ $ $ $ $ $ 240 Legal Fees $ $ $ $ $ $ $ $ $ $ $ $ 250 Utility Agency Fees $ $ $ $ $ $ $ $ $ $ $ $ 260 Air Quality District Fees $ 2,500 $ (2,500) $ $ $ $ $ $ $ $ $ $ 290 Miscellaneous $ 35,000 $ $ 35,000 $ 4,614 $ 4,614 $ $ 4,614 $ $ 4,614 $ $ $ 30,386 Division Subtotal $ 76,099 $ 941 $ 77,040 $ 46,654 $ 46,654 $ $ 46,654 $ $ 46,654 $ $ $ 30,386 Pool Budget 2 AHS Pool Project Budget Page 1 of 3 10/18/2010

8 BUDGET ENCUMBRANCE EXPENDITURES (Thru ) Pool Budget 2 Budget Preliminary Budget Current Original Released Remaining Total Expenditures Expenditures Total Unexpensed PCO Unencumbered Code Description Budget Modifications Budget Encumbrance Encumbrance Encumbrance Prior to Quarter for Quarter Expenditures Encumbrance Exposure Balance 300 Professional Services 310 Preconstruction Planning $ 35,000 $ (4,025) $ 30,975 $ 30,975 $ 30,975 $ $ 30,975 $ $ 30,975 $ $ $ 320 Design and Engineering $ 851,488 $ (250,814) $ 600,674 $ 600,674 $ 516,959 $ 83,715 $ 449,818 $ 67,141 $ 516,959 $ 83,715 $ $ Investigation/Concept $ $ 6,674 $ 6,674 $ 6,674 $ 6,674 $ $ 6,674 $ $ 6,674 $ $ $ Project Design and Construction $ 851,488 $ (257,488) $ 594,000 $ 594,000 $ 510,285 $ 83,715 $ 443,144 $ 67,141 $ 510,285 $ 83,715 $ $ Interim Housing $ $ $ $ $ $ $ $ $ $ $ $ Miscellaneous $ $ $ $ $ $ $ $ $ $ $ $ 325 Peer Review $ $ $ $ $ $ $ $ $ $ $ $ 330 Specialty Consultant $ $ $ $ $ $ $ $ $ $ $ $ Labor Compliance $ $ $ $ $ $ $ $ $ $ $ $ Eligibility Consultant $ $ $ $ $ $ $ $ $ $ $ $ 340 Program/Project Management $ 483,297 $ 144,842 $ 628,139 $ 628,139 $ 303,204 $ 324,935 $ 277,704 $ 25,500 $ 303,204 $ 324,935 $ $ Program Management $ $ $ $ $ $ $ $ $ $ $ $ Project Management $ 483,297 $ 144,842 $ 628,139 $ 628,139 $ 303,204 $ 324,935 $ 277,704 $ 25,500 $ 303,204 $ 324,935 $ $ Constructability Review $ $ $ $ $ $ $ $ $ $ $ $ Cost Estimating $ $ $ $ $ $ $ $ $ $ $ $ 350 Legal Services $ $ 930 $ 930 $ 930 $ 930 $ $ 930 $ $ 930 $ $ $ 360 Low Voltage Design $ $ $ $ $ $ $ $ $ $ $ $ 370 Community Outreach $ $ $ $ $ $ $ $ $ $ $ $ 380 Hazardous Materials $ 20,000 $ 11,502 $ 31,502 $ 31,502 $ 30,543 $ 959 $ 30,543 $ $ 30,543 $ 959 $ $ Surveying and Design $ 5,000 $ 5,497 $ 10,497 $ 10,497 $ 10,497 $ $ 10,497 $ $ 10,497 $ $ $ Construction Monitoring $ 15,000 $ 6,005 $ 21,005 $ 21,005 $ 20,046 $ 959 $ 20,046 $ $ 20,046 $ 959 $ $ 390 Miscellaneous $ $ $ $ $ $ $ $ $ $ $ $ Division Subtotal $ 1,389,785 $ (97,565) $ 1,292,220 $ 1,292,220 $ 882,611 $ 409,609 $ 789,970 $ 92,641 $ 882,611 $ 409,609 $ $ 400 Bid Costs 410 Reproduction $ 22,213 $ $ 22,213 $ 2,374 $ 2,374 $ $ $ 2,374 $ 2,374 $ $ $ 19, Notices $ 5,553 $ $ 5,553 $ 535 $ 535 $ 0 $ 535 $ $ 535 $ 0 $ $ 5, Miscellaneous $ $ $ $ $ $ $ $ $ $ $ $ Division Subtotal $ 27,766 $ $ 27,766 $ 2,909 $ 2,909 $ 0 $ 535 $ 2,374 $ 2,909 $ 0 $ $ 24, Construction Costs 510 Site Contractor $ $ $ $ $ $ $ $ $ $ $ $ 520 General Contractor $ 6,655,000 $ (476,000) $ 6,179,000 $ 6,179,000 $ $ 6,179,000 $ $ $ $ 6,179,000 $ $ 530 Lease/Leaseback Developer $ $ $ $ $ $ $ $ $ $ $ $ 540 Specialty Contractors $ 400,000 $ (75,961) $ 324,039 $ 301,340 $ 301,340 $ $ 281,097 $ 20,244 $ 301,340 $ $ $ 22, Abatement $ $ $ $ $ $ $ $ $ $ $ $ 550 Low Voltage Construction $ $ $ $ $ $ $ $ $ $ $ $ Data and Telecom $ $ $ $ $ $ $ $ $ $ $ $ Security $ $ $ $ $ $ $ $ $ $ $ $ 560 Relocatable Buildings $ 329,240 $ 370,760 $ 700,000 $ $ $ $ $ $ $ $ $ 700, Builders Risk Insurance $ $ $ $ $ $ $ $ $ $ $ $ 570 Owner Furnished Materials $ $ $ $ $ $ $ $ $ $ $ $ 590 Miscellaneous $ 20,000 $ $ 20,000 $ 375 $ 375 $ $ 375 $ $ 375 $ $ $ 19,625 Division Subtotal $ 7,404,240 $ (181,201) $ 7,223,039 $ 6,480,715 $ 301,715 $ 6,179,000 $ 281,472 $ 20,244 $ 301,715 $ 6,179,000 $ $ 742, Construction Support 610 Inspection $ 148,085 $ $ 148,085 $ $ $ $ $ $ $ $ $ 148, Materials Testing $ 74,042 $ $ 74,042 $ $ $ $ $ $ $ $ $ 74, Survey Controls $ $ $ $ $ $ $ $ $ $ $ $ 640 Security $ $ $ $ $ $ $ $ $ $ $ $ 650 Construction Management $ $ $ $ $ $ $ $ $ $ $ $ 690 Miscellaneous $ $ $ $ $ $ $ $ $ $ $ $ Division Subtotal $ 222,127 $ $ 222,127 $ $ $ $ $ $ $ $ $ 222, Furniture & Equipment 710 F&E Design $ $ $ $ $ $ $ $ $ $ $ $ 720 F&E $ $ 150,000 $ 150,000 $ $ $ $ $ $ $ $ $ 150, Library Materials $ $ $ $ $ $ $ $ $ $ $ $ 750 Specialty $ $ $ $ $ $ $ $ $ $ $ $ 790 Miscellaneous $ $ $ $ $ $ $ $ $ $ $ $ Division Subtotal $ $ 150,000 $ 150,000 $ $ $ $ $ $ $ $ $ 150,000 AHS Pool Project Budget Page 2 of 3 10/18/2010

9 BUDGET ENCUMBRANCE EXPENDITURES (Thru ) Pool Budget 2 Budget Preliminary Budget Current Original Released Remaining Total Expenditures Expenditures Total Unexpensed PCO Unencumbered Code Description Budget Modifications Budget Encumbrance Encumbrance Encumbrance Prior to Quarter for Quarter Expenditures Encumbrance Exposure Balance 800 Misc. Project Costs 810 Interim Housing $ $ $ $ $ $ $ $ $ $ $ $ Setup $ $ $ $ $ $ $ $ $ $ Lease $ $ $ $ $ $ $ $ $ $ 820 Moving and Storage $ 10,000 $ $ 10,000 $ 2,637 $ 1,851 $ 785 $ 1,440 $ 412 $ 1,851 $ 785 $ $ 7, Moving $ 5,000 $ $ 5,000 $ $ $ $ $ $ $ $ $ 5, Storage $ 5,000 $ $ 5,000 $ 2,637 $ 1,851 $ 785 $ 1,440 $ 412 $ 1,851 $ 785 $ $ 2, Packing $ $ $ $ $ $ $ $ $ $ $ $ 830 Commissioning $ $ $ $ $ $ $ $ $ $ $ $ 835 Materials and Supplies $ $ $ $ $ $ $ $ $ $ $ $ Materials and Supplies $ $ $ $ $ $ $ $ $ $ $ $ Computer Supplies $ $ $ $ $ $ $ $ $ $ $ $ Grounds Supplies $ $ $ $ $ $ $ $ $ $ $ $ Maintenenace Supplies $ $ $ $ $ $ $ $ $ $ $ $ General Building Supplies $ $ $ $ $ $ $ $ $ $ $ $ Food Service Supplies $ $ $ $ $ $ $ $ $ $ $ $ 840 M&O Costs $ $ $ $ $ $ $ $ $ $ $ $ 850 Buildings and Grounds Costs $ $ $ $ $ $ $ $ $ $ $ $ 860 Waste Disposal $ $ $ $ $ $ $ $ $ $ $ $ 890 Miscellaneous $ $ $ $ $ $ $ $ $ $ $ $ Division Subtotal $ 10,000 $ $ 10,000 $ 2,637 $ 1,851 $ 785 $ 1,440 $ 412 $ 1,851 $ 785 $ $ 7, Contingencies 910 Construction Contingency $ 555,318 $ 268,624 $ 823, New Construction (5.5%) $ 555,318 $ 268,624 $ 823, Modernization (10%) $ $ $ 920 Soft Cost Cont. $ 233,234 $ (118,523) $ 114, Owner Contingency $ $ $ Division Subtotal $ 788,552 $ 150,101 $ 938,653 TOTAL $ 9,998,569 $ 1,431 $ 10,000,000 $ 7,880,225 $ 1,290,831 $ 6,589,394 $ 1,174,226 $ 116,605 $ 1,290,831 $ 6,589,394 $ $ 1,181,122 AHS Pool Project Budget Page 3 of 3 10/18/2010