Albany Unified School District Measure E Citizens Oversight Committee

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, 2010 4. 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

Measure E Bond Oversight Committee District OfficeBoard Room 1051 Monroe Street Albany, CA 94706 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

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 2010. 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

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

Pool Budget 1 Albany High School Pool Project Budget AtaGlance BUDGET ENCUMBRANCE EXPENDITURES (Thru 09302010) 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 $ $ $ 4,065 200 District & Agency Costs $ 76,099 $ 941 $ 77,040 $ 46,654 $ 46,654 $ $ 46,654 $ $ 46,654 $ $ $ 30,386 300 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 $ $ 24,857 500 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 $ $ 742,324 600 Construction Support $ 222,127 $ $ 222,127 $ $ $ $ $ $ $ $ $ 222,127 700 Furniture & Equipment $ $ 150,000 $ 150,000 $ $ $ $ $ $ $ $ $ 150,000 800 Misc. Project Costs $ 10,000 $ $ 10,000 $ 2,637 $ 1,851 $ 785 $ 1,440 $ 412 $ 1,851 $ 785 $ $ 7,363 900 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

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. EX1100450 Consulting Services (Pool) 07/23/10 001000 08/03/10 $ 497.50 160.3 GEOSPHERE CONSULTANTS, INC. EX1100574 Consulting Services (Pool) 07/07/10 000959 08/10/10 $ 262.50 160.3 GEOSPHERE CONSULTANTS, INC. EX1100871 Consulting Services (Pool) 07/30/10 001027 09/14/10 $ 175.00 160.3 P0800946 LPA, INC. AP1000186 POOL BUILDING PROJECT 07/07/10 48945 07/29/10 $ 5,013.25 320.3 P0800946 LPA, INC. EX1100961 POOL BUILDING PROJECT 08/10/10 49296 09/16/10 $ 62,127.81 320.3 P0800979 BOLLO CONSTRUCTION INC. AP1000187 POOL PROJECT 06/30/10 6210 07/29/10 $ 8,500.00 340.2 P0800979 BOLLO CONSTRUCTION INC. EX1100688 POOL PROJECT 08/16/10 6216 08/24/10 $ 8,500.00 340.2 P0800979 BOLLO CONSTRUCTION INC. EX1101011 POOL PROJECT 09/07/10 6225 09/16/10 $ 8,500.00 340.2 BOLLO CONSTRUCTION INC. EX1100896 PRINTING FEES FOR AHS POOL PLAN 08/16/10 6217 09/14/10 $ 2,374.13 410 EMERGENCY SERVICE RESTORATION EX1100985 REMOVE SLUDGE FROM CLEANOUT BY POOL 09/01/10 105 81 09012010 09/16/10 $ 2,395.00 540 R1100243 PREFERRED PLUMBING EX1100847 LABOR & MATERIALS TO REPAIR SEWER LINE 09/04/10 92196 CALL126587 09/14/10 $ 17,848.50 540 P1100115 FAR WEST SANITATION AND STORAGE, INC. EX1100451 10/11 CONTAINER RENTAL 07/01/10 49894 08/03/10 $ 87.26 820.2 FAR WEST SANITATION AND STORAGE, INC. EX1100875 CONTAINER CONTRACT MOVE 08/12/10 51529 09/14/10 $ 150.00 820.2 P1100115 FAR WEST SANITATION AND STORAGE, INC. EX1100982 10/11 CONTAINER RENTAL 08/01/10 51020 09/16/10 $ 87.26 820.2 P1100115 FAR WEST SANITATION AND STORAGE, INC. EX1101181 10/11 CONTAINER RENTAL 09/01/10 52182 09/23/10 $ 87.26 820.2 QUARTERLY TOTAL OF EXPENDITURES FOR AHS POOL PROJECT $ 116,605.47 $ 116,605.47 AHS Pool Project Page 1 of 1 10/18/2010

Albany High School Pool Project Budget BUDGET ENCUMBRANCE EXPENDITURES (Thru 09302010) 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 $ $ $ 160.1 Toxics Study $ $ $ $ $ $ $ $ $ $ $ $ 160.2 CEQA $ 25,000 $ (23,920) $ 1,080 $ 1,080 $ 1,080 $ $ 1,080 $ $ 1,080 $ $ $ 160.3 Geotechnical $ 25,000 $ 2,310 $ 27,310 $ 27,310 $ 27,310 $ $ 26,375 $ 935 $ 27,310 $ $ $ 160.4 Geologic Hazard $ $ $ $ $ $ $ $ $ $ $ $ 160.5 Topographical Survey $ 25,000 $ (10,800) $ 14,200 $ 14,200 $ 14,200 $ $ 14,200 $ $ 14,200 $ $ $ 160.6 Speciality Consultant $ $ 10,000 $ 10,000 $ 10,000 $ 10,000 $ $ 10,000 $ $ 10,000 $ $ $ 160.7 Site Civil Engineer $ $ $ $ $ $ $ $ $ $ $ $ 160.8 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 $ $ $ 4,065 200 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

BUDGET ENCUMBRANCE EXPENDITURES (Thru 09302010) 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 $ $ 320.1 Investigation/Concept $ $ 6,674 $ 6,674 $ 6,674 $ 6,674 $ $ 6,674 $ $ 6,674 $ $ $ 320.3 Project Design and Construction $ 851,488 $ (257,488) $ 594,000 $ 594,000 $ 510,285 $ 83,715 $ 443,144 $ 67,141 $ 510,285 $ 83,715 $ $ 320.7 Interim Housing $ $ $ $ $ $ $ $ $ $ $ $ 320.8 Miscellaneous $ $ $ $ $ $ $ $ $ $ $ $ 325 Peer Review $ $ $ $ $ $ $ $ $ $ $ $ 330 Specialty Consultant $ $ $ $ $ $ $ $ $ $ $ $ 330.1 Labor Compliance $ $ $ $ $ $ $ $ $ $ $ $ 330.2 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 $ $ 340.1 Program Management $ $ $ $ $ $ $ $ $ $ $ $ 340.2 Project Management $ 483,297 $ 144,842 $ 628,139 $ 628,139 $ 303,204 $ 324,935 $ 277,704 $ 25,500 $ 303,204 $ 324,935 $ $ 340.3 Constructability Review $ $ $ $ $ $ $ $ $ $ $ $ 340.4 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 $ $ 380.1 Surveying and Design $ 5,000 $ 5,497 $ 10,497 $ 10,497 $ 10,497 $ $ 10,497 $ $ 10,497 $ $ $ 380.2 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 $ $ $ 19,839 420 Notices $ 5,553 $ $ 5,553 $ 535 $ 535 $ 0 $ 535 $ $ 535 $ 0 $ $ 5,018 490 Miscellaneous $ $ $ $ $ $ $ $ $ $ $ $ Division Subtotal $ 27,766 $ $ 27,766 $ 2,909 $ 2,909 $ 0 $ 535 $ 2,374 $ 2,909 $ 0 $ $ 24,857 500 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 $ $ $ 22,699 545 Abatement $ $ $ $ $ $ $ $ $ $ $ $ 550 Low Voltage Construction $ $ $ $ $ $ $ $ $ $ $ $ 550.1 Data and Telecom $ $ $ $ $ $ $ $ $ $ $ $ 550.2 Security $ $ $ $ $ $ $ $ $ $ $ $ 560 Relocatable Buildings $ 329,240 $ 370,760 $ 700,000 $ $ $ $ $ $ $ $ $ 700,000 565 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 $ $ 742,324 600 Construction Support 610 Inspection $ 148,085 $ $ 148,085 $ $ $ $ $ $ $ $ $ 148,085 620 Materials Testing $ 74,042 $ $ 74,042 $ $ $ $ $ $ $ $ $ 74,042 630 Survey Controls $ $ $ $ $ $ $ $ $ $ $ $ 640 Security $ $ $ $ $ $ $ $ $ $ $ $ 650 Construction Management $ $ $ $ $ $ $ $ $ $ $ $ 690 Miscellaneous $ $ $ $ $ $ $ $ $ $ $ $ Division Subtotal $ 222,127 $ $ 222,127 $ $ $ $ $ $ $ $ $ 222,127 700 Furniture & Equipment 710 F&E Design $ $ $ $ $ $ $ $ $ $ $ $ 720 F&E $ $ 150,000 $ 150,000 $ $ $ $ $ $ $ $ $ 150,000 740 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