San Mateo County Community College District
Bond Oversight Committee Meeting
February 1, 2006
Present:
Committee members: Marta Bookbinder, Coleman Campbell, Patrick Cheng, Chris Eden,
Stanley Gross, Gene Klein, Marion McDowell, Ruth Nagler, Jim Wyatt
District: Barbara Christensen, Linda Da Silva, Jim Keller, Jose Nunez, Karen Powell
Guests: Terry Montgomery, auditor
1. Call to Order and Introductions
The meeting was called to order by Chairperson Jim Wyatt at 4:03 p.m. Gene Klein,
newly appointed to the Bond Oversight Committee, was introduced, and all members
introduced themselves. Mr. Wyatt distributed an updated roster and asked if there were
any corrections to the roster. None were reported.
2. Approval of Minutes
The minutes of the November 29, 2005 meeting were approved unanimously.
3. Review of cumulative report on expenditures through December 30, 2005 (Keller)
Vice Chancellor James Keller presented this report, which showed that the total of
expended and committed funds totals $164 million. He told the committee that
contingency funds will be used to adjust the balances of four projects that currently show a
small negative balance. Mr. Keller explained that the District is currently incurring
expenses that will be funded from the second bond, which was passed last November.
Since that bond passed, the District has been reviewing current projects and, in some cases,
has made the choice to expand the scope of already-existing projects.
He also told the Committee that the District is putting together a bond project list that will
be used by the Bond Oversight Committee for tracking expenditures for the new bond.
Mr. Keller said that District staff is meeting with the underwriters next week regarding
issuing Series A of Measure A and Series C of Measure C. Issuance will be in Spring or
Summer of 2006.
4. Review of 2004-05 Financial and Performance Audits (Terry Montgomery of
Vavrinek, Trine, Day and Co., LLP)
Committee members were given two financial statements which Ms. Montgomery
reviewed with the Committee:
A. Financial Report
Shows data as of June 30, 2005. The purpose of this report is to verify that the
numbers provided by management are accurate. Page 1 is the auditor’s opinion and
it is important that the words “present fairly” be included. Page 2 provides a brief
look at how much cash was left as of June 30, 2005. Page 3 shows income and
expenses for the 2004-05 fiscal year.
B. Capital Outlay Performance Report
The purpose of this report is to verify that the bond funs were spent only on items
that were included in the Bond Projects List. Page 1 provides a summary of the
$135.9 million spent or designated to be spent. Page 2 outlines procedures used to
ensure that the funds are accounted for separately (not mixed with District funds).
Ms. Montgomery explained that the auditor’s requirement is to look at 25% of the
expenditures to make sure that the projects being funded were on the voterapproved list of bond projects. The auditors actually looked at 39% of
expenditures in order to include more contractors and sites. Included in the report
is a listing of the individual invoices that were looked at.
The Board of Trustees will review the audits presented by Ms. Montgomery at its
February 15 meeting.
Patrick Cheng asked if there was preference given to San Mateo County
contractors. He said that, if all else was equal, he would favor giving local
preference. The committee agreed that this issue is not within the scope of the
committee, but that individuals should feel free to bring it to the Board of Trustees.
Barbara Christensen will alert all committee members if and when this item will be
on the Board’s agenda.
Linda Da Silva and Jose Nunez described the prequalification and bidding
processes that the District employs prior to awarding contracts.
5. Discussion and Approval of 2005 Annual Report
Barbara Christensen said that this report is an assigned function of the Oversight
Committee and must be approved by the Committee and publicized. She said that, when
approved, it will be posted on the District web site, sent to the press as a news release, and
included in the next issue of the Community Newsletter.
There were questions by committee members regarding language in the report which might
be difficult for laypersons to understand, such as “investments in treatments and finishes”
and “chillers.” Following discussion, it was agreed that Chairman Jim Wyatt and ViceChair Marion McDowell will work with staff on wording changes and approve these minor
changes on behalf of the committee.
Marta Bookbinder moved to approve the Annual Report, with the amended language noted
above. The motion was seconded by Patrick Cheng. The motion passed unanimously.
6. Update on Districtwide Projects (Powell/Nunez/DaSilva)
A brief review of projects at each of the campuses was presented:
2
A. Skyline:
Buildings 6 and 7A are completely bond funded. They are underway and moving
along very well. The design/build process, in which the contractor and design team
work together, was used for this project. The Division of State of Architects
approval process takes longer when this process is used, so there have been slight
delays. Jose Nunez reported that there was some flooding due to the early
December storm; Facilities is working with the contractor on this issue.
B. CSM:
The flagship project is the Science Building with an adjacent planetarium. The
primary structure (Science Building) has been approved by the Division of State
Architect, but approval for the planetarium, which is proposed to be built in a
geodesic dome, are moving slowly. Jose Nunez explained that in northern
California, there are no projects under the State’s jurisdiction that are similar to the
geodesic dome; therefore, the engineers are having difficulty agreeing on models.
Consequently, it will not be possible to open both buildings at the same time as
originally planned. The opening of the main Science Building will take place in
late Spring or early Summer, 2006. Planning for the opening ceremony is moving
forward.
Building 18: Modernization and seismic upgrade were finished last Fall one
semester ahead of schedule and $1 million under budget.
Building 35, Walter H. Moore Regional Public Safety Center: Bond funds along
with money from law enforcement agencies and from the Walter H. Moore
Foundation are being used for this project. The project is 95% finished and will be
opened in May or June, 2006.
Building 9, Library: KCSM is on the lower floor of this building. The interior is
being renovated and new equipment and a backup generator will be installed.
Pump: A new water pump was installed to support the new construction, in order
to maintain proper water pressure.
Fire hydrants: All fire hydrants on the CSM campus have been replaced.
Roofing: Four roofs are being replaced and will be completed by Spring.
C. Cañada:
Building 9, Library Resource Learning Center: One of the main entrances to this
building will be on the third floor which is at the same level as the west parking
lots. The first floor of this building will open on to the new quad that will be a
focal point for the campus. Jose Nunez noted that there have been no delays due to
weather. This is the only project in the District that did not use the design/build
process.
3
Buildings 5, 6 (Old Library and offices): Conversion of this area to a University
Center (for university partners) is being considered.
Committee members were encouraged to look at the webcams for the construction projects
that are on the District website.
7. Committee members’ comments/requests for future agenda items
Barbara Christensen said that, when Measure A passed last November, Committee
members were asked if they would continue serving on the Bond Oversight Committee and
al agreed to do so. Barbara will take the reappointment of members to the Board of
Trustees for approval on February 15. Marta Bookbinder noted that she would be willing
to give up her seat if it was considered appropriate to appoint a member from another north
county city such as Daly City, Pacifica or San Bruno.
8. Public comments
None
9. Schedule for next meeting
Barbara Christensen said the next meeting should be in April or May and is scheduled to
be at Skyline. However, if the ribbon cutting ceremony at CSM is scheduled during the
same time period, the meeting will be at CSM. Barbara will send an e-mail regarding
possible dates.
10. Adjournment
The meeting was adjourned at 5:26 p.m.
4