{"date":"2024-06-18","type":"CBOC","videoId":"cY66uY9Z-MY","audioDuration":5496,"speakers":{},"utterances":[{"start":4609,"end":5091,"speaker":"A","text":"Is that better?"},{"start":6376,"end":10247,"speaker":"B","text":"Yes. Yeah, no more, no more echo. You did it."},{"start":10938,"end":11548,"speaker":"A","text":"Well, now we should be—"},{"start":11757,"end":12753,"speaker":"C","text":"I should be able to hear this here."},{"start":13845,"end":15178,"speaker":"A","text":"Try again, Aaron. Say something, please."},{"start":16078,"end":21266,"speaker":"B","text":"Can you guys hear me now? I got it."},{"start":22117,"end":25072,"speaker":"D","text":"All right. Yep. Okay."},{"start":25988,"end":100916,"speaker":"C","text":"Excuse my projection voice. Okay, welcome, guests. Sorry about the audio problems. We are moving into Section 3 of the agenda, which is public comment. And do we have anyone from the public who'd like to speak this evening? Nobody on Zoom and nobody here in the room. Okay, then moving into Section 4, our action for this evening. We have just one item of action, um, which is to review and approve the minutes of our last meeting, which was on March first. So, um, committee members, anything in the minutes that, uh, need adjusting before we move to approve? One thing, uh, Section 5.3 of the minutes from last time, CBO Edson shared a presentation. He said Measure S amount of $90 million with net proceeds, that should be $8— uh, $89.5 million, not $8.95 million. Just small correction. If you could have Olivia make that connection, Rick, I think I can approve with that fix. Anything else in the minutes from last time? Motion to approve?"},{"start":102168,"end":104014,"speaker":"E","text":"Motion approved. Thanks, Jen."},{"start":104175,"end":104641,"speaker":"C","text":"Second?"},{"start":105620,"end":106985,"speaker":"D","text":"Second."},{"start":107210,"end":114276,"speaker":"C","text":"The two of you are always on the seconds. We'll give it to Carol on that time on the second. All in favor?"},{"start":114581,"end":115239,"speaker":"D","text":"Aye. Aye."},{"start":115801,"end":145746,"speaker":"C","text":"Okay, minutes from last meeting approved. All right, that takes us into Section 5, our information and discussion section. Do you have any members of the public they're welcome to address after each of the sections? First up, Jonathan, on the audit results for Measure T and Measure S. The floor is yours. Well, the closer you are to him, the better, probably."},{"start":146003,"end":147069,"speaker":"F","text":"Uh, do you have the slides up?"},{"start":147458,"end":149664,"speaker":"A","text":"Yeah, I'm gonna put them up momentarily."},{"start":151269,"end":160420,"speaker":"C","text":"The slides were handout 51 if people downloaded in advance."},{"start":180849,"end":279337,"speaker":"F","text":"Okay, uh, good evening everyone. I'm here to be going over the fiscal year 2023 bond performance and financial audit. So first, to talk about the scope of the audit, uh, we go over auditor responsibilities such as forming and expressing opinions based on the results of our audit of the financial statements and audit of compliance, as well as management responsibilities such as completeness and accuracy of the financial statements, maintenance of internal control over financial reporting, and compliance with laws and regulations. Uh, so to go over the timing of the audit, uh, June through August typically is when the district is closing the books and making financial preparations for the audit. Uh, September through October is the district-wide audit field work. November through December, district-wide financial statements are usually issued. Uh, January through February, Prop 39 bond performance audit field work is taking place. And by March, uh, we have the bond audit reporting finished. Uh, so to go over the scope of the audit, the audit of the bond program's financial statements are separate for Measure T and S. Uh, so for the financial statements audit, we are looking whether these financial statements are prepared per US GAAP for governmental entities And for Prop 39 bond performance audit, which is only for Measure T, uh, we're looking at things such as work expenditures only for allowable activities and costs."},{"start":281486,"end":286138,"speaker":"C","text":"And is that because for Measure S there were no expenditures in the fiscal year being audited?"},{"start":286620,"end":296469,"speaker":"F","text":"Uh, so like the expenditures are trickling down for, for Measure S, and I think the scope is just different for Measure T, but I can look more into this."},{"start":297303,"end":301617,"speaker":"A","text":"Measure S had no expenditures in the 2022-23 fiscal year."},{"start":302274,"end":303236,"speaker":"C","text":"They only had revenue."},{"start":303461,"end":307405,"speaker":"A","text":"Yeah, our first tranche came in on the 28th of June."},{"start":307983,"end":458905,"speaker":"F","text":"Nothing to audit yet. And to go over the performance audit for Measure T, uh, so some of the objectives were to ensure that such funds were expended on specific projects listed in the text of the applicable ballot measure verify that the funds were generally expended for the construction, renovation, furnishing, and equipping of school facilities constituting authorized bond projects, and to verify that the funds used were used to pay salaries of district employees, that they were allowable per Opinion 04110 issued on November 9th, 2004 by the State of California Attorney General. Uh, so the— to talk a little bit about the methodology of the performance audit, uh, we considered policies and procedures about payment processing, salary procurement and bidding, change order approval, and the CBOC. Uh, vendor transactions were sampled, uh, by looking at source documents and comparing to the accounting records, looking at evidence of approval for the internal control process received by the bidding. And for listed capital projects, we reviewed payroll, HR, and accounting records for salaries charged to the bond. And a little bit of how we sampled, uh, so we ended up testing $15 million out of the total $16.2 million expenditures. We selected significant samples, then moved on to test random samples, and then selected additional samples for unpredictable procedures. And our conclusions were that expenditures aligned with the voter-approved bond project list, payroll expenditures are per the AG opinion, and evidence of compliance with public bid and procurement. So now to go over the financial statements for both Measure T and Measure S. Uh, our opinion on the financial statements were that in all material— as, uh, sorry, in all material respects, and the financial position of the bond fund was presented fairly. Uh, internal control over financial reporting— we did not identify any deficiencies in internal control that would be considered to be a material weakness. And third, no instances of non-compliance or other matters that are required to be reported under government auditing standards were noted."},{"start":461728,"end":465256,"speaker":"D","text":"Um, that should be all, right?"},{"start":476241,"end":495130,"speaker":"C","text":"That's the extent of your presentations then? Okay, we can open up to, uh, and obviously the reports provided to the committee in advance, uh, as it Attachments 5-1. Any questions from the committee members about the audit from last fiscal year?"},{"start":499450,"end":499693,"speaker":"E","text":"Yeah."},{"start":500826,"end":503283,"speaker":"C","text":"Oh, I'm sorry, I thought you shout out."},{"start":503509,"end":510044,"speaker":"G","text":"I will shout out. I will shout out. Um, I— is, is this the time that we can actually ask questions about the body of the report?"},{"start":510108,"end":512044,"speaker":"C","text":"Yes, please. Yes, good question."},{"start":512190,"end":522392,"speaker":"G","text":"So I, I have a, a couple clarifying questions that I, I didn't quite understand some of the language and that I was reading. So when I got—"},{"start":522392,"end":525376,"speaker":"E","text":"I'm gonna see if I can scroll down and find the page number with what I have."},{"start":525536,"end":537183,"speaker":"G","text":"I have page 9, and it, it's very possible that it is auditing language that I just— and I am, I am on— okay, I am on Measure T."},{"start":537327,"end":538659,"speaker":"E","text":"Am I okay with that?"},{"start":538707,"end":538787,"speaker":"D","text":"Okay."},{"start":539012,"end":539590,"speaker":"G","text":"So it's—"},{"start":540039,"end":557701,"speaker":"E","text":"that's what I'm looking at now. I'm looking at page— it's page 12, um, actually. So no, um, bottom of 8, interest rate."},{"start":558375,"end":585447,"speaker":"G","text":"So yeah, so my question is this sentence. I'd like clarification. It is— here's what I read. Interest rate risk is the risk that changes in market interest rates will adversely affect the fair value of an investment. What am I missing in that sentence? I've read it 4 times. If everybody would just read it the way it's written, there's no stop, there's no comma, there's no break. I, I'm not quite understanding what—"},{"start":585656,"end":591694,"speaker":"F","text":"is there a word missing, or, uh, so the way I don't think I'm reading it right now, uh, so let me reread it out loud."},{"start":591742,"end":592641,"speaker":"G","text":"Maybe that will help."},{"start":592967,"end":598991,"speaker":"F","text":"Uh, interest rate risk is the risk that changes in market interest rates will adversely affect the fair value of an investment."},{"start":600421,"end":600775,"speaker":"G","text":"Okay, that—"},{"start":601306,"end":601725,"speaker":"E","text":"but there's—"},{"start":601870,"end":603722,"speaker":"G","text":"it feels like a word—"},{"start":603722,"end":604704,"speaker":"E","text":"it's kind of—"},{"start":604704,"end":614504,"speaker":"F","text":"it's saying that the interest— like, it's explaining the interest rate risks is the risk that changes in market interest rates will adversely affect the fair value of an investment."},{"start":614779,"end":615521,"speaker":"G","text":"Okay, I just—"},{"start":615553,"end":617005,"speaker":"F","text":"I think it's just the—"},{"start":617005,"end":630978,"speaker":"G","text":"yeah, it is the language. Okay, so I, I, I think I understand what it's saying. I just think that if somebody were to be reading this It's missing a word or missing a comma or missing a brace or there's just something that's not smooth there. That, that's, that's fine with me. Okay."},{"start":630978,"end":638619,"speaker":"C","text":"It's almost better if interest rate risk were in quotation so you would see it as a definition of that term. Maybe that's what they're trying to say. I think."},{"start":638619,"end":682304,"speaker":"G","text":"I just, I read it over and over and over and I was like, okay, I'm missing a word. And, and I would, it's saying what it needs to say. It just isn't clear to someone who's not an auditor when you're looking. And then under— can I, can I talk about the building fund one? Yes, it is. Okay, so building fund on page 11, you mentioned the report on compliance and other matters as part of obtaining reasonable assurance, and then you go on with the statement. At the end of that, then you say, however, providing an opinion on compliance with those provisions was not an objective of our audit, so we do not express Why is that in there then? I'm just curious as to why it was— do you have to say that and then you have to clarify, or—"},{"start":682433,"end":686960,"speaker":"F","text":"yeah, we have to clarify, and then I guess it would depend on the engagement as well. So we just have to—"},{"start":687281,"end":691712,"speaker":"G","text":"I just feel like it's saying, okay, this is an important thing to say, but then we didn't do anything about it."},{"start":692146,"end":692322,"speaker":"E","text":"Mhm."},{"start":692403,"end":700719,"speaker":"F","text":"Yeah, we kind of just have to, uh, put it out there, and then as well as that, we're not supposed to, uh, give our opinion on that."},{"start":701795,"end":704300,"speaker":"G","text":"Okay, then under the financial audit—"},{"start":704300,"end":709486,"speaker":"C","text":"I'm just going to clarify though, it does say the results of our test disclose no instances of non-compliance."},{"start":710209,"end":718076,"speaker":"G","text":"However, providing it— yeah, we— yeah, exactly, it said that. But so on the beginning of it, it said this, and then it said then we don't do, and then it says as a result—"},{"start":718076,"end":719232,"speaker":"C","text":"then gave the results anyway."},{"start":719538,"end":720051,"speaker":"G","text":"Yeah, I'm so—"},{"start":720051,"end":720790,"speaker":"C","text":"so we got a freebie."},{"start":721127,"end":744745,"speaker":"G","text":"Okay, we have a freebie. But it's like, oh yes, we did, but we didn't, but we did. So So I, I'm just, you know, okay. And then under the other one, it's on note 4 of page 9, there's XX million contractual commitment. That is really missing something in that XX. It's note 4 under financial audit."},{"start":744809,"end":746221,"speaker":"C","text":"Okay, bottom of page 9."},{"start":746558,"end":747232,"speaker":"G","text":"Bottom of page 9."},{"start":747296,"end":749638,"speaker":"C","text":"Scroll up the bottom of page 9."},{"start":750648,"end":752172,"speaker":"G","text":"This says the, the last sentence says—"},{"start":752172,"end":753151,"speaker":"C","text":"look like a placeholder."},{"start":753780,"end":753959,"speaker":"D","text":"Placeholder."},{"start":754203,"end":771718,"speaker":"G","text":"That— this is a final report, isn't it? I'm not sure that's acceptable report practices by not having a type for it. I believe, uh, okay, so can we have clarification what should be in that XX? I just think it needs to be on record of what—"},{"start":777628,"end":779688,"speaker":"C","text":"so it's note 4, bottom of page 9."},{"start":781582,"end":782162,"speaker":"G","text":"Under the financial—"},{"start":782162,"end":784049,"speaker":"C","text":"printed 9, not PDF 9."},{"start":784178,"end":785049,"speaker":"G","text":"Yeah, printed 9, sorry."},{"start":785307,"end":793859,"speaker":"C","text":"Yeah, we don't need that tonight."},{"start":806563,"end":829647,"speaker":"A","text":"Happened. Uh, we did have a conversation, uh, with our auditing firm about this. Uh, I don't have the number in front of me right now, and I don't remember. Erica, if you remember, it was— I want to say it was about $2.3 million of commitments, uh, as of July 1st. I, I have it somewhere, but I don't have it in front of me."},{"start":829743,"end":831444,"speaker":"G","text":"But maybe we could get clarification."},{"start":831508,"end":832679,"speaker":"F","text":"I believe Nathan—"},{"start":833520,"end":835555,"speaker":"A","text":"Yeah, we took— we had a discussion about this."},{"start":835717,"end":835975,"speaker":"E","text":"Yes."},{"start":836476,"end":842114,"speaker":"C","text":"Is the point here to say that at the end of the fiscal year this amount of money had been committed but not yet spent?"},{"start":842502,"end":846559,"speaker":"A","text":"Had been— had already been committed for '23-'24."},{"start":846785,"end":855400,"speaker":"C","text":"Yes. Yeah, that's what the number is meant to be. Yes, we just don't put the— right, because the board has already accepted the report."},{"start":855547,"end":855872,"speaker":"D","text":"Yes."},{"start":858546,"end":864390,"speaker":"G","text":"But I still believe that it's our responsibility sitting up here to make sure that we, we show that it's—"},{"start":864439,"end":868501,"speaker":"E","text":"this is the report that we were presented with, so I'm just going by what—"},{"start":868501,"end":869079,"speaker":"D","text":"Good catch."},{"start":869464,"end":871584,"speaker":"E","text":"Okay, so I'm done. Thank you."},{"start":876208,"end":924046,"speaker":"C","text":"Uh, other committee members have questions or comments? I've got one on the Measure S report, and this would be in, uh, let's see, page, uh, printed page number 4, or I guess it's number 5 actually. So the top of printed page number 5, you've got the revenues. Let listed there. Think this is Measure S. Just waiting for you to catch up. So next— yeah, top of the next page, Rick."},{"start":924373,"end":924749,"speaker":"D","text":"There you go."},{"start":929925,"end":940430,"speaker":"C","text":"Um, what is the net change in the fair value of investments? Negative $2.5 million. Um, can you explain what that value is?"},{"start":941856,"end":946102,"speaker":"F","text":"Uh, yeah, so this is not really, uh, these are the investments, I believe."},{"start":946503,"end":990162,"speaker":"A","text":"Uh, so with our bond proceeds, uh, the roughly $90 million minus closing costs, we deposit those into the county treasury where they earn a rate of return, right? So there is an interest given to us. There is the interest, interest earned on those 6 or 7 days that it was in the county treasury. Every year the county treasury has to give a fair market valuation of their, uh, investment pool, uh, and at this point in time, uh, the net change for our Fund 21 was $2.5 million. Uh, we had, uh, negative— negative, right?"},{"start":990949,"end":991929,"speaker":"D","text":"Their assessment—"},{"start":992058,"end":1016547,"speaker":"A","text":"the fund dropped in value, but we still have the ability to use the full amount of our investment. It gets a little convoluted, uh, and we've had many discussions with our auditing team, uh, about this, uh, but we have to reflect that on our, uh, financial balances report, uh, and then often reversed immediately following, uh, the new fiscal year."},{"start":1016547,"end":1017747,"speaker":"D","text":"Okay."},{"start":1019778,"end":1023490,"speaker":"A","text":"But we did not lose $2.5 million of future bond projects."},{"start":1024571,"end":1036956,"speaker":"C","text":"So the only expense in this year was— well, there was a positive interest earned. There was the cost of issuing bonds, which just came out of the proceeds. So that was the $90 million, got down to $87.5 million."},{"start":1037748,"end":1040885,"speaker":"A","text":"No, got down to about $89.5 million. $89.5 million. Yeah, yeah."},{"start":1041840,"end":1042113,"speaker":"D","text":"Okay."},{"start":1043240,"end":1044738,"speaker":"A","text":"$460,000."},{"start":1044850,"end":1054821,"speaker":"C","text":"So net of this change in fair market value, which is essentially a paper exercise. You're saying there's still the $89.5 million at the end of this fiscal year, essentially?"},{"start":1055174,"end":1056296,"speaker":"A","text":"Yes. Yes."},{"start":1056536,"end":1058363,"speaker":"D","text":"Okay, question."},{"start":1058444,"end":1058780,"speaker":"C","text":"Thank you."},{"start":1062050,"end":1082602,"speaker":"A","text":"And it's a little more obvious on Measure S because there's limited transactions. There was no activity of, uh, additional revenues or higher level of revenues along with the associated expenditures of major projects happening. So this stuck out like a sore thumb as well when we were talking with the auditors on review of this."},{"start":1083292,"end":1090668,"speaker":"C","text":"Janet, you'll be happy to know there's no note 4 in this report because nothing was contractually committed."},{"start":1090845,"end":1090861,"speaker":"D","text":"I—"},{"start":1091005,"end":1104857,"speaker":"G","text":"well, yes, and, and to that point there, I finally had to realize what those last pages were that said non-reported, and then the next page just says there were no audit findings, and I'm like, oh, well, where, where's the rest? And then I went back and figured out why that—"},{"start":1105308,"end":1105710,"speaker":"D","text":"yeah."},{"start":1106274,"end":1126004,"speaker":"C","text":"All right, any other questions or comments on the audit reports for S and T? Jonathan, anything else you wanted to share with the CBOC? Um, okay, thank you for coming and presenting this evening."},{"start":1126068,"end":1126764,"speaker":"D","text":"We appreciate it."},{"start":1126941,"end":1127329,"speaker":"F","text":"Thank you, guys."},{"start":1127750,"end":1128235,"speaker":"D","text":"Thank you, everybody."},{"start":1128843,"end":1129405,"speaker":"A","text":"Thanks, Jonathan."},{"start":1129405,"end":1129967,"speaker":"D","text":"Okay."},{"start":1130770,"end":1141512,"speaker":"C","text":"That takes us to 5.2. So this is an item specific to Measure S. We kind of opened this topic at our last meeting. What's the process? How is it going to unfold?"},{"start":1141673,"end":1143310,"speaker":"D","text":"How is our project selected by—"},{"start":1143471,"end":1144113,"speaker":"E","text":"etc.?"},{"start":1144499,"end":1151355,"speaker":"C","text":"So this item is an opportunity for this group to share progress on Measure S."},{"start":1166009,"end":1167126,"speaker":"D","text":"Okay, uh, good evening."},{"start":1167385,"end":1186410,"speaker":"H","text":"Uh, Jennifer and, uh, Gib from Van Pelt Construction and myself, Eric Van Pelt, from Van Pelt Construction will be providing an update on Measure Um, and any—"},{"start":1186491,"end":1189848,"speaker":"D","text":"oh, am I not—"},{"start":1189912,"end":1190739,"speaker":"A","text":"oh, I'm sorry."},{"start":1191048,"end":1191307,"speaker":"E","text":"Thank you."},{"start":1194243,"end":1195083,"speaker":"H","text":"Disabled, that's why."},{"start":1207597,"end":1207885,"speaker":"A","text":"You got it."},{"start":1208158,"end":1209681,"speaker":"D","text":"Yep."},{"start":1209937,"end":1361179,"speaker":"I","text":"Okay, well, thank you so much for having us. Um, tonight we're going to give, um, an update on Measure S, and we have our architects here who are supporting the facility Master Facilities Plan process. So we'll kind of transition to them, um, partial on the Measure S update, and then we'll go back to some of the best practices as the committee requested at the last meeting. Next, so Measure S progress. Like I said, we'll, we'll pass it over to Kwetroki Kwok Architects, who is here on the line to talk about the Master Facilities Planning process. But we're beginning as soon as tomorrow, which is really exciting. So they're going to talk a little bit about that. But some other updates that we have in regards to Measure S, we've been conducting energy efficiency reviews of all the sites to understand where there's some opportunity for, um, energy upgrades, specifically with lighting, to capture that savings. And then again, the, um, HVAC and any other opportunity under, um, photovoltaic or, um, all the energy savings, but really lighting being number one for a quick start. Um, so we've been working with Southland Energy to review all those sites, and we'll be bringing, um, a plan to staff and to the board within the next, um, several months to really maximize what savings we can operationally. So taking those capital improvement dollars and hopefully creating operational savings for the district on an ongoing basis, um, as well as, um, working with our selected pool of architects to, um, request proposals for services for HVAC upgrades. So as part of, um, anytime you go and do HVAC, even if it's a like-for-like replacement, replacing the unit with a more efficient but up-to-date, you know, newer unit. Um, we still want to get the Division of State Architecture approval, and then therefore we engage an architect, um, in that process. That allows us to make sure that we stay in compliance with structural, um, components, as well as get, uh, become eligible for state match funding. So that's really important. We also engaged, um, Keystone or Key Analytics. They're a software, financial software company to help support us in the tracking of our bond program as we move forward. So we've been working over the past last several— since the board approved, the contract took several weeks to upload all of our data and get it in, into the system for all the way back to Measure T, actually, to include that so we can track what we've done and moving forward with Measure S. So that's exciting. I want to pass it over to—"},{"start":1361179,"end":1364256,"speaker":"D","text":"Are you open to taking questions?"},{"start":1364256,"end":1372911,"speaker":"I","text":"Absolutely. Let's go for— we can— let's answer any questions on Measure S right now for this update before we pass it over to Tropic Park Architects."},{"start":1372959,"end":1381210,"speaker":"C","text":"So I'm curious, uh, I get the Facilities Master Plan, you want to do that before— where, where did the direction come from for these next two items?"},{"start":1381738,"end":1444497,"speaker":"I","text":"Um, in regards to, um, HVAC and the energy, those were opportunities that, um, that we know that there's funding, immediate funding for right now. So HVAC is an opportunity, um, along with creating energy efficiencies, and then, um, lighting and other type of energy upgrades, photovoltaic, just assessing that, not necessarily moving forward yet until we go through board approval and kind of understand. But we do know that those systems, working with staff, they have— they— there is a need to update them, right? We have an opportunity to maximize some energy efficiencies for the operational savings. And so the board did say, hey, as you're going through the Master Planning process, be thoughtful about what you can do sooner rather than later to make sure that we're putting dollars to work. So that was one of the opportunities that we saw that could— one of not only get match monies but also create operational savings and then be a quick start, right? That we know that we're going to, um, potentially need those things."},{"start":1446500,"end":1449946,"speaker":"C","text":"And the Southland Energy, do they have a contract now to do this?"},{"start":1450026,"end":1507471,"speaker":"I","text":"No, they're— well, um, that is a good way to put it. So, um, there's an opportunity to assess, and then there would be a letter, um, of intent that the district could enter into an agreement, um, for paid services under consulting, under the, um, public bid threshold, because it's a consulting services right now. As of January of 2024, it's $114,500 is the bid threshold for, um, consulting services. So if it was under that, the district with board approval could enter into that agreement and then review those. Um, some agreements do say, if, if you so choose to, district, go with us for the larger part of the work, we will waive this fee. We recommend to our clients to just pay the— for the services, so you're not locked into utilizing them, and you can go out for procurement through a bidding, um, bidding process."},{"start":1508861,"end":1509185,"speaker":"G","text":"But I—"},{"start":1509362,"end":1509702,"speaker":"I","text":"oh, go ahead."},{"start":1509767,"end":1512077,"speaker":"G","text":"Can I ask a question to add on to that conversation?"},{"start":1512157,"end":1512238,"speaker":"E","text":"Yes."},{"start":1512432,"end":1514769,"speaker":"G","text":"Isn't it required to go into a bidding process, or—"},{"start":1515156,"end":1521610,"speaker":"I","text":"not for, um, for the— for consulting services, for reviewing, um, under $114,500. You're not—"},{"start":1521610,"end":1529981,"speaker":"H","text":"for that service that they're providing Also, there's different, there's different procurement guidelines and laws that affect energy efficiency only projects."},{"start":1529981,"end":1551179,"speaker":"I","text":"Correct. So under 4217 energy code procurement, if there is $1 worth of savings from the capital improvement to the operational side, you're allowed to procure that directly with a company. Hopefully there's more than $1 worth of savings as we move forward. But that is how the law is written."},{"start":1551853,"end":1554052,"speaker":"G","text":"And then I have one other question. Your statement—"},{"start":1554244,"end":1557020,"speaker":"E","text":"and it's just, just for my, my education here—"},{"start":1557374,"end":1561257,"speaker":"G","text":"your statement of your selected pool of architects."},{"start":1561546,"end":1585596,"speaker":"I","text":"Yes, so, um, the district went out, um, 2 months ago. Yeah, 2 months ago, um, to, um, for request for qualifications. We solicited, um, correct, request for qualifications of architects, and then the, uh, board, uh, approved a pool of architects, and so now the request for proposal is only going to those— that pool. Yes, but they have already been qualified."},{"start":1585692,"end":1586879,"speaker":"G","text":"I hadn't heard the qualification."},{"start":1586975,"end":1588290,"speaker":"I","text":"Yes, apologize about it."},{"start":1588354,"end":1599339,"speaker":"H","text":"No, and just a little bit more detail, we received 27 proposals for the qualifications, and, uh, we, we narrowed it down to a group of 6, uh, well-qualified architect firms that were board approved."},{"start":1600446,"end":1605868,"speaker":"D","text":"Thank you. What are they looking at related to the vulnerable state They were—"},{"start":1605980,"end":1606366,"speaker":"E","text":"oh, go ahead."},{"start":1606639,"end":1625104,"speaker":"H","text":"The main, the main thing they were looking at is HVAC and, uh, and the lighting. The photovoltaic, you guys, there's already a plan for Phase 2, and they've kind of— they briefly did an overview of that to look at it as kind of the whole system, all the systems working together. But the, the biggest thing that they were looking at were HVAC and lighting."},{"start":1625168,"end":1629857,"speaker":"D","text":"Okay, cool. I was just wondering regarding like the Phase 1, if there's anything going on. First of all, yep."},{"start":1632064,"end":1643658,"speaker":"C","text":"Just a couple follow-on questions, bear with me. So Southland Energy, we haven't— the district has not spent any money. They're going to come back with a proposal, a consulting proposal, and a do the work proposal, which could be independently—"},{"start":1643658,"end":1644013,"speaker":"D","text":"Correct."},{"start":1644013,"end":1644626,"speaker":"I","text":"Correct."},{"start":1644626,"end":1645546,"speaker":"D","text":"Okay."},{"start":1645546,"end":1648418,"speaker":"C","text":"And under HVAC, nobody's— you haven't spent any money there yet."},{"start":1648418,"end":1648918,"speaker":"G","text":"Nope."},{"start":1648918,"end":1665679,"speaker":"C","text":"But I know the board gave direction to you that while the facilities master planning process is going on, which is going to take some months, Look for quick start projects. So these presumably fall into that category. How are you prioritizing these two above what could be lots of other quick start ideas that people might have?"},{"start":1665679,"end":1727859,"speaker":"H","text":"I, I got this one. When we, when we spoke in front of the board a few different times, or I should say two different times, it was very clear that these were high priorities, the HVAC and the, the lighting. And then we spoke with staff, Rick Martin, and the rest of the team there, and we know that lighting is a problem right now. There's, uh, with the, the switch to LED versus fluorescence, it's getting harder to find parts to replace lighting. It's definitely a need, and there's, there's costs that are being lost there. HVAC is a clear need that's been communicated by the board and by staff. Again, it's just these overwhelmingly clear needs that are being communicated to us slide up the priority list. Um, those two were overwhelming and clear from the start when we started. There hasn't really been any others that have been communicated to us yet. So as we start the Master Facilities Plan process and we start hearing some of those others, they'll start sliding up the list as well. But those were the two that were, that were kind of overwhelming and, and what we're hearing right now."},{"start":1729712,"end":1730196,"speaker":"D","text":"I can mention—"},{"start":1730196,"end":1734422,"speaker":"C","text":"and Will, I was going to just ask, did these come up in Measure T? I was going to say, we worked on—"},{"start":1734551,"end":1761658,"speaker":"D","text":"see, as a quick start project, remember, 7 years ago, though, uh, HVAC and mud shelters were the first two that But at that time, HVAC, um, was only, only a board-approved requirement for the second floor of two-story buildings. And now it seems that, you know, all school districts in California seem to be racing to do the larger HVAC with cooling. That would make sense."},{"start":1764158,"end":1772853,"speaker":"C","text":"Um, I guess, what benchmarks are you using to— for energy efficiency? Is it state standards? Is it federal standards? It's state standards. CalGreen."},{"start":1773062,"end":1777589,"speaker":"H","text":"CalGreen, exactly. CalGreen is, is in the building code now, so that's, that's what everybody goes to."},{"start":1777717,"end":1803488,"speaker":"I","text":"And then if there's a federal match funding and there's an energy standard tied to that, then we would look to be able to maximize funding and bring forth that opportunity to the district, saying, you know, if it's greater than CalGreen— probably not, but we'll just say if it is, um then we would bring that as an opportunity to say, hey, this is— you can do this extra and it would cost this, but it will get you this, right? Just bringing options to the district."},{"start":1803873,"end":1804594,"speaker":"D","text":"Go forward."},{"start":1805251,"end":1808426,"speaker":"C","text":"And what about like zero net energy or decarbonization?"},{"start":1809804,"end":1859058,"speaker":"I","text":"That's, um, there are goals, um, you know, as a state. Those are goals that we're working towards as any public agency. And, um, we bring forth the options right now. Um, going into NIM 3 didn't really help Net energy metering 3 didn't really help districts in making it financially feasible for them to create solar and photovoltaic standards to be able to reduce other places for net zero energy. So that's where working with a partner such as Southland to look at our district and all the different energy reductions that we can make supports moving towards net zero energy, but, um, but it does cost a lot. So we just want to be thoughtful about that as we move through the process and bring those options to the district."},{"start":1861238,"end":1862103,"speaker":"E","text":"Of course."},{"start":1862904,"end":1865532,"speaker":"C","text":"What was the expenditure on Keystone Systems?"},{"start":1866750,"end":1869971,"speaker":"E","text":"Um, I do not have it off the top of my head, but I definitely can pull it up."},{"start":1870436,"end":1871990,"speaker":"D","text":"Um, ballpark, is it—"},{"start":1871990,"end":1874779,"speaker":"E","text":"is it $10,000?"},{"start":1875163,"end":1909321,"speaker":"I","text":"Oh no. Um, It was in the thousands of dollars. But what we— I will find it. But what we ended up doing was contracting with them for a maximum that we could, which the board contracted with them for 5 years. That's the maximum that a public agency can contract with someone. The point being is, obviously, you don't want to switch up your financial system mid-bond. So we're able to have some cost savings with, with committing to to the program for those 5 years. So, um, I can find that out. I can find out the exact cost when—"},{"start":1909497,"end":1911934,"speaker":"C","text":"does this replace something that was used for Measure T?"},{"start":1912223,"end":1958389,"speaker":"I","text":"It does not replace anything that was used for Measure T. The district was, um, accounting for everything in-house in the financial system. Um, so this is, uh, district financial systems operate from, uh, fiscal year July 1st to June 30th, and then you have to, um, close the PO and roll it to the next year and open it up. And there's never usually as As when construction projects are tracked, we track multi-years, right? We wish that they only were from July 1st to June 30th. That'd be great. They normally start June 1st and then go past. Um, so they, um, this financial software really looks at the project from inception of the project all the way to the completion. So it can span 1 year, 5 years, 10 years, however long. And you can see that in the reporting. We'll bring forth those reports as we move forward."},{"start":1959062,"end":1962508,"speaker":"D","text":"So what was the benefit to the district of investing in the software?"},{"start":1962588,"end":1969366,"speaker":"C","text":"Measure T was run without it. Does this mean Measure S, we have lower headcount costs for accounting because of the software, or what's the trade-off?"},{"start":1969703,"end":2091557,"speaker":"A","text":"So, so there was a software program used with Measure T. Colby Analytics was used with Measure T along with our own financial system. We chose to use Key Analytics for Measure S going forward. Very similar. in premise of what they do in terms of tracking projects from inception to completion with milestones and deliverables along the way, including document management and some other features and functionalities that we deemed not only necessary but would be good for being able to provide information to not only the CBOC but to our board as well as the community using some of the tools that they have. So, uh, We are still using— and Will and his team are still using Colby through their contract— that once that is finished, then that contract will no longer move forward. It will simply be Key Analytics at that point. As Jen said, we did sign a 5-year agreement with Key Analytics, and by doing so, we did receive some discounts off of the annual fee along with a number of years of data migration so that we'll be able to slice and dice, if you will, the entire bond program from, from start to start of Measure T through Measure S. And as we've talked about here, and as the district has communicated to, to both the students, staff, and the community, we weren't able to do everything under Measure T. We won't be able to do everything needed under Measure S. So looking at ways to continue on with that message in easy-to-understand expense, um, I'll say reports, uh, for lack of a better term right now, Carl. Uh, we went with this. The cost, uh, over the 5 years is $376,000, not annually, for the 5 years, including data transfer and then associated discounts, which would be, uh, comparable to what we were paying for the other."},{"start":2092328,"end":2099634,"speaker":"D","text":"There's some overlap period where you're paying for both. Yeah, but then Colby gets shut down. Point, right? Yeah."},{"start":2100276,"end":2108978,"speaker":"C","text":"Uh, and is any of this reflected in the January through March time period that we're reviewing this evening, or these purchases were all done after, after March 31st?"},{"start":2110343,"end":2112639,"speaker":"A","text":"So at our August meeting, they will be reflected there."},{"start":2112735,"end":2112960,"speaker":"D","text":"Got it."},{"start":2113538,"end":2140147,"speaker":"H","text":"And also, one of the, one of the other key system key things about COBIE, or about the differences between COBIE and Key Analytics, is the automated piece for the, for, uh, the Got it, right. Colby right now requires not only the entry into the manual entry into district's accounting system, but it has to be reentered into Colby manually. Key Analytics connects with the district system and downloads that information, so there's less of a chance for an input error or anything like that."},{"start":2140147,"end":2176095,"speaker":"E","text":"I've actually used both systems. I like the Key Analytics for specifically for that reason and the level of support that is offered through that software. The personnel is really— makes that system more dynamic and user-friendly. And typically, it's depending on the features you have in Colby, typically there's cost savings with— pass it over to QK."},{"start":2176208,"end":2181921,"speaker":"H","text":"Yeah, we'll pass it over to QK, Aaron, and John. I'm going to stop sharing, and you can start with your presentation."},{"start":2183746,"end":2184102,"speaker":"J","text":"Thanks, Eric."},{"start":2186412,"end":2202838,"speaker":"B","text":"Thanks, thanks, Eric. So we'll start with some quick introductions before we share the screen. So my name is Aaron Jobson. I'm President and CEO of QKA, and my role in this project will be kind of— I do a lot of our master planning work and community engagement, so kind of helping support the team in that way. We'll turn over to John."},{"start":2202983,"end":2224142,"speaker":"J","text":"Thanks, Aaron. Good evening, everybody. My name is John Dibczak. I'm a principal at QKA, and my role A little bit unlike Aaron's, we'll be kind of more focused on the nuts and bolts of doing the facility assessments during the summertime, and then in the fall, working with each of the individual schools and the district to kind of develop some of the, the planning ideas."},{"start":2224142,"end":2228581,"speaker":"D","text":"Can you guys hear me okay?"},{"start":2228581,"end":2229190,"speaker":"J","text":"Yes."},{"start":2229190,"end":2231482,"speaker":"D","text":"Perfect. Good evening, everybody."},{"start":2231530,"end":2234864,"speaker":"C","text":"My name is Hector Mojica, and I'm a licensed architect and I— a studio lead."},{"start":2234912,"end":2256816,"speaker":"D","text":"I'll be your studio lead, kind of bridging the gap between Aaron, helping to lead some community engagement and communicating hopefully effectively with your stakeholders, and then working with John to understand clearly the needs that are reflected in what we hear. So we're very excited to be here, very excited to be working with you. I'll hand it back to Aaron now. Right, sorry to interrupt."},{"start":2256897,"end":2263694,"speaker":"C","text":"Can you remind us when the last Facilities Master Plan was completed, or when the period when it was developed and completed?"},{"start":2264176,"end":2268228,"speaker":"D","text":"Do you remember? 2015. Okay."},{"start":2268228,"end":2270785,"speaker":"E","text":"All right."},{"start":2270897,"end":2272103,"speaker":"B","text":"Can you guys all see that?"},{"start":2273567,"end":2275320,"speaker":"E","text":"Okay."},{"start":2275545,"end":2542518,"speaker":"B","text":"So we thought we'd just give you kind of a quick overview of what this process is going to look like as we are right at the beginning of it and jumping into it. So we did our introductions. We want to go over a little bit of the process and then talk about kind of the different levels of engagement that we'll have throughout it. So we always start with sort of why is this important? Why are facilities master plans something that you want to do, something that is an important kind of first step? Step, and then we start with that the quality of your educational facilities matters to the, to the teachers and the students and the education that happens within them. And there's a lot of research that shows different ways in which those impacts happen, and they have a meaningful, you know, have a meaningful role in, in your role as a school district. And that we know your facilities need some improvement, and that our job is really to maximize the impact of the funding that we have and make sure that every dollar we spend has the biggest contribution possible to improving education. We also know every school has unique needs, and that the school and community input is important to understand those and help prioritize those. And we need your help, meaning you guys, but also each site committee meeting that we meet with, every community meeting we have. It's the same kind of message about why this is important and why it's meaningful that, that folks are participating in whatever way they are. We also like to give kind of a quick overview of how Master Facilities Plan fits into the overall project development process. And so Master Facilities Plan kind of here at the top where we're looking to identify general scope of the projects, proposed projects, the big picture kind of budget for each project, and then prioritization of which are most important and which are going to be most impactful. And then as a project, once, once we get through that process and decide, okay, this is the project we're going to move forward with, then we go through programming phase where we do specific— we figure out the kind of specific needs. What do we need in each space? How many rooms do we need? What size are they? How do they fit together? What are those relationships? What, What infrastructure do they need? And then into design where, of course, we figure out the design and the layout, the landscape, the design, the materials, the colors, etc. And so we get more and more level of detail as we move down and also having stakeholder engagement all throughout this process. We like to emphasize that in that when we're talking about master planning, we want to keep things at that kind of 30,000-foot level, but it's not the last conversation we're going to have about any of these projects. There'll be much more opportunity to get into the details as we go forward. An important thing that we are always focused on as we go through facilities master planning and want to talk about upfront in a lot of ways too is, is our approach to equity and to, to looking at facilities planning through a lens of equity. And so we like to think about this, this little diagram of the difference between equity and equality, and that we're looking to kind of set a benchmark of an educational specification or similar document that establishes this is what every elementary school should have, so every middle school should have. And then we look at what is— what are each of those facilities have now, understanding that they're all going to be in different places. They've had different levels of improvement in the last bond program. They're just different conditions, different contexts, different situations. And we want to identify in the Facilities Master Plan what are the improvements for each school that will get them to that same level and get them to that same level of equity. And that's how we'll go about planning the facilities and then also eventually deciding which projects get funded by this bond is trying to get everyone to that same level. So that won't be distributed equally across each school because each school doesn't have the same level of need. So we always kind of talk about that at the beginning too, and make sure that everyone kind of understands that lens going in. And as, as Rick mentioned earlier, we'll identify a lot of our job here in facilities master planning is really to take a long-range view, make sure that we're always planning towards a long-term view that we're looking 10 to 15 years out at least. But we know that that's going to end up with more need than you have funding for. We've— the 3 of us have all been doing this for probably more years than we'd like to all add up together, but we've never had a project where we had enough money to do everything that everyone wanted on a public school, and that'll be the case with you all too. And so we kind of have this two-phased approach where we start with the facilities Master Facilities Plan that has that long-range look that identifies all of the different needs, and then from that we identify individual projects selected based on which are going to have the highest impact to education and to do that equitably across the district. And then that's what goes into the Bond Implementation Plan. And that really becomes the set of projects that we think we can accomplish with the funding that's available now. And so that's kind of the second part of this planning process. This is kind of a quick overview schedule for what we're—"},{"start":2542567,"end":2542679,"speaker":"C","text":"where—"},{"start":2542792,"end":2664264,"speaker":"B","text":"how we're kind of setting out on this. So our first phase is getting ready to start up of the kind of information gathering and developing of the needs assessment. So we'll be reviewing a lot of data that you all have already around demographics. We'll be doing and other things like that. The, the 2015 Master Facilities Plan that was mentioned earlier, making sure that we're familiar with all the work that's been done to date. We'll be doing site assessments like John mentioned, going out to each of the school sites, looking at the condition of the facilities so that we understand them, talking with your maintenance and operations staff, your custodians, your site principal, site administrators, as we're going to start doing tomorrow morning, and, and really understanding the needs from that standpoint, and then conducting our first site committee meeting, which really is based around really wanting to hear from that site committee what are— what do they feel like the biggest needs are on their sites? What are the biggest opportunities to improve? Improve the educational facilities. And then that'll take us into the second phase, which is kind of the planning and design phase. So the first one's really about understanding the need and really listening, and the second phase is us taking all that information and kind of processing and coming back with our ideas of what a long-term vision for each school site might be. And that will be kind of the first draft site plans, and then we'll have our second site committee meeting, and we'll review all those with them and get their feedback and input on you know, move this over here and move this around, or no, this is really what we meant here, that kind of impact. But also we'll, we'll talk about which of these improvements do you— does that committee think would have the biggest impact on education on their site too? So we can gather their input as part of that. And then the third phase, getting towards the end of 2024 and into early 2025, we'll be taking all that information and putting together the final documents. Which will include some community meetings, which are more kind of informational to share out what's happening and give anyone an opportunity to come and ask questions and understand the process and the results of that. And then, of course, review and input by the board, and then putting all those final documents together and publishing it, which we're targeting kind of a January, February timeline for that to go through all of these different steps."},{"start":2664264,"end":2667953,"speaker":"C","text":"Aaron, if you could pause, Janet's got a question."},{"start":2667953,"end":2669188,"speaker":"B","text":"Yeah, absolutely."},{"start":2669462,"end":2706615,"speaker":"G","text":"Um, under your lens of equity, uh, and as you move forward, you were talking about every facility has unique or special needs onto their own. You haven't called out, and maybe at this point it isn't necessary, any of our students, uh, that have special needs, um, whether it be, um, you know, how we address their mobility issues or Is that anything that you would call out at this phase of your discussion on how you have incorporated that into your Master Facilities Plan?"},{"start":2706615,"end":2773914,"speaker":"B","text":"I guess what I would say is that that's very much incorporated into every step of the process, and, and that we're looking to make sure that we're addressing the needs of all students. And that, you know, involves, you know, simple— the simplest piece is just complying with the Americans with Disabilities Act and, and addressing kind of physical accessibility, but We're also looking more and more about what we can do in facilities to help address, you know, health and wellness, to help address providing spaces that are supportive of, you know, neurodiversity, learning different learning styles, all of those kinds of things too. So that's very much woven into everything we do. And we'll talk about that, you know, at each individual site because they have different programs. And that's part of us learning about the sites too, is understanding, you know, where you have different special education bond programs, how those relate to the rest of the school sites, what their needs are, but also look to working with your, your district-wide special education staff to understand that too. Oftentimes we, you know, I don't know your district that well yet, but oftentimes the special education facilities have not historically maybe been equitable and sometimes lag behind and need to be addressed. And that's something that we look at pretty carefully."},{"start":2773914,"end":2813474,"speaker":"G","text":"So, so to your statement that the possible easy way to do it, as I just heard, is to make sure you do with the, the, the ADA. Um, I, I would like to see it called out in your report at some point where you say, and this includes special needs, or however you choose to write for it. I just think sometimes it goes without saying that we know you're going to do it because it is a requirement, but I really think that it's important for any, anybody that may be reading this, any parent, any parents group, to know that you definitely have it in your forefront. It's not just, oh yeah, we know we have to do that."},{"start":2813814,"end":2815999,"speaker":"B","text":"It's absolutely— yeah, that makes sense."},{"start":2816727,"end":2818281,"speaker":"C","text":"No, I, I, can I build off you?"},{"start":2818411,"end":2818686,"speaker":"G","text":"Absolutely."},{"start":2818815,"end":2818912,"speaker":"D","text":"Okay."},{"start":2819236,"end":2838666,"speaker":"C","text":"No, I, I think things like ADA, that's in building code even, that's like the minimal acceptable standard. So, um, I, I would like to see things like universal design where it's talking about that equitable design that actually inclusive to design, as opposed to you have your ramp to the side. Instead, you know, design the— design it so you don't need a ramp."},{"start":2839485,"end":2869524,"speaker":"B","text":"Absolutely. And I, I think to that point, we— you definitely want to kind of reach higher than the bare minimum, but it's also important to remember that this document is intended for an audience that's not familiar with all of these things. And so just even calling out the things that are required and that we have to do anyways, but it's, it's important to note them. And I think, I think that's kind of some of what I'm hearing here too, is that just remembering that this is— the intended audience for this is everybody, and so that will include people that don't know that that's included, that that's required, and that we should make sure that we explain that."},{"start":2869524,"end":2873477,"speaker":"C","text":"Another question, Aaron."},{"start":2873477,"end":2874280,"speaker":"D","text":"Mm-hmm."},{"start":2874280,"end":2900132,"speaker":"C","text":"So looking at your schedule here, I see community meetings coming up towards the end, and you specifically mentioned to explain what we've decided. What's the involvement of the community early on? I mean, it's their tax dollars that are funding all of this, right? Obviously, the schools and the district are going to prioritize. But how does the community get involved earlier, not just at the end to receive the plan, but to provide input to the plan?"},{"start":2900132,"end":2900826,"speaker":"D","text":"Sure."},{"start":2901133,"end":2936591,"speaker":"B","text":"And I, I should have said at the beginning too, we're still pretty early in the process of getting this whole thing set up for, for your district and customizing how we're going to do things for your team. And that's one of the things that we've kind of started the conversation around is what does that look like? And we've, we talked about potential surveys. We talked about— we do ask that we're going to be talking to the site administrators tomorrow to talk about who should be at these site committees, and that, that can include community members as well. So there are a number of different ways that we can do that, and that's something that we're working through with the district team to figure out what are the right approaches for your community and make sure we get, get that input and it gets incorporated into the process in an effective way."},{"start":2936591,"end":2947773,"speaker":"C","text":"But just, uh, I guess the question to the district is, how do you define community, um, when you talk about going to the community? Is it the school community? Is it the bigger community that's funding?"},{"start":2948000,"end":2978083,"speaker":"D","text":"How, how do you define community? There's two ways of defining community. I think there's a school community, but there's a community outside that school community, which is where it sits, right? So we— how we did it in the last go-round was that we not only mapped the school community, but then we broadened our focus to include the community that existed around that school, and it was done on different times, different days, and even during the weekends that surround each of the school sites. Great."},{"start":2978549,"end":2980781,"speaker":"C","text":"And you're planning to do the same this time around?"},{"start":2981038,"end":2982981,"speaker":"D","text":"Yep. Okay, fantastic."},{"start":2983478,"end":2990468,"speaker":"A","text":"It will start with site committee, uh, and then expand out to the larger for greater community in that area."},{"start":2990468,"end":3100852,"speaker":"D","text":"And some of the principals already have interested community members, I'm sure, who have asked to be part of the site work, which— there's no reason why not, but we're still going to go out further than just those members of that community that requested. Because, I mean, site council typically has a 2-year runway at first community— within a school, and it just rotates So I don't know if people even know what's going on when they join site council as a parent. They just look at the burden of having to jump onto it and help their school. But I don't know, you know, if you're going to get a lot of people understanding, oh wow, there's massive construction project happening in our school, I have, I have a say. Personally, I've been trying to warn some school districts that this is a time for you to actually have a good site council that can actually work with, you know, people at, on site to to air grievances or things that you wanted, um, but not obviously— not being racist at the same time, but more of a heads up. But, uh, just, it's not been publicized that much, but it will be publicized. And we've gone through it, the last phase, which the group is here right now that we worked with. And I'm going to look at a specific site where we had the houses that are right behind the site And so they really wanted to make sure about the lighting and the lighting at night was not coming through their bedroom windows. And then there was another piece with the, the loudness of the air conditioning and the decibels and all that. So we brought those community members in because it was a concern of theirs, even though they had children in that space back then, but no longer. But they still had that concern and wanted that to be brought up. And so they were part of the community that—"},{"start":3100852,"end":3110885,"speaker":"C","text":"there's a lot of extracurricular uses of school property, right? Which— so the community gets broader when you think of how schools are used after school for events, athletics, all kinds of other community activities."},{"start":3123457,"end":3170015,"speaker":"E","text":"No, no, lo que estamos diciendo es que no, este, sí le entendí lo que quiero que me traduzca, es mi opinión, no, al respecto de esto, porque creo que sí es importante que los papás sepamos cómo poder estar más involucrados en estos aspectos del presupuesto, porque cuando sabemos cómo se, se hace uso eficiente de los recursos, pues nos vamos a sentir más involucrados. Entonces, cuando se viene un proyecto, cuando hay este, un fondo, un bono, no. Si sabemos cómo se utiliza, podemos decir, ah, es que en la escuela de mi hijo hay un área donde necesita repararse. Y si no, si sabemos, nos podemos involucrar más. Pero si no sabemos cómo a lo mejor solicitar estas adecuaciones en la escuela, pues, ¿cómo vamos a poder decir que sí estás siendo eficiente el uso de los recursos?"},{"start":3172726,"end":3196070,"speaker":"D","text":"Total agreement that you have to have community input, because if you don't have community input, then how are parents going to know that this is going to take place, the amount of funding that's available, and then for them to give their opinions on what should be done? Also because their kids are going to school at those school sites regular basis, and they see things that may be of need that maybe none of us would—"},{"start":3196070,"end":3204638,"speaker":"E","text":"It does seem like community meetings are only in the end, like reviewing and finalizing versus the notification."},{"start":3204750,"end":3208313,"speaker":"C","text":"That was my point, and Aaron said he's gonna fix that. It's what I heard."},{"start":3208313,"end":3314259,"speaker":"B","text":"Yeah, it will, you know, we'll be working with the, the district cabinet and, and figuring out what the right plan is for your district for when to, to do that engagement and how many times and what that looks like and how to best get input from everyone. We do, you know, we like to have those meetings towards the end where we can share out, this is what the Master Facilities Plan is, and get folks' input on what's most important within that and kind of share out the input we've already had from stakeholders. And actually, I think that's a good segue into our next— let me skip over this and we'll come back to that. But this is kind of our, our quick diagram of how we kind of organize this process. So it really does focus around the school site committee. So we ask the principal at each site to kind of chair and form a site committee that represents faculty, students, parents, and community members. That so that the school site committee can both kind of represent those stakeholder groups, but also bring information back to and from them and help us communicate with and engage with a larger group. And then we work very closely with that team, and that feeds into an executive committee, which is really our team in the, in the cabinet, kind of looking at those— that input from all of the different school sites. We're also talking to district-wide groups like special ed, maintenance, IT, etc., to get to get those kind of inputs. And then we're also working with the broader community, which is really just anyone who wants to be interested in this process. And we can, we can also do, you know, we've also had projects where we do surveys. We've also had bigger community meetings at the beginning of the process, if that's important to define kind of overall needs across the district, or just share out, you know, what the overall process is and the updates. We'll do updates for the Board of Education as well, so that, and those are public meetings, so that's a type of community meeting as well. So really just working with the team to figure out what the best way to engage everyone in the process is."},{"start":3314259,"end":3326891,"speaker":"C","text":"Aaron, I think this, this chart, I think, highlights specifically what we were just saying, that the community input, like, hey, we're just going to push it out to the community, not gather their input. So—"},{"start":3326891,"end":3338262,"speaker":"B","text":"Yeah, no, that makes sense. And if that— this was kind of starting point with some of the last districts that we work with, and that's kind of how they wanted to handle that process. And focus really on the input from the school sites."},{"start":3339290,"end":3339531,"speaker":"D","text":"And—"},{"start":3339531,"end":3345584,"speaker":"B","text":"but that doesn't work for everyone. And, and if, if you all want to have more input, broader from the community earlier in the process, that's fine too."},{"start":3345584,"end":3363573,"speaker":"C","text":"And I think, just to recognize, it's not the purview of the— this Bond Oversight Committee to direct how the planning process happens. We only have oversight over expenditure. So maybe we're talking a bit out of turn, but I think we represent the community, and to just, that's a very sensitive topic, I think, as you're—"},{"start":3363637,"end":3383486,"speaker":"E","text":"so I remember back to school closures and the outreach was huge where you were there talking to everyone and giant Post-it boards. Everyone put ideas out. That was the most gigantic in-person crowdsource I've seen direct to communities. Something like that. And it doesn't have to be something like that. Could be like QR codes even to get numbers to survey community."},{"start":3384519,"end":3432484,"speaker":"D","text":"We, we still need to have the parent community there. And Aaron, You know, when you hear from— when you— I know you're going to, um, this is part of tomorrow's PD for the principals. We started last week on Friday, but this is a big piece of tomorrow. So they're also going to come back that they want to have, you know, their community along with their, their, their community that surrounds the school along with the community that is there right now with their, uh, students. So I agree with the committee members that that community piece needs to be over here, as I'm looking at it, inside. And, and we will also have translation for you during those times when you have those community meetings, because it's very important in our community that there is— there are interpreters there, and we can have our own interpreters if we have these sites."},{"start":3434331,"end":3436274,"speaker":"B","text":"Kind of having that be part of this process more."},{"start":3438009,"end":3438764,"speaker":"D","text":"Well, I, I think—"},{"start":3439053,"end":3439647,"speaker":"E","text":"yeah, sorry."},{"start":3440293,"end":3440791,"speaker":"B","text":"That makes sense."},{"start":3441579,"end":3495965,"speaker":"C","text":"The working with in these workshops and things, the public doesn't know what they don't know, so they really— like, you as the design professionals really need to be that guide to help them see kind of this thinking. And you know, that's, that's what I worry about, is like, that's why we're bringing up universal design or accessibility and things like that, because that's where you as the professionals can start guiding the public into that that, that higher thinking. Um, the other piece I would say is, um, pedestrian connections to the schools. Um, I love the recent modernizations. There's a couple where it's a very automobile focus where you have to cross several crosswalks across drop-off zones in order to get into the school. And if you just start thinking about it early, it never— that idea never turns into the, the built manifested thing. So I think just that's another piece here."},{"start":3495965,"end":3496944,"speaker":"D","text":"Great."},{"start":3497843,"end":3516678,"speaker":"B","text":"And I, I think to the point earlier, I think part of the discussion that may be kind of adding to the agenda for the meeting with the site administrators tomorrow is talking about what, what is the best way to, to facilitate engagement of the community into this process. Um, so I think that's something we can definitely add to that, that conversation."},{"start":3518458,"end":3522226,"speaker":"C","text":"Aaron, when— what was the last, uh, Site Master Plan project that you worked on?"},{"start":3522226,"end":3547813,"speaker":"B","text":"So we're currently finishing one up for Cotati-Rohnert Park Unified School District, and, uh, and we just finished one at the end of last year for Santa Rosa City Schools. Um, but a few years back, uh, we also did— were heavily involved in one for Sequoia, uh, Union High School District that you all are very familiar with. And, uh, we've also recently, a few years ago, did one for, um, Mountain View Los Altos. School District as well."},{"start":3548614,"end":3551451,"speaker":"H","text":"You also did one for your neighbor RCSD Hillsboro a couple—"},{"start":3551483,"end":3559847,"speaker":"B","text":"true, right? Good, good point, Eric. Uh, and one in, in, uh, Vallejo a few years ago as well that we worked on with, with Eric and his team as well."},{"start":3560953,"end":3578454,"speaker":"G","text":"I have another question. So when you do your presentations, um, and you have a board like we're looking at right now and you're talking, do you ever do closed captions where if there's someone in the audience that can't hear about parents that can't— I teach, you know, maybe there's somebody who really needs to have input. I'm just asking."},{"start":3578454,"end":3600929,"speaker":"B","text":"Yeah, it depends on the format. I mean, some of these we're doing in person, so obviously that doesn't apply there. We do work with the district to make sure we're providing, you know, bilingual presentations and written materials and translation as well and figure out the best way to do that for each meeting. But we can— if it's, if it's a digital meeting like this, then that's definitely easy to do a closed caption kind of format for that too."},{"start":3602406,"end":3603755,"speaker":"G","text":"Okay, hold on just a second. I have—"},{"start":3603755,"end":3612618,"speaker":"D","text":"so, Janet, for our parents who require that, we do have interpretation. There will be an interpreter where it is needed, and we know where that— that—"},{"start":3612747,"end":3615139,"speaker":"G","text":"exactly. I didn't know what, what part of that."},{"start":3615252,"end":3615637,"speaker":"E","text":"Thank you."},{"start":3617002,"end":3617740,"speaker":"G","text":"We got that covered."},{"start":3618302,"end":3625576,"speaker":"B","text":"Yeah, that's usually how it works, is we make sure to have the written materials translated ahead of times and, and use the translation services that you're all used to providing for your meetings."},{"start":3627068,"end":3628655,"speaker":"D","text":"Okay."},{"start":3629761,"end":3702165,"speaker":"B","text":"So we had actually an example from, from a recent plan for Santa Rosa of kind of what that end product looks like. And this, you know, has some kind of introductory data. It has some summary information, background information on the existing conditions of the, the school sites and the different buildings, a proposed kind of overall plan, and then we'll identify specific projects. They'll each get an estimated cost. They also get Some information that we, that we use to kind of evaluate the projects in different areas for their relative importance and impact on education, to help, help the district prioritize as we go forward and have information to make informed decisions about that. And then it'll kind of go through that for all the different projects that we identify on each school site. And then there's an executive summary and kind of aggregate data for across the district as well. We talked about this already. And then really, that was it. I think our next steps are really to conduct those site assessment visits and gather the background information, and then get the first site committee meeting scheduled for late August and early September. And then we have the site administrators meeting, and we'll be also kind of working out, as we talked about, exactly how we're going to manage the community engagement across the entire process."},{"start":3702165,"end":3707024,"speaker":"C","text":"Are the site assessment reports going to be available?"},{"start":3709033,"end":3752540,"speaker":"B","text":"They will be incorporated into the overall facilities Master Facilities Plan, kind of as, as I kind of showed there in the previous example where we give kind of a high-level overview. We're not, we're not doing kind of a super detailed assessment where we're going and identifying, itemizing each thing. We're really looking at what level of modernization and repair is needed at each school site and make sure we're familiar with them. So as we have those conversations with the site committee, we're well informed about what those needs are. And then looking at, you know, kind of, as was mentioned earlier, bringing our professional eye to things like universal design and energy efficiency and all of those kind of other aspects of where there might be opportunities for improvement. Fantastic."},{"start":3752637,"end":3754803,"speaker":"C","text":"Thank you for sharing this. Exciting times."},{"start":3755320,"end":3755902,"speaker":"D","text":"Rick, absolutely."},{"start":3756112,"end":3762719,"speaker":"C","text":"I'm going to ask, what was the cost of this engagement?"},{"start":3763434,"end":3764718,"speaker":"A","text":"Just shy of $400,000."},{"start":3765511,"end":3765576,"speaker":"B","text":"Okay."},{"start":3765821,"end":3768540,"speaker":"C","text":"And delivery date is— did you say January, February?"},{"start":3768605,"end":3810807,"speaker":"A","text":"Between December and January-ish. There'll be pieces of it that come in sooner, um, and there'll be, uh, the true finalization of it sometime in that time frame, right? And really, since, uh, I'm talking now. Tomorrow really kicks us off. I know Aaron and his team, uh, along with working with VPCS, have been doing a number of things in the background, uh, but tomorrow is really the start of this process with the meeting with the, the site administrators, uh, and setting expectations moving forward. That, uh, you know, one thing with, with Aaron and team and, and Eric and his team, there is fluidity to this."},{"start":3811096,"end":3811240,"speaker":"D","text":"Right?"},{"start":3811288,"end":3822631,"speaker":"A","text":"So we'll take and we'll change as we need to to make the most advantageous outcome for the school district. So I'm excited to work, uh, continue working with the RCSD and bringing QKA on board through this process."},{"start":3825936,"end":3833909,"speaker":"C","text":"Any other committee questions or comments on, uh, this is 5.2 Measure S, so any Measure S questions?"},{"start":3835177,"end":3836861,"speaker":"E","text":"We're excited to see it come together."},{"start":3837262,"end":3840570,"speaker":"D","text":"Yeah, great, great."},{"start":3840699,"end":3854780,"speaker":"C","text":"Let's move on to 5.3 then, um, and this is back to our friend Measure T, um, progress report on remaining projects and closeout for T. Yes, is this Will? Are you going to present?"},{"start":3854861,"end":3878620,"speaker":"D","text":"I'm going to give a verbal update. Uh, we got DSA certification on Dartfield, which was our last big project. Um, we're still working through the final programming and finishing touches on the district-wide EMS and intrusion system, Siemens. Uh, finishing up some small projects, and main focus is the Phase 2 solar project. So we're in the procurement phase right now."},{"start":3879395,"end":3886322,"speaker":"C","text":"We just had mandatory site walks last week, and it was exciting to see that we had 15 interested design-build contractors."},{"start":3887111,"end":3903737,"speaker":"D","text":"Um, And so yeah, we're, we're going to work through the, um, response and evaluation process over summer and bring back a design-build, uh, solar contract, uh, to one of the first board meetings in August."},{"start":3903737,"end":3916791,"speaker":"C","text":"And if I recall correctly from our last meeting, the solar project will be partly funded by T, but is it going to require Measure S Measure S funding as well. There's not enough left in T to do the whole thing."},{"start":3917208,"end":3941952,"speaker":"D","text":"Uh, partially funded by the remaining dollars in Measure T, um, and then we have state funding that's a reimbursement to Measure T that's been coming in. Um, there might be some strategy in using Measure S funds, but we haven't, uh, worked through that yet, um, just based on the timing and the need to commit dollars to spend down. So that's an open discussion, uh, with the district firm."},{"start":3942915,"end":3947780,"speaker":"C","text":"And the time horizon that this project would take, are you estimating? How many years?"},{"start":3947957,"end":3964254,"speaker":"D","text":"It has to be completed by, uh, uh, 2 years from April, so it has to be completed in, I believe, April of 2026 to maintain the district's, uh, grandfathering to the M2 system. So it will be completed by then."},{"start":3965072,"end":3971821,"speaker":"C","text":"So Rick, is it your estimate that Measure T will continue to require oversight through the end of that project since it's partially funding this thing?"},{"start":3972270,"end":3981759,"speaker":"A","text":"Uh, potentially, but it would be through the expenditure of all Measure T funds, right? And so then it would be transferred over to Measure S or other available funds as warranted."},{"start":3981823,"end":3987690,"speaker":"D","text":"Is that a yes or maybe?"},{"start":3988860,"end":3991649,"speaker":"A","text":"No, Measure T will be expended before the completion of this project."},{"start":3992387,"end":3996736,"speaker":"C","text":"Closed out. We don't have to wait till the end of that project to close out Measure T."},{"start":3996993,"end":3998100,"speaker":"D","text":"Okay, good."},{"start":4001791,"end":4004567,"speaker":"C","text":"Any, any questions on, on Measure T update?"},{"start":4006108,"end":4013200,"speaker":"E","text":"I have a question about the solar project. So is there battery backup and all that that needs to be done with that?"},{"start":4013264,"end":4016233,"speaker":"G","text":"And is the facility, um—"},{"start":4016634,"end":4031001,"speaker":"D","text":"battery storage is not included All right, any other questions for Will?"},{"start":4033069,"end":4055510,"speaker":"C","text":"Okay, that takes us into 5.4. We've got a number of updates here on Measure T activity in the period mentioned earlier, January 1st through March 31st. First up is the bond expenditures since the last meeting. And thank you for providing a spreadsheet of those. Anybody have questions on that? I think what was the exhibit number? 541."},{"start":4056987,"end":4065947,"speaker":"E","text":"Um, so I have a question regarding all of the district personnel, um, and it's—"},{"start":4066782,"end":4073492,"speaker":"G","text":"it says retroactive, so I just need explanation on why it says Am I looking at the right sheet?"},{"start":4074246,"end":4077068,"speaker":"C","text":"You are. It happens to be the first 6 rows or something."},{"start":4077116,"end":4078592,"speaker":"G","text":"Yes, you—"},{"start":4078592,"end":4095190,"speaker":"E","text":"listen, that, uh, Union increased or classified personnel for fiscal year 2022-23, and these employees, uh, uh, work for the bond program. That's how—"},{"start":4096762,"end":4109934,"speaker":"G","text":"but they, they have timesheets and then I just see a lot of personnel, personnel, personnel in that."},{"start":4109934,"end":4113019,"speaker":"E","text":"That's for the whole fiscal year. Okay. Not for the bond."},{"start":4113019,"end":4141311,"speaker":"A","text":"Yeah, so when employee salaries are allowed to be charged to the bond program for work, as the auditor even spoke to, the, the wages earned during that time period were entitled to the increase. So Brandon Jennings, not to call him out, but first line on the public document, for $14 at some point, he worked a couple of hours, and having to go back to retro that money. Exactly."},{"start":4144453,"end":4152483,"speaker":"G","text":"Yeah, you need to understand, I'm not questioning the validity. I just think that it needs to be questioned, because that's what our job is."},{"start":4152757,"end":4152950,"speaker":"E","text":"Just—"},{"start":4153015,"end":4167604,"speaker":"C","text":"any other questions on 541, the list of expenses in that quarter? All right."},{"start":4167749,"end":4168992,"speaker":"D","text":"Oh, sorry, one quick one."},{"start":4169283,"end":4195063,"speaker":"E","text":"Uh, are Measure T funds paying for facilities that are closed to the district? So, right, yeah, so yes, they're— yeah, I'm not saying that right, but they're our properties."},{"start":4195320,"end":4221904,"speaker":"D","text":"And, um, when we move forward with using them as rental properties, and especially You're talking about HAWS. There is a charter school that is there, and when you are renting to a charter, we must make sure that the same infrastructure that we're providing other school sites is provided to the charter, even though it's coming from—"},{"start":4221904,"end":4243613,"speaker":"A","text":"for example, when we did all the internet infrastructure, they got it all So, and the same thing would have to be looked at if we did, uh, just a district-wide roofing project for all of our school sites. They would also be entitled to an equitable resource at their school site under the bond program."},{"start":4243661,"end":4246149,"speaker":"E","text":"Master Plan, Measure S. They, they'll—"},{"start":4246678,"end":4262859,"speaker":"A","text":"they have been invited to participate, uh, but just like any project that comes forward, it's going to be ranked and prioritized Uh, so just because they are a charter school does not necessarily mean they're going to get what they want, but we still do have to provide equitable facilities."},{"start":4268206,"end":4268880,"speaker":"D","text":"Other questions?"},{"start":4269297,"end":4278273,"speaker":"C","text":"Okay, 542, uh, contractor change orders in the period. Any questions on those, uh, 6 items?"},{"start":4279590,"end":4282817,"speaker":"D","text":"Uh, So there were no changes, no change orders."},{"start":4282945,"end":4286414,"speaker":"C","text":"Oh, I'm sorry, so there were none. Okay, correct."},{"start":4286815,"end":4286895,"speaker":"D","text":"Yeah."},{"start":4287538,"end":4315203,"speaker":"C","text":"Okay, so the no-bid contracts is 543, all 6 items on that one. Any questions on those? Okay, 544, new projects approved by the board since the last meeting? None, none of those. Okay, and then 545, any litigation disputes related to the bond program that the CBOC should be aware of?"},{"start":4316761,"end":4318286,"speaker":"D","text":"No. No. Okay, great."},{"start":4318993,"end":4351056,"speaker":"C","text":"Uh, so that takes us to 55 then, and 55A, and, uh, financial update on revenue and expenditures for T and S. And Erica He's going to take us through the exhibits. This is all of March 31st, right?"},{"start":4351588,"end":4394318,"speaker":"E","text":"Yeah, the first, um, report is the 5A. It's the Measure C bond fund income and expense summary. Uh, this is as of March 31st, 2024, and we are looking at the column, um, March 31st, 2024, for Fund 21. Uh, there's a revenue of $59,285.09. These are, um, the interest revenue for the first two quarters, and then the expenditures, uh is $1.7 million, and the, the, uh, the total actuals for all three funds is $213.2 million."},{"start":4400137,"end":4404353,"speaker":"C","text":"You said the last two quarters, but did you mean last three quarters of the first three quarters of the fiscal year?"},{"start":4404626,"end":4423057,"speaker":"E","text":"Um, uh, the first two quarters, because the, uh, the third one will be, uh, April 1st, so it's not included. Okay, so what we saw— ends March 31st, so the next one is posted, uh, April 1st, right?"},{"start":4423122,"end":4425954,"speaker":"C","text":"Isn't January through March third quarter of your fiscal year?"},{"start":4426035,"end":4431113,"speaker":"E","text":"This is how it's posted. Uh, we have October 1st and then January—"},{"start":4431325,"end":4433078,"speaker":"C","text":"oh, it lags one quarter."},{"start":4433241,"end":4433842,"speaker":"D","text":"Okay, thank you."},{"start":4433972,"end":4441015,"speaker":"G","text":"First— January 1st and then Okay, and you, you said the total expenditures were how much?"},{"start":4441935,"end":4446757,"speaker":"E","text":"Uh, $213.2 million. You can see at the bottom."},{"start":4446935,"end":4447339,"speaker":"G","text":"I see."},{"start":4447905,"end":4451169,"speaker":"E","text":"I just saw 210 and I—"},{"start":4451169,"end":4455080,"speaker":"D","text":"sorry. Okay, thank you."},{"start":4462060,"end":4490274,"speaker":"E","text":"Report, you know, the Measure T board report, which is a summary, uh, report, um, that, um, it's called a financial totality, and it's, uh, it's just a support report for the, um, package that I showed you. Uh, year-to-date actual, you can see the revenue, $59,000 And then expenditure is 1.7."},{"start":4495451,"end":4496243,"speaker":"D","text":"Okay, thank you."},{"start":4499020,"end":4507495,"speaker":"E","text":"The next report is from the accountability system. It's the, uh, budget and expenditure, uh, report."},{"start":4507559,"end":4508860,"speaker":"C","text":"This is the COB? Yes."},{"start":4509808,"end":4511093,"speaker":"D","text":"Got it. Yeah."},{"start":4512282,"end":4546094,"speaker":"E","text":"Um, so it's showing the, um year-to-date actuals, um, for 2021. Um, on the left side you can see the project, and then you can see the columns budget and expenditures. And this is the— has all the years. So if you see the bottom, uh, page 9, you can see the budget is $215,334,000. 2, and, uh, say $213.2 so far."},{"start":4547251,"end":4556582,"speaker":"D","text":"So at the end of this period, there was $1.7 million roughly left in the, in the whole, the program, a lot of which is— was on—"},{"start":4557096,"end":4611584,"speaker":"E","text":"yeah. Any questions? Then the next report is the sources and budgets report. This report is also from the accountability system. Uh, this is a, um, very detailed report showing even the object code on the left side, and then you can see the project in the column. Um, let's see, the total, um, budget, $250 million. And then we added on page— the second page You can see, uh, we added multiple sites, solar Phase 2, and the budget is $540,000. The project contingency is $339,000."},{"start":4625006,"end":4625503,"speaker":"D","text":"Makes sense."},{"start":4625567,"end":4633823,"speaker":"C","text":"I mean, you can clearly see what the priorities were when these bond projects were chosen, whatever, 8 years ago, by how much was spent at each site."},{"start":4637735,"end":4671162,"speaker":"E","text":"The next report is— this is for Measure S. This This is a bond issue from financial 2000. Uh, you can see the year-to-date actuals, $1.5 million. It's the, um, interest revenue for the first two quarters. That's in total. And then you can see the expenditures coming in. Uh, there were some legal expenses, and the capital outlay is, um, the program management, uh, expenditures from RCSD gave in."},{"start":4672301,"end":4682921,"speaker":"C","text":"So the $6,071, that was the legal expense, and the $354,000 was for BP?"},{"start":4683098,"end":4691825,"speaker":"E","text":"Yes, and there were a few smaller expenditures like lease and— that majority is for the program."},{"start":4692884,"end":4703510,"speaker":"C","text":"And can you remind us on the BPCS contract, is this going to be a quarterly amount then, um, $350,000, or was that a one-time annual amount, or—"},{"start":4703510,"end":4705583,"speaker":"D","text":"Started right—"},{"start":4706247,"end":4719588,"speaker":"A","text":"yeah, so this started in February, uh, no, this will be, uh, about two-thirds of the, uh, quarterly amount. Okay, maybe a little shy of that."},{"start":4724211,"end":4726710,"speaker":"C","text":"Any questions on the Measure S expenses so far?"},{"start":4729015,"end":4742450,"speaker":"A","text":"And also, quite possibly at the next meeting scheduled in August, there'll be more detailed reports similar to what you saw from Colby as well. Those Colby reports, they'll be similar to that."},{"start":4743078,"end":4751876,"speaker":"C","text":"Thank you. Um, any Last questions on, um, the, uh, bond activity reporting?"},{"start":4756450,"end":4757595,"speaker":"D","text":"Okay, great."},{"start":4758402,"end":4768099,"speaker":"C","text":"Uh, 5.5, isn't that what we just covered? So I think there's a mistake in the agenda."},{"start":4768310,"end":4770090,"speaker":"D","text":"Okay, let's move on to 5."},{"start":4770188,"end":4790093,"speaker":"C","text":"Um, So we talked about this at our last meeting. Obviously we have vacancies on the CBOC, and we have a couple of expiring terms at the end of this month. So what, what, what's happening on the CBOC makeup, Rick? Want to share any updates with us?"},{"start":4790093,"end":4818985,"speaker":"A","text":"Well, I think we only have one technical vacancy right now as the business organization member. Uh, moving forward board. Uh, so Dr. Baker, I know, uh, has reached out to, uh, organizations as well as, uh, I've had some communication. To this point, we have not received any applicants for that position, so we will continue the outreach over the summer, uh, and hit up a few—"},{"start":4819114,"end":4820784,"speaker":"C","text":"last time that position was filled?"},{"start":4822967,"end":4823770,"speaker":"A","text":"Not off the top of my head."},{"start":4825798,"end":4826377,"speaker":"C","text":"Been years though."},{"start":4826988,"end":4827325,"speaker":"D","text":"Could be."},{"start":4829881,"end":4834366,"speaker":"C","text":"Is there anything that you could help with there? Do you need more advocacy, outreach?"},{"start":4834801,"end":4858194,"speaker":"D","text":"Um, I, I provided the name, but Olivia said that, that, that person could not attend the meeting. I think that had to be approved, but, um, I don't know if it would be better to have a direct— someone from the just reach out directly to that person. They, they do want to consult with somebody, so they fulfill both needs. They live on the east side, so they cover the—"},{"start":4859275,"end":4861967,"speaker":"C","text":"I think it's the main—"},{"start":4862064,"end":4868284,"speaker":"A","text":"yeah, Olivia. I think Olivia may have reached out. I, I, and I'll check with her. Um, she's gone through Wednesday."},{"start":4868541,"end":4875659,"speaker":"D","text":"I think you're right, couldn't make— yeah, we had to approve them as a committee, as a board approves them now."},{"start":4875740,"end":4877938,"speaker":"C","text":"Members, not us, correct? Yeah, correct."},{"start":4878082,"end":4879927,"speaker":"D","text":"So, uh, we weren't allowed to invite them."},{"start":4880745,"end":4882366,"speaker":"C","text":"Oh, you— well, we can— anybody can put—"},{"start":4882494,"end":4884050,"speaker":"D","text":"right, she could have came as a public, right?"},{"start":4884114,"end":4885318,"speaker":"C","text":"And I think that was hard."},{"start":4886505,"end":4895955,"speaker":"A","text":"So, uh, and, and also too, uh, I think it's important— it's not just a business owner that we're looking for, we're looking for a member of a business organization."},{"start":4896709,"end":4897206,"speaker":"C","text":"Chamber of Commerce."},{"start":4897270,"end":4916265,"speaker":"A","text":"Chamber of Commerce. Uh, you know, my previous district, it was North Coast builders association always filled the role, that type of thing. Someone active in those types of, of, uh, entities. Uh, otherwise we would have Janet as well as a business owner, right? I mean, that doesn't meet the requirement for that, just so everyone can hear that."},{"start":4919694,"end":4940933,"speaker":"C","text":"Um, this— once again, I'll, you know, is there anything we can help with? I mean, having a vacancy for years of a required member of the committee doesn't look good. It doesn't look like we're providing the oversight we're supposed to because we're not fully represented under the law. So is there— you need help? Um, or I'll just put out, thank you, Jitball, for talking to that person. At least I tried."},{"start":4941758,"end":4946578,"speaker":"D","text":"You could join the Chamber of Commerce. I think it's pretty— I think it's open to anybody."},{"start":4946675,"end":4949604,"speaker":"C","text":"Janet, you want to join the Chamber of Commerce and represent them?"},{"start":4950236,"end":4957660,"speaker":"D","text":"That would cover you. Yeah, it would cover— I, I sit on the Chamber of Water Education Committee that's been asking every meeting."},{"start":4958159,"end":4960607,"speaker":"C","text":"We're such a friendly group, why wouldn't someone want to join?"},{"start":4960655,"end":4971355,"speaker":"D","text":"Well, right on Oak Mill, right down the street? No, they're located down over Shoreline. Oh, they— um, they said your meetings change all the time, so I said—"},{"start":4972047,"end":4973222,"speaker":"G","text":"yeah, they like consistency."},{"start":4973335,"end":4981434,"speaker":"D","text":"They want consistency. I need to be here at this meeting at this time on this day. So I said I don't have control over— it's not me."},{"start":4984533,"end":4994809,"speaker":"C","text":"Okay, so the, the, the outreach is continuing, um, and if anybody has any ideas or connections, feel free to recommend someone to the district and the board would approve them."},{"start":4995130,"end":5012343,"speaker":"G","text":"So I do have a question about outreach on that. So we talk about the Chamber of Commerce, we also talk about the, the representation from within our school district, um, and it should be representing of all, um, facets."},{"start":5012391,"end":5016718,"speaker":"E","text":"So there is other business organizations beside the chamber."},{"start":5017038,"end":5033624,"speaker":"G","text":"Do we have a Hispanic organization of business owners? Do we have any other entity that, that might also represent the diversity of our community besides the chamber, which is an amazing organization itself."},{"start":5033704,"end":5034825,"speaker":"E","text":"I'm not fixing that."},{"start":5034890,"end":5045113,"speaker":"G","text":"I just think there, there might be something. I know we have, you know, the Gardeners Association, and we have, you know, if there's— is there someplace else we maybe are missing?"},{"start":5046170,"end":5050096,"speaker":"D","text":"Right, I haven't checked with the North Barrows entity. Maybe I should go in that."},{"start":5051074,"end":5053317,"speaker":"G","text":"That might be interesting to just fill that."},{"start":5053557,"end":5068980,"speaker":"C","text":"Just so everyone's clear, here's what it says in the bylaws, one member shall at the time of appointment— so you don't necessarily have to keep going— be active in a business organization representing the business community located within the school district."},{"start":5069466,"end":5070615,"speaker":"D","text":"So that, that's the requirement."},{"start":5071914,"end":5072540,"speaker":"C","text":"So that's—"},{"start":5072669,"end":5078597,"speaker":"D","text":"yeah, I'll check that communication."},{"start":5078597,"end":5092205,"speaker":"A","text":"Yeah, and I know at one point we did reach out to many of those organizations of with very limited response. So we have turned that rock over a couple times, but we can certainly do it again."},{"start":5093554,"end":5094550,"speaker":"D","text":"Like the pay—"},{"start":5094598,"end":5094983,"speaker":"A","text":"shocking."},{"start":5095657,"end":5103349,"speaker":"E","text":"The other question, they have to be present, they can't be on Zoom, correct? February."},{"start":5104023,"end":5113047,"speaker":"D","text":"Okay. Um, how about the term, term renewals on the existing members?"},{"start":5115070,"end":5121075,"speaker":"C","text":"It would be if, uh, is that going to be before the board, before June 30th, or will these members expire at the end of the month?"},{"start":5121653,"end":5132283,"speaker":"A","text":"Uh, but they could, if they are willing to carry on their term, we could take them to a board meeting before the next meeting, and their term would continue on if they were willing to stay on the committee."},{"start":5132748,"end":5136762,"speaker":"E","text":"Yeah, with a That's okay. Yeah, perfect."},{"start":5137019,"end":5137886,"speaker":"C","text":"Any thumbs up?"},{"start":5138753,"end":5147729,"speaker":"D","text":"All right, just need to get it on the— awesome."},{"start":5149849,"end":5205791,"speaker":"C","text":"Um, okay, next item is 5.7. Um, so one of the most important duties of the committee is to produce the annual report. Now that we have the audit from the '22-'23 school year completed and presented to us, that's the last piece that goes into— typically goes into the annual report. Um, just as a quick history lesson, I think prior to last year, correct me if I'm wrong, the, the previous chairperson wrote the report. Last year, uh, Jen and I were an ad hoc committee, and we wrote it and the CBOC approved it. Um, but, uh, this is an open discussion about how we want to tackle the annual report for that fiscal year, which we do need to author, review, and approve, likely at our next meeting in August, I believe."},{"start":5212607,"end":5218008,"speaker":"D","text":"Move to have the— the chairman, of course. Do you have any other creative ideas?"},{"start":5218410,"end":5224431,"speaker":"C","text":"Well, I mean, I don't want to break the rules. You don't want to go up against precedent, so—"},{"start":5225289,"end":5225726,"speaker":"D","text":"exactly."},{"start":5226098,"end":5245333,"speaker":"C","text":"Uh, just as a reminder, our next meeting is— I think I have this correct— Thursday, August 29th. It should already be on your calendar. So, um, so we have Late June. Yeah, so we have about 2 months to get the report authored, um, and ready to review at the next meeting."},{"start":5253782,"end":5259340,"speaker":"D","text":"Is there an objection for keeping the status quo? It's been successful, so just curious."},{"start":5259822,"end":5301969,"speaker":"C","text":"Well, how about if I rephrase this? Would anyone like to volunteer to work on the annual report. I'm happy to work on it again, but I do think it should be more than one person from the committee. I don't think it's necessarily just the chairman's role to author the report, but I'm happy to work with anyone who wants to raise their hand. Yeah, I'd be happy to be part of the process. It's not— I, I will say, having done it once before, it's not a huge amount of work. There's a template from the past to, to follow. The district is always very helpful in producing the required information or answering any questions as the report is prepared. So it's really, you know, it does take some time, but it's—"},{"start":5303767,"end":5304281,"speaker":"E","text":"I'll help."},{"start":5304586,"end":5305807,"speaker":"C","text":"Carl, you want to volunteer this time?"},{"start":5306096,"end":5312053,"speaker":"D","text":"Yeah, I don't want to necessarily lead the whole effort, but if you can still stay on to be that guide."},{"start":5312599,"end":5316597,"speaker":"E","text":"There are some sections you can kind of— this person take on the other."},{"start":5319263,"end":5327750,"speaker":"D","text":"Okay, anyone else want to raise their hands?"},{"start":5329534,"end":5342343,"speaker":"C","text":"Sure, it's all just, uh, passed over email, so— well, if only Carl's name started with a C, it would be the 3 Cs, but it'll be the 2 Cs and the K. Oh yes, and the J."},{"start":5342505,"end":5342651,"speaker":"I","text":"Okay."},{"start":5343328,"end":5345941,"speaker":"C","text":"All right, so we have an ad hoc— Rick?"},{"start":5346614,"end":5357338,"speaker":"A","text":"I'd just like to note that there will need to be two annual reports, one for Measure S, one for Measure T. Measure S will be very short. I mean, we're talking issuance cost."},{"start":5358284,"end":5360143,"speaker":"D","text":"Yeah, good point. Thank you."},{"start":5360367,"end":5399744,"speaker":"C","text":"Um, all right, so, uh, that'll be an easy one for, uh, for that period. Okay, so, uh, we have an ad hoc CBOC subcommittee, Jen, Carl, Carl, Carolyn, and we'll take on the responsibility of authoring the report and getting it in front of the committee for hopefully approval at the next meeting. Okay, great. Um, topics for the next agenda other than the one we just talked about, which will be the annual report for that period— does anyone have anything beyond the usual items that they'd like to see added to the next meeting agenda."},{"start":5400467,"end":5402923,"speaker":"E","text":"You had one earlier when—"},{"start":5403662,"end":5417455,"speaker":"C","text":"Yeah, so that, uh, I think we can get that scheduled, right, Rick? So that is the, uh, district's legal counsel presenting their take on whether the CBOC should have independent counsel. So thanks for the reminder on that, Janet."},{"start":5419044,"end":5421774,"speaker":"E","text":"Do we want to have an update from—"},{"start":5425094,"end":5427500,"speaker":"C","text":"You think there'll be enough progress in 2 months to talk about?"},{"start":5427596,"end":5438518,"speaker":"A","text":"I mean, sure, I, I, I don't know if it'll be a full-fledged update, but we can certainly, uh, have VPCS and QKA as applicable to talk about where they're at as of August, I believe, 29th, right, Carl?"},{"start":5438582,"end":5438903,"speaker":"D","text":"Correct."},{"start":5439448,"end":5451093,"speaker":"A","text":"As of the 29th, starting the school year and what it looks like for the site committee meetings and potentially the, uh, you know, how the community meetings are either going to be part of or in addition to. I think that'd be a appropriate."},{"start":5452940,"end":5464789,"speaker":"C","text":"Okay, and just as a reminder, during that meeting we'll be reviewing expenditures and revenues in the March 30— for, uh, excuse me, April 1st to June 30th time period."},{"start":5464982,"end":5465207,"speaker":"D","text":"Yes."},{"start":5465399,"end":5467567,"speaker":"C","text":"Okay, anything else for the agenda?"},{"start":5470200,"end":5472529,"speaker":"D","text":"Okay, great."},{"start":5472994,"end":5475499,"speaker":"C","text":"Um, then we will move on to adjournment."},{"start":5475660,"end":5479012,"speaker":"D","text":"Motion? Okay, thanks, Janet."},{"start":5479573,"end":5484336,"speaker":"C","text":"Carolyn seconds, and all in favor? Aye. Okay, thanks everyone."}]}