LOS ANGELES UNIFIED SCHOOL DISTRlCT INDEPENDENT PROPOSITION BB BLUE RIBBON CITIZENS' OVERSIGHT COMMITTEE. Scott Folsom Tenth District PTSA

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1 LOS ANGELES UNIFIED SCHOOL DISTRlCT INDEPENDENT PROPOSITION BB BLUE RIBBON CITIZENS' OVERSIGHT COMMITTEE Robert Garcia, Chairman Environmental Defense Michael Lehrer, Vice Chairman American Institute of AIchitects, LA Constance Rice L.A. City Conn-oller Appointee Office of the Mayor Scott Folsom Tenth District PTSA Cliff Mansfield TbJrty First District PTSA Tyler McCauley LA. County Auditor-Controller's Office Craig Steelet Esq., Legal Counsel Richards, Watson & Gershon Anastacio Medina American Lung Association James Prunty Associated General Contractors of Ca. Richard Slawson LA. Co. Federation of Labor AFL-CIO LA. Area Chamber of Commerce INDEPENDENT REGULAR MEETING OF THE BLUE RIBBON CITIZENS' OVERSIGHT COMMITTEE MINUTES LAUSD HEADQUARTERS 450 North Grand Ave. - Room H163 Los Angeles, CA Wednesday, October 24, 2001,10:00 a.m. The Following Committee Members were in attendance: Robert Garcia Constance Rice Scott Folsom Cliff Mansfield Anastacio Medina Richard Slawson Ian Clark for Tyler McCauley Absent: Michael Lehrer James Prunty Onenin2 Remarks Mr. Garcia opened the meeting at approximately 10:14 a.m. He first extended his condolences regarding a death in Mr. Lehrer's family. He then announced that Ms. Rice would be late to the meeting and that they were waiting for a quorum to take action on a resolution. Mr. Garcia then explained and distributed these remarks.to the Committee:.) <".-,.',:.:.,~

2 BB Oversight Committee Minutes Wednesday, October 24,2001 Page 2 Effective Oversight Since the last BB meeting, Mr. Garcia met with Mr. Rubin, Ms. Y OWlg, Superintendent Romer, Mr. Lansing, and Mr. McConnell in order to reach an understanding on what constitutes effective oversight. Ms. Y OWlg agreed that proper oversight by the Committee includes seven points including developing a strategic plan for new school construction and school modernization and creating a budget to implement that plan. A draft memorandum of understanding is being developed that will delineate effective oversight and it will be submitted to the Committee for consideration as soon as it is ready. Strategic Plan for School Construction and Modernization Mr. Garcia requested a presentation of the Superintendent's Strategic Plan at the November BB Committee and mentioned that the Committee supported the goal of the Beyond the Bell program as well as any other after school programs. The Committee anticipates - that the draft Strategic Plan for Modernization and Construction, which McConnell says will be available in November, will go beyond the execution plans seen up to this point. Belmont Learning Center Mr. Garcia asked Mr. McConnell to distribute responses to RFP's to the Committee as soon as possible. Resolution : Planning and Conservation League to Serve on BB Oversight Committee Mr. Garcia felt that the Planning and Conservation League's (PCL) extensive experience in getting initiatives passed would be helpful in the passing of any future bond measures. The PCL is also intimately involved in questions of joint use of schools, playgrounds, and parks. Their expertise would also be helpful in defining effective oversight. Mr. Medina requested Mr. Garcia provide the Committee with a list of members. Later in the meeting, the attached resolution was discussed and unanimously approved by the Committee. Annual Audit of BB ExPenditures Ian Clark spoke for Mr. McCauley by saying that KPMG auditors are in agreement with the procedures. The LAUSD has agreed to pay for the extra procedures~ and the process will begin when the appropriate documents have been executed. It is understood that the review will get started rapidly. There was no discussion by the Committee New Construction Budl!et/Cost Control System Mr. Rubin began by saying that a budget/cost control system is more than the hardware and software of a management information system; it also includes the support staff His evaluation revealed that there are good qualified people involved and the changes in organization and procedures have been a good investment.

3 BB Oversight Committee Minutes Wednesday, October 24,2001 Page 3 The standardization of systems and procedures are in progress, and data for each new school and major addition projects are being entered into a template. This standard template makes it easier to manage each project and allows results to be consolidated for overall program reporting and various ad hoc reporls. Mr. Rubin reported that costs on the project management side and costs on the district's financial system needed to be coordinated and reconciled. However, this process is difficult because there are many different subledgers that need to be reconciled. Lastly, there is a high degree of confidence that infonnation in reports received is valid. Mr. Rubin concluded by saying that the process is offto a very successful start. Existini! Facilities Validation Svstem and Process Mr. Rubin said the first phase of the validation process has begun and will establish the scopes, costs, and schedules of all projects. The first cut produced will be turned into an approach for the next step. The infonnation gathered will also help detennine if projects can be bundled for one contractor, especially at the same sites. The reconciliation of subledgers is more difficult for Existing Facilities than it is for New Construction because the different sub ledgers do not have the same reference numbers for the projects. Mr. Rubin reported that it takes about two months to reconcile requests and that the results are never ideal. Mr. Medina inquired about the cause of all these problems. Mr. Rubin replied that the basic problem was that the program was started before it was ready. When a problem arose, there was no warning system to detect it, and there was no response team who could respond once a problem was identified. Because no action was taken, problems compiled. Mr. Mansfield voiced concern over the data being stale by the time it is entered into the system and wondered if there was a process that would help it be more time-: accurate. Mr. Rubin replied that there was no complete solution for this problem because the district's individual information does not tie to anything that,is central. The minimum delay is between two to three months, and at this point, the information is not only stale, but its accuracy is questionable. Mr. Folsom then drew attention to the last paragraph of Mr. Rubin's report that states that this process is largely undocumented and is almost totally dependent upon two people. Mr. Rubin replied that this problem is currently being addressed. After more discussion by the Committee, Mr. McConnell suggested a better method for completing all of the different small proj ects in this program. This method, called job order contracting, is not readily available to the District under state law. Mr. McConnell thinks that it would be wise to strongly argue for its acceptability within the next year. Mr. Rubin stated he would report to the committee every month on progress being made...'.-

4 'BB Oversight Committee Minutes Wednesday, October 24,2001 Page 4 U»date on Air Conditioninl! Proiects Mr. Delker began by identifyinghimself and by autiminghis responsibilities. He then described the status of the air conditioning projects. Currently~ the air'conditioning program is in Phase 3. This counts for 92 projects, 4 of which are in the process of being completed. The designs are complete, and they are getting ready to go to contract. Mr. Delker also described some alternatives to full~blown air conditioning that were investigated in the past and will be investigated in more detail in the future. These alternatives could include better ventilation. The Committee discussed the program and Mr. Slawson asked to receive a cost comparison between the original cost estimates and the fmal costs for those Phase 2 projects that were completed. He also mentioned that he was interested in seeing why the original sole source contract fell apart and what the results were (if the District saved or lost money as a result). Proposed Snorts Complex at Markham Middle School Ms. Littmann reported that this project has been funded by a private donation to the district and at that at this point, it is preliminary and not ready for public infonnation. This project is not BB money, but it does tie into established BB goals and objectives. These objectives are: addressing the neediest areas of the district and setting up standards and objectives for facilities that provide for joint use and community use. Ms. Littmann did state that it will be a state-of-the-art athletic complex and will be open for use during school as well as after school and on weekends for community programs. There are also other BB projects at Markham Middle School, and ~s additional project will be coordinated with those BB projects so that BB money will be used efficiently. Monthly Suoolemental Reoort on Status of New Construction Projects Ms. Littmann stated that in November, an execution plan will be ready. It will first go to the Facilities Committee, then to the BB Committee. She then explained a flow chart for school construction and stated that the construction process is dictated by many different agencies and codes. It is all these agencies' time consuming processes that cause the construction process to be long and drawn out. There are a significant number ofprojects that are ready to make acquisition offers and work is being done to get the necessary documents to begin the acquisition process. All real estate and acquisition agents have been mobilized and this will begin in earnesthis month. This process will probably reach full speed by February. Some experienced senior staff has also been brought in to aid this process.,. ~

5 ':BB Oversight Committee Minutes Wednesday) October 24,2001 Page 5 2. The interface between the cost control system and the District's accounting system will be addressed. Data transfer between these two systems will be looked at and worked on. There is already a higher confidence level in construction, real estate, and environmental costs. Ms. Littmann stated that there are a number of real estate deals that are negotiated unusual deals and that a focus will be placed on these to make sure they are finalized in a turnkey deal or that they are moved forward in an alternate fashion. The Committee discussed problems with media representation. Mr. McConnell and Ms. Littmann discussed the new position of media relations liaison. That person will be responsible for communicating with the media and helping them find information within the District. Communitv Outreach Process Ms. Padi11a-~elendez started by stating the guiding principles of the Community Outreach Department. These are: 1. To be open and transparent at all times 2. To understand in a sensitive manner the diversity of the community that they serve 3. To educate and engage a community from the time the need is identified until the school is opened. Ms. Padilla-Melendez continued her presentation by describing the process the Outreach department goes through for each project and handed out a case study to illuminate this process.'.' The Committee had positive feedback for Ms. Padilla-Melendez. Receipt of Written Reoorts. Remarks by James McConnell to Construction Industry. Existing Facilities Modernization. Acoustics Environment for New Construction The reports were received without comment. Announcement of Next Meetin2 The next meeting will be held Wednesday, November 28,2001,2:30 p.m. at Lock High School, General Meeting Room 100, 325 Bast 11 th Street, Los Angeles, CA The meeting is starting later in the day to accommodate the Superintendent of that District. Public Comments Mike Saulinas spoke about asbestos issues and distributed documents related to this issue. The meeting was adjourned at approximately 12:08 p.m.

6 ~ INDEPENDENT PROPOSITION BB BLUE RIBBON CITIZENS' OVERSIGHT COMMITTEE Robert Garcia, Chairman Environmental Defense Appointee Michael Lehrer, Vice Chairman American Institute of Architects, LA Constance Rice L.A. City Controller Appointee Scott Folsom Tenth District PTSA Cliff Mansfield 'Tb.D:ty First District.PTSA Tyler McCauley L.A. County Auditor- Controller's Office WHEREAS': Planning and Conservation League To Serve on BB Oversight Co: The Planning and Conservation League ("PCV') and Environmental Defense request that PCL replace Environmental Defense on the BB Committee. Robert Garcia serves on the PCL Board of Directors and will continue to represent PCL on the Committee and serve as Chainnan. PCL is committed to ensuring that all money from Proposition BB is spent as the voters want and to schools that promote the full development of the child, are educationally and environmentally sound, and reflect the equitable and efficient use of limited land and public resources. ". THEREFORE IT IS RESOLVED that the Planning and ConserVation League serve. on the BB Oversight Committee and that Robert Garcia serve as its representative and continue to serve as the Chairman of the Committee. In Favor: ~ Date: tf ~ L-Y AgaInst. z., OQ /./ Abstain: ' \ Signed: i