MEASURE M AND G OVERSIGHT COMMITTEE 2425 Jefferson Street Napa, CA 94558

Transcription

1 MEASURE M AND G OVERSIGHT COMMITTEE 2425 Jefferson Street Napa, CA November 15, 2012 Napa Valley Unified School District Board of Education Jose Hurtado, Chair, Board of Trustees 2425 Jefferson Street Napa, CA RE: Annual Report from the Measure M and G Oversight Committee Dear Mr. Hurtado: The Committee thanks you for the opportunity to serve the District and the community and provides the following report. As all funds related to these Bond Measures have been expended, the committee s job is complete and this will be our final report. Bond oversight Committees are tasked with specific duties, and are required to develop findings based upon the documentation and evidence provided. A summary of the duties and findings of the 2012 Measure M and G Oversight Committee is provided in Appendix A. The Committee has found District staff to be helpful and transparent in providing information. District staff worked with the financial auditors, Goodell, Porter, Sanchez & Bright, LLP, in establishing a time frame for the financial audit of Measure M and G Bond Building Fund of Napa Valley Unified School District for the period ending June 30, Staff has kept the Committee informed of the status of current projects and has responded to other questions as they arose. In particular, this Committee wishes to specifically recognize the efforts of Don Evans, Jennifer Gibb and Ann Rodriguez. The voters of Napa passed measures M and G for the specific purpose of construction, reconstruction, rehabilitation or replacement of school facilities, or the acquisition or lease of real property for school facilities and not for any other purpose, including teacher and administrator salaries and other school operating expenses. Additionally, proceeds from the sale of bonds could be used for furnishing and equipping school facilities and for the payment or reimbursement to the District for the cost of District staff when performing work on or necessary and incidental to the bond projects. The District has provided unaudited financial reports, in spreadsheet form, to the Committee prior to each meeting. These District prepared statements served as the data source that the Committee reviewed to determine if the bond proceeds were being used in compliance with the parameters of the bonds. District staff presentation of financial reports was a regular item on the Committee meeting agenda, as was a follow up discussion for questions and/or clarification. In September, 2010 Senate Bill 1473 was approved by the Governor. This statute amended financial accounting requirements for financial and performance audits. Specifically, Section 1 of Section of the California Education Code, and consistent with the provisions in subparagraphs (C) and (D) of Section 1 of Article XIIIA of the California Constitution, stipulates that the required annual, independent financial and performance audits shall be conducted in accordance with the Government Auditing Standards issued by the Comptroller General of the United States for financial and performance audit. The Measure M and G Bond Building Fund of Napa Valley Unified School District Financial Audit Report for the year ended June 30, 2011 was submitted to the Committee in advance of the April 12, 2012 meeting. The report findings include the following: The auditors did not identify any deficiencies in internal control over financial reports that were considered to be material and that the results of the auditor s tests disclosed no internal control instances of noncompliance or other matter that are required to be reported under Government Auditing Standards; and The auditors concluded that the District otherwise complied with the requirements for Measure M and G Bond proceeds were used for the purposes set forth in the ballot measures and not for any other purpose, such as teacher and administrative salaries.

2 In summary, the Measure M and G Bond Oversight Committee hereby states that in its opinion: 1. The Napa Valley Unified School District is in compliance with Article XIIIA Section 2 (b) (3) of the Constitution of the State of California with regard to the bond process for the year 2011; 2. A summary of the Committee s proceedings and activities for the preceding year are included in the attached meeting minutes; and 3. The Committee was provided adequate information in order to make a statement as to the District s success to maximize Bond Proceeds as outlined in Section 4.1 (d) of bylaws. In the last ten years, the voters of the Napa Valley Unified School District entrusted the District with $278,000,000 (Measure M: $95,000,000 in November 2002 and Measure G: $183,000,000 in November 2006) to invest in the future of our students. A summary of the completed projects is included with report in Appendix D. This is a considerable investment into the assets of our District. The Measure M and G Bond Oversight Committee strongly urges this, and future, District Boards of Trustees to protect and preserve this investment by allocating sufficient and stable funding for the maintenance of the facilities and equipment. Respectfully submitted, 2012 Measure M and G Oversight Committee Kimberly Payne, Chair Affirmative Votes: Dissenting Votes: Leon Brauning, Selwa Hamati, Steven Lederer, Louis Martin, William O Byrne, Kimberly Payne, Paul Rogers, Laurence Seaton, Craig Songer, and Scott Warren None Enclosures: Appendix A: Summary of Committee Duties per Bylaws and Findings Appendix B: 2011 Measure M and G Oversight Committee Minutes Appendix C: Measure M and G Bond Building Fund of Napa Valley Unified School District Audit Report Appendix D: Summary of Projects Appendix E: Measure M and Measure G Bond Oversight Committee Members cc: File Patrick Sweeney, Superintendent Jacqueline Chilton, Area 1 Alan Murray, Area 2 Thomas Kensok, Area 3 Joe Schunk, Area 4 Francis Ortiz-Chavez, Area 5 Robb Felder, Area 6

3 Appendix A Summary of Measure M&G Bond Oversight Committee Duties and Findings Section 3 of the Citizen s Oversight Committee Bylaws requires the committee to perform the following duties: DUTIES 3.1 Review Expenditures: The Committee shall review expenditure reports produced by the District to (a) ensure that Bond Proceeds are expended only for the purposes set forth in the ballot measure; and (b) ensure that no Bond Proceeds are used for any teacher or administrative salaries or other operating expenses. 3.2 Annual Report. The Committee shall present to the Board and shall make public an annual written report (the Annual Report ) which shall include the following: (a) A statement indicating whether the District is in compliance with the requirements of Article XIIIA, Section 1 (b)(3) of the California Constitution; and (b) A summary of the Committee s proceedings and activities for the preceding year. (c) A statement of the District s success to maximize Bond Proceeds as outlined in Section 4.1(d) of these bylaws. Section 4.1(d): Review efforts by the District to maximize Bond Proceeds by implementing cost-saving measures, including, but no limited to, all of the following: (1) mechanisms designed to reduce the costs of professional fees; (2) mechanisms designed to reduce the costs of site preparation; (3) recommendations regarding the joint use of core facilities; (4) recommendations regarding the use of cost-effective and efficient reusable facility plans; or (5) mechanisms designed to reduce costs by incorporating efficiencies in school site design. Article XIII of the Constitution of the State of California and Section (b) of the Education Code charges the Bond Oversight Committee with the following specific duties: 1. Section 1 (b) (3) Ensuring that bond revenues are expended only for the purposes of construction, reconstruction, rehabilitation, or replacement of school facilities, including the furnishing and equipping of school facilities, or the acquisition or lease of real property for school facilities. 2. Sub Paragraph (A) of Paragraph (3) of subdivision (b) of Section 1 of Article XIII that no funds are used for any teacher or administrative salaries or other school operating expenses. 3. In furtherance of its purpose, the citizens oversight committee may engage in a number of listed additional activities. FINDINGS According to the Performance Audit for year ending June 30, 2011 the NVUSD is in compliance with the requirements of Bylaws Section 3.1 (a) & (b) because the Performance Audit states that (a) Bond Proceeds are expended only for the purposes set forth in the ballot measure; and (b) no Bond Proceeds are used for any teacher or administrative salaries or other operating expenses. This annual report satisfies the requirement for Bylaws Section 3.2. The bond oversight committee was provided information on many aspects of the bond process through visits to school facilities, meeting with auditors, presentations by district staff on construction progress, interim reports and final audits. The oversight committee was provided with sufficient information to make a statement in compliance with Bylaws Section 3.2 (c) Because of the reasonably adequate information provided by the district, the bond oversight committee found no reason to investigate any issues further than it did. The committee did not engage in any additional activities listed in sub section 3 of Article XIII of the State Constitution.

4 Appendix B Bond Oversight Committee Meeting Minutes Napa Valley Unified School District School Planning & Construction Oversight Committee Ed Center, Room 200 Minutes for June 30, 2011 Members Present: Leon Brauning, Selwa Hamati, Steve Lederer, Lou Martin, Bill O Byrne, Kimberly Payne, Laurence Seaton, Craig Songer, Absent: Paul Rogers (not excused), Scott Warren (excused) NVUSD Administrators Present: Debbie Brenner, Assistant Superintendent of Business Services; Don Evans, School Planning & Construction NVUSD Board of Education Present: (absent: Jose Hurtado, Alan Murray) (School Planning & Construction: Jennifer Gibb, NVUSD Lead Accountant/Construction Account Technician) Meeting was called to order by Chair, Kim Payne at 4:04pm. Accepted agenda; Steve Lederer motioned and Laurence Seaton seconded, carried unanimously. Minutes of April 14th were approved after revision in second paragraph. Laurence stated that a correction needed to be made to the following sentence; Larry said there s a requirement that the agenda be posted 72 minutes ahead, should state 72 hours, not 72 minutes. Approved April 14th minutes with revision, Bill motioned and Lou seconded, carried unanimously. Introduction of Public none present. Public Comment no public present, therefore no public comment. Finance Report Jennifer reviewed both Measure M and Measure G finance spreadsheets. Jennifer explained that on the Measure M Projects In progress/not Started financial report, that the % of Budget Expended (column s) is only taking into consideration actual expenditures (column p), when it should include encumbrances (column q). Jennifer will make the correction for all future finance reports. Bill asked if there were multiple bidders on the storage buildings that are being installed around the District. Don explained that these storage buildings are being purchased off a piggy back bid and does not require the District to go out to bid. Update on Projects by Don Evans. Don shared that we are in the last final phase of Measure M and G projects. The projects still to be finished are the Napa High Frontage and Science Phase 2, s, Restroom at Napa Junction, photovoltaic at NTHS and ACHS, at Napa High and Vintage High that will take place this fall, and Silverado Middle School and Redwood Middle School which will take place spring/summer of After the end of this year, the Bond Oversight Committee should only have the security projects. At this time the only foreseen problem maybe be the restroom remodel at Napa Junction. This would be because there is a hold up at DSA. The photovoltaic at American Canyon High School is in contract and the final plans have been approved. This project is scheduled to start the third week of July. The District anticipates that the solar project will generate a savings of. The photovoltaic at New Technology High School has been approved and is in contract. If driving by, you will see the fencing coming up. The PV will be on a covered carport and on the roof, comparable to the Gasser Building. The NTHS PV project should be completed around the same time as the ACHS PV project. NTHS will not generate the same percentage of savings as ACHS, because we are unable to install panels on the metal roofs due to DSA at this time. The infrastructure will be installed, but the District will have to wait for approval from DSA. Currently we are working on the Napa High Frontage, hopefully the rain will stop and we will finish the project before school starts.

5 Napa High School Science Phase 2 is currently in contract. This is a very busy project and we will be cutting it close to finish on time. But we are still on schedule to have students in the classrooms on the first day of school. Vintage High School, Frontage near science classrooms, was awarded to Hess Construction. This project is a continuation from the 2009 summer, due to the fact that last summer we also had the Science remodel happening at Vintage at the same time as the frontage project, so due to so many contractors in such a small area, we held the portion of the frontage near the science wing to be completed this summer. Twenty-two school sites are having storage buildings installed on them this summer. We are currently removing Quonset huts and installing new storage buildings all around the District. Bill asked where we can see these storage buildings now? Don stated that currently you can see Carneros, Salvador, and Northwood are removed and replaced. Starting next week we will be working on Bel Aire and Shearer. Don explained that the storage buildings look almost identical to a relocatable classroom, except that there are no windows; there is one door and a roll up door. All storage buildings are painted the same color scheme of the school sites. American Canyon High School has a computer lab being hooked up. We are now offering a multimedia class and will be installing $15-20K worth of classroom (non-computer) equipment. CTE class at American Canyon High School is having all equipment ordered and installed. We are ordering the second phase of office/classroom furniture for American Canyon High School, for the or students that will be attending this fall, plans for Napa High and Vintage High have been approved and go out to bid on the 19th of July. The District plans to award the contract the first week of August and hopefully complete as soon as possible. The primary focus will be security cameras. There will be cameras at both NHS and VHS for a total of cameras. ACHS is a great example of what is needed in the District. The District has a greater advantage of when having a visual of any vandalism. It has been a great help at ACHS and we are very optimistic of what it will do at NHS and VHS. fencing at Carneros, Mt. George and Capell Valley will be completed this summer. Projects that are not General Obligation Bonds Projects, but they are going on around and we would like you to know about them: o Harvest Middle School Track and Field we are installing the same track and field that all the other middle schools have, an all weather track and infield. o Harvest Middle School Second Gym we will be going into construction the early part of October 2011 and should be finished spring of We are hoping to have it finished before the end of school year so that the 8th graders can see the new gym. Don asked if there were any questions on the projects. Leon asked is the savings generated by the PV Project at American Canyon High School going to be $350, a year? Don stated yes it is. Leon asked what the cost is for the PV Project at American Canyon High School. Don stated that the cost was approximately 4.5 million dollars. The District will receive a rebate from PG&E of 2 million dollars and it will take an estimated 7 years to break even. Kim stated that it usually takes 14 years to get a payback and ACHS is 50% of the time. Don also stated that we can put the PV panels on the hill and do not have to rotate them and the return is significant and the panels get sun all day. Laurence asked who the PV contractor is? Don stated that SPG Inc. is the contractor for ACHS and Roebbelen Contracting Inc. is the contractor for NTHS. Laurence asked when did the clamp become a problem? Don stated from the beginning. ACHS was approved by DSA from the beginning of the project, but NTHS was not. Bill asked if we will use the clamp at ACHS and not at NTHS? Don stated yes, we will use it at ACHS, but we will expense more because of inspection cost. And every time one fails we have to have all reinspected. They will be used on the gym and not on the hill behind the school. The little panels on the middle of the buildings will not be used now. We wanted to get the most money back as soon as possible. Kim asked is security in place for the panels? Don stated yes, and all are monitored 24/7.on alarm. Craig asked what is the payback at NTHS. Don stated that the District is estimating about 12 years, but we are not 100% positive yet. IBut it isn t as fast as ACHS because we can not put the panels on the sloped roofm. Craig asked how the security systems are going to work? Is it downloaded into their cell phones/mobile devices? Don stated yes. It is transmitted to their mobile device, the main security room at Maintenance and Operations and then the police. Old Business Representation/Demographics of Bond Oversight Committee: Kim stated that the committee does have empty seats because they are vacant, but even though there are seats empty, we do not have any less representation of the demographics of the committee. All areas are covered with our current members. Leon asked what businesses are represented. Kim stated that

6 Selwa owns her own business. Don then interrupted and explained that the District had complied the listing of representation off of the original applications that were on file. Bill explained that he is not longer a member of SERS. New Business Kim reviews all new business and explains to the committee that there is no action required on any new business. Prop 39 Safety: Kim reviews memo that went to the Board of Education regarding seismic safety, AB300. The District has hired ZFA to do a review of a sample set of sites around the District. Don explained that the State has never actual visited the sites, they only reviewed the original plans on file and since the District has modernized in the past on multiple different projects, we may be more up to date than what was reviewed by the State. Bill asked about the Education Center, and Napa High School. Don stated that the Ed Center was modernized and is now up to code. Napa High was built to the seismic standards of the time, 1978 is the universal code. Don further explained that the site has then since had multiple buildings remodeled and modernized. Laurence stated that the State put the idea out before they calculated how much they could fund. Don stated that the State is not completely aware of how much work is out there that will need to be done, and even with the funding that they have it will not cover how much really needs to be done. Laurence stated that AB300 does not include wood structures. Don agreed. Bill stated that it seems like the cost of complying to AB300 will be very expensive and that with the class size increases some classrooms aren t even full, and/or are not occupied 100% of the time. Steve stated that if students are in the classrooms then we have to do whatever we can to take care of the buildings and comply with AB300. Craig asked what criteria does the District need to build to. Don stated that we need to comply with today s codes. Laurence suggested that the State may compromise these standards due to funding. Laurence also stated that the State is in a challenging spot, but still needs to provide a safe place for students. Steve state that a similar situation happened in the late 90 s with hospitals. The State put a short deadline on the hospitals to comply and continued to adjust their deadlines due to lack of funding and the large expense to the organizations. Don agreed, and stated that the State may stage or prioritize what is most important along with the cost. Don also stated that construction work may need to be performed while students are in school. Seismic construction/improvements may take longer than just a summer to perform. This has to be approached very carefully. The District needs to be aware of the situation, and do what is in the best interest for our communitystudents and staff. Leon stated that he brought this issue up because of the recent article in the Napa Valley Register. Prop 39 requires the District to do a study of school safety and comment on it. Bond and election requires that the District do this also. April 4th the Napa Valley Register stated that 12 NVUSD school sites are listed as problem sites. Leon asks what studies did the District do 2002 and 2006 to comply with Prop 39 and why were the problems that are now being addressed because of AB300 not addressed then? Don stated that the District was not given as clearly direction as what was just stated due to AB300 and DSA. Leon stated that Prop 39 stated that the District considered safety. Don stated that at the time that we went out for both Measure M and Measure G the District did consider safety. Leon asked then why do we still have 12 school sites that have problems that need to be addressed because of AB300? Don stated that we may not. At the time when the State reviewed for AB300 they were only reviewing the original plans and specs of buildings within the District. They did not review any remodels and/or modernizations that were done since the original buildings were built. We may have met all the requirements that are on the list because every time we go into a project we have to update and comply with the current codes. Every school has met the field act. Leon stated that that is one of the main reason why the community was on board with passing M&G because the District stated that the field act had been met and now AB300 states something different. Don stated that each building has met the field act at the time it was built. Leon asked that if in 2002 and 2006 the District knew that the 12 sites listed did not meet the field act. Don stated no, we had reviewed all sites and at that time there were no problems. Laurence stated that AB300 was a document investigation not a field investigation. Until the State does a field investigation we will not know what is needed as of today. Laurence explained of a project that he had worked on, and explained that each time you go into a project the requirements may be different. Leon stated that as a tax payer, Prop 39 states that the District should meet the field act and now we are not. Don stated that the District has met the field act and we continue to meet the field act every time we do a project for our students. Laurence stated that the Napa Valley Register is not a structural engineering firm. Leon stated that one of the reasons why we are members of the BOC is because we need to make sure that the District is following the proper procedures and codes and that the truth is out on the streets and that the community does not need to be concerned. Don stated that the public was concerned after the article was published by the NV Register. He stated that he got multiple concerned phone calls but that he was able to explain what AB300 was and what has

7 happened, and what we are doing now. He explained what work has been done seismically within the District. Leon stated that if the District goes out for a future bond it would be prudent of the District to form a committee from the community/tax payers to review what has been done and what the current needs and wants are. Don stated that when we have gone out for bonds we spend a lot of time reviewing our facilities, working with a team of engineers and architects. The District always tries to do the best for the community and make sure our needs are met. Kim states that in the interest of the group we will request that the BOC gets a copy of all ZFA reports. Leon suggested that any information from ZFA gets put in the annual report so that any future committee can have as much information as possible. Don agreed and stated that as we continue we will try to see what the State needs and what the District can do to meet any deadlines. Laurence asked if ZFA is only reviewing 9 buildings, not w are all 71 buildings being addressed, there may be other problematic areas. Don stated that the 9 buildings represent a sample. Laurence asked that the sample represents the entire District. Don stated yes. Laurence stated that the District is only spending money on sampling 9 buildings that will represent 71. Don stated that it will show us what is out there. The cost to review the entire District could be as expensive as $300, The District is in contract for approximately $40, now, but may need to spend a little more. BBut by only having ZFA review a sample set of buildings it does save the District a significant amount of money. o review the entire District the expense Craig asked when the report would be available. Don said that he had spoke with ZFA this week and we should have a report around October. Kim stated that the committee would like to review the report/have a copy available at the October meeting. Bill asked how does AB300 become a responsibility of the BOC. Leon stated that because when the District went out for the bonds the main sell to the voters was that they were in compliance with Prop 39 and the field act. Bill stated that it was and that the responsibility of the BOC is only the funds for the Measure M and G projects, not for AB300. Bill asked how any of the items under New Business are related to the BOC? Leon stated that as a committee we want to insure that we got safety, class size reduction and increase in technology. Class Size Reduction - Lou stated that class size reduction is not something that the committee can control, that it is due to the economic status of the Stated and Federal government. Leon stated that he did feel that all three items are related to the BOC. DB stated that there is a difference between facilities and operational costs. The reason we have class size increase is due to operational costs, but as a District we have enough facilities to provide occupancy in a class size reduction environment. Kim stated that Measure G provided additional facilities for High School because of American Canyon High School, but that the District may have increased class size do to operation cost. Laurence stated that the BOC has no control over operational costs. Steve stated that he would like to see additional information/future agenda items referencing seismic issues, but that the need for the BOC to focus on class size is not needed. Information Technology Upgrades Kim stated that beginning with Measure Y whenever any modernization or new classrooms are built the District always installs the most current IT standards. Don gave an example of Napa High School a wireless system is installed. Don stated that every time the District expends dollars we update the infrastructure to the most current standards. The problem is that technology changes so rapidly that even after we have installed/designed for the most current, it may be out of date soon. The District has a specific budget for IT and usually we start with providing new/most current IT equipment at the high school level, then middle school and then elementary school. Steve made a motion to bring back the seismic report, but not class size reduction or technology. Lou seconded, carried unanimously. DB stated that she had to leave. Kim thanked DB on behalf of the entire committee for all the work she had done for the District and the committee these past years. School Bond Site Inspector Kim stated that a specific Inspector of Records was brought to the attention of the committee, but that the District has never had this IOR on retainer. Steve made a motion to that the issue on the school bond site inspector has been addressed by the committee and that the GBOC will not bring up again. Lou seconded, carried unanimously. Copy of Legislative Proposal for School Facilities From FSUSD Kim reviewed copy of legislative proposal for School Facilities from FSUSD. Bill asked if the Board of Education is aware of this and if there is any action on it. Steve stated that this is a Bond Oversight Committee trying to write legislation on this. There is probably no time limit. Kim ask for the committees recommendation. Leon asked what the policy is. Don stated that the District has to spend 3% of the Districts general budget on facilities, and if the District does the State will match 1.5%. Don stated that we always spend more than 3%. Steve asked if we feel the money we are spending is adequate for the upkeep of our facilities. Don stated no. Don stated that he has and will continue to address his concerns. He does not ever want to see the District go back to before he came on in We need to continue to provide enough annual revenue to provide M/O to do necessary work around the District. Laurence stated that his first thought is how much money is it going to cost to maintain ACHS and are we going to train District employees or outsource. Don stated that we are going to do both. State has made restricted money for unrestricted which means NVUSD

8 can spend those funds on whatever they need to, but we do not do that. Don suggested that the BOC clearly state the imporatanceimportance of the that the District maintaining the new facilities to the Board of Education in their annual report. Bill ask can we give/get an estimate of what would have had to be funded through Measure M & G if the District had better maintained it s sites through M/O? Don stated maybe. He would need time to think about this and get back to the committee. MDM (major deferred maintenance) is not used for routine expenditures. Roofs are the number one priority this year. Painting was a few years ago. We allocated money out of Measure M for Silverado and Redwood, but then we move it to the deleted list because M/O ended up doing it. Leon stated that the District should spend current funds on M/O, not 30 year bond monies. Steve stated that the request from FSUSD is really a policy position, and the BOC is not here to make policy. BOC can make recommendations. Don stated yes, these policies usually come from the Board of Education Future meeting Thursday, August 11, 2011 at 4:00 PM at Ed Center. Finance meeting 8/11 at 3:15. Other future meetings October 13 Future agenda items: a. Copy of report from ZFA. b. Any other future agenda items need to be to Kim/ Office of School Planning & Construction by August 1st, 2011 for posting August 8th. Meeting adjourned at 5.52 PM. Lou motioned and Bill seconded, carried unanimously. Respectfully submitted, Bill O Byrne, Secretary (Minutes prepared by Jennifer Gibb)

9 Napa Valley Unified School District School Planning & Construction Oversight Committee Ed Center, Room 200 Minutes for August 11, 2011 Members Present: Leon Brauning, Steve Lederer, Lou Martin, Bill O Byrne, Kimberly Payne, Laurence Seaton, Craig Songer, Scott Warren, Paul Rogers Absent: Paul Rogers (not excused), Selwa Hamati (excused) NVUSD Administrators Present: J. Wade Roach, Assistant Superintendent of Business Services; Don Evans, School Planning & Construction NVUSD Board of Education Present: (absent: Jose Hurtado, Alan Murray) (School Planning & Construction: Jennifer Gibb, NVUSD Lead Accountant/Construction Account Technician) Meeting was called to order by Chair, Kim Payne at 4:04 pm. Question on the agenda: Leon asked why the agenda was posted with Debroah Brenner s name and signature. Jennifer Gibb stated that it was a clerical error, in the midst of all the yearend closing, summer construction projects and accounting she forgot to switch it out. On the back of the posted agenda that was handed out today is a copy of a revised agenda with J. Wade Roach s name and signature. Accepted agenda; Lou motioned and Steve seconded, 7 support, 1 opposed, passed. Questions on the minutes: Leon questioned why the name of the IOR that was brought up in the June 30th meeting was not listed in the minutes. Discussion about this took place and Kimberly Payne explained that she specifically did not mention of the IOR s name after the meeting and that is why it was not listed. Minutes of June 30th accepted, Steve motion and Lou second, passed. Introduction of Public none present. Public Comment no public present, therefore no public comment. Finance Report Jennifer reviewed the financial reports for both Measure M and G (preliminary for June and July 2011), the final reports will be given at the October meeting once the books are closed. Update on Projects by Don Evans. Don discussed the projects that took place this summer and that are wrapping up before school starts on the 17th. American Canyon High School photovoltaic contract has begun and there is work being done daily. New Technology High School photovoltaic contract is also in place and work has started there. Napa High Frontage will be completed before school starts. They will be finishing work up this weekend and Don will be out there on the first day directing traffic. Napa High Science Phase 2 is also going to be completed before school starts. The contractors are working diligently every moment to make sure that the students can arrive and enjoy school without any problems. Vintage High Frontage Science is in its final stages and will also be completed before school. The storage buildings are going up and will continue to be installed after school starts. There are twenty two school sites and the contracts and staff have been working hard. contracts for Napa and Vintage are in place and the contractor has begun working with the sites, subs and construction manager to prepare for installation of the equipment. West Park Elementary School has had the installation of a new library building. Projects that are not General Obligation Bonds Projects, but they are going on around and we would like you to know about them: Harvest Middle School Track and Field has the contractors working to get the project complete. This is scheduled to be completed the first few weeks of October. Harvest Middle School Second Gym is going to bid late September and we hope to begin work in October. Stone Bridge Charter School is moving to the Carneros site and we have been working hard this summer to make sure that they will be up and ready when school starts.

10 Don asked if there were any questions on the projects. Old Business none. New Business none. Future meeting Thursday, October 13, 2011 at 4:00 PM at Ed Center. Finance meeting October 13, 2011 at 3:15. Other future meetings: December Future agenda items: a) Copy of report from ZFA. b) Any other future agenda items need to be to Kim/ Office of School Planning & Construction by October 1st, 2011 for posting October 6th. Meeting adjourned at 5:05 pm; Steve motioned and Lou seconded, carried unanimously. Respectfully submitted, Bill O Byrne, Secretary (Minutes prepared by Jennifer Gibb)

11 Napa Valley Unified School District School Planning & Construction Oversight Committee Ed Center, Room 200 Minutes for October 13, 2011 Members Present: Absent: Leon Brauning, Steve Lederer, Lou Martin, Bill O Byrne, Kimberly Payne, Paul Rogers, Selwa Hamati Scott Warren (not excused), Laurence Seaton (excused), Craig Songer (excused) NVUSD Administrators Present: J. Wade Roach Assistant Superintendent of Business Services; Don Evans, School Planning & Construction NVUSD Board of Education Present: Jose Hurtado, (absent: Alan Murray) (School Planning & Construction: Jennifer Gibb) Meeting was called to order by Chair, Kim Payne at 4:01 pm. Accepted agenda; Bill motioned and Leon seconded, carried unanimously. Minutes: Paul Rogers was excused, Jennifer to make correction. Minutes of August 11th accepted, Steve motion and Bill second, passed. Introduction of Public none present. Public Comment no public present, therefore no public comment. Finance Report Jennifer reviewed the financial reports for both Measure M and G Leon discussed what the other funding was for at multiple sites on measure M. Don and Jennifer explained where funding came from, explanation on financial reports lower right hand corner (Other Funding). Update on Projects by Don Evans. Napa High Science Modernization is complete, with the exception of the chemical storage cabinets that are soon to be delivered. Napa High Frontage is complete. Vintage High School science landscape is complete. cameras (60) are being installed at NHS and VHS campuses. New Technology High School, Valley Oak High School and Harvest/River Middle School are next to go out for bid for security, mid to late December, with a completion date of April. Redwood, Silverado and American Canyon Middle School plan to go to bid in February, with a completion date of June 30. Storage buildings are in place a complete. West Park Library building is complete. New Technology High School Photovoltaic system is well on its way and will be up in running mid November; taking care of 40% of consumption needs at school. American Canyon High School Photovoltaic is being installed on the hill and west slope off the gym. The photovoltaic system at American Canyon High School will supply 100% of the needs for the site when fully installed and we will be putting money back into our system. NVUSD American Canyon High School received the first certification for CHPS in California. A certification ceremony will be held November 16th at 1:30pm. American Canyon High School is 2/3 occupied and we will make last purchases of furniture and equipment this year. Discussion on expenses and payback period took place. Discussion on Napa Valley College use of American Canyon High School took place. Don asked if there were any questions on the projects. Old Business Leon shared that he has been invited to serve as an executive committee member of CALBOC. New Business a. Discussion of Zucco Fagent & Associates seismic structural evaluation (if available): A report is being prepared for the Board of Education and will be available for the committee s review.

12 Future agenda items: a. Close-out requirements of Bond Oversight Committee b. Terms timelines of BOC Members c. Meeting Frequency d. Copy of Seismic Structural Report from Zucco Fagent & Associates. e. Any other future agenda items need to be to Kim/ Office of School Planning & Construction by 28th November 2011 for posting December 1, Meeting adjourned at 4:51 pm; Paul motioned and Lou seconded, carried unanimously. Respectfully submitted, Bill O Byrne, Secretary (Minutes prepared by Jennifer Gibb)

13 Napa Valley Unified School District School Planning & Construction Measure M&G Oversight Committee Ed Center, Room 200 Minutes for December 8, 2011 Members Present: Leon Brauning, Steve Lederer, Lou Martin, Bill O Byrne, Kimberly Payne, Paul Rogers, Scott Warren, Laurence Seaton, Craig Songer Absent: Selwa Hamati (excused) NVUSD Administrators Present: J. Wade Roach Assistant Superintendent of Business Services; Don Evans, School Planning & Construction NVUSD Board of Education Present: Jose Hurtado, (absent: Alan Murray) (School Planning & Construction: Jennifer Gibb) Meeting was called to order by Chair, Kim Payne at 4:01 pm. Accepted agenda with the following change: VII c move in front of VII a. Lou motioned and Paul seconded, carried unanimously. Minutes: Minutes of October 13th accepted; Bill motion and Lou second, carried unanimously. Introduction of Public none present. Public Comment no public present, therefore no public comment. Review Finance Report Measure M, Measure G Discussion of Measure M and Measure G Bond Financing Wade discussed and explained the payoff of the bonds and the total debt issued by District, approximately $282 million. Wade also discussed the process of refunding/refinancing debt. Discussion took place of how the district refunds and refinances the bond debt and the costs to the District. Any refunds and/or refinances of bond debt has to be approved by the Board of Education. Wade explained that the performance audit is not available yet, will be performed in January and distributed to the committee as soon as possible. Review of Measure M and Measure G post budget transfer/adjustment financials Review of the financials for both Measure M and G. Distribution of Measure M colored spreadsheet was presented to the committee showing all completed, work in progress, and not started projects. We are working hard to get all Measure M and G projects completed by June 30, Don explained closeout process and that we are working hard to make sure all projects are closed out properly and monies are allocated appropriately. As of today all bond revenues and interest from bond revenues have been expensed. Currently we are expending additional other funding that was either allocated to the projects and/or generated by qualified and approved projects for use of capital expenditure improvements (example: modernization 60/40 match or new construction 50/50 match or grant amounts). Don presented the portfolio of Measure M and G projects and shared it would be presented to the Board of Education at 12/8/11 and placed on the website. The Committee complemented Ms. Gibb on this excellent product. Don explained that Measure Y was a previously completed set of bond projects that updated several facilities. Measure Y s primary focus was to put technology in our schools and improving the environment for the elementary schools. A note about Measure Y will be put on the website to make sure people know what all three bonds have done for our district Update on projects by Don Evans Projects within the district are slowing down. at Napa High and Vintage High is finishing up. PV at both ACHS and NTHS is almost complete and ready to go online. Storage buildings are in throughout the District. Final costs are being verified to get projects closed out.

14 Old Business a. Zucco Fagent & Associates seismic structural evaluation - Discussed and have the reports for 15 of the 72 buildings that will eventually need to be reviewed and reported on. Each report has to go to DSA for eligibility and funding review. Seven buildings have been confirmed as being eligible for the seismic mitigation program by DSA, 5 at Harvest Middle School and 2 at Silverado Middle School. We have been identified to receive funding from the State of California. Discussion took place on ZFA s report and Don described what is going on at the State level. NOTE: this is not a responsibility of the GOB oversight committee (informational only). b. Review of Oversight Committee member status/representation reviewed handout. All present members terms do not end until December 2012 or later and the staff will be recommending all current members be reappointed for New Business a. Cost of Green Construction of ACHS vs. Standard Construction Don discussed the costs of green construction vs. standard construction. Don stated that green construction tends to cost more when buildings have to be retrofitted. In terms of most green construction within NVUSD, ACHS and NTHS were done during new construction. Costs for these types of green construction are less than if we were going in and doing a complete retrofit, just to be green. We can estimate that to go green at ACHS it was no more than 5% more in construction costs than standard construction. ACHS is the first CHPS high school in California. The initial investment to go green will have a cost savings over time and operational efficiency. b. Impact of AB SB 423 on NVUSD Bond Oversight Committee (Section of Education Code regarding performance audits) NVUSD is aware of SB 423 and will have the performance audit available before/by the deadline of March 31st. c. Selection of 2011 Annual Report Writing Committee Kim stated that last year the writing committee was established at the December meeting. At that time the draft performance audit was available. It is not stipulated in the bylaws that the report has to be submitted annually. The annual report is to update the Board of Education. Motion to make annual report for and final report up to June 2012 in June 2012 and to select the committee within the next two meetings. Leon motioned and Steve second, carried unanimously. d. Meeting Frequency Kim stated that due to the minimal times we will be meeting, we should keep the current meeting frequency. Steve motions to cancel February meeting and committee reconvene in April, Paul second, carried unanimously. e. Close-out requirements of Bond Oversight Committee Will be discussed further in April as Old Business. Don has also asked Wade to research and communicate with other Districts as to what their closeout process is. Leon will also check with CalBOC. f. Any other future agenda items need to be to Kim/ Office of School Planning & Construction by 2nd of April for posting April 5th for the April 12th meeting. Meeting adjourned at 5:15 pm; Steve motioned and Lou seconded, carried unanimously. Respectfully submitted, Bill O Byrne, Secretary (Minutes prepared by Jennifer Gibb

15 Napa Valley Unified School District School Planning & Construction Measure M&G Oversight Committee Ed Center, Room 200 Minutes for April 12, 2012 Members Present: Steve Lederer, Lou Martin, Bill O Byrne, Kimberly Payne, Paul Rogers, Scott Warren, Laurence Seaton, Craig Songer, Selwa Hamati Absent: Leon Brauning NVUSD Administrators Present: J. Wade Roach Assistant Superintendent of Business Services; Don Evans, School Planning & Construction NVUSD Board of Education Present: Jose Hurtado, (absent: Alan Murray) (School Planning & Construction: Jennifer Gibb) Meeting was called to order by Chair, Kim Payne at 4:03 pm. Minutes: Minutes of December 8, 2011 accepted; Bill motion and Lou second, carried unanimously. Introduction of Public none present. Public Comment no public present, therefore no public comment. Review Finance Report Measure M, Measure G Jennifer reviewed December through March financials. Measure M and G projects are coming to an end. Majority of projects are having final closeout costs applied to them. We are scheduled to finalize all Measure M and G project expenditures at June 30th. All remainder expenses will be paid for from matching state funds. Update on projects by Don Evans Bond projects within the district are finalizing and final cost and close out documentation is being completed. The last project is security and it is wrapping up at Napa High and Vintage High School and beginning at the middle schools. These are the final projects of the Bond and are scheduled for completion August Old Business Close-out Requirements of the Bond Oversight Committee: Discussion on the requirements of the committee. The committee confirmed that they will and are required to do a final annual report. New Business Review/Discussion of Annual Report: Annual report committee, Kim Payne, Steve Lederer and Craig Songer. They will meet to complete a draft of the annual report and bring to the committee for review and approval at the next and final meeting in July. Any other future agenda items need to be to Kim/ Office of School Planning & Construction by 9th of July for posting July 13th for the July 19 th meeting. Meeting adjourned at 5:15 pm; Steve motioned and Lou seconded, carried unanimously. Respectfully submitted, Bill O Byrne, Secretary (Minutes prepared by Jennifer Gibb)

16 Appendix C Performance Audit

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37 Site Alta Heights Elementary Appendix D Summary of Projects Completed Projects Multi Use Room New Student Furniture Total Funding $2,055,620 American Canyon High School Construction of LEED Gold certified high school $161,876,300 American Canyon Middle School Bel Aire Elementary School Browns Valley Elementary School Expansion of Classrooms, Cafeteria & Lockers All-Weather Track Multi Use Room with Permanent Restroom Library Lunch Table Covers Replaced 2 Classrooms Expand Multi Use Room Modernize Restrooms Lunch Table Covers Student Furniture $10,071,904 $2,145,027 $2,362,186 Canyon Oaks Elementary School Construction of new elementary school $16,071,890 Capell Valley Elementary Carneros Elementary (Stonebridge) Donaldson Way Elementary Education Center Modernize Bathrooms Replace Classroom Lunch Table Covers Student Furniture Multi Use Room Lunch Table Covers Student Furniture Library Modernize Bathrooms Replace Restrooms Lunch Table Covers Student Furniture Seismic Improvements to District Auditorium Seismic Improvements to Administration $279,683 $2,740,446 $891,432 $16,190,033

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39 Site Completed Projects Total Funding El Centro Elementary Multi Use Room with Permanent Restrooms Library Modernize Restrooms Replace Classrooms Lunch Table Covers $2,494,469 Harvest Middle School Swimming Pool $1,257,653 McPherson Elementary School Multi Use Room Replace Playground Student Furniture $2,828,314 Memorial Stadium Construction of multi sport stadium $12,562,524 Mt George Elementary School Napa High School Napa Junction Elementary School Napa Valley Language Academy New Tech High School New Staff Room Replace Restrooms Student Furniture Second Gym & Classroom Replace Classrooms Modernize Science Classrooms Gym Bleachers Frontage/Entry Improvements Student Furniture Multi Use Room Stage Frontage Improvements Modernize Restrooms Replace Restroom Student Furniture Multi Use Room Modernize and Replace Restrooms Playground Equipment Lunch Table Covers Replace Classrooms Phase I Modernization Phase II Modernization, Photovoltaics $351,613 $18,438,980 $978,228 $8,015,818 $14,098,919