citizens' bond oversight - wccusd.net · policy bp 7214.2 as described above as illegal and...

Citizens' Bond Oversight Com1m1iittee

Audi1tt Subcomim1i1ttee

Mreetti1n1g ·Packett fror:

Mr ay ·11 O, 20·11 s 0

Norms of Behavior

Every team has two components that team members must keep in mind if the

team is going to succeed.

• The team must pay attention to the Committee's purpose. • The team must also carefully shape and monitor the team process it uses to

accomplish its purpose.

Team process includes:

• How team members interact with and communicate with each other. • How team members will be responsible and accountable for accomplishing

the CBOC's purpose.

These team norms or ground rules are established with all members of the team participating equally:

• Recognize cross-disciplinary interaction requires patience and openness to diverse perspectives.

• All views are important. • Participation needs to be equitable and balances. • Expect, respect, and accept disagreements. • Reducing defensiveness is responsibility of all. • Be tough on issues not on each other. • Place cell phones on silent. • Read agenda packet before the meeting.

02

WEST CONTRA COSTA UNIFIED SCHOOL DISTRICT CITIZENS' BOND OVERSIGHT COMMITTEE

5/6/2018 2:29 PM

AUDIT SUBCOMMITTEE AGENDA MAY 10, 2018

CBOC Committee's Purpose: "The purpose of the Committee is to inform the public concerning the expenditures and uses of bond revenues. The Committee's legal charge is to actively review and report on the expenditures of taxpayer's money for school construction." (Board Policy BP 72 14.2) The Committee provides oversight for Measures D-2002, J-2005, D-2010 and E-2012.

Recommendations to Board of Education: "All recommendations approved by the Committee (CBOC) shall be presented to the Board of Education. The Board shall respond to the Committee's recommendation(s) within sixty (60) days after receipt of the recommeodatioo(s)." (Board Policy BP 7214.2)

Audit Subcommittee Mission: Receive and review the annual bond financial audit and annual bond performance audit; 1,

participate in the preparation of the request for proposals for auditors; participate in the selection of auditors; participate in the evaluation of auditors 1

; participate in the audit entrance conference including review of the audit plan; participate in the audit exit conference; receive and review draft audit reports 1

; receive and review audHor's progress reports 1; review the District's plans for bond sales 1; review the District's responses to the auditor's findings and recommendations; make recommendations in regards to audits; review cost saving measures 2; construction costs 2; change orders 2 and preventive maintenance for facilities 2•

AGENDA Thursday, May 10, 2018 at 2:00 PM

Facilities Operations Center 1400 Marina Way South, Richmond CA 94804-3747

# Description

A OPENING PROCEDURE Al Call to Order Time started

A2 Pledge of Allegiance

A3 Roll Call Name Office Present Absent

Sallie De Witt Member Anton Jungherr Secretary Gre12:12: Visineau Chairperson

Totals Membership 3, Quorum 2 Quorum Present? Yes

Staff Present:

1 Responsibility specified in Board Policy BP 7214.2, Citizens' Bond Oversight Committee. 2 CBOC on January 24, 2018 confirmed that the Audit Subcommittee can continue to discuss these matters. 3 "Pg" refers to a page number in the agenda packet for the backup document for this agenda item.

C:\Users\Anton\Documents\0000 CBOC Audit SC Agenda & Minutes\Jl May 10, 2018\Agenda May 10, 2018 - V2- 5.6.1 8-aj.docx

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Pg Speaker 3

Visineau

Visineau

Jungherr


5/6/2018 2:29 PM


# Description Pg

Speaker 3

A4 Approval of Agenda by Consensus Visineau

AS Public Comments for Items Not on the Agenda: Members of the public are Visineau invited to speak to the Committee about any matter that is not otherwise on the agenda and is related to school construction. The public can also speak to all items on the agenda at the time that an item is discussed by the Committee. Each speaker will have a reasonable time to speak. The Committee cannot dialogue on any issue brought before it by the public that has not been previously agenized but may refer these to Committee Member(s) or staff for response and/or placement on future agendas.

Written comments may also be submitted in person at the meeting or in advance of the meeting via email to the Chairperson Gregg Visineau ( [email protected]) or Subcommittee Secretary Anton Jungherr [email protected]).

B ACTION ITEMS Bl Approve Audit Subcommittee Minutes Meeting April 12, 2018 Jungherr

Proposed Action: Approved the Meeting April 12, 2018 minutes as attached. * ,, B2 District Staff Proposed Amendment to Board Policy BP 7214.2 Regarding Jungherr

CBOC District staff recommended, at their May 2, 2018 meeting, to the Board of Education that Board Policy BP 7214.2, Citizens' Bond Oversight Committee, be amended as follows: (language that is strike out ~is proposed to be deleted and language that is underlined xxxx is proposed to be added}

"The Board shall, without expending Bond funds: a. Provide the Committee with any necessary reasonable technical and administrative assistance in furtherance of the Committee' s purpose."

"PFevide admimsa=ati1t•e assistance in fuftaeFance ef the Gemm.ittee' s purpese, and"

"Prnvide the Gemmittee w4th sufficient reseraces te publicize th.e Gemm.ittee' s cenclusiens."

The combination of the District staff proposed amendments:

• Restricts resources to support CBOC activities by deleting "any necessary" assistance.

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04


5/6/2018 2:29 PM


# Description Pg

Speaker 3

• Eliminates completely resources to "publicize the Committee's conclusion."

Education Code Section 15280 (a) (1) grescribes the langyage that the District staff has recommended be deleted. This Education Code requires the Governing Board: (see attachment) * 1-1

"The governing board of the district shall, without expending bond funds, provide the citizens' oversight committee with any necessary technical assistance and shall provide administrative assistance in furtherance of its purpose and sufficient resources to publicize the conclusions of the citizens' oversight committee."

In our opinion, the District's proposed amendments are illegal and are not in compliance with Education Code Section 15280 (a) (1).

Proposed Action: Opposite the District staff proposed amendments to Board Policy BP 7214.2 as described above as illegal and not in compliance with Education Code Section 15280 (a) (1), and further that the Audit Subcommittee recommends to the CBOC that they oppose these proposed amendments.

C ST ANDING ITEMS/ ACTION Cl Executive Director Bond Program Bonnett

C2 Director, Internal Audit Kirn

C3 Audit Subcommittee Chairperson Visineau

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• Pg # Description 3 Speaker

C4 Status of FY 2017 (June 30, 2017) Audits Visineau

Financial Performance Audit Entity

FY2017 Audit Moss Adams Action See Key

Christy FY2017 LLP Review Below Moss Adams 4

White LLP Associates

Entrance Conference ASC ✓ 10.18.17 ✓ 9.14.17 ✓ 11.9.17 Exit Conference ASC ✓ 1.11.18 ✓3.8.18 7.12.18 Accept Report ASC ✓3.8.18 ✓3.8.18 Discuss Report Board ✓3.14.18 ✓3.14.18 (Joint Meeting) CBOC Accept Report ASC ✓3.8.18 ✓3.8.18 7.12.18 Accept Report CBOC 4.18.18 4.18.18 7.25.18 Accept Report Board ✓3.21.18 ✓3.21.18 8.8.18 Legal Deadline ✓3.31.18 ✓3.31.18 n/a Annual Evaluation of ACS 5.10.18 5.10.18 n/a Auditor Staff Responses to Audit District None 7.20.18 n/a Recommendations 5 Staff ✓ Signifies a completed milestone. Entity Key:

*Change from last month's status report.

ASC = Audit Subcommittee CBOC Board = Board of Education WCCUSD CBOC = Citizens' Bond Oversight Committee

Note that all the future dates for the forensic review are tentative, subject to confirmation.

cs Review Monthly Bond Program Financial Reports March 31, 2018 Bonnett Report 1: Bond Information (Key Performance Indicators)

• Update April 2018 bond sale, add footnote on Measure J $77,590,292 bond not issued, "Current estimate is that these bonds can't be sold until on/about 2035 because of tax rate limitations." Also update all notes, as needed.

Report 2: Spending by Site -z..~ Report 3: Bond Program Summarized Cost Codes

Report 3A Spendin2: by Pro_iect/Cost Codes (in development, see attached) *

4 Moss Adams LLP review of forensic accounting investigation implementation FY2017 (as of June 30, 2017) approved by Board of Education on October 18, 2017. Schedule is tentative subject to confirmation by the District and Moss Adams, LLP. 5 Education Code Section 15280 (a)(2) provides, "The governing board of the district shall provide the citizens' oversight committee with responses to any and all findings, recommendations, and concerns addresses in the annual, independent financial and performance audits required ... within three months of receiving the audits."

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06


5/6/2018 2:29 PM


# Description Pg

Speaker 3

Report 13: Bond Program Financial Status (including variance analysis)

• See attached checklist for this report . * ;t>

It is proposed that the five (5) reports listed above be provided monthly to the CBOC Audit Subcommittee and CBOC.

It is also proposed that Report 13, Bond Program Financial Status, be provided monthly to the Board of Education.

District staff did not provide these reports prior to the May 6, 2018 agenda packet deadline.

D DISCUSSION ITEMS Dl Annual Review of Financial Auditor Christy Whites Associates Visineau

Performance Regarding June 30, 2017 Audit Board Policy BP 7214.2, Citizens Bond Oversight Committee, provides one of the Committee's duties as, "The Committee shall participate with the District in a yearly review of the Auditor' s performance."

The purpose of this agenda item it to have a discussion with District staff on this matter.

D2 Annual Review of Performance Auditor Moss Adams, LLP Performance Visineau Regarding June 30, 2017 Audit Board Policy BP 7214.2, Citizens Bond Oversight Committee, provides one of the Committee's duties as, "The Committee shall participate with the District in a yearly review of the Auditor' s performance."

The purpose of this agenda item it to have a discussion with District staff on this matter.

D3 Financial Impact Statements for Bond Program Budgets DeWitt District staff provides on the Board's agenda a Financial Impact Statement for each Building Fund 21 transaction (budget authorizations, budget transfers, and expenditures). These impact statements would be the most useful, informative and transparent, to the Board, CBOC and public, if they were drafted in a uniform format for each type of transaction.

For purposes of discussion, it is proposed that eight (8) impact statement formats be used:

• 1. Initial project budget authorization for a new project.

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# Description

• 2. Project budget increase.

• 3. Budget transfers within a project between major objects.

• 4. Budget transfers between projects.

• 5. Expenditure authorization for agreements, change orders and purchase orders.

• 6. Acceptance for project work and approval of notice of completion.

• 7. Final project budget adjustments.

• 8. Project budget transfers between fiscal years with no total project budget increase.

For discussion, see the attached eight (8) examples for the financial impact statement formats listed above.

D4 Board of Education Resolution No. 86-1718 Budget Revisions, Resulting Increases and/or Decreases in Appropriations for the 2017-18 Budget Year, Item C.3, May 2, 2018 Referenced Resolution No. 56-1718, approved by the Board of Education on May 2, 2018, provided final budget reductions for El Cerrito High School and Richmond Hight School as follows

Project Resolution 18-1718 Bud2et Reductions

El Cerrito HS $136,394 Richmond HS 515,237

Total 651,631

Report 2 Unspent Bud2et * $50,946 685,641 736,587

Variance

$85,448 (170,404 (84,956)

*Report 2, Spending by Site, February 28, 2018 - committed+ budget balance = unspent budget.

What could explain the variances?

D5 Bond Financial Audits FY2018-FY2020 Request for Proposal The Audit Subcommittee at their April 12, 2018 meeting recommended that the District prepare a Request for Proposal (RFP) for the Bond Program Financial Audits for FY2018-FY2020. See attached April 12, 2018 Audit Subcommittee minutes on this matter.

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Pg 3

*

Speaker

Jungherr

Kim


5/6/2018 2:29 PM


# Description Pg Speaker 3

The purpose of this agenda item is to discussion with the District this recommendation.

E INFORMATION ITEMS As requested by CBOC Members or Public

El None

F NEXT MEETINGS 2018 Normally Second Thursday of the month at 2:00 PM at the

Facilities Ooerations Center Fl June 14, July 12, August 9, September 13, October 11, November 8, Visineau

December 13

Days and time for Audit Subcommittee meetings will be reviewed as necessary to accommodate District and CBOC attendees' schedules.

G ANNOUNCEMENTS AND SUGGESTIONS Gl Visineau

H ADJOURNMENT Hl Time adjourned Visineau

Date of Agenda: May 6, 2018

Approved: Gregg Visineau, Audit Subcommittee Chairperson

Distribution Electronic: Julio Arroyo, Stephen Bacchetti, Liz Block, Mark Bonnett, Steve Chamberlin, Dennis Clay, Val Cuevas, Andrea Dawson, Sallie DeWitt, Matthew Duffy, Adam Ferber, Kathy Fleming, Tashia Flucas, Luis Freese, Silvia Garfield, Denise Gianni, Don Gosney, Chris Hanson, Christina Hanson, Auna Harris, Leisa Johnson, Anton Jungherr, Chris Kelley, Jackie Kim, Madeline Kronenberg, Lisa LeBlanc, Linda Lozito, Nick Marinovich, Cameron Moore, Christopher Mount-Benites, Ray Muller, Tim Novacia, David Page, Tom Panas, Melissa Payne, Mister Phillips, Sue Pricco, Stephen Purser, Chet Ratiff, Ivette Ricco, Ouraniar Riddle, Phyllis Rosen, Jason Singer, Ben Steinberg, Lawrence Stepovich, Mark Steranka, Robson Swift, Gregg Visineau, Tom Waller, Jack Weir, Christy White (total 51)

Brown Act Distribution (Electronic) Agenda Packet: CBOC website, WCCUSD website

Brown Act Distribution Hard Copy Agenda Only: Facilities Operation Center (Outdoor Bulletin Board) and Administration Building Front Door

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09

WEST CONTRA COSTA UNIFIED SCHOOL DISTRICT CITIZENS' BOND OVERSIGHT COMMITTEE AUDIT SUBCOMMITTEE AGENDA MAY 10, 2018

5/6/2018 2:29 PM

Public Requests for Information: Requests from members of the public for CBOC documents and information can be emailed to Don Gosney, Chairperson at [email protected].

CBOC Members Request for Information: Requests from CBOC Members for CBOC documents and information can be emailed to Lisa LeBlanc at [email protected].

CBOC Documents: CBOC and CBOC Subcommittee agendas, minutes and documents are available on the CBOC website at http://www.wccusd-bond-oversight.com.

Disability Information, Special accommodations: Upon request to the District, disability-related modifications or accommodations, including auxiliary aids or services, will be provided.

CBOC Membership Application: If you are interested in being a member of the CBOC go to http://www.wccusd-bond-oversight.com and select "Join the CBOC Team."

"What we do, we do for children"

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81 ATTACHMENT AUDIT SUBCOMMITTEE MINUTES APRIL 12, 2018 CBOC AUDIT SC AGENDA May 10, 2018

CBOC Committee's Purpose: "The purpose of the Committee is to inform the public concerning the expenditures and uses of bond revenues. The Committee's legal charge is to actively review and report on the expenditures of taxpayer's money for school construction." (Board Policy BP 7214.2) The Committee provides oversight for Measures D-2002, J-2005, D-20 IO and E-2012.

Recommendations to Board of Education: "All recommendations approved by the Committee (CBOC) shall be presented to the Board of Education. The Board shall respond to the Committee's recommendation(s) within sixty (60) days after receipt of the recommendation(s)." (Board Policy BP 7214.2)

Audit Subcommittee Mission: Receive and review the annual bond financial audit and annual bond performance audit; 1,

participate in the preparation of the request for proposals for auditors; participate in the selection of auditors; participate in the evaluation of auditors 1; participate in the audit entrance conference including review of the audit plan; participate in the audit exit conference; receive and review draft audit reports 1; receive and review auditor's progress reports 1; review the District's plans for bond sales 1

; review the District' s responses to the auditor' s findings and recommendations; make recommendations in regards to audits; review cost saving measures 2; construction costs 2 ; change orders 2 and preventive maintenance for facilities 2.

#

A Al

A2

A3

MINUTES DRAFT FOR REVIEW MAY 10, 2018

Thursday, April 12, 2018 at 2:00 PM Facilities Operations Center

1400 Marina Way South, Richmond CA 94804-3747

Description

OPENING PROCEDURE Call to Order Time started 2:17 PM

Pledge of Allegiance

Roll Call Name Office Present Absent

Sallie De Witt Member (left 4:32 pm) X Anton Jungherr Secretary X Gregg Visineau Chairperson X

Totals 3

1 Responsibility specified in Board Policy BP 72 14.2, Citizens' Bond Oversight Committee. 2 CBOC on January 24, 2018 confirmed that the Audit Subcommittee can continue to discuss these matters. 3 "Pg" number refers to attachment number for this item in the minutes. C:\Users\Anton\Documents\0000 CBOC Audit SC Agenda & Minutes\30 April 12, 2018\Minutes April 12, 20 I 8 -V 1-5.8.1 8 aj.docx Vote Order: yes-no-abstain-absent

Meeting Minutes Page 1 of 12

Pg Speaker 3

Visineau

Visineau

Jungherr

11.


5/6/2018 2:44 PM

AUDIT SUBCOMMITTEE MINUTES APRIL 12, 2018

# Description

Membership 3, Quorum 2 I Quorum Present? I Yes I I Staff Present: Mark Bonnett

A4 Approval of Agenda by Consensus - agreed

AS Public Comments for Items Not on the Agenda: none

B ACTION ITEMS Bl Approve Audit Subcommittee Minutes Special Meeting March 5, 2018

Proposed Action: Approved the Special Meeting March 5, 2018 minutes as previously distributed to the Audit Subcommittee Members, with an amendment to correct Moss Adams, LLP staff Lawrence Stepovich position title to "Senior."

Motion by Visineau to approve, seconded by De Witt, motion approved by voice vote 3-0-0-0.

B2 Approve Audit Subcommittee Minutes Meeting March 8, 2018 Proposed Action: Approved the Meeting March 8, 2018 minutes as previously distributed to the Audit Subcommittee Members, with an amendment to correct Moss Adams, LLP staff Lawrence Stepovich position title to "Senior."

Motion by De Witt to approve, seconded by Visineau, motion approved by voice vote 3-0-0-0.

B3 Bond Financial Audit FY2018 Request for Proposal The Christy White Associates three-year agreement to perform the required annual bond financial audit ended with the June 30, 2017 audit report.

The request should include auditing Measure D and Measure E. In addition, resource code 9790, Bond Related Revenue should also be included in the audit.

Resource code 9790, Bond Related Revenue has not previously been audited. The fund balance m·this account at June 30, 2017 was $3,161,614. See note 7, Financial Audit Report, page 15.

Proposed Action: That the CBOC participate with the District as it prepares a Request for Proposal (RFP) for the Bond Program Financial Audit for FY2018-FY2020. CBOC oversight to include:

• Separate audit report from the District's comprehensive audit report .

• Measure D audited .

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Pg · Speaker 3

Visineau

Visineau

Jungherr

Jungherr

Jungherr

12


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# Description

• Measure E audited .

• Bond Related Revenue audited. (See discussion above)

• CBOC participation in the interview panel.

• CBOC receives audit progress reports at the same time as the District.

• CBOC receives draft audit reports at the same time as the District .

• CBOC receives final audit reports at the same time as the District.

• CBOC participate with District in the annual evaluation of the auditor's services.

To allow the ASC to review and report to the CBOC; and to allow the CBOC to receive & accept the Financial Audit Report before the Board of Education must do so, no later than March 31st:

• Completion ofFY2018 audit by February 28, 2019 .

• FY2019 audit by February 29, 2020

• FY2020 audit by February 28, 2021

Further, that the District review the RFP draft, before it is distributed, with the CBOC Audit Subcommittee for comment.

Further, that the District include a member of the CBOC Audit Subcommittee on the bond financial audit interview panel.

Motion by De Witt to approve, seconded by Visineau, motion approved by voice vote 3-0-0-0.

B4 Forensic Accounting Investigation Implementation Task Force Reports Attached is the Implementation Task Force March 7, 2018 Report to the Board of Education.

Previously the Task Force reports were presented to the Board of Education Facilities Subcommittee and then to the Board of Education. The Facility Subcommittee has stopped meeting. Therefore, the public does not have an opportunity to review and discuss the Task Force's reports, other than at Board of Education meetings when the reports are often discussed late in the evening.

Auna Harris is the CBOC's representative on the Task Force.

In the interim it would be useful for the Task Force to present its reports to the CBOC at the same time as reports are presented to the Board of Education.

Proposed Action: That the District staff present Task Force Reports to the CBOC at the same time that reports are presented to the Board of Education.

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Pg Speaker 3

Visineau


5/6/2018 2:44 PM


# Description Pg

Speaker 3

Motion Visineau to approve, seconded by DeWitt, motion approved by voice vote 3-0-0-0.

C ST ANDING ITEMS/ ACTION Cl Executive Director Bond Program Bonnett

C2 Director, Internal Audit (Ms. Kim is attending conference, and will not attend Kim this meeting)

C3 Audit Subcommittee Chairperson Visineau Reports were included in the agenda packet - Monthly Subcommittee Chairperson Report to the CBOC, Audit Subcommittee special meeting March 5, 2018 and regular meeting March 8, 2018

C4 Status of FY 2017 (June 30, 2017) Audits Visineau

Financial Performance

Entity Audit

Audit Moss Adams FY2017 Action See Key Christy

FY2017 LLPReview Below Moss Adams 4

White LLP Associates

Entrance Conference ASC ✓ 10.18.17 ✓ 9.14.17 ✓ 11.9.17

Exit Conference ASC ✓ 1.11.18 ✓3.8.18 7.12.18 * Accept Report ASC ✓3.8.18 ✓3 .8 . 18 Discuss Report Board ✓3.14.18 ✓3.14. 18 (Joint Meetim1:) CBOC Accept Report ASC ✓3.8.18 ✓3.8.18 7.12.18 * Accept Report CBOC 4.18.18 4.18.18 7.25.18 * Accept Report Board ✓3.21.18 ✓3.21.18 8.8.18 * Legal Deadline ✓3.31.18 ✓3.31.18 n/a Annual Evaluation of ACS 5.10.18 * 5.10.18 * n/a Auditor Staff Responses to Audit District None 7.20.18 * n/a Recommendations 5 Staff ✓ Signifies a completed milestone. *Change Entity Key:

4 Moss Adams LLP review of forensic accounting investigation implementation FY2017 (as of June 30, 2017) approved by Board of Education on October 18, 2017. Schedule is tentative subject to confirmation by the District and Moss Adams, LLP. 5 Education Code Section 15280 (a)(2) provides, "The governing board of the district shall provide the citizens' oversight committee with responses to any and all findings, recommendations, and concerns addresses in the annual, independent financial and performance audits required ... within three months ofreceiving the audits."

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# Description

ASC = Audit Subcommittee CBOC Board = Board of Education WCCUSD CBOC = Citizens' Bond Oversight Committee

Note: "Responses to Audit Recommendations" is a new item added to status report. Also, note that all the future dates for the forensic review are tentative, subject to confirmation.

Status chart was reviewed.

cs Review Monthly Bond Program Financial Reports February 28, 2018

Report 1: Bond Information (Key Performance Indicators) (not available) Mark Bonnett said he would follow up.

Report 2: Spending by Site - was reviewed

Report 3: Bond Program Summarized Cost Codes (not available) Mark Bonnett said he would follow up.

Report 13: Bond Program Financial Status - was reviewed

• A list of possible updates that may be needed to this report .

If these reports are available they will be distributed at the Audit Subcommittee April 12, 2018 meeting.

C6 Review Format Monthly Bond Program Financial Status Variance Report # 13 The report January 31, 2018 vs, February 28, 2018 prepared by Mark Bonnett, included in the agenda packet, was discussed.

Sallie De Witt distributed her version of this report. See attachment I . The Audit Subcommittee likes Sallie's version with the modification that the "Analysis" column be deleted. See attachment 1 as modified.

The Audit Subcommittee Members also agreed that the variance report should be page 2 of the Report 13 packet.

Mark Bonnett agreed to review Sallie's variance report format, as modified.

Mark Bonnett explained that the "Check (other income: $16,000" was from a closeout of a prior escrow account.

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Pg Speaker 3

Bonnett

Bonnett DeWitt

1

1-~)


5/6/2018 2:44 PM


# Description

Mark Bonnett agreed to review the Fund 35 balance at 1.31.18 of $27,954 compared with the 10.31.18 balance of$1,463. It is the Audit Subcommittee understanding that the "normal" Fund 35 balance is $1 ,463, after the receipt of any California Facility Grants and their transfer to Fund 21, to maintain the account active.

C7 CBOC Quarterly Report Analysis for CBOC

Quarter Endin2 Date Audit Subcommittee Review

March 31, 2018 May 10, 2018 June 30, 2018 Arnrnst 9, 2018 September 30, 2018 November 8, 2018 December 31 , 2018 February 14, 2019

It was agreed that quarterly Report 13 variance reports were not required, as the Audit Subcommittee is supports the preparation of monthly Report 13 variance analysis, to be page 2 of the Report 13 report packet. See agendas item C6 above.

D DISCUSSION ITEMS Dl Bond Program Spending by Project/Cost Codes, Proposed Report # 3A

It is proposed that a new report# 3A be prepared to be used as a tool for the CBOC to exercise oversight over the bond program. See attachment. The proposed new report would be a version of the existing report # 3 which provides a summary of costs by cost codes. See attached.

The accounting system has project codes, object codes and cost codes for all transactions. Therefore, the programming of the new report# 3A is a matter of rearranging the sort order and providing subtotals by major objects.

The proposed report # 3A provides the CBOC with detailed budget and expenditure information the allows it to effectively oversee the bond program, as required by Education Code.

Mark Bonnett agreed to request that the feasibility of producing this report monthly.

D2 Monthly Financial Report to be Presented to CBOC Audit Subcommittee Members and District Staff have been working together to agree on the format and frequency of various bond program financial reports. One purpose of this effort was to reduce staff time needed to prepare and explain various reports.

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Pg Speaker 3

Bonnett

Jungherr

DeWitt

16


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# Description

Another purpose was to agree on the format for each report that would be the most useful the Board of Education, District Staff, CBOC and the public.

It is the opinion of the Audit Subcommittee that the following five (5) reports should be presented monthly to the CBOC:

• Report 1 -Bond Information (Key Performance Indicators)

• Report 2 - Spending by Site

• Report 3 -Bond Program Summarized Cost Codes (added during meeting)

• Report 3A- Spending by Project/Cost Code Under development)

• Report 13 - Bond Program Financial Status

In addition, the following reports are also available to the CBOC upon request: • Report 4 - Bond Program Spending by Cost Code Percentage *

• Report 5 -Bond Program Active Project List*

• Report 6 - Change Order Summary Information *

• Report 7 - Pinole Valley High School Spending to Date *

• Report 8 - Building Fund 21 Cash Flow *

• Report 9 - Bond Program Staffing District and Contractors *

• Report 10 - Financial Status Report Bond Fund for Fiscal Year *

• Report 11 - Project Budget Report for Fiscal Year

• Report 12 - Accounts Payable Check List

*Consider retirement.

Was discussed.

D5 Board of Education Agenda Financial Impact Statements for Bond Budgets and Expenditures Formats It is proposed that the six types of bond program authorizations by the Board have "Financial Impact" statements in the following formats (examples):

1. Initial budget authorization for a new ~roject: 6

The proposed project budget of $40,300,000 for Wilson Elementary School replacement project, detailed by major object on the attached Resolution, is within the scope of the 2016 Master Plan program as displayed in the attached Bond Program Financial Status Report# 13'" Projected cash balance in June 2021, is reduced from $82,837,944 (at January 312, 2018) to $42,437,944, assuming no increases in program revenues. See attached pro forma Bond Program Financial Status. Total Bond Program Current Bud2et is increased

6 The Board Agenda has a "Financial Impact" header.

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Pg Speaker 3

Jungherr


5/6/2018 2:44 PM


# Description

from $1.611 billion to $1 .65 1 with 2016 Master Plan Projects increased from $37.3 million to $77.6 million. See attached proforma Bond Program Spending by Site and Bond Program Summarized Cost codes.

2. Increase in Project Budget Authorization The current project budget of $40,300,000 for Wilson Elementary School replacement project, increased by $3,000,000 for a total of $43,300,000, detailed by major object on the attached Resolution, is within the scope of the 2016 Master Plan program a~ displayed in the attached Bond Program Financial Status Report# 13. Projected cash balance in June 2021, is reduced from $82,837,944 (at January 312, 2018) to $42,437,944, assuming no increases in program revenues. See attached pro forma Bond Program Financial Status. Total Bond Program Current Budget is increased from $1 .611 billion to $1.651 with 2016 Master Plan Projects increased from $37.3 million to $77.6 million. See attached pro forma Bond Program Spending by Site and Bond Program Summarized Cost codes.

3. Budget transfers within a l!roject between major objects within that l!roject:

The proposed budget transfer of $30,000 for the Wilson Elementary School replacement project, detailed by major object in the attached Resolution, from capital outlay major object to services mayor object will have no financial impact.

4. Budget transfers between l!rojects in the same amount: The proposed budget transfer of $3,000,000 from the Wilson Elementary School replacement project capital outlay major object to Richmond High School project capital outlay major object, detailed in the attached Resolution, will have no financial impact.

5. Exl!enditure authorization for agreements2 change orders and l!Urchase orders:

The proposed expenditure for C. Overaa & Co. of $35,113,345 for the Wilson Elementary School replacement project account 21.9745.621 l.165.0000.8500.400131.0.0000 is within the budget for this account.

6. Accel!tance of Project Work and Al!l!roval of Notice of Coml!letion The Lake Elementary School Portable Demolition Project No. 1000002521 was completed on February 28, 2018 at an actual cost of$200,245. The original budget for this project was $180,00. The current budget was $ $205,000. This action returns $4,755 of unspent budget to the unappropriated fund balance'-Projected cash balance in June 2021, is reduced from $82,837,944 (at January

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Pg Speaker 3

18


5/6/2018 2:44 PM


# Description

312, 2018) to $42,437,944, assuming no increases in program revenues. See attached pro forma Bond Program Financial Status. Total Bond Program Current Budget is increased from $1.611 billion to $1.651 with 2016 Master Plan Projects increased from $37.3 million to $77.6 million. See attached pro forma Bond Program Spending by Site and Bond Program Summarized Cost codes.

Background Information Board of Education agendas display a "Financial Impact" statement for bond program budget authorizations, budget transfers and expenditure authorizations.

The purpose of this discussion is to provide guidance for the "Financial Impact" statements for the various bond program transactions described above.

Board Policy BP 7214.2 Facilities, Section 4 requires:

• "The Board of Education shall adopt an annual Facilities Program Budget.

• "District staff shall identify the budget by fund and account code on each Board action memo that recommends the expenditure of funds for facility projects.

• "The Facility Program Budget shall be formally amended by the Board of Education during the calendar year, as needed, for new and revised projects and change orders."

"Education Code 42600 allows for transfers to be made from the designated fund balances or the unappropriated fund balance to any expenditure classification or between expenditure classifications (major object) at any time by written resolution of the board of education .... "

The Board approved FY2018 Building Fund 21 budget in June 2017, First Interim Budget in December 2017 and Second Interim Budget in March 2018.

In addition, the Board approves Building Fund 21 budgets and budget transfers as needed, as recommended Vicenti Lloyd Stutzman, LLP in their forensic accounting investigation report.

Bond Program Financial Status report # 13 provides an overview of the current bond program.

Proposed Spending by Project/Cost Code Report# 3A provides detailed budgets, actuals and commitments for each project grouped by "Historic" and "2016 Master Plan." See agenda item Dl above.

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Pg Speaker 3


5/6/2018 2:44 PM


# Description

Sallie DeWitt distributed her version of the Financial Impact Statements and review them with the Audit Subcommittee. See attachment 3.

The Audit Subcommittee Members will continue their discussion of this matter with District staff. Sallie DeWitt left the meeting at 4:32 PM at this point in the agenda.

D3 Proposed Updates Report 1, Bond Information (Key Performance Indicators) It is recommended that the follow updates be made to Report 1, Bond Information (Key Performance Indicators):

• Table 1 - add April 2018 bond sale

• Table 1 - add a footnote to "Mgr 2005 J Not Yet Issues $77,590,292+: to say, "Current estimate can't be issued until on/about 2035 because of tax rate limitations."

• All notes, as needed

Mark Bonnett agreed to review.

D4 Bond Program Financial Status, Report 13, as of January 31, 2018, Note S (2016 Master Plan Projects Estimates) Note 5 to the January 31, 2018 Bond Financial Status Report, agreed to by the Audit Subcommittee, quoted the Facilities Master Plan regarding Rough Order of Magnitude (R.O.M.) cost estimates.

See the attachment to this agenda and the Audit Subcommittee March 8, 2018 Minutes for additional information on this matter.

District staff subsequently deleted this R.O.M. language.

The purpose of this discussion item is to understand why the District staff deleted this reference.

Gregg Visineau has been working with Lisa LeBlanc, Associate Superintendent for Operations, to reach agreement on Note 5. Mr. Visineau reached agreement on April 9, 2018 with Lisa LeBlanc on this matter. See attachment 2.

Mark Bonnett agreed to follow up and include the revised Note 5 in the March 2018 Report 13

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Pg Speaker 3

3

Jungherr

Visineau

2


5/6/2018 2:44 PM


# Description

E FOLLOW UP MATTERS FROM PRIOR MEETINGS El None

F INFORMATION ITEMS As requested by CBOC Members or Public

Fl Update on Tax Reform and Impact on CA School Bonds

F2 Code 3 Design Deficiency CO's Log By Project, Jan 1, 2016 to Dec 31, 2017

F3 Bond Sale April 2018

F4 Building Fund 21 Chart of Accounts

G NEXT MEETINGS 2018 Normally Second Thursday of the month at 2:00 PM at the

Facilities Operations Center Gl May 10, June14, July 12, August 9, September 13, October 11 , November 8,

December 13

Days and time for Audit Subcommittee meetings will be reviewed as necessary to accommodate District and CBOC attendees' schedules.

H POSSIBLE AGENDA ITEMS FUTURE MEETINGS

Hl The Audit Subcommittee plans to prioritize these possible agenda items.

I ANNOUNCEMENTS AND SUGGESTIONS 11 none

J ADJOURNMENT Jl Time adjourned 5:07 PM

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Pg Speaker 3

Jungherr

Jungherr

Jungherr

Jungherr

Visineau

Visineau

Visineau

Visineau


5/6/2018 2:44 PM


Attachments

No. Agenda

Description Item

1 C6 Bond Program Financial Status -Feb vs Jan 2018 Variance Report (DRAFT 2)

2 D4 Rough Order of Magnitude (R.O.M.) Cost Estimates, April 9, 2018

3 D5 Ref: : CBOC Audit Subcommittee 4-12-18 Agenda Discussion Item D5

Date of Minutes: April 20, 2018

Minutes Prepared By: Anton Jungherr, Audit Subcommittee Secretary

Minutes Approved By: Gregg Visineau, Audit Subcommittee Chairperson

In Packet Handout

X

X

X

Distribution Electronic: Julio Arroyo, Stephen Bacchetti, Liz Block, Mark Bonnett, Steve Chamberlin, Dennis Clay, Val Cuevas, Sallie DeWitt, Matthew Duffy, Adam Ferber, Kathy Fleming, Tashia Flucas, Luis Freese, Silvia Garfield, Denise Gianni, Don Gosney, Chris Hanson, Christina Hanson, Auna Harris, Leisa Johnson, Anton Jungherr, Chris Kelley, Jackie Kim, Madeline Kronenberg, Lisa LeBlanc, Linda Lozito, Nick Marinovich, Cameron Moore, Christopher Mount-Benites, Ray Muller, Tim Novacia, David Page, Tom Panas, Melissa Payne, Mister Phillips, Sue Pricco, Stephen Purser, Chet Ratiff, Ivette Ricco, Ouraniar Riddle, Phyllis Rosen, Jason Singer, Ben Steinberg, Lawrence Stepovich, Mark Steranka, Robson Swift, Gregg Visineau, Tom Waller, Jack Weir, Christy White (total 50)

"What we do, we do for children"

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~,$,,,,--1 ~'"' f¥ .. Nf 1 • rz..J { A-Se

A,st:-West Contra Costa Unified School District ¥, 'l-,/ ( ATTACHMENT 1 February 28, 2018 I CBOC AUDIT SUBCOMMITTEE MINUTES

April 12. 2018

Bond Program Financial Status - Feb vs Jan 2018 Variance Report (DRAFT2)

$ millions Note Jan Feb Feb Over 2018 2018 (Under) Jan

Adjusted Cash Balance 1 $ 46.3 $ 43.9 $

Projected Revenues 2

Bond Sales 2010 Measure D $ 130.0 $ 130.0

Bond Sales 2010 Measure E $ 125.0 $ 125.0

Less: Cost of Issuance $ (1.0) $ (1.0)

Other Revenues $ 3.0 $ 3.0

$ 257.0 $ 257.0

Projected Available Funds $ 303.3 $ 300.9 $

Budgeted and Projected Expenses 3

Committed Cost · $ 86.4 $ 119.4 $

Budget Balance $ 129.6 $ 88.9 $

$ 216.0 $ 208.3 $

Projected Cash Balance, June 2021 $ 87.3 $ 92.6 $

State Facility Grants 4 $ 26.8 $ 21.5 $

Future Facilities Master Plan 5 $ 104.4 $ 104.4 Projects

2022-23 Estimated Central Costs 6 $ 8.1 $ 8.1

2022-23 Estimated Other Revenue 2 $ 1.0 $ 1.0

Notable Financial Events in February, 2018

1 $5.3 million Helms Seismic State Grant Received

2 $7 .8 million spent, mostly on PVHS

3 $35.1 million approved for Wilson ES Overaa contract (no budget increase)

(2.4)

(2.4)

33.0

(40.7)

(7.8}

5.4

(5.3)

Analysis

$7.8 million expen itures in Feb. offset by $5. million state grant received

- $35.1 million pproved for Wilson ES Ove aa contract (no other budget anges.)

illion state

ROUGH ORDER OF MAGNITUDE (R.O.M.) COST ESTIMATES

Definition of R.O.M.1

ATTACHMENT 2 CBOC AUDIT SUBCOMMITTEE MINUTES April 12. 2018

Five percent inflation has been applied from mid-2016 to the scheduled midpoint

of construction, compounded yearly, to account for inflation. These "Rough Order

of Magnitude" (R.O.M.) cost estimates, which are based on general cost per square

foot, do not include market-based contract escalation (if any) above 5% annual inflation.

Additionally, the cost of temporary housing has been included where it was known

to be required at the time of the Master Plan (e.g., at Lake Elementary). It has not

been included where it was not anticipated prior to the release of the Master Plan

(e.g.~ at Wilson Elementary).

Note that further Architectural and Engineering studies are required, including

scoping and budgeting, for all Critical Needs.

Definition agreed between LeBlanc/Visineau, Monday April 9th 2018

1 Intended for use, among other places, in Note 5 to the "new improved" version of Report #13 ("Bond Progrom Financial Status"), which report format was previously agreed between the CBOC Audit Subcommittee {the ASC: DeWitt, Jungherr, Visineau) and District staff (Bonnett, Executive Director Bond Finance) at the ASC meeting on

March 8th 2018.

ATTACHMENT 3 CBOC AUDIT SUBCOMMITTEE MINUTES April 12. 2018

Ref: CBOC Audit Subcommittee 4-12-18 Agenda Discussion Item D5

Format for Board of Education Agenda Financial Impact Statements for Bond Budgets and Expenditures

It is proposed that the six types of bond program authorizations by the Board of Education have "Financial Impact Statements" in the following formats (examples):

1) Initial budget authorization for a new project:

2)

3)

The proposed project budget of $40,300,000 for Wilson Elementary School replacement, detailed by major object on the attached Resolution, is within the scope of the 2016 Master Plan program as displayed in the attached Bond Program Financial Status Report # 13, Note 5, effective 1/31/18. Projected Cash Balance in 2021, is reduced from $82,837,944 to $42,437,944, assuming no increases in program revenues (see attached proforma Bond Program Financial Status Report #13.) Total Bond Program Current Budget is increased from $1.611 billion to $1.651 billion with 2016 Master Plan Projects increased from $37 .3 million to $77 .6 million (see attached proforma Bond Program Spending by Site Report 2, and Bond Program Summarized Cost Codes Report 3.)

Increase in Project Budget authorization:

The current project budget of $40,300,000 for Wilson Elementary School replacement, increased by $3 million for a total of $43.3 million, detailed by major object on the attached Resolution, is within the scope of the 2016 Master Plan program as displayed in the attached Bond Program Financial Status Report #13, Note 5, effective 2/28/18. Projected Cash Balance in 2021, is reduced from $42,837,944 to $39,437,944, assuming no increases in program revenues (see attached proforma Bond Program Financial Status Report #13.) Total Bond Program Current Budget is increased from $1.651 billion to $1.654 billion with 2016 Master Plan Projects increased from $77.6 million to $80.6 million (see attached proforma Bond Program Spending by Site Report 2, and Bond Program Summarized Cost Codes Report 3.)

Budget transfers within a project between major objects:

The proposed budget transfer of $30,000 for the Wilson Elementary School replacement project, detailed by major object in the attached Resolution, from capital outlay major object to services major object will have no impact on either Projected Cash Balance in 2021 or Total Bond Program Current Budget.

25

4)

5)

Budget transfers between proiects:

The proposed budget transfer of $3,000,000 from the Wilson Elementary School replacement project capital outlay major object to Richmond High School project capital outlay major object, detailed in the attached Resolution; will have no impact on either Projected Cash Balance in 2021 or Total Bond Progri3m Current Budget.

Expenditure authorization for agreements. change orders and purchase orders:

The proposed expenditure of $35,113,345 from the Wilson Elementary School replacement project account 21.97 45 .6211.165 .0000 .8500.400131. 0. 0000, detailed in the attached Resolution, is within the pudget for this account and project, and will have no impact on either Projected Cash Balance in 2021 or Total Bond Program Current Budget.

6) Acceptance for Project Work and Approval of Notice of Completion:

The Lake Elementary School Portable Demolition Project No. 1000002521 was completed on February 28, 2018, at an actual cost of $200,245. The original budget for this project was $180,000. The current budget was $205,000. This action returns $4,755 of unspent budget to the unappropriated fund balance, detailed by major object on the attached Resolution. It will increase Projected Cash Balance in 2021 and decrease Total Bond Program Current Budget by $4,755 ..

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Home

i I I I ! l

82 ATTACHMENT

CBOC AUDIT SC AGENDA May 10,,_2018

Bill Information California Law Publications Other Resources My Subscriptions My Favorites

Code: EDC • Section: 15280. Search (D

~ < < Previous Next > > cross-reference chaptered bills

Highlight EDUCATION CODE - EDC

TITLE 1 GENERAL EDUCATION CODE PROVISIONS [1. -32500] ( 71tle 1 enacted by Stats. 1976, Ch. 1010.)

DIVISION 1 GENERAL EDUCATION CODE PROVISIONS [1. - 32500] ( Division 1 enacted by Stats. 1976, Ch. 1010.)

PART 10. SCHOOL BONDS [15100-17199.6] ( Part 10 repealed and added by Stats. 1996, Ch. 277, Sec. 2.)

CHAPTER 1.5. Strict Accountability in Local School Construction Bonds Act of 2000 [15264 - 15288] ( Chapter

1.5 added by Stats. 2000, Ch. 44, Sec. 3.)

ARTICLE 2. Citizens' Oversight Committee [15278 -15282] ( Article 2 added by Stats. 2000, Ch. 44, Sec. 3. )

15280. (a) (1) The governing board of the district shall, without expending bond funds, provide the citizens'

'11, l oversight committee with any necessary technical assistance and shall provide administrative assistance in furtherance of its purpose and sufficient resources to publicize the conclusions of the citizens' oversight committee.

! ...,.,n-~-=e~g:-:o~v~e-=m~i"=n'!'g"'tb~o:--::a~rdT":o~f":tl:'h':'e-::d:-;".is~t:;ri-:ct~sh::'.a:':1~1 ':p':.ro~v':':'id:'.e::"":th::".e::"":c7:it;:iz:e:n:s,:"'.o:".v":e:r:s;:ig'.'::h7t-:c:o:m:-:m:.::,tt:e::e:-w:'.':it::h-:r::e:s:po:'.n:'.s::e:s:".t:o~a:'.n:y"'.'-:a:n:d-:a:'.'.ll~-

I I

----. I

fi nd ings, recommendations, and concerns addressed in the annual, independent financial and performance audits required by subparagraphs (C) and (D) of paragraph (3) of subdivision (b) of Section 1 of Article XIII A of the California Constitution within three months of receiving the audits.

(b) All citizens' oversight committee proceedings shall be open to the public and notice to the public shall be provided in the same manner as the proceedings of the governing board of the district. The citizens' oversight

committee shall issue regular reports on the results of its activities. A report shall be issued at least once a year. Minutes of the proceedings of the citizens' oversight committee and all documents received and reports issued shall be a matter of public record and be made available on an Internet Web site maintained by the governing board of

the district.

(Amended by Stats. 2013, Ch. 91, Sec. 1. (58 581) Effective January 1, 2014.)

WCCUSDCBOC BUILDING FUND 21 SPENDING BY PROJECT/COST CODES AS OF AUGUST 31, 2017

Report #3A Proposed Example Wilson

04/08/18 8:54 PM Page l OF 2

C5.1 ATTACHMENT

CBOC AUDIT SC AGENDA May 10, 2018

A B C D E F Original Current

1 Description Budget Budget Actuals Committed Balance 2 Wilson 2016 Master Plan Project 3 Leases 4 Temporary Housing 2,836,744 5 Consultants Review 6 Specialty Consultants 270,674 ,....._ 7 Other Services 8 Materials Testing 135,697 9 Labor Compliance 131,990 10 Total Other Services 267,687 ,......_ 11 Total Services 3,375,105 ,......_ 12 Other Pre Design 13 Site Surveys 62,358 -14 Geotechnical Report 205,1 16 15 Total Other Pre Design 267,474 16 Architect of Record 17 A/E of Record (AOR) 3,619,089 18 State Fees 19 DSA Fees 210,511 20 CDEFees 12,607 21 Total State Fees 223,118 22 Planning Other 23 Printing Costs 16,000 24 Hazardous Materials 207,235 25 Total Planning Other 223,235 26 Main Contractor ·--27 General Construction 26,415,822 28 Construction Contingency 4,103,509 29 Total Main Contractor 30,519,331 30 - Inspection 31 DSA lnspector 492,053 32 Construction Management 33 Construction Manager 1,580,595 -34 Total Capital Outlay 36,924,895 -35 Grand Total Wilson 40,300,000 - I I I I I 36 37 See notes attached.

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WCCUSDCBOC BUILDING FUND 21 SPENDING BY PROJECT/COST CODES AS OF AUGUST 31, 2017

2

Report #3A Proposed Example Wilson

04/08/18 8:54 PM Page2 OF 2

3 This report is designed as a tool for the CBOC to exercise oversight over the bond program budgets and 4 5 Existing Report# 3, Bond Program Summarized Cost Codes displays a summary of all bond program 6 expenditures by cost code. The proposed Report# 3A displays costs by project, then object code and then cost 7 code. Report# 3 would continue to be produced upon request. Report# 3A would be produced monthly.

~~-----1

8 9 Report# 3 currently does not display a column for "Committed" as previously recommended by the Audit 10 Subcommittee. The "Committed" column is displayed in Report# 3A. --~~~--~-- -------- - ----- - -! I 12 Report 3A subtotals by major objects:: 13 2000-2999 Classified Salaries 14 3000-3999 Benefits 15 4000-4999 Books & Supplies 16 5000-5999 Contracted Services

1--~-1 7 6000-6999 Capital Outlay 18 7100-7499 Other Outgo 19 20 The display of major object subtotals for budgets and expenditures is useful as Education Code 42600 provides

-----1

21 the authority for the Board of Education to establish budgets and make budget transfers. 22 23 "Education Code 42600 allows for transfers to be made from the designated fund balances or the unappropriated 24 fund balance to any expenditure classification or between expenditure classifications (major objects) at any time 25 by written resolution of the board of education .... " (WCCUSD Board of Education precis, item D.6, July 19, 2017.) 26 27 By having report# 3A subtotal by major objects Board actions to transfers budgets can be_tr_ac_k_e_d_. ______ _, 28 29 Re ort # 3A crosswalks object codes with cost codes and provides the most detailed display of budgets and actuals. 30 31 This report should have sections for :Historic" projets and "2016 Mast(=ir Plan Projects." 32 33 This report would include only active pro· ects.

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WCCUSDCBOC Audit Subcommittee Bond Program Financial Status Report 13 Checklist

May 10, 2018

CS.2 ATTACHMENT

CBOC AUDIT SC AGENDA May 10, 2018

---------------~

In addition to the routine monthly updates the following matters need to be tracked to determine the financial impact, if any, on Report 13, Bond Program Financial Status:

Projects to be Closed 1 (Numbers based on Report 2, Spending by Site, February 28, 2018)

Site Committed Budget Balance Total Projected Date to Close

Harmon - Knolls 35,775 117,444 153,219 ? (2016 Master Plan Project) Valley View ES 0 798,078 798,078 ? OhloneES 0 448,758 448,758 ? Grant ES 0 0 0 ? Lake ES (Historic 0 0 0 ? project)

Total 35,775 1,364,280 1,400,055 I

Projects with No Committed Funds (Numbers based on Report 2, Spending by Site, February 28, 2018)

Site Budget Balance Comments

Montalvin 250,000 Is this project ready to close? Richmond College 0 Is this project ready to close? Prep

Total 250,000 l1

Historic Projects Active (Numbers based on Report 2, Spending by Site, February 28, 2018)

Site Committed Budget Balance Total Comments

Nystrom 351 ,319 5,674,212 6,025,531 Status disputed change order?

Korematsu MS 214,845 626,060 840,905 Status closeout? Pinole Valley 81,298,995 27,446,550 108,745,554 Need budget review HS 2012 E 0 3,163,760 3,163,760 Status? Technology Central 1,619,592 10,899,915 12,519,507 Need review committed

number and update projection on budget

1 Per District' s Bond Project Status Report, April 12, 2018 prepared by Luis Freese. Included in CBOC April 18, 2018 Agenda Packet.

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May 10, 2018

2016 Future Facilities Master Plan Projects (not yet budgeted) (Bond Program Financial Status, February 28, 2018, Note 5)

Site Purpose Amount

Cameron ES Critical needs 1,300,000 Collins ES Critical needs 3,500,000 Hercules MS Critical needs 7,500,000 Hercules HS Critical needs 7,200,000 Kennedy HS Critical needs 12,200,000 Lake ES Replacement 65,600,000 Shannon ES Critical needs 7,100,000

Total 104,400,000

California State Facilities Grants (Bond Program Financial Status, February 28, 2018, Note 4)

School Possible Amount Projected Date Received

King 2,106,032 ? El Cerrito 2,276,568 ? El Cerrito Building E 204,936 ? Helms 81,498 ? Kennedy 1,005,433 ? Pinole Valley HS 15,803,479 ?

Total 21,477,946

Need to confirm with California State Allocation Board.

Need to follow up with California State Allocation Board on El Cerrito High School application files in October 2017:

Need to follow up with California State Allocation Board any new applications.

Date last California State Proposition 55 bond sale and amount: ??

Projected date next California State Proposition 55 bond sale and amount: ??

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May 10, 2018

Construction Contingencies for Possible Change Orders Included in Committed Numbers

Site Amount Committed for Actual Possible Savings

Change Orders 2 (as of March 21, 2018)

Wilson ES 3 - District 836,032 0 836,032 Wilson ES - Project 836,032 0 836,032 Pinole Valley HS 4 5,000,000 889,7255 4,110,275

Total 6,672,064 889,725 5,782,339

Other Matters

Second seismic application for El Cerrito High School filed October 2017 with the State Allocation Board. Need to follow up.

Interest earnings on California Facilities Grants, program to date unspent, resource code 9790 (Bond Related Revenue), June 30, 2017 balance $3,161,164 (Bond Financial Audit Report, June 30, 2017, Note 7, page 15). Are there any restrictions on the use of these funds? Do these funds need to be reimbursed to the State of California? Need to follow up.

Wilson Elementary School projected $2,219,012 over budget. Need updated budget review.

2 Amount included in "committed" column on Report 2, Spending by Site. 3 C. Overaa & Co., this is the District's first design-build project. Unused portions of District and Project contingencies shall be retained by the District at the end of the project. 4 Lathrop Construction Associates, Inc. 5 March 21, 2018 Change Order Summary-Bond Program, Pinole Valley High School New Campus included in Board of Education Agenda Packet.

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