BERKELEY UNIFIED SCHOOL DISTRICT Construction Bond Oversight Committee

AGENDA

October 30, 2013 6:00 – 7:30 PM

Small Conference Room 1720 Oregon Street Berkeley, CA 94703

(510) 644-6066

1. Call to Order

2. Approval of Meeting Minutes

3. Public Comments (limited to 10 minutes)

4. Staff Report

5. Committee Member Comments

6. Monthly Report from Subcommittees

7. Next Meeting: December 5, 2013

8. Adjournment

Enclosures:

Minutes (Draft) including attachments October 3, 2013 Facilities Financial Plan October 23, 2013 Facilities Plan Update October 23, 2013

Berkeley Unified School District

FACILITIES PLANNING DEPARTMENT

1720 Oregon Street, Berkeley, CA 94703 (510) 644-6066 Fax: (510) 644-8703

Draft Minutes of the Meeting of October 3, 2013

Members Present: Stephanie Allan Eric Weaver Allen Nudel

Nicolie Bolster-Ott David Goldin

Staff Present: Lew Jones, Director of Facilities

Chanita Stevenson, Administrative Coordinator

BUSD Board Director: Josh Daniels

Member of the Public: Nazila Duran

1. Call to Order: The meeting was called to order at 6:00 PM.

2. Approval of Meeting Minutes: A motion to approve the minutes was made by Secretary Weaver and seconded

by Member Nudel. The minutes were unanimously approved.

3. Public Comments: There were no public comments.

4. Staff Report

Project Updates

Current Construction

• Jefferson: This project is going well.

• Berkeley High School Phase II/III: This project is going well.

• King Field: The track is open and the field is still under maintenance.

• Hopkins: This project is behind schedule by a few weeks. The site is open.

• West Campus Charter/Board Room: This project is moving slowly. The contractor worked

to make sure that Building A of the Charter School was open for the beginning of the school

year. The elevator for Building A and Building E are still to be completed. For the West

Campus Board Room, Staff met with BerkeleyTV to determine audio/visual purposes for the

Board Room. Staff mentioned that the City of Berkeley may be interested in utilizing the new

Board room as a Council Chambers. The changes to dais to accommodate an additional

student board member were discussed.

Projects in Design

• Longfellow Cafeteria: There has been on meeting of the group to establish a garden on

campus. A meeting is scheduled for next week.

• B-Tech and BHS Science Labs: These projects are going well.

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• Pre-K Expansion: Staff is still trying to work with Alameda County trades to exempt only

the delivery and the installation of the modular for the Project Labor Agreement because the

modulars will be on a piggyback contract.

• Project Labor Agreement Joint Council Meetings: The unions have cancelled or missed

several planned PLA Joint Council meetings. We have rescheduled a meeting for October.

• Portable Replacement: The Board approved moving forward with the portable replacement

project.

New Projects with the New Construction Notification Process

• John Muir, Emerson, and Willard Grounds Improvement Projects: The Board was very

appreciative of the Committee’s work regarding the notification process. Implementation of

the process was challenging for Facilities Staff, because the new process required meetings to

occur before key personnel (architect and project manager) were hired. Samples of the

notification postcards were available at the meeting. The introductory community meetings

for these projects will take place in the following weeks. The intent of each meeting will be

to introduce the project to the community and inform them on how to apply to the Site

Committee. Also, each site has a large yellow 4’ x 4’ sign (similar to the City of Berkeley

project notification process) with areas for information. The Committee expressed that they

would like for Staff to email postcards to the School Board and members who are not present

at this meeting. The Committee also requested for future projects that City Council Members

Darryl Moore and Max Anderson be notified for the Longfellow Cafeteria project because

students from both areas attend Longfellow.

Additional Information

• Demographer hired to study enrollment: The Board approved hiring a demographer to

understand the District’s enrollment. Member Nudel commented on this item noting that

Thousand Oaks has larger class sizes and added that many parents have questioned him if

there was going to be new construction at Thousand Oaks. Staff responded that the only

expansion in the North Zone is occurring at Jefferson. Board Member Daniels noted that

there is space at Malcolm X, but the Board is interested at keeping equitable enrollment at the

elementary school sites. Staff added that until this year the demographer’s projections

regarding have been correct.

• Meeting with Auditor: Staff met with the Auditor to discuss the allegations from a

concerned citizen regarding the use of Bond funds. Staff has directed the Auditor to do some

additional work.

• Status of the slats on the fence at the Washington Transformer: Co-Chair Allan

requested information regarding the status of the slats on the fence at the Washington

Transformer. Staff responded that this work should be completed in a few days.

5. Discussion with the Auditor

• Steven Wescoatt, from Crowe Horwath presented the plan for this year’s Measure I

Performance Audit. He will also discuss the letter received from the community member.

Crowe Horwath is preparing to do the year end part of the District’s financial statement audit

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in a couple of weeks. The interim part of the work has been done for the internal controls and

state/federal compliance. The yearend part of the audit is where the auditor does the financial

statements of the district. The bulk of the performance audit will be done as well. The District

will receive a financial and performance audit report for the Measure I funds. This process

includes having the District identify for the auditor all Measure I funds (expenditures and

revenues) as a piece of the overall District financial audit. Essentially these funds are audited

twice. Once as a part of the District audit and separately as well. The process has not started

yet and the auditor is not able to provide specifics about dollars or size of transactions. He

asked the Committee if there are any particular areas of concern with Measure I funds, such

as a project or school so that he can direct part of the sample towards addressing that concern.

If there are no concerns then the sample is going to broad based across all aspects of the

project and the goal will be to get a representative sample from all school sites and projects.

The Committee did not express any particular concerns.

The auditor has an obligation to follow up on the letter. The approach the Auditor took was to

determine what the District is doing about the letter and to find out what role the District

would like for Crowe Horwath to play. He said Staff explained the reactions from the

Committee and the Board. There are some specific allegations contained in the letter and the

auditor will do their best during the course of their procedures to address those issues for

their own purposes just as a part of their internal control documentation and not as a means to

produce a report to the District. He personally does not believe that it rises to a level that a

separate report is required. As the Auditor, whenever they receive a letter they are obligated

for their own purposes to follow up to see if there is any substance behind the allegations. If

something comes out of the process the Auditor will bring it to management, the Board and

the Committee if needed as part of that process.

• Member Goldin: What is the process you are going to do?

A: The auditor answered that the process started with inquiries with the District staff

including the Director of Facilities, Director of Fiscal Services and the Deputy

Superintendent. The Auditor requested information regarding Board action when the letter

was received. It will definitely involve some review of Board minutes and may involve

interviewing Board members as part of the process to follow up on any of the issues in the

letter. Most of the issues in the letter had to do with things that either the District did or did

not do. If they did things that they were not supposed to do or did not do something they were

supposed to do, the auditor is going to follow up with the District regarding the status of

those items.

• Member Goldin: Will you be talking to Bond Counsel?

A: Possibly if it rises to that level. We typically do that anyway as a part of the audit we

contact the attorneys.

• Secretary Weaver: Will there be a note even if you find it not to raise any concern?

A: Mr. Wescoatt responded he does not think so. Again, this is not being done for public

consumption, but mainly to protect Crowe Horwath. If something comes out of this, the

Auditor will go to District Management and the Board to have further conversations before it

goes anywhere else. If the Auditor believes that the District somehow violated the

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requirements of Measure I then yes it would be in the report, but it is a long process to get

there.

• Secretary Weaver stated that he is thinking from the standpoint of the next bond he believes

this document will surface again and believes that it would be helpful if there was a note of

where it could say that the District got this the auditors looked at it and the results. The

auditor responded that it would be separate engagement. The District would have to engage

the auditor and it would state be specific to a letter was received there are 3-4 items that we

would like for you to investigate for the purposes of providing a report. That is different than

what we would do internally with respect to the performance auditor.

• Member Goldin: Has the District received any other correspondence from the concerned

community member or any inquiries from the press?

A: Staff responded that the letter originally went to the City Attorney. Also, the member

visited the Superintendent’s Office and spoke with Facilities Division staff.

• Member Goldin stated he is concerned that what if hypothetically if the Committee certified

an audit where a mistake was made. What happens?

A: The Auditor responded and reiterated the process. As part of their work they will look at

these four allegations to satisfy themselves to say that nothing is there or something is there.

If nothing is there no mention will be made in the report. If they see that something appears

to be there then we have to go down a different road. First, they will contact the Deputy

Superintendent and the Superintendent. Then it will impact the performance audit may result

in additional work and will impact the regular audit. It may require meeting with the Board

and contacting legal counsel. They will produce reports needed for the Board and the District

for the Performance Audit. Board Director Daniels noted that the Auditor will make findings

and disallowances. So if the District used Bond funds are used inappropriately, the

recommendation will be to transfer funds to the Bond fund from the General Fund.

• Secretary Weaver stated that he understood the auditor’s take on the process, but asked if in

the Auditor’s letter would the Auditor note that this process took into account a letter that

was received from a constituent.

A: The Auditor responded that if there is nothing there, there is no point of pointing it out

something that is not there. In his view, it would only raise more issues than it would solve.

Co-Chair Allan agreed with this statement and stated that even if there was a statement added

which states that there is no validity to the allegations and the District has been compliant the

letter will still surface. The District has dealt with allegations of mismanagement before none

that have ever been shown to have any validity. She explained that she is comfortable that the

Auditor will review and show that the District was audited independently. The Auditor

agreed and stated the absence of finding means that there was nothing wrong.

• Member Goldin: When should you expect to be done with the financial and performance

audit?

A: The auditor responded that state deadline is December 15th and would like to get the

reports done earlier and to provide the reports to Board for their December meeting.

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Secretary Weaver requested to receive the reports earlier. The Auditor will make sure to

coordinate with Staff to provide these reports to the Committee ahead of time.

The Committee thanked the Auditor for attending the meeting.

6. Committee Member Comments

• There were no committee comments.

7. Reports from Subcommittees

• There were no reports from any subcommittees.

8. Future Meeting Dates:

• The following dates were scheduled for future meetings:

October 30, 2013 December 5, 2013

9. Adjournment.

• The meeting adjourned at 6:49 PM.

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BERKELEY UNIFIED SCHOOL DISTRICT TO: Donald Evans, Ed.D, Superintendent FROM: Lew Jones, Director of Facilities DATE: October 23, 2013 SUBJECT: Facilities Plan Update

BACKGROUND INFORMATION This report is an update of the Facilities Construction Plan approved by the Board on March 13, 2013. Data in this report are current as of October 14, 2013. This report includes updates of all active construction projects. Maintenance projects are detailed in the Maintenance Quarterly Reports.

ELEMENTARY SCHOOLS Emerson Project Type: Grounds Improvement Date Approved by Board: March 13, 2013 Funding Source: Measure AA Public Process: Two Community meetings and three Site

Committee Meetings are planned. The site was involved in architect selection.

Schematic Approval Date: January 2014 Design Team: To Be Determined Project Manager: To Be Determined General Contractor: To Be Determined Current Project Budget: $425,000 Adjustment to Budget: None Schedule: Fall 2013 Approve project manager and designer Winter 2013/14 Design finalize Spring 2014 Bid and award Summer 2014 Construction Status: Pre-Design Issues: None. Completion Date: October 2014 Changes since last report: The mailing was done and the introductory

meeting was held. The project sign has been installed. Interviews to hire a landscape architect were conducted.

Lessons learned: None. John Muir Project Type: Grounds Improvement Date Approved by Board: March 13, 2013

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Funding Source: Measure AA Public Process: Two Community meetings and three Site

Committee Meetings are planned. The site was involved in architect selection.

Schematic Approval Date: January 2014 Design Team: To Be Determined Project Manager: To Be Determined General Contractor: To Be Determined Current Project Budget: $425,000 Adjustment to Budget: None Schedule: Fall 2013 Approve project manager and designer Winter 2013/14 Design finalize Spring 2014 Bid and award Summer 2014 Construction Status: Pre-Design Issues: None. Completion Date: October 2014 Changes since last report: The mailing was done and the introductory

meeting was held. The project sign has been installed. Interviews to hire a landscape architect were conducted.

Lessons learned: None. LeConte Project Type: Grounds Improvement Date Approved by Board: March 7, 2012 Funding Source: Measure AA Public Process: Five Site Committee Meetings and one

Community Meeting. The site was involved in architect selection.

Schematic Approval Date: January 2013 Design Team: Carducci & Associates Project Manager: Turner General Contractor: Cleary Brothers Current Project Budget: $425,000 Adjustment to Budget: $9,000 Inflation adjustment on January 9,

2013. Schedule: Fall 2012 Approve project manager and designer Winter 2012/13 Design finalize Spring 2013 Bid and award Summer 2013 Construction Status: Maintenance Issues: There was concern over the proposed project. Completion Date: December 2013 Changes since last report: The project is complete, and the project can be

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accepted after the maintenance period is complete.

Lessons learned: Not all the stakeholders were included early in the process.

Washington Project Type: Replace transformer Date Approved by Board: March 7, 2012 Funding Source: Measure AA Public Process: None Schematic Approval Date: Not Applicable Design Team: Camissa and Wipf Project Manager: Turner General Contractor: Decker Electric Current Project Budget: $625,000 Adjustment to Budget: $19,000. Inflation adjustment on January 9,

2013 and increased amount on bid award and later release of contingencies on September 11, 2013 ($7,000).

Schedule: Fall 2012 Approve project manager and designer Winter 2012/13 Preliminary Design done and submitted to PG&E

Spring 2013 Finalize design, PG&E approval Spring 2013 Bid and award Summer 2013 Construction Status: Complete Issues: PG&E process unpredictable. Completion Date: October 2013 Changes since last report: The project was accepted by the Board. Lessons learned: PG&E approval process makes it difficult to

schedule a summer project. Washington Project Type: Painting and Flooring Date Approved by Board: March 7, 2012 Funding Source: Measure AA Public Process: Site Committee architect and color selection Schematic Approval Date: Not Applicable Design Team: Baker Vilar Architects Project Manager: Turner General Contractor: Am Woo Current Project Budget: $500,000 Adjustment to Budget: $(45,000). Inflation increase on January 9,

2013 ($11,000) and release of contingencies on September 11, 2013 ($56,000).

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Schedule: Fall 2012 Approve project manager and designer Winter 2012/13 Preliminary Design done

Spring 2013 Finalize design Spring 2013 Bid and award Summer 2013 Construction Status: Complete Issues: None Completion Date: October 2013 Changes since last report: The project is being recommended for

acceptance at this Board meeting. Lessons learned: There were a few coordination problems with the

summer cleaning effort that we think can be corrected on the next project.

Washington, BAM and King Project Type: Portable Replacement Date Approved by Board: January 9, 2013 Funding Source: Measure AA Public Process: Five Site Committee meetings at Washington

and four at BAM. None are planned for King. Two Community Meetings at Washington and one at BAM. In addition, there were several informational meetings at Washington.

Schematic Approval Date: September 11, 2013 Design Team: HKIT Architects Project Manager: Van Pelt General Contractor: To Be Determined Current Project Budget: $2,658,000 Adjustment to Budget: $145,000 on September 11, 2013. Schedule: Winter 2012/13 Approve project manager and

architect Fall 2013 Complete Schematic design Winter 2013/2014 Finalize design Spring 2014 Bid and award Summer 2014 Construction Status: Design Issues: Reconfiguration of portables, particularly at

Washington and an interest in a more permanent solution to the street closure at Washington. The Board decided to consider the matter in September rather than June, which makes the schedule very tight.

Completion Date: October 2014 Changes since last report: Site Committee Meetings were held at BAM and

Washington. The construction documents were

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begun and are approximately 25% complete. Lessons learned: None Jefferson Project Type: Expand Classes/Modernize. Date Approved by Board: April 27, 2011 Funding Source: Measure I Public Process: Seven Site Committee meetings and four

Community Meetings were held. The site was involved in architect selection.

Schematic Approval Date: March 7, 2012 Design Team: WLC Architects Project Manager: Turner General Contractor: BHM Current Project Budget: $9,983,000 Adjustment to Budget: $2,747,000. Increased allocation and inflation

adjustment on January 11, 2012 ($472,000), approval for structural review ($80,000) on September 12, 2012, approval of structural upgrade on October 24, 2012 ($1,400,000), inflation adjustment on January 9, 2013 ($184,000) and increase when the bids was awarded on May 8, 2013 ($611,000) .

Schedule: Summer 2011 Architect Hired Winter 2011/12 Board approval of schematic design

Fall 2012 Project submitted to DSA Winter 2012/13 DSA approval, project bid Late Spring 2013 Construction begins Status: Construction Issues: Project started slowly due to competing

pressures at the school. Completion Date: October 2014 Changes since last report: The grade beams for the classroom building

have been poured. Backfilling and compacting of the area near the grade beams of the administration building has begun so that the slab can be poured.

Lessons Learned: There has been some concern about outreach efforts. Regular updates may help alleviate this concern.

MIDDLE SCHOOLS

KING Project Type: Upgrade the Large Field and Track

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Date Approved by Board: March 7, 2012 Funding Source: Measure I Public Process: Site involved in architect selection. There were

several Site Committee Meetings and two public meetings.

Schematic Approval Date: August 22, 2012 Design Team: Baker Vilar Architects Project Manager: Turner General Contractor: Bothman Current Project Budget: $1,158,000, includes $7,000 in Measure AA Adjustment to Budget: $222,000. The Board approved adding

$114,000 from the balance and combining this project with a future landscape project ($416,000) on October 10, 2012, inflation adjustment of January 9, 2013 ($30,000), bid savings on May 22, 2013 ($300,000) and an additional $37,000 on September 11, 2013.

Schedule: Spring 2012 Architect hired Fall 2012 Design completed and submitted to

DSA Spring 2013 Project bid Summer 2013 Construction begins Status: Maintenance Issues: None Completion Date: November 2013 Changes since last report: The project is in its 90 day maintenance period. Lessons learned: None LONGFELLOW Project Type: New Cafeteria Date Approved by Board: January 9, 2013 Funding Source: Measure I Public Process: There will be seven Site Committee meetings and

two Community meetings. Schematic Approval Date: Scheduled for June 26, 2013 Design Team: HKIT Project Manager: Turner General Contractor: To Be Determined Current Project Budget: $5,202,000 Adjustment to Budget: None. Schedule: Spring 2013 Architect and project manager

hired Summer 2013 schematic design

Spring 2014 Project submitted to DSA Fall 2014 DSA approval, project bid

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Winter 2014/2015 Construction to begin Status: Design Issues: Making the street crossing safer will be an issue.

Coordination with the garden program is an issue.

Completion Date: January 2016 Changes since last report: The soils report has been submitted to the

California Geological Survey. The Construction Documents are now approximately 50% complete.

Lessons Learned: To Be Determined. Willard Project Type: Grounds Improvement Date Approved by Board: March 13, 2013 Funding Source: Measure I Public Process: Two Community meetings and three Site

Committee Meetings are planned. The site was involved in architect selection.

Schematic Approval Date: January 2014 Design Team: To Be Determined Project Manager: To Be Determined General Contractor: To Be Determined Current Project Budget: $425,000 Adjustment to Budget: None Schedule: Fall 2013 Approve project manager and designer Winter 2013/14 Design finalize Spring 2014 Bid and award Summer 2014 Construction Status: Pre-Design Issues: None. Completion Date: October 2014 Changes since last report: The mailing was done and the introductory

meeting is scheduled for October 17th. The project sign has been installed. Interviews to hire a landscape architect were conducted.

Lessons learned: None.

HIGH SCHOOLS BERKELEY HIGH Project Type: New Building and Grounds Date Approved by Board: Construction Phase 2 September 5, 2007,

Design Phase 3 January 9, 2008, Construction Phase 3 April 27, 2011

Funding Source: Measure AA and Measure I

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Public Process: Five Site Committee Meetings, one Community meeting and Board approval (shared with stadium project). Site Committee involved in architect selection. Earlier meetings were held in developing the master plan.

Schematic Approval Date: August 20, 2008 Design Team: Baker Vilar Architects Project Manager: Van Pelt General Contractor: Alten Construction Current Project Budget: $31,590,000, includes $1,134,000 in Measure

AA Adjustment to Budget: $28,089,000. Inflation adjustment of $280,000

on January 9, 2008, adding design of Phase 3 of $2,800,000 on January 9, 2008, inflation adjustment of $302,000 on January 14, 2009, inflation and slight scope adjustment of $918,000 on January 13, 2010, approval of Measure I construction phase and inflation adjustment of $28,438,000 on April 27, 2011, inflation adjustment of $351,000 on January 11, 2012, adjustment to decrease the budget by $5,000,000 on April 11, 2012.

Schedule: Late Fall 2007 Architect Hired for Phase 2 Late Spring 2008 Architect hired for Phase 3

Early Spring 2009 and Summer 2010 Project submitted to DSA

Winter 2010/11 DSA approval, project bid Late Spring 2012 Construction begins Status: Construction Issues: Coordination with Phase 1, combining the two

phases into one project, portable removal and other logistical challenges.

Completion Date: October 2014 Changes since last report: The painting has begun, the glazing is complete,

and the ceiling grid is installed in much of the classroom building. The concrete gym walls and floors have been all poured. The glazing has started in the gym building. Grading has begun for the courtyard.

Lessons Learned: Site communication on identifying and removing stored material was problematic.

Project Type: Science Labs Date Approved by Board: April 27, 2011 Funding Source: Measure I

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Public Process: There have been two Site Committee meetings. Schematic Approval Date: June 27, 2012 Design Team: HMC Architects Project Manager: Van Pelt General Contractor: To Be Determined Current Project Budget: $840,000 Adjustment to Budget: ($87,000). Inflation increase on January 11,

2012 ($9,000), reducing the project to two classrooms on October 24, 2012 ($236,000), inflation allocation on January 9, 2013) ($15,000), and increase for fire sprinklers on September 11, 2013 ($109,000).

Schedule: Spring 2012 Architect and project manager hired

Spring 2012 schematic design Fall 2012 Project submitted to DSA

Spring 2013 DSA approval, project bid Summer 2013 Construction begins.

Status: Design Issues: DSA’s new interpretation that fire sprinklers are

required will delay construction. Completion Date: September 2014. Changes since last report: The Construction Documents are done and the

project is ready to submit to DSA. Lessons Learned: Better communication between the High School

and the Superintendent may have permitted the third classroom to be approved.

B-TECH Project Type: Science Lab and Modernization Date Approved by Board: January 9, 2013 Funding Source: Measure I Public Process: There will be several Site Committee meetings. Schematic Approval Date: Scheduled for June 12, 2013 Design Team: WLC Architects Project Manager: Van Pelt General Contractor: To Be Determined Current Project Budget: $755,000 Adjustment to Budget: $48,000. Added funds to cover the estimate on

September 11, 2013 ($48,000) Schedule: Spring 2013 Architect and project manager

hired Summer 2013 schematic design

Fall 2013 Project submitted to DSA Spring 2014 DSA approval, project bid

Summer 2014 Construction begins.

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Status: Design Issues: None Completion Date: October 2014 Changes since last report: The Construction Documents were begun and

are approximately 60% complete. Lessons Learned: None

OTHER SITES HOPKINS PRE SCHOOL Project Type: Modernization Date Approved by Board: April 27, 2011 Funding Source: Measure AA Public Process: There have been several Site Committee

meetings and one Community meeting. Schematic Approval Date: June 27, 2012 Design Team: HKIT Architects Project Manager: Turner General Contractor: Sausal Current Project Budget: $1,760,000 Adjustment to Budget: $580,000. Inflation increase on January 11,

2012 ($12,000), increase to add fire alarm on April 11, 2012 ($54,000), project scope increased on June 27, 2012 ($525,000), inflation adjustment on January 9, 2013 ($35,000), release of some contingencies on September 11, 2013 ($46,000).

Schedule: Spring 2012 Architect and project manager hired

Spring 2012 schematic design Fall 2012 Project submitted to DSA

Spring 2013 DSA approval, project bid Summer 2013 Construction to begin

Status: Punch List Issues: The scope was adjusted to account for code and

programmatic issues. Completion Date: November 2013 Changes since last report: The resource room has been completed. The hot

water heater was installed and the mechanical units were installed and are being balanced.

Lessons Learned: To Be Determined.

KING AND FRANKLIN PRE SCHOOL Project Type: Addition Date Approved by Board: January 9, 2013

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Funding Source: Measure I Public Process: There will be three Site Committee meetings and

two Community meetings. Schematic Approval Date: To Be Determined Design Team: WLC Architects Project Manager: Turner General Contractor: To Be Determined Current Project Budget: $3,101,000 Adjustment to Budget: None. Schedule: Spring 2013 Architect and project manager

hired Summer 2013 schematic design

Late Fall 2013 Project submitted to DSA Spring 2014 DSA approval, project bid

Summer 2014 Construction to begin Status: Design Issues: No decision has been made of which spaces will

be used for transitional kindergarten and which will be used for pre-school.

Completion Date: October 2014 Changes since last report: Construction Documents were begun and are

almost ready to submit to DSA. Lessons Learned: To Be Determined. WEST CAMPUS Project Type: District Office Project Date Approved by Board: August 20, 2008 Funding Source: Measure AA and Measure I Public Process: Two Site Committee Meetings, one Community

Meeting, approval by BUSD Board, approval by Design Review (City), approval by Zoning (City). Earlier Community Meetings were held on earlier project scopes.

Schematic Approval Date: August 20, 2008 and September 10, 2008 Design Team: Baker Vilar Architects. Project Manager: Parsons General Contractor: Angotti and Reilly Current Project Budget: $14,750,000, includes $4,846,000 in Measure

AA Adjustment to Budget: ($237,000). Inflation adjustment of $1,200,000

on January 14, 2009, inflation adjustment of $1,028,000 on January 13, 2010, adjustment after bid approval of ($2,715,000) on September 22, 2010, adjustment at 2012 Plan adoption to account for change orders ($250,000).

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Schedule: Fall 2008 Architect Hired Summer 2009 Project submitted to DSA Spring 2010 DSA approval, project bid Summer 2010 Construction begins Status: Construction Issues: The project detailed does not include earlier

design proposals. There were problems with the installation of temporary power. The contractor was uncooperative.

Completion Date: December 2013 Changes since last report: One of the two missing windows was installed.

The lighting control training is being scheduled. Lessons Learned: The project manager requiring monthly schedule

updates may have highlighted problems earlier. Project Type: Board Room Date Approved by Board: August 20, 2008 Funding Source: Measure AA Public Process: Two Site Committee Meetings, one Community

Meeting, approval by BUSD Board, approval by Design Review (City), approval by Zoning (City). Earlier Community Meetings were held on earlier project scopes.

Schematic Approval Date: No one date. Design Team: Baker Vilar Architects Project Manager: Turner General Contractor: D.L. Falk Current Project Budget: $3,334,000 Adjustment to Budget: $2,984,000. Significant scope adjustment,

including adding City into project ($1,258,000) on September 22, 2010, inflation adjustment ($142,000) on April 27, 2011, recognition that the City will not partner and inflation adjustment on January 11, 2012 ($241,000), inflation adjustment and to account for a re-estimated project on January 9, 2013 ($750,000), and an increase of $593,000 at bid to increase the scope of work and also to account for inflation from January 1, 2013.

Schedule: Early Spring 2010 Architect Hired Late Spring 2011 Project submitted to DSA Summer 2012 Revised Plan Submitted to DSA Fall 2012 Construction begins Status: Construction Issues: We have had some difficulty connecting with the

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artists for the mural which was on the south wall.

Completion Date: December 2013 Changes since last report: The electrical rough-in is 95% complete. The

roofing has begun. We are working on furniture and equipment orders.

Lessons Learned: Earlier formal City approval to participate in the project would have saved time and some money.

Project Type: Charter School With CTE Possibilities Date Approved by Board: April 27, 2011 Funding Source: Measure AA Public Process: Three Site Committee Meetings and Two

Community Meetings. Site Committee participated in architect selection.

Schematic Approval Date: December 14, 2011 Design Team: Beverly Prior/HMC Architects Project Manager: Turner General Contractor: D.L. Falk Current Project Budget: $7,609,000 Adjustment to Budget: $2,608,000. Budget was increased by

$1,000,000 on August 31, 2011 because an additional building was added when initial programming was completed and increased on January 11, 2012 to add seismically strengthening a wall and for inflation adjustment, library demolition added to the project ($762,000) and the budget was adjusted to add one roof and to account for a low estimate by the architect in August 2011 ($950,000), inflation adjustment on January 9, 2013 ($154,000), final lower bid adjustment ($258,000).

Schedule: Summer 2011 Architect Hired Summer 2012 Project submitted to DSA Fall 2012 DSA approval, project bid Winter 2012/13 Construction begins Status: Construction Issues: There has been some discussion of equivalent

facilities. There is some concern that the current plan calls for continued use of the District’s three classrooms in the administration building.

Completion Date: December 2013

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Changes since last report: The elevator shaft concrete is complete. The slab has been poured in the “red” building and the metal framing has begun. The site work is approximately 25% complete.

Lessons Learned: To Be Determined.

5.3-C

BERKELEY UNIFIED SCHOOL DISTRICT TO: Donald Evans, Ed.D, Superintendent FROM: Lew Jones, Director of Facilities DATE: October 23, 2013 SUBJECT: Approve the Facilities Financial Plan Update for Measures I and

Measure AA BACKGROUND INFORMATION This report is an update of the Measure I Facilities Construction Plan approved by the Board on March 13, 2013. It includes all expenditures and income recorded in our system as of October 5, 2013. This report is not intended as a comprehensive look at long range financial planning; that review occurs annually. There are two spreadsheets attached to this cover memo: one for Measure I and one for Measure AA and earlier. The total of the two programs maintains over a $5.9 million surplus. Please note that we did not include either the revenue or the expenditures of the Hillside sale, so this document is approximately $1.6 million less than is shown in the District’s financial record. The remainder of this memo will define the modifications by budget on a school or program basis.

TOTAL EXPENDITURES MEASURE I John Muir School The expenses at John Muir School were increased by $228,000. There was a roofing project contained in Measure AA, but with a recommendation to include this work in a larger modernization project in Measure I, the budget for the roof was moved from Measure AA to Measure I. Willard Middle School The expenses at Willard Middle School were decreased by $425,000. We had originally planned to do a grounds project in 2019, but with the acceleration of the project we intended to recommend that the project shift from Measure I to Measure AA, but did not do so. Program Management The expenses for the Program Management budget were increased by $25,000 to fund the demographic study approved by the Board on September 25, 2013.

TOTAL EXPENDITURES UNDER MEASURE I The items listed above and minor rounding changes account for a $172,104 decrease in total expenditures.

5.3-C

TOTAL INCOME No income has been posted in this Fund as of October 5th.

TOTAL INCOME OVER EXPENDITURE MEASURE I The available balance has increased by $172,104. The amount available at the end of the bond period (2020) is $4,782,110.

MEASURE AA EXPENDITURES Malcolm X School The expenses at Malcolm X School were decreased by $6,000 to recognize the release of contingencies for the roof project. John Muir School The expenses at John Muir School were decreased by $228,000. There was a roofing project contained in Measure AA, but with a recommendation to include this work in a larger modernization project in Measure I, the budget for the roof was moved from Measure AA to Measure I. Washington School The expenses at Washington School were decreased by $86,000 to recognize several changes. The portable project estimate is $25,000 less than budgeted, the transformer replacement project is $39,000 less than budgeted because contingencies can be released, and the floor and paint project is $22,000 less than budgeted because we can release contingencies. Whitter (BAM) School The expenses at Whittier were increased by $337,000 to account for increased estimated cost for the portable project. King Middle School The expenses at King were decreased by $167,000 to reflect only the future costs to demolish the existing portable. Any maintenance of the existing portable will be done with maintenance funds. We note that the total cost for the three original portable projects increased by $145,000 to add sinks (Washington is $25,000 less, Whittier is $337,000 more and King is $167,000 less, accounting for a total addition of $145,000 as approved by the Board on September 11, 2013.) Willard Middle School The expenses at Willard Middle School were increased by $425,000. We had originally planned to do a grounds project in 2019, but with the acceleration of the project we intended to recommend that the funding shift from Measure I to Measure AA, but did not do so.

5.3-C

Child Development The planned expenses at Child Development were decreased by $38,000. We have partially released the contingencies for the Hopkins pre-school modernization. Furniture and Equipment The planned expenses for furniture and equipment were decreased by $12,000. We noted in the last report that there was a discrepancy with the District’s finances. That discrepancy was that the budget staff correctly released an old furniture estimated payable from Fiscal Year 2012. The District’s books and this report are now in alignment.

TOTAL EXPENDITURES UNDER MEASURE AA The items listed above and minor rounding changes account for a $223,964 increase in total expenditures.

TOTAL INCOME UNDER MEASURE AA The total income is $314 more than planned.

TOTAL INCOME OVER EXPENDITURE MEASURE AA The available balance has decreased by $223,650. The amount available is $1,140,324. DISTRICT GOAL V-B – Parcel Tax and Bond Revenues: Provide the best possible education for all students by effectively utilizing local parcel tax and bond revenues. POLICY/CODE None. FISCAL IMPACT As stated above. STAFF RECOMMENDATION Approve the financial update and revised allocations. The total of the two capital budgets has a balance of $5,922,434.