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Citizens' Oversight Committee

December 17, 2007 -- Minutes
I Call to Order

Meeting called to order at 6:02 p.m.

Members attending: Pi Silverstein, Tom Andrade, Mark Zappa, David Boll, Lawrence Grace, Marco Renella, Douglas Marshall

Others attending: Steve Kinsella, Joe Keeler, Casey Michaelis, Bill Williams, Diana Alfaro

II Consent Agenda

1. MS (Andrade/Zappa) the minutes 4/16/07, Notes 9/10/07 approved.

III Approval of Agenda

MS (Marshall/Boll) moved audit to beginning of agenda unanimously carried.

IV Comments from the Public


V Information Items

1. Item(s) presented at board meetings for information or approval by the Board of Trustees:

    May 8, 2007
  • Measure E Bond Quarterly Financial Status Report
  • Kitchell Project Assignment Amendment (PAA) Occupational Education Building
  • BFGC Architect Planners, Inc. (BFGC) Project Assignment Amendments (PAAs)
    June 12, 2007
  • Renewal of Term for Citizens' Oversight Committee Member
  • Landscape Master Plan
  • Bid for Measure E Phase I Site Improvement Project
  • Kitchell Project Assignment Amendment (PAA) Gavilan Campus Phase I Site Improvements
  • BFGC Architect Planners, Inc. (BFGC) Amendment to Master Planning Agreement and Project Assignment Amendments (PAAs)
  • Campus Geologic Hazards Assessment
  • Various Capital Project Change Orders
  • Notices of Completion for Interim Housing Phase II Project
    July 10, 2007
  • Bid for Measure E Science Buildings Modernization Project
  • Bid for Measure E Occupational Education Building Modernization Project
  • Bid for Measure E Relocation Services
  • Contract to Provide Academic Furniture and Related Furnishings, Resolution No. 884
  • BFGC Architect Planners, Inc. (BFGC) Amendment to Master Planning Agreement and Amendment to Science Building Complex Project Assignment Amendments (PAAs)
  • Agreements for Division State Architect (DSA) Inspection Services for the Measure E Science Buildings Modernization, Occupational Education Building Modernization, and Phase I Site Improvement Projects
  • Capital Project Change Order Request
  • Notice of Completion for Infrastructure Project
    August 14, 2007
  • Preliminary Measure E Bond Quarterly Financial Status Report 6/30/07
  • Bid for Measure E Science Buildings Asbestos Abatement Project
  • BFGC Architect Planners, Inc. (BFGC) Project Assignment Amendments (PAAs)
  • Various Capital Project Changes Orders
    October 9, 2007
  • Citizens' Oversight Committee Appointment
  • Professional Services Agreement with David J. Powers & Associates, Inc.
  • Measure E Bond Financing Team
  • Project Assignment Amendments (PAAs) to BFGC Agreement for Architectural Services-Coyote Valley Campus-Portables for Interim Housing and the Security & Maintenance Building Project
  • Kitchell Project Assignment Amendment (PAA)-Security and Maintenance Building Project
  • Various Capital Project Change Orders
    November 13, 2007
  • Measure E Bond Quarterly Financial Status Report 9/30/07
  • Professional Services Agreement with David J. Powers & Associates, Inc.
  • Measure E Phase Ii and III Site Improvement Plan
  • BFGC Architect Planners, Inc. (BFGC) Amendment to Master Planning Agreement and Phase II and III Site Improvement Project Assignment Amendments (PAAs)
  • Two (2) Kitchell Project Assignment Amendments (PAAs)
  • Coyote Valley Educational Center-Installation of Portables for Interim Housing Project
  • Phase II and III Site Improvements Project
  • Various Capital Project Change Orders
  • Notices of Completion for Theater Building Classrooms 127 and 130 Remodel Project
  • Authorize Issuance of Additional Gavilan Joint Community College District (Santa Clara and San Benito Counties) Election 2004 General Obligation Bonds, Resolution No. 887
    December 11, 2007
  • Update on Community Meetings in San Benito County
  • Notice of Preparation-Coyote Valley

The next community meeting in Hollister is tentatively set for Jan. 31, 2008.

VI Discussion Items

1. Bylaws Membership (Section 5.2 (b))

Pi welcomed David Boll to the committee.

2. Student Representative- Actions Taken by the Administration

The appointment of Diana Alfaro to the committee will be submitted to the Board of Trustees on Jan. 8, 2008.

3. Vacancies as of June 30, 2008

Terms for six committee members will expire on June 30, 2008, Tom Andrade, Dr. Lawrence Grace, Marco Renella, Pi Silverstein, Tony Ko, and Mark Zappa. Pi noted a concern about having consistency with incoming and outgoing committee members. Steve recommended a one and three year cycle and suggested the past president could be an ex-officio. A suggestion was made to have committee members recruit people. Steve will review bylaws and terms. The college could advertise actively in March and appoint members in April.

4. Annual Report Schedule

Steve reported that Jan is working on the report and a draft will come to the Committee in March.

5. Update Measure E Activities

(a) Measure E Construction Updates
Pi suggested including information on updates in the newspaper.

6. Written Report on Cost Savings

Casey Michaelis, Kitchell CEM, reviewed a letter from him to Joe Keeler on cost saving measures.

1. FY 06-07 Measure E Bond Audit Reports

Bill Williams, Vavrinek, Trine, Day & Co., LLP, reviewed report and stated that the audit did not reveal any items that were paid from the Measure E Bond Construction fund that did not comply with the purpose of the Bonds that were approved on March 2, 2004. Mark Zappa asked about classified salaries. The salaries charged are for non-administrative employees directly involved in the implementation of Measure E and are in compliance with Measure E language. Bill acknowledged Susan Cheu, Business Office Director, and staff for a job well done in tracking items. MS (Andrade/Marshall) unanimously carried to approve FY 2006-07 Measure E bond audit reports. This will go to the Board in January for approval.

2. Election of Vice Chair

MS (Andrade/Grace) unanimously carried to approve election of Douglas Marshall as Vice Chair.

3. Committee Requests for Information

Pi requested that this be placed on the agenda for discussion. Steve noted that information requested can be provided to all committee members, direction should come from the entire committee. The committee will receive the same board agenda packet as the Board of Trustees related to Measure E. MS (Andrade/Grace) unanimously carried.

4. Establish Subcommittee for the Annual Report

MS (Andrade/Marshall) unanimously carried to establish the subcommittee of Mark Zappa, Marco Renella, and David Boll, who will work with Jan Chargin in developing the Annual Report. A draft of the report will be ready for review at the next committee meeting on March 17. The Chair will write the letter to the community.

5. Set Next Meeting Dates

March 17, 2008

1. Adjournment

MSC (Marshall/Boll) unanimously carried to adjourn meeting. 7:04 p.m.

PUBLIC COMMENTS Individuals wishing to address the Citizens' Oversight Committee (COC) on a non-agenda item may do so during the Comments from the Public

However, no action may be taken on an item, which is not on the agenda. The public is welcomed to address the COC on particular agenda items and may do so at the time it is presented. Guidelines for Comments from the Public will be as follows:

A maximum of 5 minutes will be allotted to each speaker with a maximum of 20 minutes to a subject area.
No disruptive conduct will be permitted at any Gavilan College Citizens' Oversight Committee meeting.

AGENDA ITEMS Individuals wishing to have an item appear on the agenda must submit the request in writing to the Superintendent/President two weeks prior to the meeting. The COC Chair and Superintendent/President will determine what items will be included in the agendas.

Items listed under the Consent Agenda are considered to be routine and are acted on by the COC as one motion. There is no discussion of these items prior to COC vote unless a member of the COC, staff, or public requests those specific items are discussed and/or removed from the Consent Agenda. It is understood that the Administration recommends approval on all consent items. Each item on the Consent Agenda approved by the COC shall be deemed to have been considered in full and adopted as recommended.

In compliance with the Americans with Disabilities Act, if you need special assistance to access the board meeting room or to otherwise participate at this meeting, including auxiliary aids or services, please contact Angie Oropeza at 408-848-4711. Notification at least 48 hours prior to the meeting will enable the District to make reasonable arrangements to ensure accessibility to the COC meeting.

Please help keep Gavilan College a litter-free campus and preserve its park-like setting. Thank you.

Last modified: August 20, 2009
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