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Citizens' Oversight Committee

November 17, 2008 -- Minutes
I Call to Order

Meeting called to order at 6:00 p.m.

  1. Introductions
  2. Roll Call: Douglas Marshall, David Boll, Elizabeth Sanford, John Sitton, John Hansell, Fernando Ortiz, Robert Golobic

Joe Keeler

II Consent Agenda

MS (Sanford/Boll) unanimously carried to approve the minutes as presented.

III Approval of Agenda

MS (Boll/Sanford) unanimously carried to approve the agenda.

IV Comments from the Public -- This is a time for the public to address the Citizens' Oversight Committee.


V Information Items
  1. Update on Recruiting New Members
    There is still ongoing recruitment for a representative of a taxpayer's organization.
  2. Orientation for Citizens' Oversight Committee
    • Bylaws Review
    • Role of Committee
    • Required Actions of Committee

    Joe referred to the discussion notes on 9/29/08.

  3. Item(s) presented at board meetings for information or approval by the Board of Trustees:
      July 8, 2008
    • Bid for Humanities, Art and Music Buildings' Modernization Project
    • Professional Services Agreement with the Law Firm of Bingham, McCutchen, LLP
    • BFGC Architect Planners, Inc., (BFGC) Amendment to the Master Planning Agreement and Various Project Assignments Amendments (PAAs)
    • Various Capital Project Change Orders
      August 12, 2008
    • Measure E Bond Quarterly Financial Status Report
    • Emergency Final Project Proposal, Resolution No. 898
    • Various Capital Project Change Orders
    • BFGC Architect Planners, Inc. (BFGC) Amendment to Various Project Assignment Amendments (PAAs)
      September 9, 2008
    • Public Hearing to Receive Comments on the Environment Impact Report for the Coyote Valley Project Site
    • Resolution to Certify Environmental Impact Report (EIR) and Approve the Project, Resolution No. 900
    • Notice of Completion for Science Buildings Modernization Project
    • Notice of Completion for Phase 2 Site Improvement Project
    • Various Capital Project Change Orders
      October 14, 2008
    • Approval of Amendment to Purchase and Sale of Agreement with Campus Associates, Resolution No. 901
    • Citizens' Oversight Committee Appointments
    • BFGC Architect Planner, Inc. (BFGC) Amendment to Various Project Assignment Amendments (PAAs)
    • Capital Project Change Order
      November 11, 2008
    • Revised Measure E Bond Quarterly Financial Status Report
    • First Amendment to Purchase and Sale Agreement and Joint Escrow Instructions for Hollister Campus Acquisition between Fairview Corners, LLC, John P. Pedicini, and Richard B. Oliver and Gavilan Joint Community College District (Fairview Corners Property)
    • Citizens' Oversight Committee Appointment
    • BFGC Architect Planner, Inc. (BFGC) Amendment to Project Assignment Amendment (PAA)
    • Notice of Completion for Occupational Education Building Modernization Project (Phase I)
    • Capital Project Change Order

    Joe reviewed items presented to the Board of Trustees. Once construction signs are down and construction is complete tours can be conducted. Joe Keeler is available to conduct a tour for committee members individually or as a group. The next buildings in line for renovation are humanities, art and art lecture with the anticipated date of completion this summer. Joe reviewed the process for hiring of architects and construction manager.

    Joe reported that the Board of Trustees approved the certification of the Environmental Impact Report for Coyote Valley (9/9/08) and the purchase and sale agreement (10/14/08) and the first amendment to purchase and sale agreement on the land acquisition in San Benito County. Fernando reported that De Anza students stated a concern about the disruption of wildlife movement in the area. David Boll asked if there were any potential lawsuits filed; Joe noted that the college has not been served. Contingency funds from Measure E would be used in the event of a lawsuit.

VI Discussion Items
  1. Update Measure E Activities
    1. Measure E Construction Updates
      Joe reported that there are user groups for each building being renovated to provide input from staff and to keep the level of expectations under control. Joe noted that If there are any safety concerns people can contact him or Jeff Gopp, Director of Maintenance.
    2. Annual Audit Report for January 2009
      Joe reviewed reports and stated that the Board of Trustees approves all three audit reports and then they are brought to the Citizens' Oversight Committee for information. The Committee would like to have the auditor attend the next meeting to review the audit reports.

Set Next Meeting Date(s)
February 23, 2009, 6:00 p.m.

John Hansell asked about the University Center noted in the financial report. Joe stated that when the bond was being considered the idea was to purchase property in Coyote Valley, San Benito County and property near the main campus. As growth patterns were reported the property near the main campus did not become a viable option.


1. Adjournment

MSC (Boll/Hansell) unanimously carried to adjourn meeting 6:45 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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