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Citizens' Oversight Committee

February 23, 2009 -- Minutes
I Call to Order

Meeting called to order at 6:03 p.m.

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

Members absent: Elizabeth Sanford
Others attending: Joe Keeler, Brian Bush (Kitchell), Jan Bernstein Chargin

Joe introduced Jan Chargin, Public Information Officer and Brian Bush, Project Manager

II Consent Agenda

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

Update on member recruitment: No representative from taxpayer association, no student representative, continuing to actively recruit.

III Approval of Agenda

MS (Sitton/Boll) 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

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

      December 9, 2008
    • Public Hearing to Receive Comments on the Environmental Impact Report for the Gavilan San Benito Campus and Fairview Corners Projects
    • Resolution Certifying an Environmental Impact Report, Adopting a Mitigation Monitoring and Approving the Proposed San Benito Campus Project, and Rendering Local General Plans and Zoning Ordinances Inapplicable to the Campus Project and Campus Project Site, Resolution 902
    • Resolution Approving Second Amendment to Purchase and Sale Agreement, and Electing to Close Escrow for the Purchase of Real Property for the San Benito Campus Project, Resolution No. 903
    • Acquisition of Relocatable Facilities
    • BFGC Architect Planners, Inc. (BFGC) Amendment to Project Assignment Amendment (PAA)
    • Kitchell CEM Amendment to Project Assignment Amendment (PAA)
    • Capital Project Change Order

      January 13, 2009
    • Revised Measure E Bond Quarterly Financial Status Report
    • FY 07-08 District and Measure E Bond Audit Reports
      Bill Williams, Vavrinek, Trine, Day and Co., LLP, reviewed reports, no exceptions, just under $50 million available in fund balance, very effective oversight. Douglas asked Joe to provide information on the classified salary account. Joe noted that one of the projects on the bond was to replace the old computer system with the ERP system. Measure E funds paid for half of the salary for the Assistant MIS Director to assist with the training and implementation of the integrated system. The general fund pays for the other half.
    • Kitchell CEM Project Assignment Amendment (PAA)
    • Capital Project Change Order

      February 10, 2009
    • Revised Measure E Quarterly Financial Status Report as of 12/31/08
    • Project Assignment Amendments (PAAs) to BFGC Agreement for Architectural Services for the Social Science Building Modernization Project
    • Capital Project Change Order

    Joe reported that $30 million was used to purchase two properties with no significant mitigation. The Gavilan Early College Academy (GECA), a partnership with GUSD, utilizing facilities at Gavilan has run out of space for classes. The program requested four portables; six have been set up and will also be used to meet the space issues for the increased enrollment at the college.

VI Discussion Items
  1. Update Measure E Activities
    1. Measure E Construction Updates
      Joe reviewed the updates.
    2. 2008 Report to the Community
      Jan Chargin, Public Information Officer, will assist with the annual report. Due to budget constraints it will not be mailed to entire district, but will be available online. The local newspaper is putting together a special section to celebrate its 90th anniversary, which will be mailed to the community, and can include the Annual Report. Jan noted that Measure E funds may not be needed. Jan will send out a press release to announce the availability of the Annual Report online. Douglas Marshall will work with Jan on a cover letter and the report.
  1. FY 07-08 Measure E Bond Audit Report
    MSC (Hansell/Golobic) unanimously carried to accept FY 07-08 Measure E Bond Audit Report.
  2. Set Next Meeting Date(s)
    May 11, 2009, 6:00 p.m.

1. Adjournment

MSC (Boll/Golobic) 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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