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HomeMy WebLinkAbout10.15.2019 SP Minutes @6:45MEASURE W CITIZENS’ OVERSIGHT COMMITTEE OCTOBER 15, 2019 SPECIAL MEET ING MINUTES PAGE 1 MINUTES SPECIAL MEETING MEASURE W CITIZENS’ OVERSIGHT COMMITTEE OF THE CITY OF SOUTH SAN FRANCISCO P.O. Box 711 (Cit y Hall, 400 Grand Avenue) South San Francisco, Calif ornia 94083 Meeting to be held at: CITY HALL FINANCE CONFERENCE ROOM 400 GRAND AVENUE, LOWER LEVEL SOUTH SAN FRANCISCO, CA TUESDAY, OCTOBER 15, 2019 6:45 p.m. Call to Order. Time: 6:45 p.m. Roll Call. PRESENT: Chair Wong, Vice Chair Fernandez De Paz, Committee Member Alcalde ABSENT: Committee Members Brosnan and Zemke STAFF: Finance Director Salisbury and Director of Capital Projects Gilchrist, Assistant City Attorney Lai Agenda Review. No changes to agenda. PUBLIC COMMENTS Mina Richardson, addressed the Committee to express her concern with the project ’s funding problem and requested more information regarding a memorandum of understanding between the Cit y and the Librar y Foundation regarding fundraising and a State grant of $4 million mentioned a September Regular Cit y Council Meeting. Finance Director Salisbury stated that the committee is limited to Measure W funds and the revenue taken in by Measure W and that anything outside of that is not part of the scope of the committee and would be presented at a regular Council Meeting. MEASURE W CITIZENS’ OVERSIGHT COMMITTEE OCTOBER 15, 2019 SPECIAL MEET ING MINUTES PAGE 2 Mina Richardson questioned the legality. Assistant City Attorney Lai agreed that the description of the scope was correct. Mina Richardson argued that any revenues that the fund raises cast a shadow on the whole project so the revenues and lack thereof should be discussed. She stated that the in her view the project is running out of money and that the City is looking for ways to raise money making it pertinent that the committee be given the realities of the funding for the project. In addition to Mina Richardson’s statement Committee Member Alcalde questioned information from a City Council Meeting where it was mentioned that the library and the park would cost 120 Million. In response to Committee Member Alcalde’s question, Finance Director Salisbury stated there are two phases and that we would go over the cost during Item 3, Capital Projects. Chair Wong commented in response to Mina Richardson’s statement that the committee is aware of the funding situation. Mina Richardson requested additional time to speak. Mina Richardson stated that the public is entitled to understand and know all of the funding mechanisms related to the project and the project appears to be trouble. MATTERS FOR CONS IDERATION 1. Motion to approve the Minutes from the meeting of August 7, 2019. Attachments: 08.07.19 Meas W COC Minutes-Action Minutes Committee Member Alcalde stated that the minutes were not available from his computer. Chair Wong stated she was only able to access the minutes from the email sent by the secretary. Finance Director Salisbury stated that IT would look into it. Committee Member De Paz stated that he could not see the minutes from the email and was only able to access the minutes from the website. Finance Director Salisbury reiterated that IT would look into it. Mina Richardson stated that she believed the minutes were incomplete as a s tatement she made and an item she though would be on the agenda was not there, therefor she stated the minutes were incomplete. The committee secretary explained that the minutes are action minutes and that audio is available through the City Clerk. MEASURE W CITIZENS’ OVERSIGHT COMMITTEE OCTOBER 15, 2019 SPECIAL MEET ING MINUTES PAGE 3 Action: Motion-Committee Member Alcalde/Second-Chair Wong to approve the Minutes from the meeting of August 7, 2019. Approved b y roll call vote (3-0-2) 2. Report transmitting Measure W Fiscal Year 2019-20 financial reports as of September 30, 2019. (Janet Salisbury, Finance Director) Finance Director Salisbury presented the report for the first quarter of fiscal year 2019-2020. She stated that there was not a lot to report as the budget awarded for the fiscal year of $17 Million has not been spent and doesn’t leave anything to report in terms of capital spending for this fiscal year. Committee Member Alcalde questioned if the City is receiving money from the State. Finance Director responded that to date the City has received $930,148.00 in terms of Measure W revenues as reflected in Attachment 1. Committee Member Alcalde stated that he saw a lot of zeros on the other report. Finance Director Salisbury stated that this is what there is to report as of this time and that she expects we will have more to report as of Quarter 2. Chair Wong questioned what happened in the three months July to September as the committee saw no expenditures. She questioned if the project stopped as the committee has not seen any expenditure over the past year. Finance Director Salisbury stated as she is not the project manager she can only surmise that contracts have been executed but that no dollars have been spent. She stated that we are in the phase where we are looking for bids, active design, which is phase 1. Finance Director Salisbury concluded her report. Attachments: 1. FY 2019-20 Measure W Revenue Detail Sept 2019 YTD 2. FY 2019-20 Measure W Expenditure Detail Sept 2019 YTD 3. FY 2019-20 Measure W Balance Sheet Report Sept 2019 YTD 4. FY 2019-20 Measure W Life-to-date Revenues and Expenditures through Sept 2019 3. Report regarding an update on the Community Civic Campus Project Design Development. (Jacob Gilchrist, Director of Capital Projects and Smith Group, Master Architect) Jacob Gilchrist, Director of Capital Projects introduced himself and his work on the Civic Campus. He stated that since June they have been working primarily on the skin or exterior and have been putting a lot more detail into the council chambers and presented a model of the council chambers. He stated that he would be happy to answer any questions after the presentation. Kenneth Litwin, Project Director from Smith Group gave an update of the current status. He stated that we are about 75% done with project development and gave a presentation on the exterior skin and the council chambers. He gave a brief presentation on the library/park and rec MEASURE W CITIZENS’ OVERSIGHT COMMITTEE OCTOBER 15, 2019 SPECIAL MEET ING MINUTES PAGE 4 project. Committee Member Alcalde requested an estimate regarding the Police Station. Project Director Litwin stated that the estimate is $56 million and continued the presentation. Committee Member Alcalde requested a presentation of the police station. Director of Capital Projects Gilchrist stated that there was not a current presentation of the police station, Committee Member Alcalde stated that he would like to see the drawing before they go out to BID. Finance Director Salisbury stated that the design request is outside of the scope of the committee and that it will definitely be presented at Council. Committee Member Alcalde responded to Finance Director Salisbury that he disagreed. Stating that the project is being funded by monies that the committee is overseeing. He stated that design, construction, zoning, anything having to do with the project is within the purview of the committee as it is being funded by Measure W. Committee Member De Paz requested that the police station design be presented at the next meeting with the understanding that the committee does not approve the design, as the committee has seen the library and various parts of the civic center design but has not seen the police station. He stated that the committee has seen the outside drawings but nothing in the inside and that it has been about 6 months since the last time the drawings/m odels were brought. Project Director Litwin presented a summary that was presented to Council at the October 9 th meeting and concluded his presentation. Attachments: 2019-1009 LPR CITY COUNCIL Mina Richardson addressed the board regarding the cost of the Civic Campus citing the stated $176 million for the library and the police station. Director of Capital Improvements Gilchrist stated that the difference is the project cost. Committee Member Alcalde asked if there was a contingency. Director of Capital Improvements Gilchrist stated that there is an industry standard construction contingency of 10% and an added design contingency which brings the contingency to approximately 18.5% contingency. The board reiterated their request to see the police station and more financial data in regards to the police station. Committee Member De Paz also requested a presentation regarding other projects related to MEASURE W CITIZENS’ OVERSIGHT COMMITTEE OCTOBER 15, 2019 SPECIAL MEET ING MINUTES PAGE 5 Measure W funds also to be presented in December. ADJ OURNMENT At 7:31 p.m., Chair Wong adjourned the meeting. Submitted by: Approved by: Amanda Parker, Administrative Assistant II Cit y of South San Francisco Christine Wong, Chair City of South San Francisco