Ohlone College

Room 1216

43600 Mission Boulevard, Fremont, CA


Minutes of Citizens’ Oversight Committee

November 3, 2003

Page 1 of 3 Pages ADOPTED


MEMBERS PRESENT: Pat Danielson, James Griffin, Emily Sawyer, Jim Laub, George Mathiesen, Louis Willett, Dan Chang, Leo Hinkel, Ken Ballard


MEMBERS ABSENT: Christopher Gray, Jason Greenfield




PRESENT: Deanna Walston, V. P., Doug Treadway, President, Simon Barros

OPEN MEETING: The meeting was called to order by Pat Danielson at 6:40 P.M.

She led the Committee in the Pledge


from the Audience None


Communications Deanna responded to Dan Chang’s questions regarding a Board approval of

from the Committee reallocation of funds at their June 25th meeting. A discussion followed regarding the Committee’s lack of knowledge regarding this transfer of funds previous to the meeting of the Board. Deanna told the Committee that a new budget will be prepared when the master plan is revised. Pat expressed concern that the updated budget should carry over the expenditures prior to the revised master plan. Also discussed was additional costs for the Bond Project Manager’s services and a possible change in the existing joint library plan. Don Eichelberger informed the Committee that the revised plan will be flexible regarding changes. Also noted was the consideration that additional costs will be offset by recognized savings. Emily Sawyer expressed objections to the reallocation of $5 Million from the Newark project to the other projects.



1.                                                                 Approval of minutes from the Oct. 6 and Oct. 20, 2003 Meeting

Minutes approved.


2.                                                                 Approval of the Agenda



3.                                                                 Districtwide Master Plan Update

The Committee heard that master plan schemes are in the process of revision and refinement. A consultant from RMA is working with educational uses and programming milestones, while Don, David Neuman, and Claire (RMA) are working on plan development.


Questions from the Committee concerned the planned location of the Student Support Services building, programs moving to Newark, and the timing for a schedule and summary report. Deanna stated that a revised Master Plan is expected to go to the Board of Trustees in December (for the Newark site). There was further discussion of changes in planning for the SSS building, particularly in view of the release of KMD Architects. Don again emphasized the necessity of assessing needs before continuing.


Doug responded to questions regarding the Board’s decision to move the buildings back from Cherry Street and then the rescinding of that decision. He stated that a conflict of values appears to exist, and one of the big issues is traffic control.


The Committee revisited the purpose of the Committee’s existence. George asked for confirmation that the group can advise, but not direct.


4.                                                                 Bond Project Manager Cost and Report Example

Don presented several sample report styles for the Committee’s review. The differences in reports hinge on the use of contingency budget. The President discussed the amount of detail needed by the Committee for accurate reporting, and the Committee determined that the overall budget for each major bond project was the most important, with appropriate back up information available, particularly for areas with a large variance. Don stated that a line item report, as well as a graph chart, could be presented for the Committee’s review. Ultimately, the Committee favored a broader reporting, with detailed back up available for further review.


5.                                                                 Construction Cost Versus Time Report

Jim Laub presented project forms used by NASA in charting actuals, obligations, and accruals. He also showed a milestone chart, outlining project elements and progress by month. Concern about soft costs getting buried in overall budget projections was expressed. The milestone charts will coordinate with budget reports.


6.                                                                 Review and Approval of the Committee’s Website Policy Statement

The policy was approved, with one revision. “These documents (with the exception of Project Updates) will be posted for one year on the Committee’s website.”


7.                                                                 Review of Committee Members Term of Representation

The Committee received a list of members, with dates terms began. Most of the members will have served two years on the Committee. Pat suggested that there should be more consideration of this in February to allow time for replacement of any members who may wish to discontinue on the Committee.


8.                                                                 Suggestions for next meeting

A Master Plan Community Forum is planned for December 15, 2003, probably in the Silliman Center in Newark. There was a suggestion that the Committee attend that workshop from 5:00 to 6:30 P.M. and follow up with a Committee meeting at 6:30 P.M. The Committee will be notified when details are worked out.


The meeting was adjourned at 9:10 P.M.