001guy. 30 present. We have myself, we have um trusty Oamian and trustees. So we have our quorum. Absent is trustee Lopeus White and Trusty Garrison. And then if we could please all stand for the pledge of allegiance. I pledge algiance to the flag of the United States of America and to the republic for which it stands, one nation under God, indivisible, with liberty and justice for all. Okay. So agenda item C, approval of agenda order. The board reserves the right to change the order in which agenda items are discussed and/or acted upon at this meeting. Subject to further action by the board. The agenda for this meeting is to be approved as presented. It's see or items sorry it's the end of the year so please bear with me. Items may be added to this
002agenda for discussion or action only as permitted by the Brown Act. So do I have a motion to approve the agenda order? I'll make a motion to approve the agenda. Okay. So I have a motion by trustee Zeowitz. I'll second. A second by Trustee Ogamian. Um, all those in favor? I. Any opposed? And then we have two absent. Okay. On to D. Public comments on non-aggenda items. At this time, any person may address the board on any non-aggenda item. Pursuant to the Brown Act, the board cannot consider issues or take action on request during this comment period. Time is limited to three minutes per person, per item, 20 minutes per topic. Do we have any public comments? Okay, then if you could please step to the podium and Okay. Okay. Good evening. My name is
003Kate Bria. This week there have been rumors about Carlos Jimenez not being in school. It's hard to imagine that he has done anything so serious that he is not able to come to work. He is a respected and valued member of our school community. His absence from school this week has been deeply felt. Members of our union are concerned about him and we want to express our support and care. We hope he's receiving the consideration he deserves during this time. Thank you. Thank you very much. Okay. Um, hi, I'm Anna Ramirez, teacher here at Cloverdale High School. Um, I wanted to speak to you tonight. Um, I want to take a moment to speak not about specifics, but about community. There's been a lot of talk around this year's senior prank. Something that's been a
004tradition at our school for years. This one didn't seem different from pranks in the past, but the reaction this time feels more serious. Students have been called into the office to be interviewed and a staff member hasn't been at work for over a week. While we don't know everything, it's clear this has created a lot of tension and concern across campus. The staff member, Carlos Aimenez, is a CHS graduate. All three of his kids graduated from CHS, including his daughter, who is set to graduate in just a few days. What should be a joyful, proud time for their family, I'm sure, is now filled with stress and sadness. He's not just a colleague, he's part of the heart of the district. He coaches middle and high school sports and is a role model for Mexican-American
005boys. He's known for being kind, honest, dependable, and always showing up for students and staff. We're not saying there shouldn't be accountability, but it feels like what's happening now doesn't quite match the situation, especially when this tradition has gone on for years without clear guidelines. When things are handled this way, it causes worry, confusion, and a sense that something simple has been made too serious. I hope moving forward you're keeping you'll keep in mind the full picture, the people involved, the moment in time, and how all of this is affecting not just one person, but students, staff, and families who care deeply about this school district. Thank you. Thank you. Any other public comment? Okay, so now moving on to discussion action. Um, E1, consideration and possible approval of resolution 225-20 authorizing use of bridge
006financing for the Jefferson Elementary School early education project. Yeah. So, I'll turn it over to kind of the Vanpelt crew we have here so we can explain that. Just one thing I want to remind you guys of since we only have three here tonight in attendance, it does take all three of you voting for it in order for something to pass. So, it's not just a majority of what's here. is actually a majority of the entire board whether they're here or not. Does it make sense? Okay. Thank you. Uh good afternoon board of trustees. Um I'm Brian Cameron. I know most of you. Um senior project manager uh with Vanfeld Construction Services and I'm here with Aaron Frasier uh project manager for uh BPCs. And we also have Jen Gibb and Dena. So, um I'm
007excited to present to you uh an update on the Jefferson TK project. I know uh Aaron and myself and the team have been working really hard um on the funding aspects of this project and we wanted to give you an update and on where we're at and how we're moving forward. So, here's a a quick agenda. We're uh starting with the project status uh funding update, our phased approach, and then the discussion of the resolution. So where are we? Uh currently we have uh DSA approval on increment one and two which is a site and the building package for the buildings. Um we have all our current cost up to date to get the project done uh spring of 2026 uh pending the incoming state funding. And um we also have our uh state funding
008status. So, as you can see up here, I'm not sure if I'm in the way. Okay. Um, we have our um, it's hard to see from here, our modernization funding of 1.4 million, which we've already received, and we're pending about 11.3 million of incoming state funds. Uh so currently this is a list of the incoming funding um or all the funding we've received or are potentially to receive. Um and we have about $15.5 million uh in overall state funds. Um we've nearly exhausted all of the district contribution um and we've have them covered most of the advanced design. Uh the one thing that gets a little tricky and why we're here is we have to spend the TK final fund release before we can spend the mod reimbursement which we already have um in the
009bank. Uh so that's why we're coming to you with a resolution uh for an inner fund transfer. Uh so right now to get our summer project started we need to issue POS to write uh for two 2 million uh our inspector of record for 72,800 uh our geotech and special inspections uh for 76,000 and some change. And then our moving services to to clear out the the portables we're demolishing. Um, and then we have our CM uh fee, but we can wave that until uh we get most of the state reimbursements. Uh, so overall the total amount we need to get the project started is uh 2.1 uh 92,347. Um and then currently the cash we have in the bank to spend we have 86,540,000 um plus the 1.4 million uh which we want to
010transfer into our our current [Music] fund. So uh where we're going you want to take this? Yeah, I'll go ahead and jump in. Thank you. [Music] might get a little risky and take it off for a second so I can get the whole screen going on. Cool. So, like he had said, my name's Aaron Brazier, project manager with Vanpeld uh out here at Cloverdale Unified helping out with the construction management. So, you'll kind of see here real quick a a breakdown on some expected estimated estimated costes per phase of the project. So, working with both contractors on both increments, we were able to kind of dial in on on where we expect the cost to flow in at. Um, so that that that's what you're going to see here. Um, I'm going to go ahead
011and skip on to some future slides that'll have it in a little bit more detail, but it's kind of just a snapshot at it. Uh, phase 1, summer 2020 or 25, we're looking at about 2.5. Phase 2, that's the fall winter, uh, looking at about 2.8. And then phase three, that's spring of 2026, estimated cost of 6 million. And we'll kind of chat about where we're getting some of those numbers from. So for the summer construction that we are are slotting then in there is phase one to go from June to September of 2025. So pretty much where we're standing at right now. Um that's going to include the the demolishing of the eight existing portables out there right now where the construction site's going to be. So associated site demo as well. We're also
012going to be focusing on underground utilities including storm drain uh and electrical. It's really important that if we're going to get started out there that we knock out um all the drainage before the winter season comes. So that'll be a big focus on that first phase and then preparing the bio swells in order of in uh for the site to drain properly. So again kind of uh ties back into the storm drain tie in along uh Venezia away. Uh and then the last part of that phase one is going to be the the retaining walls um ahead of building uh installation. Okay. And then that that second phase for that fall construction, uh depending on how that funding rolls in on that second, uh installment, that's going to be a completion of of the staff
013parking lot there on kind of like the northeast side of of campus. Sorry about that. That's definitely the girlfriend where I'm at for sure. Uh completion of the TK drop off area or fiance rather. Completion of bio swells. um continuing with the sewer tying and lift stations and building pad certification. Right at around this time, we'll start to see a blend of jail construction coming in. They're going to be the contractor on that second increment and that work in that uh third phase from winter spring. Um rounding off the end of this year going into 2026 is going to be beginning the building of the foundations. Um, then coming in and getting the building shell, starting to knock out the interiors of the building, uh, concrete, flat work, all the miscellaneous shade structures and and
014pathways and striping and all the all the little fun stuff that kind of comes in at the end of the project. Oh my gosh. Sorry about that. Um, yeah. So, so landscaping as well. So, that that's where we're at on phase three of it. Hand it back to you. Cool. Um, so what we did is we worked really closely with Christa uh Looney um on where we're at with the current funding and we also worked very very closely with uh right contracting to see how much we're going to be uh spending over the summer to make sure we never kind of get into the negative with our cash flow. Um, and we're being super conservative with our um, incoming TK money that 5.9 we're showing uh, October, but we're we're actually asking um, OPSC for
015expedited review. Um, so we're we're anticipating getting that in October, but we really think that's going to come sooner. Um, and then we have our soft cost as well. Kind of just average down over the life of the project. And then one thing I just Thank you so much. I don't forgive. Um, I'm working with the team from the finance side of it. Um, one thing I just want to make sure the board is aware and why we're coming tonight to uh, request the approval of the resolution is really what Brian's trying to articulate and the team's wanting to show you is that um, we can do that summer work between now and September with the current cash that we have your cash on hand,000 plus if the board so chooses to approve the resolution
016this evening for the 1.4 million that's sitting in your fund 35. That's that modernization reimbursement that you previously had received. So that allows us to get this project up and going in anticipation. And really it will take us to the end of September committing to all that work. And really um what the team is showing you with right and um and then your soft cost is that we can do all of that work with your cash on hand and not overcommit the district for phase one increment that we're working towards. um and then anticipating having all the rest of the money come at the latest that it would come. But as Brian mentioned, we have uh request an expedited approval. Um the um superintendent has sent in a letter requesting that and so we're working
017really diligently to get that on the um state allocation board agenda this month. So that potentially you'll get that in August if not sooner. Um, so it really commits the district to nothing more than the work that we can do with the cash that we have on hand to do some of that work that we can't do when students are in session and staff are in session. Take care of the opportunity when no one's on campus. Um, as well as some of the work that we want to get um achieved before any rains come. Um, very very critical. So, um the requirement though of the resolution this evening is to um be able to do this work. We have to phase it and you do have to um authorize the approval of the resolution. Just
018want to make sure that's clear. Yeah. And one thing to add is uh if for some reason we have issues with the state funding and we can stop the work in September and still have a site that drains properly. Um so it's a good place to stop if we have to. Obviously, none of us want to do that. All right, discussion decision. So, obviously, I've brought it up a couple times, but we want to uh move that 1.414 million um over to uh funge 35 uh in order to use that money right away. And then on the flip side of that, the funding that comes through tenatively late as October would go back into mod reimbursement fund, the 1.4. Correct. Yeah. We just have to track all our costs and then we can uh journal
019it over pretty easily. Yeah. And one clarification on why do we need to borrow the money ahead of time and why do you have to do this resolution? As part of your application process for um the TKPK um FDK grant program that you received, you also received um a component for financial hardship, which meant at the time that you took forth the application, you said we have no money and you didn't have this $1.4 million. But since then, because you're good stewards of your funding and you're trying to maximize as much as you can, you put in an application and you were granted that funding and cash came in. And so now what you're saying, the state's like, well, you told us you didn't have any money. You can't spend money that you got after
020the fact um without doing this resolution. So you're borrowing from yourself, but it's to protect yourself to say at the time we submitted the application, we really didn't have any money. um we had what was listed and we're truthful and honest and now we're borrowing from ourselves in anticipation of the money coming. Um so it's protecting yourself from an audit standpoint. We've confirmed with the state controller and the state auditor uh with office of public school construction that this won't um hinder your application from an audit standpoint. Um and then this therefore the language that's presented to you in the resolution um allows you to borrow from yourself. So, um you will need a portion if you um go back a couple slides, Brian, back to your total project costs. You originally did anticipate using
021um a portion of your money to do a part of this project. It's just this um four, you're not allowed to spend it technically without adopting its resolution until you get line three. Hopefully that clarifies. Yeah. So this table shows you the order you have to spend it in. So we're just kind of supplementing the money ahead of time. Thank you. Mhm. Well, do you guys have any questions? It was a pretty good presentation. It makes sense to me. I mean, well then, do I have a motion uh to approve resolution or the resolution? Yep. 225-20. [Music] All moved to approve resolution 225-20 authorizing use of bridge financing for the Jefferson Elementary School Early Education Project. Do I have a second? I'll second that. Okay, trust me. Okay. All those in favor? I I Can
022we use acronyms next time? Any oppos? You could just say resolution 225-20. It' be okay. Okay. Okay. And then absent we have Trusty Garrison and Trusty Lope. Okay. Yes. Thank you so much. All very excited. Aaron can call his fiance now. Yeah. Yes. Exactly. Where are you at? Why are you okay? I just want to bring your guys attention to we have two meetings back to back. Oh gosh. What we'll do is the first meeting will be a kind of a regular meeting and the second one will just be the two items to approve if we can't approve on the same. Okay. So kind of our big meeting will be the first one easier. Okay. Anything gentlemen you want to put on the agenda for future agenda items? Are we good? Or you can make
023a motion. Are you can make a motion to trust eits? Are you making a motion to adjurnn? Okay, I will make a motion to adjourn this meeting. Trusty Oamian made a motion to adjourn. I'll second. Trusty Zitz. All those in favor?