MINUTES OF MEETING
February 11, 2002
The meeting was called to order by Co-Chairman Kenn Phillips at 5:45 PM.
Committee members present were Gabriel Avila, Jennifer Brogin, Lori Dinkin, Marshall Long, William Mosley, Edwin Young, and Kenn Phillips. Those absent were Diann Corral, Sally James, Scott Svonkin and Co-Chair Carlos Ferreyra.
Others present were Valley College President Tyree Wieder and LAVC Director of Public Relations Cindy Sardo. Jeanne Rubin, Executive Assistant to President Wieder, acted as recording secretary, taking the minutes of the meeting. There were no members of the public in attendance.
Mr. Phillips submitted the draft of the minutes of the committee's meeting on November 26, 2001 to the members for their review. Co-Chairman Phillips suggested several changes to the draft minutes, as did Dr. Long. The minutes were unanimously approved and accepted as amended. A true and exact copy of the minutes as amended and approved is attached hereto.
Prior to addressing item number III on the Agenda, Co-Chairman Phillips inquired of Dr. Wieder regarding the status of the selection of Valley College's project manager. Dr. Wieder described the steps remaining to be completed for the hiring of the project manager that Valley College has selected, and told the committee that it was her expectation that the firm would be finally appointed by the Los Angeles Community College District Board of Trustees by March 6, 2002.
Co-Chairman Phillips then opened the discussion of a regular meeting schedule for the committee, and the members unanimously decided that the next meeting would be held on Monday, March 18, 2002 at 5:30 PM in the President's Conference Room, and thereafter on the second Monday of every other month.
That agenda item concluded, Dr. Wieder made her presentation on the Master Plan to the members. The presentation included informational handouts to which the members could refer. Dr. Wieder gave an overview of the issues that have to be considered in developing the master plan, and described how the Academic Master Plan affects the physical Master Plan. She gave as an example the fact that most of LAVC's math classes are presently lecture classes, but over the next five years a transition will occur in which forty percent of these classes will be lab classes. This affects planning the physical setting for the classrooms. By the committee's next meeting, Dr. Wieder said that she expects to have an update of the Master Plan that includes Dr. Sue Carleo's (LAVC's Vice President of Academic Affairs) Academic Master Plan. The update will further include a report on the progress of the campus lighting project currently underway.
Dr. Wieder then gave a brief description of CEQA requirements, and explained that it will take approximately six to nine months from the time of its inception for LAVC to complete the required Environmental Impact Report, a prerequisite to the start of any new construction on campus. She referred the members to the District's website on which they can view the Request for Qualifications regarding the EIR. By mid-March, the college will have been provided by the District the list of names from which LAVC can select the firm to prepare the EIR, and will have made the college's selection.
Dr. Wieder then discussed the handout entitled "Financial Report (Budget s. Actual Cost; Encumbrances Draft). She explained the meaning of the categories (hard costs, other costs, soft costs, program-wide costs). Dr. Long inquired if there were costs included for city fees. Some discussion among the members ensued as to which line item would logically include this item. Dr. Wieder will inquire of the District, and will report to the members. Dr. Long also inquired about the $5.2 million item for LAVC land acquisition. Since LAVC has not acquired any land, Dr. Wieder will also inquire as to what this item refers.
Dr. Wieder pointed out that 75% of the monies are attributed to hard costs. She explained that the Chancellor is very motivated to keep the furnishings and equipment costs low, and to apply funds to the actual building projects. By the committee's next meeting, Dr. Wieder said, we will have an up-date on actual costs through the end of February.
Dr. Long asked why Project Management costs appear under both the "hard costs" and "program wide costs" line items. Dr. Wieder responded that program wide, these costs are for DMJM. The soft cost item is for LAVC's project manager.
In response to the committee's question posed at the November 26th meeting regarding audit responsibilities, Dr. Wieder stated the certified public accounting form of KPMG Peat Marwick LLP has been retained by the District to audit DMJM, and DMJM will be provided the audit function for the individual college's projects. At each committee meeting, the members will be provided an informational sheet similar to the handout distributed at this meeting. The function of LAVC's committee is to keep the college on the track of the goal of eighty percent hard costs/twenty percent soft costs.
Ms. Brogin asked what would happen if LAVC does not meet its targets, and if there was any fallback funds. Dr. Wieder responded by saying that if the college goes over budget on the Health Sciences building for example (the first building proposed to be constructed) then we may not be able to build the projects scheduled at the end. Dr. Long explained that typically, budgeting takes into account contingencies and inflation.
Dr. Wieder added that URS' job, among other things, will be to see that we budget in a manner that allows all of the projects proposed for Valley to go forward.
Co-Chairman Phillips inquired of Dr. Wieder how LAVC will market the project to the community and to local businesses. She responded that the District has retained Fleishman-Hillard to help with public relations, and this firm will help Valley to publicize the EIR public meetings, ground breaking ceremonies, etc.
Dr. Wieder invited the committee members to attend the March 23rd LACCD Board of Trustee's meeting at which they will take up the question of "green buildings". She explained the meaning of the term "green building", and told the members that both the District and Valley have worked very hard on this issue. She explained the LEED building certification system, and gave the members a handout on this subject for their information. She told the committee that the Board of Trustees had appointed a sub-committee to study the matter and make a recommendation to the Board regarding green buildings range and targets. The sub-committee, she reported, is expected to recommend that the target should be LEED certified buildings. Dr. Long added a cautionary note, expressing his concern that sometimes efforts to achieve maximum energy efficiency can lead to interior pollution in buildings. Dr. Young asked about the material in the handout referring to LEED rating system without certification as opposed to LEED Certification. Dr. Wieder explained that there had been considerable thought and study devoted to the cost of obtaining the certifications as opposed to simply building the projects to conform with LEED standards, and consideration of why the expense of certification would be logical to incur. It had been pointed out to her, Dr. Wieder said, that meeting LEED standards without obtaining certification would be akin to taking all the classes necessary to obtain a bachelor's degree, but never actually getting the degree. Dr. Wieder further commented that there are grants available from organizations such as the Los Angeles Department of Water and Power that may require the certification in order to qualify.
Dr. Long asked about the handout entitled "LAVC Start Up Bond Requirements". Dr. Wieder responded that this document was prepared by CMS Viron Energy Services, the firm working on Valley's heating, air-conditioning and lighting projects. In working on these projects, Viron found many, many examples of deferred maintenance and/or lack of maintenance. Items one through twenty-four in this document constitute the list of items that, in Viron's estimation, need to be fixed in order for the air conditioning project to operate at maximum efficiency. Dr. Long then asked about the $2.5 million figure for painting/resurfacing all existing building exteriors. This number, along with the other numbers in items twenty-four through thirty-one, are estimated numbers, Dr. Wieder explained. On the subject of the same handout, Dr. Young asked for an explanation of the column entitled "With DSA costs" and Dr. Wieder provided the explanation.
Dr. Long then commented about the importance of designing air conditioning systems that are not noisy. The items on the list (handout) he said "appear band-aid-y". Dr. Wieder responded that there were design flaws. A lot of these things were begun prior to her presidency, and said that it would be the job of URS Corp. to see that these design flaws do not occur in future construction. Dr. Long reiterated his concern, saying that he does not think URS will be capable of preventing such flaws. Dr. Wieder stated that the URS team will be present at the next committee meeting, and will be available to respond to such questions and concerns.
Co-Chairman Phillips then called for items from the floor. Mr. Avila and Ms. Brogin said they would like to have a campus tour, as they were unable to attend the one given on January 25th. Ms. Rubin asked that they call her to arrange it.
Co-Chairman Phillips then proposed items for the agenda at the committee's March 18th meeting. Those items were: Public Comments, Approval of Minutes, Introduction of Project manager, and Update on Master Plan.
There being no further business, the meeting was adjourned at 7:05 PM.
By: _______________________________________
Jeanne C. Rubin
Acting as Recording Secretary
