Cost / Budget / Design Guidelines

TO:                  Board of Education
FROM:           Constance Hubbard, Superintendent
SUBJECT:     REVIEW OF DISCUSSION GUIDELINES FOR MEASURE E PROJECT DECISIONS                                                              


The Board began the discussion of the policy and planning issues linked to the decisions required in the Program Plan Development phase of Measure E projects at the September 26, 2007 Board meeting. 

The Project Investigation and Concept Development phase is due to be completed by November 14, 2007.  The Program Plan Development phase is scheduled to begin at a Special Board Meeting scheduled for November 28, 2007 and is expected to go through January/February of 2008.  The Program Plan is the defined scope, sequence and budget for each project that is to be included in the Measure E implementation phase.

The timeline is scheduled to be discussed at each of the Parent Club meetings in October and staff meetings to be scheduled prior to November 14, 2007.  Parents, staff and community members are encouraged to provide direct feedback on the proposed Guidelines for the Project Program Development Plan at the Regular Board meetings scheduled tonight, on October 24, 2007 and November 14, 2007 and through the bond website at: www:// 

The goal is for the Board to discuss, receive input and to approve Guidelines for the Project Program Development Plan by November 14, 2007.  The approved guidelines will be used in the prioritization process for the adopted Program Plan for Measure E.

Attached is a graphic of the various issues that impact the Program Plan Development and a copy of the information on the issues and recommendations presented to the Board.A summary of the recommendations grouped into two basic categories of Cost/Budget and Design Parameters is also provided.

It is recommended that the Board discuss the issues and recommendations as presented.   The goal is to have the criteria finalized by November 14, 2007.





(Presented at Board Meeting of October 10, 2007)

Following is a summary of the recommendations presented to the Board on September 26, 2007 for the guiding criteria to be used in the decision-making process for the Program Plan Development.  The information is grouped into two categories: Cost/Budget considerations and Design Criteria.


The project investigation phase includes estimated cost for the implementation of the concepts presented for each project.The funds available from various sources must also be considered in the Program Plan development.  The cost estimate and the funds available are a guide to the decisions about scope and sequence.The budget to be allocated to each project and the overall plan must balance cost and funds available.  The prioritization process includes contingencies as funds are/are not available.  The recommendations presented as they relate to budgeting and costs are:

1.     Budget Measure E funds to each site to address all safety issues related to earthquakes including non-structural deficiencies identified as first priority.

§  Structural seismic

§  Accessibility as required by DSA (Division of the State Architect)

§  Fire and Life safety as required by DSA

§  Address fire alarm systems at all sites

§  Non-structural seismic hazards

2.     Budget State Modernization funds to address infrastructure issues to leverage (supplement) Measure E funds on projects.

§  Develop a prioritized list of program improvements to apply as the schedule for receipt of State funds is confirmed.

§  Use Modernization funds remaining to improve programmatic functions at each school.Consider usability after an earthquake in the structural criteria, design

3.     Address accessibility issues not required by DSA from Measure E, State Modernization and Deferred Maintenance funds.

4.     Include maintenance facilities in final plan to improve ability to react after an earthquake ( not allow to fall off list of Measure E projects)

Design Criteria

1.     Consider usability after an earthquake in the structural criteria for inclusion in the Program Plan

2.     Address all buildings 50 years or older as if designated as historic sites in the development of the repair options 

3.     Require all designs and materials to consider the requirements for LEEDTM (Leadership in Energy and Environmental Design) rating system, and CHPS (California High Performing Schools).Incorporate sustainability and ecological impact for now and the future for use and selection of materials

4.     Address infrastructure issues at same time facility is disrupted by required Measure E work

5.     Consider long-term implication for maintenance of facilities

6.     Consider program needs for now and future

7.     Parity of educational program offerings among schools (elementary)

8.     Apply approved facilities standards in selection and use of materials

9.     Apply OPSC (Office of Public School Construction) and District program standards in design of spaces

This update was posted on Wednesday, October 10th, 2007 at 8:16 pm.