Special Board Meeting

Quick Summary / Staff Recommendation

Prior to the Public Session, the Board will meet in Closed Session pursuant to Government Code Sections 54957 and 54957.6. This is the opportunity for the public to comment prior to the Board's consideration of any closed session agenda items.

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Actions

Motion - Motion made by Mike Katz-Lacabe and a seconded by Ron Carey. | Vote: Yes Hermy Almonte .; Yes Carmen Sullivan .; Yes Lance James .; Yes Ron Carey .; Yes Diana Prola .; Yes Mike Katz-Lacabe .; Yes Morgan Mack-Rose .

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Quick Summary / Staff Recommendation

Members of the audience who wish to address the Board are asked to complete the yellow card available at the entrance and submit it to the Board's Administrative Assistant. Speakers who have completed the card will be called when the item is reached on the agenda or, for non-agenda items, during the Public Testimony. Cards are to be turned in before the item is reached on the agenda. Please note that the meeting is being recorded. State law prohibits the Board of Education from taking any action on or discussing items that are not on the posted agenda except to A) briefly respond to statements made or questions posed by the public in attendance; B) ask questions for clarification; C) provide a reference to a staff member or other resource for factual information in response to the inquiry; or D) ask a staff member to report back on the matter at the next meeting and/or put it on a future agenda. (Government Code 54954.2(a)).

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Minutes

Assistant Superintendent Song Chin-Bendib provided a brief overview of the December 21, 2011, Facilities & Technology Committee meeting where the committee heard a presentation from AEDIS and WLC architect firms on various solar options. During the meeting, committee members requested more information the cost benefit analysis of the solar project and the estimated return on investment, and felt that more in-depth education about the impacts of the four options presented and other project-related issues was required before asking the Board to discuss and consider. Due to the time constraints of having the design in the construction document phase and our timeline of implementing a bid process in early spring, it is critical that a decision be made on which solar option will be deployed at the Pacific Sports Complex and Burrell Field and the new San Leandro High School Swim Center and Sports Fields. AEDIS Architecture & Planning and WLC Architects, Inc. provided presentations to the Board of Education on various solar options to consider at two Measure M Projects: Pacific Sports Complex & Burrell Field and the San Leandro High School (SLHS) Swim Center and Track & Field. Measure M, the $50.1 million school facilities bond passed by San Leandro voters in November 2010, contains $6.8 million in the budget for sustainability and solar projects, identifying Burrell Field and the SLHS pool facility as possible locations. AEDIS is the architect for the SLUSD Pacific Sports Complex and Burrell Field. WLC is the architect for the SLHS Swim Center and Fields. Each presentation included an overview of the site plan, potential locations for photovoltaic (PV) installations, types of installations available, square footages, estimated solar panel performance and estimated cost analysis associated with each option. SLHS Swim Center and Fields Leo Ray-Lynch, WLC Architects, presented a proposal for the SLHS Swim Center and fields. Key points included: The parking lots close proximity to the site of the SLHS Swim Center provides an excellent opportunity to cluster photovoltaic panels close together, which would provide a greater return on investment than panels spread out over a larger distance. Preliminary calculations estimate that the annual electricity generated through the solar installation would equal the total net value of the annual consumption of San Leandro High School The preliminary cost of the design and installation of the photovoltaic system at the SLHS Swim Center and parking lot would cost approximately $3.7 million. Burrell Field and Pacific Sports Complex Joe Vela, AEDIS Architecture & Planning, presented four options for consideration at the SLUSD Pacific Sports Complex and Burrell field, ranging in cost from approximately $663,600 to $3.1 million. It was noted that the site plan for Burrell would not provide the same strong return on investment, stating that "Because of the limitations of the site, we will not get the same kinds of efficiencies as we would at the high school, adding, that the solar at Burrell would still provide an opportunity to show the community the District's commitment to sustainable energy. The Board asked many questions, with several members noting that efficiency and cost-effectiveness were of paramount importance, and they would only invest in solar when it made economic sense to do so. They directed staff to continue researching other sustainability measure that could offset energy consumption and cost.

Quick Summary / Staff Recommendation

Goal #2: Ensure the Financial Stability and Efficiency of the District Goal #5: Ensure Safe and Well Maintained Facilities AEDIS Architecture & Planning and WLC Architects, Inc. will provide presentations to the Board of Education on various solar options to consider at two Measure M marquee projects. Measure M is the $50.1 million school facilities bond passed by San Leandro voters in November 2010. AEDIS is the architect for the SLUSD Pacific Sports Complex and Burrell Field. WLC is the architect for the SLHS Swim Center and Fields. Each presentation will include an overview of the site plan, potential locations for photovoltaic (PV) installations, types of installations available, square footages, estimated solar panel performance and estimated cost analysis associated with each option.

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Fiscal Impact

The cost of architectural services is included in the approved Measure ?M? project list from the November 2010 Facility General Obligation Bond Election.

To

Cindy M. Cathey, Superintendent

Minutes

After the discussion of the merits and drawbacks of the four solar options at Burrell, the Board approved the amendment to the AEDIS Architecture & Planning contract to limit the inclusion of solar at Burrell Field, selecting option 1, which would provide coverage of the north parking lot only at a cost of approximately $663,000.

Actions

Motion - Motion made by Hermy Almonte and a seconded by Carmen Sullivan. | Vote: Yes Hermy Almonte .; Yes Carmen Sullivan .; Yes Lance James .; No Ron Carey .; Yes Diana Prola .; Yes Mike Katz-Lacabe .; No Morgan Mack-Rose .

Quick Summary / Staff Recommendation

Approve Amendment #1, in the amount of $185,610, to the Architectural Services Agreement with AEDIS Architecture & Planning for the San Leandro Unified School District Sports Complex and Burrell Field.

Board Committee

Facilities and Technology Committee: December 21, 2011

Background Information

On March 1, 2011, the Board of Education approved AEDIS Architecture & Planning (AEDIS), through a Request for Qualifications (RFQ) process, to be placed in an Architectural Pool for use on selected projects as identified through Measure M, the $50.1 million school facilities bond passed by San Leandro voters on November 2, 2010. On March 15, 2011, the Board approved AEDIS to provide architectural design services, in the amount of $1,075,125, for the replacement of the athletic facilities at the Pacific Sports Complex and Burrell Field. The Measure M Project List also identifies $6.8 million for sustainability/solar projects with Burrell Field listed as a possible location. Staff has considered a strategy that maximizes efficiency by incorporating the deployment of solar photovoltaic panels into the design of the Pacific Sports Complex and Burrell Field project. To that effect, AEDIS was tasked with developing options for the inclusion of solar in their design. At the December 21, 2011, Facilities and Technology Committee, AEDIS presented various options for solar at Pacific Sports Complex and Burrell Field. During the meeting, F & T Committee members requested more information on the cost benefit analysis of the solar project (including the estimated return on investment), more in-depth education about the impacts of the four options presented, and other project-related issues. Staff has since gathered the necessary information and data for presentation to the full Board at this Special Board Meeting. Due to the time constraints of having the design in the construction document phase and our timeline of implementing a bid process in early Spring, it is critical that a decision be made on which solar option will be deployed at the Pacific Sports Complex and Burrell Field. The production of electricity from solar energy with a photovoltaic system offsets the District?s consumption on a watt to watt basis. By regulation, our utility supplier, PG&E, considers this offset on a District wide basis and not on an individual site basis. The regulation allows the District to offset its aggregate (multiple sites) consumption with electricity generated at any one individual site. When electricity is being generated from a school site?s solar array, it is fed into the utility?s power distribution grid through a meter. At each monthly billing cycle PG&E subtracts the dollar value of generated electricity from the District?s dollar value of consumed electricity. This offset is applied up to the point where the annual value of generated power equals the District?s annual value of power consumed. The process is termed ?net metering?; and the point where generation equals consumption is termed ?net zero?. For comparative context, the estimated amount of annually generated electricity from this solar system exceeds the annual consumption of Garfield Elementary School. This amendment #1 adds the design of a solar photovoltaic system to the Pacific Sports Complex and Burrell Field project. Contract Summary Item Fee Amount Running Total Percent Increase Original Contract $1,075,125 $1,075,125 n/a Amend. #1 $185,610 $1,260,735 17% $185,610 represents approximately 9.8% of the construction budget.

From

Song Chin-Bendib, Assistant Superintendent, Business & Operations

Attachments

• Amendment #1 - AEDIS for Pacific Sports Complex & Burrell Field PDF · 19.7 KB ViewOpen Amendment #1 - AEDIS for Pacific Sports Complex & Burrell FieldDownload Amendment #1 - AEDIS for Pacific Sports Complex & Burrell Field

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Fiscal Impact

The cost of architectural services is included in the approved Measure ?M? project list from the November 2010 Facility General Obligation Bond Election.

To

Cindy M. Cathey, Superintendent

Minutes

The Board approved the amendment to the Architectural Services agreement for solar inclusion at the San Leandro High School Swim Center and parking lot by the following vote:

Actions

Motion - Motion made by Lance James and a seconded by Diana Prola. | Vote: Yes Hermy Almonte .; Yes Carmen Sullivan .; Yes Lance James .; Yes Ron Carey .; Yes Diana Prola .; Yes Mike Katz-Lacabe .; Yes Morgan Mack-Rose .

Quick Summary / Staff Recommendation

Approve Amendment #1, in the amount of $264,860, to the Architectural Services Agreement with WLC Architects for the San Leandro Swim Center and Sports Fields.

Board Committee

Facilities and Technology Committee: December 21, 2011

Background Information

On March 1, 2011, the Board of Education approved WLC Architects, Inc., through a Request for Qualifications (RFQ) process, to be placed in an Architectural Pool for use on selected projects as identified through Measure M, the $50.1 million school facilities bond passed by San Leandro voters on November 2, 2010. On March 15, 2011, the Board approved WLC Architects, Inc. to provide architectural design services, in the amount of $750,000, for the replacement of the aging and deteriorating San Leandro High School pools and fields. The Measure M Project List also identifies $6.8 million for sustainability/solar projects with San Leandro High School?s pool facility listed as a possible location. Staff has considered a strategy that maximizes efficiency by incorporating the deployment of solar photovoltaic panels into the design of the San Leandro High School Swim Center and Sports Fields project. To that effect, WLC was tasked with developing options for the inclusion of solar in their design. At the December 21, 2011, Facilities and Technology Committee, WLC presented various options for solar at the San Leandro High School. During the meeting, F & T Committee members requested more information on the cost benefit analysis of the solar project (including the estimated return on investment), more in-depth education about the impacts of the four options presented, and other project-related issues. Staff has since gathered the necessary information and data for presentation to the full Board at this Special Board Meeting. Due to the time constraints of having the design in the construction document phase and our timeline of implementing a bid process in early spring, it is critical that a decision be made on which solar option will be deployed at the new SLHS Swim Center and Sports Fields. The production of electricity from solar energy with a photovoltaic system offsets the District?s consumption on a watt to watt basis. By regulation, our utility supplier, PG&E, considers this offset on a District wide basis and not on an individual site basis. The regulation allows the District to offset its aggregate (multiple sites) consumption with electricity generated at any one individual site. When electricity is being generated from a school site?s solar array, it is fed into the utility?s power distribution grid through a meter. At each monthly billing cycle PG&E subtracts the dollar value of generated electricity from the District?s dollar value of consumed electricity. This offset is applied up to the point where the annual value of generated power equals the District?s annual value of power consumed. The process is termed ?net metering?; and the point where generation equals consumption is termed ?net zero?. For comparative context, the estimated amount of electricity generated annually from this solar system equals the entire San Leandro High School consumption. This amendment #1 adds the design of a solar photovoltaic system to the San Leandro High School Swim Center and Sports Fields project. Contract Summary Item Fee Amount Running Total Percent Increase Original Contract $750,000 $750,000 n/a Amend. #1 $264,860 $1,014,860 35% $1,014,860 represents 10% of the construction budget.

From

Song Chin-Bendib, Assistant Superintendent, Business & Operations

Attachments

• Amendment #1 - WLC for SLHS Swim Center and Sports Field PDF · 19.8 KB ViewOpen Amendment #1 - WLC for SLHS Swim Center and Sports FieldDownload Amendment #1 - WLC for SLHS Swim Center and Sports Field

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Minutes

Regular Board Meeting ? January 24, 2012 Regular Board Meeting ? February 7, 2012 Tentative Board Work Session - February 14, 2012 Regular Board Meeting ? March 6, 2012 Special Board Meeting ? March 13, 2012 Regular Board Meeting ? March 20, 2012 Regular Board Meeting ? April 3, 2012 Regular Board Meeting ? April 17, 2012 Regular Board Meeting ? May 1, 2012 Tentative Board Work Session - May 8, 2012 Regular Board Meeting ? May 15, 2012 Regular Board Meeting ? June 5, 2012 Regular Board Meeting ? June 19, 2012 Special Board Meeting ? June 26, 2012

Quick Summary / Staff Recommendation

Regular Board Meeting ? January 24, 2012 Regular Board Meeting ? February 7, 2012 Tentative Board Work Session - February 14, 2012 Regular Board Meeting ? March 6, 2012 Special Board Meeting ? March 13, 2012 Regular Board Meeting ? March 20, 2012 Regular Board Meeting ? April 3, 2012 Regular Board Meeting ? April 17, 2012 Regular Board Meeting ? May 1, 2012 Tentative Board Work Session - May 8, 2012 Regular Board Meeting ? May 15, 2012 Regular Board Meeting ? June 5, 2012 Regular Board Meeting ? June 19, 2012 Special Board Meeting ? June 26, 2012

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Minutes

The meeting was adjourned at 8:54 p.m.

Actions

Motion - Motion made by Ron Carey and a seconded by Lance James. | Vote: Yes Hermy Almonte .; Yes Carmen Sullivan .; Yes Lance James .; Yes Ron Carey .; Yes Diana Prola .; Yes Mike Katz-Lacabe .; Yes Morgan Mack-Rose .

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