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MEETING FORMAT "B"
Santa Monica-Malibu USD
September 13, 2017 5:30PM
District Administrative Offices: 1651 16th Street, Santa Monica, CA. District Administrative Offices: 1651 16th Street, Santa Monica, CA The Board of Education will call the meeting to order at 4:30 p.m. in the Board Conference Room at the District Offices, at which time the Board of Education will move to Closed Session regarding the items listed below. The public meeting will reconvene at 5:30 p.m. in the Board Room.

. CLOSED SESSION
.I. PUBLIC COMMENTS FOR CLOSED SESSION ITEMS ONLY
Quick Summary / Abstract:
Persons wishing to address the Board of Education regarding an item scheduled for closed session must submit the “Request to Address” card prior to the start of closed session.
.II. CLOSED SESSION
.II.A. Government Code §54956.9(d)(2) CONFERENCE WITH LEGAL COUNSEL – ANTICIPATED LITIGATION – SIGNIFICANT EXPOSURE TO LITIGATION (20 min)Confidential agenda item.
Quick Summary / Abstract:

DN-1005-17/18 (Special Education) (postponed from 8/30/17)

DN-1006-17/18 (Special Education)


.II.B. Government Code §54957 PUBLIC EMPLOYEE DISCIPLINE/DISMISSAL/RELEASE (5 min)Confidential agenda item.
.II.C. Government Code §54957 PUBLIC EMPLOYEE APPOINTMENT/EMPLOYMENT (5 min) Confidential agenda item.
Quick Summary / Abstract:

Title: Assistant Superintendent

.II.D. Government Code §54957.6 CONFERENCE WITH LABOR NEGOTIATORS (15 min)Confidential agenda item.
Quick Summary / Abstract:
  • Agency Designated Representative: Dr. Ben Drati
  • Employee Organizations: SEIU
. OPEN SESSION
.I. CALL TO ORDER
.I.A. Roll Call
.I.B. Pledge of Allegiance
.II. APPROVAL OF THE AGENDA
Recommended Motion:

It is recommended that the Board of Education approve the agenda.

Actions:
Motion

It is recommended that the Board of Education approve the agenda.

Passed with a motion by Mr. Craig Foster and a second by Ms. Maria Leon-Vazquez.
Vote:
Yes Mr. Oscar de la Torre.
Yes Mr. Craig Foster.
Yes Mr. Jon Kean.
Yes Ms. Maria Leon-Vazquez.
Yes Ms. Laurie Lieberman.
Yes Mr. Ralph Mechur.
Yes Dr. Richard Tahvildaran-Jesswein.
.III. APPROVAL OF MINUTES
.III.A. Approve August 30, 2017, Minutes
Recommended Motion:

It it recommended that the Board of Education approve the August 30, 2017, regular meeting minutes.

Actions:
Motion

It it recommended that the Board of Education approve the August 30, 2017, regular meeting minutes.

Passed with a motion by Mr. Craig Foster and a second by Dr. Richard Tahvildaran-Jesswein.
Vote:
Yes Mr. Oscar de la Torre.
Yes Mr. Craig Foster.
Yes Mr. Jon Kean.
Yes Ms. Maria Leon-Vazquez.
Yes Ms. Laurie Lieberman.
Abstain Mr. Ralph Mechur.
Yes Dr. Richard Tahvildaran-Jesswein.
Attachments:
Minutes_083017
.III.B. Approve September 6, 2017, Minutes
Recommended Motion:

It is recommended that the Board of Education approve the September 6, 2017, special meeting minutes.

Actions:
Motion

It is recommended that the Board of Education approve the September 6, 2017, special meeting minutes.

Passed with a motion by Mr. Craig Foster and a second by Mr. Ralph Mechur.
Vote:
Yes Mr. Oscar de la Torre.
Yes Mr. Craig Foster.
Yes Mr. Jon Kean.
Yes Ms. Maria Leon-Vazquez.
Yes Ms. Laurie Lieberman.
Yes Mr. Ralph Mechur.
Yes Dr. Richard Tahvildaran-Jesswein.
Attachments:
Minutes_090617
.IV. BOARD OF EDUCATION – COMMENDATIONS/RECOGNITIONS
.IV.A. National Hispanic/Latino Heritage Month Celebration (10 min)
.V. CONSENT CALENDAR
Actions:
Motion
Passed with a motion by Mr. Craig Foster and a second by Dr. Richard Tahvildaran-Jesswein.
Vote:
Yes Mr. Oscar de la Torre.
Yes Mr. Craig Foster.
Yes Mr. Jon Kean.
Yes Ms. Maria Leon-Vazquez.
Yes Ms. Laurie Lieberman.
Yes Mr. Ralph Mechur.
Yes Dr. Richard Tahvildaran-Jesswein.
Quick Summary / Abstract:
As agreed by the President, Vice President, and Superintendent during agenda planning, consent agenda items are considered routine, require no discussion, and are normally approved all at once by the Board of Education. However, members of the Board of Education, staff, or the public may request an item be moved from the consent agenda to Section XI (Major Items) for clarification and/or discussion.
.V.A. Curriculum and Instruction
.V.A.1. Approval of Independent Contractors
Recommended Motion:

It is recommended that the Board of Education enter into an agreement with the following Independent Contractors.  These contracts are included in the 2017-18 budget.

Financial Impact:
  • Contractor: Deva Connett
  • Dates: 08/25/17-06/08/18
  • Amount not to exceed: $2,700.00
  • Description: Therapeutic dance class with Life Skills students.
  • Site: Lincoln Middle School
  • Funding: 01-00021-0-11100-10000-5802-012-4120


  • Contractor: Bill McGuire
  • Dates: 07/01/17-06/30/18
  • Amount not to exceed: $10,500.00
  • Description: Management Study
  • Site: Superintendent Office
  • Funding: 01-00000-0-00000-71500-5802-020-1200


  • Contractor: Leadership Associates
  • Dates: 07/01/17-06/30/18
  • Amount not to exceed: $10,000.00
  • Description: Contractor will provide superintendent advisement and Board workshop services during the 2017-18 school year.
  • Site: Superintendent Office
  • Funding: 01-00000-0-00000-71500-5802-020-1200


  • Contractor: Pedro A. Noguera
  • Dates: 09/01/17-04/30/18
  • Amount not to exceed:$22,000.00
  • Description: To provide consultative services for the Principal and site leaders to support equity-related programs and practices and to plan professional development for the school staff.
  • Site: Educational Services
  • Funding: 01-00000-0-11100-10000-5802-030-1300


  • Contractor: The Hanover Research Council LLC         
  • Dates: 09/12/17-09/11/18
  • Amount not to exceed: $12,500.00
  • Description: Hanover will provide one secondary research project related to Special Ed. Educational Services will have access to Hanover’s online Education Library and weekly syndicated emails.
  • Site: Educational Services
  • Funding: 01-00000-0-19510-31600-5890-030-1300 (Assessment)


  • Contractor: The Phillips Graduate University-The Counseling Center
  • Dates: 09/01/17-06/10/18
  • Amount not to exceed:$2,500.00
  • Description: To provide interactive counseling for Middle School and High School students.
  • Site: Malibu High    
  • Funding: 01-00021-11100-10000-5802-010-4100 (SMMEF-Funded)
.V.A.2. Conference and Travel Approval/Ratification
Recommended Motion:

It is recommended that the Board of Education approve/ratify the attached Requests for Absence on District Business (Conference and Travel) forms.

Financial Impact:

The average cost for substitute teachers is $130/day. This figure is furnished for informational purposes and does not reflect the actual amount paid for an individual substitute.) 

Attachments:
Conference & Travel 9/13/17
.V.A.3. Overnight Field Trip(s) 2017-18
Recommended Motion:

It is recommended that the Board of Education approve the special field trip(s) listed below for students for the 2017-18 school year.  No child will be denied due to financial hardship.

Financial Impact:
  • School: Franklin Elementary 
  • Grade: 5th
  • # of Students: 150
  • Destination: Pali Institute Running Springs, CA
  • Dates: 02/26/18-02/28/18
  • Principal/Teacher: D.Sinfield/L.Hampton/E.Powell/J.Gonzalez/D.Sihavy
  • Cost & Funding Source: $ 34,200.00 for all students paid through parent donations and fundraising.
  • Subject: Science
  • Purpose: Outdoor Science Camp for our 5th grade students. 
.V.A.4. Special Education Contracts - 2017-18
Recommended Motion:

It is recommended that the Board of Education approve the attached Special Education Contracts for fiscal year 2017/2018.

Rationale:

According to the Education Code SEC.21 Section 56342, prior to recommending a new or continued placement in a non-public, non-sectarian school, the Individualized Education Program (IEP) Team must submit the proposed recommendation to the local governing board for its review and recommendation regarding the cost of such placement.

The recommendations for these severely handicapped students are made by the District IEP Teams in accordance with State and Federal laws.  The mandates of IDEA require non-public school services be provided at no expense to parents if there is not an appropriate public school program available.  Funding to come from a SELPA-wide non-public school/non-public agency reserve account.

 
Attachments:
Special Education Contracts 17-18
.V.B. Business and Fiscal
.V.B.1. Award of Purchase Orders - 2017-18
Recommended Motion:

It is recommended that the board of education approve the attached purchase orders and change purchase orders from August 3, 2017, through September 6, 2017, for fiscal / 18.

Attachments:
BOE_080317-090617_POS
.V.C. Facilities Improvement Projects
.V.C.2. Award of Contract – Santa Monica High School - Sealy Field Lighting Project – Byrom-Davey, Inc. - Measure ES
Recommended Motion:

It is recommended that the Board of Education award a contract for Bid #18.02.ES – Sealy Field Lighting Project to Byrom-Davey, Inc., for the Santa Monica High School – Field Replacement Project in an amount not to exceed $918,027.00.

Rationale:

The District publicly bid the Sealy Field Musco Lighting Project, Bid #17.13.ES. Legal Advertisement of the notice inviting bids was published in The Daily Breeze and The Santa Monica Daily Press on July 11, 2017, and July 18, 2017. The notice inviting bids was sent to 78 General Contractors that are on the SMMUSD Approved (Pre-Qualified) list, and to the required trade journals. Prequalification was required for all General Contractors submitting a bid.  Bids were received and publicly opened on August 15, 2017. Two bids were received as noted below:

  1. Byrom-Davey, Inc., $918,027.00
  2. Angeles Contractor, Inc. $1,281,000.00

Staff reviewed the bids for responsiveness. The Notice of Intent to award was issued to Byrom-Davey, Inc. on August 22, 2017. 

 
Financial Impact:

Funding Information

  • Budgeted: Yes                      
  • Fund: 85        
  • Source: Measure ES
  • Account Number: 85-90904-0-00000-85000-6200-015-2600
  • Budget Category: Construction Contract
  • DSA #: 03-117937
.V.C.3. Change Order #01 – Byrom-Davey, Inc – Construction Contract – Santa Monica High School – Sealy Field Project And Basketball Court Improvements Project – Measure ES
Recommended Motion:

It is recommended that the Board of Education approve Change Order #01 with Byrom-Davey, Inc. for the Santa Monica High School – Sealy Field and Basketball Court Improvements Project in an amount of $187,539.00 for a total contract amount of $1,629,660.00 and 0 days of schedule impact.

Rationale:

On April 20, 2017 the Santa Monica Malibu Unified School District’s Board of Education awarded to Byrom-Davey, Inc. the construction contract for the Santa Monica High School Sealy Field and Basketball Court Improvements in the amount of $1,442,121.00. Notice to proceed was given on June 5, 2017.

An existing stockpile of material has been on the Samohi campus since the construction of the Innovation Classroom Building was completed in 2015.  The stockpile was in the north parking area along Olympic Blvd. The stockpile removal was needed to meet the Storm Water Pollution Prevention Program (SWPPP) requirements.

Byrom-Davey, Inc. provided a cost to remove and dispose the stockpiled material, grade the area, install 2 inches of crushed rock over the area and install storm water drainage features needed to meet regulation.

This Change Order No. 01 is necessary to reimburse Byrom-Davey, Inc. the added cost of removing the stockpile by adjusting the Sealy Field and Basketball Court Improvements Project contract.

Change Order No. 01 includes no increase to the contract time.

 
Financial Impact:

Funding Information

  • Budgeted: Yes
  • Fund: 85
  • Source: Measure ES
  • Account Number: 85-90904-0-00000-85000-6200-015-2600
  • Budget Category: Hard Costs \ Construction Contracts
  • DSA #: 03-117508


MEASURE ES FUNDING

  • Original Contract: $1,442,121.00
  • Change Order #01: $187,539.00___________
  • TOTAL CONTRACT AMOUNT: $1,629,660.00
.V.C.4. Amendment #04 to Agreement – Design Survey Services – John Adams Middle School – Field Replacement – Psomas – Measure ES
Recommended Motion:

It is recommended that the Board of Education approve Contract Amendment #04 with Psomas to perform design survey services for the John Adams Middle School – Field Replacement Project in an amount not to exceed $7,500.00 for a total contract amount of $45,200.00.

Rationale:

A detailed design survey is needed to design ADA access from the athletic fields to the Gymnasium as required by the Division of State Architect. 

 
Financial Impact:

Funding Information

  • Budgeted: Yes
  • Fund: 85
  • Source: Measure ES
  • Account Number: 85-90500-00000-85000-5802-011-2600
  • Budget Category: Soft Costs/Surveys & Engineering


MEASURE ES FUNDING:

  • Original Contract Amount - Samohi – Sealy Field: $5,500.00
  • Contract Amendment #01 - JAMS – Complex Addt’l Survey: $16,500.00
  • Contract Amendment #02 - Samohi – Addt’l Survey: $4,500.00
  • Contract Amendment #03 - Samohi – Addt’l Survey Phase I: $11,200.00
  • Contract Amendment #04 - JAMS – Field Replacement: $7,500.00
  • TOTAL CONTRACT AMOUNT: $45,200.00
.V.C.5. Amendment #01 to Agreement – Malibu Middle & High School and Olympic Campus Modernization Project – Move Management Services – Kings Office Services - Measure BB and ES
Recommended Motion:

It is recommended that the Board of Education approve Contract Amendment #01 with King Office Services to provide additional Move Management Services for both Malibu Middle & High School – Campus Improvements and Windows, Paint, Floors and Doors Building G projects and Olympic High School – Modernization Project in the amount of $71,187.83 for a total contract amount of $432,605.23.

Rationale:

The District requested additional move services due to revised construction schedules for the Malibu Middle & High School – Campus Improvements and Olympic High School – Modernization projects. Additionally, move services were requested for the Malibu Middle & High School – Windows, Paint, Floors and Doors Project.

  • Proposal - Malibu High School – BB - Admin - Portables 511, 512, & 513: $27,783.80
  • Proposal - Malibu High School – BB - Temporary Library: $21,428.00
  • Proposal - Malibu Middle School – ES - Building G: $6,639.88
  • Proposal - Olympic Campus Modernization Project – Phase 3 - BB: $15,336.15
 
Financial Impact:

Funding Information

  • Budgeted: No                       
  • Fund: 83, 85 & 21
  • Source: Measure BB & Measure ES
  • Account Number: 83-90905-0-00000-85000-5802-010-2600 (MMHS Admin & Temp Library - $49,211.80); 85-90905-0-00000-85000-5802-010-2600 (MMHS WPFD Bldg G - $6,639.88); 21-90905-0-00000-85000-5802-014-2600 (Olympic HS – Phase 3 - $15,336.15)
  • Budget Category: Other Services/Operating Expenditures


MEASURE BB AND ES FUNDING:

  • Original Contract: $361,417.40
  • Contract Amendment #01 – MMHS, Olympic: $71,187.83
  • TOTAL CONTRACT AMOUNT: $432,605.23
.V.C.6. Amendment #06 to Agreement - Architectural Services - Santa Monica High School - Samohi Campus Plan Project – Chan Young Architects – Measure ES
Recommended Motion:

It is recommended that the Board of Education approve Contract Amendment #06 with Chan Young Architects to provide architectural services related to the buildout of the utility infrastructure for Santa Monica High School - Samohi Campus Plan (SCP), in an amount not to exceed $129,257.08 for a total contract amount of $1,374,361.28.

Rationale:

The planned demolition of Science and Technology Building will displace facilities and storage for various activities including: building & grounds services, emergency supplies storage unit, trash facility, Grad-night storage, and other storage. The Olympic Spur, bounded by 5th Street, the baseball field, and Olympic Blvd., will be reconfigured to accommodate these items as well as the equipment currently stored there. The work will require the relocation of utilities, the construction of a garden storage facility at the grade of the baseball field, retaining walls, fill, fencing and screening and paving of the area. The scope also includes the reconfiguration of the 6th Street Entrance to accommodate the utility carts to transport waste to the area.

Under this amendment, the architect will provide additional design services in order to expand the usable area of the campus and provide both permanent and temporary storage, during the construction the New Building, pool and beyond.

Scope Summary:

CYA to provide all design services for:

  • A storage facility for the gardener’s equipment, which could be below ground level, with finish floor at the baseball field level. (28’x18’) and drivable deck above: if fire alarm is required, it will be stand alone.
  • A new trash enclosure (open yard, screened) to accommodate the trash facility currently located below the Science and Tech building (34’x 14’).
  • The existing Grad-night equipment: existing 16’X40’ double wide container and 8’x40’ conex, these will eventually be moved to construct the new building.
  • The existing large Emergency Equipment building (40’x8’, tuff shed) The existing band trailer (50 x 10, located on site if possible) and shed currently occupying the space.
  • Revision to 6th street gate and ramp and north tennis court corner to widen sidewalk.
  • Site utilities and general site lighting to the remote site.
  • The design will include providing access to the area for Cushman carts from the 6th Street entrance.
  • The design will allow for retaining fill to accommodate the grade difference between the baseball field and road at Olympic/5th Street. This could be in the form of a “reinforced earth” precast system, Interlocking blocks, gabions, or a more traditional retaining wall

CYA will:

  • Prepare working drawings and specifications to fully describe the scope of work and for DSA
  • The design will include everything to:
    • Provide cost estimates,
    • Obtain DSA approval,
    • Provide Construction Support and
    • Provide all closeout services.
 
Financial Impact:

Funding Information

  • Budgeted: Yes
  • Fund: 85
  • Source: Measure ES
  • Account Number: 85-90904-0-00000-85000-5802-015-2600
  • Budget Category: Soft Costs\Design Service\Architects


MEASURE ES FUNDING:

  • Original Contract Amount - Samohi Campus Plan: $129,140.00
  • Contract Amendment #01 - Sealy Field: $272,682.00
  • Contract Amendment #02 - Sealy Field: $8,000.00
  • Contract Amendment #03 - Sealy Field: $89,874.00
  • Contract Amendment #04 - Samohi Campus Plan: $92,928.00
  • Contract Amendment #05 - Interim Repairs/Upgrades & HVAC: $652,480.20
  • Contract Amendment #06 - Olympic Spur: $129,257.08
  • TOTAL CONTRACT AMOUNT: $1,374,361.28
.V.C.7. Amendment #54 to Agreement – Architectural Construction Administration Services – District Office – Data Center Project – DLR Group, Inc – Measure BB
Recommended Motion:
It is recommended that the Board of Education approve Contract Amendment #54 with DLR Group, Inc. for additional architectural services for construction administration and project closeout in an amount not to exceed $64,600.00 for a total contract amount of $5,715,845.95.
Rationale:

The Data Center Project at the School District Office has increased in scope and duration.  DLR Group continued services are required for the completion and close-out of the project.

Contract Amendment #54 is for additional construction administration and closeout services.  These services include preparation of Construction Change Directives, attendance at weekly meetings, construction administration and other support to complete and close-out the project.

This amendment extends DLR Group services through September 2017, or as required, to closeout the construction contract and obtain DSA certification.  

 
Financial Impact:

Funding Information

  • Budgeted: No
  • Fund: 83
  • Source: Measure BB
  • Account Number: 83-90503-0-00000-85000-5802-054-2600
  • Budget Category: Soft Costs \ Design Services \ Architects
  • DSA #: 03-116118

 

MEASURE BB & ES FUNDING:

  • ORIGINAL CONTRACT AMOUNT - Prog./Schematic Design: $936,032.00
  • CONTRACT AMENDMENT #1 - McKinley SDC, Roosevelt Preschool: $131,663.00
  • CONTRACT AMENDMENT #2 - Data Center: $99,420.00
  • CONTRACT AMENDMENT #3 - DD/CD/CA Lincoln: $2,195,078.00
  • CONTRACT AMENDMENT #4 - Roosevelt Revised Design: $70,435.00
  • CONTRACT AMENDMENT #5 - Data Center structural revisions: $6,925.00
  • CONTRACT AMENDMENT #6 - McKinley Safety Proj:$168,697.00
  • CONTRACT AMENDMENT #7 - Lincoln MS Revised Design:   $92,592.00
  • CONTRACT AMENDMENT #8 - Lincoln Fire Protection: $17,538.00
  • CONTRACT AMENDMENT #9 - Landscape and Planting Standards: $30,245.00
  • CONTRACT AMENDMENT #10 - Add’l Landscape Standards: $5,200.00
  • CONTRACT AMENDMENT #11 - PV Standard Specs: $26,100.00
  • CONTRACT AMENDMENT #12 - Lincoln Interim housing: $31,755.00
  • CONTRACT AMENDMENT #13 - Lincoln sewer line: $15,569.00
  • CONTRACT AMENDMENT #14 - Lincoln sprinklers at E: $54,933.00
  • CONTRACT AMENDMENT #15 - Data Center fire protection: $7,913.00
  • CONTRACT AMENDMENT #16 - LMS trash enclosure design: $14,989.00
  • CONTRACT AMENDMENT #17 - Lincoln additional hydrant: $3,989.00
  • CONTRACT AMENDMENT #18 - Data Ctr, Fire Protection,DO bldg: $9,036.00
  • CONTRACT AMENDMENT #19 - Data Ctr, Prev.DSA App Cert Study: $13,181.00
  • CONTRACT AMENDMENT #20 - LMS carpet revisions: $2,264.00
  • CONTRACT AMENDMENT #21 - LMS hydrant revisions for relos: $5,100.00
  • CONTRACT AMENDMENT #22 - Data Ctr, Prev. DSA Appl. Cert. Ph 2: $28,005.00
  • CONTRACT AMENDMENT #23 - LMS Sci lab revisions–new bldg: $11,198.00
  • CONTRACT AMENDMENT #24 - LMS sci lab revisions - mod: $11,198.00
  • CONTRACT AMENDMENT #25 - Data Ctr, Prev. DSA App. Cert. Ph2: $13,077.00
  • CONTRACT AMENDMENT #26 - LMS, Prev. DSA App. Cert. Study: $24,440.00
  • CONTRACT AMENDMENT #27 - Data Center Design Revisions: $9,331.00
  • CONTRACT AMENDMENT #28 - LMS, Relos, site plan revisions: $4,039.00
  • CONTRACT AMENDMENT #29 - Lincoln New Construction, SWPPP: $7,254.00
  • CONTRACT AMENDMENT #30 - DO, Data Center, Design Revisions: $59,903.00
  • CONTRACT AMENDMENT #31 - Lincoln, Kitchen Fire Protection: $2,735.00
  • CONTRACT AMENDMENT #32 - McKinley, Casework Revisions: $2,445.00
  • CONTRACT AMENDMENT #33 - Lincoln, Value Engineering: $79,745.00
  • CONTRACT AMENDMENT #34 - DO Date Center Design Revisions: $138,946.00
  • CONTRACT AMENDMENT #35 - Lincoln, Alternate Acoustics System: $6,333.00
  • CONTRACT AMENDMENT #36 - LMS Site Work Pkg- 3Form Ceiling: $17,467.00
  • CONTRACT AMENDMENT #37 - LMS Addt’l Construction Documents: $151,533.00
  • CONTRACT AMENDMENT #38 - LMS, Addit’l Struct. Serv: $122,747.00
  • CONTRACT AMENDMENT #39 - Samohi Assessment and Report: $31,412.50
  • CONTRACT AMENDMENT #40 - Edison, Architectural Services: $281,694.00
  • CONTRACT AMENDMENT #41 - Edison, Engineering Services: $130,857.50
  • CONTRACT AMENDMENT #42 - Data Center Technology: $145,950.00
  • CONTRACT AMENDMENT #43 - LMS, Addt’l Struct. Serv: $3,400.00
  • CONTRACT AMENDMENT #44 - ELA, Addt’l Serv.prev. PCO Review: $40,890.00
  • CONTRACT AMENDMENT #45 - LMS, Addt’l Structural Serv. CCD 28: $1,110.00
  • CONTRACT AMENDMENT #46 - ELA, Arch.,Eng.,Land. Serv: $86,000.00                          
  • CONTRACT AMENDMENT #47 - LMS, Addt’l Reimbursable Allowance: $12,000.00
  • CONTRACT AMENDMENT #48 - Data Center Technology: $18,122.20
  • CONTRACT AMENDMENT #49 - Data Center Technology: $76,234.00
  • CONTRACT AMENDMENT #50 - ELA, Arch., Eng.- DSA & C/O: $31,532.00
  • CONTRACT AMENDMENT #51 - ELA. Archt. CHIPS C/O & land.C/O: $26,300.00
  • CONTRACT AMENDMENT #52 - Data Ctr, architect ext. serv: $45,580.00
  • CONTRACT AMENDMENT #53 - Data Ctr, architect ext. serv: $51,113.75
  • CONTRACT AMENDMENT #54 - Data Ctr, architect ext. serv: $64,600.00
  • TOTAL CONTRACT AMOUNT:  $5,715,845.95

Funding for this Contract Amendment #54 will be funded from Program Reserve Shortage.


.V.C.8. Accept Work as Completed – Multiple Purchase Orders – Various Projects – Measure BB & ES
Recommended Motion:

It is recommended that the Board of Education accept as completed all work contracted for the indicated Purchase Orders.

Rationale:
A Notice of Completion must be recorded for Purchase Orders over $25,000 and within thirty-five (35) days with the County of Los Angeles pending approval by the Board of Education.
 
Financial Impact:
  • School: Cabrillo Elementary School
  • Project: Interim Repair/Upgrades Project
  • Funding: Measure ES
  • Vendor Name: Raffi’s Metal Design
  • PO Number: 183289
  • Amount: $19,150.00
  • Substantial Completion Date: 08/21/2017
.V.D. Personnel
.V.D.1. Certificated Personnel – Elections, Separations
Recommended Motion:

It is recommended that the Board of Education approve the attached certificated appointments.

Financial Impact:

Unless otherwise noted, all items are included in the 2017/2018 approved budget.

Attachments:
Certificated Appointments
.V.D.2. Classified Personnel - Merit
Recommended Motion:

It is recommended that the attached appointments for Classified Personnel (merit system) be approved and/or ratified. All personnel will be properly elected in accordance with District policies and salary schedules.

Attachments:
Classified - Merit
.V.D.3. Classified Personnel - Non-Merit
Recommended Motion:

It is recommended that the following be approved and/or ratified for Classified Personnel (Non-Merit).  All personnel assigned will be properly elected on a temporary basis to be used as needed in accordance with District policies and salary schedules.

Attachments:
Classified - Non-Merit
.V.D.4. Increase in Staffing (FTE) - Special Education
Recommended Motion:

It is recommended that the Board of Education approve the increase in FTEs (total = 0.84 FTE), as indicated below in order to meet IEP requirements and student needs for the 2017-2018 school year.

Financial Impact:

The 2017-2018 budget will be adjusted $45,449 for salary and benefits.

Comments:

ParaEducator 1 - increase from 0.75 FTE (6 hours) to 0.79 FTE (6.33 hours) - Santa Monica HS

ParaEducator 1 - new position 0.625 FTE (5 hours) - Muir Elementary

ParaEducator 2 - increase from 0.8125 FTE (6.5 hours) to 0.9875 (7.9 hours) - Santa Monica HS

.V.D.5. Student Teaching/Fieldwork Agreements
Recommended Motion:

It is recommended that the Board of Education enter into a Speech Language Pathologist Fieldwork Agreement between California State University - Northridge and the Santa Monica-Malibu Unified School District.  It is also recommended that the Board of Education enter into a School Psychologist Fieldwork Agreement between Loyola Marymount University and the Santa Monica-Malibu Unified School District.

Rationale:

The District participates with university teacher/Speech Language Pathologist training institutions in providing classroom teaching/fieldwork experience under the supervision of a master teacher.

  • INSTITUTION: California State University - Northridge               
  • EFFECTIVE: September 11, 2017 through June 30, 2020
  • PAYMENT: no financial component

The District participates with university teacher/School Psychologist training institutions in providing classroom teaching/fieldwork experience under the supervision of a master teacher.

  • INSTITUTION: Loyola Marymount University               
  • EFFECTIVE: August 28, 2017 through June 30, 2020
  • PAYMENT: no financial component
 
.V.D.6. Administrative Appointment
Recommended Motion:

It is recommended that the Board of Education approve the administrative appointment listed below.


Actions:
Motion

It is recommended that the Board of Education approve the administrative appointment listed below.


Passed with a motion by Dr. Richard Tahvildaran-Jesswein and a second by Ms. Maria Leon-Vazquez.
Vote:
Yes Mr. Oscar de la Torre.
Yes Mr. Craig Foster.
Yes Mr. Jon Kean.
Yes Ms. Maria Leon-Vazquez.
Yes Ms. Laurie Lieberman.
Yes Mr. Ralph Mechur.
Yes Dr. Richard Tahvildaran-Jesswein.
Comments:

CERTIFICATED APPOINTMENTS:

  • Assistant Superintendent, Educational Services (effective 9/14/17)
.VI. STUDY SESSION
Quick Summary / Abstract:
These items are staff presentations and/or updates to the Board of Education.
.VI.A. SMMUSD's Specialized Programs and Applied Behavioral Analysis (ABA) (45 mins)
Rationale:

Dr. Ron Leaf, Executive Director and Founder of Autism Partnership of Seal Beach, CA, will present to the Board an overview of what the agency’s consultancy will address in SMMUSD's specialized programs, which will positively impact student achievement, engagement and social emotional learning. 

Autism Partnership’s approach to Applied Behavioral Analysis (ABA) is considered to be school friendly, flexible, and readily integrated into school-based instructional activities.  Since ABA encompasses sound positive behavioral support principles, the methodology is also appropriate for other types of disabilities.  

 
Comments:

Dr. Leaf is a researcher, consultant and author.  He has been a principle or supporting author for the following resources used widely in schools for the treatment of students with autism spectrum disorders: (1)  A Work in Progress: Behavioral Management Strategies and a Curriculum for Intensive Behavioral Treatment of Autism; (2) It’s Time for School: Building Quality ABA Educational Programs for Students with Autism Spectrum Disorders; (3) Behavioral Treatment of Autism: It Has to be Said; and (4) Crafting Connections:  Contemporary Applied Behavior Analysis for Enriching the Social Lives of Persons with Autism Spectrum Disorder.

Dr. Leaf is internationally recognized as an expert in ABA, serving as a primary researcher on the team of Ivar Lovaas, a pioneer known for the “Young Autism Study.”

Staff anticipates this item will require 45 minutes, with 15 minutes for the presentation and 30 minutes for board comments/questions. 

Attachments:
Special Ed Presentation
.VI.B. Student Achievement Lag Data Review (Quarter 1) (50 mins)Was edited within 72 hours of the Meeting
Rationale:

The use of data enhances the district’s ability to create a culture of accountability, focus, coherence, and clear and intentional expectations of learning among all stakeholders. In order to accomplish this, we must exploit data in a way that challenges assumptions, beliefs, and, ultimately, behaviors and practices that lead to student success. Strategic use of data to influence behavior and practice requires specific organization and narration of the data that is digestible, specific, and intentional.

With this context in mind, staff will describe how data will be organized and used throughout the year, starting with this first presentation regarding the use of district data. Note that this will be the pilot year of organizing data in this manner, and we hope to learn and get better in subsequent years as we strive to create the desired shared culture of accountability, focus, coherence, and clear and intentional expectations of learning.

Staff will present achievement and climate data to the board and community four times this year (labeled Quarter 1, Quarter 2, Quarter 3, and Quarter 4). Staff will also distinguished the data to be presented as Lead and Lag metrics. Lag metrics are indicators of an outcome – that is, actions, a reflection of where you are coming from, a measure of what has happened.  Lead metrics are levers that indicate how the outcome will be achieved. They indicate if the chosen actions are implemented and can be adjusted based on results. They are oriented in the present and are predictive and can be influenced.

To make the data more digestible, staff will present the Q1 lag data in two subsequent board presentations. Tonight’s presentation will focus on the 2016-17 CAASP results. The rest of the lag data (Early, Development Instrument [EDI], A-G rate, AP Exams, High School Grad Rate) will be presented at the October 5 board meeting.  The data being reviewed in this presentation represents lag data from the 2015-2016 school year in most cases. However certain data will be representative of 2014-15 school year, as that will be the most recent data staff has access to at this time due to constraints from the state level.

When analyzing tonight’s data, note that the state has made major changes to how achievement data on the CAASPP is represented from previous years in order to make the data more susceptible to action and representative of growth and progress of students in a year-by-year bases.

Tonight’s presentation is designed to show how our students performed on the Smarter Balanced Assessment in 2016 and to inform and educate the board and community on how the data can be used by individual teachers, teacher teams, school sites, and district administrators to influence change. 

 
Comments:

Staff anticipates this item will require a total of 50 minutes, with 20 minutes for the staff report and 30 minutes for board questions/discussion.

Attachments:
Lag Data Presentation
.VII. DISCUSSION ITEMS
Quick Summary / Abstract:
These items are submitted for discussion. Any action that might be required will generally be scheduled for the next regularly scheduled Board meeting.
.VII.A. District Advisory Committees: Draft Charges for 2017-18 (15 min)
Rationale:

This discussion item will allow the Board of Education the opportunity to discuss and provide feedback on the 2017-18 draft charges for the District Advisory Committees (DACs).  

As per AR 1220, relating to DACs: "After consulting with the committee, the co-chairpersons and Board liaison(s) shall draft the committee’s goals and/or deliverables for the school year and submit the goals and/or deliverables for approval by the Board of Education no later than the end of October.  The goals and/or deliverables shall align with and support the District’s central focus on Excellence through Equity."

 
Comments:

The board will be providing feedback on draft charges (attached) for the following DACs:

  • Early Child Care (postponed to 10/5)
  • Health & Safety
  • Intercultural Excellence & Equity (IEE) (postponed to 10/5)
  • Special Education (SEDAC) (postponed to 10/5)
  • Visual & Performing Arts (VAPA)

The charges discussed at tonight's meeting will return for action on October 5, 2017.

As per AR 1220 related to DACs: "The co-chairpersons shall provide the Board of Education with an update regarding the process of meeting these goals and/or deliverables in an informational item to the Board at a regular meeting no later than February each year.  No later than June of each year, the committee shall make an End-of-Year report to the Board of Education regarding the achievement of its goals and/or deliverables."

Attachments:
DAC Charges for 1718
.VII.B. Consider Revising BP & AR 0420 - School Plans/Site Councils (5 min)
Recommended Motion:

it is recommended that the Board of Education consider revising BP & AR 0420 - School Plans/Site Councils.

Rationale:

The policy and regulation have been updated to reflect requirements to align the district's local control and accountability plan with the strategies in each school's single plan for student achievement (SPSA) and the repeal of certain categorical programs that had been included in the state's consolidated application. Policy clarifies the continuing need for schools participating in specified state or federal categorical programs to develop the SPSA.

 
Attachments:
AR 0420 - School Plans/Site Councils
BP 0420 - School Plans/Site Councils
.VII.C. Consider Revising BP 0460 - Local Control Accountability Plan (5 min)
Recommended Motion:

it is recommended that the Board of Education consider revising BP 0460 - Local Control Accountability Plan.

Rationale:

The policy has been updated to reflect new law (Proposition 58, 2016), which requires the local control and accountability plan (LCAP) development process to include solicitation of parent/guardian and community input on effective and appropriate instructional methods, including language acquisition programs. The policy also reflects the State Board of Education's (SBE) adoption of evaluation rubrics (the "California School Dashboard") that will assist districts in evaluating progress toward their LCAP goals.

 
Attachments:
BP 0460_LCAP
.VII.D. Consider Replacing BP and AR 0440 – District Technology Plan (10 min)
Rationale:

SMMUSD's BP and AR 0440 have not been updated since 2009.  Staff is recommending the replacement of both our BP and AR to align with CSBA’s document.  The policy contains updated information about the status of state and federal grant programs requiring technology plans, provides for the district's plan to cover a three-year period consistent with California Department of Education (CDE) criteria, and adds language on ensuring the confidentiality of student and staff records.

The regulation has been updated to reflect new criteria for technology plans adopted by CDE in November 2014 and optional component on noninstructional uses of technology.

 


 
Attachments:
091317_AR0440
091327_BP0440
.VII.E. Consider Revising BP, Deleting AR, and Adopting E 4040 – Employee Use of Technology (10 min)
Rationale:

The policy has been updated to delete the outdated section on the use of cell phone or mobile communications device, clarify that use of a password does not give an employee a reasonable expectation of privacy, and add material formerly in AR regarding accessing/posting harmful matter and employees' responsibility to report security problems or misuse of district technology.

The regulation has been deleted and replaced with a new exhibit presenting a sample Acceptable Use Agreement.



 
Attachments:
091317_AR 4040_disc
091317_BP 4040_disc
091317_E4040_disc
.VII.F. Consider Revising BP, Deleting AR, and Replace E 6163.4 – Student Use of Technology (10 min)
Rationale:

The policy has been updated to clarify circumstances under which districts may lawfully search students' personally owned devices, delete outdated prohibition against use of district technology to access social networking sites, and include material formerly in AR regarding appropriate student conduct when using the Internet or other electronic communications.

The regulation has been deleted and replaced with a revised exhibit of the Acceptable Use Agreement.



 
Attachments:
091317_AR6163_disc
091317_BP6163.4_disc
091317_E6163.4_disc
.VII.G. Continuation of Discussion re: Samohi Campus Plan Phase 1 & 2 Update and Budget Discussion (40 min)
Rationale:

This item has been continued from Item No. IX.A from the August 30, 2017, regular board meeting.  During that discussion, the Board of Education asked staff to return with more information regarding the proposed second basement level of parking below the new building on the Santa Monica High School campus. 

During this continued item, staff will discuss:

  • the estimated number of spaces that would result from the additional level
  • parking needs on campus
  • costs associated with off-campus parking rental
  • design and construction costs of incorporating the additional parking in this phase
  • the possibility of charging for parking
  • an update on the timing of the Traffic Demand Management (TDM) Plan
 
Comments:

Staff anticipates that this item will require a total of 40 minutes, with 20 minutes for staff presentation and 20 minute for board comments/questions.

Attachments:
Samohi Parking Presentation
.VIII. MAJOR ACTION ITEMS
Quick Summary / Abstract:
These items are considered to be of major interest and/or importance and are presented for action at this time. Some may have been discussed by the Board at a previous meeting.
.VIII.A. Adopt Resolution No. 17-06 - National Hispanic/Latino Heritage Month (5 mins)
Recommended Motion:

It is recommended that the Board of Education adopt Resolution No. 17-06 – National Hispanic/Latino Heritage Month in recognition of the contributions of Hispanic Americans in our nation.

Actions:
Motion

It is recommended that the Board of Education adopt Resolution No. 17-06 – National Hispanic/Latino Heritage Month in recognition of the contributions of Hispanic Americans in our nation.

Passed with a motion by Mr. Oscar de la Torre and a second by Mr. Ralph Mechur.
Vote:
Yes Mr. Oscar de la Torre.
Yes Mr. Craig Foster.
Yes Mr. Jon Kean.
Yes Ms. Maria Leon-Vazquez.
Yes Ms. Laurie Lieberman.
Yes Mr. Ralph Mechur.
Yes Dr. Richard Tahvildaran-Jesswein.
Rationale:

Officially, National Hispanic/Latino Heritage Month is recognized from September 15 through October 15.

 
Comments:

The signed resolution will be shared with the school sites to increase awareness and encourage participation in the celebration of the Hispanic/Latino American culture.

Attachments:
Resolution: Nat'l Hispanic/Latino Heritage Month
.VIII.B. Adopt Resolution 17-07 – Adoption of the Procedures for Evaluating Qualifications and Proposals of Lease-Leaseback Contractors for the Malibu Middle High School Campus Improvements Phase 3 Project (10 min)
Recommended Motion:

It is recommended that the Board of Education adopt Resolution 17-07 to adopt and publish required procedures and guidelines for evaluating the qualifications and proposals of prospective lease-leaseback contractors for the Malibu Middle High School Campus Improvements Phase 3 Project which ensure that the best value selection by the Santa Monica-Malibu Unified School District is conducted in a fair and impartial manner.

Actions:
Motion

It is recommended that the Board of Education adopt Resolution 17-07 to adopt and publish required procedures and guidelines for evaluating the qualifications and proposals of prospective lease-leaseback contractors for the Malibu Middle High School Campus Improvements Phase 3 Project which ensure that the best value selection by the Santa Monica-Malibu Unified School District is conducted in a fair and impartial manner.

Passed with a motion by Mr. Oscar de la Torre and a second by Mr. Ralph Mechur.
Vote:
Yes Mr. Oscar de la Torre.
Yes Mr. Craig Foster.
Yes Mr. Jon Kean.
Yes Ms. Maria Leon-Vazquez.
Yes Ms. Laurie Lieberman.
Yes Mr. Ralph Mechur.
Yes Dr. Richard Tahvildaran-Jesswein.
Rationale:

The Santa Monica-Malibu Unified School District intends to award a contract using the lease-leaseback project delivery method to a qualified contractor to construct the District’s Malibu Middle High School Campus Improvements Phase 3 Project.  In order to do so, pursuant to Education Code section 17406(a)(2), the District’s governing board must adopt and publish required procedures and guidelines for evaluating the qualifications and proposals of prospective lease-leaseback contractors which ensure that the best value selection by the District is conducted in a fair and impartial manner.

District staff has developed the required evaluation procedures and guidelines, which are included in the District’s Request to Prequalify and for Statement of Qualifications for Construction Services (Lease-Leaseback) and Request for Proposals for Malibu Middle High School Campus Improvements Phase 3 Project (attached as Exhibit A to the Resolution).

This Resolution will signify the Board’s adoption and publication of the District’s procedures and guidelines for evaluating the qualifications and proposals of prospective lease-leaseback contractors in order to ensure that the best value selection by the District is conducted in a fair and impartial manner.

 
Attachments:
MMHS Phase 3 LLB RFQ-RFP Resolution
MMHS Phase 3 LLB RFQ-RFP Resolution Attachment
.VIII.C. Adopt Resolution No. 17-08 - Ratifying the Purchase and Sale Agreement for the Acquisition of Real Property Located at 1515 Maple Street in the City of Santa Monica, California 90405 (Assessor's Parcel Number: 4284-038-020) and Delegating Authority to Accept the Deed (10 min)
Recommended Motion:

It is recommended that the Board of Education (“Board”) adopt Resolution No .17-08 ratifying the Purchase and Sale Agreement for the acquisition of real property located at 1515 Maple Street, Santa Monica, California 90405 with Assessor’s Parcel Number 4284-038-020 (“Property”) and delegating authority to accept the deed.

Actions:
Motion

It is recommended that the Board of Education (“Board”) adopt Resolution No .17-08 ratifying the Purchase and Sale Agreement for the acquisition of real property located at 1515 Maple Street, Santa Monica, California 90405 with Assessor’s Parcel Number 4284-038-020 (“Property”) and delegating authority to accept the deed.

Passed with a motion by Ms. Maria Leon-Vazquez and a second by Dr. Richard Tahvildaran-Jesswein.
Vote:
Yes Mr. Oscar de la Torre.
Yes Mr. Craig Foster.
Yes Mr. Jon Kean.
Yes Ms. Maria Leon-Vazquez.
Yes Ms. Laurie Lieberman.
Yes Mr. Ralph Mechur.
Yes Dr. Richard Tahvildaran-Jesswein.
Rationale:

On or about June 30, 2017, the Santa Monica-Malibu Unified School District (“District”) entered into negotiations to acquire the Property, which is directly adjacent to the southeast of Will Rogers Learning Community.  Subsequently, the Board approved the purchase of the Property, and directed the Superintendent to execute the purchase and sale agreement, subject to minor, non-substantive edits approved by the Superintendent and District legal counsel.  Consistent with the appraised value, the purchase price for the Property is $5,000,000.

The District’s Chief Operations Officer executed the Purchase and Sale Agreement to open escrow and to complete the purchase on July 28, 2017.  Accordingly, the Board of Education must ratify the Purchase and Sale Agreement and delegate authority to the Superintendent to accept the executed deed for the Property.  Copies of the Purchase and Sale Agreement and form of the deed are attached as Exhibits “A” and “B”.

 
Attachments:
Resolution_Purchase & Sale Agreement
Resolution_Purchase & Sale Agreement_Ex A
Resolution_Purchase & Sale Agreement_Ex B
.VIII.D. Adopt Resolution No. 17-09 - AB 621 The Classified Employee Summer Bridge Fund (10 min)
Recommended Motion:

It is recommended that the Board of Education adopt Resolution No. 17-09 - AB 621 The Classified Employee Summer Bridge Fund.

Actions:
Motion

It is recommended that the Board of Education adopt Resolution No. 17-09 - AB 621 The Classified Employee Summer Bridge Fund.

Passed with a motion by Dr. Richard Tahvildaran-Jesswein and a second by Ms. Maria Leon-Vazquez.
Vote:
Yes Mr. Oscar de la Torre.
Yes Mr. Craig Foster.
Yes Mr. Jon Kean.
Yes Ms. Maria Leon-Vazquez.
Yes Ms. Laurie Lieberman.
Yes Mr. Ralph Mechur.
Yes Dr. Richard Tahvildaran-Jesswein.
Rationale:

The complete text of AB 621 (Bocanegra) can be found on the California Legislative Information website.  There are tabs across the top of the page that show amended language to the bill and fiscal analysis. 

 
Attachments:
Resolution: AB 621
.IX. INFORMATIONAL ITEMS
Quick Summary / Abstract:
These items are submitted for the public record for information. These items do not require discussion nor action.
.X. GENERAL PUBLIC COMMENTS
.XI. BOARD MEMBER ITEMS
Quick Summary / Abstract:
These items are submitted by individual board members for information or discussion, as per Board Policy 9322.
.XII. REQUESTS BY MEMBERS OF THE PUBLIC OR DISTRICT ADVISORY COMMITTEES TO ADDRESS THE BOARD OF EDUCATION
Quick Summary / Abstract:
A member of the public may request that a matter within the jurisdiction of the board be placed on the agenda of a regular meeting, as per Board Policy 9322. The request shall be in writing and be submitted to the superintendent or designee with supporting documents and information, if any, at least one week before the scheduled meeting date. Items submitted less than a week before the scheduled meeting date may be postponed to a later meeting in order to allow sufficient time for consideration and research of the issue. The board president and superintendent shall decide whether a request is within the subject matter jurisdiction of the board. Items not within the subject matter jurisdiction of the board may not be placed on the agenda. In addition, the board president and superintendent shall determine if the item is merely a request for information or whether the issue is covered by an existing policy or administrative regulation before placing the item on the agenda.
.XIII. CONTINUATION OF PUBLIC COMMENTS
Quick Summary / Abstract:
A continuation of Section VIII, as needed. (If the number of persons wishing to address the Board of Education exceeds the time limit in section VIII, additional time will be provided in Section XVI, CONTINUATION OF PUBLIC COMMENTS.)
.XIV. BOARD MEMBER COMMENTS
Quick Summary / Abstract:
A Board member may make a brief announcement or report on his/her own activities relative to Board business. There can be no discussion under “BOARD MEMBER COMMENTS.”
.XV. FUTURE AGENDA ITEMS
Quick Summary / Abstract:
Items for future consideration will be listed with the projected date of consideration. The Board of Education will be given any backup information available at this time.
.XVI. ADJOURNMENT
Quick Summary / Abstract:

This meeting will adjourn to a regular meeting scheduled for Thursday, October 5, 2017, at 5:30 p.m. in the Malibu City Council Chambers: 23825 Stuart Ranch Road, Malibu, CA.


Published: September 8, 2017, 2:49 PM

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