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MEETING FORMAT "HYBRID"
Santa Monica-Malibu USD
January 18, 2018 6:00PM
District Administrative Offices: 1651 16th Street, Santa Monica, CA. The Board of Education will call the meeting to order at 4:00 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 under Closed Session. The public meeting will reconvene at 6:00 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)(1) CONFERENCE WITH LEGAL COUNSEL – EXISTING LITIGATION (20 min)Confidential agenda item.
Quick Summary / Abstract:
  • Name of Case: America Unites for Kids vs. Lyon (C.D. Ca. Sept., 2016), now on appeal to the U.S. Court of Appeals for the Ninth Circuit, America Unites for Kids v. Rousseau, No. 16-56390
.II.B. Government Code §54956.9(d)(2) CONFERENCE WITH LEGAL COUNSEL – ANTICIPATED LITIGATION – SIGNIFICANT EXPOSURE TO LITIGATION (85 min)Confidential agenda item.
Quick Summary / Abstract:
  • DN-1009-17/18 (Special Education)
  • DN-1010-17/18 (Special Education)
  • DN-1011-17/18 (Special Education)
  • 1 case
.II.C. Government Code §54957 PUBLIC EMPLOYEE DISCIPLINE / DISMISSAL / RELEASE (5 min)Confidential agenda item.
.II.D. Government Code §54957.6 CONFERENCE WITH LABOR NEGOTIATORS (10 min)Confidential agenda item.
Quick Summary / Abstract:
  • Agency Designated Representative: Dr. Ben Drati
  • Employee Organizations: SMMCTA
  • 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 January 18, 2018, regular meeting agenda.

Actions:
Motion

It is recommended that the Board of Education approve the January 18, 2018, regular meeting agenda.

Passed with a motion by Mr. Craig Foster and a second by Ms. Laurie Lieberman.
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 December 14, 2017, Board Meeting Minutes
Recommended Motion:

It is recommended that the Board of Education approve the December 14, 2018, regular board meeting minutes.

Actions:
Motion

It is recommended that the Board of Education approve the December 14, 2018, regular board 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_121417
.IV. STUDY SESSION
Quick Summary / Abstract:
These items are staff presentations and/or updates to the Board of Education.
.IV.A. Early Learning Pathway Update (40 min)
Time Certain:
6:45 PM
Rationale:

Per Board directive, the Early Learning Pathway update is provided twice each school year. This item is intended to inform the board of current activities and next steps in the Early Learning pathway.

 
Financial Impact:

None in the current school year

Comments:

Educational Services staff, as well as teaching staff, will present information about what is currently taking place in the early learning continuum, and the intended next steps.

Staff anticipates that this item will require a total of 40 minutes, with 20 minutes for the staff report and 20 minutes for board member questions and comments.

Attachments:
Early Learning Narrative
Early Learning Presentation
.V. COMMUNICATIONS
Quick Summary / Abstract:
The Communications section provides an opportunity for the Board of Education to hear reports from the individuals or committee representatives listed below. All reports are limited to 5 minutes or less. However, if more time is necessary, or if a report will not be presented, please notify the Board secretary eight workdays prior to the date of the meeting.
.V.A. Student Board Member Reports (15 min)
.V.A.1. Santa Monica High School
.V.A.2. Malibu High School
.V.A.3. Olympic High School
.V.B. SMMCTA Update (5 min)
.V.C. SEIU Update (5 min)
.V.D. PTA Council (5 min)
.VI. EXECUTIVE STAFF REPORTS
.VI.A. Asst. Supt., Educational Services (5 min)
.VI.B. Asst. Supt., Human Resources (5 min)
.VI.C. Asst. Supt., Business & Fiscal Services (5 min)
.VI.D. Superintendent (5 min)
.VII. CONSENT CALENDAR
Actions:
Motion
Passed with a motion by Mr. Oscar de la Torre and a second by Ms. Laurie Lieberman.
Vote:
Yes Mr. Oscar de la Torre.
Yes Mr. Craig Foster.
Yes Mr. Jon Kean.
Absent 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.
.VII.A. Curriculum and Instruction
.VII.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.

Financial Impact:
  • Contractor: Family Service of Santa Monica
  • Dates: 08/22/17-06/08/18
  • Amount not to exceed:$5,000.00 $10,000.00
  • Description: Provide counseling services for students on campus 1 day per week for school year. To assist with extremely heavy counseling load.
  • Site: Franklin Elementary
  • Funding: 01-00010-0-11100-10000-5802-002-4020
  • (Amend amount not to exceed. Original contract approved 08/30/17)


  • Contractor: Thinking Maps
  • Dates: 10/01/17-06/09/18
  • Amount not to exceed: $4,500.00 $5,550.00
  • Description: In-service training for certificated teaching staff on Thinking Maps and Write from the Beginning writing program
  • Site: Webster Elementary
  • Funding: 01-00030-0-11100-10000-5802-030-1300
  • (Amend amount not to exceed. Additional $1050.00 Original contract approved on 10/19/17)


  • Contractor:  Jacqueline Fuentes de Gallo
  • Dates: 01/22/18-05/24/18
  • Amount not to exceed: $2500.00
  • Description: Enrichment afterschool music program, designed for students in grades 3-4-5 with 2 night performances: Cesar Chavez night and Upper Grade Open House night
  • Site: Edison Language Academy
  • Funding: 01-00021-0-11100-10000-5802-001-4010 (stretch grant)


  • Contractor: Jacqueline Fuentes de Gallo     
  • Dates: 01/26/18-03/23/18       
  • Amount not to exceed: $900.00
  • Description: Parent Chorus in Spanish as a Community Integration and Parent Education Activity
  • Site: Edison Language Academy
  • Funding: 01-00021-0-11100-10000-5802-001-4010 ($50.00 - stretch grant); 01-90150-0-11100-10000-5802-001-4010 ($850 - PTA)


  • Contractor: UCLA Center X
  • Dates: 01/17/18 – 06/29/18
  • Amount not to exceed: $11,400.00
  • Description: Provide professional development support to further teacher’s understanding of Cognitively Guided Instruction (CGI) and to deepen their understanding of the CA Math contents standards.
  • Site: Educational Services
  • Funding: 01-00030-0-11100-10000-5802-030-1300 (LCAP)


  • Contractor: Community Partners
  • Dates: 01/08/18-06/29/18
  • Amount not to exceed: $1800.00
  • Description: Provide 6 bilingual literacy workshops to parents at Edison, open to PK, TK and K-5th grade parents
  • Site: Edison Language Academy
  • Funding: 01-30100-0-11100-10000-5802-001-4010 ($1,000 - Title 1); 01-42030-0-47600-10000-5802-035-1300 ($800 - Tier III)


  • Contractor: School Services of California (SSC)
  • Dates: 12/01/17-12/31/18
  • Amount not to exceed: $35,000.00 + expenses @ $250/hr
  • Description: Consulting services to provide for the equitable allocation of revenues under a unification reorganization plan, consistent with the aspirations of the District.
  • Site: Superintendent’s Office
  • Funding: 01-00000-0-00000-71500-5802-020-1200


  • Contractor: Michael Bishop Sr. and Associates
  • Dates: 08/09/17-03/30/18
  • Amount not to exceed: $150/hour
  • Description: To consult on special projects, including but not limited to unification and facility improvement projects
  • Site: Business Services
  • Funding: 01-00000-0-00000-73000-5802-050-1500
  • (Amend contract date and scope of work. Original contract approved on 08/09/17.)
Comments:
 These contracts are included in the 2017-18 budget.
.VII.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 $183/day. This figure is furnished for informational purposes and does not reflect the actual amount paid for an individual substitute.)
Attachments:
C & T 1/18/18
.VII.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 2017-2018 school year. 

Financial Impact:
  • Grade: 9th – 12th
  • # of Students: 19
  • Destination: Walt Disney Resort / Orlando, FL
  • Dates: 02/07/18-02/12/18
  • Principal/Teacher: A. Shelton / B. Boyd
  • Cost & Funding Source: $1,000.00 per student / Fundraising and parent donations
  • Subject: Athletics
  • Purpose: UCA National Cheerleading Championship
  • School: Santa Monica High School


  • Grade: 9th – 12th
  • # of Students: 2
  • Destination: Vintage High School/Napa, CA
  • Dates: 01/04/18-01/07/18
  • Principal/Teacher: A.Shelton/M.Black
  • Cost & Funding Source: $0 per student
  • Subject: Athletics
  • Purpose: Wrestling Tournament
  • School: Santa Monica High
Comments:
No child will be denied due to financial hardship.
.VII.A.4. Approval of 2016-17 School Accountability Report Cards (SARCs) for Elementary, Middle, and High Schools
Recommended Motion:

It is recommended that the Board of Education approve the 2016-2017 School Accountability Report Cards for the sites listed below. 


Rationale:

The School Accountability Report Cards (SARC) are mandated by California law and fulfill a reporting requirement of the Elementary and Secondary Education Act (ESEA). Each school’s SARC must contain specific, discrete pieces of information mandated by the State of California, including test score results, demographic information, descriptions of professional development, suspension and expulsion data, and information about elements of Williams’ compliance, such as sufficiency of textbooks and facilities maintenance. Upon Board approval, the 2016-2017 SARCs will be posted on our website for public viewing.

 
Comments:

The SARCs are for: 

  • Edison Language Academy
  • Franklin Elementary School
  • Grant Elementary School
  • John Muir Elementary School
  • Juan Cabrillo Elementary School
  • McKinley Elementary School
  • Point Dume Marine Science School
  • Roosevelt Elementary School
  • Webster Elementary School
  • Will Rogers Elementary School
  • Santa Monica Alternative School House (SMASH)
  • John Adams Middle School
  • Lincoln Middle School
  • Malibu High School
  • Olympic High School
  • Santa Monica High School
.VII.A.5. Head Start Collaboration with the Los Angeles County Office of Education
Recommended Motion:

It is recommended that the Board of Education approve the refunding application and budget for fiscal year 2018-2019 with Los Angeles County Office of Education (LACOE) for the purpose of providing Head Start Services to eligible families effective July 1, 2018, through June 30, 2019.

Rationale:

Head Start is a federal grant program with a long history of providing comprehensive child development and support services to young children and families with incomes at or below the poverty level.  The contract operates on a minimum of 180 days, provides for the operation of 7 Head Start classes- approximately 132 children in a full day setting in partnership with State Preschool Funds. 

 
Financial Impact:
This agreement is to be executed between LACOE, and the Santa Monica-Malibu Unified School District, wherein LACOE agrees to pay Santa Monica-Malibu Unified School District Child Development Services an amount not to exceed $1,494,900 for the Head Start-Basic program and $3,960 for the Head Start Training and Technical Assistance.
Attachments:
Head Start Goals for 2018-2019
.VII.A.6. Head Start One-Time Funding
Recommended Motion:

It is recommended that the Board of Education approve the One-Time Supplemental Funds (OTS) from LACOE for the amount not to exceed $161,000 to improve the facilities at the Head Start Preschool Programs.

Rationale:

The proposed change in budget is requesting the use of One-Time Supplemental Funds to be used for improvements at the Head Start Sites.  All the budgetary changes meet the fiscal accountability aspects including but not limited to: allowable, necessary, reasonable, and allocable.  These improvements were identified through self-assessment monitoring, our Maintenance and Operations safety walks, as well as recommended by the Policy Committee board and will impact safety for the children and increase comfort in the school environment.

 
Financial Impact:

Funding Information:

  • Source: Head Start
  • Currently Budgeted: Yes
  • Account Number: 12-52101-0-85000-82000-5640-070-2700
  • Description:  One-Time Only Funding


McKinley:

  • New Screen on fence and walkway: $15,000
  • Redo cement on walkway in front of door: $18,000
  • New swing-set: $9,000
  • Shade Structure: $75,000

All Sites:

  • Door chimes: $6,000
  • Deep cleaning: $9,000

Washington West:

  • Repaint window frames/repair glazing
  • Putty and refinish frame: $25,000

Woods:

  • Food warmer: $4,000

TOTAL: $161,000

.VII.A.7. Transfer of Head Start Appropriations - BAR # 37-263
Recommended Motion:

It is recommended that the Board of Education approve the request to transfer Head Start Funds BAR 37-263 for FY 2017-2018.

Rationale:

SMMUSD is requesting the realignment of the existing FY 2017-18 Head Start Basic budget by reallocating funds in the following cost categories: personnel, fringe benefits, supplies, and other costs. Reallocation of funding equals a net change of $0.00. This change will include salary savings based on vacancies as well as salary and benefits increases based on step increases incurred during the program year.  In addition, the Program Manager position will be increased from 0.25 FTE to 0.35 FTE based on actual study of hours performed under the Head Start program.  It will also include a change based on actual expenditures year to date and projections for the remainder of the program year.  There is currently no impact on the organizational structure to deliver services, as classes are under-way without incident at all sites.  In addition, this proposed change will allow SMMUSD to continue serving children and their families at the quality level that is required by state and federal health safety standards.

 
Financial Impact:

Budget Changes by Line Item:

  • A.1. Program Managers & content Area Experts: $4,183
  • A.2. Teachers/Infant Toddler Teachers: $13,417
  • A.5. Teacher Aides & Other Education Personnel: $318
  • A.6. Health/Mental Health Services Personnel: $4,317
  • A.11. Other Family & community Partnerships Personnel: ($6,834)
  • A.12. Executive Director/Other Supervisor of HS Director: $25,453
  • A.17. Fiscal Personnel: $7,026
  • A.19. Maintenance Personnel: ($9,502)
  • A.21. Other Personnel: $4,222
  • B.1. Social Security (FICA, State Disability, SUI: $2,328
  • B.2. Health/Dental/Life Insurance: ($34,740)
  • B.3. Retirement: $3,232
  • E.1. Office Supplies: $5,500
  • E.2. Child and Family Services Supplies: $15,881
  • E.4. Other Supplies: $2,500
  • H.4. Utilities, Telephone: ($2,000)
  • H.6. Building Maintenance/Repair and Other Occupancy: ($3,500)
  • H.9. Nutrition Services: ($17,801)
  • H.10. Child Services Consultants: ($20,000)
  • H.15. Publications/Advertising/Printing: $2,000
  • H.17. Other $4,000                                                     
  • TOTAL: $0
.VII.A.8. Approval of Fee Increase for the Infant-Toddler, Preschool and School-Age Programs for Fiscal Year 2018-2019
Recommended Motion:

It is recommended that the Board of Education approve a fee increase for non-subsidized parents in the Infant-Toddler, Preschool, School-Age Child Development Programs effective July 1, 2018.

Rationale:

It is a condition of the Funding Terms and State and Federal Programs that parents’ fees in the non-subsidized program cannot be less than the daily/monthly reimbursement rate for subsidized families receiving the same services.

 
Attachments:
Fee Increase Chart 2018-2019
.VII.A.9. Special Education Contracts (17/18)
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)
.VII.B. Business and Fiscal
.VII.B.1. Award of Purchase Orders - 2017-18
Recommended Motion:

It is recommended that the Board of Education approve the attached Purchase Orders and Changed Purchase Orders from December 13, 2017 through January 5, 2018 for fiscal / 18.

Attachments:
PurchaseOrderList_011818
.VII.B.2. Acceptance of Gifts- 2017/2018
Recommended Motion:

It is recommended that the Board of Education accept, with gratitude, checks totaling

$49,738.24 presented to the Santa Monica-Malibu Unified School District.

 

It is further recommended that the Fiscal/Business Services Office, in accordance with Educational Code §42602, be authorized to increase the 2017-2018 income and appropriations by $49,738.24 as described on the attached listing.

Rationale:

This report details only cash gifts.  It includes all contributions made by individuals or companies and some of the contributions made by our PTA’s.  Contributions made by a PTA in the form of a commitment and then billed are reported in a different resource.  A final report that compiles all gift and PTA contributions is prepared and available annually.

  

COMMENT:   The value of all non-cash gifts has been determined by the donors.

NOTE: The list of gifts is available on the District’s website, www.smmusd.org.

 
Attachments:
Gift Reports 1/18/18
.VII.B.3. Approval to Purchase Buses from A-Z Bus Sales Inc. Utilizing Waterford Bid #01/17 School Buses
Recommended Motion:

It is recommended that the Board of Education approve the purchase of five (5) 2017 Collins DH500 GM gasoline 24-passenger bus and three (3) 2017 Collins DH500 GM gasoline 16-passenger (*variable seating) wheelchair accessible buses through A-Z Bus Sales utilizing Waterford Unified School District Bid #17/01 and fund the total cost not to exceed $611,381.70.

Rationale:

Eight (8) existing diesel school buses are in need of replacement, as they are beyond economic repair (vehicle 16, 17, 19, 21, 22, 23, 24 & 26).  Once Board approval has been granted for the purchase, a purchase order will be placed with A-Z Bus Sales to purchase the eight buses.  Expected delivery is spring 2018.

 
Financial Impact:
  • Budgeted: Yes
  • Fund: General
  • Source: General Fund
  • Account Number: 01-00000-0-11100-36000-6500-058-2580

Price for the purchase is as follows:

  • Vehicle #16: 24 Passenger Bus: $66,258.45
  • Vehicle #17: 16 Passenger* w/Wheelchair Accessible Bus: $76,020.16
  • Vehicle #19: 16 Passenger* w/Wheelchair Accessible Bus: $76,020.16
  • Vehicle #21: 24 Passenger Bus: $66,258.45
  • Vehicle #22: 24 Passenger Bus: $66,258.45
  • Vehicle #23: 24 Passenger Bus: $66,258.45
  • Vehicle #24: 24 Passenger Bus: $66,258.45
  • Vehicle #26: 16 Passenger* w/Wheelchair Accessible Bus: $76,020.16  
  • Sub-Total: $559,352.73
  • 10.25% Sales Tax: $52,028.97*  
  • Total: $611,381.70

* A portion of the subtotal includes labor for the wheelchair accessible buses; therefore, tax is not applied on $51,752.52.

.VII.C. Facilities Improvement Projects
.VII.C.1. Contract Amendment #17 - Track & Field Replacement Project – Professional Geotechnical Observation and Lab of Record Services – Lincoln Middle School –Leighton Consulting, Inc. - Measure ES
Recommended Motion:

It is recommended that the Board of Education approve Contract Amendment #17 to Leighton Consulting Inc. for Lincoln Middle School – Track & Field Replacement Project in an amount not to exceed $20,395.00 for total contract amount of $316,127.00.

Rationale:

Leighton Consulting, Inc. proposes to provide earthwork observation, soil testing and material testing services for the construction of the Track & Field Replacement Project (DSA# 03117787) at Lincoln Middle School. The original contract cost for the geotechnical work and materials testing was $47,356.00. Leighton’s scope of work includes soil testing, compaction test, and material testing per DSA Form 102 for the project.  Geotechnical work costs increased due to an extended construction schedule and field light installation that increased the hours required for required soils inspection technician observation from the original estimate.

 
Financial Impact:

Funding Information

  • Budgeted: Yes
  • Fund: 85-90908-0-00000-85000-5802-012-2600
  • Source: Measure ES
  • Budget Category: Soft Costs \ Environmental Tests \ Geo Engineering and Material Testing

MEASURE ES FUNDING:

  • ORIGINAL CONTRACT AMOUNT - Campus Plan Project: $16,335
  • CONTRACT AMENDMENT #01 - Sealy Field & Stairway & Sidewalk: $8,190
  • CONTRACT AMENDMENT #02 - Stairway & Sidewalk Geotech and LOR: $12,370
  • CONTRACT AMENDMENT #03 - SCP Phs 1&2 Geotechnical Report: $32,722
  • CONTRACT AMENDMENT #04 - Stockpile and Tennis Courts: $23,317
  • CONTRACT AMENDMENT #05 - Sealy Field Pjt.: $21,039
  • CONTRACT AMENDMENT #06 – Lincoln Track and Field $47,356
  • CONTRACT AMENDMENT #07 – Stair and Ramp: $16,740
  • CONTRACT AMENDMENT #08 – Sealy Field: $19,410
  • CONTRACT AMENDMENT #09 - Business Bld. Stairway welding/Inspect: $2,693
  • CONTRACT AMENDMENT #10 – Archeological Assessment for CEQA: $26,202
  • CONTRACT AMENDMENT #11 - Samohi New Ph 1 & 2 subterranean pkg: $19,168.00
  • CONTRACT AMENDMENT #12 – Native American Monitoring Services for CEQA: $5,160.00
  • CONTRACT AMENDMENT #13 – Supplemental Earthworks Testing- Sealy Field: $15,280.00
  • CONTRACT AMENDMENT #14 – Pico Gate Welding Inspection: $2,813.00
  • CONTRACT AMENDMENT #15 – MHS FIG&D WPFD- Geotech, Inspect, Mat. Test Services: $20,937
  • CONTRACT AMENDMENT #16 – Samohi Paleo Report – CEQA: $6000
  • CONTRACT AMENDMENT #17 – Lincoln Geotech: $20,395 
  • TOTAL CONTRACT AMOUNT: $316,127.00
.VII.C.2. Amendment #07 to Agreement – Santa Monica High School – Discovery Building Project – Inspector of Record Services – Sandy Pringle Associates – Measure ES
Recommended Motion:

It is recommended that the Board of Education approve Amendment #07 with Sandy Pringle Associates to provide inspection services for Santa Monica High School – Discovery Building Project in an amount not to exceed $10,830 for a total contract amount of $234,700.00.

Rationale:

Inspections services are required for a variety of projects related to the Discovery Building and include the inspection of the improvements related to Interim Housing. The work will include compliance with DSA approved plans and may include inspection at the off-site facility constructing the modular class room and restroom components. In addition, Inspection Services are required for the installation of a duct bank through the Science Quad to install East-West power and data back-bone conduits for the final buildout of the campus.

Sandy Pringle and Associates has been asked to provide a proposal for an allowance of 120 hours to be used as directed to conduct the inspection services required.

Inspection services are required by code to ensure that school facilities are built to the District requirements. This amendment #07 is to provide additional inspection services for the inspection for the Interim Housing and the Installation of the Science Quad Duct Bank.

 
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 \ Testing & Inspection / Materials Lab
  • DSA #: 03-117627

MEASURE ES FUNDING:   

  • ORIGINAL CONTRACT - Roosevelt & Webster – WFP: $32,968
  • CONTRACT AMENDMENT #01 – Malibu FIG – WFP: $53,256
  • CONTRACT AMENDMENT #02 – SAMOHI – Sealy Field: $49,818
  • CONTRACT AMENDMENT #03 – Lincoln MS – Track & Field: $49,818
  • CONTRACT AMENDMENT #04 – Webster ES – WFP: $31,000
  • CONTRACT AMENDMENT #05 – Samohi – Pico and BB Stairway: $3,610
  • CONTRACT AMENDMENT #06 – Samohi – Interim Repairs & stairs: $3,400
  • CONTRACT AMENDMENT #07 Samohi – Discovery; Interim Housing; duct bank: $10,830
  • TOTAL CONTRACT AMOUNT:   $234,700
.VII.C.3. Amendment #03 to Agreement – Olympic High School – Window, Paint, Floors & Doors Project – Abatement and Removal Monitoring Services - Ninyo & Moore – Measure ES
Recommended Motion:

It is recommended that the Board of Education approve Contract Amendment #03 with Ninyo & Moore for Olympic High School – Window, Paint, Floors & Doors Project in an amount not to exceed $8,482, for a total contract amount of $167,987.

Rationale:

The monitoring and testing services will include verification of proper certification of workers, implementation of best practices, air testing, laboratory services and similar services required to ensure the safety of the students and staff at the project site. The consultant shall also ensure that all work, transportation and disposal of hazardous materials is done in compliance with state and federal regulations. Ninyo & Moore is recommended to provide Abatement and PCB removal monitoring services.

 
Financial Impact:

Funding Information

  • Budgeted: No
  • Fund: 21
  • Source: Measure ES
  • Account Number: 21-90500-0-00000-85000-5802-014-2600                                            
  • Budget Category: Soft Costs/Materials Lab

MEASURE ES FUNDING:

  • ORIGINAL CONTRACT AMOUNT - Olympic – Inspection Services: $55,583
  • CONTRACT AMENDMENT #1 - Olympic – Removal Monitoring Services: $72,552
  • CONTRACT AMENDMENT #2 - Olympic – Removal Monitoring Services: $31,370
  • CONTRACT AMENDMENT #3 - Olympic – Removal Monitoring Services: $8,482
  • TOTAL CONTRACT AMOUNT: $167,987
.VII.C.4. Amendment #01 to Agreement –John Adams Middle School – Performing Arts Complex Project – Architectural Design Services – HGA Architects - Measure ES
Recommended Motion:
It is recommended that the Board of Education approve Contract Amendment #01 with HGA Architects for John Adams Middle School – Performing Arts Complex Project – in an amount not to exceed $118,000.00, including reimbursable expenses, for a new total contract amount of $1,742,350.00.
Rationale:

HGA Architects have been asked to provide additional services for architectural, structural, civil, mechanical, electrical and plumbing design including construction administration and all related reimbursable expenses. Additional services include preparing three separate construction packages for different phases of work and a modified scope of work to include music building modernization.

 
Financial Impact:

Funding Information

  • Budgeted: Yes
  • Fund: 85
  • Source: Measure ES
  • Account Number:  85-90907-0-00000-85000-5802-011-2600                                           
  • Budget Category: A/E Design Services

MEASURE ES FUNDING:

  • ORIGINAL CONTRACT AMOUNT - Performing Arts Complex: $1,624,350
  • CONTRACT AMENDMENT #01 - Additional Services: 118,000 
  • TOTAL CONTRACT AMOUNT: $1,742,350
.VII.C.5. Amendment #10 to Agreement - Santa Monica High School – HVAC Project – Fire Dampers and Pool Ventilation Maintenance – Architectural Services - Chan Young Architects – Measure ES
Recommended Motion:

It is recommended that the Board of Education approve Contract Amendment #10 with Chan Young Architects to provide architectural services for additional scope of work for the HVAC - Samohi Campus Plan (SCP), Samohi Fire Dampers Maintenance and Pool Ventilation in an amount not to exceed $25,759.34 for a total contract amendment amount of $1,461,600.62.

Rationale:

This work is for the inspection and repair of the fire dampers prior to the HVAC project construction start. The scope includes the preparation of maintenance bid documents for testing, inspection and maintenance of HVAC fire dampers in the Language, Administration, Barnum Hall, Music, N Gym and S. Gym buildings and address the ineffective ventilation in the Drake Pool building by specifying replacement of 6 motors in existing rooftop ventilation units, and bringing outside air to the pool deck level. Wherever a fire damper is found to require complicated replacement, it will be identified in an addendum to the HVAC construction project if timing allows.

Scope Summary:

CYA to provide all design services as follows:

  • South Gym Scope of Work:
    • Utilize maintenance bid package previously prepared for HVAC project (no DSA review)
    • Minimum CA and job siting meetings.
  • Fire Damper Performance Spec Scope of Work:
    • Review record drawings and prepare maintenance bid document based on available as built plans and related specifications (no DSA submittal)
    • Minimum CA and job siting meetings
  • Pool Building Scope of Work:
    • Review record drawings and prepare construction/maintenance bid document (plans and related specifications) based on available as built plans and equipment information provided by GAFCON/ACCO to replace the motors in 6 ventilation units (no DSA submittal).
    • Provide outside make up air via new units (that replace Reznor heaters, utilizing curb adapters) with nozzles to direct fresh air to the Pool deck level (no DSA submittal).
    • Minimum CA and job siting meetings
  • Bid and Award Phase:
    • Attend Pre-Bid Meeting
    • Respond to Bid RFIs
    • Prepare Addendums (in scope only)
  • Construction Administration Phase
    • Attend up to 2 Construction meetings
    • Respond to RFIs, Submittals, and Review Pay Requests
 
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
  • Contract Amendment #07 – Tennis Court Repair: $12,500
  • Contract Amendment #08 – Sealy and Football Field Lighting: $23,980.00
  • Contract Amendment #09 – As-needed Misc. Design: $25,000.00
  • Contract Amendment #10 – Fire Dampers and Pool Ventilation: $25,759.34 
  • TOTAL CONTRACT AMOUNT: $1,449,634.62
.VII.C.6. Change Order #07 – Santa Monica High School - Sealy Field Project - Construction Contract Bid #17.12.ES - Byrom-Davey, Inc. - Measure ES
Recommended Motion:

It is recommended that the Board of Education approve Change Order #07 with Byrom-Davey, Inc. for the Santa Monica High School – Sealy Field Project in an amount not to exceed $3,801.31 for a total contract amount of $2,067,661.89 and 0 days of schedule impact.

Rationale:

On April 20, 2017, the Board awarded to Byrom-Davey, Inc. the construction contract for the Santa Monica High School Sealy Field Project in the amount of $1,442,121.00.

During construction a number of modifications and additions to the project work were performed in the North Gym restroom renovation as unforeseen conditions were encountered.  These conditions required the repair of existing pipes and fixtures that were found to be worn out. These modifications and additions allowed work to continue on the project and minimize impact on the high school’s operations.

Change Order #07 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
  • Change Order #02: $4,938.75
  • Change Order #03: $140,455.00
  • Change Order #04: $113,122.02
  • Change Order #05: $32,644.81
  • Change Order #06  $ 143,040.00
  • Change Order #07  $ 3,801.31                              
  • TOTAL CONTRACT AMOUNT: $2,067,661.89
.VII.C.7. Change Order #06 – Santa Monica High School - Sealy Field Project - Construction Contract Bid #17.12.ES - Byrom-Davey, Inc. - Measure ES
Recommended Motion:

It is recommended that the Board of Education approve Change Order #06 with Byrom-Davey, Inc. for the Santa Monica High School – Sealy Field Project in an amount not to exceed $143,040.00 for a total contract amount $2,063,860.58 and 35 days of schedule impact.

Rationale:

On April 20, 2017 the Board awarded to Byrom-Davey, Inc. the construction contract for the Santa Monica High School Sealy Field in the amount of $1,442,121.00.

During construction a number of modifications and additions to the project work were performed due to unforeseen conditions and changed scope of work.  These actions include rescheduling work, galvanizing the supports for the new scoreboard, installing new restroom fixtures when the existing fixtures were found to be worn out’ and dealing with numerous buried improvements due to previous uses of the land prior to the school’s ownership of the property. These modifications and additions allowed work to continue on the project and minimize impact on the high school’s operations.

This Change Order no. 06 is an extension to the project to provide for the improvements necessary to install wet utilities, create ADA compliant access and fencing.

Change Order No. 06 includes an increase of 6-weeks the contract time, which is separate from the base contract.

 
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 #: 03-118615

MEASURE ES FUNDING

  • Original Contract: $1,442,121.00
  • Change Order #01: $187,539.00
  • Change Order #02: $4,938.75
  • Change Order #03: $140,455.00
  • Change Order #04: $113,122.02
  • Change Order #05: $32,644.81
  • Change Order #06: $ 143,040.00                      
  • TOTAL CONTRACT AMOUNT: $2,063,860.58
.VII.C.8. Amendment #16 to Agreement – Santa Monica High School – Samohi Campus Plan - Geotechnical Field Observation Services – Leighton Consulting, Inc. – Measure ES
Recommended Motion:

It is recommended that the Board of Education approve Contract Amendment #16 with Leighton Consulting Inc. for the Santa Monica High School – Samohi Campus Plan in an amount not to exceed $6,000.00 for a total contract amount of $295,732.00.

Rationale:

The redevelopment of the Santa Monica High School Campus requires an Environmental Impact Report and the Paleo Report must be generated to be included as a technical report as part of the CEQA process. This work involves the research of all available records and the compiling of the report. Leighton has provided a cost proposal to provide those services.

 
Financial Impact:

Funding Information

  • Budgeted: Yes
  • Fund: 85-90904-0-00000-85000-5802-015-2600
  • Source: Measure ES
  • Budget Category: Soft Costs \ Environmental Tests \ CEQA Consulting

MEASURE ES FUNDING:

  • ORIGINAL CONTRACT AMOUNT - Campus Plan Project: $16,335
  • CONTRACT AMENDMENT #01 - Sealy Field & Stairway & Sidewalk: $8,190
  • CONTRACT AMENDMENT #02 - Stairway & Sidewalk Geotech and LOR: $12,370
  • CONTRACT AMENDMENT #03 - SCP Phs 1&2 Geotechnical Report: $32,722
  • CONTRACT AMENDMENT #04 - Stockpile and Tennis Courts: $23,317
  • CONTRACT AMENDMENT #05 - Sealy Field Pjt.: $21,039
  • CONTRACT AMENDMENT #06 – Lincoln Track and Field $47,356
  • CONTRACT AMENDMENT #07 – Stair and Ramp: $16,740
  • CONTRACT AMENDMENT #08 – Sealy Field: $19,410
  • CONTRACT AMENDMENT #09 - Business Bld. Stairway welding/Inspect: $2,693
  • CONTRACT AMENDMENT #10 – Archeological Assessment for CEQA: $26,202
  • CONTRACT AMENDMENT #11 - Samohi New Ph 1 & 2 subterranean pkg: $19,168
  • CONTRACT AMENDMENT #12 – Native American Monitoring Services for CEQA: $5,160
  • CONTRACT AMENDMENT #13 – Supplemental Earthworks Testing- Sealy Field: $15,280
  • CONTRACT AMENDMENT #14 – Pico Gate Welding Inspection: $2,813
  • CONTRACT AMENDMENT #15 – MHS FIG&D WPFD- Geotech, Inspect, Mat. Test Services: $20,937
  • CONTRACT AMENDMENT #16 – Samohi Paleo Report - CEQA: $ 6,000 
  • TOTAL CONTRACT AMOUNT: $295,732
.VII.C.9. Amendment #20 to Agreement – Santa Monica High School – Discovery Building Project – Monitoring and Air Sampling Services – Alta Environmental – Measure ES
Recommended Motion:

It is recommended that the Board of Education approve Contract Amendment #20 with Alta Environmental for Santa Monica High School in an amount not to exceed $24,532.75 for a total contract amended amount of $1,297,910.58.

Rationale:

Abatement of the identified hazardous materials in the Science and Technology Buildings must be undertaken prior to the demolition of those buildings next summer. Alta Environmental has been requested to provide consultant services for the monitoring and air sampling during asbestos and lead related abatement work and to ensure compliance with all of the specific requirements.

 
Financial Impact:

Funding Information

  • Budgeted: Yes
  • Fund: 85
  • Source: ES
  • Account Number85-90904-0-00000-85000-5802-015-2600
  • Budget Category: Soft Costs/Environmental Testing/Hazmat Monitoring

MEASURE ES & BB FUNDING:

  • ORIGINAL CONTRACT - Juan Cabrillo ES, Grant ES & Will Rogers ES: $96,492.45
  • CA #01 - Juan Cabrillo ES Project – WPF&D: $893.30
  • CA #02 - Various Schools – WPF&D: $50,000.00
  • CA #03 - Grant ES – Windows Project – WPF&D: $12,648.80
  • CA #04 - Webster, Roosevelt – WPF&D: $6,882.34
  • CA #05 - WRES, WES, & RES & Malibu HS–WPF&D: $79,329.00
  • CA #06 - GES, MMH FIG&D, RES, WES & WRES–WPF&D: $335,861.87
  • CA #07 - SAMOHI – Ph.1 & Ph.2: $9,086.90
  • CA #08 - Franklin & Pt. Dume – HVAC: $25,287.40
  • CA #09 - Franklin & Pt. Dume – WFP: $25,287.40    Duplicate to CA#08
  • CA #10 - LMS – Athletic Field: $40,673.00
  • CA #11 - Samohi, Phase 1 & 2: $51,208.10
  • CA #12 – Webster & Will Rogers WPFD: $27,443.90
  • CA #13 – MMHS FIG&D WPFD: $7,169.95
  • CA #14 – Building D WPFD ACM/A&L Abatement Plan & PCB Sampling: $14,875.80
  • CA #15 – Building D WPFD Add Step-Out Sampling and Abatement Plan: $41,896.70
  • CA #16 – Bldg ABC Demo Survey, Sampling, Abatement Plan & Monitoring (BB): $45,986.60
  • CA #17 – FES, McKES, PDES & JAMS - ACM, LBP & PCBs survey & work plan: $156,364.90
  • CA #18 – MMHS FIG&D, H & J WPFD – ACM, LBP & PCBs survey & work plan: $269,052.86
  • CA #19 – Roosevelt ES – ACM ceiling survey & work plan: $2,223.96
  • CA#20 – Samohi – monitoring: $24,532.75             
  • TOTAL CONTRACT AMOUNT: $1,297,910.58
.VII.C.10. Amendment #06 to Agreement – Will Rogers Learning Community - Windows, Paint, Floors & Doors Project. - Interior Roller Shade Removal/Re-Installation – Heritage Window Coverings Inc. – Measure ES
Recommended Motion:

It is recommended that the Board of Education approve Contract Amendment #06 with Heritage Window Coverings Inc. to supply and install interior roller shades at Rogers ES – Window, Paint, Floors & Doors Project, in an amount not to exceed $3,790.00 for a total contract amount of $274,535.00.

Rationale:

The Board of Education approved the award of Bid #16.09R during the December 10, 2015 meeting to Heritage Window Coverings Inc., for interior window roller shades Districtwide and established Mecho   Shades Systems as the District’s window covering standard.  

Rogers E.S. has received a new window system which needs new Roller Shades throughout the campus. This Amendment is for the remaining shades in classrooms 100, 207, 309 & 407 to be provided and installed.

It is recommended that the Board of Education award this contract amendment #06 to continue the Districtwide Mecho Shade project to Heritage Window Coverings, Inc., at Rogers E.S.  for the Windows Floor & Paint project in an amount not to exceed $3,790.00.

 
Financial Impact:

Funding Information

  • Budgeted: Yes
  • Fund: 85
  • Source:  Measure ES
  • Fund: 85-90905-0-00000-85000-5890-006-2600

MEASURE ES FUNDING:

  • ORIGINAL CONTRACT – Cabrillo ES, Grant ES & WRLC: $107,540.00
  • CONTRACT AMENDMENT #01 - Cabrillo, Rogers, Grant - WF&P: $11,865.00
  • CONTRACT AMENDMENT #02 - MMHS – Bungalows: $9,790.00
  • CONTRACT AMENDMENT #03 - Rogers/Grant/Roosevelt/Webster: $101,225.00­­­­
  • CONTRACT AMENDMENT #04 - Malibu High School: $1,855.00
  • CONTRACT AMENDMENT #05 – Webster E.S. $38,470.00
  • CONTRACT AMENDMENT #06 – Rogers E.S. $3,790.00 
  • TOTAL CONTRACT AMOUNT: $274.535.00
.VII.C.11. Amendment #07 to Agreement – Will Rogers Learning Community – Sunset Park Christian Church Property - Survey Services – Psomas – Measure ES
Recommended Motion:

It is recommended that the Board of Education approve Contract Amendment #07 with Psomas for Will Rogers Learning Community – in an amount not to exceed $13,035.00 for a total contract amount of $100,535.00.

Rationale:

The District has recently purchased the Sunset Park Christian Church property located at 1515 Maple St, Santa Monica, CA 90405.  A site survey is required in order to prepare a demolition package for this property. It is anticipated that structures on this property will be demolished in the summer of 2018.

 
Financial Impact:

Funding Information

  • Budgeted: Yes
  • Fund: 40
  • Source: ES
  • Account Number:  40-90100-0-00000-85000-5890-006-2600
  • Budget Category: Soft Costs/Surveys & Engineering

MEASURE ES FUNDING:

  • Original Contract Amount - Samohi – Sealy Field: $5,500
  • Contract Amendment #01 - JAMS - Complex, Addt’l Survey: $16,500
  • Contract Amendment #02 - Samohi - Addt’l Survey: $4,500
  • Contract Amendment #03 - Samohi – Addt’l Survey for New Blg: $11,500
  • Contract Amendment #04 – JAMS – Field Replacement: $7,500
  • Contract Amendment #05 - Samohi – Addt’l Survey for Discovery Blg: $10,000
  • Contract Amendment #06 - Samohi – Vacation and Recording Easements: $32,000
  • Contract Amendment #07 – Rogers – Church Property Survey $13,035 
  • TOTAL CONTRACT AMOUNT: $100,535
.VII.C.12. 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.

  • School: Data Center
  • Project: Data Center Project
  • Funding: Measure BBw
  • Vendor Name: RD Systems, Inc.
  • PO Number: 183502
  • Amount: $13,001.87
  • Substantial Completion Date: 09/29/2017
 
.VII.C.13. Change Order #06 – Olympic High School - Campus Modernization Project - Construction Contract Bid #16.20.BB - Novus Construction - Measure BB
Recommended Motion:
It is recommended that the Board of Education approve Change Order #06 and authorize changes in excess of 10% with Novus Construction for the Olympic High School – Campus Modernization Project in an amount not to exceed $55,642.47 for a total contract amount of $6,574,626.47.
Rationale:

This Change Order includes costs for Novus Construction and its subcontractors to provide below grade waterproofing at new ramp retaining wall; replacement of basement pipe; termite treatment at the library and computer lab.

This Change Order will be funded from the Program Reserve Shortage.

 
Financial Impact:

Funding Information

  • Budgeted: No
  • Fund: 83
  • Source: Measure BB
  • Account Numbers: 83-90500-0-00000-85000-6200-014-2600
  • DSA Application #: 03-113343
  • Budget Category: Construction Hard Costs

MEASURE BB FUNDING:

  • ORIGINAL CONTRACT:$ 5,639,490.00 (Olympic – Modernization)
  • CHANGE ORDER #01: $20,703.61
  • CHANGE ORDER #02: $95,649.34
  • CHANGE ORDER #03: $461,833.31
  • CHANGE ORDER #04: $81,487.74
  • CHANGE ORDER #05: $219,820.00
  • CHANGE ORDER #06: $55,642.47                   
  • TOTAL CONTRACT AMOUNT: $6,574,626.47
.VII.C.14. Amendment #15 to Agreement – Malibu Middle & High School – Window, Paint, Floors & Doors Project - Geotechnical Observation & Testing/ Special Inspection & Material Testing Services – Leighton Consulting, Inc. – Measure ES
Recommended Motion:

It is recommended that the Board of Education approve Contract Amendment #15 with Leighton Consulting Inc. for Malibu Middle & High School – Building F, I, G and D – Window, Paint, Floors & Doors Project in an amount not to exceed $20,937.00 for a total contract amount of $289,732.00.

Rationale:

Supplemental geotechnical, special inspections and material testing services are required during F, I, G & D renovations. Leighton Consulting has performed previous geotechnical services and currently serves as the official geotechnical engineer.

 
Financial Impact:

Funding Information

  • Budgeted: Yes
  • Fund: 85-90905-0-00000-85000-5802-010-2600
  • Source: Measure ES
  • Budget Category: Soft Costs \ Environmental Tests \ Geo Engineering and Material Testing

MEASURE ES FUNDING:

  • ORIGINAL CONTRACT AMOUNT - Campus Plan Project: $16,335
  • CONTRACT AMENDMENT #01 - Sealy Field & Stairway & Sidewalk: $8,190
  • CONTRACT AMENDMENT #02 - Stairway & Sidewalk Geotech and LOR: $12,370
  • CONTRACT AMENDMENT #03 - SCP Phs 1&2 Geotechnical Report: $32,722
  • CONTRACT AMENDMENT #04 - Stockpile and Tennis Courts: $23,317
  • CONTRACT AMENDMENT #05 - Sealy Field Pjt.: $21,039
  • CONTRACT AMENDMENT #06 – Lincoln Track and Field $47,356
  • CONTRACT AMENDMENT #07 – Stair and Ramp: $16,740
  • CONTRACT AMENDMENT #08 – Sealy Field: $19,410
  • CONTRACT AMENDMENT #09 - Business Bld. Stairway welding/Inspect: $2,693
  • CONTRACT AMENDMENT #10 – Archeological Assessment for CEQA: $26,202
  • CONTRACT AMENDMENT #11 - Samohi New Ph 1 & 2 subterranean pkg: $19,168.00
  • CONTRACT AMENDMENT #12 – Native American Monitoring Services for CEQA: $5,160
  • CONTRACT AMENDMENT #13 – Supplemental Earthworks Testing- Sealy Field: $15,280
  • CONTRACT AMENDMENT #14 – Pico Gate Welding Inspection: $2,813
  • CONTRACT AMENDMENT #15 – MHS FIG&D WPFD- Geotech, Inspect, Mat. Test Services: $20,937
  • TOTAL CONTRACT AMOUNT: $289,732
.VII.C.15. Award of Agreement –– Lincoln Middle School – Track and Field Project - Professional Services – Placeworks - Measure ES
Recommended Motion:

It is recommended that the Board of Education approve an Agreement with Placeworks for Noise Measurement Support Services for Lincoln Middle School – Track and Field Project in an amount not to exceed $10,060.00.

Rationale:

Placeworks will provide technical support to the District related to noise monitoring of construction activities at Lincoln Middle School to objectively evaluate and respond to noise related impacts to the school site and surrounding community. Technical support will include periodic measurements of sound related to construction activities, comparisons to conditions of approval for construction activities, and technical support should noise reduction endeavors be indicated.

 
Financial Impact:

Funding Information

  • Budgeted: Yes
  • Fund: 85-90908-0-00000-85000-5802-012-2600
  • Source: Measure ES
  • Budget Category: Soft Costs \ Environmental Tests

MEASURE ES FUNDING:

  • ORIGINAL CONTRACT AMOUNT: $10,060
  • TOTAL CONTRACT AMOUNT: $10,060

.VII.C.16. Amendment #01 to Agreement – Edison Language Academy – New Construction Project – Professional Services – Rick Engineering Company – Measure BB
Recommended Motion:

It is recommended that the Board of Education approve Contract Amendment #01 with Rick Engineering Company for Edison Language Academy – New Construction Project in an amount not to exceed $5,275 for a total contract amount of $12,675.

Rationale:

Rick Engineering Company will provide professional services associated with compliance assistance for the Storm Water Pollution Prevention Plan (SWPPP) for the Edison Language Academy New Construction Project. Compliance assistance includes the proper closing of Application ID WDID 4 19C361452. This includes the preparation and filing of the Notice of Termination and Annual Report for compliance period July 1, 2017, through Notice of Termination filing date.

 
Financial Impact:

Funding Information

  • Budgeted: Yes
  • Fund: 83-90500-0-00000-85000-5802-001-2600
  • Source: Measure BB
  • Budget Category: Soft Costs / Design / Consultant / Engineering


  • ORIGINAL CONTRACT AMOUNT – Samohi Science & Technology Bldg. Project: $7,400
  • CONTRACT AMENDMENT #01 – Edison Language Academy New Const. Project: $5,275
  • TOTAL CONTRACT AMOUNT: $12,675

.VII.C.17. Adopt Resolution No. 17-15 - Determining that the Edison Language Academy Solar Project is Exempt from the California Environmental Quality Act, Approving the Project, and Directing the Filing of a Notice of Exemption
Recommended Motion:

It is recommended that the Board of Education (“Board”) adopt Resolution No. 17-15 determining that the Edison Language Academy Solar Project (“Project”) is categorically exempt from the requirements of the California Environmental Quality Act (“CEQA”), approving the Project, and directing the filing of a Notice of Exemption with the County Clerk.

Rationale:

The Santa Monica-Malibu Unified School District (“District”) has developed the Project to provide supplemental renewable electricity from solar energy at Edison Language Academy (“Edison”) located at 2402 Virginia Avenue, Santa Monica, California 90404.

The Project consists of an approximately 145 kW solar/photovoltaic system and associated equipment, comprised of nine rooftop mounted panel systems located on six buildings and one carport structure on the northwest side of Edison and another carport structure on the southern side of Edison.

Before the District may consider approval of the Project, it must complete environmental review under CEQA, which exempts certain defined projects from completing a negative declaration or environmental impact report.  District staff have determined that the Project meets the definition of the Class 3, Class 11, and Class 14 Categorical Exemptions. The Class 3 Categorical Exemption, set forth in CEQA Guidelines section 15303, exempts a project that consists of construction and location of limited numbers of new, small facilities or structures and installation of small new equipment and facilities in small structures.  The Class 11 Categorical Exemption, set forth in CEQA Guidelines section 15311, exempts a project that consists of construction or placement of minor structures accessory to existing institutional facilities.

Here, the Project consists of the construction and installation of a solar/photovoltaic system that comprises a limited number of new small structures and accessory structures on an existing public school site, which is institutional in nature.

The Class 14 Categorical Exemption set forth in CEQA Guidelines section 15314 exempts a project that consists of minor additions to existing schools within existing school grounds where the addition does not increase original student capacity by 25% or 10 classrooms.

Here, the Project will not increase student capacity or the number of classrooms because the Project does not change the physical space for housing students, and additional classrooms will not be constructed.

Once a project is determined to be exempt, a project is no longer subject to either the procedural or substantive requirements of CEQA and the project may proceed immediately thereafter.  Thus, CEQA review would be complete should the Board determine that the Proposed Project is exempt and approve the Project.

Should the Board adopt the Resolution, the Project will be approved, and District staff will file a Notice of Exemption with the Los Angeles County Clerk.

 
Attachments:
Resolution: Edison CEQA Exemption
.VII.C.18. Adopt Resolution No. 17-16 - Determining that the John Adams Middle School Solar Project is Exempt from the California Environmental Quality Act, Approving the Project, and Directing the Filing of Notice of Exemption
Recommended Motion:

It is recommended that the Board of Education (“Board”) adopt Resolution No. 17-16 determining that the John Adams Middle School Solar Project (“Project”) is categorically exempt from the requirements of the California Environmental Quality Act (“CEQA”), approving the Project, and directing the filing of a Notice of Exemption with the County Clerk.

Rationale:

The Santa Monica-Malibu Unified School District (“District”) has developed the Project to provide supplemental renewable electricity from solar energy at John Adams Middle School (“JAMS”) located at 2425 16th Street, Santa Monica, California 90405.

The Project consists of an approximately 118 kW solar/photovoltaic system and associated equipment, comprised of approximately 42 rooftop mounted panel systems located on three classroom buildings on the northeast side of JAMS, adjacent to 17th Street, and one shade structure on the northeast side of JAMS, adjacent to the quad area.

Before the District may consider approval of the Project, it must complete environmental review under CEQA, which exempts certain defined projects from completing a negative declaration or environmental impact report.  District staff have determined that the Project meets the definition of the Class 3, Class 11, and Class 14 Categorical Exemptions. The Class 3 Categorical Exemption, set forth in CEQA Guidelines section 15303, exempts a project that consists of construction and location of limited numbers of new, small facilities or structures and installation of small new equipment and facilities in small structures.  The Class 11 Categorical Exemption, set forth in CEQA Guidelines section 15311, exempts a project that consists of construction or placement of minor structures accessory to existing institutional facilities.

Here, the Project consists of the construction and installation of a solar/photovoltaic system that comprises a limited number of new small structures and accessory structures on an existing public school site, which is institutional in nature.

The Class 14 Categorical Exemption set forth in CEQA Guidelines section 15314 exempts a project that consists of minor additions to existing schools within existing school grounds where the addition does not increase original student capacity by 25% or 10 classrooms.

Here, the Project will not increase student capacity or the number of classrooms because the Project does not change the physical space for housing students, and additional classrooms will not be constructed.

Once a project is determined to be exempt, a project is no longer subject to either the procedural or substantive requirements of CEQA and the project may proceed immediately thereafter.  Thus, CEQA review would be complete should the Board determine that the Proposed Project is exempt and approve the Project.

Should the Board adopt the Resolution, the Project will be approved, and District staff will file a Notice of Exemption with the Los Angeles County Clerk.

 
Attachments:
Resolution: JAMS CEQA Exemption
.VII.D. Personnel
.VII.D.1. Certificated Personnel - Elections, Separations
Recommended Motion:

It is recommended that the Board of Education approve the attached certificated appointments, separations and assignments.

Financial Impact:

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

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

It is recommended that the attached appointments for Classified Personnel (merit system) be approved and/or ratified. 

Comments:
All personnel will be properly elected in accordance with District policies and salary schedules.
Attachments:
Classified - Merit
.VII.D.3. Classified Personnel - Non-Merit
Recommended Motion:

It is recommended that the attached appointments for Classified Personnel (merit system) be approved and/or ratified. 

Comments:
All personnel will be properly elected in accordance with District policies and salary schedules.
Attachments:
Classified - Non-Merit
.VII.D.4. Increase in Staffing (FTE) - Pt. Dume Elementary School
Recommended Motion:

It is recommended that the Board of Education approve an increase for an Instructional Assistant - Classroom from 3 hours/SY (0.375 FTE) to 4 hours/SY (0.5 FTE), to better serve the needs of students in the classroom.

Financial Impact:

Funding is from the site's 2017-2018 SMMEF Stretch Grant, and that budget will be adjusted $12,424 for salary and benefits.  The position is subject to annual review of resources and classroom needs.

.VII.D.5. Increase in Staffing (FTE) - Special Education
Recommended Motion:

It is recommended that the Board of Education approve the increase in FTEs (total = 1.5625 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 $46,838 for salary and benefits.

Comments:
  • ParaEducator 1: new position 0.75 FTE (6 hours) - Grant Elementary
  • ParaEducator 1: increase from 0.6875 FTE (5.5 hours) to 0.75 FTE (6 hours) - McKinley Elementary
  • ParaEducator 3: new position 0.75 FTE (6 hours) - Cabrillo Elementary
.VIII. GENERAL PUBLIC COMMENTS
.IX. 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.
.IX.A. Review of Conflict of Interest Investigation (40 min)
Time Certain:
6:00 PM
Rationale:

Concerns about conflict issues were recently raised that the school board and district administration take very seriously.

The district launched an internal investigation into these concerns with the support of legal counsel, Fagen, Friedman and Fulfrost, and will report the results to the Board of Education at this meeting. This summary reflects the findings of the investigation and recommendations. Next steps will also be discussed. In order to avoid actual or perceived conflicts in the future and to continue to ensure the public's trust is earned and maintained, additional direction to conduct further review of board policies and regulations and training for board members and senior staff will be discussed. 

 
Comments:

Staff anticipates that this it will require a total of 40 minutes, with 20 minutes for the report and 20 minutes for board member questions/comments. 

.X. 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.
.X.A. Adopt Resolution No. 17-17 - Commemorating Dr. Martin Luther King, Jr., Day (5 min)
Recommended Motion:

It is recommended that the Board of Education adopt Resolution No. 17-17 – Commemorating Dr. Martin Luther King, Jr. Day.


Actions:
Motion

It is recommended that the Board of Education adopt Resolution No. 17-17 – Commemorating Dr. Martin Luther King, Jr. Day.


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

This resolution is to honor Dr. Martin Luther King, Jr.’s birthday, which is officially observed this year on January 15, 2018.  Attached is the resolution.  Staff anticipates this item will require a total of five minutes.

Attachments:
Resolution: Martin Luther King
.X.B. Adopt Resolution No. 17-18 - In Honor of Fred Korematsu Day of Civil Liberties and the Constitution (5 min)
Recommended Motion:

It is recommended that the Board of Education adopt Resolution No. 17-18 in honor of Fred Korematsu Day of Civil Liberties and the Constitution.


Actions:
Motion

It is recommended that the Board of Education adopt Resolution No. 17-18 in honor of Fred Korematsu Day of Civil Liberties and the Constitution.


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

Attached is the resolution.  Staff anticipates this item will require a total of five minutes.

Attachments:
Resolution: Fred Korematsu
.X.C. Adopt Emergency Resolution No. 17-19 - Reduced Days of Operation or Attendance Due to Emergency Conditions: December 5-8, 2017 (5 min)
Recommended Motion:

It is recommended that the Board of Education adopt Emergency Resolution No. 17-19 - Reduced Days of Operation or Attendance Due to Emergency Conditions: December 5-8, 2017.


Actions:
Motion

It is recommended that the Board of Education adopt Emergency Resolution No. 17-19 - Reduced Days of Operation or Attendance Due to Emergency Conditions: December 5-8, 2017.


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

Due to air quality and disruptive conditions related to the various Southern California fires earlier this month, schools and programs throughout the district were closed either partially or entirely from December 5-8, 2017.  Because our district receives funds from the State of California to operate child care and development programs (preschool and before- and after-school care), we are required to provide the rationale for these closures in order to provide against loss of funds due to circumstances that are beyond our control, such as the fires.

 
Attachments:
Resolution: Reduced Days of Operation, Emergency Conditions
.X.D. Adopt Resolution No. 17-20 - Calling for Full and Fair Funding of California’s Public Schools (5 min)
Recommended Motion:

It is recommended that the Board of Education adopt resolution No. 17-20 - Calling for Full and Fair Funding of California’s Public Schools.


Actions:
Motion

It is recommended that the Board of Education adopt resolution No. 17-20 - Calling for Full and Fair Funding of California’s Public Schools.


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

The California School Boards Association (CSBA) is encouraging school districts across California to adopt a resolution calling on the Legislature to fund public schools at the national average by 2020 and the average of the top ten states by 2025.  Click here for more information. 

 
Attachments:
Resolution: Full & Fair Funding CA's Public Schools
.X.E. Approval of 2016-17 Annual Financial Audit Report (20 min)
Recommended Motion:

It is recommended that the Board of Education accept the 2016-17  Annual Financial Audit Report and approve management discussion and analysis/the administrative responses to the “Findings” & “Recommendations” as contained in the Subject audits.

Actions:
Motion

It is recommended that the Board of Education accept the 2016-17  Annual Financial Audit Report and approve management discussion and analysis/the administrative responses to the “Findings” & “Recommendations” as contained in the Subject audits.

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

In response to California Education Code mandate, the 2016-17 financial audit has been completed by the audit firm of Moss, Levy and Hartzheim LLP.  The Board of Education and the Financial Oversight Committee have previously received copies of the audit report and an information copy is available for public review in the Office of the Superintendent. 

 
Comments:

There are no audit findings; however, during the audit, matters that are opportunities for strengthening internal controls and operating efficiency were noted. The following recommendations represent conditions noted by the audit.

  1. Evaluate projects on a comprehensive basis prior to issuing requests for proposals, qualifications, quotes, or services. The scope of work should not significantly change, otherwise, a new request should be generated rather than issuing multiple change orders, which bypass the required detailed selection process.
  2. All bids for future projects must be received at the Districts office and not received by the consultant. Segregation of duties should be paramount.
  3. Human resources department to obtain and retain personnel file documents as noted on internal checklists, such as W-4’s and pay rate and benefit changes.
  4. Human resources department to monitor the change register report on a frequent, periodic basis, preferably every pay period.
  5. To clean HRS system for jobs classifications and codes, in order for payroll department to avoid issuing one time pays checks.

A representative from Moss, Levy and Hartzheim LLP will be available at the meeting to answer questions.

Staff anticipates this item will require a total of 20 minutes, with 10 minutes for the staff report and 10 minutes for board questions/comments.

Attachments:
2016-17 District Audit Report
.X.F. Annual Report on Measure BB and Measure ES Expenditures from the Citizens’ Bond Oversight Committee (20 min)
Recommended Motion:

It is recommended that the Board of Education accept the Annual Report on Measure BB and Measure ES Expenditures from the Citizens’ Bond Oversight Committee.

Actions:
Motion

It is recommended that the Board of Education table this item.

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

As part of the requirements associated with the Measure BB and ES Bonds, the District’s Citizens’ Bond Oversight Committee (BOC) will present to the Board their annual report on Measure BB and ES expenditures. 

 
Comments:

Mr. Charlie Yen, Chair, and other members of the committee will be present at the meeting to present the 2015-16 Report of the Citizens Bond Oversight Committee.

Staff anticipates this item will require a total of 20 minutes, with 10 minutes for the staff report and 10 minutes for board questions/comment.

Attachments:
Annual BOC Report 2015-16
.XI. INFORMATIONAL ITEMS
Quick Summary / Abstract:
These items are submitted for the public record for information. These items do not require discussion nor action.
.XI.A. Federal Program Monitoring (FPM) Review Findings: English Learner Program
Rationale:

Federal and state laws require the California Department of Education (CDE) to monitor implementation of categorical programs operated by local educational agencies (LEAs). The Santa Monica-Malibu Unified School District's English Learner (EL) Program was selected for review, which occurred October 31-November 3, 2017. At the conclusion of the review process, the Federal Program Monitoring (FPM) Office provided a Notification of Findings. Eleven (11) program items were reviewed, resulting in one (1) finding related to Teacher English Learner Authorization. SMMUSD is in the Resolution of Findings phase of the process.  




 
Attachments:
Federal Program Monitoring_EL Program
.XI.B. Quarterly Report on Williams Uniform Complaints
Comments:

Attached is a copy of the Quarterly Report on Williams Uniform Complaints.  It is required that the information be reported publicly at a Board Meeting.

Attachments:
Quarterly Report on Williams Uniform Complaints
.XI.C. Quarterly Report on Hate-Motivated Behavior
Rationale:

To comply with BP 5145.9 Hate-Motivated Behavior this item is to come before the Board as an information item each quarter.  This report includes reports from October 1, 2017 – December 31, 2017 (2nd Quarter).

Quarter covered by this report:

  • 1st Quarter - July 1 to September 30 (Reporting in October)
  • 2nd Quarter - October 1 to December 31 (Reporting in January)
  • 3rd Quarter - January 1 to March 31 (Reporting in April)
  • 4th Quarter - April 1 to June 30 (Reporting in July)

Reports:

  • No reports were filed during the quarter indicated.
  • Reports were filed at the schools or district offices listed in the report
 
.XI.D. Quarterly Report on Disability Harassment Reporting
Rationale:

To comply with BP 5145.10 Disability Harassment this item is to come before the Board as an information item each quarter. This report includes reports from October 1, 2017 – December 31, 2017 (2nd Quarter).

Quarter covered by this report:

  • 1st Quarter - July 1 to September 30 (Reporting in October)
  • 2nd Quarter - October 1 to December 31 (Reporting in January)
  • 3rd Quarter - January 1 to March 31 (Reporting in April)
  • 4th Quarter - April 1 to June 30 (Reporting in July)

Reports:

  • No reports were filed during the quarter indicated.
  • Reports were filed at the schools or district offices listed in the report:
    • Site: Franklin Elementary School
    • Number of Reports: 1
    • Determined to Be Harassment: Yes - sexual harassment
    • Resolution: A student wrote something on their computer regarding another student that was not appropriate.  It was shown to other students.  The incident was thoroughly investigated by administration.  Administration conferenced with both the student who wrote the message and their parents and consequences were given to the student.  Parents of the students who the message was written about as well as the students who were shown the inappropriate message were notified as well and Administration has followed-up with those students to make sure they are okay.
 
.XII. BOARD MEMBER ITEMS
Quick Summary / Abstract:
These items are submitted by individual board members for information or discussion, as per Board Policy 9322.
.XIII. 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.
.XIV. 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.)
.XV. 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.”
.XVI. 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.
.XVII. ADJOURNMENT
Quick Summary / Abstract:

This meeting will adjourn to a special meeting scheduled for Tuesday, January 23, 2018, 2:00 p.m. at the district office: 1651 16th St., Santa Monica, CA 90404. The next regular meeting is scheduled for Thursday, February 1, 2018, at 5:30 p.m., in the Malibu City Council Chambers: 23825 Stuart Ranch Road, Malibu, CA.


Published: January 12, 2018, 12:41 PM

The resubmit was successful.