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Regular Meeting of the Board of Trustees
Bonsall USD
May 10, 2018 5:00PM
Bonsall Community Center 31505 Old River Road Bonsall, CA 92003

1. Call to Order and Roll Call
2. Public Comment on Closed Session Items
3. Adjourn to Closed Session
4. Closed Session
4.1. The Board will consider the appointment, employment, evaluation of performance, discipline, resignation, transfer or dismissal of employees. (Gov. Code 54957)
4.2. The Board will discuss its position regarding collective bargaining with the Bonsall Teachers Association and the California School Employees Association, Ch. #703 in order to direct the Superintendent as Chief Negotiator in the matter of BTA and CSEA contracts. (BP/BB9321 & Gov. Code 3549.1)
4.3. Conference with Legal Counsel - Potential Litigation (2 matter(s) - Gov. Code 54956.9(a))
5. Regular Meeting Open Session
5.1. Roll Call and Establishment of Quorum
5.2. Welcome to Guests and Pledge of Allegiance
5.3. Report on Closed Session
Speaker:
Board President
5.4. Approval of Current Agenda
5.5. Approval of Minutes for the Regular Meeting of April 12, 2018, and the Special Meeting of April 26, 2018.
Attachments:
Proposed Meeting Minutes 04-12-18 Regular Meeting
Proposed Meeting Minutes 04-26-18 Special Meeting
6. Reports
6.1. Bonsall Elementary PTA, Bonsall West PTA, Vivian Banks Charter Council, Sullivan Middle PTSA, Bonsall High Parent Organization (PiNG), Bonsall Education Foundation, DELAC
6.2. Bonsall Teachers Association and California School Employees Association, and Its Bonsall Chapter #703
6.3. Management: Bonsall High; Sullivan Middle; Vivian Banks Charter; Bonsall West Elementary; Bonsall Elementary; Facilities, Maintenance, and Transportation; Education Services; Student Services; and, Technology
Attachments:
BES
BHS
BW
Educational Services
Facilities, Maintenance and Transportation
SMS
Student Services
Technology
VBCS
6.4. Recognition: Certificated Retirees
Speaker:
David Jones
Rationale:
The Superintendent/designee will recognize certificated staff member retirees for their years of service to the District.
 
6.5. Assistant Superintendent
Speaker:
William Pickering
6.6. Superintendent
Speaker:
David Jones
6.7. Board Member Reports
7. Public Comment
Quick Summary / Abstract:

This is the appropriate point in the meeting for any members of the audience to speak on non-agenda items. Those wishing to speak concerning items on the present agenda, the speaker may choose to address the Board at this time or wait until the item is announced for consideration.

Individual speakers shall be allowed three (3) minutes to address the Board on each agenda or non-agenda item.  The board shall limit the total time for public input on each item to 20 minutes.  With Board consent, the president may increase or decrease the time allowed for public presentation, depending on the topic and the number of persons wishing to be heard.  The president may take a poll of speakers for or against a particular issue and may ask that additional persons speak only if they have something new to add.

The Board requests that speakers address the Board from the podium.

8. Consent Agenda
Rationale:

For the purpose of having efficient meetings, items in this portion of the agenda are considered routine and acted upon by the Board in one motion.  It is understood that the Superintendent and Assistant Superintendent recommend approval on all items of this part of the agenda. Each item will be deemed considered in full and adopted as recommended.  When any board member requests the removal of an item from the consent agenda, the item shall be removed and given individual consideration for action as a regular agenda item. 

 
8.1. Personnel Registers
Speaker:
Janet Whiddon
Rationale:

Public Employee Employment/Personnel Action

Public Employee Resignation/Retirement/Leave of Absence/Termination

(Per attached personnel registers)

 
Financial Impact:

To be determined.

Attachments:
Personnel Register
8.2. Ratification of Cafeteria Revolving Cash Report
Speaker:
William Pickering
Rationale:

Payments from the District Cafeteria Revolving Cash Fund are made to vendors when expeditious payment is required. (Ed. Code 42800.5)


 
Attachments:
Cafe RCF
8.3. Ratification of Revolving Cash, Collection Advice, and Clearing Account(s)
Speaker:
William Pickering
Rationale:

Payments from the District Revolving Cash Fund are made to vendors when expeditious payment is required. (Ed Code 42800.5)


 
Attachments:
Clearing Acccount
Collection Advice
RCF
9. Discussion/Action Items
9.1. Bonsall High School Construction Update
Speaker:
David Medcalf
9.2. Approve Issuance of Notice to Proceed for Design Development Phase to Baker Nowicki Design Studio
Speaker:
David Medcalf
Rationale:

In March 2016, the Board approved the Agreement with BakerNowicki Design Studio (BNds) and authorized the architect to complete Pre-Design & Programming Analysis and the Initial Planning Phase for new high school project. In January 2017 the Board authorized BNds to complete project drawings through schematic phase incorporating draft educational specifications collaboratively authored by the high school principal and staff and the design architect. In June 2017 the Board approved the Lease Lease Back contract with Erickson-Hall Construction Co. (EHCC) with a Preliminary Estimated Guaranteed Maximum Price of $20,459,251.00 authorizing schematic design estimating only.

Both firms provided schematic plan cost estimates. BNds schematic cost of construction estimate is $23,170,821; EHCC schematic cost of construction estimate is $23,217,981. With the schematic cost of construction estimates being so close to each other, this is an indicator that project budget and scope are being interpreted similarly by each entity and the project is ready to move into Design Development.

Factors to consider regarding approval of NTP for Design Development (DD) drawings.

  1. The DD phase is where the District and the community will work collaboratively to incorporate the high school educational program requirements with aesthetic and functional design parameters.
  2. DD’s can be used to submit to CDE for preliminary approval.
  3. Board approval of completed DD’s must occur prior to starting construction documents and agency submittal (DSA).
  4. DD’s are the next step in getting the District in line for State Facility Program funding.
  5. DD’s will provide the basis for the construction professional to produce a much more accurate construction cost estimate and schedule.


 
Financial Impact:

Per Contract Design Development Phase - $242,093.00


Attachments:
BNds Contract Values
9.3. Approval of Bonsall Unified School District’s End-of-Year Report (Third Interim) for the 2017/18 Fiscal year
Speaker:
William Pickering
Rationale:

The District’s certified as qualified at its second interim financial report due to the projections showing its reserve falling below the required 3% in the current and two subsequent fiscal years. As a result, Education Code Section 42131 requires the District to submit an End-of-Year Report.

The End-of-Year Report includes updated projections of revenue and expenditures. The District experienced a material decrease in student attendance based upon P-2 ADA (average daily attendance) numbers, which are now known. This drop in attendance was caused by the severe flu outbreak that spanned several months; the District did submit a Material Decrease Waiver.

The updated expenditure projections are based on a thorough review with the District managers. This process encompassed an in-depth discussion of each substantial expenditure, and several expenditures were transferred to restricted resources, postponed to another year or canceled completely.

As a result of the updated projections, the District must identify budget reductions of proximately $200,000 of on-going expenses in the 2018/19 fiscal year to meet and exceed the 3% required reserve.

 
Financial Impact:

n/a

Attachments:
3rd Interim Report
9.4. Approval of Budget Reductions Effective for the 2018/19 Fiscal year
Speaker:
William Pickering
Rationale:

The District’s certified as qualified at its second interim financial report due to the projections showing its reserve falling below the required 3% in the current and two subsequent fiscal years. As a result, the District is required to address the financial condition before it can present a budget that meets its multi-year financial commitments in subsequent fiscal years. The District will need to reduce the annual budget by proximately $200,000 of on-going expenses in the 2018/19 fiscal year to meet and exceed the 3% required reserve.

 
Financial Impact:

Budget savings is estimated to be $205,873 as per attachment.


Attachments:
Proposed Budget Reductions
9.5. Deferred Maintenance (Five Year Plan) Update
Speaker:
David Medcalf and William Pickering
Rationale:

Like most school districts in the State of California, Bonsall Unified School District has a Deferred Maintenance Schedule that includes current and back-logged projects. Back-logged projects are those items which are past their theoretical useful life but are still operational, such as a parking lot or HVAC system. Since 2016, the District has been budgeting $50,000 per year for major deferred maintenance projects and will continue to do so. During the summer of 2018, the District plans to undertake four major deferred maintenance projects. The District spends approximately $500,000 per year on routine and preventive maintenance that prolongs an item’s useful life and prevents major damage.

 
Financial Impact:

Information item only - no fiscal impact.

Attachments:
Deferred Maintenance Charts
9.6. Consideration and Approval of District Election Regulations
Speaker:
David Jones
Rationale:

Cost of Candidate's Statement (Elections Code 13307) 

1.  The governing board of the school or community college must determine whether the candidate or the district will pay the cost of the candidate's statement included in the sample ballot that is sent to voters. 

Choose one option: 

______  Candidates to pay all charges

______  District will pay charges for all candidates  

2.  The governing board may authorize an increase in the number of words in a candidate's statement from 200 to 400, which doubles the cost for all candidates.  

Choose one option:

______  200 Word Maximum

______  400 Word Maximum (Doubles cost of statement for all candidates)

 

Statement options and associated costs  

Source:  SD County Registrar of Voters

a.  200 words:  $301 set-up fee, plus $7 per 1,000 registered voters

b.  200 words with photo:  $426 set-up fee, plus $5 per 1,000 registered voters

c.  400 words: $551 set-up fee, plus $14 per 1,000 registered voters


Tie Vote Procedure  (Elections Code 5016)

Choose one option:

______  Winner(s) determined by lot

______  Runoff election to be called







 
Attachments:
2018 Elections Code
10. Action
10.1. Ratification of Commercial Warrant Report
Speaker:
William Pickering
Rationale:

Issuance of commercial warrants required ratification by the Governing Board on a regular basis. (Ed Code 17605)

 
Financial Impact:

As presented.

Attachments:
Commercial Warrants
10.2. Ratification of Purchase Order Report
Speaker:
William Pickering
Rationale:

Purchase orders shall be submitted to the Governing Board on a regular basis for ratification. (Ed Code 17605)

 
Financial Impact:

All purchase orders are within budgeted amounts established by the Governing Board for the fiscal year 2017-18 per the adopted budget.

Attachments:
Purchase Order Report
10.3. Approval of Program Specialist Job Description
Speaker:
Janet Whiddon
Rationale:

The Program Specialist will assist the Director of Student Services in the coordination of special education services and will perform responsibilities of a confidential nature dealing with both student and personnel matters. This position replaces the contracted services the District was paying SDCOE to provide.

 
Financial Impact:

The general fund currently has $100,000 in the budget for the contracted service with SDCOE. That contract will end this fiscal year and the budget will be transferred to the position if approved.

Attachments:
Job Description_Program Specialist
PS Salary Schedule
10.4. Approve Increase in Monthly Fee for Daycare at Bonsall Elementary School from $175 to $200 per child for SY2018-19
Speaker:
William Pickering
Rationale:

The operational expenses (including salaries, benefits, snacks, and utilities) of the daycare program continue to increase. The fee increase from $175 per month to $200 per month, with the increase of the sibling discount from $150 to $175 per child will generate approximately $6,250 in revenue and will ensure the program remains fiscally sound.

 
Financial Impact:

A revenue increase of $6,250. 




10.5. Ratification of Agreement Between Bonsall Unified School District and Dr. Richard Villa
Speaker:
Julie Hong Ed.D. and Lee Fleming
Rationale:

Bonsall High School serves a diverse range of students with a wide variety of strengths and learning needs. Dr. Richard Villa will provide coaching and training support to BHS teachers and paraeducators to address differentiation, EL, special needs, extension, enrichment, and co-teaching within the classroom.

Differentiation is an area the WASC visiting committee identified as a school wide need and is part of the BHS Single Plan for Student Achievement.  

Dr. Richard Villa, a renowned educator and president of Bayridge Consortium Inc., has served as a middle and high school social studies and science, special education, and Title 1 teacher; a special education coordinator; a director of pupil personnel services; and a director of curriculum and instruction. He has authored 20 books and over 100 chapters and journal articles on topics from co-teaching and differentiated instruction to inclusion and leadership in school reform and restructuring.

For more information, please visit Dr. Villa's website: http://www.ravillabayridge.com/

Dates of Training

April 24, 2018

May 8, 2018

May 14-15, 2018

 
Financial Impact:

No financial impact to the general education fund.

$6000 from BHS Title 1 for onsite days and materials. 

Money allocated in Site Council and BUSD board approved SPSA Plan. 

Attachments:
Bayridge Consortium Expenses
Dr. Richard Villa Letter of Agreement
10.6. Approval of Translating Evidence-based Interventions for Autism Spectrum Disorder: A Multi-Level Implementation Strategy (TEAMS) study between the Bonsall Unified School District and the University of California Davis
Speaker:
Julie Hong, Ed.D.
Rationale:

The Bonsall Unified School District will enter into an agreement with the University of California Davis for a research study. We will commit to one (1) year of participation. The benefits of the participation in the study are: the CPRT classroom pivotal response trainings for teachers and administrators, on-going professional development, and consult opportunities provided by highly trained CPRT specialists. Access to free research-based study strategies will be provided to support students with autism spectrum disorder. The study is intended for four (4) to five (5) special education teachers who teach Pre-K through fifth grade. Teachers and special education administrators will be required to support the study by completing surveys, collaborating with parents and students on CPRT interventions and outcomes, and the participation in 10 hours of workshops and coaching.

Collaborators

Dr. Aubyn Stahmer at University of California Davis

Dr. Lauren Brookman Frazee at University of California San Diego

Dr. Anna Lau at University of San Diego Los Angeles

National Institute of Mental Health (NIMH)


 
Financial Impact:

The study is being funded by the National Institutes of Mental Health (NIMH).

Substitute teachers may be needed for two (2) school days at a rate of $120 per day to cover the teacher’s professional development schedule for ten (10) hours.

Total Amount: Not to exceed $240

Attachments:
CPRT Description
Site Enrollment Agreement
TEAMS CPRT Study Process
TEAMS Participation
TEAMS Project Summary
10.7. Approval of Agreement Between Bonsall Unified School District and Revolution K12
Speaker:
Julie Hong, Ed.D. and Lee Fleming
Rationale:

The SAT or ACT score is a testing measure used by A-G college requirements for the acceptance of new incoming college freshmen. Bonsall High School is committed to ensuring test prep support for all students. College preparedness is a major focus for the BHS community of learners. With a pedagogy based on years of Stanford University research, SAT revolution is a test prep course designed to increase SAT scores and to strengthen the student’s college application. The course is offered after school and is available to all students, though BHS recommends it to juniors whose score does not match the desired goal.

Revolution Prep works with BEF and is a cleared vendor. Parents may purchase a slot as an after school program. BHS wishes to provide scholarships to students who cannot afford the course. 









 
Financial Impact:

No financial impact to the general education fund.

Shall not exceed $10,000 for 2018 or 2019 out of the BHS College and Career Grant to cover the cost of scholarships.






Attachments:
BHS RK12 Partnership Proposal 2018
10.8. Approval of Agreement Between Bonsall Unified School District and No Red Ink
Speaker:
William Pickering
Rationale:

No Red Ink is a supplemental curriculum, purchased through the school SPSA with Title 1 funds, for 8th grade students. This learning tool is specifically designed to address writing needs of those students who perform below proficient on state tests.  The term will be from April 30, 2018 to June 07, 2019.

 
Financial Impact:

No impact on general fund.  Money allocated in board-approved SPSA.  Source:  Title 1 funds from Sullivan Middle School in the amount of $4,800.

Attachments:
No Red Ink SMS Order
10.9. Approval of Agreement Between Bonsall Unified School District and Listenwise
Speaker:
William Pickering
Rationale:

Listenwise is a supplemental curriculum which will support the listening standards found on both ELPAC and Common Core State Standards.  The Agreement is for the time period April 2017 through June 2018.

 
Financial Impact:

No impact on General Fund. 

Money allocated in board-approved SPSA for Sullivan Middle School. Source: Title 1 Funds from SMS in the amount of $1,050.

Attachments:
Listenwise SMS
10.10. Approve Increase to the Current Agreement with First Student, Inc.
Speaker:
David Medcalf
Rationale:

The district’s school buses have frequently been unavailable due to mechanical problems. First Student has been providing route coverage. First Student continues to be very competitive and responsive. 

 
Financial Impact:

$5,203.54            Balance through March

$20,000.00          April adder

$25,203.54          Balance April

-$10,007.00        Pay Jan-Feb Services

-17,182.50          Pay Feb-Mar Services

-10,000.00          Estimated cost through end of School Year

$11,985.96          Minimum Increase to Board

Requesting a NTE $15,000.00 in the event they cover more routes than estimated through end of 2017/18 SY.




10.11. Approve the Proposal by Vista Fence for Installation of Chain Link Fence at Sullivan Middle School
Speaker:
David Medcalf
Rationale:

At the asphalt paved basketball courts at Sullivan MS, a previously existing 8’-0” high chain link fence was removed to allow construction of the 2-story high school building. Site staff state that while students are playing on the asphalt paved basketball courts, many times balls will roll off the pavement and continue to roll south down the hill. Site staff states this is a student safety issue and has asked that chain link fencing or a ball barrier be re-installed to prevent the balls from rolling away and the students having to go get them.

Hoping for cost savings, exterior UV resistant netting material was priced and a comparison was made with chain link. The cost savings to install the netting vs. chain link fencing was not enough to recommend using it in lieu of chain link as chain link will last years longer and only costs a few thousand dollars more.

 
Financial Impact:

$14,684.00 8'-0" high chain link fence fabric

compared with

$12,430.00 8'-0" high volleyball netting fabric





Attachments:
Vista Fence Proposal - Chain link fabric
Vista Fence Proposal - Netting
10.12. Authorize the Superintendent and/or Assistant Superintendent to Issue a Notice to Proceed for the Work of Bid No. 2018-210-A Sewer Line Repair at Sullivan Middle School prior to June Board Meeting
Speaker:
David Medcalf
Rationale:

Documents for Bid No. 2018-210-A represent the work required to repair, renovate, and/or replace approximately 56 LF of underground sewer line that runs under the Sullivan Middle School administration building. The scope of work will require concrete demo and replacement as well as flooring and wall surface re-finishing. Part of the underground pipe will be lined and part will be replaced. The exact scope of work is unknown until the pipe has been uncovered and the damage observed. Bid documents have been issued by the Purchasing Department with bids due on May 15, 2018.

It is important to have everything ready to go once the school site is out of session for the summer. In order to assure timely material procurement and labor scheduling, it is necessary to inform the successful bidder as soon as possible and issue a Notice to Proceed prior to the June board meeting.



 
Financial Impact:

In accordance with California Uniform Public Construction Cost Accounting Procedures

District estimate is $20,000.00 excluding unforeseen/unknown conditions



Attachments:
Bid No. 2018-210-A Documents
Invitation to Bid 2018-210-A
10.13. Authorize the Superintendent and/or Assistant Superintendent to Issue a Notice to Proceed for the Work of Bid No. 2018-210-B Metal Roofing Panel Repair at Sullivan Middle School prior to June Board Meeting
Speaker:
David Medcalf
Rationale:

Documents for Bid No. 2018-210-B represent the work required to repair, renovate, and/or replace deteriorated and rusted metal high-rib roofing panels that are the cause of leaks at the lunch court. The Scope of Work includes but is not limited to removing and replacing damaged metal roofing panels with new metal roofing panels where shown (clouded) on the sketch. Matching existing roofing panels for form and finish at two specific areas approximately 5’ x 35’ each and to inspect all metal roofing panels and report all areas in need of remediation. Bid documents have been issued by the Purchasing Department with bids due on May 22, 2018.

It is important to have everything ready to go once the school site is out of session for the summer. In order to assure timely material procurement and labor scheduling, it is necessary to inform the successful bidder as soon as possible and issue a Notice to Proceed prior to the June board meeting.



 
Financial Impact:

In accordance with California Uniform Public Construction Cost Accounting Procedures

While the Scope of Work is not fully known yet, the District estimate for total replacement goes as high as $47,000.00.



Attachments:
Bid No. 2018-210B Bid Documents
Invitation to Bid 2018-210B
10.14. Approve of Contract with Wilkinson Hadley King & Co. LLP for Auditor Services for 2017-2020.
Speaker:
William Pickering
Rationale:

Education Code section 41020 requires school districts to contract for an audit of their financial records and accounts. Wilkinson Hadley King & Co LLP has been the District auditor for the past two years and offers a very competitive price.



 
Financial Impact:

$10,150 per year for three years.

TOTAL cost:  $30,450



Attachments:
Wilkinson Hadley Kind Contract
10.15. SECOND READING: Approval of CSBA Board Policy Updates - March 2018
Speaker:
David Jones
Rationale:

School districts need an up-to-date policy manual in order to govern effectively; an updated policy manual ensures policies reflect new and/or revised state and federal mandates, other current legislation, court rulings and attorney general opinions.  The policy updates must have Governing Board approval.  This is an update of specific Board Policies as listed based on CSBA recommendations and Board member input and review, as well as Superintendent input and review. 

 
Financial Impact:

No fiscal impact.

Attachments:
3-18 Checklist
3-18 Guidesheet
3-18 Packet w notes
11. Planning
Speaker:
Board President
11.1. Future Meetings
Speaker:
Board President
Quick Summary / Abstract:

The next regular meeting of the Governing Board of Trustees is scheduled for Thursday, June 14, 2018, at 5 PM in the Bonsall Community Center.

A Special Meeting of the Governing Board of Trustees is scheduled for Thursday, June 28, 2018,  at 5 PM in the Bonsall Community Center.

12. Adjournment
Speaker:
Board President
Disability Information:
In compliance with the Americans with Disabilities Act, if you need special assistance, disability-related modifications, or accommodations, including auxiliary aids or services, in order to participate in the public meetings of the District governing Board, please contact the district office at 760-631-5200 (31505 Old River Road, Bonsall). Notification 72 hours prior to the meeting will enable the District to make reasonable arrangements to ensure accommodation and accessibility to this meeting. Upon request, the District shall also make available this agenda and all other public records associated with the meeting in appropriate alternative formats for person with disabilities. ------ In compliance with Government code Section 54957.5, non-exempt written materials related to an item on this agenda that are distributed to the Board within 72 hours before the meeting will be made available for public inspection at the District office during normal business hours and on the District website [www.bonsallusd.com].

Published: May 7, 2018, 4:51 PM

The resubmit was successful.