This report contains a listing of School District Checks for the Certificated and Classified Payroll.

1. Certificated Payroll: (4/1-4/30/2016) - 10A payroll employees paid:  588   Total:  $5,359,007.98

2. Classified Payroll:   (4/1-4/30/2016) - 10A payroll employees paid:  792   Total:  $1,518,935.93

3. Certificated Payroll: (4/1-4/30/2016) - 10A payroll employees paid:    04   Total:  $5,201.65

Total:   $6,883,145.56

Total amount of District Payroll from District Funds is $6,883,145.56.

It is respectfully recommended that the Board of Trustees approve Payroll Check Registers from April 11, 2016, through May 10, 2016.

The Purchase Order report (Exhibit A) contains a listing of Purchase Orders encumbered, changed, or canceled for all funds.

Encumbered Total: $486,835.43

Change Order Total: $5,074.88

Canceled Order Total: $0.00

Financial Implications to Fund 01 - $127,565.45; Fund 12 - $9,215.99;  Fund 13 – $8,111.67; Fund 14 - $0.00; Fund 35 - $0.00; and Fund 40 - $347,017.20.

It is respectfully recommended that the Board of Trustees approve the Purchase Orders for All Funds from April 29, 2016, through May 12, 2016.

1.  General Fund

     Vendor Check Nos.  38-99253 - 99483     Total:  $        938,896.47

2.  Child Care Fund

     Vendor Check Nos.  38-99330 - 99485     Total:  $           6,220.62

3.  Cafeteria Fund

     Vendor Check Nos.  38-99261 - 99489     Total:  $         19,704.30

4.  School Facilities Fund

     Vendor Check Nos.  38-99273 - 99491     Total:  $         865,613.71 

5.  Special Reserve/C.O.P. 

     Vendor Check Nos.  38-99279 - 99421     Total:  $      1,218,160.99 

                                                                        Total:  $       3,048,596.09      

Total amount of Vendor Registers from All Funds is $3,048,596.09.

This report contains the Ocean View School District's Certificated Employee Personnel Activity List from April 27, 2016, through May 10, 2016. (Exhibit A)

This report contains the Ocean View School District's Classified Employee Personnel Activity List from April 27, 2016, through May 10, 2016. (Exhibit A)

Included in Payroll Registers.

In anticipation for a Districtwide construction project should the Board approve a General Obligation Bond Measure and should the Bond Measure be approved, District staff advertised for Requests for Qualifications for Construction Management services and received 13 proposals.  Staff reviewed the proposals and selected six firms to interview for Construction Management services, which were then narrowed down to three final firms. All three companies are highly qualified and come with excellent recommendations and track records. 

Construction Management (CM) is the overall planning, coordination, and control of a project from beginning to completion. CM is aimed at meeting a client's requirement in order to produce a functionally and financially viable project. CMs are responsible for, but not limited to, scheduling and coordinating all design and construction processes to ensure a productive and safe work environment; preparing and negotiating cost estimates, budgets, and work timelines; interpreting and explaining contracts and technical information to workers and other professionals; reporting on work progress and budget matters to clients; and collaborating with architects, engineers, and other construction and building specialists, just to name a few.

The Board will hear a presentation from Tilden Coil.

There is no financial impact resulting from this agenda item.

It is respectfully recommended that the Board of Trustees receive for information Construction Management Services for Future Potential Facility Projects - Tilden Coil Presentation.

In anticipation for a Districtwide construction project should the Board approve a General Obligation Bond Measure and should the Bond Measure be approved, District staff advertised for Requests for Qualifications for Construction Management services and received 13 proposals.  Staff reviewed the proposals and selected six firms to interview for Construction Management services, which were then narrowed down to three final firms. All three companies are highly qualified and come with excellent recommendations and track records. 

Construction Management (CM) is the overall planning, coordination, and control of a project from beginning to completion. CM is aimed at meeting a client's requirement in order to produce a functionally and financially viable project. CMs are responsible for, but not limited to, scheduling and coordinating all design and construction processes to ensure a productive and safe work environment; preparing and negotiating cost estimates, budgets, and work timelines; interpreting and explaining contracts and technical information to workers and other professionals; reporting on work progress and budget matters to clients; and collaborating with architects, engineers, and other construction and building specialists, just to name a few.

The Board will hear a presentation from McCarthy Building Companies.

There is no financial impact resulting from this agenda item.

It is respectfully recommended that the Board of Trustees receive for information Construction Management Services for Future Potential Facility Projects - McCarthy Building Companies Presentation.

In anticipation for a Districtwide construction project should the Board approve a General Obligation Bond Measure and should the Bond Measure be approved, District staff advertised for Requests for Qualifications for Construction Management services and received 13 proposals.  Staff reviewed the proposals and selected six firms to interview for Construction Management services, which were then narrowed down to three final firms. All three companies are highly qualified and come with excellent recommendations and track records. 

Construction Management (CM) is the overall planning, coordination, and control of a project from beginning to completion. CM is aimed at meeting a client's requirement in order to produce a functionally and financially viable project. CMs are responsible for, but not limited to, scheduling and coordinating all design and construction processes to ensure a productive and safe work environment; preparing and negotiating cost estimates, budgets, and work timelines; interpreting and explaining contracts and technical information to workers and other professionals; reporting on work progress and budget matters to clients; and collaborating with architects, engineers, and other construction and building specialists, just to name a few.

The Board will hear a presentation from Ledesma & Meyer Construction Company, Inc.

There is no financial impact resulting from this agenda item.

It is respectfully recommended that the Board of Trustees receive for information Construction Management Services for Future Potential Facility Projects - Ledesma & Meyer Construction Company, Inc. Presentation.

The Master Agreement for Construction/Project Management Services dated October 20, 2014, with Ledesma & Meyer Construction Company, Inc. (LMCCI) was approved by the Board of Trustees on November 18, 2014 (Exhibit A).  Amendment No. 1 (Exhibit B) to the Master Agreement was approved by the Board on April 14, 2015, to increase the General Conditions through August 2015, for the additional scope of work and projects due to the school closures at Hope View, Lake View, and Oak View. Amendment No. 2 (Exhibit C) increased the General Conditions through October 2016 for reconstruction projects at Hope View and Oak View.

The General Conditions costs, described in the Master Agreement as Exhibit B of that Agreement, have increased due to the additional scope of work at Lake View and the summer ADA upgrade projects. An Amendment No. 3 (Exhibit D) to the Master Agreement for Construction/Project Management Services is provided for Board approval. The General Conditions Budget through October 2016 has been updated to include the additional scope of work for Lake and ADA upgrades, new estimated schedules, additional labor, temporary fencing, and security if needed at sites affected.

The General Conditions Budget through October 2016 has been increased by $900,000.00 to include additional scope of work and schedule extension of the projects. The General Conditions Fee increase will be expended out of Fund 35/Fund 40.

In anticipation for a potential General Obligation Bond Measure, District staff advertised Request for Qualifications for Architectural/Engineering services in order to be prepared for future construction projects.  The District reached out and circulated Request for Qualifications to approximately 30 architectural firms, held a mandatory pre-proposal meeting attended by 24 architects, and received 16 proposals.  Staff reviewed the proposals and selected six firms to interview for architectural/engineering services.  The interview panel included District staff members Dr. Michael Conroy, Jim Choate, and Julie Williams, and two outside panelists, Kris Meyer, Owner/Principal Ledesma & Meyer Construction Company, and Hayley Calhoun, Director II, Planning and Development, Riverside Unified School District.

The selected architectural firm will utilize the District’s soon-to-be-completed Facilities Master Plan and work with the selected construction management company to plan for future modernization projects, facilities upgrades, and/or routine projects in the District at its 24 sites. Should an anticipated General Obligation Bond Measure move forward, or the District becomes eligible for any State funding, the District wants to be ready to proceed with design plans.

District staff narrowed the six interviewed architectural firms down to two recommendations, The DLR Group and Baker Nowicki Design Studio, for its future facility’s needs.  Both firms have excellent recommendations, and successful track records within K-12 education, using team based and collaborative approaches to programming and designing modernization projects and new construction projects. These are highly qualified architectural firms that can deliver the vision for the Ocean View School District.

There is no financial impact at this time until funding becomes available.

It is respectfully recommended that the Board of Trustees approve The DLR Group and Baker Nowicki Design Studio for Architectural/Engineering Design Services and Delegate Authority to Enter into a Contract to Michael Conroy, Ed.D., Deputy Superintendent.

Installation of fire extinguisher cabinets at 25 locations at both Hope View and Oak View are required for ADA compliance and is part of the scope of work for the summer ADA upgrade projects.  Requests for bids were sought and proposals were received from three companies to complete this work. The project specifications requires a small amount of asbestos removal and containment. The project will begin on June 27 and will be completed by July 1.  American Technologies, Inc. (ATI) submitted the lowest bid.

The District staff is recommending that American Technologies, Inc. (ATI) complete the scope of work required for this project.

The financial impact for this scope of work at Hope View and Oak View is $31,000.00 and will be expended out of Fund 40.

It is respectfully recommended that the Board of Trustees approve Fire Extinguisher Cabinet Preparation at Oak View and Hope View Schools and Delegate Authority to Enter Into Contract to Michael Conroy, Ed.D., Deputy Superintendent.

Citizens, local community groups, businesses, and parent/teacher/faculty organizations often make donations of money, materials, or equipment to the District that enhance the education and learning environment for our students.  The donations are given to the District to use at its discretion, or the donor may request a specific use.

College View School

1.  Target's Take Charge of Education donated $166.18.  (General) 

2.  Lisa Miller donated $530.00. (Movie Night)

3.  College View PTA donated $1.009.85. (Field Trips)

4.  OC Marathon donated $160.00. (General)

Harbour View School

1.  Wells Fargo Matching Gifts Program donated $35.00. (General)

2.  MUFG Union Bank donated $268.80. (General)

3.  Box Tops for Education donated $991.00. (General)

Hope View School

1.  Hope View PTO donated $179.33.  (Reprographics)

2.  Hope View PTO donated $521.68. (Field Trip)

Marine View Middle School

1.  Marine View parents donated $108.00. (Art Supplies)

Mesa View Middle School

1.  Mesa View parents donated $5,682.00. (Field Trip)

2.  Mesa View parents donated $502.00. (T-Shirts)

3.  Mesa View parents donated $60.00. (Marquee Messages)

4.  Robbin Preciad donated $67.30. (General)

Star View School

1.  Star View parents donated $470.00. (General)

2.  Lifetouch donated $555.00. (General)

Vista View Middle School

1.  Box Tops for Education donated $62.90. (General)

2.  Disney Worldwide Services donated $630.00. (General)

Staff has determined that it is in the best interest of the District to use a piggyback bid authorized under Public Contract Code 20118 and 20652, which was administered through San Diego Unified School District Bid No. GD-16-0155-29 for the purchase of technology products, such as smart boards, on an as-required basis. The contract term for purchase is from July 29, 2015, through July 31, 2016.

Today's technology is rapidly changing, and the use of smart board technology provides interactive touch whiteboard systems which transform the way our students learn and interact with technology in the classroom. One such system is the Promethean Board, a specific brand of interactive whiteboard, which will allow staff and students to project an image from a laptop or a computer, as well as interact with the board through touch or specialized pens. Staff recommends the purchase of this new brand of interactive whiteboard system for the Lake View STEAM program and on an as-needed basis utilizing the San Diego Unified School District Bid No. GD-16-0155-29.

There is no fiscal impact resulting from this agenda item.

It is respectfully recommended that the Board of Trustees approve Authorized Use of Piggyback Bid No. GD-16-0155-29 from San Diego Unified School District for the Purchase of Promethean Brand Products on an As-Required Basis, and authorize Michael Conroy, Ed.D., Deputy Superintendent, to execute all necessary documents.

Staff has determined that it is in the best interest of the District to use a bid authorized under Public Contract Code 20118 and 20652, which was administered through Newport-Mesa Unified School District Bid No. 114-15 for the purchase of Office Supplies, School Supplies, and Equipment Districtwide. The use of this piggyback bid, awarded to Office Depot, will meet the competitive bidding requirements, reduce administrative costs, and allow the procurement of office supplies, school supplies, and equipment throughout the District. Year two of the contract with Office Depot is March 24, 2016, through March 23, 2017, with an additional one year renewal.

There is no fiscal impact resulting from this agenda item.

It is respectfully recommended that the Board of Trustees approve Authorized Use of Piggyback Bid No. 114-15 from Newport-Mesa Unified School District for Office Supplies, School Supplies, and Equipment, and authorize Michael Conroy, Ed.D., Deputy Superintendent, or designee, to execute all necessary documents.

Lake View School will reopen in September 2016 as a Science, Technology, Engineering, Arts, and Mathematics (STEAM) themed school. To equip and furnish the new STEAM program at Lake View, the District will use the Piggyback Bid No. 13-14-1 authorized under Public Contract Code 20118 and 20652, from Hawthorne School District to purchase classroom furniture and accessories from two vendors, Concepts School and Office Furnishings and/or Culver Newlin. This bid was co-sponsored with Rowland Unified School District, and is widely used by other school districts and agencies within California by virtue of its "piggyback" clause.

The term for this piggyback agreement is July 1, 2015, through June 30, 2016, and a second renewal period will be available from July 1, 2016, through June 30, 2017. The bid for furniture and accessories includes multiple line items from the two vendors. Due to the length of the document, anyone interested in reviewing a complete copy may contact the Purchasing Department.

There is no fiscal impact resulting from this agenda item.

It is respectfully recommended that the Board of Trustees Ratify Authorized Use of Piggyback Bid No. 13-14-1 from Hawthorne School District for Furniture and Accessories, and authorize Michael Conroy, Ed.D., Deputy Superintendent, to execute all necessary documents.

Since 2011, the District has worked with the Digital Scepter Corporation, which provides internet web content filtering, internet security, asset control, compliance enforcement, and advanced high-performance web filtering for any devices (such as lap tops, Chromebooks, desk tops, etc.) on the District's network.  The following subscriptions, licenses, and support need to be renewed for the 2016-2017 school year - IBM Endpoint Manager for lifecycle management, power management, asset management, antivirus/malware protection, and managed firewall services.  These services are used by the Information Services staff on a daily basis to provide better operational efficiency, better visibility and protection, automated infection clean up, and protection against new threats.

The Agreement shall commence on July 1, 2016, and continue through June 30, 2017, with a one (1) year automatic renewal term, unless terminated. 

The cost for this service is approximately $36,107.20 and will be expended out of the Information Services/Technology budget.

It is respectfully recommended that the Board of Trustees approve the Digital Scepter Corporation Time and Materials Agreement for IBM Endpoint Manager for Lifecycle Management, Power Management, Core Protection, and Firewall Managed Services, and authorize Michael Conroy, Ed.D., Deputy Superintendent, to execute all necessary documents.

The Fiscal Crisis and Management Assistance Team (FCMAT) helps California's local educational agencies (LEAs) fulfill their financial and management responsibilities by providing fiscal advice, training, professional development, and other related school business services.

FCMAT will provide an Associated Student Body workshop on August 25, 2016, for District staff and any staff from surrounding interested school districts. The Board of Trustees is being asked to ratify the Study Agreement (Exhibit A) in order to schedule and confirm the meeting and FCMAT staff for August 25, 2016.

Other local districts have expressed an interest in attending this workshop and will pay their proportionate share of the costs.

The estimated cost for this workshop is $2,000.00 and will be expended out of the Associated Student Body Funds.

It is respectfully recommended that the Board of Trustees approve the Ratification of Fiscal Crisis and Management Assistance Team Study Agreement.

The Orange County Treasurer's Office is reviewing funds with a zero or nominal balance and would like to close funds with no balance or activity. The District has one such fund with a zero balance. Fund 3034 was the old State School Building 50/50 Fund and is no longer required for the special purposes as originally set up by the District. Resolution No. 24:1516 (Exhibit A) is needed to close Fund 3034.

There is no financial impact resulting from this agenda item.

It is respectfully recommended that the Board of Trustees approve Resolution No. 24:1516 to Close Fund Number 3034, and authorize Michael Conroy, Ed.D., Deputy Superintendent, to execute all necessary documents.

Below is a summary listing of conferences, meetings, workshops, and consultants for your information:

1.  Workshop: Facilitating the Formal Restorative Conference

Sponsoring Organization: Orange County Department of Education

Date/Location: August 8-9, 2016/Costa Mesa, CA

Participants: Tony Castruita, Jennifer Luu, Marcy Drum, Jeanette Skeen, Joe Santos (Vista View)

Cost: $1,625.00 - Title I

2.  Workshop: Teaching With the Brain in Mind

Sponsoring Organization: Jensen Learning

Date/Location: June 15-18, 2016/San Antonio, TX

Participants: Donna Jakubowski, Anjanette Ciccoianni (St. Bonaventure)

Cost: $3,375.32 - Title II

3.  Workshop: Anaheim PAPA Seminar

Sponsoring Organization: Pesticide Applicators Professional Association

Date/Location: June 21, 2016/Anaheim, CA

Participant: Craig Sample (Maintenance, Operations, & Facilities)

Cost: $80.00 - General Fund

4.  Consultant: Gamez on Wheelz

Organization Affiliation: Gamez on Wheelz

Date/Location: June 27-September 1, 2016/Huntington Beach, CA

Cost: NTE $1,000.00 - Child Care

5.  Consultant: Debbie Koo

Organization Affiliation: Bricks for Kidz

Date/Location: June 27-September 1, 2016/Huntington Beach, CA

Cost: NTE $1,500.00 - Child Care

6.  Consultant: Laurelinda Hauksson

Organization Affiliation: Parker Anderson Enrichment

Date/Location: June 27-September 1, 2016/Huntington Beach, CA

Cost: NTE $1,500.00 - Child Care

7.  Consultant: Mad Science

Organization Affiliation: Mad Science

Date/Location: June 27-September 1, 2016/Huntington Beach, CA

Cost: NTE $2,000.00 - Child Care

8.  Consultant: Nicola Weiss

Organization Affiliation: ExplorOcean

Date/Location: June 27-September 1, 2016/Huntington Beach, CA 

Cost: NTE $5,000.00 - Child Care

9.  Consultant: Peter Chang

Organization Affiliation: Children's Creativity Lab

Date/Location: June 27-September 1, 2016/Huntington Beach, CA

Cost: NTE $900.00 - Child Care

10.  Consultant: Stacy Gunderson

Organization Affiliation: Animal Tracks

Date/Location: June 27-September 1, 2016/Huntington Beach, CA

Cost: $600.00 - Child Care

11.  Consultant: Traveling Tidepools Staff

Organization Affiliation: Marine Education Newport Beach

Date/Location: June 27-September 1, 2016/Huntington Beach, CA

Cost: NTE $500.00 - Child Care

12.  Consultant: Wheels Freestyle

Organization Affiliation: Wheels Freestyle

Date/Location: June 27-September 1, 2016/Huntington Beach, CA

Cost: $1,099.00 - Child Care 

It is respectfully recommended that the Board of Trustees approve the Listing of Conferences, Meetings, Workshops, and Consultants.

In January 2000, the District entered into an Agreement with the Orange County Superintendent of Schools to allow administration of the School-Based Medi-Cal Administrative Activities (SMAA) Program.

The Orange County Superintendent of Schools has been designated by the California Department of Health Services to serve as the Local Education Consortium (LEC) for Region 9. The Superintendent represents school districts in Region 9, referred to as Local Educational Agency (LEA), to administer the SMAA Program. The goal of the SMAA Program is to improve the availability and accessibility of Medi-Cal services to Medi-Cal eligible and potentially eligible individuals served by the LEC and the participating LEAs.

The SMAA Participation Agreement (Exhibit A) with the Orange County Superintendent of Schools has been renewed annually. The new Agreement term is July 1, 2016, through June 30, 2017.

In 2010, the state deferred all MAA monies pending a review. In November 2015, monies were received for Fiscal Year 2011-2012, Quarters 2, 3, and 4; Fiscal Year 2012-2013, Quarters 1, 2, 3, and 4; and Fiscal Year 2013-2014, Quarter 1, in the amount of $524,009.00. An additional interim payment was received on February 17, 2016, in the amount of $95,121.00, which included invoices from Fiscal Year 2013-­2014, Quarters 2, 3, and 4. All of the payments listed above required the District to submit week-long time surveys.

Invoices for Fiscal Year 2014-2015 and forward are currently being processed using a new Random Moment Time Survey system.

All received monies are minus service fees as follows:

·      Flat fee of $500 per month to Paradigm;

·      Twenty dollars ($20) to Orange County School-based Medi-Cal Administrative Time Survey (RMTS) software platform fee assessed by Public Consulting Activities Association (SMAA), for our share of the state's Random Moment Group (PCG) for their system administration.

It is respectfully recommended that the Board of Trustees approve the Renewal of School-Based Medi-Cal Administrative Activities (SMAA) Participation Agreement Between Orange County Superintendent of Schools and Ocean View School District, and authorize Michael Conroy, Ed.D., Deputy Superintendent, or designee, to execute all necessary documents.

Certain provisions of the Williams settlement legislation apply to schools ranked in deciles 1-3 as determined every three years by the Base Academic Performance Index (API). The most current list includes Oak View Elementary School and was determined by the 2012 Base API.

California Education Code Section 1240(c)(2)(F) and (J) specifies that county superintendents must monitor decile 1-3 schools for:

(1) sufficiency of instructional materials;

(2) facilities deficiencies;

(3) accuracy of data reported on the School Accountability Report Card (SARC) related to sufficiency of materials and facilities deficiencies; and

(4) teacher misassignments and teacher vacancies.

In February 2015, all schools in deciles 1-3 were required to submit to the Orange County Department of Education (OCDE) the School Accountability Report Card (SARC) published in the 2014-2015 school year for the 2013-2014 school year. OCDE conducted a review to verify the accuracy of data reported on the SARC with respect to the sufficiency of materials and the condition of the facilities. The SARC for Oak View Elementary School was reviewed and the information reported regarding Instructional Materials and Facility Conditions was found to be accurate (Exhibit A).

California Education Code Section 1240(2)(H) requires this information be provided to the Board at a regularly scheduled meeting.

There are no financial implications resulting from this agenda item.

The Orange County Department of Education has determined that a consolidated election is required in our District this year.  It will be held on Tuesday, November 8, 2016, for members of the specified governing boards.

The following Board of Trustees' terms expire on December 2, 2016:

1.  Gina Clayton-Tarvin

2.  Debbie Cotton

Attached is the following information (Exhibit A):

•     List of Consolidated Governing Board Member Elections
•     Tentative Election Calendar
•     Resolution and Order of Election

The Board of Trustees is asked to complete one original resolution and order of election and return them to the Orange County Department of Education no later than Friday, June 17, 2016, and also send a copy to the Orange County Registrar of Voters.

A uniform ballot will be furnished and will contain the names of candidates for all the governing board positions for which the voters of the District are entitled to vote at that election.  All names, including incumbents, shall be listed by a randomized alphabetical drawing, which is conducted by the Secretary of State.

It is respectfully recommended that the Board of Trustees approve Resolution No. 25:1516 and the Order of Biennial Trustee Election and Specifications of the Election Order.