Significant exposure to litigation pursuant to subdivisions (d)(2) and (e)(3) of Section 54956.9:  1 case.  Board review of Claim Number: 1805779.  

Agency Claimed Against: Palos Verdes Peninsula Unified School District

Significant exposure to litigation pursuant to subdivisions (d)(2) and (e)(2) of Government Code Section 54956.9.  Facts and circumstances withheld due to student privacy rights pursuant to 20 U.S.C.A. 1232g (FERPA) and Education Code Section 49060 et seq.

OAH Case No. #2019090446

Significant exposure to litigation pursuant to subdivisions (d)(2) and (e)(2) of Government Code Section 54956.9.  Facts and circumstances withheld due to student privacy rights pursuant to 20 U.S.C.A. 1232g (FERPA) and Education Code Section 49060 et seq.

OAH Case No. #2019070630

Background  Information

PVPUSD Homework/Makeup Work Board Policy and Administrative Regulation 6154 was discussed at a previous Board meeting as the District continues to focus on student mental health and wellness. Homework has been identified as an area to review.

Current Considerations

That the Board review the data from the recent Homework Survey, as presented.

Administrator

Assistant Superintendent, Educational Services

Background Information

The California School Boards Association recommends that Board of Education members review and reconfirm Board Operating Guidelines and Protocols annually.

Current Considerations

Review of Board Bylaw and Exhibit 9005, Governance Standards, including protocols for Board of Education Meeting management.

Administrator

Superintendent of Schools

Background Information

In May of 1999 the Board gave approval for the construction of a “snack shack” at the Lunda Bay Little League field.  This project has not yet received certification from the Division of the State Architect (DSA) allowing use of the facility for school-related activities.  Staff has been working for certification of this project. 

Current Considerations

At the time the Snack Shack project was approved representatives of the Lunada Bay Little League complied with District requests for construction plans to be approved in advance by the Division of the State Architect (DSA).  While there is evidence of DSA-approved plans for the Snack Shack, there is no evidence either within the District or DSA files that construction of the Snack Shack was completed as per plans and then certified by a DSA-qualified inspector.  The District recently requested inspections and limited destructive testing to confirm that construction was done in accordance with the approved plans.  In fact, the building was constructed in a manner that is inconsistent with the approved plans.  At this meeting Project Support Specialists (our DSA-closeout support) will present options regarding the Snack Shack.

Administrator

Associate Superintendent, Business Services

Background Information:

At its meeting of March 14, 2013, the Board accepted the Consultant Services Agreement with Atlas Consulting (Atlas) for a District-wide roof asset management survey.  Roofing work overseen by Atlas Consulting for the District includes:

• At its meeting of April 3, 2014, the Board awarded Bid No. DM001-04.10-14 for the re-roofing and repair projects at Miraleste, Lunada Bay and Vista Grande Elementary schools and Miraleste Intermediate School. 
• On May 21, 2015, the Board awarded Bid No. DM005-05.21.15 for the re-roofing and repair projects at Cornerstone, Lunada Bay, Mira Catalina, Point Vicente, Silver Spur, Soleado and Vista Grande Elementary schools; Miraleste and Palos Verdes Intermediate and Palos Verdes Peninsula High schools. 
• On July 13, 2016 the Board awarded Bid No. DM006-07.13.16 for re-roofing and repairs at Cornerstone, Lunada Bay, Mira Catalina Elementary schools and Miraleste Early Learning Academy; Palos Verdes Intermediate and Ridgecrest Intermediate schools; and Palos Verdes Peninsula High and the Maintenance & Operations Center. 
• On June 21, 2017  the Board awarded Bid No. DM010-06-21-2017 for re-roofing and repair work at Dapplegray Elementary School, Miraleste Early Learning Academy, Point Vicente Elementary School, Silver Spur Elementary School, Miraleste Intermediate School, Cornerstone Elementary School, Palos Verdes High School, Palos Verdes Peninsula High School, Ridgecrest Intermediate School, Valmonte Elementary/Early Learning Academy, and the Maintenance & Operations Center.
• On June 12, 2019 the Board awarded Bid No. DM014_06.12.19 for re-roofing and repair projects at Valmonte Early Learning Academy, Dapplegray Elementary, Lunada Bay Elementary, Miraleste Intermediate, Ridgecrest Intermediate, Palos Verdes High School, Palos Verdes Peninsula High School, Rancho Del Mar High School and Malaga Cove District Offices.

Current Considerations:

The Board of Education requested in June of 2019 that staff should issue a Request for Proposals for Roofing Consultant Services for work to be completed in Summer 2020 and beyond.  Such services should include:

·       Oversight of site Investigations, destructive testing and surveys

·       Preparation of construction documents and overseeing bidding

·       Construction monitoring and observation

·       Training staff for inspection, repair & maintenance functions.

Staff is requesting that the Board approve staff to solicit proposals for Roofing Consultant Services.

Administrator:

Associate Superintendent, Business Services

That the Board authorize District staff to solicit proposals for Roofing Consultant Services.

Background

At the Board of Education meeting held November 6, 2019, the Board adopted Resolution No. 3 - 2019/20, Ordering an Election on March 3, 2020, Establishing Specifications of the Election Order and Authorizing Related Actions.  Related actions for Resolution No. 3 - 2019/20 include engaging the services of Bond Counsel to advise on legal matters for the preparation of voter materials prior to a general obligation bond measure election as well as services after successful passage of a general obligation bond measure. 

Current Considerations

Mr. Donald S. Field of Orrick, Herrington & Sutcliff LLP has successfully worked with the District several times in the past for Bond Counsel services similar to those contemplated in the attached agreement  (Exhibit A).  The fees paid to Orrick, Herrington & Sutcliff LLP under the attached agreement would be paid from the proceeds of general obligation bond sales, with no fees to be paid from the General Fund.  In addition, no fees are owed to Orrick, Herrington & Sutcliff LLP under the attached agreement unless the general obligation bond measure is passed by voters and general obligation bonds are issued.

Administrator

Associate Superintendent, Business Services

Background Information

For several years, the District has been using  California School Board Association's (CSBA) Agenda Online platform to plan, organize and publish Board Meeting agendas online.

The Board of Education has asked staff to research solutions to improve the way agenda and meeting information is shared and accessed by the public.

Staff has reviewed three options commonly used by public school and local government agencies throughout the state:

1) Agenda Online (California School Boards Association)
2) Granicus
3) BoardDocs

A key component for improving accessibility to meeting information and the end user experience is the ability to index video recordings to meeting agendas.  The District does not currently have this ability.

Current Considerations

Staff is recommending moving to the meeting agenda solution offered by Granicus for the following reasons:

• CSBA's Agenda Online does not have the capability to index agendas and video recordings
• Granicus and BoardDocs systems can index agendas and video recordings
• Granicus provides the best interface and user experience for both staff and the public
• Feedback from surrounding school districts and local city agencies currently using the Granicus platform has been positive
  

Staff is also recommending that a migration to a new platform occur on July 1, 2020 for the following reasons:

• Training
• Consistency of agenda items and practices
• Migration of data
• Deployment and communication
• Current service agreement for Agenda Online expires June 30, 2020
   

Pricing proposals are attached as exhibits.

Administrator

Deputy Superintendent

That the Board of Education direct staff to pursue a a three-year subscription agreement with Granicus for their meeting management solution.

Background Information

Unless noted under current considerations, all assignment orders are in accordance with the Adopted Budget, budget revisions, and/or negotiated contractual agreements (hiring ratios), as approved by the Board of Education.

Current Considerations

The administration has reviewed the positions and believes that the additional and/or replacement personnel are necessitated by legitimate business, safety and/or educational needs.

Administrator

Assistant Superintendent, Human Resources

That the Board of Education approve and/or ratify the Administrative, Certificated and Classified Assignment Orders, Educational Services consultant, Palos Verdes Peninsula High consultant, Rancho Vista Elementary consultant and Student Services consultant, as presented.

Background
State and federal statutes require that appropriate educational programs, as well as support services (Designated Instructional Services [DIS]), be provided for all students identified as requiring special education.  Under existing law, the need and eligibility for these programs and services is based upon specific assessment and is established by the Individual Education Plan (IEP) team.  In a small number of cases when the needs of a student are so unique that they cannot be met in the public school setting or by public school providers, it is necessary to establish an individual services contract with a nonpublic school or agency in order to provide the program established by the IEP team. 

Current Considerations
Approval of 2019-20 Nonpublic, Nonsectarian School and Agency Service Contracts for students in Transitional Kindergarten through 12th grade, as mandated by Individual Education Plans (Exhibit A).

Administrators
Associate Superintendent, Business Services
Assistant Superintendent, Educational Services

Background Information

District high schools have participated in overnight or out-of-state invitational tournaments and competitions or conferences.  Approval has been granted by the Board of Education, with the provision that all arrangements are made in strict accordance with Board Policies and Administrative Regulations 6153 and 6153.1 (Out-of-State Field Trips) and Education Code Section 35330.

Current Considerations

Palos Verdes Peninsula High School administration is requesting authorization for the Speech and Debate Team (approximately 20 students) to participate in the Lewis and Clark Invitational in Portland, Oregon.  The team participates in invitational competitions throughout the state of California and are invited to out-of-state competitions as well.  Competing against students from different states helps prepare the speech and debate team for national competitions. The team is scheduled to depart via commercial airline on Friday, January 17, 2020, and return via commercial airline on Monday, January 20, 2020.

The necessary permissions and consent needed from each participating student, chaperone, and staff person will be processed through the District’s online field trip approval system prior to departure.

Administrator

Assistant Superintendent, Educational Services

That the Board approve the proposed out-of-state field trip to Portland, Oregon, for the PVPHS Speech and Debate team to attend the Lewis and Clark Invitational from January 17-20, 2020.

Background Information

District high schools have previously participated in overnight or out-of-state invitational tournaments and competitions or conferences. Approval has been granted by the Board of Education, with the provision that all arrangements are made in strict accordance with Board Policies and Administrative Regulations 6153 and 6153.1 and Education Code Section 35330.

Current Considerations

Palos Verdes High School administration is requesting authorization for the PVIT VEX Robotics Team (15 males and 1 female student) to participate in the 2020 VEX California State Championship Competition. This competition will host approximately 32 teams from all over the state and will not only emphasizes technical capability, but teamwork, marketing, collaboration, and sportsmanship as well.  The team is scheduled to depart via private vehicles, driven by vetted parent drivers, on Friday, Mar 6, 2020, and return via private vehicles, driven by vetted parent drivers, on Saturday, March 7, 2020.

The necessary permissions and consent needed from each participating student, chaperone, and staff person will be processed through the District’s online field trip approval system prior to departure.

Administrator

Assistant Superintendent, Educational Services

Background Information

District high schools have participated in overnight or out-of-state invitational tournaments and competitions or conferences.  Approval has been granted by the Board of Education, with the provision that all arrangements are made in strict accordance with Board Policies and Administrative Regulations 6153 and 6153.1 (Out-of-State Field Trips) and Education Code Section 35330.

Current Considerations

Palos Verdes High School administration is requesting authorization for the Live from 205 Broadcast Journalism Team (approximately 23 students) to participate in the Student Television Network (STN) Conference in Washington, D.C.  Students attending this conference will gain valuable experience competing against other teams in the country while building team unity and spirit. The team is scheduled to depart via commercial airline on Tuesday, March 10, 2020, and return via commercial airline on Sunday, March 15, 2020.  The site has created a supervision plan and increased the adult to student ratio to ensure that all students are with a chaperone at all times.

The necessary permissions and consent needed from each participating student, chaperone, and staff person will be processed through the District’s online field trip approval system prior to departure.

Administrator

Assistant Superintendent, Educational Services

Background Information

District high schools, middle schools, and elementary schools have participated in overnight field trips. Approval has been granted by the Board of Education, with the provision that all arrangements will be made in strict accordance with Board Policies and Administrating Regulations 6153 and 6153.1 and Education Code Section 35330.

Current Considerations

Palos Verdes Intermediate School administration is requesting authorization for the band and orchestra (approximately 70 students) to attend the Heritage Music Festival in San Francisco, California.  Experts in the field of music education will evaluate the band and orchestra’s performance skills which will not only promote musical growth and development, but teamwork and camaraderie as well.  The band and orchestra are scheduled to depart via motor coach on Thursday, March 26, 2020, and return via motor coach on Sunday, March 29, 2020.

The necessary permissions and consent needed from each participating student, chaperone, and staff person will be processed through the District’s online field trip approval system prior to departure.

Administrator

Assistant Superintendent, Educational Services

That the Board approve the proposed overnight field trip to San Francisco, California, for the PVIS band and orchestra to attend the Heritage Festival from March 26-29, 2020.

Background Information

District high schools have participated in overnight or out-of-state invitational tournaments and competitions or conferences.  Approval has been granted by the Board of Education, with the provision that all arrangements are made in strict accordance with Board Policies and Administrative Regulations 6153 and 6153.1 (Out-of-State Field Trips) and Education Code Section 35330. 

Current Considerations

High School and District administrators are requesting authorization for four PVPUSD Science Fair student finalists and/or group project finalists to participate in the Intel International Science and Engineering Fair in Anaheim, California.  The student and/or group finalists will compete against other students from over 60 countries making this competition the largest high school science competition in the world.  The finalists are scheduled to depart on Sunday, May 10, 2020, and return on Friday, May 15, 2020, via private vehicle driven by each finalist’s parent or guardian.

The necessary permissions and consent needed from each participating student and staff person will be processed through the District’s online field trip approval system prior to departure.

Administrator

Assistant Superintendent, Educational Services

Background Information

Each month, District offices receive requests from school sites to sign contracts for various events or services including but not limited to Fall Festival vendors, promotion party vendors, and banquet location contracts.  Additionally, certain contracts require immediate signature that are now being brought to the Board for ratification.  The list of the contract approval/ratification requests is attached as Exhibit A. 

Administrator

Associate Superintendent, Business Services

Background Information

The 2019-20 budget was adopted June 26, 2019. The adopted budget did not include any gifting-related revenues and expenditures as those funds are not budgeted until received.  As gifts are received throughout the year, budget revisions will be brought to the Board for approval. 

Current Considerations

A budget revision is necessary at this time to recognize gifts received since October 7, 2019. 

Administrator

Director, Fiscal Services

That the Board approve Budget Revision BA021 as follows: 

• Budget Summary BA021 for the Unrestricted General Fund 01.1 by increasing budgeted revenues and transfers in by $292,164 and by increasing expenditures and transfers out by $292,164, with no change to the ending fund balance.

Background Information 

Gifts are presented to the Board for approval.  After the Board's acceptance of the gifts, a letter of appreciation is directed to each donor.

Administrator 

Director, Fiscal Services

That the gifts of materials, supplies and $50,789.83 in cash received November 20, 2019 through December 12, 2019, be accepted, as presented.

Background Information 

On March 24, 2011, the Board approved a three-year contract with the audit firm of Vavrinek, Trine, Day & Co.  On January 23, 2014, the Board approved a three-year extension to the original contract, and on April 27, 2016 the Board approved an additional three year extension for a contract beginning July 1, 2016 that ran through the period ending June 30, 2019.  The Education Code allows districts to maintain contracts with their existing audit firms for a period of more than six consecutive years, provided that the lead audit partner having primary responsibility for the audit is changed at the beginning of the seventh year.

Current Considerations 

Given the length of time utilizing one firm, staff recommends that the Board solicit competitive proposals for Independent Audit Services beginning with the preparation of the 2019-20 audit report and the Measure M performance audit.

Administrator

Associate Superintendent, Business Services