MEETING FORMAT "HYBRID" Santa Monica-Malibu USD July 19, 2017 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 below. The public meeting will reconvene at 6:00 p.m. in the Board Room.
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Dr. Tahvildaran-Jesswein called closed session to order at 4:03 p.m. |
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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.
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- Associated with Student Expulsion item under Consent in Open Session (B/D 01/03/2001)
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- Property: 1515 Maple Street, Santa Monica, CA 90405
- Agency Negotiator: Dr. Ben Drati
- Parties: Santa Monica – Malibu Unified School District (SMMUSD), Christian Church Pacific Southwest Region
- Under Negotiation: Price and terms of payment
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- Name of Case: America Unites for Kids, and Public Employees for Environmental Responsibility vs. SMMUSD Superintendent, SMMUSD Associate Superintendent and Chief Financial Officer, and SMMUSD Board of Education; U.S. District Court Case No. 2:15-CV-2124
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- Agency Designated Representative: Dr. Ben Drati
- Employee Organizations: SEIU
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- DN-1001-17/18 (Special Education)
- DN-1002-17/18 (Special Education)
- DN-1003-17/18 (Special Education)
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- Title: Assistant Superintendent, Business and Fiscal Services
- Title: Assistant Principal
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Dr. Tahvildaran-Jesswein called open session to order at 6:07 p.m. |
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Boy Scouts Troop 2 of Santa Monica led the pledge of allegiance. |
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Passed with a motion by Maria Leon-Vazquez and a second by Ralph Mechur. |
Yes Oscar de la Torre. Yes Mr. Craig Foster. Yes Jon Kean. Yes Maria Leon-Vazquez. Absent Laurie Lieberman. Yes Ralph Mechur. Yes Dr. Richard Tahvildaran.
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It is recommended that the Board of Education approve the June 27, 2017, special meeting minutes.
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It is recommended that the Board of Education approve the June 27, 2017, special meeting minutes. Passed with a motion by Ralph Mechur and a second by Maria Leon-Vazquez. |
Yes Oscar de la Torre. Abstain Mr. Craig Foster. Abstain Jon Kean. Yes Maria Leon-Vazquez. Absent Laurie Lieberman. Yes Ralph Mechur. Yes Dr. Richard Tahvildaran.
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June 27 Minutes
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It is recommended that the Board of Education approve the June 29, 2017, regular board meeting minutes. |
It is recommended that the Board of Education approve the June 29, 2017, regular board meeting minutes. Passed with a motion by Maria Leon-Vazquez and a second by Jon Kean. |
Yes Oscar de la Torre. Abstain Mr. Craig Foster. Yes Jon Kean. Yes Maria Leon-Vazquez. Absent Laurie Lieberman. Yes Ralph Mechur. Yes Dr. Richard Tahvildaran.
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6/29/17 Minutes
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The board will recognize Troop 2 on their 70th anniversary. Troop 2 was founded in 1947, and has been operating continuously in Santa Monica ever since. With more than 80 members, they are one of the largest Boy Scout troops in the western United States. Over the years, more than 200 young men have achieved the rank of Eagle Scout. |
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Time Start: 6:13 p.m. Time End: 6:20 p.m.
Board Member Mechur reported that he attended Troop 2's celebration a couple weeks ago and presented them with a certificate on behalf of the board. Santa Monica Mayor Winterer and Senator Ben Allen, who was an Eagle Scout with Troop 2, also presented commendations at the celebration. He introduced Assistant Scout Masters Mark Warshauer, David Lappen, and Aaron Furlong, as well as four life scouts working on their eagle advancement: Daniel Cohen, Riley Furlong, Jack Hyde-White, and Nick Faries. Mr. Warchauer thanked the board for honoring Troop 2. He summarized the work of Troop 2 over the past decades. |
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These items are staff presentations and/or updates to the Board of Education.
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7:00 PM |
As part of the requirements associated with the annual funds given to the School District from the City of Santa Monica, the Financial Oversight Committee (FOC) was appointed as an independent oversight committee regarding the financial matters of the District. This includes an annual report from the FOC to the School Board, reviewing the past year and offering its observations about the District’s financial matters.
In addition, the FOC’s charge was amended at the June 5, 2008, Board meeting (Item A.22) to include responsibilities associated with the Measure R parcel tax, approved by the voters at the February 2008 Special Election. Measure R requires that an Independent Citizens Oversight Committee monitor proposed and actual parcel tax expenditures each year.
Therefore, in compliance with the foregoing, the Board of Education will convene a joint session with members of the Financial Oversight Committee on July 19, 2017. |
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Time Start: 7:15 p.m. Time End: 8:21 p.m.
The board thanked the FOC for their work and expertise.
Board Comments Regarding Budget Subcommittee Conclusions/Recommendations: - Mr. de la Torre suggested that a future charge to the FOC could include analysis of what other school districts are doing through the lens of equity, for example student-teacher ratios at various sites. - Mr. Mechur suggested that the FOC budget subcommittee meet with Dr. Drati to hear his suggestions related to reducing inefficiencies in the district office. He suggested that a future charge to the FOC could be to expand its analysis of health benefit costs to include retirement benefits, researching what other entities (like the City of Santa Monica) are doing to address those increasing costs. - Ms. Leon-Vazquez wondered what could be done to help the board and staff move forward with the FOC’s budget and sustainability conclusions/recommendations without interfering with staff’s everyday tasks. She would like to see the FOC work with the new CFO to formulate specific budget reductions before the board begins discussing the 2018-19 budget. She agreed with the FOC to use Measure GSH funds to support deferred maintenance projects. - Dr. Tahvildaran-Jesswein stressed that health benefit cost conversations needed to be collaborative; he mentioned that SMC has joint committees meet to discuss cost reduction strategies and wondered if such approaches had seen success in other parts of the state. He reminded everyone that ultimately, health benefits was a negotiated topic. Regarding GSH funds, he reminded everyone that the board had not officially agreed on the budget balancing strategy proposed by staff that for each GSH dollar spent, a matching dollar would need to be reduced from the budget.
Board Comments Regarding Financial Benefits of Sustainability Subcommittee Conclusions/Recommendations: - Mr. Foster suggested the formation of a sustainability group to create an overall package of sustainability. Mr. Upton responded that the district has hired a sustainability coordinator and was now in the process of issuing an RFP for the development of a sustainability plan for the district. He added that the plan would involve working with the FOC to help set standards and develop strategies to integrate sustainability districtwide. He hoped the FOC could help the district analyze cost benefits associated with renewable energies. - Mr. de la Torre emphasized the need for sustainability strategies to be student-centered and consider how such decisions impact the curriculum. He said the district should collaborate with the City of Santa Monica and SMC regarding sustainability. - Mr. Mechur suggested that the FOC’s existing subcommittee and Mr. Upton work together to ensure recommendations brought forward are appropriate. He added that a sustainability committee should include a broad range of people, including site staff and students. - Dr. Tahvildaran-Jesswein suggested that a centralized hub – possibly the superintendent – act as the conduit through which the various groups addressing sustainability communicate and collaborate. - Mr. Kean requested an update regarding the CalPERS CERBT (California Employers’ Retirement Benefits Trust).
At the request of the FOC, Dr. Kelly updated everyone on the process for hiring a new Assistant Superintendent for Business and Fiscal Services. Upon hearing from Mr. Larmore that long-time FOC member Paul Silvern had decided not to reapply to serve on the FOC, the board requested a commendation recognizing Mr. Silvern’s contributions to the district be agenized for a future meeting. Dr. Drati updated the board that the consultants he hired to examine our district’s organizational processes were preparing a report with suggestions to reduce inefficiencies.
The board gave direction to staff to: 1) accept the FOC’s report and 2) bring the FOC’s 2017-18 suggested charges back for approval, with the understanding that the FOC, working to support the Assistant Superintendent, will incorporate board members’ comments from tonight regarding 2017-18 budget recommendations and sustainability efforts.
The board decided to wait on giving direction to the FOC regarding analysis of the Food and Nutritional Services program (environmental sustainability, fiscal sustainability, student participation, menu options, food preparation) until after the department gave its presentation to the board in August to determine if there was, in fact, anything the FOC could analyze under its purview. |
FOC Presentation FOC Report
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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.
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No student board member reports during summer months |
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Time Start: 6:21 p.m. Time End: 6:25 p.m.
Ms. Braff thanked Special Ed Director Kazee for meeting to discuss plans for special ed preschool. She requested data showing the number of special ed services, including the number of IAs and psychologists, as a ratio to the number of impacted students by site. She expressed her gratitude to M&O Director Roosevelt Brown for giving her a tour of the windows replacement project at Webster, Roosevelt, and Rogers ES. She thanked everyone working on those projects. She remarked that since Mr. Roosevelt has joined SMMUSD, there has been an increase in responsiveness and communication. Ms. Braff said she was hopeful that the district would find a sustainable solution for air conditioning at the sites, as A/C has a positive impact on the teaching and learning environment. Ms. Braff remarked that the district has lost talented teachers and administrators due to the fact that it is too expensive for them to live in or near the district. She not only suggested that the district consider examining existing district-owned properties, but also ask the City of Santa Monica to tackle housing for employees. She said she looks forward to continuing bias training. Ms. Braff thanked everyone for all their hard work they do for the district. |
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Time Start: 6:25 p.m. Time End: 6:27 p.m.
Ms. Cartee-McNeely said that she hopes the union and district will be calendaring more negotiations sessions. She reported that she, Dr. Drati, Ms. Lieberman, and Ms. Braff attended the CALMI conference. She is looking forward to working with her colleagues in implanting stronger communication and participatory connections for classified unit members in the new school year. SEIU continues its legislative campaigns on the Summer Bridge for School Workers Bill (AB621). On July 12, the bill was passed by the Senate Labor and Industrial Relations Committee. It was amended in Senate today and, if fully passed, it will be effective for the 2018/19 school year. |
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Ms. Smith was not present. |
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Time Start: 6:27 p.m. Time End: 6:30 p.m.
Dr. Deloria thanked Dr. Webb for converting the position control forms from paper to digital format to help make the district more efficient. The district is sending out formal invitations to specific groups of employees for the expansion of bias training in the district. This is the last week of high school summer school, and Samohi's summer graduation will be on Friday. There is a lot of activity going on, as everyone is gearing up for the start of school, including the Fiscal Department, which is closing the books, and the Purchasing Department, which is processing requisitions. |
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Time Start: 6:30 p.m. Time End: 6:31 p.m.
Dr. Kelly acknowledged everyone who has been working hard finishing summer school and gearing up for the fall semester. The board will be approving administrative hires on tonight's agenda, and the Human Resources Department is working on filling more positions. Dr. Kelly congratulated Dr. Ellen Edeburn, who is attending her last board meeting, as she is retiring at the end of the month. |
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Time Start: 6:31 p.m. Time End: 6:33 p.m.
Dr. Drati reported that he, Ms. Lieberman, Ms. Cartee-McNeely, and Ms. Braff attended the CALMI conference. The keynote speaker was Dr. Pedro Noguera. Dr. Drati announced that the AP score confusion at Malibu HS has been resolved, thanks to the hard work of Dr. Nye and her team. |
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The board approved Item Nos. A.1-A.6, B.1-B.10, C.1-C.11, D.1-D.3, and E.1-E.2 listed under the Consent Calendar. Item No. D.4 was pulled from consent and voted on separately. Passed with a motion by Mr. Craig Foster and a second by Maria Leon-Vazquez. |
Yes Oscar de la Torre. Yes Mr. Craig Foster. Yes Jon Kean. Yes Maria Leon-Vazquez. Absent Laurie Lieberman. Yes Ralph Mechur. Yes Dr. Richard Tahvildaran.
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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.
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Time Start: 6:33 p.m. Time End: 6:35 p.m.
It was moved by Mr. Foster, seconded by Ms. Leon-Vazquez, and voted 6/0 (Ms. Lieberman was absent) to approve Item Nos. A.1-A.6, B.1-B.10, C.1-C.11, D.1-D.3, and E.1-E.2 listed under the Consent Calendar. Item No. D.4 was pulled from consent and voted on separately. |
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It is recommended that the Board of Education enter into an agreement with the following Independent Contractors. These contracts are included in the 2017-18 budget. |
- Contractor: Music ‘N Motion
- Dates: 9/1/17-6/8/18
- Amount not to exceed:$16,000.00
- Description: Renewal of contract from previous years to provide dance instruction to all third grade students at 10 elementary schools in Santa Monica-Malibu USD
- Site: Educational Services
- Funding: 01-00001-0-17150-10000-5802-030-1300
- Contractor: Jacqueline Fuentes de Gallo
- Dates: 9/18/17 – 5/25/18
- Amount not to exceed: $12,000.00
- Description: Provide a Spanish language music program for Edison students in PreK-2nd grade (11 separate classes). The children in each of these classrooms will receive 30 minutes of music in Spanish each week.
- Site: Edison Language Academy
- Funding: 01-00021-0-11100-10000-5802-001-4010 (Stretch grant)
- Contractor: Wendy Hammers
- Dates: 9/08/17 - 5/11/18
- Amount not to exceed: $3,450.00
- Description: Staff banked time writing coach – 30 hours
- Site: SMASH
- Funding: 01-40350-0-31000-10000-5802-009-1501 (Title II Teacher Quality)
- Contractor: Columbia University Teachers College Reading and Writing
- Dates: 8/22/17-6/09/18
- Amount not to exceed: $40,000.00
- Description: Provide on-site professional development
- Site: Roosevelt Elementary
- Funding: 01-00021-0-11100-10000-5802-007-4070 (Stretch grant)
- Contractor: Music Rhapsody
- Dates: 9/01/17 – 6/08/18
- Amount not to exceed: $13,110.00
- Description: Music Rhapsody will provide weekly music lessons to students TK/K-2nd grade
- Site: Will Rogers
- Funding: 01-00021-0-11100-10000-5802-006-4060
- Contractor: Consortium on Reaching Excellence in Education, Inc. (CORE)
- Dates: 8/17/2017-6/30/18
- Amount not to exceed: $18,990.00
- Description: CORE will continue to provide six days of mastery coaching support for literacy coaches and initial three-day training for new literacy coaches and technology (TOSAs).
- Site: Educational Services
- Funding: 01-00030-0-11100-10000-5802-030-1300 (LCAP)
- Contractor: Chalk Spinner LLC dba Kodo Kids
- Dates: 8/16/2017
- Amount not to exceed: $2,800.00
- Description: KODO will provide a full day professional development/planning session for 30 Preschool and Transitional Kindergarten teachers. The session, Fostering Meaningful Investigations Through Play & Provocation: Moving from Activity to Investigations, directly supports the STEAM (science, technology, engineering, arts and mathematics) component of our early learning pathway model.
- Site: Educational Services
- Funding: 01-90180-0-11100-10000-5802-030-1300 (RGK Foundation)
- Contractor: Orbach Huff & Suarez
- Dates: amend contract date to 7/1/17-6/30/18
- Amount not to exceed:
- Description:
- Site:
- Funding:
- (Original contract approved 11/21/13)
- Contractor: Goodwin Procter
- Dates: amend contract date to 7/1/17-6/30/18
- Amount not to exceed: hourly amount-$300.00/hour (partners), $250/hour (associates), $225/hour (junior associates), $150/hour (law clerks/paralegals)
- Description:
- Site:
- Funding:
- (Original contract approved 8/12/15)
- Contractor: Datasite Designs
- Dates: 8/01/17-6/30/18
- Amount not to exceed: $30,000.00
- Description: Blended Learning Professional Development for teaching staff during school year 2017-2018
- Site: Educational Services
- Funding: 01-00030-0-11100-10000-5802-030-1300 (LCAP)
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It is recommended that the Board of Education approve the special field trip(s) listed below for students for the 2017-2018 school year. No child will be denied due to financial hardship. |
- School: Grant
- Grade: 5th Grade
- # of Students: 110
- Destination: Pali Institute, Running Springs, CA
- Dates: 2/14/18-2/16/18
- Principal/Teacher: J.Fullwood, S.Croft, T.Kooy, N.Warren, S.Smith, SPED
- Cost & Funding Source: $38,500.00 Total for all students; paid for through parent donations and fundraising
- Subject: Science
- Purpose: Outdoor science camp for our 5th grade students
- School: SMASH
- Grade: 5th and 6th grade
- # of Students: 52
- Destination: Astro Camp
- Dates: 10/11/17-10/13/17
- Principal/Teacher: J.Rishe, J.Wold Florian, E.Haendel
- Cost & Funding Source: $350 per student; paid for through parent donations and fundraising
- Subject: Science
- Purpose: Students will focus on space travel and physics.
- School: SMASH
- Grade: 7th and 8th grade
- # of Students: 61
- Destination: Yosemite
- Dates: 02/11/18
- Principal/Teacher: J.Rishe, G.Hwang, D.Mendinueto
- Cost & Funding Source: $670 per student; paid for through parent donations and fundraising
- Subject: Science
- Purpose: Students experience the environment, including structure and function of living things and their adaptation to the environment.
- School: Roosevelt Elementary School
- Grade: 5th
- # of Students: 150
- Destination: Pali Camp
- Dates: 3/21/18 – 3/23/18
- Principal/Teacher: J.Yuan, J.Clark, B.Brashear, H.Russell
- Cost & Funding Source: $48,000 Parent Contributions/PTA
- Subject: Science
- Purpose: 3-day overnight field trip aligned with science standards
- School: Rogers
- Grade: 5th
- # of Students: 97
- Destination: Pali Camp
- Dates: 3/05/17 – 3/07/18
- Principal/Teacher: C.Howard, S.Vanderah, S.Kerkotchian
- Cost & Funding Source: $24,502.50 Total for all students; paid for through parent donations and fundraising
- Subject: Science
- Purpose: Outdoor science camp for our 5th grade students
- School: Santa Monica
- Grade: 9th - 12th
- # of Students: 39
- Destination: Great Wolf Lodge, Garden Grove CA
- Dates: 7/17/17 – 7/20/17
- Principal/Teacher: A.Shelton, N.Perrine
- Cost & Funding Source: $421 per student; paid for through parent donations and fundraising
- Subject: Athletics
- Purpose: UCA Cheerleading camp
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It is recommended that the Board of Education approve/ratify the attached Requests for Absence on District Business (Conference and Travel) forms.
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The average cost for substitute teachers is $130/day. This figure is furnished for informational purposes and does not reflect the actual amount paid for an individual substitute.)
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Conference and Travel
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It is recommended that the Board of Education approve the submission of the Consolidated Application to the State of California. |
The Consolidated Application must be submitted to the California Department of Education in order for the district to receive state and federal categorical program funding. The application is submitted in several parts each school year. Following Board approval, the spring submission is to be submitted by June 30, 2018. This submission indicates that Santa Monica-Malibu Unified School District requests participation in federal programs including: Title I Part A Basic Grant (low income/low achieving students), Title II, Part A (Teacher and Principal Training and Recruiting), Title III Part A Immigrant, and Title III Part A Limited English Proficient Students. Other state programs, previously part of the Consolidated Application, are now subsumed within the Local Control Funding Formula and no longer flow through the Consolidated Application. |
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Federal Program Descriptions: Title I Part A – Helping Disadvantaged Children: This is a federal program to ensure that all children have a fair, equal, and significant opportunity to obtain a high-quality education and reach, at a minimum, proficiency on challenging state academic achievement standards and state academic assessments. Title II Part A – Teacher Quality: This is a federal program that increases student academic achievement through professional development and strategies for improving teacher and principal quality. Title III – Limited English Proficient Students: This is a federal program that provides supplementary programs and services to limited-English-proficient (LEP) students (known as English learners in California). The purpose of the program is to assist LEP students to acquire English and achieve grade-level and graduation standards.
Federal guidelines also allow local non-profit private schools to participate with the public school district in federal programs. Those participating private schools are identified in the application. An additional submission of the Consolidated Application, which includes budget information, will be submitted to CDE in the winter after district funding entitlements are confirmed. This second submission will indicate the number of pupil participants and funding allocations for each school site participating in Title I Part A. Each school site is required to have a comprehensive school plan known as the Single Plan for Student Achievement describing the strategies and activities to improve student achievement and meet district adopted standards through the supplementary services provided by these categorical programs. Schools utilize highly qualified teachers, instructional aides, scientifically research-based intervention programs, tutoring assistance, materials and equipment, professional development, district provided training, conferences and workshop attendance, expert consultants, and parent/community involvement activities to meet the needs of their students. Each school site council is required to provide input and recommend to the Board the approval of planned program activities and budgets as part of the Single Plan for Student Achievement. The Director of Assessment, Research and Evaluation reviews program guidelines with all school administrators to insure appropriate implementation and compliance for each categorical program. |
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It is recommended that the Board of Education approve revisions to the College and Career Access Pathways agreement between Santa Monica College and the Santa Monica-Malibu USD. |
HISTORY AB 288 established the College and Career Access Pathways Act to authorize California Community College districts to enter into formal partnership agreements with local school districts to expand access to concurrent enrollment opportunities for high school students. The partnership agreement outlines the terms of their partnership, such as the schedule of eligible courses that can be offered, thresholds for the academic readiness of pupils, protocols for sharing revenue and joint facilities use, etc… On September 1, 2016, the Board discussed the original CCAP MOU (Discussion Item No. D. 03.) The SMC Board of Trustees approved the MOU at its September 6, 2016 meeting. The SMMUSD Board approved the MOU at its September 20, 2016 meeting. RATIONALE FOR REVIEWIONS A few revisions to the MOU are necessary to support both parties in “revenue sharing.” Prior to AB 228, there was no situation where secondary and post-secondary institutions could receive funding for the same instructional activity in dual enrollment courses. This law and the attached MOU allows for and defines the rules where “revenue sharing” may occur. Specifically, SMC may claim Full Time Equivalent Students (FTES) when district students enrolled in a dual enrollment class under the supervision of an SMMUSD teacher meet apportionment requirements for the SMMUSD. Since the SMMUSD is a minimum state aid district, ADA is not an issue. SMMUSD students are still required to meet the instructional minutes for a school day per California Education Code. SUMMARY OF MOU REVISIONS - 3.3.9 (Page 4): Necessary to uphold instructional minutes requirement per CA Ed. Code.
- 7.7.1 (Page 6): Details the qualifications for 1) SMC instructors in non-revenue sharing dual enrollment courses as well as 2) SMMUSD teacher requirements for revenue sharing dual enrollment courses.
- 7.7.2 (Page 7): Specifies the responsibility part for salary, wages and benefits for SMMUSD staff under the revenue-sharing model.
- 8.8.5 (Page 9): Clarifies SMC drop procedures.
- 8.8.6 (Page 9): Provides a provision for a student earning SMMUSD in the event he drops the SMC course.
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Revenue for the district is as follows for the 2017-18 school year: - $2,000 for classes that have an enrollment of 20 or fewer students
- $2,500 for classes that have an enrollment of 21 or more students
Revenue collected by the district will be deposited in the SMMUSD dual enrollment textbook account. Revenue details are not part of the attached MOU but will be detailed in the CCAP Annual Certification item scheduled for August 9 Board review and approval. This certification also provides the list of dual enrollment courses that can be offered by high school in the SMMUSD for the 2017-18 school year. |
AB 288 established the College and Career Access Pathways Act to authorize California Community College districts to enter into formal partnership agreements with local school districts to expand access to concurrent enrollment opportunities for high school students. Both the SMC Board of Trustees and the SMMUSD Board of Education approved the original CCAP MOU in September 2016 meetings. Revisions in the attached MOU clarify conditions that allow SMC and the SMMUSD to share revenue for qualifying dual enrollment courses taught by an SMMUSD teacher. SMC will collect FTEs and share revenue with the SMMUSD. Revenue collected by the SMMUSD will be deposited in the dual enrollment textbook account. |
SMC-SMMUSD AB 288 CCAP Agreement
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It is recommended that the Board of Education approve the attached Special Education Contracts for fiscal year 2016/2017. |
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. |
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It is recommended that the Board of Education approve the attached Purchase Orders and Changed Purchase Orders from June 21, 2017, through July 12, 2017, for fiscal / 17. |
Purchase orders 2016-17
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It is recommended that the Board of Education approve the following Purchase Orders and Changed Purchase Orders from June 21, 2017, through July 12, 2017, for fiscal / 18. |
2017-18 Purchase Orders
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It is recommended that the Board of Education accept, with gratitude, checks totaling $2,820.73 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 2016-2017 income and appropriations by $2,820.73 as described on the attached listing. |
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. |
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Gift Report
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It is recommended that the Board of Education adopt Resolution No. 17-01 – Annual Delegation of Administrative Authority to Process Routine and Non-Routine Budget Revisions, Adjustments, and Transfers. |
This Resolution will provide authority for the Superintendent and Chief Financial Officer to authorize routine and non-routine revisions, adjustments and transfers to the District 2017-18 budget within the limits defined in the resolution. Individual routine revisions up to $500,000, no more than $1,000,000 at a time, and non-routine revisions up to $250,000. This will facilitate processing of District business. All revisions made will be brought to the Board for ratification.
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The governing of a district may adopt a formal resolution allowing their administrative staff to process certain budget adjustments and transfers and submit them to the Los Angeles County Office of Education (LACOE) prior to their individual approval by the Board. Any district that considers implementing this option should carefully weight all of its fiscal implications, including setting well-defined guidelines and parameters on the amounts and kinds of adjustments and transfers that district staff may process. Such guidelines should include limiting this authority to the routine transfer of amounts between objects of expenditures within funds and between funds, as necessary, to facilitate the payment of district obligation and to effect technical adjustments related to the budget. Other “non-routine” adjustments and transfers, such as revenue increases or decreases and the related offsetting impact to expenditures and/or fund balance, transactions involving other sources and uses, interfund transfers, or transactions exceeding a prescribed dollar amount, should continue to be processed and approved directly by the governing board. In addition, to ensure that this practice does not become unmanageable, LACOE has established the following “delegation of authority” guidelines: Delegation of Budget Adjustment and Transfer Authority Guidelines In order for a district to utilize the “delegation of authority” option, the district’s governing board must annually adopt and file with LACOE an original resolution delegating budget adjustment and transfer authority to the superintendent and staff of the district. The governing board resolution authorizing this delegation of authority to staff must define, by types of budget adjustments and transfers, funds, and dollar limitations, if any. All budget adjustments and transfers processed by the district’s staff must be entered into the PSFS and submitted to LACOE for approval on the appropriate budget revision summary form, e.g., Form No. 503-056-A or 4504-057-T. The districts should indicate on the revision form the date on which the governing board approved the written resolution establishing the delegation of authority to staff. During formal board meetings, the governing board must ratify/approve all budget adjustments and transfers not previously board-approved but processed by staff under the delegation of authority. This must be done at least three times annually, i.e., with the First Interim Report, Second Interim Report, and the Unaudited Actuals, and not later than June 30.
Please note that the implementation of this optional procedure does not imply or indicate a means of bypassing Education Code requirements, LACOE procedures for school districts obtaining governing board approval, or LACOE approvals of budget revisions. In addition, this procedure does not relieve school districts from the timely submission of the standard budget revision documents and forms, or initiating the necessary data input to the PSFS in support of the budget revisions submitted under the provisions of the governing board’s written resolution. |
Resolution No. 17-01 Annual Delegation of Administrative Authority
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It is recommended that the Board of Education approve authorization to make appropriation transfers. |
The Los Angeles County Office of Education encourages District's Governing Boards to authorize the County Office to make appropriation transfers. The District will identify the source of the funds to be transferred. Copies of transfers will be sent to Santa Monica-Malibu Unified School District as they occur. This action is recommended by the Los Angeles County Office of Education and is a routine occurrence. The provision of the Education Code that allows for this is Section 42601 as follows: “At the close of any school year a school district may, with the approval of the governing board, identify and request the County Superintendent of Schools to make the transfers between the designated fund balance or the unappropriated fund balance and any expenditure classification or classifications, or balance any expenditure classifications of the budget of the district for that school year as necessary to permit the payment of obligations of the district incurred during that school year. For each elementary, high school, and unified school district that during the preceding school year, had an average daily attendance less than the level, as appropriate, specified in subdivision (a) of EC 41301, the County Superintendent of Schools, with the consent of the Governing Board of the School District, may identify and make the transfers, and shall notify the districts." Fiscal year-end posting of warrants or liabilities, or both, may cause overdraft in appropriation accounts, which will need budget transfers between major objects or reserve accounts. Authorizing these transfers to be made will facilitate our year-end closing process. |
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It is recommended that the Board of Education adopt Resolution No. 17-02 – Temporary Interfund Cash Transfer. |
Education Code §42603 allows school districts to use cash reserves in one Fund to meet short-term cash deficiencies in another Fund. The amount of such transfers is limited to 75% of available resources in a Fund. With the continued uncertainty at the State level, it may be necessary to use this authority in the 2017-18 fiscal year. It is common that school districts adopt a Resolution of this nature on an annual basis to facilitate District operations. All cash amounts transferred in any fiscal year must be repaid prior to June 30th of the year in which they are transferred. Board adoption of this Resolution will allow for inter-fund cash borrowing between District Funds.
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Resolution Interfund Cash Transfer
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It is recommended that the Board of Education approve the following transfer for the 2016-17 fiscal year. |
$322,000 from the Unrestricted General Fund (Fund 01) to Child Development Fund (Fund 12) for supporting Infant and Toddler Program ($195,000) and Seaside Preschool at Grant ($127,000). $500,000 from the Unrestricted General Fund (Fund 01) To Cafeteria Special Revenue Fund (Fund 13) for supporting the Breakfast and Lunch programs. $600,000 from the Unrestricted General Fund (Fund 01) to Deferred Maintenance Fund (Fund 14) for supporting the schools major maintenance needs.
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The Los Angeles County Office of Education (LACOE) requires Board approval to make transfers between Funds. |
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It is recommended that the Board of Education approve a contract with A&R Wholesale Distributors/Gold Star Foods to provide snack food items for 2017-18 School Year. |
This award was secured through a competitive Request for Pricing (RFP #SN17.18-19.20) process through the South Bay Purchasing Cooperative, and allows the group of eight regional districts, including SMMUSD, to purchase staple food items. |
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- Dates: 8/1/17 through 7/31/18
- Fund Account: 13-53100-0-00000-37000-4710-057-2570
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It is recommended that the Board of Education approve the following vendors to provide food and supplies to the Food and Nutrition Services Department in the below estimated amounts. |
Funding Information: - Source: Food & Nutrition Services
- Currently Budgeted: Yes
- Account Number: 13-53100-0-00000-37000-4710-057-2570
- Description: Food and Supplies
- Item: Bread/Bakery Items*
- Vendor Awarded Bid: Galasso’s
- Est. Usage: $25,000
- Item: Frozen Food**/Produce**
- Vendor Awarded Bid: Gold Star Foods
- Est. Usage: $700,000
- Item: Dairy Product*
- Vendor Awarded Bid: Driftwood Dairy
- Est. Usage: $155,000
- Item: Snacks/Groceries*
- Vendor Awarded Bid: Gold Star Foods
- Est. Usage: $120,000
- Item: California Freezies (100% juice bev.)
- Sole Source: Berkeley Street Beverage Co.
- Est. Usage: $10,000
- Item: 100% Mozarella & Pepperoni Pizza
- Other: Papa John’s***
- Est. Usage: $100,000
- Item: Food Safety & Sanitation Program
- Sole Source: School Nutrition Services
- Est. Usage: $32,000
* South Bay Purchasing Cooperative Bid ** Piggybacked off of San Gabriel Unified *** Piggybacked off of Torrance USD |
All Food & Beverage Items are Compliant with the District’s Wellness Policy. |
Mr. de la Torre requested a report from the Food and Nutrition Services Department on the components of the district's program, including quality of food served and contracts. Mr. Drati reminded that board that a study session regarding this topic is scheduled for the August 30 board meeting. |
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It is recommended that the Board of Education amend the Certification of Signatures, as presented on December 10, 2016, in Recommendation No. A.08, to change the signature authority to include Dr. Susan Samarge-Powell, Director of Early Learning, and delete the name of Dr. Alice Chung, former Director of Child Development Services. It is further recommended that the attached document "Certification of Signatures" be completed and filed with the County Superintendent of School in accordance with Education Code Section §42633. Dr. Samarge-Powell’s signature will be considered valid as of July 1, 2017. |
Dr. Samarge-Powell follows Dr. Chung, who left the district earlier this year for a position at a district closer to her residence. In this transition, the district changed the title of the position from director of Child Development Services to Director of Early Learning, to better describe the focus of the department. Approval of this Board Action will authorize Dr. Samarge-Powell to sign warrants, orders for salary or commercial payments, notices of employment, contracts, invoices and other documents as directed by the Board of Education. |
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Amend Certificate of Signature-Director of Early Learning
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It is recommended that the Board of Education enter into an agreement with the following Independent Contractors for Measure BB & ES Projects. These contracts are included in the 2017-2018 budget.
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Ind Contractors FIP
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It is recommended that the Board of Education accept as complete all work under the contract issued to United Electric Supply Company, Malibu High and Cabrillo Elementary Schools – Bid #15.08 – Lighting Fixture Replacement and System Controls Project with a final contract amount of $650,858.04. |
At the March 19, 2015 Santa Monica Malibu Unified School District Board of Education Meeting awarded a contract to United Electric Supply Company in an amount not to exceed $568,749.41 to provide the lighting fixtures and control system components for retrofitting the Malibu High and Cabrillo Elementary Schools. Subsequent change orders increased the approved contract value to $813,257.26. The Substantial Completion date for providing the materials used on the project was around September 17, 2015. In April 2016, excess materials delivered to the project were retrieved by United Electric. In June, 2017, United Electric and the District reached agreement on a reconciliation of the value for material credits and back charges due the District and amounts due United Electric for provided materials. On June 22, 2017, United Electric submitted its final invoice for the project. This invoice has been processed and paid. The Malibu High and Cabrillo Elementary Schools – Bid #15.08 – Lighting Fixture Replacement and System Controls Project final contract amount is $650,858.04. The unused $162,399.22 of the approved contract value will be de-encumbered upon approval by the Board of Education of the contract as complete. A Notice of Completion for the contract will be filed with the County of Los Angeles pending approval by the Board of Education. |
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Funding Information - Budgeted: Yes
- Fund: 84
- Source: Measure ES
- Account Number: 84-90901-0-00000-85000-6200-010-2600
- Budget Category: Hard Costs\Construction\Construction Contract
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It is recommended that the Board of Education approve Contract Amendment #03 with Leighton Consulting, Inc. to provide geotechnical exploration services for the Malibu Middle and High School – Campus Improvements Project in the amount of $4,800 for a total contract amount of $234,420.00. |
It is necessary to extend the services of Leighton Consulting, Inc. to provide supplemental geotechnical exploration services to provide slope stability analysis related to the replacement of Building E and geotechnical recommendations related to the installation of “grasspavers” in a fire lane. Leighton Consulting has performed ongoing geotechnical exploration services for this project. |
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Funding Information - Budgeted: No
- Fund: 83
- Source: Measure BB
- Account Number: 83-90500-0-00000-85000-5802-010-2600
- Budget Category: Soft Costs\Geotechnical & Soils\Materials & Testing
- DSA #: 03-113456
- Original Contract: $14,610.00
- Contract Amendment #1: $197,510.00
- Contract Amendment #2: $17,500.00
- Contract Amendment #03: $4,800.00
- Total Contract Amount: $234,420.00
Funding for this CA will be through the program reserve shortage. |
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It is recommended that the Board of Education approve Contract Amendment #51 with HMC Architects for the Malibu Middle & High School - Campus Improvements Project in an amount not to exceed $18,510.00 for a total contract amount of $9,154,490.50. |
Architectural/Engineering services are required for the ongoing design of the MMHS Campus Improvement Project. HMC Architects will work with Stantec, the civil engineer for the campus improvement project, to analyze traffic conditions at Malibu Middle High School during critical pick-up and drop-off hours and to prepare traffic control recommendations and a plan that can be implemented by the construction team during future construction phases. |
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Funding Information - Budgeted: No
- Fund: 83
- Source: Measure BB
- Account Number: 83-90500-0-00000-85000-5802-010-2600
- Project: Malibu HS, Campus Improvements Project
- Budget Category: Soft Costs \ Design Services \ Architects
- DSA: 03-117640
- ORIGINAL CONTRACT AMOUNT (MMHS, Prog./Schematic Design):$961,327
- CA #1 (Cabrillo, SDC-IS):$87,995
- CA #2 (MMHS, FF&E Standards):$92,400
- CA #3 (MMHS, DD/CD/CA):$3,562,894
- CA #4 (Pt. Dume/Webster Safety):$157,588
- CA #5 (MMHS, Public Meetings/EIR):$25,144
- CA #6 (Cabrillo, Safety Project):$10,304
- CA #7 (Webster, Parking Safety Project):$62,344
- CA #8 (Cabrillo, Septic Study):$21,647
- CA #9 (MMHS, Right turn lane study):$68,256
- CA #10 (MMHS, Fire protection):$25,991
- CA #11 (MMHS, Field renderings):$8,046
- CA #12 (MMHS, Wastewater study):$62,037
- CA #13 (MMHS, Electrical):$34,428
- CA #14 (MMHS, EIR, Traffic, Parking):$372,321
- CA #15 (Webster Fire alarm):$9,090
- CA #16 (MMHS, Additional Scope):$228,405
- CA #17 (Malibu, Parking Lot “A”):$57,340
- CA #18 (Cabrillo, Additional scope)$9,690
- CA #19 (OWTS, Webster):$57,330
- CA #20 (OWTS, Pt. Dume):$57,330
- CA #21 (MMHS, OWTS Const. Doc’s & CA):$245,375
- CA #22 (Point Dume, Struct. invest. & design):$19,840
- CA #23 (MMHS, CDP Exempt. and Waivers):$12,520
- CA #24 (Cabrillo, DSA submittal Fencing):$3,700
- CA #25 (MMHS, FA into sep. DSA & Bid Pkg):$69,210
- CA #26 (MMHS Fence/Gates, Erosion Control):$83,090
- CA #27 (Cabrillo, Fencing & gate revisions):$7,065\
- CA #28 (Webster, Parking and Drop-Off):$73,280
- CA #29 (Malibu, Campus Improvement):$8,000
- CA #30 (MMHS, EIR lighting study):$4,500
- CA #32 (MMHS, RWQCB, WDRs):$6,200
- CA #33 (MMHS HS, Fire Alarm, FCD):$7,315
- CA #34 (MMHSHS, SWPPP):$5,800
- CA #36 (MMHS, CDP, Hearing, redesign):$350,000
- CA #37 (MMHS, Redesign, OWTS Redesign):$444,444
- CA #38 (MMHS, Pkg Lot Photo Renderings):$44,345
- CA #39 (MMHS, Wharf and Pkg Lot E Design):$496,000
- CA #40 (MMHS, Pkg lot/ESHA Light Meter):$14,000
- CA #41 (MMHS, Bldg E):$ 193,097
- CA #42 (MMHS Building E Replacement):$108,500
- CA #43 (MMHS Building E Exterior Upgrades):$88,454
- CA #44 (MMHS Native Tree Monitoring Rpt.):$4,500
- CA #45 (MMHS SWPPP & Waste Water):$158,764
- CA #46 (MMHS Air Cond. & MDF Mig. Plan):$183,700
- CA #47 (MMHS Feasibility Std and CDP App):$ 58,350
- CA #48 (MMHS Growthpoint Renderings):$ 6,187
- CA #49 (MMHS Design Updates and Bid Sets):$462,801
- CA #50 (MMHS Peer Review - Outdoor Lights):$5,036.50
- CA #51 (MMHS Traffic Control):$18,510
- TOTAL CONTRACT AMOUNT: $9,154,490.50
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It is recommended that the Board of Education approve Contract Amendment #07 with Alta Environmental to conduct a hazardous materials site survey of the Science and Technology Buildings in preparation for the upcoming abatement and demolition at Santa Monica High School – SCP Phase 1 and 2 Project in an amount not to exceed $9,086.90, for a total contract amount of $591,194.66. |
Alta Environmental will provide services related to the abatement and demolition of the Science and Technology Buildings at Samohi. Their scope of work will include sampling for asbestos-containing materials, lead-based paint, visual survey and inventory of suspect PCB light ballast, and light tubes followed by a summary report. Alta will also be providing an abatement work plan that the District will reference in the bid documents for demolition. |
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Funding Information - Budgeted: Yes
- Fund: 85
- Source: ES
- Account Number: 85-90904-0-00000-85000-5802-015-2600
- Budget Category: Soft Costs/Environmental Testing/Hazmat Monitoring
ES Funding: - Original Contract - Juan Cabrillo ES, Grant ES & WRLC: $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 Phase 1 and 2 Science and Tech: $9,086.90
- Total Contract Amount: $591,194.66
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It is recommended that the Board of Education approve Contract Amendment #04 to provide a geotechnical study report to Converse Consultants for John Adams Middle School – Performing Arts Complex Project in an amount not to exceed $15,190.00 for a revised contract total of $125,675
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District requested proposals from three firms qualified to provide geotechnical engineering services. The scope of work was coordinated to meet the needs of the architectural team and includes sub-surface exploration (soil borings and ground penetrating radar), laboratory testing, engineering analysis and reporting, and project management. All three proposals were reviewed and found to meet the needs of the project. The three vendors and the amounts proposed were: - Converse Consultants at $15,190.00
- MTGL at $17,000.00
- Leighton Consulting, Inc. at $17,825.00
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Funding Information - Budgeted: Yes
- Fund: 85
- Source: Measure ES
- Account Number: 85-90907-0-00000-85000-5802-011-2600
- Budget Category: Environmental Tests/Geotechnical & Soils
- Original Contract – Cabrillo ES: $14,560.00
- CA#01 – LMS, Field & Track: $12,050.00
- CA#02 – LMS, Field & Track: $8,995.00
- CA#03 – Roosevelt & Webster, WF&P: $74,880.00
- CA#04 – JAMS, PAC: $15,190.00
- Total Contract: $125,675.00
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It is recommended that the Board of Education approve Contract Amendment #04 with NAC Architecture for architectural and engineering services at John Adams Middle School – Performing Arts Complex Project in an amount not to exceed $188,358.00 for a total contract amount of $922,828.00.
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Additional architectural and engineering services for design services to convert existing classrooms to accommodate Orchestra and Band rooms which are scheduled to be demolished and to replace the old and damaged gymnasium floor. |
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Funding Information - Budgeted: Yes
- Fund: 85
- Source: Measure ES
- Account Number: 85-90906-0-00000-85000-5802-011-2600
- Budget Category: Soft Costs/Design Services/Architects
- Original Contract – JAMS, Performing Arts Complex: $236,441.00
- Contract Amendment #1 – JAMS, Field Replacement: $98,623.80
- Contract Amendment #2 – JAMS, Field Replacement: ($82,956.80)
- Contract Amendment #3 - HVAC: $482,362.00
- Contract Amendment #4 – JAMS, PAC addtl services: $188,358.00
- Total Contract Amount: $922,828.00
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It is recommended that the Board of Education approve Contract Amendment #02 with dsk Architects to provide additional architectural services for Franklin Elementary School – Windows, Paint, Floor and Doors Project and Point Dume Elementary School - HVAC Project in an amount not to exceed $28,245.00 for a total contract amount of $742,585.00.
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Additional architectural services required by DSA for Franklin ES: - Architectural - dsk Architects: $7,450
- Cost Estimator – Leland Saylor Associates: $800
- Consultant Administration Fee at 5%: $80
- Subtotal Fee: $8,330
- Reimbursable Costs – Not To Exceed: $415
- Total Franklin ES: $8,745
Additional architectural services to create separate DSA drawing package for HVAC at Pt. Dume ES: - Total Pt. Dume ES: $19,500
- Total Contract Amendment #2: $28,245
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Funding Information - Budgeted: Yes
- Fund: 85
- Source: ES
- Account Number: 85-90905-0-00000-85000-5802-002-2600, Franklin ES - $8,745; 85-90906-0-00000-85000-5802-019-2600, Pt. Dume ES, HVAC - $19,500
- Description: A/E Design Services
- Contract Award - Pt.Dume & Franklin, WPFD: $424,555
- Contract Amendment #1 - Franklin ES & Pt.Dume ES, HVAC: $289,785
- Contract Amendment #2 - Franklin ES ADA & Pt. Dume ES, HVAC: $28,245
- Total Contract Amount: $742,585
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It is recommended that the Board of Education approve Contract Amendment #03 with Converse Consultants for Material testing services for the Roosevelt Elementary School and Webster Elementary School - Windows Flooring and Paint Projects, in an amount not to exceed $74,880.00 for a revised contract total of $110,485.00. |
Converse Consultants has been requested to perform the following Testing and Special Inspections per the DSA approved form 103: Concrete: Review Concrete Mix Designs & Product Mill Certificates, Perform Batch Plant Inspection. Review Batch tickets, Inspect concrete placement and test concrete slump. Reinforcing Steel and Structural Steel: Review material ID/Mill Certs, Sample and test rebar, inspect welds, verify welding procedures, inspect welded rebar, provide fabrication shop welding inspection & testing, conduct high strength bolt inspection and test bolts, nuts & washers, conduct non-destructive testing and prepare reports summarizing all observations & test results.
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Funding Information: - Budgeted: Yes
- Fund: 85
- Source: Measure ES
- Account Number: 85-90905-0-00000-85000-5802-007-2600, Roosevelt - $33,240.00; 85-90905-0-00000-85000-5802-008-2600, Webster - $41,640.00
- Budget Category: Soft Costs\Testing & Inspection\Materials Lab
Measure ES Funding: - CONTRACT AWARD - Cabrillo ES - WFP: $14,560.00
- CONTRACT AMENDMENT #01- LMS – Field & Track Replacement: $12,050.00
- CONTRACT AMENDMENT #02 - LMS – Field & Track Replacement: $8,995.00
- CONTRACT AMENDMENT #03 - Roosevelt & Webster – WFP: $74,880.00
- TOTAL: $110,485.00
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It is recommended that the Board of Education approve Contract Amendment #53 with DLR Group, Inc. for additional architectural services for additional construction administration services in an amount not to exceed $51,113.75 for a total contract amount of $5,651,245.95. |
The Data Center Project at the School District Office has increased in scope and duration. DLR Group continued services are required for the completion and close-out of the project. Contract Amendment #53 is for additional construction administration services. These services include preparation of Construction Change Directives, attendance at weekly meeting, construction administration and other support to successfully complete and close-out the project. This amendment extends DLR Group services to March 31, 2017. |
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Funding Information - Budgeted: No
- Fund: 21
- Source: Measure BB
- Account Number: 21-90503-0-00000-85000-5802-054-2600
- Budget Category: Soft Costs \ Design Services \ Architects
- DSA #: 03-112865
- ORIGINAL CONTRACT AMOUNT (Prog./Schematic Design): $936,032.00
- CONTRACT AMENDMENT #1 (McKinley SDC, Roosevelt Preschool): $131,663.00
- CONTRACT AMENDMENT #2 (Data Center): $99,420.00
- CONTRACT AMENDMENT #3 (DD/CD/CA Lincoln): $2,195,078.00
- CONTRACT AMENDMENT #4 (Roosevelt Revised Design): $70,435.00
- CONTRACT AMENDMENT #5 (Data Center structural revisions): $6,925.00
- CONTRACT AMENDMENT #6 (McKinley Safety Proj.): $168,697.00
- CONTRACT AMENDMENT #7 (Lincoln MS Revised Design: $92,592.00
- CONTRACT AMENDMENT #8 (Lincoln Fire Protection): $17,538.00
- CONTRACT AMENDMENT #9 (Landscape and Planting Standards): $30,245.00
- CONTRACT AMENDMENT #10 (Add’l Landscape Standards): $5,200.00
- CONTRACT AMENDMENT #11 (PV Standard Specs): $26,100.00
- CONTRACT AMENDMENT #12 (Lincoln Interim housing): $31,755.00
- CONTRACT AMENDMENT #13 (Lincoln sewer line): $15,569.00
- CONTRACT AMENDMENT #14 (Lincoln sprinklers at E): $54,933.00
- CONTRACT AMENDMENT #15 (Data Center fire protection): $7,913.00
- CONTRACT AMENDMENT #16 (LMS trash enclosure design): $14,989.00
- CONTRACT AMENDMENT #17 (Lincoln additional hydrant): $3,989.00
- CONTRACT AMENDMENT #18 (Data Ctr, Fire Protection, DO bldg): $9,036.00
- CONTRACT AMENDMENT #19 (Data Ctr, Prev. DSA App Cert Stdy): $13,181.00
- CONTRACT AMENDMENT #20 (LMS carpet revisions): $2,264.00
- CONTRACT AMENDMENT #21 (LMS hydrant revisions for relos): $5,100.00
- CONTRACT AMENDMENT #22 (Data Ctr, Prev. DSA Appl. Cert. Ph 2): $28,005.00
- CONTRACT AMENDMENT #23 (LMS Sci lab revisions–new bldg): $11,198.00
- CONTRACT AMENDMENT #24 (LMS sci lab revisions - mod): $11,198.00
- CONTRACT AMENDMENT #25 (Data Ctr, Prev. DSA App. Cert. Ph2): $13,077.00
- CONTRACT AMENDMENT #26 (LMS, Prev. DSA App. Cert. Study): $24,440.00
- CONTRACT AMENDMENT #27 (Data Center Design Revisions): $9,331.00
- CONTRACT AMENDMENT #28 (LMS, Relos, site plan revisions): $4,039.00
- CONTRACT AMENDMENT #29 (Lincoln New Construction, SWPPP): $7,254.00
- CONTRACT AMENDMENT #30 (DO, Data Center, Design Revisions): $59,903.00
- CONTRACT AMENDMENT #31 (Lincoln, Kitchen Fire Protection): $2,735.00
- CONTRACT AMENDMENT #32 (McKinley, Casework Revisions): $2,445.00
- CONTRACT AMENDMENT #33 (Lincoln, Value Engineering): $79,745.00
- CONTRACT AMENDMENT #34 (DO Date Center Design Revisions): $138,946.00
- CONTRACT AMENDMENT #35 (Lincoln, Alternate Acoustics System): $6,333.00
- CONTRACT AMENDMENT #36 (LMS Site Work Pkg- 3Form Ceiling): $17,467.00
- CONTRACT AMENDMENT #37 (LMS Addt’l Construction Documents): $151,533.00
- CONTRACT AMENDMENT #38 (LMS, Addit’l Struct. Serv.) :$122,747.00
- CONTRACT AMENDMENT #39 (Samohi Assessment and Report): $31,412.50
- CONTRACT AMENDMENT #40 (Edison, Architectural Services): $281,694.00
- CONTRACT AMENDMENT #41 (Edison, Engineering Services): $130,857.50
- CONTRACT AMENDMENT #42 (Data Center Technology): $145,950.00
- CONTRACT AMENDMENT #43 (LMS, Addt’l Struct. Serv.): $3,400.00
- CONTRACT AMENDMENT #44 (ELA, Addt’l Serv.prev. PCO Review): $40,890.00
- CONTRACT AMENDMENT #45 (LMS, Addt’l Structural Serv. CCD 28): $1,110.00
- CONTRACT AMENDMENT #46 (ELA, Arch., Eng., Land. Serv.): $86,000.00
- CONTRACT AMENDMENT #47 (LMS, Addt’l Reimbursable Allowance): $12,000.00
- CONTRACT AMENDMENT #48 (Data Center Technology): $18,122.20
- CONTRACT AMENDMENT #49 (Data Center Technology): $76,234.00
- CONTRACT AMENDMENT #50 (ELA, Arch., Eng.- DSA & C/O): $31,532.00
- CONTRACT AMENDMENT #51 (ELA. Archt. CHIPS C/O & land.C/O): $26,300.00
- CONTRACT AMENDMENT #52 (Data Ctr, architect ext. serv.): $45,580.00
- CONTRACT AMENDMENT #53 (Data Ctr, architect ext. serv.): $51,113.75
- TOTAL CONTRACT AMOUNT: $5,651,245.95
Funding for this Contract Amendment #53 will be partially funded from Program Reserve Shortage.
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It is recommended that the Board of Education approve Change Order #02 with Novus Construction for the Olympic High School – Campus Modernization Project in an amount not to exceed $95,649.34 for a total contract amount of $5,755,842.95. |
This Change Order includes costs for both Novus Construction and its subcontractors to construct owner requested modifications to casework, plumbing, electrical and low voltage systems in Building B and D, and corrosion coating for one split mechanical system (Building A MDF). This Change Order #02 is for a total of $95,649.34. |
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Funding Information - Budgeted: Yes
- Fund: 21
- Source: Measure BB
- Account Numbers: 21-90500-0-00000-85000-6200-014-2600
- DSA Application #: 03-113343
- Budget Category: Construction Hard Costs
- ORIGINAL CONTRACT, Olympic Mod: $5,639,490.00
- CHANGE ORDER #01: $20,703.61
- CHANGE ORDER #02: $95,649.34
- TOTAL CONTRACT: $5,755,842.95
This Change Order will be funded from the Construction Hard Costs budget. |
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It is recommended that the Board of Education approve the attached list of certificated personnel assignments. |
Unless otherwise noted, all items are included in the 2017/2018 approved budget. |
Certificated Personnel
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It is recommended that the attached appointments for Classified Personnel (merit system) be approved and/or ratified. All personnel will be properly elected in accordance with District policies and salary schedules. |
Classified - Merit
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It is recommended that the attached be approved and/or ratified for Classified Personnel (Non-Merit). All personnel assigned will be properly elected on a temporary basis to be used as needed in accordance with District policies and salary schedules. |
Classified - Non-Merit
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It is recommended that the Board of Education approve the following administrative appointments: CERTIFICATED APPOINTMENTS: - Principal, Webster Elementary School (effective 7/1/17)
- Assistant Principal, John Adams Middle School (effective 7/1/17)
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It is recommended that the Board of Education approve the following administrative appointments: CERTIFICATED APPOINTMENTS: - Mr. Patrick Miller as Principal, Webster Elementary School (effective 7/1/17)
- Ms. Martha Chacon as Assistant Principal, John Adams Middle School (effective 7/1/17)
Passed with a motion by Maria Leon-Vazquez and a second by Oscar de la Torre. |
Yes Oscar de la Torre. Yes Mr. Craig Foster. Yes Jon Kean. Yes Maria Leon-Vazquez. Absent Laurie Lieberman. Yes Ralph Mechur. Yes Dr. Richard Tahvildaran.
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Time Start: 6:35 p.m. Time End: 6:41 p.m.
Ms. Chacon said she was looking forward to working with the JAMS team. Mr. Miller thanked the board for the opportunity to serve the Malibu community in this new role. |
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It is recommended that the Board of Education expel student (B/D 01/03/2001). It is recommended that student attend an educational program operated by the Los Angeles County Office of Education for a period of one semester. The term of expulsion would be July 19, 2017, to December 22, 2017. |
The Superintendent of the Santa Monica-Malibu Unified School District recommends expulsion based on the student’s violation of the following Education Code sections: - EC48900 (c) Unlawfully possessed, used, sold, or otherwise furnished or been under the influence of a controlled substance
- EC 48900 (d) Unlawfully offered, arranged, or negotiated to sell a controlled substance
- EC48915(c)(3) Unlawfully selling a controlled substance
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The Board altered the recommendation to expel student (B/D 01/03/2001), but suspend enforcement and allow the student to attend Olympic High School. The term of the expulsion is two semesters through June 8, 2018.
The student is expected to make satisfactory progress in fulfilling the requirements of the Rehabilitation Plan. The expulsion order is to be put into effect if the student fails to make satisfactory progress during the period of expulsion. If the expulsion is put into effect, the student shall be placed in an educational program operated by the Los Angeles County Office of Education. |
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It is recommended that the Board of Education revise BP 3311 - Bids and adopt BP 3311.1 - Uniform Public Construction Cost Accounting Procedures. |
In the fall of 2016, staff had placed on the agenda existing Board Policy and Administrative Regulations 3311 regarding bid practices in the district. The Board had several questions regarding the policy and regulations and at the December 2016 Board of Education meeting it was determined that would research those questions and return the policy revisions at a later date. The policy had been updated in 2013 to reflect new law (AB 1565, 2012), which requires (1) prequalification of all general contractors and electrical, mechanical, and plumbing subcontractors for public projects of $1 million or more awarded on or after January 1, 2014, if School Facilities Program funds or other future state school bonds are used, and (2) a uniform system of rating bidders based on completed questionnaires and model guidelines developed by the Department of Industrial Relations. The policy also reflected a court decision highlighting the importance of disclosing all material information in bid specifications. Subsequent to the discussion held last year CSBA revised the policy and regulations and separated much of the content of the original policy into individual policy or regulation. This did not substantially change the topics included. The CSBA revision updated the language of the policy to reflect current law. Additionally and in an effort to be responsive to Board questions staff has worked with legal counsel to incorporate language that meets legal requirements while it emphasizes a district goal to be inclusive of local, minority, small businesses and disabled veterans. BP 3311 – Bids Pursuant to Public Contract Code 20111 and 22002, public contracts for the lease or purchase of equipment, materials, supplies, or services or for "public projects," as defined, are required to be competitively bid when they involve expenditure of specified amounts. An alternative procedure for public works projects is provided pursuant to the Uniform Public Construction Cost Accounting Act (UPCCAA) (Public Contract Code 22030-22045). Pursuant to Public Contract Code 20111.6, a district with average daily attendance of 2,500 or greater is required to prequalify all general contractors and electrical, mechanical, and plumbing subcontractors for public projects of $1 million or more awarded on or after January 1, 2014, if School Facilities Program funds (Education Code 17070.10-17079.30) or other future state school bonds are used. In addition, the Governing Board is required to adopt a uniform system of rating bidders based on completed questionnaires and financial statements which must address, at a minimum, the issues covered by the standardized questionnaire and model guidelines developed by the Department of Industrial Relations for such purpose. BP 3311.1 – Uniform Public Construction Cost Accounting Procedures This new policy and regulation include material formerly in BP/AR 3311 – Bids pertaining to requirement of the Uniform Public Construction Cost Accounting Act (UPCCAA). The policy also adds prohibition against splitting a project or purchase into smaller work orders in order to evade requirements for competitive bidding, and legal authority to suspend the UPCCAA bidding process for the replacement or repair of a school facility in cases of emergency. |
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The board discussed these proposed changes in language at the June 29, 2017, board meeting. The corresponding regulations can be found under Information in this agenda. |
BP 3311 - current BP 3311 - new BP 3311.1
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There were no general public comments. |
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These items are submitted for discussion. Any action that might be required will generally be scheduled for the next regularly scheduled Board meeting.
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Measure ES and BB Bond Program construction work during Summer 2017 includes Windows/Paint/Floor projects at Grant, Rogers, Roosevelt, and Webster Elementary Schools; Malibu Middle and High School; continued work at Olympic High School and Malibu Middle and High School; and various new projects at Santa Monica High School. The Bond Program Manager Consultant will discuss work undertaken during this summer and will be available for questions and discussion at the meeting. |
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Staff anticipates this item will take a total of 25 minutes, with 10 minutes for the staff report and 15 minutes for board member questions/discussion.
A PowerPoint presentation will be a part of this item. |
Time Start: 6:45 p.m. Time End: 7:15 p.m.
Staff answered board members' questions regarding the process for reoccupying the buildings following installing new windows and BMP cleaning, Phase 4 at Webster ES, deferred maintenance projects, the ADA compliance work being done at Roosevelt ES, and the new track and field at Lincoln MS.
Staff will bring forward an action item to authorize the use of lease-leaseback for Malibu Middle/High School new construction. The board agreed with staff's suggestion to de-scope Phase 4 of Webster ES and postpone until next year. |
FIP Summer Projects
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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.
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It is recommended that the Board of Education (“Board”) adopt Resolution No. 17-03, determining the acquisition of real property (“Proposed Project”) located at 1515 Maple Street in the City of Santa Monica, California 90405 (“Property”), is exempt from the requirements of the California Environmental Quality Act (“CEQA”), approving the Proposed Project, and directing the filing of a Notice of Exemption with the County Clerk. |
It is recommended that the Board of Education (“Board”) adopt Resolution No. 17-03, determining the acquisition of real property (“Proposed Project”) located at 1515 Maple Street in the City of Santa Monica, California 90405 (“Property”), is exempt from the requirements of the California Environmental Quality Act (“CEQA”), approving the Proposed Project, and directing the filing of a Notice of Exemption with the County Clerk. Passed with a motion by Mr. Craig Foster and a second by Oscar de la Torre. |
Yes Oscar de la Torre. Yes Mr. Craig Foster. Yes Jon Kean. Yes Maria Leon-Vazquez. Absent Laurie Lieberman. Yes Ralph Mechur. Yes Dr. Richard Tahvildaran.
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On or about June 30, 2017, the Santa Monica-Malibu Unified School District (“District”) entered into negotiations to purchase real property located at 1515 Maple Street, Santa Monica, California 90405 with Assessor’s Parcel Number 4284-038-020, directly adjacent to the southeast of Will Rogers Learning Community. The Property consists of approximately 25,297 square feet and a 5,701-square foot building currently used as a church and preschool. Before the District may consider approval of the purchase, it must complete environmental review under CEQA, which exempts certain projects from completing a negative declaration or environmental impact report. The Common Sense Exemption under CEQA Guidelines section 15061(b)(3) exempts projects where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment. Here, since the District has no development plans for the Property, the Proposed Project will result in a change of ownership, but not cause an environmental or physical change. Thus, the Proposed Project is exempt from CEQA. 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 Proposed Project. Should the Board adopt the Resolution, the Proposed Project will be approved and District staff will file a Notice of Exemption with the Los Angeles County Clerk. |
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Staff anticipates this item will take 15 minutes total, with 5 minutes for the staff report and 10 minutes for board member questions. |
Time Start: 6:42 p.m. Time End: 6:45 p.m. |
Resolution CEQA Exemption
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These items are submitted for the public record for information. These items do not require discussion nor action.
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Time Start: 8:21 p.m. Time End: 8:21 p.m. |
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It is required that the information be reported publicly at a Board Meeting
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Attached is a copy of the Quarterly Report on Williams Uniform Complaints.
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Williams Report
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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.
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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 April 1, 2017- June 30, 2017 (4th 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: Webster Elementary School
- Number of Reports: 1
- Determined to Be Harassment: Yes
- Resolution: A group of anonymous parents started an inappropriate website regarding a student with disabilities. The site administrator as well as district administration held a meeting with the family and also a meeting with the Webster parents regarding the incident. A plan is also in place to support the student and the family going forward.
- Site: Muir Elementary School
- Number of Reports: 1
- Determined to Be Harassment: Yes
- Resolution: A parent sent an email to all of the parents in the class regarding a special needs child with details of the child’s behavior/situation. This site administration, as well as the district administration, has intervened in stopping the harassment. They have also put a plan in place to support the student and the family going forward.
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This is to inform the Board of Education that AR 3311 – Bids has been revised and AR 3311.1 – Uniform Public Construction Cost Accounting Procedures; AR 3311.2 – Lease-Leaseback Contracts; AR 3311.3 – Design-Build Contracts; and AR 3311.4 – Procurement of Technological Equipment have been adopted. |
In the fall of 2016, staff had placed on the agenda existing Board Policy and Administrative Regulations 3311 regarding bid practices in the district. The Board had several questions regarding the policy and regulations and at the December 2016 Board of Education meeting it was determined that would research those questions and return the policy revisions at a later date. The policy had been updated in 2013 to reflect new law (AB 1565, 2012), which requires (1) prequalification of all general contractors and electrical, mechanical, and plumbing subcontractors for public projects of $1 million or more awarded on or after January 1, 2014, if School Facilities Program funds or other future state school bonds are used, and (2) a uniform system of rating bidders based on completed questionnaires and model guidelines developed by the Department of Industrial Relations. The policy also reflected a court decision highlighting the importance of disclosing all material information in bid specifications. Subsequent to the discussion held last year CSBA revised the policy and regulations and separated much of the content of the original policy into individual policy or regulation. This did not substantially change the topics included. The CSBA revision updated the language of the policy to reflect current law. Additionally and in an effort to be responsive to Board questions staff has worked with legal counsel to incorporate language that meets legal requirements while it emphasizes a district goal to be inclusive of local, minority, small businesses and disabled veterans. AR 3311 – Bids The mandated regulation was reorganized and updated in 2013 to reflect new law (AB 1565, 2012), requiring prequalification of specified contractors, as noted above. Regulation also (1) reflects law allowing districts to facilitate the participation of women, minorities, disabled veterans and small businesses in contracts; and (2) reflects law allowing purchase of surplus property from the federal government without taking estimates or advertising for bids.
The regulation also revises section on “Award of Contract” to expand the exceptions to awarding contracts based on lowest responsible bidder to include lease-leaseback contracts. AR 3311.1 – Uniform Public Construction Cost Accounting Procedures This new policy and regulation include material formerly in BP/AR 3311 – Bids pertaining to requirement of the Uniform Public Construction Cost Accounting Act (UPCCAA). The regulation also clarifies the requirement to disseminate the bid notice to the district’s list of contractors. AR 3311.2 – Lease-Leaseback Contracts New regulation includes material formerly in BP/AR 3311 – Bids pertaining to requirements for awarding lease-leaseback contracts. Material significantly revised to reflect new law (AB 2316, 2016) which no longer permits the selection of lease-leaseback contractor without advertising, and instead requires district to use a comprehensive “best value” selection process. AR 3311.3 – Design-Build Contracts New regulation includes material formerly in BP/AR 3311 – Bids pertaining to requirements for awarding design-build contracts. Only minor editorial changes were made to clarify the process and more directly reflect law. The district does not have current plans to utilize this type of procurement, but staff would support adopting this regulation should a decision to use it in the future be preferred. AR 3311.4 – Procurement of Technological Equipment New regulation includes material formerly in BP/AR 3311 – Bids pertaining to requirements for the “competitive negotiation” process authorized for procurement of computers, software, telecommunication equipment, microwave equipment, or other related electronic equipment and apparatus.
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The board discussed these proposed changes on June 29, 2017. The corresponding policies can be found under Consent in this agenda.
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AR 3111 - new AR 3311 - current AR 3311.1 AR 3311.2 AR 3311.3 AR 3311.4
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These items are submitted by individual board members for information or discussion, as per Board Policy 9322.
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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.
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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.)
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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.”
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Time Start: 8:21 p.m. Time End: 8:24 p.m.
Mr. Foster remarked on the recent interruption at a meeting of the Committee for Racial Justice by white supremacists. He wondered what the board could do to show its support for the committee and its work. He suggested a resolution. Mr. de la Torre invited everyone to the 2nd Annual Unity Car Show on July 29, hosted by the Pico Youth & Family Center. Dr. Tahvildaran-Jesswein reported that his Public Policy Institute students met with Dr. Drati today regarding the district's Independent Study PE (ISPE) policy and will be coming up with conclusions in a formal report. |
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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.
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This meeting will adjourn to a regular meeting scheduled for Wednesday, August 9, 2017, at 5:30 p.m. at the district office: 1651 16th St., Santa Monica, CA 90404.
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It was moved by Mr. Mechur, seconded by Ms. Leon-Vazquez, and voted 6/0 (Ms. Lieberman was absent) to return to closed session at 8:24 p.m. Closed session adjourned at 10:04 p.m. |
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The live stream of regular board meetings in progress are available online. Meetings in Malibu City Hall: https://www.youtube.com/user/CityofMalibu.
Meetings at the district office: https://www.youtube.com/user/Citytv16santamonica. Meetings held at the District Office and in Malibu are taped and rebroadcast in
Santa Monica on CityTV2, Cable Channel 20 – Check TV listing. Meetings are
rebroadcast in Malibu on Government Access Ch. 3 every Saturday at 8pm. ----------------
In compliance with the Americans with Disabilities Act, for those requiring special assistance to access the board meeting room, to access written documents being discussed at the board meeting, or to otherwise participate at board meetings, please contact the superintendent’s office at 310.450.8338 for assistance. Notification at least 48 hours before the meeting will enable the district to make reasonable arrangements to ensure accessibility to the board meeting and to provide required accommodations, auxiliary aids or services. |
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Present | Oscar de la Torre |
Present | Mr. Craig Foster |
Present | Jon Kean |
Present | Maria Leon-Vazquez |
Absent | Laurie Lieberman |
Present | Ralph Mechur |
Present | Dr. Richard Tahvildaran |
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