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MEETING FORMAT "A"
Santa Monica-Malibu USD
November 02, 2017 5:30PM
Malibu City Council Chambers: 23825 Stuart Ranch Road, Malibu, CA. The Board of Education will call the meeting to order at 4:30 p.m. in the Zuma Room at the Malibu City Hall, at which time the Board of Education will move to Closed Session regarding the items listed below. The public meeting will reconvene at 5:30 p.m. in the Council Chambers.

. CLOSED SESSION
Minutes:
Ms. Leiberman called closed session to order at 4:40 p.m.
.I. PUBLIC COMMENTS FOR CLOSED SESSION ITEMS ONLY
Quick Summary / Abstract:
Persons wishing to address the Board of Education regarding an item scheduled for closed session must submit the “Request to Address” card prior to the start of closed session.
.II. CLOSED SESSION
.II.A. Government Code §54956.9(d)(2) CONFERENCE WITH LEGAL COUNSEL – ANTICIPATED LITIGATION - SIGNIFICANT EXPOSURE TO LITIGATION (40 min)Confidential agenda item.
Quick Summary / Abstract:
  • DN-1008-17/18 (Special Education)
  • 1 case
.II.B. Government Code §54957 PUBLIC EMPLOYEE DISCIPLINE/DISMISSAL/RELEASE (5 min)Confidential agenda item.
.II.C. Government Code §54957.6 CONFERENCE WITH LABOR NEGOTIATORS (10 min)Confidential agenda item.
Quick Summary / Abstract:
  • Agency Designated Representative: Dr. Ben Drati
  • Employee Organizations: SEIU
  • Agency Designated Representative: Dr. Ben Drati
  • Employee Organizations: Assistant Superintendent, Business & Fiscal Services
. OPEN SESSION
.I. CALL TO ORDER
Minutes:
Ms. Lieberman called open session to order at 5:40 p.m.
.I.A. Roll Call
Minutes:
Present Oscar de la Torre – left at 7:15 p.m.
Present Craig Foster
Present Jon Kean
Present Maria Leon-Vazquez
Present Laurie Lieberman
Present Ralph Mechur
Present Dr. Richard Tahvildaran-Jesswein
.I.B. Pledge of Allegiance
Minutes:
Dr. Tahvildaran-Jesswein led the pledge of allegiance.
.II. APPROVAL OF THE AGENDA
Recommended Motion:

It is recommended that the Board of Education approve the November 2, 2017, regular board meeting agenda.
Actions:
Motion

It is recommended that the Board of Education approve the November 2, 2017, regular board meeting agenda.

 Passed with a motion by Ms. Maria Leon-Vazquez and a second by Mr. Craig Foster.
Vote:
Yes Mr. Oscar de la Torre.
Yes Mr. Craig Foster.
Yes Mr. Jon Kean.
Yes Ms. Maria Leon-Vazquez.
Yes Ms. Laurie Lieberman.
Yes Mr. Ralph Mechur.
Yes Dr. Richard Tahvildaran-Jesswein.
.III. APPROVAL OF MINUTES
Actions:
Motion
Passed with a motion by Mr. Craig Foster and a second by Mr. Ralph Mechur.
Vote:
Yes Mr. Oscar de la Torre.
Yes Mr. Craig Foster.
Yes Mr. Jon Kean.
Yes Ms. Maria Leon-Vazquez.
Yes Ms. Laurie Lieberman.
Yes Mr. Ralph Mechur.
Yes Dr. Richard Tahvildaran-Jesswein.
.III.A. Approve October 19, 2017, Minutes
Recommended Motion:

It is recommended that the Board of Education approve the October 19, 2017, regular meeting minutes.
Actions:
Motion

It is recommended that the Board of Education approve the October 19, 2017, regular meeting minutes.

 Passed with a motion by Mr. Craig Foster and a second by Mr. Ralph Mechur.
Vote:
Absent Mr. Oscar de la Torre.
Yes Mr. Craig Foster.
Yes Mr. Jon Kean.
Yes Ms. Maria Leon-Vazquez.
Yes Ms. Laurie Lieberman.
Yes Mr. Ralph Mechur.
Yes Dr. Richard Tahvildaran-Jesswein.
Attachments:
Minutes_101917
.IV. BOARD OF EDUCATION – COMMENDATIONS/RECOGNITIONS
.V. STUDY SESSION
Quick Summary / Abstract:
These items are staff presentations and/or updates to the Board of Education.
.VI. COMMUNICATIONS
Quick Summary / Abstract:
The Communications section provides an opportunity for the Board of Education to hear reports from the individuals or committee representatives listed below. All reports are limited to 5 minutes or less. However, if more time is necessary, or if a report will not be presented, please notify the Board secretary eight workdays prior to the date of the meeting.
.VI.A. Student Board Member Reports (15 min)
.VI.A.1. Santa Monica High School
Minutes:
Time start: 6:09 p.m. Time end: 6:11 p.m.

Mr. Schmelzer reported that last week’s Homecoming events went well. The first-ever carnival was fun with food trucks, games, and rides. The rally was also fun, and the Homecoming king and queen were announced. The Homecoming Dance was well-attended.
.VI.A.2. Malibu High School
Minutes:
Time start: 5:44 p.m. Time end: 5:45 p.m.

Mr. Scoffie reported that this week has been Spirit Week at the high school. There was a Halloween costume contest and In’n’Out truck. Mr. Scoffie invited everyone to attend the Homecoming football game, which is tomorrow. He reported that students are happy the portables have been removed from the high school quad.
.VI.A.3. Olympic High School
Minutes:
Absent
.VI.B. SMMCTA Update (5 min)
Minutes:
Time start: 5:45 p.m. Time end: 5:48 p.m.

Danielle Murawski delivered the report on behalf of Ms. Braff. She requested the timeline related to HCAV system updates. In the meantime, she urged the district to develop protocols to determine when school should be closed or the school day shortened due to extreme heat. Regarding the rodent issue in Malibu due to construction, she argued that the district needed to improve its IPM preventative measures. Ms. Murawski claimed that the interim testing at elementary schools was not successful and that there needs to be a pretest for teachers and students to become familiar with the material and format. Moving forward, she suggested that Dr. Mora and teachers design a new interim test and pretest. She reported that the matrices of bias training continues with various district employee groups. She thanked staff for working on the independent study PE issue, the district for supporting professional development by providing substitutes and scholarships for teachers, and those who spoke about Malibu unification at the special board meeting on Monday. Mr. Foster requested information from staff regarding parking for itinerant teachers and the testing issue that Ms. Murawski mentioned.
.VI.C. SEIU Update (5 min)
Minutes:
Absent
.VI.D. PTA Council (5 min)
Minutes:
Absent
.VII. EXECUTIVE STAFF REPORTS
.VII.A. Asst. Supt., Educational Services (5 min)
Minutes:
Time start: 5:49 p.m. Time end: 5:50 p.m.

Dr. Mora reported that the second LCAP meeting just occurred, during which two Samohi students participated and shared their perspective. The group examined how input on the plan from the community is being incorporated. The matrices of bias training continues for staff.
.VII.B. Asst. Supt., Human Resources (5 min)
Minutes:
Time start: 5:50 p.m. Time end: 5:59 p.m.

Dr. Kelly thanked administrators in working to implement the minimum day last week due to the extreme heat. When determining if there should be a shortened day due to extreme heat, the district needs to consider instructional minutes and the number of days of school. Dr. Kelly thanked the administrators, staff, and students at Samohi for handling last week’s bomb threat calmly. He reported that Ms. Brown is overseeing professional development for our counselors, while Dr. Webb is overseeing mandated reporter training. Regarding heat, Dr. Tahvildaran-Jesswein asked about developing criteria for determine when classrooms are too hot to house students. Mr. Foster and Ms. Leiberman wondered what criteria other districts use. Dr. Tahvildaran-Jesswein expressed how impressed he was with how calmly the bomb threat at Samohi was handled.
.VII.C. Interim Asst. Supt., Business & Fiscal Services/CFO (5 min)
Minutes:
Time start: 5:50 p.m. Time end: 5:50 p.m.

Mr. Bishop reported that the Fiscal Department is gearing up for the First Interim Report. The Purchasing, Food and Nutritional Services, and Fiscal Department are all in the process of interviewing and receiving new directors.
.VII.D. Superintendent (5 min)
Minutes:
Absent
.VIII. CONSENT CALENDAR
Actions:
Motion
Passed with a motion by Mr. Craig Foster and a second by Dr. Richard Tahvildaran-Jesswein.
Vote:
Yes Mr. Oscar de la Torre.
Yes Mr. Craig Foster.
Yes Mr. Jon Kean.
Yes Ms. Maria Leon-Vazquez.
Yes Ms. Laurie Lieberman.
Yes Mr. Ralph Mechur.
Yes Dr. Richard Tahvildaran-Jesswein.
Quick Summary / Abstract:
As agreed by the President, Vice President, and Superintendent during agenda planning, consent agenda items are considered routine, require no discussion, and are normally approved all at once by the Board of Education. However, members of the Board of Education, staff, or the public may request an item be moved from the consent agenda to Section XI (Major Items) for clarification and/or discussion.
Minutes:
The board approved Item Nos. A.1-A.6, B.1-B.2, C.1-C.16, D.1-D.4, and E.1-E.2 listed under the Consent Calendar. A correction to Item No. C.11 was read into the record.

Time start: 5:59 p.m. Time end: 6:00 p.m.
.VIII.A. Curriculum and Instruction
.VIII.A.1. Approval of Independent Contractors
Recommended Motion:

It is recommended that the Board of Education enter into an agreement with the following Independent Contractors.  These contracts are included in the 2017-18 budget.
Financial Impact:
  • Contractor: NatureBridge
  • Dates: 02/26/18-02/28/18; 02/28/18-03/02/18; 04/09/18-04/11/18
  • Amount not to exceed: $92,979.00
  • Description: Provide Environmental Science Program to Lincoln Middle School 8th grade students. Program includes educator staff, group experiential learning; meals; lodging and limited intra-park transportation @ Camp Shalom, 34342 Mulholland Hwy, Malibu CA
  • Site: Lincoln Middle School
  • Funding: 01-00021-11100-10000-5802-012-4120 (SMMEF Stretch Grant)


  • Contractor: Falcrum Learning Systems, Inc.
  • Dates: 11/20/17-11/21/17
  • Amount not to exceed: $27,450.00
  • Description: Leadership and Team Development Challenge Ropes Course for 8th grade students @ Hess Kramer, 11495 E Pacific Coast Hwy, Malibu CA
  • Site: Lincoln Middle School          
  • Funding: 01-00021-11100-10000-5802-012-4120 (SMMEF Stretch Grant)


  • Contractor: Responsive Classroom
  • Dates: 12/01/17-01/31/18
  • Amount not to exceed: $21,000.00
  • Description: This training supports Cabrillo's Site Leadership Plan and focus on social-emotional development. To provide a four-day (28 hours) course focused on the skills and practices of building a positive community, effective management, and engaging academics. Participants will explore key Responsive Classroom teaching practices: Morning meeting, Academic Choice, rule creation, Interactive Modeling, positive teacher language, and responding to misbehavior (including logic consequences).
  • Site: Cabrillo Elementary
  • Funding: 01-00030-0-11100-10000-5802-030-1300


  • Contractor: P.S. Arts
  • Dates: 10/24/17-01/24/18
  • Amount not to exceed: $17,756.30
  • Description: Providing 11 weeks of theater instruction to students grades TK-5th
  • Site: McKinley Elementary School
  • Funding: 01-00021-0-11100-10000-5802-004-4040 ($14,749.00); 01-00010-0-11100-10000-5802-004-4040 ($3,007.30)


  • Contractor:  Los Angeles County Office of Education (College and Career Readiness/AVID)
  • Dates: 11/4/17
  • Amount not to exceed: $3,500
  • Description: Training for tutors who work in the Advancement via Individual Determination (AVID) Elective classes at Santa Monica High School, John Adams Middle School and Lincoln Middle School. Training to be provided by Los Angeles County Office of Education, College and Career Readiness/AVID staff. 
  • Site: Ed Services
  • Funding: 01-00000-0-19600-21000-5890-030-1300


  • Contractor:  Los Angeles County Office of Education (College and Career Readiness/AVID)
  • Dates: 11/03/17-06/30/18
  • Amount not to exceed: $4,500
  • Description: College and Career Readiness/AVID staff to provide coaching, consultation and training for AVID Programs at Santa Monica High School, John Adams Middle School and Lincoln Middle School and district staff. Work will be based on school and district needs and requests.  All work will be planned in collaboration with school and district staff to address specific needs and requests.
  • Site: Ed Services
  • Funding: 01-00000-0-19600-21000-5890-030-1300
.VIII.A.2. Conference and Travel Approval/Ratification
Recommended Motion:

It is recommended that the Board of Education approve/ratify the attached Requests for Absence on District Business (Conference and Travel) forms.
Financial Impact:
The average cost for substitute teachers is $130/day. This figure is furnished for informational purposes and does not reflect the actual amount paid for an individual substitute.)
Attachments:
Conference and Travel 11/02/17
.VIII.A.3. Overnight Field Trip(s) 2017-18
Recommended Motion:

It is recommended that the Board of Education approve the special field trip(s) listed below for students for the 2017-18 school year.  No child will be denied due to financial hardship.
Financial Impact:
  • School: Edison Language Academy
  • Grade: 5th
  • # of Students: 76
  • Destination: Catalina Island
  • Dates: 02/26/18-02/28/18 01/31/18-02/02/18
  • Principal/Teacher: C.Morales/C.Murcia/R.Naranjo
  • Cost & Funding Source: $ 260 per student/PTA funded paid through parent donations and fundraising
  • Subject: Science
  • Purpose: Marine outdoor science camp
  • (Correction to dates; originally approved 10/05/17)


  • School: Lincoln Middle School
  • Grade: 8th
  • # of Students: 360
  • Destination: NatureBridge Camp Shalom Malibu CA
  • Dates: 02/26/18-02/28/18; 02/28/18-03/02/18; 04/09/18-04/11/18
  • Principal/Teacher: F.Culpepper/G.McLaughlin/E.Moe
  • Cost & Funding Source: $ 350 per student/PTSA funded paid through parent donations
  • Subject: Environmental Science Programs
  • Purpose: NatureBridge is an immersive, environmental science experience that connects to our essential question: “What makes a good citizen of the community?” as well as guide students in becoming citizens who will protect our environment.
.VIII.A.4. Standards of Conduct - Performance Standards Head Start
Recommended Motion:

It is recommended that the Board of Education approve the attached Standards of Conduct-Performance Standards 1302.90 (c) (1).
Rationale:

In accordance with Head Start requirements a program must assure that all staff, consultants, contractors, and volunteers abide by the Program's Standards of Conduct that ensures staff, consultants, and volunteers implement positive strategies to support children's well-being and prevent and address challenging behavior.
 
Attachments:
Standards of Conduct-Performance Standard 1302.90 (c) (1)
.VIII.A.5. Supplemental Instructional Materials
Recommended Motion:

It is recommended that the supplemental instructional materials listed below be adopted for the Santa Monica-Malibu Unified School District.
Rationale:

In accordance with the Board of Education policy, the supplemental instructional material(s) listed below have been on public display for at least the past two weeks in the Educational Services Department at 1630 17th Street, Santa Monica, CA 90404.
 
Comments:

Is Everyone Really Equal? An Introduction to Key Concepts in Social Justice (Multicultural Education) by Ozlem Sensoy and Robin DiAngelo, for SAMOHI grades 11-12, Ethnic Studies course.  Adoption requested by Amy Bisson, Department Chair and Sarah Rodriguez, teacher.

The Cultural Landscape, An Introduction to Human Geography by James M. Rubenstein, for SAMOHI grades 9-12, AP Human Geography course.  Adoption requested by Jaime Jimenez, teacher.
.VIII.A.6. Special Education Contracts (17/18)
Recommended Motion:
It is recommended that the Board of Education approve the attached Special Education Contracts for fiscal year 2017/2018.
Rationale:
According to the Education Code SEC.21 Section 56342, prior to recommending a new or continued placement in a non-public, non-sectarian school, the Individualized Education Program (IEP) Team must submit the proposed recommendation to the local governing board for its review and recommendation regarding the cost of such placement.

The recommendations for these severely handicapped students are made by the District IEP Teams in accordance with State and Federal laws.  The mandates of IDEA require non-public school services be provided at no expense to parents if there is not an appropriate public school program available.  Funding to come from a SELPA-wide non-public school/non-public agency reserve account.
 
Attachments:
Special Education Contracts (17/18)
.VIII.B. Business and Fiscal
.VIII.B.1. Award of Purchase Orders - 2017-18
Recommended Motion:

It is recommended that the board of education approve the attached purchase order and change purchase orders from October 11, 2017, through October 25, 2017 for fiscal/ 18.
Attachments:
BOE_110217_2018SY_POs
.VIII.B.2. Acceptance of Gifts 2017/2018
Recommended Motion:

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

$10,590.79 presented to the Santa Monica-Malibu Unified School District.

 

It is further recommended that the Fiscal/Business Services Office, in accordance with Educational Code §42602, be authorized to increase the 2017-2018 income and appropriations by $10,590.79 as described on the attached listing.
Rationale:

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

  

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

NOTE:           The list of gifts is available on the District’s website, www.smmusd.org.
 
Attachments:
Gift Reports 11/02/17
.VIII.C. Facilities Improvement Projects
.VIII.C.1. Approval of Independent Contractors - FIP
Recommended Motion:
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.
Financial Impact:
  • Contractor: Caroline Coster
  • Dates: 12/01/17 - 05/30/18
  • Amount not to Exceed: $24,000.00
  • Description: Sustainability Coordinator
  • Site: Measure ES & Measure BB – Capital Improvements & Maintenance & Operations
  • Funding: 85-90100-0-00000-85000-5802-050-2600(Measure BB & ES/Capital Improvements – 50%)01-81500-0-00000-85000-5802-061-2602 (M&O – 50%)
.VIII.C.2. Change Order #01 to Contract – District Office – Data Center Project – Construction Contract - SimplexGrinnell, LLC. – Measure BB
Recommended Motion:

It is recommended that the Board of Education approve Change Order #01 with SimplexGrinnell, LLC. for the District Office - Data Center Project in an amount not to exceed $40,913.52 for a total contract amount of $225,902.74. 
Rationale:

Due to changes in scope to accommodate revisions and additions to the DSA Approved plans and to accommodate unforeseen conditions encountered construction, additional costs totaling $40,913.52 were incurred.  Staff verified that the costs charged by the contractor were in compliance with GSA contract #GS-07-0396M and the District contract.
 
Financial Impact:

Funding Information

  • Budgeted: No
  • Fund: 21
  • Source: Measure BB
  • Account Number: 21-90503-0-00000-85000-6200-054-2600
  • Budget Category: Hard Costs/Construction
  • DSA #: 03-116118

MEASURE BB FUNDING:

  • ORIGINAL CONTRACT AMOUNT: $184,989.22
  • CHANGE ORDER NO. 1: $40,913.52
  • TOTAL CONTRACT AMOUNT: $225,902.74
.VIII.C.3. Amendment #14 to Agreement – Malibu Middle & High School – Building D - Window, Paint, Floors & Doors Project - Hazardous Materials Consulting Services - Alta Environmental – Measure ES
Recommended Motion:

It is recommended that the Board of Education approve Contract Amendment #14 with Alta Environmental to conduct asbestos and lead paint survey, prepare abatement specifications for the removal of asbestos and lead paint, and sampling of suspected PCB containing materials for Malibu Middle & High School – Building D - Window, Paint, Floors & Doors Project in an amount not to exceed $14,875.80 for a total contract amount of $757,852.81.
Rationale:

Alta’s services will include three tasks related to Building D for a total cost of $14,875.80. Task 1 will include a survey of asbestos and lead paint. Task 2 will include an abatement plan for the removal of asbestos containing materials and lead based paint. Task 3 will include source sampling of materials suspected to contain PCBs in floor tiles, door caulking, window caulking, and window glazing. Alta will provide a report summarizing their findings.
 
Financial Impact:

Funding Information

  • Budgeted: Yes
  • Fund: 85
  • Source: ES
  • Account Number:  85-90905-0-00000-85000-5802-010-2600
  • Budget Category: Soft Costs/Environmental Testing/Hazmat Monitoring

MEASURE ES FUNDING:

  • ORIGINAL CONTRACT - Juan Cabrillo ES, Grant ES & Will Rogers ES: $96,492.45
  • CA #01 - Juan Cabrillo ES Project – WPF&D: $893.30
  • CA #02 - Various Schools – WPF&D: $50,000.00
  • CA #03 - Grant ES – Windows Project – WPF&D: $12,648.80
  • CA #04 - Webster, Roosevelt – WPF&D: $6,882.34
  • CA #05 - WRES, WES, & RES & Malibu HS–WPF&D: $79,329.00
  • CA #06 - GES, MMH FIG&D, RES, WES & WRES–WPF&D: $335,861.87
  • CA #07 - SAMOHI – Ph.1 & Ph.2: $9,086.90
  • CA #08 - Franklin & Pt. Dume – HVAC: $25,287.40
  • CA #09 - Franklin & Pt. Dume – WFP: $25,287.40    Duplicate to CA#08
  • CA #10 - LMS – Athletic Field: $40,673.00
  • CA #11 - Samohi, Phase 1 & 2: $51,208.10
  • CA #12 – Webster & Will Rogers WPFD $27,443.90
  • CA #13 – MMHS FIG&D WPFD $7,169.95
  • CA #14 – Building D WPFD ACM/A&L Abatement Plan & PCB Sampling $14,875.80
  • TOTAL CONTRACT AMOUNT: $757,852.81
.VIII.C.4. Amendment #15 to Agreement – Malibu Middle & High School – Buildings F, I & G – Window, Paint, Floors & Doors Project – Additional Hazardous Materials Consulting Services -– Alta Environmental – Measure ES
Recommended Motion:

It is recommended that the Board of Education approve Contract Amendment #15 with Alta Environmental to conduct additional step out sampling adjacent to suspected PCB containing materials and to prepare a removal and remediation plan for Malibu Middle & High School – Buildings F, I & G – Window, Paint, Floors & Doors Project in an amount not to exceed $41,896.70 for a total contract amount of $799,749.51.
Rationale:

Item #1: Alta provided a proposal to the District on 11/15/16 in the amount of $10,107.00 to conduct step out sampling related to the WPFD Project in Buildings F, I, and G. The scope of work in the 11/15/16 proposal was based on a plan to sample 18 locations within F, I, and G and was approved by the BOE as a part of CA #5 to Alta at the meeting on January 19, 2017. Alta prepared a subsequent proposal on 11/21/16 in the amount of $31,031.70 based on an alternate plan to sample 102 locations within F, I, and G. The District determined that the scope of work in the 11/21/16 proposal was appropriate, however the additional fee was not approved by the BOE. This item will include the difference between the approved amount of $10,107.00 and the required scope valued at $31,031.70. Item #1 is valued at $20,924.70

Item #2: Alta will develop a work plan for the removal of PCB containing door caulking to be used by remediation contractor. Item #2 is valued at $20,972.00.
 
Financial Impact:

Funding Information

  • Budgeted: Yes
  • Fund: 85
  • Source: ES
  • Account Number:  85-90905-0-00000-85000-5802-010-2600
  • Budget Category: Soft Costs/Environmental Testing/Hazmat Monitoring

MEASURE ES FUNDING:

  • ORIGINAL CONTRACT - Juan Cabrillo ES, Grant ES & Will Rogers ES: $96,492.45
  • CA #01 - Juan Cabrillo ES Project – WPF&D: $893.30
  • CA #02 - Various Schools – WPF&D: $50,000.00
  • CA #03 - Grant ES – Windows Project – WPF&D: $12,648.80
  • CA #04 - Webster, Roosevelt – WPF&D: $6,882.34
  • CA #05 - WRES, WES, & RES & Malibu HS–WPF&D: $79,329.00
  • CA #06 - GES, MMH FIG&D, RES, WES & WRES–WPF&D: $335,861.87
  • CA #07 - SAMOHI – Ph.1 & Ph.2: $9,086.90
  • CA #08 - Franklin & Pt. Dume – HVAC: $25,287.40
  • CA #09 - Franklin & Pt. Dume – WFP: $25,287.40    Duplicate to CA#08
  • CA #10 - LMS – Athletic Field: $40,673.00
  • CA #11 - Samohi, Phase 1 & 2: $51,208.10
  • CA #12 – Webster & Will Rogers WPFD: $27,443.90
  • CA #13 – MMHS FIG&D WPFD: $7,169.95
  • CA #14 – Building D WPFD ACM/A&L Abatement Plan & PCB Sampling: $14,875.80
  • CA #15 – Building D WPFD Add Step Out Sampling and Abatement Plan: $41,896.70
  • TOTAL CONTRACT AMOUNT: $799,749.51
.VIII.C.5. Amendment #07 to Agreement - Santa Monica High School – Campus Plan Project – Architectural Services - Chan Young Architects – Measure ES
Recommended Motion:

It is recommended that the Board of Education approve Contract Amendment #07 with Chan Young Architects to provide architectural services for the repair of tennis court #7, in an amount not to exceed $12,500.00 for a total contract amount of $1,386,861.28
Rationale:

The north tennis court (court #7) has not been used for match games for several years as the paving has been displaced and cracked in areas. There are a total of 7 tennis courts, 6 of which are currently serviceable, which serves the school’s needs. The district would like to make use of tennis court #1 for temporary classrooms, which will require the repair of tennis court 7, to maintain the 6-court requirement.

The planned demolition of Science and Technology Building will result in the loss of classrooms, which will not be replaced until the new building is complete and occupied. The loss of classrooms is scheduled to be overcome with the installation of 4 temporary classrooms on tennis court #1.

Under this amendment, the architect will provide additional design services for the repair of the tennis court.

Scope Summary:

CYA to provide all design services for:

  • The demolition of the existing displaced and cracked section of the court
  • Removal of the unstable soil
  • The installation and compaction of the underlying bearing material
  • The replacement of the slab and tying it into the existing pavement to avoid future settlement
  • Replacement of the net posts, replacement of the acrylic coating and the restriping of the court in a reconfigured location.

CYA will:

  • Review the geotechnical report
  • Prepare working drawings and specifications to fully describe the scope of work and obtain the required DSA approvals
  • Provide construction support services
 
Financial Impact:

Funding Information

  • Budgeted: Yes
  • Fund: 85
  • Source: Measure ES
  • Account Number: 85-90904-0-00000-85000-5802-015-2600
  • Budget Category: Soft Costs\Design Service\Architects

MEASURE ES FUNDING:

  • Original Contract Amount - Samohi Campus Plan: $129,140.00
  • Contract Amendment #01 - Sealy Field: $272,682.00
  • Contract Amendment #02 - Sealy Field: $8,000.00
  • Contract Amendment #03 - Sealy Field: $89,874.00
  • Contract Amendment #04 - Samohi Campus Plan: $92,928.00
  • Contract Amendment #05 - Interim Repairs/Upgrades & HVAC: $652,480.20
  • Contract Amendment #06 - Olympic Spur: $129,257.08
  • Contract Amendment #07 – Tennis Court Repair: $12,500
  • TOTAL CONTRACT AMOUNT: $1,386,861.28
.VIII.C.6. Amendment #08 to Agreement - Architectural Services - Santa Monica High School – Sealy Field Improvement Project – Chan Young Architects – Measure ES
Recommended Motion:

It is recommended that the Board of Education approve Contract Amendment #08 with Chan Young Architects to provide architectural services for additional scope of work for the Sealy Field and Football Field Lighting Projects and the design of an electrical connection for Olympic Spur - Samohi Campus Plan (SCP), in an amount not to exceed $23,980.00 for a total contract amount of $1,410,841.28.
Rationale:

Unforeseen conditions led to a change in scope for the Sealy Field Project, which required a revised design and DSA approval for the changed design and specifications.

The addition of the electrical connections and controller for the Football Field required a further addition to the design and DSA approval for the changed design and specifications.

The design for the Olympic Spur was expanded to include for electrical and data to the new storage area, which was sourced from the new infrastructure on Sealy Field. This required additional design requirements.

The additional changes has added 3-months of additional construction oversight.

Scope Summary:

CYA to provide all design services for:

  • The changes in scope for Sealy Filed base contract
  • The additional scope for the Football Field electrical connection and controls
  • The additional services required for the Olympic Spur.

CYA will:

  • Provide additional design and construction support services
 
Financial Impact:

Funding Information

  • Budgeted: Yes
  • Fund: 85
  • Source: Measure ES
  • Account Number: 85-90904-0-00000-85000-5802-015-2600
  • Budget Category: Soft Costs\Design Service\Architects

MEASURE ES FUNDING:

  • Original Contract Amount - Samohi Campus Plan: $129,140.00
  • Contract Amendment #01 - Sealy Field: $272,682.00
  • Contract Amendment #02 - Sealy Field: $8,000.00
  • Contract Amendment #03 - Sealy Field: $89,874.00
  • Contract Amendment #04 - Samohi Campus Plan: $92,928.00
  • Contract Amendment #05 - Interim Repairs/Upgrades & HVAC: $652,480.20
  • Contract Amendment #06 - Olympic Spur: $129,257.08
  • Contract Amendment #07 – Tennis Court Repair: $12,500
  • Contract Amendment #08 – Sealy and Football Field Lighting: $23,980.00
  • TOTAL CONTRACT AMOUNT: $1,410,841.28
.VIII.C.7. Amendment #09 to Agreement - Santa Monica High School – Samohi Campus Plan – Architectural Services - Chan Young Architects – Measure ES
Recommended Motion:

It is recommended that the Board of Education approve Contract Amendment #09 with Chan Young Architects to provide as-needed design and study services for miscellaneous tasks for Santa Monica High School – Campus Plan (SCP) in an amount not to exceed $25,000.00 for a total contract amount of $1,435,841.28.
Rationale:

Numerous tasks for minor architecture services in support of the SCP implementation are constantly required, most of which are for quickly needed tasks, requiring only a few hours of effort. This proposal will be to provide a means to quickly contract for those services at short notice. This is not intended to replace proposals for specific tasks that are more substantial in nature.

Scope Summary:

CYA to provide all services for:

  • As needed Architecture services in support of the Samohi Campus Plan implementation including: planning and programming services; space programming; revising diagrams; and editing text and reissuing revised documents.
 
Financial Impact:

Funding Information

  • Budgeted: Yes
  • Fund: 85
  • Source: Measure ES
  • Account Number: 85-90904-0-00000-85000-5802-015-2600
  • Budget Category: Soft Costs\Design Service\Architects

MEASURE ES FUNDING:

  • Original Contract Amount - Samohi Campus Plan: $129,140.00
  • Contract Amendment #01 - Sealy Field: $272,682.00
  • Contract Amendment #02 - Sealy Field: $8,000.00
  • Contract Amendment #03 - Sealy Field: $89,874.00
  • Contract Amendment #04 - Samohi Campus Plan: $92,928.00
  • Contract Amendment #05 - Interim Repairs/Upgrades & HVAC: $652,480.20
  • Contract Amendment #06 - Olympic Spur: $129,257.08
  • Contract Amendment #07 - Tennis Court Repair: $12,500
  • Contract Amendment #08 - Sealy and Football Field Lighting: $23,980.00
  • Contract Amendment #09 - As-Needed Miscellaneous Design Services: $25,000.00
  • TOTAL CONTRACT AMOUNT: $1,435,841.28
.VIII.C.8. Approval of Project Assignment #01 – Various Sites – Districtwide HVAC Project –Architectural Master Services Agreement - Chan Young Architects – Measure ES
Recommended Motion:

It is recommended that the Board of Education approve issuance of Project Assignment #01 to Chan Young Architects for architectural and engineering services for Various Sites - Districtwide HVAC Project in an amount not to exceed $70,330.00.
Rationale:

Chan Young Architects was awarded a Master Services Agreement during the April 20, 2017 Board meeting, this scope of work requested by the District will be project assignment #01.  

CYA has provided a proposal to provide architectural services to study the temperatures at each campus to prioritize HVAC scope. The work will include gathering data and preparing graphical results for analysis by others, as part of the District-wide HVAC improvements project.

The following is Project Assignment #1 to CYA in the amount of $70,330.00, which includes $1,000 for estimated reimbursables.
 
Financial Impact:

Funding Information

  • Budgeted: Yes
  • Fund: 85
  • Source: Measure ES
  • Account Number: 85-90906-0-00000-85000-5802-015-2600 (Santa Monica High School: $14,066.00); 85-90906-0-00000-85000-5802-010-2600 (Malibu: $14,066.00); 85-90906-0-00000-85000-5802-050-2600 (Other Santa Monica: $42198.00)


  • Original Agreement: $0
  • Project Assignment #1: $70,330.00
  • TOTAL CONTRACT: $70,330.00
.VIII.C.9. Amendment #05 to Agreement – Santa Monica High School – Interim Repairs & Upgrades Project – Inspector of Record Services – Sandy Pringle Associates – Measure ES
Recommended Motion:

It is recommended that the Board of Education approve Amendment #05 with Sandy Pringle Associates to provide additional inspection services for Santa Monica High School – Interim Repairs & Upgrades Project in an amount not to exceed $3,610.00 for a total contract amount of $220,470.00.
Rationale:

Provide additional 40 hours of inspection services for the Santa Monica High School – Interim Repairs & Upgrades Project

Inspection services are required by code to ensure that school facilities are built to the District requirements. This amendment #05 is to provide additional inspection services for the inspection of maintenance work to the external stairway at the Business Building and Pico Fence.
 
Financial Impact:

Funding Information:

  • Budgeted: Yes
  • Fund: 85
  • Source: Measure ES
  • Account Number: 85-90904-0-00000-85000-5802-015-2600
  • Budget Category: Soft Costs \ Testing & Inspection / Materials Lab
  • DSA #: 03-117627

MEASURE ES FUNDING:   

  • ORIGINAL CONTRACT: $32,968.00 (Roosevelt & Webster – WFP)
  • CONTRACT AMENDMENT #01 – $53,256.00 (Malibu FIG – WFP)
  • CONTRACT AMENDMENT #02 – $49,818.00 (SAMOHI – Sealy Field)                    
  • CONTRACT AMENDMENT #03 – $49,818.00 (Lincoln MS – Track & Field)
  • CONTRACT AMENDMENT #04 – $31,000.00 (Webster ES – WFP)
  • CONTRACT AMENDMENT #05 – $3,610 (Samohi – Pico and BB Stairway)
  • TOTAL CONTRACT AMOUNT:   $220,470.00
.VIII.C.10. Amendment #10 to Agreement - Santa Monica High School – Campus Plan – Archeological Assessment - Geotechnical Field Observation Services – Leighton Consulting, Inc. – Measure ES
Recommended Motion:
It is recommended that the Board of Education approve Contract Amendment #10 with Leighton Consulting Inc. to: conduct record searches and archival review; consult with the Native American Heritage Commission; conduct a geological review; conduct archeological testing; and produce a technical report on the findings for the CEQA process, in an amount not to exceed $26,202.00 for a total contract amount of $226,374.00.
Rationale:

Leighton Consulting, Inc. proposes to provide all services necessary to produce the Archeological Report in support of the CEQA requirements.
 
Financial Impact:

Funding Information

  • Budgeted: Yes
  • Fund: 85-90904-0-00000-85000-5802-015-2600
  • Source: Measure ES
  • Budget Category: Soft Costs \ Environmental Tests \ Geo Engineering and Material Testing

MEASURE ES FUNDING:

  • ORIGINAL CONTRACT AMOUNT - Campus Plan Project: $16,335
  • CONTRACT AMENDMENT #01 - Sealy Field & Stairway & Sidewalk: $8,190
  • CONTRACT AMENDMENT #02 - Stairway & Sidewalk Geotech and LOR: $12,370
  • CONTRACT AMENDMENT #03 - SCP Phs 1&2 Geotechnical Report: $32,722
  • CONTRACT AMENDMENT #04 - Stockpile and Tennis Courts: $23,317
  • CONTRACT AMENDMENT #05 - Sealy Field Pjt.: $21,039
  • CONTRACT AMENDMENT #06 – Lincoln Track and Field $47,356
  • CONTRACT AMENDMENT #07 – Stair and Ramp: $16,740
  • CONTRACT AMENDMENT #08 – Sealy Field: $19,410
  • CONTRACT AMENDMENT #09 - Business Bld. Stairway welding/Inspect: $2,693
  • CONTRACT AMENDMENT #10 – Archeological Assessment for CEQA : $26,202
  • TOTAL CONTRACT AMOUNT: $226,374.00
.VIII.C.11. Amendment #11 to Agreement - Santa Monica High School – Phase I & II Project – Geotechnical Field Observation Services - Leighton Consulting, Inc. – Measure ES
Recommended Motion:
It is recommended that the Board of Education approve Contract Amendment #11 with Leighton Consulting Inc. to do further geotechnical investigations for the New Building – in an amount not to exceed $19,168.00 for a total contract amount of $245,542.00.
Rationale:

Leighton Consulting, Inc. proposes to provide additional geotechnical investigations for the New Building. This has become necessary to account for the inclusion of an addition subterranean parking level and to investigate the foundation for the Olympic Blvd. retaining wall, which is likely to be retained as the property wall at Samohi.
 
Financial Impact:

Funding Information

  • Budgeted: Yes
  • Fund: 85-90904-0-00000-85000-5802-015-2600
  • Source: Measure ES
  • Budget Category: Soft Costs \ Environmental Tests \ Geo Engineering and Material Testing

MEASURE ES FUNDING:

  • ORIGINAL CONTRACT AMOUNT - Campus Plan Project: $16,335
  • CONTRACT AMENDMENT #01 - Sealy Field & Stairway & Sidewalk: $8,190
  • CONTRACT AMENDMENT #02 - Stairway & Sidewalk Geotech and LOR: $12,370
  • CONTRACT AMENDMENT #03 - SCP Phs 1&2 Geotechnical Report: $32,722
  • CONTRACT AMENDMENT #04 - Stockpile and Tennis Courts: $23,317
  • CONTRACT AMENDMENT #05 - Sealy Field Pjt.: $21,039
  • CONTRACT AMENDMENT #06 – Lincoln Track and Field $47,356
  • CONTRACT AMENDMENT #07 – Stair and Ramp: $16,740
  • CONTRACT AMENDMENT #08 – Sealy Field: $19,410
  • CONTRACT AMENDMENT #09- Business Bld. Stairway welding/Inspect: $2,693
  • CONTRACT AMENDMENT #10 – Archeological Assessment for CEQA : $26,202
  • CONTRACT AMENDMENT #11 – New Building Additional Geotech Services: $19,168
  • TOTAL CONTRACT AMOUNT: $245,542.00
.VIII.C.12. Amendment #07 to Agreement – Olympic High School - HVAC Project - Architectural Services - dsk Architects – Measure ES
Recommended Motion:

It is recommended that the Board of Education approve Contract Amendment #07 with dsk Architects to provide architectural design services for Olympic High School – HVAC Project - in an amount not to exceed $18,364.00, for a total contract amount of $721,139.00.
Rationale:

dsk Architects have been asked to provide additional design services for landscape/hardscape modifications necessitated by location of AC units and ADA path of travel impacts. These modifications were not previously included in the work designed under the BB bond.
 
Financial Impact:

Funding Information

  • Budgeted: Yes
  • Fund: 85
  • Source: ES
  • Account Number: 85-90906-0-00000-85000-5802-014-2600
  • Budget Category: Soft Costs/AE Design Services

MEASURE ES FUNDING:

  • ORIGINAL CONTRACT –  Webster - WFP: 192,235.00
  • CA #01 – Webster - WFP: $27,470.00
  • CA #02 – Webster - WFP: $N/A
  • CA #03 – Webster - WFP: $10,000.00
  • CA #04 – Webster, Pt.Dume -  WPFD addl services: $34,762.00
  • CA#05 – Webster – WPFD: $58,480.00
  • CA #06 - Olympic HS, WPFD and HVAC Projects: $379,828.00
  • CA# 07 – Olympic HS HVAC Projects addl services landscape: 18,364.00
  • TOTAL CONTRACT AMOUNT: $721,139.00
.VIII.C.13. Change Order #03 – Will Rogers Elementary School – Window, Paint, Floors & Doors Project – Construction Contract Bid #17.08.ES – A. J. Fistes Corporation - Measure ES
Recommended Motion:

It is recommended that the Board of Education approve Change Order #03 with A. J. Fistes Corporation for the Will Rogers Elementary School – Window, Paint, Floors & Doors Project in an amount of $91,903.01 for a total contract amount of $3,288,705.53 and 0 days of schedule impact.
Rationale:

On March 03, 2017 the Santa Monica Malibu Unified School District’s Board of Education awarded  A. J. Fistes Corporation the construction contract for the Will Rogers Elementary School – Window, Paint, Floors & Doors Project in the amount of $2,813,450.00.

The elements of this Change Order #03 include scope of work from 17 PCO’s that were relating to unforeseen conditions and required additional scope to complete this project.
 
Financial Impact:

Funding Information

  • Budgeted: Yes
  • Fund: 85
  • Source: Measure ES
  • Account Number: 85-90905-0-00000-85000-5640-006-2600
  • Budget Category: Hard Costs \ Construction Contracts
  • DSA #: 03-117560

MEASURE ES FUNDING

  • Original Contract: $2,813,450.00
  • Change Order #01: $266,258.71
  • Change Order #02: $117,093.81
  • Change Order #03: $91,903.01                        
  • TOTAL CONTRACT AMOUNT: $3,288,705.53
.VIII.C.14. Amendment #17 to Agreement – Franklin , McKinley, and Point Dume Elementary Schools – Window, Paint, Floors & Doors Project and John Adams Middle School – Performing Arts Complex – Survey and Sampling for ACM, LBP and PCBs in Building Materials – Alta Environmental – Measure ES
Recommended Motion:

It is recommended that the Board of Education approve Contract Amendment #17 with Alta Environmental to conduct Sampling, Survey and preparation of an abatement work plan for ACM & LBP at McKinley Elementary School – WFP and at John Adams Middle School – Auditorium Demolition and conduct PCB delineation sampling, possible source sampling and provide a removal/remediation plan at Franklin Elementary School – WFP, McKinley Elementary School – WFP, Point Dume Elementary School – WFP and John Adams Middle School – Auditorium Demolition prior to demolition, in an amount not to exceed $156,364.90 for a total contract amount of $1,002,101.01.
Rationale:

ALTA Environmental has been requested to provide these additional consultant services to conduct sampling of materials for asbestos and lead based and to sample door and window glazing in order to determine the full extent of the abatement work.
 
Financial Impact:

Funding Information

  • Budgeted: Yes
  • Fund: 85
  • Source: ES
  • Account Number: 85-90905-0-00000-85000-5802-002-2600 (Franklin ES - PCBs - $22,008.00); 85-90905-0-00000-85000-5802-017-2600 (McKinley ES – ACM/LBP - $8,853.50, PCBs - $72,312.50); 85-90905-0-00000-85000-5802-019-2600 (Point Dume ES - PCBs - $12,741.50); 85-90905-0-00000-85000-5802-011-2600 (JAMS - ACM/LBP - $9,971.90, PCBs - $30,477.50)
  • Budget Category: Soft Costs/Environmental Testing/Hazmat Monitoring

MEASURE ES FUNDING:

  • ORIGINAL CONTRACT - Juan Cabrillo ES, Grant ES & Will Rogers ES: $96,492.45
  • CA #01 - Juan Cabrillo ES Project – WPF&D: $893.30
  • CA #02 - Various Schools – WPF&D: $50,000.00
  • CA #03 - Grant ES – Windows Project – WPF&D: $12,648.80
  • CA #04 - Webster, Roosevelt – WPF&D: $6,882.34
  • CA #05 - WRES, WES, & RES & Malibu HS–WPF&D: $79,329.00
  • CA #06 - GES, MMH FIG&D, RES, WES & WRES–WPF&D: $335,861.87
  • CA #07 - SAMOHI – Ph.1 & Ph.2: $9,086.90
  • CA #08 - Franklin & Pt. Dume – HVAC: $25,287.40
  • CA #09 - Franklin & Pt. Dume – WFP: $25,287.40    Duplicate to CA#08
  • CA #10 - LMS – Athletic Field: $40,673.00
  • CA #11 - Samohi, Phase 1 & 2: $51,208.10
  • CA #12 – Webster & Will Rogers WPFD: $27,443.90
  • CA #13 – MMHS FIG&D WPFD: $7,169.95
  • CA #14 – Building D WPFD ACM/A&L Abatement Plan & PCB Sampling: $14,875.80
  • CA #15 – Building D WPFD Add Step-Out Sampling and Abatement Plan: $41,896.70
  • CA #16 – Building ABC Demo Survey, Sampling, Abatement Plan and Monitoring: $45,986.60
  • CA #17 – FES, McKES, PDES & JAMS - ACM, LBP & PCBs survey & work plan: $156,364.90
  • TOTAL CONTRACT AMOUNT: $1,002,101.01
.VIII.C.15. Amendment #16 to Agreement – Malibu Middle & High School – Campus Improvement Project – Survey and Sampling for PCB’s in Building Materials – Alta Environmental – Measure BB
Recommended Motion:

It is recommended that the Board of Education approve Contract Amendment #16 with Alta Environmental to survey Buildings A, B, and C prior to demolition, sample building materials, characterize the materials for proper disposal, and monitor future remediation work in an amount not to exceed $45,986.60 for a total contract amount of $845,736.11.
Rationale:

Item #1: Alta Environmental will survey Buildings A, B, and C prior to demolition, sample building materials, and characterize the materials for proper disposal per their proposal dated March 29, 2017 in the amount of $12,289.10.

Item #2: Additional environmental services were required in order to develop a procedure for proper abatement of Buildings A, B, and C. These additional services include additional surface wipe and bulk sampling, recommendations for additional testing, design of a method to conduct pilot testing, laboratory analysis and reporting, as well as monitoring during future PCB remediation work per the add service proposal dated October 3, 2017 in the amount of $33,697.50. This CO will be funded from program reserve shortages.
 
Financial Impact:

Funding Information

  • Budgeted: No
  • Fund: 83
  • Source: BB
  • Account Number:  83-90500-0-00000-85000-5802-010-2600
  • Budget Category: Soft Costs/Environmental Testing/Hazmat Monitoring

MEASURE ES & BB FUNDING:

  • ORIGINAL CONTRACT - Juan Cabrillo ES, Grant ES & Will Rogers ES: $96,492.45
  • CA #01 - Juan Cabrillo ES Project – WPF&D: $893.30
  • CA #02 - Various Schools – WPF&D: $50,000.00
  • CA #03 - Grant ES – Windows Project – WPF&D: $12,648.80
  • CA #04 - Webster, Roosevelt – WPF&D: $6,882.34
  • CA #05 - WRES, WES, & RES & Malibu HS–WPF&D: $79,329.00
  • CA #06 - GES, MMH FIG&D, RES, WES & WRES–WPF&D: $335,861.87
  • CA #07 - SAMOHI – Ph.1 & Ph.2: $9,086.90
  • CA #08 - Franklin & Pt. Dume – HVAC: $25,287.40
  • CA #09 - Franklin & Pt. Dume – WFP: $25,287.40    Duplicate to CA#08
  • CA #10 - LMS – Athletic Field: $40,673.00
  • CA #11 - Samohi, Phase 1 & 2: $51,208.10
  • CA #12 – Webster & Will Rogers WPFD: $27,443.90
  • CA #13 – MMHS FIG&D WPFD: $7,169.95
  • CA #14 – Building D WPFD ACM/A&L Abatement Plan & PCB Sampling: $14,875.80
  • CA #15 – Building D WPFD Add Step-Out Sampling and Abatement Plan: $41,896.70
  • CA #16 – Bldg ABC Demo Survey, Sampling, Abatement Plan & Monitoring (BB): $45,986.60
  • TOTAL CONTRACT AMOUNT: $845,736.11
.VIII.C.16. Accept Work as Completed – Multiple Purchase Orders –Various Projects – Measure BB & ES
Recommended Motion:
It is recommended that the Board of Education accept as completed all work contracted for the indicated Purchase Orders:
Financial Impact:
  • School: Pt. Dume Elementary School
  • Project: HVAC & Electrical Project
  • Funding: Measure ES
  • Vendor Name: ACCO Engineered Systems Inc.
  • PO Number: 183393
  • Amount: $33,889.00
  • Substantial Completion Date: 08/02/2017
.VIII.D. Personnel
.VIII.D.1. Certificated Personnel - Appointments, Separations and Assignments
Recommended Motion:

It is recommended that the Board of Education approve the attached certificated appointments.
Financial Impact:

Unless otherwise noted, all items are included in the 2017-2018 approved budget.
Attachments:
Certificated Personnel
.VIII.D.2. Classified Personnel - Merit
Recommended Motion:

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.
Attachments:
Classified - Merit
.VIII.D.3. Classified Personnel - Non-Merit
Recommended Motion:

It is recommended that the following 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.
Attachments:
Classified - Non-Merit
.VIII.D.4. Increase in Staffing (FTE) - Special Education
Recommended Motion:

It is recommended that the Board of Education approve the increase in FTEs (total = 2,6425 FTE), as indicated below in order to meet IEP requirements and student needs for the 2017-2018 school year.
Financial Impact:

The 2017-2018 budget will be adjusted $137,980 for salary and benefits.
Comments:
  • ParaEducator 1 - increase from 0.75 FTE (6 hours) to 0.8125 FTE (6.5 hours) - Lincoln MS
  • ParaEducator 1 - increase from 0.75 FTE (6 hours) to 0.9375 FTE (7.5 hours) - Muir Elementary
  • ParaEducator 1 - new position 0.625 FTE (5 hours) - Santa Monica HS
  • ParaEducator 3 - increase from 0.75 FTE (6 hours) to 0.8325 FTE (6.6 hours) - Cabrillo Elementary
  • ParaEducator 3 - increase from 0.91 FTE (7.28 hours) to 0.95 FTE (7.6 hours) - Cabrillo Elementary
  • ParaEducator 3 - increase from 0.75 FTE (6 hours) to 0.79125 FTE (6.3 hours) - Roosevelt Elementary
  • ParaEducator 3 - increase from 0.75 FTE (6 hours) to 0.79125 FTE (6.3 hours) - Santa Monica HS
  • ParaEducator 3 - increase from 0.8125 FTE (6.5 hours) to 0.875 FTE (7 hours) - John Adams MS
  • ParaEducator 3 - new position 0.75 FTE (6 hours) - Franklin Elementary
  • ParaEducator 3 - new position 0.75 FTE (6 hours) - Lincoln MS
.VIII.E. General
.VIII.E.1. Approve DAC Charges for 2017-18
Recommended Motion:
It is recommended that the Board of Education approve the attached charges for the Early Child Care DAC and Special Education DAC (SEDAC).
Rationale:

As per AR 1220, relating to DACs: "After consulting with the committee, the co-chairpersons and Board liaison(s) shall draft the committee’s goals and/or deliverables for the school year and submit the goals and/or deliverables for approval by the Board of Education no later than the end of October.  The goals and/or deliverables shall align with and support the District’s central focus on Excellence through Equity."
 
Comments:

The board discussed the draft charges at its October 19, 2017, regular board meeting.

As per AR 1220 related to DACs: "The co-chairpersons shall provide the Board of Education with an update regarding the process of meeting these goals and/or deliverables in an informational item to the Board at a regular meeting no later than February each year.  No later than June of each year, the committee shall make an End-of-Year report to the Board of Education regarding the achievement of its goals and/or deliverables."
Attachments:
DAC Charges for 1718
.VIII.E.2. Revise BP 6174 – Education for English Learners
Recommended Motion:

It is recommended that the Board of Education revise BP 6174 – Education for English Learners.
Rationale:

The policy has been substantially revised to reflect new law (Proposition 58), which  authorizes parents/guardians to select a language acquisition program that best suits their child and eliminates the requirement for parents/guardians to request a waiver from the district if they want to enroll their child in a program other than a structured English immersion program. The policy reflects provisions of Proposition 58 that require districts to (1) offer, at a minimum, a structured English immersion program; (2) seek parent/guardian and community input on language acquisition programs during development of the district's LCAP; and (3) to the extent possible, offer a language acquisition program requested by parents/guardians of 30 or more students at a school or 20 or more students in any grade level at the school.  The policy also reflect revisions in Title III English learner programs, including renumbering of accountability requirements and changes in the required parental notification, pursuant to the Every Student Succeeds Act.  The title of the policy has been updated to reflect current terminology.
 
Comments:

The board discussed these changes in language at its meeting on October 19, 2017.
Attachments:
BP 6174 - Edu for English Learners
.IX. GENERAL PUBLIC COMMENTS
Minutes:
Time start: 6:00 p.m. Time end: 6:09 p.m.

Public Comments:
* Sam Hall Kaplan and Stacy Rouse addressed the board regarding Malibu unification
* Ingrid Peterson addressed the board regarding PCBs at the Malibu High School campus.
.X. DISCUSSION ITEMS
Quick Summary / Abstract:
These items are submitted for discussion. Any action that might be required will generally be scheduled for the next regularly scheduled Board meeting.
.X.A. Consider Revising BP and replacing AR 5141.52 - Suicide Prevention (10 min)
Recommended Motion:

it is recommended that the Board of Education consider revising BP and replacing AR 5141.52 - Suicide Prevention.
Rationale:

The policy and regulation have been substantially revised to reflect new law (AB 2246,2016), which mandates districts serving grades 7-12 adopt a policy on suicide prevention, intervention and postvention by the beginning of the 2017-2018 school year.  The policy and regulation reflect the mandate to address any related staff development to be provided to teachers in grades 7-12 and to address the needs of specified high-risk student populations.  In addition, the policy and regulation add best practices in prevention, intervention, and postvention, including, but not limited to, student instruction, crisis intervention procedures, follow-up care for a student who threatens or attempts suicide, and the provision of counseling and other postvention strategies to reduce suicide contagion.

Governor Jerry Brown has established a national precedent by signing AB 2246, a bill that requires the adoption of suicide prevention, intervention, and follow-up plans by local California school districts, with students in grades 7-12.  Co-authored with the Trevor Project, Equality California, and Assembly member Patrick O-Donnell, AB 2246 is the first state bill of its kind in the nation, as it mandates that all schools in California implement suicide prevention policies that specifically address the needs of lesbian, gay, bisexual, transgender and questioning youth.  The bill requires local education agencies to develop their policies in conjunction with suicide prevention experts, school and community stakeholders, and school mental health professionals.
 
Comments:

Staff anticipates that this item will require a total of 10 minutes, with 5 minutes for the staff report and 5 minutes for board comments and questions.
Minutes:
Time start: 6:11 p.m. Time end: 6:24 p.m.

Mr. Foster requested that following board approval on November 16, staff share the policy and regulation with the Health & Safety DAC, so that they can review the language and determine how they can help the district implement the requirements. He added that if the DAC determines that changes could improve upon the policy, those changes could be brought forward for consideration in the future. Dr. Tahvildaran-Jesswein, one of the board liaisons to the H&S DAC, shared that the committee continues to discuss depression, anxiety, and suicide prevention. Dr. Kelly explained how the district’s community partners help in identifying students who have experienced trauma and aid the district in providing mental health support for those students. The board requested more information on how mindfulness exercises are being implemented at the school sites and how they can be better incorporated into the instructional day. Mr. Mechur requested a future update on the mental health program services available in our district. Dr. Kelly reported that the word, “develop,” was missing from the second sentence of the first paragraph.

This item will return for action and information at the next meeting.
Attachments:
AR 5141.52 - Suicide Prevention
BP 5141.52 - Suicide Prevention
.X.B. Review BP & AR 5117 - Interdistrict Attendance (60 min)
Rationale:

As part of an annual process, the Board of Education will be reviewing BP and AR 5117 - Interdistrict Attendance.  Typically, this discussion occurs after winter break, but last January, the board asked staff to bring this item forward in the fall to allow for a more substantive discussion, specifically to examine the implications of accepting interdistrict transfers when our district's revenue is reliant on property taxes (basic aid) and not enrollment (LCFF).
 
Comments:

Staff anticipates that this item will require a total of 60 minutes, with 20 minutes for the staff report and 40 minutes for board questions and discussion. 
Minutes:
Time start: 6:24 p.m. Time end: 8:08 p.m.

Staff answered board members’ questions regarding minimum state aid and basic aid; various scenarios that might result in a permit being denied; the appeal process through the county/state; the Ellis Act; and what information can be collected on a permit application. The board discussed the value of the various priority groups and the order in which they should appear. Mr. Foster remarked that the district would need to have a deeper conversation about the immersion program and SMASH, and Ms. Leon-Vazquez commented on bilingual preschool. Mr. Kean requested data on students on permits who receive special ed services.

Following the discussion, the board directed staff to revise the policy to more clearly state why the district accepts interdistrict permits. Additionally, the paragraph addressing students whose families move out the district will to be updated to better reflect district practice. Next fall, when the policy returns for review, the board will consider eliminating the “other” priority group in Santa Monica for 2018-19.

This item will return for action and information at a future meeting.
Attachments:
AR 5117 - Interdistrict Attendance
BP 5117 - Interdistrict Attendance
BP/AR 5117 - Presentation
.XI. MAJOR ACTION ITEMS
Quick Summary / Abstract:
These items are considered to be of major interest and/or importance and are presented for action at this time. Some may have been discussed by the Board at a previous meeting.
.XI.A. Adopt Resolution No. 17-12 - National Native American and Alaska Native Heritage Month (5 min)
Recommended Motion:

It is recommended that the Board of Education adopt Resolution No. 17-12 – National Native American and Alaska Native Heritage Month.
Actions:
Motion

It is recommended that the Board of Education adopt Resolution No. 17-12 – National Native American and Alaska Native Heritage Month.

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

The signed resolution will be shared with the school sites to increase awareness and encourage participation in the celebration of the Native American and Native Alaskan cultures and teachings.
Minutes:
Time start: 8:08 p.m. Time end: 8:09 p.m.
Attachments:
Resolution: Nat'l Am Indian & Alaska Native Heritage Month
.XII. INFORMATIONAL ITEMS
Quick Summary / Abstract:
These items are submitted for the public record for information. These items do not require discussion nor action.
.XII.A. Replacement of AR and Deletion of E 6174 – Education for English Learners
Recommended Motion:

This is to inform the Board of Education that AR 6174 - Education for English Learners has been replaced, and the exhibit deleted. 
Rationale:

The regulation has been substantially revised to reflect new law (Proposition 58), which authorizes parents/guardians to select a language acquisition program that best suits their child and eliminates the requirement for parents/guardians to request a waiver from the district if they want to enroll their child in a program other than a structured English immersion program. The regulation also reflects revisions in Title III English learner programs, including renumbering of accountability requirements and changes in the required parental notification, pursuant to the Every Student Succeeds Act.  The title of the regulation has been updated to reflect current terminology.

The exhibit has been deleted, as districts no longer need a sample form for the parental exception waiver.
 
Comments:

The board discussed these changes in language at its meeting on October 19, 2017.
Attachments:
AR 6174 - Edu for English Learners
E 6174 - Edu for English Learners
.XIII. BOARD MEMBER ITEMS
Quick Summary / Abstract:
These items are submitted by individual board members for information or discussion, as per Board Policy 9322.
.XIV. REQUESTS BY MEMBERS OF THE PUBLIC OR DISTRICT ADVISORY COMMITTEES TO ADDRESS THE BOARD OF EDUCATION
Quick Summary / Abstract:
A member of the public may request that a matter within the jurisdiction of the board be placed on the agenda of a regular meeting, as per Board Policy 9322. The request shall be in writing and be submitted to the superintendent or designee with supporting documents and information, if any, at least one week before the scheduled meeting date. Items submitted less than a week before the scheduled meeting date may be postponed to a later meeting in order to allow sufficient time for consideration and research of the issue. The board president and superintendent shall decide whether a request is within the subject matter jurisdiction of the board. Items not within the subject matter jurisdiction of the board may not be placed on the agenda. In addition, the board president and superintendent shall determine if the item is merely a request for information or whether the issue is covered by an existing policy or administrative regulation before placing the item on the agenda.
.XV. CONTINUATION OF PUBLIC COMMENTS
Quick Summary / Abstract:
A continuation of Section VIII, as needed. (If the number of persons wishing to address the Board of Education exceeds the time limit in section VIII, additional time will be provided in Section XVI, CONTINUATION OF PUBLIC COMMENTS.)
.XVI. BOARD MEMBER COMMENTS
Quick Summary / Abstract:
A Board member may make a brief announcement or report on his/her own activities relative to Board business. There can be no discussion under “BOARD MEMBER COMMENTS.”
Minutes:
Time start: 8:10 p.m. Time end: 8:10 p.m.

* Ms. Leon-Vazquez announced that there would be an event at Woodlawn Cemetery this Saturday to celebrate and remember the loved ones who have passed.
.XVII. FUTURE AGENDA ITEMS
Quick Summary / Abstract:
Items for future consideration will be listed with the projected date of consideration. The Board of Education will be given any backup information available at this time.
.XVIII. ADJOURNMENT
Quick Summary / Abstract:

This meeting will adjourn to a special meeting scheduled for Tuesday, November 14, 2017, at 4:00 p.m. at the district office (1651 16th St., Santa Monica, CA). The next regular meeting is scheduled for Thursday, November 16, 2017, at 5:30 p.m. at the district office.
Minutes:
It was moved by Ms. Leon-Vazquez, seconded by Mr. Foster, and voted 6/0 (Mr. de la Torre was absent) to adjourn the meeting at 8:14 p.m. in memory of Ronald Guercio, an SMMUSD retired security guard, and Jennifer Pust, a Samohi English teacher. The next meeting is a special meeting scheduled for Tuesday, November 14, 2017, at 4:00 p.m. at the district office (1651 16th St., Santa Monica, CA). The next regular meeting is scheduled for Thursday, November 16, 2017, at 5:30 p.m. at the district office.
Disability Information:
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.
11/2/2017 4:40:00 PM ( Original )
PresentMr. Oscar de la Torre
PresentMr. Craig Foster
PresentMr. Jon Kean
PresentMs. Maria Leon-Vazquez
PresentMs. Laurie Lieberman
PresentMr. Ralph Mechur
PresentDr. Richard Tahvildaran-Jesswein
11/2/2017 7:15:00 PM
AbsentMr. Oscar de la Torre

The resubmit was successful.