MEETING FORMAT "A" Santa Monica-Malibu USD February 01, 2018 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.
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Dr. Tahvildaran-Jesswein called closed session to order at 4:34 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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- Agency Designated Representative: Dr. Ben Drati
- Employee Organizations: SMMCTA
- Agency Designated Representative: Dr. Ben Drati
- Employee Organizations: SEIU
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Dr. Tahvildaran-Jesswein called open session to order at 5:29 p.m. |
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Present Oscar de la Torre Present Craig Foster Present Jon Kean Present Maria Leon-Vazquez Present Laurie Lieberman Present Ralph Mechur Present Dr. Richard Tahvildaran-Jesswein |
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Mr. Kean led the Pledge of Allegiance. |
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it is recommended that the Board of Education approve the February 1, 2018, regular meeting agenda. |
it is recommended that the Board of Education approve the February 1, 2018, regular meeting agenda. Passed with a motion by Mr. Craig Foster and a second by Ms. Laurie Lieberman. |
Yes Mr. Oscar de la Torre. Yes Mr. Craig Foster. Yes Mr. Jon Kean. Yes Ms. Maria Leon-Vazquez. Yes Ms. Laurie Lieberman. Absent Mr. Ralph Mechur. Yes Dr. Richard Tahvildaran-Jesswein.
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It is recommended that the Board of Education approve the January 18, 2018, regular meeting minutes. |
It is recommended that the Board of Education approve the January 18, 2018, regular meeting minutes. Passed with a motion by Mr. Craig Foster and a second by Ms. Laurie Lieberman. |
Yes Mr. Oscar de la Torre. Yes Mr. Craig Foster. Yes Mr. Jon Kean. Yes Ms. Maria Leon-Vazquez. Yes Ms. Laurie Lieberman. Absent Mr. Ralph Mechur. Yes Dr. Richard Tahvildaran-Jesswein.
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Minutes_011818
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It is recommended that the Board of Education approve the January 23, 2018, special meeting minutes. |
It is recommended that the Board of Education approve the January 23, 2018, special meeting minutes. Passed with a motion by Mr. Craig Foster and a second by Ms. Maria Leon-Vazquez. |
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.
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Minutes_012318_sp mtg
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These items are staff presentations and/or updates to the Board of Education.
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Federal and state laws require the California Department of Education (CDE) to monitor implementation of categorical programs operated by local educational agencies (LEAs). The Santa Monica-Malibu Unified School District's English Learner (EL) Program was selected for review, which occurred October 31-November 3, 2017. At the conclusion of the review process, the Federal Program Monitoring (FPM) Office provided a Notification of Findings. Eleven (11) program items were reviewed, resulting in one (1) finding related to Teacher English Learner Authorization. SMMUSD is in the Resolution of Findings phase of the process. |
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This item appeared as an informational item on the 1/18/18 agenda, but staff is bringing it back as a discussion item to not only present the information, but also provide board members the opportunity to ask questions. Staff anticipates that this item will require a total of 35 minutes, with 20 minutes for the staff report and 15 minutes for board member questions/comments. |
Time start: 5:40 p.m. Time end: 6:22 p.m.
Public Comments: * Berenice Onofre addressed the board regarding this item.
Staff answered board members’ questions regarding: the timeline and process to ensure teachers get CLAD certified; which teachers require CLAD certification; the process for out-of-state teachers to apply for an emergency credential while they work toward completing certification here in CA; if there was an opportunity for student input; and who is a part of the ELACs and DELAC.
Mr. de la Torre requested an updated on this in the Friday Memo following today’s deadline and the March 16 deadline. He would like a study session on the English Learner program. Ms. Leon-Vazquez suggested the district and schools reach out more directly to families. |
Federal Program Monitoring_EL Program
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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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Time start: 6:22 p.m. Time end: 6:27 p.m.
Mr. Schmelzer reported that Samohi just finished its WASC accreditation visit. He said the WASC team was nice and friendly, and everyone on the campus was happy to answer their questions. There is a basketball game on Friday at 7:00 p.m. against rival Beverly Hills. Cafe Samo will be at 7:30 p.m. Dr. Mora will include the WASC team's final report in a Friday Memo. |
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Time start: 5:33 p.m. Time end: 5:37 p.m.
Ms. Murawski delivered the SMMCTA report on behalf of Ms. Braff. She reported that the union updated its mission statement and organization goal. She thanked the Ed Services team for bringing the teachers into the conversation regarding interim assessments. She said the union is pleased with the progress being made toward updating the policy associated with independent study. The union feels that while the district is doing well in getting students college ready, more work needs to be done in getting students ready for the workplace. The union and district continue to work together in the matrices of bias and social justice training, with the aim to increase each training from three to four days. On February 15, a group of teachers and administrators will meet to review the administrator reviews and hope to pilot the new report next year. |
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Time start: 5:37 p.m. Time end: 5:40 p.m.
Dr. Drati reported that he recently attended the annual ACSA conference in northern California, where superintendents from all over the state come together to discuss current educational issues. The most discussed topics this year were the state budget, rising costs associated with special education, healthcare costs and benefits, and the state funding formula for school districts. There were also conversations around how districts will need to examine and adjust their policies and process related to recreation cannabis. Dr. Drati reported that Dr. Mora and her team are scheduling trips to Santa Barbara and Fresno for staff and a handful of board members to see firsthand inquiry-based learning models and designs. Regarding state funding for school districts, Mr. Foster suggested that CSBA lead the way in advocating for reform, with school districts getting behind the organization as a unified force. |
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Passed with a motion by Mr. Oscar de la Torre and a second by Mr. Ralph Mechur. |
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.
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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 started: 5:40 p.m. Time ended: 5:40 p.m. |
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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: Thomas Loewenheim
- Dates: 03/01/18-03/16/18
- Amount not to exceed: $1,700.00
- Description: Guest Conductor for the Stairway of the Stars, Orchestra Concert on March 16, 2018. Plus site based rehearsals and dress rehearsals.
- Site: Educational Services
- Funding: 01-90120-0-17300-10000-5890-030-1300 (Stairway to the Stars Gift)
- Contractor: Emily Moss
- Dates: 03/01/18-03/16/18
- Amount not to exceed: $1,700.00
- Description: Guest Conductor for the Stairway of the Stars, Band Concert on March 14, 2018. Plus site based rehearsals and dress rehearsals.
- Site: Educational Services
- Funding: 01-90120-0-17300-10000-5890-030-1300 (Stairway to the Stars Gift)
- Contractor: Lou De La Rosa
- Dates: 03/01/18-03/16/18
- Amount not to exceed: $1,700.00
- Description: Guest Conductor for the Stairway of the Stars, Choir Concert on March 12, 2018. Plus site based rehearsals and dress rehearsals.
- Site: Educational Services
- Funding: 01-90120-0-17300-10000-5890-030-1300 (Stairway to the Stars Gift)
- Contractor: Mark Mattson
- Dates: 02/01/18-06/06/18
- Amount not to exceed: $2,250.00
- Description: To provide organization, practice, coordination and conducting of all grade 5 students for the culmination on 06/06/18.
- Site: Franklin Elementary
- Funding: 01-00021-0-11100-10000-5802-002-4020
- Contractor: Forecast5 Analytics
- Dates: 01/16/18-07/31/19
- Amount not to exceed: $17,000.00
- Description: Comparative district analytics subscription
- Site: Business
- Funding: 01-00000-0-00000-73000-5890-050-1500
- Contractor: School Innovations and Advocacy
- Dates: 07/01/15-06/30/18
- Amount not to exceed: $190,800.00 ($63,600.00 per year)
- Description: To assist the District with attendance management analysis, notification of truancy letters, conferencing and professional development.
- Site: Student Services
- Funding: 01-00000-0-11100-31300-5890-040-1400
- Contractor: School Innovations and Advocacy Teacher Notification
- Dates: 07/01/15-06/30/18
- Amount not to exceed:$5,850.00 ($1,950.00 per year)
- Description: To prepare, compare data and distribute teacher notifications, as required under Code Section 49079, including pupils who have engaged, within the last three (3) years any suspension or expulsion acts in Ed. Code. 458900, 48900.2-48900.7.
- Site: Student Services
- Funding: 01-00000-0-11100-31300-5890-040-1400
- Contractor: Yolanda Martinez
- Dates: 02/01/18-06/01/18
- Amount not to exceed: $4,695.00
- Description: To teach additional music and to record music and produce CDs for all K, 1st and 2nd students.
- Site: Franklin Elementary
- Funding: 01-00021-0-11100-10000-5802-002-4020
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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. |
The average cost for substitute teachers is $183/day. This figure is furnished for informational purposes and does not reflect the actual amount paid for an individual substitute.
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C & T 02/01/18
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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: Santa Monica High School
- Grade: 9th - 12th
- # of Students: 20
- Destination: Warner Center Marriott, Woodland Hills, CA
- Dates: 02/24/18 – 02/25/18
- Principal/Teacher: A. Shelton / N. Gonzalez
- Cost & Funding Source: $175 per student / Fundraising and parent donations
- Subject: Social Studies
- Purpose: Junior State of America (JSA) winter convention
- School: Santa Monica High School
- Grade: 9th – 12th
- # of Students: 24
- Destination: Pismo Beach; San Luis Obispo; Salinas; Monterey; Hopkins Research Center, Pacific Grove
- Dates: 03/22/18 – 03/26/18
- Principal/Teacher: A. Shelton / P. Barraza
- Cost & Funding Source: $ 750 per student / Fundraising and parent donations
- Subject: English
- Purpose: Steinbeck Youth Institute research-guided literary excursions exploring John Steinbeck work
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It is recommended that the Board of Education approve the attached Special Education Contracts for fiscal year 2017/2018. |
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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Special Education Contracts (17/18)
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It is recommended that the Board of Education approve the attached purchase orders and changed purchase orders from January 5, 2018, through January 25, 2018, for fiscal / 18. |
BOE Agenda Item_POList_020118
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It is recommended that the Board of Education accept, with gratitude, checks totaling $23,049.27 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 $23,049.27 as described on the attached listing.
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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 Reports 020118
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It is recommended that the Board of Education accept as complete the work by Gary F. Lyons & Associates, Inc., on Bid #18.01R for the walk-in cooler/freezer at the district warehouse, in the amount of $158,800.00. |
The walk-in cooler/freezer in the district warehouse was constantly breaking down and becoming nonfunctional. It was too costly to repair, and the parts needed are no longer manufactured. The old cooler/freezer was torn down and a new, more energy efficient one was built in its place. |
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It is recommended that the Board of Education correct the account number used to purchase of five (5) 2017 Collins DH500 GM gasoline 24-passenger bus and three (3) 2017 Collins DH500 GM gasoline 16-passenger (*variable seating) wheelchair accessible buses through A-Z Bus Sales utilizing Waterford Unified School District Bid #17/01 and fund the total cost not to exceed $611,381.70. |
On January 18, 2018, the board approved the purchase of eight (8) school buses (Item No. VII.B.3). The account number and source listed for the item was incorrect. This agenda item corrects this mistake. |
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- Budgeted: Yes
- Fund: General
- Source: Special Reserve for Capital Outlay
General Fund - Account Number: 40-90100-0-00000-82000-6500-060-2600
01-00000-0-11100-36000-6500-058-2580
Price for the purchase is as follows: - Vehicle #16: 24 Passenger Bus: $66,258.45
- Vehicle #17: 16 Passenger* w/Wheelchair Accessible Bus: $76,020.16
- Vehicle #19: 16 Passenger* w/Wheelchair Accessible Bus: $76,020.16
- Vehicle #21: 24 Passenger Bus: $66,258.45
- Vehicle #22: 24 Passenger Bus: $66,258.45
- Vehicle #23: 24 Passenger Bus: $66,258.45
- Vehicle #24: 24 Passenger Bus: $66,258.45
- Vehicle #26: 16 Passenger* w/Wheelchair Accessible Bus: $76,020.16
- Sub-Total: $559,352.73
- 10.25% Sales Tax: $52,028.97*
- Total: $611,381.70
* A portion of the subtotal includes labor for the wheelchair accessible buses; therefore, tax is not applied on $51,752.52. |
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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.
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- Contractor: Colbi Technologies
- Dates: 2/2/18 – 2/2/19
- Account not to exceed:
$20,500 $41,000 (Amend amount not to exceed. Original contract approved 02/02/17)
- Description: Pre-qualification Software Services
- Site: Measure BB & Measure ES
- Funding: 86-90100-0-00000-85000-5802-050-2600
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These contracts are included in the 2017-2018 budget.
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It is recommended that the Board of Education accept as completed all construction under the contract issued to Walton Electric Corporation, Bid #15.09, for the Malibu Middle & High School and Cabrillo Elementary School - LED Luminaires & System Controls Upgrade (DSA 03-116398 & 03-116399) with a final contract amount of $958,740.80. |
At the May 21, 2015, Board of Education Meeting, a contract was awarded to Walton Electric Corporation in the amount of $716,586.00. Four change orders, including one credit change order, totaling $242,154.80 were subsequently approved and increased the contract amount to $958,740.80. All scope of work items have now been completed. On December 22, 2017, a Certificate of Substantial Completion was issued to Walton Electric Corporation. A punch list specifying items to be corrected and/or documents was not needed as all work had previously been completed successfully. In compliance with statutory requirements, a Notice of Completion has been filed with the County of Los Angeles. |
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Funding Information - Budgeted: Yes
- Fund: 84
- Source: Measure ES
- Account Number: 84-90901-0-0000-85000-6200-010-2600
- Budget Category: Construction Contracts
- DSA #: 03-116398 & 03-116399
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It is recommended that the Board of Education approve Contract Amendment #18 to Leighton Consulting Inc. for Lincoln Middle School – Track & Field Replacement Project in an amount not to exceed $18,441.00 for total contract amount of $334,568.00. |
Leighton Consulting, Inc. provided additional earthwork observation, soil testing and material testing services for the construction of the Track & Field Replacement Project at Lincoln Middle School. Leighton’s scope of work includes soil testing, compaction test, and material testing per DSA Form 102 for the project. Geotechnical work costs increased due to an extended construction schedule and field light installation that increased the hours required for required soils inspection technician observation from the original estimate. |
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Funding Information - Budgeted: Yes
- Fund: 85-90908-0-00000-85000-5802-012-2600
- Source: Measure ES
- Budget Category: Soft Costs \ Environmental Tests \ Geo Engineering and Material Testing
- DSA #: 03-117787
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 - Samohi New Ph 1 & 2 subterranean pkg: $19,168.00
- CONTRACT AMENDMENT #12 – Native American Monitoring Services for CEQA: $5,160.00
- CONTRACT AMENDMENT #13 – Supplemental Earthworks Testing- Sealy Field: $15,280.00
- CONTRACT AMENDMENT #14 – Pico Gate Welding Inspection: $2,813.00
- CONTRACT AMENDMENT #15 – MHS FIG&D WPFD- Geotech, Inspect, Mat. Test Services: $20,937
- CONTRACT AMENDMENT #16 – Samohi Paleo Report – CEQA: $6000
- CONTRACT AMENDMENT #17 – Lincoln Geotech: $20,395.00
- CONTRACT AMENDMENT #18 – Lincoln MS Geotech Added workz: $18,441.00
- TOTAL CONTRACT AMOUNT: $334,568.00
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It is recommended that the Board of Education approve Change Order #03 with Simplex-Grinnell for the Olympic High School – Campus Modernization Project in an amount not to exceed $22,570.04 for a total contract amount of $504,627.27. |
This Change Order includes costs for both Simplex-Grinnell and its subcontractor to provide Labor and materials to install additional fire alarm devices at the portables A, B, C, and D. This Change Order #03 due to added walls, per CCD#A16, for a total of $22,570.04. |
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Funding Information - Budgeted: No
- Fund: 83
- Source: Measure BB
- Account Numbers: 83-90500-0-00000-85000-6200-014-2600
- Budget Category: Construction Hard Costs
- DSA #: 03-113343
MEASURE ES FUNDING - ORIGINAL CONTRACT - Olympic – New Fire Alarm Installation: $405,946.73
- CHANGE ORDER #01: $73,191.29
- CHANGE ORDER #02: $2,919.21
- CHANGE ORDER #03: $22,570.04
- TOTAL CONTRACT: $504,627.27
This Change Order will be funded from within the Construction Hard Costs budget and partially from program reserve shortages. |
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It is recommended that the Board of Education approve Change Order #07 and authorize changes in excess of 10% with Novus Construction for the Olympic High School – Campus Modernization Project in an amount not to exceed $320,245.05 for a total contract amount of $6,894,871.52. |
This Change Order #07 includes costs for Novus Construction and its subcontractors to: As per ASI-10/CCD-13 and 5 additional new split system AC for Principal office, main office, nurse office’s, nurse clinic and IT room; Installing 156 4x6 blocking / compression post to structure; Reroute lines under floor in library; Install mortar bed at nurses restroom floor due to existing conditions; tackable wall for classrooms 15,16 and 17; Install new library flooring due to termite infested wood ; Fume hood change to ductless; Change location of footing for signage due to unknown electrical duct bank that was in the way; Build a metal shaft wall in library; Music room sewer line replacement. Change Order #07 is for a total of $320,245.05. Change order#07 will have Schedule impact, which is unknown at this time. |
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Funding Information - Budgeted: No
- Fund: 83
- Source: Measure BB
- Account Numbers: 83-90500-0-00000-85000-6200-014-2600
- DSA Application #: 03-113343
- Budget Category: Construction Hard Costs
MEASURE BB FUNDING: - ORIGINAL CONTRACT:$ 5,639,490.00 (Olympic – Modernization)
- CHANGE ORDER #01: $20,703.61
- CHANGE ORDER #02: $95,649.34
- CHANGE ORDER #03: $461,833.31
- CHANGE ORDER #04: $81,487.74
- CHANGE ORDER #05: $219,820.00
- CHANGE ORDER #06: $55,642.47
- CHANGE ORDER #07: $320,245.05
- TOTAL CONTRACT AMOUNT: $6,894,871.52
Change Order#07 will be funded from within the Program Reserve Shortage. |
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It is recommended that the Board of Education rescind the previously awarded contract and award a new contract with EasyTurf, Inc. to provide services to remove and reinstall synthetic turf in the Science Quad at Santa Monica High School Campus in an amount of $17,940.00. |
On December 14, 2017, the Board approved award of a contract to EasyTurf, Inc. to remove and reinstall artificial turf in the Samohi Science Quad in order to accommodate installation of a new duct bank during the 2017/2018 winter break. After award and immediately prior to construction, it was discovered that a larger area of artificial turf should be removed than had been originally envisioned, in order to allow for appropriate installation of the electrical duct bank. This larger area was intended to minimize the restrictions on the duct bank installer during the operation, which had an extremely tight schedule that required all of the work to be completed during the winter break so as to minimize impact on day to day school operations. Thanks to this additional work by EasyTurf, the work was successfully accomplished during winter break. In order to accommodate this larger area, EasyTurf submitted a revised proposal, dated December 18, 2017, for $17,940.00, which adds $5,125.00 to the original proposal of $12,815.00, dated November 22, 2017. This award is in compliance with the CMAS contract No: 4-13-78-0068A, GSA Schedule No: GS-03F-0117Y, with an expiration of 8/13/2022, as previously authorized by the Board. Scope of work: During the 2017/18 winter break, EasyTurf removed and protected the existing turf and infill before the duct banks were installed, then restored the base and reinstalled the turf and infill upon completion of duct bank installation, prior to commencement of school. It is recommended that the Board of Education rescind the 12/14/17 award in the amount of $12,815.00 and award a new contract in the amount of $17,940.00 to complete the necessary scope of work. |
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Funding Information - Budgeted: Yes
- Fund: 85
- Source: Measure ES
- Account Number: 85-90904-0-00000-85000-6200-015-2600
- Budget Category: Building and Building Improvement
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It is recommended that the Board of Education approve Change Order #01 with Byrom-Davey, Inc. for the Santa Monica High School - Sealy Field Project in an amount of $31,848.00 for a total contract amount of $949,875.00 and 0 days of schedule impact. |
On September 13, 2017, the Board awarded to Byrom-Davey, Inc. the construction contract for the Santa Monica High School Sealy Field Lighting Project in the amount of $918,027.00 During construction modifications were made to the project to make changes to the backstop with the installation of netting to replace the chain-link fencing specified. This dramatically enhances the appearance of the field and experience when using the facility. Although the fencing to netting changes did not change the cost of the project, DSA required the installation of a reinforced concrete grade beam and curb to secure the netting at its base, which resulted in Byrom-Davey’s generation of this PCO#4. This Change Order no. 01 is necessary to reimburse Byrom-Davey, Inc. the added cost of constructing the grade beam/curb. Change Order No. 01 includes no increase to the contract time. |
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Funding Information - Budgeted: Yes
- Fund: 85
- Source: Measure ES
- Account Number: 85-90904-0-00000-85000-6200-015-2600
- Budget Category: Construction Contract
- DSA #: 03-117937
MEASURE ES FUNDING - Original Contract: $918,027.00
- Change Order #01: $31,848.00
- TOTAL CONTRACT AMOUNT: $949,875.00
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It is recommended that the Board of Education approve Change Order #02 with Byrom-Davey, Inc. for the Santa Monica High School - Sealy Field Project in an amount of $1,928.74 for a total contract amount of $951,803.74 and 0 days of schedule impact. |
On September 13, 2017, the Board awarded to Byrom-Davey, Inc. the construction contract for the Santa Monica High School Sealy Field Lighting Project in the amount of $918,027.00 During construction modifications were made to the project to make changes to the baseball backstop with the installation of netting to replace the chain-link fencing specified. To keep to the schedule the District instructed the contractor to work premium time to finish the concrete work for the backstop wall. The cost for this premium time worked and tracked by the District resulted in Byrom-Davey’s generation of this PCO#5. This Change Order No. 02 is necessary to reimburse Byrom-Davey, Inc. the added cost of working premium time constructing the Sealy Field baseball backstop grade beam/curb. Change Order No. 02 includes no increase to the contract time. |
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Funding Information - Budgeted: Yes
- Fund: 85
- Source: Measure ES
- Account Number: 85-90904-0-00000-85000-6200-015-2600
- Budget Category: Construction Contract
- DSA #: 03-117937
MEASURE ES FUNDING - Original Contract: $918,027.00
- Change Order #01: $31,848.00
- Change Order #02: $1,928.74
- TOTAL CONTRACT AMOUNT: $951,803.74
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It is recommended that the Board of Education award an agreement with All-American Inspection Inc.to provide in-plant inspection services during the manufacture of a portable restroom building for Santa Monica High School - Discovery Building Project (Interim Housing) in an amount not to exceed $5,250.00. |
A portable restroom building will be manufactured to be utilized by the new interim housing which will accommodate classes during the demolition of the Science and Technology Buildings and the construction of the Discovery Building. The DSA permit requires the District to provide inspection services from an approved third-party inspection firm for In-Plant inspection during the manufacturing process. The inspection at the facility will be to verify compliance with DSA approved plans. All-American Inspection Inc. is DSA approved to provide IOR services and has provided a proposal to provide those services. Inspection services are required by code to ensure that school facilities are built to the District requirements. |
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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 #: 03-118615
MEASURE ES FUNDING: - TOTAL CONTRACT AMOUNT: $5,250.00
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It is recommended that the Board of Education award a contract with SimplexGrinnell to provide the fire alarm system at Santa Monica High School - Discovery Building Project (Interim Housing), in an amount not to exceed $50,292.81. |
On 06/06/09, the Board of Education approved Simplex Grinnell (BOE Item A.28) for the Fire Alarm devices because all existing District wide systems are manufactured by the sole source manufacturer. The Board of Education further approved on 06/29/17 the GSA schedule no. GS-07-0396Y1 valid through June 30, 2022 which allows for fire alarm, security, and emergency disaster equipment purchases and all services necessary to install the equipment from design to start-up, including maintenance and training at the lowest offered pricing. The Los Angeles County Department of Education allows Districts to “piggy back” off of the GSA contracts with no restriction other than standard Public Works contracting requirements. Interim housing classrooms will be installed on tennis court #1 to accommodate the classrooms which will be lost with the demolition of the Science Building during the summer of 2018. The demolition is to make way for the construction of the new Discovery Building. The fire alarm system is required per the DSA approved plans.
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Funding Information - Budgeted: Yes
- Fund: 85
- Source: Measure ES
- Account Number: 85-90904-0-00000-85000-6200-015-2600
- Budget Category: Construction / Fire Alarm
- DSA#: 03-118615
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It is recommended that the Board of Education approve Contract Amendment #03 for additional Design Services for Santa Monica High School – Discovery Building Project to HED Architects in an amount not to exceed $131,623.00 for a total contract amount of $6,828,133.00. |
Provide structural design services for the shade canopy over the 50-meter swimming pool to replace the conventional shade structure design: - Design a system for the application
- Analyze the structural design related all potential forces
- Involve audio visual, lighting, fire and life safety and all other professional services related to the design
- Evaluate various value management items as result of the design
The total not-to-exceed cost of $131,623.00 includes $2,000.00 in reimbursable expenses. |
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Funding Information - Budgeted: Yes
- Fund: 85
- Source: Measure ES
- Account Number: 85-90904-0-00000-85000-5802-015-2600
- Budget Category: Soft Costs \ Design Services \ Architects
MEASURE ES FUNDING: - ORIGINAL CONTRACT: $5,039,460.00
- CONTRACT AMENDMENT #01 - Subterranean parking study: $19,000.00
- CONTRACT AMENDMENT #02 – Subterranean parking design: $1,638,050.00
- CONTRACT AMENDMENT #03 – Tension Structure Roof Design: $131,623.00
- TOTAL CONTRACT AMOUNT: $6,828,133.00
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It is recommended that the Board of Education approve Contract Amendment #04 for additional design services for the Innovation Building Fire Pump Study - Santa Monica High School – Discovery Building Project to HED Architects in an amount not to exceed $45,500 for a total contract amount of $6,873,633.00. |
The Innovation Building Fire Pump study will be conducted to investigate the existing fire water pump to pressurize the fire water loop to serve the fire sprinkler system for the Discovery Building and future new campus buildings. - Review the existing as-build plans and actual system on site
- Review code requirements for multiple buildings
- Verify code interpretations and obtain buy-off from Santa Monica Fire Dept.
- Provide updated fire flow hydraulic calculations.
- Provide routing through existing Innovation improvements
- Provide a cost analysis
The total not-to-exceed cost of $45,500 includes $500.00 in reimbursable expenses. |
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Funding Information - Budgeted: Yes
- Fund: 85
- Source: Measure ES
- Account Number: 85-90904-0-00000-85000-5802-015-2600
- Budget Category: Soft Costs \ Design Services \ Architects
MEASURE ES FUNDING: - ORIGINAL CONTRACT: $5,039,460.00
- CONTRACT AMENDMENT #01 - Subterranean parking study: $19,000.00
- CONTRACT AMENDMENT #02 – Subterranean parking design: $1,638,050.00
- CONTRACT AMENDMENT #03 – Tension Structure Roof Design: $131,623.00
- CONTRACT AMENDMENT #04 – Innovation Fire Pump Study: $45,500.00
- TOTAL CONTRACT AMOUNT: $6,873,633.00
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It is recommended that the Board of Education approve Contract Amendment #05 to HED Architects for additional reimbursable expenses for Santa Monica High School – Discovery Building Project in an amount not to exceed $56,461.28 for a total contract amount of $6,930,094.28. |
A last-minute decision by DSA to increase the plan check fee by $56,461.28 did not allow sufficient time for the District to process a check for the amount due so the cost was covered by HED. This resulted in the depletion of the HED/MRY reimbursable allowance by that amount. This request is to replenish that allowance. |
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Funding Information - Budgeted: Yes
- Fund: 85
- Source: Measure ES
- Account Number: 85-90904-0-00000-85000-5802-015-2600
- Budget Category: Soft Costs \ Design Services \ Architects
MEASURE ES FUNDING: - ORIGINAL CONTRACT: $5,039,460.00
- CONTRACT AMENDMENT #01 - Subterranean parking study: $19,000.00
- CONTRACT AMENDMENT #02 – Subterranean parking design: $1,638,050.00
- CONTRACT AMENDMENT #03 – Tension Structure Roof Design: $131,623.00
- CONTRACT AMENDMENT #04 – Innovation Fire Pump Study: $45,000.00
- CONTRACT AMENDMENT #05 – Innovation Fire Pump Study: $56,461.28
- TOTAL CONTRACT AMOUNT: $6,930,094.28
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It is recommended that the Board of Education approve Contract Amendment #09 with dsk Architects to provide additional architectural design services for Webster Elementary School – Window, Paint, Floors and Doors Project in an amount not to exceed $9,555.00 for a total contract amount of $749,644.00. |
dsk Architects were asked to provide additional design services for the Construction Administration phase of the project due to extended construction duration, in order to respond to RFI’s, issue ASI’s, review, comment and approve contractor pay applications, and attend construction site meetings. |
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Funding Information - Budgeted: Yes
- Fund: 85
- Source: ES
- Account Number: 85-90905-0-00000-85000-5802-008-2600
- 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
- CA #08 – Olympic HS, WPFD and HVAC Projects Reimbursable Exp: 18,950.00
- CA #09 – Webster – WPF additional services construction mgmt. $9,555.00
- TOTAL CONTRACT AMOUNT: $749,644.00
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It is recommended that the Board of Education approve Change Order #01 with Angeles Contractor, Inc., for the Malibu Middle & High School – Window, Paint, Floors & Doors Project – (Buildings F, I, G, & D) in an amount not to exceed $62,961.86 for a total contract amount of $2,450,961.86. |
On April 20, 2017, the Santa Monica-Malibu Unified School District Board of Education awarded a contract to Angeles Contractor, Inc., in the amount $2,388,000.00. The scope of work in Change Order 01 (CO-01) includes all labor, materials, equipment and related overhead costs for the work described in this COR to include: 1) COR#002.1 add additional scope of work associated with the added details and attachments to structure required per the DSA approved plans. 2) COR#006 replace soffit framing and T-Bar repair work in Building I and replace ceiling tiles in Building G per Construction Directives (CCDA-001 & CCDB-006). 3) COR#011 add additional electrical scope to the Dark Room, Water Heater Room, and the Boys and Girls restrooms. 4) COR#18 add additional floor drains in the Boy’s Restroom. 5) COR#19 replace sink and faucet in the Special Ed Room at Malibu High School, DSA #03-117622. |
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Funding Information - Budgeted: Yes
- Fund: 85
- Source: Measure ES
- Account Number: 85-90905-0-00000-85000-5640-010-2600
- Budget Category: Soft Costs\Design Services\Architects
- DSA #: 03-117622
- ORIGINAL CONTRACT AMOUNT: $2,388,000.00
- CHANGE ORDER NO. 1: $62,961.86
- TOTAL CONTRACT AMOUNT: $2,450,961.86
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It is recommended that the Board of Education approve Change Order #03 with Angeles Contractor, Inc., for the Malibu Middle & High School - Campus Improvements Project (Parking Lot E & Demolition of Buildings A, B, C & E) in an amount not to exceed $24,937.03 for a total contract amount of $8,330,394.05. |
On March 16, 2017, the Santa Monica-Malibu Unified School District Board of Education awarded a contract to Angeles Contractor, Inc., in the amount $8,248,837.00. The scope of work in Change Order 03 (CO-03) includes all labor, materials, equipment and related overhead costs for the work described in this COR to include: 1) COR#025 add additional light fixtures for the reroute of emergency vehicular access path to preserve existing monument and tree at the football field per Construction Directive (CCDB-015). 2) COR#029 power for additional booster pump at Parking Lot E per Construction Directive (CCDB-035). 3) COR#030 credit for the removal of root guard wire in the dig out for the trees at south and north areas of the access road per concurrence of District Maintenance staff. 4) COR#034 add additional wire conduit for the completion of the new electrical gear work for Parking Lot E at Malibu High School, DSA #03-113456. Funding will be from Program Reserve Shortage. |
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Funding Information - Budgeted: Yes
- Fund: 83
- Source: Measure BB
- Account Number: 83-90500-0-00000-85000-6200-010-2600(Malibu HS)
- Budget Category: Hard Costs\Construction\Construction Contract
- DSA #: 03-113456
- ORIGINAL CONTRACT AMOUNT: $8,248,837.00
- CHANGE ORDER NO. 1: $36,561.87
- CHANGE ORDER NO. 2: $20,058.15
- CHANGE ORDER NO. 3: $24,937.03
- TOTAL CONTRACT AMOUNT: $8,330,394.05
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It is recommended that the Board of Education approve Contract Amendment #53 with HMC Architects for the Campus Improvement Project in an amount not to exceed $25,000.00 for a total contract amount of $9,349,780.50. |
Contract Amendment #53 shall cover the cost of additional reimbursable expenses associated with the design of the Campus Improvement Project at MMHS. Reimbursable expenses include printing, delivery, transportation and other costs associated with delivery of the project. Funding for this CA will be through Program Reserve Shortage. |
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Funding Information - Budgeted: No
- Fund: 83
- Source: Measure BB
- Account Number: 83-90500-0-00000-85000-5802-010-2600
- Project: Campus Improvement Project
- Budget Category: Soft Costs \ Design Services \ Architects
MEASURE BB: - ORIGINAL CONTRACT AMOUNT - MMHS, Prog./Schematic Design: $961,327
- CONTRACT AMENDMENT #1 - Cabrillo, SDC-IS: $87,995
- CONTRACT AMENDMENT #2 - MMHS, FF&E Standards: $92,400
- CONTRACT AMENDMENT #3 - MMHS, DD/CD/CA: $3,562,894
- CONTRACT AMENDMENT #4 - Pt. Dume/Webster Safety: $157,588
- CONTRACT AMENDMENT #5 - MMHS, Public Meetings/EIR: $25,144
- CONTRACT AMENDMENT #6 - Cabrillo, Safety Project: $10,304
- CONTRACT AMENDMENT #7 - Webster, Parking Safety Project: $62,344
- CONTRACT AMENDMENT #8 - Cabrillo, Septic Study: $21,647
- CONTRACT AMENDMENT #9 - MMHS, Right turn lane study: $68,256
- CONTRACT AMENDMENT #10 - MMHS, Fire protection: $25,991
- CONTRACT AMENDMENT #11 - MMHS, Field renderings: $8,046
- CONTRACT AMENDMENT #12 - MMHS, Wastewater study: $62,037
- CONTRACT AMENDMENT #13 - MMHS, Electrical: $34,428
- CONTRACT AMENDMENT #14 - MMHS, EIR, Traffic, Parking: $372,321
- CONTRACT AMENDMENT #15 - Webster Fire alarm: $9,090
- CONTRACT AMENDMENT #16 - MMHS, Additional Scope: $228,405
- CONTRACT AMENDMENT #17 - Malibu, Parking Lot “A”: $57,340
- CONTRACT AMENDMENT #18 - Cabrillo, Additional scope: $9,690
- CONTRACT AMENDMENT #19 - OWTS, Webster: $57,330
- CONTRACT AMENDMENT #20 - OWTS, Pt. Dume: $57,330
- CONTRACT AMENDMENT #21 - MMHS, OWTS Const. Doc’s & CA: $245,375
- CONTRACT AMENDMENT #22 - Point Dume, Struct. invest. & design: $19,840
- CONTRACT AMENDMENT #23 - MMHS, CDP Exempt. and Waivers: $12,520
- CONTRACT AMENDMENT #24 - Cabrillo, DSA submittal Fencing: $3,700
- CONTRACT AMENDMENT #25 - MMHS, FA into sep. DSA & Bid Pkg: $69,210
- CONTRACT AMENDMENT #26 - MMHS Fence/Gates, Erosion Control: $83,090
- CONTRACT AMENDMENT #27 - Cabrillo, Fencing & gate revisions: $7,065
- CONTRACT AMENDMENT #28 - Webster, Parking and Drop-Off: $73,280
- CONTRACT AMENDMENT #29 - Malibu, Campus Improvement: $8,000
- CONTRACT AMENDMENT #30 - MMHS, EIR lighting study: $4,500
- CONTRACT AMENDMENT #32 - MMHS, RWQCB, WDRs: $6,200
- CONTRACT AMENDMENT #33 - MMHS HS, Fire Alarm, FCD: $7,315
- CONTRACT AMENDMENT #34 - MMHSHS, SWPPP: $5,800
- CONTRACT AMENDMENT #36 - MMHS, CDP, Hearing, redesign: $350,000
- CONTRACT AMENDMENT #37 - MMHS, Redesign, OWTS Redesign: $444,444
- CONTRACT AMENDMENT #38 - MMHS, Pkg Lot Photo Renderings: $44,345
- CONTRACT AMENDMENT #39 - MMHS, Wharf and Pkg Lot E Design: $496,000
- CONTRACT AMENDMENT #40 - MMHS, Pkg lot/ESHA Light Meter: $14,000
- CONTRACT AMENDMENT #41 - MMHS, Bldg E: $193,097
- CONTRACT AMENDMENT #42 - MMHS Building E Replacement: $108,500
- CONTRACT AMENDMENT #43 - MMHS Building E Exterior Upgrades: $88,454
- CONTRACT AMENDMENT #44 - MMHS Native Tree Monitoring Rpt.: $4,500
- CONTRACT AMENDMENT #45 - MMHS SWPPP & Waste Water: $158,764
- CONTRACT AMENDMENT #46 - MMHS Air Cond. & MDF Mig. Plan: $183,700
- CONTRACT AMENDMENT #47 - MMHS Feasibility Std and CDP App: $58,350
- CONTRACT AMENDMENT #48 - MMHS Growthpoint Renderings: $6,187
- CONTRACT AMENDMENT #49 - MMHS Design Updates and Bid Sets: $462,801
- CONTRACT AMENDMENT #50 - MMHS Peer Review - Outdoor Lights: $5,036.50
- CONTRACT AMENDMENT #51 - MMHS Traffic Control: $18,510
- CONTRACT AMENDMENT #52 - Webster Drop Off /Parking Lot Update: $170,290.00
- CONTRACT AMENDMENT #53 – MMHS Reimbursables: $25,000.00
- TOTAL CONTRACT AMOUNT: $9,349,780.50
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It is recommended that the Board of Education accept as completed all work contracted for the indicated Purchase Orders. |
A Notice of Completion must be recorded for Purchase Orders over $25,000 and within thirty-five (35) days with the County of Los Angeles pending approval by the Board of Education. |
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- School: Will Rogers Elementary School
- Project: Windows, Paint, Floors & Doors Project
- Funding: Measure ES
- Vendor Name: EcoBuild, Inc.
- PO Number: 185333
- Amount: $7,877.00
- Substantial Completion Date: 01/05/18
- School: Will Rogers Elementary School
- Project: Windows, Paint, Floors & Doors Project
- Funding: Measure ES
- Vendor Name: Heritage Window Coverings, Inc.
- PO Number: 180349
- Amount: $36,975.00
- Substantial Completion Date: 01/05/18
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It is recommended that the Board of Education approve Contract Amendment #02 to Plan Net to create Bard Unit technical specifications, in an amount not to exceed $3,500.00 for a total contract amount of $126,500.00. |
Plan Net will provide new specifications for districtwide projects involving bard unit replacement to ensure that the new equipment meets district requirements. This work is in addition to the previously contracted work approved by the board. |
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Funding Information - Budgeted: Yes
- Fund: 85
- Source: ES
- Account Number: 85-90906-0-00000-85000-5802-XXX-2600
- Budget Category: Technical Specifications Bard HVAC Units
MEASURE ES FUNDING: - ORIGINAL CONTRACT: $63,000.00
- CONTRACT AMENDMENT #01: $60,000.00
- CONTRACT AMENDMENT #02: $3,500.00
- TOTAL CONTRACT AMOUNT: $126,500.00
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It is recommended that the Board of Education award an agreement for Districtwide ADA Transition Plan services to Disability Access Consultants in an amount not to exceed $147,500.00. |
The District issued an RFQ/RFP on September 27, 2017 for a Districtwide ADA Transition Plan and Services. Thirty-three firms requested a copy of the RFQ/RFP. Responses were due October 20, 2017. The District received four responses from: - Sally Swanson
- Disability Access Consultants (DAC)
- Rachlin Partners
- SHP Project Development
Staff reviewed the proposals and found two firms were qualified. Staff conducted an interview with the firm that ranked 1st and found them to be qualified to perform the services of the issued RFQ/RFP. It is recommended that Disability Access Consultants (DAC) be awarded an agreement based on pricing and qualifications in an amount not to exceed $147,500.00. |
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Funding Information - Budgeted: Yes
- Fund: 85-90100-0-00000-85000-5802-050-2600 (60%); 85-90100-0-00000-85000-5802-010-2600 (20%); 85-90100-0-00000-85000-5802-015-2600 (20%)
- Source: Measure ES
- Budget Category: Professional Services
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It is recommended that the Board of Education approve the attached certificated appointments, separations and 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 appointments for Classified Personnel (non-merit system) be approved and/or ratified. All personnel will be properly elected in accordance with District policies and salary schedules. |
Classified - Non-Merit
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It is recommended that the Board of Education approve an increase in FTEs (total = 3.91 FTE), as indicated below in order to meet IEP requirements and student needs for the 2017-2018 school year. |
The 2017-2018 budget will be adjusted $79,301 for salary and benefits. |
- ParaEducator 1 - new position 0.75 FTE (6 hours) - Muir Elementary
- ParaEducator 1 - new position 0.75 FTE (6 hours) - Edison Elementary
- ParaEducator 2 - new position 0.75 FTE (6 hours) - McKinley Elementary
- ParaEducator 3 - new position 0.75 FTE (6 hours) - McKinley Elementary
- ParaEducator 3 - new position 0.75 FTE (6 hours) - Grant Elementary
- ParaEducator 3 - increase from 0.75 FTE (6 hours) to 0.91 FTE (7.25 hours) - McKinley Elementary
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Time start: 6:28 p.m. Time end: 6:30 p.m.
Public Comments: * Karen Farrer addressed the board regarding conflict of interest. |
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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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The Facility Division requests that the Board of Education give direction on establishing a standard for whole-building termite treatment in our Southern California campuses. The staff recommendation is to establish fumigation as the district standard for whole-building treatment. Heat and non-toxic/low toxic localized/spot treatments will still be used between major treatments and in cases where it is justified. |
In 2017, the Operations Department treated two campuses, Roosevelt ES and Webster ES, in conjunction with the Facility Improvements Window, Paint & Floor modernization projects. Our buildings are wood structures in Southern California and like more SC buildings they have termites. In the past few decades, the Operations Department has treated the termites locally, usually with non-toxic pesticides. However, a whole-campus termite mitigation is recommended periodically when there is an ongoing infestation for termites. Treatment is optimally when there is a major modernization, such as the Window, Paint & Floor projects. Prior to the Summer 2016 work, Grant ES, Rogers ES and Cabrillo ES were fumigated for termites after termites and evidence of termites were found throughout the building. Webster ES and Roosevelt ES were inspected last winter. Termites were found throughout the campus. Fumigation was scheduled for both campuses over Spring Break as to not impact summer construction schedules. Roosevelt ES was fumigated at the beginning of Spring Break. The district received some concerns about the process and the use of a toxic pesticide. As a result, the district hired environmental consultants to investigate whether the gas remained or left a residue on materials, such as carpets, cushions and toys. All samples were negative for the presence of gas (please see attached report). Due to concerns, the Board directed staff to research and try alternative methods. A secondary heat treatment to eliminate termites was completed at Webster ES during the summer modernization project. To determine the effectiveness of these two methods, Maintenance and Operations contracted with Mario D. Bazan, a Board Certified Entomologist, to investigate and report on the efficiency of both the fumigation and the heat method. His report is attached. In short, Roosevelt ES (fumigation) showed no evidence of new fecal pellets. Webster ES (heat) showed possible evidence of new fecal pellets. Work orders have also shown a continued presence of termites at Webster ES, with limited report of continued presence of termites at Roosevelt ES. |
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Fumigation is overall less expensive than the heat treatment by roughly 70-80%. Completing the fumigation treatment during Spring Break reduces impacts to scheduling and costs to the construction program, whereas the heat treatment impacts both the costs and schedule, since it must occur during the summer. |
In preparation for this summer’s Window, Paint & Floor modernization, we anticipate campuses will need to be treated for termites. We are waiting for direction prior to doing surveys and getting bids. This projects include: - Franklin ES – All main buildings will most likely need to be treated, though we will not treat the bungalows nor modulars. We recommend fumigation during Spring Break to maximize time for construction over the summer.
- McKinley ES – All main buildings will most likely need to be treated, though we will not treat the bungalows nor modulars. We recommend fumigation during Spring Break to maximize time for construction over the summer. Due to the two-summer phasing of the project, we might treat half this year and half next year.
- Point Dume Marine Science – All main buildings will most likely need to be treated. We recommend fumigation during Spring Break to maximize time for construction over the summer. If the infestation does not include every building.
- Muir ES/SMASH - All main buildings will most likely need to be treated, though we will not treat the bungalows nor modulars. Since this is a summer of 2019 Window, Paint and Floor project, we can probably fumigate over the summer, but due to visible damage to the building and usual presence of termites warrants treating it this year, rather than waiting for the 2019 spring break.
- Malibu HS – As we were replacing windows and doors work in the Music (F), Art (I) and Special Education/Shops (G) buildings last summer, we found extensive termite damage and the presence of termites. Prior to the remaining work this summer, we should fumigate these three buildings over summer break. We will most likely need to treat the Old Gym (J) and the Theater/Kitchen (H) buildings. We recommend fumigation during Spring Break to maximize time for construction over the summer.
If we are going to fumigate, we should do the treatment over Spring Break. If the direction is to use the heat treatment solely, the work should be done during the summer, due to the potential damage to technology and new flooring. Attached is the report from the Mario D. Bazan, the entomologist hired to conduct the assessment of the two different treatments. Staff anticipates that this item will require 30 minutes total, with 10 minutes for the staff report and 20 minutes for board member questions/comments.
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Minutes: Time start: 6:30 p.m. Time end: 9:13 p.m.
Public Comments: * Casey Zweig, Libby Gibbs, Jennifer deNicola, Jill Hawkins, Karen Farrer, Manel Sweetmore, Kevin Skenkman, Bessie Zhang, and Stacy Rouse addressed the board regarding this item.
Staff and the entomologist answered board members’ questions regarding: IPM programs in other school districts; if heat treatment could be as effective as fumigation in treating an entire building; other non-pesticide options; how staff investigates evidence of termites and determines which level of treatment will be most effective; how accessible locations are for spot treatment; protocols prior to and following fumigation treatment; and the implications of not treating termites completely. Some board members expressed their concern with using fumigation as treatment under any circumstance, while others expressed concern that not treating termites with the most effective methods would compromise existing and new facilities. There was also concern that postponing fumigation until only during summer breaks would negatively impact construction schedules.
Following extensive discussion, the board agreed to the following: * There was no clear, unanimous direction from the board to staff regarding termite treatment options, as of right now. * It was suggested that staff have a conversation with the City of Malibu to determine their strategies for addressing termites. * Staff will conduct assessments of the sites listed in the presentation to determine the extent of any termite damage. * When this item returns for board consideration, staff will present clear criteria options associated with termite treatment on which the board can take action. The board members remarked that there might not be unanimous support for the criteria. |
IPM Assessment Post-Fumigation report for Roosevelt Termite Treatment Presentation
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This discussion item is designed to provide information to the Board and public regarding the District’s practice in conducting residency checks as they relate to interdistrict permits. Recall that this subject was raised during Public Comment in the fall. Staff has also provided this information to the board in a Friday Memo. The need to verify residency is prompted in various ways that include, but are not limited to, returned mail, high tardiness and absenteeism, reports from other parents and community members, reports from individuals who previously signed affidavits, and student self-reports. When residency is in question, parents are asked to verify residency by providing documentation that substantiates their residency. When parents are unable to provide the documentation required to verify residency, further questioning of the parent occurs. If questions still remain, administrators from the site will contact the Student Services Department and ask for a residency check to be done. Student Services enlists Campus Security Officers to do reference checks. Typically, steps include observing addresses at times when students would likely be at home, such as early in the morning, to see if they are coming and going. If inconclusive, they will attempt to contact the family in residence by knocking on doors and/or ringing apartment codes. If the dwelling is a multi-unit facility, discussions may occur with on-site property management and/or neighbors. Typically, they question whether school-age children reside at the address in question. Our Campus Security Officers identify themselves as employees of the District, state their purpose, and provide a business card. If the Security Officer is successful at reaching parents at the residence, they will either ask to see the children or ask to see evidence that the child lives at the residence. Evidence may include checking sleeping quarters and seeing the presence of clothing appropriate for school-age children.. The purpose of a residency check is for the District to do its due-diligence in verifying residency. We do not seek to unequivocally prove that a family resides at a particular address. If the residency check is inconclusive, which they often are, we make no change to a particular student(s) enrollment. As stated in BP 5111 and AR 5111.1, families have an obligation to inform the school when they change residence. Unfortunately, too often they do not and we are left to learn this information from the many ways described previously. We would much more prefer that our families are forthright with us regarding residency. In doing so, they give us the best opportunity to explore options for maintaining enrollment: alternative documentation, inter-district permit, affidavit of guardianship, affidavit of residency, or McKinney-Vento (displaced housing) status. |
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Staff anticipates that this item will require a total of 25 minutes, 15 minutes for the staff presentation and 10 minutes for board member questions and comments. |
The board postponed this item to a future meeting. |
Residency Check Presentation
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It is recommended that the Board of Education consider replacing BP and Adopting E 5030 - Student Wellness. |
The Child Nutrition and WIC Reauthorization Act of 2004 mandated that all local education agencies participating in a federal meal reimbursement program establish a Local Wellness Policy. The Healthy, Hunger-Free Kids Act of 2010 (HHFKA) enhances the previous Local School Wellness Policy (LSWP) requirements, strengthening requirements for ongoing implementation, assessment, and public reporting of wellness policies. The California Department of Education requires school districts to review and update their Local School Wellness Policy for compliance with federal and state requirements. To this end, 42 USC 1758b requires specific stakeholders be permitted to participate in the development, implementation, and periodic review of the District’s wellness policy, which can be done through the formation of a stakeholder committee. The Health and Safety District Advisory Committee established an Ad Hoc committee comprised of staff, parents and community members in order to review BP 5030 and to propose a revised policy and establish goals. The old policy was outdated (last updated 2009), so it was decided to abandon the previous policy and develop a proposed new policy, aligned to the CSBA sample policy. It was also decided to develop an exhibit that details the recommended wellness goals. The Health and Safety District Advisory Committee has reviewed the proposed policy and exhibit. |
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Staff anticipates a total of 40 minutes for this item, with 20 minutes for the staff report and 20 for board member questions/comments. |
Time start: 9:13 p.m. Time end: 10:09 p.m.
Staff answered board members' questions regarding the lunch menu; the physical fitness test; breakfast for students; evaluation of the goals; how the information in the exhibit could be better presented; and how this information could be linked to the City of Santa Monica's annual report card.
Mr. de la Torre requested an inventory of the food preparation equipment at our site cafeteria kitchens. Mr. Foster suggested that "LGBT" under physical activity be changed to "transgender." He would like the Health & Safety DAC, which could assist the district in meeting some of the goals, to include LGBTQAI students in the focus of bullying prevention strategies as well as a mention of safety when promoting Safe Routes to School. He requested a future discussion item on strategies to improve school climate, and he suggested the district work with food vendors to improve upon the menu offerings at the sites.
This will return for action and information at the next meeting. The new language will be shared with departments and principals. |
BP & E 5030_memo BP & E 5030_presentation BP 5030 - Student Wellness Exhibit 5030 - Student Wellness
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It is recommended that the Board of Education consider revising BP and replacing AR 5112.3 – Student Leave of Absence. |
The mandated policy has been updated to clarify the authority to grant student leaves of absence and to encourage enrollment in independent study. The regulation has been updated to more directly reflect law, add legal citations, and clarify the signature requirements for the written agreement. |
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Staff anticipates that this item will require a total of 15 minutes, with 5 minutes for the staff report and 10 minutes for board discussion. |
Time start: 10:09 p.m. Time end: 10:13 p.m.
Mr. Foster suggested adding a phrase to the policy that allowed for more than one percent of the students enrolled to be on leave if permission was granted by the Superintendent or designee. Staff will look into this request.
This item will return for action at the next meeting. |
AR 5112.3 - Student Leave of Absence BP 5112.3 - Student Leave of Absence
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It is recommended that the Board of Education consider adopting BP 5116.2 – Involuntary Student Transfers. |
CSBA recommends adopting this new policy to reflect new law (SB 1343, 2016), which authorizes districts to involuntarily transfer a student who has been convicted of a specified violent felony or a misdemeanor associated with possession of a firearm, whenever the student is enrolled at the same school as the victim of the crime for which he/she was convicted. In order to exercise this authority, the district is mandated to adopt policy with specified components and provide notice of the policy to parents/guardians as part of the annual parental notification. |
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Staff anticipates that this item will require a total of 15 minutes, with 5 minutes for the staff report and 10 minutes for board discussion.
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Time start: 10:13 p.m. Time end: 10:24 p.m.
Staff answered board members' questions how the district follows up on a student who has been transferred and whether or not elementary school students can be involuntarily transferred.
Mr. de la Torre requested data on the number of involuntary transfers.
This item will return for action at the next meeting. |
BP 5116.2 - Involuntary Transfer of Students
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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 adopt Resolution No. 17-21 – In Honor of Black History Month. |
It is recommended that the Board of Education adopt Resolution No. 17-21 – In Honor of Black History Month. Passed with a motion by Ms. Laurie Lieberman and a second by Mr. Ralph Mechur. |
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.
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In 1976, February was designated as Black History Month. This resolution honors the achievements and contributions of African-American citizens in the United States. |
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Time start: 10:24 p.m. Time end: 10:26 p.m. |
Resolution: Black History Month
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It is recommended that the Board of Education adopt Resolution No. 17-22 – In Honor of Career Technical Education (CTE) Month. |
It is recommended that the Board of Education adopt Resolution No. 17-22 – In Honor of Career Technical Education (CTE) Month. Passed with a motion by Ms. Maria Leon-Vazquez and a second by Mr. Oscar de la Torre. |
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.
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On Tuesday, February 9, 2016, the U.S. Senate unanimously passed a resolution recognizing February as CTE Month and declaring the Senate's support for its goals. The measure was drafted and circulated by Senate CTE Caucus co-chairs Tim Kaine (D-VA), Rob Portman (R-OH), Tammy Baldwin (D-WI) and Johnny Isakson (R-GA) and introduced with an additional 17 co-sponsors. Following the Senate’s adoption of the resolution, the Association for Career Technical Education (ACTE) stated, "CTE Month is an opportunity for millions of students and education professionals to share the accomplishments and importance of CTE nationwide. [The] Senate's support for CTE Month and its goals advance[s] our community's effort to build awareness of CTE's role in preparing all students for the 21st Century economy." |
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Time start: 10:26 p.m. Time end: 10:26 p.m. |
Resolution: Career Technical Education Month
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It is recommended that the Board of Education approve the selection of Lisa Jenkins as a Personnel Commissioner, as recommended by the Personnel Commission Selection Committee, and forward the nomination to the State Superintendent of Public Instruction for appointment. |
It is recommended that the Board of Education approve the selection of Lisa Jenkins as a Personnel Commissioner, as recommended by the Personnel Commission Selection Committee, and forward the nomination to the State Superintendent of Public Instruction for appointment. Passed with a motion by Mr. Jon Kean and a second by Ms. Maria Leon-Vazquez. |
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.
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After a dedicated and impactful 3-year term serving as a Personnel Commissioner, Mr. Peter Lippman has chosen to not seek reappointment. An open recruitment was conducted to fill the vacancy created by Mr. Lippman’s anticipated departure. The Board of Education plays a critical role in the Personnel Commissioner selection process by officially approving a nominee for ultimate appointment by the State Superintendent. According to Merit Rule 2.1.2, a prescreening panel shall review qualifications of all candidates and recommend a nominee to the Board of Education for approval. |
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The term of appointment is to begin immediately upon appointment by the State Superintendent of Public Instruction. The term will expire on December 1, 2020 (Ms. Jenkins fills a vacancy). The application period for the Personnel Commissioner position was from September 18, 2017, through December 1, 2017. The recruitment process was widely publicized by a variety of media including on-line postings and press releases in both Santa Monica and Malibu. During this time period, applications were received by six (6) applicants; of whom one (1) was invited to interview with the Personnel Commission Selection Committee. The Personnel Commission Selection Committee was comprised of Dr. Mark Kelly, Assistant Superintendent of Human Resources; Ms. Rebel Harrison, SEIU Representative; Ms. Area Kramarsky, PTA Vice-President; and Ms. Barbara Inatsugu, Personnel Commission Vice-Chair. It is the unanimous recommendation of the Personnel Commission Selection Committee that Ms. Lisa Jenkins be appointed to fill the open Personnel Commissioner position. |
Time start: 10:27 p.m. Time end: 10:28 p.m.
Mr. Foster requested that the board receive a copy of Ms. Jenkin's application. |
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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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In October 2017, the Board of Education approved the charges for the District Advisory Committees (DACs). As per Administrative Regulation 1220 – District Advisory Committees, “The co-chairpersons [of each DAC] 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.” This informational agenda item meets that requirement. Next steps: As per AR 1220, “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.” |
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A mid-year report was submitted by the Intercultural Equity and Excellence DAC. The full text of this report is attached. The reports from the Early Child Care DAC, Health and Safety DAC, Special Education DAC, and Visual and Performing Arts DAC will be on a future agenda. |
DAC Mid-year Report: IEE DAC
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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: 10:28 p.m. Time end: 10:30 p.m.
* Ms. Leon-Vazquez reported that she attended part of the School Leadership Team (SLT) training on Monday, and said it was great to see all the teachers and principals participating. She thanked Dr. Mora for the engaging meeting. * Mr. Kean reported that the board received an email from a Webster teacher, who was touched that the board had adopted a resolution honoring Fred Korematsu. The board suggested that staff invite her to speak next year for the annual adoption of the resolution. |
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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 Thursday, February 15, 2018, at 5:30 p.m. at the district office (1651 16th St., Santa Monica, CA 90404). |
It was moved by Ms. Leon-Vazquez, seconded by Mr. de la Torre, and voted 7/0 to adjourn the meeting at 10:30 p.m. The next meeting is a regular meeting scheduled for Thursday, February 15, 2018, at 5:30 p.m. at the district office: 1651 16th Street, Santa Monica, CA 90404. |
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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 | Mr. Oscar de la Torre |
Present | Mr. Craig Foster |
Present | Mr. Jon Kean |
Present | Ms. Maria Leon-Vazquez |
Present | Ms. Laurie Lieberman |
Present | Mr. Ralph Mechur |
Present | Dr. Richard Tahvildaran-Jesswein |
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