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MEETING FORMAT "B"
Santa Monica-Malibu USD
February 21, 2019 5:30PM
District Administrative Offices: 1651 16th Street, Santa Monica, CA The Board of Education will call the meeting to order at 4:30 p.m. in the Board Conference Room at the District Offices, at which time the Board of Education will move to Closed Session regarding the items listed under Closed Session. The public meeting will reconvene at 5:30 p.m. in the Board Room.

. CLOSED SESSION
Minutes:
Dr. Tahvildaran-Jesswein 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)(1) CONFERENCE WITH LEGAL COUNSEL – EXISTING LITIGATION (25 min)Confidential agenda item.
Quick Summary / Abstract:
  • Name of Case: OAH Case No. 2018050306
  • Name of Case: America Unites for Kids vs. Lyon (C.D. Ca. Sept., 2016), now on appeal to the U.S. Court of Appeals for the Ninth Circuit, America Unites for Kids v. Rousseau, No. 16-56390
.II.B. Government Code §54956.9(d)(2) CONFERENCE WITH LEGAL COUNSEL – ANTICIPATED LITIGATION – SIGNIFICANT EXPOSURE TO LITIGATION (25 min)Confidential agenda item.
Quick Summary / Abstract:
  • DN-1009-18/19 (Special Education) (postponed from 10/18/18)
  • DN-1014-18/19 (Special Education)
.II.C. Government Code §54957 PUBLIC EMPLOYEE DISCIPLINE / DISMISSAL / RELEASE (5 min)Confidential agenda item.
.II.D. Government Code §54957.6 CONFERENCE WITH LABOR NEGOTIATORS (20 min)Confidential agenda item.
Quick Summary / Abstract:
  • Agency Designated Representative: Dr. Ben Drati
  • Employee Organizations: SMMCTA
  • Agency Designated Representative: Dr. Ben Drati
  • Employee Organizations: SEIU
  • Agency Designated Representative: Dr. Ben Drati
  • Employee Organizations: SMMASA
. OPEN SESSION
.I. CALL TO ORDER
Minutes:
Dr. Tahvildaran-Jesswein called open session to order at 5:35 p.m.
.I.A. Roll Call
Minutes:
Present Oscar de la Torre – arrived at 5:05 p.m.
Present Craig Foster – arrived at 4:47 p.m.
Present Jon Kean
Present Maria Leon-Vazquez – arrived at 7:01 p.m.
Present Laurie Lieberman
Present Ralph Mechur
Present Dr. Richard Tahvildaran-Jesswein
.I.B. Pledge of Allegiance
Minutes:
Led by Student Board Member Kimya Afshar
.II. APPROVAL OF THE AGENDA
Recommended Motion:

It is recommended that the Board of Education approve the February 21, 2019, regular meeting agenda.  

Actions:
Motion

It is recommended that the Board of Education approve the February 21, 2019, regular meeting agenda.  

Passed with a motion by Ms. Laurie Lieberman and a second by Mr. Craig Foster.
Vote:
Yes Mr. Oscar de la Torre.
Yes Mr. Craig Foster.
Yes Mr. Jon Kean.
Absent Ms. Maria Leon-Vazquez.
Yes Ms. Laurie Lieberman.
Yes Mr. Ralph Mechur.
Yes Dr. Richard Tahvildaran-Jesswein.
.III. APPROVAL OF MINUTES
.III.A. Approve February 7, 2019, Minutes
Recommended Motion:

it is recommended that the Board of Education approve the February 7, 2019, regular meeting minutes.  

Actions:
Motion

it is recommended that the Board of Education approve the February 7, 2019, regular meeting minutes.  

Passed with a motion by Mr. Craig Foster and a second by Mr. Oscar de la Torre.
Vote:
Yes Mr. Oscar de la Torre.
Yes Mr. Craig Foster.
Yes Mr. Jon Kean.
Absent Ms. Maria Leon-Vazquez.
Yes Ms. Laurie Lieberman.
Yes Mr. Ralph Mechur.
Yes Dr. Richard Tahvildaran-Jesswein.
Attachments:
Minutes_020719
.IV. BOARD OF EDUCATION – COMMENDATIONS/RECOGNITIONS
.IV.A. Black History Month and Dr. Martin Luther King, Jr. Celebration (10 min)
Minutes:
Time start: 5:41 p.m. Time end: 6:06 p.m.

Staff answered board members’ questions regarding the social justice courses being taught at the high schools. The board members remarked on how the content of the presentation connected to the work and struggle of Dr. King.
Attachments:
Black History Month Celebration presentation
.IV.B. Career Technical Education (CTE) Month (15 min)
Minutes:
Time start: 6:06 p.m. Time end: 6:27 p.m.

Dr. Smith introduced Samohi dance teacher Ms. Green; graphic design student Yulia; photography students Dean, Henry, Jakob, and Alba; and business and marketing students Mason and Alexandra; who all shared their CTE experiences at Samohi. Students in the film class have been selected for two upcoming film festivals.
Attachments:
CTE Month Celebration presentation
.IV.C. YMCA Youth and Government Youth Governor 2019-20Was edited within 72 hours of the Meeting
Minutes:
Time start: 6:27 p.m. Time end: 6:29 p.m.
Mr. Kean recognized Aidan Blain, the Student Board Member from Samohi, who was recently elected to serve as the Youth Governor of the YMCA Youth and Government program for 2019-20.
.V. SUPERINTENDENT'S REPORT
Minutes:
Time start: 6:29 p.m. Time end: 6:30 p.m.

Dr. Drati provided an update on the mud flow situation at MHS. He reported that Mr. Burgess met with our Maintenance and Operations team, site administrators, and an engineer to determine a game plan to clean the athletic fields and prevent future flows onto the fields during heavy rain events.
.VI. CONSENT CALENDAR
Actions:
Motion
Passed with a motion by Mr. Craig Foster and a second by Ms. Laurie Lieberman.
Vote:
Abstain Mr. Oscar de la Torre.
Yes Mr. Craig Foster.
Yes Mr. Jon Kean.
Absent 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.1-4, B.1-3, C.1-7, D.1-4, and E.1 listed under the Consent Calendar.

Time start: 6:30 p.m. Time end: 6:31 p.m.
.VI.A. Curriculum and Instruction
.VI.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. 

Financial Impact:
  • Contractor: Mindful Schools
  • Dates: 01/25/18–06/10/20
  • Amount not to exceed: $39,900.00
  • Description: Online, self-paced training courses in “Mindfulness” to one hundred fourteen (114) SMMUSD employees. 6 weeks will cover “Mindfulness Fundamentals, and second 6 weeks will cover “Mindfulness Educator Essentials”. Staff will register and work at individual pace.
  • Site: Multiple SMMUSD elementary (11) locations. Lincoln previously purchased program for site.
  • Funding: 01-00030-0-11100-10000-5802-030-1300


  • Contractor: The Center for Mindful Living
  • Dates: 02/01/18–06/10/20
  • Amount not to exceed: $9,000.00
  • Description: 20 hours of in-person training courses on “Mindfulness”, to each elementary school in SMMUSD (excluding SMASH who is already had this training). CFML Staff will provide 40 hours of implementation support conference calls (via Zoom).
  • Site: Multiple SMMUSD elementary (10) locations. SMASH previously purchased program for site.
  • Funding: 01-00030-0-11100-10000-5802-030-1300


  • Contractor: Ricardo Jurado
  • Dates: 02/11/19–06/30/19
  • Amount not to exceed: $12,800.00
  •  Description: 1) Provide direct support to the Assessment, Research & Evaluation Team in areas that involve the management and maintenance of the California Longitudinal Pupil Achievement Data System (CALPADS). 2) Provide additional support in the management and maintenance of the District’s student information system, Illuminate Education. 3) Assist in establishing district-wide systems and protocols to ensure the accuracy and integrity of data stored in CALPADS and the student information system. 4) Provide comprehensive analysis of standardized assessments and district assessments by converting data into aggregated and disaggregated information
  • Site: Educational Services
  • Funding: 01-00000-0-19600-21000-5802-030-1300


  • Contractor: Big Picture Learning
  • Dates: 02/21/19–06/30/20
  • Amount not to exceed: $65,000.00
  • Description: Professional development: 25 days of principal and teacher coaching (on site, video, email, phone) including training, education and support. Access to digital platform products: learning big picture platform introduction and ImBlaze Internship Management System Introduction. Conference: attendance at Big Bang and annual leadership conference for two people-registration only.
  • Site: Educational Services
  • Funding: 01-00000-0-19210-10000-5802-030-1300

 

  • Contractor: Eric Hall & Associates
  • Dates: 07/20/18–12/31/19 
  • Amount not to exceed: $50,000.00 
  • Description: Facility Improvement Projects Department Review 
  • Site: Business Services 
  • Funding: 01-00000-0-00000-73000-5802-050-1500 
  • (Amend contract date and amount. Original contract approved on 07/19/18 Item VIII.C.1.)

Comments:

These contracts are included in the 2018-19 budget.

.VI.A.2. Conference and Travel Approval/Ratification - 2018/2019
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 $183/day. This figure is furnished for informational purposes and does not reflect the actual amount paid for an individual substitute.

Attachments:
C & T 02/21/19
.VI.A.3. Overnight Field Trip(s) 2018-19
Recommended Motion:

It is recommended that the Board of Education approve the special field trip(s) listed below for students for the 2018-2019 school year. 

Financial Impact:
  • School: Malibu Middle/High School       
  • Grade:  7th-12th       
  • # of Students:  35
  • Destination:  Carnegie Hall, New York City
  • Dates: 04/10/19–04/14/19
  • Principal/Teacher:  M.Nye/K.Sorensen
  • Cost & Funding Source: $2,200.00 per student paid by  fundraising and donations
  • Subject: Choral Music
  • Purpose: Choirs of America Festival


  • School: Santa Monica High School
  • Grade: 9th-12th
  • # of Students: 15
  • Destination: Demuth Park, Palm Springs, CA
  • Dates: 03/14/19-03/16/19 02/14/19–02/16/19
  • Principal/Teacher: A.Shelton / L.Campbell
  • Cost & Funding Source: $150.00 per student paid by parent donations & fundraising
  • Subject: Athletics
  • Purpose: Varsity softball tournament
  • (Amend dates. Original item approved on 2/07/19)


  • School: Santa Monica High School
  • Grade: 9th-12th
  • # of Students: 4
  • Destination: Ocean Institute, Dana Point, CA
  • Dates: 02/21/19–02/24/19
  • Principal/Teacher: A.Shelton/B.Kay
  • Cost & Funding Source: $20.00 per student paid by parent donations & fundraising
  • Subject: Science
  • Purpose: Plastic Ocean Pollution Solutions International Youth Summit


  • School: Santa Monica High School
  • Grade: 9th-12th
  • # of Students: 14
  • Destination:  Anaheim Marriott, Anaheim, CA
  • Dates: 02/28/19–03/03/19
  • Principal/Teacher: A.Shelton/A.Kemp
  • Cost & Funding Source: $0 per student
  • Subject: CTE
  • Purpose: DECA State conference/competition

 

  • School: Santa Monica High School
  • Grade: 9th-12th
  • # of Students: 12
  • Destination:  University of California at Santa Barbara
  • Dates: 03/15/19 – 03/16/19
  • Principal/Teacher: A.Shelton/L.Sato
  • Cost & Funding Source: $250.00 per student paid by parent donations & fundraising
  • Subject: Athletics
  • Purpose: Varsity boys volleyball tournament



Comments:

No child will be denied due to financial hardship.

.VI.A.4. Special Education Contracts
Recommended Motion:

It is recommended that the Board of Education approve the attached Special Education contracts for fiscal year 2018-2019.

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 Team 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 18/19
.VI.B. Business and Fiscal
.VI.B.1. Award of Purchase Orders 2018-19
Recommended Motion:

It is recommended that the Board of Education approve the following Purchase orders and Changed Purchase Orders from January 23, 2019, through February 12, 2019, for fiscal / 19. 

Attachments:
Purchase Order List 01/23/19 - 02/12/19
.VI.B.2. Acceptance of Gifts - 2018/2019
Recommended Motion:

It is recommended that the Board of Education accept, with gratitude, checks totaling $7,184.30 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 2018-2019 income and appropriations by $7,184.30 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 02/21/19
.VI.B.3. Adopt Emergency Resolution No. 18-31 - Reduced Days of Operation or Attendance Due to Emergency Conditions: December 2018 and January 2019
Recommended Motion:

It is recommended that the Board of Education adopt Emergency Resolution No. 18-31 - Reduced Days of Operation or Attendance Due to Emergency Conditions: December 2018 and January 2019.

Rationale:

Due to the threat of flooding and debris flows during large rain events following the Woolsey Fire, all four SMMUSD schools in Malibu were closed certain days in December 2018 and January 2019.  Because our district receives funds from the State of California to operate child care and development programs (preschool and before- and after-school care), we are required to provide the rationale for these closures in order to provide against loss of funds due to circumstances that are beyond our control, such natural disasters.   

 
Attachments:
Resolution: Reduced Number of Days Due to Flooding
.VI.C. Facilities Improvement Projects
.VI.C.1. Award of Contract – John Adams Middle School – Performing Arts Center Project – Lease-Leaseback RFP #19.20.ES – Bernards - Measure ES
Recommended Motion:

It is recommended that the Board of Education award a contract for the Lease-Leaseback Agreement for John Adams Middle School – Performing Arts Center Project - RFP #19.20.ES to Bernards, in an amount not to exceed $1,111,669.00.

Rationale:

The District issued a Lease-Leaseback (LLB) Request for Qualifications (RFQ) #19.20.ES on November 16, 2018, for which statement of qualification were due on December 19, 2018. Two firms submitted qualifications as noted below:

  1. Bernards
  2. Erickson-Hall

The District reviewed the qualifications submitted and conducted interviews with both of the submitting firms on January 8, 2019.  Upon completion of the interviews both firms received a passing score and were issued the Board-approved LLB RFP on January 10, 2019.  Proposals were received on February 5, 2019. Two proposals were received as noted below:

  1. Bernards
  2. Erickson-Hall

The proposals were scored based on the Board-approved RFP evaluation criteria.  The review and evaluation was conducted by five panelists consisting of District staff, Santa Monica College staff and project consultants.  The proposal from Bernards was determined to be the best value for the District. 

It is recommended that the Board of Education award a contract to Bernards for the approval of the Site Lease and Facilities Lease to provide Preliminary Services, abatement anddemolition of the existing auditorium (non-DSA work) and development of a Guaranteed Maximum Price (GMP) for the JAMS PAC project in an amount not to exceed $1,111,669.00. The project’s GMP will be developed as part of the Preliminary Services. Once negotiated and finalized, the District will amend the Facilities Lease which will be brought to the Board for approval. 

 
Financial Impact:

Funding Information

  • Budgeted: Yes
  • Fund: 87
  • Account Number: 87-90907-0-00000-85000-6200-011-2600
  • Source: Measure ES
  • Budget Category: Construction Contract
.VI.C.2. Award of Agreement – Washington West – Window, Paint, Floors & Doors Project – Environmental Consulting Services - Ninyo & Moore – Measure ES
Recommended Motion:

It is recommended that the Board of Education award an agreement to Ninyo & Moore to provide Environmental Consulting Services for Washington West – Window, Paint, Floors & Doors Project in an amount not to exceed $50,424.00.

Rationale:

Ninyo & Moore has been requested to provide a proposal for Environmental Consulting Services for Washington West - Window, Paint, Floors & Doors Project.

Staff reviewed the Ninyo & Moore proposal and is recommended that Ninyo & Moore be awarded an agreement based on their proposal for an amount not to exceed $50,424.00.

 
Financial Impact:

Funding Information

  • Budgeted: Yes
  • Fund: 85-90912-0-00000-85000-5802-070-2600
  • Source: Measure ES
  • Budget Category: Soft Costs/Environmental Testing/Hazmat Monitoring
.VI.C.3. Award of Agreement – Point Dume Elementary School – Malibu Schools Alignment Project - Environmental Consulting Services - Alta Environmental – Measure ES
Recommended Motion:

It is recommended that the Board of Education award an agreement to Alta Environmental to provide Environmental Consulting Services for Point Dume Elementary School – Malibu Schools Alignment Project - Temporary Housing in an amount not to exceed $5,025.50.

Rationale:

Alta Environmental has been requested to provide a proposal for Environmental Consulting Services for Point Dume Elementary School – Malibu Schools Alignment Project - Temporary Housing, as an environmental assessment is required in order to award a contract for the work which includes a restroom remodel in the Administration building A.

Staff reviewed the Alta Environmental proposal and is recommended that Alta Environmental be awarded an agreement based on their proposal for ACM and LBP survey and work plan for an amount not to exceed $5,025.50.

 
Financial Impact:

Funding Information

  • Budgeted: Yes
  • Fund: 85-90909-0-00000-85000-5802-019-2600
  • Source: Measure ES
  • Budget Category: Soft Costs/Environmental Testing/Hazmat Monitoring
.VI.C.4. Award of Agreement – Webster Elementary School - Malibu Schools Alignment Project – Environmental Consulting Services - Alta Environmental – Measure ES
Recommended Motion:

It is recommended that the Board of Education award an agreement to Alta Environmental to provide Environmental Consulting Services for Webster Elementary School - Malibu Schools Alignment Project – Playground in an amount not to exceed $6,152.50.

Rationale:

Alta Environmental has been requested to provide a proposal for Environmental Consulting Services for Webster Elementary School - Malibu Schools Alignment Project - Playground, as an environmental assessment is required in order to award a contract for the work which includes a restroom remodel in the Kindergarten building B.

Staff reviewed the Alta Environmental proposal and is recommended that Alta Environmental be awarded an agreement based on their proposal for ACM and LBP survey and work plan for an amount not to exceed $6,152.50.

 
Financial Impact:

Funding Information

  • Budgeted: Yes
  • Fund: 85-90909-0-00000-85000-5802-019-2600
  • Source: Measure ES
  • Budget Category: Soft Costs/Environmental Testing/Hazmat Monitoring
.VI.C.5. Amendment #06 to Agreement – McKinley Elementary School – Window, Paint, Floors & Doors Project and HVAC Project – Architectural Services – Rachlin Partners – Measure ES
Recommended Motion:

It is recommended that the Board of Education approve Contract Amendment #06 with Rachlin Partners for additional architectural and engineering services for McKinley Elementary School -Window, Paint, Floors & Doors Project and HVAC Project in an amount not to exceed $71,780.00 for a total contract amount of $725,145.00.

Rationale:

Rachlin Partners are providing architectural design services for the Windows Paint, Floors, Doors and HVAC project at McKinley ES. Additional design services have been requested to revise the existing construction documents to create a new bid package that reflects all work that has been completed and accepted as well as work that has been partially completed to date with the goal of bidding the remaining work.   

 
Financial Impact:

Funding Information

  • Budgeted: Yes
  • Fund: 85
  • Source: Measure ES
  • Account Number: 85-90905-0-00000-85000-5802-004-2600
  • Budget Category: Soft Costs/Design Services/Architects

MEASURE ES FUNDING:

  • Original Agreement: $347,500.00
  • Contract Amendment #1 – HVAC & ADA Adds: $241,200.00
  • Contract Amendment #2 – survey & air balance: $25,685.00
  • Contract Amendment #3 – additional design services $12,720.00
  • Contract Amendment #4 – additional design services $10,540.00
  • Contract Amendment #5 – additional design services $15,720.00
  • Contract Amendment #6 – additional design services $71,780.00
  • Total Contract Amount: $725,145.00
.VI.C.6. Amendment #16 to Agreement – Point Dume Elementary School – Malibu Schools Alignment Project: Interim Housing at Point Dume – Utility, Biological and Cultural Resource Survey Services – Psomas – Measure ES
Recommended Motion:

It is recommended that the Board of Education approve Contract Amendment #16 with Psomas to perform biological, cultural and utility survey within the limits of the interim housing construction area for Point Dume Elementary School – Malibu Schools Alignment Project: Interim Housing at Pt. Dume in an amount not to exceed $40,225.00 for a total contract amount of $219,812.00.

Rationale:

The scope of this contract amendment includes utility, biological and cultural resource survey services.

Utility survey services include mapping existing underground utilities using ground penetrating radar and other electronic detection methods and marking those utilities on the surface. Those surface markings will then be collected by a topographic survey team and incorporated into the design drawings for the interim housing project. These services will reduce the risk of encountering unknown underground conflicts during the construction of interim housing.

Biological and cultural resource monitoring services will help the District comply with mitigation measures specified in the Malibu Schools Alignment Project Mitigated Negative Declaration and applicable regulations therein.

Psomas has provided two proposals to do the work associated with this amendment. The cost of utility survey services are $16,005 and the biological and cultural resource monitoring services are $24,220. The total cost of this amendment is $40,225.

 
Financial Impact:

Funding Information

  • Budgeted: Yes
  • Fund: 85
  • Source: ES
  • Account Number: 85-90905-0-00000-85000-5802-019-2600
  • Budget Category: Soft Costs/Surveys & Engineering

MEASURE ES FUNDING:

  • Original Contract Amount - Samohi – Sealy Field: $5,500.00
  • Contract Amendment #01 - JAMS - Complex, Addt’l Survey: $16,500.00
  • Contract Amendment #02 - Samohi - Addt’l Survey: $4,500.00
  • Contract Amendment #03 - Samohi – Addt’l Survey for New Blg: $11,500.00
  • Contract Amendment #04 – JAMS – Field Replacement: $7,500.00
  • Contract Amendment #05 - Samohi – Addt’l Survey for Discovery Blg: $10,000.00
  • Contract Amendment #06 - Samohi – Vacation and Recording Easements: $32,000.00
  • Contract Amendment #07 – Rogers – Church Property Survey: $13,035.00
  • Contract Amendment #08 – Pt Dume – Topographic Survey: $28,000.00
  • Contract Amendment #09 – JAMS – Utility Mapping: $9,740.00
  • Contract Amendment #10 – Samohi – Bird Nesting Survey: $2,962.00
  • Contract Amendment #11 – Samohi – Topo Survey – 7th St Fence: $2,900.00
  • Contract Amendment #12 – Franklin – Topo Survey – Drainage and ADA: $12,500.00
  • Contract Amendment #13 – Samohi – Easement & Topo Survey: $17,950.00
  • Contract Amendment #14 – Malibu Schools Alignment (Pt. Dume) – Addt’l Survey: $2,200.00
  • Contract Amendment #15 – Samohi – Volume calculations – Discovery: $2,800.00
  • Contract Amendment #16 – Pt Dume – Utility, Biological and Cultural Surveys: $40,225.00
  • TOTAL CONTRACT AMOUNT: $219,812.00
.VI.C.7. Award of Agreement – Santa Monica High School – Discovery Building Project – ASCIP Owner Controlled Insurance Program (OCIP) – Arthur J. Gallagher & Co. - Measure ES
Recommended Motion:

It is recommended that the Board of Education award an agreement for the ASCIP OCIP for Santa Monica High School – Discovery Building Project - to Arthur J. Gallagher & Co., in an amount not to exceed $3,213,941.61.

Rationale:

The Board Adopted Resolution No.18-19 during the December 13, 2018 meeting to approve the use of the ASCIP OCIP for the Santa Monica High School – Discovery Building project.  The District obtained a proposal for the insurance coverage for the project.  The costs of the coverage proposed is based on a hard construction cost of $90,000,000.00, which results in a total premium of $3,213,941.16.

It is recommended that the Board of Education award an agreement to Arthur J. Gallagher & Co., for the projects ASCIP OCIP insurance in an amount not to exceed $3,213,941.16. 

 
Financial Impact:

Funding Information

  • Budgeted: Yes
  • Fund: 87
  • Account Number: 87-90904-0-00000-85000-6200-015-2600
  • Source: Measure ES
  • Budget Category: Construction Contract
.VI.D. Personnel
.VI.D.1. Certificated Personnel - Elections, Separations
Recommended Motion:

It is recommended that the Board of Education approve the attached certificated appointments, separations and assignments.

Financial Impact:

Unless otherwise noted, all items are included in the 2018-19 approved budget.

Attachments:
Certificated Personnel
.VI.D.2. Classified Personnel - Merit
Recommended Motion:

It is recommended that the attached appointments for Classified Personnel (merit system) be approved and/or ratified. 

Rationale:
All personnel will be properly elected in accordance with District policies and salary schedules.
 
Attachments:
Classified Personnel - Merit
.VI.D.3. Classified Personnel - Non-Merit
Recommended Motion:

It is recommended that the attached appointments for Classified Personnel (merit system) be approved and/or ratified. 

Rationale:

All personnel will be properly elected in accordance with District policies and salary schedules. 

 
Attachments:
Classified Personnel - Non-Merit
.VI.D.4. Increase in Staffing (FTE) - Special Education
Recommended Motion:

It is recommended that the Board of Education approve an increase in FTEs (1.25 FTE total), as indicated below in order to meet IEP requirements and student needs for the 2018-2019 school year.

Financial Impact:

The 2018-2019 budget will be adjusted $32,685 for salary and benefits.

Comments:
  • ParaEducator 1 - new position/4 hours (0.50 FTE) - LIncoln Middle School
  • ParaEducator 3 - new position/6 hours (0.75 FTE) - Muir Elementary
.VI.E. General
.VI.E.1. Revise BP 3311.1 - Uniform Public Construction Cost Accounting Procedures
Recommended Motion:

It is recommended that the Board of Education revise BP 3311.1 - Uniform Public Construction Cost Accounting Procedures.

Rationale:

The policy has been updated to the new bid limits set forth in AB 2249, effective January 1, 2019. 

 
Comments:

The board discussed these changes at the February 7, 2018, board meeting.  The corresponding regulation can be found under Information in this agenda. 

Attachments:
BP 3311.1
.VII. STUDY SESSION
Quick Summary / Abstract:
These items are staff presentations and/or updates to the Board of Education.
.VIII. 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.
.VIII.A. Santa Monica Ed Foundation Quarterly Report to the Board of Education (15 min)
Rationale:

The Memorandum of Understanding between the Santa Monica-Malibu Unified School District and the Santa Monica E Foundation stipulates that the Ed Foundation Executive Director, or her designee, shall provide an update of the Foundation’s activities, including a report regarding the goals set forth in the Foundation’s Fundraising Plan, to the Board of Education at a public meeting on a quarterly basis. 

Ed Foundation staff will report on the Foundation’s fundraising progress from July 1 through January 31 that will encompass the following:

  • Fundraising progress to date
  • Participation by families, as well as Santa Monica and District Office staff
  • Corporate, foundation and community support
 
Comments:

Staff anticipates this item will require a total of 15 minutes, with 10 minutes for the report and five minutes for board member questions and comments.

Minutes:
Time start: 6:31 p.m. Time end: 6:38 p.m.
Attachments:
Ed Foundation Quarterly Report
.VIII.B. School Security Measures: ID Checks and Cameras (40 min)
Rationale:

The Superintendent is asking the Board of Education to give direction to staff to implement several improvements to site-based security. The first measure will be implementing ID check systems for visitor entry at each school site. The second measure is to develop and implement a plan to install a security camera system at each campus. Positive direction will engage staff to design, permit, and install these measures.

 
Financial Impact:

We all appreciate the need in this time to increase security at our campuses, and this takes several tacks, both with personnel and with facilities. The District Safety Committee has been fully engaged in these discussions. The challenge is to balance educational needs with risk assessment.

A major concern is monitoring who is coming and going to each campus. We recommend managing this with two measures:

ID CHECKS – Typically, when visitors arrive at our campuses, they sign in on paper. Over the past semester, we have piloted two different ID check systems at Lincoln MS and Samohi. The systems register and check the identification of the visitor. They check them against various watch lists. They record who the person is and where they are going. There are procedures in place for those without identification and those who are flagged on the list.  Based on the pilot study, staff recommends purchasing and licensing the Raptor System for each campus. The cost to purchase and install the system will be approximately $50,000. This will come from the recent bond measures. The annual license fee will be approximately $7,500 per year.

CAMERAS – The Safety Committee recommends installing a security camera at each site. The goal would be to capture people entering and exiting the campus at all hours. The recommendation is to focus on perimeter security. The system would not be regularly monitored.

The presentation will include the Safety Committee's decision regarding the goals for the camera system as well as a discussion with IT regarding the importance of setting a standard for a video management system.

The estimated cost of the installation at all campuses would be $1.2 M. This would come out of the two bond programs. 

Comments:

Staff anticipates that this item will require a total of 40 minutes, with 15 minutes for the staff report and 25 minutes for board member questions/comments.

Minutes:
Time start: 6:38 p.m. Time end: 8:01 p.m.

Public Comments:
• Ann Thanawalla and Danicka Jameson addressed the board regarding this item.

Staff answered board members’ questions regarding the goal of the security measures, the make-up and purpose of the safety committee, training for staff, repair and maintenance costs, how the camera footage could be used, communication with families and students, and the order in which the implementation will occur at the various sites. Ms. Leon-Vazquez requested information regarding the cost of a security guard at Samohi entrances during evening events. She also requested a complete list of safety protocols already in place. The board requested more information regarding the ongoing maintenance costs per year for the systems.

Following discussion, the board directed staff to move forward with the proposed plan, including the implementation of the Raptor Technologies for ID scanning and video cameras on perimeter fences at all sites. The board expressed to staff the importance of individual privacy and data.
Attachments:
Campus Security: IDs and Cameras
.IX. 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.
.IX.A. Adopt Resolution No. 18-32 - Establishing Citizens’ Oversight Committees and Adopting Bylaws Relating Thereto (5 min)
Recommended Motion:

It is recommended that the Board of Education Adopt Resolution No. 18-32 - Establishing Citizens’ Oversight Committees and Adopting Bylaws Relating Thereto.

Actions:
Motion

It is recommended that the Board of Education Adopt Resolution No. 18-32 - Establishing Citizens’ Oversight Committees and Adopting Bylaws Relating Thereto.

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

Measures SMS and M were successful at the November 6, 2018, Election, authorizing GO Bonds to be issued with respect to SFID No. 1 (Santa Monica Schools) and SFID No. 2 (Malibu Schools), respectively.  State law and the Measures require transparency in bond spending through establishment of a Bond Citizens Oversight Committee.  The attached Resolution officially establishes two distinct Committees, one for Measure SMS and one for Measure M, and approves Bylaws governing the administration of said Committees.  Appointment of members to the Committees is expected to occur at the board meeting on March 7, 2019.  Appointments will be made by the Board of Education, upon recommendation of the Superintendent.

 
Comments:

This item was postponed from the January 17, 2019, board meeting.

Minutes:
Time start: 8:01 p.m. Time end: 8:03 p.m.
Attachments:
Prop 39 SFID 1 Bylaws
Prop 39 SFID 2 Bylaws
Resolution: Prop 39 Committee
.IX.B. Authorize Letter to Be Sent to California Coastal Commission Supporting Multi-purpose Field at Santa Monica Civic Center (5 min)Was edited within 72 hours of the Meeting
Recommended Motion:

It is recommended that the Board authorize the Superintendent to send a letter to the California Coastal Commission expressing the district's enthusiastic support for approving the multi-purpose field at the Santa Monica Civic Center.

Actions:
Motion

It is recommended that the Board authorize the Superintendent to send a letter to the California Coastal Commission expressing the district's enthusiastic support for approving the multi-purpose field at the Santa Monica Civic Center; the letter shall mention the existing Civic Center, in addition to the ECLS project.

Passed with a motion by Ms. Laurie Lieberman and a second by Mr. Jon Kean.
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.
Motion

It is recommended that the Board authorize the Superintendent to send a letter to the California Coastal Commission expressing the district's enthusiastic support for approving the multi-purpose field at the Santa Monica Civic Center.

Passed with a motion by Mr. Oscar de la Torre 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.
Rationale:

The City of Santa Monica’s application is currently scheduled to be heard by the California Coastal Commission’s on March 6, 2019.  The attached letter of support must be submitted prior to that date.  The item appears on the Coastal Commission agenda as follows:

     Application No. 5-18-0767 (City of Santa Monica Civic Center Improvements) Application of City of Santa Monica to replace 3.53-acres of Civic Center surface public parking lot with approx. 105,933 sq.ft. multi-purpose sports field, approx. 515 sq.ft., 12.3-ft. high modular restroom building, and landscaping and pedestrian improvements at Civic Center surface parking lot at 1840 4th St., Santa Monica, Los Angeles County. (MA-LB)

 
Comments:

As background, the Board of Education asked the Superintendent to send a letter to the Santa Monica City Council in support of building a sports field at the Civic Center.  The letter was sent on January 30, 2018.  The Santa Monica City Council has since approved the field, which must be approved by the California Coastal Commission as well.  Since the field is now scheduled to be heard by the Coastal Commission, it is consistent with past actions and timely for the Board to submit a letter of support at this time.  

Minutes:
Time start: 8:03 p.m. Time end: 8:12 p.m.

Public Comments:
* Jaleh Mamita, Ann Hoover, and Ann Thanawalla addressed the board regarding this item.
Attachments:
Draft Letter to CA Coastal Commission
.IX.C. CSBA Delegate Assembly Election (5 min)
Recommended Motion:

It is recommended that the Board of Education vote for no more than six candidates to serve on the CSBA Delegate Assembly (Region 24). 

Actions:
Motion

It is recommended that the Board of Education vote for no more than six candidates to serve on the CSBA Delegate Assembly (Region 24). 

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

In December, Boards of Education across the state had the opportunity to nominate individuals to serve on CSBA’s Delegate Assembly.  Those who submitted completed applications appear on the attached ballot.  The board can vote for up to six candidates. 

 
Comments:

The Delegate Assembly is a vital link in the association’s governance structure. Working with local districts, county offices, the Board of Directors and Executive Committee, Delegates ensure that the association reflects the interests of school districts and county offices of education throughout the state. 

Ballots are due March 15, 2019.  Election results will be available no later than Friday, April 1.  If there is a tie-vote, a run-off election will be held.  All re-elected and newly elected Delegates will serve two-year terms beginning April 1, 2019-March 31, 2021.  The next meeting of the Delegate Assembly is on Saturday, May 18-Sunday, May 19 at the Hyatt Regency in Sacramento. 

Minutes:
Time start: 8:12 p.m. Time end: 8:17 p.m.

The board voted for: Darryl R. Adams, Jan Baird, Harunobu Ernie Nishii, Dora Sandoval, Jorge A. Tirado, and Satra, Zurita.
Attachments:
CSBA Delegate Assembly Sample Ballot
.X. INFORMATIONAL ITEMS
Quick Summary / Abstract:
These items are submitted for the public record for information. These items do not require discussion nor action.
.X.A. Revision to E 1330 – Use of School Facilities
Recommended Motion:

This is to inform the Board of Education that E 1330 - Use of School Facilities has been revised.

Rationale:

The proposed changes address to areas:

  1. The recently approved raises and increased health care/pension costs require an increase to the hourly personnel rates charged to facility permit groups based on the current salary study.
  2. With recent changes to “peak” utility times, increasing facility permit rental rates is necessary.

Summary of changes:

  1. Added computer labs to the list of rooms
  2. Added “event” as separate line items for sports fields, etc. (was “practice/event” rates, but now they are separate)
  3. Removed “Playfields without restrooms”
  4. Added “basecamp” fees
  5. Added “House Seats,” allowing seats for the Board of Education and Superintendent, when they would like to attend a permitted event
  6. Separated pools by lanes – this is logical based on permitted needs (multiple groups in the pool at once)
  7. Increased Personnel charges based on latest personnel study
  8. Increased all facility fees by 15%

 
Financial Impact:

The District would receive increased revenues from permits at all rate categories (excluding Affiliate), and increased margins on personnel costs.

Comments:

The board discussed these changes at the February 7, 2019, meeting.  

Attachments:
E 1330: attach 1
E 1330: attach 2 new charts
E 1330: attach 2 old charts
.X.B. Revision to AR 3311.1 - Uniform Public Construction Cost Accounting Procedures
Recommended Motion:

This is to inform the Board of Education that Board Policy 3311.1 -  Uniform Public Construction Cost Accounting Procedures has been revised. 

Comments:

The board discussed these changes at the February 7, 2018, board meeting.  The corresponding policy can be found under Consent in this agenda. 

Attachments:
AR 3311.1
.X.C. Textbook Adoption
Recommended Motion:

It is recommended that the textbooks listed below be adopted for the Santa Monica-Malibu Unified School District.

Rationale:

SMMUSD Social Studies book adoption cycle.  College Board Course Revamp 2016.

 
Comments:

In accordance with the Board of Education policy, the textbooks listed below will be on public display for the next two weeks in the Educational Services Department at 1630 17th Street, Santa Monica, CA. 90404.

  • Sources of Western Society-Since 1300 3rd Edition. Authors John. P. McKay, Clare Haru Crowston, Merry E. Wiesner-Hanks and Joe Perry. ISBN: 978-1-4576-1521-4  
  • Revolutions and the Revolutionary Tradition in the West 1560-1991 Edited by David Parker.  ISBN: 0-415-17295-0 
  • A History of Western Society, 12th Edition.  Authors: John P. McKay, Bennette D. Hill, John Buckler, Clare Haru Crowston, Merry E. Wiesner-Hanks, Joe Perry.  ISBN: 978-1-319-03598-3

Adoption requested for:  AP European History 10th grade course, by Adam Panish and Jordan Ervin.

.XI. GENERAL PUBLIC COMMENTS
Minutes:
Minutes:
Time start: 8:17 p.m. Time end: 8:25 p.m.

Public Comments:
* Lydia Muraro and Ann Thanawalla addressed the board regarding the Use of Facilities policy. Ms. Muraro also addressed the board regarding the get-ahead summer program.
.XII. BOARD MEMBER ITEMS
Quick Summary / Abstract:
These items are submitted by individual board members for information or discussion, as per Board Policy 9322.
.XIII. 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.
.XIV. 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.)
.XV. 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: 8:25 p.m. Time end: 8:29 p.m.

* Mr. Mechur reminded staff that the board, at the last meeting, requested a financial review of the Facilities Use program.
* Dr. Tahvildaran-Jesswein reported that he and Mr. Kean have been invited to speak at PTA unit meetings about project-based learning.
* Mr. Kean reported that there is a renewed interest from some Samohi parents regarding school start times. He would like the district to examine how different start times affect programs, transportation, etc., across the district.
* Mr. de la Torre suggested the district consider creating a task force to examine secondary school math offerings.
.XVI. 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.
.XVII. ADJOURNMENT
Quick Summary / Abstract:

This meeting will adjourn to a special meeting scheduled for Tuesday, February 26, 2019, at 4 p.m. at teh district office: 1651 16th St., Santa Monica, CA.  The next regular meeting is scheduled for Thursday, March 7, 2019, at 5:30 p.m. at the district office. 

Minutes:
It was moved by Mr. de la Torre, seconded by Mr. Foster, and voted 7/0 to adjourn the meeting at 8:29 p.m. The next meeting is a special meeting scheduled for Tuesday, February 26, 2019, at 4 p.m. at the district office: 1651 16th St., Santa Monica, CA. The next regular meeting is scheduled for Thursday, March 7, 2019, 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.
2/21/2019 4:40:00 PM ( Original )
AbsentMr. Oscar de la Torre
AbsentMr. Craig Foster
PresentMr. Jon Kean
AbsentMs. Maria Leon-Vazquez
PresentMs. Laurie Lieberman
PresentMr. Ralph Mechur
PresentDr. Richard Tahvildaran-Jesswein
2/21/2019 4:47:00 PM
PresentMr. Craig Foster
2/21/2019 5:05:00 PM
PresentMr. Oscar de la Torre
2/21/2019 7:01:00 PM
PresentMs. Maria Leon-Vazquez

The resubmit was successful.