• Property: 1717 4th Street, Santa Monica, CA
• Agency Negotiator: Goodwin Procter LLP
  
• Parties: Santa Monica Hotel Owner LLC
  
• Under Negotiation: In discussion

Title: Superintendent

• Agency Designated Representative: Dr. Ben Drati
• Employee Organizations: SMMCTA

• Agency Designated Representative: Dr. Ben Drati
• Employee Organizations: SEIU

• Agency Designated Representative: Dr. Drati
• Employee Organizations: SMMASA
  

It is recommended that the Board of Education approve the October 17, 2019, regular meeting agenda.

It is recommended that the Board of Education approve the October 3, 2019, regular meeting minutes.

It is recommended that the Board of Education enter into an agreement with the following Independent Contractors. 

• Contractor: Pillsbury
• Dates: 07/01/19-06/30/20
• Hourly Rates: $770.00/Partners; $605.00/Associates; $270.00/Paralegals
• Description: Provide legal counsel regarding environmental issues throughout the district.
• Site: Capital Facility Fund
• Funding: 25-90100-0-00000-82000-5820-050-1500

• Contractor: Wang Pin Ju Ho
• Dates: 07/01/19-06/30/20
• Amount not to exceed: $140.00/hour
• Description: Best Project Implementation and Business/Fiscal Support Services
• Site: Business Services
• Funding:01-00000-0-00000-73000-5802-050-1500
• Amend contract amount and contract date.  Original contract approved on 6/28/18.

• Contractor: Rob Wiltsey Creative Partners, LLC / School Shine
• Dates: 07/01/19-06/30/20
• Amount not to exceed: $10,000.00
• Description: Production of a video series to be distributed via social media, and elsewhere.
• Site: Superintendent
• Funding: 01-00000-0-00000-71500-5802-020-1200

• Contractor:  Digital Dragon
• Dates: 08/27/19-06/10/20
• Amount not to exceed:  $28,500.00
• Description:  JAMS-Computer Science-App Academy with Robotics elements elective Aug 2019-June 2020; Two semesters, two 1.5 hour classes per week - Fall & Winter 2019/Spring 2020
• Site:  John Adams MS
• Funding: SMMEF Stretch Grant 01-00021-0-11100-10000-5802-011-4110

• Contractor: Buck Institute for Education
• Dates: 08/22/19-06/10/20
• Amount not to exceed:  $50,500.00
• Description: Buck Institute will provide several trainings for SMMUSD teachers/staff to build up project-based learning efforts throughout the district.
• Site:  Educational Services
• Funding:  01-00000-0-19210-10000-5802-030-1300

• Contractor: Leading, Teaching & Learning Educational Consulting
• Dates: 09/01/19-12/30/19
• Amount not to exceed: $7,500.00
• Description: To assist with CAASPP, Illuminate, TOMS data analysis and preparation for presentations/fall assessments and other projects as needed.
• Site: Educational Services
• Funding: 01-00000-0-19510-31600-55802-030-1300

• Contractor:  AVID Center
• Dates:  08/19/2019-06/10/2020
• Amount not to exceed: $19,677.00 $13,677.00
• Description: AVID Center Annual Contract: Fees include access to all AVID curriculum and instruction materials for JAMS, LMS and Samohi. Additionally, fees include the AVID Leadership Training for district staff.
• Site: Educational Services
• Funding: 01-00030-0-11100-10000-5802-030-1300
• Amend contract amount.  Original contract approved on 08/01/19.

These contracts are included in the 2019-20 budget.

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.

It is recommended that the Board of Education approve the special field trip(s) listed below for students for the 2019-2020 school year. 

• School: Franklin
• Grade: 5^th
• # of Students:  145
• Destination: Pali Camp, Running Springs, CA
• Dates: 03/30/20-04/01/20
• Principal/Teacher: C.McGregory/L.Hampton/E.Powell/D.Silhavy/J.Gonzalez
• Cost & Funding Source: $42,525.00 paid through parent donations and fundraising
• Subject: Science
• Purpose: Outdoor science camp for all our 5th grade students

• School: Santa Monica High School
• Grade: 9^th-12^th
• # of Students: 20
• Destination: Citrus Hills High School, Perris, CA
• Dates: 02/13/20–02/15/20
• Principal/Teacher: A.Shelton/J.Mun
• Cost & Funding Source: $50.00 per student / Fundraising & parent donations
• Subject: Athletics
• Purpose: CIF wrestling playoffs

• School: Santa Monica High School
• Grade: 9^th-12^th
• # of Students: 8
• Destination: Sonora High School, La Habra, CA
• Dates: 02/20/20–02/22/20
• Principal/Teacher: A.Shelton/J.Mun
• Cost & Funding Source: $50.00 per student/Fundraising & parent donations
• Subject: Athletics
• Purpose: Wrestling masters tournament

• School: Santa Monica High School
• Grade: 9^th-12^th
• # of Students: 10
• Destination: Rabobank Arena, Bakersfield, CA
• Dates: 02/26/20–02/29/20
• Principal/Teacher: A.Shelton/J.Mun
• Cost & Funding Source: $50.00 per student / Fundraising & parent donations
• Subject: Athletics
• Purpose: CIF State wrestling tournament

• School: Santa Monica High School
• Grade: 9^th-12^th
• # of Students: 60
• Destination: Sonoma State University, Sonoma, CA
• Dates: 03/12/20–03/15/20
• Principal/Teacher: A.Shelton/K.McKeown
• Cost & Funding Source: $900.00 per student / Fundraising & parent donations
• Subject: Music
• Purpose: Participation in Sonoma Invitational Band Festival

• School: John Adams Middle School
• Grade: 6^th
• # of Students:  264 
• Destination: Catalina - Toyon Bay, Catalina
• Dates: 10/25/19-10/27/19
• Principal/Teacher: S.Richardson/T.Levin
• Cost & Funding Source: $340.00 per student paid by parents & fundraising
• Subject: Science
• Purpose: Students will participate in a camp focusing on hands-on experimental science dealing with natural land and sea environments.

No child will be denied due to financial hardship.

It is recommended that the Board of Education approve the attached Special Education contracts for fiscal year 2019-2020.

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. 

It is recommended that the Board of Education approve the following Purchase Orders and Changed Purchase Orders from September 25, 2019, through October 9, 2019, for fiscal /20. 

It is recommended that the Board of Education accept, with gratitude, checks totaling $38,785.00 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 2019-2020 income and appropriations by $38,785.00 as described on the attached listing.

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

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

NOTE: The list of gifts is available on the District’s website, www.smmusd.org.

It is recommended that the Board of Education to approve and assign an 18-year repayment period for the Series E sale of Measure ES.

At the September 19, 2019 Board Meeting, it was requested that the Financial Oversight Committee discuss the 16-year versus 25-year options at its October 10, 2019 FOC meeting and make a recommendation to the Board. 

The FOC Bond subcommittee met on October 4, 2019 and discussed the 16-year, 18-year and 25-year repayment options. The FOC Bond subcommittee reported to the full FOC at its October 10, 2019 on the subcommittee’s work. To respond to the Board of Education’s September 19th request, the FOC recommends an 18-year repayment period, with no payments due in calendar years 2020 and 2021 to ease the burden on taxpayers. Relative to the 25-year repayment term, the shorter 18-year term is expected to reduce the borrowing cost by 0.86% and lower the taxpayers’ total debt service cost by $44.2 million.

It is recommended that the Board of Education approve Lee & Associates Los Angeles West, Inc., a licensed commercial real estate services firm incorporated in the State of California, to provide real estate brokerage services and advice, including property valuation and marketing services. 

The District is considering its options relating to the leasing (as landlord/ground lessor), sale or development (“Disposition”), or the acquisition (“Leased Property Acquisition”) of certain real property it owns, leases (as landlord or tenant) or ground leases (as ground lessor or ground lessee). 

The District is also considering its options relating to the acquisition or leasing (as tenant/ground lessee) (“New Property Acquisition”, and together with “Leased Property Acquisition”, collectively, “Acquisition”) of property adjacent to or within the vicinity of the Property (“Potential Acquisition Property”). 

It is recommended that the Board of Education approve Contract Amendment #01 with Gafcon, Inc. to provide additional project and construction management services for the District Wide HVAC Improvements Project in an amount not to exceed $2,660,810 for a total contract amount of $4,949,209.

Gafcon is in the process of managing the implementation of HVAC projects throughout the District. The District has completed HVAC installations at Franklin ES, Malibu ES, The Obama Center, and are nearing completion at McKinley ES. HVAC work has been completed over large portions of the campus at JAMS and Samohi, and the final phases are currently under construction. Gafcon is overseeing design work of the next round of construction projects at Grant ES, Webster ES, Muir/SMASH, and Lincoln MS and work at Roosevelt and Will Rogers is planned to follow.

District wide HVAC work is scheduled to complete during the spring of 2022, but Gafcon’s contract for project management expires in December of 2019. This amendment will extend project and construction management services through March 2022 to complete all remaining HVAC installations at a cost of $2,660,810.

Funding Information

• Budgeted: Yes
• Fund: 87
• Source: ES
• Account Number: 87-90906-0-00000-82000-5802-010-2600 (Malibu 20%); 87-90906-0-00000-82000-5802-015-2600 (SAMO 20%); 87-90906-0-00000-82000-5802-050-2600 (SM Others 60%)
• Description: Project Management

MEASURE ES FUNDING:

• Original Contract – District Wide HVAC PM Services: $2,288,399
• CA#1 – District Wide HVAC PM Service Extention: $2,660,810
• Total Contract: $4,949,209

It is recommended that the Board of Education approve Amendment #05 with KOA Corporation to provide a Traffic Study for Malibu Elementary School - Malibu Alignment Project in an amount not to exceed $3,900 for a total contract amount of $34,500.00.

Based on the Planning Commission’s conditions of approval of the Interim Housing Project, a follow-up traffic monitoring/evaluation study must occur six months after the start of school to determine if the original traffic study estimates and recommendations and potential solutions were correct and satisfactory.  The scope of this contract amendment includes site monitoring and evaluation of operations and implementation of traffic report recommendations for the Malibu Elementary School site.

Funding Information

• Budgeted: Yes
• Fund: 87
• Source: ES
• Account Number: 87-90909-0-00000-85000-5827-019-2600
• Budget Category: Professional Services

MEASURE ES FUNDING:   

• ORIGINAL CONTRACT: $15,200.00
• CONTRACT AMENDMENT #01 – Additional Data Collection: $4,900.00
• CONTRACT AMENDMENT #02 – Supplemental Traffic Analysis: $3,300.00
• CONTRACT AMENDMENT #03 – Supplemental Traffic Analysis: $3,300.00
• CONTRACT AMENDMENT #04 – Signing and Striping Plan: $3,900.00
• CONTRACT AMENDMENT #05 – Traffic Study: $3,900.00
• TOTAL CONTRACT AMOUNT: $34,500.00

It is recommended that the Board of Education approve Change Order #06 to Waisman Construction, Inc. for Malibu Elementary School - Malibu Alignment Project - Interim Housing in an amount of $12,548.60 for a total contract amount of $2,626,238.74 and 0 days of schedule impact.

On April 03, 2019 the Santa Monica Malibu Unified School District’s Board of Education awarded to Waisman Construction, Inc. the construction contract for the temporary housing at Malibu Elementary School in the amount of $2,425,000.00. Notice to proceed was issued on April 22, 2019.

The changes for this Change Order #06 include: Furnish and install technology package to rooms 8 and 9; re-striping the main parking lot; asphalt contractor overtime for the month of August and credit for hydro seeding around the perimeter of the project. 

This Change Order No. #06 is necessary to reimburse Waisman Construction for the added cost of constructing Malibu Alignment - Malibu ES - Temporary Housing Project.

Change Order No. #06 does not increase the contract time.

Funding Information

• Budgeted: Yes
• Fund: 87
• Source: Measure ES
• Account Number: 87-90909-0-00000-85000-6200-019-2600
• Budget Category: Hard Costs \ Construction Contracts
• DSA #: 03-119266

MEASURE ES FUNDING

• Original Contract: $2,425,000.00
• Change Order #01: $20,017.97
• Change Order #02: $  4,527.51
• Change Order #03: $20,017.97
• Change Order #04: $29,109.36
• Change Order #05: $44,401.24
• Change Order #06: $ 12,548.60                       
• TOTAL CONTRACT AMOUNT: $2,626,238.74

It is recommended that the Board of Education approve Contract Amendment #68 with HMC Architects to provide performance design and engineering of the solar PV panels for Malibu Middle & High School in an amount not to exceed $229,670.00 for a total contract amount of $10,082,977.50.

Contract Amendment #68 will cover the cost to provide performance design and engineering of solar PV panels for Malibu Middle & High School. Scope of work will also include modification of Coastal Commission approved documents to delete the green roof and replace with solar PV panels at Building A for Coastal Commission resubmission, DSA submittal and approval of descoped green roof, DSA submittal and approval of the solar PV panels performance engineered design, and construction administration and project close-out services.

Contract Amendment #68 will be funded through program reserve shortfall.

Funding Information

• Budgeted: No
• Fund: 83
• Source: Measure BB
• Account Number: 83-90500-0-00000-85000-5826-010-2600
• Budget Category: Soft Costs \ Design Services \ Architects
  
  

Please Note: The list of contract amendments is attached.

It is recommended that the Board of Education approve Contract Amendment #02 with LPA Architects for additional architectural and engineering design services for Malibu Middle & High School – Campus Plan Project in an amount not to exceed $11,700.00 for a total contract amount of $479,000.00. 

Based on recent developments for the planning activities the Malibu MHS Campus Plan, additional services are required to:

• Update program scenarios to reflect reduced enrollment
• Provide additional planning studies/ phasing for two new options
• Additional cost estimating services for above options 
  

Funding Information

• Budgeted: Yes
• Fund: 86
• Source: Capital Facilities
• Account Number: 86-90913-0-00000-82000-5826-010-1500
• Budget Category: Soft Costs \ Design Services \ Architects
  

MEASURE ES FUNDING:

• ORIGINAL CONTRACT AMOUNT – Campus Planning Services: $394,000.00
• Contract Amendment #01 – additional design services: $73,300.00
• Contract Amendment #02 – additional design services: $11,700.00 
• TOTAL CONTRACT AMOUNT: $479,000.00
  

It is recommended that the Board of Education approve contract award with Crew Protection Enterprises, Inc., at Malibu Middle & High School – Campus Modernization Project (Building E) in an amount not to exceed $98,400.00. 

Crew Protection Enterprises, Inc. is providing fire watch unarmed security services in accordance with SMMUSD fire watch protocol for 24 hours per day until the fire water line connection is complete. The security services patrol and monitor outside perimeters of Malibu Middle High School Building E and surrounding premise for the purpose of identifying and controlling fire hazards, detecting early signs of fire, initiating alarms or evacuation procedures, and notifying the fire department.

Funding will be from program reserve shortage.

Funding Information

• Budgeted: Yes
• Fund: 83
• Source:  Measure BB
• Fund: 83-90500-0-00000-85000-5591-010-2600
• Budget Category: Fire Alarm/Safety
  

It is recommended that the Board of Education award DLR Group an agreement for Site Planning & Architectural Services for the Michelle and Barack Obama Center for Inquiry and Exploration – Project Based Learning (PBL)/Capstone Building Project Study Phase to DLR Group in an amount not to exceed $59,500.00 including $5,000.00 in reimbursable expenses.  

The District issued a professional services RFQ/P for the Site Planning and Design of the new Project Based Learning/Capstone Building Project on April 15, 2019. Thirty-Nine firms received the RFQ/P. Statements of Qualifications were due May 14, 2019. Eighteen statements of qualifications (SOQs) were received but two firms neglected to include mandatory language regarding conflicts of interest and were not considered.  Three firms did not meet the minimum qualifications and were not considered.  The thirteen remaining firms were:

1. A4E
2. Cannon Design
3. DLR
4. HMC
5. IBI
6. Little
7. LPA
8. NAC
9. Perkins Eastman
10. QDG
11. Rachlin
12. SVA
13. West Group
    

Staff, with input from the Educational Services Department, reviewed the qualifications and shortlisted three firms for interviews.  FIP and Ed Services staff conducted the interviews on June 3, 2019 with DLR, LPA & NAC. Upon completion of the interviews, the selection committee ranked the interviewed firms and unanimously ranked DLR as the top firm.

The DLR award was withheld at that time since it had not yet been confirmed which programs would be located at that site and therefore the contract fee, which is based upon the size of project, could not be fully resolved.  In order to move the decision process forward this study was requested to assist in the decision making process.

The District requested that DLR conduct visioning workshops to study options for the various programs projected to continue on the MBOC campus including the newly developed PPBL program. The visioning workshops are intended to help to define program goals and requirements. Visioning exercises for three MBOC scenarios will be conducted: 1) Capstone, PPBL and auxiliary programs, 2) Capstone at Samohi and, 3) PPBL and Continuing Ed. The information will be synthesized and used in determining optimum locations and requirements for these programs. 

Once the study is completed and initial investigation into PPBL and Capstone programs has been analyzed and the programs to be housed on this campus has been finalized and approved, DLR will be asked to provide a fee to complete the project which will include the following phases:  programming and planning including site analysis and planning and preliminary design, community engagement, permitting, design, construction administration and project closeout. FIP staff will work with DLR to establish a lump sum fixed-price fee utilizing the OPSC sliding scale as a basis of calculation.

Although this project is being started under Measure ES, it will ultimately be funded by Measure SMS, which will occur once the first series of bonds is issued.  The project will convert to Measure SMS funding during the 2019-2020 fiscal year.

Funding Information

• Budgeted: Yes
• Fund: 87
• Source: ES
• Account Number: 87-90915-0-00000-85000-5826-014-2600
• Description: A/E Design Services
  

It is recommended that the Board of Education accept as complete all construction under the contract issued to The Nazerian Group for the Malibu Elementary School – Windows, Flooring, Paint +HVAC+Fire Alarm Project (DSA 03-118307 and 03-118317) with a final contract amount of $3,809,067.39. 

At the March 01, 2018 Board of Education Meeting, a contract was awarded to The Nazerian Group in the amount of $3,333,123.00. Five change orders in an amount totaling $475,944.39 were approved and increased the approved contract amount to $3,809,067.39.

All scope of work items have been completed.  On April 29, 2019, a Certificate of Substantial Completion was issued to The Nazerian Group. All items listed on the punch list have now been completed and documents have been submitted.  In compliance with statutory requirements, a Notice of Completion was filed with the County of Los Angeles on May 21, 2019. 

Funding Information

• Budgeted: Yes
• Fund: 87
• Source: Measure ES
• Account Number: 87-90905-0-00000-85000-6200-019-2600
• Budget Category: Hard Costs \ Construction Contracts
• DSA #: 03-1184307 and 03-118317
  

MEASURE ES FUNDING

• Original Contract: $ 3,333,123.00
• Change Order #01: $ 207,891.06
• Change Order #02: $ 75,804.99
• Change Order #03: $ 62,922.98
• Change Order #04: $ 85,629.16
• Change Order #05: $ 43,696.20                       
• TOTAL CONTRACT AMOUNT: $ 3,809,067.39
  

It is recommended that the Board of Education approve Contract Amendment #23 with Chan Young Architects to provide additional architectural services for Santa Monica High School – Campus Plan Project - in an amount of $164,000.00 for a total contract amount of $2,403,164.48.

Chan Young Architects was requested to submit proposals to provide architectural services, including design for several separate projects associated with the Samohi Campus Plan. The scope of work includes:

• Providing a design for the infrastructure to support the installation of the perimeter camera project and producing bid documentation for the full project, which includes for the installation of 28-area cameras and the hardware and software operating platform: $19,380
• Conducting an extensive research on the existing communications systems of fiber, copper and telephone and designing the infrastructure to provide upgrades that are necessary with the installation of fiber and IP based systems that will integrate with Discovery: $15,820
• Preparing bid documents to reconnect telecom fiber / copper as well as Fire Alarm network cables affected by Science Quad MH demolition and update IDF rooms campus wide to include power to new racks and UPS consideration (designed by IT) in support of the proposed new PA/ Bell/ Clock IP based system by M&O: $60,690
• Prepare the DSA required CCD / Addendum to change 03-119736 project fire alarm components to Autocall in Barnum Hall and Music Buildings to include Automatic Voice Evacuation system: $15,870
• Review existing Innovation fire alarm system design and field conditions and produce bidding docs to change to Autocall: $24,340
• Design a gas line to consolidate and relocate the existing services through the Science Quad into a single service in a utility corridor, which will be sized to serve all future phases of the campus plan, including Discovery: $27,900
  

Funding Information

• Budgeted: Yes
• Fund: 87
• Source: Measure ES
• Account Number: 87-90904-0-00000-85000-5826-015-2600
• Budget Category: Soft Costs\Design Service\Architects
  

MEASURE ES FUNDING:

• Original Contract Amount – Samohi Campus Plan: $129,140.00
• Contract Amendment #01 – Sealy Field: $272,682.00
• Contract Amendment #02 – Sealy Field: $8,000.00
• Contract Amendment #03 – Sealy Field: $89,874.00
• Contract Amendment #04 – Samohi Campus Plan: $92,928.00
• Contract Amendment #05 – Interim Repairs/Upgrades & HVAC: $652,480.20
• Contract Amendment #06 – Olympic Spur: $129,257.08
• Contract Amendment #07 – Tennis Court Repair: $12,500
• Contract Amendment #08 – Sealy and Football Field Lighting: $23,980.00
• Contract Amendment #09 – SCP T&M: $25,000.00
• Contract Amendment #10 – Fire Dampers and Pool Ventilation: $25,759.34
• Contract Amendment #11 – Mods to Utility Building & Olympic Spur: $57,504.85
• Contract Amendment #12 – Sealy Field Modifications: $13,034.00
• Contract Amendment #13 – Site Design Guidelines and Signage/Wayfinding: $166,277.00
• Contract Amendment #14 – LV OSP Trace Services: $43,710.00
• Contract Amendment #15 – Olympic Spur Added scope and Gen Services T&M: $58,556.00
• Contract Amendment #16 – Samohi Discovery Bldg: $15,006.01
• Contract Amendment #17 – On-Call Design and Gen Services T&M: $50,000.00
• Contract Amendment #18 – Access & Fire Alarm Systems Design: $96,016.00
• Contract Amendment #19 – Campus Utility Mapping Phase 1: $124,500.00
• Contract Amendment #20 – Samohi HVAC & Elec. Bid Packages & Construction Administration: $57,000.00
• Contract Amendment #21 – Samohi Discovery Olympic Spur Construction Administration: $13,740.00
• Contract Amendment #22 – Samohi Campus Plan – Phase 3; Print Shop; and South Gym: $82,220.00
• Contract Amendment #23 – Samohi Campus Plan –Fire Alarm, Cameras, Utilities, Gas Relocate: $164,000.00
• TOTAL CONTRACT AMOUNT: $2,403,164.48
  

It is recommended the Board of Education approve Change Order #07 with Pardess Air, Inc. for Santa Monica High School – HVAC Project (Barnum, Music, Admin, N. Gym Buildings) in an amount of $95,129.66 for a total contract amount of $1,785,256.20 with no impact to the schedule.

On December 13, 2018 the Board awarded to Pardess Air, Inc. HVAC Replacement and Electrical Service Project Bid #19.15.ES contract for Samohi, in the amount of $1,372,000.00.

This CO #07 is described as follows:

PCO #27 - the cost to address unforeseen conditions while finishing the vestibule(s) work at Barnum Hall; $83,607.57

PCO #28 – the cost to replace and relocate two non-operational smoke duct detectors and add two additional smoke detectors to improve safety. Programming the electronic smoke detectors to operate with the new HVAC system is included; $11,522.09

This work is a modification to the original scope. 

Funding Information

• Budgeted: Yes
• Fund: 87
• Source: Measure ES
• Account Number: 87-90906-0-00000-85000-6200-015-2600
• Budget Category: Hard Costs \ Construction Contracts 
  

MEASURE ES FUNDING:   

• ORIGINAL CONTRACT: $1,372,000.00
• CHANGE ORDER #01: $44,048.41
• CHANGE ORDER #02: $44,077.95
• CHANGE ORDER #03: $136,000.00
• CHANGE ORDER #04:  $68,733.35
• CHANGE ORDER #05: $8,941.65
• CHANGE ORDER #06: $16,325.18
• CHANGE ORDER #07: $95,129.66                 
• TOTAL CONTRACT AMOUNT: $1,785,256.20
  

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 2019-2020 approved budget.

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

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. 

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

It is recommended that the Board of Education approve an increase in FTES (0.9375 FTE total), as indicated below in order to meet IEP requirements and student needs for the 2019-2020 school year.

The 2019-2020 budget will be adjusted $45,334 for salary and benefits.

• ParaEducator 3 - new position/6 hours (0.75 FTE) - Franklin Elementary
  
• ParaEducator 1 - from 5 hours (0.625 FTE) to 6 hours (0.75 FTE) - McKinley Elementary
• ParaEducator 3 - from 7 hours (0.875 FTE) to 7.5 hours (0.9375 FTE) - McKinley Elementary
  

It is recommended that the Board of Education approve a change to the District-funded structure for employee health benefits.

A Memorandum of Understanding (MOU) has been completed between the District and the Santa Monica-Malibu Classroom Teachers' Association (SMMCTA) regarding the employee-employer contribution structure for health benefits.  The MOU was ratified by the SMMCTA Executive Board on September 20, 2019.  

Similarly, a Tentative Agreement has been reached by the District and Service Employees International Union, Local 99 (SEIU) regarding the employee-employer contribution structure for health benefits.  The Tentative Agreement was ratified by SEIU on September 26, 2019.

Estimated cost: $707,037.00

For the 2020 benefit calendar year, January 1, 2020, through December 31, 2020, the District shall implement the employer-employee contribution structure as described below for certificated and classified employees.

1. Except as stated in #2 below, the District shall contribute for employee health benefits an amount equal to the average of all premiums, or the full-premium rate if the rate is less than the average.
2. For full-time employees who select CalPERS Choice (PPO) single-party, the District shall contribute an amount equal to the full premium.
3. For certificated, benefit-eligible part-time employees, the District shall contribute a pro-rata share based on the unit-member's assignment percentage, as described in Article XXV, Section E.3 of the Collective Bargaining Agreement.
4. For classified, benefit-eligible part-time employees, the employer-employee contribution structure will remain the same as in 2019.
5. SMMCTA, SEIU and the District agree to continue the Joint Committee on Health and Welfare Benefits that was established in September 2018.

It is recommended that the Board of Education adopt Resolution No. 19-08 – Board Member Absence on September 5, 2019.

Board Member Leon-Vazquez was absent from the September 5, 2019, regular board meeting. 

Board Bylaw 9250 and Education Code 35120 provide that a member of the Board of Education may be paid for any meeting when absent if the board adopts a resolution excusing the absence due to performance of district-related duties during the time of a meeting, illness, jury duty, or hardship.

It is recommended that the Board of Education adopt Resolution No. 19-09 – Board Member Absence on October 3, 2019.

Board Member de la Torre was absent from the October 3, 2019, regular board meeting. 

Board Bylaw 9250 and Education Code 35120 provide that a member of the Board of Education may be paid for any meeting when absent if the board adopts a resolution excusing the absence due to performance of district-related duties during the time of a meeting, illness, jury duty, or hardship.

It is recommended that the Board of Education revise BP 3250 – Transportation Fees.

The policy has been updated to reflect district practice regarding families that qualify for the free or reduced price meal program. 

The Board of Education discussed these proposed changes on October 3, 2019.  The regulation, which has not been changed, is attached for reference.

It is recommended that the Board of Education delete BP 3515.11 – Digital Closed Circuit Television (CCTV) Video Surveillance and Global Position System (GPS).

Information has been moved to the updated BP/AR 5131.1 – Bus Conduct.

The Board of Education discussed these proposed changes on October 3, 2019.  Changes to the corresponding regulation can be found under Information in this agenda.

It is recommended that the Board of Education revise BP 3540 – Transportation.

The policy has been updated to include material formerly in regulation regarding the means of transportation, contracts for transportation services, and the option to pay parents/guardians their actual and necessary expenses in transporting the student.  The policy also addresses (1) the district's authority to require families to pay a transportation fee, with specified exceptions; (2) the district's authority to transport students without parent/guardian permission when evacuation of students is necessary for their safety; and (3) the installation of a global positioning system on school buses to enhance safety and provide real-time location data.

The Board of Education discussed these proposed changes on October 3, 2019.  Changes to the corresponding regulation can be found under Information in this agenda.

It is recommended that the Board of Education revise BP 5131.1 – Bus Conduct.

SMMUSD’s BP and AR 5131.1 have not been updated since 2009.  Staff recommends these updates in order to be in compliance with CSBA.

The policy has been updated to clarify that a student who does not demonstrate acceptable behavior on a bus can be subject to discipline and have his/her bus pass revoked. 

Both the policy and regulation have been update to include information regarding surveillance systems (previously included in BP/AR 31515.11). 

The Board of Education discussed these proposed changes on October 3, 2019.  Changes to the corresponding regulation can be found under Information in this agenda.

Per Board of Education directive, the Early Learning Pathway update is provided twice each school year. This item is intended to inform the board of current activities and next steps in the Early Learning pathway.

No new financial impact. The Board of Education previously pledged to provide $1,000,000 annually for five years to support Early Learning in SMMUSD. 

Educational Services staff will present information about current activity in the Early Learning continuum.

Staff anticipates this item will require a total of 35 minutes, with 20 minutes for the staff report and 15 minutes for board member questions and comments.

The attached presentation has been updated.

The Superintendent and Principal of Samohi seek direction to develop the Capstone program on the Samohi campus. 

At the 1/24/19 and 2/26/19 Board of Education meetings, the board gave direction to the Superintendent to develop the Personalized Project Based Learning program and the Capstone project, respectively, at the Michelle and Barack Obama Center for Inquiry and Exploration.

Following further discussions with Dr. Shelton and members of the Samohi faculty, however, there is a strong preference to keep place the Capstone project at Samohi.  Some of the reasons for this direction include:

• Keeping the program on campus will eliminate the need for students to travel to the MBO, potentially attracting more students to participate
• The synergy of having the program on campus will potentially inspire innovation and allow for creative collisions on the main campus and across other programs
• The size of the MBO campus would be strained to support all of the proposed programs, including Capstone
• The cost of developing the program at the MBO would pull funds from other district initiatives

As part of this process, other criteria for success were discussed, including but not limited to optimizing facilities, staffing, and public/private participation in the program.

One key part of the having the Capstone program on the Samohi campus is how the program can be piloted and incubated over a few years to prepare prior to full implementation.

Direction by the Board to locate the Capstone project at Samohi will initiate the planning and development of all aspects of the project. Specific decision points and contracts will return to the Board for approval.

Staff anticipates that this item will require a total of 25 minutes, with 15 minutes for the staff report and 10 minutes for board member questions.comments.  

Staff recommends that the Board of Education give direction to proceed with Measure SMS planning and budget.  

In November 2018, the community passed Measure SMS, a general obligation bond for $485 Million, by 72.07% to improve, repair and modernize outdated Santa Monica schools.

The District has been continuing to develop the plan to improve the schools. Based on the development of the facility plan and educational programs, the staff is recommending the following plan:

Samohi Campus Plan

In 2017, the board adopted the Samohi Campus Plan to improve the buildings and grounds over several phases.  Subsequently, the board gave direction to staff to combine phases 1 and 2, move and expand the pool, build both phases simultaneously, and to add additional subterranean parking.  Phases 1 & 2 (the Discovery Building) is under construction and scheduled to open in late 2021.

Based on shifting educational priorities set by the board, the recommendation is to shift the program for Phase 3 – previously scheduled to be replacement of the Language Building with standard classrooms, a decentralized administrative office, and a library/media center – to now support the Capstone project and visual and media arts on the Samohi campus.   

The program for Phase 3A would remain the same: a new three-court practice gym, dance and pep squad studios, yoga room, and support spaces. This will replace the current South Gym.

This shift in the program not only allows for the advancement of the Capstone program, but also provides needed time to respond to other educational and enrollment trends.

Analysis has determined that this change in program will not negatively impact later phases of the Samohi Campus Plan.

Moving the Library from Phase 3 to the next phase will allow it to be located closer to the center of campus, and therefore, closer to the majority of academic classrooms.  This satisfies an unmet priority in the original campus plan.  The shift will also allow time to better determine what a 21^st century, future-ready library should look like to meet the school’s educational needs and goals.

Michelle and Barack Obama Center

Improvements and additions will be made to the MBO campus to support the development of the Personalized Project Based Learning (PPBL) program and the other programs on the campus.

Middle and Elementary Schools

Significant funds will be allotted to support previously planned projects and future improvements.  The next step of the process is for the architects working with the school sites to assess the needs of each campus using the Education Specifications as a guide.  From the assessments, the campuses will be planned, and a prioritized list of projects will be developed. The allocations and design of the projects will begin following this process.

The updated program for Phase 3 and 3A will remain approximately the same size and cost as the previous program.

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

As part of California’s new accountability system, Local Education Agencies (LEAs) must report out annually on their performance on five state priorities for the California School Dashboard. LEAs determine if they meet performance standards using self-reflection tools and these local performance indicators must be presented in a public meeting prior to November 1, 2019.  

This discussion item will provide information about the purpose of the Local Indicators, the state priorities that they are designed to measure, and the choices districts have for how to measure them. The discussion item also includes district-level data that will be visible on the California School Dashboard, about which board members may have additional questions.

The local indicators reflect information from the 2018-19 school year. Like all dashboard data, they are lag indicators.

 The standards for the local performance indicators are based on whether LEAs:

1. Measure their progress on the local performance indicator based on locally available information, and
2. Report the results to the LEA's local governing board at a regularly scheduled meeting of the local governing board and to stakeholders and the public through the evaluation rubrics.

LEAs determine whether they have (Met, Not Met, or Not Met for Two or More Years) for each applicable local performance indicator. LEAs make this determination by using self-reflection tools included in the evaluation rubrics, which will allow them to measure and report their progress through the California School Dashboard. 

Performance Standards

The performance standards for the local performance indicators are:

Appropriately Assigned Teachers, Access to Curriculum-Aligned Instructional Materials, and Safe, Clean and Functional School Facilities (Priority 1)

• Standard: LEA annually measures its progress in meeting the Williams settlement requirements at 100% at all of its school sites, as applicable, and promptly addresses any complaints or other deficiencies identified throughout the academic year, as applicable.

Implementation of State Academic Standards (Priority 2)

• Standard: LEA annually measures its progress implementing state academic standards.

Parent Engagement (Priority 3)

• Standard: LEA annually measures its progress in (1) seeking input from parents in decision making and (2) promoting parental participation in programs.

School Climate (Priority 6)

• Standard: LEA administers a local climate survey at least every other year that provides a valid measure of perceptions of school safety and connectedness, such as the California Healthy Kids Survey, to students in at least one grade within the grade span(s) that the LEA serves (e.g., K-5, 6-8, 9-12). 

Self-Reflection Tool (Priority 7)

• Standard: Local educational agencies (LEAs) annually measure their progress in the extent to which students have access to, and are enrolled in, a broad course of study.

Staff anticipates this item will take a total of 20 minutes, with 10 minutes for the staff report and 10 minutes for board member questions/comments.

It is recommended that the Board of Education direct staff to paint the southeast walls of the Michelle and Barack Obama Center for Inquiry and Exploration the same exterior wall color as the rest of the school and add a painted sign identifying the facility's name as an interim step prior to replacing what remains of the existing mural. 

It is further recommended that the Board of Education direct staff to establish an inclusive community process that involves the school and broader community in creating a new mural that will pay homage to the Muir Woods mural and also reflect the vision for the Michelle and Barack Obama Center for Inquiry and Exploration campus.

Recommendation #1

The reason to move forward with the recommendation to paint the walls at the corner of Ocean Park and Lincoln Boulevards is as follows:

• The Muir Woods mural has eroded over time. The lead paint has peeled, contaminated the planter, and risks going into the storm water system out to the ocean. To address the lead paint concerns, the district has scraped the flaking paint and painted over it with a clear coat.  The result is an unsightly set of walls on a prominent corner of the facility.  
• Painting the walls will enable the complete removal of lead paint and allow for the building to look suitable for a school environment as the district engages with the community in a collaborative and inclusive process that will lead to a new mural, which staff recommends retain a connection with the Muir Woods mural while also respecting the evolving school campus.

Regardless of what replaces the current Muir Woods mural, the walls must be painted first.  The mural cannot simply be refurbished; it must be painted anew even if it were to be replaced with a replica of the Muir Woods mural painted in the 1970s.

Recommendation #2

With respect to the second recommendation, staff’s reasoning is as follows:

• Over the years, the Muir Woods mural has deteriorated.There have been strong interests expressed in support of saving, preserving, or replicating the mural.The recent community outpouring of support for the mural have articulated that interest in a variety of ways.The Muir Woods mural represents a meaningful and ongoing connection to our community history and to our past for some; for others, it stands as a statement about the need to preserve our forests and our environment in an era where the environment is under attack; for some it has a calming effect in an increasingly busy, crowded, and frenetic world.The recognition of John Muir and of our forests is a unifying and important image for many who live in the area or who pass by the SMMUSD’s Michelle and Barack Obama campus on a regular basis.
• At the same time, there are strong interests in replacing the mural with a new mural that reflects the fact that the school site and identity of the campus are changing. The Muir Woods mural was painted in the 1970s, when the campus was John Muir Elementary School. Over 20 years ago, John Muir Elementary moved to another location in Santa Monica, and the school eventually became Olympic High School.  Recently, the entire facility (which houses Olympic High School, Adult Education, Off Campus Learning Center, independent study, the Personal Project-based Learning Pathway, and possibly the Capstone program) was renamed the Michelle and Barack Obama Center for Inquiry and Exploration.  As part of this transition process, there is an interest in having the walls of the buildings represent its students, staff, and current programs and vision for the future.

Staff’s proposal represents an attempt to accommodate both sets of interests in a respectful manner, one which will allow for a win for everyone. 

The proposed plan, with board direction, is to encapsulate and paint the walls the same color as the rest of the exterior of the building. The site's new name, Michelle and Barack Obama Center for Inquiry and Exploration, would then be painted on top of the solid exterior color.  Moving forward, a collaborative and inclusive community process – one that engages members of the school community and the larger community of which the district is a part – can enable collaboration on a new mural that pays homage to the Muir Woods mural while providing continuity with the future use of the school site.

This item was postponed from October 3, 2019.  

Staff anticipates that this item will require a total of 30 minutes. 

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

This is to inform the Board of Education that AR 3515.11 – Digital Closed Circuit Television (CCTV) Video Surveillance and Global Position System (GPS) has been deleted.

Information has been moved to the updated BP/AR 5131.1 – Bus Conduct.

The Board of Education discussed these proposed changes on October 3, 2019.  Changes to the corresponding policy can be found under Consent in this agenda.

This is to inform the Board of Education that AR 3540 – Transportation has been deleted.

The regulation has been deleted and key concepts moved to the policy.

The Board of Education discussed these proposed changes on October 3, 2019.  Changes to the corresponding policy can be found under Consent in this agenda.

This is to inform the Board of Education that AR 3541 – Transportation Routes and Services has been revised.

The regulation has been updated to reflect new law (AB 1453), which authorizes districts to provide for the transportation of adult volunteers to and from educational activities.  The regulation also reflects the requirement to provide transportation consistent with a student's Section 504 plan, and clarifies the district's responsibility with respect to transportation for homeless students and foster youth.

The Board of Education discussed these proposed changes on October 3, 2019. 

This is to inform the Board of Education that AR 3543 – Transportation and Safety Emergencies has been revised.

The regulation has been reorganized to move information about bus accidents into its own section.  A section regarding child safety alarm systems has been added.

The Board of Education discussed these proposed changes on October 3, 2019. 

This is to inform the Board of Education that AR 5131.1 – Bus Conduct has been revised.

SMMUSD’s BP and AR 5131.1 have not been updated since 2009.  Staff recommends these updates in order to be in compliance with CSBA.

Both the policy and regulation have been update to include information regarding surveillance systems (previously included in BP/AR 31515.11). 

The Board of Education discussed these proposed changes on October 3, 2019.  Changes to the corresponding policy can be found under Consent in this agenda.