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REGULAR MEETING - BOARD OF TRUSTEES
Cypress SD
September 13, 2017 6:45PM
9470 Moody Street, Cypress, California 90630 (714) 220-6900

1. CALL TO ORDER
1.1. Roll Call
2. APPROVE AGENDA
Actions:
Motion
Passed with a motion by Lydia Sondhi, Ph.D. and a second by Candi Kern.
Vote:
Yes Candi Kern.
Yes Sandra Lee.
Yes Donna McDougall.
Yes Brian Nakamura.
Yes Lydia Sondhi, Ph.D..
3. PUBLIC COMMENTS - CLOSED SESSION
Quick Summary / Abstract:
In accordance with Government Code Section 54954.3, anyone who wishes to address the Board on any closed session agenda item may be recognized at this time.
4. RECESS TO CLOSED SESSION
4.1. Confidential Student Matter: Due Process
Quick Summary / Abstract:
Education Code requires closed session in order to prevent disclosure of confidential student record information.
5. RECONVENE TO OPEN SESSION - 7:00 P.M.
5.1. Closed Session Report
5.2. Pledge of Allegiance
6. SPECIAL ACTIVITIES
6.1. Recognition of School Volunteer Emily Lu
Rationale:
Emily Lu is a student a Beckman High School in the Tustin Unified School District. In the past year, Emily has volunteered her time to paint school murals at Landell, Luther, Morris, and Vessels. The Board will have the opportunity to recognize and thank Emily for her volunteer work in the Cypress School District.
 
6.2. Landell Student Presentations
Rationale:
Students at Landell Elementary School have been making use of their alternate learning spaces, such as the STEM Lab and outdoor classroom to extend the learning of our leopards. This evening we will share with you a glimpse into a leopard’s world of coding, as well as a brief overview of the progress made on our outdoor classroom as a result of our partnership with the Eagle Scouts.
 
6.3. 2016/17 California Assessment of Student Performance and Progress
Rationale:
Julie Gautreau, Coordinator, Assessments and Technology, will provide the Board with information regarding the results of the 2016/17 California Assessment of Student Performance and Progress (CAASPP).
 
7. PUBLIC COMMENTS
Quick Summary / Abstract:
In accordance with Government Code Section 54954.3, anyone who wishes to address the Board on any item of interest to the public that is within the jurisdiction of the Board may be recognized at this time. Matters not on the agenda may not be acted on by the Board of trustees, but may be received and referred to staff or be placed on a subsequent Board agenda for consideration. Items on the agenda may be addressed at the time agendized.
8. PUBLIC RECOGNITION
Quick Summary / Abstract:
Introduction of employee organization leadership, Educational Leaders, and special visitors.
9. APPROVE MINUTES
9.1. Special Meeting - August 10, 2017Was edited within 72 hours of the Meeting
Actions:
Motion
Passed with a motion by Sandra Lee and a second by Donna McDougall.
Vote:
Yes Candi Kern.
Yes Sandra Lee.
Yes Donna McDougall.
Yes Brian Nakamura.
Yes Lydia Sondhi, Ph.D..
Comments:
! Corrected minutes
Attachments:
Ex.1 Minutes - Special Meeting 8-10-17
9.2. Regular Meeting - August 10, 2017
Actions:
Motion
Passed with a motion by Donna McDougall and a second by Candi Kern.
Vote:
Yes Candi Kern.
Yes Sandra Lee.
Yes Donna McDougall.
Yes Brian Nakamura.
Yes Lydia Sondhi, Ph.D..
Attachments:
Minutes - Regular Meeting 8-10-17
10. CONSENT ITEMS
Quick Summary / Abstract:
Consent Items require one motion only. Items may be removed from Consent to be acted on individually at any Board Member's request.
Actions:
Motion
Passed with a motion by Candi Kern and a second by Sandra Lee.
Vote:
Yes Candi Kern.
Yes Sandra Lee.
Yes Donna McDougall.
Yes Brian Nakamura.
Yes Lydia Sondhi, Ph.D..
10.1. Approve Gifts to District
Rationale:
Background: Board Policy 3290 requires that any grant or gift made to a school or the district by an individual or organization be presented to the Board of Trustees for approval. 

Current Considerations: Exhibit 1 lists gifts received during the period August 1-31, 2017.

Administrator: Tim McLellan, Ed.D., Assistant Superintendent, Business Services
 
Financial Impact:
Gifts of cash are placed in the appropriate budget accounts. Items other than cash gifts have no financial impact on the budget.
Recommended Motion:
Approve acceptance of gifts received during the period August 1-31, 2017.
Attachments:
Ex.1 Donations Aug'17
10.2. Approve Grants Awarded to DistrictWas edited within 72 hours of the Meeting
Rationale:
Background: Board Policy 3290 requires that any grant or bequest made to a school or the District by an individual or organization be presented to the Board of Trustees for approval.

Current Considerations: Exhibit 1 lists grants awarded during the period August 1-31, 2017.

Administrator: Tandy Taylor, Director, Instructional Services
 
Financial Impact:
Grant monies are used to supplement the district's educational program.
Recommended Motion:
Approve grants awarded to district, during the period August 1-31, 2017.
Comments:
! Edited Goals
Attachments:
Ex.1 Grants August 2017
10.3. Approve 2016/17 Nonpublic, Nonsectarian School/Agency Service Expenses
Rationale:
Background: Per Board Policy 6159.2, when the District is unable to provide direct special education and/or related services to students with disabilities, the District may enter into a contract with a nonpublic, nonsectarian school or agency to meet the student's needs.

Current Considerations: Exhibit 1 list invoices for payment from the 2016/17 school year. A detailed report of these expenditures is maintained in a confidential file in the Student Support Services office.

Administrator: Scott Adams, Director, Student Support Services
 
Financial Impact:
The total cost of $3,779.61 will be paid from the General Fund.
Recommended Motion:
Approve the payment of nonpublic, nonsectarian school/agency service expenses totaling $3,779.61 for the 2016/17 school year.
Attachments:
Ex.1 2016/17 Expenses
10.4. Approve 2017/18 Nonpublic, Nonsectarian School/Agency Service Expenses
Rationale:
Background: Per Board Policy 6159.2, when the District is unable to provide direct special education and/or related services to students with disabilities, the District may enter into a contract with a nonpublic, nonsectarian school or agency to meet the students' needs. 

Current Considerations:  Exhibit 1 lists invoices for payment and/or anticipated expenses for the 2017/18 school year. A detailed report of these expenditures is maintained in a confidential file in the Student Support Services office.

Administrator: Scott Adams, Director, Student Support Services
 
Financial Impact:
The total cost of $131,000 will be paid from the General Fund.
Recommended Motion:
Approve the payment of nonpublic, nonsectarian school/agency service expenses totaling $131,000 for the 2017/18 school year.
Attachments:
Ex.1 2017/18 Expenses
10.5. Approve Human Resources Report, Certificated
Rationale:
Background: Human Resources transactions that are of a routine nature are authorized by the Superintendent or designee. These transactions are presented for Board approval/ratification as consent items that require little or no explanation or discussion due to either the nature of the transaction or a previous item where the action implements Board direction.

Current Considerations: Human Resources transactions occurring since the August 10, 2017 report are listed in Exhibit 1.

Administrator: Tracy Mouren-Laurens, Administrative Director, Human Resources/Induction
 
Financial Impact:
Listed positions and expenditures are within approved budget amounts.
Recommended Motion:
Approve Human Resources Report, Certificated, listing transactions occurring since the August 10, 2017 report.
Attachments:
Ex.1 Certificated Report
10.6. Approve Human Resources Report, Classified
Rationale:
Background: Human Resources transactions that are of a routine nature are authorized by the Superintendent or designee. These transactions are presented for Board approval/ratification as consent items that require little or no explanation or discussion due to either the nature of the transaction or a previous item where the action implements Board direction.

Current Considerations: Human Resources transactions occurring since the August 10, 2017 report are listed in Exhibit 1.

Administrator: Tracy Mouren-Laurens, Administrative Director, Human Resources/Induction
 
Financial Impact:
Listed positions and expenditures are within approved budget amounts.
Recommended Motion:
Approve Human Resources Report, Classified, listing transactions occurring since the August 10, 2017 report.
Attachments:
Ex.1 Classified Report
10.7. Approve Check Report
Rationale:
Background: Per Board Policy 3314, the Board shall approve all warrants at a regularly scheduled Board Meeting.

Current Considerations: Exhibit 1 lists all checks written during the period August 1-31, 2017.

Administrator: Tim McLellan, Ed.D., Assistant Superintendent, Business Services
 
Financial Impact:
Checks are within approved budget amounts.
Recommended Motion:
Approve the Check Report listing all checks written during the period August 1-31, 2017.
Attachments:
Ex.1 Check Report
10.8. Approve Purchase Order Report
Rationale:
Background: Per Board Policy 3300, the Board shall review all transactions entered into by the Superintendent or designee on behalf of the Board.

Current Considerations: Exhibit 1 lists purchase orders issued during the period August 1-31, 2017.

Administrator: Tim McLellan, Ed.D., Assistant Superintendent, Business Services
 
Financial Impact:
Purchase orders are within approved budget amounts.
Recommended Motion:
Approve the Purchase Order Report listing all purchase orders issued during the period August 1-31, 2017.
Attachments:
Ex.1 PO Report
10.9. Approve Agreement with Pacific Symphony for the 2017/18 Class Act Program at Clara J. King Elementary School
Rationale:
Background: Class Act is Pacific Symphony’s flagship youth education program in which symphony musicians are placed in year-long residencies at up to 32 K-8 schools in Orange County. Schools must apply to participate in the program each year. Class Act’s curriculum, which is aligned with the state standards, provides students the opportunity to explore a new theme and composer each year.

Current Considerations: This is King’s twelfth year participating in the Class Act program. The 2017/18 composer is Ludwig van Beethoven, and the theme is “Trials to Triumph.” The program includes a prelude assembly to introduce students to the composer and theme, workshops to help teachers integrate the curriculum into the classroom, grade-level music lessons, a family night event, and a culminating Bravo Assembly where students use musical performance, drama, creative writing, dance, and visual art forms to demonstrate what they have learned from their participation in Class Act. In addition, second through sixth-grade students attend a youth concert at Segerstrom Center for the Arts to hear the music of the composer performed by a full orchestra, while kindergarten and first-grade students participate in an Interactive Musical Experience on campus. The agreement with the Pacific Symphony (Exhibit 1) describes the program in greater detail. The participation fee is $6.50 per student.

Administrator: Tandy Taylor, Director, Instructional Services
 
Financial Impact:
The total cost will not exceed $3,510 and will be paid from Title I funds.
Recommended Motion:
Approve an agreement with Pacific Symphony for the 2017/18 Class Act Program at Clara J. King Elementary School at a cost not to exceed $3,510.
Attachments:
Ex.1 Class Act Agreement
11. DISCUSSION/ACTION
11.1. Hold Public Hearing on Sufficiency of Instructional Materials for the 2017/18 School Year and Adopt Resolution No. 178-02
Rationale:
Background: In accordance with Education Code 60119, the Board of Trustees is required to hold a public hearing annually to encourage participation by parents, teachers, members of the community, and bargaining unit leaders on the affirmation of adequate instructional materials. The hearing must be held on or before the eighth week of school, and a resolution attesting to the sufficiency of textbooks or instructional materials must be adopted following the public hearing.

Current Considerations: Resolution 178-02 (Exhibit 1) affirms the finding of sufficient textbooks or instructional materials for the 2017/18 school year.

Administrator: Tandy Taylor, Director, Instructional Services
 
Recommended Motion:
Adopt Resolution No. 178-02 affirming a finding of sufficient textbooks or instructional materials for the 2017/18 school year.
Actions:
Motion
Adopt Resolution No. 178-02 affirming a finding of sufficient textbooks or instructional materials for the 2017/18 school year. Passed with a motion by Sandra Lee and a second by Donna McDougall.
Vote:
Yes Candi Kern.
Yes Sandra Lee.
Yes Donna McDougall.
Yes Brian Nakamura.
Yes Lydia Sondhi, Ph.D..
Attachments:
Ex.1 Resolution 178-02
11.2. Approve Contracting with Jennifer Krogh, Ed.D., for GATE Certification Programs During the 2017/18 School Year
Rationale:
Background: In August 2016, the Board of Trustees approved the first year of a two-year GATE certification program for upper-grade teachers taught by Dr. Jennifer Krogh, an adjunct assistant professor at the University of Southern California’s Rossier School of Education. Twenty four teachers completed year one of the program and are ready to begin year two, which is the fieldwork portion. An additional 17 teachers have expressed interest in beginning the program this school year.

Current Considerations: The proposal (Exhibit 1) details the coursework and costs associated with providing both a year one and year two GATE Certification Program during the 2017/18 school year.

Administrator: Tandy Taylor, Director, Instructional Services
 
Financial Impact:
The cost will not exceed $19,300 and will be paid from Educator Effectiveness state grant funds.
Recommended Motion:
Approve contracting with Jennifer Krogh, Ed.D., for year two of an ongoing GATE Certification Program and year one of a new GATE Certification Program during the 2017/18 school year at a cost not to exceed $19,300.
Actions:
Motion
Approve contracting with Jennifer Krogh, Ed.D., for year two of an ongoing GATE Certification Program and year one of a new GATE Certification Program during the 2017/18 school year at a cost not to exceed $19,300.
Passed with a motion by Lydia Sondhi, Ph.D. and a second by Donna McDougall.
Vote:
Yes Candi Kern.
Yes Sandra Lee.
Yes Donna McDougall.
Yes Brian Nakamura.
Yes Lydia Sondhi, Ph.D..
Attachments:
Ex.1 GATE PD Proposal
11.3. Ratify Agreement with Speech & Language Premiere Staffing Inc. for a Certified Speech Pathologist at Luther through August 2017
Rationale:
Background: The Board approved an agreement with Speech & Language Premiere Staffing Inc. in May 2017 to temporarily fill the Luther Speech-Language Pathologist position through the end of the 2016/17 school year while the employee was on leave. The employee subsequently extended her leave through the month of August 2017.

Current Considerations: A contract with Pacific Coast Speech was approved by the Board in July 2017 to fill the Luther position for two days per week through the end of August. However, to ensure that student needs continued to be met, the District entered into a new agreement with Speech & Language Premiere Staffing Inc., (Exhibit 1) to fill the position for the remaining three days per week through the end of August 2017.

Administrator: Scott Adams, Director, Student Support Services
 
Financial Impact:
The total cost will not exceed $11,000 and will be paid from the General Fund.
Recommended Motion:
Ratify an agreement with Speech & Language Premiere Staffing, Inc. to temporarily fill the Speech-Language Pathologist position at Luther through the end of August 2017 at a not-to-exceed cost of $11,000.
Actions:
Motion
Ratify an agreement with Speech & Language Premiere Staffing, Inc. to temporarily fill the Speech-Language Pathologist position at Luther through the end of August 2017 at a not-to-exceed cost of $11,000. Passed with a motion by Donna McDougall and a second by Sandra Lee.
Vote:
Yes Candi Kern.
Yes Sandra Lee.
Yes Donna McDougall.
Yes Brian Nakamura.
Yes Lydia Sondhi, Ph.D..
Attachments:
Ex.1 SLPS Agreement
11.4. Adopt Resolution No. 178-05 in Support of Red Ribbon Week, October 23-31, 2017
Rationale:
Background: The Red Ribbon Campaign was started when drug traffickers in Mexico City murdered DEA agent Kiki Camarena in 1985. This began the continuing tradition of displaying red ribbons as a symbol of intolerance toward the use of drugs. Today, millions of young people and adults across the United States celebrate Red Ribbon Week, a celebration taking place the last week of October, helping to preserve Special Agent Camarena’s memory and to further the cause for which he gave his life. His passing has become the annual catalyst to a year-long campaign that promotes intolerance for the use of illegal drugs and abuse of legal drugs. Red Ribbon was designed to be an awareness campaign that increases citizen participation in community and school-based prevention programs.

Current Considerations: Resolution No. 178-05 (Exhibit 1) declares the Board’s support for Red Ribbon Week, October 23-31, 2017.

Administrator: Scott Adams, Director, Student Support Services
 
Recommended Motion:
Adopt Resolution 178-05 in support of Red Ribbon Week, October 23-31, 2017.
Actions:
Motion
Adopt Resolution 178-05 in support of Red Ribbon Week, October 23-31, 2017. Passed with a motion by Candi Kern and a second by Donna McDougall.
Vote:
Yes Candi Kern.
Yes Sandra Lee.
Yes Donna McDougall.
Yes Brian Nakamura.
Yes Lydia Sondhi, Ph.D..
Attachments:
Ex.1 Resolution 178-05
11.5. Adopt Resolution No. 178-06 in Support of Week of the School Administrator, October 9-13, 2017
Rationale:
Background:  California Education Code Section 44015.1 designates the second full week of October each year as "Week of the School Administrator."  Schools, school districts, and county superintendents of schools are encouraged to observe the week with public recognition of the contributions that school administrators and confidential employees make to successful student achievement.

Current Considerations:  Resolution No. 178-06 (Exhibit 1) recognizes the week of October 9-13, 2017 as "Week of the School Administrator."  This resolution, along with resolutions in support of classified and certificated personnel adopted in April, represent the Board's appreciation for the  mutual efforts of all personnel in support of instruction in the Cypress School District.

Administrator:  Tracy Mouren-Laurens, Administrative Director, Human Resources/Induction
 
Financial Impact:
A nominal cost is paid from the General Fund.
Recommended Motion:
Adopt Resolution No. 178-06 supporting October 9-13, 2017 as "Week of the School Administrator."
Actions:
Motion
Adopt Resolution No. 178-06 supporting October 9-13, 2017 as "Week of the School Administrator." Passed with a motion by Donna McDougall and a second by Candi Kern.
Vote:
Yes Candi Kern.
Yes Sandra Lee.
Yes Donna McDougall.
Yes Brian Nakamura.
Yes Lydia Sondhi, Ph.D..
Attachments:
Ex.1 Resolution 178-06
11.6. Approve Award of Bid No. 018-01 - Charter Bus Pupil Transportation Services 2017/18Was edited within 72 hours of the Meeting
Rationale:
Background: Cypress School District issues a Request for Proposals for outdoor science school transportation each year. Quotes for hourly rates are also requested for use in scheduling other educational field trips throughout the school year.

Current Considerations: A Request for Proposals was published on August 2, 2017, and August 9, 2017, and also posted on the district website. A public bid opening was held on August 25, 2017, and the following bids were received:

Vendor Name

Outdoor Science School Bid Amount

Certified Transportation Services, Inc.

$26,544.00

Pacific Coachways

$28,940.00

JFK Transportation

No Bid – Field Trips Only

Santa Barbara Transp. Dba Student Transportation of America

No Bid – Field Trips Only

Pacific Coast Sightseeing

$21,731.00 - Incomplete


Administrator:  Tim McLellan, Ed.D., Assistant Superintendent, Business Services
 
Financial Impact:
The cost of transportation to outdoor science school is funded by PTAs, school discretionary funds, and parent donations.
Recommended Motion:
Approve award of Bid No. 018-01 - Charter Bus Pupil Transportation Services for 2017/18 to Certified Transportation Services, Inc. for outdoor science school transportation in the amount of $26,544.
Actions:
Motion
Approve award of Bid No. 018-01 - Charter Bus Pupil Transportation Services for 2017/18 to Certified Transportation Services, Inc. for outdoor science school transportation in the amount of $26,544.
Passed with a motion by Lydia Sondhi, Ph.D. and a second by Candi Kern.
Vote:
Yes Candi Kern.
Yes Sandra Lee.
Yes Donna McDougall.
Yes Brian Nakamura.
Yes Lydia Sondhi, Ph.D..
Comments:
! Edited Goals
11.7. Ratify Agreement with the San Joaquin County Office of Education for Integration of the District's Special Education Information System and Aeries Student Information SystemWas edited within 72 hours of the Meeting
Rationale:
Background: The district uses the Aeries Student Information System to maintain its student data. The district also uses the Special Education Information System (SEIS) as a centralized management system for Individualized Education Plans and other special education records. For optimal efficiency, the district requires the ability to transfer information between the two systems.

Current Considerations: The district has signed a Memorandum of Agreement (Exhibit 1) with the San Joaquin County Office of Education, Center for Educational Development and Research, to develop and support the integration components and services needed to allow bidirectional data transfer between Aeries and SEIS. The district will pay for the initial setup/configuration and an annual maintenance fee of $1.50 per student based on the district’s special education student count. The term of this agreement is three years.

Administrator: Tim McLellan, Ed.D., Assistant Superintendent, Business Services
 
Financial Impact:
The initial cost for development of the Aeries/SEIS integration components/services is $4,000, and the first annual maintenance fee will be $619.50. Annual maintenance fees for years two and three are estimated to not exceed $675 per year. All costs will be paid from the General Fund.
Recommended Motion:
Ratify a Memorandum of Agreement with the San Joaquin County Office of Education, Center for Educational Development and Research, for development and maintenance of Aeries/SEIS integration components and services at a cost of $4,619.50 for 2017/18 and an amount not to exceed $675 per year for 2018/19 and 2019/20.
Actions:
Motion
Ratify a Memorandum of Agreement with the San Joaquin County Office of Education, Center for Educational Development and Research, for development and maintenance of Aeries/SEIS integration components and services at a cost of $4,619.50 for 2017/18 and an amount not to exceed $675 per year for 2018/19 and 2019/20. Passed with a motion by Sandra Lee and a second by Lydia Sondhi, Ph.D..
Vote:
Yes Candi Kern.
Yes Sandra Lee.
Yes Donna McDougall.
Yes Brian Nakamura.
Yes Lydia Sondhi, Ph.D..
Comments:
! Edited Goals
Attachments:
Ex.1 SJCOE/CEDR Agreement
11.8. Approve Use of California Multiple Award Schedule (CMAS) Contract Number 4-13-73-0024A to Advantage West Government Product Solutions for Purchase of Janitorial SuppliesWas edited within 72 hours of the Meeting
Rationale:
Background: The district utilizes a variety of janitorial supplies to ensure the proper maintenance of it's facilities. Pursuant to Public Contract Code Sections 10298, 10299, and 12100, the district has the authorization to purchase supplies through California Department of General Services (DGS) awarded contracts such as California Multiple Award Schedules (CMAS). DGS has awarded CMAS Contract Number 4-13-73-0024A to Advantage West Government Product Solutions for the purchase and warranty of janitorial supplies.

Current Considerations: Staff has reviewed the terms, conditions, and pricing of the Advantage West Government Product Solutions contract for the same supplies currently being utilized by the district and has found them to be competitive.

Administrator: Tim McLellan, Ed.D., Assistant Superintendent, Business Services
 
Financial Impact:
None. Janitorial supply costs are included in the Maintenance and Operations budget.
Recommended Motion:
Approve use of California Multiple Award Schedule (CMAS) Contract Number 4-13-73-0024A awarded to Advantage West Product Solutions for the purchase of janitorial supplies.
Actions:
Motion
Approve use of California Multiple Award Schedule (CMAS) Contract Number 4-13-73-0024A awarded to Advantage West Product Solutions for the purchase of janitorial supplies. Passed with a motion by Sandra Lee and a second by Donna McDougall.
Vote:
Yes Candi Kern.
Yes Sandra Lee.
Yes Donna McDougall.
Yes Brian Nakamura.
Yes Lydia Sondhi, Ph.D..
Comments:
! Edited Goals
Attachments:
Ex.1 CMAS Contract
11.9. Approve Notice of Termination Letter Regarding Lease Agreement with Del Sol, Inc. for the former Damron Elementary School Site
Rationale:
Background: On May 9, 2013, the district entered into a lease agreement whereby the district leased to Del Sol School approximately 8.95 acres of land located at 5400 Myra Avenue, Cypress, CA, known generally as the district's former Damron Elementary School site. The agreement allows the district to terminate the lease, without penalty, by sending notice to Del Sol at least 24 months prior to termination.

Current Considerations: The district proposes initiating termination of the lease by issuing the required notice to Del Sol (Exhibit 1). As stated in the notice of termination, all terms and conditions set forth in the lease shall apply to both parties until the lease termination date, which will be 24 months from the date of the notice.

Administrator: Tim McLellan, Ed.D., Assistant Superintendent, Business Services
 
Recommended Motion:
Approve issuance of a Notice of Termination of Lease Agreement to Del Sol School which will terminate the lease in 24 months.
Actions:
Motion
Approve issuance of a Notice of Termination of Lease Agreement to Del Sol School which will terminate the lease in 24 months. Passed with a motion by Candi Kern and a second by Sandra Lee.
Vote:
Yes Candi Kern.
Yes Sandra Lee.
Yes Donna McDougall.
Yes Brian Nakamura.
Yes Lydia Sondhi, Ph.D..
Attachments:
Ex.1 Notice of Termination
11.10. Adopt Resolution No. 178-03 Authorizing and Approving the Exchange of Real PropertyWas edited within 72 hours of the Meeting
Rationale:
Background: The District Office property consists of approximately 6.1 acres of land, 3.7 acres of which is not needed for educational facility purposes. In May 2017 the Board authorized staff to seek and consider proposals for an exchange agreement whereby the surplus 3.7 acres would be exchanged for another property or other consideration, as allowed by Education Code Section 17536, et. seq. The district distributed a Request for Proposals, and Melia Homes, Inc. was selected as a result of the competitive bid process.

Current Considerations: Resolution 178-03 (Exhibit 1) makes the findings required by Education Code and submits the proposed exchange agreement with Melia Homes to the Board for review and approval.

Administrator: Tim McLellan, Ed.D., Assistant Superintendent, Business Services
 
Financial Impact:
The properties shall be of equal value and shall be conveyed in consideration for the other. The value of the exchange property shall not exceed $12,500,000, unless the district determines, in its sole discretion, that it is willing to acquire a property worth more than this value. In event the exchange property is worth less than this value, Melia Homes shall make up the difference in cash. The district shall be reimbursed for any cost incurred pursuant to the entitlement application process.
Recommended Motion:
Adopt Resolution 178-03 Authorizing and Approving the Exchange of Real Property.
Actions:
Motion
Adopt Resolution 178-03 Authorizing and Approving the Exchange of Real Property. Passed with a motion by Donna McDougall and a second by Candi Kern.
Vote:
Yes Candi Kern.
Yes Sandra Lee.
Yes Donna McDougall.
Yes Brian Nakamura.
Yes Lydia Sondhi, Ph.D..
Comments:
! Edited Goals
Attachments:
Ex.1 Resolution 178-03
11.11. Approve Filing Notice of Completion for the 2017 King E-Rate 10GB Upgrade Project (#03o/2014-15)Was edited within 72 hours of the Meeting
Rationale:
Background: On August 10, 2017, the Board approved a purchase order to ICS Services (previously authorized on March 12, 2015) for upgrades to the site’s data network to provide 10GB speed and capacity.

Current Considerations: There were no change orders for this project. Work is now 100% complete, including all corrective (punch list) items, and a Notice of Completion must be filed with the County of Orange (Exhibit 1).

Administrator: Tim McLellan, Ed.D., Assistant Superintendent, Business Services

 
Financial Impact:
The total project cost is $30,492.56 and will be paid from the General Fund. A portion of this cost may be reimbursable through the E-Rate program.
Recommended Motion:
Approve filing a Notice of Completion for the 2017 King E-Rate 10GB Upgrade Project by ICS Services (#03o/2014-15) at a final cost of $30,492.56.
Actions:
Motion
Approve filing a Notice of Completion for the 2017 King E-Rate 10GB Upgrade Project by ICS Services (#03o/2014-15) at a final cost of $30,492.56. Passed with a motion by Sandra Lee and a second by Donna McDougall.
Vote:
Yes Candi Kern.
Yes Sandra Lee.
Yes Donna McDougall.
Yes Brian Nakamura.
Yes Lydia Sondhi, Ph.D..
Comments:
! Edited Goals
Attachments:
Ex.1 Notice of Completion
11.12. Approve Filing Notice of Completion for the 2017 Morris E-Rate 10GB Upgrade Project (#03q/2014-15)Was edited within 72 hours of the Meeting
Rationale:
Background: On August 10, 2017, the Board approved a purchase order to ICS Services (previously authorized on March 12, 2015) for upgrades to the site’s data network to provide 10GB speed and capacity.

Current Considerations: There were no change orders for this project. Work is now 100% complete, including all corrective (punch list) items, and a Notice of Completion must be filed with the County of Orange (Exhibit 1).

Administrator: Tim McLellan, Ed.D., Assistant Superintendent, Business Services
 
Financial Impact:
The total project cost is $28,272.90 and will be paid from the General Fund. A portion of this cost may be reimbursable through the E-Rate program.
Recommended Motion:
Approve filing a Notice of Completion for the 2017 Morris E-Rate 10GB Upgrade Project by ICS Services (#03q/2014-15) at a final cost of $28,272.90.
Actions:
Motion
Approve filing a Notice of Completion for the 2017 Morris E-Rate 10GB Upgrade Project by ICS Services (#03q/2014-15) at a final cost of $28,272.90. Passed with a motion by Candi Kern and a second by Donna McDougall.
Vote:
Yes Candi Kern.
Yes Sandra Lee.
Yes Donna McDougall.
Yes Brian Nakamura.
Yes Lydia Sondhi, Ph.D..
Comments:
! Edited Goals
Attachments:
Ex.1 Notice of Completion
11.13. Approve Filing Notice of Completion for the 2017 Vessels E-Rate 10GB Upgrade Project (#03r/2014-15)Was edited within 72 hours of the Meeting
Rationale:
Background: On August 10, 2017, the Board approved a purchase order to ICS Services (previously authorized on March 12, 2015) for upgrades to the site’s data network to provide 10GB speed and capacity.

Current Considerations: There were no change orders for this project. Work is now 100% complete, including all corrective (punch list) items, and a Notice of Completion must be filed with the County of Orange (Exhibit 1).

Administrator: Tim McLellan, Ed.D., Assistant Superintendent, Business Services
 
Financial Impact:
The total project cost is $35,778.56 and will be paid from the General Fund. A portion of this cost may be reimbursable through the E-Rate program.
Recommended Motion:
Approve filing a Notice of Completion for the 2017 Vessels E-Rate 10GB Upgrade Project by ICS Services (#03r/2014-15) at a final cost of $35,778.56.
Actions:
Motion
Approve filing a Notice of Completion for the 2017 Vessels E-Rate 10GB Upgrade Project by ICS Services (#03r/2014-15) at a final cost of $35,778.56. Passed with a motion by Lydia Sondhi, Ph.D. and a second by Donna McDougall.
Vote:
Yes Candi Kern.
Yes Sandra Lee.
Yes Donna McDougall.
Yes Brian Nakamura.
Yes Lydia Sondhi, Ph.D..
Comments:
! Edited Goals
Attachments:
Ex.1 Notice of Completion
11.14. Adopt Resolution No. 178-04, Cypress School District Gann Limit
Rationale:
Background: In November of 1979, the California electorate adopted Proposition 4, commonly called the Gann Amendment, which later added Article XIII-B to the California Constitution. The provisions of the Article established maximum appropriation limitations, commonly called Gann Limits, for public agencies, including school districts. As a result, each school district is required to annually establish a revised Gann Limit for the preceding school year and a projected Gann Limit for the current school year.

Current Considerations: Resolution No.178-04 (Exhibit 1) establishes the district’s adjusted 2016/17 Gann Limit at $26,973,167 and the 2017/18 estimated limit at $27,772,698.

Administrator: Tim McLellan, Ed.D., Assistant Superintendent, Business Services
 
Financial Impact:
The Gann Limits are in accordance with applicable constitutional and statutory law. There is no financial impact on the district.
Recommended Motion:
Adopt Resolution No. 178-04, Adoption of the Cypress School District Gann Limit, showing the actual appropriations limit for 2016/17 of $26,973,167 and the estimated appropriations limit for 2017/18 of $27,772,698.
Actions:
Motion
Adopt Resolution No. 178-04, Adoption of the Cypress School District Gann Limit, showing the actual appropriations limit for 2016/17 of $26,973,167 and the estimated appropriations limit for 2017/18 of $27,772,698. Passed with a motion by Sandra Lee and a second by Candi Kern.
Vote:
Yes Candi Kern.
Yes Sandra Lee.
Yes Donna McDougall.
Yes Brian Nakamura.
Yes Lydia Sondhi, Ph.D..
Attachments:
Ex.1 Resolution 178-04
11.15. Certify Review of 2016/17 Unaudited Actuals
Rationale:
Background: Education Code Section 42100 requires that on or before September 15, the governing board of each school district shall approve, on a form prescribed by the Superintendent of Public Instruction, an annual statement of all receipts and expenditures of the district for the preceding fiscal year and shall file the statement with the County Superintendent of Schools.

Current Considerations: On June 8, 2017, a presentation was made to the Board giving estimated total revenues and expenditures for 2016/17. Since that time, year-end closing procedures have been completed and final unaudited figures are now available. Exhibit 1 shows actual 2016/17 figures for all district funds. Details are available for review in the Business Services office.

The General Fund closed 2016/17 with an ending balance of $10,444,446. The components of the ending balance include:

Revolving Cash $15,000
Designated for Economic Uncertainties (3%) $1,229,802
Restricted $984,777
Other Assignments $6,017,713
Undesignated $2,197,154

Other funds include:
Fund Beginning
Balance
Revenue &
Transfers In
Other Sources
Expenditures &
Transfers Out
Other Uses
Ending
Balance
Cafeteria Account $335,038 $1,581,053 $1,634,680 $281,411
Deferred Maintenance $1,439,473 $11,878 $826 $1,450,525
Capital Facilities $1,804,051 $493,145 $1,388 $2,295,808
School Facilities $514 $4 $1 $517
Facilities Reserve $4,723,071 $2,713,085 $3,394,060 $4,042,096
Self-Insurance $1,066,858 $3,610,771 $3,297,444 $1,380,185

Total General Fund revenues totaled $40,973,766 versus total General Fund expenditures and transfers out at $40,993,399. Bottom line is the district spent within its means with a slight budget deficit for 2016/17 of $19,633.

The Unaudited Actuals Report is designed to provide the Board of Trustees with a general overview of the district’s finances and illustrate the district’s accountability, in detail, for the money it receives and expends. The report is formatted in a manner prescribed and approved by the state. During the fall, the district’s external auditors will audit the records contained in this report and render an opinion no later than December 15, 2017.

Administrator: Tim McLellan, Ed.D., Assistant Superintendent, Business Services

 
Financial Impact:
Funding for 2017/18, given the adjustments to the ending balance from 2016/17, along with designated carryover amounts, is adequate to fund the approved programs for the 2017/18 school year.
Recommended Motion:
Certify review of the 2016/17 unaudited actuals and adjustments to the beginning balance for 2017/18.
Actions:
Motion
Certify review of the 2016/17 unaudited actuals and adjustments to the beginning balance for 2017/18. Passed with a motion by Lydia Sondhi, Ph.D. and a second by Donna McDougall.
Vote:
Yes Candi Kern.
Yes Sandra Lee.
Yes Donna McDougall.
Yes Brian Nakamura.
Yes Lydia Sondhi, Ph.D..
Attachments:
Ex.1 Unaudited Actuals
11.16. Approve Retainer Agreement with Fagen Friedman & Fulfrost LLP for Communication Services
Rationale:
Background: A Public Information Officer (PIO) serves as the point person for dissemination of all communication. PIOs are most commonly found in larger districts because smaller districts typically do not have the resources to dedicate for such a position. PIOs are especially valuable during times of crisis, when PIOs manage the communication while district staff manages the emergency.

Current Considerations: Fagen Friedman & Fulfrost provides legal as well as educational and communication consultation services. A retainer with the firm will enable the district to access communication services for special projects or in the event of an emergency. The agreement (Exhibit 1) provides a rate schedule for the various services it offers. The initial term of this agreement is for the 2017/18 school year.

Administrator:  Anne Silavs, Superintendent
 
Financial Impact:
There is no cost for entering into this agreement. Expenses will only be incurred when services are accessed and will be paid from the General Fund.
Recommended Motion:
Approve Entering into an agreement with Fagen Friedman & Fulfrost, LLC, for communication services during the 2017/18 school year.
Actions:
Motion
Approve Entering into an agreement with Fagen Friedman & Fulfrost, LLC, for communication services during the 2017/18 school year. Passed with a motion by Sandra Lee and a second by Candi Kern.
Vote:
Yes Candi Kern.
Yes Sandra Lee.
Yes Donna McDougall.
Yes Brian Nakamura.
Yes Lydia Sondhi, Ph.D..
Attachments:
Ex.1 F3 Agreement
11.17. Adopt 2017/18 District Goals and StrategiesWas edited within 72 hours of the Meeting
Rationale:
Background: Board Bylaws and Board Policy specify that it is the responsibility of the Board of Trustees to set direction for the school district and adopt long-term goals aligned with the district’s mission, vision, philosophy, and priorities. In November 2016, the Board adopted district goals as well as strategies for accomplishing the goals during the 2016/17 school year. On August 10, 2017, the Board performed its annual review of the district’s goals and requested the addition of a fifth goal focused on the district office facility.

Current Considerations: Exhibit 1 presents revised district goals along with strategies for the 2017/18 school year.

Administrator: Anne Silavs, Superintendent
 
Recommended Motion:
Adopt district goals and strategies, as listed in Exhibit 1, for the 2017/18 school year.
Actions:
Motion
Adopt district goals and strategies, as listed in Exhibit 1, for the 2017/18 school year. Passed with a motion by Sandra Lee and a second by Donna McDougall.
Vote:
Yes Candi Kern.
Yes Sandra Lee.
Yes Donna McDougall.
Yes Brian Nakamura.
Yes Lydia Sondhi, Ph.D..
Comments:
! Edited Goals
Attachments:
Ex.1 2017/18 District Goals & Strategies
11.18. Adopt Updated Board Policies, Administrative Regulations, and Board Bylaws
Rationale:

Background: The California School Boards Association (CSBA) releases Board Policy, Administrative Regulation, and Board Bylaw updates at least five times a year. These updates are presented to the Board for first reading and final adoption at two consecutive Board Meetings.

 

Current Considerations: The following Board Policy and Administrative Regulation updates, which were presented to the Board for first reading on August 10, 2017, are presented for adoption. An error noted in BP 6161.1 has been corrected. 

AR

0000

Vision

BP

0100

Philosophy

BP

2140

Evaluation of the Superintendent

AR

4112.2

Certification

BP

4112.61 4212.61 4312.61

Employment References

AR

4112.61 4212.61 4312.61

Employment References

BP

6161.1

Selection and Evaluation of Instructional Materials

BB

9121

President

BB

9230

Orientation

BB

9400

Board Self-Evaluation

 

Administrator:  Anne Silavs, Superintendent

 
Recommended Motion:
Adopt the Board Policies, Administrative Regulations, and Board Bylaws, as listed above, effective September 13, 2017.
Actions:
Motion
Adopt the Board Policies, Administrative Regulations, and Board Bylaws, as listed above, effective September 13, 2017. Passed with a motion by Sandra Lee and a second by Candi Kern.
Vote:
Yes Candi Kern.
Yes Sandra Lee.
Yes Donna McDougall.
Yes Brian Nakamura.
Yes Lydia Sondhi, Ph.D..
Attachments:
0000-AR
0100-BP
2140-BP
4112.2-AR
4112.61-AR
4112.61-BP
6161.1-BP Corrected
9121-BB
9230-BB
9400-BB
12. ANNOUNCEMENTS OR REQUESTS FROM THE BOARD
13. ANNOUNCEMENTS OR REQUESTS FROM THE SUPERINTENDENT
14. ADJOURNMENT

Published: September 8, 2017, 6:26 PM

The resubmit was successful.