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REGULAR MEETING - BOARD OF TRUSTEES
Cypress SD
November 13, 2017 6:00PM
9470 Moody Street, Cypress, California 90630 (714) 220-6900

1. CALL TO ORDER - Kouzes Education Center
1.1. Roll Call
2. APPROVE AGENDA
Actions:
Motion
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..
3. ANNUAL BOARD MEET & GREET DINNER SPONSORED BY ASSOCIATION OF CYPRESS TEACHERS
4. OPEN SESSION - Board Room - 7:00 p.m.
4.1. Pledge of Allegiance - Cub Scout Pack 673
5. SPECIAL ACTIVITIES
5.1. School Presentation - Steve Luther Elementary School
Rationale:
Luther Student Council officers will make a brief presentation about why we celebrate the Veterans Day holiday each year. Following their presentation, Luther Transitional Kindergarten students will perform America the Beautiful (with sign language) and Albuquerque Turkey.
 
5.2. Staff Presentation – Report on Student Subgroup Performance on the 2017 Administration of the Smarter Balanced Assessments
Rationale:
On September 13, 2017, the Board received a report on the 2017 Smarter Balanced assessment results. At that time, information regarding student subgroup performance had not been publicly released by the California Department of Education.

Julie Gautreau, Coordinator of Assessment and Technology, will provide the Board with a follow-up report that includes the 2017 Smarter Balanced assessment results of the district’s significant ethnic groups as well as special education, English learner, and socioeconomically disadvantaged student populations.
 
6. 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.
7. PUBLIC RECOGNITION
Quick Summary / Abstract:
Introduction of employee organization leadership, Educational Leaders, and special visitors.
8. APPROVE MINUTES FROM REGULAR MEETING OF OCTOBER 12, 2017
Actions:
Motion
Passed with a motion by Donna McDougall and a second by Candi Kern.
Vote:
Yes Candi Kern.
Abstain Sandra Lee.
Yes Donna McDougall.
Yes Brian Nakamura.
Yes Lydia Sondhi, Ph.D..
Attachments:
Minutes 10-12-2017
9. 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 Lydia Sondhi, Ph.D. and a second by Sandra Lee.
Vote:
Yes Candi Kern.
Yes Sandra Lee.
Yes Donna McDougall.
Yes Brian Nakamura.
Yes Lydia Sondhi, Ph.D..
9.1. 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 October 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 October 1-31, 2017.
Attachments:
Ex.1 Gifts Oct'17
9.2. Approve Grants Awarded to District
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 October 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 acceptance of grants received during the period October 1-31, 2017.
Attachments:
Ex.1 Grants Oct'17
9.3. Approve 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. A detailed report of these expenditures is maintained in a confidential file in the Student Support Services department.

Administrator: Scott Adams, Director, Student Support Services
 
Financial Impact:
The total cost of $12,000 will be paid from the General Fund.
Recommended Motion:
Approve the payment of nonpublic, nonsectarian school/agency service invoices and/or anticipated expenses totaling $12,000.
Attachments:
Ex. 1 NPNS Expense
9.4. Approve Revised Nonpublic, Nonsectarian School/Agency Master Agreement with Olive Crest Academy for 2017/18
Rationale:
Background: In accordance with Board Policy 6159.2, the Board previously approved renewal of a nonpublic, nonsectarian school/agency master agreement with Olive Crest Academy for the 2017/18 school year.

Current Considerations: Olive Crest Academy was recently awarded a 1.48 percent increase in daily rate fees by the Orange County SELPA Directors Rate Panel, necessitating revision to the previously approved master agreement (Exhibit 1).

Administrator: Scott Adams, Director, Student Support Services
 
Financial Impact:
There will be minimal financial impact associated with approval of this revised master agreement. Individual Student Agreements with specific costs will be presented for Board approval throughout the school year as necessary.
Recommended Motion:
Approve renewal of a revised nonpublic, nonsectarian school/agency master agreement with Olive Crest Academy for the 2017/18 school year.
Attachments:
Ex.1 Revised Master Agreement-Olive Crest
9.5. 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 October 12, 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 October 12, 2017 report.
Attachments:
Ex.1 CE Report
9.6. 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 October 12, 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 October 12, 2017 report.
Attachments:
Ex.1 CL Report
9.7. 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 October 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 October 1-31, 2017.
Attachments:
Ex.1 Check Report Oct'17
9.8. 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 October 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 October 1-31, 2017.
Attachments:
Ex.1 PO Report Oct'17
9.9. Approve Annual Renewal of the 2016 Maintenance/Construction Unit Price Bid Master Agreement (CSUB #02/2016-17)
Rationale:
Background: On November 10, 2016, M.P. South, Inc. was awarded the 2016 Maintenance/Construction Unit Price Bid Master Agreement for maintenance and construction improvements within the District. The initial term of the contract was for 12 months, with the option to request four additional one-year renewals, for a maximum contract term of five years.

Current Considerations: This one-year renewal will cover new projects through November 9, 2018.

Administrator: Tim McLellan, Ed.D., Assistant Superintendent, Business Services
 
Financial Impact:
There is no financial impact associated with renewal of this master agreement. Each project initiated under the agreement will have a separate purchase order or contract presented for approval by the Board.
Recommended Motion:
Approve a one-year renewal of the existing 2016 Maintenance/Construction Unit Price Bid Master Agreement with M. P. South (CSUB #02/2016-17).
9.10. Approve 2018/19 Annual Renewal of Services for Membership in the Super Co-Op (A California USDA Foods Cooperative)
Rationale:
Background: The United States Department of Agriculture (USDA) Foods program provides about 20% of the food in the National School Lunch Program. The Super Co-Op has historically assisted Member Districts with USDA Foods ordering and distribution. The Co-Op consists of 230 Member Districts in the 2017/18 school year and represents 42% of the entire state of California’s entitlement dollars. This collaboration allows districts to attain the best possible prices for processed USDA Foods. The lead agency for the Super Co-Op is the Santa Clarita Valley School Food Services Agency. The Cypress School District Child Nutrition Services department has been a member of the Super Co-Op for over 18 years and has utilized a variety of nutritional products at a price point that has supported the department’s financial and nutritional goals.

Current Considerations: With food costs rising, continued participation in the Super Co-Op is vital in managing the district’s food costs. The renewal agreement for the 2018/19 school year is provided as Exhibit 1.

Administrator: Tim McLellan, Ed.D., Assistant Superintendent, Business Services
 
Financial Impact:
The annual renewal membership fee is 0.3% of the current-year USDA Foods estimated entitlement, which is expected to be approximately $450. Additionally, the state charges administrative and delivery fees based upon district usage. Fees are paid from the General Fund.
Recommended Motion:
Approve the 2018/19 Annual Renewal of Services for Membership in the Super Co-Op (A California USDA Foods Cooperative) at a not-to-exceed cost of $450.
Attachments:
Ex.1 Super Co-Op Agreement
10. DISCUSSION/ACTION
10.1. Approve Special Education Settlement Agreement #2017-002
Rationale:
Background: A settlement agreement was reached regarding confidential student matter #2017-002.

Current Considerations: The settlement agreement includes payment of $6,000 in legal fees and an amount not to exceed $2,019.60 (if deemed necessary) for supplemental occupational therapy services.

Administrator: Scott Adams, Director, Student Support Services
 
Financial Impact:
The total amount of $6,000 in legal fees and an amount not to exceed $2,019.60 (if deemed necessary) will be paid from the General Fund.
Recommended Motion:
Approve the payment of legal fees and supplemental occupational fees (if necessary), totaling a not-to-exceed amount of $8,019.60, in accordance with the terms of the settlement agreement for confidential student matter #2017-002.
Actions:
Motion
Approve the payment of legal fees and supplemental occupational fees (if necessary), totaling a not-to-exceed amount of $8,019.60, in accordance with the terms of the settlement agreement for confidential student matter #2017-002. 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:
Approve the payment of legal fees and supplemental occupational fees (if necessary), totaling a not-to-exceed amount of $8,019.60, in accordance with the terms of the settlement agreement for confidential student matter #2017-002.
10.2. Approve Notice of Completion for the 2017 Luther Playground Equipment Upgrade Project by Dave Bang Associates, Inc. (CSPM #08-2016/17)
Rationale:
Background: On June 8, 2017, the Board approved contracting with Dave Bang Associates for the 2017 Luther Playground Equipment Upgrade Project. The contract was executed via a purchase order issued against Dave Bang’s existing California Multiple Award Schedule (CMAS) Contract #4-15-78-0013E.

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

Administrator: Tim McLellan, Ed.D., Assistant Superintendent, Business Services
 
Financial Impact:
The final project cost is $103,413.97 and will be paid from the General Fund.
Recommended Motion:
Approve filing a Notice of Completion for the 2017 Luther Playground Equipment Upgrade Project by Dave Bang Associates, Inc. (CSPM #08-2016/17) at a final cost of $103,413.97.
Actions:
Motion
Approve filing a Notice of Completion for the 2017 Luther Playground Equipment Upgrade Project by Dave Bang Associates, Inc. (CSPM #08-2016/17) at a final cost of $103,413.97. 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..
Attachments:
Ex.1 Notice of Completion
10.3. Approve Consulting Agreement with Lynn Davis to Provide Public Relations Administrative Support on Issues Related to the Exchange of Real Property
Rationale:
Background: Board Policy 3600 authorizes the use of consultants to provide expert professional advice or specialized technical services which are not needed on a continuing basis and which cannot be provided by district staff because of limitations of time, experience, or knowledge. Lynn Davis holds an MBA from Harvard University and is an executive with over 20 years of experience in high growth technology enterprises. He has also been involved with supporting nonprofit organizations seeking to transform education and has worked in conjunction with Clifford Moss LLC, a political strategy and public affairs firm, to advise school districts on local funding initiatives.

Current Considerations: Under this consulting agreement (Exhibit 1), Lynn Davis will provide public relations support on issues related to the exchange of the district office property, including attendance at community outreach meetings. The term of the agreement is November 13, 2017, through June 30, 2019. Consulting services will be billed at the rate of $40 per hour.

Administrator: Tim McLellan, Ed.D., Assistant Superintendent, Business Services
 
Financial Impact:
The total cost will not exceed $38,000 and will be paid from Fund 40.
Recommended Motion:
Approve a consulting agreement with Lynn Davis for public relations administrative support related to the exchange of real property for the period of November 13, 2017, through June 30, 2019, at a not-to-exceed cost of $38,000.
Actions:
Motion
Approve a consulting agreement with Lynn Davis for public relations administrative support related to the exchange of real property for the period of November 13, 2017, through June 30, 2019, at a not-to-exceed cost of $38,000. 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..
Attachments:
Ex.1 Consultant Agreement
10.4. Approve Agreement for Consulting Services with Murdoch, Walrath & Holmes
Rationale:
Background: Since November 2012, the Luther modernization project has been on the Approved Unfunded List for a state matching grant through the School Facility Program. No apportionment was ever made because no funds were available. Following the passage of Proposition 51 in November 2016, the State Allocation Board took action in August to fund districts on the Approved Unfunded List, but at the 2012 pupil grant amount rather than at the 2017 rate. This difference results in a loss of over $200,000 in state matching grant funds for the district.

Current Considerations: Thomas Duffy is a lobbyist with Murdoch, Walrath & Holmes. Under this agreement, Mr. Duffy will provide consulting services related to appeals to the State Allocation Board and represent the district in meetings and negotiations with state agencies regarding these appeals. The term of the agreement (Exhibit 1) is November 13, 2017 through August 30, 2018.

Administrator: Tim McLellan, Ed.D., Assistant Superintendent, Business Services
 
Financial Impact:
The cost is a flat rate of $10,000, plus travel expenses, and will be paid from Fund 40.
Recommended Motion:
Approve agreement for consulting services with Murdoch, Walrath & Holmes for the period November 13, 2017 through August 30, 2018, at a cost of $10,000, plus travel expenses.
Actions:
Motion
Approve agreement for consulting services with Murdoch, Walrath & Holmes for the period November 13, 2017 through August 30, 2018, at a cost of $10,000, plus travel expenses. 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 Agreement with Murdoch, Walrath & Holmes
10.5. Adopt Resolution 178-07 on Board Compensation for Missed Meeting
Rationale:
Background: Education Code 35120 states, “A member may be paid for any meeting when absent if the board by resolution duly adopted and included in its minutes finds that at the time of the meeting he or she is performing services outside the meeting for the school district or districts, he or she was ill or on jury duty, or the absence was due to a hardship deemed acceptable by the board.”

Current Considerations: Trustee Sandra Lee was unable to attend the October 12, 2017 Regular Board Meeting due to hardship. Resolution 178-07 (Exhibit 1) approves full compensation for Trustee Lee for the month of October 2017.

Administrator: Anne Silavs, Superintendent
 
Financial Impact:
Under Education Code Section 35120 (5), Trustees are entitled to a monthly stipend of $240.
Recommended Motion:
Adopt Resolution No. 178-07, Resolution on Board Compensation for Missed Meeting, approving payment of the total monthly stipend to Trustee Sandra Lee for the month of October 2017.
Actions:
Motion
Adopt Resolution No. 178-07, Resolution on Board Compensation for Missed Meeting, approving payment of the total monthly stipend to Trustee Sandra Lee for the month of October 2017. 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..
Attachments:
Ex.1 Resolution 178-07
10.6. Establish Annual Organizational Meeting
Rationale:
Background: Education Code Sections 35143 and 72000 require the governing board of each school district and community college district to hold an annual organizational meeting within a prescribed 15-day period commencing with the first day of the term of office following the November election. For 2017, this 15-day period is December 1 through December 15.

Education Code further requires that, unless otherwise provided by rule of the governing board, the day and time of the annual organizational meeting shall be selected by the board at its regular meeting held immediately prior to the first day of the 15-day period and that the county superintendent of schools be notified of the time and day selected.

Current Considerations: At the December 8, 2016 Board meeting, the Board selected Thursday, December 14, 2017, at 7:00 p.m. as the date and time for the 2017 annual organizational meeting.

Administrator: Anne Silavs, Superintendent
 
Recommended Motion:
Set Thursday, December 14, 2017, at 7:00 p.m. as the date and time for the annual organizational meeting, which falls within the prescribed 15-day period set by Education Code.
Actions:
Motion
Set Thursday, December 14, 2017, at 7:00 p.m. as the date and time for the annual organizational meeting, which falls within the prescribed 15-day period set by Education Code. 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..
11. INFORMATION/DISCUSSION
11.1. Local Indicators for California School Accountability System and the New California School Dashboard
Rationale:
The new California School Dashboard is a public reporting tool for the state’s new school accountability system and displays district and school results on a variety of state and local student success indicators. These indicators are aligned with the state priorities identified in the Local Control Funding Formula.

The California Department of Education collects data on state indicators, which include academic performance in English language arts and math, student suspension rates, English learner progress, and chronic absenteeism. School districts, on the other hand, collect information on local indicators, which include basic conditions for learning (qualified teachers, textbook sufficiency, and safe/clean facilities), implementation of academic standards, school climate, and parent engagement.

There are five color-coded performance levels for each state indicator that range from blue (highest) to red (lowest). Conversely, there are only three performance levels for local indicators: Met, Not met, and Not met for two or more years.

In order to achieve Met status on local indicators, districts must measure their progress and annually report the results to the Board of Trustees at a regularly scheduled public meeting. Failure to do so results in a Not met performance level on the Dashboard.

Tandy Taylor, Director of Instructional Services, will provide the Board with a report of district progress on the four local indicators, thus enabling the district to achieve Met status on the California School Dashboard for 2017.

 
11.2. First Reading of Updated Board Policies and Administrative Regulations
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 updated Board Policies and Administrative Regulations are presented for first reading by the Board:

BP 0400Comprehensive Plans
BP0460Local Control and Accountability Plan
AR0460Local Control and Accountability Plan
BP0500
Accountability
BP0520.2Title I Improvement Schools
AR0520.2Title I Improvement Schools
BP0520.3Title I Improvement Districts
BP1113District and School Websites
AR1113District and School Websites
BP3280Sale or Lease of District-Owned Real Property
BP3513.4Drug and Alcohol-Free Schools
AR3515.6Criminal Background Checks for Contractors
BP4140/4240/4340Bargaining Units
BP5113.1Chronic Absence and Truancy
AR5113.1Chronic Absence and Truancy
AR5113.11Attendance Supervision
BP5113.12District School Attendance Review Board
AR5113.12District School Attendance Review Board
BP5117Interdistrict Attendance
AR5117Interdistrict Attendance
AR5125.2Withholding Grades, Diploma, or Transcripts
BP5131.6Alcohol and Other Drugs
BP6020Parent Involvement
AR6020Parent Involvement
AR6112School Day
BP6153School-Sponsored Trips
BP6170.1Transitional Kindergarten
AR6173.1Education for Foster Youth
BP6173.2Education of Children of Military Families
AR6173.2Education of Children of Military Families

Administrator:  Anne Silavs, Superintendent

 
Attachments:
0400-BP
0460-AR
0460-BP
0500-BP
0520.2-AR
0520.2-BP
0520.3-BP
1113-AR
1113-BP
3280-BP
3513.4-BP
3515.6-AR
4140-BP
5113.1-AR
5113.1-BP
5113.11-AR
5113.12-AR
5113.12-BP
5117-AR
5117-BP
5125.2-AR
5131.6-BP
6020-AR
6020-BP
6112-AR
6153-BP
6170.1-BP
6173.1-AR
6173.2-AR
6173.2-BP
12. ANNOUNCEMENTS OR REQUESTS FROM THE BOARD
13. ANNOUNCEMENTS OR REQUESTS FROM THE SUPERINTENDENT
14. ADJOURNMENT

Published: November 8, 2017, 7:17 PM

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