banner

REGULAR MEETING - BOARD OF TRUSTEES
Cypress SD
December 13, 2018 7:00PM
9470 Moody Street, Cypress, California 90630 (714) 220-6900

1. CALL TO ORDER
1.1. Roll Call
1.2. Pledge of Allegiance
2. APPROVE AGENDA
Actions:
Motion
Passed with a motion by Brian Nakamura and a second by Candi Kern.
Vote:
Yes Candi Kern.
Yes Sandra Lee.
Yes Donna McDougall.
Yes Brian Nakamura.
Absent Bonnie Peat.
Yes Lydia Sondhi, Ph.D..
3. SPECIAL ACTIVITIES
3.1. Administer Oath of Office
Rationale:
Per Education Code 5017, the term of office for Board Members elected in regular elections shall commence on the first Friday in December following the election. Furthermore, Government Code 1360 states, "Unless otherwise provided, following any election or appointment and before any officer enters on the duties of his or her office, he or she shall take and subscribe the oath or affirmation set forth in Section 3 of Article XX of the Constitution of California."

Three candidates for the Cypress School District Board of Trustees ran unopposed in the November 6, 2018, election and have been appointed in lieu of election by the Orange County Registrar of Voters.

Superintendent Anne Silavs will administer the oath of office to Sandra Lee, Bonnie Peat, and Lydia Sondhi, Ph.D.
 
3.2. Recognize Outgoing Board Member Donna McDougall
Rationale:
Trustee Donna McDougall will be recognized for her service as a member of the Board of Trustees since 2016.
 
3.3. Recognize Outgoing Board President Lydia Sondhi, Ph.D.
Rationale:
Trustee Lydia Sondhi will be recognized for her service as President of the Board of Trustees for 2018.
 
4. ORGANIZATIONAL MEETING FOR CALENDAR YEAR 2019
Rationale:
Education Code Section 35143 states, "The governing board of each school district shall hold an annual organizational meeting. In a year in which a regular election for governing board members is conducted, the meeting shall be held on a day within a 15-day period that commences with the date upon which a governing board member elected at that election takes office. Organizational meetings in years in which no such regular election for governing board members is conducted shall be held during the same 15-day period on the calendar." On November 8, 2018, the Board designated December 13, 2018, for that purpose.
 
4.1. Elect Board President
Rationale:
The Board of Trustees shall elect a President from among its members to provide leadership on behalf of the Board and the educational community it serves. The President shall preside at all Board meetings and perform other duties in accordance with law and Board Policy, including signing all instruments, acts, orders, and resolutions necessary to comply with legal requirements and carry out the will of the Board; working with the Superintendent or designee to ensure that Board members have necessary materials and information; appointing and dissolving Board committees, subject to Board approval; calling meetings of the Board as deemed necessary; representing the district as the Board's spokesperson; and leading the Board's advocacy efforts to build support within the local community and at the state and national levels. (Board Bylaws 9100, 9121)
 
Recommended Motion:
Open nominations and vote for Board President for the 2019 calendar year.
Actions:
Motion
Trustee Kern nominated Trustee Lee as President. Passed with a motion by Candi Kern and a second by Brian Nakamura.
Vote:
Yes Candi Kern.
Yes Sandra Lee.
Absent Donna McDougall.
Yes Brian Nakamura.
Yes Bonnie Peat.
Yes Lydia Sondhi, Ph.D..
4.2. Elect Board Vice President
Rationale:
The Board of Trustees shall elect a Vice President from among its members. When the President resigns or is absent or disabled, the Vice President shall perform the President's duties. (Board Bylaws 9100, 9121)
 
Recommended Motion:
Open nominations and vote for Board Vice President for the 2019 calendar year.
Actions:
Motion
Trustee Sondhi nominated Trustee Kern as Vice President. Passed with a motion by Lydia Sondhi, Ph.D. and a second by Brian Nakamura.
Vote:
Yes Candi Kern.
Yes Sandra Lee.
Absent Donna McDougall.
Yes Brian Nakamura.
Yes Bonnie Peat.
Yes Lydia Sondhi, Ph.D..
4.3. Elect Board Clerk
Rationale:
The Board of Trustees shall elect a Clerk from its membership. The duties of the Clerk shall be to certify or attest to actions taken by the Board, maintain records or reports as required by law, sign documents on behalf of the district as directed by the Board, serve as presiding officer in the absence of the President and Vice President, notify Board members and members-elect of the date and time for the annual organizational meeting, and perform other duties assigned by the Board. (Board Bylaws 9100, 9123)
 
Recommended Motion:
Open nominations and vote for Board Clerk for the 2019 calendar year.
Actions:
Motion
Trustee Kern nominated Trustee Nakamura as Clerk. Passed with a motion by Candi Kern and a second by Lydia Sondhi, Ph.D..
Vote:
Yes Candi Kern.
Yes Sandra Lee.
Absent Donna McDougall.
Yes Brian Nakamura.
Yes Bonnie Peat.
Yes Lydia Sondhi, Ph.D..
4.4. Appoint Superintendent as Secretary to the Board
Rationale:
The Board of Trustees shall appoint the Superintendent to serve as Secretary to the Board. The Secretary shall be responsible for maintaining an accurate and complete record of all Board proceedings and shall prepare, distribute, and maintain Board agendas; record, distribute, and maintain Board minutes; maintain Board records and documents; conduct official correspondence for the Board; sign and execute official papers as directed by the Board; and perform other duties as assigned by the Board. (Board Bylaws 9100, 9122)
 
Recommended Motion:
Appoint the Superintendent as Secretary to the Board of Trustees for the 2019 calendar year.
Actions:
Motion
Appoint the Superintendent as Secretary to the Board of Trustees for the 2019 calendar year. Passed with a motion by Candi Kern and a second by Brian Nakamura.
Vote:
Yes Candi Kern.
Yes Sandra Lee.
Absent Donna McDougall.
Yes Brian Nakamura.
Yes Bonnie Peat.
Yes Lydia Sondhi, Ph.D..
4.5. Elect Parliamentarian
Rationale:
Traditionally, the Board elects a Parliamentarian to advise the President on procedure during meetings.
 
Recommended Motion:
Open nominations and vote for Parliamentarian for the 2019 calendar year.
Actions:
Motion
Trustee Sondhi nominated Trustee Peat as Parliamentarian. Passed with a motion by Lydia Sondhi, Ph.D. and a second by Sandra Lee.
Vote:
Yes Candi Kern.
Yes Sandra Lee.
Absent Donna McDougall.
Yes Brian Nakamura.
Yes Bonnie Peat.
Yes Lydia Sondhi, Ph.D..
4.6. Approve Governance Calendar
Rationale:
The Board shall annually approve a Board governance calendar (Exhibit 1) stating the time when the Board will address important governance matters. (Board Bylaw 9100)
 
Recommended Motion:
Approve the Board governance calendar for 2019.
Actions:
Motion
Approve the Board governance calendar for 2019. Passed with a motion by Lydia Sondhi, Ph.D. and a second by Brian Nakamura.
Vote:
Yes Candi Kern.
Yes Sandra Lee.
Absent Donna McDougall.
Yes Brian Nakamura.
Yes Bonnie Peat.
Yes Lydia Sondhi, Ph.D..
Attachments:
Ex.1 Draft 2019 Governance Calendar
4.7. Approve Schedule of Regular Meetings
Rationale:
The Board shall approve a schedule of regular meetings for the year. (Board Bylaw 9100)

The Board shall hold one regular meeting each month. Regular meetings shall be held at 7:00 p.m. on Thursdays at the district office located at 9470 Moody Street, Cypress, CA 90630. (Board Bylaw 9320)
 
Recommended Motion:
Approve the schedule of Regular Board Meetings for 2019 as follows:

Thursday, January 17 (3rd Thursday due to winter break)
Thursday, February 14
Thursday, March 7 (1st Thursday due to spring break)
Thursday, April 11
Thursday, May 9
Thursday, June 13
Thursday, June 20
Thursday, July 11, 10:00 a.m.
Thursday, August 15 (3rd Thursday due to start of school year)
Thursday, September 12
Thursday, October 10
Thursday, November 14
Thursday, December 12

Actions:
Motion
Approve the schedule of Regular Board Meetings for 2019 as follows:

Thursday, January 17 (3rd Thursday due to winter break)
Thursday, February 14
Thursday, March 7 (1st Thursday due to spring break)
Thursday, April 11
Thursday, May 9
Thursday, June 13
Thursday, June 20
Thursday, July 11, 10:00 a.m.
Thursday, August 15 (3rd Thursday due to start of school year)
Thursday, September 12
Thursday, October 10
Thursday, November 14
Thursday, December 12

Passed with a motion by Brian Nakamura and a second by Brian Nakamura.
Vote:
No Candi Kern.
No Sandra Lee.
Absent Donna McDougall.
No Brian Nakamura.
No Bonnie Peat.
No Lydia Sondhi, Ph.D..
Motion
Approve the schedule of Regular Board Meetings for 2019 as follows:
Thursday, January 17 (3rd Thursday due to winter break)
Thursday, February 14
Thursday, March 7 (1st Thursday due to spring break)
Thursday, April 11
Thursday, May 9
Monday, June 10
Thursday, June 20
Thursday, July 11, 10:00 a.m.
Thursday, August 15 (3rd Thursday due to start of school year)
Thursday, September 12
Thursday, October 10
Thursday, November 14
Thursday, December 12
Passed with a motion by Brian Nakamura and a second by Lydia Sondhi, Ph.D..
Vote:
Yes Candi Kern.
Yes Sandra Lee.
Absent Donna McDougall.
Yes Brian Nakamura.
Yes Bonnie Peat.
Yes Lydia Sondhi, Ph.D..
4.8. Select Board Representatives
Rationale:
The Board shall designate representatives to serve on committees or commissions of the district, other public agencies, or organizations with which the district partners or collaborates. (Board Bylaws 9100, 9140)

Board representatives are selected for each of the following:

Nominating Committee to elect members to serve on the Orange County Committee on School District Organization: Each district in Orange County designates a representative and alternate to serve on a nominating committee to elect representatives to serve on the Orange County Committee on School District Organization. The nomination process takes place from July through October. Nominating Committee members receive a ballot and nominee information by mail. The ballot may be returned by mail or in person at the joint OCSBA/ACSA dinner meeting held between October 1 and December 1.

Greater Anaheim Special Education Local Plan Area Board: GASELPA encompasses Anaheim Union, Centralia, Cypress, Los Alamitos Unified, Magnolia, and Savanna School Districts. The GASELPA governing board is comprised of one Board Member from each participating school district. The membership term is two years. Board meetings are typically held on the third Wednesday of each month, at 6:00 p.m., at the GASELPA office located on La Palma Avenue in Buena Park.

Cypress Council PTA: Council PTA supports the individual PTA units at each of the district's schools. The Council Board meets monthly with the school PTA presidents and the Superintendent. Meetings are typically held the first Monday of each month, at 9:00 a.m., at the district office. No meetings are held over the summer.

Health Benefits Committee: This is an advisory group comprised of representatives from all employee groups. The committee reviews employee insurance plan options and rates and makes recommendations to the Board of Trustees. Committee meetings are held in the afternoon several times a year, typically in late spring and late summer/early fall, at the district office.

Budget Advisory Committee: This committee is comprised of certificated and classified staff, bargaining unit representatives, site and district administrators, and a representative from the Board of Trustees. The committee meets to discuss various budget scenarios and make recommendations to the Board of Trustees. Committee meetings are held on an as-needed basis.

Joint City/District Committee: The committee is comprised of two representatives from the district's Board of Trustees and two Cypress City Council Members. Meetings are held quarterly, or as needed, to discuss issues involving both the city and the district.

Schools: Each Board Member is designated as a representative to attend events and activities for at least one school in the district. Board Members are, of course, welcome to attend events and activities at all schools. Notifications of upcoming events will be made by school staff and/or the Superintendent's office.
 
Recommended Motion:
Select and approve appointment of Board representatives for the following:

Nominating Committee to elect members to serve on the Orange County Committee on School District Organization - Representative & alternate
Greater Anaheim Special Education Local Plan Area Board – Representative & alternate
Cypress Council PTA – Representative & alternate
Health Benefits Committee – Representative & alternate
Budget Advisory Committee – Representative & alternate
Joint City/District Committee – Two Representatives
Arnold School – One representative
King School – One representative
Landell School – One representative
Luther School – One representative
Morris School – One representative
Vessels School – One representative

Actions:
Motion
Approve appointment of Board representatives as follows:

Nominating Committee to elect members to serve on the Orange County Committee on School District Organization - Candi Kern, Lydia Sondhi alternate
Greater Anaheim Special Education Local Plan Area Board – Brian Nakamura, Bonnie Peat alternate
Cypress Council PTA – Lydia Sondhi, Candi Kern alternate
Health Benefits Committee – Brian Nakamura, Sandra Lee alternate
Budget Advisory Committee – Bonnie Peat, Lydia Sondhi alternate
Joint City/District Committee – Bonnie Peat and Sandra Lee
Arnold School – Brian Nakamura and Sandra Lee
King School – Bonnie Peat
Landell School – Candi Kern
Luther School – Brian Nakamura
Morris School – Sandra Lee
Vessels School – Lydia Sondhi

Passed with a motion by Brian Nakamura and a second by Lydia Sondhi, Ph.D..
Vote:
Yes Candi Kern.
Yes Sandra Lee.
Absent Donna McDougall.
Yes Brian Nakamura.
Yes Bonnie Peat.
Yes Lydia Sondhi, Ph.D..
4.9. Adopt Robert's Rules of Order
Rationale:
Traditionally, the Board adopts the latest edition of Robert's Rules of Order as the standard for conducting the business of the district during all meetings of the Governing Board and committees operating by appointment of the Board.
 
Recommended Motion:
Adopt Robert's Rules of Order, 11th Edition, as the standard for conducting the business of the district during all meetings of the Governing Board and committees operating by appointment of the Board.
Actions:
Motion
Adopt Robert's Rules of Order, 11th Edition, as the standard for conducting the business of the district during all meetings of the Governing Board and committees operating by appointment of the Board. Passed with a motion by Brian Nakamura and a second by Candi Kern.
Vote:
Yes Candi Kern.
Yes Sandra Lee.
Absent Donna McDougall.
Yes Brian Nakamura.
Yes Bonnie Peat.
Yes Lydia Sondhi, Ph.D..
5. 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.
6. PUBLIC RECOGNITION
Quick Summary / Abstract:
Introduction of employee organization leadership, Educational Leaders, and special visitors.
7. APPROVE MINUTES FROM NOVEMBER 8, 2018, MEETING
Actions:
Motion
Passed with a motion by Lydia Sondhi, Ph.D. and a second by Candi Kern.
Vote:
Yes Candi Kern.
Yes Sandra Lee.
Absent Donna McDougall.
Yes Brian Nakamura.
Yes Bonnie Peat.
Yes Lydia Sondhi, Ph.D..
Attachments:
Minutes 11-08-2018
8. 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 Brian Nakamura.
Vote:
Yes Candi Kern.
Yes Sandra Lee.
Absent Donna McDougall.
Yes Brian Nakamura.
Yes Bonnie Peat.
Yes Lydia Sondhi, Ph.D..
8.1. 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 November 1-30, 2018.

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 November 1-30, 2018.
Attachments:
Ex.1 Donations Nov'18
8.2. 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 November 1-30, 2018.

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 November 1-30, 2018.
Attachments:
Ex.1 Grants Nov'18
8.3. 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 anticipated expenses/invoices for payment. 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 $48,000.00 will be paid from the General Fund.
Recommended Motion:
Approve the payment of nonpublic, nonsectarian school/agency anticipated expenses/invoices totaling $48,000.00.
Attachments:
Ex.1 NPS Expenses
8.4. 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 November 8, 2018, 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 November 8, 2018, report.
Attachments:
Ex.1 CE Report
8.5. 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 November 8, 2018, 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 November 8, 2018, report.
Attachments:
Ex.1 CL Report
8.6. Ratify Memorandum of Understanding with Orange County Superintendent of Schools for 2018/19 Teacher Induction Program
Rationale:
Background: Cypress School District has participated in the Orange County Department of Education Teacher Induction Program for many years. Each year, the Orange County Superintendent of Schools enters into a Memorandum of Understanding (MOU) with participating school districts and institutions of higher education to establish formal working relationships and set forth operating conditions for the OCDE Teacher Induction Program Consortium. The goal of the consortium is to provide quality professional development and support to candidates required by the Commission on Teacher Credentialing to clear their preliminary multiple, single subject, and/or Education Specialist (special education) credentials.

Current Considerations: The 2018/19 MOU with the Orange County Superintendent of Schools (Exhibit 1) describes compensation for experienced teachers to mentor new teachers ($1,800 per participating new teacher). This year, our five mentors will support 12 participating teachers, including five K-6 teachers, two music teachers, two adapted PE teachers, and three special education teachers. A fourth special education teacher will be supported by a consortium mentor not employed by the district. The MOU also provides for compensation of a lead mentor to oversee the district's program activities ($2,800 based on the number of participating teachers) and reimbursement for substitute coverage for observations, assessment, and monthly lead mentor meetings (up to $150 per day).

Administrator: Tracy Mouren-Laurens, Administrative Director, Human Resources/Induction
 
Financial Impact:
The district’s financial responsibility is mainly related to administration of the program–administration, clerical, and facilities. The district is expected to incur the cost of substitute expenditures exceeding the maximum days allowed, if any. Additionally, as negotiated with the Association of Cypress Teachers, upon completion of the two-year program, the district reimburses participating teachers the out-of-pocket cost they incurred for induction, which is currently $7,200. Participating teachers are reimbursed following their third year of service in the district with satisfactory performance.
Recommended Motion:
Ratify the Memorandum of Understanding, Agreement Number 47527, with Orange County Superintendent of Schools for the 2018/19 Teacher Induction Program.
Attachments:
Ex.1 Teacher Induction MOU
8.7. 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 November 1-30, 2018.

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 November 1-30, 2018.
Attachments:
Ex.1 Check Report Nov'18
8.8. 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 November 1-30, 2018.

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 November 1-30, 2018.
Attachments:
Ex.1 PO Report Nov'18
8.9. Approve Contract Renewal – Business Services
Rationale:
Background:  The Business Services department contracts with various vendors and agencies for services to support district programs and other business.

Current Considerations:  The following agreement will be renewed:

Vendor:  Vavrinek, Trine, Day & Co., LLP
Service:  Non-audit Accounting Consulting Services
Original Approval Date:  June 12, 2014
Contract Term:  January 1, 2019, through December 31, 2019
Not-to-Exceed Cost:  $8,000

Administrator: Tim McLellan, Ed.D., Assistant Superintendent, Business Services
 
Financial Impact:
The annual cost will not exceed $8,000 and will be paid from the General Fund.
Recommended Motion:
Renew agreement with Vavrinek, Trine, Day & Co., LLP for accounting consultation services during the period January 1, 2019, through December 31, 2019, in an amount not to exceed $8,000.
Attachments:
Ex.1 Consultant Services Agreement
9. DISCUSSION/ACTION
9.1. Ratify Agreement with Pacific Coast Speech Services for Speech-Language Pathologists
Rationale:
Background: In September 2018, the Board ratified an agreement with Pacific Coast Speech Services for a contracted speech therapist to work two full days per week for the period September 10, 2018, through May 24, 2019, due to caseload overages. It has subsequently been determined that the district requires a third full day of additional support per week to adequately alleviate caseload overages. In addition, the district will need to contract for a full-time speech therapist at Landell for the period January 7, 2019, through June 21, 2019, to cover an employee leave.

Current Considerations: Under this contract amendment (Exhibit 1), Pacific Coast Speech Services will provide speech and language services to cover one additional day of support for the period November 26, 2018, through May 28, 2019, as well as full-time coverage for an employee leave at Landell for the period January 7, 2019, through June 21, 2019.

Administrator: Scott Adams, Director, Student Support Services
 
Financial Impact:
The total cost will not exceed $103,000 and will be paid from the General Fund.
Recommended Motion:
Ratify a contract amendment with Pacific Coast Speech Services for speech and language services to cover one additional day of support for the period November 26, 2018, through May 28, 2019, as well as full-time coverage for an employee leave at Landell for the period January 7, 2019, through June 21, 2019, at a cost not to exceed $103.000.
Actions:
Motion
Ratify a contract amendment with Pacific Coast Speech Services for speech and language services to cover one additional day of support for the period November 26, 2018, through May 28, 2019, as well as full-time coverage for an employee leave at Landell for the period January 7, 2019, through June 21, 2019, at a cost not to exceed $103.000. Passed with a motion by Brian Nakamura and a second by Candi Kern.
Vote:
Yes Candi Kern.
Yes Sandra Lee.
Absent Donna McDougall.
Yes Brian Nakamura.
Yes Bonnie Peat.
Yes Lydia Sondhi, Ph.D..
Attachments:
Ex.1 PCSS Agreement
9.2. Approve Classified Job Descriptions: Accounting Technician, Lead Grounds/Irrigation Technician
Rationale:
Background: As part of the district's ongoing position classification review process, district and CSEA representatives meet to review and update classified job descriptions. Salaries for the studied positions are then compared with similar positions in neighboring elementary school districts to determine if adjustments are needed. The job descriptions for Account Clerk and Lead Sprinkler/Gardening Technician were last updated in 2001 and 2002 respectively.

Current Considerations: To more accurately reflect common nomenclature and current job duties, the job description Account Clerk has been revised and retitled as Accounting Technician (Exhibit 1) and Lead Sprinkler/Gardening Technician as Lead Grounds/Irrigation Technician (Exhibit 2).

An increase in pay rate for the new Accounting Technician position, from Range 26 (Account Clerk) to Range 27, is recommended in order to achieve parity with the rate of pay for other Cypress School District job classifications with comparable duties. As a result, compensation for the position will be just above the county median. The current pay rate for Lead Sprinkler/Gardening Technician (Range 30) remains competitive (above the median) with other Orange County elementary districts, so no change is recommended for the new Lead Grounds/Irrigation Technician position.

Administrator: Tracy Mouren-Laurens, Administrative Director, Human Resources/Induction
 
Financial Impact:
The change from salary range 26 to 27 for the Accounting Technician classification results in an increase of $102-$119 per month, per position.
Recommended Motion:
Approve the revised job descriptions for Accounting Technician and Lead Grounds/Irrigation Technician and change of salary range from 26 to 27 for Accounting Technician
Actions:
Motion
Approve the revised job descriptions for Accounting Technician and Lead Grounds/Irrigation Technician and change of salary range from 26 to 27 for Accounting Technician Passed with a motion by Brian Nakamura and a second by Lydia Sondhi, Ph.D..
Vote:
Yes Candi Kern.
Yes Sandra Lee.
Absent Donna McDougall.
Yes Brian Nakamura.
Yes Bonnie Peat.
Yes Lydia Sondhi, Ph.D..
Attachments:
Ex.1 Accounting Technician
Ex.2 Lead Grounds/Irrigation Technician
9.3. Approve Management Job Description: Executive Director, Human Resources/Induction
Rationale:
Background: The job description for the administrative cabinet position Administrative Director, Human Resources/Induction, was last revised in November 2013.

Current Considerations: The job description (Exhibit 1) has been revised to include additional areas of responsibility and retitled as Executive Director, Human Resources/Induction to reflect current organizational structure in education.

Administrator: Tracy Mouren-Laurens, Administrative Director, Human Resources/Induction
 
Financial Impact:
None.  Salary placement will remain unchanged.
Recommended Motion:
Approve the job description for Executive Director, Human Resources/Induction.
Actions:
Motion
Approve the job description for Executive Director, Human Resources/Induction. Passed with a motion by Candi Kern and a second by Lydia Sondhi, Ph.D..
Vote:
Yes Candi Kern.
Yes Sandra Lee.
Absent Donna McDougall.
Yes Brian Nakamura.
Yes Bonnie Peat.
Yes Lydia Sondhi, Ph.D..
Attachments:
Ex.1 Executive Director Job Description
9.4. Approve Agreement with AW Industries for Inspector of Record Services for the Landell Child Nutrition Services Project (CSLF #02/2018-19)
Rationale:
Background: A Division of the State Architect certified Inspector of Record is required to monitor all on-site work for the Landell Child Nutrition Services Project.

Current Considerations: Under this agreement (Exhibit 1), AW Industries will perform Inspector of Record services for the Landell Child Nutrition Services Project. AW Industries was selected based on prior experience with the project team in other districts, project approach, staff availability, and cost. The proposal for this project has been reviewed, and the hourly rates are within industry standards. The tentative schedule for these services is December 8, 2018, to May 10, 2019.

Administrator: Teresa Lennox, Director, Maintenance/Operations, Transportation, and Technology
 
Financial Impact:
The total cost will not exceed $70,400 and will be paid from Funds 25 and 40.
Recommended Motion:
Approve an Inspector Services Agreement with AW Industries for Inspector of Record services for the Landell Child Nutrition Services Project (CSLF #02/2018-19) at a cost not to exceed $70,400.
Actions:
Motion
Approve an Inspector Services Agreement with AW Industries for Inspector of Record services for the Landell Child Nutrition Services Project (CSLF #02/2018-19) at a cost not to exceed $70,400. Passed with a motion by Lydia Sondhi, Ph.D. and a second by Brian Nakamura.
Vote:
Yes Candi Kern.
Yes Sandra Lee.
Absent Donna McDougall.
Yes Brian Nakamura.
Yes Bonnie Peat.
Yes Lydia Sondhi, Ph.D..
Attachments:
Ex.1 AW Industries Agreement
9.5. Approve Agreement With River City Testing for Materials Testing and Special Inspection Services for the Landell Child Nutrition Services Project (CSLF #03/2018-19)
Rationale:
Background: Materials testing and special inspection (T&I) services are required by the Division of the State Architect for the Child Nutrition Services Project.

Current Considerations: Under this agreement (Exhibit 1), River City Testing will provide materials testing and special inspection services for the Landell Child Nutrition Services Project. River City has performed T&I services for the district on prior bond and locally funded facilities projects. The proposal for this project has been reviewed, and the hourly rates are within industry standards. The tentative project schedule is December 8, 2018, to May 10, 2019.

Administrator: Teresa Lennox, Director, Maintenance/Operations, Transportation, and Technology
 
Financial Impact:
The total cost will not exceed $20,262 and will be paid from Funds 25 and 40.
Recommended Motion:
Approve a Consultant Services Agreement with River City Testing for materials testing and special inspection services for the Landell Child Nutrition Services Project (CSLF #03/2018-19) at a cost not to exceed $20,262.
Actions:
Motion
Approve a Consultant Services Agreement with River City Testing for materials testing and special inspection services for the Landell Child Nutrition Services Project (CSLF #03/2018-19) at a cost not to exceed $20,262. Passed with a motion by Candi Kern and a second by Brian Nakamura.
Vote:
Yes Candi Kern.
Yes Sandra Lee.
Absent Donna McDougall.
Yes Brian Nakamura.
Yes Bonnie Peat.
Yes Lydia Sondhi, Ph.D..
Attachments:
Ex.1 River City Agreement
9.6. Approve Amendment to License to Use Agreement with Wisdom Mission School and Chapel
Rationale:
Background: Wisdom Mission School and Chapel is a private school and chapel that has been leasing space from the district since July 2010, and is currently leasing space at Swain Elementary School.

Current Considerations: Amendment 2 to the License to Use Agreement (Exhibit 1) extends the term for six months, for the period January 1, 2019, through June 30, 2019. The monthly license fee will be $4,040.28, plus a 30% electric utility reimbursement.

Administrator: Tim McLellan, Ed.D., Assistant Superintendent, Business Services
 
Financial Impact:
The license fee for the six-month term totals $24,241.68.
Recommended Motion:
Approve Amendment 2 to the License to Use Agreement with Wisdom Mission School and Chapel for use of facilities at Swain Elementary School for the period January 1, 2019, through June 30, 2019, at a rate of $4,040.28 per month.
Actions:
Motion
Approve Amendment 2 to the License to Use Agreement with Wisdom Mission School and Chapel for use of facilities at Swain Elementary School for the period January 1, 2019, through June 30, 2019, at a rate of $4,040.28 per month. Passed with a motion by Brian Nakamura and a second by Bonnie Peat.
Vote:
Yes Candi Kern.
Yes Sandra Lee.
Absent Donna McDougall.
Yes Brian Nakamura.
Yes Bonnie Peat.
Yes Lydia Sondhi, Ph.D..
Attachments:
Ex.1 License to Use Amendment 2
9.7. Ratify Reimbursement Agreement Between the City of Cypress and Cypress School District for Election Costs
Rationale:
Background: At the request of the district, the Cypress City Council adopted resolutions which submitted the question of rezoning a 3.86 acre portion of the district office property from "PS-1A Public/Semi-Public" to "PC-14 Planned Community" to the city's voters at the November 6, 2018, General Election (Measure M).

Current Considerations: Under the Reimbursement Agreement Between the City of Cypress and Cypress School District for Election Costs (Exhibit 1), the district agrees to reimburse the city for all county election costs and all legal fees incurred by the city related to Measure M.

Administrator: Tim McLellan, Ed.D., Assistant Superintendent, Business Services
 
Financial Impact:
The total reimbursement cost will not exceed $12,500, and will be paid from the district's Special Reserve for Capital Outlay Projects, Fund 40. The full cost will be reimbursed by Melia Homes, Inc.
Recommended Motion:
Ratify a Reimbursement Agreement Between the City of Cypress and Cypress School District for Election Costs related to placement of Measure M on the November 6, 2018, ballot at a cost not to exceed $12,500, which will be reimbursed by Melia Homes, Inc.
Actions:
Motion
Ratify a Reimbursement Agreement Between the City of Cypress and Cypress School District for Election Costs related to placement of Measure M on the November 6, 2018, ballot at a cost not to exceed $12,500, which will be reimbursed by Melia Homes, Inc. Passed with a motion by Lydia Sondhi, Ph.D. and a second by Brian Nakamura.
Vote:
Yes Candi Kern.
Yes Sandra Lee.
Absent Donna McDougall.
Yes Brian Nakamura.
Yes Bonnie Peat.
Yes Lydia Sondhi, Ph.D..
Attachments:
Ex.1 Reimbursement Agreement
9.8. Accept 2017/18 Audit Report
Rationale:
Background: Education Code requires an annual audit of all funds of the district, including cafeteria funds and accounts and any other funds under the control or jurisdiction of the district, as well as an audit of pupil attendance procedures.

Current Considerations: The 2017/18 audit by Nigro & Nigro, PC revealed no findings. The audit report (Exhibit 1) was filed with the state prior to the December 15 deadline.

Administrator: Tim McLellan, Ed.D., Assistant Superintendent, Business Services
 
Recommended Motion:
Accept and file the Cypress School District Audit Report for the Fiscal Year Ended June 30, 2018, prepared by Nigro & Nigro, PC.
Actions:
Motion
Accept and file the Cypress School District Audit Report for the Fiscal Year Ended June 30, 2018, prepared by Nigro & Nigro, PC. Passed with a motion by Brian Nakamura and a second by Candi Kern.
Vote:
Yes Candi Kern.
Yes Sandra Lee.
Absent Donna McDougall.
Yes Brian Nakamura.
Yes Bonnie Peat.
Yes Lydia Sondhi, Ph.D..
Attachments:
Ex.1 Audit Report
9.9. Approve 2018/19 First Interim Financial Report and Certify a Positive Financial Status (Staff Report)
Rationale:
Background: The district is required by Education Code to submit a First Interim Financial Report by December 15 of each year. This report reflects actual revenue and expenditure data as of October 31, as well as projected data through June 30.

Current Considerations: Exhibit 1 is the district's 2018/19 First Interim Financial Report. Based on the current status of the 2018/19 budget, the district will file a positive certification with the Orange County Department of Education and California Department of Education. A Second Interim Financial Report will be presented to the Board in March 2019.

Administrator: Tim McLellan, Ed.D., Assistant Superintendent, Business Services
 
Recommended Motion:
Approve the district's 2018/19 First Interim Financial Report and certify a positive financial status for the remainder of the fiscal year and subsequent fiscal year.
Actions:
Motion
Approve the district's 2018/19 First Interim Financial Report and certify a positive financial status for the remainder of the fiscal year and subsequent fiscal year. Passed with a motion by Lydia Sondhi, Ph.D. and a second by Brian Nakamura.
Vote:
Yes Candi Kern.
Yes Sandra Lee.
Absent Donna McDougall.
Yes Brian Nakamura.
Yes Bonnie Peat.
Yes Lydia Sondhi, Ph.D..
Attachments:
Ex.1 First Interim Report
9.10. Appoint Cypress Education Foundation Board of Directors for 2019
Rationale:
Background: The Cypress Education Foundation Board of Directors has five members – the Superintendent, two directors appointed annually by the Superintendent (Assistant Superintendent, Business Services and Administrative Director, Human Resources/Induction), and two directors and an alternate appointed annually by the Board of Trustees.

Current Considerations: Following are the nominees interested in serving on the Cypress Education Foundation Board for 2019:

1. Christine Barnes has served as a director since 1996 and would like to be considered for reappointment as a director for 2019.

2. Christie Parker has served as an alternate director from 2013 to 2015 and a director since 2016. She would like to be considered for reappointment as a director for 2019.

3. Ethel Bowman has served as a director from 1990 to 2015 and an alternate director since 2016. She would like to be considered for reappointment as an alternate director for 2019.

Administrator: Anne Silavs, Superintendent
 
Recommended Motion:
Appoint Christine Barnes and Christie Parker as directors and Ethel Bowman as alternate director for the Cypress Education Foundation for 2019.
Actions:
Motion
Appoint Christine Barnes and Christie Parker as directors and Ethel Bowman as alternate director for the Cypress Education Foundation for 2019.
Passed with a motion by Lydia Sondhi, Ph.D. and a second by Candi Kern.
Vote:
Yes Candi Kern.
Yes Sandra Lee.
Absent Donna McDougall.
Yes Brian Nakamura.
Yes Bonnie Peat.
Yes Lydia Sondhi, Ph.D..
9.11. 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, Administrative Regulation, and Board Bylaw updates, which were presented to the Board for first reading on November 8, 2018, are presented for adoption. No changes or corrections were requested.

BP 1100 Communication with the Public
BP 3290 Gifts, Grants, and Bequests
AR 3320 Claims and Actions Against the District
AR 3460 Financial Reports and Accountability
BP 4114 Transfers
BP 5141.6 School Health Services
AR 5141.6 School Health Services
BP 5144.1 Suspension and Expulsion/Due Process
AR 5144.1 Suspension and Expulsion/Due Process
BP 6190 Evaluation of the Instructional Program
BB 9110 Terms of Office

Administrator: Anne Silavs, Superintendent
 
Recommended Motion:
Adopt the updated Board Policies, Administrative Regulations, and Board Bylaws listed above effective December 13, 2018.
Actions:
Motion
Adopt the updated Board Policies, Administrative Regulations, and Board Bylaws listed below effective December 13, 2018:

BP 1100 Communication with the Public
BP 3290 Gifts, Grants, and Bequests
AR 3320 Claims and Actions Against the District
AR 3460 Financial Reports and Accountability
BP 4114 Transfers
BP 5141.6 School Health Services
AR 5141.6 School Health Services
BP 5144.1 Suspension and Expulsion/Due Process
AR 5144.1 Suspension and Expulsion/Due Process
BP 6190 Evaluation of the Instructional Program
BB 9110 Terms of Office
Passed with a motion by Brian Nakamura and a second by Lydia Sondhi, Ph.D..
Vote:
Yes Candi Kern.
Yes Sandra Lee.
Absent Donna McDougall.
Yes Brian Nakamura.
Yes Bonnie Peat.
Yes Lydia Sondhi, Ph.D..
Attachments:
1100 BP
3290 BP
3320 AR
3460 AR
4114 BP
5141.6 AR
5141.6 BP
5144.1 AR
5144.1 BP
6190 BP
9110 BB
10. REQUESTS FROM THE BOARD
11. ANNOUNCEMENTS AND REPORTS FROM THE BOARD
12. ANNOUNCEMENTS OR REQUESTS FROM THE SUPERINTENDENT
13. ADJOURNMENT

Published: December 7, 2018, 3:52 PM

The resubmit was successful.