Regular Meeting of the Board of Education Milpitas USD October 25, 2016 7:00PM Closed Session 6:30 p.m.
Open Session 7:00 p.m.
Board Room, Building 500
1331 East Calaveras Blvd.
Milpitas, CA
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_____ Gunawan Alisantosa, Board President _____ Robert Nuñez, Vice-President _____ Dan Bobay, Clerk of the Board _____ Chris Norwood, Board Member _____ Danny Lau, Board Member _____ Alan Pham, Student Board Representative |
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The Board may delete items from its posted agenda and may also add items to its posted agenda, pursuant to Govt. Code 54954.2, if such items to be added arise out of “emergency situations”, as defined under Govt. Code Sec. 54956.5.
Approve the October 25, 2016 Open Session Agenda Motion:_____ Second: _____ Action:______
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The Board will hear comments from the public that are NOT on the agenda.
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The meeting will adjourn to closed session to discuss and/or to take action on the following items. This part of the agenda is closed to the public.
PERSONNEL (Pursuant to Government Code Section 54957) - Discipline/dismissal/release - Public Employment: - Interim Superintendent - Interim Director, Human Relations - Interim Director, Business Services - Elementary Principal - Secondary Assistant Principal
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The meeting will reconvene in open session.
Flag Salute |
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Motion:______ Second:_____ Action:_____ |
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Report on action(s) taken in Closed Session, if required, pursuant to CA Govt. Code Section 54957.1, including abstentions, if any by Board members present.
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The Board will hear comments from the public that are not on the agenda.
The Board welcomes public input on all agenda items prior to Board deliberation. Board members recognize and agree that public input is just one element of the Board decision making process and that public input should inform the Board but not necessarily influence the Board's decision making process as it pertains to making a balanced and informed decision based on best practices, staff recommendations and budget responsibilities.
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Per Board Bylaw 9001, amended on 1/12/16, Board members and the Superintendent agree to
1. Ask questions for their own understanding
2. Be open and honest with each other
3. Be aware that their behavior in the Milpitas community reflects on them as a team.
4. Communicate proactively with each other about topics, questions, and challenges in advance of public board meetings in compliance with the Brown Act.
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The Interim Superintendent will lead in Board in recognizing members of the MUSD Unity Committee (Diana Orlando, Tabitha Kappeler-Hurley, Machelle Kessinger, and Roger Silveira) |
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Members of the Executive Cabinet will have recent significant information to present to the Governing Board on topics that are not on the agenda. Reports are limited to 3 minutes each. Business Services Learning and Development Human Relations
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BACKGROUND:
The new MHS Principal, Phil Morales, will report to the Board his actions and plan for engaging the school community, and in particular, students and staff, in building on established practices that have contributed to a positive school climate in the past so that it can become even more vibrant and engaging than ever before.
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Hear the report and ask questions
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STAFF:
Philip Morales Principal, Milpitas High School
Cheryl Jordan Interim Superintendent |
Milpitas High School Climate Report 10.25.16
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BACKGROUND:
The District Local Control and Accountability Plan (LCAP) for 2016-2017 was presented and approved by the Board of Education at the June 28, 2016 meeting and submitted for approval to the Santa Clara County Board of Education. In August 2016, the Santa Clara County reviewing team provided recommendations to content and process. In terms of content, there were minor technical errors identified such as some of the actions and services referenced All and EL/Low income/Foster and needed to be either all or specified group but not both. Budgeted items 8 and 11 on page 46 was highlighted where funds were allotted but not spent. A need to implement a more inclusive cyclical system for community engagement and ongoing monitoring, process was recommended. A District LCAP committee was established and met to review the plan and seek input. Based on SCCOE and District -LCAP Committee recommendations, the following revisions to the LCAP were made: - Goal 1, pages 10-12, items 1.5, 1.7, 1.8, 1.9, 1.11, 1.12 and 1.15, 2.3;
- Goal 2, page 14, items 2.3 and 2.4;
- Goal 3, pages 18-19 items 3.1, 3.5 and 3.6.
- Add Professional Development for paraprofessionals who support interventions in the classroom
- Provide more teacher directed support for struggling students.
- PD Budget Revisions
In addition, the committee recommended to explore the possibility to provide additional parent engagement support by a person who speaks a second language. After these changes were made, a letter dated September 15, 2016 was received by both the President of the Board and the Superintendent with formal notification that the LCAP was approved by the Santa Clara County Board of Education.
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Review the 2016-2017 District Local Control and Accountability Plan (LCAP) changes, engagement and monitoring process, ask questions, and provide direction for future revisions.
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STAFF:
Norma Rodriguez Assistant Superintendent, Learning and Development
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15-16 LCAP Expenditures - Actuals 2016-17 LCAP Revision 8-25-16 D-LCAP 2016-17 revision process PD Projected Expenditures 2016-17 StakeholdersEngagementMonitoring Cycle
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Motion_____ Second:_____ Action:_____ |
BACKGROUND:
The Civic Center Act ensures that school facilities and fields are available to the public. Districts are allowed to charge groups for supplies, utilities and staff, but not for building maintenance unless it was a Fair Rental user. As of July 1, 2014, SB 1404 went into effect and expanded the definition of direct costs and established a consistent method districts can use to calculate fees. SB 1404 has two types of fees, Capital Direct Costs & Operational Direct Costs. The District is allowed to charge Capital Direct Costs, Operational Direct Costs, or both. Capital Direct Costs – Collected for Repair or Refurbishment - For non-classroom space such as; gym, library, multi-use, theater, dance studio
- Funds collected are not site or facility specific, they are held in the building fund for maintenance of facilities.
- Calculated based upon the estimated cost to repair/restore/refurbish over its estimated life.
Example, a multi-use costs $3M to build and has an estimated life of 40 years. The annual cost would be $75,000. Operational Direct Costs - For all spaces
- Costs factored in are; operation, cleaning, maintaining a specific facility or grounds, utilities, and prorated salaries of staff to administer the Civic Center Act.
Section 14041 of the Civic Center Act states that the Board shall adopt a fee schedule that includes the hourly fee for each specific school facility and grounds. The Board may elect to discount the costs as the calculation shows the maximum amount the district may charge. Board Policy and Administrative Regulations 1330 describe in detail the process for fees charged as well as the definitions of groups considered: - Class 1 – Free Use/District Sponsored;
- Class 2 – Direct Costs Fees/Non-Profit Organizations; or
- Class 3 – Fair Rental Value Fee/For Profit Organizations
At its last Board meeting, Staff presented a comparison chart of fees charged for facilities using the City of Milpitas, SJUSD, and ESUSD. The comparison sheet with calculations using the calculator in SB 1404 is included in the attached spreadsheet. When this sheet was previously discussed with the Board, staff did not have the custodial hourly rate charged by the City on the spreadsheet, it is not included for comparison purposes. Over the course of the 2015-16 school year, the public rented out 33,000 hours worth of District facilities. Milpitas High School fields and library constituted only 250 hours of the total rental time. This is due in large part to the limited availability of the MHS fields as they are used by MUSD athletics & activities groups through the year. District facilities that are used regularly are as follows: Facilities Hours Classrooms 18,000 Elementary & middle school fields 11,000 Multi-purpose rooms 2,000 A detailed sheet of those groups using the MHS facilities is attached, note that each group represents a different fee payer depending on if the group is led by MUSD staff, non-profit/ community members, or for-profit organizations. The cost to replace the MHS football field this summer was $1.3M, with that in mind and considering the limits allowed for fees charged by the Civic Center Act SB 1404, the Interim Superintendent recommends the attached fee schedule for approval by the Board. The comparison sheet to fees charged by neighboring districts and the City of Milpitas indicates that the fees are within reason and are pragmatic when considering the costs for maintenance and future repairs or replacement.
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Approve the recommended facilities use fees effective January 1, 2017, as allowed in BP/AR 1330 and the Civic Center Act.
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Potential fees collected based on 2015-16 income: $217,245 plus an overall decrease of $1,500 for 2016-17 due to downward adjustment in classroom rental, estimated total $218,750.
STAFF:
Cheryl Jordan Interim Superintendent
Kelly Ng Purchasing/Contracts/Bond Budget Manager
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1 Recommended Facilities Use Fee Rates effective 1.1.17 AR 1330 Facilities Use BP 1330 Facilities Use Fees Current and Recommended Comparison spreadsheet using new fees calculator in Civic Center Act SB 1404 MHS Facilities Use by Outside Groups 2015-10/16
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Motion:_____ Second:_____ Action:_____ |
BACKGROUND: In alignment with LCAP Goal 2, “MUSD staff will successfully meet the social emotional needs of our students through intervention, service and support,” the My Name, My Identity campaign seeks to bring awareness to the importance of respecting one’s name and identity in schools. Additionally, the My Name, My Identity campaign seeks to build a respectful and caring culture in school communities that values diversity.
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Adopt Resolution 2017.22.
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STAFF: Norma Rodriguez Assistant Superintendent, Learning & Development Venus Cenizal Coordinator, Learning & Development
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My Name, My Identity RESOLUTION RECOGNIZING SUPPORT FOR THE MY NAME, MY IDENTITY NATIONAL CAMPAIGN Milpitas Unified School District RESOLUTION No. 2017.22
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Move:_____ Second:_____ Action:_____ |
BACKGROUND: During this past spring and summer's recruiting season, we advertised for school psychologists on these recruiting sites and/or participated at these job fairs; Edjoin, Eduprenuers, SJSU, California Association of School Psychologists, Stanford, SCCOE EPIC program, Cal State East Bay, Santa Clara U, CSU Stanislaus, Berkeley, National and USF. We reached out through our personal connections with prior school districts and the Special Education Local Plan Areas in our recruiting efforts. One reason presented for not coming to MUSD to work as a school psychologist is the difference in salary schedules where some districts have the psychologists on a separate and higher pay schedule from other certificated staff. Contracted psychologists are compensated at $77.00 per hour, for the term September 1, 2016, to June 2, 2017.
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It is recommended that the Board of Education approve the agreement with ProCare Therapy for the 2016/2017 School Year.
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Agreement Rates Hourly Professional Rate 2016-17 School Year : School Psychologist $77 per hour
STAFF:
Norma Rodriguez Assistant Superintendent, Learning and Development
Carla Crenshaw Director, Student Services
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ProCare Therapy Contract
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Move:_____ Second:____ Action:____
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BACKGROUND:
During this past spring and summer's recruiting season, we advertised for bilingual school psychologists on these recruiting sites and/or participated at these job fairs; Edjoin, Eduprenuers, SJSU, California Association of School Psychologists, Stanford, SCCOE EPIC program, Cal State East Bay, Santa Clara U, CSU Stanislaus, Berkeley, National and USF. We reached out through our personal connections with prior school districts and the Special Education Local Plan Areas in our recruiting efforts. One reason presented for not coming to MUSD to work as a school psychologist is the difference in salary schedules where some districts have the psychologists on a separate and higher pay schedule from other certificated staff. BMR is unique from other contracting agencies in that they will provide the District the opportunity to hire consultants out of BMR at a rate reasonable rate, as indicated on the attached MOU. The school psychologists are bilingual, which is where the District’s need lies.
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It is recommended that the Board of Education approve the three-year agreement with BMR Health for the 2016-2017, 2017-2018, and 2018-2019 school years to June 30, 2019
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Agreement Rates Hourly Professional Rate 2016-17 School Year : School Psychologist $75 - $85 per hour
STAFF:
Norma Rodriguez Assistant Superintendent, Learning and Development
Carla Crenshaw Director, Student Services
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BMR Health BMR Rate Sheet
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Move:_____ Second:_____ Action:_____ |
BACKGROUND: We have been unable to fill 117 substitute requests between August 22 and October 6, 2016. There were several factors that contributed to our inability to fill these vacancies; for example, a large number of teachers on Leave of Absence, various staff in-services/trainings and difficulty in recruiting and maintaining a large pool of substitutes during a robust local economy. Another factor in our inability to fill substitute vacancies is our Daily Sub Rate. The Daily Sub Rate is currently $130 a day for Class A short-term assignments and $140 for Class A long-term assignments. For those teachers who are MUSD retirees or who have completed district training in classroom management (Class B), the pay is $140 for short-term and $150 for long-term assignments. In October 2016 we completed a Daily Sub Rate survey of local school districts. MUSD pay is second to last among eleven neighboring comparison districts. In an effort to attract a greater pool of skilled substitute teachers, and reduce our occurrences of unfilled absences, we would like to increase the pay as follows: Class A Daily - $155; Class B Daily - $165; Long Term (>30 days retro to the first day of service) Class A $170; Long Term (>30 days retro to the first day of service) Class B $180. If the Board approves the rate increase, it will take effect on October 31, 2016.
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Increase the MUSD Daily Sub Rate as noted: Class A Daily - $155; Class B Daily - $165; Long Term (>30days retro to the first day of service) Class A $170; Long Term (>30days retro to the first day of service) Class B $180 effective October 31, 2016.
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General Fund – Increasing the Daily Sub Rates to those noted above will impact the 2016-17 by approximately $100,000. There are sufficient funds to meet this additional cost already budgeted in the sub account.
STAFF: Steve Hope Interim Assistant Superintendent, Human Resources
Cheryl Jordan Interim Superintendent
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Substitute Salary Comparison Chart
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Cheryl Jordan, Interim Superintendent |
Motion:_____ Second:_____ Action:_____ |
BACKGROUND:
Since 2000-01 the number of staff in the Human Relations Department was decreased from 13 to 7 employees. As positions were eliminated work and job duties were re-distributed in an effort to maintain efficient personnel systems while effectively recruiting, growing and retaining MUSD school and support staff. The department has strived to enhance strong management and employee relations through trust in negotiations, labor relations, mediation, and collaboration in creating professional development opportunities for staff. MUSD staffing numbers are increasing in proportion to enrollment, currently there are 919 employees. The HR Team is not able to provide the highest caliber service desired for our employees while also maintaining accurate records and strong labor relations. In analyzing how to best reorganize the functions of the Human Relations department, Staff has determined that the creation of the Supervisor, Human Relations Systems position would provide the support that is needed. The person in this position would support the Director in supervising the operational functions of the department such as position control, data systems, and compensation as well as some aspects of contract management (see attached job description). This would allow the Director to redirect more time towards personnel relations, recruitment, professional development programs, safety in the workplace, workers compensation, and return to work programs. In an effort to minimize the budget impact of this new position, the pending vacancy in the Superintendent’s Office, Executive Secretary, will not be filled. The Executive Secretary in the Human Relations Office will instead support both the Superintendent and the Assistant Superintendent.
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Approve the Supervisor, Human Relations Systems job description and salary schedule placement
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Approximately $23,000 including Statutory Benefits (i.e. Medicare, Unemployment Insurance) STAFF:
Cheryl Jordan Interim Superintendent |
Classified Management Salary Schedule with Supervisor, Human Relations added Draft job description: Supervisor, Human Relations Systems
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Consent items are considered routine and will be acted upon by the Board in one motion. There is no discussion on these items prior to the motion unless members of the Board, staff, or public request that specific items be tabled, or removed for discussion or correction.
Motion: ___ Second:____ Action:___ |
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BACKGROUND:
The District has 28 support/utility vehicles which are used daily by the Maintenance and Operation staff. Currently, nine vehicles are over 20 years old and well past their useful life. Staff compiled a list of vehicles with their information and came up with a six year replacement plan. Please see attachment A.
For the current year, we are recommending the replacement of the following four vehicles:
-1995 GMC Van with no parts available for repair or replacement
-1997 Ford Ranger Pickup Truck due to vandalism in March 2016
-1998 Ford Full-Size Truck has 230,000 miles with limited parts available for repair and replacement
-2002 Ford Pickup Truck due to an accident in May 2016
The quotes for the 2017 Ford T350 and F150 are per State of California Contract 1-16-23-23A under California Multiple Awards Schedule (CMAS). The 2016 Ford E350s are from the Ford State Incentive for Government Price Concession (GPC), a state program that guarantees fair pricing for vehicle purchases. See attached quotes from the Ford dealers for the following four vehicle replacements:
• 2017 Ford Transit T350 cargo van $30,738 • 2017 Ford F150 utility truck $34,846 • 2016 Ford E350 with utility box $38,845 (2 each)
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Accept proposals from Downtown Ford Sales and Mission Valley Ford for vehicle purchases.
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$143,274 from Deferred Maintenance Fund
STAFF:
Brian Shreve Director, Maintenance, Operations and Transportation
Wendy Zhang Assistant Superintendent, Business Services
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Attachment A Vehicle Quotes
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BACKGROUND This yearly grant is awarded based on the success of programs in previous years. The award for the 2016-2017 school year is for successful student progress (points) during the 2014-2015 school year.
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It is recommended that the Board of Education approve the acceptance of this yearly grant.
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$362,143. This money is estimated and already figured into our current year budget.
STAFF Cheryl Jordan Interim Superintendent Usha Narayanan Principal, Milpitas Adult Education Programs
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2016-17 WIOA Grant Notification
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BACKGROUND:
The design for the girls’ athletic room is nearing completion. Staff will meet with MHS, Maintenance, and Technology services to finalize the design. Our goal is to submit the drawings to Division of the State Architect (DSA) in November 2016 in preparation for bidding in early 2017. The completion date is scheduled for August 2017 before the start of school. Requests for proposals were sent to the approved pool from the 2012 Bond Construction Managers, as well as Strawn Construction. Only one response was received -- from Kitchell Construction Management. Kitchell Construction Management is a good match for this project with their Project Manager, Jim Wilson, heavily involved in the project. Mr. Wilson has direct experience in the design of the locker building and understands the site operations. We will use the traditional multi-prime delivery method for the project. The estimated construction budget for this project is $300,000 while the total project cost is not to exceed $500,000.
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Approve Kitchell's contract for construction management services at Milpitas High school on the girl's locker room, equipment storage & team room project. |
$54,000 from Bond Fund
Joe Flatley Director, Facilities Modernization Wendy Zhang Assistant Superintendent, Business Services
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CM Exhibit B fee schedule OPSC MHS girls locker room Kitchell CM Proposal Girls Locker room MHS
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Milpitas High School - 4 students to compete in policy debate at the Damus Hollywood Invitational and USC Round Robin. in Sherman Oaks, CA. The group will leave on November 4, 2016, returning on November 8, 2016. Suzanne Marple will drive the students using her private vehicle.
Burnett Elementary School - 90 students to visit Monterey Bay Aquarium on November 3, 2016, returning on the same day. The group will be transported by a distrIct-approved bus.
Curtner Elementary School - 104 students to visit Mission San Juan Bautista on March 22, 2017, returning on the same day. The group will be transported by a district-approved bus.
Pomeroy Elementary School - 100 students to visit Monterey Bay Aquarium on March 29, 2017, returning on the same day. The group will be transported by a district-approved bus.
Milpitas High School - 4 students to compete in University of California Debate Tournament. The group will leave on November 4, 2016, returning on November 7, 2016. Debate adviser Charles Schletzbaum will drive the students.
Milpitas High School - 50 AVID students will leave on November 3, 2016, returning on the same day, for a freshmen and sophomores college tour of San Francisco State University. Currently the bus company that will transport the students does not have insurance coverage. Therefore, approval of this field trip by the Board is conditional on the bus company having an insurance coverage acceptable to the district.
Milpitas High School - 56 AVID students will leave on November 10, 2016, returning on the same day, for a college tour of Hornet Athletic Center in Sacramento. Currently the bus company that will transport the students does not have insurance coverage. Therefore, approval of this field trip by the Board is conditional on the bus company having an insurance coverage acceptable to the district.
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Field trips 10.25.16
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This part of the agenda provides School Board members the opportunity to report on their activities as elected representatives. School Board members may request the placement of items in future Board agenda, relay information from the community, or request information from staff. The student Board representative reports on school and student activities.
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November 15 , 2016 - Closed Session: TBD Open Session: 7:00 p.m. Regular Board Meeting - 1331 East Calaveras Blvd., Board Room, Bldg. 500
December 13, 2016 - Closed Session: TBD Open Session: 7:00 p.m. Organizational Meeting - Regular Board Meeting - 1331 East Calaveras Blvd., Board Room, Bldg. 500
January 10, 2017 - Closed Session: TBD Open Session: 7:00 p.m. Regular Board Meeting - 1331 East Calaveras Blvd., Board Room, Bldg. 500
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Motion:_____ Second:_____ Action:_____ |
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Individuals who require special accommodation should contact the Superintendent’s Office at (408) 635-2600 ext 6013 at least two business days before the meeting date.
All disclosable public records related to an agenda item for discussion in open session of a regular meeting of the Board of Education and distributed to all or majority of the Board members less than 72 hours prior to that meeting, shall be made available for public inspection at the same time the writing is distributed to all or majority of the Board members. Any such writings will be made available for public inspection during business hours in the Superintendent’s Office Bldg. 100, 1331 East Calaveras Blvd., between 8:00 a.m. and 5:00 p.m. Barring technical difficulties, such writings will also be posted on the District’s web site at www.musd.org. |
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