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REGULAR MEETING OF THE GOVERNING BOARD
La Cañada USD
August 16, 2016 7:00PM
Round Building 4490 Cornishon Avenue La Cañada, California

1. CALL TO ORDER at 5:00 p.m.
2. OPPORTUNITY FOR PUBLIC TO ADDRESS THE BOARD ON CLOSED SESSION AGENDA
3. CLOSED SESSION at 5:00 p.m.
Attachments:
Closed Session Agenda
4. REPORT OUT OF CLOSED SESSION
5. PLEDGE OF ALLEGIANCE
6. APPROVAL OF MINUTES
6.a. Minutes of May 10, 2016
Attachments:
Minutes of May 10, 2016
7. REPORTS
7.a. Superintendent's Report
7.b. President's Report
7.c. Chief Business & Operations Officer's Report
8. REVIEW OF AGENDA
9. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD ON NON-AGENDIZED ITEMS
Quick Summary / Abstract:
Members from the community are free to speak on a specific item on the Agenda once the item is on the floor for discussion. The President will recognize any individual who wishes to speak. If you would like to speak on an item not on the agenda you are asked to complete a speaker request, located at the back of the room, and turn it in to the secretary. Please limit remarks to three (3) minutes. The President may limit discussion on each topic and each speaker if it appears that additional time is required to dispose of a particular concern or proposal.
10. PROPOSED ACTION AND DISCUSSION ITEMS
11. FIRST READING ITEMS
11.a. *Approve Summary of Revenue and Expenditures for 2015-2016 (Unaudited), Needed Revisions to the Adopted Budget, Budget Transfer for Deferred maintenance, and Review of Current Budgetary Projections for 2016-2017 and Future Years, R13-16-17
Speaker:
Evans
Recommended Motion:
It is recommended that the Governing Board approve the summary of District revenue and expenditures for 2015-16 (Unaudited) and the Revised Budget for 2016-17.  It is also recommended that the Governing Board approve cash transfers from the General Fund 01.0 to Deferred Maintenance Fund 14.0 in the amount of $441,448, to the Cafeteria Fund 13.0 in the amount of $48,045, to the Post Employment Benefit Fund 20.0 in the amount of $125,000, and $16,000 to the General Fund from the Lease Interruption Fund 17.1.  It is also recommended that the Governing Board approve a cash transfer for 2015-16 of $14,387.99 to the General Fund from the Lease Interruption Fund 17.1. 
Quick Summary / Abstract:
The Governing Board is requested to approve the summary of District revenue and expenditures for 2015-16 (Unaudited) and the Revised Budget for 2016-17.  It is also recommended that the Governing Board approve cash transfers from the General Fund 01.0 to Deferred Maintenance Fund 14.0 in the amount of $441,448, to the Cafeteria Fund 13.0 in the amount of $48,045, to the Post Employment Benefit Fund 20.0 in the amount of $125,000, and $16,000 to the General Fund from the Lease Interruption Fund 17.1.  It is also recommended that the Governing Board approve a cash transfer for 2015-16 of $14,387.99 to the General Fund from the Lease Interruption Fund 17.1. 
Attachments:
R13-16-17
11.b. *Financial Advisor Contract with Fieldman, Rolapp & Associates, R14-16-17
Speaker:
Evans
Rationale:

Background

As district personnel assess the current facility needs and investigate the possibility of a General Obligation Bond it is necessary to investigate financial plans to implement capital improvements. Fieldman Rolapp & Associates (FRA) provides financial advisory services to assist the District in assessing funding strategies, evaluating bonding capacity, and determining strategies for best funding the capital improvements. As the District’s Financial Advisor, FRA will work with other District vendors to plan and prepare for the financial elements of the Facilities Master Plan.

Current Considerations

As the District begins its Facilities Master Plan, the parallel track of funding options need to be investigated. FRA will present options and impacts of various funding methods. As the Board investigates the possibility of a General Obligation Bond, the need to know assessed valuations, tax rates, and bond structuring will all be important factors for decision-making. FRA will provide that data and address benefits and costs of various financing strategies. FRA is employed by the District and is the District representative, but they will work in conjunction with other vendors in the process of developing the master plan and financing of that plan.

Financial Implications

Fees for services are flat fees paid from issuance of bonds.


 
Recommended Motion:
It is requested that the Governing Board approve the contract with Fieldman, Rolapp & Associates to act as Financial Advisor of the District.
Quick Summary / Abstract:
The Governing Board is requested to approve the contract with Fieldman, Rolapp & Associates to act as Financial Advisor of the District.
Attachments:
R14-16-17
11.c. *Approve Contract with Public Finance Strategies, LLC., DBA TBWB Strategies LLC. (“TBWB”) Regarding District General Obligation Bond Measure Planning Efforts, R15-16-17
Speaker:
Sinnette
Rationale:

BACKGROUND

As one of the initial steps in planning for and considering the merits of a general obligation bond election, the Superintendent and Chief Business and Operations Officer met with Charles Heath, partner of TBWB, to investigate a possible general obligation bond.

Per the attached contract, TBWB will assist the district in evaluating the feasibility of a general obligation bond measure by developing potential bond strategies to be tested in polling.  TBWB will collaborate with the district’s preferred pollster to design, conduct and analyze an opinion survey of voters in the district to assess the feasibility of a general obligation bond measure; conduct a demographic analysis of voters in the district; analyze past election results in the district and region to understand voter turnout trends; research other local tax proposals which may be heading to an upcoming ballot that could compete with a general obligation bond measure; and make specific recommendations regarding how the District initiates its general obligation bond measure planning efforts.

CURRENT CONSIDERATIONS

In order to move forward in the process of researching a potential general obligation bond measure election, it is requested that the Governing Board approve entering into a contract with TBWB to assist the district with the process.

FINANCIAL CONSIDERATIONS

TBWB shall be paid a base consulting fee of $6,500 per month.

 


 
Recommended Motion:
 It is recommended that the Governing Board approve entering into a contract with TBWB.

 

Quick Summary / Abstract:
 It is recommended that the Governing Board approve entering into a contract with TBWB.

 

Attachments:
TBWB Contract
11.d. Approval of Board Policy Revisions, R9-16-17
Speaker:
Wenn
Rationale:

Background

It is important to continually review and update the district’s board policies in order to stay on top of changing state requirements and/or district needs.

Current Considerations

As part of this continual review, the district has the following policy revision for the Board’s consideration:     

BP 5144    Discipline

BP 5144.1  Suspensions And Expulsions/Due Process

These policy revisions reflect current law and educational best practices and have been developed in consultation with District’s Council.                   

Financial Implications

There are no financial implications associated with the recommended Board Policy revisions.

 


 
Recommended Motion:

This is a First Reading item.  It is recommended that the Governing Board review and discuss the recommended Board Policy revisions.   

Quick Summary / Abstract:

This is a First Reading item.  It is recommended that the Governing Board review and discuss the recommended Board Policy revisions.    

Attachments:
AR 5144
AR 5144.1
BP 5144
BP 5144.1
11.e. Revision of Board Policy 5123: Promotion/Retention, R10-16-17
Speaker:
Wenn
Rationale:

Background

As students complete the first quarter of the academic year, teachers and administrators evaluate their progress and communicate it to parents.  When a student performs below grade level in several areas, parents are notified that their child may be at-risk of retention.  LCUSD has been using Board Policy 5123 to guide this process.  This Board Policy needs to be revised to reflect relevant changes in assessments and school–year timelines.

Current Considerations

Recently LCUSD switched from a quarter system to a trimester model at the elementary grade levels, and the timelines for teachers meeting with families to communicate student progress needed adjustment.  Also, LCUSD will be using Fountas and Pinnell Reading Assessment and California Assessment of Student Performance and Progress (CAASPP) scores as standardized measures of student performance starting 2016-17, which should be reflected on the retention forms.    

Financial Implications

There are no financial implications involved with the revision of BP 5123.
 
Recommended Motion:
This is a First Reading item.  It is recommended that the Governing Board review the revision of BP 5123 so that the updated policy can be utilized in the 2016-17 school year.
Quick Summary / Abstract:
It is recommended that the Governing Board review the revision of BP 5123 so that the updated policy can be utilized in the 2016-17 school year.
Attachments:
BP 5123
Retention Letter - April notice
Retention Letter - January Notice
Retention Letter - October notice
12. CONSENT AGENDA
12.a. Personnel Report, P3-16-17
Speaker:
Davis
Recommended Motion:

It is recommended that the Governing Board approve the Personnel Report as presented.

Quick Summary / Abstract:
The Governing Board is requested to approve the Personnel Report as presented.
Attachments:
Personnel Report 8-16-16 revised
12.b. Elementary Instrumental Music Agreement with Assistance League of Flintridge, R8-16-17
Speaker:
Sinnette
Rationale:

BACKGROUND

Assistance League of Flintridge is granted physical space to provide an instrumental music program for La Cañada Unified School District for grades four through six.

CURRENT CONSIDERATIONS

The 2016-2017 instrumental music programs in grades 4-6 will be scheduled before and after the regular school day and will utilize a consistent designated classroom at each site.

FINANCIAL IMPLICATIONS

No additional cost to the District.  The District will grant use of the classroom space.

 


 
Recommended Motion:

It is recommended that the Governing Board approve the 2016-2017 agreement with Assistance League of Flintridge for grant of classroom space for the instrumental music program, grades four through six.

Quick Summary / Abstract:
The Governing Board is requested to approve the 2016-2017 agreement with Assistance League of Flintridge for grant of classroom space for the instrumental music program, grades four through six.
12.c. Designation of CIF League Representatives, R16-16-17
Rationale:
BACKGROUND

California Interscholastic Federation (CIF) requests names of league representatives for every league in the state.  This is to insure that the league representatives are designated by the Governing Board of each school district.

CURRENT CONSIDERATIONS

The California Interscholastic Federation (CIF) is requesting La Canada Unified School District to designate CIF league representatives for the 2016-2017 school year.

FINANCIAL IMPLICATIONS

There are no financial implications associated with this request.


 
Recommended Motion:
The Governing Board is requested to approve Ian McFeat and Kristina Kalb as the CIF designated representatives for La Cañada Unified School District for the 2016-2017 school year.
Quick Summary / Abstract:
The Governing Board is requested to approve Ian McFeat and Kristina Kalb as the CIF designated representatives for La Cañada Unified School District for the 2016-2017 school year.
Attachments:
R16-16-17
12.d. Lease Agreement for LCHS Copiers, R12-16-17
Speaker:
Evans
Rationale:

Background

The current lease with SoCal Technologies will expire at the end of September 2016. Replacement of the current machines is necessary due to age and use. Leases are commonly used for this type of business equipment. The lease allows prescribed numbers of copies, materials to be supplied, and upkeep for the machines.

Current Considerations

The existing machines are reaching the end of their useful lifespan. Due to the roughly 300,000 copies per month, the copiers are experiencing frequent need for maintenance. It is better to initiate a new lease rather than buy these at the close of the lease. SoCal Technologies has submitted another proposal to replace the existing machines with new, more sophisticated copiers that will interface with our technology, meet the demand level for copies, and produce more pages per minute. The new lease will also lower the monthly costs based on usage in line with the past year’s copy numbers. The lease and copy cost averaged a monthly fee of $3,664. The new lease with a total of 300,000 copies per month is estimated at $2,518.

Financial Implications

Assuming the number of copies remain comparable to the past year, there will be a substantial savings with the new lease. The rates above are for the lease only, and there will be sales tax in addition to the base rates quoted in the proposal. Additionally, for any copies over the the 300,000, there will be a per copy cost (click charge). On the larger machines that cost will be $.004 per copy and on the color machine that charge will be $.005 for black and white and $.05 for each color copy.

 


 
Recommended Motion:
The Governing Board is requested to approve the new lease agreement with SoCal Technologies for copier lease at La Cañada High School site.
Quick Summary / Abstract:
The Governing Board is requested to approve the new lease agreement with SoCal Technologies for copier lease at La Cañada High School site.
Attachments:
R12-16-17
12.e. Notice of Completion, R11-16-17
Speaker:
Evans
Rationale:
The attached specified contracts and bid divisions have been fulfilled and all punch list items have been completed as of the date referenced above
 
Recommended Motion:
It is recommended that the Governing Board approve the attached work completed as approve the issuance of all final payments.
Attachments:
Notice Completion
12.f. Purchase Order List 4-16-17
Speaker:
Evans
Recommended Motion:
It is recommended that the Governing Board approve Purchase Order List 4-16-17 as presented.
Quick Summary / Abstract:
The Governing Board is requested to approve Purchase Order list 4-16-17.
Attachments:
PO List 4-16-17
13. COMMUNICATIONS
14. RECONVENE CLOSED SESSION ( if needed)
15. ADJOURNMENT

Published: August 12, 2016, 2:34 PM

The resubmit was successful.