Reports from Student Reporters:

Century Academy: Nick Capobianco

Conejo Valley High School: Joe Cardenas

Newbury Park High School: Thomas Kitchell

Thousand Oaks High School: Haylee Dahlgren

Westlake High School: Scott Pugh

Conejo Council PTA (CCPTA), Rocky Capobianco, President

Conejo Schools Foundation (CSF), Mike Soules, President

District Advisory Council (DAC), Cindy Goldberg, President

Oral Public Comments

The Board welcomes public comments.  To comment on non-agenda items, please submit a speaker form (blue card) to the recording secretary prior to the Public Comments section of the agenda.  To comment on an agenda item, please submit a speaker form (blue card) to the recording secretary prior to the Action portion of the agenda.  Filling out the speaker cards is voluntary, but will assist the Board in efficiently running the meeting.  Public comments are limited to three minutes per speaker.  If there are numerous persons wishing to make public comments, the President of the Board may decrease the amount of time allotted for each speaker.  Please present your comments in a factual and respectful manner.  Participants engaging in disorderly conduct may be ordered to leave the meeting.  Finally, please be advised that except in limited situations the Board cannot enter into a formal discussion or make a decision in regard to any item not appearing on the agenda.  However, the Board or staff may briefly respond to comments or questions from the public; ask clarification questions or make announcements; direct staff to place an item on a future agenda; request staff to report on an issue at a future meeting, or provide reference to staff or otherwise inform members of the public where they can locate additional sources of factual information.

Written Public Comments

If you wish to register your opinion on an item, but not speak, you may fill out a public written statement form (yellow card), and hand it to the recording secretary.  Board members will review these forms after the meeting.  The information on these cards will be become a part of the public record.

               Pursuant to the Brown Act, the Board of Education cannot enter into formal

               discussion with individuals making public comments to the Board.  The Board cannot

               take action on any issues raised during public comments that are not on the meeting

               agenda.  Individual Board members may respond to public comments during the

               Individual Board Member’s Comments section of the agenda.

               Pursuant to the Brown Act, the Board of Education cannot enter into formal

               discussion with individuals making public comments to the Board.  The Board cannot

               take action on any issues raised during public comments that are not on the meeting

               agenda.  Individual Board members may respond to public comments during the

               Individual Board Member’s Comments section of the agenda.

ISSUE:

Should the Board of Education adopt a resolution declaring November 12-16, 2018, as “National School Psychology Awareness Week?”

BACKGROUND:

Districts are encouraged to adopt Board resolutions commending the School Psychologists, and to publicize the role of School Psychologists in the educational process.

ALTERNATIVES:

1. Adopt the attached resolution declaring November 12-16, 2018, as “National School Psychology Awareness Week.”
2. Do not adopt the attached resolution declaring November 12-16, 2018, as “National School Psychology Awareness Week.”
3. Adopt a modified version of the attached resolution declaring November 12-16, 2018, as “National School Psychology Awareness Week.”

RECOMMENDATION:

Alternative 1

RATIONALE:

It is appropriate that the Board of Education publicly recognize School Psychologists for the hard work and dedication of these individuals for our students, schools and community.  This resolution would be shared with each school and work site to honor the School Psychologists.

Respectfully submitted,

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by:

Jeanne Valentine

Assistant Superintendent, Human Resources

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ISSUE:

Should the Board of Education hold a public hearing and adopt a resolution stating that sufficient standards-based textbooks and materials have been provided to the students in the District?

BACKGROUND:

The State of California annually provides funding for the purchase of textbooks and supplemental materials.  As a condition of receipt of these funds, the District is required to publicly declare the status of the textbook budget and its sufficiency for purchasing standards-based textbooks.

Conejo Valley Unified School District is able to provide each student with sufficient textbooks and instructional materials (consistent with the cycles and content of the curriculum frameworks).  In addition, school sites receive supplementary funds for enriching all areas of the curriculum annually and specific science supplementary funds to be used for consumable laboratory expenses and/or equipment.

ALTERNATIVES:

1. Adopt Resolution #18/19-03 Pupil Textbook and Instructional Materials, as submitted.
2. Do not adopt Resolution #18/19-03 Pupil Textbook and Instructional Materials, as submitted.

RECOMMENDATION:

Alternative 1

RATIONALE:

Education Code 60119 requires the Governing Board to annually adopt a resolution as a condition of receiving state funding for textbooks and instructional materials.

FISCAL IMPACT:

Textbook and instructional materials are currently being sustained through the use of the following funding sources: Restricted Lottery funds, and Local Control Funding Formula allocations.

Respectfully submitted,

Mark W. McLaughlin, Ed.D

Superintendent

Prepared by:

Luis Lichtl, Assistant Superintendent of Instruction

State and Federal Program Coordinator

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ISSUE:

Should the Board of Education approve amendments to Board Policy and Administrative Regulation 5112.5 – Open/Closed Campus?

BACKGROUND:

Policy revised to clarify options for open campus and add optional language regarding district criteria for student eligibility for open campus privileges. Policy also includes the requirement for written parental notification of the open campus policy, formerly in AR, and clarifies that a student's unauthorized absence from school constitutes an unexcused absence but is not classified as truancy unless it meets the legal definition of truancy based on the number of absences during the school year.

ALTERNATIVES:

     1.  Approve amendments to Board Policy and Administrative Regulation 5112.5 – Open/Closed Campus, as submitted.

     2.  Approve amendments to Board Policy and Administrative Regulation 5112.5 – Open/Closed Campus, as amended.

     3.  Do not approve amendments to Board Policy and Administrative Regulation 5112.5 – Open/Closed Campus, as submitted.

RECOMMENDATION:

Alternative 1

RATIONALE:

These amendments will keep our board policies and administrative regulations current with new law.

Respectfully submitted,

Mark W. McLaughlin, Ed.D

Superintendent

Prepared by:

Luis Lichtl, Assistant Superintendent

Instructional Services

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ISSUE:

Should the Board of Education approve amendments to Board Policy and Administrative Regulation 6171 – Title I Programs?

BACKGROUND:

This policy has been updated to address (1) the requirement to use federal Title I funds to supplement, not supplant, funds available from state and local sources; (2) use of the District's local control and accountability plan to fulfill requirements for the Title I local educational agency plan; and (3) methods for demonstrating the comparability of services between Title I and non-Title I schools. This regulation has been updated to reflect amendments by the Every Student Succeeds Act related to school-wide programs, targeted assistance programs, and participation by private school students.

ALTERNATIVES:

     1.  Approve amendments to Board Policy and Administrative Regulation 6171 – Title I Programs, as submitted.

     2.  Approve amendments to Board Policy and Administrative Regulation 6171 – Title I Programs, as amended.

     3.  Do not approve amendments to Board Policy and Administrative Regulation 6171 – Title I Programs.

RECOMMENDATION:

Alternative 1

RATIONALE:

These amendments will keep our Board Policies and Administrative Regulations current with new law.

Respectfully submitted,

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by:

Luis Lichtl

Assistant Superintendent, Instructional Services

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1.  Certificated Service:

      A.  Establishment / Modification / Elimination of Positions

           Order #:  No items.

      B.  New Employment / Assignment Change / Change in Status:  Regular/Special Education Teachers

           Order #:  R18-116 - R18-119

2.  Certificated Service - Exempt:

      A.  New Employment / Assignment Change / Change in Status:  Exempt Specialists

           Order #:  E18-050 - E18-060

3.  Classified Service:

      A.  Establishment / Modification / Elimination of Positions

           Order #:  C18-231 - C18-233

      B.  New Employment (Prob to Perm) / Assignment Change / Change in Status

           Orders #: C18-234 - C18-275

      C.  Substitute / Provisional / Additional Assignment / Change in Status

           Orders #: C18-276 - C18-287

4.  Classified Service - Exempt:

      A.  Walk-on Coach

           Orders #:  E18-523 - E18-535

      B.  Campus Supervisor, Proctor, Specialist, Student Helper, Others

           Orders #:  E18-547 - E18-619

ISSUE:

Should the Board of Education approve the Conejo Recreation and Park District Youth Outreach Agreement?

BACKGROUND:

The Conejo Recreation and Park District (CRPD) Youth Outreach program is a multipurpose community social service program.  By program design, Youth Outreach workers seek out and address the needs of non-involved and hard-to-reach adolescents.  CRPD Youth Outreach staff are active at our secondary school sites, community centers, CRPD Teen Center, parks and commercial complexes.  

During the academic school year, Youth Outreach staff allocate about 75% of their work week to school site support and 25% to recreational activities and community involvement.  During school holidays and summer months, Youth Outreach staff spend 75% of their work week in recreational programming and 25% in community involvement.

ALTERNATIVES:

1. Approve the Conejo Recreation and Park District Youth Outreach Agreement, as submitted.
2. Do not approve the Conejo Recreation and Park District Youth Outreach Agreement, as submitted.

RECOMMENDATION:

Alternative 1

RATIONALE:

Approval of this agreement will provide students with life skills to cope with crisis situations and assume positive roles within the school campus and community.

FISCAL IMPACT:

The cost for this program is $240,000 annually of which CRPD and CVUSD will each pay one-half of the total program costs.  The amount to be paid by CVUSD each fiscal year shall not exceed $120,000.00 from the General Fund.

Respectfully submitted:

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by:

Shauna Ashmore, Director, Student Support Services, for

Lisa A. Miller, Assistant Superintendent, Student Support Services

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ISSUE:

Should the Board of Education approve a Stipulated Agreement for student 2-18/19 SA who was recommended for expulsion commencing on October 17, 2018?

BACKGROUND:

On or about October 10, 2018, a student violated the following Education Code:

E.C. 48900.7 - Suspension – Terroristic Threats

 (a) In addition to the reasons specified in Sections 48900, 48900.2, 48900.3, and 48900.4, a pupil may be suspended from school or recommended for expulsion if the superintendent or the principal of the school in which the pupil is enrolled determines that the pupil has made terroristic threats against school officials or school property, or both.

(b) For the purposes of this section, "terroristic threat" shall include any statement, whether written or oral, by a person who willfully threatens to commit a crime which will result in death, great bodily injury to another person, or property damage in excess of one thousand dollars ($1,000), with the specific intent that the statement is to be taken as a threat, even if there is no intent of actually carrying it out, which, on its face and under the circumstances in which it is made, is so unequivocal, unconditional, immediate, and specific as to convey to the person threatened, a gravity of purpose and an immediate prospect of execution of the threat, and thereby causes that person reasonably to be in sustained fear for his or her own safety or for his or her immediate family's safety, or for the protection of school district property, or the personal property of the person threatened or his or her immediate family.

A meeting was held with the Student and Guardian on October 16, 2018, to discuss the recommendation and interim educational alternatives.  A Stipulated Agreement was entered into with the Guardian and Student.

ALTERNATIVES:

     1. Approve an educational plan for student 2-18/19 SA effective October 17, 2018, pursuant to the conditions described in the “Stipulated Agreement” signed October 16, 2018.

     2. Place student 2-18/19 SA on probationary status through June 7, 2019.

     3. Do not approve a Stipulated Agreement for student 2-18/19 SA.

RECOMMENDATION:

Alternatives 1 and 2

RATIONALE:

The recommendation for a Stipulated Agreement is appropriate and in accordance with Board Policy and Administrative Regulation 5144.1 approved October 17, 2017.  The Stipulated Agreement provides the student access to educational opportunities in an orderly school environment that protects their safety and security, ensures their welfare and well-being, and promotes their learning and development.

Respectfully submitted,

Mark W. McLaughlin, Ed.D.

Superintendent

Presented by,

Luis Lichtl

Assistant Superintendent, Instructional Services

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ISSUE:

Should the Board of Education reauthorize the following booster clubs as parent support/booster organizations?

NPH Panther Band Parents

TOH Girls Basketball

TOH Choral

TOH Boys Soccer

TOH Softball

TOH Swim

TOH Track and Field

TOH Boys Volleyball

TOH Girls Water Polo

WHS Aquatics

WHS Baseball

WHS Boys Basketball

WHS Cross Country/Track

WHS Field Hockey

WHS Instrumental Music

WHS Boys Lacrosse

WHS Girls Lacrosse

WHS Soccer

WHS Softball

WHS Swim

WHS Girls Volleyball

WHS Wrestling

BACKGROUND:

Board Policy 1230 requires annual Board approval for parent support/booster organizations desiring to raise money to benefit the students of any school or program.  The policy requires applicants to provide specific information including, but not limited to, current financial documents.  It is expected that booster organizations comply with the California Education Code prohibiting pupil fees for participation in educational activities, which includes extra-curricular activities. These booster clubs have submitted the required information to the Superintendent’s designee for consideration of the Board.

ALTERNATIVES:

1. Authorize the above-mentioned booster clubs to function as a Board-approved parent support/booster organization from November 7, 2018, to November 1, 2019, as submitted.
2. Do not authorize the above-mentioned booster clubs to function as a Board-approved parent support/booster organization from November 7, 2018, to November 1, 2019.

RECOMMENDATION:

Alternative 1

RATIONALE:

The above-mentioned booster clubs have met all of the requirements of Board Policy 1230 and have provided the necessary documentation and signatures. Approval will result in financial assistance to these booster clubs and to students/programs at our high schools.

Respectfully submitted,

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by:

Brian Mercer, Director, High Schools and Assessment for

Luis Lichtl, Assistant Superintendent, Instructional Services

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ISSUE:

Should the Board of Education approve an overnight trip request for Sycamore Canyon Middle School’s Coyote Peer Group to attend the Coyote Peer Program Leadership Retreat in Lake Hughes, CA?

BACKGROUND:

Ms. Cheryl Moncourtois, Assistant Principal of Sycamore Canyon Middle School and Ms. Nicole Vitto, Counselor at Sycamore Canyon Middle School, request permission to take 30 students to Lake Hughes, CA for the Coyote Peer Program Leadership Retreat. The trip will take place on Thursday, November 1, 2018, through Sunday, November 4, 2018. Students will miss two days of school for this trip and are required to obtain permission from their parents and teachers prior to leaving on the trip. The students will travel via a District bus one way and parents will pick their students up on the last day of the retreat.  The Sycamore Canyon Middle School ASB will assist with covering the cost of this trip. No students will be excluded from participation due to a lack of sufficient funds. 

ALTERNATIVES:

     1. Approve the overnight trip request, as submitted.

     2. Do not approve the overnight trip request.

RECOMMENDATION:

Alternative 1

RATIONALE:

The Sycamore Canyon Middle School Coyote Peer Group will be participating in the All It Takes Legacy Leadership Camp that will provide the students with many different leadership skills that they can bring back to the school campus and share with classmates. Trips of this type have been approved in the past.

FISCAL IMPACT:

$6,600 will be paid for by students and ASB funds.

Respectfully submitted:

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by:

Brian Mercer, Director, High Schools and Assessment for

Luis Lichtl, Assistant Superintendent, Instructional Services

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ISSUE:

Should the Board of Education approve an overnight trip request for Newbury Park High School’s Journalism and Yearbook Club request to attend the JEA/NSPA National High School Convention in Chicago, IL?

BACKGROUND:

Ms. Michelle Saremi, Newbury Park High School Journalism and Yearbook Club Advisor and certificated teacher, Mr. Steve Johnson, Newbury Park High School certificated teacher, and Mr. Michael Godfrey, Newbury Park High School Assistant Principal of Athletics, request permission to take 30 students to Chicago, IL for the JEA/NSPA National High School Convention. The trip will take place on Thursday, November 1, 2018, through Sunday November 4, 2018. The students will miss two days of school and are required to obtain permission from their teachers prior to leaving on the trip. The students will travel via commercial airline.  The Newbury Park High School’s Journalism and Yearbook Clubs have participated in fundraising to pay for the cost of the trip. No students will be excluded from participation due to a lack of sufficient funds. 

ALTERNATIVES:

     1. Approve the overnight trip request, as submitted.

     2. Do not approve the overnight trip request.

RECOMMENDATION:

Alternative 1

RATIONALE:

The Newbury Park High School Journalism and Yearbook Club members will receive nine hours of workshop training, three hours of hands-on training, and professional feedback on their publications. Trips of this type have been approved in the past.

FISCAL IMPACT:

$18,270.00 will be paid for by club funds.

Respectfully submitted:

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by:

Brian Mercer, Director, High Schools and Assessment for

Luis Lichtl, Assistant Superintendent, Instructional Services

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ISSUE:

Should the Board of Education approve an overnight trip request for Thousand Oaks High School’s Journalism and Yearbook Club request to attend the JEA/NSPA National High School Convention in Chicago, IL?

BACKGROUND:

Ms. Tasha Beaudoin, Thousand Oaks High School Journalism and Yearbook Club Advisor and, Ms. Danielle Oliveri, Thousand Oaks High School Assistant Principal of Instruction, request permission to take 12 students to Chicago, IL for the JEA/NSPA National High School Convention. The trip will take place on Wednesday October 31, 2018, through Sunday November 4, 2018. The students will miss three days of school and are required to obtain permission from their teachers prior to leaving on the trip. The students will travel via commercial airline.  The Thousand Oaks High School’s Journalism and Yearbook Clubs have participated in fundraising to pay for the cost of the trip. No students will be excluded from participation due to a lack of sufficient funds. 

ALTERNATIVES:

     1. Approve the overnight trip request, as submitted.

     2. Do not approve the overnight trip request.

RECOMMENDATION:

Alternative 1

RATIONALE:

The Thousand Oaks High School Journalism and Yearbook Club members will receive nine hours of workshop training, three hours of hands-on training, and professional feedback on their publications. The students will also compete against hundreds of other schools for national recognition of the school’s newspaper. This program has attended this same conference for the past ten years.

FISCAL IMPACT:

$10,035.00 will be paid for by club funds.

Respectfully submitted:

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by:

Brian Mercer, Director, High Schools and Assessment for

Luis Lichtl, Assistant Superintendent, Instructional Services

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ISSUE:

Should the Board of Education approve an overnight trip request for Thousand Oaks High School Boys Basketball Team request to attend the Rancho Mirage Basketball Tournament in Rancho Mirage, CA?

BACKGROUND:

Mr. Rich Endres, Thousand Oaks High School Boys Basketball Head Coach and certificated teacher, and two volunteers request permission to take 13 students to Rancho Mirage, CA for the Rancho Mirage Boys Basketball Tournament. The trip will take place on Wednesday, December 26, 2018, through Saturday, December 29, 2018. The students will not miss school. This trip will take place during the winter school break. The students will travel via a rental van.  The Thousand Oaks High School’s Boys Basketball Booster club will be covering the cost of this trip. No students will be excluded from participation due to a lack of sufficient funds. 

ALTERNATIVES:

     1. Approve the overnight trip request, as submitted.

     2. Do not approve the overnight trip request.

RECOMMENDATION:

Alternative 1

RATIONALE:

The Thousand Oaks High School Boys Basketball team will be participating in a tournament that will expose them to other talented teams from California. The boys will play in games and participate in activities together creating a team bonding experience. Trips of this type have been approved in the past.

FISCAL IMPACT:

$1,700 will be paid for by TOHS Boys Basketball Booster funds.

Respectfully submitted:

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by:

Brian Mercer, Director, High Schools and Assessment for

Luis Lichtl, Assistant Superintendent, Instructional Services

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ISSUE:

Should the Board of Education approve an overnight trip request for Thousand Oaks High School’s DECA group to attend the Western Region Leadership Conference?

BACKGROUND:

Ms. Sabrina Chase, Thousand Oaks High School DECA Advisor and certificated teacher and Ms. Jane Carlson, certificated teacher, request permission to take 20 students to Anaheim, CA for the Western Region DECA Leadership Conference. The trip will take place on Thursday, November 15, 2018, through Sunday, November 18, 2018. The students will miss two days of school and are required to obtain permission from their parents and teachers prior to leaving on the trip. The students will travel via a District bus and rental van.  The Thousand Oaks High School’s DECA club is offering scholarships to those students that need them. No students will be excluded from participation due to a lack of sufficient funds. 

ALTERNATIVES:

     1. Approve the overnight trip request, as submitted.

     2. Do not approve the overnight trip request.

RECOMMENDATION:

Alternative 1

RATIONALE:

The Western Region Leadership Conference for DECA is held in California once every four years. Thousand Oaks High School DECA group will be participating with other schools from around the region in in-depth leadership and competition training.  Trips of this type have been approved in the past.

FISCAL IMPACT:

$3,945.00 will be paid for by TOHS DECA Group funds.

Respectfully submitted:

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by:

Brian Mercer, Director, High Schools and Assessment for

Luis Lichtl, Assistant Superintendent, Instructional Services

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ISSUE:

Should the Board of Education approve a contract with Pegleg Entertainment?

BACKGROUND:

Pegleg Entertainment will provided services related to the Associated Student Body at Westlake High School.  Pegleg Entertainment will provide event planning, entertainment, DJ and stage packages for the Homecoming Dance on October 20, 2018, at Westlake High School.

ALTERNATIVES:

     1. Approve the Pegleg Entertainment contract, as submitted.

     2. Do not approve the Pegleg Entertainment contract.

RECOMMENDATION:

Alternative 1

RATIONALE:

Approval of this contract will continue the tradition of the Homecoming dance at Westlake High School.

FISCAL IMPACT:

$15,000.00 will be paid for by ASB funds.

Respectfully submitted:

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by:

Brian Mercer, Director, High Schools and Assessment for

Luis Lichtl, Assistant Superintendent, Instructional Services

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ISSUE:

Should the Board of Education approve the expenditure of $186,000 to be paid to Wayfinder Family Services, for the food and lodging of sixth grade students, classroom teachers, and staff participating in the District’s Outdoor Education program in the 2018-2019 school year?

BACKGROUND:

The Conejo Valley Unified School District Outdoor Education program has operated out of Camp Bloomfield, near Malibu, for approximately 33 years. This facility is in a desirable location and has been maintained to meet our District’s needs. Sixth grade students and teachers participate in this four-day and three-night program, which is an enriching experience for our students. The Outdoor Education curriculum focuses on the California 6^th Grade Science Content Standards. The cost for Outdoor Education in 2018-2019 will be $250 per CVUSD student. If a parent is unable or unwilling to pay, a student will not be denied the opportunity to attend.

ALTERNATIVES:

1. Approve the expenditure of funds to Wayfinder Family Services, as submitted.
2. Approve the expenditure of funds to Wayfinder Family Services, as amended.
3. Do not approve the expenditure of funds to Wayfinder Family Services.

RECOMMENDATION:

Alternative 1

RATIONALE:

Outdoor School allows our students to have an enriched academic and hands-on experience. Moreover, this type of connection between their textbook learning and hands-on learning will provide them with a relevant and rigorous look at science. Outdoor Education has been a valuable program for sixth grade students and should be continued in its present format.

Respectfully submitted,

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by:

Kenneth Loo, Director, Middle Schools for

Luis Lichtl, Assistant Superintendent, Instructional Services

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ISSUE:

Should the Board of Education approve the over $5,000 Purchase Order Report?

BACKGROUND:

The Board of Education expects that purchase orders exceeding $5,000 will be brought forward for approval.  The attached report for the period of October 1, 2018, through October 16, 2018, is presented for approval. Purchase orders have been approved by the department administrator as a necessary expense for the instructional or support program(s).

ALTERNATIVES:

1. Approve the Purchase Order Report, as submitted.
2. Approve the Purchase Order Report, as amended.
3. Do not approve the Purchase Order Report.

RECOMMENDATION:

Alternative 1

RATIONALE:

Approval of these purchase orders will allow the District to continue its operations in supporting student learning opportunities.  The administrator responsible for the appropriate budget account has approved all purchase orders.

FISCAL IMPACT:

General Fund: $718,817.94

Adult Education Fund: $6,405.00

Deferred Maintenance Fund: $8,673.00

Bond Measure I: $323,180.02

Developer Donation Fund: $9,955.70

TOPASS Foundation: $52,090.25

Health & Welfare Fund: $115,000.00

Respectfully submitted,

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by,

Victor P. Hayek, Ed.D.

Deputy Superintendent, Business Services

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ISSUE:

Should the Board of Education authorize the execution and filing of a Notice of Completion for the contracts and projects awarded by the Conejo Valley Unified School District?

BACKGROUND:

The Conejo Valley Unified School District entered into contracts, for various projects, that are complete and have been inspected by District staff, as follows: 

ALTERNATIVES:

1. Approve the execution and filing of a Notice of Completion for the contracts, as submitted.
2. Approve the execution and filing of a Notice of Completion for the contracts, as amended.
3. Do not approve the execution and filing of a Notice of Completion for the contracts.

RECOMMENDATION:

Alternative 1

RATIONALE:

Filing a Notice of Completion will allow retention payment to the contractors for the work performed. 

FISCAL IMPACT:

Bond Measure I Fund: $753,300.50

General Fund: $106,522.83

Respectfully submitted,

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by,

Tim McCabe

Director, Planning and Construction

on behalf of

Victor P. Hayek, Ed.D.

Deputy Superintendent, Business Services

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ISSUE:

Should the Board of Education approve the amendment to the 2018-19 Major Project List?

BACKGROUND:

Changing environmental, equipment, property, and infrastructure conditions require a regular review and update of major projects.

On May 15, 2018, the major project list was presented and approved.  The following projects were not on this list and shall be added:

ALTERNATIVES:

1. Ratify the approval of projects, as submitted.
2. Ratify the approval of projects, as amended.
3. Do not ratify the approval of projects.

RECOMMENDATION:

Alternative 1

RATIONALE:

To update the Board of Education and the public as to facility projects as they are progressing.

FISCAL IMPACT:

Bond Measure I Fund: $104,850.00

Deferred Maintenance Fund: $50,000.00

Respectfully submitted,

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by,

Tim McCabe

Director, Planning and Construction

on behalf of

Victor P. Hayek, Ed.D.

Deputy Superintendent, Business Services

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 ISSUE:

Should the Board of Education ratify the award of the contracts listed below under the guidelines of the California Uniform Public Construction Cost Accounting Act (CUPCCA)?

BACKGROUND:

CUPCCAA is an acronym for California Uniform Public Construction Cost Accounting Act. This program was created in 1983 by the Uniform Public Construction Cost Accounting Act, which is enacted in Public Contracts Code Sections 22000 through 22045. School districts that choose to adopt CUPCCAA procedures may perform public project work up to $45,000 with their pre-qualified list of contractors, and informally bid construction projects up to $175,000 to contractors.

The items below detail contracts awarded, September 26, 2018, through October 17, 2018 as follows:

ALTERNATIVES:

1. Ratify the award of the contracts, as submitted.
2. Ratify the award of the contracts, as amended.
3. Do not ratify the award of the contracts.

RECOMMENDATION:

Alternative 1

RATIONALE:

Following CUPCCAA and delegating award authority on contracts up to $175,000 has greatly increased the District’s effectiveness in facilities public construction contracting, and is endorsed by the office of the Ventura County Superintendent of Schools.  Pursuant to the Public Contract Code §20111 et seq., staff recommends the Board of Education ratify the contracts to the lowest responsive and responsible bidder, as documented above. 

FISCAL IMPACT:

Bond Measure I Fund: $18,726

Respectfully submitted,

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by,

Tim McCabe

Director, Planning and Construction

on behalf of

Victor P. Hayek, Ed.D.

Deputy Superintendent, Business Services

MWM:VPH:TM:dmh 

ISSUE:

Should the Board of Education award the Playground Replacement and ADA Compliance project at University Center?

BACKGROUND:

At the meeting of the Board of Education held June 19, 2018, it was approved to permit the Conejo Valley Unified School District to participate and award contracts of other public agencies, cooperatives, purchasing contracts (piggyback), California Multiple Awards Schedule (CMAS), and other approved California State contracts, for the 2018-19 school year. A quote was solicited for this project from Landscape Structures, Inc., based on National Cooperative Purchasing Alliance contract 10-03, in the amount of $114,477.55.

ALTERNATIVES:

1. Award the contract to Landscape Structures, Inc.
2. Do not award the contract to Landscape Structures, Inc.

RECOMMENDATION:

Alternative 1

RATIONALE:

The work will replace existing play equipment at University Center.  The recommended contractor is an approved vendor within the National Cooperative Purchasing Alliance (NCPA).

FINANCIAL IMPACT:

Measure I: $114,477.55

Respectfully submitted,

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by,

Tim McCabe

Director, Planning and Construction

on behalf of

Victor P. Hayek, Ed.D.

Deputy Superintendent, Business Services

MWM:VPH:TM:dmh

 ISSUE:

Should the Board of Education award the contract for the engineering services of the Surveillance System project at Newbury Park, Thousand Oaks, and Westlake High Schools?

BACKGROUND:

At the meeting of the Board of Education held June 19, 2018, it was approved to permit the Conejo Valley Unified School District to participate and award contracts of other public agencies, cooperatives, purchasing contracts (piggyback), California Multiple Awards Schedule (CMAS), and other approved California State contracts, for the 2018-19 school year. A quote was solicited for this project from Digital Networks Group, Inc., Contract #527211-001, in the amount of $43,152.13 – Newbury Park High School; $60,916.24 – Thousand Oaks High School, and $46,408.88 – Westlake High School.

ALTERNATIVES:

1. Award the contract to Digital Networks Group, Inc.
2. Do not award the contract to Digital Networks Group, Inc.

RECOMMENDATION:

Alternative 1

RATIONALE:

The work will add surveillance systems at Newbury Park, Thousand Oaks, and Westlake High Schools.  The recommended contractor is an approved vendor within the Pennsylvania Educational Purchasing Program for Microcomputers (PEPPM).

FINANCIAL IMPACT:

Measure I Fund: $150,477.25

Respectfully submitted,

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by,

Tim McCabe

Director, Planning and Construction

on behalf of

Victor P. Hayek, Ed.D.

Deputy Superintendent, Business Services

MWM:VPH:TM:dmh 

ISSUE:

Should the Board of Education award the Modular Building Addition project at Redwood Middle School?

BACKGROUND:

In October of 2017, as a part of the pre-construction process to deliver a new STEAM building to Redwood Middle School, the District solicited design proposals from four (4) Architects for the new STEAM building. The District instructed the Architects to design a six-classroom building, including student restrooms, with a construction budget of $4,500,000.00.

The selected design was submitted by Amador Whittle Architects, which used as their basis of design a modular building manufactured by JTS Modular of Bakersfield, CA. In addition to outstanding and unique aesthetic qualities, the building selected was the only modular building with a concrete floor, which is critical for long-term durability in a science classroom environment with wet labs. The quoted cost for the building was $3,570,000.00.

In performing our due diligence, the District also solicited a quote from Silver Creek Industries for a similar building to compare costs. Silver Creek proposed a building for $3,490,000.00, including comparable add alternates. However, the design was considered inferior for the application, as it only was available with wood floors, like a typical portable classroom. This design was rejected, as the long-term durability and aesthetic of the design were not comparable. It was decided to move forward with the Architect’s original basis of design and select JTS Modular.

Utilizing a Modular Building will save the District money over constructing a site built building. The building is constructed in an off-site factory eliminating the need for State required Prevailing Wage Labor, making production more efficient along with lower construction costs. Off-site manufacturing allows for less on-site construction time, reducing disruption time and the cost of General Conditions. The site work required (grading, utilities, concrete) will be competitively bid and performed by local labor.

At the meeting of the Board of Education held June 19, 2018, it was approved to permit the Conejo Valley Unified School District to participate and award contracts of other public agencies, cooperatives, purchasing contracts (piggyback), California Multiple Awards Schedule (CMAS), and other approved California State contracts, for the 2018-19 school year. JTS Modular, Inc., has a Piggyback Contract in place which gives equivalent pricing to all school districts in the State of California. The quote for the building selected is $3,570,000.00.

ALTERNATIVES:

1. Award the contract to JTS Modular, Inc.
2. Do not award the contract to JTS Modular, Inc.

RECOMMENDATION:

Alternative 1

RATIONALE:

This project, as identified on the 2018-19 Major Project List, is to add a new STEAM classroom building to Redwood Middle School.  The recommended manufacturer was awarded a five (5) year piggyback contract from Pleasant View School District, effective October 13, 2015.

FINANCIAL IMPACT:

Measure I Fund: $3,570,000

Respectfully submitted,

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by,

Tim McCabe

Director, Planning and Construction

on behalf of

Victor P. Hayek, Ed.D.

Deputy Superintendent, Business Services

MWM:VPH:TM:dmh

 ISSUE:

Should the Board of Education ratify Change Order 1 to the contract with Danny Letner dba Letner Roofing Company, for the roofing replacement project at Sequoia Middle School?

BACKGROUND:

On May 2, 2018, the Conejo Valley Unified School District entered into a contract with Danny Letner dba Letner Roofing Company, for the roofing replacement project at Sequoia Middle School.  This is a deductive change order, returning the unused allowance to the District. Reference purchase order B18-02938.

The total cost adjustment of this change order is a decrease of $20,000.00.

ALTERNATIVES:

1. Ratify Change Order 1 to modify the contract with Danny Letner dba Letner Roofing Company.
2. Do not ratify Change Order 1 to modify the contract with Danny Letner dba Letner Roofing Company.

RECOMMENDATION:

Alternative 1

RATIONALE:

The bid included an allowance that was to be used for unforeseen conditions.

FINANCIAL IMPACT:

Bond Measure I Fund: -$20,000.

Respectfully submitted,

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by,

Tim McCabe

Director, Planning and Construction

on behalf of

Victor P. Hayek, Ed.D.

Deputy Superintendent, Business Services

MWM:VPH:TM:dmh 

ISSUE:

Should the Board of Education ratify Change Order 1 to the contract with A. Bates GC, Inc., for the concession building upgrade project at Westlake High School?

BACKGROUND:

On June 20, 2018, the Conejo Valley Unified School District entered into a contract with A. Bates GC, Inc., for the concession building upgrade project at Westlake High School. This is a deductive change order, returning the unused allowance to the District. Reference purchase order B19-00054.

The total cost adjustment of this change order is a contract decrease of $20,000.00.

ALTERNATIVES:

1. Ratify Change Order 1 to modify the contract with A. Bates GC, Inc.
2. Do not ratify Change Order 1 to modify the contract with A. Bates GC, Inc.

RECOMMENDATION:

Alternative 1

RATIONALE:

The bid included an allowance that was to be used for unforeseen conditions.

FINANCIAL IMPACT:

Bond Measure I Fund: -$20,000.

Respectfully submitted,

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by,

Tim McCabe

Director, Planning and Construction

on behalf of

Victor P. Hayek, Ed.D.

Deputy Superintendent, Business Services

MWM:VPH:TM:dmh

ISSUE:

Should the Board of Education approve the disposal of surplus and obsolete equipment?

BACKGROUND:

The items listed on the attached pages are surplus or obsolete.  Some items have become unserviceable and/or cost more to repair than they are worth. Governing Board Policy 3270, Sale and Disposal of Personal Property, authorizes the Director of Purchasing to advertise, sell, auction, dispose or donate obsolete and surplus District-owned personal property per the attached list.  Unless otherwise directed, any proceeds from the sale of items will be deposited into the general fund.

ALTERNATIVES:

      1.  Approve the Disposal of Surplus and Obsolete Equipment list, as submitted.

      2.  Approve the Disposal of Surplus and Obsolete Equipment list, as amended.

      3.  Do not approve the Disposal of Surplus and Obsolete Equipment List.

RECOMMENDATION:

Alternative 1

RATIONALE:

Education Code 17545 requires approval by the Board of Education prior to the disposal of surplus and obsolete equipment.

Respectfully submitted,

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by,

Victor P. Hayek, Ed.D.

Deputy Superintendent, Business Services

MWM:VPH:ja

ISSUE:

Should the Board of Education approve the amendment of Board Policy and Administrative Regulation 3320 – Claims and Actions Against the District?

BACKGROUND:

CVUSD receives updates to Board Policies and Administrative Regulations from GAMUT.  GAMUT is a policy update service offered through the California School Boards Association (CSBA) which provides information about new laws and court opinions which may affect Board Policies, Administrative Regulations, and Board Bylaws.

The amendment of Board Policy and Administrative Regulation 3320 clarifies the applicability and the Government Claims Act to certain claims for money or damages against the District, and to reflect new court decision (Big Oak Flat Groveland Unified School District v. Superior Court of Tuolumne Court) which upheld the district's right to require that a claim is submitted using district procedures before a lawsuit may be filed. The regulation is also updated to reflect new law (SB 1053) which clarifies that districts do not have the authority to use district-established claims procedures for claims of childhood sexual abuse and that such claims are governed by the timelines and procedures of Code of Civil Procedure 340.1.

ALTERNATIVES:

1. Approve the amendment of Board Policy and Administrative Regulation 3320 – Claims and Actions Against the District, as submitted.
2. Approve the amendment of Board Policy and Administrative Regulation 3320 – Claims and Actions Against the District, as amended.
3. Do not approve the amendment of Board Policy and Administrative Regulation 3320 – Claims and Actions Against the District.

RECOMMENDATION:

Alternative 1

RATIONALE:

The recommended amendments will make the District’s Board Policy and Administrative Regulation reflect current law(s).

Submitted by:

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by:

Victor P. Hayek, Ed.D.

Deputy Superintendent, Business Services

MWM:VPH:mo

ISSUE:

Should the Board of Education approve the amendment of Administrative Regulation 3460 - Financial Reports and Accountability? 

BACKGROUND:

CVUSD receives updates to Board Policies and Administrative Regulations from GAMUT.  GAMUT is a policy update service offered through the California School Boards Association (CSBA) which provides information about new laws and court opinions which may affect Board Policies, Administrative Regulations, and Board Bylaws.

The amendment of Administrative Regulation 3460 adds a new section on "Report on Expenditures of State Facilities Funds" reflecting state law, as amended by new law (AB 1808), which requires districts that receive state facilities funding under the Leroy F. Greene School Facilities Act to annually report a list of expenditures for completed facilities projects and conclude an audit within one year of project completion.

ALTERNATIVES:

1. Approve the amendment of Administrative Regulation 3460 - Financial Reports and Accountability, as submitted.
2. Approve the amendment of Administrative Regulation 3460 - Financial Reports and Accountability, as amended.
3. Do not approve the amendment of Administrative Regulation 3460 - Financial Reports and Accountability.

RECOMMENDATION:

Alternative 1

RATIONALE:

The recommended amendments will make the District’s Administrative Regulation reflect current law(s).

Submitted by:

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by:

Victor P. Hayek, Ed.D.

Deputy Superintendent, Business Services

MWM:VPH:mo

ISSUE:

Should the Board of Education approve the amendment of Board Policy 3514 – Environmental Safety?

BACKGROUND:

CVUSD receives updates to Board Policies and Administrative Regulations from GAMUT.  GAMUT is a policy update service offered through the California School Boards Association (CSBA) which provides information about new laws and court opinions which may affect Board Policies, Administrative Regulations, and Board Bylaws.

The amendment of Board Policy 3514 reflects new law (AB 746) which provides that, if a community water system finds lead above specified levels in a school's potable water system, the District must notify parents/guardians, shut down fountains and faucets, and provide a source of drinking water to students.

ALTERNATIVES:

1. Approve the amendment of Board Policy 3514 – Environmental Safety, as submitted.
2. Approve the amendment of Board Policy 3514 – Environmental Safety, as amended.
3. Do not approve the amendment of Board Policy 3514 – Environmental Safety.

RECOMMENDATION:

Alternative 1

RATIONALE:

The recommended amendments will make the District’s Board Policy reflect current law(s).

Submitted by:

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by:

Victor P. Hayek, Ed.D.

Deputy Superintendent, Business Services

MWM:VPH:mo

ISSUE:

Should the Board of Education approve new Board Policy 3515.21 – Unmanned Aircraft Systems (Drones)?

BACKGROUND:

CVUSD receives updates to Board Policies and Administrative Regulations from GAMUT.  GAMUT is a policy update service offered through the California School Boards Association (CSBA) which provides information about new laws and court opinions which may affect Board Policies, Administrative Regulations, and Board Bylaws.

Board Policy 3515.21 addresses strategies for avoiding disruption and maintaining the safety, security, and privacy of individuals when the District grants permission for a person or entity to operate an unmanned aircraft system (drone) on or over district property. Policy reflects federal regulations and Federal Aviation Administration guidance, and provides that the District shall only grant permission if the planned activity supports the District's own instructional, co-curricular, extracurricular, or operational purposes.

ALTERNATIVES:

1. Approve new Board Policy 3515.21 – Unmanned Aircraft Systems (Drones), as submitted.
2. Approve new Board Policy 3515.21 – Unmanned Aircraft Systems (Drones), as amended.
3. Do not approve new Board Policy 3515.21 – Unmanned Aircraft Systems (Drones).

RECOMMENDATION:

Alternative 1

RATIONALE:

The proposed new Board Policy reflects current law(s).

Submitted by:

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by:

Victor P. Hayek, Ed.D.

Deputy Superintendent, Business Services

MWM:VPH:mo

ISSUE:  Should the Board a resolution to initiate a transition to a by-trustee area election system commencing with the 2020 Governing Board Election and statement of intent to seek a waiver of the election requirement from the State Board of Education?

BACKGROUND:

In 2002, the California legislature enacted the California Voting Rights Act ("CVRA"), which prohibits the use of at-large elections of governing board members for a school district if it "impairs the ability of a protected class to elect candidates of its choice or its ability to influence the outcome of an election…."  (Elections Code § 14027, emphasis added.)  Under the CVRA, the only election system that provides an accepted “safe harbor” from a potential CVRA claim is a “by-trustee area” election system.  Under a “by-trustee area” election system, a school district is divided into separate trustee areas and one governing board member is elected by the registered voters in that particular trustee area, rather than the community at-large.  The Conejo Valley Unified School District (“District”) currently employs an “at-large” election system for the purposes of electing Governing Board members.

Numerous school districts and other public agencies throughout the state have been targeted by private law firms for alleged violations of the CVRA and it is believed that the best course of action for the District is to initiate its transition to "by-trustee" area elections for future Governing Board elections.  In addition to initiating this transition, Education Code sections 33050-33053 authorizes the State Board of Education to waive the voter approval requirement to transition, which could reduce the costs and risks associated with the District’s transition to a “by-trustee area” election system. 

ALTERNATIVES:

1. Adopt a Resolution to Initiate a Transition to a By-Trustee Area Election System Commencing with the 2020 Governing Board Election and Statement of Intent to Seek a Waiver of the Election Requirement from the State Board of Education, as submitted.
2. Do not adopt a Resolution to Initiate a Transition to a By-Trustee Area Election System Commencing with the 2020 Governing Board Election and Statement of Intent to Seek a Waiver of the Election Requirement from the State Board of Education.

RECOMMENDATION:

Alternative 1

For the reasons provided within the Resolution, I recommend the Governing Board adopt Resolution No. 18/19-11 initiating transition to a "By-Trustee Area" election system commencing with the 2020 Governing Board Election and stating its intent to seek a waiver of the election requirement from the State Board of Education. 

RATIONALE:

This resolution initiates the transition process and states the District's intention to see a waiver of the election requirement.

Respectfully submitted,

Mark W. McLaughlin, Ed.D.

Superintendent

MWM:sf

FUTURE BOARD MEETINGS

NOVEMBER 20, 2018

5:00 p.m. Closed Session

6:00 p.m. Open Session

Location: Conejo Valley High School, 1402 E. Janss Road, Thousand Oaks

For a copy of this agenda and additional information, please visit the CVUSD website.

Internet Home Page: www.conejousd.org/

Americans with Disabilities Act (ADA)

In compliance with the ADA, if you need special assistance, including assisted listening devices, to participate in this meeting or other services in conjunction with this meeting, please contact the Superintendent’s Office at (805) 497-9511 ext. 201. Upon request, the agenda and documents in this agenda packet can be made available in appropriate alternative formats to persons with a disability. Notification at least 48 hours prior to the meeting or time when services are needed will assist our staff in assuring reasonable arrangements can be made to provide accessibility to the meeting or service.