Closed Session item only

Closed Session item only

Closed Session item only

Closed Session item only

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 approve Layoff Resolution #18/19-20 – Reduction/Elimination of Classified Positions, necessitated by the loss of First 5 funding for the Conejo Valley Neighborhood for Learning (CV NfL) program, beginning July 1, 2019?

INFORMATION:

The District has been in contract with First 5 Ventura County beginning in 2002 through June 2019, for administering the Conejo Valley Neighborhood for Learning program. Due to a significant decline in generated revenue over the last number of years in Proposition 10 funding, First 5 Ventura County has elected to consolidate its monies and contract out with a single provider, Interface Children and Family Services, effective July 2019. Theretofore, the District will not continue to receive the $654,255, which was the approximate recurring grant amount funding NfL services and positions. 

Proposal to Reorganize NfL Program Staffing and Programs:

Staff have closely examined operational costs of the various programs (State Preschool and Market Rate/Parent Pay Preschool), as well as the enrollment driven revenue outlook of the Market Rate/Parent Pay programs. The loss of First 5 funding ($654,255) will result in closing two preschool classes at University, and the PACT classes at both City Center and University. 

Therefore, given the loss of First 5 funding, it is critical for the District to adjust staffing and relocate programs as specified: 

• Eliminate the First 5 Preschool program at University impacting 40 students
• Eliminate the PACT classes at City Center and University currently serving approximately 136 families
• Relocate State Preschool program from Park Oaks to University
• Eliminate and/or reduce the services of classified positions on the basis of lack of work/lack of funds in accord with Education Code §45308 as specified on Classified Layoff Resolution #18/19-20
• Work with the Human Resources staff to offer opportunities and/or positions to employees impacted by the reduction-in-force currently with either open or anticipated openings for the next school year

FISCAL IMPACT:

Program changes and related reduction-in-force are necessary to ensure the remaining programs presently operated under the Neighborhood for Learning program, including the City Center and State preschool programs, are administered without encroaching on the General Fund and/or the Child Care enterprise fund. 

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 participate in the California School Cash Reserve Program and authorize the borrowing of funds for fiscal year 2019-2020 through the issuance and sale of one or more series of 2019-2020 Tax and Revenue Anticipation Notes (TRANs)?

INFORMATION:

By passing the resolution before the Board, our District will have the opportunity to participate in the California School Cash Reserve Program sponsored by California School Boards Association Finance Corporation.  The Program consistently issues TRANs for more than half of all California school districts, community college districts, and county offices of education that issue TRANs.  The 2019-2020 Program will be the 31st year of the Program.

Through participation in the Cash Reserve Program, our District will be able to issue a tax and revenue anticipation note as part of this cost-effective pooled structure.  An overview of this cash management concept and the Program is provided below:

Tax and Revenue Anticipation Notes (TRANs):  TRANs are short-term debt instruments issued by school districts throughout the State to create an additional reserve to the general fund.  In our District, this reserve will act as a cushion to the general fund in the event that we experience temporary cash flow needs.  These cash flow needs may occur as a result of the timing mismatch between the receipt of revenues (generally received in an uneven fashion) and the expenditure of general fund moneys (generally paid out in a more level fashion).

TRANs Economics:  Through our participation in the Program, our District will issue a tax-exempt note.  The proceeds from the sale of this note, while not needed for cash flow, are invested in a taxable investment.  This may result in a positive spread between the borrowing rate and the investment return on the TRAN proceeds.

Cash Reserve Program Background:  The first Cash Reserve Program was issued in June of 1988 for six districts with an aggregate issue amount of $9.6 million.  Since that time, the Program has grown dramatically in size, servicing the majority of California school district TRANs issuers.  Each year, the Program has resulted in a significant benefit to the participants.  The highlights of the Program are as follows:

• Participants benefit from a cost-effective and administratively simple method to issue their TRANs
• Documentation is streamlined for governing board approval
• Participants benefit from year-round administrative assistance

Cash Reserve Program Process:

The Cash Reserve Program involves the following key steps in order to participate:

1. Adoption of Resolution:  Adoption of the resolution does not obligate the District to participate in the Program.  The resolution simply delegates to the administration the right to decide on participation.
2. Cash Flow and Credit Background Process:  Participants submit a completed credit questionnaire and financial information (including audits, budget, and second-period interim cash flow report) that is used to develop an initial pro-forma cash flow statement for 2019-2020. Participants review, revise, and approve their cash flow statement in consultation with Dale Scott & Company, the Program's Financial Advisor. The cash flows are reviewed by Orrick, Herrington & Sutcliffe, the Program's Bond Counsel.
3. Sale of TRANs:  The pricing of the issue is anticipated to occur in mid June. At that time, the interest rate on the notes will be locked-in. Our District is not obligated to participate until it acknowledges issuance after the sale of the TRANs.
4. Closing:  Closing of the issue will occur in early July. Our District will have access to the proceeds of the TRANs available to meet our temporary cash flow needs.

FISCAL IMPACT:

General Fund:  Borrowing: $20,000,000

                      Approximate charges: $450,000

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 approve the Transportation Fees for the 2019-2020 School Year?

INFORMATION:

On April 23, 1992, the Board of Education approved the establishment of a parent-pay pupil transportation system for home-to-school transportation services.  The program was established with tiered payment options.  A full-fare was established, while parents or guardians who are determined eligible according to the State of California Food Stamp and Aid to Families with Dependent Children (AFDC) criteria were offered free or reduced transportation services.

The District has a responsibility to annually evaluate all fees that are charged to students, parents, community members, connected organizations, and other stakeholders.  The Administration completed its review of the current pricing schedule.  The recommended change in fees is approximately a 5% increase.

There are approximately 512 students taking advantage of the program with 70% free (non-paying), 6% at the reduced rate, and 24% paying the full fare.  

Proposed Transportation Fees for the 2019-2020 school year are as follows:

Respectfully submitted,

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by,

Janet Boland

Transportation Specialist

on behalf of

Victor P. Hayek, Ed.D.

Deputy Superintendent, Business Services

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ISSUE:
Should the Board of Education adopt a resolution declaring May 6-10, 2019, as "National Teacher Appreciation Week?"

BACKGROUND:
California Education Code Section 37222, designates May 6-10, 2019, as "National Teacher Appreciation Week" as a means of expressing appreciation to the state's teachers, instructors, professors, and other educators.  This proclamation would be shared with each school and work site to encourage recognition activities and the communication of the proclamation to the school and community.

RATIONALE:

In 1982, the State of California Legislature established the "National Teacher Appreciation Week."  Since that time, the Conejo Valley Unified School District has also formally and publicly recognized the substantial contribution teachers make to their students, the community, and society as a whole.  It is appropriate that the Board of Education, in keeping with legislative intent and past practice, continue to publicly recognize its teachers.

Respectfully submitted,
 

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by,

Jeanne Valentine

Assistant Superintendent, Human Resources

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1.  Certificated Service:

      A.  Establishment / Modification / Elimination of Positions

           Order #:  No items.

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

           Order #:  R18-230 - R18-236

2.  Certificated Service - Exempt:

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

           Order #:  E18-082 - E18-084

3.  Classified Service:

      A.  Establishment / Modification / Elimination of Positions

           Order #:  No items.

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

           Orders #: C18-784 - C18-804

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

           Orders #: C18-805 - C18-809

4.  Classified Service - Exempt:

      A.  Walk-on Coach

           Orders #:  E18-1005 - E18-1068

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

           Orders #:  E18-1069 - E18-1107

ISSUE:

Should the Board of Education approve a Stipulated Agreement for student #8-18/19 SA who was recommended for expulsion commencing on April 4, 2019?

INFORMATION:

On or about March 28, 2019, a student violated the following Education Code:

E.C. 48900(c)  Unlawfully possessed, used, sold, or otherwise furnished, or been under the influence of, a controlled substance listed in Chapter 2 (commencing with Section 11053) of Division 10 of the Health and Safety Code, an alcoholic beverage, or an intoxicant of any kind.

E.C. 48900(j)  Unlawfully possessed or unlawfully offered, arranged, or negotiated to sell drug paraphernalia, as defined in Section 11014.5 of the Health and Safety Code.

A meeting was held with the Parent and Student on April 3, 2019, to discuss the recommendation and interim educational alternatives. A Stipulated Agreement was entered into with the Parent and Student.

FISCAL IMPACT: 

N/A

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 a Stipulated Agreement for student #9-18/19 SA who was recommended for expulsion commencing on April 8, 2019?

INFORMATION:

On or about March 26, 2019, a student violated the following Education Code:

E.C. 48900(i)  Committed an obscene act or engaged in habitual profanity or vulgarity.

E.C. 48900 (r1)  Engaged in an act of bullying.  “Bullying means any severe or pervasive physical or verbal act or conduct, including communications made in writing or by means of an electronic act.

A meeting was held with the Student and Parent on April 5, 2019, to discuss the recommendation and interim educational alternatives.  A Stipulated Agreement was entered into with the Parent and Student.

FISCAL IMPACT:

None.

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 an overnight trip for Colina Middle School, Los Cerritos Middle School, and Westlake High School to participate in the Odyssey of the Mind World Final competition in Michigan?

INFORMATION:

Odyssey of the Mind is an educational program that teaches student teams how to evaluate and solve problems using critical thinking and creativity. Colina Middle School, Los Cerritos Middle School and Westlake High School request permission to take 18 students to the Odyssey of the Mind World Finals competition at Michigan State University, from May 21, 2019, to May 26, 2019. All three schools placed high enough at the recent state competition to earn the opportunity to compete with other schools across the county and the world. Principal Jason Klinger and Assistant Principal Ricardo Araiza will accompany the students and the parents of the students participating. The group will travel 2,260 miles to Michigan by airline and return via airline.  The students will miss four days of school. Students will be required to receive their teachers’ permission prior to leaving on the trip. Parents/guardians of students will pay for travel and board. No student will be excluded from participation due to a lack of sufficient funds.

FISCAL IMPACT:

Approximately $2,750 from District and school site funds to pay for travel and accommodations for two certificated staff.

Respectfully submitted,

Mark McLaughlin, Ed.D.

Superintendent

Prepared by:

Kenny Loo, Director of Middle Schools and Professional Learning on behalf of

Luis Lichtl, Assistant Superintendent, Instructional Services, State and Federal Program Coordinator

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ISSUE:

Should the Board of Education approve the contracts listed below?

INFORMATION:

Education Code 17604 states “wherever in this code the power to contract is invested in the governing board of the school district or any member thereof, the power may by a majority vote of the board be delegated to its district superintendent, or to any persons that he or she may designate, or if there be no district superintendent then to any other officer or employee of the district that the board may designate. The delegation of power may be limited as to time, money or subject matter or may be a blanket authorization in advance of its exercise, all as the governing board may direct. However, no contract made pursuant to the delegation and authorization shall be valid or constitute an enforceable obligation against the district unless and until the same shall have been approved or ratified by the governing board, the approval or ratification to be evidenced by a motion of the board duly passed and adopted.”  Therefore, all contracts are presented to the Board of Education for approval.  Contracts over $5,000 will be presented individually as a separate Board agenda item.

FISCAL IMPACT:

Schools will pay for these activities with site funds and/or PTA/PFA funds.

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 a contract with the Fun Company?

INFORMATION:

The Fun Company will provide inflatables for the Los Cerritos Middle School carnival as well as trained personnel for each event. The carnival is put on by Los Cerritos Middle School ASB as an end of the year celebration for students. This is an annual tradition for Los Cerritos. The carnival will take place May 3, 2019, after school from 3:30-5:30. All students in good standing are able to attend the event.

FISCAL IMPACT:

$6,500 from Los Cerritos Middle School ASB.

Respectfully submitted,

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by:

Kenny Loo, Director of Middle Schools and Professional Learning on behalf of

Luis Lichtl, Assistant Superintendent, Instructional Services

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ISSUE:

Should the Board of Education approve a contract with Kingsmen Shakespeare Company?

INFORMATION:

Since the 2015/2016 school year, Kingsmen Shakespeare Company has provided a Focus on the Arts program for elementary students in the Conejo Valley Unified School District.
 

This program is brought to us by Kingsmen Shakespeare Company (KSC).  KSC has collaborated with the City of Thousand Oaks Arts Commission and the Conejo Valley Unified School District to deliver to elementary schools in the region a program of workshops and performances supplemented by lesson units. Since its introduction in 2000, approximately 7,000 K-6 students have participated in this program.  All elementary schools that elected KSC will receive 1 day of Shakespeare, approximately 9 workshops and a final performance.  Workshops and a small performance for the primary grades will be built within the schedule.  The schedule is tailored to each school.

FISCAL IMPACT:

$24,000 will be paid by District Focus on the Arts funds.

Respectfully submitted,

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by:

Sonia Wilson, Director, Elementary Education for

Luis Lichtl, Assistant Superintendent, Instructional Services

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ISSUE:

Should the Board of Education approve a contract with PESI, Inc.?

INFORMATION:

PESI, Inc. will hold a 6.5 hour training session, Trauma Informed Compassionate Classrooms, on May 13, 2019, at Conejo Elementary School.  

Staff will learn how a trauma-informed approach will greatly reduce challenging behavior, improve student engagement and increase learning outcomes. Staff will leave this seminar with new strategies, tools and resources to reduce students’ impulsiveness, aggressive behaviors, and inattention, and increase their focus, attention and compassion. While this positive approach is essential for students with trauma, it will also greatly benefit each and every student in the classroom. 

Approving this professional development opportunity will provide teachers and counselors with:

• Techniques for communicating more effectively and collaboratively with challenging students.
• Cognitive skill-building strategies which incorporate the science of neuroplasticity and the strengths-based perspective of neurodiversity.
• A collaborative approach to discipline and how this fosters intrinsic motivation for behavior change in the child.
• Techniques to establish positive relationships and build trust with hard-to-reach students thus increasing their social and academic success.
• Mindfulness activities that foster student self-awareness, self-regulation and the ability to focus as it relates to impulsive behavior and attention.

FISCAL IMPACT:

$5,000 will be paid for by Conejo Elementary School's Title I funds. 

Respectfully submitted,

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by,

Sonia Wilson, Director, Elementary Education for

Luis Lichtl, Assistant Superintendent, Instructional Services

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ISSUE:

Should the Board of Education approve a contract with Frontline Education?

INFORMATION:

Frontline Education software proactively manages employee absences, substitutes, and time and attendance. The upgraded system will provide the District with streamlined processes to fill vacancies, link to payroll programs and keep accurate employee records.

FISCAL IMPACT:

$28,761.81 paid from general fund.

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 approve a contract for a nonpublic school placement for Student #30-18/19?

BACKGROUND:

Special Education classes and services for Student #30-18/19 cannot be met by the District and/or County at this time.  Therefore, in order to provide placement of this student at the recommended educational setting, a contract number must be established for the period of 03/07/19, through 6/30/2019. The total cost for this nonpublic school placement is $16,685.00, less reimbursement (from SELPA Mental Health Fund) of $0.00, and less District income of $2,080.30. The Total District Cost is $14,604.70.

District staff will review the student's Individual Education Plan during the period of the contract to determine if the goals and objectives can be met in a public school program.  This process guarantees the student's right to the least restrictive environment setting.

FISCAL IMPACT:

Special Education Fund:  $14,604.70

Respectfully submitted:

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by:

Erika Johnson, Director, Special Education on behalf of

Lisa A. Miller, Assistant Superintendent, Student Support Services

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ISSUE:

Should the Board of Education approve a contract for a nonpublic school placement for Student #31-18/19?

BACKGROUND:

Special Education classes and services for Student #31-18/19 cannot be met by the District and/or County at this time.  Therefore, in order to provide placement of this student at the recommended educational setting, a contract number must be established for the period of 03/18/19, through 6/30/2019. The total cost for this nonpublic school placement is $15,040.00, less reimbursement (from SELPA Mental Health Fund) of $0.00, and less District income of $1,875.20. The Total District Cost is $13,164.80.

District staff will review the student's Individual Education Plan during the period of the contract to determine if the goals and objectives can be met in a public school program.  This process guarantees the student's right to the least restrictive environment setting.

FISCAL IMPACT:

Special Education Fund:  $13,164.80

Respectfully submitted:

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by:

Erika Johnson, Director, Special Education on behalf of

Lisa A. Miller, Assistant Superintendent, Student Support Services

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ISSUE:

Should the Board of Education approve a contract with 3Chords, Inc., d/b/a Therapy Travelers?

INFORMATION:

3Chords, Inc., d/b/a Therapy Travelers is a non-public agency that contracts with Ventura County Special Education Local Plan Area (SELPA) and the Ventura County Office of Education (VCOE) for the purpose of providing special education and/or related services to school districts in Ventura County. Conejo Valley Unified School District's Special Education Department would like to enter into an Individual Service Agreement (ISA) with 3Chords, Inc., d/b/a Therapy Travelers so that the company can provide occupational therapists which are needed to provide special education services to students until permanent employees are hired.

FISCAL IMPACT:

None - costs will be covered by funds allocated for occupational therapist positions that are currently vacant.

Respectfully submitted,

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by,

Erika Johnson, Director, Special Education 

on behalf of

Lisa A. Miller

Assistant Superintendent, Student Support Services

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ISSUE:

Should the Board of Education approve a contract with Protocol Agency?

INFORMATION:

Protocol Agency is a non-public agency that contracts with Ventura County Special Education Local Plan Area (SELPA) and the Ventura County Office of Education (VCOE) for the purpose of providing special education and/or related services to school districts in Ventura County. Conejo Valley Unified School District's Special Education Department would like to enter into an Individual Service Agreement (ISA) with Protocol Agency so that the company can provide psychologists and occupational therapists which are needed provide special education services to students until permanent employees are hired.

FISCAL IMPACT:

None - costs will be covered by funds allocated for psychologist and occupational therapist positions that are currently vacant.

Respectfully submitted,

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by,

Erika Johnson

Director, Special Education

on behalf of

Lisa A. Miller

Assistant Superintendent, Student Support Services

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ISSUE:

Should the Board of Education approve School Meal Prices for the 2019-2020 School Year?

INFORMATION:

The District has a responsibility to annually evaluate all fees that are charged to students, parents, community members, connected organizations, and other stakeholders.  The Administration completed its review of the current pricing schedule.  Conejo Valley Unified School District meal prices are comparable to similar school districts' meal prices and meet the National School Lunch Program requirements as fiscally responsible. No change to pricing is recommended for the 2019-20 school year. 

Respectfully submitted,

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by,

Virginia Beck

Director, Child Nutrition Program

on behalf of 

Victor P. Hayek, Ed.D.

Deputy Superintendent, Business Services

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ISSUE:

Should the Board of Education approve the 2019-2020 Major Projects List?

INFORMATION:

The annual process for developing the major project list consists of a review of the Master Plan document that was generated with input from each site stakeholder group, planning and construction information, and a site review and analysis.  Major projects are then identified, and estimated budgets are established.  Projects are funded mostly through Measure I but may include projects funded by Developer Fees, TOPASS, and/or the General Fund.  Though comprehensive, the list of projects may be modified from time to time as needs change.

FISCAL IMPACT:

Bond Measure I: $12,010,000

Developer Donation Fund 2: $21,600

TOPASS Fund: $31,200

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 Compromise and Release and/or Stipulated Awards?

INFORMATION:

The District Workers' Compensation insurance plan is a self-insured plan run by the District.  When losses occur, the District's third party administrator handles the claims.  Cases are reviewed and assessed and brought forward for settlement based on the recommendation of the third party administrator and (when applicable) the attorney representing the District.  The following case(s) are brought forward for settlement: 

Claim No: COEM-004567            Stipulated Award

Claim No: COEN-004596            Stipulated Award

Claim No: COEN-004715            Compromise and Release

Claim No: COEO-004744            Compromise and Release

FISCAL IMPACT:

Workers' Compensation Fund: $64,435.00

Respectfully submitted,

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by:

Victor P. Hayek, Ed.D.

Deputy Superintendent, Business Services

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ISSUE:

The Board of Education is required to approve the Quarterly Report on Williams Uniform Complaints for the quarter ending March 31, 2019?

INFORMATION:

California Education Code §35186 requires that the Superintendent or designee report summarized data on the nature and resolution of all Williams Uniform Complaints on a quarterly basis to the Board of Education and to the County Superintendent of Schools.  The attached Quarterly Report includes the number of complaints (zero) by general subject area with the number of resolved and unresolved complaints. 

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 approve the purchase of server and storage replacement for our current end of life hardware infrastructure located in the Data Center at 1400 E. Janss Road, Thousand Oaks, CA 91362, to the lowest responsible proposer?

INFORMATION:

The District's current server and storage hardware is out of support and considered at the end of life by technology standards. This hardware is critical to supporting students, teachers, and staff district-wide. Reliable computer access, file storage, email, and network connectivity for all students and staff are dependent on keeping the hardware current and within support. Replacement provides increased administration efficiency in line with today’s standards. Dell has provided the District with a proposal to equip our data center with a current solution to continue to provide the above referenced services. By taking these steps, Technology Services will simplify operations, improve performance, consolidate resources, and help improve the total cost of ownership.

FISCAL IMPACT:

General Fund: $174,760.16

Respectfully submitted,

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by,

David Hubbard

Interim Director, Technology Services

on behalf of

Victor P. Hayek, Ed.D.

Deputy Superintendent, Business Services 

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ISSUE:

Should the Board of Education approve the contract with Infinity Communications & Consulting, Inc. for E-Rate consulting services?

INFORMATION:

The Federal Communications Commission’s E-rate program provides discounts for telecommunications, internet access, internal connections, and related equipment to schools and libraries. The E-rate program may provide a discount of approximately 50% to subsidize our District’s purchases of these items. Infinity Communications and Consulting, Inc. will provide E-Rate and California Teleconnect Fund (CTF) consulting services, as well as E-Rate application management, Request for Proposal (RFP) management services, and audit assistance.

FISCAL IMPACT:

General Fund: $70,500 (3-Year term, $23,500 Annually)

Respectfully submitted,

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by,

David Hubbard

Interim Director, Technology Services

on behalf of

Victor P. Hayek, Ed.D.

Deputy Superintendent, Business Services

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ISSUE:

Should the Board of Education approve the agreement with Lloyd's Plumbing, Inc. to test and repair backflow valves at various sites?

INFORMATION:

Lloyd's Plumbing, Inc. services are requested when the scope of work or services cannot be handled by in-district staff on plumbing issues.

FISCAL IMPACT:

General Fund: Not to exceed $14,000, as needed.

Respectfully submitted,

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by,

Dave Riccardi

Director, Maintenance & Operations

on behalf of

Victor P. Hayek

Deputy Superintendent, Business Services

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ISSUE:

Should the Board of Education ratify Change Order 1 to the contract with Schneider Electric, for the control system upgrade project at Newbury Park High School?

INFORMATION:

On June 20, 2018, the Conejo Valley Unified School District entered into a contract with Schneider Electric, for the control system upgrade project at Newbury Park High School. The total cost adjustment of this change order is an increase of $22,941 and is an increase in the original scope of work, adding that materials be supplied and installed to remove/replace existing Variable Frequency Drives (VFD's) to water pumps at Newbury Park HS.  Reference purchase order B19-00103.  

Original contract amount    $2,459,548

Change order #1 amount   $     22,941

New contract amount         $2,482,489

FISCAL IMPACT:

Bond Measure I: $22,941

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 EIDIM AV Tech, for the Public, Educational and Governmental Broadcasting Equipment (PEG) project District-wide?

INFORMATION:

On January 9, 2019, the Conejo Valley Unified School District entered into a contract with EIDIM AV Tech, for the PEG project District-wide. The total cost adjustment of this change order is a decrease of $63,000 to the original scope of work, eliminating Votelynx from the equipment listing. Reference purchase order B19-01870.

Original contract amount   $ 773,453.85

Change order amount       $  -63,000.00

New contract amount        $ 710,453.85

FISCAL IMPACT:

General Fund: $-63,000.

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

INFORMATION:

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

FISCAL IMPACT:

Bond Measure I: $221,839.56

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 under $5,000 Purchase Order Report?

INFORMATION:

This Purchase Order Report is for purchase orders under $5,000 for the period of March 1, 2019, through March 31, 2019.  Purchase Orders are entered and reviewed through a layered system of approvals. All purchase orders have been approved by the department administrator as a necessary expense for the instructional or support program.

FISCAL IMPACT:

General Fund: $337,728.10

Adult Education Fund: $6,053.77

Child Development Fund: $22,940.91

Child Dev – Infant/Toddler: $824.58

Cafeteria Fund: $3,025.00

Deferred Maintenance Fund: $2,047.00

Bond Measure I: $22,198.10

Bond Measure I Endowment: $15,385.92

Developer Donation Fund #2: $2,921.26

TOPASS Foundation: $3,893.18

Worker Compensation Fund: $19.58

Health & Welfare Fund: $732.77

Private Purpose Trust Fund: $113.75

Respectfully submitted,

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by:

Jon Aasted

Director, Purchasing

on behalf of

Victor P. Hayek, Ed.D.

Deputy Superintendent, Business Services

MWM:VPH:JA:ls

ISSUE:

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

INFORMATION:

The Board of Education expects that purchase orders exceeding $5,000 will be brought forward for approval. The attached report for the period of March 15, 2019, through April 16, 2019, is presented for approval. Purchase orders have been approved by the department administrator as a necessary expense for the instructional or support program.

FISCAL IMPACT:

General Fund: $868,086.86

Adult Education Fund: $12,374.31

Child Development Fund: $5,327.59

Cafeteria Fund: $30,000.00

Deferred Maintenance Fund: $17,252.18

Bond Measure I: $1,019,581.23

Developer Donation Fund #2: $33,387.72

TOPASS Foundation: $12,059.78

Worker Compensation Fund: $49,051.00

Respectfully submitted,

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by:

Jon Aasted

Director, Purchasing

on behalf of

Victor P. Hayek, Ed.D.

Deputy Superintendent, Business Services

MWM:VPH:JA:ls

ISSUE:

Should the Board of Education approve the Warrants list(s) for March 2019?

INFORMATION:

The warrant summary(s) for March includes warrants paid for the period of March 1, 2019, through March 31, 2019.  Expenditures outlined in the attachments are in accordance with the 2018/2019 Budget Parameters. Expenses recorded for each fund will increase by the dollar amount listed, including payroll reports.

Respectfully submitted,

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by,

Susan Tucker

Director, Fiscal Services

on behalf

Victor P. Hayek, Ed.D.

Deputy Superintendent, Business Services

MWM:VPH:ST:mo

ISSUE:

Should the Board of Education approve the Transfer of Funds Summary(s) for the month of March 2019?

INFORMATION:

Transfers within the budget are necessary as District operations and demands change.  Appropriations, expenditures, revenues, and carryover funds are moved within the budget and may affect fund balance. The Transfer of Funds Summary(s) includes total funds moved within the General Fund for the period of March 1, 2019, through March 31, 2019.

Respectfully submitted,

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by,

Susan Tucker

Director, Fiscal Services

on behalf of

Victor P. Hayek, Ed.D.

Deputy Superintendent, Business Services

MWM:VPH:ST:mo

ISSUE:

Should the Board of Education accept the donations and gifts as listed on the March 1 to March 31, 2019, gift and donation report?

INFORMATION:

In accordance with Conejo Valley Unified School District Board Policy 3290, gifts to the District must be approved and accepted by the Board of Education. The Conejo Valley Unified School District is grateful for the community support and appreciates each donation.  The District thanks the community for the continued support of our schools!

FISCAL IMPACT:

Total deposited to the General Fund on this report: $3,497.96

Total deposited to the General Fund for 2018-19: $120,080.87.

Respectfully submitted,

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 disposal of surplus and obsolete equipment?

INFORMATION:

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.

FISCAL IMPACT:

None

Respectfully submitted,

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by,

Jon Aasted

Director, Purchasing

On behalf of

Victor P. Hayek

Deputy Superintendent, Business Services

MWM:VPH:JA:lb

ISSUE:

Should the Board of Education approve the new Common Planning Time (CPT) bell schedule at Aspen Elementary School for the 2019-2020 school year?

INFORMATION:

Beginning in the 2019-2020 school year, Aspen Elementary School would like to include Common Planning Time in the school schedule. Currently, there is not Common Planning Time at Aspen.

This restructuring will provide weekly collaborative professional learning time for teachers, administrators and counselors for the following purposes:

• Collaboration, staff development and teaming focused on analyzing student data.
• Curriculum design and lesson preparation to connect curriculum content areas of English, science, social studies
• Best practices in instructional strategies and assessment.
• MTSS (Multi-Tiered System of Supports) grade level meetings to develop focused academic and behavioral intervention plans.
• Planning and integrating arts (performing, visual, and digital) into curriculum.
• Provide inclusion support and strategies to general education teachers for special education students.

All elements of the school community have been involved in the process of approving this proposal. Aspen Elementary School will continue to exceed the state’s requirements for student instructional minutes. Changes to the school’s bus transportation schedule have been approved and come at no expense to the District. The proposal received 84% approval from teachers as reported from the written ballot created by the Principal and approved by the Unified Association of Conejo Teachers representatives. The proposal was shared and positively received by the Aspen Elementary School Site Council and PFA.

This restructuring proposal for 2019-2020 will host weekly Collaborative Planning Time (CPT). CPT will focus on supporting positive student outcomes by providing the time needed to address and target actions, along with providing opportunities for school based collaboration centered on improving student achievement and meeting the academic, behavioral, and social-emotional needs of all Aspen Elementary students. The Aspen Leadership Team will determine what teachers will be doing during CPT, including a focus on cross-curricular work, student data analysis, and all staff PD opportunities such as UDL training, Google Classroom, best practices, SEL, and more depending on staff needs. 

FISCAL IMPACT:

The change is cost neutral.

Respectfully submitted,

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by,

Sonia Wilson, Director, Elementary for

Luis Lichtl, Assistant Superintendent, Instructional Services 

MWM:LL:SW:sh

ISSUE:

Should the Board of Education approve the new bell schedule with continuing Common Planning Time (CPT) at Westlake High School for the 2019-2020 school year?

INFORMATION:

The Westlake High School faculty and staff would like to: increase the number of Common Planning Time minutes each week, move our 1^st period class after CPT time, and have school begin later on non-CPT days.  The school would like to implement this new schedule in the fall of 2019.

Since CPT initiated at Westlake High School, staff has developed strategies and techniques to enhance the learning of all students while creating consistent instructional strategies.  During the school's October 2017 WASC visit, the visiting committee noted an action item and need for the site to create, increase, and utilize common assessments and data analysis opportunities to improve instruction.  We are confident that the additional weekly CPT will assist in this effort while still allowing our teachers and staff to address the learning needs of all students, including our targeted student groups.

In addition to addressing the WASC action item, there are two other areas of concern with the current bell schedule that have been voiced by parents, students, and staff alike for a number of years.  These two areas include the fact that period 1 class starts at 7:00 am, which causes period 1 students to attend school for that period before the extended break prior to CPT.  Studies show that more sleep and a later start time have a positive impact on the development of high-school aged students.  In addition, we are confident that the new bell schedule will provide developmental benefits for students, reduce their stress level, and help support the social-emotional needs of students by allowing them more time to sleep and find balance in their lives on regular and CPT days. 

All stakeholder groups have been involved in the process of approving this proposal:

Faculty – The proposal received 87.5 % approval from teachers as reported from the written ballot created by the CPT committee and approved by UACT representatives.

District Leadership – The proposal and its results were shared with District Office leadership and discussed at the Executive Cabinet level.

Parents – The proposal was shared at a parent meeting on January 30, 2019, at a PTSA general association meeting, and at School Site Council.

Students – The proposal was shared with students during lunch in the Library on January 29, 2019, and in the Library during CPT on January 30, 2019.  

The new schedule will decrease the yearly instructional minutes by 4,648 minutes for 9th, 10th, and 11th grades and 4,477 minutes for 12th grade students. However, Westlake High School will continue to be over the minimum required annual instructional minutes by 3,958 minutes for 9th, 10th, and 11th grades, and 3,682 minutes for 12th grade students. Currently, the instructional minutes for NPH are 61,970 and for TOH are 69,392, which are both in excess of the minimum required instructional minutes.

This new schedule will allow WHS teachers and staff to utilize the additional Common Planning Time to focus on supporting positive student outcomes by providing the additional time needed to continue developing common assessments, analyzing data to adjust instruction to support all students, including our targeted student groups, and providing opportunities for site based professional development centered on improving student learning and achievement.  Lastly, the later start times will help support the social-emotional well-being of students by allowing more time for sleep and help to reduce the stress level that students are feeling.

FISCAL IMPACT:

None.

Respectfully submitted,

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by,

Brian Mercer, Director, High Schools and Assessment for

Luis Lichtl, Assistant Superintendent, Instructional Services

MWM:LL:BM:ss

BP 6146.12 and AR 6146.12 – High School Credit for Concurrent Enrollment in High School and College Classes are being brought forward at the request of the Board of Education for discussion and clarification related to the existing policy, our common practice, and future alterations. Concurrent Enrollment is defined as the opportunity for “students to be enrolled in two separate, academically related institutions. Generally, it refers to high school students taking college or university courses.”

This Board Policy authorizes District and school administration to advise students of their opportunity to enroll in college programs that will enhance their learning, allow them to initiate their college experience while in high school, and earn dual/concurrent credit prior to high school graduation.

AR 6146.12 defines Concurrent Enrollment as (a full day high school student also enrolled in college classes), Dual Credit as (a full day high school student receiving both high school and college credit for the completion of college coursework), and “full day” student as (requires a minimum of six high school classes for students in grades 9- 11 and a minimum of five high school classes for students in grade 12 at any CVUSD traditional high school. For students attending Century or Conejo Valley High School, a full day program is defined as a minimum of four classes per day).

The Administrative Regulation (AR) further defines the approval criteria for enrollment in college classes, the grade level of any student who is eligible to participate in concurrent enrollment, six college units as the maximum number that students may enroll in, and requires that the college or university be accredited, whether the course work is offered on campus or online. Lastly, the AR states that “students may earn a maximum of 40 high school dual enrollment credits.”

ISSUE:

Should the Board of Education approve new Administrative Regulation 6161.12 – Grade 9-12 Alternative Core Literature Assignment Process?

INFORMATION:

At its meeting on February 19, 2019, the Board of Education directed the superintendent and staff to review and revise Board Policy (BP) and Administrative Regulation (AR) 6161.1 – Selection and Evaluation of Instructional Materials, to include a separate policy to address the Alternative Core Literature Assignment Process.  To that end, Administrative Regulation 6161.12 – Grade 9-12 Alternative Core Literature Assignment Process, is presented for the Board’s consideration. 

Through this process, District staff updated the website that contains all items related to AR 6161.12 -http://www.conejousd.org/Departments/Instructional-Services/High-School-Education-and-Assessment/High-School-Curriculum/High-School-Core-Literature 

FISCAL IMPACT:

N/A

Respectfully submitted,

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by:

Luis Lichtl
Assistant Superintendent, Instructional Services

MWM:LL:ab

ISSUE:

Should the Board of Education approve amendments to Board Policy and Administrative Regulation 6161.1 – Selection and Evaluation of Instructional Materials, as submitted?

INFORMATION:

At its meeting on February 20, 2019, the Board of Education directed the superintendent to review and revise Board Policy (BP) and Administrative Regulation (AR) 6161.1 – Selection and Evaluation of Instructional Materials.

This was to include:

• A separate policy to address the Alternative Core Literature Assignment Process
• Updated language to Board Policy and Administrative Regulation 6161.1 as per the GAMUT update, and current District process.

FISCAL IMPACT:

None.

Respectfully submitted,

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by:

Luis Lichtl

Assistant Superintendent, Instructional Services

MWM:LL:ab

An Ad-Hoc committee of two Board members, Board President Betsy Connolly and Clerk of the Board Bill Gorback, was formed to review the Board Bylaw 9000 series. The Board Bylaw 9000 series are rules or procedures adopted by the Board to govern its internal operations. The use of such guidelines or bylaws helps the Board to comply with the responsibilities and duties delegated to it by law and by the local electorate, in an efficient and effective manner. At this time, the Ad-Hoc committee would like to share information with the Board so that members can prepare to begin discussion and adoption of the new Board Bylaws beginning in May. To aid in that work, all Board members will be provided with a passcode to gamut online.
 

The Ad-Hoc committee has reviewed and sorted the Board Bylaws into categories based on prior Board discussion, degree of changes required to update to the latest Gamut version and the need for further clarification. A summary of the aAd Hoc committee's spreadsheet is attached. Board Bylaws classified as "consent" in the spreadsheet will be placed on the consent agenda for the first meeting in May. If a Board member wants to pull a Board Bylaw that the Ad-Hoc committee thinks is ready for consent approval, that item can be pulled from consent and discussed. The Ad Hoc committee recommends that the remaining Board Bylaws not classified as C should be discussed, reviewed, and then placed in the consent agenda of a later meeting for approval.

Current Board topics staff are working on and anticipated date(s) to bring information back to the Board:

1. School Plans for Student Achievement (May 7, 2019)
2. Magnet school (Neighborhood) boundaries (TBD)
3. District Facilities Study Session (TBD)
4. Student Support presentations (on-going)

School Site Highlights - Schedule

1. Adult Education Program (TBD)
2. Sequoia Middle School - IMPACT Training (TBD) 
3. Acacia Elementary School (TBD)

Other Topics:

1. Master's in Governance (TBD)
2. Board Bylaws 9000 (TBD)

FUTURE BOARD MEETINGS

MAY 7, 2019
 

5:00 p.m. Closed Session

6:00 p.m. Open Session

Location: Conejo Valley High School (CVUSD Board Room), 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.