(On Closed Session items only)

Oral Public Comments

The Board welcomes public comments.  Due to Governor Newsom's Executive Orders N-33-20 and N-29-20 respectively in regards to the COVID-19 virus, the District will permit members of the public to address the Board via telephone.  If you wish to speak on an agenda item, please advise the District by submitting your request to speak via email to sfehlman@conejousd.org (please indicate the agenda number in the subject line) or by calling the Superintendent's Office at (805) 497-9511, Ext. 1101, by no later than 5:00 p.m. on the day before the meeting (November 16, 2020).  Members of the public will be required to provide the District with the telephone number where they can re reached to address the Governing Board when the item is being discussed. When participating via teleconference, please remember that you are participating in an official meeting of the District's Governing Board.  Disruptive individuals will be disconnected. 

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.  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 submit a written comment on a topic in lieu of a public comment, you may provide your written comment via email to sfehlman@conejousd.org (please indicate the agenda number in the subject line) by no later than 2:00 p.m. on the day of the meeting (November 17, 2020). Board members will review these written comments prior to the Board meeting.  The information on these cards will be become a part of the public record.

(Closed Session Item ony)

(Closed Session Item only)

Oral Public Comments

The Board welcomes public comments.  Due to Governor Newsom's Executive Orders N-33-20 and N-29-20 respectively in regards to the COVID-19 virus, the District will permit members of the public to address the Board via telephone.  If you wish to speak on an agenda item, please advise the District by submitting your request to speak via email to sfehlman@conejousd.org (please indicate the agenda number in the subject line) or by calling the Superintendent's Office at (805) 497-9511, Ext. 1101, by no later than 5:00 p.m. on the day before the meeting (November 16, 2020).  Members of the public will be required to provide the District with the telephone number where they can re reached to address the Governing Board when the item is being discussed. When participating via teleconference, please remember that you are participating in an official meeting of the District's Governing Board.  Disruptive individuals will be disconnected. 

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.  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 submit a written comment on a topic in lieu of a public comment, you may provide your written comment via email to sfehlman@conejousd.org (please indicate the agenda number in the subject line) by no later than 2:00 p.m. on the day of the meeting (November 17, 2020). Board members will review these written comments prior to the Board 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.

INFORMATION:

Presentation from Instructional Services:

• Combination Class Pilot Update
• Co-Curricular Programs during Remote Teaching and Learning
• ASB/ASG Activities
• Student Feedback regarding Remote Learning

ISSUE:

Should the Board of Education approve the increase in the borrowing of funds for the fiscal year 2020-2021 through the issuance and sale of an additional series of 2020-2021 Tax and Revenue Anticipation Notes (TRANs)?

INFORMATION:

California Governor Newsom signed the 2020-21 State budget on June 29, 2020.  The $202 billion budget signed into law largely keeps intact funding for California’s public schools, however, the budget includes $11 billion in "deferrals."  For 2020–21, the P-2 cash deferral continues to be in place, and additional cash deferrals are being implemented as illustrated below.

All of the above cash deferrals are ongoing, and the time frame of these deferrals stretches all the way from February to November 2021. Managing the impact of these cash deferrals will be challenging for LEAs, including CVUSD.  In order to ensure the District can meet its obligations, the District must borrow funds through a TRANs loan. While the District takes a TRANs loan each year due to the regular timing of property tax payments, this year's deferrals add a more significant impact on cash flow as the District will not be receiving funds from the State as previously scheduled.  The TRANs loan will bridge the gap in funding.     

FISCAL IMPACT:

Estimated interest: $100k-$350k

Respectfully submitted,

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by,

Victor P. Hayek, Ed.D.

Deputy Superintendent, Business Services

MWM:VPH:mn

These items are considered routine and will be approved in one action without discussion. If Board members request that an item be removed from Consent or a citizen wishes to speak to an item, the item will be considered under Action Items.

Approval of the Minutes:

• Regular Meeting of September 29, 2020 (tabled from 11/3/20 Board meeting)
• Regular Meeting of October 6, 2020 (tabled from 11/3/20 Board meeting)
• Regular Meeting of October 20, 2020

1.  Certificated Service:

      A.  Establishment / Modification / Elimination of Positions

           Order #: No Items

      B.  New Employment / Assignment Change / Change in Status: Administrators, Regular/Special Education Teachers, School Psychologists

           Order #: R20-200 - R20-203

2.  Certificated Service - Exempt:

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

           Order #: E20-051 - E20-054 

3.  Classified Service:

      A.  Establishment / Modification / Elimination of Positions

           Order #: No Items

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

           Orders #: C20-118 - C20-136

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

           Orders #: C20-137 - C20-159

4.  Classified Service - Exempt:

      A.  Walk-on Coach

           Orders #: E20-226 - E20-234

      B.  Specialist, Proctor, Student Helper, Others

           Orders #: E20-235 - E20-249

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:

See above.

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 reauthorize the following booster clubs as parent support/booster organizations?

ASP PFA

CON SCOPE PFA

MAP PFA

WHL PFA

WLE PFA

RED Band

NPH Boys Volleyball

TOH Band

TOH Orchestra

INFORMATION:

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.

FISCAL IMPACT:

None.

Respectfully submitted,

Mark W. McLaughlin, Ed.D.

Superintendent

Presented by,

Luis Lichtl

Assistant Superintendent, Instructional Services

MWM:LL:ab

ISSUE:

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

INFORMATION:

This contract will allow IGNITE Collective to provide assessment and support services to a student enrolled in our District.

FISCAL IMPACT:

Special Education Fund: $2,500.00.

Respectfully submitted,

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by,

Erika Johnson

Director, Special Education

On behalf of,

Lisa A. Miller, Ed.D.

Assistant Superintendent, Student Services

MWM:LAM:EJ:ks

ISSUE:

Should the Board of Education approve a contract for residential treatment center placement for Student #18-20/21?

INFORMATION:

Special Education classes and services for Student #18-20/21 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 7/01/2020 through 6/30/2021. The total cost for this residential treatment center placement is $174,980.80, less reimbursement (from SELPA Mental Health Fund) of $141,746.80, and less District income of $5,860.00. The total District cost is $27,374.00.

FISCAL IMPACT:

Special Education Fund: $27,374,00.

Respectfully submitted,

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by,

Erika Johnson

Director, Special Education

On behalf of,

Lisa A. Miller, Ed.D.

Assistant Superintendent, Student Services

MWM:LAM:EJ:ks

ISSUE:

Should the Board of Education approve a contract with Oren R. Boxer, Ph.D., LLC?

INFORMATION:

This contract will allow Oren R. Boxer, Ph.D., LLC to provide assessment and support services to a student enrolled in our District.

FISCAL IMPACT:

Special Education Fund: $5,000.00.

Respectfully submitted,

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by,

Erika Johnson

Director, Special Education

On behalf of,

Lisa A. Miller, Ed.D.

Assistant Superintendent, Student Services

MWM:LAM:EJ:ks

ISSUE:

Should the Board of Education approve the Transfer of Funds Summary(s) for the month of October 2020?

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 October 1, 2020, through October 31, 2020.

FISCAL IMPACT:

Change in Fund Balance: -$55,517

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:mn

ISSUE:

Should the Board of Education approve the ratification of the warrant lists for October 2020?

INFORMATION:

The warrant summary for October includes warrants paid for the period of October 1, 2020, through October 31, 2020. Expenditures outlined in the attachments are in accordance with the 2020/2021 Budget Parameters. Expenses recorded for each fund will increase by the dollar amount listed, including payroll reports.

FISCAL IMPACT:

As per the attached reports.

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:mn

ISSUE:

Should the Board of Education accept the donations and gifts as listed on the October 1 to October 31, 2020, 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: $14,814.58

Total deposited to the General Fund for 2020-21: $81,129.31

Respectfully submitted,

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by,

Victor P. Hayek, Ed.D.

Deputy Superintendent, Business Services

MWM:VPH:mn

ISSUE:

Should the Board of Education approve a five-year contract for a district-wide copier maintenance program to the qualified firm that will provide services on district-owned copiers?

INFORMATION:

The Conejo Valley Unified School District publicly advertised a Request for Proposals, RFP #2020-03, to retain qualified service providers to provide copier maintenance service for district-owned multi-function copiers (Ricoh, Canon, Toshiba and Xerox) based upon specifications developed by staff. Six (6) firms submitted proposals by the October 23, 2020 deadline. The results of the evaluated proposals based on set criteria (Pricing, Responsiveness to RFP, Quality of the Proposal, and References) are shown below.

FISCAL IMPACT:

General Fund: Estimated $258,236 total over 5 years

Respectfully submitted,

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by,

Anthony Frutos, CPPB, CPSM

Director, Purchasing

On behalf of,

Victor P. Hayek, Ed.D.

Deputy Superintendent, Business Services

MWM:VPH:AF:mn

ISSUE:

Should the Board of Education approve the Workers' Compensation claims for October 2020?

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, assessed and brought forward for settlement based on the recommendation of our Director of Safety and Risk Management, our third-party administrator, and (when applicable) the attorney representing the District.

As per Board Policy 3320 and in accordance with Government Code 935.4, the Board delegates to the Superintendent the authority to allow, compromise or settle claims of $50,000 or less pursuant to any conditions of coverage in the District's JPA agreement or insurance coverage. The following case(s) are brought forward for ratification for the period of October 1, 2020, through October 31, 2020.

FISCAL IMPACT:

Workers' Compensation Fund: $3,000

Respectfully submitted,

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by,

Victor P. Hayek, Ed.D.

Deputy Superintendent, Business Services

MWM:VPH:mn

ISSUE:

Should the Board of Education award the contracts for the trades below for the new STEM Building project at Westlake High School, to the lowest responsive and responsible bidder(s)?

INFORMATION:

The Westlake High School STEM project has been out to bid via two legally permitted mechanisms, straight bid and lease-leaseback, with each resulting in bids coming in significantly higher than estimated budget of $13.9 million. After lengthy analysis, an evaluation of the current construction environment, and a review of the District's ability to manage a large scale project, the District will proceed with the project through a multi-prime delivery method where the District will act as the General Contractor. This District has identified significant savings using this method and though it bears some risk, it bears significant advantages and greater control during the construction process. The District will work directly with sub-contractors to allow scheduling input, define milestone targets, review change orders, and report to a District representative that will be on-site each day for the duration of the project. This first phase of contracts was publicly advertised for bids in compliance with public contract and bidding laws with results as follows:

FINANCIAL IMPACT:

Bond Measure I: $998,724

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 Gym Bleacher Repair project at Westlake High School, to the lowest responsive and responsible bidder(s)?

INFORMATION:

The Westlake High School gym bleacher repair project was out to bid following Public Contract Code, and a lengthy inspection process, to identify a scope of work to repair the existing bleachers. This project was publicly advertised for bids in compliance with public contract and bidding laws. Two (2) contractors attended the mandatory pre-bid job walk on September 30, 2020. Two (2) of the contractors who attended the mandatory job walk submitted bids for this project on the October 14, 2020, deadline. Bid results are attached, with the lowest responsive and responsible bid shown as highlighted.

FINANCIAL IMPACT:

Deferred Maintenance Fund: $85,691

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 contracts and 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: $127,278

TOPASS Fund: $94,390

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 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 October 14, 2020, through October 31, 2020, 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: $5,277,092.82

Deferred Maintenance Fund: $6,931.03

Bond Measure I: $32,620.00

Respectfully submitted,

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by,

Anthony Frutos, CPPB, CPSM

Director, Purchasing

On behalf of,

Victor P. Hayek, Ed.D.

Deputy Superintendent, Business Services

MWM:VPH:AF:ls

ISSUE:

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

INFORMATION:

The Board of Education expects that purchase orders under $5,000 will be brought forward for approval. The attached report for the period of October 1, 2020, through October 31, 2020, is presented for ratification. Purchase orders have been approved by the department administrator as a necessary expense for the instructional or support program(s).

FISCAL IMPACT:

General Fund: $326,411.49

Adult Education: $2,434.20

Child Development Fund: $6,619.81

Cafeteria Fund: $3,406.69

Deferred Maintenance Fund: $36,918.60

Bond Measure I: $27,035.97

Developer Donation Fund #2: $98.01

Worker Compensation Fund: $21.56

Health & Welfare Fund: $648.43

Respectfully submitted,

Mark W. McLaughlin, Ed.D.

Superintendent

Prepared by,

Anthony Frutos, CPPB, CPSM

Director, Purchasing

On behalf of,

Victor P. Hayek, Ed.D.

Deputy Superintendent, Business Services

MWM:VPH:AF:ls

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,

Anthony Frutos, CPPB, CPSM

Director, Purchasing

On behalf of,

Victor P. Hayek, Ed.D.

Deputy Superintendent, Business Services

MWM:VPH:AF:lb

ISSUE:

Should the Board of Education approve the addition of Exhibit B-Disclosure Categories to Board Bylaw 9270 - Conflict of Interest, as submitted?

INFORMATION:

The addition of Exhibit B sets forth the description of disclosure categories for each designated position currently reflected in Exhibit A of Board Bylaw 9270 - Conflict of Interest.  The addition of Exhibit B ensures that designed filers are aware of which categories of their personal financial interests they need to disclose on Form 700 - Statement of Economic Interests.  Every elected official and public employee who makes or influences governmental decisions is required to submit a Statement of Economic Interests on an annual basis to ensure that officials are making decisions in the best interest of the public and not enhancing their personal finances, and serves as a reminder of potential conflicts of interest so that officials can abstain from making or participating in governmental decisions that are deemed conflicts of interest. This exhibit was adopted in whole from the template provided by the California Fair Political Practices Commission and the Ventura County Deputy Clerk of the Board, County of Ventura.

FISCAL IMPACT:

N/A

LEGEND:

RED-Existing Notes

Red/Bold-New GAMUT Notes

Black/Bold-New GAMUT

Black/Bold/Italics-Our New Language

Respectfully submitted,

Mark W. McLaughlin, Ed.D

Superintendent

Prepared by,

Mark W. McLaughlin, Ed.D

Superintendent

MWM:sf

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

Scheduled:

Health Education curriculum (12-1-2020)

Enrollment during/after COVID-19 (1-19-21)

Dates To Be Determined:

Measure I - potential uses for COVID-19 needs

Purpose and expectation of District committees 

Technology Committee Report 

Cell Phones - How each site handles student usage 

Bathroom issues at the school sites 

Ongoing:

Addition of curriculum/literature written by diverse authors/incorporation of programs and events to include culture 

Report on activities/events at the sites in relation to acknowledgement of resolutions 

FUTURE BOARD MEETINGS

December 1, 2020

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. 1101. 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.