Board of Education Regular Board Meeting San Carlos ESD September 10, 2015 5:00PM San Carlos School District Board Room
1200 Industrial Road, Unit 9B, San Carlos, CA 94070
Open Session 5PM, Immediately Followed by Closed Session
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Comments from the Public for any Items not on the Agenda: Persons wishing to address the Board on any item except personnel are invited to do so. In the interest of time and order, presentations from the public are limited to 3 minutes per person, per topic. |
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To allow public comment to be heard regarding the assurance of textbook availability. Approval by the Board of Resolution. Staff will recommend board approve Resolution # 6:15/16 for Textbook Availability during the action portion of the agenda.
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Public Hearing Notice Textbook Availability
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Consent agenda items are those considered routine and for which general agreement among board members is expected, and as such do not need discussion before a vote. Unless a board member requests that an item be removed for discussion, the entire package is voted on at once without explanation or comments.
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Staff seeks Board approval of proposal with D. Bartlett Consulting, Inc. for construction cost estimate of modernization plans for Dartmouth School. |
Staff is seeking third party opinion of direct and indirect construction cost for modernization plans for Dartmouth School based on latest design information provided from QKA. Bartlett was recommended by the District's Owner Representative and QKA.
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Board approval needed for service agreements/proposals. |
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Staff recommends Board approval of Bartlett proposal for cost estimate of Dartmouth School modernization project. |
$4,375 to be funded through Measure H Facilities Bond Program. |
D. Bartlett Consulting, Inc.Proposal for Dartmouth Bridge School
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Staff seeks Board approval of proposal with D. Bartlett Consulting, Inc. for construction cost estimate of modernization plans for Tierra Linda Middle School.
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Staff is seeking third party opinion of direct and indirect construction cost for modernization plans for TL based on latest design information provided from QKA. Bartlett was recommended by the District's Owner Representative and QKA.
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Board approval needed for service agreements/proposals.
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Staff recommends Board approval of Bartlett proposal for cost estimate of TL modernization project.
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$7,300 to be funded through Measure H Facilities Bond Program.
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D. Bartlett Consulting, Inc.Proposal for Tierra Linda
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Staff seeks Board approval of contract with Panorama |
Staff worked closely with Panorama to craft surveys for students, staff and community over the past year. We wish to continue this work and as such propose a two-year contract (including a multi-year discount) |
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Staff recommends approval of contract. |
Fiscal impact is half of total contract amount for this year as this is a two-year contract. |
Panorama Education Contract 2015-2016
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Staff seeks Board approval of contract with Strategic Energy Innovations (SEI) to assist the District in sustainability management support. |
Staff reviewed the RFQ and selection process at the Board meeting of 8/27/15 for sustainability management consulting services. Staff recommended that the District pursue engaging in contract negotiation with SEI which the Board approved. Staff's recommendation was based on SEI's team qualifications and experience which brings both technical resource management and community organizing skills to the diverse tasks of utility bill analysis, building/energy management systems data analysis, student education, and school community organizing of effective behavior-based conservation campaigns. |
Board approval needed for contract/proposal service agreements. |
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Staff recommends approval of service agreement with SEI. |
Cost is not to exceed $72,000 which will be funding through Prop. 39 funds. |
Strategic Energy Innovations Professional Services Contract
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Staff seeks approval of service proposal with WaiteWorks, Inc. for continued Prop 39 expenditure plan consulting and implementation.
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Staff seeks the continued assistance of John Waite to coordinate design and implementation of: 1)Solar photovoltaic systems at all sites; 2) Building/Energy management systems at all sites; and 3) sustainability implementation strategies to improve green practices and awareness at all sites. The District has been working with Waiteworks to help accelerate and effectively manage it efforts around energy sustainability initiatives funded through Prop 39 state allocation. Key accomplishments to date include audit reviews, expenditure plan development, RFQ development, implementation and analysis of potential vendors to aid in solar, energy management systems and sustainability site strategies. Mr. Waite is recently retired Facilities Services Manager for SMCOE. His familiarity with key participants in energy sustainability sector combined with his contacts in the state department of energy have been of tremendous value in helping the District make meaningful strides in its Prop 39 planning efforts.
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Board approval needed for contracts and service proposals. |
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Staff recommends approval of service proposal with WaiteWorks, Inc. for Prop 39 and energy sustainability consulting. |
Not to exceed $20,00 to be funding through Prop 39 planning allocation. |
WaiteWorks, Inc. Proposal for Prop 39 and Sustainability Consulting 9-1-2015
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Staff seeks Board approval of revised MOU with San Mateo County Office of Education (SMCOE) for BTSA. |
Staff just brought this MOU to the Board at the last board meeting; however, since that date, it needed to be revised as we needed to additional support to the MOU (for a moderate-severe special education teacher).
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Staff recommends approval of revised MOU. |
There is an increased impact to the budget of $2,000. |
BTSA Revised 2015-2016 MOU with San Mateo County Office of Education
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Staff seeks Board approval of contract with Esther B. Clark for educational services |
This student requires specially designed instructional program in a non-public school setting including support services. |
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Staff recommends approval of the contract. |
This was included in the adopted budget.
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Contract with Esther B. Clark for Student # 19
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Staff seeks Board approval of licensing agreement with Document Tracking Services.
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Staff used DTS for the first time during the 2014-2015 school year for creation, editing and tracking of both our six SARCs and one LCAP. We switched to DTS last year due to concerns with the prior vendor for these services. DTS proved to be highly responsive, timely and accurate fulfilling their contract with us with excellent customer care. As a result, staff recommends continued use for the 2015-2016 school year for such document services.
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Approval of licensing agreement as presented by staff |
This contract was part of adopted budget. There were no increases from contracted costs in the 2014-2015 school year to this year's contract. |
Document Tracking Services 2015-2016 Licensing Agreement
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Staff will share preliminary information regarding CAASPP reports which were made public on September 9, 2015 by the California Department of Education. Board will discuss and determine desire for further Board discussion on this matter. |
Staff will share preliminary information regarding the California Assessment of Student Performance and Progress (CAASPP) results based upon a preliminary review as the data will have just been released as noted in timeline below: - On September 8, 2015, LEAs and media will have advance preview of the statewide reports and research files.
- On September 9, 2015 the public will have access to the results including statewide, county, district and school level reports.
Staff seeks board feedback regarding Board's desire and/or timing of future conversation and data discussions.
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Smarter Balanced Results First Look
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The Board will review, discuss, and consider taking action on Board Bylaw 9100 - Organization. Staff recommends approval of Bylaw 9100, as recommended by CSBA (attached).
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Because we are accepting CSBA's recommendation in full, there is no redline version available.
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Approval of Board Bylaw 9100 - Organization, as presented.
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none |
Board Bylaws 9100 BP 9100 - Revised Redline
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Board will discuss and consider taking action on AR 5141.3 - Health Examinations. Staff recommends Board approval of this administrative regulation per CSBA recommendation.
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Because we are accepting CSBA's recommendation in full, there is no redline version available for Board review.
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Approval of AR 5141.3 - Health Examinations, as presented.
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No direct impact
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AR 5141.3 - Health Examinations AR 5141.3 - Health Examinations - Revised Redline
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Staff seeks Board feedback on and possible adoption of revised Board policy 3100 - Budget.
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Staff had reviewed the CSBA version of policy 3100 and in agreement with this version. (No redline version is included based on no changes to CSBA version.) The policy is similar to existing board policy and reflects updated language related to the LCFF. There are two items that merit further discussion outside of adoption of the policy relating to reserve requirements and OPEB contribution. Current policy makes reference to a 17% reserve which is no longer applicable. The proposed policy refers to minimum local reserve balance which is 3%. As part of its 1st interim budget review the Board should discuss what is appropriate minimum reserve requirement. At this time the Board should also discuss OPEB contribution and extent of debt pre-funding desired.
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Staff continues to revise Board policies and is bringing BP 3100 for discussion and possible adoption. |
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Approval of Board Policy and Administrative Regulations 3100 - Budget, as presented.
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None |
BP and AR 3100 - Budget BP and AR 3100 - Budget - Revised Redline
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Staff recommends approval of the Resolution 6:15/16 by the Board. This is the annual assurance to the public of textbook and instructional materials availability to students which requires a public hearing and board action.
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The Williams vs. State of California was a class action suit in Superior Court (San Francisco) in 2000. The premise of the suit was that agencies failed to provide equal access to instructional materials, safe and clean school facilities and qualified teachers to all public school students. The case settled in 2004 and resulted in the State allocating additional funding for standards-aligned instructional materials, implementation costs, other oversight-related activities and critical repair of facilities in the schools. As a result of the Williams case, the CDE proposed changes and Board adopted changes in 2004 including revisions to the School Accountability Report Card (SARC) annually. These changes require all schools to report the overall condition of their facilities, the number of teacher misassignments and vacant teacher positions, and the availability of textbooks or instructional materials. This resolution is part of this annual mandated accountability, specifically with regards to the textbook and instructional materials availability.
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Approval of Resolution 6:15/16 for Textbook/Instructional Materials Availability.
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No direct fiscal impact |
Resolution Textbook-Instructional Materials
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The District closed its books for the 2014-15 fiscal year with a higher ending fund balance in the General Fund of $505,208 than estimated in the 2015-16 Adopted Budget. Of that amount, $311,491 is available as increased reserve level. The remainder is an increase in restricted ending balances.
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The District closed its books for the 2014-15 fiscal year with a higher ending fund balance in the General Fund of $505,208 than estimated in the 2015-16 Adopted Budget. Of that amount, $311,491 is available as increased reserve level. The remainder is an increase in restricted ending balances. The major changes in the 2014-15 unrestricted ending fund balance since the 2014-15 budget adoption are a decrease in Special Education expenditures of approximately $200,000, an increase of Revenue Limit AB602, Extra Cost Pool Reimbursement from prior 2013-14 school year and eliminated Special Education reserve of $150,000. Increase of LCC revenue according to P-2 attendance reports, Mandated Block Grant and Lottery increase. New financial reporting 2014-15 of unaudited actuals required reporting for pensions, GASB68, for accrual basis recognition by state and local governments of employer costs and obligations for pensions. In 2014-15 SCSD used financial data to include the new conversion entries, recommended by SMCOE, to modify the government-wide statements to recognize new pension liability. As a result of this booking, pension revenue and expensed entry increased by $752,541.
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The 2014-15 fiscal year is complete and unaudited actuals are submitted for Board approval. All reports will be forwarded to SMCOE upon Board's acceptance of the 2014-15 unaudited actuals. The final audit will be performed later this year and submitted for Board review.
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Approve the 2014-15 unaudited actuals. |
All Funds 2014-2015 SACS Reports SMART-E Fund 63
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The Gann limit calculation is submitted to be in compliance with Article XIII of the State Constitution, which relates to government funding. Form GANN has been added to SACS software to assist LEA in meeting this obligation. |
The Gann Amendment limits the growth allowed in appropriations made by the State of California and local governments, including school districts. Under this amendment, appropriations, which are "subject to limitation," cannot exceed a computed appropriation limit, adjusted each year for inflation and attendance changes. AB 198 of 1989, requires all districts to recalculate their previous year's appropriation limits for actual appropriations and attendance amounts. The calculation for adopting the 2015-16 estimated Gann Limit are based on worksheets provided by the State and are included in the unaudited actuals reports.
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The District is required by the State Constitution to perform and approve Gann Limit calculations annually. |
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Approve Resolution for Adopting the "Gann" Limit #7:15/16 |
GANN Handout for meeting GANN Limit Resolution #7:15/16 for 2014-2015
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