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SCVNews.com | May 17: Agenda for William S. Hart Union High School District Meeting | 05-15-2017
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Regular Meeting of the Governing Board
William S. Hart Union HSD
May 17, 2017 7:00PM
(Closed Session 5:45 pm) Administrative Center 21380 Centre Pointe Parkway, Santa Clarita PLEASE NOTE: This meeting will include four Public Hearings for items regarding revisions to the Opportunities for Learning (OFL) charter school petition, waivers of Education Code sections for OFL and Mission View charter schools, and a School Facilities Needs Analysis and increase in statutory school fees. The meeting will be preceded by the annual Retiree Recognition for District retirees – 5:00 p.m.

I. Call to Order
I.A. Roll Call and Establishment of Quorum
II. First Closed Session
II.A. Public Comments for Closed Session Items

Quick Summary / Abstract:
A member of the audience may address the Board on items listed in Closed Session by completing a Speaker Card. Please use the microphone and state your name and location of residence. No action will be taken at this time, and the Board President will limit comment time to 2 (two) minutes. If you wish to speak regarding an item not appearing on the Closed Session agenda, please make your comments during the Public Session (see below).
II.B. First Closed Session Items
II.B.1. Settlement Agreement No. 16/17-11SE (per Government Code Section 54956.9)

Quick Summary / Abstract:
Action to be taken on Settlement Agreement No. 16/17-11SE.  Documentation is confidential and maintained in District files.
II.B.2. Public Employee Appointment/Discipline/Dismissal/Release/Reassignment/Non-reelection (per Government Code Section 54957)

Quick Summary / Abstract:
Public employee appointment/discipline/dismissal/release/reassignment/non-reelection.
II.B.3. Conference with Labor Negotiator: Michael Vierra – Negotiations with Hart District Teachers Association (per Government Code Section 54957.6)

Quick Summary / Abstract:
Negotiations with Hart District Teachers Association.
II.B.4. Student Expulsion Report No. 16/17-41 (Ratification) (per Education Code Section 48918(c))

Quick Summary / Abstract:
Ratification requested for Student Expulsion Report No. 16/17-41.  Documentation is confidential and maintained in District files.
II.B.5. Student Expulsion Report No. 16/17-42 (Ratification) (per Education Code Section 48918(c))

Quick Summary / Abstract:
Ratification requested for Student Expulsion Report No. 16/17-42.  Documentation is confidential and maintained in District files.
II.B.6. Student Expulsion Report No. 16/17-45 (Ratification) (per Education Code Section 48918(c))

Quick Summary / Abstract:
Ratification requested for Student Expulsion Report No. 16/17-45.  Documentation is confidential and maintained in District files.
II.B.7. Public Employee Appointment – Junior High and High School Principals (per Government Code Section 54957)

Quick Summary / Abstract:
Consideration of appointment of junior high school and high school principals.
II.C. Reconvene to Public Session
III. Organization
III.A. Report of First Closed Session Action
III.B. Re-Establishment of Quorum
III.C. Pledge of Allegiance
III.D. Approval of Agenda
III.E. Approval of Minutes

Quick Summary / Abstract:
Minutes of the Regular Meeting of May 3, 2017, presented for approval.
Recommended Motion:
Approve the minutes of the Regular Meeting of May 3, 2017.
Attachments:
Minutes – Regular Meeting – May 3, 2017
IV. Recognitions by Board
IV.A. Recognition of Student Board Member Carson Bartholomew

Speaker:
Vicki Engbrecht, Superintendent
Quick Summary / Abstract:
West Ranch High School senior Carson Bartholomew has served the Hart School District and her fellow students as Student Board Member during the 2016/17 school year.  This evening, Board members will have the opportunity to thank Miss Bartholomew for her involvement in the Governing Board process and present her with a commendation certificate and her portrait, which was displayed in the hallway of the Administrative Center during her term of office.
V. Communications
V.A. Board Member Reports
V.B. Student Board Member Report
V.C. Employee Association Leadership
V.C.1. Hart District Teachers Association (HDTA) President Jayme Allsman
V.C.2. California School Employees Association (CSEA) Chapter 349 President Kathy Hefferon
V.D. School Site Report – Academy of the Canyons and Learning Post

Speaker:
Mike Kuhlman, Assistant Superintendent, Educational Services
Quick Summary / Abstract:
Academy of the Canyons/Learning Post Principal Pete Getz will give a presentation on the school’s goals and unique programs.
VI. Special Items
VI.A. Appointment of Junior High School and High School Principals

Speaker:
Michael Vierra, Assistant Superintendent, Human Resources
Quick Summary / Abstract:
Staff will present candidates for the positions of Junior High School and High School Principal.
Financial Impact:
Appropriate placement on the certificated management salary schedule.
Recommended Motion:
Approve candidates presented for the positions of Junior High School and High School Principal.
VII. Public Comments

Quick Summary / Abstract:
If you wish to address the Governing Board on a topic within the subject matter of its jurisdiction, please complete the Request to Address the Board form and return it to the Secretary to the Board prior to the beginning of the item. Comments regarding the Consent Calendar will be taken during Public Comments. Please use the microphone and state your name and location of residence. No action will be taken on any item not appearing on the agenda, and the Board President will limit your comments to 2 (two) minutes. The President may limit public comment time based on the number of persons who wish to speak.  If you wish to speak regarding an item that appears on the agenda, you will be called upon to make your comments at the time the item is discussed by the Board.
VIII. Discussion Items
VIII.A. New Board Policy – First Reading

Speaker:
Mike Kuhlman, Assistant Superintendent, Educational Services
Quick Summary / Abstract:
New Board Policy (BP) 5141.52 – Suicide Prevention is being presented for a first reading. The Governing Board may request changes to be incorporated into the material before the second reading on June 14, 2017.
Attachments:
BP 5141.52 Suicide Prevention First Reading
IX. Action Items
IX.A. Personnel Commission Budget for Fiscal Year 2017/18

Speaker:
Terri Renison, Interim Director of Classified Personnel
Quick Summary / Abstract:
The Personnel Commission’s proposed budget for fiscal year 2017/18 is presented for approval.
Rationale:
The Personnel Commission conducted a public hearing on the proposed 2017/18 budget on April 12, 2017, and adopted the budget at their meeting on May 11, 2017.  The Personnel Commission Budget for fiscal year 2017/18 is being presented to the Governing Board for final consideration and approval. Please consider the following information:

1.      Salary, Statutory and Health Benefits (Object 2000/3000)

Salaries reflect that of a new director placed at Step 3 of the appropriate salary schedule, as well as all the applicable salary step and longevity increments for Personnel Commission staff.  The District’s accountant/internal auditor provided the salary, statutory benefit and health benefit costs.

2.      Supplies and Equipment Replacement (Object 4000)

Amounts to cover general supplies, equipment, and expenses are budgeted as is essential in supporting the services provided.

3.      Operating Expenses (Object 5000)

The budget includes funds to cover the cost of standard operating expenses; such as, online application system, test scanner, recruitment ads, commission memberships, and expenses incurred when using exam raters from other districts.

Financial Impact:
The proposed Personnel Commission Budget for 2017/18 has a fiscal implication of $599,050 from the Unrestricted General Fund which is an approximate one percent increase over the current operating budget for 2016/17.
Recommended Motion:
Approve the Personnel Commission’s budget for fiscal year 2017/18.
Attachments:
District Approval Form
PC Annual Financial and Budget Report 2017-18
PC Approval Form
IX.B. Resolution No. 16/17-41 – Recognizing May 21-27, 2017, as Classified School Employee WeekWas edited within 72 hours of the Meeting

Speaker:
Mike Kuhlman, Assistant Superintendent, Educational Services
Quick Summary / Abstract:
Governing Board Resolution No. 16/17-41 recognizes May 21-27, 2017, as Classified School Employee Week.  The California State Legislature adopted the third full week of May each year as Classified School Employee Week by passage of SB 1552 (Campbell) in 1986.  The week will be celebrated by school districts and schools workers across the State in recognition of the many fine contributions classified employees make to the education community.
Recommended Motion:
Adopt Resolution No. 16/17-41 – Recognizing May 21-27, 2017, as Classified School Employee Week.
Attachments:
Resolution No. 16/17-41 Classified School Employee Week 2017
IX.C. Mission View Public Charter School Petition for Renewal

Speaker:
Mike Kuhlman, Assistant Superintendent, Educational Services
Quick Summary / Abstract:
The Governing Board held a public hearing and accepted Mission View Charter School’s petition for renewal on May 3, 2017. Mission View Charter School is now requesting that the Board take action to renew their charter, based upon a revised petition (attached), from July 1, 2017, through June 30, 2022.
Recommended Motion:
Staff recommends two options for the Governing Board to consider:

1) Renewal of Mission View Charter School petition without Resource Centers, or,

2) Renewal of Mission View Charter School petition with Resource Centers – contingent upon the granting of a waiver.

Attachments:
Mission View Charter School Petition for Renewal 2017-2022
Staff Report Mission View 2017
IX.D. Public Hearing and Waiver of Education Code Sections 47605 and 47605.1 for Mission View Charter School

Speaker:
Mike Kuhlman, Assistant Superintendent, Educational Services
Quick Summary / Abstract:
Mission View Charter School is applying for a waiver of Education Code Sections 47605 and 47605.1 regarding geographic locations of Resource Centers under the Hart District Charter.
Rationale:
On March 9, 2017, the State Board of Education adopted a policy on the waiver of state law governing the geographic boundary requirements for nonclassroom-based charter schools.  Under this policy, Mission View Public Charter School is requesting that the Hart District Governing Board approve and submit an application for a temporary waiver of Education Codes 47605 and 47605.1 to the California State Board of Education.  If approved by the State Board of Education, the waiver would give Mission View Public Charter School until June 30, 2018, to come into compliance with the recent Third District Court of Appeals ruling in Anderson Union High School District v. Shasta Secondary Home School.  The Resource Centers in question include the following locations:

12510 Van Nuys Boulevard
Pacoima, CA 91331

14355 Roscoe Boulevard
Panorama City, CA 91402

411 South Brand Avenue
San Fernando, CA 91340

11844 Glenoaks Boulevard
San Fernando, CA 91340

The Governing Board has the option to approve the submittal of an application requesting the State Board of Education waive portions of Education Code Sections 47605 and 47605.1 on behalf of Mission View Charter School.  With this approval, the Governing Board would authorize District Staff to work with representatives from Mission View Charter School as necessary to prepare the final submission to the State Board of Education.

Attachments:
Mission View Attachment A
Mission View Attachment B
Mission View Location Waiver
IX.E. Public Hearing and Request for a Material Revision to Opportunities for Learning Charter School Petition

Speaker:
Mike Kuhlman, Assistant Superintendent, Educational Services
Quick Summary / Abstract:
Opportunities for Learning is making a request for a material revision to their charter petition for the term July 1, 2017, through June 30, 2022.
Rationale:
On April 19, 2017, the Governing Board renewed a Charter Petition for Opportunities for Learning (OFL) for the term July 1, 2017 through June 30, 2022 (subject to a number of conditions).

The courts recently held in Anderson Union High School District v. Shasta Secondary Home School, that a charter school may not locate a resource center outside of the authorizer’s boundaries and within the same county. In response to this court ruling, and at the District’s request, OFL’s petition omitted several long standing charter resource centers located in the Antelope Valley.  These resource centers include the following locations:

1154, 1158, 1160 Commerce Center Drive, Lancaster, CA 93534

2701 W. Avenue L, Lancaster, CA 93536

2140 E. Palmdale Blvd, C-J, Palmdale, CA 93550

533 #H East Palmdale, Palmdale, CA 93550

OFL is requesting that the Board take action to approve a material revision to add these existing resource centers back into the charter petition in conjunction with a request for a temporary waiver of the Education Code.  With the Hart District’s application for a waiver on OFL’s behalf, the resource centers would continue in operation until the State Board of Education rules on the Waiver.  If the Waiver is granted, OFL would have until June 30, 2018, to come into compliance with the law.  Should the Waiver be denied, OFL agrees to close their resource centers and cease operations in compliance with the law.

Recommended Motion:
Staff recommends consideration of the proposed material revision under the following conditions:

1) The Governing Board holds a public hearing to consider the application for a temporary waiver of the Education Code with regard to the location of the Resource Centers (material revision as presented is not recommended without the application for a waiver)

2) Execution of District’s Memorandum of Understanding on or before June 30, 2017

3) Charter to name District and its affiliates as additional insured on Charter School insurance policies on or before June 30, 2017

Attachments:
OFL Material Revision
IX.F. Public Hearing regarding a Waiver of Education Code Sections 47605 and 47605.1 for Opportunities For Learning Charter School

Speaker:
Mike Kuhlman, Assistant Superintendent, Educational Services
Quick Summary / Abstract:
Opportunities for Learning Charter School is applying for a waiver of Education Code Sections 47605 and 47605.1 regarding geographic locations of Resource Centers under the Hart District Charter.
Rationale:
On March 9, 2017, the State Board of Education adopted a policy on the waiver of state law governing the geographic boundary requirements for nonclassroom-based charter schools.  Under this policy, Opportunities for Learning Charter School is requesting that the Hart District Governing Board approve and submit an application for a temporary waiver of Education Codes 47605 and 47605.1 to the California State Board of Education.  If approved by the State Board of Education, the waiver would give Opportunities for Learning Charter School until June 30, 2018, to come into compliance with the recent Third District Court of Appeals ruling in Anderson Union High School District v. Shasta Secondary Home School.  The Resource Centers in question include the following location

1154, 1158, 1160 Commerce Center Drive, Lancaster, CA 93534

2701 W. Avenue L, Lancaster, CA 93536

2140 E. Palmdale Blvd, C-J, Palmdale, CA 93550

533 #H East Palmdale, Palmdale, CA 93550

The Governing Board has the option to approve the submittal of an application requesting the State Board of Education waive portions of Education Code Sections 47605 and 47605.1 on behalf of Opportunities for Learning Charter School.  With this approval, the Governing Board would authorize District Staff to work with representatives from Opportunities for Charter School as necessary to prepare the final submission to the State Board of Education.

Attachments:
OFL SBE Waiver Request Cover Letter
OFL Waiver Request
IX.G. Public Hearing – Resolution No. 16/17-39 – Approving a School Facilities Needs Analysis and Adopting Alternative School Facility Fees in Compliance with Government Code Sections 65995.5, 65995.6, and 65995.7

Speaker:
Erin Lillibridge, Chief Financial Officer
Quick Summary / Abstract:
Conduct a public hearing considering the adoption of Resolution No. 16/17-39, and adopt Resolution No. 16/17-39 approving the 2017 School Facilities Needs Analysis (SFNA), adopting alternative school facility fees in compliance with Government Code Sections 65995.5, 65995.6, and 65995.7, adopting responses to public comments received, and making related findings and determinations.
Rationale:
California Government Code Sections 65995.5, 65995.6, and 65995.7, and Education Code Section 17620, require a school district to meet specified requirements to impose alternative school facility fees (known as Level 2 and Level 3 Fees), including the SFNA preparation and adoption.

In compliance with Government Code Section 65995.6(a), Cooperative Strategies has prepared the District’s SFNA detailing projections of unhoused pupils generated by various types of new residential units within the District’s boundaries.  The unhoused pupil projection is based on historical generation rates of new residential units constructed during the previous five years of a similar type to those anticipated to be constructed either in the District or the city or county in which the District is located.  The projection also takes into account relevant local planning agency information, such as multi-phased development projects that may modify historical figures.  The SFNA also contains an updated existing school building capacity calculation pursuant to Education Code Section 17071.10.

In general, alternative school facility fees apply solely to new residential construction and are an alternative to the Level 1 Fee authorized by the State Allocation Board (SAB).  The Level 2 Fee is intended to represent fifty percent (50 percent) of a school district’s facility costs, and applies when the SAB is apportioning State Funding to school districts.  The Level 3 Fee is intended to represent one hundred percent (100 percent) of a school district’s facility costs, and may be imposed when the SAB is no longer apportioning State Funding.

As set forth in the SFNA, the District’s Level 2 Fee has been calculated as $1.61 per square foot of assessable space for new residential construction located within the Castaic Union School District area of the District and $2.67 per square foot outside the Castaic Union School District.  The Level 3 Fee has been calculated as $3.21 per square foot of assessable space for new residential construction located within the Castaic Union School District and $5.34 per square foot outside the Castaic Union School District.

Pursuant to Government Code Section 65352.2(c), the District has provided a notice of preparation and offered to meet with city and county local planning agencies with land use jurisdiction within the District’s boundaries (local agencies).  No meeting has been requested by local agencies.  The SFNA has also been provided to the local agencies and the Building Industry Association for review and comment during the thirty (30)-day review period.

The SFNA has been on file and available for public review at the District’s Administrative Center for thirty (30) days prior to the public hearing.  After making available to the public, the Board is required to respond to all comments received during the thirty (30)-day review period, as well as any comments received during the public hearing.  The notice of the public hearing time and place, including the location and procedure for viewing the SFNA, has been posted at the District’s normal posting locations, and published in a newspaper of general circulation within the District’s jurisdiction not less than thirty (30) days prior to the public hearing.  If requested, the SFNA has also been mailed (at least thirty (30) days prior to the public hearing) to any person who made a written request at least forty-five (45) days prior to the public hearing.

After the public hearing, the Governing Board shall consider whether to adopt Resolution No. 16/17-39 approving the SFNA and adopting the alternative school facility fees.  Subsequent to an adoption, the Governing Board is required to notice all local agencies, as well as the Office of Statewide Health Planning and Development.

Financial Impact:
Alternative school facility fees are accounted for in the Capital Facilities Fund (25.0).  The table below shows the proposed change in Level 2 and Level 3 Fees from the current amounts.  The proposed fee increase will be effective immediately upon the Governing Board’s approval for a one-year period.

Inside Castaic Union

Current 2015

Proposed 2016

  • Level 2

$1.56

$1.61

  • Level 3

$3.12

$3.21

Outside Castaic Union

2015

2016

  • Level 2

$2.45

$2.67

  • Level 3

$4.90

$5.34

Recommended Motion:
Adopt Resolution No. 16/17-39 approving the 2017 SFNA and adopting alternative school facility fees as specified and in compliance with Government Code Sections 65995.5, 65995.6, and 65995.7.
Attachments:
Resolution No. 16/17-39 SFNA
SFNA 2017
IX.H. Resolution No. 16/17-40 – Approving Delinquent Tax Financing Program 2017/18 through 2019/20

Speaker:
Erin Lillibridge, Chief Financial Officer
Quick Summary / Abstract:
Approve Resolution 16/17-40 to participate in the California Statewide Delinquent Tax Finance Authority program for the fiscal years ending June 30, 2018, 2019, and 2020.
Rationale:
Staff recommends the District continue to participate in the California Statewide Delinquent Tax Finance Authority program, whereby the District sells its delinquent tax receivables for prior years to the Authority, at a purchase price at least equal to 110.0% of the receivable amount.

Resolution No. 16/17-40 authorizes the sale of delinquent tax receivables for the fiscal years ending June 30, 2018, 2019, and 2020, and allows the Chief Financial Officer to execute a Purchase and Sale Agreement and to take the actions necessary for the sale.

Financial Impact:
Unrestricted General Fund (01.0) revenue in 2017/18 estimated at $30,000 (based on the prior year premiums).  Attached is a summary of the District’s historical premiums received from 2002 to 2016.
Recommended Motion:
Approve Resolution No. 16/17-40 authorizing the assignment of delinquent tax receivables to the California Statewide Delinquent Tax Finance Authority for the fiscal years ending June 30, 2018, 2019, and 2020, and authorizing execution and delivery of related documents and actions.
Attachments:
Premiums 2002-2016
Resolution 16/17-40
IX.I. Resolution No. 16/17-37 – Declaring North Oaks Park Surplus and Authorizing Sale to the City of Santa Clarita

Speaker:
Erin Lillibridge, Chief Financial Officer
Quick Summary / Abstract:
Approve Resolution No. 16/17-37 to declare the North Oaks Park in Canyon Country as surplus property and to authorize its sale to the City of Santa Clarita.
Rationale:
The District has leased the North Oaks Park, including its open spaces, playground, swimming pool, and ancillary facilities, to the City of Santa Clarita since November 1989.  Upon the expiration of the lease agreement in November 2016, the City approached the District with a request to acquire the park property.

California Education Code Section 17230 and Government Code Sections 54200 et. seq. authorize the District to sell, for less than fair market value, surplus real property to a city for park, recreational, or open-space purposes.  In addition, the statutes governing surplus real property provide that first priority be given to a governmental entity that agrees to use a site for park and recreational purposes, if the land is already being used for such a purpose and/or if the land is designated as such in the City’s general plan.

The North Oaks Park facilities have been under the City’s control for more than 25 years.  The District’s use has been and will continue to be governed by the the terms of the District’s Joint Use Agreement for Community Recreation Facilities with the City.  The District has not used the North Oaks Park facilities for more than ten years.

Resolution No. 16/17-37 declares the North Oaks Park as surplus real property, authorizes its sale to the City, and allows for the Superintendent or designee to execute a deed and perform any other act as necessary to accomplish the property’s transfer to the City.

Financial Impact:
The City has agreed to pay $500, which will cover the District’s legal costs associated with the property transfer, in addition to the value of the City’s ongoing maintenance efforts on the property since 1989.
Recommended Motion:
Approve Resolution No. 16/17-37 to declare the North Oaks Park in Canyon Country as surplus property and to authorize its sale to the City of Santa Clarita.
Attachments:
Resolution 16/17-37
IX.J. Site Based Decision Canyon High School

Speaker:
Michael Vierra, Assistant Superintendent, Human Resources
Quick Summary / Abstract:
Request for approval of site-based decision at Canyon High School.
Rationale:
On Wednesday, April 12,Thursday, April 13, and Friday, April 14, 2017, the certificated faculty of Canyon High School held a vote for a site-based decision regarding the final implementation of a late start Wednesday schedule for the 2017-18 school year, making this the regular schedule for Canyon High School.  The proposal passed with a 92.6 percent yes vote. The Hart District Teachers Association approved this schedule.
Recommended Motion:
Approve the Canyon High School site-based decision regarding late start Wednesday schedule for 2017-18 school year.
Attachments:
Canyon High Site Based Decision 17-18
IX.K. Award of Bid No. WSH17-04A for General Construction – Golden Valley High School and West Ranch High School Athletic Field Improvements (Byrom-Davey, Inc.)

Speaker:
Michael Otavka, Director of Facilities, Planning and Construction
Quick Summary / Abstract:
Approve award of Bid No. WSH17-04A to Byrom-Davey, Inc., for general construction for the Golden Valley High School and West Ranch High School Athletic Field Improvements Project.
Rationale:
The District solicited bids for general construction for the Golden Valley High School and West Ranch High School Athletic Field Improvements Project.  The two bids were received on May 5, 2017.  One of the bids was received after the bid-open deadline and was deemed non-responsive and returned unopened.

District staff reviewed the low bid and has determined it to be a responsive, responsible bid and recommends the award to the low bidder, Byrom-Davey, Inc.

Financial Impact:
$80,640 from Community Facility District Fund 49.2 for Golden Valley High School

$90,790 from Community Facility District Fund 49.9 for West Ranch High School

Recommended Motion:
Approve award of Bid No. WSH17-04A to Byrom-Davey, Inc., for general construction for the Golden Valley High School and West Ranch High School Athletic Field Improvements Project.
Attachments:
WSH17-04A Bid Record
IX.L. Reject All Prime Contractor Bids for Bid Packages HA17-03B and HA17-03D (Hart High School Infrastructure Phase 1 & Demolition Project) and Authorize Superintendent to Award Rebid of Bid Packages HA17-03B and HA17-03D

Speaker:
Michael Otavka, Director of Facilities, Planning and Construction
Quick Summary / Abstract:

Request to reject all prime contractor bids for Bid Packages HA17-03B and HA17-03D for the Hart High School Infrastructure Phase 1 & Demolition Project and authorize District Superintendent to award rebid of Bid Packages HA17-03B and HA17-03D.

Rationale:

On April 20, 2017, bids were opened for the Hart High School Infrastructure Phase 1 & Demolition Project (Bid No. HA17-03). The project delivery method is construction management multiple-prime with Lundgren Management as the construction manager. This type of construction delivery method is structured with several “prime” contractors managed by a District-hired construction manager.

Both bids that were received for Bid Package HA17-03B (underground site utilities and plumbing) were non-responsive because the electrical sub- contractors listed in their bid were not prequalified by the District. Prequalification is a requirement in the bid documents and is a requirement of California Public Contract Code Section 20111.6, so staff cannot recommend award of these bids. Staff recommends rejecting all bids for this bid package.

Only one one bidder submitted a bid for Bid Package HA-03D (landscape and irrigation) and the bid was responsive. However, since there was only one bid submitted for this portion of the work, staff would like to rebid the work in an effort to get a more competitive price. Staff recommends rejecting this bid.

The work for this project must be done in the summer since it will be very disruptive to the campus. Because of that, staff would like to immediately rebid these two bid packages and award them as soon as possible, prior to the next Board meeting on June 14. Staff is requesting that District Superintendent Vicki Engbrecht be authorized to award these bids once they have been re-bid and found to be responsive. Staff will return to the June 14 Board meeting with a ratification of the award of these bid packages.

Recommended Motion:

Reject all prime contractor bids for Bid Packages HA17-03B and HA17-03D  for the Hart High School Infrastructure Phase 1 & Demolition Project and authorize the District Superintendent to award re-bid of Bid Packages HA17-03B and HA17-03D.

IX.M. Award of Prime Contractor Bids – (HA17-03A and HA17-03C) Hart High School Infrastructure Phase 1 & Demolition Project (Multiple Prime Contractors)

Speaker:
Michael Otavka, Director of Facilities, Planning and Construction
Quick Summary / Abstract:
Request approval of multiple prime contractor bids for Bid No. HA17-03A and HA17-03D to the prime contractors with the lowest responsive/responsible bids.
Rationale:

On April 20, 2017, bids were opened for the Hart High School Infrastructure Phase 1 & Demolition Project (Bid No. HA17-03). The project delivery method is construction management multiple-prime with Lundgren Management as the construction manager. This type of construction delivery method is structured with “prime” contractors managed by a District-hired construction manager.

Bids have been reviewed and analyzed by Lundgren Management and the District for responsiveness and completeness. The lowest responsive/responsible bidders are listed below by bid package number.

 Bid Package  Scope of Work  Company Name  Base Bid Alternate
 HA17-03A  Demolition and Removal  Triangle Enterprises, Inc.  $175,000  $50,000
 HA17-03C  AC Paving and Concrete  Bravo Concrete Services  $173,288  N/A
 TOTAL  $348,288  $50,000

In addition to accepting the lowest responsive base bid for the two above bid packages, staff is recommending acceptance of the alternate bid for Bid Package HA17-03A. There is no alternate for Bid Package HA17-03C.

Financial Impact:

$398,288 from Measure SA (Fund 21).

Recommended Motion:
Award Bid No. HA17-03A and HA17-03C to the lowest responsive prime contractor bidders, Triangle Enterprises Inc., and Bravo Concrete Construction Services, Inc., respectively.
Attachments:
Bid Comparison
IX.N. Proposal for Division of the State Architect Inspection Services for the Hart High School Infrastructure Project (RT Project Solutions, LLC)

Speaker:
Michael Otavka, Director of Facilities, Planning and Construction
Quick Summary / Abstract:
Approve the attached proposal from RT Project Solutions, LLC, for Division of the State Architect (DSA) inspection oversight for the Hart High School Infrastructure Project.
Rationale:
All construction that the District is engaged in must comply with DSA guidelines.  DSA guidelines cover three basic areas of building design and construction: (1) accessibility, (2) life safety, and (3) structural. The District is required to hire an independent DSA inspector to certify that any construction being done at a school site is consistent with the approved DSA plans and specifications.  While hired by the District, the project inspector is the DSA’s representative on the jobsite during the construction of District facilities.  It is the responsibility of the project inspector to perform tasks required of them by DSA and the District such as performing periodic inspection of the work, advising the contractor of non-conforming work, keeping accurate records, and certifying that the completed work has been done in accordance with the plans and specifications.  DSA requires the District to employ a DSA Class 2 inspector for this project.

RT Project Solutions, LLC, is a certified DSA inspection company. Staff recommends hiring RT Project Solutions, LLC, for DSA inspection services for the Hart High School Infrastructure Project.

Financial Impact:
$31,715 from Measure SA (Fund 21).
Recommended Motion:
Approve the attached proposal from RT Project Solutions, LLC, for Division of the State Architect inspection oversight for the Hart High School Infrastructure Project.
Attachments:
Proposal RR Project Solutions, LLC
IX.O. Proposal for Division of the State Architect Special Testing and Lab Services – Hart High School Infrastructure Project (Ninyo & Moore)

Speaker:
Michael Otavka, Director of Facilities, Planning and Construction
Quick Summary / Abstract:
Approve proposal from Ninyo & Moore for Division of the State Architect (DSA) testing lab services for the Hart High School Infrastructure Project.
Rationale:
Ninyo & Moore is the DSA testing lab providing special inspection services for the Hart Infrastructure Project.

The next phase of the infrastructure project is ready to go into construction this summer.  In accordance with the requirements of the DSA, soils compaction and concrete need testing. Ninyo & Moore has provided a scope of services for the required testing.

Financial Impact:
$40,156 from Measure SA (Fund 21).
Recommended Motion:
Approve Ninyo & Moore for testing lab services for the Hart High School Infrastructure Project.
Attachments:
Proposal Ninyo & Moore
X. Consent Calendar

Quick Summary / Abstract:
Unless a Board Member has a question concerning a particular item and asks that it be withdrawn from the Consent Calendar, the Governing Board approves the items at one time.
X.A. Consent Calendar-Removal of Items
X.B. Consent Calendar-Personnel
X.B.1. Personnel Report No. 16/17-18

Speaker:
Michael Vierra, Assistant Superintendent, Human Resources
Quick Summary / Abstract:
Personnel Report No. 16/17- 18 regarding certificated, non-certificated, classified and non-classified employees, and Workability Program.
Recommended Motion:
Approve Personnel Report No. 16/17-18.
Attachments:
Personnel Report 16-17-18
X.B.2. Declaration of Indefinite Salaries

Speaker:
Michael Vierra, Assistant Superintendent, Human Resources
Quick Summary / Abstract:
As a result of financial uncertainties, negotiations, legislation, and other factors, the Governing Board hereby declares that all management, confidential, and other unrepresented employee salaries are declared indefinite for 2017/18.
Recommended Motion:
Approve the declaration that all management, confidential, and other unrepresented employee salaries are declared indefinite for 2017/18.
X.B.3. Memorandum of Understanding Between the Hart Induction Program and the Newhall School District

Speaker:
Michael Vierra, Assistant Superintendent, Human Resources
Quick Summary / Abstract:
A memorandum of understanding between the Hart Induction Program and the Newhall School District regarding the California Administrative Services Clear Induction Program for 2017-2019 is being presented for approval.
Recommended Motion:
Approve the memorandum of understanding between the Hart District Induction Program and the Newhall School District
Attachments:
MOU Hart Induction and Newhall School District
X.C. Consent Calendar-Curriculum/Instruction
X.C.1. Final Adoption of Textbooks/Instructional Materials, 2017/18

Speaker:
David N. LeBarron, Director of Curriculum and Assessment
Quick Summary / Abstract:
A textbook has been recommended for final adoption for the 2017/18 school year.
Rationale:
iLit – Publisher: Pearson – Author: Gallagher/Sharronky/Vaughn/Bonair-Arard/Brozo – Course Area: Designated English Development – Grade: 7-12

After reviewing three different publishers’ materials and piloting iLit material from July 2016 to the present, the English Language Development teachers recommend Pearson’s iLit to be adopted for the upcoming school year.  iLit stands out from other curricula because it is a literacy intervention program based on a proven instructional design that combines modeling, direct instruction, and guided practice to give students the strategies they need to succeed in both reading and writing.  iLit uses assessment to build and focus instruction, helping teachers to make sure that the right instruction goes to the right student.  iLit uses high-interest texts and provides teachers and administrators with actionable data to inform and adapt instruction.  Per California ELA/ELD Framework, all English Learners must receive both integrated and designated English Language instruction daily.  iLit provides support for our designated English Language Development classes to help students reach English proficiency.  The teachers feel that the positive data from the pilot reveals that students are advancing in their literacy skills with the iLit curricula.

Financial Impact:
Funding from State Instructional Materials Funds.
Recommended Motion:
Approve textbook, as referenced above, for use beginning in the 2017/18 year.
X.C.2. Obsolete Textbooks

Speaker:
David N. LeBarron, Director of Curriculum and Assessment
Quick Summary / Abstract:
A list of textbooks that need to be declared obsolete is being submitted.
Rationale:
Education Code requires the Governing Board to declare textbooks and instructional materials obsolete 60 days before further action may be taken.  Once textbooks are declared obsolete, they may be sold, given away or destroyed.  Obsolete textbooks must be used for educational purposes.  Any person or agency receiving obsolete textbooks must agree to neither sell nor charge individuals or organizations for use of the books.

In the next 60 days the librarians will:

1.         Post a list of obsolete materials on the faculty bulletin board with a note that they can be given to any faculty member or organization that may want the materials.

2.         Make a list of the organizations requesting materials and their selections.

3.         Send a memorandum to the Curriculum Office listing:

– organizations interested in the materials.

– the remainder of the materials that have been offered and no group or organization was interested.

In addition, the District will notify the public of our intent to dispose of the obsolete materials by placing a public notice in a local newspaper.

When these steps have been completed, the District will attempt to sell the obsolete texts.  The remainder will either be recycled into paper pulp or disposed of in accordance with State Education Code.

Recommended Motion:
Declare all textbooks on the attached list obsolete and direct administration to dispose of them.
Attachments:
Obsolete Textbooks List
X.C.3. Authorization for Out-of-State Travel – Golden Valley High School, Sequoia School, and Administrative Center

Speaker:
Mike Kuhlman, Assistant Superintendent Educational Services
Quick Summary / Abstract:
Requests are being made by three employees to travel out-of-state for educational purposes.
Rationale:
Danielle Werts, a Golden Valley High School science teacher, is requesting authorization to attend the National Renewable Energy Laboratory Institute for Teachers in Denver, Colorado, July 9-14, 2017.

Daniel Sopher, the Data Technician for Career and College Readiness, is requesting authorization to take the Mastering the Fundamentals of Campus course at Infinite Campus University in Blaine, Minnesota, May 22-27, 2017.

Brandi Davis, Principal of Sequoia School, is requesting authorization to attend the National Association of School Psychologists 2017 Summer Conference in Las Vegas, Nevada, July 23-26, 2017.

Financial Impact:
Danielle Werts’ registration fee, housing, breakfasts, and lunches for her attendance at the National Renewable Energy Laboratory (NREL) Institute for Teachers in Denver, Colorado, July 9-14, 2017, will be paid by NREL; and her transportation and dinner costs will be covered by the Hart District Teachers Association.

Daniel Sopher’s expenses to attend a Mastering the Fundamentals of Campus course at Infinite Campus University in Blaine, Minnesota, May 22-27, 2017, will be charged to the Career Technical Education grant.

Brandi Davis’ expenses to attend the National Association of School Psychologists 2017 Summer Conference in Las Vegas, Nevada, July 23-26, 2017, will be paid from special education funds.

Recommended Motion:
Approve Danielle Werts’ attendance at the National Renewable Energy Laboratory Institute for Teachers in Denver, Colorado, July 9-14, 2017; approve Daniel Sopher’s attendance at the Mastering the Fundamentals of Campus course at Infinite Campus University in Blaine, Minnesota, May 22-27, 2017; and approve Brandi Davis’ attendance at the National Association of School Psychologists 2017 Summer Conference in Las Vegas, Nevada, July 23-26, 2017.
X.C.4. Ratification of Out-of-State Travel – West Ranch High School

Speaker:
Mike Kuhlman, Assistant Superintendent, Educational Services
Quick Summary / Abstract:
Christine Hirst, who teaches Introduction to Engineering Design at West Ranch High School, is requesting ratification of her visit to the NASA Johnson Space Center/Space University in Houston, Texas, April 30-May 2, 2017.
Financial Impact:
All of Christine Hirst’s expenses for her visit to the NASA Johnson Space Center/Space University in Houston Texas, April 30-May 2, 2017, will be charged to the Specialized Secondary Programs grant.
Recommended Motion:
Ratify Christine Hirst’s visit to the NASA Johnson Space Center/Space University in Houston Texas, April 30-May 2, 2017.
X.C.5. Requests for Overnight/Out-of-State Trips – Valencia High, West Ranch High, and Rio Norte Junior High Schools

Speaker:
Vicki Engbrecht, Superintendent
Quick Summary / Abstract:
Approve overnight/out-of-state student trip requests from  Valencia High School (Girls Tennis), West Ranch High School (Future Business Leaders of America (FBLA)) and Rio Norte Junior High School (Associated Student Body (ASB)).
Rationale:
The submitted trip requests have been reviewed and meet all requirements established by Board Policy and Administrative Regulation 3541.1.  Trip requests signed by Valencia High School Principal John Costanzo, West Ranch High School Principal Mark Crawford, and Rio Norte Junior High School Principal Vince Ferry are attached.
Recommended Motion:
Approve trips:  VHS Girls Tennis, Los Altos, 9/7-9/17; WRHS FBLA, Visalia, 6/23-24/17; RNJHS ASB, Santa Barbara, 7/23-25/17.
Attachments:
Trip Approvals for 5-17-17 Board Meeting
X.C.6. Professional Development Consultant Agreement

Speaker:
David N. LeBarron, Director of Curriculum and Assessment
Quick Summary / Abstract:
A contract is necessary for the keynote speaker(s), UC Regents – Lawrence Hall of Science (“Two BaySci/Lawrence Hall of Science Staff”), at the NGSS (Next Generation Science Standards) High School workshop, June 12, 2017, and July 31, 2017.
Financial Impact:
$8,750 budgeted from the General Fund.
Attachments:
Lawrence Hall of Science
X.D. Consent Calendar-Business Services
X.D.1. Purchase Order Report

Speaker:
Leigh Hansen, Director of Purchasing and Warehouse
Quick Summary / Abstract:
Ratify April 2017 Purchase Order Report.
Rationale:
Staff requests the Governing Board ratify the attached Purchase Order Report, which covers purchases, as specified, for the period April 1, 2017, through April 30, 2017.

This report may contain open purchase orders with not-to-exceed amounts facilitating regular small purchases from single vendors. Open purchase orders with not-to-exceed amounts facilitating larger purchases from single vendors may indicate a publicly bid contract number and/or the date the Governing Board approved the vendor.  In an effort to efficiently process payments, the accumulated total of these purchases may be processed and paid as a single transaction.

Please note: The Purchase Order Report includes purchases previously ratified but not completed and closed by June 30, 2016.  These purchase orders are included here again due to their necessary creation within the District’s new financial system.

Financial Impact:
Attached report shows amounts and funding sources for purchase orders processed in April 2017, as well as purchase orders greater than or equal to $50,000.
Recommended Motion:
Ratify Purchase Order Report for the period of April 1, 2017, through April 30, 2017.
Attachments:
PO Report April 2017
X.D.2. Warrant Register and Revolving Cash Payments

Speaker:
Erin Lillibridge, Chief Financial Officer
Quick Summary / Abstract:
Approve and ratify April 2017 Warrant Register and Revolving Cash payments.
Rationale:
4/1/17 – 4/15/17
Payroll Warrant Register   $3,755,969.36
Commercial Warrants – General Fund  $8,398,357.15
Commercial Warrants – All Other Funds    $2,527,277.89
Revolving Cash Fund $219.53
4/16/17 – 4/30/17
Payroll Warrant Register   $8,411,506.16
Commercial Warrants – General Fund  $2,852,644.40
Commercial Warrants – All Other Funds $8,838,767.44
Revolving Cash Fund  $300.00
Recommended Motion:
Approve and ratify the above listed Warrant Register and Revolving Cash payments issued between April 1, 2017, through April 30, 2017, and order the items filed for audit.
Attachments:
Commercial Warrants 4-1 to 4-15
Commercial Warrants 4-16 to 4-30
Payroll Warrants 4-1 to 4-30
Revolving Cash April 2017
X.D.3. Stale Dated Warrant Reissue

Speaker:
Erin Lillibridge
Quick Summary / Abstract:
Approve reissue of stale dated warrant older than four years pursuant to Los Angeles County Office of Education requirements.
Rationale:
The Governing Board has previously adopted a blanket resolution to reissue stale dated warrants less than four years old.  The Los Angeles County Office of Education requires the Governing Board’s specific approval to reissue any stale dated warrant over four years.

The District recently received a request to reissue the following stale dated warrant:

Issue Date: 05-24-94

Warrant Number: 25982993

Amount: $224

Name: Suzy Mansfield

Recommended Motion:
Approve stale dated warrant reissue as specified above per the Los Angeles County Office of Education requirements for stale dated warrants over four years old.
X.D.4. Interfund Transfer Authorization (Special Reserve Fund for Other Than Capital Outlay Projects to General Fund)

Speaker:
Erin Lillibridge, Chief Financial Officer
Quick Summary / Abstract:
Authorize interfund transfer between the Special Reserve Fund for Other Than Capital Outlay Projects (Fund 17) and the General Fund (Fund 01).
Rationale:
The District has accounted for one-time funds received from the State to settle outstanding mandate claims in Fund 17, to ensure use for designated one-time purposes.  Pursuant to California Education Code Section 42842, assets transferred into Fund 17 must be transferred back to the General Fund for expenditure.

The following interfund transfers are necessary to account for the following one-time expenditures in 2016/17:

– Financial System, purchase and implementation of SmarteFinance and SmarteHR systems authorized by the Governing Board in March 2016 ($250,400)

– OPEB Liability Trust, California Employers’ Retiree Benefit Trust Program (CERBT) deposit authorized by the Governing Board in September 2016 ($1,000,000)

The Los Angeles County Office of Education requires Governing Board approval for all interfund transfers.

Financial Impact:
Transfer $1,250,400 from the Special Reserve Fund for Other Than Capital Outlay Projects (Fund 17) to the General Fund (Fund 01).
Recommended Motion:
Authorize specified interfund transfer from the Special Reserve Fund for Other Than Capital Outlay Projects (Fund 17) to the General Fund (Fund 01).
X.D.5. Agreement for Peoplesoft Financial System (Los Angeles County Office of Education)

Speaker:
Erin Lillibridge, Chief Financial Officer
Quick Summary / Abstract:
Ratify agreement with the Los Angeles County Office of Education (LACOE) for the use of the PeopleSoft Financial System in 2017/18.
Rationale:
In February 2016, the Governing Board authorized the District to enter into an agreement with Smartetools, Inc. for its SmarteFinance and SmarteHR systems.  While the District has historically contracted with LACOE for the use of its financial system (PeopleSoft), LACOE offers school districts the option to become an “interface” district, meaning the District may substitute PeopleSoft system components with another financial system, provided the new system can integrate or “interface” with PeopleSoft, which in combination with the LACOE Human Resource System (HRS), remains the official system of record for all financial reporting requirements.

Interface charges will continue through 2021/22, when LACOE expects to have fully implemented its Business Enhancement System Transformation (BEST) Project.  The BEST Project is LACOE’s effort to procure a new, integrated Financial and Human Capital Management System to replace the current HRS and PeopleSoft Systems.  In November 2016, the Governing Board authorized the District to enter into an agreement to return to full-use of the County’s systems upon completion of the BEST Project.

This agreement reflects the District’s continuing status as an interface district for the 2017/18 fiscal year (effective July 1, 2017, through June 30, 2018), and may be amended by mutual written consent or terminated by either party with thirty (30) days advance written notice.

Financial Impact:
Total cost of $40,300 to be paid from the General Fund (01.0) on a quarterly basis, $40,000 for interface functionality and $300 for 1099 reporting services.
Recommended Motion:
Ratify agreement for use of Peoplesoft Financial System with the Los Angeles County Office of Education for the period July 1, 2017, through June 30, 2018.
Attachments:
LACOE PeopleSoft Agreement 17-18
X.D.6. Renewal Amendment No. 1 to Loss Control Services Agreement (Keenan & Associates)

Speaker:
Erin Lillibridge, Chief Financial Officer
Quick Summary / Abstract:
Approve Renewal Amendment No. 1 to the Loss Control Services Agreement with Keenan & Associates for the period of July 1, 2017, through June 30, 2021.
Rationale:
Since 2009, the District has contracted with Keenan & Associates (Keenan) for loss control services to compliment its liability insurance program.  Specifically, as detailed in Exhibit A of the attached agreement, Keenan has provided the District with a Hazardous Materials Compliance Program for the purpose of: (1) promoting safety awareness, (2) assisting in the identification of conditions that may pose a risk of bodily injury and/or property damage, and (3) offering recommendations to help mitigate the District’s loss risk.

This agreement will allow the District to continue working with Keenan for the four-year period of July 1, 2017, through June 30, 2021.  Either party may terminate the agreement without cause or penalty with ninety (90) days written notice to the other party.

Financial Impact:
$17,500 in Years 1 and 3, and $13,400 in Years 2 and 4, for a total of $61,800, to be paid from the General Fund (01.0).
Recommended Motion:
Approve Renewal Amendment No. 1 with Keenan & Associates for loss control services for the period of July 1, 2017, to June 30, 2021.
Attachments:
Amendment No. 1 to Loss Control Services Agreement
Loss Control Services Agreement
X.D.7. Amendment No. 4 to Food Services Management Contract (Compass Group USA, Inc., Chartwells Division)

Speaker:
Leigh Hansen, Director of Purchasing and Warehouse
Quick Summary / Abstract:
Approve Amendment No. 4 to extend existing Food Services Management Contract with Compass Group USA, Inc., for the 2017/18 school year.
Rationale:
In June 2013, the District awarded the contract to operate the District’s food service program to Compass Group USA, Inc. (Chartwells).  Amendment No. 4 to the Chartwells agreement will extend the contract term for one year, as allowed per California Education Code Section 17596.
Financial Impact:
Chartwells is compensated on a fee-per-meal basis, plus a monthly administrative fee.
Recommended Motion:
Approve Amendment No. 4 to the Food Services Management Contract with Compass Group USA, Inc., for 2017/18.
Attachments:
Contract Amendment No 4 Chartwells
X.D.8. Amendment No. 2 to Property and Casualty Claims Administration Agreement (Keenan & Associates)

Speaker:
Erin Lillibridge, Chief Financial Officer
Quick Summary / Abstract:
Approve Amendment No. 2 to the Property and Casualty Claims Administration Services Agreement with Keenan & Associates for the period of July 1, 2017, through June 30, 2018.
Rationale:
The District currently has an agreement with Keenan & Associates effective from July 1, 2015, through June 30, 2018, to provide property and casualty claims administration services, including such activities as investigation, defense, and coverage counsel.

Amendment No. 2 amends Exhibit B regarding compensation for July 1, 2017, through June 30, 2018.   For each annual period thereafter, proposed fees shall be mutually agreed upon.

Financial Impact:
Varies from $77.50 per hour to $92.75 per hour, plus expenses.   Annual cost to be paid from the General Fund (01.0).
Recommended Motion:
Approve Amendment No. 2 to Exhibit B Compensation of the Property and Casualty Claims Administration Services Agreement with Keenan & Associates dated July 1, 2015.
Attachments:
Amendment No. 2 to Keenan Property and Casualty Claims Administration
X.D.9. Acceptance of Donation

Speaker:
Leigh Hansen, Director of Purchasing and Warehouse
Quick Summary / Abstract:
Accept equipment donation for the District’s video production programs as specified.
Rationale:
Westwood One has donated the following equipment to be used by the video production programs throughout the District:

– Green marble oval conference table, QTY 1

– Small black sofa, QTY 1

– Acoustic sound-proofing wall foam panel, QTY 60

– Sign (“On the Air”), QTY 3

– Mini microphone stand (8 Inches), QTY 1 

– 32 channel mixer, QTY 1

– Wire caddy, QTY 1

– 16 gauge wire (100 ft), QTY 4

– Assorted wire (100 ft), QTY 1

– Full height storage cabinet, QTY 2

– Half height storage cabinet, QTY 1

– 3-drawer lateral file cabinet, QTY 9

– File drawer pedestal, QTY 9

– Oval interview table, QTY 1

Financial Impact:
$2,935 estimated total value for donated equipment.
Recommended Motion:
Accept donation of equipment from Westwood One, and direct staff to send an acknowledgement letter to the donor.
X.D.10. Disposition of Surplus/Obsolete Equipment

Speaker:
Leigh Hansen,Director of Purchasing and Warehouse
Quick Summary / Abstract:
Staff requests permission to dispose of surplus/obsolete property.
Rationale:
Pursuant to California Education Code Section 17545(b), the following equipment will be sold through public auction, and if not sold, disposed of as surplus/obsolete equipment pursuant to Education Code Section 17545(c):

1) Amergraph imaging exposure unit (QTY 1, Valencia High School)

2) Mini offset printing machine (QTY 1, Valencia High School)

3) AB Dick offset printing machine (QTY 1, Valencia High School)

4) Risograph duplicator (QTY 1, Valencia High School)

5) Toshiba copier (QTY 1, Valencia High School)

6) Silver plate maker (QTY 1, Valencia High School)

7) Polyplate system (QTY 1, Valencia High School)

8) 2-color offset printing press (QTY 1, Valencia High School)

Pursuant to California Education Code Section 17546(c), staff requests the Governing Board, by unanimous vote of those members present, find that the property listed below is of insufficient value to defray the costs of arranging a sale and thereby authorize the property to be donated to a charitable organization deemed appropriate by the Board, or disposed of in the local dump. All e-waste will be collected and certified to its proper disposal by an e-waste recycler.

1) VCR (QTY 6, Valencia High School)

2) Cassette recorder (QTY 2, Valencia High School)

Recommended Motion:
Pursuant to California Education Code Sections 17545 and 17546, authorize disposal and/or sale of surplus/obsolete equipment as noted above.
X.E. Consent Calendar-Operations
X.E.1. Agreement for Graduation Parking Lot Security and Traffic Control (New Line Security Inc.)

Speaker:
Erin Lillibridge, Chief Financial Officer
Quick Summary / Abstract:
Ratify agreement for parking lot security and traffic control services for the District’s 2017, 2018, and 2019 graduation ceremonies.
Rationale:
The District annually contracts for graduation security measures.  Specifically, this agreement provides for security services in the fourteen (14) College of the Canyons (COC) parking lots to ensure orderly and safe vehicle traffic flow, and to monitor for suspicious activity for the purpose of reporting to law enforcement.

The agreement’s term is for three years covering the 2017, 2018, and 2019 graduation ceremonies.  The District may terminate the agreement without need for cause by providing thirty (30) days written notice.

Financial Impact:
$1,568 per day (14 guards at $16 per hour for seven hours from 2PM to 9PM), or $10,976 annually for seven graduation programs at the COC stadium venue to be paid from the General Fund (01.0).
Recommended Motion:
Ratify agreement for parking lot security and traffic control services for the 2017, 2018, and 2019 graduation ceremonies.
Attachments:
New Line Security – Graduation Parking and Traffic Flow
X.E.2. Agreement for Graduation Security Services (Sterling General Security Services, Inc.)

Speaker:
Erin Lillibridge, Chief Financial Officer
Quick Summary / Abstract:
Ratify agreement for security services for the District’s 2017, 2018, and 2019 graduation ceremonies, and high school campuses on various days prior to and during the week of graduation.
Rationale:
The District annually contracts for graduation ceremony and “prank week” security measures.  Specifically, this agreement provides for security services during each graduation ceremony, as well as on each high school campus during the days prior to and around graduation.

The agreement’s term is for three years covering the 2017, 2018, and 2019 graduation ceremonies.  The District may terminate the agreement without need for cause by providing thirty (30) days written notice.

Financial Impact:
Estimated $29,172 for 2017 graduations to be paid from the General Fund (01.0), assuming the following hours at $22 per regular hour or $33 per holiday hour:

– Graduation ceremonies from May 23, 2017, to June 1, 2017 – 352 hours ($7,744)

– Stage/chairs/flowers set-up from May 22, 2017, to May 31, 2017 – 80 hours ($2,024)

– High school prank week monitoring – 854 hours ($19,404)

Scheduled hours are subject to change based on individual school site input and other related needs identified during the week of graduation.

Recommended Motion:
Ratify agreement for security services as specified for the 2017, 2018, and 2019 graduation ceremonies and related school site security needs.
Attachments:
Sterling General Security Services Agreement
X.E.3. Proposal for Environmental, Health, Safety, and Sustainability Services Master Task Agreement for Various District Projects for Fiscal Year 2017/18 (Citadel Environmental Services, Inc.)

Speaker:
Michael Otavka, Director of Facilities, Planning and Construction
Quick Summary / Abstract:
Approve proposal for environmental, health, safety, and sustainability services from Citadel Environmental Services, Inc., for various District projects for fiscal year 2017/18.
Rationale:
Environmental services are often required of facilities projects, especially during construction. These services may include Phase 1 environmental site assessments, environmental testing of soils during construction, testing and abatement of environmentally regulated materials, etc.

Approval of this proposal would allow staff to contract with Citadel Environmental Services, Inc., on multiple projects, not to exceed $15,000 per project and not to exceed $100,000 total for fiscal year 2017/18, without further Board approval until June 30, 2018.  If the cost for a project exceeds $15,000 and/or the total for all projects under this agreement are expected to exceed $100,000, staff will return to the Board to increase the allowable total for the fiscal year.

Having a master task agreement in place would allow staff to quickly address environmental issues and concerns as they arise on projects.

Citadel Environmental Services, Inc., is a local firm with an office in Valencia.

Financial Impact:
$100,000 total for fiscal year 2017/18.  Project funding and amounts (not to exceed $15,000 per project) to be determined on a project-by-project basis.
Recommended Motion:
Approve proposal from Citadel Environmental Services, Inc., for environmental, health, safety, and sustainability services for various District projects for fiscal year 2017/18.  Project funding and amounts not to exceed $15,000 per project, with a cumulative maximum of $100,000 unless increased by Board authorization.
Attachments:
Citadel Environments Services, Inc. Proposal
X.E.4. Proposal for Mechanical, Electrical and Plumbing Engineering Services Master Task Agreement for Various Projects for Fiscal Year 2017/18 (Gausman & Moore Associates, Inc.)

Speaker:
Michael Otavka, Director of Facilities, Planning and Construction
Quick Summary / Abstract:
Approve proposal for mechanical, electrical and plumbing engineering services from Gausman & Moore Associates, Inc., for various District projects for fiscal year 2017/18.
Rationale:
Small projects will come up from time to time that need the expertise of an engineer. These projects may include classrooms or office spaces that need air-conditioning or heating added or modified, equipment replacement projects, electrical projects, data and communications projects, and rooms that need venting, etc.

Approval of this proposal would allow staff to contract with Gausman & Moore Associates, Inc., on multiple projects, not to exceed $15,000 per project and not to exceed $100,000 total for fiscal year 2017/18, without further Board approval until June 30, 2018.  If the cost for a project exceeds $15,000 and/or the total for all projects under this agreement are expected to exceed $100,000, staff will return to the Board to increase the allowable total for the fiscal year.

Having a master task agreement in place would allow staff to quickly address mechanical, electrical and plumbing issues and concerns as they arise on projects

Gausman & Moore Associates, Inc., have a local office in Santa Clarita in the Centre Pointe Business Park.

Financial Impact:
$100,000 total for fiscal year 2017/18. Project funding and amounts (not to exceed $15,000 per project) to be determined on a project-by-project basis.
Recommended Motion:
Approve proposal from Gausman & Moore Associates, Inc., for mechanical, electrical and plumbing engineering services for various District projects for fiscal year 2017/18.  Project funding and amounts not to exceed $15,000 per project, with a cumulative maximum of $100,000 unless increased by Board authorization.
Attachments:
Gausman & Moore Proposal
X.E.5. Proposal for Structural Engineering Services Master Task Agreement for Various District Projects for Fiscal Year 2017/18 (KPFF, Inc.)

Speaker:
Michael Otavka, Director of Facilities, Planning and Construction
Quick Summary / Abstract:

Approve proposal for structural engineering services from KPFF, Inc., for various District projects for fiscal year 2017/18.

Rationale:
Projects will come up from time to time that need the expertise of a structural engineer. These projects may include attachment of scoreboards or other equipment on building walls, installation of flagpoles or digital marquees, and structural repair projects, etc.

Approval of this proposal would allow staff to contract with KPFF, Inc., on multiple projects, not to exceed $15,000 per project and not to exceed $100,000 total for fiscal year 2017/18, without further Board approval until June 30, 2018.  If the cost for a project exceeds $15,000 and/or the total for all projects under this agreement are expected to exceed $100,000, staff will return to the Board to increase the allowable total for the fiscal year.

Having a master task agreement in place would allow staff to quickly address structural issues and concerns as they arise on projects.

KPFF, Inc., is a structural engineering firm. They have completed many structural evaluations for the District.

Financial Impact:

$100,000 total for fiscal year 2017/18. Project funding and amounts (not to exceed $15,000 per project) to be determined on a project by project basis.

Recommended Motion:

Approve proposal from KPFF, Inc., for structural engineering services for various District projects for fiscal year 2017/18.  Project funding and amounts not to exceed $15,000 per project, with a cumulative maximum of $100,000 unless increased by Board authorization.

Attachments:
KPFF, Inc. Proposal
X.E.6. Proposal for Surveying Services Master Task Agreement for Various District Projects for Fiscal Year 2017/18 (Vertex Survey, Inc.)

Speaker:
Michael Otavka, Director of Facilities, Planning and Construction
Quick Summary / Abstract:
Approve proposal for surveying services from Vertex Survey, Inc., for various District projects for fiscal year 2017/18.
Rationale:
Surveying services are often required of facilities projects. These services may include construction staking and layout, aerial mapping, topographic surveys, settlement monitoring, etc.

Approval of this proposal would allow staff to contract with Vertex Surveying, Inc., on multiple projects, not to exceed $15,000 per project and not to exceed $100,000 total for fiscal year 2017/18, without further Board approval until June 30, 2018.  If the cost for a project exceeds $15,000 and/or the total for all projects under this agreement are expected to exceed $100,000, staff will return to the Board to increase the allowable total for the fiscal year.

Having a master task agreement in place would allow staff to quickly address surveying issues and concerns as they arise on projects.

Vertex Survey, Inc., is a local firm with an office in Santa Clarita.

Financial Impact:
$100,000 total for fiscal year 2017/18. Project funding and amounts (not to exceed $15,000 per project) to be determined on a project-by-project basis.
Recommended Motion:
Approve proposal from Vertex Survey, Inc., for surveying services for various District projects for fiscal year 2017/18.  Project funding and amounts not to exceed $15,000 per project, with a cumulative maximum of $100,000 unless increased by Board authorization.
Attachments:
Vertex Survey Proposal
X.E.7. Proposal for Utility Investigation and Mapping Services Master Task Agreement for Various District Projects for Fiscal Year 2017/18 (C Below, Inc.)

Speaker:
Michael Otavka, Director of Facilities, Planning and Construction
Quick Summary / Abstract:
Approve proposal for utility investigation and mapping services from C Below, Inc., for various District projects for fiscal year 2017/18.
Rationale:
Utility underground investigations are often required of facilities projects, especially during pre-construction. These services are to locate electrical, communication, water, power, gas, sewer and storm drain utilities to ensure safe working conditions.

Approval of this proposal would allow staff to contract with C Below, Inc., on multiple projects, not to exceed $15,000 per project and not to exceed $100,000 total for fiscal year 2017/18, without further Board approval until June 30, 2018.  If the cost for a project exceeds $15,000 and/or the total for all projects under this agreement are expected to exceed $100,000, staff will return to the Board to increase the allowable total for the fiscal year.

Having a master task agreement in place would allow staff to quickly address utility investigation and mapping issues and concerns as they arise on projects.

C Below, Inc., has worked on several projects for the District in the past several years.

Financial Impact:
$100,000 total for fiscal year 2017/18. Project funding and amounts (not to exceed $15,000 per project) to be determined on a project-by-project basis.
Recommended Motion:
Approve proposal from C Below, Inc., for utility investigation and mapping services for various District projects for fiscal year 2017/18.  Project funding and amounts not to exceed $15,000 per project, with a cumulative maximum of $100,000 unless increased by Board authorization.
Attachments:
C Below Proposal
X.E.8. Religious Organizations as Civic Center Users, 2017/18

Speaker:
Mike Otavka, Director of Facilities, Planning and Construction
Quick Summary / Abstract:
Annual approval of religious organizations for Civic Center Use for the 2017/18 school year.
Rationale:
As stated in Board Policy 1300, churches and groups using school facilities for religious services and activities are subject to direct cost charges and require Governing Board approval.

Staff recommends approving the following religious organizations for weekly use during the 2017/18 school year:

Los Angeles International Church of Christ – Rancho Pico Junior High School

Heart of the Canyons Church – La Mesa Junior High School

Restoration Church of Valencia – West Ranch High School

Crossroads Community Church – Valencia High School

Financial Impact:
Civic Center revenue depending upon frequency of use of school facilities.
Recommended Motion:
Approve religious organizations as direct cost users of District facilities for the 2017/18 school year.
X.E.9. Notice of Completion, Bid Package No. WSH16-07A – William S. Hart Union High School District Office Building – Utility Relocation Project

Speaker:
Michael Otavka, Director of Facilities, Planning and Construction
Quick Summary / Abstract:
Accept Notice of Completion for Bid Package No. WSH16-07A William S. Hart Union High School District Office Building – Utility Relocation Project at William S. Hart Union High School District premises and authorize retention release to Y. Ko Construction Company, Inc.
Rationale:
A Notice of Completion has been prepared for the Governing Board’s consideration for the following construction contract:

Y. Ko Construction Company, Inc.

General Construction

William S. Hart Union High School District Office Building – Utility Relocation Project

WSH16-07A

Staff requests the Governing Board accept this project as complete and release the funds (5 percent) previously retained per contract specifications.

Recommended Motion:
Accept Notice of Completion for the William S. Hart Union High School District Office Building – Utility Relocation Project (Bid Package No. WSH16-07A) and authorize retention release to Y. Ko Construction Company, Inc.
Attachments:
NOC WSH16-07A Y Ko Construction
X.E.10. Notice of Completion, Bid Package No. WSH16-06A – William S. Hart Union High School District Office Building – Fire Alarm Modifications Project

Speaker:
Michael Otavka, Director of Facilities, Planning and Construction
Quick Summary / Abstract:
Accept Notice of Completion for Bid Package No. WSH16-06A William S. Hart Union High School District Office Building – Fire Alarm Modifications Project at William S. Hart Union High School District premises and authorize retention release to Golden Phoenix Electric.
Rationale:
A Notice of Completion has been prepared for the Governing Board’s consideration for the following construction contract:

Golden Phoenix Electric

Fire Alarm Modifications

William S. Hart Union High School District Office Building

WSH16-06A

Staff requests the Governing Board accept this project as complete and release the funds (5 percent) previously retained per contract specifications.

Recommended Motion:
Accept Notice of Completion for the William S. Hart Union High School District Office Building – Fire Alarm Modifications Project (Bid Package No. WSH16-06A) and authorize retention release to Golden Phoenix Electric.
Attachments:
NOC WSH16-06 Golden Phoenix Electric
X.E.11. Agreement for Underground Storage Tank Maintenance (Terry Chapman Maintenance)

Speaker:
Richard Varner, Director of Transportation
Quick Summary / Abstract:
Ratify agreement with Terry Chapman Maintenance (TCM) for underground storage tank operation and maintenance for 2017/18.
Rationale:
TCM oversees the operation and maintenance of the District’s underground storage tank. Specifically, TCM performs the following services: secures annual permit and monitoring registration, inspects site monthly, completes required forms, schedules annual required tests, prepares required paperwork to file with government agencies, and provides annual certification of the District’s monitoring system (Veeder Root TLS 350).

The District also periodically utilizes TCM for repairs to various items, including the diesel/gas system pumps, nozzles, tanks, and monitoring system.

Financial Impact:
Annual cost of $4,500 to be paid from the General Fund (01.0).
Recommended Motion:
Ratify agreement with Terry Chapman Maintenance (TCM) for underground storage tank operation and maintenance for 2017/18.
Attachments:
Terry Chapman Maintenance Agreement 2017/18
X.E.12. Agreement for White Fleet Detailing (First Class Mobile Detailing)

Speaker:
Richard Varner, Director of Transportation
Quick Summary / Abstract:
Approve agreement with First Class Mobile Detailing for white fleet vehicles washing and detailing in 2017/18.
Rationale:
First Class Detailing provides a thorough cleaning and finishing of the District’s white fleet. Their services include exterior and interior detailing.

Exterior detailing involves cleaning and restoring the vehicle’s finish, windows, wheels, and tires, as well as other visible components.

Interior detailing involves a deep cleaning of the whole interior. Different techniques and products are used to address cleaning various interior materials.  Vacuuming is standard.  Steam cleaning, liquid and foam chemicals, as well as brushes may be used to remove stains on upholstery.

Products used by First Class Mobile Detailing are biodegradable and so-called “green,” which makes them safe for the vehicles and the environment.  They also utilize a “waterless wash” technique.

Financial Impact:
Annual cost not to exceed $10,000 to be paid from the General Fund (01.0).
Recommended Motion:
Approve agreement with First Class Mobile Detailing for white fleet vehicles washing and detailing in 2017/18.
Attachments:
First Class Mobile Detailing Agreement 2017/18
X.F. Consent Calendar-Requests for Information
X.G. Approval of Consent Calendar
X.H. Items Removed from Consent Calendar
XI. Items for Future Consideration by the Board
XII. Second Closed Session

Quick Summary / Abstract:
This Closed Session will be used as an extension of II. First Closed Session, if needed.
XII.A. Public Comments for Second Closed Session Items
XII.B. Second Closed Session Items
XII.C. Return to Public Session
XII.D. Report of Second Closed Session Action
XIII. Adjournment
Disability Information:
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Superintendent’s Office (661.259.0033.x201). Notification 48 hours prior to the meeting will enable the District to make reasonable arrangements to ensure accessibility to this meeting.

Published: May 12, 2017, 10:27 AM

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  1. Kelly Greene says:

    Re: Agenda for William S. Hart Union High School District Meeting

    Why Closed Sessions for Public Schools?

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