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William S. Hart Union High School District is holding its regular Governing Board meeting on Wednesday March 29 at 6 p.m.
At this meeting, the Board will conduct candidate interviews for the provisional appointment to the vacant Governing Board seat and name the provisional appointment, following the interviews.
The agenda is posted in its entirety below.
Regular Meeting of the Governing Board
William S. Hart Union HSD
March 29, 2017 6:00PM
(Closed Session 5:30 p.m.) Administrative Center 21380 Centre Pointe Parkway Santa Clarita, California PLEASE NOTE: This meeting will include interviews and selection of a provisional appointment to the vacant Governing Board seat.
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| 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). |
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| Public employee appointment/discipline/dismissal/release/reassignment/non-reelection. |
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| Vicki Engbrecht, Superintendent |
| The Board will conduct interviews for the provisional appointment to the Governing Board seat vacated by Mr. Robert Hall effective February 1, 2017. |
| At the February 1, 2017, Board meeting, the Board voted to make a provisional appointment to fill the remainder of the vacant Board member’s term resulting from the resignation of Mr. Robert Hall. Applications were posted on the District website, and seven applications were received. All applications have been reviewed to verify residency in Trustee Area 3 and registered voter status, per California Education Code. The schedule for tonight’s interviews is attached; all interviews will be conducted in Public Session. The individuals seeking provisional appointment are: Ann-Marie Bjorkman, TimBen Boydston, Kenneth Dean, Noe Garcia, Cherise Moore, Hilary Schardein, and Teresa Todd. |
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| Vicki Engbrecht, Superintendent |
| Following candidate interviews to fill the vacant Governing Board seat, the Board will discuss candidates/interviews, as necessary, and cast votes for a final candidate. The results of all votes will be reported to the public. |
| Following interviews, discussion and balloting will take place to select the final candidate for the vacant Governing Board seat. The Oath of Office will be administered to the candidate selected this evening at the next Board Meeting on April 19, 2017. |
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| Select a candidate for the provisional appointment to the vacant Governing Board seat, and authorize staff to file notices required by Education Code 5092. |
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| 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. |
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| Dave Caldwell, Public Relations Officer |
| Chuck Champion, Publisher at Signal Multimedia, will present a proposal to put Strivecast cameras and equipment in each of the comprehensive high school gyms and football fields. |
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| Michael Otavka, Director of Facilities, Planning and Construction |
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Lundgren Management will give a presentation discussing the benefits of using a modular two-story classroom building at Hart High School.
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| Lundgren Management has compared the cost of building a traditionally built two-story classroom building to a two-story modular classroom building and has found that substantial savings are possible today by using a modular building. Staff, together with the architect, Flewelling & Moody, Lundgren Management, and school administration, has been working on a preliminary design for the building. Lundgren Management has prepared a presentation for the Board on the two-story modular classroom building. |
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| Hart High School Two Story Modular Presentation |
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| Erin Lillibridge, Chief Financial Officer |
| Authorize reimbursement of $3,741,711.33 in developer security payments due to receipt of special tax bond proceeds under Community Facilities District (CFD) No. 2015-1 Special Tax Bond Issuance. |
| The District entered into a Facilities Funding Agreement with Synergy-Brookfield LLC in June 2015, and formed CFD No. 2015-1 in July 2015 for the purpose of funding school facilities, as well as certain water, sewer, and flood control facilities, resulting from impacts of the Five Knolls development in Saugus. To mitigate school facility impacts, the District had been collecting the negotiated fair share mitigation payments as a security pending the completion of the CFD No. 2015-1 Special Tax Bond Issuance.
In February 2017, the District received $5.515 million in bond proceeds for school facilities under CFD No. 2015-1. Thereby, pursuant to the Facilities Funding Agreement, the District is now reimbursing the developer for all security payments paid to date totaling $3,741,711.33. |
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| Total reimbursement of $3,741,711.33 in developer security payments to be paid from the Capital Facilities Fund (25.0). These funds had previously been reserved in anticipation of this reimbursement pending the receipt of the CFD No. 2015-1 bond proceeds. |
| Authorize reimbursement of $3,741,711.33 in developer security payments due to the receipt of bond proceeds under CFD No. 2015-1 Special Tax Bond Issuance. |
| Developer Reimbursement Request |
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| Leigh Hansen, Director of Purchasing and Warehouse |
| Request authorization to award Project No. WM17-01A for waste management services to USA Waste of California, Inc. |
| The District issued a waste management services agreement to Consolidated Disposal Service, LLC, on January 4, 2014, for a three-year term with the ability to extend the contract for an additional two years. Based on the vendor’s proposed cost increases for a second term, staff determined it would be in the District’s best interest to issue a bid for waste management services, and the current agreement has entered into a month-to-month service arrangement.
The District received three contractor bids on February 28, 2017. The submitting contractor information and respective bids are attached. Staff recommends the District award the contract to the lowest responsible bidder, USA Waste of California, Inc., doing business as Waste Management.
The contract term is for three years, from April 1, 2017, to March 31, 2020, with an option to renew by written mutual consent, for one two-year period. The District, without need for cause, may terminate the agreement by providing thirty (30) days written notice of termination to the contractor. |
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| Estimated $185,233 per year to be paid from various District funds. |
| Approve the award of Project No. WM17-01A to USA Waste of California, Inc., for waste management services. |
Agreement for Waste Management Services
Bid Record WM17-01A |
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| Michael Otavka, Director of Facilities, Planning and Construction |
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Request approval of attached proposal from Flewelling & Moody for architectural services for Hart High School two-story modular classroom building, addition of two tennis courts, and related sitework.
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The District plans to purchase a two-story modular building to place on the Hart High School campus. The building will contain 22 classrooms, restrooms, stage rooms and a staff workroom. The project will also include the addition of two tennis courts. Flewelling & Moody is being retained to prepare Division of the State Architect (DSA) approved plans for the sitework (including the addition of the tennis courts) and enhancements to the modular building. Flewelling & Moody will also prepare a conceptual bid package for public bidding to modular building manufacturers.
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$558,200 plus $25,000 in reimbursable expenses from Measure SA (Fund 21).
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Approve attached proposal from Flewelling & Moody for architectural services for Hart High School two-story modular classroom building, addition of two tennis courts, and related sitework.
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| Flewelling & Moody Proposal |
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| 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. |
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| Michael Vierra, Assistant Superintendent, Human Resources |
| Personnel Report No. 16/17- 15 regarding certificated, non-certificated, classified and non-classified employees, and Workability Program. |
| Approve Personnel Report No. 16/17-15. |
| Personnel Report 16-17-15 |
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| David N. LeBarron, Director of Curriculum and Assessment |
| A textbook has been recommended for adoption for the 2017/18 school year. |
| myPerspectives – Publisher: Pearson – Author: Hiebert/ Gallagher/ Morrell/Cummins – Course Area: English – Grade: 9-12 – After reviewing three different publishers’ materials, the High School English Language Arts Materials Selection Committee recommends Pearson’s myPerspectives to be adopted for the upcoming school year. Among other options, this publisher stood out to our committee because of its up-to-date and interactive digital component, which is user friendly and customizable, the engaging and rigorous text selections, embedded grammar and writing, differentiation, and assessments that simulate the CAASPP. In particular, both teachers and students alike were extremely satisfied with the consumable textbooks; students enjoyed annotating directly on the books. myPerspectives is created so that each unit moves students from whole group, small group, and independent activities in order to keep the students engaged and to reinforce learning. Each unit is driven by an essential question that thematically connects all the texts within it, and each includes multi-genre texts, both fiction and non-fiction. Teachers appreciated the variety of genres and complex, rich texts. myPerspectives also includes integrated ELD instruction, as mandated by the ELA/ELD Framework, customized to support English learners to have access to the core content. Overall, teachers felt that myPerspectives equipped them with the appropriate tools to teach and meet the learning needs of all students. |
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| Funding from State Instructional Materials Funds. |
| Approve textbook, as referenced above, for public review. |
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| Mike Kuhlman, Assistant Superintendent, Educational Services |
| Instructors from Canyon High and Valencia High Schools, and a program specialist in the Administrative Center, are requesting authorization to travel out-of-state to attend educational events. |
| Dwayne Pine, Medical Assisting Instructor at Canyon High School, and Nadia Cotti, Program Specialist, Career and College Readiness, are requesting authorization to tour the Sam Houston Medical Training facilities in San Antonio, Texas, April 10-13, 2017.
Dennis Mifflin, Marketing and Web Development Instructor at Valencia High School, is requesting authorization to attend the International Society for Technology in Education’s Annual Conference in San Antonio, Texas, June 24-28, 2017. |
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| Travel, lodging, and meal expenses for Dwayne Pine and Nadia Cotti to tour the Sam Houston Medical Training facilities in San Antonio, Texas, April 10-13, 2017, will be covered by the U.S. Army, and minor incidental expenses will be paid from ROP funds.
All expenses for Dennis Mifflin to attend the International Society for Technology in Education’s Annual Conference in San Antonio, Texas, June 24-28, 2017, will be paid through the Career Technical Education Incentive Grant. |
| Authorize Dwayne Pine and Nadia Cotti to tour the Sam Houston Medical Training facilities in San Antonio, Texas, April 10-13, 2017; and authorize Dennis Mifflin to attend the International Society for Technology in Education’s Annual Conference in San Antonio, Texas, June 24-28, 2017. |
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| Vicki Engbrecht, Superintendent |
| Approve overnight/out-of-state student trip requests from Saugus High School (Dance Team, Jazz/Women’s/Concert Choir), Valencia High School (Distributive Education Club of America (DECA)), and West Ranch High School (Boys Varsity Volleyball, Junior Statesmen of America (JSA)). |
| The submitted trip requests have been reviewed and meet all requirements established by Board Policy and Administrative Regulation 3541.1. Trip requests signed by Saugus High School Principal Bill Bolde, Valencia High School Principal John Costanzo, and West Ranch High School Principal Mark Crawford are attached. |
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| Approve trips: SHS Dance Team, Long Beach, 3/30-4/2/17; SHS Jazz/Women’s/Concert Choir, Anaheim, 5/5-7/17; VHS DECA, Anaheim, 4/25-30/17; WRHS Boys Varsity Volleyball, Santa Barbara, 4/21-22/17; WRHS JSA, Irvine, 4/22-23/17. |
| Trip Approvals for 3-29-17 Board Meeting |
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| Vicki Engbrecht, Superintendent |
| Approve ratification of overnight/out-of-state student trip request from Saugus High School (Dance Team). |
| The submitted trip request has been reviewed and meets all requirements established by Board Policy and Administrative Regulation 3541.1. A trip request signed by Saugus High School Principal Bill Bolde is attached. |
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| Approve trip: SHS Dance Team, Long Beach, 3/17-19/17. |
| Ratification of Trip Request for 3-29-17 Board |
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| Erin Lillibridge, Chief Financial Officer |
| Ratify agreement with American Fidelity Administrative Services, LLC, for Affordable Care Act-related employee time and eligibility tracking services, as well as employer reporting services. |
| The Affordable Care Act (ACA) requires large employers (defined as having 50 or more full-time employees) to offer adequate and affordable health care coverage to substantially all full-time employees. Consistent with this requirement, the Internal Revenue Service (IRS) also requires employers file information returns and provide statements to full-time employees (defined as working an average 30 hours per week) about the health insurance coverage the employer offered during each calendar year.
The District currently works with American Fidelity Administrative Services, LLC (AFAS) for both its ACA-related employee time and eligibility tracking service, as well as its employer reporting service. The District uses the time and eligibility tracking service for tracking, monitoring, and reporting hours worked by employees for ACA compliance purposes. The employee reporting service provides for the generation of IRS 1094 and 1095 Forms. |
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| Estimated total cost of $28,151 in 2016/17 to be paid from the General Fund (01.0) as follows:
Time and Eligibility Services: $20,506 (assuming 2,868 total employees at $7.20 per year or $0.60 per month per employee)
Employer Reporting Services: $7,645 (assuming 1,900 full-time, reportable employees at $3.50 per employee return, plus $995 annual fee) |
| Ratify agreement with American Fidelity Administrative Services, LLC, for ACA employee time and eligibility tracking and employer reporting services. |
| American Fidelity Agreement |
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| Leigh Hansen, Director of Purchasing and Warehouse |
| Approve agreement with Prudential Overall Supply for uniforms and related services. |
| In April 2016, the Fiscal Crisis & Management Assistance Team (FCMAT) completed a review of the District’s maintenance, operations, and grounds (M&O) programs. In addition to other recommendations, FCMAT staff noted that M&O staff did not regularly wear uniforms and identification badges. The review noted that uniforms provide a common identity among line staff, and aid in identification both during routine operations and emergency situations.
In September 2016, staff issued a request for quotes for a weekly uniform rental program and related services for District employees in M&O, Transportation, and Warehouse. The program includes garments for both permanent and substitute employees with the District’s identifying logo, as well as towels and floor mats.
The District received six contractor quotes. The submitting contractor information and respective quotes are attached. Staff recommends the District award the contract to the company providing the lowest quote and most closely meeting the District’s needs, Prudential Overall Supply (Prudential). Prudential will deliver garments on a weekly basis to each District location after inspecting for any necessary repairs or replacements. The garments will be pressed, barcoded, and scanned to ensure a record of each delivery.
The contract term is for three years beginning from the effective date, with the option to renew for two, one-year extensions. The agreement also provides for a termination for convenience with a 30-day written notice.
The Prudential agreement will serve approximately 145 permanent employees and 52 substitute employees, and replaces a current annual purchase order with UniFirst Corporation serving only Transportation Department employees. |
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| Estimated weekly cost of $417.47 or $21,708 annually to be paid from the General Fund (01.0). Total annual impact to the General Fund is estimated at $9,324 (termination of current Transportation Department service costs generates savings of $238.15 per week or $12,384 annually). |
| Approve the Rental Service Agreement and the Amendment to the Rental Service Agreement for uniforms and related services with Prudential Overall Supply for all M&O, Transportation and Warehouse employees. |
Amendment to Service Agreement
Quote Record
Rental Service Agreement |
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| Mariane Doyle, Ph.D., Director or Career Technical Education |
| The Basic Services Agreement between SCCCD and William S. Hart Union High School District will provide funding for bus transportation for students and teachers from Golden Valley High School to College of the Canyons Valencia campus, and back. This agreement allows the students from Golden Valley High School to attend an Education Pathway Presentation on March 17, 2017, and the 2017 Educational Leadership Conference on May 19, 2017, at College of the Canyons. |
| Approximately $1,500 from SCCCD to cover the cost of transporting students to and from the College of the Canyons Valencia campus. |
| Ratification of Basic Services Agreement Between Santa Clarita Community College District and William S. Hart Union High School District to provide funding for bus transportation for continuing education field trips. |
| Basic Services Agreement |
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| Carle Manley, Director of Maintenance and Operations |
| Ratify agreement with Eagle One Protection for security alarm monitoring services at the District Copy Center (DCC). |
| In October 2016, the District contracted with a new vendor, American Business Machines (ABM), for copier and printing services. The District recently installed security cameras and an alarm system at the DCC to protect ABM staff and equipment.
The agreement with Eagle One Protection provides the monitoring services for the security equipment installed at the DCC, including notification to responsible ABM and District staff and local law enforcement. The term is for twelve (12) months from the day test signals are first transmitted to the monitoring facility, and will automatically renew for a consecutive 12 month term unless either party terminates in writing no less than 30 days prior to the term’s expiration. |
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| One-time connection fee of $686 plus a monthly fee of $35 per month ($420 per year) paid quarterly from the General Fund (01.0). |
| Ratify agreement for security system monitoring services with Eagle One Protection for the District Copy Center. |
| Eagle One Protection Agreement |
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| Mike Otavka, Director of Facilities |
| Accept Notices of Completion for Project Nos. 4099901-01 to 4099901-10 (excluding 4099901-04) for the Shade Structure Installation project at various school sites and authorize retention release to Shade Structures, Inc. |
| Notices of Completion have been prepared for the Governing Board’s consideration for the following construction contracts:
Shade Structures, Inc.
General Construction
4099901-01 Golden Valley High School
4099901-02 West Ranch High School
4099901-03 Saugus High School
4099901-05 Sierra Vista Junior High School
4099901-06 Canyon High School
4099901-07 Bowman High School
4099901-08 La Mesa Junior High School
4099901-09 Placerita Junior High School
4099901-10 Sequoia School
Staff requests the Governing Board accept these projects as complete and release the funds (5 percent) previously retained per contract specifications. |
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| Accept Notices of Completion for the Shade Structure Installation projects (Nos. 4099901-01 to 4099901-10, excluding 4099901-04) at various school sites and authorize retention release to Shade Structures, Inc. |
NOC Bowman Shade structure
NOC Canyon Shade Structure
NOC Golden Valley Shade Structure
NOC La Mesa Shade Structure
NOC Placerita Shade Structure
NOC Saugus Shade Structure
NOC Sequoia Shade Structure
NOC Sierra Vista Shade Structure
NOC West Ranch Shade Structure |
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| This Closed Session will be used as an extension of II. First Closed Session, if needed. |
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| 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. |
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Published: March 24, 2017, 3:23 PM
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