03-14-17 SVUSD Special School Board Meeting and Bond Workshop

SIMI VALLEY UNIFIED SCHOOL DISTRICT BOARD OF EDUCATION MINUTES OF THE SPECIAL BOARD MEETING and BOND WORKSHOP TUESDAY, MARCH 14, 2017 CALL TO ORDER The Special Board Meeting of the Board of Education was called to order by Trustee OPEN SESSION Daniels at 5:30 p.m., located at Educational Services Center, 875 E. Cochran Street, Simi Valley. PRESENT Board Members: Bill Daniels, Dan White, Scott Blough, Bob LaBelle, Eric Lundstrom Staff Members: Dr. Jason Peplinski, Superintendent Ron Todo, Associate Superintendent Dan Houghton, Assistant Superintendent Hani Youssef, Assistant Superintendent FLAG SALUTE The flag salute was led by President Daniels CLOSED President Daniels adjourned to closed session at 5:30 p.m. SESSION PUBLIC None COMMENT CLOSED The Board then conduct the following in closed session: SESSION 3.1. PUBLIC EMPLOYMENT MATTERS: The Board of Education will meet in closed session in accordance with provisions in Government Code Section 54957, Public Employment Matters - Consider an appointment of an Elementary Principal 3.2. PUBLIC EMPLOYMENT MATTERS: The Board of Education will meet in closed session in accordance with provisions in Government Code Section 54957, Public Employment Matters - Consider an appointment of a Middle School Assistant Principal 3.3. CONFERENCE WITH REAL PROPERTY NEGOTIATORS: The Board of Education will meet in closed session and conference with Real Property Negotiators, pursuant to Government Code § 54956.8; Property: 101 W. Cochran Street, Simi Valley, CA 93065; Agency Negotiators: Associate Superintendent Ron Todo and Special Consultant Joel Kirschenstein; Negotiating Party: Ron Feder, RJ Feder & Associates, Inc.; Under Negotiation: Price and Terms of Payment. CLOSED SESSION MSCU, White/Blough, (5/0), adjourned the closed session at 6:24 p.m. ADJOURNMENT Motion #150 Vote: Ayes: Blough, LaBelle, Lundstrom, White, Daniels Noes: None Absent: None Abstained: None RECONVENE The Board reconvened in City Hall Chambers at 6:33 p.m. for open session. OPEN SESSION Board President Blough reported the following action(s) taken in closed session:

EMPLOYMENT MSCU, LaBelle/Lundstrom, (5/0), the Board approved the appointment of MATTERS (3.1.) Shanda Weaver, as Principal of Knolls Elementary School fall of 2017. Motion #151 Vote: Ayes: Blough, LaBelle, Lundstrom, White, Daniels Noes: None Absent: None Abstained: None Shanda Weaver is so excited and thankful for the opportunity; as sad as it is to leave the Sinaloa family, it will be great to have a new family at Knolls. EMPLOYMENT MSCU, White/Lundstrom, (5/0), the Board approved the appointment of MATTERS (3.2.) Jennifer Conmay as Assistant Principal at Sinaloa Middle School. Motion #152 Vote: Ayes: Blough, LaBelle, Lundstrom, White, Daniels Noes: None Absent: None Abstained: None Ms. Conmay thanked the board for the opportunity. She stated it will be sad to lose Ms. Weaver, but very happy for her new opportunity. She looks forward to the continued work (including IM Program) at Sinaloa Middle School. REAL NO ACTION PROPERTY (3.3.) APPROVAL OF MSCU, Blough/White, (5/0), the Board approved the agenda. THE AGENDA Motion #153 Vote: Ayes: Blough, LaBelle, Lundstrom, White, Daniels Noes: None Absent: None Abstained: None MINUTES MSCU, Blough/Lundstrom, (5/0), the Board approved the Minutes of the Regular 02-21-17 Board Meeting on February 21, 2017 as presented. Motion #154 Vote: Ayes: Blough, LaBelle, Lundstrom, White, Daniels Noes: None Absent: None Abstained: None MINUTES MSCU, Lundstrom/Blough, (5/0), the Board approved the Minutes of the Special 02-23-17 Board Meeting on February 23, 2017 as presented. Motion #155 Vote: Ayes: Blough, LaBelle, Lundstrom, White, Daniels Noes: None Absent: None Abstained: None COMMUNICATIONS: PUBLIC Clerk of the Board White reported that 2 blue cards (individuals requesting to COMMENTS speak to the Board) were received. There were no yellow cards (individuals stating their opinion and not wanting to speak to the Board) received. At this point in the meeting visitors and employee organizations may address items that are NOT on the agenda. Matthew Baker addressed the Board about an incident on March 11 at Santa Susana High School. He stated he was asked to remove his hat by staff; he was not happy how the staff acted during and after the incident; he apologized that the situation escalated to the point it did; he suggested that the board look at the responses on his Facebook page; not happy that the police were involved; he is waiting for a response from the school principal and the district Superintendent. Jenniffer Jones, ICOC Member (C4Bond and Measure X), greeted the Board. She stated the ICOC for Measure X met for the first time on March 13. The next meeting will be held on August 14 at the District Offices; the public is welcome to attend.

ACTION CALENDAR: BUSINESS & FACILITIES FINANCIAL MSCU, Blough/LaBelle, (5/0), the Board of Education approved the filing and STATUS and positive Certification of Financial Status of the District – Second Interim 2nd INTERIM report. (1.1.) Mr. Todo shared the 2nd interim budget presentation with the Board: • Budget Development Cycle • Components of the Second Interim Report • Revenue • Expenditures – Combined Budget • Major Changes from 1st Interim • Ongoing vs. One Time (Second Interim) • General Fund – Fund Balance • Components of Ending Fund Balance • Components of Assigned Balance • Cash Flow • Updated Multi –Year Projection • Future Considerations/Assumptions • Looking to the future • Certification of “Positive” Financial Position Discussion/Remarks: Trustee White stated the 2nd Interim has the right amount of budget reserve (above $10M); Good Job! Trustee Daniels confirmed the assumed cost of employee pension. Mr. Todo stated approximately $2M for Pers and $3.5M for STRS Motion #156 Vote: Ayes: Blough, LaBelle, Lundstrom, White, Daniels Noes: None Absent: None Abstained: None INFORMATION CALENDAR: DISTRICT OF Information on a Proposed Resolution against Public School – District of Choice CHOICE (1.1.) for 2017 Discussion: Trustee Daniels inquired about the difference between District of Choice and School of Choice. Dr. Peplinski responded, District of Choice is represented by only a few districts in the state and the law will sunset this year; it impacts neighboring districts. Staff is working with districts and the state legislature to show support in letting the law sunset. This will not affect inter-district transfer permits or school of choice within our district. Trustee White supports staff. He agrees that School of Choice is good, District of Choice is bad.

Dr. Peplinski stated he wanted to clarify the academic standard; several of our schools outperformed the District of Choice this past year and demographic comparisons are not equal. BOND WORKSHOP President Daniels convened the Bond Workshop at 7:05 p.m. Mr. Todo shared the presentation with the Board: • AGENDA o Master Facility Planning Process o Prioritization Philosophy – Measure X o Prioritization List – Measure X o Measure X Initial Funds Use • Master facility Planning Process Presentation by Jay Tittle, Little Diversified o NTD and Studio Group acquired by Little Diversified o Charrette Process o International design and architecture • Prioritization Philosophy o Site Master Facility Planning o Projects • Reminder – Facility Planning Principals o Strengthen Campus Learning Environments o Maintaining and Upgrading Technology o Continued Modernization and Maintenance of Facilities o Improve Campus Identity and Appeal o Improve Utilization of Sites and Facilities • Prioritization List o Site Master Facility Planning – High Schools o Site Master Facility Planning – Middle Schools o Site Master Facility Planning – Elementary • Projects Outside of Master Planning o Security o Curb Appeal, Beautification o Classroom Renovations o Utility/Infrastructure Refresh o Technology Refresh Cycle • Initial Allotment Measure X o Pre Master Facility Planning Process o Project List items o Facility Master Planning Services o Prior C4 approved projects not able to be completed by August 31 o Threshold - $10 - $20 million (1/3 of initial Measure X Series) Discussion/Board Input Trustee White inquired about the charrette process. Mr. Tittle responded, the process involved 6-8 people working on a master plan in a condensed period of time; visible and engaging, and ultimately coming up with a solution; Little Diversified works with staff, at the school. Trustee White inquired, prior to the charrette process, what is the process; part of the process of gathering the data and understanding the needs. Mr. Todo responded, staff will use the Balfour Beatty needs assessment, the condition assessment is complete, and all data will be front loaded for the firm to start the process. Mr. Pedro Avila stated that in two months all schools sites will be complete, addressing each room, HVAC, asphalt, roofing, etc.)

Trustee White inquired of Mr. Tittle, how do you figure out costs (i.e., tear down, rebuild, refurbish, building that are enhanced) and make that assessment. Mr. Tittle responded that if it will cost 40% to enhance, it may be better to just replacement (with consideration of age of building, historic value, seismic issues). Trustee Daniels inquired about continually amending projected costs; over a long period of time priorities do change. Mr. Tittle responded, Master Plans are a living document; the plans and projects are always being reviewed as well as priorities do change, sometimes the funding can be an issue). Trustee White inquired about the cost for new construction? Mr. Tittle responded, it can vary on the type of building; a basic classroom - $200 sq. ft., a performing arts building - $500 sq. ft. i.e., hard costs, not inclusive of soft costs). Mr. Todo stated soft costs could be anywhere from 20-40% above the hard cost. Trustee White inquired if time and money are invested in pictures and design, staff could quickly spend too much on plans that may change; in regards to rebuilding, we would want to know if there is a standard building and what would it cost to replace buildings; also the knowing the ADA and certification process, and ADA threshold. Mr. Todo responded the State Architect is taking a more aggressive stance; there is more scrutiny of projects; in the future we need to evaluate existing buildings, and reconfiguration of plans to be compliant. Dr. Peplinski shared that a neighboring district purchased a $3M building and ended up costing $6.5M. Trustee White stated he would like to see comparisons to the implementation of SOLAR. Dr. Peplinski explained brochure picture do not show what was actually built. Trustee White inquired about prefab buildings and if we have those on our campuses. Mr. Avila responded, a few years ago, we replaced the old Apollo (Monte Vista) portables with modular, and also at Transportation. Utilizing a modular building is not a saving in costs, they do go up faster, but you don’t get the customization as you would in a new build. Trustee White asked if the Apollo-standard-classroom is of higher quality. Mr. Avila stated the Apollo prefabs are good for Apollo; you can buy the prefabs at different levels, lots of choices, you can get very high quality buildings. Mr. Avila stated that modular prefabs serve a purpose; he likes to see beautiful buildings at street level and more utilitarian buildings in the center of campuses. Trustee White asked what conditions are needed where a $3M gym stays a $3M gym. Mr. Avila responded the added constructional costs (earthquake, soil, filters installed to filter water as it drains into the drainage system, permits, lab fees, furniture, and equipment are considered soft costs) vary from site to site. Trustee White inquired which vendors are real; what was it bid for; is there a requirement that bids include soft costs. Mr. Todo stated, the main goal is how do we get to the point to make decisions to modernize a campus? Dr. Peplinski added, we have seen in the past few years the modular buildings can be beautiful buildings; staff will be diligent. Trustee White requested more information on modular buildings. Mr. Todo responded there will be more information after talking to people in Sacramento (end of March). Trustee Blough inquired if the age of a building will be considered. Mr. Todo responded, a building’s age would fall under “condition” of the building Trustee Blough inquired about Regulatory regulations. Mr. Todo stated, following DSA requirements, when applied to accessibility, adds costs.

Trustee Blough inquired about Apollo and Monte Vista. Mr. Todo responded, some project categories are not as extensive; as needs expand we can look at projects; at this time Monte Vista is not at full capacity. Trustee White and Trustee Lundstrom inquired about the vision for each school on the priority list (on the presentation). Mr. Avila stated, Valley View middle school has eleven (11) portables; should we put money into refurbishing the portables or just do a new build; we have to look at parking, drop off and pick up, where busses enter the campus, as well as securing the perimeter. Trustee White asked about prioritizing the schools. Mr. Avila stated staff is looking at High Schools and Middle Schools (which serve the largest number of students). Mr. Todo added, staff wants to go as fast as we can and at the same time we want to make sure we get the big picture. Trustee Blough inquired if all projects can be in conjunction. Mr. Todo responded that there will need to be some sort of prioritization for the first $60M. Trustee Blough inquired why we are not doing all schools at the same time. Dr. Peplinski stated projects are happening on many different campuses; the discussion is about prioritizing Master Facility planning. Trustee White stated, he would like to have the Bond Workshops at specific sites (i.e., RHS Boys’ Locker Room); making sure we are seeing what needs to be corrected. Mr. Todo responded that the Master Facility Process will include input form students, community members and staff, all part of the planning process. Trustee LaBelle stated if staff used the same modular building at four different sites; the architectural costs would be a fourth of the cost (which would mean staff would not over use the architect). Mr. Todo responded that the delay for the shade structure at Valley View was slower do to the soil conditions; every campus is different, agrees that architectural costs could be lower if using the same type of building. Trustee Lundstrom stated he likes the cost saving. Mr. Todo, agreed if we can use the same architectural design it may save money; and restating soft costs may vary from site to site. Mr. Todo stated the initial allotment of Measure X will be used for Pre Master Facility Planning; the DSA will take about 24-36 months to approve the project; staff predicts cash flow going on to meet our planning process. If the first allotment is delayed, staff can loan monies from another fund (i.e., developer fees, surplus property) or we can reimburse the general fund. Once Measure X allotment is received then funds can be repaid or reimbursed. Trustee White added, the district has never been at a point in funding where money can be spent to achieve value. Mr. Todo stated, staff knows we can spend the funds over the next year. Trustee White inquired if the June issuance will happen in June. Mr. Todo stated paperwork is needed by our tax attorney. Staff can not issue any contract without the funds to back it up, C4 projects will be funded once a contract has been sent out for bid. Trustee Lundstrom inquired about the reasoning why the shelter at Royal High School delay. Mr. Todo stated staff must wait for the California Geological approval. There are delays and some are ready for bid, and some have received bids. Trustee White inquired what items are held up. Mr. Todo explained if Measure X funds are available the projects will keep going, and we will not be slowed down on projects that are ready to go. Trustee White stated he has confidence in the future cash flows. Trustee Lundstrom appreciated the great spreadsheet of projects. He would like to know where we started and what percent of completion is each project. Mr. Todo stated, Jeff Kipp does a great job in producing the spreadsheet; utilizing both project and accounting management.

Trustee White inquired if the Board agrees to prioritize three schools: Simi Valley High School, Royal High School and Hillside Middle School. Trustee LaBelle agreed. Mr. Todo added that the goal would be to be ready to proceed in 24-36 months (pending funding, plans and approvals). Mr. White clarified that this prioritization would not hold up any other projects at specific schools that are being addressed. Trustee Blough stated he was not comfortable picking specific schools. Trustee LaBelle stated staff will look at all schools’ needs, but prioritize planning at the three suggested schools. Trustee White stated he wants to make sure staff identifies the worst problems. Trustee LaBelle stated the facilities used by the most K-12 students and the community should be prioritized. Dr. Peplinski stated all schools will not get done in the first 3 years; it will be a long process, some prioritization must be done (i.e., with direction from the board). Mr. Todo added, if you look at the list of projects all schools are involved. Trustee White asked Trustee Blough, if there are elementary schools in really bad shape, please share which schools really need help. Trustee Blough stated he relies on staff to make recommendations and he doesn’t have all the information he would need to make a decision. Trustee Blough also stated that he would not want staff working on a gym at a high school, when there was an elementary classroom without air conditioning. Dr. Peplinski stated if the Board agrees to start at the larger schools where 2200 students attend versus a smaller school with an enrollment of 240 students; more students and the community at large would benefit from prioritization. He further stated, it needs to be clear that major planning is a concern and all necessary work must be done. Trustee White stated the time factor is still unknown, staff may need to hire more project managers to keep all projects going at the same time. Trustee Blough stated, he is aware that there will be some trade-offs. He just wants to make sure all campuses are valued. Trustee LaBelle stated every school is going to be looked at, ongoing issues will be taken care of at the same time staff develops projects. Mr. Todo stated, the community needs to know that the goal is to make our schools top- notch; adding great value to the community. Trustee Lundstrom stated a site plan for every school is very important. Dr. Peplinski responded using C4 Bond funds, only pieces at each school were completed. Mr. Todo also responded, in defense of the C4 Bond, it paid for a lot of ADA compliance issues. Trustee White stated budgeting and planning become a huge issues. Mr. Todo agreed and stated that a lot was learned during the process of the C4 Bond. All the Trustees congratulated staff on the work that is being done. WORKSHOP President Daniels adjourned the Bond Workshop at 8:40 p.m. ADJOURNMENT ANNOUNCEMENTS 1. March 16, 2017 - Real Property Sub Committee Meeting; Educational Service Center - 6:00 pm

2. March 21, 2017 – Regular Board Meeting; Closed Session, 5:30 pm, Open Session to follow immediately after Closed Session, City Hall, Council Chambers ADJOURNMENT MSCU, Blough/Lundstrom, (5/0), President Daniels adjourned the meeting at 8:45p.m. Motion #157 Vote: Ayes: Blough, LaBelle, Lundstrom, White, Daniels Noes: None Absent: None Abstained: None Approved on March 21, 2017 MSCU=Motion, Seconded, Carried, Unanimous ___________________________ ______________________________ Bill Daniels, Board President Dr. Jason Peplinski, Superintendent

P L E A S E P O S T

SIMI VALLEY UNIFIED SCHOOL DISTRICT

BOARD OF EDUCATION AGENDA

Date: TUESDAY, MARCH 14, 2017

Closed Session: 5:30 pm

Regular Session: Immediately following Closed Session

Public Hearing: None

Location: SIMI VALLEY CITY HALL - COUNCIL CHAMBERS

2929 Tapo Canyon Road, Simi Valley, CA 93063

SPECIAL BOARD MEETING & BOND WORKSHOP

NOTICE: Regular meetings of the Board of Education are held monthly in the City Hall Council Chambers during the months of August through June. The meetings are scheduled on Tuesday evenings. The Board may meet in closed session to consider items in Agenda Section A1.

The narrative agenda for regular Board meetings is posted 72 hours prior to the meeting, 24 hours prior to a special Board meeting, and ten days prior to a public hearing on the web at http://www.simivalleyusd.org at the entrance to the District Office Educational Services Center and all school sites. Individuals may contact the Superintendent's Office at 805-306-4500 X4002 or visit during business office hours to review agenda materials prior to a meeting. Forty-eight hour advance notice is required to meet special needs for individuals with disabilities and, upon written request, materials in alternative formats will be provided for public meetings.

A.

OPENING ACTIVITIES

1.

CALL TO ORDER (Time: Approximately 5:30 p.m.)

2.

Public COMMENTS on CLOSED SESSION Note: Public comments on Open Session Items may be given under Agenda sections F and G)

3.

ADJOURN TO CLOSED SESSION

3.1.

PUBLIC EMPLOYMENT MATTERS: The Board of Education will meet in closed session in accordance with provisions in Government Code §54957, Public Employment Matters - Consider an appointment of an Elementary Principal

3.2.

PUBLIC EMPLOYMENT MATTERS: The Board of Education will meet in closed session in accordance with provisions in Government Code §54957, Public Employment Matters - Consider an appointment of a Middle School Assistant Principal

3.3.

CONFERENCE WITH REAL PROPERTY NEGOTIATORS: The Board of Education will meet in closed session and conference with Real Property Negotiators, pursuant to Government Code § 54956.8; Property: 101 W. Cochran Street, Simi Valley, CA 93065; Agency Negotiators: Associate Superintendent Ron Todo and Special Consultant Joel Kirschenstein; Negotiating Party: Ron Feder, RJ Feder & Associates, Inc.; Under Negotiation: Price and Terms of Payment.

4.

RECESS AND RECONVENE TO OPEN SESSION

B.

CALL TO ORDER REGULAR MEETING (Time: following Closed Session)

1.

Flag Salute

2.

The Board President will report any action taken in closed session.

C.

APPROVAL OF THE AGENDA (ACTION)

ACTION: roll-call-vote

D.

APPROVAL OF MINUTES (ACTION roll-call-vote)

1.