01-12-17 SPECIAL SCHOOL BOARD MEETING - Bond Workshop

SIMI VALLEY UNIFIED SCHOOL DISTRICT BOARD OF EDUCATION MINUTES OF THE SPECIAL BOARD MEETING and BOND WORKSHOP TUESDAY, JANUARY 12, 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: Scott Blough, Bob LaBelle, Eric Lundstrom, Dan White 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 SESSION The Board adjourned to closed session at 5:31 p.m. to conduct the following: 2.1. Conference with Labor Negotiators, pursuant to Government Code 54957.6; Designated District Negotiators, Dan Houghton and Ron Todo; Employee Organizations, SEA and CSEA CLOSED SESSION MSCU, White/Blough, (5/0), adjourned the closed session at 6:51 p.m. ADJOURNMENT Motion #106 Vote: Ayes: Blough, LaBelle, Lundstrom, White, Daniels Noes: None Absent: None Abstained: None RECONVENE The Board reconvened in City Hall Chambers at 6:55 p.m. for open session. OPEN SESSION Board President Blough reported the following action(s) taken in closed session: LABOR (2.1.) NO ACTION NEGOTIATIONS APPROVAL OF MSCU, White/Lundstrom, (5/0), the Board approved the agenda. THE AGENDA Motion #107 Vote: Ayes: Blough, LaBelle, Lundstrom, White, Daniels Noes: None Absent: None Abstained: None MINUTES MSCU, White/Lundstrom, the Board approved the Minutes of December 13, 2016 12-13-16 as presented. Motion #108 Vote: Ayes: Blough, LaBelle, Lundstrom, White, Daniels Noes: None Absent: None Abstained: None COMMUNICATIONS: PUBLIC Clerk of the Board Daniels reported that no blue card (individuals requesting to speak COMMENTS to the Board) was 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)

BOND WORKSHOP President Daniels convened the Bond Workshop at 6:55 p.m. Ron Todo, Associate Superintendent of Business & Facilities, led the workshop with the following C4 Bond Status topics: Measure X Implementation • Facilities Planning Principles – The Simi Valley Unified School District has a vested interest in continuing to upgrade and maintain facilities to provide a first rate education for all students. The majority of schools in Simi Valley were built in the 1960’s and are now 40-60 years old. While the district has maintained and upgraded the facilities through the years, there is still a need to improve, modernize, and enhance our campuses to meet the instructional demands for developing students who are college and career ready. Five areas of focus are driving how the Simi Valley Unified School District is moving forward with facilities planning into the future. These areas are representative of the principles that will be followed to efficiently and effectively use available funds to improve SVUSD’s campuses. • Site Master Planning – January Board – Architects approved by the Board; sample from Architects of Master Site Plans. Start with Secondary School; Process started a Hillside Middle School to model and start the process. Prioritize Elementary Schools, integrates District Facility Planning Principles, Educational Specifications and maintains consistency across schools. This will be a 12 to 15 year process. • Projects vs. Site Master Planning Implementation o Projects – No major impact to academic environment and/or function of the school site; allows for schools to experience site improvements form Measure X no matter where they are prioritized for implementation of a Master Site Plan; projects need to be within the scope of the District’s Facility Design Principles. o Examples – Curb Appeal Projects; safety (parking lots); program needs; replacement needs (HVAC, utilities, etc.); Non DSA; Principal/Site Requests • Bond Office Staff Structure for Measure X – Goal: Efficiency from Design to Project Development to Construction; increased Staffing: o Design Management, Project Management, Construction Management, Clerical, Consultants, and Staff Augmentations o Planning of Structure is in Process o Use of Technology Based Planning Resources • Next Steps - ICOC – applications accepted through Jan 31; Funding Mechanism prior to Measure X funding – By June; Board Input/Comments; March 14 – Bond Workshop #2 Pedro Avila, Director of Facilities & Planning, presented the following information: Five Principles • Strengthen Campus Learning Environments • Enhance classrooms \with spaces and furniture to achieve high levels of academic achievement • Create flexible and developmentally appropriate learning spaces, furniture and technology • Provide environments that promote collaborative collegial learning • Renovate facilities to address educational, career, extracurricular and athletic program needs

• Maintaining and Upgrading Technology • Ensure that infrastructure is up to date and meeting the demands of today’s technological requirements that enhance instruction • Provides technological tools that enhance instruction that promote a high quality education • Continued Modernization & Maintenance of Facilities • Repairs and upgrades for safety and accessibility • Replacement of aging HVAC, plumbing, electrical, window systems, flooring, etc. • Refreshment of finishes and furniture systems • Repair, upgrade, renew infrastructure and systems • Improve security features • Refreshment of landscaping, site gathering places and irrigation • Improve Utilization of Sites and Facilities • Cluster related programs and services • Create flexible, multi-purpose areas • Replace temporary aging building with permanent • Met community use needs • Community usage/pride/benefits • Improve Campus Identity and Appeal Renovations and Modernization • A renovation will repair, upgrade or improve an existing facility to accommodate flexible and developmentally appropriate learning spaces or repurpose the exiting space for new programs, such as: • Classrooms – furnishings, technology, casement storage, walls • Multi-Purpose Buildings – technology, walls, floors • Libraries and media centers – furnishings, technology walls floors • Gymnasiums and Sports Fields – equipment, play surfaces • Administration Offices – furnishings, technology , casement storage, wall floors • Modernizations • Safety and accessibility, technology systems and technology infrastructure, furniture systems, sustainability • New Construction • Where the portable classrooms represent 30% or more of the existing classroom space, the district will consider removal and replacement to provide permanent classroom spaces that can be designed for flexibility and future needs. • Where existing facilities are inadequate and aging, the district will consider demolition and the construction of new facilities. Site Improvements • The intent of the Site Improvement Facilities Planning Principle is to enhance the campus environment by defining and improving public and student gathering areas, outdoor zones for collaboration and learning, walkways, streetscapes, parking lots, campus identity and security. These elements are essential for the overall aesthetic of each school site for the development of an identity, social culture and learning environments that compliment and support academic and sports programs. • Over the years, with established customs and traditions, each campus has already defined existing Public Gathering Areas (graduations, student presentations, each with their own needs and functions that require maintenance and development because of the shared use by teachers, students and community organizations.

Each of these areas is in constant use every day of the week and throughout the year, community events, etc.), Academic zones and Sports and P.E. Zones • Classroom-interconnecting walkways, outdoor learning spaces and student social gathering areas for meals and P.E. • Administration Offices, Multi-Purpose Buildings and the outdoor community spaces that support afterschool activities and social events • Sports and P.E. Zones, Elementary schools - turf fields and play yards; Middle schools – turf fields, play yards, gymnasiums, locker rooms; High Schools – turf fields, play yards, gymnasiums, locker rooms and indoor recreation and training spaces, football stadiums, baseball fields and the interconnecting walkways and parking lots that support these functions for sports team competitions events. • Campus Perimeter/Curb Appeal – The edges of a campus should reflect the character and or history of the school, while providing for security of the students and staff. The perimeter walkways and gateways are vital to establish a connection with neighbors and the community at large. • Campus Main Entry/Access/Student Drop off & Pick up Zones – A Well-defined site can offer clear entry points for pedestrians and vehicle traffic. Where possible, students drop off and pick up zones can offer waiting and seating areas, bicycle storage and clear traffic lanes. • Pedestrian Walkways/ Corridors/Public Gathering Spaces – The interconnecting walkways between classrooms should be repaired or replaced where they are aging and in bad condition. At secondary schools, the main corridors connecting various zones should be clearly defined, well lit and attractive. Public gathering spaces should be easily accessible for students, families and the general public while attending school functions and evening events. • Campus Wayfinding Signage – At all schools, and especially at the larger secondary school sites, wayfinding means reaching a destination with clearly defined signs and maps that offer pedestrians direction and orientation. More than just a navigational aid, signs can express the character, culture and history of the school and the school district. Inspiring a sense of pride with identity. • An example of Royal High School Master Plan Dr. Peplinski acknowledged the ICOC oversight members that were in attendance and thanked them for their service. Discussion/Questions: Trustee White – • Project management; very strong reporting mechanism. DSA closeout issues. The board has the ability to discuss. Requires more oversight. To cover the planning part. • Inquired about the rate level factor. Ron Todo responded that funds are planned to be withdrawn every three years; the state has allocated matching funds of $11.5M (already in place); there could be as much as an additional $50M in state matching funds on future projects. • Suggested a living project list; that could be changed due to needs, economy, etc. He would like to see a list of requirements; early on (adequate input, for review and discussion). Mr. Todo asked for clarification of needs versus wants. Dr. Peplinski responded, staff has a list of what schools want by staff; district staff will add to the list of what schools would need in the future. Mr. Todo stated that the March 14 meeting will be a good time to further discuss what schools would need and review the current lists. • Stated he would like to see information on Technology and prefab buildings.

• Stated in regards to Staffing, he would like to see a liberal use of consultants in the beginning; allowing quick organization, saving money by identifying solutions that would have better value. Trustee Lundstrom – • Inquired if the $11M in the state reimbursement queue is on completed projects. Mr. Todo responded, yes. • Stated that mistakes made on the previous bond (i.e., tracking projects with detailed info, DSA delays) are not repeated. He wants information shared on a regular basis as well as a true master list, shared with the public. Ron Todo responded that with the new tracking systems (i.e., E-builder and the work order system) data collecting and sharing of information will be much better with the projects funded by Measure X. Trustee Blough • Inquired about the Master Plan per site (needs assessment). Ron Todo responded, the previous needs assessment stated $400M in funds would be needed; that included new furniture and deferred maintenance costs. The needs assessment document will be shared, as well as the new work order system will provide more data as the list of needs and wants are reviewed. • Concerned that PE Zones have expanded some of the sports on some campuses; would like to see community access points. Mr. Todo responded, facilities planning will look at community use and service (i.e., Hillside campus is utilized by soccer; the restrooms are on campus and there is no fence separating the campus from the fields; staff needs to look at how to meet the community needs in the future). • Concerned about increases staffing needs. Mr. Todo responded, increased staffing will make the work flow more efficient; staff is also aware of the ebb and flow of projects; there could be as many as 30-50 projects going on at one time. • Concerned about Deferred Maintenance on newly completed projects. Mr. Todo responded the Bond Funds cannot be used for deferred maintenance, but a deferred maintenance plan is important to maintain campuses. • Stated he would like to revisit best practices and the structure of the ICOC. Mr. Todo responded that the ICOC must meet certain requirements, and revisiting best practices can be done. Trustee LaBelle • Stated he is happy with the information provided by staff. Trustee Daniels – • Would like to see better planning of projects where there is no lapse is opportunities to keep projects going. Mr. Todo responded that he would like to develop a three year plan that would include $60M in ongoing projects. • Would like to see projects listed out that would use the balance of C4 Bond funds. Interested to include general and tree maintenance. Pedro Avila responded that he has a bid out for an annual service to maintain trees, which helps to improve curb appeal. ADJOURN President Daniels adjourned the workshop at 8:05 p.m. WORKSHOP ANNOUNCEMENTS 1. January 17, 2017 – Regular Board Meeting and Public Hearing; Closed Session,

5:30 pm, Open Session to follow immediately after Closed Session, City Hall, Council Chambers 2. January 31, 2017 – Special Board Meeting – Goals and Protocol; Closed Session, 5:30 pm, Open Session to follow immediately (approximately 7:00 p.m.) after Closed Session, City Hall, Council Chambers ADJOURNMENT MSCU, Blough/Lundstrom, (5/0), the meeting ended at 8:06 p.m. Motion #109 Approved on January 17, 2017 MSCU=Motion, Seconded, Carried, Unanimous ___________________________ ______________________________ Bill Daniels, Board President Dr. Jason Peplinski, Superintendent

# SIMI VALLEY UNIFIED SCHOOL DISTRICT

BOARD OF EDUCATION NOTICE OF SPECIAL BOARD MEETING and BOND WORKSHOP THURSDAY, JANUARY 12, 2017

Posted on January 9, 2017/Revision posted January 10, 2017

Closed Session: 5:30 – 6:00 p.m. Open Session: 6:00 – 7:30 p.m. (revised ending time) (Times are approximate and provided for convenience only)

Location: EDUCATIONAL SERVICES CENTER 875 E. Cochran Street, Simi Valley, CA 93065

The President of the Board of Education hereby calls a Special Meeting in accordance with Board Bylaw 9320, Education Code Section 35144 and Government Code Section 54956 to be held:

NOTICE: The School District accommodates individuals with disabilities. Forty-eight hour advance notice is required to meet special needs for public meetings. Upon written request, materials in alternate formats will be provided for individuals with disabilities. Please contact the Superintendent’s Office, 306-4500 X4002.

## AGENDA

## A. OPENING ACTIVITIES

1. CALL TO ORDER (Time: 5:30 p.m. \*Floyd Binns Room)

2. PUBLIC COMMENTS ON CLOSED SESSION Note: Public comments on Open Session Items may be given under Agenda sections E

2.1. Conference with Labor Negotiators, pursuant to Government Code 54957.6; Designated District Negotiators, Dan Houghton and Ron Todo; Employee Organizations, SEA and CSEA

3. 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

D. APPROVAL OF MINUTES ACTION

1. Approval of Minutes of the Special Board Meeting December 13, 2016 (roll-call-vote)

* * *

## E. COMMUNICATIONS

1. Public Comments: (at this point in the meeting visitors and employee organizations may address items that are not on the agenda)

## F. CONVENE BOND WORKSHOP

1. Remaining C4 Bond Funds 2. Measure X Implementation

## G. ADJOURN BOND WORKSHOP

## H. ANNOUNCEMENTS

1. January 17, 2017 – Regular Board Meeting and Public Hearing; Closed Session, 5:30 pm, Open Session to follow immediately after Closed Session, City Hall, Council Chambers

2. January 31, 2017 – Special Board Meeting – Goals and Protocol; Closed Session, 5:30 pm, Open Session to follow immediately after Closed Session, City Hall, Council Chambers

## L. ADJOURNMENT

* * *

## Simi Valley Unified School District

Measure X Bond Workshop January 12, 2017

## Topics

## C4 Bond Status

Measure X Implementation • Facilities Planning Principles • Site Master Planning • Projects vs. Site Master Planning Implementation • Bond Office Staff Structure for Measure X • Next Steps

* * *

## Facilities Planning Principles

• The Simi Valley Unified School District has a vested interest in continuing to upgrade and maintain facilities to provide a first rate education for all students. The majority of schools in Simi Valley were built in the 1960's and are now 40 to 60 years old. While the district has maintained and upgraded the facilities through the years, there is still a need to improve, modernize, and enhance our campuses to meet the instructional demands for developing students who are college and career ready. Five areas of focus are driving how the Simi Valley Unified School District is moving forward with facilities planning into the future. These areas are representative of the principles that will be followed to efficiently and effectively use available funds to improve SVUSD’s campuses.

## Site Master Planning

January Board – Architects Approved by Board • Samples from Architects of Master Site Plans Start with Secondary Schools • Process started at Hillside Middle School to model and start the process. Prioritize Elementary Schools Integrates District Facility Planning Principles, Educational Specifications and maintains consistency across schools. 12 to 15 Year Process