Beverly Hills Unified School District
 
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Previous MeetingNovember 13, 2012 07:00 PMNext Meeting
Regular Board Meeting
Science & Technology Center/EDC
Beverly Hills High School
Beverly Hills, California 90212

 

  
Preliminary Information

CLOSED SESSION will take place at the Administrative Building.

OPEN SESSION will take place in the Science & Technology Center/EDC at Beverly Hills High School.

 

In compliance with the American with Disabilities Act, if you need special assistance, disability-related modifications or accommodations, including auxiliary aids or services, in order to participate in the public meetings of the District’s Governing Board, please contact the District Office. Notification 36 hours prior to the meeting will enable the District to make reasonable arrangements to ensure accommodation and accessibility to this meeting. Upon request, the District shall also make this agenda and all other public records associated with this meeting in appropriate alternative formats for persons with a disability.


(D) Discussion Item
(V) Can Vote
(C) Consent Item
I.  OPEN SESSION-5:00 P.M.   
II.  PUBLIC COMMENT   
Unfold III.  CLOSED SESSION-5:00 P.M.   
         
a. CONFERENCE WITH LEGAL COUNSEL-EXISTING LITIGATION (Subdivision (a) of Section 54956.9): Beverly Hills Unified School District v. Los Angeles County Metropolitan Transportation Authority (LASC Case No. BS 137606)     
         
b. CONFERENCE WITH LABOR NEGOTIATORS     
  Agency Representative: Dawnalyn Murakawa-Leopard
Employee Organizations: CSEA, BHEA-Certificated, BHEA-IA, BHEA-OTBS
         
c. EMPLOYEE DISCIPLINE/DISMISSAL/RELEASE     
         
d. CONFERENCE WITH LEGAL COUNSEL-ANTICIPATED LITIGATION Significant exposure to litigations pursuant to subdivision (b) of Section 54956.9: 1 Case     
         
e. CONFERENCE WITH LEGAL COUNSEL-EXISTING LITIGATION (Subdivision (a) of Section 54956.9): RE: Claudine Marshall v Beverly Hills USD/Chartwells (LASC Case No. BC 492354)     
IV.  OPEN SESSION-CALL TO ORDER-FLAG SALUTE-7:00 P.M.   
V.  APPROVAL OF THE AGENDA   
VI.  REPORT OF CLOSED SESSION ACTION   
VII.  AGENDA HEARING PERIOD/ADDRESSING THE BOARD   
Unfold VIII.  STAFF PRESENTATIONS   
         
a. PRESENTATION BY EL RODEO-BALLROOM DANCING     
         
b. CITIZENS' OVERSIGHT COMMITTEE BI-ANNUAL REPORT      (D)  
Unfold IX.  CONSENT CALENDAR*   
         
a. APPROVAL OF REGULAR BOARD MEETING MINUTES-OCTOBER 23, 2012      (C)  
         
b. APPROVAL OF SPECIAL BOARD MEETING MINUTES-OCTOBER 31, 2012      (C)  
         
c. CERTIFICATED PERSONNEL REPORT      (C)  
  Throughout the year there are changes to employee status due to many situations which include separations in employment, hiring of new staff, and changes in current status. It is the charge of the Human Resources Department to ensure the appropriate staffing of the schools. The individuals included on this report have completed all hiring processes and are ready to begin their employment with the Beverly Hills Unified School District should the Board approve their hiring.  All individuals are appropriately credentialled for the assignments for which they are being hired, and all positions are already included within the Board's approved budget, fall within restricted categorical funding categories, and/or are legally or contractually required positions.
         
d. CLASSIFIED PERSONNEL REPORT - A      (C)  
  Throughout the year there are changes to employee status due to many situations which include separations in employment, hiring of new staff, and changes in current status. It is the charge of the Human Resources Department to ensure the appropriate staffing of the schools. The individuals included on this report have completed all hiring process and are ready to begin their employment with the Beverly Hills Unified School District should the Board approve their hiring.  All positions are already included within the Board's approved budget, fall within restricted categorical funding categories, and/or are legally or contractually required positions.
         
e. CLASSIFIED PERSONNEL REPORT - B      (C)  
  Throughout the year there are changes to employee status due to many situations which include separations in employment, hiring of new staff, and changes in current status. It is the charge of the Human Resources Department to ensure the appropriate staffing of the schools. All positions are already included within the Board's approved budget, fall within restricted categorical funding categories, and/or are legally or contractually required positions.
         
f. APPROVAL OF WARRANT REGISTER #7 2012/13      (C)  
  Pursuant to Education Code 42630 et al, the district has issued warrants for salary, benefits, and voluntary deductions as well as payments for goods and services from approved purchase orders    and/or contracts.  Each warrant has been reviewed for proper documentation and is in accordance with the Education Code, Public Contract Code, and Board Policy.
         
g. RATIFICATION OF PURCHASE ORDERS #7 2012/13      (C)  
  The purchase orders have been issued for supplies, services, and equipment according to Board Policy, Education Code, and Public Contract code.  Each purchase order was reviewed for funding availability as well as quality and price. Purchase order total for this period was $1,236,543.02 from all funds.
         
h. CASH COLLECTION REPORT #6 FOR 2012/13      (C)  
  The district has received cash during the period of October 17th to November 2nd.  A detailed list has been included as part of this agenda item to reflect what cash has been collected by the district.  Cash collected is available for board approved expenditures and is tracked by type and source.
         
i. ACCEPTANCE OF MONETARY DONATIONS FOR BEVERLY HILLS HIGH SCHOOL IN THE AMOUNT OF $3,650 WITH APPROPRIATE BUDGET TRANSFERS TO RECORD REVENUE AND EXPENDITURES FOR THE EVERY 15 MINUTES PROGRAM      (C)  
  Pursuant to Board Policy 3290 the district has received three cash donations to benefit the Beverly Hills High School.  These donation will benefit the school site goals for the year for the Every 15 Minutes program.  

         
j. BHHS OUT-OF-COUNTY ACTIVITY: VARSITY BASKETBALL TOURNAMENT; DECEMBER 26-29, 2012; TORREY PINES, CA      (C)  
         
k. REQUEST TO DISCARD BHHS OBSOLETE ROP TEXTBOOKS      (C)  
  In compliance with Education Code Part 33, Chapter 4, Sections 60500, 60510, 60510.5, and 60530, school districts are authorized to discard obsolete instructional materials.
         
l. Approval - Roofing Work Proposal with TREMCO to Assist and Repair Roof Sampling Penetrations Needed to Support the AHERA (HAZMAT Survey) for the Beverly Hills High School.      (C)  
  During the board approved AHERA, HAZMAT Survey being conducted by the Ambient Environmental it is necessary to acquire 30 roof samples at the Beverly Hill High School site.  TREMCO is the district's current roof manufacturer and has provided the attached proposal to provide this service.  TREMCO will provide the samples and make the repairs necessary as not to impact the district's existing roof warranty.  Total cost for this service is $2,245 and will be funded by Measure E funds.
         
m. Approval - Repairs by ThyssenKrupp Elevator, Inc. for the Beverly Vista Passenger Elevator #1 as Cited by the State Ispectors.      (C)  
  The first attachment is the State Inspection results that cited several items that require repairs on the Beverly Vista Passenger Elevator #1.  The second attachment is a proposal for ThyssenKrupp to make the repairs at a cost of $1,572.00, recommend approval to be funded by the maintenance and/or general fund.  An extension past the November 8, 2012 due date has been submitted with the State until the repairs completed.  Recommend approval.
         
n. APPROVAL OF FILLING NOTICE OF COMPLETION FOR AIR CONDITIONING SOLUTIONS ON HAWTHORNE SOFT STARTER REPLACEMENT REPAIR      (C)  
  The Hawthorne School soft starter replacement repair that was approved on August 28, 2012 has been completed. Recommend the approval of filling the Notice of Completion with the County for Air Conditioning Solutions and the release of retention when the required time period has expired.
         
o. APPROVAL OF PROFESSIONAL SERVICES AGREEMENT: K-8 Dance Instruction      (C)  
  Over the course of the year, the District requires the services of consultants who provide a variety of services to the district under professional services agreements. At this time, the Board is asked to approve agreements for the following services: Dancing classrooms is currently a contractor with BHUSD and provides dance instruction to 5th grade students at El Rodeo during the fall semester.  With the approval of the Board of Education, Dancing Classrooms will expand their instruction to all 5th grade students during the spring semester at Beverly Vista, Hawthorne, and Horace Mann.
         
p. APPROVAL OF PROFESSIONAL SERVICES AGREEMENTS: Beverly Vista Elementary Science Instruction      (C)  
  Over the course of the year, the District requires the services of consultants who provide a variety of services to the district under professional services agreements. At this time, the Board is asked to approve agreements for the following services: Hightouch Hightech Inc. will provide science enrichment to Beverly Vista students grades 1-3.  The 60 minute lessons will primarily focus on hands-on discovery and technical literacy for students.
         
q. APPROVAL OF PROFESSIONAL SERVICES AGREEMENTS: BHHS Dance Company Lighting Designer      (C)  
  Over the course of the year, the District requires the services of consultants who provide a variety of services to the district under professional services agreements. At this time, the Board is asked to approve agreements for the following services: Grant Gorrell will provide technical and logistical assistance with lighting design for the BHHS Dance Company performances.
         
r. APPROVAL OF PROFESSIONAL SERVICES AGREEMENTS: Special Education Independent Evaluator      (C)  
  Over the course of the year, the District requires the services of consultants who provide a variety of services to the district under professional services agreements. At this time, the Board is asked to approve agreements for the following services: Upon request, Dr. John Stephenson will conduct independent neuropsychology evaluations for the special education department.
         
s. APPROVAL OF LISTED OBSOLETE ITEMS AND AUTHORIZATION FOR SALE AND/OR DISPOSAL      (C)  
  Pursuant Education Code Sections 17545-17546 and with the approval of the Board of Education, the district has the authority to sell, auction, donate, or otherwise dispose of owned furniture, equipment and/9or materials that are no longer needed, usable, or obsolete.  If the property identified is worth no more than $2,500 or insufficient value to defray the costs of arranging a sale, the property is of insufficient value to defray the costs of arranging a sale, the property may be sold, donated, or disposed of without advertising.

The total cost is less than $2,500 and has insufficient value to defray the cost of arranging a sale.
Unfold X.  REPORTS   
         
a. SUPERINTENDENT'S REPORT     
         
b. STUDENT BOARD MEMBER REPORT     
Unfold XI.  BUSINESS AND FINANCE   
         
a. REVISED AGREEMENT WITH CFS SOCAL, INC., DBA CHOICELUNCH      (D)  (V)  
  An amendment to the agreement with SoCal, Inc., DBA Choicelunch, is presented to the Board for approval.
Unfold XII.  HUMAN RESOURCES   
         
a. APPROVAL TO REPLACE A PLAYGROUND ASSISTANT      (D)  (V)  
  A playground assistant at Horace Mann School was recently promoted.  Playground assistants provide for student safety and supervision.  
         
b. APPROVAL TO REPLACE A LIBRARY TECHNICIAN      (D)  (V)  
  The Library Technician at Beverly Vista School has submitted his resignation effective January 2013.  Library Technicians staff the library and ensure that library and textbook functions continue when a K-8 Librarian is not present on campus.  
         
c. APPROVAL OF RESOLUTION REGARDING LAYOFF OF CLASSIFIED PERSONNEL      (D)  (V)  
  As a result of the termination of the District's agreement with Chartwells, and after an in-depth analysis of budgetary issues and the needs of the district, it has been determined that classified positions in the Food Services department should be eliminated or reduced due to lack of work and/or funds.
Unfold XIII.  PLANNING AND FACILITIES   
         
a. Approval - Design Services with Henrickson and Owen for the District Data Center will be Located at the Beverly Hills High School Building A.      (D)  (V)  
  The current Data Center at the district office is inadequate in several areas.  The attached proposal is the designed services needed to relocate the District Data Center to Building A at the Beverly Hills High School site.  This new Data Center will be design to have adequate; electrical, fiber connection, cooling and flexibility to support future additional hardware as needed by the district.  Costs is $54,000 plus reimbursables.  This design services meets the criteria of expenditure from bond funds and is recommended for approval to be funded by the Measure E bond funds.  
         
b. AUTHORIZATION FOR STAFF TO NEGOTIATE A CONTRACT WITH HARVEY ROSE ASSOCIATES FOR PROPOSITION 39 PERFORMANCE AUDIT FOR THE 2011/2012 FISCAL YEAR AND THE ABILITY TO EXTEND FOR TWO SUBSEQUENT YEARS BASED ON AN AGREED SCOPE WITH A NOT TO EXCEED LIMIT AS STATED IN THE PROPOSAL.      (D)  (V)  
  The successful passage of Measure E in November, 2009 under the guidelines of California Proposition 39 (California Constitution XIII, A, (b) (3)) required the school district to establish a Citizen's Oversight Committee (COC) and to provide for a financial and performance audit on an annual basis.  The COC uses staff information and the completed audits to review the program and communicate to the community, at least annually, how the program is operating and whether the district is using the bond funds as identified in the bond language. The district has complied with the annual requirements by issuing a contract for a financial and performance audit of the program by an independent source.  Traditionally, the district has used to same audit firm to provide both of these two audits.  

A performance audit provides reasonable assurance or conclusions based on an evaluation of sufficient and appropriate evidence of funds expenditures on specified projects listed in the proposition authorizing the sale of bonds. The performance audit should contribute to public accountability by enabling those charged with governance and oversight to improve program performance and operations, reduce costs and facilitate decision making by parties responsible to oversee or initiate corrective action.

In August, 2012 the Board of Education authorized staff to proceed with the Request for Proposal process for the Performance Audit based on the detailed scope.  The scope followed a true path for a performance review of the Measure E program to assist in strengthening it and making it more transparent.  The request for proposal was submitted to firms having previous performance audit experience under Proposition 39 with the desire to have construction, architectural, and engineering expertise as well as the financial audit background.    

Six proposals were received and reviewed by the Citizen's Oversight Committee Audit Sub-Committee and administrative staff on Friday, November 2nd and five firms were interviewed on Wednesday, November 7th.  The initial proposals ranged in quoted price from $28,950 (Vincenti Lloyd & Stutzman), $30,320 (Moss-Adams), $51,201 (Christy White Accountancy, )$69,500 (Harvey M. Rose Associates), $149,710 (Total School Solutions), and $597,500 (The PMI Group).    

The audit will be due by the 15th of February each year and will allow adequate review time with the district and audit committee.   Harvey M. Rose Associates representatives will be in attendance at the meeting to present their approach and respond to any questions.
         
c. AUTHORIZATION TO EXECUTE AN AGREEMENT WITH KEYGENT LLC FOR SERVICES AS FINANCIAL ADVISOR IN CONNECTION WITH THE DISTRICT'S CAPITAL IMPROVEMENT PROGRAM (MEASURE E)      (D)  (V)  
  Given the changing conditions in the financial markets, an independent financial advisor is essential to represent and advocate for the District and its taxpayers in relation to the measure E bond funds. Keygent LLC is a financial advisory firm with significant experience in both structuring and underwriting of California education bonds, as well as, a variety of municipal finance instruments.   As the result of the RFQ/Panel Interview and the district's selection process completed in June, 2011, they were the recommended firm selected out of the three that submitted their Statement of Qualifications (SOQ) to provide this service.  

The Business and Facility Departments are working closely to align the bond projects as they are approved by the Board of Education and to align the construction timelines with the necessary cash flows to project sufficient funds are available in a timely and most economical manner to meet the district needs. Keygent has continued to offer continued support in establishing the best approach to meet the needs of the district.
Unfold XIV.  PROFESSIONAL AND OFFICIAL BUSINESS   
         
a. PARCEL TAX FOR MARCH BALLOT      (D)  (V)  
  A vote is needed to give staff direction to establish a parcel tax.
XV.  OLD BUSINESS   
Unfold XVI.  PARKING LOT   
         
a. 1. Zero Based/Priority Budgeting (Dr. Goldberg) 2. Director of College Admissions (Dr. Goldberg) 3. District-wide security plan including a SRO level presence (Mr. Manaster) 4. Dedicated Middle School Social Studies and Science positions for each 6-8th (Mr. Margo) 5. Technology in classrooms (Mrs. Korbatov) 6. Foreign Language Road Map (Mr. Hall) 7. Elm Drive Property (Dr. Goldberg) 8. BHEF Endowment (Dr. Goldberg) 9. Revenue Generating Options (Mrs. Korbatov)      (D)  
XVII.  COMMUNICATION FROM THE BOARD MEMBERS   
Unfold XVIII.  FUTURE BOARD MEETINGS   
         
a. REGULAR BOARD MEETING-TUESDAY, NOVEMBER 27, 2012-7:00 PM-SALTER FAMILY THEATRE, BEVERLY HILLS HIGH SCHOOL     
         
b. ORGANIZATIONAL MEETING-TUESDAY, DECEMBER 11, 2012-5:00 PM-SALTER FAMILY THEATRE, BEVERLY HILLS HIGH SCHOOL     
XIX.  ADJOURNMENT   

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* Consent Items are considered routine and can be handled with one action since it is recommended that all items be approved unanimously.  Board members may request that any item be removed from the Consent Calendar and be considered separately.




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