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ACTON-AGUA DULCE UNIFIED SCHOOL DISTRICT " Regular Meeting of the Board of Trustees Acton, California MINUTES - Special Meeting Acton School Tuesday, February 24, 2009 The closed session portion of the Special Board meeting will begin at 6:00 p.m. The Board will open session portion of the Special Meeting at 7:00 p.m.
1.0 CALL TO ORDER - SPECIAL MEETING
1.1 Called to order by at 6:00 p.m.
2.0 ROLLCALL
2.1 Members present: Leona Sexton (President) Larry H. Layton (Vice President) Deborah S. Rocha (Clerk) Mark Distaso (Member) Ron Bird (Member) x X X X X Action 3.0 APPROVE/ADOPT AGENDA FOR SPECIAL MEETING It is recommended that the Board of Trustees adopt, as presented, the agenda for the Special Board Meeting of February 24, 2009. Action 4.0 PUBLIC PARTICIPATION AT BOARD MEETINGS The Public has a right to comment on any items on the closed session agenda. Members of the public will be permitted to comment on any other item within the Board's jurisdiction during section 10.0, Public Participation at Board Meetings. February 24, 2009
1 Action 5.0 ADJOURN TO CLOSED SESSION The Board will consider and may act on any of the closed-session matters listed in Agenda Item 16.0
6.0 RECONVENE SPECIAL MEETING Reconvene to Special Session at 7:00 p.m.
6.1 Pledge of Allegiance to the Flag led by: Ms. Mc Clendon
7.0 RECOGNITION VHS DECATHLON TEAM
7.1 The Board of Trustees would like to recognize the Vasquez High School Decathlon Team The Board recognized the Vasquez High School Decathlon Team and their accomplishments, by presenting award certificates to those that were present, Kerry Owens, Nick Loporchio, Josh Garcia, and Christina Mc Clendon. Other members of the team were, Richard Salceto, Nick Day, Chelsea Stuart, Paul Vasquez, and Molly Smith. Ms. Rocha wanted on the record that Terry Owens has created and generated a lot of materials on her own time and for the team. So, when we have our Budget Session, I'm going to ask that we put this as a priority because it's phenomenal the amount of success we have with the group of our kids, and I think it's important that we recognize it. I want to put this as one of the things we recognize and try to earmark some money. There has to be a grant somewhere where we can get some materials and get a stipend for this person that has logged in numerous hours for this team.
8.0 CONSENT AGENDA Action
8.1 It is recommended that the following Consent Agenda items be approved: Moved by Mr. Distaso Seconded by Mr. Bird Ayes_5_ (5,0,0) CM
8.2 Warrant Register Mr. Bird had one question regarding clarification for $21 ,000 purchase order. Ms. Buechner clarified that is was for fast forward program and was paid out of categorical. CM
8.3 Purchase Order Report #08-09.11 CM
8.4 Human Resources Report February 24, 2009
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9.0 BUSINESS AND FINANCIAL MANAGEMENT Action Enclosure
9.1 Budget Adjustment for 2008-2009 for 2nd Interim Report It is recommended that the Board approve the budget adjustments for 2008-2009 in accordance with the 2nCl Interim Report. Moved by Mr. Distaso Seconded by Mr. Layton Ayes_5_ (5,0,0)
Ms. Buechner presented her report for the first adjustment, prior to the Governor's approved budget. The second interim goes into effect the middle of next month. The preliminary numbers for the Title One and Special Ed from the Federal Government is about $500,000. Dr. Halperin stated that based on the information he has received, and he will probably confirm this in the next couple of days, the Federal Government had 30 days to get it to the states, once it was signed by President Obama, and the states then have 30 days to get it to the LEA. We are looking at about a 60 day period to get it into the accounts. Things were being reevaluated in a number of areas in regards to the recent State Budget being approved. There is more flexibility in the 2008-09 school year than in 2009-10 school year. There are adjustments we need to make and that is why these are very loose figures. The adjustments need to be accrued this year respective to what we can do next year. We have flexibility with the SIT Funding, with transportation, maintenance, categorical programs, and it can be moved into the General Funds. There is no flexibility with EIA money, it is restricted funding. Ms. Rocha asked if EIA money was available to deal with the Library at Vasquez High or not. And she would like to ask that it be put on the Agenda, as that is something we have talked about and the student group is working on that. And she would like a definitive answer on that as we move forward. Ms. Buechner will do some research and see if that is something we can spend it on. Dr. Halperin cautioned that we are still in limbo as to what we can and cannot use.
We can provide that information to you and then make a determination on the Budget Committee. Mr. Distaso asked about part of the reduction in the ending balance which included an amount of $175,000 outlay for the Aqua Dulce School project, as we had moved to allocate a total of $250,000. He did not understand the amount of $175,000 and needed clarification. Ms. Buechner responded that because of the timing of it, it was never put into an account number, but it was still in the bottom line numbers. She was trying to a little cautious, because she has to put together a second interim that shows two years out that we're positive, and didn't know if we could spend the $250,000 this year and thought maybe we could go into the next year. No news on the "snow" days, and school still ends on June 19, 2009. February 24, 2009
3 Action Enclosure
10.0
9.2 Amendment to contract for Services with Caldwell Flores Winters. Inc. It is recommended that the Board approve the amendment to the contract For Services with Caldwell Flores Winters, Inc. Moved by Mr. Layton Seconded by Mr. Distaso Ayes _ 4_ Noes _1_ (4,1,0)
Ms. Rocha wanted clarification where the contracts were with the two others, i.e. Flewelling and Moody, so that we don't double our work, and where are we with getting that resolved. Dr. Halperin advised that when he talked with Mr. Flores/Caldwell Flores he did not want to engage in the things we were currently active in. He wanted to start fresh, move on when the agreement is signed and focus on:
1. State Revenue that would come back beyond the bond, with State Aid, and 2. Look at the land swap, as there are some things we now have to do, i.e. new CEQUA and minor corrections to the deeds. We have to get a new engineer, as the one we had did not complete his work, and did not charge us because of this. There are just a few technicalities that we have to work through. A tremendous amount of discussion regarding matching funds and eligibility, how it works and that it only gives us a guideline. Concern was raised regarding the timeline and how do we "get in line" to assure we get money from the State before the money runs out. Dr. Halperin will look into getting this in the works. Mr. Layton asked who drafted the Amendment and was answered that our legal council drafted it. Mr. Layton felt that if our legal council drafted it, he would be in favor of it. Dr. Halperin responded that with regards to the 2% wanted by Caldwell Flores for their work on obtaining State funds of various kinds, our legal council said that 2% is not unreasonable.
PUBLIC PARTICIPATION AT BOARD MEETINGS None February 24, 2009
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11.0 BUSINESS AND FINANCIAL MANAGEMENT Information as of 02/09/09 Agua High Dulce Desert Meadowlark Vasquez Current Student Count Klnderqarten 44 68 First 50 62 Second 48 66 Third 55 66 Fourth 47 72
Fifth 49 95 Sixth 1 144 Seventh 157 Eighth 148 Ninth 127 Tenth 135
Eleventh 129 Twelfth 117 Other Programs Home School 1 Opportunity Proqram 27 Virtual Academy 61 Total 294 449 429 597 October-08 CBEDSCount Kindergarten 45 69 First 51 62 Second 47 64 Third 58 65 Fourth 50 70 Fifth 49 98 Sixth 1 149 Seventh 161 EiQhth 154 Ninth 137
Tenth 143 Eleventh 135 Twelfth 124 Home School Opportunity Program 35 Virtual Academy 42 Total 301 464 428 616 # Increase or Decrease SinceCBEDS -7 -15 +1 -19 February 24, 2009
5 Discussion
11.1 Posting of Advertisement on the VHS Gym Dr. Halperin was given direction to advertise it for sale. Discussion
11.2 Use of VHS Gym during inclement weather Need to have a directive as to where students will go in inclement weather, as the gym will no longer be available for use.
12.0 CORRESPONDENCE/PROPOSALS/REPORTS
12.1 Report by Superintendent Dr. Halperin asked that the Board bear with him, in regards to the Environmental Consultant regarding the hazardous materials at the site, as that is forthcoming. That is a requirement. Dr. Halperin reported that the State Fire Marshal, County, and local Fire Marshals, and a DSA representative were out at Vasquez High School on February 23, 2009. He stated that the new portables passed inspection, but the leased portables did not, and we are going to have to make some modifications.
This is where the Williams money comes into play. With regards to the gym, the Fire Marshal told the District to sell it. The Fire Marshal said it would not be open, it could not be used for storage, and it could not be used by students in inclement weather. The District was told to empty it of its contents, lock it, and sell it. No one can use the gym. This was a new Fire Marshal and there are possibly new, stricter laws in place. Dr. Halperin also reported that Caldwell Flores wanted to post the bond for pricing to the public by March 17, 2009. Dr. Halperin will call Caldwell Flores and have them out at the March 12,2009 meeting. There were points brought up that we do not even have an architect or an architectural conception of the new school and that the community needed to know what they are getting when the bonds go on sale.
12.2 Reports by Principals and Director of Business Services Mr. Jorgenson, Dean of Students at Vasquez High School, advised that during inclement weather, nearly all of the teachers open their classrooms to the students. He stated that we have tremendous support for our students from our staff, and he wanted to commend the staff on the work that they do. February 24, 2009
6 Mr. Shanefield reported: • Aqua Dulce School work completed: Painting of the curbs, water fountains repaired, cement bench in playground repaired, the ramp skirting around rooms 214 and 215 were replaced, and the cracked electrical outlet at room 216 and the lower restroom were all replaced. •
Our two new buses are on line now and have CH P approval and had taken one of the buses on a field trip to Bishop • Had a meeting with the Friends of the Park and discussed the CIF softball specs and the responsibilities on both sides. Ms. Buechner confirmed the bases and anchors for softball had been ordered and the park is responsible for installation. Ms. Rocha reiterated that we need to get back to Mr. Evans that we have them in our possession or what the status is, as he needed to know this week, so he could get them installed. Mr. Shanefield will contact him. Mr. Distaso inquired as to whether or not we had the scheduling issues worked out and was answered yes. Dr. Halperin stated, as a footnote, that any game we have, whether on or off the campus, school rules still go. Any discipline actions relative to the Park, school rules still are in effect, even after the game.
12.3 Reports by Employee Organizations
12.4 Report by Student Representative Ms. Mc Clendon reported: • Girl's soccer team is 22-0 going on to the third round of CIF, game on Thursday, February 26th, probably away, playing either St. Genevieve or Montebello, 3:00 p.m. • The swim team had record sign ups, 14 people • Parent information meeting 3/09/09 • Cheer Dance and Mascot tryouts 3/16 - 3/19/09 • March 17th and 18th_ Testing of 10th graders • Service Club currently working with Meadowlark and Agua Dulce School to go read to them for Literacy Week 3/09 - 3/13/09 • Library- partial set up during last week • Currently trying to get shelves here at Acton School • Book donations list out to the Country Journal and Acton-Agua Dulce News • High Desert- working to see what data base they used to document books
12.5 Communication with Town Councils No Report February 24, 2009
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12.6 Committee Reports Ms. Rocha reported that the Softball team is really excited about it and the Park committee was gracious enough to say that the date for opening was fine. The idea to establish a joint use agreement that would benefit everyone in our community was real clear that was a priority. Ms. Rocha recalled that the Friends of the Park did make it clear that they were only going to release one field. The JV will now play on the High Desert Varsity Field. Dr. Halperin will make sure the field at High Desert is ready for the JV game on March 7th• Education Committee Facilities Committee Budget Committee Creative Funding for Campus Improvements Committee District Master Plan Committee Joint Use Committee
12.7 Reports by Board Members Ms. Sexton, Enhancement Chair for the park, reported that The Friends of The Park were working on getting dugout benches right now. It is not defined as to what they are doing for the benches, but we have some ideas and in the next couple of days, she will know what we are doing. We are going to get benches on both sides.
12.8 Discussion by Board Members No Report February 24, 2009
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13.0 DISTRICT ORGANIZATION AND BOARD OPERATIONS
13.1 For Board Reference: Current District Committee Members Education Creative Funding for Campus Improvements David LeBarron Lisa Harmon Kathy Howald (Chair) (Chair) Deborah Jauregui- Lillian Smith Rocha Jean WriQht Facilities District Master Plan Ron Bird Tana Lampton Kathy Howald (Chair) Michael Hughes (Vice Chair) (Board Liaison) Mark Distaso Mike Foster Paul Sexton (Board Liaison) Curtis Garrick Sandy Madsen Cari McLane Deborah Jauregui-Rocha Budget Joint Use Committee Michael Hughes Mark Distaso Leona Sexton (Board Joanne Archer (Chair) (Board Liaison) Liaison) Cynthia Pattison Jacki Smith Gaylen Barlett Renee Godinez Scott Griffin Kathy Howald Mike Hughes John James Jim Jennings Lee Jennings Tim Jorgenson Charleen Klein Cory Lovers Cari McLane Bob Milewsky Dick Morris Vicky Moss Sharon Roberts Laura Skorich Lillian Smith Peg Spry (ALTERNATE) Barbara Stoner Kelly Teno Pam Wolter (ALTERNATE) Norm Hickling (Liason for supervisor Michael Antonovich
14.0 FUTURE AGENDA ITEMS RFQ for Architect Education Foundation Alignment of District Curriculum Formulation of Board Policy District Facility Planning Modernization Caldwell Flores Vasquez Library
15.0 CALENDAR March 12, 2009 Board Meeting, 7:30 P.M., Meadowlark School Board Meeting, 7:30 P.M., Meadowlark School March 26, 2009 April 9, 2009 April 13-17, 2009 Board Meeting, 7:30 P.M., Meadowlark School Spring Break, No School February 24, 2009
9 Action Action
16.0 CLOSED SESSION The Board will consider and may act on any of the following items in closed session. Any action taken in closed session will be reported in open session as required by law. Closed Session may be called at any time during a formal meeting by motion of the Board of Education for the purpose of discussing a personnel problem, a pupil problem, land purchase, consultation on a legal problem with an attorney, and with employee organizations in regard to salaries and/or fringe benefits. All formal action involving such matters must be made in an open meeting. A. Government Code section 54957:
1. Public Employee Discipline/Dismissal/Release/Reassignmentl Non-reelect a. Resolution 08.09.17 Release and Reassignment of Administrators. B. Employer/Employee Relations (With respect to every item of business to be discussed in closed session pursuant to Government Code Section 54957.6)
16.1 Report of Action Taken in Closed Session The Board will report any action taken in closed session as required by law. The Board took action on Resolution 08.09.17 Release and Reassignment of Administrators. Moved by Mr. Distaso Seconded by Mr. Layton Ayes_5_ (5,0,0)
17.0 ADJOURNMENT
17.1 The Special Meeting of the Board of Trustees adjourn at 8:55 p.m. Moved by Mr. Distaso Seconded by Mr. Layton Ayes_5_ (5,0,0) February 24, 2009
10 Respectfully submitted, Secretary to the Board President Vice President Clerk Member Member February 24, 2009
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