June 20, 2017

The Board Report highlights action items from the meetings of the Palo Alto Unified School District (PAUSD) Board of Education (BOE).  This electronic publication is intended to be a brief and timely reference for PAUSD stakeholders to the Board actions. Please visit the Board Meetings and Materials section where you can find the presentations and documents attached to each item.  The two student Board members have preferential vote, which are recorded in the minutes. 

Action Items from the June 6, 2017, Regular Board Meeting:

3. Approval of Consent Calendar

These items are considered routine and will be approved in one action without discussion.  If a Board member requests an item be removed from the Calendar or a citizen wishes to speak to an item, it is considered under Action Items.  

A. Approval of Consent Calendar
Recommendation for the Board to approve all items of the Consent Calendar as presented or amended.

B. Certificated Personnel Items
Recommendation for the Board to approve the certificated personnel actions as presented. 

C. Classified Personnel Items
Recommendation for the Board to approve the classified personnel actions as presented.

D. Approval of Minutes
Recommendation for the Board to approve the minutes for September 27, 2016, special meeting.

E. Approval of Minutes
Recommendation for the Board to approve the minutes for April 18, 2017, regular meeting.

F. Approval of Minutes
​Recommendation for the Board to approve the minutes for May 9, 2017, regular meeting.

G. Approval of Minutes
​Recommendation for the Board to approve the minutes for May 23, 2017, regular meeting.

H. Approval of Warrants and Purchase Orders
Recommendation for the Board to approve the warrants and purchase orders for May 2017 as presented.

I. Authorization to Award Contracts for Inspector of Record and Construction Management Services for the Palo Alto High School Library Renovation Project
Recommendation for the Board approve awarding a contract to Construction Inspection Services, Inc. (CIS) and to fs3|Hodges.

J. Resolution No. 2016-17.13: Resolution Requesting the Board of Supervisors of the County of Santa Clara to Establish the Tax Rate for Bonds of the Palo Alto Unified School District Expected to be Sold During the Fiscal Year 2017-18, and Authorizing Necessary Actions in Connection Therewith
Recommendation for the Board approve Resolution No. 2016-17.13. This item was discussed at the May 23, 2017, regular Board meeting.

K. Authorization to Transfer $562,663 from the Paly Reserve to the Paly Athletic Center Project
Recommendation for the Board to approve the transfer of $562,663 from the Paly Reserve to the Paly Athletic Center Project. 

L. Movement of Budgeted Funds to the Change Order Allowance for the Paly Athletic Center
Recommendation for the Board of Education approve three moves of funds in the Paly Athletic Center Budget to the project Change Order Contingency.

M. Extension of the Following Site Leases 1. The Lease of the Garland Site to Stratford Schools 2. The Lease of the 525 San Antonio Site to Athena Academy
Recommendation for the Board to approve a five-year lease for the Garland site and a one-year extension in the current lease for 525 San Antonio.

N. Student Nutrition Services Consultant Contract for 2017-18
Recommendation for the Board to approve awarding the food service management and consulting contract to Sodexo for 2017-18.

O. Escondido Elementary School Students International Field Trip to Mexico
Recommendation for the Board to approve the proposed international field trip to Mexico for Escondido Elementary School students.

P. Annual Request to Submit an Application for Consolidated Categorical Aid
Recommendation for the Board to approve the request to submit an application for Consolidated Categorical Aid, Part I, June 30, 2017.

Q. Gunn High School Students International Field Trip to Germany, France, Austria, Switzerland
Recommendation for the Board to approve the proposed international field trip for Gunn High School students.

Outcome: The Board voted 5-0 approving the Consent Calendar with the exception of item D, F, and G, which were pulled and moved to be discussed later in the evening. 

6. Action/ Discussion/ Information Items
A. Presentation of Secondary Single Plan for Student Achievement (SPSA)PAUSD's Secondary Principals During their Presentation to the Board of Education

Staff presented to the Board the Single Plan for Student Achievement (SPSA) for the secondary schools. The SPSA document representseach school's improvement process and is developed through reviewing site specific data reflective of student achievement.

Outcome: The Board voted 5-0 approving this item. 

B. Sexual Health Education

The California Healthy Youth Act (California Education Code Sections 51930-51939), which was approved in October of 2015 and took effect in January of 2016, requires all California school districts to provide comprehensive sexuality education at least once in middle school and at least once in high school. PAUSD contracted with Health Connected, a Bay Area based non-profit organization that has a long history with many school districts in California. PAUSD uses the Health Connected supplemental materials in grade 5 (Puberty Talk), grade 7 (Teen Talk), and high school (Teen Talk High School). Following PAUSD's first full year of implementation, staff has several recommendations:

  1. PAUSD teachers receive training in teaching the required materials in phases, following the timeline of the initial plan which includes co-teaching leading to coaching.
  2. We have sexual health education overseen by Student Services, specifically our District Nursing Team. Our District Nurses have been trained in Health Connected and have expertise in this area.
  3. We add information on the California Healthy Youth Act to our website for parents and the community (already in process).
  4. District staff will also make available clear opt-out guidance for sexual health lessons or activities, in multiple languages.  In May of 2017 a survey was given to assess the parental experience of the sexual health lessons delivered during the first year.  Survey results will be used to determine next steps or revisions to the planned implementation.  It is important to note that PAUSD is statutorily required to provide comprehensive sexual health instruction.
  5. We develop formal specific, detailed, informational presentations for parents and teachers regarding the content of sexual health instruction, materials from the Health Connected program, instructional methods, and statutory requirements of sexual health education.
  6. We provide parents with full access to all materials prior to delivery of instruction and allow parents to opt-out of sexual health instruction.  For parents who choose to opt-out, the district will provide a list of sexual health education resources.
  7. If the majority of the Board requests that the sexual health education program should be adopted under the processes outlined in BP 6161.1, staff is ready and willing to do so, though given the time required for a full curriculum adoption it is not likely a new program could be put in place for 2017-18.

Outcome: This item was for discussion only. It will come back to the Board for action at a future meeting. 

E. 2017-18 Budget Balancing Plan

The Board of Education reached consensus earlier in the evening to move this item up on the agenda in order for speakers in the audience to have the opportunity of addressing the Board earlier than previously scheduled. 

The Board continued its discussion to balance the budget for the 2017-18 school year. During this specific discussion, staff recommended to the Board to:

  1. Approve budget savings of $175,000 for 2017-18 from balancing student caseloads at the secondary schools.  
  2. Allocate up to $750,000 from the New School Fund in the General Fund reserve for teaching resources (more sections or teachers) to middle and high schools for the 2017-18 school year.
  3. Approve ongoing budget additions of $1,296,000 for 2017-18 as listed in Attachment B.
  4. Approve one-time budget additions of $435,000 for 2017-18 as listed in Attachment B.

Outcome: The Board voted 5-0 approving this item. 

M. Resolution for Classified Reduction of Service

The Board of Education reached consensus earlier in the evening to move this item up on the agenda in order for speakers in the audience to have the opportunity of addressing the Board earlier than previously scheduled. 

It was recommended to the Board to take action to approve the Resolution for Classified Reduction of Service.

Outcome: The Board voted 4-1 (Mr. Collins voted nay) approving the resolution. 

C. Proposed Calendar for Board of Education Meetings for 2017-18 School Year

Recommendation for the Board to approve the proposed calendar for Board of Education meetings for 2017-18 school year. 

Outcome: The Board voted 5-0 approving the calendar. 

D. Local Control Accountability Plan (LCAP)

The Board heard a presentation on the school district's Local Control Accountability Plan (LCAP). The LCAP is part of legislation on school funding and accountability, which was signed by the Governor in 2013.  

One of the intents of this legislation is to encourage greater conversation between school districts and the communities they serve.  In the case of Palo Alto Unified School District, many of the recommended steps were similar to the work the district has been doing as part of its Strategic Plan process.  These steps include annual surveys to measure student, staff, and parent/guardian sentiments and response to community input.  To the extent possible, the LCAP and district Strategic Plan process have been woven together.  

This is the fourth year of the LCAP process. Input was requested at several community meetings held throughout the school year at the District Office and various sites. All comments, feedback, and ideas were collected. Input from all stakeholders, the county, and the state, is incorporated in PAUSD’s Year plan.

Outcome: This item was for discussion only. The proposed LCAP will come back to the Board for approval at a future meeting as part of the Consent Calendar. 

F. Proposed PAUSD Budget for 2017-18; Resolution 2016-17.16, Year End Budget Transfer Authorization 2016-17; Resolution 2016-17.17, Budget Transfer of Funds for the Fiscal Year 2017-18; Resolution 2016-17.18, Interfund Borrowing Fiscal Year 2017-18: Staff will present the proposed budget for 2017-18.

The Board of Education discussed the following recommendations as presented by staff:

  1. Adopt the 2017-18 budget as presented.
  2. Approve the Resolution for Budget Transfer Authority for 2016-17 as presented. Each year, it is necessary to transfer budgets from one account to another in order to properly close the books for the fiscal year and to comply with the statutory requirement that no major budget category can be overspent when bills are paid. This activity takes place in the summer and on a short timeline. Routinely, this Board of Education, like other boards in the State, adopts a resolution delegating the authority to the Chief Business Officer to make these transfers. This resolution will continue the practice.
  3. Approve the Resolution for Budget Transfer Authority for 2017-18 as presented. Staff requests the Board of Education also extend this delegation of budget transfer authority to the Chief Business Officer in Fiscal Year 2017-18. 
  4. ​Approve the Resolution for Interfund Borrowing for 2017-18 as presented. Beginning in 2010-11, the County Office of Education added a requirement for districts related to interfund borrowing. In the past, if an individual fund was temporarily negative, the County Office of Education would still issue accounts payable and payroll checks as long as the district had sufficient money in its combined funds. Now, the County Office of Education is requiring an Interfund Borrowing resolution in order for them to issue checks out of a temporarily negative fund.

Outcome: This item was for discussion only. It will come back to the Board for action at a future meeting.

G. Design Update and Submittal to DSA for Addison Elementary School and Magical Bridge Playground Discussion

The Board discussed authorizing staff to submit the plans for the Addison Elementary School project to the Division of State Architect (DSA) for approval and the opportunity to apply to Santa Clara County for funds to match a grant to install a Magical Bridge Playground at Addison Elementary School. 

The Board previously approved the conceptual and schematic designs for the Addison Elementary School improvements. Gelfand Partners, the architects, has completed design development drawings, and is completing construction documents for the project. They are prepared to submit these plans to DSA for review and approval in July 2017. This project includes a new two-story administration and library building, and a renovation of the administration/library wing into four classrooms. The multipurpose building will also be replaced with a larger, modern facility. Site improvements will include an expansion of play space, redesign of the courtyard to expand usefulness to the adjacent classrooms, and there will be an additional alternate in the bid to provide a shade canopy at Building I to reduce the heat gain in those classrooms.

Since the approval of the original design, there is now interest regarding installing a Magical Bridge playground. This Magical Bridge installation would be financially separate from the initial anonymous donation.

The project is funded by a $1,330,000 donation from an anonymous donor to cover work through the bidding of the main project. The potential Magical Bridge installation would require $300,000 of District funds to match a $300,000 grant from the County.  The Magical Bridge finance would be separate from the main project donation.

Outcome: This item was for discussion only. It will come back to the Board for action at a future meeting. 

H. Hoover Elementary School Schematic Design Approval

The Board of Education was scheduled to discuss the schematic design for Hoover Elementary School. The Board had previously approved the conceptual design, budget, and consultant agreements for the modernization and improvements at the school on January 10, 2017. 

The project will include a new administration, multipurpose, and library building to replace the existing buildings. In addition, two smaller buildings are proposed to house classrooms, a new kindergarten classroom, and a specialist area near the kindergarten wing. Site improvements will include an expansion of play fields, building a new courtyard to expand outdoor eating and gathering space, and new hardcourt space. One small change is that the two flex classrooms will now be housed in the existing upper wing, across from the multipurpose building. This will allow the flex rooms to support the multipurpose building as a green room, but also be supervised from the main play area.

The project budget was approved at conceptual design in the amount of $23,000,000. The schematic design estimate is within the $16,689,898 construction budget for the project, after going through some value engineering with the architects and staff to reduce the cost of construction. However, current market conditions have resulted in recent bids coming in as much as 20-30% above estimates, and that if this trend continues, the project cost may be higher.

Upon approval of schematic design, Gelfand and Partners, the architects, will continue with design development and construction documents, and anticipates submitting those plans to the Division of the State Architect (DSA) in February 2018. Staff then plans to request authorization to bid in late 2018, and begin construction in early 2019. The project will be funded with Strong Schools Bond funds from the Hoover Elementary School project fund.

Outcome: The Board did not discuss this item. It was postponed to a future meeting. 

I. Approval of Two Resolutions: (1) No. 2016-17.14 Support of Applications for Eligibility Determination and Funding to Sign Applications and Associated Documents, and (2) No. 2016-17.15 Applications Received Beyond Bond Authority List.

The State Allocation Board requires submission of a number of documents in order to qualify for funding. Two of those documents are the following resolutions: (1) No. 2016-17.14 Support of Applications for Eligibility Determination and Funding to Sign Applications and Associated Documents, and (2) No. 2016-17.15 Applications Received Beyond Bond Authority List.

The Board was scheduled to discuss these two resolutions.

Outcome: The Board did not discuss this item. It was postponed to a future meeting. 

J. Authorization to Expend $195,000 to Maintain Smart Boards Projection Systems

The Board of Education was scheduled to discuss the recommendation to authorize the expenditure of $195,000 for replacement projectors for currently installed smart boards throughout the school district. 

Outcome: The Board did not discuss this item. It was postponed to a future meeting. 

K. Annual Authorization to Purchase School Site Technical Equipment

The Board of Education was scheduled to discuss the authorization for staff to purchase technology during the 2017-18 fiscal year from Apple Inc., Dell Marketing L.P., with the total amount not to exceed $1,200,000, and D&D Security in an amount not to exceed $100,000. Funding for this equipment will come from the Strong Schools Bond fund. The budget allocation is $1,200,000.

Outcome: The Board did not discuss this item. It was postponed to a future meeting.

L. Authorization to Contract for 2017-18 with fs3|Hodges for Bond Program Management Services

The Board was scheduled to discuss the recommendation to authorize staff to enter into a contract with fs3|Hodges in an amount not to exceed $677,840 for Bond Program Management in 2017-18.

Outcome: The Board did not discuss this item. It was postponed to a future meeting. 

N. Teaching Assignments for Departmentalized Subjects

The Board of Education discussed the recommendation to authorize eight teachers to teach in the departmentalized single subject areas as noted for 2017-18. 

Outcome: This item was for discussion only. It will come back to the Board at a future meeting as part of the Consent Calendar. 

Items Pulled from the Consent Calendar

At the start of the meeting, the Board voted to pull these items from the Consent Calendar. 

D. Approval of Minutes
Recommendation for the Board to approve the minutes for September 27, 2016, special meeting.

F. Approval of Minutes
​Recommendation for the Board to approve the minutes for May 9, 2017, regular meeting.

G. Approval of Minutes
​Recommendation for the Board to approve the minutes for May 23, 2017, regular meeting.

Outcome: The Board voted 3-0 (Mr. Collins and Ms. DiBrienza abstained) approving item D, the Board voted 5-0 approving item F after three corrections were made by Mr. Collins, and the Board voted 4-0 (Mr. Collins abstained) approving item G. 

The June 6, 2017, Regularly Scheduled BOE Meeting adjourned at 12:49 AM on Wednesday, June 7. The next Regular Board Meeting is scheduled for Tuesday, June 20, 2017.  Learn more in the Board Meetings and Materials section. 

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