December 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 May 9, 2017, Regular BOE 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 Warrants and Purchase Orders
Recommendation for the Board to approve the warrants and purchase orders for April 2017 as presented

E. Approval of Minutes
Recommendation for the Board to approve the minutes for the July 13, 2016, Special Board Meeting

F. Approval of Minutes
​Recommendation for the Board to approve the minutes for the August 11, 2016, Special Board Meeting 

G. Approval of Minutes
Recommendation for the Board to approve the minutes for the September 13, 2016, Special Board Meeting

H. Approval of Minutes
Recommendation for the Board to approve the minutes for the September 13, 2016, Regular Board Meeting 

I. Approval of Minutes
Recommendation for the Board to approve the minutes for the January 17, 2017, Special Meeting 

J. Approval of Minutes
​Recommendation for the Board to approve the minutes for the January 23, 2017, Special Meeting 

K. Approval of Minutes
​Recommendation for the Board to approve the minutes for the February 28, 2017, Special Meeting

L. Approval of Minutes
​Recommendation for the Board to approve the minutes for the March 7, 2017, Special Meeting, Budget 

M. Approval of Minutes
​Recommendation for the Board to approve the minutes for the March 7, 2017, Special Meeting, Renaming 

N. Approval of Minutes
​Recommendation for the Board to approve the minutes for the March 28, 2017, Regular Meeting

O. Gunn High School Students International Field Trip to Ireland
​Recommendation for the Board to approve the proposed international field trip to Ireland for Gunn High School students

P. Authorization to Extend Dark Optical Fiber Backbone License Agreement
Recommendation for the Board to authorize staff to extend the existing contract with the City of Palo Alto for dark fiber for an additional five-year term 

Outcome: The Board voted 5-0 approving the Consent Calendar with the exception of items E-K, which were pulled. These seven items were moved to be discussed at the end of the meeting. 

5. Action/Discussion/Information Items
A. Elementary Math Curriculum

The Board discussed the Elementary Math Pilot Adoption Committee's recommendation for curriculum and supplemental materials. 

  • Core Curriculum Material for PK-5: Bridges in Mathematics 2nd Edition
  • ​Supplemental Materials for Spanish Immersion and Mandarin Immersion for K-5: Eureka Math

The total financial impact for eight years is $1,363,200 or $33 per student per year. The school district will use state one-time discretionary funds to purchase math materials, yearly student consumables, and resources. Educator Effectiveness Grant funds will be used for professional development costs.

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

B. Weighted Grade Point Average

The following recommendations for calculating and reporting grades on high school transcripts and future policy work were presented to the Board:

  1. Graduating students in the classes of 2017, 2018, 2019, and 2020 will receive an extra point for all Advanced Placement (AP) courses and for courses designated as Honors classes in the current course catalogs. All transcripts will include both the cumulative (Grade Point Average) GPA and cumulative Weighted Grade Point Average (WGPA). Moreover, high school counselors will report the WGPA on the Common Application or for college specific applications in any applicable School/Counselor report section.

  2. Beginning with the class of 2021, both high schools will report both the cumulative unweighted grade point average, using current methods for calculating this GPA, and a cumulative weighted grade point average that gives all students in grades 10-12 an extra grade point for every Advanced Placement Class and for every Honors course in which they receive a C or better provided that PAUSD develops criteria and a Board approved process for designating courses as Honors courses. If the criteria are not developed, the recommendation is to provide the weighting for those Honors courses that the UC has designated as an Honors course.

  3. High schools will submit applications for eligible Honors classes (e.g. Chem H) to the University of California, Office of the President (UCOP) for Honors designation.

  4. Freshmen will not receive a weight for AP or Honors classes.

  5. The high schools will formalize, publish, and communicate an “informed decision making” process for course selections that includes convening informational workshops and/or webinars for parents, using PAUSD time management worksheets, publishing statements in the course catalog, and scheduling individual student meetings with advisors.

  6. High schools will identify and implement the necessary supports for AVID/Focus on Success/HUR students to succeed in AP and Honors classes. These should include “AP PotentialTM” practices, additional tutoring, access to free ACT/SAT/AP Prep opportunities and supports from the Equal Opportunity Schools network.

  7. District staff will develop an evaluation plan and assign a team to complete a study of the impact of reporting WGPA on transcripts by August 1, 2019, and every year for at least three years. Data collected will include, but not be limited to changes in: college admissions, course taking patterns, enrollment in electives, enrollment and grades in AP/Honors classes, students’ mental and physical health, and the amount of homework assigned.

  8. Superintendent will recommend a formal policy and accompanying administrative regulation on how and how many courses, from outside entities that are A-G approved, count for credit and course weighting.

  9. Superintendent will recommend a policy on class size that includes a cost-effective range for the minimum number of students that must be enrolled in a course for it to run.

  10. High schools will accelerate the current district effort to revise the high school course master catalog to ensure correct identification of PAUSD courses approved by UCOP for weighting.

Outcome:  The Board voted 5-0 approving the item with the following amendments in recommendations #2, #3, and #7. In addition, recommendation #9 was pulled.  

2. Beginning with the class of 2021, both high schools will report both the cumulative unweighted grade point average, using current methods for calculating this GPA, and a cumulative weighted grade point average that gives all students in grades 10-12 an extra grade point for every Advanced Placement Class and for every Honors course in which they receive a C or better provided that PAUSD develops criteria and a Board approved process for designating courses as Honors courses. If the criteria are not developed, the recommendation is to provide the weighting for those Honors courses that the UC has designated as an Honors course.

3. High schools will submit applications for eligible Honors classes (e.g. Chem H) to the University of California, Office of the President (UCOP) for Honors designation annually.

7. District staff will develop an evaluation plan and assign a team, that includes students and parents, to complete a study of the impact of reporting WGPA on transcripts by August 1, 2019, and every year for at least three years. Data collected will include, but not be limited to changes in: college admissions, course taking patterns, enrollment in electives, enrollment and grades in AP/Honors classes, students’ mental and physical health, and the amount of homework assigned.

9. Superintendent will recommend a policy on class size that includes a cost-effective range for the minimum number of students that must be enrolled in a course for it to run.

C. Report on OCR Case #09-17-1194 Website Accessibility

Staff recommended to the Board to authorize staff to enter into a voluntary resolution agreement with OCR regarding case #09-17-1194 regarding the school district's website and its accessibility to students and adults with disabilities, including, but not limited to, vision impairments.

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

D. Plan for Renaming

The Superintendent was scheduled to present a plan for the renaming of David Starr Jordan and Terman middle schools:

In accordance with Board Policy 7310, the plan is to appoint a Superintendent’s Citizens Advisory Committee to recommend up to five new names for each school on or before December 12, 2017.  The recommendations would be collected through a survey of current stakeholders including students, staff, and parents that the school district is launching to seek input regarding new names. Following the recommendations, as required by BP 7310, the Board will hold a public hearing prior to adopting new names. The goal is to identify a new name in January or February of 2018 so the middle schools could open in 2018-19 with their new names.

A timeline of the plan would be as follows:

  • May 15 – 22, 2017: Student, staff, and parent survey to generate names
  • May 15 – 25, 2017: Applications for Advisory Committee Accepted
  • June 1, 2017: Advisory Committee selected
  • December 2017: Committee recommends new names for Board consideration
  • January 2018: Board holds public hearing
  • February 2018: Board approves names for the middle schools

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

E. Board Approved Teaching Assignment

It was recommended to the Board that it authorize four teachers to teach in departmentalized classes outside their credentialed teaching area for 2016-17.

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

F. Resolution for Classified Reduction in Service

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

Outcome: The Board voted 5-0 approving the item with the exception of item #4. 

G. Board Policy Review Committee (BPRC) Matrix

Staff was scheduled to present to the Board information regarding policies and administrative regulations for future consideration at the Board Policy Review Committee (BPRC).

Outcome: The Board did not discuss this item. At the start of the meeting, the Board voted to move this item to a future meeting. 

H. Approval of Revised Board Policies and Administrative Regulations

The Board Policy Review Committee (BPRC) recommended approval of the following policies and administrative regulations by the full Board:

  1. BP/AR 3513.3 - Tobacco/Free Schools: (BP/AR revised) Policy updated to reflect NEW LAW (ABX2 9, 2016) which requires all districts, not just those receiving state Tobacco‐Use Prevention Education funds, to prohibit tobacco use on school campuses. Policy also reflects new definitions of "smoking" and "tobacco" pursuant to NEW LAW (SBX2 5, 2016). Regulation reflects provision of ABX2 9 which requires signs prohibiting tobacco use to be displayed at all school entrances, and deletes option to designate a smoking area on campus.

  2. AR 3516.3 - Earthquake Emergency Procedure System: (AR revised) Minor revision made in regulation to change name of the California Emergency Management Agency to the California Governor's Office of Emergency Services, with the addition of information about updates for parents/guardians and the community.

  3. BP/AR 4112.2 - Certification: (BP revised) Policy updated to add requirement, as amended by the Every Student Succeeds Act (P.L. 114‐95), to notify parents/guardians of each student attending a school receiving Title I funds that they may request certain information regarding the qualifications of their child's teacher.

  4. BP/AR 4113 - Assignment: (BP revised) Policy updated to delete material re: assignment of teachers who meet the qualifications of "highly qualified" teachers, as those requirements were repealed by the Every Student Succeeds Act (ESSA) (P.L. 114‐95). Policy also revised to reflect the continuing requirement to describe in the Title I local educational agency plan how the district will address any disparities that result in low‐income or minority students being taught at higher rates by ineffective, inexperienced, or out‐of‐field teachers. Details reflecting the state's Compliance  Monitoring, Intervention and Sanctions program deleted as the CDE's ESSA transition plan indicates that districts will not be required to participate in that program in the 2016‐17 school year.

  5. BP/AR 4115 - Evaluation/Supervision:  (AR revised) Minor revision made in regulation to delete requirement that a teacher, in order to be evaluated on a five‐year schedule, must meet the qualifications of a "highly qualified" teacher if applicable for the position, as the highly qualified teacher requirements were repealed by the Every Student Succeeds Act (P.L. 114‐95).

  6. AR 4222 - Teacher Aides/Paraprofessionals: (AR revised; E deleted) Regulation updated to delete material on the qualifications and duties of paraprofessionals working in a program supported by Title I funds, as those requirements were repealed by the Every Student Succeeds Act (P.L. 114‐95). Regulation also consolidates options for the requirement that paraprofessionals demonstrate proficiency in reading, writing, and mathematics equivalent to or exceeding the proficiency required for high school seniors. Exhibit which provided a sample attestation of compliance with Title I paraprofessional requirements deleted.

Outcome: The Board did not discuss this item. At the start of the meeting, the Board voted to move this item to a future meeting. 

I. Declaration of Need for Emergency and Limited Assignment Permits for Certificated Employees

The Board discussed approving the Declaration of Need as presented. In order for school districts to request limited assignment and emergency permits for those certificated employees who do not have appropriate credentials, state regulations require each school district submit to the Commission on Teacher Credentialing (CTC) an annual Declaration of Need. This declaration is submitted in anticipation of any need that may develop throughout the year and therefore must cover all possibilities in terms of grade levels and subject areas. 

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

P. Authorization to Award a Contract for the Installation of Seven Modular Classrooms on the Gunn High School Campus

This item was originally scheduled to be presented later in the evening. At the start of the meeting, the Board voted to move this item to be presented earlier in the meeting per the request of Gunn Student Board Member Mr. Ranjan. 

As part of the presentation, it was recommended to the Board to authorize staff to award a contract to BRCO Constructors for the installation of seven modular classrooms at Gunn High School in the amount of $743,000 and that the Board authorize the Superintendent or his designee to execute change orders as necessary in the amount not to exceed 10%, or $74,300.

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

J. Authorization to Transfer Funds in the Amount of $1,888,584 from the Paly Performing Arts Center Project to the Paly Reserve

The Performing Arts Center for Palo Alto High School was completed in June, 2016. The current available budget balance for the Paly Performing Arts Center Project is $2,138,584.  Staff recommends transferring the amount of $1,888,584 to the Paly Reserve, leaving a small budget balance of $250,000 in the project to cover any final expenses. The current balance in the Paly Reserve is $3,000,000.  After the transfer, the Paly Reserve balance will be $4,888,584. The funds being transferred are all Strong Schools Bond funds and are currently within project budgets for Palo Alto High School. 

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

K. Authorization to Transfer $562,663 from the Paly Reserve to the Paly Athletic Center Project

The Board was scheduled to discuss the transfer of $562,663 from the Paly Reserve to the Paly Athletic Center Project. The Paly Reserve fund will be used to cover some additional expenses at the Athletic Center project to fund additional furnishings and equipment that are necessary, but were not included in the original budget.

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

L. Movement of Budgeted Funds to the Change Order Allowance for the Paly Athletic Center

The Board was scheduled to discuss three moves of funds in the Paly Athletic Center Budget to the project Change Order Contingency.  These funds would be used for the athletic flooring in the weight and fitness room, landscaping, and pool equipment and building facelift. 

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

M. Authorization to Award a Contract for Construction of the Library Renovation Project at Palo Alto High School and Approve a Budget Adjustment for This Project

It was recommended that the Board:

1. Authorize Staff to award a contract for the Paly Library Renovation Project to Sausal Corporation, in the amount of $9,787,500.
2. Authorize the Superintendent or his designee to execute change orders, as necessary, in an amount not to exceed $978,750.
3. Approve a budget transfer of $3,767,000 to the Library Renovation Project from the Paly Reserve fund.
4. Approve a budget transfer of $400,000 to the Library Renovation Project from the Impact Fee fund.

The total project budget will be $14,561,140.

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

N. Authorization to Award a Contract for Renovation of the 700 Building Project at Palo Alto High School

It was recommended to the Board to authorize staff to proceed with awarding a contract for the 700 Building renovation project at Palo Alto High School:

1. Award a contract to the lowest responsive, responsible bidder, Cumiskey Construction Corporation, in the amount of $366,500, and
2. Authorize the Superintendent or his designee to execute change orders, as necessary, in an amount not to exceed $36,650.

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

O. Authorization to Purchase Office Furnishings and Equipment for Palo Alto High in Buildings 300A and 400

It was recommended to the Board to authorize staff to proceed with purchasing office furniture and equipment from Krueger International, Inc. (KI) for the faculty at Palo Alto High School in an amount not to exceed $342,930. 

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

Q. Approve Development of an Updated Facilities Plan, Related Contracts, and Budget

The Board was scheduled to discuss:

  1. Move forward with the development of an updated Facilities Master Plan for the District,
  2. Approve an agreement with Gelfand Partners in the amount not to exceed $169,000 for elementary school planning,
  3. Approve an agreement with DLM-HED in the amount not to exceed $96,810 for secondary school planning,
  4. Approve an agreement to fs3|Hodges in the amount not to exceed $142,310 to manage, coordinate, and develop budgets for the Facilities Master Plan,
  5. Approve a budget of $498,120 for this project, to include the three contracts listed above and also $90,000 to fund site assessments, geotechnical services, environmental services, tree assessments, and other services as needed.

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

R. Authorization to Award Multiple Roofing Repairs Project

It was recommended that the Board authorize staff to award to the lowest responsive, responsible bidder for the multiple roofing repairs:
    1. Award a contract to Brazos Urethane, Inc., in the amount of $202,165
    2. Authorize the Superintendent or his designee to execute change orders as necessary in the amount not to exceed 10%, or $20,217

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

S. Authorization to Award Clean Energy Jobs Act Prop 39, Lighting Retrofit

It was recommended that the Board authorize staff to award a contract to the lowest responsive, responsible bidder for the Prop 39 Lighting Retrofit:

    1. Award a contract to SoLed Solutions Constructors in the amount of $700,346.
    2. Authorize the Superintendent or his designee to execute change orders as necessary in the amount not to exceed 10%, or $70,035.

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

T. 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

The Board was scheduled to discuss:

1. A five-year lease for the Garland site, extending from July 1, 2017 to June 30, 2022. This lease would provide for a 13% increase in rent for 2017-2018 and a 3% increase for each of the following four years.

2. A one-year extension in the current lease for 525 San Antonio. The current lease for 525 San Antonio extends through June 30, 2018. This would extend the lease term until June 30, 2019.

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

U. Update to PAUSD Organizational Chart

The Superintendent was scheduled to share a plan for a reorganization of district level leadership roles and reporting. 

Outcome: The Superintendent did not make this presentation. This item was moved to a future meeting. 

V. Addendum to Certificated Personnel Actions, Appointment of Chief Business Officer

It was recommended for the Board to approve a new three-year contract with Cathy Mak, Chief Business Officer. The Board approved a three-year contract in June 2014, with an expiration date of June 30, 2017.

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

W. Addendum to Certificated Personnel Actions, Appointment of Assistant Superintendent, Human Resources

It was recommended to the Board to approve Ms. Karen Hendricks to serve as Assistant Superintendent - Human Resources, effective July 1, 2017. Karen Hendricks served as the Chief Human Resources Officer for Carmel Unified School District for the past two years and as the Assistant Superintendent of Human Resources for Santa Cruz City School District for four years. 

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

Items Pulled from Consent Calendar

E. Approval of Minutes
Recommendation for the Board to approve the minutes for the July 13, 2016, Special Board Meeting

F. Approval of Minutes
​Recommendation for the Board to approve the minutes for the August 11, 2016, Special Board Meeting 

G. Approval of Minutes
Recommendation for the Board to approve the minutes for the September 13, 2016, Special Board Meeting

H. Approval of Minutes
Recommendation for the Board to approve the minutes for the September 13, 2016, Regular Board Meeting 

I. Approval of Minutes
Recommendation for the Board to approve the minutes for the January 17, 2017, Special Meeting 

J. Approval of Minutes
​Recommendation for the Board to approve the minutes for the January 23, 2017, Special Meeting 

K. Approval of Minutes
​Recommendation for the Board to approve the minutes for the February 28, 2017, Special Meeting

Outcome: Earlier in the evening, the Board voted to move this item from the Consent Calendar to the Action/Discussion/Information Items section of the agenda. The Board first voted 3-0 (Mr. Collins and Ms. DiBrienza abstained) approving items E-H and voted 4-0 (Ms. Godfrey abstained) approving items I-K. 

The May 9, 2017, Regularly Scheduled BOE Meeting adjourned at 12:18 AM. The next Regular Board Meeting is scheduled for Tuesday, May 23, 2017.  Learn more in the Board Meetings and Materials section. 

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