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AGENDA AMADOR COUNTY UNIFIED SCHOOL DISTRICT BOARD OF TRUSTEES Wednesday, October 10, 2018 CLOSED SESSION 5:30 PM OPEN SESSION 6:30 PM Meeting Location: Amador County Administration Building, 810 Court St, Jackson, CA NOTE: If you need a disability-related modification or accommodation, including auxiliary aids or services to participate in the public meeting, please contact the Superintendent’s Office at 209-257-5353 at least 24 hours before the scheduled Board meeting {Government Code §54954.2} [Americans with Disabilities Act of 1900, §202.] NOTE: A copy of the Board agenda and backup materials is available for inspection and review at Amador County Office of Education, 217 Rex Ave., Jackson, CA during regular business hours In addition, this agenda has been posted on the Amador County Unified School District Website at www.amadorcoe.org An audio recording of the Board Meeting is made OUR MISSION: Enriched by the diversity and deep traditions of our unique community, Amador County Public Schools will prepare, support, and inspire each student to achieve career and college success in a rapidly evolving world through highly engaging teaching, rigorous learning and innovative pathways supported by strong partnerships in a safe, caring and collaborative environment 1.0 CALL TO ORDER 2.0 BOARD MEMBERS [ ] Susan Ross – Board President [ ] Kandi Thompson – Board Clerk [ ] Bob Laurent [ ] Rose Oneto [ ] Janet White [ ] Hailey Dacier – Student Board Member [ ] Chanelle Carney – Student Board Member 3.0 Roll taken by the Secretary to the Governing Board 4.0 Public Comments on Closed Session 5.0 CLOSED SESSION May be called for personnel matters (Government Code §54950 and §54957), litigation pursuant to Government Code Section §54956.9(d)(l), real estate negotiations/acquisitions (Government Code §54957.6) and/or hearing to Consider an Expulsion of a Student (Education Code §48918[c]) 5.1 Minutes 5.2 Public Employee Discipline/Dismissal/Release (Mr.Vicari) 5.3 Labor Negotiations – ACTA and CSEA (Mr Vicari) 6.0 RECONVENE TO OPEN SESSION/REPORT ON CLOSED SESSION 7.0 ADDITIONS/DELETIONS OR CORRECTIONS TO THE AGENDA 8.0 PLEDGE OF ALLEGIANCE 9.0 PRESENTATION AND RECOGNITION 9.1 Spotlight on Schools – Jackson Jr High School (Mr Vicari) This Spotlight on Schools presentation features Jackson Jr High School with Principal Janet DeLeo The presentation will provide an overview of Jackson Jr High School’s unique attributes and outstanding accomplishments The Board may not take action on any item which is not on this agenda, except when (1) an emergency situation exists, (2) there is need to take immediate action and the need for the action came after posting, or (3) the item was posted for a prior meeting within specified time limits [Government Code §54954.2] 10.0 11.0 12.0 MINDFULNESS MOMENT (President Ross) PUBLIC COMMENTS A person wishing to be heard by the Board shall first be recognized by the president and shall then proceed to comment as briefly as the subject permits Individual speakers shall be allowed three minutes to address the Board on non-agenda items The Board shall limit the total time for public input on each item to 20 minutes With Board consent, the Board president may increase or decrease the time allowed for public presentation, depending on the topic and the number of persons wishing to be heard The president may take a poll of speakers for or against a particular issue and may ask that additional persons speak only if they have something new to add NOTE: If you wish to address the Board please complete a speaker card and give it to the Board clerk CONSENT AGENDA The Board of Trustees received these items under separate cover as an addendum Public copy available during regular Board meeting and on the district website 12.1 Minutes 12.1a Board Meeting – September 26, 2018 12.2 Personnel (Mr Vicari) 12.2a Current Personnel Recommendations 10 12.3 Business (Mr Critchfield) 12.3a Warrants issued between August 1, 2018 and August 31, 2018 – $2,523,953.00 11 12.3b Unreconciled cash balances as of September 30, 2018 15 12.4 Educational Services (Mr Snider) 12.4a Williams Quarterly Report (July/August/September) 12.5 Donations/Gifts/Contributions 12.5a Jackson Jr High School Science Department received $200.00 from Gibson’s Garage 12.5b Jackson Jr High School Science Department received $500.00 from Mr and Mrs Whitaker 12.5c Pioneer Elementary School received backpacks filled with nonperishable food from Payless IGA Market 12.6 Miscellaneous 12.6a Amador High School would like to take 45 students and chaperones to Hope Valley for photography class 12.6b Amador High School would like to take 82 students and chaperones to Argonaut High School 12.6c Amador High School would like to take 11-13 students and 3-4 chaperones overnight to Johansen High School in Modesto for a water polo tournament 12.6d Amador High School would like to take 20 students and chaperones overnight to Aptos/Santa Cruz for a team organization event 12.6e Amador High School would like to take students and chaperone to Leoni Meadows Camp in Grizzly Camp 12.7 Surplus 12.7a Jackson Elementary School – 29 OptiPlex 390, outdated 12.7b Argonaut High School – HP-CPU OptiPlex, outdated 12.7c Argonaut High School – Dell-CPU OptiPlex, outdated 12.7e Argonaut High School – Dell monitors, outdated 12.7f Sutter Creek Elementary – Smartboard replacement lamp, burned out 16 The Board may not take action on any item which is not on this agenda, except when (1) an emergency situation exists, (2) there is need to take immediate action and the need for the action came after posting, or (3) the item was posted for a prior meeting within specified time limits [Government Code §54954.2] 13.0 DISCUSSION/ACTION ITEMS Public comments regarding Discussion/Action Items will be addressed during the Discussion/Action agenda items A person wishing to be heard by the Board shall first be recognized by the president and shall then proceed to comment as briefly as the subject permits Individual speakers shall be allowed three minutes to address the Board on each agenda item The Board shall limit the total time for public input on each item to 20 minutes With Board consent, the Board president may increase or decrease the time allowed for public presentation, depending on the topic and the number of persons wishing to be heard The president may take a poll of speakers for or against a particular issue and may ask that additional persons speak only if they have something new to add NOTE: If you wish to address the Board please complete a speaker card and give it to the Board clerk 13.1 Board Policy 5141.33 Head Lice Revision – Discussion/Action (Mr Snider) The Board of Trustees recognizes that head lice not pose a health hazard, are not a sign of uncleanliness, and are not responsible for the spread of any disease The District is committed to maximizing student’s academic performance and well-being in a healthy and safe environment The management of pediculosis (head lice) should not disrupt the educational process Board Policy 5141.33 was reviewed and recommended revisions were made 17 13.2 General Obligation Bond Measure A: Priority Projects List by School Site – Discussion/Action (Mr Critchfield) On September 26, 2018, the Board established a subcommittee of the Board to collaborate with staff in order to establish a planned priority projects list by school site and make a recommendation for approval to the full Board at the October 10, 2018 Board of Trustees meeting 20 13.3 Subcommittee of the Board of Trustees, Governance Handbook Revisions – Discussion/Action (Dr Slavensky) On June 27, 2018 the Board of Trustees designated a subcommittee to review some Board Bylaws, Board Policies, and the Governance Handbook for possible revision At the September 26, 2018, the Board reviewed and approved some revised bylaws and policies The Governance Handbook revisions are included in this item 23 13.4 Fiscal Crisis & Management Assistance Team (FCMAT) Contract – Discussion/Action (Mr Critchfield) On September 26, 2018 the Board of Trustees reviewed and accepted the Unaudited Actuals report for the 2017-2018 fiscal year ACUSD is not able to carry over the required reserve funds into the 2018-19 school year While this is a fiscal concern, it’s not a crisis and it can be resolved Our Business Services team and the Superintendent are working closely with CDE FCMAT, another state agency, provides assistance and expertise to school districts when needed 57 14.0 REPORTS 14.1 Employee Recognition & Wellness Plan Update (Mr Vicari) 14.2 Report from Superintendent (Dr Slavensky) 14.3 Reports and Remarks from Board Members 15.0 NEXT MEETING ACUSD Regular Meeting: Wednesday, October 24, 2018, Amador County Administration Building, 810 Court St., Jackson, CA Open Session starts at 6:30 PM 16.0 ADJOURNMENT * The Amador County Unified School District complies with the Americans with Disabilities Act Should you require special accommodations, or more information about accessibility, please contact the Superintendent’s Office by calling (209) 257-5353 All efforts will be made for reasonable accommodations * Any writings or documents that are provided to the governing board in open session will be made available for public inspection at the meeting or at the Amador County Public Schools District Office located at 217 Rex Avenue, Jackson, CA during normal business hours The Board may not take action on any item which is not on this agenda, except when (1) an emergency situation exists, (2) there is need to take immediate action and the need for the action came after posting, or (3) the item was posted for a prior meeting within specified time limits [Government Code §54954.2] Amador County Public Schools District County October 10, 2018 AGENDA ITEM #: 9.1 Motion: Second: Vote: SUBJECT: Spotlight on Schools – Jackson Jr High School BACKGROUND INFORMATION: The Spotlight on Schools presentation for the October 10, 2018 Amador County Unified School District board meeting features Jackson Junior High, with Principal Janet DeLeo and staff The presentation will provide an overview of Jackson Junior High’s unique attributes and outstanding accomplishments FISCAL IMPLICATION: None RECOMMENDATION: None PRESENTED BY: David Vicari, Assistant Superintendent, Human Resources & Labor Relations JACKSON JUNIOR HIGH SCHOOL 747 Sutter Street , Jackson, CA 95642 Ph 209 257-5700 Fx 209-257-5757 - Janet DeLeo Principal Agenda for JJHS Spotlight on School October 10, 2018 John Hawley Vice Principal Trisha Ousby Admin Assistant Jennifer Kromm Attendance Clerk Jon Gilliam Athletic Director Natalie Knittel WEB Coordinator Student Body Advisor Ted Knittel AVID Coordinator Introduction Student Body—Janet DeLeo V Power Point Presentation o New Officers/ Advisors o Pep Rallies o AVID o Jog-a-thon o Dances V Dale Flint —Journalism Class v New Staff Members V Jackson Junior High School’s mission is to create a compassionate community of learners working together to empower themselves and each other by understanding the importance of making the right choices MINUTES AMADOR COUNTY UNIFIED SCHOOL DISTRICT BOARD OF TRUSTEES Wednesday, September 26, 2018 OPEN SESSION 6:30 PM Meeting Location: Amador County Administration Building, 810 Court St, Jackson, CA NOTE: If you need a disability-related modification or accommodation, including auxiliary aids or services to participate in the public meeting, please contact the Superintendent’s Office at 209-257-5353 at least 24 hours before the scheduled Board meeting {Government Code §54954.2} [Americans with Disabilities Act of 1900, §202.] NOTE: A copy of the Board agenda and backup materials is available for inspection and review at Amador County Office of Education, 217 Rex Ave., Jackson, CA during regular business hours In addition, this agenda has been posted on the Amador County Unified School District Website at www.amadorcoe.org An audio recording of the Board Meeting is made OUR MISSION: Enriched by the diversity and deep traditions of our unique community, Amador County Public Schools will prepare, support, and inspire each student to achieve career and college success in a rapidly evolving world through highly engaging teaching, rigorous learning and innovative pathways supported by strong partnerships in a safe, caring and collaborative environment 1.0 CALL TO ORDER 2.0 BOARD MEMBERS [X] Susan Ross – Board President – Teleconferencing from Hawaii [X] Kandi Thompson – Board Clerk – Facilitated the meeting [X] Bob Laurent [X] Rose Oneto [X] Janet White [X] Hailey Dacier – Student Board Member [X] Chanelle Carney – Student Board Member 6:33 PM 3.0 Roll taken by the Secretary to the Governing Board 4.0 Public Comments on Closed Session 5.0 RECONVENE TO OPEN SESSION/REPORT ON CLOSED SESSION 6.0 ADDITIONS/DELETIONS OR CORRECTIONS TO THE AGENDA Items 4.0 and 5.0 were deleted due to no closed session on September 26, 2018 Dr Slavensky recommended that the Board call a recess for the ACUSD meeting and call a joint meeting for District and County to review the Unaudited Actuals report Dr Slavensky called out a technicality for the posting for President Ross who called in from another location to participate in the meeting The posting was inadvertently left off the printed agenda With approval from the Board and no comments from the public, the meeting proceeded 7.0 PLEDGE OF ALLEGIANCE Pledge was led by Ione Junior High School students 8.0 PRESENTATION AND RECOGNITION 8.1 Spotlight on Schools – Ione Jr High School (Mr Vicari) This Spotlight on Schools presentation featured Ione Junior High School with Instructional The Board may not take action on any item which is not on this agenda, except when (1) an emergency situation exists, (2) there is need to take immediate action and the need for the action came after posting, or (3) the item was posted for a prior meeting within specified time limits [Government Code §54954.2] Administrator/Vice Principal Andrew Gardner The presentation provided an overview of the school’s unique attributes and outstanding accomplishments Mr Shane Alderson, parent and community member, requested to speak to the Board regarding Ione Junior High School He stated the campus looks great and complimented the maintenance staff and Principal Mr Modesti for their hard work Mr Andrew Gardner led the presentation and spoke about the AVID program Students shared their experiences in the AVID program and other highlights from the start of the school year 8.2 Resolution: National Bullying Prevention Month (Mr Snider) The Month of October is National Bullying Prevention Month, which is a campaign in response to the need to raise awareness of bullying that provides schools and communities with an opportunity to educate students, parents, and others about their role in bullying prevention Board Member White moved to approve the resolution, and Board Member Oneto seconded The motion passed 5-0 with two student advisory votes in favor of the motion 8.3 Resolution: Week of the School Administrator (Mr Vicari) California’s legislature recognizes the importance of educational leadership at the school, school district, and county levels, and has designated the second full week in the month of October each year as “Week of the School Administrator” The District publicly recognizes the contribution that school administrators make to successful pupil achievement Board Member Oneto moved to approve the resolution, and Board Member Laurent seconded The motion passed 5-0 with two student advisory votes in favor of the motion 9.0 10.0 11.0 MINDFULNESS MOMENT (Clerk Thompson) Board Clerk Thompson led the room in a mindfulness moment focusing on breathing and bringing peace and focus into their hearts PUBLIC COMMENTS A person wishing to be heard by the Board shall first be recognized by the president and shall then proceed to comment as briefly as the subject permits Individual speakers shall be allowed three minutes to address the Board on non-agenda items The Board shall limit the total time for public input on each item to 20 minutes With Board consent, the Board president may increase or decrease the time allowed for public presentation, depending on the topic and the number of persons wishing to be heard The president may take a poll of speakers for or against a particular issue and may ask that additional persons speak only if they have something new to add NOTE: If you wish to address the Board please complete a speaker card and give it to the Board clerk CONSENT AGENDA The Board of Trustees received these items under separate cover as an addendum Public copy available during regular Board meeting and on the district website Board Member Laurent moved to approve the consent agenda, and Board Member Oneto seconded Mr Shane Alderson, community member, spoke to the Board regarding item 11.4 and his concern about insufficient lockers at Argonaut High School He feels that this causes a safety concern The motion passed 5-0 with two student advisory votes in favor of the motion Dr Slavensky noted that staff would look into the safety concern regarding Argonaut High School lockers 11.1 Minutes 11.1a Board Meeting – September 12, 2018 11.1b Special Board Meeting – September 18, 2018 The Board may not take action on any item which is not on this agenda, except when (1) an emergency situation exists, (2) there is need to take immediate action and the need for the action came after posting, or (3) the item was posted for a prior meeting within specified time limits [Government Code §54954.2] 12.0 11.2 Personnel (Mr Vicari) 11.2a Current Personnel Recommendations 11.3 Business (Mr Critchfield) 11.3a Warrants issued between September 1, 2018 and September 14, 2018 - $883,199.59 11.3b Gann Limit 11.4 Educational Services (Mr Snider) 11.4a Comprehensive School Safety Plans The Governing Board recognizes that students and staff have the right to a safe and secure campus where they are free from physical and psychological harm In accordance with Board Policy 0450 and Education Code 32288, each school shall submit their updated comprehensive safety plans to the Board for approval 11.5 Donations/Gifts/Contributions 11.5a Amador and Argonaut High Schools received art books, photography supplies and a 12 foot motorized background system from Dirk Wentling 11.5b Argonaut High Schools received $5,000.00 for the girls and boys basketball program from Joshua Woodson 11.5c Educational Services received student school supplies and backpacks from Ellen McKean 11.6 Miscellaneous 11.6a Jackson Elementary would like to take 65 5th grade students and chaperones overnight to Point Bonita YMCA in Sausalito, CA 11.6b Amador High School would like to take 60 students and chaperones to Monterey Bay Aquarium, in Monterey, CA 11.7 Surplus 11.7a Pine Grove Elementary School – Dell desktop towers, outdated and unable to update 11.7b Pine Grove Elementary School – Smart Board, broken and replaced with TV DISCUSSION/ACTION ITEMS Public comments regarding Discussion/Action Items will be addressed during the Discussion/Action agenda items A person wishing to be heard by the Board shall first be recognized by the president and shall then proceed to comment as briefly as the subject permits Individual speakers shall be allowed three minutes to address the Board on each agenda item The Board shall limit the total time for public input on each item to 20 minutes With Board consent, the Board president may increase or decrease the time allowed for public presentation, depending on the topic and the number of persons wishing to be heard The president may take a poll of speakers for or against a particular issue and may ask that additional persons speak only if they have something new to add NOTE: If you wish to address the Board please complete a speaker card and give it to the Board clerk 12.1 Certification of the District’s Unaudited Actuals & Financial Report – Discussion/Action (Mr Critchfield) Per Education code 42100, the County shall approve, on a form prescribed by the Superintendent of Public Instruction, an annual statement of all receipts and expenditures of the District for the preceding fiscal year The report was provided under separate cover and includes the Unaudited Actuals for 2017-18 and Adopted Budget for 2018-19 Board Clerk Thompson called a recess of the ACUSD meeting and called a joint meeting for ACUSD and ACOE at 7:03 PM in order to address this item and its partner ACOE item together ACTA president Jim Whitaker, with SEAC president Rachael Shaw-Escalona, CSEA presidents Theresa Cramer and Debbie Lasich, spoke to the Board and shared concerns about the current financial status of ACUSD and ACOE The Board may not take action on any item which is not on this agenda, except when (1) an emergency situation exists, (2) there is need to take immediate action and the need for the action came after posting, or (3) the item was posted for a prior meeting within specified time limits [Government Code §54954.2] Mr Critchfield spoke to the Board regarding the current financial status of the District and County He introduced Mr Michael Fine, CEO of Fiscal Crisis & Management Assistance Team (FCMAT) who spoke to the Board about the challenges they are facing which is a common dilemma throughout the state of California He stated that neither entity is in financial crisis but rather a serious concern that can be resolved Various board members asked questions and made comments For example, Board Member Laurent voiced his questions and concerns regarding the financial status of both entities including how the Board can be more alert to the financial status and how the Board can catch financial issues sooner in the future Mr Critchfield discussed the different options for keeping the board more informed regarding financial expenditures Mr Critchfield introduced Director of Fiscal Services Nancy Kohlman who addressed how funds are spent and how staff monitors the budget and expenditures Dr Slavensky recommended that the Board form a subcommittee to review expenditures and make a report to the full board with recommendations Board Member Laurent moved to establish a financial review subcommittee, and Board Clerk Thompson seconded The motion passed 5-0 with two student advisory votes in favor of the motion Board Member Laurent and Board Clerk Thompson were nominated to be on the subcommittee and the full Board agreed Board Clerk Thompson thanked Mr Critchfield and his team for all their hard work and their transparency Board Member Laurent moved to accept the ACUSD Unaudited Actuals report, and Board Member White seconded The motion passed 5-0 with two student advisory votes in favor of the motion Board Member Laurent moved to accept the ACOE Unaudited Actuals report, and Student Board Member Dacier seconded The motion passed 5-0 with two student advisory votes in favor of the motion The joint ACUSD/ACOE meeting was adjourned 8:32 PM A five minute recess was held The ACUSD meeting reconvened 8:40 PM 12.2 Title I-Part A, Schoolwide Program (SWP) Waiver for Sutter Creek Elementary/Primary – Discussion/Action (Mr Snider) A schoolwide program (SWP) is a comprehensive reform strategy designed to upgrade the entire educational program in a Title I school The primary goal is to ensure that all students, particularly those who are low-achieving, demonstrate proficient and advanced levels of achievement on State academic achievement standards In general, a Title I, Part A School may operate as a SWP if a minimum of 40 percent of the students in the school, or residing in the attendance area served by the school, are from low income families Currently, 39.1% of students from Sutter Creek Elementary/Primary are from low- income families Board Clerk Thompson asked if any other schools were eligible for a waiver Mr Snider responded that at this time no other schools were close enough to 40% to require a waiver Board President Ross moved to approve item 12.2, and Board Member Oneto seconded The motion passed 5-0 with two student advisory votes in favor of the motion 12.3 Amador County Plan for Expelled Youth – Discussion/Action (Mr Snider) California Education Code 48926 requires County Offices of Education to work with their school districts to develop a plan for providing education services to all expelled students in the county The plan must detail existing educational alternatives for expelled pupils, identify gaps in educational services to expelled pupils, and provided strategies for filling those service gaps The plan shall also identify alternative placements for pupils who are expelled and placed in district community day school programs, but who fail to meet the terms and conditions of their rehabilitation plan or who pose a danger to other district pupils, as determined by the governing board Student Board Member Carney moved to approve the Plan for Expelled Youth, and Board The Board may not take action on any item which is not on this agenda, except when (1) an emergency situation exists, (2) there is need to take immediate action and the need for the action came after posting, or (3) the item was posted for a prior meeting within specified time limits [Government Code §54954.2] Member Oneto seconded The motion passed 5-0 with two student advisory votes in favor of the motion 12.4 Professional Development Contracts – Discussion/Action (Mr Snider) Ongoing professional development in the standards and frameworks is critical to supporting teaching and learning for our students and staff Service contracts with the following individuals represent English Language Arts, Mathematics and English Language Development support for our teachers, instructional coaches, instructional leadership team members, principals, and cabinet with a focus on the CCSS and high-leverage, research-based instructional strategies to support teaching and learning Pending Board approval, this work is scheduled to occur between September 2018 and June 2019 Mr Snider spoke about our ongoing need to improve student achievement especially in the area of mathematics, and stated that this work is essential Board Member Laurent expressed concerns about the use of funds and how the public may perceive this Board Clerk Thompson commented that she appreciates that the funds can be used to benefit all students, especially when funds are tight Board President Ross moved to approve the professional development contracts, and Board Clerk Thompson seconded The motion passed 5-0 with two student advisory votes in favor of the motion 12.5 Capital Adult Education Regional Consortium MOU – Discussion/Action (Mr Snider) The purpose of this MOU is to document the relationship and articulate the roles and responsibilities between the Capital Adult Education Regional Consortium (CAERC) and CAERC members The District has been awarded funds as a member of CAERC The funds are distributed and administered by the Adult Education Program Office, run jointly by the California Community College Chancellor’s Office (CCCCO) and the California Department of Education (CDE) Board President Ross moved to approve the Capital Adult Education Regional Consortium MOU, and Board Member Oneto seconded The motion passed 5-0 with two student advisory votes in favor of the motion 12.6 Job Description: TK-8 Counselor – Discussion/Action (Mr Vicari/Mr Snider) The TK-8 School Counselor works under the direction of the School Principal, Assistant Superintendent of Special Education, and Director of Student Services or designee, to provide itinerant counseling services to grades TK-8 students and students in grades 9-12 with counseling services in their IEP This includes students on an Individualized Education Plan (IEP) and general education students referred for assessment and/or assistance with identified mental health or social-emotional needs Mr Jim Whitaker, ACTA president, requested to speak to the Board on this item He stated that the job description was not brought forward to ACTA to be negotiated He asked that the Board table approving the job description Mr Vicari stated that job descriptions are a management right and not need to be negotiated He further stated that the District desires to collaborate with the labor associations and invited ACTA leadership to meet and confer with the District regarding the job description, and they did not respond Board President Ross asked if there was anything on the job description that the counselors were not already doing and if any grievances had been filed Mr Vicari answered no on both accounts Board Member Oneto asked if no changes were made, why was it being presented to the Board for approval Mr Vicari answered that there did not previously exist a grades TK-8 counselor job description and this one describes what the employees in the position are currently doing Ms Rachael Shaw-Escalona, SEAC president for ACOE, requested to speak to the Board She stated that the job description was discussed with her The Board may not take action on any item which is not on this agenda, except when (1) an emergency situation exists, (2) there is need to take immediate action and the need for the action came after posting, or (3) the item was posted for a prior meeting within specified time limits [Government Code §54954.2] Request to Place an Item on a Board Agenda Name Position/Role in Community Plenary Phone: Secondary Phone: Home Address: Email: Date of Request : Requested Board Meetwig Date: Nature of Request : Q Open Session I I Closed Session - For Board Member use only Cite Brown Act justification: Agenda Item Title: Agenda Type/Action Requested (choose one): [ ^ ^ Discussion | |Discussion/Action | |Report Public Hearing Background xiformation: Q Resolution Please attach any additional information or items, such as PowerPoint slides, photos, or cited reports you wish to present to the Board Completed forms can be submitted via: Emal: asiavensky (gacusd.org Mail: 217 Rex Avenue, Jackson, CA 95642 Fax: 209-257-5360 50 24 Board Mee ng Protocols Using Board Mee ngs as Strategic Leadership Tools Board mee ngs are opportuni es to strategically move the district forward, and to communi‐ cate direc on, district priori es and progress to the community. When the public understands the process and the thinking behind Board decisions, there is generally more community support for the decision. Board members and the superintendent will regularly link Board mee ng agenda items and discussions to the district vision, goals and strategic plan. Board members will ask clarifying ques ons about agenda items in order to demonstrate and make as clear and transparent as possible the dialogue leading up to decisions made by the Board. At the end of each discussion, the Board president may sum up the points of view and any consensus reached and ask the members to confirm whether the sum‐ mary is accurate. When a Board member makes a mo on, if necessary the Board president will clar‐ ify the meaning of a yes or no vote on the mo on. A er a vote, the Board presi‐ dent will clarify for staff and the public the meaning of the vote. This clarifica on will be memorialized in the minutes along with the number of ayes, nays, and ab‐ sten ons. 51 25 Board Mee ng Protocols The Role of Board Members During Board Mee ngs The authority to direct ac on rests solely with the full board during public mee ngs. A majority vote provides direc on to the superintendent. By carefully reviewing the board packet prior to the board mee ng, Board members are encouraged to contact the superintendent for ques ons about an item prior to the Board mee ng. All members share a common responsibility to ensure the Brown Act is followed. Board Member Interac on With the Public at Board Mee ngs Principle: The Board encourages members of the public to a end Board mee ngs and to address the Board. Board mee ngs are mee ngs of the Board held in public for the purpose of accomplishing district business. They are not “town hall mee ngs” where elected officials and community members freely engage in an unstructured manner. The purpose of public par cipa on at Board mee ngs is to inform Board delibera ons. Board members want to ensure that all and mul ple voices of the community are heard at the designated mes during Board mee ngs. Mee ngs will be conducted in a civil, orderly, and respec ul manner under the administra on and discre on of the Board president. The Board president will not permit any disturbance or willful interrup on of Board mee ngs. Protocol: Time will be scheduled at Board mee ngs for public comment on agenda and non‐agenda items within the Board’s jurisdic on. The total me for public tes mony will be limited to 20 minutes at the beginning of each regular board mee ng. Any person whose name remains on the speaker list at the end of 20 minute me period will be granted no more than three minutes to speak at the end of the open session Board mee ng. 52 26 Board Mee ng Protocols During a special Board mee ng, the Board is not required to provide a public comment sec on unless the Board wishes to do so. In recogni on of the limited subject ma er of special Board mee ngs, the me for public tes mony at the beginning of special Board mee ngs may be less than 30 minutes at the discre on of the Board president and with Board consent. Board members will strive to adhere to me limits to ensure sufficient me for Board members to conduct district business as denoted on the Board agenda. The Board will establish and adopt guidelines for public comment that balance efficient Board mee ng management and full par cipa on of the public. The total me for public input on each agenda or non‐agenda item will not exceed 20 minutes. Each speaker will be allo ed a maximum of three (3) minutes. Each speaker may speak once at the podium on each agenda item. Each speaker requiring language transla on will be allowed a maximum of three (3) minutes to speak and three (3) minutes for transla on. With Board consent, the Board president may exceed or decrease the 20 minute me allotment on agenda and non‐agenda items or make other modifica ons to the public comment period and process to accommodate special circumstances consistent with the Board’s stated principles. The Board president may take a poll of speakers for or against a par cular issue and may ask that addi onal persons speak only if they have something new to add. The Board will consistently abide by these agreements so all persons are treated fairly and equally. All public comments or ques ons should be addressed to the Board through the Board president. Speakers at Board mee ngs will be listened to with respect. Complaints and concerns will be responded to as quickly as possible. The Board president will delegate responsibility for a response when appropriate. The Board president may place a public ini ated item on a future Board mee ng agenda. The Board president will confirm that the Board stands by its decision if comments or concerns are specific to a past Board decision. 53 27 Board Mee ng Protocols Individual Board Member’s Request for Informa on, Materials or Action It is important for Board members to be well informed, as oversight of the district is one of the main func ons of the Board. Board members recognize that they have no power as individu‐ als to direct staff ac on, and that compiling informa on in response to Board member requests can take staff away from their day‐to‐day opera ons of schools and the district. An individual Board member will—insofar as possible—work to let the superintendent know in advance when a request for informa on will be made in a public mee ng so staff can be prepared to provide a thorough response. Staff will make every effort to ensure that board agenda items include thorough background and informa on. Requests for informa on not on the board agenda should be made to the superintendent who will ensure the appropriate staff person responds. All informa on provided by the administra on in response to a request by a Board member shall be provided to all other Board members at the same me. Board members should self‐regulate the amount of requests for informa on regarding issues not on the board agenda. Mo on and Vo ng The Board president will accept a mo on and a second on ac on items following the close of the regular public comment period. For ac on items which receive a mo on and a second, the Board president will recognize each Board member for delibera on on the item. Comments will address substan ve issues related to the ac on item and will be respec ul of the Board’s important delibera ve responsibility. A vote will be taken following Board delibera ons. The majority posi on will prevail and Board members agree to abide by the prevailing vote. A majority vote of all Members of the Board is necessary for the elec on of officers or for any other ac on by the Board unless otherwise specified by law. Vo ng shall be by voice and the Board administra ve assistant records the votes by member which is placed into the minutes of the mee ng. Unless otherwise provided by law, affirma ve votes by majority of the board’s membership are required to approve any ac on under considera on, regardless of the number of members present. The Board shall take no ac on outside of a public mee ng except on those ma ers and under those condi ons authorized for closed sessions (Government Code sec ons 54957, 54957.7). 54 28 Board Mee ng Protocols Vo ng or Abstaining Each Trustee respects the right of other Trustees to vote “no” on an issue. Everyone agrees it is a courtesy to the Governance Team to explain the reasons for the “no” vote either during delibera on or before cas ng the vote. If a Board member abstains, his/her absten on shall be considered to concur with the ac on taken by the majority of those who vote, whether affirma vely or nega vely. If a member is absent at the previous mee ng, he/she will abstain from vo ng on the approval of that mee ng’s minutes. Quorum A quorum is the minimum number of vo ng members who must be present at a properly called Board mee ng in order to conduct business in the name of the Board, and is established when a majority of the Board members (at least three of the filled posi ons) are in a endance (Educa on Code sec on 35164). Purpose of the Consent Agenda Board members should keep in mind that the purpose of the consent agenda is to expedite the handling of rou ne business. Board members should not discuss or pull any items unless it is very important to do so. Ques ons on the consent agenda, once asked and answered in advance of a Board mee ng, should not be asked again at the mee ng unless the Board member feels there is informa on that is important for the public to know, or unless the mem‐ ber wants a separate vote on the item. In the la er case, the member should ask that the item be pulled from the consent agenda. New contracts should not be placed on the consent agenda only recurring contracts. Consent agenda items should be rou ne and non‐controversial. 55 29 Board Mee ng Protocols Timing of Board Mee ngs The Board and the public should understand the rela ve importance of a mee ng agenda item and know when to an cipate the discussion of an item of interest. Each item on the mee ng agenda will include the me for the discussion and the amount of me reserved for that item. The Board president or designee will keep track of the me and if it appears that any item will take more than five minutes over the me allo ed for it, the Board president will ask the Board to indicate by the showing of hands whether they want to con nue discussion of the item and, if so, by how long. Minimizing Environmental Impact The Board desires to minimize the environmental impact of the prin ng of Board agendas and ancillary materials. The district will distribute all Board‐mee ng‐related materials electronical‐ ly rather than on paper to the degree prac cable and allowed by law. 56 30 Amador County Public Schools District County OCTOBER 10, 2018 AGENDA ITEM #: 13.4 Motion: Second: Vote: SUBJECT: Fiscal Crisis & Management Assistance Team (FCMAT) Contract – Discussion/Action BACKGROUND INFORMATION: On September 26, 2018 the Board of Trustees reviewed and accepted the Unaudited Actuals report for the 2017-2018 fiscal year While going through the annual process to close the financial books for the 2017-18 school year, staff learned that actual expenses were greater than what was budgeted This is due to various factors occurring over the last seven years including unexpected costs associated with utilities and facilities, unexpected costs related to employee/personnel matters, increasing Special Education costs, past budget development practices, deficit spending in of the last years, and ongoing rising costs in general The ending fund balance for the 2017-18 school year is positive; however, the District is not able to carry over the required reserve funds into the 2018-19 school year This affects the Board approved 2018-19 balanced budget which was submitted to the California Department of Education (CDE) for approval CDE has approved the ACUSD budget with direction, cautionary advice and time to submit a plan to restore the state required 3% reserve funds While this is a fiscal concern, it’s not a crisis and it can be resolved Our Business Services team and the Superintendent are working closely with CDE FCMAT, another state agency, provides assistance and expertise to school districts when needed FISCAL IMPLICATIONS: Not to exceed $6,700.00, for support to both ACUSD and ACOE, from General Funds RECOMMENDATION: The Superintendent recommends that the Board approve the FCMAT contract PRESENTED BY: Mr Jared Critchfield, Assistant Superintendent, Business Services 57 FCMAT FISCAL CRISIS & MANAGEMENT ASSISTANCE TEAM CSIS California School Information Services FISCAL CRISIS & MANAGEMENT ASSISTANCE TEAM STUDY AGREEMENT October 4, 2018 The Fiscal Crisis and Management Assistance Team (FCMAT), hereinafter referred to as the team, and the Amador County Office of Education/Amador County Unified School District, hereinafter referred to as the COE/district, mutually agree as follows: BASIS OF AGREEMENT The team provides a variety of services to local educational agencies (LEAs) The COE/district has requested that the team assign professionals to study specific aspects of the county/district operations These professionals may include staff of the team, county offices of education, the California State Department of Education, school districts, or private contractors All work shall be performed in accordance with the terms and conditions of this agreement SCOPE OF THE WORK A Scope and Objectives of the Study Review the COE’s 2018-19 adoption general fund budget and use it as a baseline to develop a multiyear financial projection (MYFP) for the current and two subsequent fiscal years to validate the county’s financial status The MYFP will be a snapshot in time of the county’s current financial status Make recommendations for expenditure reductions and/or revenue enhancements to help the county eliminate its structural deficit and maintain financial solvency Review the district’s 2018-19 adoption general fund budget and use it as a baseline to develop a multiyear financial projection (MYFP) for the current and two subsequent fiscal years to validate the district’s financial status The MYFP will be a snapshot in time of the district’s current financial status Make recommendations for expenditure reductions and/or revenue enhancements to help the district eliminate its structural deficit and maintain financial solvency 58 B Services and Products to be Provided Orientation Meeting - The team will conduct an orientation session at the COE/district to brief COE/district management and supervisory personnel on the team’s procedures and the purpose and schedule of the study On-site Review - The team will conduct an on-site review at the COE/district office and at school sites if necessary Exit Meeting - The team will hold an exit meeting at the conclusion of the on-site review to inform the COE/district of significant findings and recommendations to that point Exit Letter – Approximately 10 days after the exit meeting, the team will issue an exit letter briefly memorializing the topics discussed in the exit meeting Draft Report - Electronic copies of a preliminary draft report will be delivered to the COE/district’s administration for review and comment Final Report - Electronic copies of the final report will be delivered to the COE/district’s administration following completion of the review The final report will be published on the FCMAT website Printed copies are available from FCMAT upon request Follow-Up Support – If requested by the COE/district within six to 12 months after completion of the study, FCMAT will return to the COE/district at no cost to assess the COE/district’s progress in implementing the recommendations included in the report Progress in implementing the recommendations will be documented to the COE/district in a FCMAT management letter FCMAT will work with the COE/district on a mutually convenient time to return for follow-up support that is no sooner than eight months and no later than 18 months after the completion of the study PROJECT PERSONNEL The FCMAT study team may also include: A B To Be Determined To be determined FCMAT Staff FCMAT Consultant 59 PROJECT COSTS The cost for studies requested pursuant to Education Code (EC) 42127.8(d)(1) shall be as follows: A $800 per day for each staff team member while on site, conducting fieldwork at other locations, presenting reports, or participating in meetings The cost of independent FCMAT consultants will be billed at their actual daily rate for all work performed B All out-of-pocket expenses, including travel, meals, and lodging C The COE/district will be invoiced at actual costs, with 50% of the estimated cost due following the completion of the on-site review and the remaining amount due upon COE/district’s acceptance of the final report Based on the elements identified in section 2A, the total not-to-exceed cost of the study will be $6,700 D Any change to the scope will affect the estimate of total cost Payments for FCMAT’s services are payable to Kern County Superintendent of Schools Administrative Agent, located at 1300 17th Street, City Centre, Bakersfield, CA 93301 RESPONSIBILITIES OF THE COE/DISTRICT A The COE/district will provide office and conference room space during on-site reviews B The COE/district will provide the following if requested: Policies, regulations and prior reports that address the study scope Current or proposed organizational charts Current and two prior years’ audit reports Any documents requested on a supplemental list Documents requested on the supplemental list should be provided to FCMAT only in electronic format; if only hard copies are available, they should be scanned by the COE/district and sent to FCMAT in electronic format Documents should be provided in advance of fieldwork; any delay in the receipt of the requested documents may affect the start date and/or completion date of the project Upon approval of the signed study agreement, access will be provided to FCMAT’s online SharePoint document repository, where the COE/district shall upload all requested documents 60 C The COE/district’s administration will review a preliminary draft copy of the report resulting from the study Any comments regarding the accuracy of the data presented in the report or the practicability of the recommendations will be reviewed with the team prior to completion of the final report Pursuant to EC 45125.1(c), representatives of FCMAT will have limited contact with pupils The COE/district shall take appropriate steps to comply with EC 45125.1(c) PROJECT SCHEDULE The following schedule outlines the planned completion dates for different phases of the study and will be established upon the receipt of a signed study agreement: Orientation: Staff Interviews: Exit Meeting: Preliminary Report Submitted: Final Report Submitted: Board Presentation: Follow-Up Support: to be determined to be determined to be determined to be determined to be determined to be determined, if requested if requested COMMENCEMENT, TERMINATION AND COMPLETION OF WORK FCMAT will begin work as soon as it has assembled an available and appropriate study team consisting of FCMAT staff and independent consultants, taking into consideration other jobs FCMAT has previously undertaken and assignments from the state The team will work expeditiously to complete its work and deliver its report, subject to the cooperation of the COE/district and any other parties from which, in the team’s judgment, it must obtain information Once the team has completed its fieldwork, it will proceed to prepare a preliminary draft report and a final report Prior to completion of fieldwork, the COE/district may terminate its request for service and will be responsible for all costs incurred by FCMAT to the date of termination under Section (Project Costs) If the COE/district does not provide written notice of termination prior to completion of fieldwork, the team will complete its work and deliver its report and the COE/district will be responsible for the full costs The COE/district understands and agrees that FCMAT is a state agency and all FCMAT reports are published on the FCMAT website and made available to interested parties in state government In the absence of extraordinary circumstances, FCMAT will not withhold preparation, publication and distribution of a report once fieldwork has been completed, and the COE/district shall not request that it so 61 INDEPENDENT CONTRACTOR FCMAT is an independent contractor and is not an employee or engaged in any manner with the COE/district The manner in which FCMAT’s services are rendered shall be within its sole control and discretion FCMAT representatives are not authorized to speak for, represent, or obligate the COE/district in any manner without prior express written authorization from an officer of the COE/district INSURANCE During the term of this agreement, FCMAT shall maintain liability insurance of not less than $1 million unless otherwise agreed upon in writing by the COE/district, automobile liability insurance in the amount required under California state law, and workers compensation as required under California state law FCMAT shall provide certificates of insurance, with Amador COE/Amador County Unified SD named as additional insured, indicating applicable insurance coverages upon request 10 HOLD HARMLESS FCMAT shall hold the COE/district, its board, officers, agents and employees harmless from all suits, claims and liabilities resulting from negligent acts or omissions of its board, officers, agents and employees undertaken under this agreement Conversely, the COE/district shall hold FCMAT, its board, officers, agents and employees harmless from all suits, claims and liabilities resulting from negligent acts or omissions of its board, officers, agents and employees undertaken under this agreement 11 CONTACT PERSON Contact person: Telephone: E-mail: Jared Critchfield, Assistant Superintendent, Business Services (209) 257-5375 jcritchfield@acusd.org Amy Slavensky, Superintendent Amador COE/Amador County Unified SD Date October 4, 2018 Michael H Fine Date Chief Executive Officer Fiscal Crisis and Management Assistance Team 62 About FCMAT FCMAT The Fiscal Crisis and Management Assistance Team (FCMAT) was created by legislation in 1992 as an independent and external state agency FCMAT’s mission is to provide proactive and preventive fiscal, business and management review services that help local educational agencies comply with fiscal accountability standards and incorporate best practices FCMAT has performed more than 1,000 reviews for K-12 school districts, county offices of education, community colleges and charter schools Management assistance requests represent approximately 75% of FCMAT’s work Areas of review include budgets and multiyear financial projections, reviews of business services, organizational effectiveness, special education, transportation services, maintenance and operations, and technology Approximately 5% of FCMAT’s work is on reviews assigned by the state Legislature or county superintendents and involves assistance with averting the need for emergency state loans Assembly Bill 139 extraordinary audits, which review possible fraud or misuse of funds and are requested by county offices of education, also comprise approximately 5% of FCMAT’s work The remaining 15% of FCMAT’s work includes developing and providing numerous publications, software tools, workshops and professional development opportunities to help local educational agencies operate more effectively and fulfill their oversight responsibilities FCMAT manages the California School Information Services (CSIS) database, the largest known K-12 educational data collection system Funding FCMAT is funded through appropriations in the state budget and modest fees to client agencies FISCAL CRISIS & MANAGEMENT ASSISTANCE TEAM CSIS California School Information Services FCMAT Chief Executive Officer Michael H Fine 1300 17th Street – City Centre Bakersfield, CA 93301-4533 Telephone 661-636-4611 Fax 661-636-4647 Website: www.fcmat.org 755 Baywood Drive., 2nd Floor Petaluma, CA 94954 Telephone 707-775-2850 Fax 661-636-4647 CSIS Chief Operations Officer Gary Jones 770 L Street, Suite 1120 Sacramento, CA 95814 Telephone 916-325-9200 Fax 916-325-9290 Website: www.csis.k12.ca.us Management & Technical Assistance Professional Development Software & Publications Data Management 63 FCMAT’s Services Fiscal Tools Fiscal & Management Assistance FCMAT’s free online Budget Explorer software provides school districts and county offices of education with a streamlined and intuitive tool for creating multiyear financial projections FCMAT’s primary mission is to help California’s local educational agencies and institutions identify, prevent and resolve financial challenges FCMAT’s services are used not just to help avert fiscal crises, but to promote sound financial practices and effective and efficient operations FCMAT’s services may be requested by a school district, charter school, community college, county office of education, the state, the Community College Chancellor’s Office, Superintendent of Public Instruction, or the Legislature When a request or assignment is received, FCMAT assembles a study team that works closely with the local educational agency to define the scope of the study, conduct a review and provide a written report with detailed findings and realistic recommendations to help resolve issues, overcome challenges and successfully plan for the future This approach, combined with a high level of professionalism and service, has resulted in consistently high ratings on clients’ post-study evaluations Budget Explorer Software Fiscal Health Risk Analysis FCMAT’s Fiscal Health Risk Analysis uses a simple question-and-answer format to help school districts gauge their overall fiscal and operational health in 17 key areas The analysis document is available at no charge on FCMAT’s website FCMAT’s services are used not just to help avert fiscal crises, but to promote effective and efficient operations Study Teams FCMAT study teams are led by one or more experienced full-time staff members and include highly qualified consultants with demonstrated expertise in their respective fields Most consultants are actively working in a school agency, institution or JPA, or are retired from a successful career in the specific area to be reviewed Fiscal Advisor Services FCMAT staff members occasionally serve as short-term fiscal advisors to districts and county offices that are in a fiscal or leadership transition or that require additional fiscal expertise For more information or to request services, visit www.fcmat.org and click on “request our services,” or call (661) 636-4611 Professional Development CBO Mentor Program FCMAT’s Chief Business Official (CBO) Mentor Program is a year-long experience that provides in-depth training, peer review and one-to-one mentoring for current and prospective chief business officials in educational agencies statewide The depth of information, analysis, feedback and individual assistance make this program one of the strongest of its kind More than 90% of participants are subsequently promoted to CBO or other positions of increased fiscal responsibility ASB and Charter School Workshops FCMAT’s ASB and charter school workshops are provided upon request and are designed to help California’s school agencies and institutions understand and comply with the numerous complex financial and legal requirements for administering and overseeing student body organizations and charter schools Technical Assistance Online Help Desks FCMAT’s website features free online Help Desks for fiscal and management questions, and for assistance with FCMAT’s Budget Explorer software and the Local Control Funding Formula Answers are usually provided within 48 hours Archived questions and answers are also available for reference E-mail Lists FCMAT maintains several peer email lists to help administrators in school districts and county offices of education share information Publications All of these publications are available as free downloads from FCMAT’s website, www.fcmat.org: ASB Manual The ASB Accounting Manual, Fraud Prevention Guide and Desk Reference provides guidance for associated student body organization, governance, finance and accounting Fiscal Oversight Guide This publication is a resource for county offices of education to use in oversight of school districts It outlines the responsibilities and provides guidance related to budget adoption and approval processes and the review of interim reports, including sample letters for various situations COE Fiscal Procedural Manual The manual assists COE business officials in performing their required duties related to evaluating the operation of school district finances and developing consistent and common practices for reviewing and responding to various fiscal requirements of the California Education and Government codes Charter School Annual Oversight Checklist This document is designed to help charter schools and their authorizing agencies evaluate their operations and practices against industry-standard best practices Annual Report FCMAT’s Annual Report is published each fall and summarizes the year’s work and the direction of the organization CSIS California School Information Services is managed by FCMAT and maintains the largest known K-12 educational data collection system CSIS helps districts use this data to track and transfer student information statewide More information is available at the CSIS website, www.csis k12.ca.us 64
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