El Camino Real Charter High School
Minutes
Annual Meeting and Regular Board Meeting
Date and Time
Thursday August 26, 2021 at 4:30 PM
Location
VIRTUAL BOARD MEETING - Please see below
ANNUAL MEETING AND REGULAR BOARD MEETING
For board meeting materials, please go to the school's main office, or call (818) 595-7500. Some board meeting materials are also posted on the school's website (https://ecrchs.net - click the ECR Board tab).
VIRTUAL BOARD MEETING
In accordance with Governor Newsom's Executive Order N-29-20, the meeting of the Board of Directors will take place via a virtual/teleconferencing environment.
To join the virtual Board meeting, please register through GoToWebinar at https://attendee.gotowebinar.com/register/4873232763995668237, webinar ID 697-056-515. You must register for the event (note you do not need to enter your legal name to participate). Once registered, you can attend the meeting through the online link, or by telephone (a call-in number and audio PIN will be provided after you register and prior to the meeting).
PUBLIC COMMENTS
If you would like to make a comment during the Public Comment section or during an agenda item, you may do so in two ways: (1) click the "Raise Hand" icon on the control panel; or (2) email your comment to comment@ecrchs.net and it will be read on the record. Please note: your name will be read on the record along with your comment; if you do not wish to have your name read, please indicate on your email.
Please note that, in order to conduct an orderly meeting, all members of the public will be placed on mute during the Board meeting, except during public comments. Note that for those who elect to participate through the call-in number, you will not have the option of being unmuted during the meeting.
The Public Comments agenda item is set aside for members of the audience to raise issues that are not specifically on the agenda. However, due to public meeting laws, the Board can only listen to your issue, not respond or take action. The Board may give direction to staff to respond to your concern or you may be offered the option of returning with a citizen-requested item. These presentations are limited to three (3) minutes and total time allotted to non-agenda items will not exceed thirty (30) minutes. A member of the public who requires the use of a translator, in order to receive the same opportunity as others to directly address the Board, shall have twice the allotted time to speak. When addressing the Board, speakers are requested to adhere to the time limits set forth. In order to maintain allotted time limits, the Board Chair may modify speaker time allocations or the total amount of allotted time for an item.
Consent Agenda: All matters listed under the consent agenda are considered by the Board to be routine and will be approved/enacted by the Board in one motion in the form listed below. Unless specifically requested by a Board member for further discussion or removed from the agenda, there will be no discussion of these items prior to the Board votes on them. The Executive Director recommends approval of all consent agenda items.
In compliance with the Americans with Disabilities Act (ADA) and upon request, El Camino Real Alliance may furnish reasonable auxiliary aids and services to qualified individuals with disabilities. Requests for disability related modifications or accommodations shall be made 24 hours prior to the meeting to David Hussey, in person, by email at comment@ecrchs.net, or by calling (818) 595-7500.
For board meeting materials, please go to the school's main office, or call (818) 595-7500. Some board meeting materials are also posted on the school's website (https://ecrchs.net - click the ECR Board tab).
VIRTUAL BOARD MEETING
In accordance with Governor Newsom's Executive Order N-29-20, the meeting of the Board of Directors will take place via a virtual/teleconferencing environment.
To join the virtual Board meeting, please register through GoToWebinar at https://attendee.gotowebinar.com/register/4873232763995668237, webinar ID 697-056-515. You must register for the event (note you do not need to enter your legal name to participate). Once registered, you can attend the meeting through the online link, or by telephone (a call-in number and audio PIN will be provided after you register and prior to the meeting).
PUBLIC COMMENTS
If you would like to make a comment during the Public Comment section or during an agenda item, you may do so in two ways: (1) click the "Raise Hand" icon on the control panel; or (2) email your comment to comment@ecrchs.net and it will be read on the record. Please note: your name will be read on the record along with your comment; if you do not wish to have your name read, please indicate on your email.
Please note that, in order to conduct an orderly meeting, all members of the public will be placed on mute during the Board meeting, except during public comments. Note that for those who elect to participate through the call-in number, you will not have the option of being unmuted during the meeting.
The Public Comments agenda item is set aside for members of the audience to raise issues that are not specifically on the agenda. However, due to public meeting laws, the Board can only listen to your issue, not respond or take action. The Board may give direction to staff to respond to your concern or you may be offered the option of returning with a citizen-requested item. These presentations are limited to three (3) minutes and total time allotted to non-agenda items will not exceed thirty (30) minutes. A member of the public who requires the use of a translator, in order to receive the same opportunity as others to directly address the Board, shall have twice the allotted time to speak. When addressing the Board, speakers are requested to adhere to the time limits set forth. In order to maintain allotted time limits, the Board Chair may modify speaker time allocations or the total amount of allotted time for an item.
Consent Agenda: All matters listed under the consent agenda are considered by the Board to be routine and will be approved/enacted by the Board in one motion in the form listed below. Unless specifically requested by a Board member for further discussion or removed from the agenda, there will be no discussion of these items prior to the Board votes on them. The Executive Director recommends approval of all consent agenda items.
In compliance with the Americans with Disabilities Act (ADA) and upon request, El Camino Real Alliance may furnish reasonable auxiliary aids and services to qualified individuals with disabilities. Requests for disability related modifications or accommodations shall be made 24 hours prior to the meeting to David Hussey, in person, by email at comment@ecrchs.net, or by calling (818) 595-7500.
Directors Present
Beatriz Chen (remote), Brad Wright (remote), Brian Archibald (remote), Daniela Lopez-Vargas (remote), Danielle Malconian (remote), John Perez (remote), Linda Ibach (remote), Scott Silverstein (remote), Steven Kofahl (remote)
Directors Absent
None
Directors who arrived after the meeting opened
John Perez, Scott Silverstein
Guests Present
David Hussey (remote), Emilie Larew (remote), Gregory Wood (remote)
I. Opening Items
A.
Call the Meeting to Order
Beatriz Chen called a meeting of the board of directors of El Camino Real Charter High School to order on Thursday Aug 26, 2021 at 4:33 PM.
B.
Record Attendance and Guests
C.
Pledge of Allegiance
Mr. Archibald led the Board in the Pledge of Allegiance.
D.
Public Comments
There were no public comments.
E.
UTLA Update
Kyna Collins shared the UTLA update. Carlos Monroy is the new co-chair. The current contract has expired and the parties have been continuing negotiations. The sides met yesterday, and one tentative agreement was reached but otherwise Ms. Collins stated she was disappointed several other areas were not addressed. UTLA made a compensation proposal in May, but no counter-proposal or agreement was reached. Ms. Collins expressed continuing concerns about changes in health benefits and costs. She also thanked School Nurse Peggy for doing an exceptional job with COVID guidelines on testing, vaccinations, and screening. She also noted issues with the air conditioning and heating system in the main building. Ms. Collins also thanked Board member Brad Wright for coming to campus early in the school year and interacting with students and teachers. Finally, UTLA is urging approval of the agenda item regarding bus passes.
F.
Executive Director Update
Mr. Hussey thanked students, parents, and staff for an incredible opening to the school year. He shared updates on the full reopening of school, weekly COVID testing, and use of RoyalPass to process over 4,000 people to get into the school within an hour. He also discussed a COVID tab being added to website, and hopes to have a weekly COVID dashboard. Mrs. Endres is the point person for communication this year. Parent organizations have already had their initial meetings this year, and the virtual Back to School Night was well attended. Mr. Hussey also thanked admin directors, safety officers, and Officer Miranda for help with traffic flow. He also discussed marketing efforts in print and social media, and the upcoming lottery process. ID pictures were taken last week, which will help with the lunch lines. It was noted that PPP loan forgiveness paperwork was submitted on August 12th; the lender has 60 days to complete their paperwork, and SBA then has up to 90 days to make a final determination. He thanked Mr. Wright, Mr. Silverstein, and Ms. Chen for reaching out regarding the air conditioning status; it was noted that an outside vendor had to be contracted to replace all the software and components that control the AC system. The School Nurse meets with administrator and the Safety Coordinator to discuss new updates and guidelines. The Equity Advisory Committee will be seeking members. As for Capitalization Projects update, the pandemic has resulted in delays in supplies.
Ms. Chen asked if the sports teams were up and running. Mr. Hussey replied yes, and testing protocol is already in place.
Mr. Silverstein asked for more information about the air conditioning repairs, which Mr. Hussey provided. The additional repairs needed should be completed within a week of the parts being received. However, because it is such an old system, there may have to be discussions later on about replacing the air conditioning system.
Ms. Chen asked if the sports teams were up and running. Mr. Hussey replied yes, and testing protocol is already in place.
Mr. Silverstein asked for more information about the air conditioning repairs, which Mr. Hussey provided. The additional repairs needed should be completed within a week of the parts being received. However, because it is such an old system, there may have to be discussions later on about replacing the air conditioning system.
Scott Silverstein arrived at 4:45 PM.
G.
Chief Business Officer Update
Mr. Wood noted that we were working with LACOE on a COVID testing grant; there is about $650,000 in funds made available to the school. This requires submitting weekly and monthly reports. As to cafeteria service, ECR is still offering free meals under the CDE program. ECR has also started serving breakfast for students arriving early, as well as during nutrition period. We are now serving over 1,000 students a day, with hopes of growing the numbers. Mr. Wood also shared that ECR ended the school year with $21.2M in the OPEB account and about $7.5M in the general account. ECR has also shifted its investment advisor to Beacon Pointe, and also have US Bank as the corporate trustee. Beacon Pointe and US Bank representatives will be speaking at the next Finance Committee meeting, and can also come and present at a future Board meeting. Mr. Wood also stated that ECR has applied for the Emergency Connectivity Fund which could bring up to $475,000 worth of funding to help ECR provide lower-income students with hotspots and devices. Finally, Mr. Wood recommends a Board policy regarding putting a percentage of the current surplus into a designated deferred maintenance reserve account to support Capital Improvement projects.
Mr. Perez asked a question about the OPEB benefit account; the question was deferred to the actuarial report presentation. Mr. Perez also asked whether current retiree benefits are being paid out of the OPEB account; Mr. Wood replied that current retiree payments are not being taken out of the OPEB account but are currently being funded through the general account.
Ms. Chen asked how many free and reduced meal program applications have been submitted to date; Mr. Wood stated that the state allows for an automatic rollover from the prior year for returning students, and we are promoting getting new applications as well. We should have a clearer picture in the near future. And the more applications we get, the more federal funding will be received.
Mr. Perez asked a question about the OPEB benefit account; the question was deferred to the actuarial report presentation. Mr. Perez also asked whether current retiree benefits are being paid out of the OPEB account; Mr. Wood replied that current retiree payments are not being taken out of the OPEB account but are currently being funded through the general account.
Ms. Chen asked how many free and reduced meal program applications have been submitted to date; Mr. Wood stated that the state allows for an automatic rollover from the prior year for returning students, and we are promoting getting new applications as well. We should have a clearer picture in the near future. And the more applications we get, the more federal funding will be received.
John Perez arrived at 4:55 PM.
II. Governance
A.
Vote to Install Parent Representative Position
Ms. Larew reported that the parent election took place from 6am Monday Aug. 23rd to 6pm Wednesday Aug. 25th. Emails were sent out to each household of a current student with a unique voting code. And the result is that Danielle Malconian won the election.
Brad Wright made a motion to install Danielle Malconian as the Parent Representative, with a term commencing August 26, 2021 and ending on June 30, 2023.
Linda Ibach seconded the motion.
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| John Perez |
Aye
|
| Daniela Lopez-Vargas |
Aye
|
| Brad Wright |
Aye
|
| Brian Archibald |
Aye
|
| Scott Silverstein |
Aye
|
| Beatriz Chen |
Aye
|
| Steven Kofahl |
Aye
|
| Linda Ibach |
Aye
|
B.
Elect 2021-2022 Board Chair
Ms. Larew read the role of the Board chair per the Bylaws and opened nominations. Ms. Ibach nominated Mr. Wright for Chair. Mr. Archibald nominated Ms. Chen for Chair. Each candidate was given an opportunity to make a statement. A roll call vote was taken as follows:
Ms. Chen abstained
Mr. Wright abstained
Mr. Archibald voted for Ms. Chen
Ms. Lopez-Vargas voted for Mr. Wright
Ms. Malconian voted for Mr. Wright
Mr. Perez voted for Mr. Wright
Ms. Ibach voted for Mr. Wright
Mr. Kofahl voted for Ms. Chen
The vote was 4 for Mr. Wright; 2 for Ms. Chen; and Mr. Silverstein was not present during the vote due to connectivity issues.
Ms. Chen abstained
Mr. Wright abstained
Mr. Archibald voted for Ms. Chen
Ms. Lopez-Vargas voted for Mr. Wright
Ms. Malconian voted for Mr. Wright
Mr. Perez voted for Mr. Wright
Ms. Ibach voted for Mr. Wright
Mr. Kofahl voted for Ms. Chen
The vote was 4 for Mr. Wright; 2 for Ms. Chen; and Mr. Silverstein was not present during the vote due to connectivity issues.
Brian Archibald made a motion to approve Brad Wright as the Board Chair for the 2021-2022 school year.
Steven Kofahl seconded the motion.
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| Brad Wright |
Abstain
|
| Linda Ibach |
Aye
|
| Danielle Malconian |
Aye
|
| Scott Silverstein |
Absent
|
| Brian Archibald |
Aye
|
| Daniela Lopez-Vargas |
Aye
|
| Steven Kofahl |
Aye
|
| John Perez |
Aye
|
| Beatriz Chen |
Aye
|
C.
Elect 2021-2022 Board Vice-Chair
Ms. Larew read the duties of the Board Vice-Chair per the Bylaws were shared. Mr. Wright nominated Ms. Chen for the Board Vice-Chair position and she accepted the nomination. There were no other nominations.
Steven Kofahl made a motion to approve Beatriz Chen as the Board Vice-Chair for the 2021-2022 school year.
Brad Wright seconded the motion.
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| Brian Archibald |
Aye
|
| Scott Silverstein |
Aye
|
| Brad Wright |
Aye
|
| Beatriz Chen |
Abstain
|
| Danielle Malconian |
Aye
|
| John Perez |
Aye
|
| Daniela Lopez-Vargas |
Absent
|
| Steven Kofahl |
Aye
|
| Linda Ibach |
Aye
|
D.
Elect 2021-2022 President
The duties of the President per the Bylaws were shared. It was noted that, while not required, this role is typically filled by the Executive Director. Mr. Wright nominated David Hussey for President.
Brad Wright made a motion to approve David Hussey as President for the 2021-2022 school year.
Beatriz Chen seconded the motion.
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| Steven Kofahl |
Aye
|
| Brian Archibald |
Aye
|
| Scott Silverstein |
Absent
|
| Beatriz Chen |
Aye
|
| Linda Ibach |
Aye
|
| Brad Wright |
Aye
|
| John Perez |
Aye
|
| Danielle Malconian |
Aye
|
| Daniela Lopez-Vargas |
Absent
|
E.
Elect 2021-2022 Chief Financial Officer
The duties of the Chief Financial Officer per the Bylaws were shared. While not required, the Chief Business Officer (CBO) has traditionally been the Chief Financial Officer. Mr. Kofahl nominated Greg Wood for Chief Financial Officer.
Steven Kofahl made a motion to approve Gregory Wood as the Chief Financial Officer for the 2021-2022 school year.
Brad Wright seconded the motion.
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| Scott Silverstein |
Aye
|
| Daniela Lopez-Vargas |
Aye
|
| Brad Wright |
Aye
|
| Beatriz Chen |
Aye
|
| Brian Archibald |
Aye
|
| John Perez |
Aye
|
| Danielle Malconian |
Aye
|
| Linda Ibach |
Aye
|
| Steven Kofahl |
Aye
|
F.
Elect 2021-2022 Secretary
The Secretary's duties per the ECRA Bylaws were shared. While not required, a Board member has traditionally been the Secretary. Ms. Chen nominated Ms. Ibach for Secretary.
Beatriz Chen made a motion to appprove Linda Ibach as the Secretary for the 2021-2022 school year.
Steven Kofahl seconded the motion.
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| Brian Archibald |
Aye
|
| Scott Silverstein |
Aye
|
| Daniela Lopez-Vargas |
Aye
|
| Danielle Malconian |
Aye
|
| Brad Wright |
Aye
|
| Steven Kofahl |
Aye
|
| Linda Ibach |
Abstain
|
| Beatriz Chen |
Aye
|
| John Perez |
Aye
|
Beatriz Chen made a motion to appprove Linda Ibach as the Secretary for the 2021-2022 school year.
Steven Kofahl seconded the motion.
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| Danielle Malconian |
Aye
|
| Steven Kofahl |
Aye
|
| Scott Silverstein |
Aye
|
| Daniela Lopez-Vargas |
Aye
|
| Beatriz Chen |
Aye
|
| Linda Ibach |
Abstain
|
| Brian Archibald |
Aye
|
| Brad Wright |
Aye
|
| John Perez |
Aye
|
G.
Board Committees
Linda Ibach made a motion to create the Travel Committee comprised of Mr. Archibald (chair), Mr. Kofahl, and Ms. Chen.
Brad Wright seconded the motion.
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| Brian Archibald |
Abstain
|
| Danielle Malconian |
Aye
|
| Linda Ibach |
Aye
|
| John Perez |
Aye
|
| Beatriz Chen |
Aye
|
| Daniela Lopez-Vargas |
Aye
|
| Steven Kofahl |
Aye
|
| Scott Silverstein |
Aye
|
| Brad Wright |
Aye
|
Steven Kofahl made a motion to continue the Executive Director Evaluation Committee comprised of Mr. Wright, Mr. Archibald, and Ms. Ibach (chair).
Scott Silverstein seconded the motion.
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| Linda Ibach |
Aye
|
| Steven Kofahl |
Aye
|
| Daniela Lopez-Vargas |
Aye
|
| Brian Archibald |
Abstain
|
| Danielle Malconian |
Aye
|
| Brad Wright |
Aye
|
| Beatriz Chen |
Aye
|
| John Perez |
Aye
|
| Scott Silverstein |
Aye
|
Steven Kofahl made a motion to create the Capitalization Projects Committee comprised of Mr. Silverstein (chair), Mr. Wright, Ms. Malconian and Ms. Chen.
Brian Archibald seconded the motion.
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| Scott Silverstein |
Aye
|
| John Perez |
Aye
|
| Linda Ibach |
Aye
|
| Steven Kofahl |
Aye
|
| Beatriz Chen |
Aye
|
| Danielle Malconian |
Aye
|
| Brian Archibald |
Aye
|
| Daniela Lopez-Vargas |
Aye
|
| Brad Wright |
Aye
|
Creating a Safety Committee was discussed. Ms. Chen asked what the Safety Committee would focus on, whether it would just be security or COVID safety as well. Ms. Larew noted that the Safety Committee had traditionally been focused on security, given that COVID is relatively new. Mr. Silverstein asked if the school already had a group calling themselves a safety committee; Mr. Hussey replied that there is a safety committee comprised of parents, teachers, administrators, deans, and counselors. Mr. Hussey noted that it may be better if Board members were on that committee, instead of creating a separate committee. Mr. Wright suggested that the Board not create a separate Safety Committee. The Board voted unanimously not to create the Safety Committee at this time.
Brad Wright made a motion to create the Finance and Investment Committee comprised of Ms. Lopez-Vargas, Ms. Malconian, and Mr. Silverstein (chair).
Brian Archibald seconded the motion.
As to the Finance Committee, Mr. Wright nominated Ms. Lopez-Vargas, Mr. Silverstein nominated Mr. Archibald but Mr. Archibald declined, Mr. Wright nominated Ms. Malconian, and Mr. Silverstein nominated himself. And the Board agreed to change the committee to the Finance and Investment Committee.
Mr. Silverstein moved to reconsider this Committee, as he would like to discuss the qualifications of Ms. Malconian and Ms. Lopez-Vargas to serve on the Committee; Mr. Wright stated that these Committee members are elected Board members and have the requisite qualifications.
The board VOTED to approve the motion.
Mr. Silverstein moved to reconsider this Committee, as he would like to discuss the qualifications of Ms. Malconian and Ms. Lopez-Vargas to serve on the Committee; Mr. Wright stated that these Committee members are elected Board members and have the requisite qualifications.
| Roll Call | |
|---|---|
| Linda Ibach |
Aye
|
| Brad Wright |
Aye
|
| Steven Kofahl |
Aye
|
| Beatriz Chen |
Aye
|
| John Perez |
Aye
|
| Danielle Malconian |
Aye
|
| Brian Archibald |
Aye
|
| Scott Silverstein |
Aye
|
| Daniela Lopez-Vargas |
Aye
|
Brad Wright made a motion to create the Technology Committee comprised of Mr. Archibald, Ms. Lopez-Vargas, and Ms. Chen (chair).
Steven Kofahl seconded the motion.
For the Technology Committee, Mr. Wright nominated Mr. Archibald, Mr. Wright nominated Ms. Lopez-Vargas, and Mr. Silverstein nominated Ms. Chen.
Ms. Chen asked if this Committee is standing or ad hoc; Ms. Larew stated that it is her understanding the Committee is standing.
The board VOTED to approve the motion.
Ms. Chen asked if this Committee is standing or ad hoc; Ms. Larew stated that it is her understanding the Committee is standing.
| Roll Call | |
|---|---|
| Brian Archibald |
Aye
|
| Brad Wright |
Aye
|
| Steven Kofahl |
Aye
|
| John Perez |
Aye
|
| Linda Ibach |
Aye
|
| Scott Silverstein |
Aye
|
| Danielle Malconian |
Aye
|
| Daniela Lopez-Vargas |
Abstain
|
| Beatriz Chen |
Aye
|
III. Consent
A.
Approve Minutes of June 8, 2021 Special Board Meeting
Steven Kofahl made a motion to approve the minutes from Special Board Meeting on 06-08-21.
Brad Wright seconded the motion.
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| Steven Kofahl |
Aye
|
| Brian Archibald |
Abstain
|
| Brad Wright |
Aye
|
| Daniela Lopez-Vargas |
Abstain
|
| Beatriz Chen |
Aye
|
| Linda Ibach |
Aye
|
| Scott Silverstein |
Aye
|
| Danielle Malconian |
Aye
|
| John Perez |
Aye
|
B.
Approve Minutes of June 24, 2021 Regular Board Meeting
Steven Kofahl made a motion to approve the minutes from Regular Board Meeting on 06-24-21.
Brad Wright seconded the motion.
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| Brad Wright |
Aye
|
| Steven Kofahl |
Aye
|
| Linda Ibach |
Aye
|
| Beatriz Chen |
Aye
|
| Brian Archibald |
Abstain
|
| Scott Silverstein |
Aye
|
| Daniela Lopez-Vargas |
Abstain
|
| John Perez |
Aye
|
| Danielle Malconian |
Aye
|
C.
Approve Minutes of June 28, 2021 Special Board Meeting
Steven Kofahl made a motion to approve the minutes from Special Board Meeting on 06-28-21.
Brad Wright seconded the motion.
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| Brian Archibald |
Abstain
|
| Daniela Lopez-Vargas |
Abstain
|
| Steven Kofahl |
Aye
|
| Linda Ibach |
Aye
|
| Scott Silverstein |
Aye
|
| Beatriz Chen |
Aye
|
| Brad Wright |
Aye
|
| Danielle Malconian |
Aye
|
IV. Financial
A.
Review and Vote on June 2021 and July 2021 Check Registers
Mr. Wood presented the June 2021 and July 2021 check registers. The check registers are generated by the Business Office; the back office provider ICON helps with bank reconciliation.
Mr. Silverstein asked about the expenditures for information technology in excess of $1M, are all of these items sent through the bidding process? Mr. Wood replied that items for large expenditures (in excess of $100,000) are sent through the bidding process, and the bids are presented to the Board as part of the approval process. Mr. Kofahl asked if the $100,000 threshold is typical; Mr. Wood replied that this threshold is in the Financial Policies and Procedures, and both he and the Executive Director internally control the approval process to make sure that all approvals are properly obtained. Mr. Silverstein asked that, if the threshold for Board approval is $50,000, then perhaps any expenditures over $50,000 should be sent to bid. Further discussion on this issue was tabled.
Mr. Silverstein asked about the expenditures for information technology in excess of $1M, are all of these items sent through the bidding process? Mr. Wood replied that items for large expenditures (in excess of $100,000) are sent through the bidding process, and the bids are presented to the Board as part of the approval process. Mr. Kofahl asked if the $100,000 threshold is typical; Mr. Wood replied that this threshold is in the Financial Policies and Procedures, and both he and the Executive Director internally control the approval process to make sure that all approvals are properly obtained. Mr. Silverstein asked that, if the threshold for Board approval is $50,000, then perhaps any expenditures over $50,000 should be sent to bid. Further discussion on this issue was tabled.
Brad Wright made a motion to approve the June and July 2021 Check Registers.
Beatriz Chen seconded the motion.
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| Beatriz Chen |
Aye
|
| John Perez |
Aye
|
| Brian Archibald |
Aye
|
| Steven Kofahl |
Aye
|
| Linda Ibach |
Aye
|
| Danielle Malconian |
Abstain
|
| Scott Silverstein |
Aye
|
| Daniela Lopez-Vargas |
Abstain
|
| Brad Wright |
Aye
|
B.
Review and Vote on June 2021 and July 2021 Credit Card Charges
Mr. Wood went over the credit card summary and statements for June 2021 and July 2021.
Beatriz Chen made a motion to approve the June 2021 and July 2021 credit card charges.
Brad Wright seconded the motion.
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| Steven Kofahl |
Aye
|
| Linda Ibach |
Aye
|
| John Perez |
Aye
|
| Scott Silverstein |
Aye
|
| Brad Wright |
Aye
|
| Danielle Malconian |
Abstain
|
| Daniela Lopez-Vargas |
Abstain
|
| Beatriz Chen |
Aye
|
| Brian Archibald |
Aye
|
C.
Discuss and Vote on 2020-2021 Year-End Unaudited Actual Financial Report
John Arndt from ICON presented the year-end unaudited actuals report.
Mr. Perez stated that, as to the encroachment sum for student services, he believed it to be bad in the sense that the State is not sufficiently funding student services. Mr. Perez also asked how many retirees ECR has for which health benefits are being paid; Mr. Wood replied that he believed it to be about 30 people, but this could be verified during the actuarial report.
Mr. Silverstein asked if any of the encumbrances have been waived for the PPP or any other COVID-related funding; Mr. Wood replied as to the PPP loan the amount is being kept in a separate account until the encumbrance has been released by the SBA after a determination on ECR's request for forgiveness has been processed. As to the CARES Act fund, the funds received has been reported and have been identified as restricted funds because they have to be used for specific purposes.
Mr. Perez stated that, as to the encroachment sum for student services, he believed it to be bad in the sense that the State is not sufficiently funding student services. Mr. Perez also asked how many retirees ECR has for which health benefits are being paid; Mr. Wood replied that he believed it to be about 30 people, but this could be verified during the actuarial report.
Mr. Silverstein asked if any of the encumbrances have been waived for the PPP or any other COVID-related funding; Mr. Wood replied as to the PPP loan the amount is being kept in a separate account until the encumbrance has been released by the SBA after a determination on ECR's request for forgiveness has been processed. As to the CARES Act fund, the funds received has been reported and have been identified as restricted funds because they have to be used for specific purposes.
Brian Archibald made a motion to approve the 2020-2021 Year-End Unaudited Actuals Financial Report.
Beatriz Chen seconded the motion.
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| Daniela Lopez-Vargas |
Abstain
|
| Brad Wright |
Aye
|
| John Perez |
Aye
|
| Danielle Malconian |
Abstain
|
| Steven Kofahl |
Aye
|
| Beatriz Chen |
Aye
|
| Brian Archibald |
Aye
|
| Linda Ibach |
Aye
|
| Scott Silverstein |
Aye
|
D.
Review of Actuary Report
Brett Schwab presented the Actuarial Valuation Report. Overall, the value of the OPEB account increased from $30,327,976 to $32,697,438, which was less than an increase expected, due primarily to the plan coming in $416,126 less than projected. However, given the uncertain times we are in, he is still shocked by the growth in the fund. The fund went from 46% funded as of the end of June 2020, to 65% funded as of the end of June 2021.
Mr. Archibald asked when the actuary anticipated the fund would be fully funded if no changes were made. Mr. Schwab replied that the current projection is for 9 more years at a 5% return, assuming premiums for current retirees continue to be paid out of the general account.
Ms. Malconian asked if the $2.6M in employer contributions are static; Mr. Wood replied yes, this amount has been the same every year for the last few years. Mr. Archibald noted that it was a lower amount until about 3 years ago; Mr. Hussey stated it was $100K a month previously but was increased for $220K per month.
Ms. Malconian also asked as to the investment risk level; Mr. Wood noted that the long-term plan could be categorized as being moderate risk.
Mr. Archibald asked when the actuary anticipated the fund would be fully funded if no changes were made. Mr. Schwab replied that the current projection is for 9 more years at a 5% return, assuming premiums for current retirees continue to be paid out of the general account.
Ms. Malconian asked if the $2.6M in employer contributions are static; Mr. Wood replied yes, this amount has been the same every year for the last few years. Mr. Archibald noted that it was a lower amount until about 3 years ago; Mr. Hussey stated it was $100K a month previously but was increased for $220K per month.
Ms. Malconian also asked as to the investment risk level; Mr. Wood noted that the long-term plan could be categorized as being moderate risk.
V. School Business
A.
Discuss and Vote on Revised Fiscal Policies and Procedures
Mr. Hussey went over the proposed changes to the FPP, which adds a second Smart & Final credit card due to another CTE class in culinary arts being added. Mr. Wood noted that the procedures for requesting expenditures through Netsuite and having to submit receipts is still the same. There is also a change allowing for a credit card spending limit of $250,000 to allow for purchase of textbooks. The other changes are more grammatical/stylistic, and to reflect that we have a US Bank Visa card instead of American Express and an elimination of language regarding rewards points.
Brian Archibald made a motion to approve the fiscal policies and procedures as amended on page 29 and page 31 to remove "if any" from the bid process and change the limit amount to $50,000.
Beatriz Chen seconded the motion.
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| Brian Archibald |
Aye
|
| Danielle Malconian |
Aye
|
| Beatriz Chen |
Aye
|
| Scott Silverstein |
Aye
|
| Steven Kofahl |
Aye
|
| Daniela Lopez-Vargas |
Absent
|
| Brad Wright |
Aye
|
| John Perez |
Aye
|
| Linda Ibach |
Aye
|
B.
Discuss and Vote on Bus Passes
Mr. Hussey stated that we currently have 49% of students outside of the school boundaries, and the bus pass program has helped students improve their attendance. Currently, the bus passes are free for all K-12 students, but if Metro starts charging again we would pay for the passes.
Mr. Kofahl asked how much ADA is generated by students coming by bus passes at our expense versus the cost of the bus passes themselves. Mr. Hussey noted that the passes are $24 per month per student; for each day of attendance we receive $58 per day per student.
Ms. Chen stated that applying for the FRPM program would help qualify for the bus passes; Mr. Hussey stated that the bus passes are for those who are FRPM eligible, and that we are encouraging students and families to apply for the FRPM program to receive benefits such as the bus passes as well as for reduced fees for AP tests and the SAT and ACT exams. Mr. Hussey also clarified that only those students who are FRPM eligible receive the bus pass; it is not available just because a student lives outside our boundary area. Mr. Silverstein stated that, if Metro will be providing bus passes to all K-12 students, we should work with the students to ensure that all students get a free bus pass without ECR having to pay for them. Mr. Hussey replied that we will continue getting the free bus passes for students until such time as Metro discontinues their program.
Mr. Kofahl asked how much ADA is generated by students coming by bus passes at our expense versus the cost of the bus passes themselves. Mr. Hussey noted that the passes are $24 per month per student; for each day of attendance we receive $58 per day per student.
Ms. Chen stated that applying for the FRPM program would help qualify for the bus passes; Mr. Hussey stated that the bus passes are for those who are FRPM eligible, and that we are encouraging students and families to apply for the FRPM program to receive benefits such as the bus passes as well as for reduced fees for AP tests and the SAT and ACT exams. Mr. Hussey also clarified that only those students who are FRPM eligible receive the bus pass; it is not available just because a student lives outside our boundary area. Mr. Silverstein stated that, if Metro will be providing bus passes to all K-12 students, we should work with the students to ensure that all students get a free bus pass without ECR having to pay for them. Mr. Hussey replied that we will continue getting the free bus passes for students until such time as Metro discontinues their program.
Linda Ibach made a motion to approve the purchase of monthly bus passes for qualified students.
Beatriz Chen seconded the motion.
The board VOTED unanimously to approve the motion.
| Roll Call | |
|---|---|
| John Perez |
Aye
|
| Daniela Lopez-Vargas |
Aye
|
| Brian Archibald |
Aye
|
| Beatriz Chen |
Aye
|
| Scott Silverstein |
Aye
|
| Linda Ibach |
Aye
|
| Brad Wright |
Aye
|
| Steven Kofahl |
Aye
|
| Danielle Malconian |
Aye
|
C.
Discuss and Vote on Updated Independent Study Policy
Mr. Hussey discussed the revisions to the Independent Study Policy, which was required due to the passage of AB130. Ms. Larew and Mr. Camp worked with outside counsel to ensure that the updated language complied with the new law.
Ms. Malconian asked if there is an issue with students in the Independent Study program falling behind. Mr. Hussey replied not necessarily, though students in this program are often those who struggle with their schoolwork generally. However, the school maintains contact with students in the program as well as parents/guardians to help them maintain their schoolwork. There are currently just over 100 students in the Independent Study program; typically we start the school year with 60 to 70 students, so this year we have started with more students than normal, and we tend to add more students as the school year goes on. Ms. Lopez-Vargas asked that for students who are quarantined due to COVID, are they given the option of going into the Independent Study program. Mr. Hussey replied that we are looking into continuity of learning, and have been using Canvas for the last 3 years to help students keep up with their studies, but we are also looking to also provide the option of having students go short-term into the Independent Study program.
Ms. Malconian asked if there is an issue with students in the Independent Study program falling behind. Mr. Hussey replied not necessarily, though students in this program are often those who struggle with their schoolwork generally. However, the school maintains contact with students in the program as well as parents/guardians to help them maintain their schoolwork. There are currently just over 100 students in the Independent Study program; typically we start the school year with 60 to 70 students, so this year we have started with more students than normal, and we tend to add more students as the school year goes on. Ms. Lopez-Vargas asked that for students who are quarantined due to COVID, are they given the option of going into the Independent Study program. Mr. Hussey replied that we are looking into continuity of learning, and have been using Canvas for the last 3 years to help students keep up with their studies, but we are also looking to also provide the option of having students go short-term into the Independent Study program.
Linda Ibach made a motion to approve the updated Independent Study Board Policy to align with AB130.
Steven Kofahl seconded the motion.
The board VOTED unanimously to approve the motion.
| Roll Call | |
|---|---|
| Linda Ibach |
Aye
|
| John Perez |
Aye
|
| Brad Wright |
Aye
|
| Danielle Malconian |
Aye
|
| Steven Kofahl |
Aye
|
| Daniela Lopez-Vargas |
Aye
|
| Brian Archibald |
Aye
|
| Scott Silverstein |
Aye
|
| Beatriz Chen |
Aye
|
VI. Closed Session
A.
Public Employee Discipline / Dismissal / Release
Closed session took place.
B.
Conference with Labor Negotiators
Closed session took place.
VII. Reconvene to Open Session
A.
Report on Actions Taken in Closed Session, If Any
No actions were taken during closed session.
VIII. Closing Items
A.
Adjourn Meeting
The Board set a date for the annual Brown Act and governance best practices training for Wednesday September 8 at 4:30 p.m.
Brad Wright made a motion to adjourn the meeting.
Steven Kofahl seconded the motion.
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| Steven Kofahl |
Aye
|
| Beatriz Chen |
Aye
|
| Brad Wright |
Aye
|
| Linda Ibach |
Aye
|
| Brian Archibald |
Aye
|
| Daniela Lopez-Vargas |
Aye
|
| Scott Silverstein |
Abstain
|
| John Perez |
Aye
|
| Danielle Malconian |
Aye
|
There being no further business to be transacted, and upon motion duly made, seconded and approved, the meeting was adjourned at 8:02 PM.
Respectfully Submitted,
Emilie Larew