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Email copy for Mt Diablo to Contra Costa Times

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Email copy for Mt Diablo to Contra Costa Times Powered By Docstoc
					Date:           August 6, 2012




To:             Theresa Harrington, Contra Costa Times
From:           Dr. William Gillaspie, FCMAT
Subject:        Response to request by Theresa Harrington Saturday July 28, 2012 to send copy of
                emails and correspondence between FCMAT and MDUSD from April 2012 to present
                2012

The following is a list of emails/correspondence, dates and times between FCMAT and MDUSD regarding
FCMAT MDUSD transportation study: concerning draft reports, we will include because they are
considered not public documents.



From: Leonel Martinez
Sent: Friday, July 27, 2012 10:18 AM
To: lawrences@mdusd.org
Cc: Bill Gillaspie
Subject: FCMAT second transportation draft report


Steven Lawrence, Ph.D., Superintendent
Mt. Diablo Unified School District
1936 Carlotta Drive
Concord, CA 94519

Dear Superintendent Lawrence:

Attached the Fiscal Crisis and Management Assistance Team’s second draft report for the Mt. Diablo
Unified School District focusing on transportation services. This draft document takes into consideration
the changes conveyed to FCMAT by the district on July 26, 2012.

Please briefly review those changes and provide any additional comments by Monday July 30, 2012 so
we can proceed to finalize the report.

Sincerely,

Leonel Martinez
FCMAT Technical Writer
(661) 636-4387




                                                                                                        1
From: Bill Gillaspie
Sent: Wednesday, July 25, 2012 11:49 AM
To: 'STEVEN LAWRENCE'
Cc: 'mikerea-wcta@juno.com'; 'Purvis, Tim'; esmith@casbo.org
Subject: FW: Conf. Call-mt. Diablo

Steve:
FYI, if ok with you, we will proceed.
Thanks

Bill



-----Original Message-----
From: tpurvis@powayusd.com [mailto:tpurvis@powayusd.com]
Sent: Wednesday, July 25, 2012 11:35 AM
To: Rea Mike; Rea Mike
Cc: Bill Gillaspie
Subject: Conf. Call-mt. Diablo

Hi Mike;

I'm scheduled to do the conference call with Mt Diablo tomorrow at 1:30pm.
Participants will be Angie, Steve and Greg). Are you available at 1:30pm to
participate?

I spoke w/Bill Gillaspie yesterday and made him aware that wanted to discuss the
report-he is fine with such. I told Angie that I have a 2:30pm meeting at our
D.O. Therefore I'll need to be done by 2:00pm.

I'm at the airport in Reno now, transfer in Las Vegas and then into Ontario by
4:15 hopefully.

Tim
Sent from my Verizon Wireless BlackBerry




                                                                                   2
From: Leonel Martinez
Sent: Wednesday, July 18, 2012 1:44 PM
To: lawrences@mdusd.org
Cc: Bill Gillaspie
Subject: FCMAT draft report

Steven Lawrence, Ph.D., Superintendent
Mt. Diablo Unified School District
1936 Carlotta Drive
Concord, CA 94519

Dear Superintendent Lawrence:

Attached is a digital copy of the draft transportation report developed by the Fiscal Crisis and
Management Assistance Team (FCMAT) for the Mt. Diablo Unified School District. Please review this
draft document and contact us with any corrections or suggested changes. After we receive this
information, we will proceed to finalize the report.

Sincerely,

Leonel Martinez
FCMAT Technical Writer
(661) 636-4387

G: William P. Gillaspie, Ed.D., FCMAT Administrative Officer


From: Leonel Martinez
Sent: Tuesday, June 05, 2012 11:23 AM
To: lawrences@mdusd.org
Cc: Bill Gillaspie
Subject: Exit letter from FCMAT

Steven Lawrence, Ph.D., Superintendent
Mt. Diablo Unified School District
1936 Carlotta Drive
Concord, CA 94519

Dear Superintendent Lawrence:

Attached is a digital copy of the exit letter developed by the Fiscal Crisis and Management Assistance
Team (FCMAT) for the Mt. Diablo Unified School District. We trust that this document will be beneficial
to all concerned and look forward to issuing the full report.

Sincerely,

Leonel Martinez
FCMAT Technical Writer
(661) 636-4387

                                                                                                          3
From: JANET TAKAHASHI [mailto:takahashij@mdusd.org]
Sent: Tuesday, May 15, 2012 3:30 PM
To: Bill Gillaspie; Bryan Richards
Cc: esmith@casbo.org; mikerea-wcta@juno.com; tpurvis@powayusd.com; timbsa2@verizon.net; joann-
murphy@gmail.com; ANNE STONE; Trina Frazier; Veronica Morrow; Anthony Bridges; Hazel Fields;
STEVEN LAWRENCE; Anthony Bridges
Subject: RE: FCMAT transportation and special education study

Bill:

Bryan, the superintendent and Mildred Browne (assistant superintendent of special
education) are not here on Monday. Do you want me to find a date and time during the
time frame you are here to schedule something for you?

Janet




From: Bill Gillaspie [mailto:bgillaspie@fcmat.org]
Sent: Tuesday, May 15, 2012 11:30 AM
To: Bill Gillaspie; Bryan Richards
Cc: JANET TAKAHASHI; esmith@casbo.org; mikerea-wcta@juno.com; tpurvis@powayusd.com;
timbsa2@verizon.net; joann-murphy@gmail.com; ANNE STONE; Trina Frazier; Veronica Morrow; Anthony
Bridges; Hazel Fields; STEVEN LAWRENCE; Anthony Bridges
Subject: RE: FCMAT transportation and special education study

Monday May 21 between 7 am or earlier, until early afternoon, I am available to meet at the district
office to discuss the special education review scheduling dates for the future




From: Bill Gillaspie
Sent: Tuesday, May 15, 2012 11:01 AM
To: Bill Gillaspie; Bryan Richards
Cc: JANET TAKAHASHI; esmith@casbo.org; mikerea-wcta@juno.com; tpurvis@powayusd.com;
timbsa2@verizon.net; joann-murphy@gmail.com; ANNE STONE; Trina Frazier; Veronica Morrow; Anthony
Bridges; Hazel Fields; STEVEN LAWRENCE; Anthony Bridges
Subject: RE: FCMAT transportation and special education study

Bryan:



                                                                                                       4
    1. The transportation study is a go and scheduled for May 21-23. Thank you and we look forward
       to the study.
    2. The special education program review is not scheduled, we have attempted to schedule, but
       have been unable. The program special education review will not take place next week.
       We have to much to complete prior to arrival on special education review next Monday, for
       instance
                We need to have a documentation interview list request implemented
                schedule meetings with staff
                develop staff, parent moral survey
                schedule notice for parent focus group meeting, dates times and locations.
                Collection of data for review needs to be completed and requires district staff time

        I would be available to meet with you Bryan and your Director of Special Education Monday,
        May 21, in the morning.
        I know your all busy and scheduled at this time of year. With the budget status with May revise,
        things are hectic.
        I could meet with you to discuss and schedule the time and date for the special education
        program review anytime from 7 am to early noon on May 21.

        Let me know, what works for you.

        Thanks

        Bill

William P. Gillaspie, Ed.D.
Deputy Administrative Officer
Fiscal Crisis Management Team
1300 17th Street City Centre
Bakersfield, CA 93301-4533

Office phone 916-474-5917
Fax 916-474-5917
Cellular Telephone: 661-204-0579

bgillaspie@fcmat.org




From: Bill Gillaspie
Sent: Monday, May 14, 2012 9:39 AM
To: 'Bryan Richards'
Cc: JANET TAKAHASHI; esmith@casbo.org; 'mikerea-wcta@juno.com'; tpurvis@powayusd.com;
timbsa2@verizon.net; 'joann-murphy@gmail.com'; 'ANNE STONE'; Trina Frazier; Veronica Morrow;
Anthony Bridges; Hazel Fields; STEVEN LAWRENCE
Subject: FCMAT transportation and special education study



                                                                                                       5
HI Bryan:

I talked with Janet last week and we got things moving for the transportation study scheduled for May
21-23.
Janet sent the documentation and interview list request to Angie, and we will be ready to go on Monday
May 21, at 8 am at the transportation department.
I called you several times on Thursday and Friday, but do you your involvement with negotiations all day
we were not able to talk. Janet was going to pass on our conversation to you.

Please let me know, what the districts expectations are for attempting to conduct the special education
program review in the next few weeks.
There is so much to do with developing surveys, conducting focus groups, developing interview
schedules and collection of data, during the last few weeks of school, we are concerned, that this is
could be to much to ask for your staff, at this time of year.

I can give you some times listed below, for your consideration, or we can encumber this section of the
study for beginning of school year, prior to start of the school year, or in late June.
We are committed to high level of service and want to assure the results of the study are beneficial to
all concerned.

Please let me know, if you want to proceed with the following dates, or move to a
later time.
Study date: May 21-25 Special education program review
May 21 Orientation Meeting 1:00 PM
May 22-23 Staff Interviews
May 24 Follow up interview designated by FCMAT

Following receipt of survey results
Analysis of results by FCMAT team remotely
Exit Meeting TBD


Thanks, look forward to seeing you soon, best regards

Bill


William P. Gillaspie, Ed.D.
Deputy Administrative Officer
Fiscal Crisis Management Team
1300 17th Street City Centre
Bakersfield, CA 93301-4533

Office phone 916-474-5917
Fax 916-474-5917
Cellular Telephone: 661-204-0579

bgillaspie@fcmat.org


                                                                                                          6
From: Bill Gillaspie
Sent: Thursday, May 10, 2012 1:06 PM
To: 'Bryan Richards'
Subject: RE: Document and Interview Request for Mt. Diablo

Called today again, left a message yesterday and talked with Janet this morning prior to 10:30 am.

Will talk to you later, sounds like you are on the run, busy, busy

Bill

William P. Gillaspie, Ed.D.
Deputy Administrative Officer
Fiscal Crisis Management Team
1300 17th Street City Centre
Bakersfield, CA 93301-4533

Office phone 916-474-5917
Fax 916-474-5917
Cellular Telephone: 661-204-0579

bgillaspie@fcmat.org




From: Bryan Richards [mailto:richardsb@mdusd.org]
Sent: Tuesday, May 08, 2012 5:07 PM
To: Bill Gillaspie
Subject: RE: Document and Interview Request for Mt. Diablo

I am in all day tomorrow working on 3rd interim. Or Thursday before 10:45 a.m. I am in meetings the
rest of Thursday and mediation with the teachers’ union all day Friday.

Thanks,
Bryan




                                                                                                      7
From: Bill Gillaspie [mailto:bgillaspie@fcmat.org]
Sent: Tuesday, May 08, 2012 12:48 PM
To: Bryan Richards
Cc: joann-murphy@gmail.com; ANNE STONE
Subject: FW: Document and Interview Request for Mt. Diablo

Bryan
Do you have a day and time, this week, for me and a couple FCMAT consultants to talk to you on the
phone regarding the timeline on the special education program review objectives?
Thanks

Bill

William P. Gillaspie, Ed.D.
Deputy Administrative Officer
Fiscal Crisis Management Team
1300 17th Street City Centre
Bakersfield, CA 93301-4533

Office phone 916-474-5917
Fax 916-474-5917
Cellular Telephone: 661-204-0579

bgillaspie@fcmat.org




From: Bill Gillaspie
Sent: Saturday, May 05, 2012 11:32 AM
To: Bryan Richards
Cc: JANET TAKAHASHI; timbsa2@verizon.net; tpurvis@powayusd.com; mikerea-wcta@juno.com; Eric
Smith; Bill Gillaspie; joann-murphy@gmail.com; ANNE STONE; Anthony Bridges
Subject: RE: Document and Interview Request for Mt. Diablo

Hi Bryan:
Thanks for your response. Please see comments in red, below, we can work this out, no problem.

William P. Gillaspie, Ed.D.
Deputy Administrative Officer

From: Bryan Richards [mailto:richardsb@mdusd.org]
Sent: Friday, May 04, 2012 7:18 PM
To: Bill Gillaspie
Cc: JANET TAKAHASHI
Subject: RE: Document and Interview Request for Mt. Diablo



                                                                                                     8
Bill –    FCMAT transportation study field work May 21-23, 2012 Mt. Diablo

We need some date and time coordination. The Superintendent, the Chief Accountant and the Fiscal
Analyst II who handles categoricals will all be at School Services’ May revise update in Sacramento on
the 21st. I am in a meeting in San Francisco all day. No problem, your presence is not necessary, we can
be very productive on Monday, with our team working with Angie at her site. Orientation meeting can
be rescheduled for later time during our field work.

Will it be possible to meet with me and the fiscal staff on Tuesday? Yes, that works. Late afternoon is
best, due to Mike and Tim will be at the transportation site all morning, starting about 7 am. Just let us
know where and when.

I will be getting back on Monday just in time for the Board meeting. That works, no problem, the guys
on the FCMAT study are pro’s been doing FCMAT transportation studies for 15 years. You will be
impressed.

I’ll have my assistant, Janet Takahashi, check with Angie Goakey, the transportation director, to be sure
she is available to meet on Monday. That is prefect, can Janet verify Tim and Mike meeting with Angie
Monday morning May 21 at 8 am at the bus garage?
Angie reports to Jeff McDaniel, the Director of Facilities & Operations, who in turn reports to Greg
Rolen, the General Counsel. I’ll have Janet check their availability as well. Thank you, will be good for
our team members to meet with Jeff, and Greg at their convenience, on Monday or Tuesday.

We will have you set up in the office of the former Assistant Superintendent of Administrative Services,
Room 3 at the Dent Center. There is a desk to work at and a meeting table. That is fine, this works.
If needed there is a second office adjacent that also has a workstation. All of the conference rooms are
booked during the dates you have requested.

We will run the fiscal reports for you next week after the May 7 board meeting is over, scan them and
email them so you can review to see if they meet your needs since we won’t be here on the Monday of
your visit. That works.

We are having a budget study session this Monday and are pretty tied up with getting data ready for
that right now. No worries, we are flexible

I will call you this Monday because the superintendent has concerns regarding the special education
study. ok
He and the board expected it to be done before the end of the fiscal year as was presented to them in
the last version of the documents before the board meeting. We are planning to expend current year
dollars on the project. Also, the board wants to implement as much as it can in budget development. I
will work with you regarding dates for the program piece, if the supt wants it done this fiscal year, we
will make his timeline, we will need support from you and your staff. Tentative dates for special
education program review would be May 21-24 and June 4-8. We hoping for start of school year next
year, but will meet your expectations, your call.


Thanks,


                                                                                                             9
Bryan @ Mt. D.




From: Bill Gillaspie [mailto:bgillaspie@fcmat.org]
Sent: Friday, May 04, 2012 5:08 PM
To: STEVEN LAWRENCE; Bryan Richards
Cc: Eric Smith; tpurvis@powayusd.com; mikerea-wcta@juno.com; Anthony Bridges;
timbsa2@verizon.net
Subject: FW: Document and Interview Request for Mt. Diablo

Steve and Bryan:
Attached is the document interview list request for the FCMAT transportation study for your Mt. Diablo.
Field work May 21-23, 2012.

General Information
The FCMAT study team will arrive at the Mt. Diablo District office on Monday May 21, 2012 at 8:00 am.
Please let us know in advance which room we will me meeting in. We will need one dedicated space for
confidential interviews and another to be used as a confidential work space for the FCMAT team. We
request that internet connections and printer capability be available for the team’s use in the FCMAT
team work space.
We will conduct our orientation meeting at 8:30 am on Monday, May 21. The staff in attendance at this
meeting is at the discretion of the Superintendent.

The orientation meeting should last about 30 – 40 minutes, depending how many in attendance.
The purpose of the orientation will be to review the scope of study, introduce FCMAT team members
and finalize the schedule of interviews and logistics.

FCMAT will suggest individuals to be interviewed consistent with the scope points; however, the district
may designate additional staff. Throughout the interview times will try to accommodate county and
district staff work schedules as much as possible. The schedule you develop will indicate the
approximate time needed for interviews. The team will schedule follow up interviews with staff as
needed.
Most of the field work will be conducted on site at the bus garage and time with the director of
transporation.

The exit meeting is scheduled for 3:00 pm on Wednesday , May 23 with participants selected by the
superintendent.
The time is an estimate and can be adjusted if necessary. The purpose the exit meeting is to present
preliminary and confidential findings. It should last no more than 60 minutes.

FCMAT Study Team Members
      Eric Smith. FCMAT study team lead
      Tim Purvis, Independent Consultant


                                                                                                       10
         Mike Rae, Independent Consultant

Study Objectives
Provide a comprehensive evaluation of the District’s pupil transportation program to include both
Home-to-School (HTS), Special Education student transportation services, vehicle maintenance and
Safety and Training practices. Specific areas to be reviewed include:

       1. Analysis of the District’s state transportation revenue and District contribution (encroachment)
          for the transportation program for both HTS and Special Education.

       2. Transportation Department staffing evaluation and recommendations.

       3. Evaluation of routing methodology and relative routing efficiency for both HTS and Special
          Education Transportation.

       4. Review District’s scheduling of extracurricular field trips/athletic trips.

       5. Evaluation of operational efficiency. Recommendations for potential savings.

       6. Driver training and safety and compliance with driver training laws and regulations.

       7. Compliance with all laws and regulations to include Vehicle Code, Education Code, CAC Title 5, 8
          & 13.

       8. Vehicle maintenance program, vehicle safety, compliance with vehicle maintenance laws and
          regulations and vehicle replacement schedule.

       9. Pupil Transportation purchasing procedures of parts and equipment.

       10. Sufficiency and adequacy of school transportation operations facility to include compliance with
           industrial waste & hazardous materials rules and storm-water run-off regulations.

       11. Review of the District’s fuel storage and management systems.

       12. Review use of technology within the transportation program in the areas of routing, scheduling
           of extracurricular/athletic trips, vehicle maintenance and other areas for efficiency.


If you have questions, please do not hesitate to contactme. FCMAT looks forward to a study that will be
beneficial to all concerned.
Thank you for requesting FCMAT services.

Bill

William P. Gillaspie, Ed.D.
Deputy Administrative Officer


                                                                                                         11
Fiscal Crisis Management Team
1300 17th Street City Centre
Bakersfield, CA 93301-4533

Office phone 916-474-5917
Fax 916-474-5917
Cellular Telephone: 661-204-0579

bgillaspie@fcmat.org


From: Bryan Richards [mailto:richardsb@mdusd.org]
Sent: Thursday, May 03, 2012 1:12 PM
To: Bill Gillaspie; STEVEN LAWRENCE; JANET TAKAHASHI
Cc: Eric Smith; Purvis, Tim; mikerea-wcta@juno.com; Anthony Bridges; Hazel Fields; joann-
murphy@gmail.com
Subject: RE: FCMAT Study Agreement - Mt. Diablo FINAL

The board approved this item 5-0 at the last board meeting. I’ll have Janet follow up with Loreen on
getting a signed copy of the contract back to you.

Thanks,
Bryan Richards
Chief Financial Officer
Mt. Diablo Unified School District
1936 Carlotta Drive
Concord, CA 94519
Phone (925) 682-8000 x4092
Fax (925) 691-5246

From: Bill Gillaspie [mailto:bgillaspie@fcmat.org]
Sent: Thursday, May 03, 2012 12:55 PM
To: STEVEN LAWRENCE; Bryan Richards
Cc: Eric Smith; Purvis, Tim; mikerea-wcta@juno.com; Anthony Bridges; Hazel Fields; joann-
murphy@gmail.com
Subject: FW: FCMAT Study Agreement - Mt. Diablo FINAL

Hi Steve and Bryan:

Just following up with regarding status of FCMAT study agreement. As you requested, we have divided
the study agreement into 2 sections

    1. Transportation May 21-23
    2. Special Education program review, dates to be determined. Probably Fall 2012

Let me know, if you have any questions. Thank you for requesting FCMAT services, we look forward to
working with you.

Thanks

                                                                                                       12
Bill

William P. Gillaspie, Ed.D.
Deputy Administrative Officer
Fiscal Crisis Management Team
1300 17th Street City Centre
Bakersfield, CA 93301-4533

Office phone 916-474-5917
Fax 916-474-5917
Cellular Telephone: 661-204-0579

bgillaspie@fcmat.org




From: Bill Gillaspie
Sent: Thursday, May 03, 2012 12:55 PM
To: STEVEN LAWRENCE; 'BRYAN RICHARDS'
Cc: Eric Smith; Purvis, Tim; 'mikerea-wcta@juno.com'; Anthony Bridges; Hazel Fields; joann-
murphy@gmail.com
Subject: FW: FCMAT Study Agreement - Mt. Diablo FINAL

Hi Steve and Bryan:

Just following up with regarding status of FCMAT study agreement. As you requested, we have divided
the study agreement into 2 sections

       1. Transportation May 21-23
       2. Special Education program review, dates to be determined. Probably Fall 2012

Let me know, if you have any questions. Thank you for requesting FCMAT services, we look forward to
working with you.

Thanks

Bill

William P. Gillaspie, Ed.D.
Deputy Administrative Officer
Fiscal Crisis Management Team
1300 17th Street City Centre
Bakersfield, CA 93301-4533



                                                                                                  13
Office phone 916-474-5917
Fax 916-474-5917
Cellular Telephone: 661-204-0579

bgillaspie@fcmat.org




From: Hazel Fields
Sent: Thursday, April 19, 2012 1:45 PM
To: 'lawrences@mdusd.k12.ca.us'
Cc: Anthony Bridges; Andrea Alvarado; Andy Prestage; Bill Gillaspie; Debi Deal; Diane Branham; John
Von Flue; Julie Auvil; Marisa Ploog; Michelle Plumbtree
Subject: FCMAT Study Agreement - Mt. Diablo FINAL

Please sign the final FCMAT study agreement on page 8 of the attachment. Return the signed
agreement by fax to FCMAT at (661) 636-4647 or by e-mail to hfields@fcmat.org and put the original in
the mail to FCMAT at the following address:

FCMAT
Office of the Kern County Superintendent of Schools
         th
1300 17 Street
Bakersfield, CA 93301

Please contact Anthony Bridges, FCMAT Deputy Executive Officer, with any questions at (661) 706-0561.

FCMAT appreciates the opportunity to work with you and provide a study beneficial
to all concerned.

Thank you,



Hazel Fields
Executive Secretary II
Fiscal Crisis and Management Assistance Team
1300 17th Street
Bakersfield CA 93301
Phone (661) 636-4308
Fax (661) 636-4647




                                                                                                        14
From: Bill Gillaspie
Sent: Thursday, March 29, 2012 1:46 PM
To: Anthony Bridges; Hazel Fields
Cc: 'BRYAN RICHARDS'; STEVEN LAWRENCE
Subject: RE: Mt Diablo

Hazel:
Here is the revised study agreement reflecting content Anthony covered in email below.
Please draft study agreement.

Attention:
Bryan Richards
Chief Financial Officer
Mt. Diablo Unified School District
1936 Carlotta Drive
Concord, CA 94519
Phone (925) 682-8000 x4092
Fax (925) 691-5246


Thank you

Bill

William P. Gillaspie, Ed.D.
Deputy Administrative Officer
Fiscal Crisis Management Team
1300 17th Street City Centre
Bakersfield, CA 93301-4533

Office phone 916-474-5917
Fax 916-474-5917
Cellular Telephone: 661-204-0579

bgillaspie@fcmat.org




                                                                                         15

				
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