Initiation of litigation pursuant to subdivision (c) of section 54956.9: (Number of Cases: Two)

(Education Code 54957.6) District Negotiator: Debra M. Hendricks and Sharon Roddick
Employee Organizations: All Groups

The Board of Trustees received the following letters:

• Stanislaus County Office of Education - regarding the District's positive certification/Second Interim Report
• Stanislaus County Office of County Clerk/Recorder & Registrar of Voters Elections Division - regarding the candidate nomination period which begins Monday, July 17, 2017, and ends Friday, August 11, 2017
• MID Easement Request and Easement Drawing

The Board of Trustees to receive an update on the 2016-2017 Governance Goals.

In order to revise the district's outdated superintendent evaluation tool, the Board of Trustees appointed a sub-committee made up of Board President Terriann Zeek and Board Member Jennifer Miyakawa.  Attached is the first draft of the revised superintendent evaluation tool.

Some of the most significant changes include evaluation of the superintendent's oversight of the Local Control Accountability Plan, Common Core State Standards, and Professional Learning Communities.  A new area of evaluation will be the superintendent's progress towards specific goals, to be mutually agreed upon by the Board and superintendent.

Also of note is a new ranking system and new titles for some of the domains, both of which are described on the cover page of the attached evaluation.  Items highlighted in yellow designate new additions to the evaluation or items that have been significantly changed from the old evaluation tool.

The sub-committee is looking for feedback from the Board along with suggestions for further improvements.  Superintendent Debra M. Hendricks has reviewed the first draft and is supportive of the changes.

Attached is the Notice of Preparation of an Environmental Impact Report for the Crossroads West Specific Plan, and the District’s response.  

The Board of Trustees will review information regarding the Crossroads West Specific Plan.

At the February 21, 2017, Regular Board meeting, the Board of Trustees was given a "preview" and received policy binders for the 2016 policy updates.  The Board of Trustees agreed to review the updated board policies in two sections.  The first section, pages 1-224, were adopted at the March 21, 2017, Regular Board meeting.   The Board of Trustees and staff will review policies listed on pages 225-554 for the "first reading" at the April 11, 2017, Regular Board meeting, "second reading" at the May 9, 2017, Regular Board meeting, and final reading/adoption at the May 30, 2017, Regular Board meeting.

The Board of Trustees and staff to conduct a "first reading" of the policy updates and minor revisions from January through December 2016.  The Board of Trustees is being issued a revised cover sheet of policies for review.

It is recommended the Board of Trustees adopt Resolution 2016/2017 - #19 proclaiming May 10, 2017, as "Day of the Teacher".

It is recommended the Board of Trustees adopt Resolution 2016/2017 - #20 proclaiming May 21-27, 2017, as "Classified School Employees' Week".

Aspire Public Schools (Aspire) has requested a revision to the enrollment preferences in the current charter (with term of 2013-2018) of Aspire University Charter School (UCS).  The proposed revision consists of adding a lottery preference for students who attend Sherwood Elementary School or reside in the Sherwood Elementary attendance area permitted under Section 47605.3 of the Education Code.

47605.3. Notwithstanding subdivision (d) of Section 47605, a charter school with a schoolsite physically located in the attendance area of a public elementary school in which 50 percent or more of the pupil enrollment is eligible for free or reduced price meals may give a preference in admissions to pupils who are currently enrolled in that public elementary school and to pupils who reside in the elementary school attendance area where the charter schoolsite is located. This section is not intended to affect the requirement contained in subdivision (d) of Section 47605 that a public school converting partially or entirely to a charter school adopt and maintain a policy that gives an admission preference to pupils who reside within the former attendance area of that public school.

The revision only affects the enrollment preferences in Element H on page 40 of the current UCS charter petition.  Please see attached document for the exact proposed change in red:

 “Applications will be accepted during a publicly advertised open application period each year for enrollment in the following school year. Following the open enrollment period each year, applications shall be counted to determine whether any grade level has received more applications than availability. In the event that this happens, the Charter School will hold a public random drawing to determine enrollment for the impacted grade level, with the exception of existing students who are guaranteed enrollment in the following school year. Enrollment preferences in the case of a public random drawing shall be as follows:

• Children of Aspire Regular employees
• Siblings of students already admitted to the Charter School
• All students who seek to continue their preparation and readiness for college from other Aspire schools
• Students who are eligible for free or reduced-price meals
• Students currently enrolled in Sherwood Elementary
• Students who reside in the attendance area of Sherwood Elementary
• Children residing within the District
• All other students who reside in the state of California

The letter of request from Aspire Public Schools is attached.

A map of the Sherwood Attendance Boundaries is attached.

It is recommended the Board of Trustees approve the revision request from Aspire Public Schools to their current charter petition that expires in 2018.

The Board of Trustees to approve a revision request from Aspire Public Schools to modify their current charter petition that expires in 2018.

The Breakthrough Coach is an educational training and consulting firm that supports school administrators to be transformational leaders who achieve student success.  The Breakthrough Coach teaches school leaders how to build productive front office environments that free them up to focus on creating sustainable, school-wide improvement by allowing them to be in the classroom and on campus.  Staff is requesting approval to bring The Breakthrough Coach training  to our district to train all administrative staff, office managers, middle school secretaries, and administrative assistants.  The training will consist of a total of three (3) days.  A two-day, management development course on July 26 and July 27, 2017, with a third follow-up day of  training to be held no later than February 28, 2018.  The cost of the three-day training for thirty (30) teams made up of sixty (60) staff members is approximately $408 per person, which is a sum of $24,500.  Additional costs associated with The Breakthrough Coach training included travel expenses for the consultant, 'not to exceed' $3,000 and $1,000 for food (lunch) and beverages for the two-day training program.  Total cost is approximately $28,500.

Staff recommends the Board of Trustees approve the agreement with The Breakthrough Coach for consultant services for a two-day, management development course on July 26-27, 2017, and one-day follow-on course to be held no later than February 28, 2018.

General Fund/Professional Development:

Training Cost: $24,500.

Food and Beverages: $1,000.

Consultant Travel Expenses: 'not to exceed' $3,000.

Total General Fund/Professional Development: $28,500.

The district is in the process of submitting an E-Rate Year 20 application for WAN/LAN Network Electronics.  Before the application can be complete, a competitive bid process is required, and a vendor must be selected.  The District issued a bid for WAN/LAN Network Electronic upgrades for improvements for various sites throughout the district. 

Staff advertised and solicited bids by placing the attached advertisement in The Modesto Bee on February 12, and February 19, and by posting the bid documents to the USAC EPC website. Two (2) vendors submitted bids.  The responsive bids included:

AMS.Net: $119,024.25

GigaKom: $102,433.72

The bids were evaluated on the following criteria:

The District shall award the Contract, if it awards it at all, pursuant to Public Contract Code 20118.1 to an acceptable party who is one of the three (3) lowest responsive responsible bidders.  Selection of one (1) of the three (3) lowest bids will be based on the following criteria:

1. Eligible Price 30%

2. Equipment performance and reliability 20%

3. Vendor References 10%

4. Ease of management, modification, and updating 20%

5. Warranty 10%

6. Life Cycle costs of equipment 5%

7. Ineligible Costs 5%

Total: 100%

Although AMS.Net was not the low bidder, AMS.Net submitted their bid broken out by site, and GigaKom submitted a list of materials.  The AMS.Net bid was easier to read and provided more detail in terms of what each site would be receiving.  Bids materials were comparable with one difference, the model of Cisco Switch that were quoted.  AMS.Net submitted a proposal for the Cisco Catalyst C3850-12XS-S and GigaKom quoted the Cisco WS-C3850-12S-S switch.  The cost difference between the switches is $1375.  The Catalyst C3850-12XS-S is a better switch with more features, and is reflected in the cost.  The Cisco WS-C3850-12S-S is a similar switch but does not have all the features of the more expensive Catalyst C3850-12XS-S.

AMS.Net has a long history of work with the Sylvan Union School District. They are familiar with our network and we have been very happy with the work they have done for us in the past.

Based on bids submitted, experience with vendors, features of the quoted switch, details of materials and equipment provided by school site, we have selected the bid proposal by AMS.Net.

The Board of Trustees to approve the bid and contract with AMS.Net for WAN/LAN equipment upgrades at various sites, contingent upon successful approval and funding of an E-Rate Application for the proposed equipment and services.

The Board of Trustees to consider the approval of a contract with AMS.Net for WAN/LAN equipment upgrades at various sites, contingent upon successful approval and funding of an E-Rate Application for the proposed equipment and installation.

Staff Budget Recommendations:

1. Maintain current programs.
2. Align staffing with projected enrollment.
3. Retain funds in the amount of $425,000 to support Professional Learning for instructional staff.

Background 

The budget has been aligned to support programs including, Standards based curriculum in all academic areas, English Language Learning, Music, Art, Special Education, Next Generation Science Standards and associated curriculum, technology, counseling and outreach programs for families, with a focus on literacy in all academic areas.   The budget will be developed to provide funding to support improved services to students, and to target high levels of student learning and achievement. 

We are a Professional Learning Community district.  The PLC process is a method of continuous improvement, and data driven decision making.  Over the next year, we believe it is important to continue on the current course outlined in our LCAP, review outcomes through data inquiry, and refine the programs we believe are important to student achievement.  This does not mean we remain stagnant, but rather that we remain vigilant towards improving our practices.  A cycle of inquiry, evaluation, monitoring, and adjustments will remain at the forefront for not only the LCAP which by design is a fluid document, but in all that we do.  Therefore, we will not be requesting dollars for additional programs, but recommend utilization of funds to support on-going programming over the next budget year. 

The following table provides the board approved set asides from the Unrestricted Ending Fund Balance.

Professional Learning: 

Professional learning can have a powerful effect on teacher skills and knowledge and on student achievement.  To be most effective, it must be sustained, focused on important content, and embedded in the work of collaborative professional learning teams that support ongoing improvements in teacher practice and student learning.  As educators face an accelerating pace of change that challenges the status quo in classrooms, professional learning affords teachers the necessary support to grow and develop their practice so that they, in turn, can help students grow and develop the knowledge and skills required for college and career readiness.  Research suggests that in order for teachers to change their practices in ways that lead to meaningful change in student outcomes, teachers need time, opportunities to practice, feedback, and institutional support. 

Recommendation for Professional Learning Set-Aside:  Continue to retain funds to support Professional Learning for instructional staff.

Middle School Electives:

Due to declining enrollment it is recommended that the previous years designated set-aside of $225,000 to support additional electives be eliminated for this fiscal year.  Staff will revisit this issue during subsequent budget development years. 

Staff recommends the Board of Trustees approve the budget recommendations for the 2017-18 fiscal year.

The Board of Trustees will consider approval of staff's 2017-18 fiscal year budget recommendations.

With both the Building Fund (Fund 21) and the Deferred Maintenance Fund (Fund 14) balances fully expended on the Sylvan Reconstruction Project, there are currently three (3) sources of funds available for capital outlay and repair purposes for the district.  Attached is the list of appropriate funds that must be utilized for only capital outlay type purposes (facilities, equipment > $5,000).   (See Capital Outlay Funds Recap.)

Over the last year, maintenance staff have worked to complete projects approved by the Board of Trustees in 2016.  All projects are not yet complete, but many will be completed by June 30, 2017.  Projects not completed will be carried over to the 2017-18 fiscal year budget.

Currently, we have $9.3 million of projects identified, with an anticipated budget for new projects of approximately $1 million.  The Maintenance Department and I have reviewed the project list and identified high priority projects to be considered for funding for the 2017-18 fiscal year. (See FY 2017-18 Capital Outlay Plan)

Staff will move forward with scheduling the projects once Board approval for the overall plan is approved.  Staff will seek competitive pricing on all projects and request individual approval for each project before awarding contracts for work exceeding $45,000.

Staff recommends Board of Trustees approval of the 2017-18 Capital Outlay Plan.

The Board of Trustees will consider approval of the 2017-18 Capital Outlay Plan.

It is recommended that Board of Trustees approve the minutes of the March 21, 2017, Special Board meeting, the March 21, 2017, Regular Board meeting, and the April 4, 2017, Special Board meeting.

Staff recommends the acceptance the Quarterly Report on Williams Complaints, Subject Area of Complaints, and Resolution of Complaints for quarter ending March 31, 2017. 

Effective January 1, 2005, pursuant to the Williams vs. State of California litigation settlement and as defined in Education Code 35186, Sylvan Union School District posted in every classroom a statement that students have the right to sufficient textbooks and instructional materials, that school facilities are clean, safe, and maintained in good repair and that there are no teacher vacancies or teacher misassignments.  Summaries of complaints must be publicly reported to the Board on a quarterly basis at a regularly scheduled meeting and forwarded to the County Superintendent of Schools. 

As of March 31, 2017, Sylvan Union School District has not received any complaints. 

It is recommended the Board of Trustees accept the Quarterly Report on Williams Complaints, Subject Area of Complaints, and Resolution of Complaints for the Quarter Ending March 31, 2017.

None

1. The donation of $420.00 from Your Cause LLC Trustee for Pacific Gas & Electric to Freedom Elementary School for school recognition and supplies.

2. The donation of $3,393.00 from Shoob Photography to Freedom Elementary School to be used towards the purchase of Chromebooks for students. 

3. The donation of thirty (30) digital thermometers and two (2) packs of my plate tear pads, valued at $184.58, from School Nurse Supply to Sherwood Elementary.

4. The donation of $1,134.02 from Stockard Coffee PTA to Stockard Coffee Elementary School for transportation costs for the fourth grade field trip.

5. The donation of $240.80 from Box Top Education to Woodrow Elementary School.