(Government Code 54956.95) Number of Cases: One (1)

Case Name: Tillman

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

Title: Administrative Assignments

Receive public comment on the proposed Local Control and Accountability Plan (LCAP).

The Board of Trustees to receive public comment on the proposed Local Control and Accountability Plan (LCAP).

The Board of Trustees to receive public comment on the 2017-2018 Fiscal Year Proposed Budget.

The Sylvan Union School District has ten (10) elementary schools and three (3) middle schools, a district office, a food service facility, and a corp yard which houses transportation, maintenance and operations, and a warehouse.  Over the past twelve (12) years, three (3) new schools, a new Corp Yard, and a new Food Service Building were constructed.  Seven (7) of the other ten (10) school sites were modernized, leaving only two (2) sites that require renovation, Ustach Middle School (built 1993), and Orchard Elementary School (built 1994). 

The district anticipates extensive growth in two (2) areas of the district.  Village One which if fully built out will require one (1) elementary school, and in Riverbank, that if fully built out based on very preliminary plans, may require one (1) elementary school and one (1) middle school.  It is anticipated that growth will occur over the next ten to twenty years.  In order to build the schools and modernize two (2) more schools, a variety of funding sources including a General Obligation Bond may be needed. 

In order to plan for funding (and get matching funds from the state), we need to have a long-term “Facilities Master Plan” in place.  This plan will provide a blueprint of what our schools will look like and how they will function for the next several decades.  It should be based on both a facilities assessment, and include deep community engagement around educational, technological, and safety priorities for the district’s schools.

A Facilities Master Plan is a set of recommendations for how a school district will modernize, renovate, or replace its facilities.  Such plans are not just about designing buildings, but should align with both a district’s education program and the community’s needs.  A good Facilities Master Plan presents an opportunity to create a well-considered plan for a school district’s future, as opposed to putting a series of short-term, emergency measures in place on an as-needed basis.  The state mandates that school districts have Facility Master Plans in place in order to receive matching funds for new construction.

The attached Facilities Master Plan Draft provides an update to the 2002 Facilities Master Plan, adding in data for construction and modernization that occurred since 2002 to 2017, and updating projected growth from identified new housing that may be constructed over the next ten (10) to twenty (20) years. 

In order to prepare a comprehensive plan for the future, additional work on the draft plan will be necessary to include the following:

1. Community Engagement
2. Educational Adequacy Assessment
3. Educational Specifications 
4. Facilities Condition Assessment 
5. Average Daily Attendance (ADA) Self-Evaluation and Transition Plan 
6. Enrollment, Demographic Study
7. Deferred Maintenance Plan
8. Funding the Plan

Building an effective and efficient process is crucial to the development of a successful plan.  The Master Plan is a living document, intended to be revisited, reviewed and revised every five (5) to ten (10) years as educational delivery and student populations needs evolve within the District.

The Board of Trustees will review the Facilities Master Plan Draft.

The California School Boards Association (CSBA) is a member-driven association that supports the governance team - school board members, superintendents and senior administrative staff - in its complex leadership role.  CSBA develops, communicates, and advocates the perspective of California school districts.  The district has not contributed to the Education Legal Alliance (ELA) in the past, and therefore, the fees for the 2017-18 fiscal year are $11,249. 

The history of annual fees is shown in the table below. 

Staff recommends approval of the 2017-18 fiscal year Annual Membership Dues with the California School Boards Association (CSBA).

The Board of Trustees will consider approval of the 2017-18 fiscal year Annual Membership Dues with California School Boards Association (CSBA).

General Operating Fund:  $11,249

Each year staff prepares Budget Assumptions, which are presented to the Board of Trustees for review and approval prior to the preparation of the fiscal year budget.  This document serves as the guiding parameters in the development of the budget for the 2017-18 fiscal year.  This document is based on current fiscal information and reflects the most current information available regarding the state budget.

Budget Assumptions are primarily revenue and expenditure estimates, which staff utilizes in order to compile the budget.

The most difficult thing about developing budgets for schools is the actual revenue is not known until after the fiscal year has ended.  Therefore, districts have to project revenues.  Assumptions are the predictions which are used to develop the budget.  Assumptions vary from year to year depending on such things as enrollment growth and the proposed state budget.  It is not uncommon to revise the assumptions during the budget development process as new information becomes available.

The Board of Trustees reviewed DRAFT Budget Assumptions at the March 21, 2017, Board meeting to determine if any changes were appropriate before beginning the 2017-18 budget development process.  The assumptions presented herein are based on currently available economic information.  The budget has been prepared based on the presented assumptions.  Approval of this document insures that the 2017-18 budget was prepared in a manner consistent with Board Policies and the parameters set forth in the state budget.

After the state budget is signed in July, districts are required to update their Board of Trustees of the changes to their budget within forty-five (45) days.

Staff recommends approval of the 2017-18 Budget Assumptions. 

The Board of Trustees will consider approval of the 2017-18 Fiscal Year Budget Assumptions.

See attached MYP

The Governing Board of School Districts must certify that a diligent search (as defined in the attached declaration) to recruit fully prepared teachers was made, and if suitable, fully prepared teachers are not available to the District, the District makes a reasonable effort to recruit based on the priority stated in the attached declaration.

Staff recommends that the Board of Trustees declare a need for fully qualified educators for the 2017-2018 school year.

A Declaration of Need for Fully Qualified Educators is being presented to the Board of Trustees for approval.

Salary schedule for this year, and ongoing, is revised to reflect a 2% increase to the existing schedule.  A 1% one-time payout for 2016-17 will be made in addition.

Staff recommends approval of the revised 2016-17 Confidential Salary Schedule and the 1% one-time payout.

Additional two (2) work days for Calendar #8 classified employees is needed to continue expanding employee training and expertise.  Classifications included are Instructional Paraprofessionals, Behavior Specialist Aides, Health Clerk, Campus Supervisor, Bus Driver, LVN, and Noon Duty.  The additional days will be placed on the calendar in alignment with the certificated work year.

Staff recommends the Board of Trustees approve the MOU with California School Employees Association (CSEA) Chapter #73 for two (2) additional work days to Calendar #8 classified employees.

Salary schedule for this year, and ongoing, is revised to reflect a 2% increase to the existing schedule.  A 1% one-time payout for 2016-17 will be made in addition.

Staff recommends approval of the revised 2016-17 Certificated, Classified, and Confidential Management Salary Schedules and the 1% one-time payout.

Board Policy 3350, Business and Non-Instruction Operations - Travel Expenses, requires that all out of state travel for which reimbursement will be claimed shall have prior Board approval.  Raychel Cupit, Transportation Supervisor is requesting approval for Ron Bowers to attend the “Thomas Built Institute 2017” in Reno, Nevada from July 11, 2017, through July 13, 2017.   

The areas addressed at the conference include, Emission systems, Electrical systems, Coolants, Maintenance & Cost Savings, Utilizing Websites-Resources and Wire Diagrams. 

The buses have a three (3) year warranty for the chassis and drive train, and it will be beneficial to have our mechanic trained on maintenance and repair for the Thomas Built Buses.  A service call from Bus West is $500.00 travel time plus repair time.  A trained mechanic on site will eliminate most service calls resulting in less down time for a bus in need of repair.  Ron will also be able make contact and see some of the new products that are out to extend the life and services of the Districts vehicles. 

Staff recommends the approval of an Out of State Conference Attendance Request for Ron Bowers, Transportation Department Mechanic. 

The Board of Trustees will consider approval of an Out of State Conference Attendance Request for Ron Bowers, Transportation Department Mechanic. 

TOTAL AMOUNT: $ 1,081.49

This change order is comprised of items listed on the attachment.

This change order will affect the contract as follows: 

Original Contract ................................................................. $6,083,000.00

Net Change by Previous Change Orders ........................... $154,623.00

Contract sum prior to this Change Order.................... ........ $6,237,623.00

The contract will be increased by this Change Order ......... $93,797.00

The New Contract Sum including this Change Order ......... $6,331,420.00

The changes will add twenty-three (23) additional days.

Staff recommends the approval of Change Order No. 3 with Boyer Construction in the amount of $98,282 for the Sylvan Reconstruction Project.

The Board of Trustees will consider approval of Change Order No. 3 with Boyer Construction in the amount of $98,282 for the Sylvan Reconstruction Project.

Project Contingency Funds:  $98,282 

Contingency: $304,150

CO#1 & 2: $154,623

CO#3: $93,797

Add Donation: $50,000

Contingency Balance: $105,730

The Child Care play area is in need of playground equipment and fall surface replacement.  The 2016-17 and 2017-18 Capital Outlay Plan designated funds for playground replacement for this project.  The equipment and installation will be purchased from Miracle Playsystems, Inc., which has National Joint Powers Alliance (NJPA) Agreement Contract #030117-LTS for the sale and installation of playground equipment.  The proposed equipment and fall surface poured surface material has American Society for Testing and Materials (ASTM) Certification, serves sixty to seventy (60-70) children, ages two-twelve (2-12). 

In addition, the play area will be upgraded from a wood chip fall surface to a poured surface.   Playground equipment, installation of equipment, and the fall surface area will comply with the American Society for Testing and Materials (ASTM) and the U.S. Consumer Product Safety Commission (CPSC) for playgrounds. 

Staff recommends the Board of Trustees approve the purchase of playground equipment and replacement of the fall surface material for the Child Care Playground area through a National Joint Powers Alliance (NJPA) contract. 

The Board of Trustees to consider approval of the purchase of playground equipment and fall surface replacement for the Child Care Playground area through a National Joint Powers Alliance (NJPA) contract, which is a national purchasing cooperative that provides competitive contracting to public school districts, cities, and county agencies.

Child Care Fund:  $84,539.53

The Capital Outlay Plan identifies the following asphalt projects at four (4) sites to be completed during the summer.  

Staff solicited informal bids from asphalt contractors and received the following written bids:

Staff recommends approval to award the asphalt work to Womack Striping, Inc. and United Paving based on their low price bid.

Staff recommends the Board of Trustees approve the recommendation to award a contract to Womack Striping, Inc. and United Paving for asphalt work as presented.

The Board of Trustees to consider approval of recommendation to award a contract for asphalt repair work at the Child Care Facility, Stockard Coffee Elementary, Ustach Middle School, and Savage Middle School.

Childcare Fund:  $445.48

Facilities Improvement Resource (9225): $52,521.22

Total:  $52,996.70

The Capital Outlay Plan identifies the following paint projects at various locations to be completed during the summer.

Staff solicited informal bids from contractors and received the following written bids:

Staff recommends approval to award a contract to the following contractors:

DC Vient Incorporated: Multi Purpose Rooms at five (5) sites: $13,370

DC Vient Incorporated: Ustach Lobby: $1,580

Overhaul Construction: Sylvan Elementary Accent Walls $3,922

Staff recommends the Board of Trustees approve the recommendation to award contracts to:

DC Vient:  Multi Purpose Rooms at five (5) sites: $13,370

DC Vient:  Ustach Lobby: $1,580

Overhaul Construction:  Sylvan Elementary Accent Walls $3,922

The Board of Trustees to consider approval to award a contract for paint services at Multi Purpose Rooms at Stockard Coffee Elementary, C.F. Brown Elementary, Standiford Elementary, Sherwood Elementary, and Woodrow Elementary, and to paint the Exterior of Sylvan Elementary and accent walls on select classrooms, and the lobby of Ustach Middle School.

Routine Repair and Maintenance: $18,872

The Capital Outlay Plan identifies the following portable refurbishing projects at C.F. Brown Elementary to be completed during the summer.

CT Brayton & Sons

Staff solicited informal bids from contractors and received the following written bids:

Staff recommends approval to award a contract for portable refurbishing at C.F. Brown Elementary to Overhaul Construction based on their low price bid.

Staff recommends the Board of Trustees approve the recommendation to award a contract to Overhaul Construction to refurbish portables at C.F. Brown Elementary.

The Board of Trustees to consider approval to award a contract to Overhaul Construction to refurbish portables at C.F. Brown Elementary School.

Routine Repair and Maintenance: $61,450

The Capital Outlay Plan identifies the following projects at two (2) locations to be completed during the summer:

Staff solicited informal bids from contractors and received the following written bids:

Staff recommends approval to award a contract to replace roofs on portable buildings at various sites to Pacific Valley Roofing based on their low price bid.

Staff recommends the Board of Trustees approve the recommendation to award a contract to Pacific Valley Roofing to replace roofs on portable buildings at C.F. Brown Elementary and Ustach Middle School.

The Board of Trustees will consider approval to award a bid to Pacific Valley Roofing to replace roofs on portable buildings at C.F. Brown Elementary and Ustach Middle School.

Routine Repair and Maintenance: $38,400

The Capital Outlay Plan identifies the following carpet/tile replacement projects at two (2) locations to be completed during the summer.

Staff solicited informal bids from contractors and received the following written bids:

Staff recommends approval to award the purchase and installation of carpet and tile work to Carpetland based on their low price bid.

Staff recommends the Board of Trustees approve the recommendation to award a contract to Carpetland for the purchase and installation of carpet and tile work at the Child Care Facility and Ustach Middle School.

The Board of Trustees to consider approval of recommendation to award a contract to Carpetland for carpet and tile work at Child Care Facility and Ustach Middle School.

Childcare Fund: $16,027

Routine Repair and Maintenance: $8,128

Total: $24,155

SKW & Associates has provided a fixed fee proposal in the amount of $8,800 to provide architectural services for the installation of a shade structure at the Child Care Center on the Somerset Campus.  The shade structure is prefabricated and requires DSA approval of the plan.

The proposal is attached.

Staff recommends approval of the proposal from SKW & Associates for architect services in the amount of $8,800 for the installation of a shade structure at the Child Care Center.

The Board of Trustees to consider approval of the proposal from SKW & Associates for architect services in the amount of $8,800 for site design for the installation of a shade structure at the Child Care Center on the Somerset campus.

Child Care Fund: $8,800

Special Education's Extended School Year (ESY) provides continuing services to all Special Education students enrolled in ESY.  This includes attending to distribution of medication and preforming identified regular medical procedures which require RN (nursing) staff.  Maxim Staffing Solutions will provide the required staffing for the 2017 ESY.

Staff is requesting the Board of Trustees approval for the agreement with Maxim Staffing Solutions for Special Education's Extended School Year (ESY) for 2017.

General Fund/Special Education: "Not to Exceed" $4,400.00

$50/hr x 4hr/day = $200.00 x 21 days = $4,200.00

The Board of Trustees was given a "preview" of these updated policies at the April 11, 2017, Regular Board meeting.  A "second reading" was conducted by staff and the Board of Trustees at the May 9, 2017, Regular Board meeting.  This is a final reading/adoption for these updates. 

Attached are the revised Board Policies requested by the Board of Trustees and staff at the May 9, 2017, Regular Board meeting.  Changes from the original copy presented at the first and second reading are displayed in red.

Staff recommends the Board of Trustees adopt the 2016 Board Policy updates.

It is recommended that the Board of Trustees adopt the 2016 Board Policy updates.

It is recommended that Board of Trustees approve the minutes of the May 9, 2017, Regular Board Meeting and the May 23, 2017, Governance Team Retreat.

Staff recommends the Board of Trustees approval of the contract with Reyn Franca (Non-Public School) for the period of May 22, 2017, through June 1, 2017, and June 5-30 (ESY).

It has been determined by the IEP team the sixth grade student will need to be enrolled in Reyn Franca (Non-Public School).  Approval of the contract to enroll student with Reyn Franca is being requested for the period of May 22, 2017, through June 1, 2017, and June 5-30 (ESY).

General Fund/Special Education: "Not to Exceed" $5,700.00

Blackboard Connect currently provides a mass notification service for the district to reach parents and staff.  The system is used for announcements of upcoming events, emergency situations, attendance follow up, and important information for families.

It is recommended the Board of Trustees approve renewal of the Service Agreement with Blackboard Connect for the period of July 1, 2017, through June 30, 2018.

Staff is requesting the Board of Trustees approve the Blackboard Connect renewal agreement for the 2017-2018 fiscal year.

$12,326.65 (A decrease of $28.70 from the prior year)

State Testing Funding: $8,237.65 

Food Services: $3,089.00

Sylvan Educational Foundation: $1,000.00

It is recommended the Board of Trustees approve the Yearbook and Portrait Agreements with Shoob Photography and Banks & Co. Photography for the 2017-2018 school year for the following schools:

Freedom Elementary School

Mary Ann Sanders Elementary School

Woodrow Elementary School

Dan Savage Middle School

Somerset Middle School

1. The donation of $10.00 from YourCause Corporate Employee Giving Programs to Freedom Elementary School for school recognition and supplies. 

2. The donation of $300.00 from Leslie M. Kazas to Woodrow Elementary School for Mrs. Stone's first grade class and Mrs. Hidahl's fifth grade class.