(Education Code 35149, 48918(c), 72122) Administrative Hearing Officer: Dawn Mori, Director of Student Services

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

Initiation of litigation pursuant to subdivision (c) of section 54956.9: (Number of Cases: Two (2))

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

Case Name: Tillman

It is recommended the Board of Trustees approve the recommendations of the Administrative Hearing Panel in the matter of Student 2017/2018 - AH# 01.

The Board of Trustees received two (2) letters.  The first letter is from Birgit Fladager, District Attorney for Stanislaus County, thanking the District for the opportunity to present an update on the FOCUS program.  The second letter is from Stanislaus County Clerk of the Board of Supervisors regarding Chatom Union School District, Gratton Elementary School District, and the Stanislaus County Board of Education request to move to even numbered year elections.

The Board of Trustees of the Sylvan Union School District to receive a presentation by the Boys & Girls Club of Stanislaus County.

California Education Code Section 17566 provides the legal authority for a governing board of a school district to establish a fund for health and welfare benefits for its employees.  The Sylvan Union School District manages a Self Funded Dental and Vision Plan and contracts with Keenan and Associates for consulting services.  The code also requires a district to provide an actuarial evaluation of the future annual costs of those benefits  every three (3) years, and present the information at a public meeting at least two (2) weeks prior to funding health and welfare benefits.

The district issued a Purchase Order to Total Compensation Systems Inc., an actuarial consulting firm to perform the study for both the dental and vision plans.  The reports prepared by Total Compensation Systems Inc. are attached.

The Board of Trustees will review a report prepared by Total Compensation Systems, Inc. as required by Ed Code Section 17566 for the district's self funded dental and vision plans.

Information was brought to our attention on August 29, 2017, regarding air quality concerns causing health problems to employees.  The notice stated employees felt they were experiencing health issues due to mold and moisture in the 20’s building at Stockard Coffee Elementary School.  There was a request to monitor the air quality with mold testing kits and to contract within an independent third party to ensure correct testing and an unbiased outcome.

Reports of this type are taken very seriously due to the potential health risks when elevated levels of mold are present in a building.  The district contracted with Act Enviro to conduct a mold and moisture survey to evaluate the potential for elevated levels of mold growth in the 20’s building (Building B) at Stockard Coffee.  The survey was performed by a senior EHS compliant consultant. 

The survey results were received on September 20^th.  The survey concluded the following:

1. The survey included all walls and floors of the classrooms, storage rooms, and restrooms.
2. There was no evidence of water intrusion in any of the areas examined.
3. There was no visible mold growth noted on the building surfaces.
4. The moisture content of building materials was consistently low in all areas.
5. Table 1 of the report compares the condition of the building’s rooms as compared to the American Society of Heating, Refrigerating, and Air Conditioning Engineers (ASHRAE) guidelines, and found that the CO₂, Temperature, and relative humidity were consistent with ASHRAE guidelines, and was in fact consistently low. 
6. There were no conditions observed that are likely to support elevated or active mold growth.

There was also a concern that the HVAC system shuts down at a specified time each day which causes an increase in moisture and humidity, which is not the case.  Table 1 of the report provides data indicating room temperatures were within ASHRAE guidelines.

In addition, Board Policy 3511 requires the Superintendent/designee to establish an Energy Conservation Plan.  The Sylvan Union School District Energy Conservation Plan and Guidelines was adopted by the Board on April 13, 2010, and revised on August 10, 2010.  The plan requires all classrooms to be set at 76 degrees for cooling and 68 degrees for heating, and may vary for portables.  Each classroom has a control to allow the occupant to modify the temperature up or down by three (3) degrees.  The HVAC System is monitored and controlled by the district’s building automation system which enhances energy conservation efforts by lowering and increasing temperatures during unoccupied times over a 24 hour scheduled cycle.  The system cycles continuously as the temperature varies in the room.  The controls are set to keep the system running at all times at varying levels.  The district must also comply with Title 24 requirements.

Title 24 requires fans to run constantly during occupied hours regardless if heating and cooling is active.  This is a standard that has been incorporated at every modernized school to comply with Title 24, and  with our building automation system is simple to program and verify data for individual classrooms.

Twenty plus years ago, there was a significant mold problem at the school.  When this occurred the problem was completely remediated and the conditions that caused the problem were corrected.  Additional precautionary measures were initiated at the time which included the installation of additional ventilator fans which draw air out from the crawl space under the buildings.  The ventilators are set to run continuously overnight.  This has not changed, and during modernization which concluded in 2012 was actually upgraded.

In 2007 an Indoor Air Quality Diagnostic was performed by MS Environmental Solutions, Inc.  The report concluded that all Classrooms 19 to 27 and 35 were within acceptable air quality levels except for air circulation standards.  Air circulation was improved with the 2012 modernization.

Stockard Coffee was built in 1975, and modernization for the entire school was completed in 2012.  During modernization the entire 20’s building was equipped with a new heating and cooling system, and duct work was cleaned.  As part of the planning for the modernization project, air quality and mold testing was again performed with similar results.  All tests came back within acceptable standards.  During the 2011-2012 modernization project the underfloor venting system was completely replaced with fans that produced higher CFM’s (cubic feet per minute) which meant more air is being moved.

The district has taken significant measures to ensure a healthy and safe learning environment for our staff and students at Stockard Coffee Elementary.   Filters are changed on a quarterly basis, and cleaning standards are in effect.  Moving forward we will arrange for all duct work to be cleaned within the next month to further ensure preventive maintenance compliance. 

Attached:  Report prepared by ACT Enviro and E-mail report by Sean Smith, HVAC Technician

The Board of Trustees will review a report from ACT Enviro as a result of a mold moisture survey at Stockard Coffee Elementary School.  

In April 2017 we were informed by our phone vendor, Totlcom, the company that services our Toshiba phones that Toshiba announced they are closing their telephone systems division in May 2017, and that our system will no longer be supported.  They will be unable to purchase parts for our phone system.  Totlcom assured us that should issues occur over the next year that they will be able to keep us going. 

In light of this news, John Patten began reaching out to vendors to gather information on phone systems.  John Patten and Yvonne Perez have met with three (3) vendors about replacing our current analog phone system.  Current technology would require us to replace our analog phone system with a digital phone system. 

We reached out to ShoreTel, listened to and participated in a presentation on their phone system solution.  ShoreTel has a contract through WSCA (Western State Contracting Alliance) which is an arm of National Association of State Procurement Officials (NASPO).  WSCA-NASPO delivers competitively sourced contracts to public entities.  The State of California participates in WSCA-NASPO.

We also talked to KIS, a Mitel Phone System provider.  Mitel has a contract through National Joint Powers Alliance (NJPA).  NJPA also delivers competitively sourced contracts to public entities, and California Government Code 6500 and 6502 allows local governmental agencies like schools to participate.

Finally, we talked to AMS, a company we have used to service our network.  They have consistently been the low bidder on E-Rate projects over the last few years and performed technology upgrades for the district.  AMS is a Cisco provider, and they also provide CISCO based phone system solutions.  AMS is a listed vendor through “The Fast Open Contracts Utilization Services (FOCUS).”  Focus is a program established by Merced County under State of California procurement guidelines (Gov. Code 25330-25338), and is a competitively bid procurement vehicle for counties, cities, schools, special districts as well as Federal and State governments to use in the direct purchase of their technology needs through established public entity (County) contracts.  The multiple award FOCUS program is offered throughout California and nationally.  AMS was the only vendor we spoke to that indicated they have a solution that will allow us to utilize the existing phones in classrooms.

We are in the process of reviewing the merits of the three (3) systems and are in the process of gathering more information from each of the vendors.  We anticipate the cost for just the district office to be between $25-36,000 which includes installation and training.  All of the systems we have reviewed are very similar in capability, and will be expandable to other sites with the cost increasing based on the number of phones and added equipment required at each site.

We tentatively do not recommend issuing a RFP/RFQ for a new phone system.  The time involved to issue an RFP would be tremendous and would most likely not result in better pricing than we can obtain from an existing purchasing co-op.  Next steps include:

1. Direction from Board on selecting a procurement method (Purchasing Co-op vs. RFP/RFQ).
2. Phased implementation and financing plan to transition the entire district to a new phone system.

The Board of Trustees will receive information from staff regarding replacement of the district wide phone system.

At the August 1, 2017, Board meeting the Board of Trustees received the March and May 2017 Board Policy update packet.  The Board of Trustees and staff conducted a "first" reading at the August 29, 2017, Board meeting.  The "second reading" was tabled at the September 12, 2017, Board meeting, therefore The Board of Trustees will conduct a "second" reading at the October 10, 2017, Board meeting, with final adoption at the same meeting if the Board of Trustees decide to adopt the March and May Board Policy updates at this time.

The Board of Trustee approved the Employment Contract between Debra M. Hendricks and the Governing Board of the Sylvan Union School District at the last Regular Board Meeting on September 12, 2017.  It was noted by the Payroll department that the approved contract didn't include the new annual master's stipend increase from two thousand seventy seven dollars ($2077) to two thousand one hundred nineteen dollars ($2119).  The contract text modifications are identified as follows: proposed deletions are indicated by strikeout and proposed additions/new language is indicated in red.  The Board of Trustees to review and approve the amended Superintendent's Employment Contract for the period commencing July 1, 2017, and ending June 30, 2018 reflecting the correct rate of the annual master's stipend.

Staff recommends the Board of Trustees to approve the amended Superintendent's Employment Contract for the period commencing July 1, 2017, and ending June 30, 2018.
 

Staff recommends the Board of Trustees to approve the amended Superintendent's Employment Contract for the period commencing July 1, 2017, and ending June 30, 2018.

The Insurance Committee (including SEA, CSEA, retirees) has met and received the renewal information from our broker/consultant.  The Committee recommends the 2018 renewals as attached for the 2018 calendar year.

It is recommended the Board of Trustees approve the health insurance renewal rates for the 2018 calendar year.

Financial Advisory Services are required for the sale of General Obligation Bonds.  PFM Financial Advisors is a qualified and established firm that provides municipal advisory services.  

The attached agreement complies with changes in regulations as it relates to municipal advisors.  Municipal advisors are required to provide independent and objective advice to a standard of fiduciary duty.  Rule G-42 financial advisors are required to make specific written notice to clients that they are serving as a municipal advisor, and to provide written disclosure of any conflicts of interest they may have in advance of a specific assignment. 

It is recommended the Board of Trustees approve the agreement for Financial Advisory Services with PFM Financial Advisors LLC.

The Board of Trustees will consider approval of an agreement for Financial Advisory Services with PFM Financial Advisors LLC.

Bond Sale Proceeds:  $60,000.

A formal debt policy can serve a variety of purposes for a public agency issuing bonds.  It describes to the public in a transparent way the standards that will be applied in matters related to bond issuance and bond program management, it provides guidelines and limitations to future administrations and boards with regard to future bond related activities, it communicates something about the District to outside third parties, and, with the recent change in legislation, it allows us to be compliant with State law.

Last month, the Board approved a debt policy in the form provided by California School Boards Association (CSBA) for purposes of complying with Senate Bill (SB) 1029.  In working on the upcoming issuance of Series C Bonds, the District has been advised that by including additional specificity on some relevant issues, the policy would earn us full credit from the rating agencies for having a robust policy in a way that the current policy, which in many ways simply tracks limitations under State law, does not.

The attached policy adds specificity on the following items:  (1) that the District will not issue capital appreciation bonds or variable rate debt, (2) that the District will repay all bonds issued within thirty (30) years from their date of issue, (3) that bonds issued by the District will not have a repayment ratio of greater than 2.5 to 1, (4) that the District will not invest in swaps or other derivatives, (5) that the District will issue refunding bonds only if it is able to reach a minimum standard of present value savings (3% for current refundings and 5% for advance refundings), (5) that the District will not pursue cash out refundings, and (6) that the District will review its ongoing obligations with regard to bond financing at the conclusion of each bond transaction.

None of these six (6) additions are particularly restrictive, but all represent an additional level of restrictiveness beyond what is permitted under current State law.  We are advised that the additional level of specificity required under this policy will communicate to the rating agencies that our policy goes sufficiently beyond current legal requirements to qualify as a robust policy.  I think it also communicates a positive message about the District and community.  Dave Olson from PFM will be in attendance at the Board meeting to answer any questions you might have.

It is recommended the Board of Trustees adopt Resolution 2017/2018 - #12: District Debt Issuance and Management Policy.

The Board of Trustees will consider adopting Resolution 2017/2018 - #12: District Issuance and Management Policy.

In 2006, district voters passed Measure A, a Proposition 39 election authorizing the issuance of $40 million general obligation bonds. 

The district has issued $33,996,169 bonds.  The 2017 issue will be the 3^rd and final issuance in the amount of $6 million.  The bond proceeds will be used to replace, renovate, construct and acquire school facilities, and to help qualify for matching state funds per the authorization. 

Prior to the first bonds being sold, the Board adopted Resolution 2006/2007 -  #14 declaring the intention to reimburse expenditures from the proceeds of obligations to be issued by the district, and stated that the district,

“reasonably expects (i) to pay certain costs of the Project prior to the date of issuance of the Obligations and (ii) to use a portion of the proceeds of the Obligations for reimbursement of expenditures for the Project that are paid before the date of issuance of the Obligations.”

Approximately $3.5 million dollars that were expended on the Sylvan Modernization from resources other than bond funds, will be reimbursed to Fund 01.9225 (Facilities Improvement Fund) from the proceeds of the 2017 bond sale.

The Board has authorized the sale of bonds at the September 12, 2017, Regular Board Meeting.  Approval of this resolution and the Preliminary Official document is the next step in the bond issuance process.  The District has met with representatives from Moody’s and Fitch (and will receive ratings next week).  With approval of the resolution tonight, we will post the Preliminary Official Statement, advertise the sale of bonds, and take bids from underwriters in a competitive sale tentatively scheduled for October 24, 2017.

The resolution approves the form and authorizes the distribution of an offering document (a Preliminary Official Statement) to be used in connection with the competitive sale of General Obligation Bonds.  The Preliminary Official Statement is attached.

Dave Olson, Financial Advisor with PFM will present the Bond issuance plan.  

 It is recommended the Board of Trustees adopt Resolution 2017/2018 - #13: Authorizing the Issuance and Sale of the District's General Obligation Bonds, Elections of 2006, Series C (2017), in the amount not to exceed $6,000,000.

The Board of Trustees will consider adopting Resolution 2017/2018 - #13: Authorizing the Issuance and Sale of the District’s General Obligation Bonds, Elections of 2006, Series C (2017), in the amount not to exceed $6,000,000.

Roof Hatches at Sherwood Elementary, Stockard Coffee Elementary, Standiford Elementary, Woodrow Elementary, C.F. Brown Elementary, and Somerset Middle Schools are in disrepair and in need of replacement.  Architect services are necessary to design the specifications of the work to include proper installation and roof repair related to the installation.  

SKW & Associates has provided a not to exceed fee of $8,000 on a time and material bases billed at their attached fee schedule to design and monitor the project.

Approve proposal submitted by SKW & Associates to design specifications for roof hatch replacements at various sites in the district in the amount not to exceed $8,000.

The Board of Trustees will consider approval of a proposal submitted by SKW & Associates to design specifications for roof hatch replacements at various sites in the district in an amount not to exceed $8,000.

Routine Repair: "Not to Exceed" $8,000.

The Sylvan Union School District Board of Trustees approved an agreement for the district's Food Service Department to provide food services to Stanislaus County community school sites at the June 20, 2017, Board meeting.  The logistics of executing the terms of the contract were extensive and time sensitive in order for the services to be in place by the start of school in August 2017.

In order to cooperatively support the Sylvan district in its efforts, the Stanislaus County Office of Education (SCOE) agreed to engage in competitive purchasing activities to purchase a refrigerated delivery truck with the intent to sell the delivery truck to the Sylvan Union School District at no additional cost.  Their buyer consulted with Mike Maaske, Director of Food Services on the specifications of the truck.

SCOE has purchased a 2017 Chevrolet Diesel for the price of $85,387.  SCOE’s attorney prepared Resolution 2017-30, adopted by the SCOE Board of Education, authorizing the sale of the truck to the Sylvan Union School District on September 12, 2017.  The adopted Resolution is contingent upon the Sylvan Union School District Board of Trustee's acceptance of the terms of the resolution. 

The Unaudited Actuals Report presented to the Board at the September 12, 2017, Board meeting indicated the Cafeteria Special Revenue Fund Balance at $1.3 million, which must be strictly retained for the operations of the Food Service Program.

A Friday update on this issue was provided on September 8 and 15, 2017. 

Staff recommends the Board of Trustees accept the terms of the Stanislaus County Board of Education Resolution #2017-30 and agree to purchase a new 2017 Chevrolet 4500XD Diesel (CT 42003) 2WD Regular Cab 132.5 truck for the price of $85,387.85. 

The Board of Trustees will consider accepting the terms of the Stanislaus County Board of Education Resolution #2017-30 and agree to purchase a new 2017 Chevrolet 4500XD Diesel (CT 42003) 2WD Regular Cab 132.5 truck for the price of $85,387.85. 

Food Services:  $85,387.85

Staff requested sealed bids from contractors for the installation of the Sylvan Child Care Shade Structure.  Staff advertised in the plan rooms and with current Class B contractors on our CUPCCAA list.  We received four (4) sealed bid responses for the Sylvan Child Care shade structure.

Staff recommends approval to award a contract to install the Sylvan Child Care Shade Structure to Garrett Thompson Construction, Inc. based on their sealed low price bid.

Staff recommends the Board of Trustees approve the recommendation to award a contract to Garrett Thompson Construction, Inc., in the amount of $43,265 to install the Sylvan Child Care Shade Structure.

The Board of Trustees to consider approval to award a contract to install the Sylvan Child Care Shade Structure.

Child Care Fund: $43,265.

This Change Order No. 4 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 ........................... $248,420.00

Contract sum prior to this Change Order.................... ........ $6,331,420.00

The contract will be increased by this Change Order ......... $52,667.00

The New Contract Sum including this Change Order ......... $6,384,087.00

Staff recommends the approval of Change Order No. 4 with Boyer Construction in the amount of $52,667 for the Sylvan Reconstruction Project.

The Board of Trustees will consider approval of Change Order No. 4 with Boyer Construction in the amount of $52,667 for the Sylvan Reconstruction Project.

Project Contingency Funds:  $52,667. 

Contingency: $304,150.

Change Orders No. 1, 2, and 3: $248,420.

Change Order No. 4: $52,667.

Contingency Balance: $3,063.

The Board of Trustees reviewed the Governance Team Handbook at the September 19, 2017, Fall Governance Team Retreat Meeting.  Revisions to the Governance Team Handbook are noted with stirke-out for deletions and red text for addition or changes to current handbook language.  Staff has attached a copy of the draft Governance Team Handbook reflecting the changes, and a copy of the final handbook with the new language for approval.

It is recommended the Board of Trustees approve revisions to the Governance Team Handbook.

The 2017-2018 budget includes an allocation of $25,000 for equipment replacements.   The $25,000 is designated for transfer to Special Reserve for Capital Outlay purposes.

The copiers at Mary Ann Sanders and Crossroads Elementary Schools have exceeded their useful life and each of the copiers at these sites are experiencing a large volume of service calls and should be replaced.

Staff solicited quotes from four (4) vendors.   Based on the quotes, staff recommends approval for the following purchase based on the low price quote from C A Reding Company.

Mary Ann Sanders (MAS) and Crossroads (CR) Elementary Schools:
      -  Sixty five (65) copies per minute machine with 3-year page rate guarantee of $0.004 per page
      -  Maintenance rate guarantee for up to three (3) years to be renewed on an annual basis
      -  Two (2) copy machines at $9,417 each, for a total of $18,834 (before taxes)  

Total Estimated Cost with Estimated 3-year Maintenance:
       MAS: $9,417 copy machine, $5,760 est. 3-year maintenance = $15,177
       CR: $9,417 copy machine, $7,200 est. 3-year maintenance = $16,617
       TOTAL: $18,834 two (2) copy machines, $12,960 est. 3-year maintenance agreement = $31,794

Please see attached.

Staff recommends the Board of Trustees approve the purchase of two (2) copy machines from C A Reding Company to be placed at Mary Ann Sanders and Crossroads Elementary Schools.

The goals of the Learning Communities for School Success Program (LCSSP) are to support evidence-based, non-punitive programs and practices employed to keep the state's most vulnerable students in school.  The Sylvan Union School District has been awarded a grant from the Stanislaus County Office of Education, Prevention Programs for a three-year period beginning July 1, 2017, through June 30, 2020 for Learning Communities for School Success Program (LCSSP) in the amount of $25,370.

Staff recommends the Board of Trustees ratify the Memorandum of Understanding grant agreement between Sylvan Union School District and Stanislaus County Office of Education Prevention Programs (SCOE) for the California Learning Communities for Schools Success Programs.

Food Services has expanded its range of services and is in need of additional supervisory support for programs and compliance demands.  Adding a supervisor who reports to the Director of Food Services will add supervision and expertise the programs, processes, accounting and compliance needs of the department.

Staff recommends approval of the Supervisor of Food Services job description.

None.

In addition to the request for approval of the new Supervisor of Food Services job description, a revised Classified Management Salary Schedule is needed to align with the new position.  Attached is a copy of the revised Classified Management Salary Schedule for approval.

Staff recommends the Board of Trustees approve the revised Classified Management Salary Schedule.

In accordance with Education Code 35120(c), Compensation, Officers and Agents, this resolution will meet the requirements that Cynthia Lindsey, Board Member, was absent from the September 12, 2017, Regular Board Meeting due to an illness.  Education Code 35120.9(c) references excusing a board member absence due to an "illness."

Education Code 35120.9(c): A member may be paid for any meeting when absent if the board by resolution duly adopted and included in its minutes finds that at the time of the meeting he or she is performing services outside the meeting for the school district or districts, he or she was ill or on jury duty, or the absence was due to a hardship deemed acceptable by the board.

It is recommended the Board of Trustees adopt Resolution 2017/2018 - #11: Board Member Absence.

The Board of Trustees was given a "preview" of these updated policies at the August 1, 2017, Regular Board Meeting.  A "first reading" was conducted by staff and the Board at the August 29, 2017, Regular Board Meeting.  A "second reading" was tabled at the September 12, 2017, Board meeting, therefore a "second reading" will be conducted by staff and the Board on October 10, 2017.  This is the final reading/adoption for the March and May 2017 updates. 

Staff recommends the Board of Trustees adopt the March and May 2017 Board Policy updates.

It is recommended that the Board of Trustees adopt the March and May 2017 Board Policy updates.

It is recommended that Board of Trustees approve the minutes of the  September 5, 2017, Special Board Meeting, September 12, 2017 Regular Board Meeting, and the September 19, 2017, Fall Governance Retreat.

Division of Industrial Relations (DIR) requires all contractors and subcontractors working on public works projects to submit certified payroll records to the Labor Commissioner.  Prior to 2016, agencies were required to have a Labor Compliance Program approved by the DIR, or utilize a Labor Compliance Manager that was approved by the DIR.  Kurey & Associates was an approved vendor to supply the services, and the district has contracted with this vendor for labor compliance monitoring on all of our past large public works projects. 

After 2016 the DIR implemented an electronic certified payroll reporting system, and terminated the requirement for agencies to have a labor compliance program.  Although the requirement for a formal approved labor compliance program was eliminated, the regulations requiring agencies to ensure certified payroll for public works meet all regulatory requirements are still in effect.  We do not have staff trained nor staff time available to monitor labor compliance per public works regulations.  It is therefore necessary to continue labor compliance monitoring for our large construction projects.

The Orchard Elementary School - Chiller Plant Replacement and ADA Upgrades project requires a qualified labor compliance provider to assist in labor compliance needs. 

Staff recommends the approval of Kurey & Associates as the Labor Compliance Consultant for the Orchard Elementary School - Chiller Plant Replacement and ADA Upgrades project.

It is recommended the Board of Trustees approve Kurey & Associates as the Labor Compliance Consultant for the Orchard Elementary School - Chiller Plant Replacement and ADA Upgrades project.

Fiscal Impact: $10,800.

Funding Source:  General Fund Restricted Resource (9225) Facilities Improvement

MGT of America, LLC prepares for the Sylvan Union School District state mandated cost claims that fall outside of the Mandate Block Grant (MBG).  The proposed contract will provide the following services for the 2017-18 fiscal year:

1. Prepare and file all eligible ongoing and new Non-Mandate Block Grant Mandated Cost Claims due to the State during the FY 2017-18. Claims must exceed $1,000 to be eligible to file with the State.

2. Provide information to the District about new claiming opportunities in a timely manner.

3. Provide liaison services between the District and the State Controller for all claims filed by the MGT that are contested by the State Controller either through desk review or field audit.

4. Assist with payment tracking and Mandate claim tracking and coordination.

5. Audit support of MGT claims, state budget tracking and mandate related best practices.

During the 2016-17 fiscal year, MGT of America processed and submitted claims totaling $50,275 on behalf of the District.  We are currently waiting for reimbursement from the State.

For the 2017-18 fiscal year, there are two (2) mandated cost claims: Mandated Reporter Training and California Assessment of Student Progress and Performance.  The estimated revenue is approximately $35,000.

The proposed 2017-18 contract for Mandated Cost Claim Reporting with MGT of America is $3,000 which is $2,000 less than the 2016-17 service contract of $5,000.  Additional mandates were available and processed in 2016-17 than expected in 2017-18.

Please see attached.

As noted in previous Friday updates, the purpose of the district-wide professional development day on October 16, 2017, is to provide all employee groups with specific job-aligned training.

In addition, this particular day also provides certificated staff an opportunity to learn about technology integration for the purposes of enhancing instruction and improving student outcomes and/or teacher workflow.  Sylvan’s Technopalooza event is described as learning for teachers, by teachers.  

To that end, we have scheduled a series of presenters to lead and facilitate the professional learning sessions to take place during the morning of October 16, 2017.  The content for each session to be attended by certificated teachers was developed by the Ed Services department and in consultation with teachers who have provided feedback and requests for training to support the areas of curriculum, instruction, and/or assessment.  All session content is aligned to current District initiatives or programs with the identified outcomes of deepening the learning of our teacher groups, providing for purposeful professional growth, and supporting the transfer or application to the classroom for the benefit of our students.  Many of the presenters we have secured for October 16, 2017, regularly present in the area, but instead of costs associated with sending teachers to trainings, we are looking forward to bringing the training to us.  The MOU with SCOE includes a variety of presentations and onsite professional development services designed to support and build the capacity of teachers.  Services will be provided by SCOE staff and materials are also included as part of the service fees.

As outlined in the Educator Effectiveness Funds (EEF) Plan and approved by the Board on February 9, 2016, we have identified the following areas of professional learning:

• Heather Haubrich with the Child/Family Services Division will provide one half-day of onsite professional development for Transitional Kindergarten teachers. The content of this day will focus on the maker movement and the engineering design process of “tinkering” with STEM.  

• Amy Zscabher, Project Coordinator VAPA/STEAM, will provide one full-day of onsite professional development for Elementary and Middle School Art Specialists. The content of this day will focus on the integration of Benchmark Advance reading/language arts curriculum with art instruction as well as digital portfolios and STEAM integration with existing middle school art curriculum.

As outlined in the Budget and approved by the Board on April 11, 2016, we have earmarked General Funds for professional learning purposes. We have identified the following areas of professional learning:

• Alison Beech, General Education and Special Education Coordinator, will provide one half-day of onsite professional development for Mild/Moderate teachers. The content of this day will focus on Number Talks, an instructional routine that supports students in building mental math and computation strategies that meet the diverse needs of special education students.

• Christine Sisco, Director, Instructional Support Services, will provide one half-day of onsite professional development for 7th and 8th grade social studies teachers. The content of this day will focus on an introduction to the newly adopted California History/Social Science Framework.

• Debra Boggs, Director K-12 Literacy, Instructional Support Services, will provide one half-day of onsite professional development for 6th-8th grade ELA/ELD teachers. The content of this day will focus on writing with StudySync, our adopted Middle School ELA/ELD curriculum.

• Brandon Schut and Gregg Eilers, Program Coordinators, Educational Technology, will provide four hours of onsite professional development for teachers and administrators during Sylvan’s Technopalooza event. The content of these presentations will focus on integrating technology in the classroom.

Staff recommends the Board of Trustees approve the Memorandum of Understanding (MOU) with Stanislaus County Office of Education (SCOE) for onsite professional development services on October 16, 2017.

General Fund: $3,700.

Educator Effectiveness Funds: $2,650.

As noted in previous Friday updates, the purpose of the district-wide professional development day on October 16, 2017, is to provide all employee groups with specific job-aligned training.

To that end, we have scheduled a series of presenters to lead and facilitate the professional learning sessions to take place during the morning of October 16, 2017.  The content for each session to be attended by certificated teachers was developed by the Ed Services department and in consultation with teachers who have provided feedback and requests for training to support the areas of curriculum, instruction, and/or assessment.  All session content is aligned to current District initiatives or programs with the identified outcomes of deepening the learning of our teacher groups, providing for purposeful professional growth, and supporting the transfer or application to the classroom for the benefit of our students.  Many of the presenters we have secured for October 16, 2017, regularly present in the area, but instead of costs associated with sending teachers to trainings, we are looking forward to bringing the training to us.

As outlined in the Educator Effectiveness Funds (EEF) Plan and approved by the Board on February 9, 2016, we have identified an area of professional learning appropriate for grades 5-8 instrumental music teachers.  Anne Martin, MJC Professor, will provide one half-day of onsite professional development focusing on effective instruction of string instruments.  Her services are designed to support and build the capacity of our grades 5-8 instrumental music teachers.

Staff recommends the Board of Trustees approve the Memorandum of Understanding (MOU) with Professor Anne Martin for one half-day of onsite professional development services on October 16, 2017.

Educator Effectiveness Funds: $300.

As noted in previous Friday updates, the purpose of the district-wide professional development day on October 16, 2017, is to provide all employee groups with specific job-aligned training.

To that end, we have scheduled a series of presenters to lead and facilitate the professional learning sessions to take place during the morning of October 16, 2017.  The content for each session to be attended by certificated teachers was developed by the Ed Services department and in consultation with teachers who have provided feedback and requests for training to support the areas of curriculum, instruction, and/or assessment.  All session content is aligned to current District initiatives or programs with the identified outcomes of deepening the learning of our teacher groups, providing for purposeful professional growth, and supporting the transfer or application to the classroom for the benefit of our students.  Many of the presenters we have secured for October 16, 2017, regularly present in the area, but instead of costs associated with sending teachers to trainings, we are looking forward to bringing the training to us.

As outlined in the Budget and approved by the Board on April 11, 2016, we have earmarked General Funds for professional learning purposes. We have identified two areas of professional learning appropriate for Middle School industrial arts teachers.  Gary Beaudette, Beaudette Consulting, Inc., will provide one half-day of onsite professional development.  The content of this day will focus on enhancing the current industrial arts curriculum with the integration of soft skills and business skills.  Gary Beaudette comes to us with high recommendations from the Educational Options Division at Stanislaus County Office of Education (SCOE) and experience in providing professional development to teachers through a partnership with Patterson Unified School District, Career Technical Education Division.  The services provided by Beaudette Consulting, Inc. will support and build the capacity of our industrial arts teachers.

Staff recommends the Board of Trustees approve the Memorandum of Understanding (MOU) with Beaudette Consulting, Inc. for one half-day of onsite professional development services on October 16, 2017.

General Fund: $300.

As noted in previous Friday updates, the purpose of the district-wide professional development day on October 16, 2017, is to provide all employee groups with specific job-aligned training.

In addition, this particular day also provides certificated staff an opportunity to learn about technology integration for the purposes of enhancing instruction and improving student outcomes and/or teacher workflow.

To that end, we have scheduled a series of presenters to lead and facilitate the professional learning sessions to take place during the morning of October 16, 2017.  The content for each session to be attended by certificated teachers was developed by the Ed Services department and in consultation with teachers who have provided feedback and requests for training to support the areas of curriculum, instruction, and/or assessment.  All session content is aligned to current District initiatives or programs with the identified outcomes of deepening the learning of our teacher groups, providing for purposeful professional growth, and supporting the transfer or application to the classroom for the benefit of our students.  Many of the presenters we have secured for October 16, 2017, regularly present in the area, but instead of costs associated with sending teachers to trainings, we are looking forward to bringing the training to us.

As outlined in the Budget and approved by the Board on April 11, 2016, we have earmarked General Funds for professional learning purposes.  We have identified four (4) areas of professional learning appropriate for 7th and 8th grade physical education teachers and our adapted physical education specialists.  Kate Cox, National Board Certified Teacher, California’s 2017 Middle School Physical Education Teacher of the Year, and current physical education teacher in Portola Valley, and her co-presenter, Stephanie Sandino, will provide one full-day of onsite professional development.  The content of this day will focus on physical literacy, teaching games for understanding, cooperative learning, and technology integration with physical education instruction.  Cox, Sandino, and HPEC come to us with high recommendations from the California Association of Physical Education, Recreation, and Dance (CAHPHERD) and the Chair of the Physical Education Department at CSU, Stanislaus.  The services provided by the HPEC will support and build the capacity of our 7th and 8th grade physical education teachers and our adapted physical education specialists .

Staff recommends the Board of Trustees approve the Memorandum of Understanding (MOU) with Health and Physical Education Collaborative (HPEC) for one full-day of onsite professional development services on October 16, 2017.

General Fund: $2,500.

As noted in previous Friday updates, the purpose of the district-wide professional development day on October 16, 2017, is to provide all employee groups with specific job-aligned training.

To that end, we have scheduled a series of presenters to lead and facilitate the professional learning sessions to take place during the morning of October 16, 2017.  The content for each session to be attended by certificated teachers was developed by the Ed Services department and in consultation with teachers who have provided feedback and requests for training to support the areas of curriculum, instruction, and/or assessment.  All session content is aligned to current District initiatives or programs with the identified outcomes of deepening the learning of our teacher groups, providing for purposeful professional growth, and supporting the transfer or application to the classroom for the benefit of our students.  Many of the presenters we have secured for October 16, 2017, regularly present in the area, but instead of costs associated with sending teachers to trainings, we are looking forward to bringing the training to us.

As outlined in the Educator Effectiveness Funds (EEF) Plan and approved by the Board on February 9, 2016, we have identified three areas of professional learning appropriate for classroom/vocal music teachers.  Barbara Williams, UOP Music Professor, will provide one half-day of onsite professional development.  The content of this day will focus on developing classroom management techniques, lesson planning strategies for teaching music skills and concepts, and incorporating other core subjects into music.  Williams comes to us with the recommendation of the Chair of the Department of Music Education at UOP and previous experience with professional development for teachers.  Her services are designed to support and build the capacity of our classroom/vocal music teachers.

Staff recommends the Board of Trustees approve the Memorandum of Understanding (MOU) with Barbara Williams Consulting for one half-day of onsite professional development services on October 16, 2017.

Educator Effectiveness Funds: $750.

As noted in previous Friday updates, the purpose of the district-wide professional development day on October 16, 2017, is to provide all employee groups with specific job-aligned training.

To that end, we have scheduled a series of presenters to lead and facilitate the professional learning sessions to take place during the morning of October 16, 2017.  The content for each session to be attended by certificated teachers was developed by the Ed Services department and in consultation with teachers who have provided feedback and requests for training to support the areas of curriculum, instruction, and/or assessment.  All session content is aligned to current District initiatives or programs with the identified outcomes of deepening the learning of our teacher groups, providing for purposeful professional growth, and supporting the transfer or application to the classroom for the benefit of our students.  Many of the presenters we have secured for October 16, 2017, regularly present in the area, but instead of costs associated with sending teachers to trainings, we are looking forward to bringing the training to us.

As outlined in the Educator Effectiveness Funds (EEF) Plan and approved by the Board on February 9, 2016, we have identified two areas of ongoing professional learning appropriate for 7th and 8th grade science teachers as we transition to the Next Generation Science Standards (NGSS).  Building on previous foundational work led by Laura Wharff and Sean Timmons, STEM Director at Stanislaus County Office of Education (SCOE), Dawn O’Connor, Director of Science, Alameda County Office of Education (ACOE) and Leena Bakshi, Science Program Director at ACOE, will provide one half-day of onsite professional development for 7th and 8th grade science teachers.  The content of this day will focus on phenomenon-based science instruction and the 5E lesson model.  Both O’Connor and Bakshi come to us with high recommendations and a portfolio of successful work in Alameda County helping teachers to understand NGSS, plan science instruction, develop assessment, and develop PLC models.  Their services are designed to support and build the capacity of teachers, schools, and districts implementing NGSS.

Staff recommends the Board of Trustees approve the Memorandum of Understanding (MOU) with Alameda County Office of Education for one half-day of onsite professional development services on October 16, 2017.

This Memorandum of Understanding (MOU) would allow Big Smiles to perform restorative services for students.  Restorative services are defined as simple fillings, pulpotomies (a root canal on a baby tooth), extractions of baby teeth and pulp caps would now be offered.  Parent consent is required before these services can be administered.
  

It is recommended that the Board of Trustees approve the Memorandum of Understanding (MOU) including restorative services with Big Smiles.

None

Assembly Bill 1840 requires that we have an optometrist/ophthalmologist supervise the use and training of a photo screening machines for our students who are not able to participate in routine vision screening.  Dr. Brian Elliott is part of the Modesto Optometric Vision Center (MOVC) group.  Dr. Elliott has been willing to examine our machines and provide support and training to our credentialed school nurses with respect to the use and care of the vision machines.   

Staff recommends the Board of Trustees approve the Memorandum of Understanding (MOU) with Dr. Brian Elliott, O.D. for the optometry photo screener machines used on students who are unable to participate in routine vision screening.

None

Sylvan Union School District collaborates with university teacher preparation programs for a variety of credential areas.  These relationships are crucial to support our intern staff into fully credentialed educators.  University of San Francisco (USF) is another program supporting members of our current staff.  This Memorandum of Understanding (MOU) establishes the relationship and respective responsibilities to support our staff and fulfill the state requirements for interns.

Staff recommends ratification of the Memorandum of Understanding (MOU) with University of San Francisco (USF).

None

Staff recommends ratification of the Memorandum of Understanding (MOU) with Teachers College of San Joaquin (TCSJ) for support of Administrative Services Credential candidates.

Staff recommends ratification of the Memorandum of Understanding (MOU) with Teachers College of San Joaquin (TCSJ) for support of Administrative Services Credential candidates.

The District has received donations as follows:

1. The donation of $449.99 from Wells Fargo Community Campaign to Stockard Coffee Elementary School for student recognition and supplies.

2. The donation of $20,000.00 from Sutter Valley Hospitals to Sylvan Elementary STEAM Academy for the purchase of furniture and equipment for the STEAM Lab.

3. The donation of a $400.00 gift certificate from Harbor Freight Tools to Ustach Middle School for special projects for students in the Introduction to Woodworking class.