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

Case Name: Claim 2017/2018 - #3

(Education Code 54957) 

Title: Assistant Superintendents' Contracts

(Education Code 54957)

Title: Administrative Assignments

(Education Code 54957, Education Code 44951)

Title: Administrative Reassignments

Resolution 2017/2018 - #23: Release and Reassignment of Certificated Administrator(s)

(Education Code 54957) 

(Education Code 54957.6) District Negotiator: Debra M. Hendricks and Sharon Roddick
 Employee Organizations: (Sylvan Educators Association; California School Employees Association, Chapter 73; and Unrepresented)

(Government Code 54957)

Title: Superintendent's Evaluation

The Board of Trustees shall report out the vote on the potential litigation: Claim 2017/2018 - #3.

The Board of Trustees received two (2) letters from the California Department of Education, Tom Torlakson, State Superintendent of Public Instruction notifying the district of Final Plan Approval - Modernization for Sylvan Elementary School and Orchard Elementary School.  Please see copies attached.

At the January 23, 2018, Regular Board meeting, the SUSD Incident Command Committee gave a report to the Board of Trustees as to the progress the committee has made with developing district-wide emergency response protocols.  The committee included in their update that after meeting with local first responders it was suggested that the District not rely on cell phone communication during an actual emergency.  

The SUSD Incident Command Committee met with vendors to receive options to address this concern.  The following vendors submitted proposals: Delta Wireless, Inc. Industrial Communications Sales - Ray's Radio, and Verizon.

The committee learned that the options included, purchasing equipment and paying a monthly fee for repeater fees and licensing, purchasing all the equipment upfront as well as licensing requirements, including a universal antenna, or leasing radios and paying a monthly fee for radios and service.

 The committee is recommending the option presented from Ray's Radio for the District to buy their own repeater, licenses for their own frequencies and install a 30-420 foot tower for the antenna at a centrally located district building.  With the proposed antenna height we should be able to easily communicate with each school's handheld radio from the District Office.  We know the initial cost will be higher, but the monthly repeater fee is eliminated as well as the leasing fee.

Another aspect of Ray's Radio proposal is that before the District is charged any money, Ray's Radio will test the antenna and ensure it is able to have full communication capabilities to fulfill our requirements during a crisis.

The committee is seeking permission from the Board to move forward with Ray's Radio to test the antenna and ensure we would have district-wide communication during a crisis.  It is also the intent of the committee to bring a contract to the Board of Trustees if all the stipulations are met by Ray's Radio.

Over the last year, the maintenance staff has worked to complete projects approved by the Board of Trustees in 2017 (see attached update).  All projects are not yet complete, but many will be completed by June 30, 2018.  Projects not completed will be carried over to the 2018-19 fiscal year budget.

Currently, we have $11.2 million of projects identified, with an anticipated budget for new projects of approximately $3.8 million.  Staff has reviewed the project list and identified high priority projects to be considered for funding for the 2018-19 fiscal year. (see FY 2018-19 Capital Outlay Plan)

A Board Study Session is scheduled for April 10, 2018, to review budget and facilities.  Staff will seek Board approval for the final plan at the April 17, 2018, Special Board Meeting Budget Study Session. Once the plan is approved, we will move forward with scheduling the projects.  Competitive pricing on all projects will be obtained and staff will request approval for each project before awarding contracts for work exceeding $45,000.

See attached:

FY 2017-18 Capital Outlay Plan Update

FY 2018-19 Capital Outlay Plan Draft

System Replacement Schedule as of February 24, 2018

The Board of Trustees will review the 2018-19 Capital Outlay Plan Draft.

$3.8 million (see attached allocation)

Staff is concerned that students may not be getting their vision concerns addressed by an eye doctor after a school vision referral is mailed to their home.  Therefore, students are learning in school with poor vision acuity.  This problem is documented nation-wide.  

To address the lack of vision follow-up and bridge the disparity gap, the district would like to form a memorandum of understanding with Vision to Learn.  Vision to Learn is a mobile clinic that comes to schools, provides an eye exam to all students that are referred, and brings free glasses to students three (3) weeks after their eye exam.

Staff would like to bring this memorandum of understanding for approval at the April 17, 2018, Regular Board meeting.

Bond Proceeds (Fund 21)

Bond Proceeds:                $6,000,000

Cost of Issuance:                 $149,764

Balance:                            $5,850,236

Additional funding sources were used on the Sylvan Reconstruction Project to supplement the project due to an insufficient bond fund balance, and lack of matching state funds from the Woodrow and Sherwood projects.  Sylvan Elementary was identified in the 2006 Measure A Bond Authorization for funding to modernize the school.  It has been determined that proceeds from the bond sale can be used to reimburse funds utilized to modernize Sylvan Elementary.  The reimbursed funds will be used to fund additional facility projects in the district.  The following table provides staff recommendations for use of the bond proceeds.

It is recommended the Board of Trustees approve the Bond Fund Expenditure Plan.

The Board of Trustees will consider approval of the Bond Fund Expenditure Plan.

This is a plan for using the funds, so no financial impact at this time.  

Background

The roof at Sylvan Elementary is over twenty-five (25) years old and is beyond its useful life.  We have been working with a roof manufacturer representative (Tremco) over the past two (2) years on other projects and are also investigating the condition of the roof at Sylvan Elementary during that time frame.  Tremco’s representative has expert knowledge regarding roof systems, and has assisted district personnel in forming solutions for several projects including C.F. Brown Elementary MPR re-roof, Freedom Elementary roof restoration, and the upper roof restoration on the MPR at Ustach Middle School.  

Request

Some Architectural assistance is needed at Sylvan Elementary School due to a poorly designed roof edge/gutter detail that has caused roof deterioration that needs to be reworked and fixed permanently along with the Roof Restoration Project.

SKW & Associates has provided a not to exceed proposal in the amount of $5,000 to provide architectural services for the roof restoration project at Sylvan Elementary. 

Staff recommends approval of the proposal from SKW & Associates for architect services in an amount not to exceed $5,000 to assist with the roof restoration project at Sylvan Elementary School.

The Board of Trustees to consider approval of the proposal from SKW & Associates for architect in an amount not to exceed $5,000 to assist with the roof restoration project at Sylvan Elementary School.

Building Fund (Fund 21):  $5,000

The district decided several years ago to begin standardizing security alarms systems through Sonitrol. Of our sixteen (16) district sites, fourteen (14) are monitored by Sonitrol, and two (2) are monitored by another company that only monitors by movement.  Our sites monitored by Sonitrol went from having vandalism or break-ins to being almost free of onsite crime. 

Mary Ann Sanders Elementary School is next on our list to upgrade their security system through Sonitrol.  The upgrade was identified on the 2016-17 Capital Outlay Plan and budgeted in the 2017-18 fiscal year.

Staff recommends approval to contract for Security Monitoring Services with Sonitrol at Mary Ann Sanders Elementary School.

The Board of Trustees to consider approval to contract for Security Monitoring Services with Sonitrol at Mary Ann Sanders Elementary School.

Routine Repair and Maintenance:  $38,394.02

It is recommended the Board of Trustees approve the Employment Agreement with Mrs. Laura Wharff, to serve as the District's Assistant Superintendent of Curriculum and Instruction for the period commencing July 1, 2018 and ending June 30, 2019.

It is recommended the Board of Trustees approve the Employment Agreement with Laura Wharff, to serve as the District's Assistant Superintendent of Curriculum and Instruction for the period commencing July 1, 2018 and ending June 30, 2019.

The Employment Agreement for Mrs. Yvonne Perez was reviewed with the Board of Trustees. Attached is the Employment Contract for the period July 1, 2018 to June 30, 2019 for review and approval.

It is recommended the Board of Trustees approve the Employment Agreement with Yvonne Perez, to serve as the District's Assistant Superintendent of Business Services for the period commencing July 1, 2018 and ending June 30, 2019.

The California School Boards Association (CSBA) has notified the District there will be an election of representatives to CSBA's Delegate Assembly.  The ballot contains the name of one individual nominated by member boards in this region (Subregion 8-C).  Attached is the biographical sketch for the nominated individual.  This ballot must be submitted to CSBA on or before Thursday, March 15, 2018.

The Board of Trustees may vote for no more than one (1) candidate from the following nominees:

-Faye Lane (Ceres USD)

There is also a write-in candidate provision.

It is recommended the Board of Trustees vote in the 2018 CSBA Delegate Assembly Election for Subregion 8-C.

It is recommended the Board of Trustees adopt Resolution 2017/2018 - #21 Calling for Full and Fair Funding of California's Public Schools.

It is recommended the Board of Trustees adopt Resolution 2017/2018 - #22 recognizing March 2018 as Arts Education Month.

It is recommended that Board of Trustees approve the minutes of the February 13, 2018, Special Board Meeting and the February 20, 2018, Regular Board Meeting.

It is recommended the Board of Trustees approve the portrait agreement with Banks & Co. Photography for Somerset Middle School for the 2018-2019 school year.