(Education Code 35146, 48918(c), 72122) Readmission Hearing Officer: Carrie Albert, Director of Student Services

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

Education Code Section 42127[i] requires staff to inform the Board of Education and public of any changes in the State Budget that would affect the budget already adopted by the district.   The Sylvan Union School District Budget was adopted on June 26, 2018, and was based on information proposed by the Governor in his May Revise Budget.  The final State Budget was signed June 27, 2018.

Please see the attached report titled 2018-19 45-Day Budget Revision for the notable changes from the May Revise Budget to the 2018-19 Enacted State Budget and the impact on the district.  Additional attachments are provided for further information.

The Board of Trustees will review the State Adopted Budget Impact (45-Day Revise).

Attached is the district’s response to the Crossroads West Specific Plan Draft Environmental Impact Report.

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

The district sold its last $6 million of voter approved $40 million bond sale authorization in November 2017. In order to complete Sylvan Elementary Modernization, funds allocated for capital outlay improvements were allocated to the project in advance of receiving bond proceeds.  The Board of Trustees approved the reimbursement to Resource 9225 (Facilities Improvement Resource) in the amount of $2,271,070 million and Fund 14 (Deferred Maintenance) in the amount of $740,830, leaving a remaining balance of $2.4 million from the bond proceeds. The action was supported by Board Resolution 2006/2007 #14 recognizing that expenditures for projects would be incurred prior to the receipt of bond proceeds allowing reimbursement.

It was the practice of the district to routinely transfer state match grant awards for capital improvements to the Building Fund (Fund 21).  The Building Fund should only be used to account for the receipt of bond sales for capital improvements and the uses of those funds.  The district has expended and accounted for all bond funds as promised. The district’s use of bond proceeds is also reportable to the Citizen’s Bond Oversight Committee (CBOC), a committee that must meet at least annually to review the uses of bond proceeds.  The district has complied with the reporting requirements of the oversight committee by-laws.

Since 2008 when state match funds were received, the dollars were posted as revenue to Fund 35 (appropriate).  The funds were then transferred to the Bond Fund (Fund 21) to use on other projects.  The funds would have been more appropriately transferred to Fund 40 (Capital Outlay Fund) to use on other high priority projects. Using state match dollars received for completed projects is legal and allowable.  The state match grant regulations allow for dollars received to be used for other high priority projects once the project for which the grant dollars were awarded is complete.

This practice of transferring and accounting for state match dollars to and from the Building Fund (Fund 21) has inflated the balance of funds beyond proceeds received from General Obligation Bond Sales. 

At the May 22, 2018, Board Meeting, the facts were presented to the Board of Trustees during the Facilities Update Agenda Item.  The Board directed staff to confirm with our auditors and legal counsel that corrective entries to rectify the situation would meet GAAP and legal requirements.  Our audit firm, Christy White and Associates, have responded in the affirmative that the transaction will meet GAAP requirements and indicated they could assist us to prepare the proper transfer.  Staff has gathered together the needed documentation to support the transaction.  In addition, our legal counsel concluded that our proposal is legal.  Attached is the resolution prepared by Janet Mueller with Dannis Woliver Kelley.

Pending the Board of Trustees' direction, the resolution will be presented for action at the August 28, 2018, Board Meeting.

Note:  The amount is not yet specified due to the roof project at Sylvan Elementary.  Final costs for the project will be complete by the August 28, 2018, Board Meeting.

The Board of Trustees will review and discuss Draft Resolution 2018/2019 #2 Authorizing an Interfund Transfer and Closure of Measure A Building Fund.

The Board of Trustees will receive and review the draft 2019 Board Meeting Schedule.

This change order is comprised of items listed on the attachment and was a direct result from a DSA site visit. 

The Original Contract Sum was                                                        $       2,864,583.00

Net change by previously authorized Change Orders                       $             (7,396.00)

The Contract Sum prior to this Change Order was                            $       2,857,187.00

The Contract Sum will be (increased) by                                           $          159,328.00

The new Contract Sum including this Change Order will be              $        3,016,515.00

Staff recommends the approval of Change Order No. 2 with Boyer Construction in the amount of $159,328 for the Orchard Elementary School Chiller Replacement & ADA Upgrades.

The Board of Trustees to consider approval of Change Order No. 2 with Boyer Construction for the Orchard Elementary School Chiller Replacement & ADA Upgrades.

Facilities Improvement Fund:  $159,328

Additional painting was needed at Orchard Elementary School.  It included seven (7) doors and jambs, boys restroom - ceiling tape, texture prime, and two (2) coats finish, and a classroom.

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

This change order will affect the contract as follows: 

Original Contract Amount:   $78,000

Previous Change Orders:       - 0-

This Change Order:              $5,960

Revised Contract Amount:   $83,960

Staff recommends ratification of Change Order No. 1 with Overhaul Construction in the amount of $5,960 for the Orchard Elementary School Interior Paint Project at Orchard Elementary School.

The Board of Trustees to consider ratifying Change Order No. 1 with Overhaul Construction in the amount of $5,960 for the Orchard Elementary School Interior Paint Project at Orchard Elementary School.

Routine Repair and Maintenance:  $5,960

The District contracted with CSM Consulting, Inc. for E-Rate consulting services beginning in the 2014-15 school year.  Staff would like to renew their contract for the 2018-19 fiscal year to assist in applying for E-Rate discounts.  

The E-Rate process is complicated, and a consultant is necessary to comply with regulations.  E-Rate runs on a calendar year, thus crossing two (2) fiscal years for a school district.  In addition, disbursements do not necessarily occur in the calendar year requested.

The following table provides a recap of the past five (5) E-Rate years, and anticipated requests for E-Rate Year twenty (20).

This is a second year of a three (3) year contract term, required to be renewed by the Board of Trustees on an annual basis.

The Board of Trustees must authorize the following employees as "Authorized Agents" for the District: Superintendent, Debra M. Hendricks; Assistant Superintendent of Business Services, Yvonne Perez; Director of Fiscal Services, Lisa Sandoval;  Assistant Superintendent of Human Resources, Diolinda Peterson; Assistant Superintendent of Curriculum, Laura Wharff, and all Board Members.  "Authorized Agents" can sign any warrants or orders on behalf of the Sylvan Union School District.

In order to conduct business, outside agencies have requested a copy of a resolution designating authorized agents for the District.  This resolution is necessary to provide to requesting agencies when entering into business contracts.  The authorization occurs in December of each year for the following calendar year.  Due to changes in administrative personnel in July, it is necessary to adopt a second resolution for the 2018 year.

It is recommended the Board of Trustees adopt Resolution 2018/2019 - #1: Designation of Authorized Agents of the Sylvan Union School District for 2018.

The Board of Trustees will consider approval to adopt Resolution 2018/2019- #1: Designation of Authorized Agents of the Sylvan Union School District for 2018.

As students at the Sylvan STEAM Academy move from the 5th grade classes to Somerset Middle School 6th grade, we are proposing that we implement a pilot of the World of Work program into the 6th grade STEAM classes. The two (2) teachers in those classes are eager to undertake this, and have already developed some connections between this program and the annual Job and Career Faire that Somerset Middle School hosts each year. The program includes a classroom kit for the two (2) classes, six (6) hours of personal video coaching for the two (2) teachers, as well as a digital subscription for up to five hundred (500) students at the school which allows them to access the resources as well. We are excited about this program and potential impact it could have on our students. We believe it is a natural fit to both Local Control and Accountability Plan(LCAP) Goal A: “Sylvan District will promote and create learning environments with highly qualified personnel that will maximize access to the academic core for all pupils, including targeted groups, as well as provide enrichment opportunities that will allow our pupils to demonstrate proficiency and literacy in 21st century skills;” and Goal B: Sylvan District will create supportive, welcoming, and engaging campuses for pupils, parents, staff, and community.

The Board of Trustees to approve the program proposal with World of Work.

Instructional Materials: $3,865.20

In the current teacher shortage in the state, the Commission on Teacher Credentialing (CTC) has the authority to issue permits so that school districts can fill vacancies.  The Provisional Internship Permit gives the employer the ability to cover assignments when a fully credentialed employee cannot be found.  This permit allows us to meet staffing needs.  This permit allows the individual holding the permit to complete their credential requirements while serving in the classroom.  For this request, the district provided to the CTC specific employment criteria for the position as well as provided evidence of recruitment efforts to attempt to fill the special education vacancy. 

We request approval for a Provisional Internship Permit for Kerra Bispo for a special education teaching position for the 2018-2019 school year. 

Staff recommends approval for a Provisional Internship Permit for Kerra Bispo for a special education teaching position, in a Moderate/Severe Special Day Class at Sherwood Elementary School for grades 2-3 for the 2018-2019 school year.  This applicant will be employed on the basis of a Provisional Internship Permit for the 2018-2019 school year.

It is recommended that Board of Trustees approve the minutes of the June 26, 2018, Regular Board Meeting.

The Sylvan Union School District Food Service Department has contracted with the Central California Child Development Services to provide student meals for their program operating at the Riverbank Child Development Center.  The contract period is June 1, 2018, through May 31, 2019.  Service for this program started June 15, 2018.  This will be a revenue source for the Food Service Department.

It is recommended the Board of Trustees approve the agreement with the Stanislaus County Office of Education for sixth graders to attend the Foothill Horizons Outdoor Education Program for the 2018-2019 school year.

The total cost per pupil for the 2018-2019 school year for the four (4) day program is $243.00 using our own transportation.  The parent's share of the $243.00 is $118.00 for lodging.  The estimated District cost is $94,375.00 (755 students) and is included in the 2018-2019 Budget - LCAP.

A student requires a 1 to 1 LVN/Nurse support through their IEP at their county provided out of district program.    

Staff recommends that the Board approve the agreement with Stanislaus County Office of Education (SCOE) for 1 to 1 LVN/Nurse support for the 2018-19 school year.  

Up to $16,500 billed on a quarterly basis.  

The District requires the support of the Speech Language Pathology Assistant, supervised by a district Speech Language Pathologist, in working with students with speech needs to provide speech therapy.

Staff is recommending the Board of Trustees approve the contract with The Gift of Speech for one (1) SLPA for two (2) days per week for the period of August 8, 2018, through May 24, 2019.

Speech Language Pathologist Assistant: Workdays will include two (2) days per week. 

37 weeks x 16 hours/week = 592 hours x $70/hr = $41,440.00

Not to exceed: $63,000.

A Sylvan Union School District student requires medical assistance as identified in their Individualized Education Program (IEP) in order to access their education.  The student has severe, multiple medical conditions which require LVN services throughout the school day, including during the time they are transported to school and home.

$78,000.00 for 2018-2019 school year to include ESY 2019 'NOT TO EXCEED $83,000.00'

Based on a student's Individualized Education Program (IEP), individual services will be provided through Behavioral & Educational Strategies & Training (B.E.S.T.) for the 2018-2019 year.

Staff recommends the Board of Trustees approve the individual service agreement with Behavioral & Educational Strategies & Training (B.E.S.T.).

Based on a student's Individualized Education Program (IEP), individual services will be provided through Behavioral & Educational Strategies & Training (B.E.S.T.) for the 2018-2019 year.

$724.06/week x 12 weeks = $8,688.72

NOT TO EXCEED: $34,031.04

Humphreys University program provides student teacher placements with participating districts.  Sylvan Union School District welcomes student teachers into our classrooms through this program.

Staff is recommending approval of the Memorandum of Understanding (MOU) with Humphreys University Multiple Subject Teaching Internship Credential Program.

This memorandum of understanding will allow student teacher placements and fieldwork to be attained for student teacher candidates who are enrolled in the California State University's CalState Teach Program.  This is a student teacher program where students are working towards earning a teaching credential.  There is no cost to the district.

Staff recommends approval of the memorandum of understanding with California State University CalState Teach Program.

None

The District's need for staffing of one (1) Speech and Language Pathologist Assistant cannot be met through typical hiring processes.  Therefore, securing SLP services through an agency is necessary.  This agreement allows the district to have a contract with individuals to utilize their services.  There is no cost to the district.

Staff recommends the Board of Trustees approve the staffing agreement with ARDOR Health Solutions.

ARDOR Health Solutions was selected after reviewing several agencies who provide similar staffing services. The rates were competitive and terms of the agreement provides the District with flexibility related to length of the assignment and District needs.  Once the candidate is identified, the final staffing confirmation will be completed. 

None

It is recommended the Board of Trustees approve the portrait agreements with Shoob Photography for Mary Ann Sanders and Standiford Elementary School for the 2018-2019 school year.

Staff recommends the acceptance of the Quarterly Report on Williams Complaints, Subject Area of Complaints, and Resolution of Complaints for quarter ending June 30, 2018. 

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 June 30, 2018, 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 June 30, 2018.

None

1. The donation of two (2) Amazon Kindles valued at $200.00 from Irene Omos and Blaine Hipkins to C.F. Brown Elementary School for attendance prizes for students. 

2. The donation of $3,000.00 from David Hutton, Hutton Lovewell Inc. to Ustach Middle School for the Plus Time Program for students.