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Regular Board Meeting
Pleasanton USD
February 11, 2020 6:00PM
District Board Room 4665 Bernal Avenue Pleasanton, CA 94566

1. OPEN CEREMONY - MEETING OF THE BOARD IN PUBLIC - 6:00 p.m.
1.1. Call to Order
1.2. Public Comments on Closed Session Items
2. CLOSED SESSION - 6:00-7:00 p.m.
2.1. Personnel Actions (Government Code 54957)
Quick Summary / Abstract:
Limited to consideration of the appointment, employment, evaluation of performance, discipline/release, or dismissal of a public employee or to hear "complaints or charges brought against such employee by another person or employee unless the employee requests a public session."
2.2. Conference with Labor Negotiator Pursuant to Government Code 54957.6 Agency Negotiator: Julio Hernandez Employee Organization: Association of Pleasanton Teachers (APT) California School Employees Association (CSEA)
2.3. Compromise and Release Agreement: Anticipated Litigation Pursuant to Section 54956.9 of the Government Code, Case No. SED 160.19.20
3. RECONVENE INTO OPEN SESSION - 7:00 p.m.
3.1. Pledge of Allegiance
3.2. Welcome by Board President: Steve Maher Vice President: Jamie Yee Members: Valerie Arkin, Joan Laursen and Mark Miller
3.3. Student Board Member: Derek Dressler, Foothill High School
4. ACTION OF CLOSED SESSION (5 Minutes)
4.1. Report on Action Taken in Closed Session
5. APPROVAL OF THE AGENDA (5 Minutes)
5.1. Approval of the Agenda
6. RECOGNITIONS AND INTRODUCTIONS (5 Minutes)
6.1. College Board AP Computer Science Female Diversity Award
7. ASSOCIATIONS (10 Minutes) Representatives from the Associations may address the Board.
7.1. Association of Pleasanton Teacher (APT)
7.2. California School Emplooyees Association (CSEA)
8. COMMUNITY - COMMENTS FROM THE AUDIENCE Comments will be taken at 7:15 p.m., or as close to that time as possible.
Rationale:



 
Quick Summary / Abstract:

School Board Meeting Procedures

No action or discussion shall be undertaken on any item not appearing on the posted agenda, except that members of the legislative body or its staff may briefly respond to statements made or questions posed by persons exercising their public testimony rights under Government Code §54954.3.  In addition, on their own initiative, or in response to questions posed by the public, a member of a legislative body or its staff may ask a question for clarification, make a brief announcement, or make a brief report on his or her own activities.  Furthermore, a member of a legislative body, or the body itself, subject to rules or procedures of the legislative body, may provide a reference to staff or other resources for factual information, request staff to report back to the body at a subsequent meeting concerning any matter, or take action to direct staff to place a matter of business on a future agenda.

Please use the BLUE card to submit a request to speak. Speakers will be called upon in random order. This section is provided so the audience may comment on any item that is NOT on the agenda. According to the Brown Act, the Board may listen to comments, but they can neither discuss nor take action on the topics presented to them.

9. STUDENT BOARD MEMBER REPORT (5 Minutes)
10. SUPERINTENDENT REPORT (5 Minutes)
11. CONSENT AGENDA (5 Minutes)
Quick Summary / Abstract:
The Pleasanton Board of Trustees utilizes a consent calendar for items that require the approval of the Board, but are of routine nature. They act upon these items in one vote. Any member may remove an item for additional questions. Board members receive their agendas and back up materials five days in advance of our meetings. They have the opportunity to ask questions, and to do research prior to our meeting. It is their intent to handle the routine items expeditiously, so they have time to address more serious issues.
11.1. Approval of Out-of-State Conference for Staff
Speaker:
Janelle Woodward
Rationale:

Board Policy 3350, adopted May 25, 2016, requires that all out-of-state travel for which district expenses will be incurred, district credit card will be used, and/or reimbursement will be claimed, shall be approved in advance of the travel by the Board.

Organizational Goal 3: To strengthen District Board Policies and Administrative Regulations which will ensure clarity of direction for staff, as evidenced by Board actions and other data sources.



 
Recommended Motion:

The Administration recommends that the Board of Trustees approve all out-of-state travel noted on Attachment A.

Financial Impact:

$1,906.00 for Karen Johnson will be paid by Alisal Elementary School

$1,906.00 for Lisa Padway will be paid by Alisal Elementary School

$1,906.00 for Elias Muniz will be paid by Hearst Elementary School

$1,906.00 for Carla Henderson will be paid by Hearst Elementary School


Comments:

Prepared by:  Tamara Danielsen, Administrative Assistant, Teaching and Learning Division

Reviewed by:  Janelle Woodward, Ed.D., Assistant Superintendent, Teaching and Learning Division

Reviewed by:  David Haglund, Ed.D., Superintendent

Attachments:
A. Out of State Travel for Staff
11.2. Approval of January 2020 Warrants
Speaker:
Tom Gray
Rationale:

The Board is presented with warrants for the month of January, 2020.  This approval represents the warrants produced and amounts expended from various funds.

The following reports for January are included:

1. Accounts Payable Warrant Register for the Month, the summary report (Attachment A) provides the following information:

  • A recap by Fund of all warrants generated for the month
  • The individual production dates and warrant sequence numbers
  • The total of all expenditures for all Funds

2. Board Report (Escape Report ReqPay12c), (Attachment B) provides the following information

  • Details of all payments during the month sorted by Check Number
  • Fund Summary by Fund with Check Count and Expended Amount
  • Some information has been redacted to protect Student Privacy
  • On PO's issued after February 1, 2019 the comment field provides more relevant data than in the past. 

The Fund Summary can also be found on page 39 of 39 on Attachment B.

Organizational Goal 3: To strengthen District Board Policies and Administrative Regulations which will ensure clarity of direction for staff, as evidenced by Board actions and other data sources. 

 
Recommended Motion:

The Administration recommends that the Board approve the attached warrants for the month of January, 2020.



Financial Impact:

$ 5,677,815.40 from the Funds noted in Attachment A. 


Comments:
Prepared by: Cathy McKim, Coordinator, Fiscal Services
Reviewed by: Tom Gray, Executive Director, Fiscal Services
Reviewed by: Ahmad Sheikholeslami, Assistant Superintendent, Business Services
Reviewed by: David Haglund, Ed.D., Superintendent

Attachments:
A. Warrant Register- January 2020
B. Board Report- January 2020
11.3. Approval of January Purchase Orders
Speaker:
Amy Nichols
Rationale:

Monthly, District staff will include approval of purchase orders as part of the Consent Agenda.  In a manner similar to the approval of warrants, a Purchase Order (PO) Board Report will be presented at the first meeting of the month for the month preceding the meeting.  This report includes purchase orders for January 2020 (Attachment A).

The report provides the following information:

  • PO number
  • Vendor name
  • Description of items purchased
  • Location
  • Fund
  • Account Amount
  • PO Changes

This report includes a list of previously issued purchase orders where any changes were made. It lists the change made by comparing old/new items and indicating if there was a change in the amount of the PO. The PO's are listed by site and provides detail under the description column of the report.

Payment for these purchase orders will be reflected in the warrant reports as items are received and invoiced.  Some vendor names may have been redacted to ensure student privacy.

Organizational Goal 3: To strengthen District Board Policies and Administrative Regulations which will ensure clarity of direction for staff, as evidenced by Board actions and other data sources.


 
Recommended Motion:

The Administration recommends that the Board approve the attached purchase orders for January 2020.


Financial Impact:

$856,397.94 from various funds as indicated.


Comments:

Prepared by: Janet Wolfinger, Coordinator, Purchasing, Warehouse, and Graphics
Reviewed by: Amy Nichols, Senior Director of Procurement and Technology
Reviewed by:  Ahmad Sheikholeslami, Assistant Superintendent of Business Services
Reviewed by: David Haglund, Ed.D., Superintendent



Attachments:
A. January 2020 Purchase Orders
11.4. Ratification of January Contracts
Speaker:
Amy Nichols
Rationale:

In May 24, 2016, the Board of Trustees approved Board Policy 3312 (Contracts).  The policy specifies that the Board will ratify contracts related to services and non-public works labor and materials less than $45,000 and public works projects less than $15,000 through a monthly consent agenda item, including contracts and agreements with no financial impact.

Per Board Policy 3312, Attachment A provides a summary of contracts and agreements that are presented for ratification.  Copies of the full documents are available on request.

The Administration recommends that the Board ratify the attached contracts and agreements under $45,000.

Organizational Goal 3: To strengthen District Board Policies and Administrative Regulations which will ensure clarity of direction for staff, as evidenced by Board actions and other data sources. 

 
Recommended Motion:

The Administration recommends that the Board ratify the attached contracts and agreements for January 2020.



Financial Impact:

$184,257.25 from various funds.


Comments:

Prepared by: Janet Wolfinger, Coordinator, Purchasing, Warehouse, and Graphics
Reviewed by:  Amy Nichols, Senior Director of Procurement and Technology
Reviewed by:  Ahmad Sheikholeslami, Assistant Superintendent of Business Services
Reviewed by: David Haglund, Ed.D., Superintendent

Attachments:
A. January 2020 Contracts
11.5. Approval of Donation
Speaker:
Amy Nichols
Rationale:

Per Board Policy 3290, the Board of Trustees may accept any gift, grant, or bequest of money, property, or service to the district from any individual, private agency or organization, or other public agency that desires to support the district's educational program.  

Workday, a local software company in Pleasanton, offered to donate a number of flat panel TVs and the wall mounts that were used. 

This donation would contribute to supporting our students and building their foundation for life-long learning and education. 

The Administration recommends that the Board accept the donation of approximately 38 flat panel TVs from Workday.

Organizational Goal for 2019-2020: 3. To strengthen District Board Policies and Administrative Regulations which will ensure clarity of direction for staff, as evidenced by Board actions and other data sources.
 
Recommended Motion:

The Administration recommends that the Board of Trustees approve the donation of flat panel TVs from Workday.

Financial Impact:

This item has no financial impact on the District.

Comments:

Prepared by: Janet Wolfinger, Coordinator, Purchasing, Warehouse, and Graphics
Reviewed by: Amy Nichols, Senior Director of Procurement and Technology
Reviewed by:  Ahmad Sheikholeslami, Assistant Superintendent of Business Services
Reviewed by: David Haglund, Ed.D., Superintendent

11.6. Approval of the ACOE Internet Service Provider (ISP) MOU Extension for 2020-21
Speaker:
Amy Nichols
Rationale:

Many 21st century learning tools require the ability to access the internet. Teachers and students access a wide variety of online content and utilize many internet enabled tools on a daily basis.  

On March 18, 2018, the Board of Trustees approved a Memorandum of Understanding (MOU) with the Alameda County Office of Education (ACOE) to provide the District with Internet Service for the 2018-19 school year at a cost of $62K.  The District applied for and received e-Rate reimbursement grant for 40% of the costs of these services ($25K). That agreement included an option to extend this MOU for two additional years for the same services for the same cost of $62K.  The Board approved the first extension on February 11, 2019.

The Administration recommends the Board of Trustees approve this MOU extension for the 2020-2021fiscal year (Attachment A).  If approved, the District intends to apply for the same 40% level of e-Rate reimbursement for these services for the 2020-21 fiscal year.  Because this service is consistent with the current service level, funding for this MOU is already budgeted in the multiyear budget;  no increase in budget is required.

Proposed ISP Costs 2019-20

Annual ACOE ISP costs:        $62K

Anticipated E-Rate 40% Discount:  - $25K

Anticipated Net ISP Costs:       $37K

This agenda item aligns with the District's LCAP Goal that "all students, regardless of race, ethnicity, socioeconomic status, or gender will be proficient/advanced and college/career ready upon graduation. We will optimize student learning by utilizing innovative technologies.


 
Recommended Motion:

Approve the Memorandum of Understanding (MOU) with the Alameda County Office of Education (ACOE) as the District's Internet Service Provider (ISP) for 2020-21


Financial Impact:

$37K from the General Fund; pending approval of the e-Rate reimbursement.

Comments:

Prepared by: Amy Nichols, Senior Director of Procurement & Technology

Reviewed by: Ahmad Sheikholeslami, Assistant Superintendent, Business Services

Reviewed by: David Haglund, Ed.D., Superintendent 


Attachments:
Attachment A. ACOE ISP MOU Extension
11.7. Approval of Contract with DRT Grading and Paving Repairs at Valley View
Speaker:
Ahmad Sheikholeslami
Rationale:

Repair damaged curbs at drop off and pick up at Valley View. Conditions are not safe and require repairs.


Organizational Goal for 2019-2020: 3. To strengthen District Board Policies and Administrative Regulations which will ensure clarity of direction for staff, as evidenced by Board actions and other data sources.
 
Recommended Motion:

Approval of Contract with DRT Grading and Paving in the amount of $28,300.00

Financial Impact:
General Fund Routine Restricted 
Comments:

Prepared by: Ahmad Sheikholeslami, Assistant Superintendent, Business Services

Reviewed by: David Haglund, Ed.D., Superintendent



Attachments:
A. DRT Grading & Paving Contract
11.8. Approval of New Board Policy 3311 - Bids
Speaker:
Amy Nichols
Rationale:

The Administration reviewed a recommended new Board Policy regarding Bids (3311) with the Board Policy Subcommittee on February 3, 2020.  This recommended new policy aligns with Education Code and other state and federal statutes.

Organizational Goal 3: To strengthen District Board Policies and Administrative Regulations which will ensure clarity of direction for staff, as evidenced by Board actions and other data sources.




 
Recommended Motion:

Approval of new Board Policy 3311 regarding Bids.



Financial Impact:

No fiscal impact

Comments:

Prepared by: Amy Nichols, Senior Director of Procurement and Technology

Reviewed by: Ahmad Sheikholeslami, Assistant Superintendent, Business Services

Reviewed by: David Haglund, Ed.D., Superintendent



Attachments:
A. Proposed BP 3311 Bids
11.9. Approval of the Personnel Document
Speaker:
Julio Hernandez
Rationale:

The February 11, 2020 Personnel Document (Certificated and Classified) includes:  New Hires, Resignations, Retirements, Leaves of Absences, and Changes in Assignment, Step In Column, Longevity, and Separation/Releases, 39-Month Rehire List and Coaches 

This agenda item aligns with District Organizational Goal 4:

To build our Professional Learning Community through strengthening employee recruitment, development, and retention strategies to ensure continuity of a high-quality workforce, as evidenced by hiring data, professional development participation, and exit surveys.



 
Recommended Motion:

The Administration recommends that the Board consider each item and provide its approval, acceptance, or denial as recommended by Human Resources on the Personnel Document. 



Financial Impact:

This item has financial implication to the District based on the change in compensation due to New Hires, Resignations, Retirements, Leaves of Absences, Changes in Assignment, Step in Column Changes, Longevity Changes, Separation/Releases, 39-Month Rehire List and Coaches. 



Comments:

Prepared by: Lisa Hansen, Administrative Assistant, Human Resources

Reviewed by: Julio Hernandez, Assistant Superintendent, Human Resources

Reviewed by: David Haglund, Ed.D, Superintendent



Attachments:
A. Personnel Document 02-11-2020
Personnel Doc Bluesheeted
11.10. Approval of the Memorandum of Understanding between Pleasanton Unified School District and the California School Employees Association (CSEA)
Speaker:
Julio Hernandez
Rationale:

The Pleasanton Unified School District (PUSD) has entered into a Memorandum of Understanding (MOU) with California School Employees Association (CSEA) for the District's need for purchase orders and contracts with outside vendors.

This agenda item aligns with District Organizational Goal 4:

To build our Professional Learning Community through strengthening employee recruitment, development, and retention strategies to ensure continuity of a high-quality workforce, as evidenced by hiring data, professional development participation, and exit surveys.



 
Recommended Motion:

The Administration recommends the Board of Trustees approve the Memorandum of Understanding between Pleasanton Unified School District and California School Employees Association.



Financial Impact:

The financial impact to the District will vary depending on usage of outside vendors.



Comments:

Prepared by: Lisa Hansen, Administrative Assistant, Human Resources

Reviewed by: Julio Hernandez, Assistant Superintendent, Human Resources

Reviewed by: David Haglund, Ed.D, Superintendent



Attachments:
A. PUSD-CSEA MOU 01.27.2020
11.11. Approval of the New Board Policy 1313 Civility
Rationale:
The Human Resources Team is currently reviewing and updating PUSD Board Policies and Administrative Regulations that reflect current laws and address key Human Resources issues. 

On Monday, February 3, 2020, the Board Policy Subcommittee met and reviewed these Board Policies and Administrative Regulations that are being presented for approval at the February 11, 2020 Board Meeting.

The following Board Policy is being presented for approval:

  • BP 1313 Civility

The following related Administrative Regulation is being provided for information only:

  • AR 1313 Civility

This agenda item aligns with District Organizational Goal 4:

To build our Professional Learning Community through strengthening employee recruitment, development, and retention strategies to ensure continuity of a high-quality workforce, as evidenced by hiring data, professional development participation, and exit surveys.

 
Recommended Motion:

The Administration recommends that the Board of Trustees review and approve the attached Board Policy.



Financial Impact:

There is no financial impact to the District.



Comments:

Prepared by: Lisa Hansen, Administrative Assistant, Human Resources

Reviewed by: Julio Hernandez, Assistant Superintendent, Human Resources

Reviewed by: David Haglund, Ed.D, Superintendent



Attachments:
A. BP 1313 Civility
B. AR 1313 Civility
11.12. Approval of Overnight and Out-of-State Field Trips for Students
Speaker:
Janelle Woodward
Rationale:

Administrative Regulation 6153.1 requires that the Board of Trustees approve all school sponsored overnight and out-of-state field trips.  The Board approves field trips as necessary to allow for changes or additional trips that arise during the year.

Organizational Goal 3: To strengthen District Board Policies and Administrative Regulations which will ensure clarity of direction for staff, as evidenced by Board actions and other data sources.


 
Recommended Motion:

The Administration recommends that the Board of Trustees approve all school sponsored overnight and out-of-state field trips.

Financial Impact:

The cost of each field trip will be covered by voluntary donations.  If sufficient donations to cover the cost of the field trip for all students participating in the field trip are not collected, the field trip will be canceled.

Comments:

Prepared by:  Tamara Danielsen, Administrative Assistant, Teaching and Learning Division

Reviewed by:  Janelle Woodward, Ed.D., Assistant Superintendent, Teaching and Learning Division

Reviewed by:  David Haglund, Ed.D., Superintendent

Attachments:
A. Field Trips for Students 2.11.20
11.13. Approval of the Board MinutesWas edited within 72 hours of the Meeting
Recommended Motion:

That the Board approve the following minutes:

  • January 14, 2020, Regular Board Meeting
  • January 28, 2020, Regular Board Meeting



Comments:

Prepared and Review by: Roseanne Pryor, Administrative Assistant

Attachments:
A. Board Minutes for January 14, 2020
B. Board Minutes for January 28, 2020
12. REPORT/DISCUSSION and REPORT, DISCUSSION AND POSSIBLE ACTION
12.1. Report and Discussion to review King Consulting Report showing PUSDs potential State Funding Eligibility (15 Minutes)
Speaker:
John Chwastyk
Rationale:

On January 9, 2020 PUSD entered into contract with King Consulting to assist the district in determining their eligibility for state matching funds for measure I-1 and any future construction.  State funding eligibility is determined by several different factors including but not limited to enrollment, enrollment projections, past usage of state funds and needs.  King Consulting will present their findings on the districts state funding eligibility to the Board of Trustees, so the Board is aware of their options to maximize the funding in measure I-1 and future bond measures.

Organizational Goal for 2019-2020: 4. To build our Professional Learning Community through strengthening employee recruitment, development, and retention strategies to ensure continuity of a high-quality workforce, as evidenced by hiring data, professional development participation, and exit surveys.  



 
Recommended Motion:

The Administration recommends that the Board of Trustees discuss and review the King Consulting Report showing PUSDs potential State Funding Eligibility.



Financial Impact:

This item has no financial impact on the District. 



Comments:

Prepared by:   Eric Van Pelt, Program Director, VPCS

Reviewed by:  John Chwastyk, Director of Facilities and Construction 

Reviewed by:  Ahmad Sheikholeslami, Assistant Superintendent, Business Services

Reviewed by:  David Haglund, Ed.D., Superintendent

Attachments:
A. State Funding Update Slides
12.2. Report, Discussion and Possible Action to Approve Resolution 2019-2020.27, Supporting The Public Preschool, K-12 and College Health and Safety Bond Act of 2020 (10 Minutes)
Speaker:
David Haglund/Governing Board
Rationale:

The School Board will consider a Resolution in Support of The Public Preschool, K-12, and College Health and Safety Bond Act of 2020 that will appear as Proposition 13 on the March 2020 ballot. If passed, the bond will provide $15B for facilities at the state's preschools, K-12 schools, community colleges, and four-year colleges and universities. 

The funds will provide resources for the renovation and upgrade of existing classrooms, for campuses that improve student and staff safety, for classrooms and laboratories that enhance teaching and learning, for the construction and expansion of schools to accommodate growth, and for career technical education facilities to enhance job and career training. It will also provide funds for matching Pleasanton USD bond funds allowing for addressing more facility needs.

Organizational Goal 3: To strengthen District Board Policies and Administrative Regulations which will ensure clarity of direction for staff, as evidenced by Board actions and other data sources.








 
Recommended Motion:

The Administration recommends that the Board of Trustees approve Resolution 2019-2020.27, supporting The Public Preschool, K-12 and College Health and Safety Bond Act of 2020.



Financial Impact:

This item has no financial impact on the District.

Comments:

Prepared by: Roseanne Pryor, Administrative Assistant

Reviewed by: David Haglund, Ed.D., Superintendent

Attachments:
A. Resolution to Support the Public Preschool, K-12, and College Health and Safety Bond Act of 2020
12.3. Report and Discussion on the Annual Student Enrollment Report (10 Minutes)
Speaker:
Ed Diolazo and Kathleen Rief
Rationale:

The Administration recommends that the Board of Trustees review and discuss the Annual Student Enrollment Report.

Enrollment data being presented is reported annually to the California Department of Education on Census day, which is the first Wednesday of October.  Staff will compare enrollment data to the 5-year trend and also provide a January update. 

Organizational Goal for 2019-2020: 3. To strengthen District Board Policies and Administrative Regulations which will ensure clarity of direction for staff, as evidenced by Board actions and other data sources.

Organizational Goal for 2019-2020: 4. To build our Professional Learning Community through strengthening employee recruitment, development, and retention strategies to ensure continuity of a high-quality workforce, as evidenced by hiring data, professional development participation, and exit surveys.











 
Recommended Motion:

The Administration recommends the Board receive information and discuss the 2019-2020 Annual Student Enrollment Report.






Financial Impact:

This report has no additional financial impact on the District.


Comments:

Prepared by: Kathleen Rief, Director, Student Services

Reviewed by: Ed Diolazo, Assistant Superintendent, Student Support Services

Reviewed by: David Haglund, Ed. D., Superintendent



Attachments:
A. Annual Student Enrollment Report 2019-2020
12.4. Report, Discussion, and Possible Action to Award the Bid to Sugimura Finney Architects for Hart Middle School Science Building and Portable Relocation Funded by Measure I1 (5 Minutes)
Speaker:
John Chwastyk
Rationale:

On July 7, 2016, the Pleasanton USD Board of Trustees (Board) approved the bond project list Item 2d Middle School Science Lab.

On November 8, 2016, Measure I1 was passed by Pleasanton voters.

On October 22, 2019 the Board of Trustees held a Board Workshop and the Administration presented an update regarding Measure I1 District's Facilities and future Facilities planning.   

On November 4, 2019 Purchasing Department sent out Request for Proposal (RFP) 2019-20.14 (Attachment A) for Architectural Service.

On December 12, 2019 Purchasing Department received 2 responses for RFP 2019-20.14 for Architectural Service.

On January 7, 2020 an interview panel made up of:

  • Ahmad Sheikholeslami, Assistant Superintendent Business Services
  • Caroline Fields, Hart Middle School, Principal
  • Alex Ramirez, Hart Middle School, Vice Principal
  • Heather Pereira, Coordinator of Extended Day & Academic Intervention Programs
    Michael Rice, Project Manager, Facilities and Construction
  • Eric Van Pelt, Program Manager, Van Pelt Construction Service.

A scoring and interview process was performed by the panel who recommended Sugimura Finney Architects (SFA). For Agreement see attachment B.  

Organizational Goal for 2019-2020: 4. To build our Professional Learning Community through strengthening employee recruitment, development, and retention strategies to ensure continuity of a high-quality workforce, as evidenced by hiring data, professional development participation, and exit surveys.

 
Recommended Motion:

The Administration recommends the Board to approve the agreement with Sugimura Finney Architects for the Hart Middle School Science Building and Portable Relocation for a not to exceed cost of $819,998.


Financial Impact:
$819,998K from Measure I1 (Fund 210)
Comments:

Prepared by:  Michael Rice, Project Manager, Facilities and Construction

Reviewed by:  John Chwastyk, Director of Facilities and Construction

Reviewed by:  Ahmad Sheikholeslami, Assistant Superintendent, Business Services

Reviewed by:  David Haglund, Ed.D., Superintendent

Attachments:
A. RFP 2019-20.14 Architectural Service
B. SFA Architectural Service Agreement
12.5. Report, Discussion and Possible action to Approve the Consultant Services Agreement with BSK Associates for Lydiksen Elementary School Rebuild and Modernization. Funded by Measure I1 (5 Minutes)
Speaker:
John Chwastyk
Rationale:

In June 2017, the Pleasanton Unified School District Board of Trustees (Board) approved the list of projects for the 1st issuance of the Measure I1 Bond which included $30M for the Lydiksen Elementary School Project.

In November 2017, the Board approved Aedis Architects for the Lydiksen Elementary School Modernization and Rebuild Project.

In March 2018, the Board approved the Conceptual Design for the Lydiksen Elementary School Modernization and Rebuild Project.

On November 12, 2019, the Board approved the LLB Agreement, Site and Facilities Lease Agreement with Robert A. Bothman Construction for the Lydiksen Elementary School Rebuild and Modernization Project funded by Measure I1.

On January 14, 2019 F&C Department advertised an RFP (Attachment A) for Special Testing Service for Lydiksen Elementary School Rebuild and Modernization.

On January 29, 2019 F&C received 2 responses to the RFP.  The best value response (Attachment B) is BSK Associates in the amount of $131,902.

Organizational Goal for 2019-2020: 3. To strengthen District Board Policies and Administrative Regulations which will ensure clarity of direction for staff, as evidenced by Board actions and other data sources.


 
Recommended Motion:

The Administration recommends that the Board authorize the Administration to enter into an agreement with BSK Associates for Lydiksen Elementary School Rebuild and Modernization not to exceed amount of $131,902.

Financial Impact:
$131,902 K from Measure I1 fund 210
Comments:

Prepared by:  Michael Rice, Project Manager, Facilities and Construction

Reviewed by:  John Chwastyk, Director of Facilities and Construction

Reviewed by:  Ahmad Sheikholeslami, Assistant Superintendent, Business Services

Reviewed by:  David Haglund, Ed.D., Superintendent

Attachments:
A. Special Testing RFP
B. BSA Consultant Service Agreement
12.6. Report, Discussion and Possible Action to Approve Lease Amendment Number 1 for Lydiksen Elementary School Rebuild and Modernization, Funded by Measure I1 (10 Minutes)
Speaker:
John Chwastyk
Rationale:

In June 2017, the Pleasanton Unified School District Board of Trustees (Board) approved the list of projects for the 1st issuance of the Measure I1 Bond which included $30M for the Lydiksen Elementary School Project.

In November 2017, the Board approved Aedis Architects for the Lydiksen Elementary School Modernization and Rebuild Project.

In December 2017, Aedis Architects and the Lydiksen Elementary School Campus Committee started the Conceptual Design process.

In March 2018, the Board approved the Conceptual Design for the Lydiksen Elementary School Modernization and Rebuild Project.

On December 11, 2018, the Board appointed Board Vice-President Steve Maher and Board Member Jamie Yee to serve on the Board Facility Subcommittee.  On February 8, 2019, the Board Facility Subcommittee met to discuss action required to move forward with the Lydiksen Elementary School Measure I1 Project.  Specifically, the Administration discussed the need to make a decision to either move forward with building Lydiksen for 700 students, or given the enrollment projections, to build for a larger school (more than 700 students). As you may recall, the original Board direction and approval kept schools under 700 students (reduced 5 classrooms).

At the February 8, 2019 Board Facility Subcommittee meeting, the Administration presented data and information relevant to the project.  Following a recap of the prior presentations and some additional information and discussion, Trustee Yee made the motion to:

  • Proceed with approving modular bid without the alternates (without additional new buildings)
  • Maintain Building B and the number of classrooms at Lydiksen
  • Proceed with the redesign of site work
  • Continue to stub out for a potential future building, as resources become available

On February 26, 2019, the Board approved the Board Facility Subcommittee recommendation of maintaining building B and the number of classrooms at Lydiksen. 

On March 8 and March 15, 2019, the District’s Purchasing Department advertised the Notice to Bidders for Increment 1 Lydiksen Rebuild and Modernization Site Work portion of the project only. 

On April 23, 2019, the final bids were received. The District received one (1) bid which was recorded per California Public Records Act (PRA). The bid came in over budget.

On July 2, 2019, the Facilities and Constriction Department (F&C) and Deidree Y.M.K. Sakai with Dannis Woliver Kelley, presented to the Board the Lease Leaseback (LLB) delivery method and explained what LLB is, the benefits and process.  The Board approved the use of the LLB Delivery Method and adopted Board Resolution 2019-2020.01, Best Value Procedure guidelines.

On August 2 and August 9, 2019, the District’s Purchasing Department advertised the Request for Qualifications and Proposals (RFQ/P) Lease-Leaseback Construction Services RFQ/P # 2019-20.08 for the Lydiksen Elementary School Rebuild and Modernization Site Work portion of the project. 

On November 12, 2019 the Board of Trustees approved the contract Bothman Construction Inc. for Lease Leaseback.  The initial agreement was for Pre-Construction Services.  Immediately after board approval Bothman Construction Inc., PUSD and their Construction Manager Van Pelt Construction Services (CM) entered negotiations for the final cost of construction.  Between November 22, 2019 and January, a series of meetings were held in order to review the project plans, develop a more cost-effective phasing plan, value engineer the project where needed, review constructability and develop a project schedule with Bothman Construction Inc.  The attendees of this series of meetings were F&C, CM, Lydiksen principal and the architect.  After the refinements were decided, Bothman Construction Inc. publicly bid the project to several sub-contractors.  Using a best value method Bothman Construction Inc., in conjunction with PUSD selected their sub-contractors.  Next, Bothman Construction Inc. submitted their Guaranteed Maximum Price to PUSD for review. PUSD staff and Van Pelt Construction Services have reviewed and vetted the scope and costs submitted.  The costs were over budget, but the team feels it is achievable to meet budget through further value engineering and planning.  In order to not impact the schedule of the project this initial amendment is being issued for the new parking lot.  This allows this critical phase, that does not have any potential value engineering options, to commence while the team continues to work on bring the remaining phases of the project on budget.

Organizational Goal for 2019-2020: 3. To strengthen District Board Policies and Administrative Regulations which will ensure clarity of direction for staff, as evidenced by Board actions and other data sources.



 
Recommended Motion:

The Administration respectfully recommends that the Board approve the Lease Leaseback Amendment, for the Bothman Construction Inc.’s Lease Leaseback agreement.  This will allow construction of the Lydiksen Elementary re-build to commence. 

Financial Impact:

$2,381,794.38 M from Measure I1 (fund 210).


Comments:

Prepared by:   Eric Van Pelt, Program Director, VPCS

Reviewed by:  John Chwastyk, Director of Facilities and Construction

Reviewed by:  Ahmad Sheikholeslami, Assistant Superintendent, Business Services

Reviewed by:  David Haglund, Ed.D., Superintendent


Attachments:
A. First Amendment to the Lydiksen Facilities Lease
12.7. Report and Discussion to Review and Possible Action to Approve Contract for SFA Architects Design Services for HVAC and roofing at Multiple Campuses (5 Minutes)
Speaker:
John Chwastyk
Rationale:

On November 6, 2016 the Board of Trustees approved SFA as a member of the architectural pool to perform design services for Measure I-1.

As part of Measure I-1 funds were allocated for roofing repairs on aging roofs throughout the district.  Additionally, Measure I-1 funds were allocated for HVAC repairs on aging systems.  In review the scope of these two allocations it was determined in order to maximize the economy in scale the projects would be combined, designed and bid together.  In October and November of 2019 several walks were held across the district with SFA architects and PUSD maintenance staff to identify the highest priority roofing and HVAC repairs and replacements.  In December of 2019 SFA architecture provided proposals for the projects.  The proposals scope and phasing were reviewed by Facilities and Construction; some minor fine tuning was completed to make sure all scope was captured. 

The attached contract (Attachment A) covers HVAC and roofing scope outlined in SFA’s proposals for the following schools:

  • Alisal HVAC and Roofing
  • Amador Valley HVAC and Roofing
  • Fairlands HVAC and Roofing
  • Pleasanton Middle School HVAC and Roofing
  • Harvest Park HVAC and Roofing
  • Valley View HVAC and Roofing

Once SFA is complete with their drawing the construction portion of the project will be completed over the next two summers and will be competitively bid.

Organizational Goal for 2019-2020: 4. To build our Professional Learning Community through strengthening employee recruitment, development, and retention strategies to ensure continuity of a high-quality workforce, as evidenced by hiring data, professional development participation, and exit surveys.  







 
Recommended Motion:

The Administration respectfully recommends that the Board approve the contract for SFA Architects Design Services for HVAC and roofing at Multiple Campuses



Financial Impact:

$1,073,000.00 from Measure I1 (fund 210).

Comments:

Prepared by:   Eric Van Pelt, Program Director, VPCS

Reviewed by:  John Chwastyk, Director of Facilities and Construction

Reviewed by:  Amy Nichols, Senior Director of Procurement and Technology 

Reviewed by:  Ahmad Sheikholeslami, Assistant Superintendent, Business Services

Reviewed by:  David Haglund, Ed.D., Superintendent

Attachments:
A. Design Contract
12.8. Report, Discussion and Possible Action to Approve the Agreement with Van Pelt Construction Services for Program and Construction Management Services for the Measure I1 Program (10 Minutes)
Speaker:
Ahmad Sheikholeslami
Rationale:

In September 2019, PUSD issued Request for Qualifications/Proposals for Program and Construction Management Services and received thirteen (13) responses. Five (5) firms were shortlisted and after two rounds of interviews the District selected Van Pelt Construction Services (VPCS).

VPCS demonstrated to be the best fit for the District's needs with their qualifications, experiences, proposed personnel, and proposed fee structure. VPCS is an experienced program and construction management firm based in Fairfield, California, with 23 years of service. They have managed over 1 billion dollars of construction work with many similar K-12 bond programs as PUSD.

The District entered into a short term agreement with VPCS in November 2019 to support ongoing Measure I1 work. During this time VPCS gained a better understanding of the program which allowed PUSD and VPCS to develop a long term agreement. During the last two and half months VPCS has been instrumental in supporting the Measure I1 Bond Program and ensuring the projects continued to move forward including the Lydiksen Rebuild which is scheduled to start in a few weeks.

This agreement covers a five year term and includes the oversight of all aspects of the program and construction management for the remaining projects. VPCS will provide the needed experienced personnel to support the following key aspects of the program:

  • Program/Project Budget Development, Tracking and Updating through BMET

  • Program/Project Schedule Management and Tracking

  • Design and Consultant Oversight

  • Management of Regulatory Approvals (CDE, OPSC, DSA, CEQA, etc)

  • Board and Community Communications

  • Program Meetings (CBOC, DFC, Site Committees, etc)

  • Construction Management Services for all remaining projects

    • Estimating

    • Constructability Reviews

    • Construction Bidding 

    • On-site Construction Management

    • Change Order Management

    • Move Coordination and Site Support

    • Community and School Site Outreach and Support

    • Closeout and Owner Occupancy Support

VPCS will work under the supervision of the Executive Director of Facilities, Construction and Bond Program. The staffing arrangements have taken into consideration the current level of District staff on the project which is currently three individuals including the executive director.  This delivery format will allow the District to best handle the surge of construction work by staffing the projects with experienced personnel and scaling back as the work is completed.  

The hiring of the PM/CM is an industry best practices for a district and program of our size. The fee is a fixed fee based on remaining construction work. The fee is approximately 4.8% of the estimated remaining construction value.  The contract is based on a lump sum amount that will be distributed through the duration of the program. The cost for these services are included in the Measure I1 budget. The District set up the budget with about 30% of the budget allocated toward soft cost, which includes all planning, design, consultant services, construction management, inspections, regulatory fees, and furniture/equipment costs. The attached contract was developed and reviewed by our bond counsel DWK.


Organizational Goal for 2019-2020: 3. To strengthen District Board Policies and Administrative Regulations which will ensure clarity of direction for staff, as evidenced by Board actions and other data sources.


 
Recommended Motion:

The Administration recommends that the Board approve the agreement with Van Pelt Construction Services for Program and Construction Management Services for the Measure I1 Program for a not to exceed amount of $7,617,600.

Financial Impact:

$7,617,600. in Fund 210 - Measure I1 Bond


Comments:

Prepared by: Ahmad Sheikholeslami, Assistant Superintendent, Business Services

Reviewed by: David Haglund, Ed.D., Superintendent

Attachments:
A. Van Pelt Construction Services for Measure I1
12.9. Report and Discussion to Review and Possible Action to Approve the Professional Services Contract for Dudak to perform California Environmental Quality Act (CEQA) consulting services for Pleasanton Unified School District (5 Minutes)
Speaker:
John Chwastyk
Rationale:

On January 29, 2019 the Pleasanton Unified School District Board of Trustees approved a pool of CEQ Compliance Consultants to be used for Measure I-1.  Compliance with CEQA is a requirement with all bond construction projects. 

With the approval of the Schematic Design for the E-10 project the process for CEQA compliance now needs to begin.  On December 19, 2019 an informal RFP (Attachment A) was issued to the approved pool of CEQA consultants.  Proposals were due on January 7, 2020, two of the three members of the pool responded on time with complete submissions.   

Facilities and Construction reviewed the responses along with the Assistant Superintendent of Business Services.  It was determined Dudak’s lower fee and more aggressive schedule would fit the project needs best (Attachment B).

The funds requesting for this contract are part of the construction budget for the project.

Organizational Goal for 2019-2020: 4. To build our Professional Learning Community through strengthening employee recruitment, development, and retention strategies to ensure continuity of a high-quality workforce, as evidenced by hiring data, professional development participation, and exit surveys.

 
Recommended Motion:

The Administration respectfully recommends that the Board approve the contract for Dudak in order to commence the CEQA process for the new E-10 School.



Financial Impact:

$153,595.00 from Measure I1 (Fund 210)



Comments:

Prepared by:   Eric Van Pelt, Program Director, VPCS

Reviewed by:  John Chwastyk, Director of Facilities and Construction

Reviewed by:  Amy Nichols, Senior Director of Procurement and Technology 

Reviewed by:  Ahmad Sheikholeslami, Assistant Superintendent, Business Services

Reviewed by:  David Haglund, Ed.D., Superintendent



Attachments:
A. Informal RFP to CEQA Pool
B. Professional Service Agreement Dudak CEQA Consulting Services
12.10. Report, Discussion, and Possible Action to Approve Resolution 2019-20.26, Approval of Official Signatures through Alameda County Office of Education (5 Minutes)
Speaker:
Ahmad Sheikholeslami
Rationale:

Education Code section 42632 provides for the Governing Body of the Pleasanton Unified School District (District) to authorize a person or persons to sign orders drawn on the funds of the District. The Governing Board wishes to designate certain persons employed by the District to sign orders drawn on the funds of the District on its behalf. Education Code 42633 requires that the Governing Board file with the County Superintendent of Schools verified signatures of all persons authorized by the Governing Board to sign orders drawn on the funds of the District.

The February 11, 2020 Resolution 2019-2020.26 (Attachment A) replaces and supersedes the October 22, 2019 Resolution 2019-2020.15 (Attachment B).

Organizational Goal 3. To strengthen District Board Policies and Administrative Regulations which will ensure clarity of direction for staff, as evidenced by Board actions and other data sources.

 
Recommended Motion:

The Administration recommends that the Board of Trustees adopt Resolution 2019-2020.26, Approval of Official Signatures, for authorized individuals to sign orders drawn on the funds of the District on the Board's behalf.

Financial Impact:
This item has no financial impact on the District.
Comments:

Prepared by: Lanita Villasenor, Administrative Assistant, Business Services

Reviewed by: Ahmad Sheikholeslami, Assistant Superintendent, Business Services

Reviewed by: David Haglund, Ed.D., Superintendent

Attachments:
A. Resolution 2019-2020.26 Approval of Signatures 2.11.20
B. Resolution 2019-2020.15 Approval of Signatures 10.22.19
12.11. Report, Discussion and Possible Action to Approve Revised BP 3312, Contracts (5 Minutes)
Speaker:
Amy Nichols
Rationale:

The Administration presents a recommended update to Board Policy 3312 regarding contracts.  The recommended updates to this policy aligns with Education Code and other state and federal statutes.  The updates to this policy include changes in the following areas:

  • Permit Board to delegate authority to Administration to enter into contracts on behalf of the district at any time, rather than only at the annual Organizational Meeting of the Board of Trustees.
  • Align Board ratification and approval thresholds for services, public works and non-public works contracts with the bid limits established by the California Uniform Public Construction Cost Accounting Act (CUPCCAA) (Public Contract Code 22032 as implemented on January 1, 2019).  The Pleasanton Unified School District Board of Trustees adopted CUPCCAA on March 14, 2017.
  • Align Child Nutrition Services contract practices and requirements with state and federal law (Education Code 35182.5 and AB691 as implemented on January 1, 2018)
  • Align Digital Storage and Maintenance of Student Records contract practices and requirements with state law (Education Code 49073.1 and SB 436 as implemented on January 1, 2016)

Organizational Goal 3: To strengthen District Board Policies and Administrative Regulations which will ensure clarity of direction for staff, as evidenced by Board actions and other data sources.


 
Recommended Motion:

The Administration recommends that the Board approve the revised Board Policy 3312 regarding Contracts

Financial Impact:

No fiscal impact

Comments:

Prepared by: Amy Nichols, Senior Director of Procurement & Technology

Reviewed by: Ahmad Sheikholeslami, Assistant Superintendent, Business Services

Reviewed by: David Haglund, Ed.D., Superintendent



Attachments:
A. BP3312 Contracts Suggested Revisions with Redlines
12.12. Report, Discussion and Possible Action to Approve the CSBA 2020 Delegate Assembly Election (10 Minutes)
Speaker:
Governing Board/David Haglund
Rationale:

Attached is a memo from CSBA President Xilonin Cruz-Gonzales, notifying districts of the Official 2020 Delegate Assembly Ballot for Subregion 7-B in Alameda County.

The Board may vote up to the number of vacancies in the region or subregion as indicated on the ballot. Regardless of the number of vacancies, each board may cast no more than one vote for any one candidate. The ballot also contains a provision for write-in candidates; their name and district must be clearly printed in the space provided.

Election results will be posted on CSBA's web site no later than Wednesday, April 1. If there is a tie vote, a run-off election will be held.

All re-elected and newly elected Delegates will serve two-year terms beginning April 1, 2020 through March 31, 2022. The next meeting of the Delegate Assembly is on Saturday, May 16 - Sunday, May 17 at the Hyatt Regency in Sacramento. Delegates are required to attend these meetings each year. In accordance with CSBA Bylaws, CSBA does not pay travel expenses associated with Delegated Assembly meetings.

Organizational Goal 1: To ensure ongoing implementation of research-based assessment strategies that focus on student academic growth and are leveraged to help close achievement and opportunity gaps, as evidenced by CAASPP, District assessments and other metrics.





 
Recommended Motion:

The Administration recommends that the Board of Trustees select and appoint the Delegate vacancies for the 2020 CSBA Delegate Assembly Election for Subregion 7-B in Alameda County.





Financial Impact:

This item has no financial impact to the District.




Comments:

Prepared by: Roseanne Pryor, Administrative Assistant

Reviewed by: David Haglund, Ed. D., Superintendent


Attachments:
A. 2020 Ballot for CSBA Delegate Assembly
12.13. Report, Discussion and Possible Action to Approve Resolution 2019-2020.28, Supporting The Children's Health and Child Care Initiative for Alameda County (10 Minutes)
Speaker:
David Haglund/Governing Board
Rationale:

As part of a community-led effort, more than 80,000 signatures were gathered to place the Children’s Health and Child Care Initiative before the Alameda County Board of Supervisors. On December 5, 2019, the Board of Supervisors voted to qualify the initiative for the March 3, 2020 ballot. The First 5 Alameda County Commission endorsed Measure C on December 12, 2019.

If approved by voters, Measure C would create a one-half of one percent (0.005%) sales tax, raising an estimated $150 million per year to provide expanded access to free and low-cost health care and emergency services in Alameda County at UCSF Benioff Children’s Hospital Oakland and improved access to affordable quality child care, prioritizing high-need families. The initiative would also fund quality improvements in child care and preschool programs offered in Alameda County and increase the wages of early childhood educators.

The ballot measure names First 5 Alameda County (First 5) as the administrator of the Child Care program. With more than 20 years of experience in Alameda County supporting families, providers, and communities, First 5 has developed strong relationships at all levels of the early childhood system. We are the largest funder of early childhood programming in Alameda County and the only public agency focused exclusively on supporting young children and their families.

 
Recommended Motion:

The Administration recommends that the Board of Trustees Approve Resolution 2019-2020.28, Supporting the Children's Health and Child Care Initiative for Alameda County. 

Financial Impact:

This item has no financial impact on the District.

Comments:

Prepared by: Roseanne Pryor, Administrative Assistant

Reviewed by: David Haglund, Ed.D., Superintendent

Attachments:
Resolution - Supporting Children's Health and Child Care Initiative for Alameda County
13. BOARD REPORTS AND REQUESTS - Board Members will report on meetings they have attended and request possible future agenda items.
14. UPCOMING BOARD MEETINGS - The next board meeting will take place on Tuesday, February 25, 2020.
15. Adjournment
Disability Information:
In compliance with the American with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Superintendent's Office at (925) 426-4333. Notification by Friday noon preceding the meeting will enable the District to make reasonable arrangements to ensure accessibility to this meeting.

Published: February 6, 2020, 5:22 PM

The resubmit was successful.