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REGULAR BOARD MEETING
Scotts Valley USD
December 13, 2016 5:00PM
CLOSED SESSION: 5:00 pm PUBLIC SESSION: 6:00 pm SCOTTS VALLEY CITY COUNCIL CHAMBERS One Civic Center Drive Scotts Valley, CA 95066

A. CALL TO ORDER
B. CLOSED SESSION
B.1. CONFERENCE WITH LEGAL COUNSEL-Anticipated Litigation - Significant Exposure to Litigation Pursuant to Paragraph (2) of Subdivision (d) of Section 54956.9: 1 Case
C. OPENING PROCEDURES FOR PUBLIC SESSION
C.1. CALL TO ORDER
C.2. FLAG SALUTE
C.3. CLOSED SESSION ACTION REPORT
D. OATH OF OFFICE FOR NEW TRUSTEES
E. BREAK
F. SET THE AGENDA
G. ANNUAL ORGANIZATIONAL MEETING
G.1. Members of the Board will Select:
G.1.a. Officers:
G.1.a.1. President
G.1.a.2. Vice President
G.1.a.3. Clerk
G.2. Acknowledgement of the Superintendent as Secretary to the Board of Trustees (cf. 2111-Superintendent Governance Standards)
G.3. Regular Board Meeting Schedule, Including Place and Time
Attachments:
Board Meetings: Recommended Schedule for 2017
G.4. Board President's Appointment to Committees:
G.4.a. Scotts Valley Joint City/Schools
G.4.b. SVEF
G.4.c. SCZCSBA
H. BOARD UPDATE/DISCUSSION
I. SUPERINTENDENT’S REPORT
J. STUDENT ADVISORY MEMBER’S REPORT
K. SCZCSBA REPORT
L. SVEA REPORT
M. MATTERS FROM THE PUBLIC – ORAL
Quick Summary / Abstract:

Members of the audience are welcome to address the Board at this time during the meeting regarding items NOT listed on this agenda. The Trustees may ask questions for clarity but cannot take action on those matters until such matters are appropriately placed on a future agenda, according to law.

The Governing Board may prohibit members of the public, who speak during the time permitted on the agenda for public expression, from commenting on matters that are not within the subject matter jurisdiction of the governing body. The Governing Board retains the discretion to adopt regulations at its meetings, which may limit the time for public discussion of items within its subject matter jurisdiction. Open Public Discussion at the beginning of the meeting is limited to 15 minutes. For the record, please state your name at the beginning of your statement.


N. BUSINESS
N.1. Approve the 2016-17 First Interim Financial Report
Speaker:
Rudolph Ramirez, Chief Business Official, Acting
Rationale:
Education Code requires that school districts submit their First Interim Reports to the County Office of Education on or before December 15th of each year, and that the report be approved by the District Governing Board.

 
Financial Impact:
The district will submit the report to the Santa Cruz County Office of Education and as required under Assembly Bill 1200.

Quick Summary / Abstract:

The first interim report provides a comparison of the General Fund budget as adopted in June, with the most current budget projections. Also provided are actual revenues and expenditures for the period of July 1st through October 31st

The multi-year projection demonstrates that the district will be in a qualified position because we may not meet the financial obligations in the third year of the multi-year projection.  The state definition of qualified certification is when the district may not meet its financial obligations for the current or in the two subsequent fiscal years. 

A presentation will be made at the Board Meeting outlining the finances of the First Interim Report and the future impacts on the District.

 


Attachments:
First Interim SACS Report
MYP 1st Interim
O. EDUCATIONAL SERVICES
O.1. College Readiness Block Grant.
Speaker:
Michelle Stewart
Rationale:

The College Readiness Block Grant (CRBG), established by Chapter 29, Statues of 2016 (Senate Bill 828, Committee on Budget and Fiscal Review), requires (as a condition of receiving funds) local educational agencies (LEAs) to report to the State Superintendent of Public Instruction, by January 1, 2017,on how LEAs will measure the impact of the funds received on their unduplicated pupils’ access and successful matriculation to institutions of higher education, as identified within their plan (as required by Education Code (EC) Section 41580.


 
Quick Summary / Abstract:

The CRBG funds in Scotts Valley will be used to ensure that students have equity and access.  The money will be used for the following:

  • Supplement costs for low-income students to pay for International Baccalaureate tests
  • Pay teachers to create and certify classes that are A-G, focusing particularly on honors classes and career pathways. By increasing the number of A-G classes, students have increased opportunity for college readiness and acceptance.
  • Purchase computers and other materials to create a lab in order to support:
  1. A new Career and Technical Education (CTE) pathway in Digital Media Arts (2-4 course pathway that allows students to work with industry to gain a CTE certificate).  The purpose of a CTE certificate is to provide students with academic, technical and employability skills and knowledge to pursue postsecondary training or higher education and enter a career field prepared for ongoing learning.
  2. Pay for certification of teachers for the CTE pathway
  3. Create opportunity for concurrent enrollment, which allows students to take courses at an external institution i.e. community college, university or extension program, while also enrolled in high school.

 

*These plans are aligned with the goals and services included in the Local Control Accountability Plan, Goal 3.


Comments:

This plan for funds will be followed up a a subsequent meeting for adoption.

P. CONSENT AGENDA
P.1. Approve RAW Contract Between Cornerstone Earth Group and SVUSD
Financial Impact:

$15,000.00.

Attachments:
RAW Contract Between Cornerstone Earth Group and SVUSD
P.2. Approve Minutes of the November 15, 2016 Board Meeting
Attachments:
Board Meeting Minutes 11-15-16
P.3. Approve Warrant Register for 12-13-16 Board Meeting
Attachments:
Warrant Register for 12-13-16
P.4. Approve for Second Reading and Adoption Board Policy 6179 Supplemental Instruction
Attachments:
BP 6179 Supplemental Instruction
P.5. Approve School Emergency Plans for All School Sites for 2016-2017.
Rationale:

Annually, each site updates components of the emergency/crisis plans.  These plans outline positions and assignments for the Incident Command System (ICS).  The plans also include the frequency of emergency drills, emergency procedures, and evacuations plans.  Confidential information such as school maps with evacuation plans and staff names with cell phone numbers are included.  This information is not shared with the general public, only with district staff and emergency personnel.  Thus, the actual plans themselves are not included for this item.

 
P.6. Approve Agreement for Professional Services, Erate
Rationale:

Infinity Communications and Consulting Services has provided Scotts Valley USD Erate services for the past three years.  They ensure all documentation is submitted and process for services complies with Erate requirements.  This agreement defines the scope and cost of the services for three years.

 
Financial Impact:

The cost is $4,000 per year for an annual, typical Erate application, yearly process.

The estimated total revenue from Erate dollars is $40,000 to $90,000 for Internet connectivity.


Attachments:
Infinity Erate Agreement
Old Erate Agreement
P.7. Approve Letter of Agency for Erate Consultant
Rationale:
Letter of Agency to the Schools and Libraries Division (Erate).  The letter gives Infinity Communications and Consulting, Inc.  rights to submit Erate materials on Scotts Valley Unified School District’s behalf.
 
Financial Impact:

None

Attachments:
E-Rate Letter of Agency
P.8. Approve the Classified Action Report
Rationale:

As per Board Policy 4211 the Superintendent or designee shall determine the personnel needs of the district and make recommendations to the Board of Trustees for employment.               








 
Attachments:
Classified Personnel Action Report
P.9. Approve the Certificated Personnel Action Report
Rationale:

DESCRIPTION DETAILS:

As per Board Policy 4211 the Superintendent or designee shall determine the personnel needs of the district and make recommendations to the Board of Trustees for employment.

As per the agreement between Scotts Valley Education Association and the District, “an applicant for a paid or unpaid Maternity Leave of Absence shall submit to the District Personnel Office a written statement from her physician indicating the last day the employee is able to work and the expected date of return to duty.”


 
Attachments:
Certificated Personnel Action Report
P.10. Approve a Five (5) Year Lease of Twelve (12) Sharp Copiers
Speaker:
Mary Navas, Director of Business Services
Rationale:
Over the years, Scotts Valley USD has purchased a variety of refurbished copier models from various vendors.  Many of these copiers are archaic,  unreliable, and require several service calls on a weekly basis.  

 
Financial Impact:

Scotts Valley Unified School District spent $44,631 annually ($3,719 monthly) in fiscal year 2015-16 on copier costs, overage charges, maintenance agreements and delivery of toner charges for the fourteen (14) copiers throughout the district.

Sharp Business Systems will provide the district with twelve (12) new copiers for $41,617 annually ($3,468 monthly).  This includes toner, staples, all maintenance and a copy capacity of 300k monthly/900k quarterly district wide, before any overage charges are incurred. Sharp will also buy out the one leased copier which is in its final year and dispose of all copiers at the sites.


Quick Summary / Abstract:

Four vendors were solicited to submit a quote for a district-wide solution to our copier needs.   

  1. Palace (later withdrew; “beyond their scope’)
  2. Caltronics (a current provider)
  3. Sharp Business Systems
  4. Zoom Imaging Solutions                 

Each representative visited the sites to get a better understanding of the district’s needs.  Each vendor was provided information on copy counts from the 2015-16 school year, and the attributes each site needed in a copier, per site staff.  After reviewing the three (3) proposals, it was determined that Sharp Business Systems offers the best solution for our needs and has the reputation for excellent service.


Attachments:
SVUSD Sharp Addendum
SVUSD Sharp Judicial Ref Agreement
SVUSD Sharp Lease
Q. UPCOMING ACTIVITIES IN THE DISTRICT
Attachments:
Upcoming Activities 12-13-16
R. ADJOURNMENT

The resubmit was successful.