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REGULAR SESSION
Ravenswood City ESD
September 24, 2020 6:30PM
This Meeting will be held via Zoom webinar. Please click the link below to join the webinar: https://zoom.us/j/94836689562 Or iPhone one-tap : US: +16699009128,,94836689562# or +12532158782,,94836689562# Or Telephone: Dial(dial a number based on your current location): US: +1 669 900 9128 or +1 253 215 8782 or +1 346 248 7799 or +1 301 715 8592 or +1 312 626 6799 or +1 646 558 8656 Webinar ID: 948 3668 9562 International numbers available: https://zoom.us/u/am6z9Teko

1. CALL TO ORDER/ROLL CALL
Quick Summary / Abstract:

Note:

The Board will convene at 6:30 p.m., approve the Agenda and immediately go into Closed Session.

They are expected to resume Open Session at approximately 7:15 p.m.

2. APPROVAL OF AGENDA
Quick Summary / Abstract:


3. CLOSED SESSION PURSUANT TO GOVERNMENT CODE SECTION 54957:
Quick Summary / Abstract:
Anyone wishing to address the Board on closed session matters may do so at this time.
3.A. PUBLIC EMPLOYEE DISCIPLINE/DISMISSAL/RELEASE/RESIGNATION
3.B. CONFERENCE WITH LABOR NEGOTIATOR
3.B.1. District Negotiator: Gina Sudaria and appropriate staff member. Employee Organization: RTA – CSEA – Unrepresented Parties (Management/Confidential)
4. RETURN TO OPEN SESSION
4.A. REPORT OF ACTION TAKEN IN CLOSED SESSION PURSUANT TO GOVERNMENT CODE SECTION 54957.1
5. APPROVAL OF MINUTES
5.A. Consideration to approve the Minutes for the September 10, 2020 Regular Board Meeting.
Attachments:
Draft minutes 09-10-2020
6. FROM THE FLOOR
Quick Summary / Abstract:
Persons wishing to address the Board on matters NOT on the posted agenda may do so. Speakers are customarily limited to two minutes, but an extension can be provided at the discretion of the Board Chairperson. If there are more than five individuals wishing to speak during Public Comment, the Chairperson may choose to hear some speakers at this time and defer the rest of the speakers to a second Public Comment at the end of the Board meeting. In response to comments on a non-agenda item, the Board may briefly respond to statements made or questions posed as allowed by the Brown Act (Government Code Section 54954.2). However, the Board’s general policy is to receive the comment, and/or refer items to staff for comprehensive action or report.
7. CONSENT AGENDA
Quick Summary / Abstract:
Board action to approve the following items is taken simultaneously with one motion to “approve the consent agenda,” which is not debatable and which requires a unanimous vote for passage. If any member of the Board, the Superintendent, or the Public so requests, any item shall be removed from this section and placed in the regular order of business. The action indicated on each item is deemed to have been considered in full, and action taken by the Board as worded therein.considered in full, and action taken by the Board as worded therein.
7.A. Consideration to Approve Personnel Recommendations.
Attachments:
Personnel Recommendations 9/24/20
7.B. Consideration to approve the purchase of Pearsons online assessment software and ipads for staff to administer the assessments.
Quick Summary / Abstract:
Currently Ravenswood uses paper protocols and assessments.  This purchase will allow us to deliver Psychoeducational, Academic and Speech and Language Assessments via two linked ipads.   
Rationale:
When students are assessed for special education either initially or every three years the team needs to conduct a full norm referenced assessments.  This purchase will allow for digital adaptive assessments.  In the short term this is a safer way to deliver the assessment.  In the long term it is an overall cost decrease as the software can be updated when the tests are updated as opposed to purchasing full assessment kits.  Additionally, we will not have to continue ordering new paper protocols as they will be delivered virtually.  
 
Recommended Motion:
It is recommended that the board approve the purchase of the Pearson Assessments as well as the ipads.  
Financial Impact:

46 ipads and 46 apple care liscences - $17,889.86

Pearson assessment - $2,830.98

Attachments:
Ipad Quote
Pearson QUote
7.C. Consideration to Approve the Purchase of PowerSchool Unified Talent and Service Agreement.
Quick Summary / Abstract:
PowerSchool Unified Talent will provide an online platform for on-boarding, records, evaluations, and professional growth.These paperless processes will expedite completion, ease cumbersome paperwork for staff, and benefit the environment. 
Rationale:

PowerSchool Unified Talent will provide completely paperless on-boarding and personnel files for all new employees. The evaluation and professional growth modules will be implemented District-wide, in support of strategic priority 3.1: Strengthen teacher and leader performance systems. Our evaluation system will be moved completely online and we will be able to view performance over time, across employees, and across standards. Additionally, the professional growth module will allow the District to assign relevant and specific professional development to meet identified gaps based on evaluation results. 


 
Recommended Motion:
Approve the Purchase of PowerSchool Unified Talent and Service Agreement.
Financial Impact:

The term of this purchase and service agreement is 24 Months (Start Date: 9/30/2020 - End Date: 9/29/2022) and will be funded by the General Fund:

Year 1 (20-21): $38,890
Year 2 (21-22): $24,577      

Based on the testimonials of school districts who have implemented, HR Departments reported spending
  • 80% less time tracking evaluation task completion
  • At least 50% reduction in printing and copying costs
  • 50% less time spent on onboarding tasks
  • 70% percent less time analyzing performance evaluation results
  • 60% less time completing “offboarding”
  • 50% less time creating, tracking, and managing contracts and intent forms

This would equate to a savings of over $25,000, in Year 1 after accounting for the cost of implementation and a savings of over $40,000 in Year 2 after accounting for the cost of implementation.

Comments:
Technology participated in conversations with PowerSchool directly and confirmed that we have the appropriate server connections to implement. Human Resources will be responsible for maintaining the platform.
Alternatives:
Other platforms explored offer either electronic personnel records or evaluation/professional growth modules. We could not find any competitors that offered all of these features in one platform with the ability to customize all of the documents and forms for implementation. Additionally, PowerSchool is located in California. Several other platforms are located on the East Coast which complicates the provision of support.
Attachments:
PowerSchool Unified Talent
7.D. Consideration to approve licenses for Zoom accounts
Quick Summary / Abstract:
Zoom is a video conference platform that is crucial for our teachers to provide daily live instruction to students, and also participate in staff meetings, professional development, and collaboration.
Rationale:
We would like to purchase paid accounts for our teaching staff so they can access features accessible in the paid accounts beyond those in the free basic educator accounts. 
 
Recommended Motion:
It is recommended that the board approve the Zoom licenses.
Financial Impact:
The cost is $11,610 to add 129 one-year licenses ($90 per license).  This will be funded by the Learning Loss Mitigation Funds.
Attachments:
Zoom Licenses Quote
7.E. Consideration to approve MOU with Palo Alto Junior Museum and Zoo
Quick Summary / Abstract:
Ravenswood has been partnering with The Palo Alto Junior Museum and Zoo (JMZ) for over 10 years to supplement and enrich our in class hands on science instruction.  The JMZ has a staff of professional science educators with deep science background knowledge and access to equipment and materials that are outside the teacher (or school district) reach, including an inflatable planetarium and zoo animals, like hedgehogs and tarantulas.  Over the past 2 years they have also worked closely with the district STEM coordinator and science lead teachers to align their activities with our district science curriculum map.  They are reworking their activities to be delivered this year in the distance learning context.  Teachers (and principals) can schedule directly with the JMZ educators and opt in for visits as often as roughly once a month, or can opt out completely (especially this year).
Rationale:

Partnering with the JMZ exposes our students to experiences and science experts that they would never get any other way.  It also helps to make access to science across classrooms and the district more equitable.    


 
Recommended Motion:
It is recommended that the board approve the MOU with Palo Alto Junior Museum and Zoo.
Financial Impact:

These programs are offered free to our district.

Attachments:
PA JMZ MOU 20-21
7.F. Consideration to approve MOU with Canopy Environmental Volunteers
Quick Summary / Abstract:

Canopy and Environmental Volunteers have partnered with the district, and the community of East Palo Alto and eastern Menlo Park, for over 5 years.  These two organizations support outdoor education and science instruction in Ravenswood.  They also collaborate with each other and the JMZ to make sure their programs are not redundant and are spread out evenly.

In non-COVID years, EV provides high quality, NGSS aligned field trips (with follow up in class pre and post lessons) for every 4th and 5th grader in the district.  In lieu of field trips this year, EV has developed synchronous activities for their instructors to deliver via Zoom to classrooms.  These are optional for sites and teachers. 

Canopy will offer synchronous zoom lessons to 2nd and 4th grade, portrait of a tree and from tree to table.  They are also willing to offer outdoor science lessons with students in class and continue their programs with the Boys and Girls Club potentially in the spring, depending on district policies that allow volunteers.


Rationale:

These 2 programs enrich our science instruction by connecting our teachers and students to high quality science resources, including experts in the field.  They are aligned to grade level standards.  The partners schedule with teachers to support the best timing of the programs to support instruction. 


 
Recommended Motion:
It is recommended that the board approve the MOU with Canopy Environmental Volunteers.
Financial Impact:

These programs are offered free to our district.


Attachments:
Canopy EV MOU 20-21
7.G. Consideration to Approve Change Orders #3 with AMS.net, Inc. for the Ravenswood IT Infrastructure Project Phases 3 & 4
Quick Summary / Abstract:

RCSD administration requests a last change to the scope of work as shown below in order to allow completion of the Ravenswood IT Infrastructure Upgrade Project, Phases 3 & 4. The change is to provide network firewall equipment to protect and secure our new outgoing backup network and internet connections from all school sites.

Based on the review and discussions of proposals received, the recommendation is to award Change Order #3 to the contract with AMS.net for a total amount of $24,714.64


Rationale:

The Ravenswood IT Infrastructure Project Phases 3 & 4 is in its final stages of replacing old technology infrastructure in the Main Data Center at the District Office and providing a Backup Data Center for all sites at our Cesar Chavez Ravenswood Middle School for redundancy.  

In our original design for backup wide area network connections as defined in our RFP, firewalls were not necessary because traffic would have been routed internally from each site through a new internet connect connection at CCRMS. However, there were no responsible responses to our ISP RFP and a redesign was necessary. In our redesign, each school site connects to the district office services over a backup municipal wireless internet connection provided by WiLine.  In order to secure and protect these connections, a small firewall needs to be installed at each site.

Based on the review and discussions of proposals received, the recommendation is to award Change Order #3 to the contract with AMS.net for a total amount of $24,714.64.

Specifically, here is a description of the work for the Change Order:

#1 – 91687-CO08 – Three Fortinet FG810E Firewalls, with installation and 5 years of support. - $24,714.64.


 
Recommended Motion:

It is recommended that the Board of Trustees approve Change Order #3 to the contract with AMS.net, Inc. for a total amount of $24,714.64.


Financial Impact:

The total cost of this Change Order is in the amount of $24,714.64. Since the current cost of the Phases 3-4 projects is $1,099,989.39, this brings the total project cost to $1,124,704.03 (assuming this board item is approved tonight). The original estimated cost of the project was $1,130,000 and is charged to Measure H and S Bond Funds.


Attachments:
AMS Quote - 91687-CO008.pdf
Board Cover Memo - Change Order #3 to the Contract with AMS.pdf
7.H. Consideration to approve an MOU with Ravenswood Reads
Quick Summary / Abstract:

Ravenswood Reads connects Stanford students with teacher-selected early grade students in meaningful individualized literacy tutoring.  The program uses a researched-based, structured curriculum that helps young students develop language and literacy skills, emphasizing phonemic awareness and text comprehension along with phonics, vocabulary, and fluency. In the 2020/21 academic year, tutoring will be provided using lessons based adapted to Zoom for delivery. The Ravenswood Reads collaboration provides a service to meet a need identified by the Ravenswood City School District and creates a valuable learning experience for Stanford students to gain knowledge of teaching and learning skills.

Rationale:
We strive to provide individualized supports to all students and families who could benefit from additional academic resources.  Elementary school sites will select students to be tutored by this program through their Multi Tiered System of Supports (MTSS) processes, using their beginning of year reading level data to identify which students would benefit from this type of tutoring.
 
Recommended Motion:
It is recommended that the board approve the MOU with Ravenswood Reads.
Financial Impact:
There is no cost to the district.
Attachments:
Ravenswood Reads MOU 20-21
7.I. Consideration to approve an amendment to the MOU with Reading Partners
Quick Summary / Abstract:
The MOU with Reading Partners was approved on August 27, 2020.  Reading Partners has requested a minor revision that specifies the type of background check the organization conducts on their tutors.  See attachment, section IV part i, as well as Exhibit A.
Recommended Motion:
It is recommended that the board approve the updated MOU.
Attachments:
Updated MOU with Reading Partners 20-21
7.J. Consideration to approve an agreement with EdSped Solutions, Inc. to establish a bill rate for the candidates referenced in the contract: Steve Duralis, APE. [Special Education]
Quick Summary / Abstract:

One of our Ravenswood students is placed at a Non Public School that student needs specialized academic instruction provided in a non-public setting, he also has APE on his IEP and we need a contractor to go to the NPS to provide that support.    


Rationale:
Some students need more intensive supports that a comprehensive school site allows.  This student placement is identified as a need in their IEP.   
 
Recommended Motion:
It is recommended that the Board of Trustees approved the ISA with EdSped
Financial Impact:
The total for this contract is $10,500
Attachments:
Steve Duralis ISA
7.K. Consideration to approve MOU with Music in the Schools Foundation
Quick Summary / Abstract:
Music in the Schools would like to support our students by providing after school string and folk dance instruction in the elementary schools and to potentially provide after school music support to the middle school.
Rationale:
This MOU allows for students to continue their interest in the arts from the regular school day into the after school time.
 
Recommended Motion:
It is recommended that the Board approve the MOU with Music in the Schools Foundation.
Financial Impact:
There is no cost to the District.
Attachments:
Music in the Schools MOU
7.L. Consideration to approve Extension of Keenan & Associates Contract.
Quick Summary / Abstract:
The District has a contract with Keenan & Associates to provide property and casualty insurance for the district. We have had this contract since 2016/17 and are seeking to renew it, per the terms of our prior contract,  for the next two years. 
Recommended Motion:
It is recommended that the board approves this renewal agreement. 
Financial Impact:

Approving this agreement would cost the district $15,570 in the first year and $12,600 in the second year. This is represents a 34% reduction in costs from prior years, as outlined in the table below. 


2020/21

$15,570

2019/20

$23,800

2018/19

$25,511

2017/18

$26,300

2016/17

$27,200


Attachments:
Kennan & Associates-Amendment w-2020 Prime fee
8. SUPERINTENDENT'S OFFICE
8.A. Distance Learning
Attachments:
DistLearning Updated Presentation 09-24-2020
8.A.1. Ravenswood Response to the Needs of the Community.
8.A.2. The Prevalence of COVID-19 in East Palo Alto.
8.A.3. Recommendation to continue with Distance Learning through the First Trimester.
8.A.4. Attendance and Engagement Update.
8.A.5. Community Learning Hub Update.
8.A.6. Technology Support Update.
9. CURRICULUM AND INSTRUCTION
9.A. Consideration to approve the Learning Continuity and Attendance Plan
Quick Summary / Abstract:

For the 2020-2021 school year, the requirement to adopt a Local Control and Accountability Plan by December 15, 2020 has been replaced by the Learning Continuity and Attendance Plan. The Learning Continuity Plan is intended to balance the needs of all stakeholders, including educators, parents, students, and community members, while both streamlining engagement and condensing several preexisting plans.

The Learning Continuity Plan memorializes the planning process already underway for the 2020–21 school year and includes descriptions of the following: addressing gaps in learning; conducting meaningful stakeholder engagement; maintaining transparency; addressing the needs of unduplicated pupils, students with unique needs, and students experiencing homelessness; providing access to necessary devices and connectivity for distance learning; providing resources and supports to address student and staff mental health and social emotional well-being; and continuing to provide school meals for students.


Recommended Motion:
It is recommended that the board approve the Learning Continuity and Attendance Plan.
Attachments:
Learning Continuity Plan SY 20-21
Learning Continuity Plan SY 2021 Spanish
10. STUDENT SERVICES DEPARTMENT
10.A. Consideration to approve the Ravenswood City School District Title I, Part A LEA Parent and Family Engagement Policy
Quick Summary / Abstract:
As a part of the Every Student Succeeds Act (ESSA)'s Title I part A, the Ravenswood City School District, with parents and family members, has jointly developed, mutually agreed upon, and distributed to, parents and family members of participating children a written Local Educational Agency (LEA) parent and family engagement policy. During the September 3rd, DAC/DELAC meeting, the parents and families helped to develop this plan.
Rationale:
We recognize the importance of District and family partnership. This engagement plan formalizes this partnership.
 
Recommended Motion:
It is recommended that the Board approve the Title I, Part A LEA Parent and Family Engagement Policy.
Financial Impact:
There is no financial impact to the District.
Attachments:
Parent and Family Engagement Policy
10.B. Boys and Girls Club Presentation
Attachments:
BGCP Fall Pg Update 9-24-20
11. HUMAN RESOURCES
11.A. Consideration to approve the Memorandum of Understanding between the Ravenswood City School District ("District") and the California School Employees Association and its Chapter 303 (“CSEA”) regarding the District’s reopening of schools, return to work and response to the coronavirus (COVID-19) epidemic.
Quick Summary / Abstract:
This memorandum is agreed between Ravenswood City School District (“District”) and the California School Employees Association and its Chapter #303 (together “CSEA”), referred to as the Parties, concerning the District’s reopening of schools, return to work and response to the coronavirus (COVID-19) epidemic.
Rationale:

The District and CSEA recognize that the District will begin the 2020-21 school year with a Distance Learning instruction model, with the possibility of transitioning to a classroom-based model later in the year. The parties further recognize that the District’s decisions regarding the issue of reopening its schools to students and staff will be made under the guidance of the California Department of Public Health California Department of Education, the San Mateo County Coalition for Safe Schools and Communities/San Mateo County Office of Education and the Safer Community Order of the San Mateo County Health Officer.

The District and CSEA recognize the importance of maintaining safe facilities and operations, for the benefit of its students and staff.

The District and CSEA recognize the importance of prudent measures to prevent District employees, students, their families and other people using District facilities from being exposed to or infected with Coronavirus.

The District and CSEA further recognize the importance of continuing to provide high-quality educational opportunities and school meals to children in need.

 
Recommended Motion:
Approve the Memorandum of Understanding between the Ravenswood City School District ("District") and the California School Employees Association and its Chapter 303 (“CSEA”) regarding the District’s reopening of schools, return to work and response to the coronavirus (COVID-19) epidemic.
Financial Impact:

The District and CSEA recognize the importance of employees staying home when they have symptoms of COVID-19 in order to protect other employees and the community at large. The District shall provide each unit member with an additional ten (10) days of paid sick leave to be utilized if the employee is experiencing symptoms of COVID-19 and seeks a medical diagnosis from a physician or a COVID-19 test within the first 24 hours of their absence.

The District shall provide and require employees to use appropriate face coverings (masks and plastic face shields, as needed), handwashing stations (with soap and running water), disposable towels, and hand sanitizer. The District shall also provide gloves upon employee request. Employees who work with students with behavioral issues shall be provided with additional safety materials, as needed, including plastic face shields, personal hand sanitizer, aprons, and gloves.

For the duration of this agreement, if a unit member is approved to use Industrial Accident or Illness Leave for a COVID-19 related illness or condition, and the unit member has exhausted the sixty (60) days of industrial accident leave as a result of a COVID-19 related illness or condition, the District shall provide Extended Sick Leave at 100% pay replacement, with no deduction for substitute pay (differential pay). If a unit member remains hospitalized, this unique Extended Sick Leave benefit shall be extended for the duration of the hospitalization or up to an additional 5 months, whichever is shorter. The maximum allowable Extended Sick Leave at 100% pay replacement, with no deduction for substitute pay (differential pay) is a total of 10 months.

Attachments:
MOU Return to Work
11.B. Consideration to Approve the Employment/Assignment of Caeley Gwilt as Special Education Teacher at Cesar Chavez Ravenswood Middle School on the Basis of a Provisional Internship Permit, Effective August 18, 2020.
Quick Summary / Abstract:
Caeley Gwilt is a Special Education Teacher who is credentialed in New York and is transferring her license to California. At this time, New York has only issued her Childhood Education (grades 1-6) Initial Certificate and not her credential specific to students with disabilities. The County has advised that we should apply for a Provisional Internship Permit through the California Commission on Teacher Credential in the interim. 
Rationale:
The Provisional Internship Permit will be issued for Education Specialist: Mild/Moderate Disabilities. This permit will ensure that Caeley is not missassigned while we wait for New York to issue her credential specific to students with disabilities.
 
Recommended Motion:
Approve the Employment/Assignment of Caeley Gwilt as Special Education Teacher at Cesar Chavez Ravenswood Middle School on the Basis of a Provisional Internship Permit, Effective August 18, 2020.
Financial Impact:
No financial impact.
12. BOARD OF TRUSTEES
12.A. Consideration to approve Resolution No. 2020/2021 -5, Board Members Excused Absences.
Attachments:
Resolution 2020-2021 -5 Bd. Exc. Absence
12.B. BP 4033 Lactation Accommodation presented to the Board for Second Reading and Action.
Quick Summary / Abstract:

Lactation Accommodation

(BP revised) Policy updated to reflect NEW LAW (SB 142) which mandates districts to adopt policy that addresses an employee's right to request lactation accommodation, the process by which the employee makes the request, the district's obligation to respond to the request, and the employee's right to file a complaint with the Labor Commissioner alleging any violation of the right to lactation accommodation. Policy also reflects provisions of SB 142 requiring districts to provide a lactation room or location with prescribed features, prohibiting districts from discriminating or retaliating against an employee who exercises the right to lactation accommodation, and authorizing districts with fewer than 50 employees to seek an exemption from the requirement to provide lactation accommodation if the district demonstrates that the requirement poses an undue hardship.

Attachments:
BP 4033 Lactation Accommodation
12.C. Board Policy 0470 COVID-19 Mitigation Plan presented to the Board for First Reading.
Quick Summary / Abstract:

COVID-19 Mitigation Plan

(BP added) New policy presents options and best practices for districts as they reopen school campuses following extended closures due to the COVID-19 pandemic, and temporarily supersedes any conflicting provisions in existing policies or administrative regulations. Policy addresses support for students' mental health, instructional methods and schedules, evaluation of academic progress following campus closure, grading, health screening of students, student absence and attendance, social distancing requirements, personal protective equipment and hygiene practices, sanitization of facilities and equipment, food services, staff assignments, staff leave of absences, follow-up with infected persons and contact tracing, prohibition against discrimination based on medical condition, and community relations.

Rationale:

The policy is intended for use during the coronavirus (COVID-19) pandemic and supersedes conflicting provisions in other district policies and administrative regulations, thereby eliminating the need to temporarily revise multiple policies. When the Governing Board determines, consistent with state and local orders from health officials, that the need for this policy no longer exists, this policy should be removed from the district's policy manual.

Due to the unexpected nature of the pandemic, the evolving circumstances, and rapidly changing information about the virus, the topics covered in this policy may not be directly addressed in current law. Therefore, the policy presents options and best practices for districts as they reopen school campuses following extended closures due to the COVID-19 pandemic. Districts are encouraged to consult with local health officials, staff, students, parents/guardians, neighboring school districts, and the county office of education in comprehensive planning for safe operations following campus reopening.

Resources that provide additional information, such as applicable state and local guidelines from health officials, school schedules, handwashing instructions, and specific personal protective equipment (PPE) requirements, may be attached as exhibits to augment this policy and should be periodically reviewed and updated as necessary.

 

 
Attachments:
BP 0470 COVID-19 Mitigation Plan
12.D. Board Reports/Communications
12.E. Next Regular Board Meeting: October 8, 2020.
13. ADJOURNMENT
Rationale:

PUBLIC NOTICE: BOARD MEETINGS ARE RECORDED

 

Published: September 21, 2020, 6:21 PM

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