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

(Education Code 54957) 

Title: Assistant Superintendents' Contracts

SPEAKER: Lizett Aguilar, Assistant Superintendent of Business Services

Staff to provide the Board of Trustees an update on safety and facilities.

SPEAKER: Lizett Aguilar, Assistant Superintendent of Business Services and James Bates, DataPath 

The Board has been provided information at the last two (2) board meetings regarding the options for the replacement of switches to support Sylvan's infrastructure planning and future needs. 

At the November Board meeting, the board provided staff direction to proceed with finalizing pricing on proposals for option #2, to do a full replacement of all switches to move to the Ruckus platform.  As was discussed, this will position the district to continue improving the infrastructure to be more integrated, streamlined, manageable and provide increased capacity in the long term.  

The attached proposal has pricing that was obtained through piggyback procurement from a NASPO ValuePoint nationally awarded contract (applicable to California).  DataPath is an authorized partner for this contract.  The final pricing obtained was lower than projected, for an after tax total of $680,258.25.

This project is planned for installation to occur during the winter break, when impact to student and staff disruption to connectivity would be minimized.

It is recommended the Board of Trustees approve the purchase of the switches from DataPath.

The Board of Trustees will consider approval of the purchase of switches from DataPath.

General Fund: $680,258.25 to be financed over five (5) years.  Annual payments of $141,523.16.

SPEAKER: Lizett Aguilar, Assistant Superintendent of Business Services and James Bates, DataPath 

As has been discussed at the last two (2) board meetings, the school district is in dire need of replacing the phone system for the whole district.  Our phones system is extremely outdated, inefficient, and poses a potential safety and security hazard for our school district.  

The board has also been provided information about the many benefits of a VOIP (voice over IP) system and the Mitel VOIP phone system that has been previewed by district staff.  We have been working with DataPath, a Mitel partner, to conduct a system discovery and assess the full needs of the district for a system replacement.  

We have identified two (2) types of phones to use in our district, a standard model (i.e. for classroom and non-office staff use) and an executive model (i.e. for more heavy office/administrative use).  Our system discovery has resulted in an identified need of 635 standard phones and 132 executive phones, for a total of 767 handsets. 

Most of the discovery has taken place with only a few minor items needed, that may result in a reduction of the total overall cost presented in the attached quote.  Due to the timing of increased national tariffs that would increase pricing an estimated 15% (approx $70,000) after January 1, 2020, it is recommended that we move forward with approval of the attached quote as a cost ceiling of $472,593.75, with a potential reduction upon the completion of the remaining discovery that is pending and will be completing prior to the final ordering of all necessary components of the phone system.  

The attached pricing is a piggyback from a NASPO ValuePoint national contract (applicable to California) and DataPath is a partner under this contract.

The phone system will be scheduled for installation in early 2020, following the completion of the full switch replacement project scheduled to be completed over winter break.  

It is recommended the Board of Trustees approve the purchase of the Mitel VOIP phone system from DataPath.

The Board of Trustees will consider approval of the purchase of the Mitel VOIP phone system from DataPath.

Capital Outlay Fund 25 - Phone Replacement: $472,593.75 to be financed over three (3) years.  Annual payments of $160,398.15.

SPEAKER: Lisa Sandoval, Director of Fiscal Services 

The First Interim Budget report provides a financial update of the District’s current General Fund budget. The General Fund contains the District’s central operational budget while other funds are designed for special purposes. The first interim report covers the reporting period from July 1, 2019, through October 31, 2019.   Projected revenue and expenditures are comprised of the State’s adopted budget and approved modifications to that budget. The Board of Trustees adopted the 2019-2020 Budget on June 25, 2019, prior to the Governor signing the State Budget on June 27, 2019.  A 45-day budget update was provided to the Board of Trustees on August 6, 2019.  Concluding the preparation of the First Interim Budget, the District’s Unrestricted General Fund has an unassigned/unappropriated balance of 9.46% which meets the Board of Trustees minimum requirements for reserves (between 9% and 10%).

The Board of Trustees is presented budget revisions by major object codes.  The major object codes categorize the types of revenue or expenditure.  Special items within this summary have previously come before the Board of Trustees in one manner or another.  The items may have been presented separately with a request to place them in the budget, or the State budget adoption may have necessitated changes in the budget which were presented to the Board subsequent to the state adoption.  Personnel changes affect the District’s budget as individuals leave or change positions and new personnel are hired, and as salary and benefit budget lines require revision.  In addition, funds that were not expended in the previous year require the expenditure budget along with the revenue to be brought forward to the current year. Every resource and program, and the associated revenues and expenditures were reviewed, analyzed, and updated based on the most up-to-date information and estimates available.

Please see attached: 2019-20 First Interim Budget Report, 2019-20 First Interim MYP (multi-year projection), and 2019-20 First Interim Budget Revisions Report.

Attachments:

Staff recommends the Board of Trustees approve the 2019-20 First Interim Budget Report and Budget Revisions.

There is no financial impact.

SPEAKER: Laura Granger, Assistant Superintendent of Educational Services 

Blake Brandes, Ph.D., Co-Founder of Motivational Millennial LLC will present two (2) student assemblies, one (1) staff presentation, and one (1) parent education event at Freedom Elementary School.  Dr. Brandes is a youth motivational speaker and presenter on TEDx. 

The content of the assemblies is growth mindset and grit to help students feel excited to learn new things (rather than feeling afraid or discouraged) and to help them keep going when they encounter challenges in their educational and personal lives.  The presentation is based on the research of Carol Dweck (author of Mindset) and Angela Duckworth (author of GRIT) and presents the neuroscience to students in fun and engaging ways. For example, students will learn how to beatbox and then analyze the learning experience as an example of the growth mindset.  There are easy-to-remember call-and-response phrases to help students retain the key concepts after the assembly ends so that they feel empowered to learn, explore, and overcome obstacles for the rest of their lives.  

The parent night is a forty-five (45) minute presentation followed by fifteen (15) minutes of Q&A, and it gives parents and guardians practical ways to support their students with the Growth Mindset.  Dr. Brandes will reference language that the students have learned in the assemblies to help parents reinforce the messages that help students persist in the face of challenges. There are many easy things parents can do to set their students up for success by using the Growth Mindset, from “praising the process, not the person,” to “using the Power of Yet” and helping students transfer the Growth Mindset from one part of their life (like sports or video games) to school.  They will even do an interactive resourcefulness exercise to help parents change “I can’t” to “How can I?” for themselves and their students.

Staff recommends the Board of Trustees approve the Motivational Millennial, LLC contract for the assemblies and parent education event at Freedom Elementary School.

It is recommended that the the Board of Trustees approve the Motivational Millennial, LLC contract for the assemblies and parent education event at Freedom Elementary School.

Site Title IV Funds: $2,600

Site Allocation of LCFF: $1,250

SPEAKER: Lizett Aguilar, Assistant Superintendent of Business Services 

In order to conduct business, outside agencies have requested a copy of a resolution designating authorized agents for the District.  This resolution is necessary to provide to requesting agencies when entering into business contracts.  This is an annual Resolution. 

It is recommended the Board of Trustees adopt Resolution 2019/2020 - #14, Designation of Authorized Agents of the Sylvan Union School District for 2020.

Speaker: Laura Granger, Assistant Superintendent of Educational Services

It is recommended the Board of Trustees adopt Resolution 2019/2020 - #15, recognizing January 16, 2020, as Religious Freedom Day.

SPEAKER: Lizett Aguilar, Assistant Superintendent of Business Services 

Stockard Coffee's student council account was closed in May 2019 because it was no longer being utilized or needed.  It was recommended by our auditors that we bring a resolution to the board ratifying the closure of this bank account.  

It is recommended the Board of Trustees approve Resolution 2019/2020 #16 for the closure of the Stockard Coffee student council account.  

The Board of Trustees will consider approval of Resolution 2019/2020 #16 for the closure of the Stockard Coffee student council account.  

None

SPEAKER: Lizett Aguilar, Assistant Superintendent of Business Services 

From September 1990 to present, Sylvan Union School District has been a member of the Schools Excess Liability Fund (SELF), a Joint Powers Authority.  During this period, the District has obtained its excess general liability coverage from SELF. 

With the District recently joining Northern California ReLiEF (NCR), a Joint Powers Authority, the District wishes to obtain excess general liability quotes from NCR and other insurers for the policy year beginning July 1, 2020.  SELF requires a six month in advance termination notice.

Based on current rates from NCR, savings would  be approximately $23,000 annually.  Virtually every member within NCR utilizes the SAFER excess liability program opposed to SELF with the exception of one member.  To have the option to make that change based on the SELF JPA Agreement and Bylaws the Sylvan Union SD Board must take board action to notify SELF prior to December 31, 2019, that the district is considering to withdraw from the SELF JPA effective July 1, 2020.  The notice is only a provisional notice, Sylvan Union SD can still elect to continue in SELF if so decided by rescinding the notice prior to the July 1, 2020, renewal date. 

The Board of Education of Sylvan Union School District must approve a Resolution to Terminate from SELF and submit the resolution to SELF by December 31, 2019.

It is recommended the Board of Trustees approve Resolution 2019/2020-#17 to terminate membership in the School Excess Liability Fund (SELF) effective at the end of June 30, 2020

The Board of Trustees will consider approval of Resolution 2019/2020-#17 to terminate membership in the School Excess Liability Fund (SELF) effective at the end of June 30, 2020.

It is estimated that the District could save up to $23,000 on the cost of its excess general liability coverage in the 2020/21 fiscal year.

SPEAKER: Dawn Mori, Director of Special Education 

A family has requested an Independent Educational Evaluation (IEE) be performed by Javarte Bobino, psychologist.  

Staff recommends the Board of Trustees approve the Independent Educational Evaluation (IEE) contract with Javarte Bobino.  

Cost not to exceed $6,500.

SPEAKER: David Collins, Board President

The Board of Trustees to consider approving the revisions to Board Policy 7310 Naming of Facility.

None

SPEAKER: Lisa Sandoval, Director of Fiscal Services 

It is recommended the Board of Trustees approve the expenditure of construction funds as listed.

It is recommended that Board of Trustees approve the minutes of the November 19, 2019 Regular Board Meeting and November 19, 2019 Special Board Meeting.

SPEAKER: Laura Granger, Assistant Superintendent of Educational Services 

It is recommended that the Board of Trustees approve the Overnight Field Trip Request by the music teachers at each middle school to perform at Disneyland in April and May 2020.

Staff recommends the Board of Trustees approve the Overnight Field Trip Request by the music teachers at each middle school to perform at Disneyland in April and May 2020.

It is recommended that the Board of Trustees approve the Overnight Field Trip Request by the music teachers at each middle school to perform at Disneyland in April and May 2020.

SPEAKER: Marti Reed, Director of Categorical Programs 

Education Code 17546 allows districts to sell or dispose of obsolete property/instructional materials if the value of the item is less than $2,500.00 and the sale/disposal is approved by a unanimous vote of the Board of Trustees.  Attached is the list by site of supplies and equipment district staff has determined to be in a condition unsuitable for continued use. The items on this list include a variety of items that have been at sites since early last year and need to be obsolete. The items that are on this list have been evaluated as being no longer functional or are a threat to our network due to the operating system that cannot be updated. All devices on this list are no longer functioning and cannot be repaired for use by students or staff.  The Chromebooks included are some of the original devices purchased many years ago and are no longer operable or supported by Google. If parts were available on any of these devices to repair similar items, this was completed by the Sylvan Tech Team. The items listed as equipment were submitted by the Maintenance and Operations Department.  These items are no longer functional.  

Staff recommends the Board of Trustees declare the value of each obsolete item listed is less than $2,500.00; and authorize staff to dispose of the instructional materials and equipment in accordance with Education Code 17546.

It is recommended the Board of Trustees declare the value of each obsolete item on the list is less than $2,500.00; and authorize staff to dispose of the equipment in accordance with Education Code 17546.

None

1. The donation of 100 binders, 550 sheet protectors, and a $60.00 gift card valued at $500.00 from Haylee Crews to Freedom Elementary School for first grade scrapbooks. 

2. The donation of $10.00 from Your Cause Corporate Employee Giving Program to Freedom Elementary School for student supplies and recognition.

3. The donation of markers, pastel crayons, art paper, lapel microphones for green screen recording valued at $250.00 from Donor's Choose to Sylvan STEAM Academy for student and teacher instruction.

4. The donation of $1,000.00 from MJM Designer Shoes to Somerset Middle School for school and student needs to be used through AdoptAClassroom.org online marketplace.

5. The donation of $2,400.00 from Stanislaus County Office of Education to Ustach Middle School for sixth graders to attend Foothill Horizons Outdoor Education.

Attached is the current Board Bylaw 9100 Organization rotation list.

The Board of Trustees to use the attached Board Bylaw 9100 rotation list to select and vote for a new Board President for 2020.

The Board of Trustees to use the attached Board Bylaw 9100 rotation list to select and vote for a new Vice President for 2020.

Board Bylaw 9100 requires the Board of Trustees to appoint a Secretary to the Board of Trustees at the annual reorganizational meeting.

The Board of Trustees must appoint two (2) regular members and three (3) alternate members for the Schools Infrastructure Financing Agency (SIFA) for 2020.

The Board of Trustees must appoint a Board Member to be the representative for the Sylvan Educational Foundation (SEF) for 2020.

The Board of Trustees must authorize the following employees as "Authorized Agents" for the District: Superintendent, Debra M. Hendricks, Assistant Superintendent of Business Services, Lizett Aguilar, Director of Fiscal Services, Lisa Sandoval, and all Board Members.  "Authorized Agents" can sign any warrants or orders on behalf of the District.