The Board of Trustees to test their connection via Zoom and conference call as needed to connect to the Closed Session portion of the March 31, 2020 Regular Board Meeting.

(Government Code 54956.95) Number of Cases: One

Case Name: Ha

(Education Code 54957) 

Title: Superintendent's Contract

Pursuant to the Governor's Executive Order N-29-20, all members of a legislative body and appropriate staff will participate in legislative meetings via phone/video conference. 

The March 31, 2020, Sylvan Union School District Board Meeting will use a video conference and phone conference service.  If you would like to participate in the meeting or provide public comment, the meeting accessibility is below:

When: Mar 31, 2020 06:50 PM Pacific Time (US and Canada)
Topic: SUSD Board Meeting

Please click the link below to join the webinar:
https://zoom.us/j/862904971

Or iPhone one-tap :
    US: +16699006833,,862904971#  or +13462487799,,862904971#
Or Telephone:
    Dial(for higher quality, dial a number based on your current location):
        US: +1 669 900 6833  or +1 346 248 7799  or +1 301 715 8592  or +1 312 626 6799  or +1 929 436 2866  or +1 253 215 8782
    Webinar ID: 862 904 971
    International numbers available: https://zoom.us/u/aheiH7hss
 

If you have any questions or concerns, please contact Velma Silva Beck at vbeck@sylvan.k12.ca.us

Instructions will also be posted on our district website at www.sylvan.k12.ca.us

Pursuant to the Governor's Executive Order N-29-20, all members of a legislative body and appropriate staff will participate in legislative meetings via phone/video conference.

If you would like to participate in the meeting or provide public comment, information to do so will be shared on our website at www.sylvan.k12.ca.us or by contacting Velma Silva Beck by email at vbeck@sylvan.k12.ca.us prior to the meeting start time.

The March 31, 2020, Sylvan Union School District Board Meeting will use a video conference and phone conference service.  If you would like to participate in the meeting or provide public comment, the meeting accessibility is below:

When: Mar 31, 2020 07:00 PM Pacific Time (US and Canada)
Topic: SUSD Board Meeting

Please click the link below to join the webinar:
https://zoom.us/j/862904971

Or iPhone one-tap :
    US: +16699006833,,862904971#  or +13462487799,,862904971#
Or Telephone:
    Dial(for higher quality, dial a number based on your current location):
        US: +1 669 900 6833  or +1 346 248 7799  or +1 301 715 8592  or +1 312 626 6799  or +1 929 436 2866  or +1 253 215 8782
    Webinar ID: 862 904 971
    International numbers available: https://zoom.us/u/aheiH7hss
 

No written communication at this time.

The Superintendent to provide an update on the Coronavirus (COVID-19) pandemic and district school closures.

At the February 25, 2020, Regular Board meeting, the Board of Trustees was given a "preview" and received policy binders for the December 2019 policy updates.  The Board of Trustees and staff conducted the "first reading" at the March 10, 2020, Regular Board meeting.  The Board of Trustees to conduct a  "second reading" and adoption at the March 31, 2020, Regular Board meeting.

Staff to have the opportunity to update the Board of Trustees on safety and facilities.

The Employment Contract between Eric Fredrickson and the Governing Board of the Sylvan Union School District was reviewed with the Board of Trustees in Closed Session on March 31, 2020.  The Board of Trustees to review and approve Mr. Eric Fredrickson as the district's Superintendent and the Employment Contract for the period commencing July 1, 2020, and ending June 30, 2023.  

Staff recommends the Board of Trustees to approve the employment contract between Eric Fredrickson and the Sylvan Union School District to serve as the district's Superintendent for the period commencing July 1, 2020, and ending June 30, 2023.
 

Staff recommends the Board of Trustees to approve the incoming Superintendent's Employment Contract for the period commencing July 1, 2020, and ending June 30, 2023.

The Board of Trustees was given a "preview" of these updated policies at the February 25, 2020, Regular Board meeting.  A "first reading" was conducted by staff and the Board of Trustees at the March 10, Regular Board Meeting.  Staff and the Board of Trustees conducted a "second reading" on March 31, 2020, Regular Board meeting.  This is a final reading/adoption for these policy updates.

Staff recommends the Board of Trustees adopt the December 2019 Board Policy updates/minor revisions.

It is recommended that the Board of Trustees adopt the December 2019 Board Policy updates/minor revisions.

The Stanislaus County Office of Education offers a number of services to area school districts.  As a result, those districts have the opportunity to contract for these services annually.  For the 2020-2021 year, the Sylvan Union School District is requesting services for media streaming, mail delivery, internet services, information technology (human resources and business services programs), audiological services, teacher and administrator induction. 

Attached is the agreement with projected costs for the specified services needed in 2020-2021.  Also provided is a comparison of these costs for prior years.  Actual cost for the audiological services is determined by the number of students screened, which is available at the end of the school year. Teacher and administrator induction fees are charged in December based on the actual number of teachers enrolled in the program.

All costs are as follows: 

Staff recommends the approval of the 2020-2021 Master Agreement with the Stanislaus County Office of Education for the following services: media streaming, mail delivery, internet services, information technology services (business services), audiological services, teacher and administrator induction.

The Board of Trustees to approve the 2020-2021 Master Agreement with the Stanislaus County Office of Education for various services. 

Unrestricted General Fund: $227,145.25

In light of the extraordinary times we are facing with the COVID-19 pandemic, there are various operational challenges that we are managing to respond rapidly to the urgent needs being presented to districts.  This resolution will help expand authority to allow Superintendent Hendricks to be able to act quickly and appropriately in light of the circumstances and some of the flexibility being offered by state and federal authorities. This resolution extends authority to the Superintendent, primarily in regards to purchasing, to address potential emergency needs beyond the previous resolution for school closure that the Board approved on March 16, 2020.  Several other surrounding districts have passed a similar resolution.

In the event this Resolution will need to be enacted, Superintendent Debra Hendricks will notify the Board of Trustees of all operational procedures in relation to this resolution.

Staff recommends the Board of Trustees adopt Resolution 2019/2020 - #24: Delegating Authority to Take Necessary Action to Protect Students and Staff from the Spread of Coronavirus (COVID-19).

None

During the 2016-17 budget planning, the Board of Trustees approved an on-going annual allocation of $50,000 to support the instrumental music programs (grades 5-8).  Funds were designated to be used to purchase, maintain, or lease instruments.  In consultation with music teachers and evaluating the status of instrument inventory at each site, the following multiple year plan to replace instruments at each school was developed.

2016-17: Sylvan and C.F. Brown Elementary

2017-18: Somerset and Ustach Middle School

2018-19: Woodrow, Orchard, and Freedom Elementary

2019-20: Standiford, Sherwood, and Stockard Coffee Elementary

2020-21: Mary Ann Sanders Elementary, Crossroads Elementary, and Savage Middle School

Due to the fact that there is a lead time on instruments, we learned that it is necessary to order the instruments before the summer in order to receive all instruments by August 1.  Crossroads, Mary Ann Sanders Elementary and Savage Middle Schools are scheduled to purchase instruments for the 2020-21 school year. 

The quotes were reviewed to select best pricing and quality and in turn, purchasing from two (2) vendors is being recommended as follows for Crossroads Elementary, Mary Ann Sanders Elementary and Savage Middle School:

Purchase #1 -  Tim's Music $41,108.22 + tax 

Tim's Music $41,108.22 + tax

Gottschalk Music Center $30,059.58 + tax

Ingram & Brauns Musik Shoppe $30,936.00 + tax

Tim's Music provided the overall low-cost quote and included items not available with the other two (2) vendors (see attached) and has agreed to a delivery date after July 1, to align with the district’s new fiscal year.

Purhase #2 - Ingram & Brauns $5,045.00 + tax 

Ingram & Brauns $5,045.00 + tax

Tim's Music $5,125.68 + tax

Gottschalks $8,473.92 + tax

Ingram & Brauns Musik Shoppe provided the low-cost quote (see attached) and has agreed to a delivery date after July 1, to align with the district's new fiscal year.

Staff recommends purchasing musical instruments from two (2) vendors: through Tim's Music $44,345.49 and Ingram & Brauns Musik Shoppe $5,442.30 for Crossroads and Sanders Elementary Schools and Savage Middle School fora grand total of  $49,787.79 with tax included.

It is recommended the Board of Trustees approve the purchase of musical instruments through Tim's Music $44,345.49 and Ingram & Brauns Musik Shoppe $5,442.30 for Crossroads, Mary Ann Sanders Elementary Schools and Savage Middle School in the amount of $49,787.79.

The Board of Trustees to approve the purchase of musical instruments for Crossroads and Mary Ann Sanders Elementary Schools and Savage Middle School.

General Fund LCFF Supplemental Resource:  $49,787.79.

It is recommended that Board of Trustees approve the minutes of the March 10, 2020 Regular Board Meeting; March 13, 2020 Special Board Meeting; and the March 16, 2020 Emergency Board Meeting.

This item was previously tabled at the March 10, 2020 Regular Board Meeting.  Jeremy Anderson is an educational expert, author and motivational speaker.  He has trained and motivated students and educators around the world.  Jeremy Anderson is available and excited to speak with all of our staff during the 2020-2021 district in-service to kick off the new school year on Wednesday, August 5, 2020. 

It is recommended that the Board of Trustees approve the contract for The Jeremy Anderson Group, LLC for the district in-service keynote presentation on August 5, 2020. 

Title IV funds (which are restricted funds): $6,200

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 equipment district staff has determined to be in a condition unsuitable for continued use. 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 iPads on this list will be sent to Device Cycles for a quote that will be brought to a future Board Meeting.  If parts were available on any of these devices to repair similar items, this was completed by the Sylvan Tech Team.

None

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.  

With the refresh of many of our PC devices from old devices to new devices that are Windows 10 we have worked with PlanITROI to provide a trade in value for devices that still have a value.  The devices on this quote consist of Dell Latitude laptops, a few Dell desktops and three hundred three (303) Acer chromebooks.   

The trade in value is based on the Grade B value of these devices.  

Tech Trade Up mission is to help partners uncover and recover the highest possible value.  Having been in business for over eighteen (18) years they have helped clients recover over $1.8 billion. 

The process is:

Inspection & Audit Reporting:  PlanITROI shall provide a Serialized Audit Report within forty-five (45) business days of receipt of devices to include: Manufacturer Name, Model Number, Configuration, Serial Number on both device and hard drive if included, Data Destruction information, Asset Tag, Grade with any issue found and final Trade-In value based on grade. All reporting will be both via online portal and emailed to contracts above.

Payment:  PlanITROI shall reconcile payments to institute for completed transactions within fifteen (15) business days after inspection and audit report is completed and accepted.

Product Eligibility:  Institute warrants and represents that all devices transferred to PlanITROI shall be free and clear of all liens, claims, options, charges, restrictions, or encumbrances whatsoever, and that it transfers good and marketable title to all transferred devices to PlanITROI at time of pickup or delivery

Trade-In Pricing:  Trade-In prices listed in quote above are valid for only devices that are complete will all their original OEM accessories and components received by PlanITROI on or before the quote expiration date. Any devices received that are different then the stated devices in the quote or same devices after expiration date will be priced in accordance with charges in the market value of used devices of the same OEM and similar configuration capacity and condition. No devices will be eligible for return once received by PlanITROI.

It is recommended the Board of Trustees approve the Tech Trade Up Powered by PlanITROI Quote as presented in the amount of $11,038.

Positive Impact

Staff recommends the acceptance of the Quarterly Report on Williams Complaints, Subject Area of Complaints, and Resolution of Complaints for quarter ending March 31, 2020. 

Effective January 1, 2005, pursuant to the Williams vs. State of California litigation settlement and as defined in Education Code 35186, Sylvan Union School District posted in every classroom a statement that students have the right to sufficient textbooks and instructional materials, that school facilities are clean, safe, and maintained in good repair and that there are no teacher vacancies or teacher misassignments.  Summaries of complaints must be publicly reported to the Board on a quarterly basis at a regularly scheduled meeting and forwarded to the County Superintendent of Schools. 

As of March 31, 2020, Sylvan Union School District has not received any complaints.

It is recommended the Board of Trustees accept the Quarterly Report on Williams Complaints, Subject Area of Complaints, and Resolution of Complaints for the Quarter Ending March 31, 2020.

None

It is recommended the Board of Trustees approve the portrait agreements for C.F. Brown Elementary School and Sylvan STEAM Academy with Lifetouch National School Studios and Banks & Co. Photography for the 2020-2021 school year.

Staff recommends the Board of Trustees approve the portrait agreements for C.F. Brown Elementary School and Sylvan STEAM Academy with Lifetouch National School Studios and Banks & Co. Photography for the 2020-2021 school year.

Paid by school site funds.

1. The donation of $390.00 from Candace Briskey to Crossroads Elementary School for instructional materials, curriculum or interventions for students. 

2. The donation of $218.00 from Freedom Elementary PTA to Freedom Elementary School for items for students kindness month.

3. The donation of $828.75 from Freedom Elementary PTA to Freedom Elementary School for the Gallo Center for the Arts 3rd grade field trip.

4. The donation of $7,469.85 from Orchard PTA to Orchard Elementary School for a shade structure.

5. The donation of twenty-five (25) STEAM related books valued at $476.00 from Donors Choose to Sylvan STEAM Academy for the school library.

6. The donation of $350.00 from Rickey Holcombe to Somerset Middle School for instructional materials, curriculum or interventions for students.