(Education Code 35149, 48918(c), 72122) Administrative Hearing Officer: Carrie Albert, Director of Student Services

Title: Administrative Assignments

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

It is recommended the Board of Trustees approve the recommendations of the Administrative Hearing Panel in the matter of Student 2018/2019 - AH# 01.

The Board of Trustees received the following communications:

1. California School Boards Association letter regarding entry submission for Sylvan STEAM Academy to the 2018 Golden Bell Awards Program. Unfortunately, our entry was not among those selected to advance.

2. Save the Date invitation to the Make Dreams Real Opening Night BBQ and CornholeTournament on May 15, 2019 & Annual Golf Tournament on May 16, 2019.

As part of the development of a Florsheim Homes residential project, Modesto Irrigation District (MID) has requested that the District convey an easement to it over and across portions of the Elizabeth Ustach Middle School for purposes of constructing, operating, inspecting, maintaining, replacing, and relocating irrigation facilities and appurtenances, along with temporary construction access for reasonable staging and access thereto.

On September 11, 2018, the Board took the initial steps legally required to dedicate a utility easement and called for a mandatory public hearing to be held on October 9, 2018, on the question of the easement dedication.  Notice of the hearing was given as required.  If the Board does not receive a petition signed by at least 10% of the qualified electors in the District objecting to the easement, the Board may grant the easement after the public hearing, by adopting Resolution No. 201812019 #11.  Thereafter, the easement deed will be executed and recorded.

The Superintendent and several Board members attended the Annual Fall School Board Meeting on September 27, 2018.  Mrs. Hendricks will provide information from the event.

The Board of Trustees to be presented with an update regarding Food Services.

The Board of Trustees will receive an update regarding Food Services.

Attached is the current and draft edition of the Sylvan Union School District Special Education Handbook. Special Education Certificated staff have been working on this handbook for many years.  All have had input in the creating and editing of the document.  In addition the SELPA Director has also reviewed it.  We know this handbook will evolve as laws change and as we create new procedures and processes.  It will be a working document that reflects our growth as a department.  Updates will be communicated in "real time" as they occur to all Special Education teachers and administrators.  We will continue to vet all additions and changes through the appropriate departments and staff before the handbook is changed or updated.

The Board of Trustees to be presented with a Fall 2018 update on the 3 Year Plan 2017-2020.

The California Department of Education and the California County Superintendents Educational Services Association had not determined prior to the start of the 2018-2019 school year if the new Equity report on the California School Dashboard will be used to replace the Academic Performance Indicator reports that were part of the retired No Child Left Behind.  These groups are currently working through that issue and need to have the American Civil Liberties Union sign off on any new procedures. Previously identified Williams Monitoring schools are still required to follow California Education Code Section 1240(c)(2)(F) and (J) specific that county superintendents must monitor decile 1-3 schools for: a) Sufficiency of instructional materials; b)  Facilities deficiencies; c) Accuracy of data reported on the School Accountability Report Card (SARC) related to sufficiency of materials and facilities deficiencies; and d) Teacher misassignments and teacher vacancies.

Attached are the Woodrow Reports for instructional materials and facilities.  There were no insufficiencies of instructional materials found. The facilities report produced a rating of exemplary.

As per Board Bylaw 9322: Agenda/Meeting Materials, "Any Board member or member of the public may request that a matter within the jurisdiction of the Board be placed on the agenda of a regular meeting.  The request shall be submitted in writing to the superintendent or designee with supporting documents and information, if any, at least one week before the scheduled meeting date."  The Board of Trustees will review the District's EE05 report.

The district has been using On-Pass Software for boundary studies since 2011, and student demographics were loaded to the software through 2014.  The software was used during FY13 to modify school boundaries.  The software provides the ability to utilize current and historical data to create boundary scenarios based on multiple demographic factors, and to provide enrollment projections based on historical data.

As the Board Subcommittee for Facilities continues its work on long-range facilities planning, the software will provide valuable information on multiple data points to assist the subcommittee in forming long-term facilities recommendations. 

In order to use the software to its full capacity it is necessary to load student demographic data for the past years.  In addition, a version upgrade and training will be required to learn the new version of the software.

Attached is information about the software, an implementation plan, and cost.  The software will be paid from Developer Fees and will have an annual cost of $5,000. 

The initial cost is:

$7,116 Set-up and training

$2,000 Kindergarten projection for the 2019-20 school year.

See the attached proposal for additional information.

The Board of Trustees will receive information regarding the purchase/upgrade of On-Pass software to assist the district in long-range facilities and school boundary planning.

As per Board Policy 5117.1, staff will review Interdistrict Attendance requests for the 2018-2019 school year with the Board of Trustees.

As per Board Policy 5117.1, staff will review Interdistrict Attendance requests for the 2018-2019 school year with the Board of Trustees.  Board Policy 5117.1 addresses Interdistrict Attendance Agreements.  Attached is a summary of the Interdistrict requests processed as of September 26, 2018, for the 2018-2019 school year.

As per Board Policy 5116.1, staff will review Intradistrict Attendance Agreements for the 2018-2019 school year with the Board of Trustees.

As per Board Policy 5116.1, staff will review Intradistrict Attendance Agreements for the 2018-2019 school year with the Board of Trustees.  Attached is a summary of the Intradistrict requests.  As of September 26, 2018, we have 159 new Intradistrict Agreements and 22 Overflow agreements.

The Board of Trustees participated in a Governance Self Evaluation survey during their Fall Governance Board Retreat on September 13, 2018.  This is an opportunity for the Board of Trustees to discuss their next steps as a governance team.

At the August 28, 2018, Regular Board meeting, the Board of Trustees was given a "preview" and received policy binders for the May and October 2017 policy updates.  The Board of Trustees and staff reviewed policy updates for a "first reading" at the September 11, 2018, Regular Board meeting.  A "second reading" will be conducted at the October 9, 2018, Regular Board meeting, and final reading/adoption at the October 30, 2018, Regular Board meeting.

The Board of Trustees and staff to conduct a "second reading" of the policy updates and minor revisions from July through October 2017. 

The Superintendent will give a brief report of the Districtwide Parent Information Safety Night held on September 26, 2018.

The District has been collecting school facilities developer fees under various authorities since 1986.  Government Code Section 66006 (b) requires any public agency collecting developer fees to annually report on the status of these funds. 

Within 180 days of the close of the fiscal year, districts must make available to the public information regarding the beginning balance, interest and other income, expenditures, refunds, and ending balance.  Districts must also identify each public improvement on which the fees were expended, the amount of expenditures on each improvement, and the total percentage of the improvement which was funded with fees.  Additionally, if districts have determined that sufficient funds have been collected to complete financing on an incomplete improvement, an approximate date by which the construction of the public improvement will commence must be identified.  Also, Districts must provide a description of each inter-fund transfer or loan made from the fund, including the public improvement on which the transferred or loaned fees will be expended and the date on which the loan will be repaid. 

The attached report provides revenue and expenditure detail for the 2017-18 fiscal year and the preceding four (4) years.

Staff recommends the acceptance of the 2017-18 Fiscal Year Developer Fee Report and adoption of Resolution 2018/2019 #10: Making Findings Pertaining to Developer Fees. 

The Board of Trustees will consider acceptance of the 2017-2018 Developer Fee Report and adoption of Resolution 2018/2019 - #10: Making Findings Pertaining to Developer Fees. 

None

Previously, on August 31st, we shared information about the insurance committee purpose and meeting dates. The insurance committee (including SEA, CSEA, retirees) met 4 times in the past four (4) weeks to learn about, discuss and make recommendations for district benefits. We want to thank our employees who volunteered their time to give feedback and input about benefits.  Open Enrollment is from October 25^th to November 21st with our Annual Carrier Day held on October 25th from 12:00-5:30 p.m. at the District Office in the Staff Development Room.  More information and an invite to Carrier Day will be sent to all district staff.  Other exciting news includes that we will also be rolling out Benefit Bridge for employees, an online platform that allows our employees to directly access and manage their benefit options and information.  Detailed information about Benefit Bridge will be shared with all employees in the next weeks.

The committee considered several enhancements to our Dental Plan.  The committee recommended adding a third cleaning and composite fillings for molars.  Due to the district’s healthy fund balance for our self-insured dental plan, the enhancements are added with no increase to the rates.

In addition to the Insurance Committee we also previously shared information about a meeting for our retirees.  We invited retirees to an informational meeting, on Wednesday, September 5^th regarding Retiree First, a program that offers benefits for retirees who are 65+.  We had about twenty (20) retirees attend this meeting and we have vetted four (4) phone calls from current retirees about Retiree First.  The Insurance Committee determined that we would move forward with Retiree First (with the provider of Transamerica). This switch from United Health Care to Retiree First will save our retirees, who currently utilize UHC, with over $800/annual savings.  There are also savings for co-pays in this new program. Retirees 65+ who have elected Kaiser will not be impacted by Retiree First.

The Committee recommends the 2019 renewals as attached.

It is recommended the Board of Trustees approve the insurance renewal rates as attached for the 2019 calendar year.

See the attached summary of the insurance rate increases.  Premium rate increases will be shared 50% by the district and 50% by employees.  Multiple funding sources are affected.

SKW & Associates has provided a fixed fee proposal in the amount of $93,800 to provide architectural and engineering services to re-pave designated asphalt areas at Sylvan, Stockard Coffee, and Woodrow Elementary Schools and Somerset Middle School.

The projects were identified in the 2018-19 Capital Outlay Plan approved by the Board on April 17, 2018 (see attached).

Staff recommends approval of the proposal from SKW & Associates for architect and engineering services in the amount of $93,800 for paving projects.

The Board of Trustees to consider approval of the proposal from SKW & Associates for architect and engineering services in the amount of $93,800 for paving projects at Sylvan, Stockard Coffee, and Woodrow Elementary Schools and Somerset Middle School.

Deferred Maintenance (Fund 14):  $93,800

As part of the development of a Florsheim Homes residential project, Modesto Irrigation District (MID) has requested that the District convey an easement to it over and across portions of the Elizabeth Ustach Middle School for purposes of constructing, operating, inspecting, maintaining, replacing, and relocating irrigation facilities and appurtenances, along with temporary construction access for reasonable staging and access thereto.

On September 11, 2018, the Board took the initial steps legally required to dedicate a utility easement and called for a mandatory public hearing to be held on October 9, 2018, on the question of the easement dedication.  Notice of the hearing was given as required.  If the Board does not receive a petition signed by at least 10% of the qualified electors in the District objecting to the easement, the Board may grant the easement after the public hearing, by adopting Resolution No. 2018/2019 #11.  Thereafter, the easement deed will be executed and recorded. 

Staff recommends the Board of Trustees approve Resolution No. 2018/2019 #11 Authorizing Conveyance of Easement to the Modesto Irrigation District.

The Board of Trustees will hold a public hearing on the grant of utility easement for irrigation facilities and appurtenances purposes to MID and take action to approve the easement conveyance.

General Fund:  Some legal fees were incurred to ensure compliance of the easement dedication to Education Code requirements.   

It is recommended that Board of Trustees approve the minutes of the September 10, 2018, Special Board Meeting; September 11, 2018, Regular Board Meeting; and September 13, 2018, Fall Governance Retreat.

Education Code 17546 allows districts to sell or dispose of obsolete property 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. 

Please find the attached list by site of supplies and equipment district staff has determined to be in a condition unsuitable for continued use. 

Staff recommends the Board of Trustees declare the value of each obsolete item listed is less than $2,500.00; and to authorize staff to dispose of the 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.

On October 6, 2015, the Board of Trustees approved the Positive Behavior Intervention and Supports (PBIS) Contract with Stanislaus County Office of Education (SCOE) for a three-year training and implementation program for Somerset Middle School.  Staff is requesting approval of part three (3) of the three (3) year commitment with SCOE for the PBIS training at Somerset Middle School for the period of July 1, 2018, through June 30, 2019.

Staff is requesting the Board of Trustees approve the training agreement with Stanislaus County Office of Education (SCOE) for the Positive Behavior Intervention and Supports (PBIS) training at Somerset Middle School for the period July 1, 2018, through June 30, 2019.

Staff is requesting the Board of Trustees approve the training agreement with Stanislaus County Office of Education (SCOE) for the Positive Behavior Intervention and Supports (PBIS) training at Somerset Middle School for the period July 1, 2018, through June 30, 2019.

Title 1 Site Based Allocation: $6,000

The Sylvan Union School District participates in an insurance pool with Modesto City Schools and the Stanislaus Union School District for liability, automobile, and property insurance.  Risk Management has prepared information related to the liability and property insurance proposals for the 2018-2019 policy year that runs from October 1, 2018, through September 30, 2019. The Board of Trustees is being asked to approve the placement of insurance with the companies as outlined in the attached memorandum, which also includes a complete description of the terms and coverage of the proposed policies. 

The three (3) districts solicit the market as a group to secure insurance coverage based on the collective insurance needs of all three (3) districts.  However, each district purchases its liability and property insurance independently.  Property insurance is based on estimated property replacement value and the liability premium is based on ADA.  In order to purchase insurance, an independent broker secures quotes from underwriters. 

Property and liability rate quotes are secured each policy period through a competitive process. This year's policy amount reflects an increase of $14,465 from the previous year.  

Staff recommends the Board of Trustees approve the placement of insurance for policy year October 1, 2018, through September 30, 2019, as follows: 

1. General and automobile liability insurance to be placed with the Great American Insurance Company at a premium of $150,713. 

2. Property, buildings, contents, contractors' equipment, computer coverage with Traveler’s Insurance Company at a premium of $68,341. 

3. Boiler and machinery coverage to be placed with Travelers Insurance Company at a premium of $4,192. 

4. Faithful performance to be placed with the National Union Fire Insurance Company of PA at a premium of $2,997.

It is recommended the Board of Trustees approve the placement of insurance for policy year October 1, 2018, through September 30, 2019, with Great American Insurance Company; Travelers Insurance Company; and National Union Fire Insurance Company of PA.

Total Amount: $226,243

It is recommended the Board of Trustees approve the Yearbook Contract for Stockard Coffee Elementary School with Shoob Photography for the 2018-2019 school year.

Staff recommends the Board of Trustees approve the Yearbook Contract for Stockard Coffee Elementary School with Shoob Photography for the 2018-2019 school year.

It is recommended the Board of Trustees approve the Yearbook Contract for Stockard Coffee Elementary School with Shoob Photography for the 2018-2019 school year.

1. The donation of $40.00 from YourCause Corporate Employee Giving Away Programs to Freedom Elementary School for instructional materials, curriculum or interventions for students. 

2. The donation of $350.00 from Sherwood Parent Teacher Club to Sherwood Elementary School to purchase Zingy Online Science Accounts for fifth-grade students.

3. The donation of twenty-five yoga mats with straps, mat cleaner, and singing bowl valued at $726.12 from Donor's Choose to Sylvan STEAM Academy.

4. The donation of one hundred fifty (150) books and $1,540.00 as part of the Subaru Loves learning campaign from Modesto Subaru to Somerset Middle School.