Initiation of litigation pursuant to subdivision (c) of section 54956.9: (Number of Cases: Four (4))

(Government Code 54957)

Title: Superintendent's Evaluation

Title: Administrative Assignments

(Education Code 54957) 

Title: Assistant Superintendents' Contracts

(Education Code 54957.6) District Negotiator: Debra M. Hendricks and Didi Peterson
Employee Organizations: All Groups (Sylvan Educators Association (SEA); California School Employees Association, Chapter 73 (CSEA); and Unrepresented) 

The Superintendent will provide an update on the progress of the 8th grade criteria for promotion update.

Speaker: Marti Reed, Director of Categorical Programs 

The California School Dashboard contains reports that display the performance of local educational agencies (LEAs), schools, and student groups on a set of state and local measures to assist in identifying strengths, challenges, and areas in need of improvement.

Based on the Local Control Funding Formula (LCFF), which was passed in 2013, California has a new accountability system that is based on multiple measures. These measures are used to determine local educational agency (LEA) and school progress toward meeting the needs of their students. The measures are based on factors that contribute to a quality education, including high school graduation rates, college/career readiness, student test scores, chronic absenteeism, English learner (EL) progress, suspension rates, and parent engagement.

The Fall 2018 CA School Dashboard was released in December 2018.  The Dashboard has been redesigned to be more user friendly.

Speaker: Lisa Sandoval, Director of Fiscal Services 

The Board of Trustees will be presented with information regarding the Governor's Proposals for the 2019-20 fiscal year State Budget.

The Board of Trustees will be presented with information regarding the Governor's Proposals for the 2019-20 fiscal year State Budget.

Speaker: Debra M. Hendricks, Superintendent 

As part of the 2018-2019 Governance Goals, staff will be providing a copy of the SUSD Communication Plan that includes templates from all departments.  The attached document is used to implement district-wide communications.  Communication documents and template copies are used to communicate district-wide information to students, families, and staff members.

Speaker: Laura Wharff, Assistant Superintendent of Educational Services 

Per the 2018-2019 Governance Goals, staff will provide a report on research-based material supporting the most effective way to utilize homework and the effect homework has on student success. 

Speaker: Laura Wharff, Assistant Superintendent of Educational Services 

Per the 2018-2019 Governance Goals, staff will provide a report on how to increase science learning opportunities in classrooms.

Speakers: Carrie Albert, Director of Student Services and Dawn Mori, Director of Special Education  

As part of the 2018-2019 Governance Goals, a committee (Educational Options) was formed to research, report and develop a recommendation as to how Sylvan Union School District can better serve students:1) who have behaviors which cause students to be approaching recommended for expulsion; or 2) who have been expelled from our district.

An update will be provided as to the progress of the committee and our next steps.

Speaker: Didi Peterson, Assistant Superintendent of Human Resources 

Presented for the Board's information and review is the updated and revised job description for the Assistant Superintendent of Educational Services. The updated description reflects the changes in the roles and responsibilities since 1995 for the current job expectations. 

Speaker: John Patten, Director of Technology

Staff will be presenting a Technology update and provide information on the chromebook purchase.

Speaker: Dawn Mori, Director of Special Education 

We will review longitudinal data regarding the Annual Performance Review (APR) reports for Special Education. Additional information will be presented for preschool. 

N/A

Speaker: Laura Wharff, Assistant Superintendent of Educational Services 

At the June 26, 2018, regular board meeting, the Board of Trustees adopted revisions to Board Policy 5145.13: Response to Immigration.  After reviewing current BP 0410: Nondiscrimination in District Programs and Activities, it is determined that the policy also needs to be updated with new language to reflect the changes of the new law.  The highlighted items indicate new language to be added to the BP.  Staff and the Board of Trustees conducted a first reading at the December 11, 2018, board meeting.

Staff and the Board of Trustees conducted a first reading at the December 11, 2018, board meeting.
Speaker: Laura Wharff, Assistant Superintendent of Educational Services 

At the June 26, 2018, Regular Board Meeting, the Board of Trustees adopted revisions to Board Policy 5145.13: Response to Immigration.  After reviewing current BP 5145.3: Nondiscrimination/Harassment, it is determined that the policy also needs to be updated with new language to reflect the changes of the new law.  The highlighted items indicate new language to be added to the BP.  Staff and the Board of Trustees conducted a first reading at the December 11, 2018, board meeting.

Speakers: Debra Hendricks, Superintendent and Yvonne Perez, Assistant Superintendent of Business Services 

Staff will provide a safety and facilities update with an opportunity for board questions.

Speaker: Didi  Peterson, Assistant Superintendent of Human Resources 

The proposed school-year calendar for 2019-2020 is submitted for the Board's review and approval. There were four (4) calendar options that were created and reviewed by the calendar committee. After gathering input, the submitted calendar was the selected option for the 2019-2020 school year. 

Staff recommends that the Board of Trustees approve the submitted 2019-2020 school year calendar. 

There is no financial impact.

Speaker: Yvonne Perez, Assistant Superintendent of Business Services 

A contracted accounting firm must perform an audit of the District’s financial statements annually. Christy White Associates conducted the audit of the 2017-2018 fiscal year financial statements. Their report was finalized in December and copies were filed with the State Controller’s Office, the California Department of Education, and Stanislaus County Office of Education.

Ms. Monique Manzo from Christy White Associates will present a summary of the report and accept questions from the Board of Trustees. 

Attached is the Audit Report dated June 30, 2018.  Hard copies will also be provided to the Board of Trustees.

It is recommended the Board of Trustees approve the Audit Report for the year ending June 30, 2018.

Speaker: Didi Peterson, Assistant Superintendent of Human Resources 

In reviewing our current classified salary schedule, it was noted that our current wage in cells C1 and D1 will need to be increased to $12.00/hour starting January 1, 2019. The District and California School Employees Association (CSEA) have previously discussed and agreed upon the proposed changes to the salary schedule to ensure we meet the wage requirements.  As stated on the Division of Labor Standards Enforcement website for the State, “Although there are some exceptions, almost all employees in California must be paid the minimum wage as required by state law. Effective January 1, 2017, the minimum wage for all industries will be increased yearly.  From January 1, 2017, to January 1, 2022, the minimum wage will increase for employers employing 26 or more employees.”  In order to be compliant with the minimum wage rate for 2019, the pay rate for the affected cells will need to be adjusted. 

Staff recommends approval of the revised Classified Salary Schedule.

In reviewing our current classified salary schedule, it was noted that our current wage in cells C1 and D1 will need to be raised to $12.00 per hour after January 1, 2019, in order to meet the minimum wage increase mandates for the State of California. We currently have 7 employees in C1 and no employees in D1. The District and CSEA have previously discussed and agreed to the proposed changes to the salary schedule to ensure we meet the wage requirements. Salary schedule step C1 will increase from$11.48 to $12.00 and step D1 will increase from $11.80 to $12.00.

The cost of the wage increase is dependent upon the number of new hires into the classification will be placed at C1; currently seven (7) employees are impacted. Not to exceed $2000 for the remainder of the 2018-2019 school year. 

The district issued a bid for the Sylvan Elementary School Window Replacement Project and advertised the bid in the Modesto Bee on October 6, 2018, October 13, 2018, and on December 2, 2018, and also notified the local plan rooms.   Sealed bids were due on January 8, 2019, at 1:30 pm and were opened publicly.  The district received one (1) responsive bid.

The low bid was received from Boyer Construction (see attached bid record).

As part of the contractor’s submitted bid package, the district verified the following: 

• Addendum Acknowledgment
• Information Requested of Bidders
• Bid Bond
• Subcontractor’s List
• Site Visit Certification
• Non-Collusion Declaration
• Iran Contracting Act Certification

Prior to finalizing the contract and before issuing the Notice to Proceed, the contractor will be required to file all required contract documents within seven (7) days of the Notice of Award.

Staff recommends the Board of Trustees accept the low bid from Boyer Construction and award a contract in the amount of $310,900.  

It is also recommended a district contingency of 5% be added to the project in the amount of $15,545. Change request authority will be granted to the Assistant Superintendent of Business Services up to $15,545 without formal Board action.  All change requests will be bundled into a Change Order and ratified by the Board of Trustees upon completion of the project.  

Staff recommends the Board of Trustees accept the low bid from Boyer Construction for the Sylvan Elementary School Window Replacement Project and award a contract in the amount of $310,900.

It is also recommended a district contingency of 5% be added to the project budget in the amount of $15,545. Change Order request authority will be granted to the Assistant Superintendent of Business Services up to $15,545 without formal board action.

The Board of Trustees will consider acceptance of the low bid submitted by Boyer Construction in the amount of $310,900 for the Sylvan Elementary School Window Replacement Project.

Bond Fund (Fund 21): $218,121

Deferred Maintenance (Fund 14): $108,324

Speaker: Laura Wharff, Assistant Superintendent of Educational Services 

Staff recommends the approval of the report of the GATE/Honors Working Group.

None

Speaker: Didi Peterson, Assistant Superintendent of Human Resources 

Submitted for the Board's review and approval is an updated job description for the position of Assistant Superintendent of Educational Services (previously Assistant Superintendent of Curriculum and Instruction). The former job description was created in 1995. The updated description captures the current job responsibilities and expectations for this position. 

Staff recommends approval of the revised and updated job description for the position of Assistant Superintendent of Educational Services. 

There is no financial impact.

Speaker: Dawn Mori, Director of Special Education 

A parent of a student in our District has requested that we provide for an Individual Education Evaluation or IEE for their child. 

Staff recommends the Board of Trustees to approve the service agreement with SRP Psychological Services.

Financial Impact: $5,500

NOT TO EXCEED: $5,500

Speaker: Laura Wharff, Assistant Superintendent of Educational Services 

Staff is recommending the Board of Trustees adopt the revisions to BP 0410: Nondiscrimination in District Programs and Activities.

Speaker: Laura Wharff, Assistant Superintendent of Educational Services 

At the June 26, 2018, regular board meeting, the Board of Trustees adopted revisions to Board Policy 5145.13: Response to Immigration.  After reviewing current BP 0410: Nondiscrimination in District Programs and Activities, it is determined that the policy also needs to be updated with new language to reflect the changes of the new law.  The highlighted items indicate new language to be added to the BP.  Staff and the Board of Trustees conducted a first reading on December 11, 2019, and a second reading on January 15, 2019.  Staff is presenting the revisions for adoption.

Speaker: Laura Wharff, Assistant Superintendent of Educational Services 

Staff is recommending the Board of Trustees adopt the revisions to Board Policy 5145.3: Nondiscrimination/Harassment.

Speaker: Laura Wharff, Assistant Superintendent of Educational Services 

At the June 26, 2018, Regular Board Meeting, the Board of Trustees adopted revisions to Board Policy 5145.13: Response to Immigration.  After reviewing current BP 5145.3: Nondiscrimination/Harassment, it is determined that the policy also needs to be updated with new language to reflect the changes of the new law.  The highlighted items indicate new language to be added to the BP.  Staff and the Board of Trustees conducted a first reading on December 11, 2019, and a second reading on January 15, 2019.  Staff is presenting the revisions for adoption.

Speaker: Carrie Albert, Director of Student Services 

It is recommended that the Board of Trustees adopt Resolution 2018/2019- #15, recognizing February 4-8, 2019, as "National School Counseling Week."

It is recommended that the Board of Trustees adopt Resolution 2018/2019- #15, recognizing February 4-8, 2019, as "National School Counseling Week."

None

Speaker: Lisa Sandoval, Director of Fiscal Services 

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

Speaker: Debra M. Hendricks, Superintendent

It is recommended that Board of Trustees approve the minutes of the December 11, 2018, Regular Board Meeting.

Speaker: Lisa Sandoval, Director of Fiscal Services

Speaker: Marti Reed, Director of Categorical Programs 

In November 1988, California voters passed Proposition 98, also known as The Classroom Instructional Improvement and Accountability Act.  This ballot initiative provides California's public schools with a stable source of funding. In return, all public schools in California are required annually to prepare School Accountability Report Cards (SARC) and disseminate them to the public.  SARCs are intended to provide the public with important information about each public school and to communicate a school's progress in achieving its goals.

The Board of Trustees to approve the 2017-2018 School Accountability Report Cards for the Sylvan Union School District.

None

Speaker: Dawn Mori, Director of Special Education 

Annually we enter into a memorandum of understanding (MOU) agreement with Stanislaus County Office of Education (SCOE-CFS) Child & Family Head Start in order to provide mainstreaming opportunities and placements for Special Education students within their Coleman F. Brown Head Start Center program.

Staff recommends approval of the renewal of the memorandum of understanding with Stanislaus County Office of Education (SCOE-CFS) Child & Family Head Start.

None 

Speaker: Debra M. Hendricks, Superintendent 

Students and staff benefit from business partnerships within our community.

It is recommended that the Board of Trustees approve renewal of district membership with the Modesto Chamber of Commerce for the period covering February 1, 2019, to January 31, 2020.

$250.00 annually

Speaker: Yvonne Perez, Assistant Superintendent of Business Services 

During our renewal discussions with Keenan & Associates for services related to the district's health and welfare benefits, Keenan & Associates offered to lower its compensation received from the medical carriers, namely Kaiser Permanente and Sutter Health Plus.  The change will become effective January 1, 2019, and reflects the following:

1. Sutter Health Plus – commission reduction from 2% to 1%
2. Kaiser Permanente – commission reduction from 1% to 0.8%

 The original contract from 2008 and Amendment No. 1 are attached.

It is recommended the Board of Trustees ratify the Amendment No. 1 to the contract with Keenan & Associates for services related to the district's health and welfare benefit.

It is recommended the Board of Trustees ratify Amendment No. 1 to the contract with Keenan & Associates for services related to the district's health and welfare benefits.

Commission rates are reduced.

1. The donation of $200.00 from Stanislaus Partners in Education to C.F. Brown Elementary School for attendance incentive prizes for students.

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

3. The donation of $2,066.44 from Shoob Photography to Freedom Elementary School for student supplies and recognition.

4. The donation of $200.00 from Stanislaus Partners in Education to Mary Ann Sanders Elementary School for student supplies for Susan Wagner's classroom.

5. The donation of $200.00 from Stanislaus Partners in Education to Mary Ann Sanders Elementary School for student supplies for Sarah Deaton's classroom.

6. The donation of $200.00 from Stanislaus Partners in Education to Mary Ann Sanders Elementary School for student supplies for Shannon Birlew's classroom.

7. The donation of $200.00 from Stanislaus Partners in Education to Sylvan STEAM Academy for student supplies for Amber Leonetti's classroom.

8. The donation of $11,618.87 from Sylvan Elementary Parent Teacher Organization to Sylvan STEAM Academy for thirty-six (36) Dell Chromebooks and licenses.

9. The donation of $300.00 from Rickey Holcombe and Pacific Gas and Electric Company to Somerset Middle School for instructional materials, curriculum or interventions for students.