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

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

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

Initiation of litigation pursuant to subdivision (c) of section 54956.9: (Number of Cases: One (1))

Title: Superintendent's Evaluation

(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; California School Employees Association, Chapter 73; and Unrepresented)

It is recommended the Board of Trustees approve the recommendations of the Administrative Hearing Panel in the matter of Student 2018/2019 - AH# 02.

It is recommended the Board of Trustees ratify the Stipulated Agreement in the matter of Student 2018/2019 - AH# 03.

It is recommended the Board of Trustees ratify the Stipulated Agreement in the matter of Student 2018/2019 - AH# 04.

SPEAKER: Debra M. Henricks, Superintendent 

The Board of Trustees received the following attached:

1. Stanislaus County Office of Education regarding the district's First Interim Report for fiscal year 2018-19.

2. Stanislaus County Clerk of the Board of Supervisors regarding Paradise Elementary School District requesting to move to even-numbered year elections. 

3. Stanislaus County Clerk of the Board of Supervisors regarding Modesto City Schools requesting to move to even-numbered year elections.

4. California School Boards Association: 2019 Ballot for CSBA Delegate Assembly.  The ballot will be brought back for action at the March 5, 2019, Regular Board Meeting.

SPEAKER: Debra M. Hendricks, Superintendent 

During this time, staff will be recognizing the 2018-2019 Teachers and Administrators of the Year.

SPEAKER: Debra M. Hendricks, Superintendent and Mary Ann Sanders, Boys & Girls Club

Up with People is returning to Modesto from March 18-25, 2019, to support Boys & Girls Clubs of Stanislaus County.  Up with People builds a more hopeful, trusting and peaceful world by empowering young people to be positive agents of change through action and the international and powerful language of music.  Participants from twenty countries are traveling to Modesto for a week of impact.  They'll empower the community through host family stays, cultural exchange, and many hours of community service.  Up with People will be at The Gallo Center for the Arts on Friday, March 22, 2019, at 7:00 PM with a two-hour professionally produced show.  One hundred percent of the proceeds will benefit Boys & Girls Clubs of Stanislaus County.

SPEAKER: Laura Wharff, Assistant Superintendent of Educational Services 

Staff to update the Board of Trustees on student achievement and Benchmarks.

SPEAKER: Laura Granger, Director of Professional Learning/Induction

Staff will be presenting a summary of district-led professional learning opportunities made available to certificated staff in grades TK-8.

SPEAKER: Laura Granger, Director of Professional Learning/Induction 

The CDE will allocate Low Performing Student Block Grant (LPSBG) funds during the 2018–19 fiscal year to eligible LEAs that serve pupils identified as low-performing on state English language arts or mathematics assessments and who are not otherwise identified for supplemental grant funding under the Local Control Funding Formula or eligible for special education services. According to the CDE School Improvement and Support Office, these funds allow for local control and should be tied to LCAP goals/actions, but are not required to be included in our LCAP.

According to Ed Code 41570 (1a)(1b)(1c), the LPSBG is intended to target students who generated funds:

• Not for unduplicated students

• Not for identified special education students

Allowable, expenses, but not limited to:

• Instructional materials

• Professional learning for certificated

• Additional support for pupils

In SUSD, 3,294 students are not LCFF-eligible or SPED enrollment.  Of these students, 368 total students meet the criteria for support based on the following identified measures from the 2016-2017 SBAC assessments:

• CAASPP Level 1 ELA and Math (133 students)

• CAASPP Level 1 ELA and Level 2 Math (97 students)

• CAASPP Level 2 ELA and Level 1 Math (138 students)

• CAASPP Level 1 ELA and Math score not valid (0 students)

• CAASPP Level 1 Math and ELA score not valid (0 students)

Instructional materials, professional learning for certificated staff, and additional support for pupils are allowable expenses under the grant. Based on a needs assessment in both ELA and Math of our 4th-8th grade students, staff has determined that an intensive reading and intensive math intervention that is targeted, timely, directive, systematic, research-based, and taught by a trained professional is needed to address students’ academic performance in both academic areas. After a year of inquiry into best practices and solutions for students performing far below grade level in the area of reading and math, we have identified the following to be supported by the Low Performing Student Block Grant:

• Implementation of a reading and math screening tool in grades 5-8

• Continued implementation of Read 180 and Math 180 programs in grades 6-8

• Continued Tier 1 literacy support in grades 4-8

• Professional learning for all services listed above

The effectiveness of the above noted evidenced-based services will be measured by the following throughout the school year to assure that students’ are showing increased academic achievement:

• Reading Screening Tool

• Math Screening Tool

• Oral Reading Records

• ELA SBAC

• District Trimester Benchmarks

Our plan for the expenditure of LPSBG funds align to the following LCAP goals:

• Professional Learning Services - LCAP Goal 1, Action A.1 - This action focuses on professional learning to effectively implement research-based curricular and instructional practices.

• Curriculum and Literacy Support - LCAP Goal 1, Action A.7 - This action focuses on offering a multi-tier system of support as an integrated, comprehensive framework that focuses on state standards and individual student needs.

In order to ensure community and stakeholder input, the CDE has articulated that the plan shall be discussed and adopted at a regularly scheduled meeting by the governing board of the school district. A formal proposal of the Low Performing Student Block Grant (LPSBG) will be presented to the Sylvan Board of Trustees at the February 12, 2019, meeting of the Board.

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.  

SPEAKER: Yvonne Perez, Assistant Superintendent of Business Services and Lisa Sandoval, Director of Fiscal Services

Budget Assumptions 

Each year, staff prepares Budget Assumptions to provide a framework within which the annual budget is developed. This document is based on current fiscal information and reflects the most current information available regarding the state budget. Budget Assumptions are primarily revenue and expenditure estimates which staff puts together in order to compile the budget. The Board was presented a draft copy at the February 5, 2019, Budget Study Session and a copy has been attached.

The most difficult part about developing budgets for schools is that actual revenue is not known until after the fiscal year has ended. Therefore, districts have to estimate what they think their revenue will be for the budget year.  Assumptions are the underlying factors used as the basis to develop the budget. Assumptions vary from year to year depending on such things as enrollment changes and the proposed state budget.  It is quite common to revise the assumptions utilized during the budget development process as new information becomes available.

The assumptions presented herein are based on the current economic information available. These assumptions will be updated and revised accordingly prior to the adoption of the 2018-19 budget in June. 

Budget assumptions can vary considerably depending on the economic situation and the direction outlined in the Governor’s budget proposal. Approval of this updated document will help ensure that the 2019-20 budget is prepared in a manner consistent with Board Policies and the parameters set forth in the state budget. 

Budget Guidelines

Budget Guidelines were established several years ago to provide standardized expectations from the board for the preparation of the annual budget.  At the February 5, 2019, Budget Study Session of the Board, staff was asked to draft language regarding a reserve balance level of the general fund.  During the discussion, reference was made to the Government Finance Officer Association best practice guideline for reserve balance.  The guideline provides the following recommendation with a footnote reference.

"GFOA recommends, at a minimum, that general-purpose governments, regardless of size, maintain unrestricted budgetary fund balance in their general fund of no less than two months of regular general fund operating revenues or regular general fund operating expenditures.(5)"

 Footnote 5 states,

"In practice, a level of unrestricted fund balance significantly lower than the recommended minimum may be appropriate for states and America’s largest governments (e.g., cities, counties, and school districts) because they often are in a better position to predict contingencies (for the same reason that an insurance company can more readily predict the number of accidents for a pool of 500,000 drivers than for a pool of fifty), and because their revenues and expenditures often are more diversified and thus potentially less subject to volatility."

As of the First Interim Budget Report for the period ending October 31, 2018, total general fund expenditures totaled $86,985,770 with an unrestricted fund balance of $16,301,157 18.74% reserve. 

Assuming expenses are evenly divided by 12 months, the district incurs general fund operating expenses of $14.5 million over a 2 month period.   Based on the GFOA recommendation this equates to a 16.67% fund balance target reserve for the district (reflecting 2 months of operating expense reserves).  We then assign the fund balance for items as listed (textbooks, revolving cash, and insurance deductible) to arrive at an unassigned fund balance as of October 31, 2018, of $11 million, 12.66% unassigned fund balance.

We also reviewed Board Policy 3100 providing additional guidance on adequate reserves.  The language inserted into the Budget Guideline Document #2 is directly from Board Policy.  It is nearly impossible to insert an exact reserve balance into the Budget Guidelines document, as many factors influence an adequate fund balance from year to year.  District staff and the Board of Trustees must remain vigilant in monitoring and applying an adequate reserve level for the district as the annual budget is prepared.

Reflecting upon Footnote 5 of the GFOA best practice recommendation, the history of fund balance reserves of the district, and various economic factors, no less than a 10% unassigned reserve is recommended as we begin planning the 2019-20 fiscal year budget.

The Board of Trustees will review the Draft 2019-20 Budget Assumptions and Budget Guidelines.

SPEAKER: Yvonne Perez, Assistant Superintendent of Business Services

An update of the Ustach Modernization Project and additional funding information is provided for the Board's review and discussion.  See attached.

SPEAKER: Sean Smith, Supervisor of Maintenance & Operations 

Over the last year, the maintenance staff has worked to complete projects approved by the Board of Trustees in 2018.  All projects are not yet complete, but many will be completed by June 30, 2019.  Projects not completed will be carried over to the 2019-20 fiscal year budget.

Currently, we have $1.2 million of projects identified, with an anticipated budget for new projects of approximately $1.2 million.  Staff has reviewed the project list and identified high priority projects to be considered for funding for the 2019-20 fiscal year.

Staff will seek Board approval for the final plan at the April 17, 2018, Special Board Meeting Budget Study Session. Once the plan is approved, we will move forward with scheduling the projects.  Competitive pricing on all projects will be obtained and staff will request approval for each project before awarding contracts for work exceeding $45,000.

See attached:

FY 2018-19 Capital Outlay Plan Update

FY 2019-20 Capital Outlay Plan Draft

System Replacement Schedule as of February 7, 2019

The Board of Trustees will review the 2019-20 Capital Outlay Plan Draft.

Routine Repair and Maintenance:  $1,223,717

Child Care:  $13,000

SPEAKER: Laura Wharff, Assistant Superintendent of Educational Services 

Education Code requires annual review by school boards of Board Policy 6145: Extracurricular and Co-Curricular Activities.

SPEAKER: Laura Wharff, Assistant Superintendent of Educational Services 

At the October 30, 2018, Regular Board Meeting, the Board of Trustees adopted the July and October 2017 Policy Update Packet.  In this packet was an update to Board Policy 6153: School-Sponsored Trips.  The Administrative Regulation (AR) 6153 did not have an update.  After review by staff, the AR needs to be updated as well.  A first reading was conducted at the December 11, 2019, board meeting.  The Board of Trustees raised a question to staff concerning the use of parents as chaperones on the overnight Music Department Disneyland trip and performance.  After review of current practices, staff shared that in the event when parents bring their own non-Band member children, chaperones have made arrangements with family members/spouses to supervise the sibling when they are on chaperone duty, thus not affecting chaperone duties.  With this being said, attached is a draft copy of AR 6153 for a second reading.  The highlighted items indicate new language to be added to the AR.  Staff will be requesting to adopt the AR as presented during the action portion of tonight's meeting.  

SPEAKER: Debra M. Hendricks, Superintendent and Yvonne Perez, Assistant Superintendent of Business Services 

The Board of Trustees will have the opportunity to ask questions about safety and facilities.

SPEAKER: Didi Peterson, Assistant Superintendent of Human Resources 

In reviewing our current classified substitute salary schedule, it was noted that our current wage in the first range (noon duty supervisor) needed 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.  The classified substitute salary schedule step 1 will increase from $11.38 to $12.00.

Staff recommends approval of the revised Classified Substitute Salary Schedule.

The minimum wage in the state of California increased to $12.00 per hour starting January 1, 2019. This mandate affects the first range of the classified substitute salary schedule. 

SPEAKER: Carrie Albert, Director of Student Services  

It is recommended the Board of Trustees adopt Resolution 2018/2019 - #16, in recognition of the District's School Health Services and Nursing staff.

SPEAKER: Yvonne Perez, Assistant Superintendent of Business Services 

The district is in the process of submitting an E-Rate Year 22 application for Network Equipment Upgrades.  Before an application can be complete, a competitive bid process is required, and a vendor must be selected.  The District issued a bid for Network Equipment Upgrades for improvements at all sites throughout the district. 

Staff advertised and solicited bids by placing the attached advertisement in The Modesto Bee December 12 and 15, 2018, and by posting the bid documents to the USAC EPC website.  Three (3) vendors submitted bids.  The responsive bids included:

AMS.Net: $262,244.93

DGI: $315,190.00

SHI:  Non-Responsive

The bids were evaluated on the following criteria:

The District shall award the Contract, if it awards it at all, pursuant to Public Contract Code 20118.1 to an acceptable party who is one of the three (3) lowest responsive responsible bidders.  Selection of one (1) of the three (3) lowest bids will be based on the following criteria:

1. Eligible Price 30%

2. Equipment performance and reliability 20%

3. Vendor References 10%

4. Ease of management, modification, and updating 20%

5. Warranty 10%

6. Life Cycle costs of equipment 5%

7. Ineligible Costs 5%

Total: 100%

Based on bids submitted, experience with vendors, features of the quoted switch, details of materials and equipment provided by school site, we have selected the bid proposal by AMS.Net.

The Board of Trustees to approve the bid and contract with AMS.Net for Technology Equipment Upgrades (Switches and UPS Backup) at various sites, contingent upon successful approval and funding of an E-Rate Application for the proposed equipment and services.

The Board of Trustees to consider the approval of a contract with AMS.Net for Technology Equipment (Switches and UPS Backup) at all school, contingent upon successful approval and funding of an E-Rate Application for the proposed equipment and installation.

Total Fiscal Impact: $262,244.93 Contingent upon E-Rate Award
Funding Source: E-Rate: $209,795.94
Capital Outlay (Fund 40 Resource 12): $52,448.99

SPEAKER: Laura Granger, Director of Professional Learning/Induction 

The CDE will allocate Low Performing Student Block Grant (LPSBG) funds during the 2018–19 fiscal year to eligible LEAs that serve pupils identified as low-performing on state English language arts or mathematics assessments and who are not otherwise identified for supplemental grant funding under the Local Control Funding Formula or eligible for special education services.  According to the CDE School Improvement and Support Office, these funds allow for local control and should be tied to LCAP goals/actions, but are not required to be included in our LCAP.  Funds must be expended or encumbered by November 2, 2021.

None. Estimated grant funds to be received: $727,177.

SPEAKER: Laura Wharff, Assistant Superintendent of Educational Services 

At the October 30, 2018, Regular Board Meeting, the Board of Trustees adopted the July and October 2017 Policy Update Packet.  In this packet was an update to Board Policy 6153: School-Sponsored Trips.  The Administrative Regulation (AR) 6153 did not have an update.  After review by staff, the AR needs to be updated as well.  A first reading was conducted at the December 11, 2019, board meeting and a second reading was conducted at the February 12, 2019, board meeting.  A copy of the final AR is attached.

Staff recommends the Board of Trustees adopt the revisions to Administrative Regulation (AR) 6145: School-Sponsored Trips.

SPEAKER: Lisa Sandoval, Director of Fiscal Services

It is recommended that Board of Trustees approve the minutes of the January 15, 2018 Governance Team Retreat; January 15, 2019 Regular Board Meeting; and the January 24, 2019 Special Board Meeting.

Staff recommends the acceptance of the Quarterly Report on Williams Complaints, Subject Area of Complaints, and Resolution of Complaints for quarter ending December 31, 2018. 

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 December 31, 2018, 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 December 31, 2018.

None

It is recommended the Board of Trustees ratify the Portrait Agreement with Lifetouch National School Studios for the 2019/2020 school year for Sylvan STEAM Academy.

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

2. The donation of $50.00 from Harold Page to Orchard Elementary School for instructional materials and/or recognition supplies for students.