Initiation of litigation pursuant to subdivision (c) of section 54956.9: (Number of Cases: 3 (Three))

Title: Administrative Assignments

(Education Code 54957) 

SPEAKER: Debra M. Hendricks, Superintendent

Staff does not have written communication at this time.

SPEAKER: Debra M. Hendricks, Superintendent

Information will be shared regarding the Parent Focus Group for the 2018-19 school year.

SPEAKER: Laura Wharff, Assistant Superintendent of Curriculum and Instruction

The State Board of Education, on November 9, 2017, adopted ten (10) instructional materials programs for History Social Science that were recommended by the Instructional Quality Commission. Four (4) programs were adopted for grades K-5 or 6; five were adopted for grades 6-8, and one was adopted for grade 8 alone.

In May and August of 2018, a team of teachers, representing all grades and sites, met to engage in a study of the History Social Science Framework, and to develop criteria to use as they examined materials for a potential pilot.

On September 27, the team reviewed all of the materials that had been adopted by the State Board of Education. The teams selected the following materials to pilot:

The pilot process began on December 3, 2018, and concluded on March 8, 2019.

SPEAKER: Debra M. Hendricks, Superintendent

The Superintendent will provide the Board of Trustees and stakeholders with an update on the technology viruses that were reported in March.

SPEAKER: Didi Peterson, Assistant Superintendent of Human Resources 

The Business and Human Resources Departments collaborated on an updated job description for the Supervisor of Maintenance and Operations. The updated description will reflect the changes in the responsibilities and current job expectations for this position. The updated job description will be presented at the next regular board meeting on April 23, 2019. 

Staff will also recommend that the title of the job be changed from Supervisor to Director to better align this job title with other classified supervisory positions based on the same level of job responsibilities. The salary schedule and number of workdays, for the position, will remain the same. 

SPEAKER: Debra M. Hendricks, Superintendent

Staff will be presenting a draft copy of the Air Quality Policy recommended by Valley Air District.

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

Staff will present any new safety and facilities updates and the Board of Trustees will have an opportunity to ask questions.

SPEAKER: Debra M. Hendricks, Superintendent and Didi Peterson, Assistant Superintendent of Human Resources

It is recommended the Board of Trustees adopt Resolution 2018/2019 - #20 proclaiming May 5-11, 2019, as "Week of the Teacher".

SPEAKER: Debra M. Hendricks, Superintendent and Didi Peterson, Assistant Superintendent of Human Resources

It is recommended the Board of Trustees adopt Resolution 2018/2019 - #21 proclaiming May 19-25, 2019, as "Classified School Employees' Week".

SPEAKER: Michael Maaske, Director of Food Services 

Michael Maaske, Director of Food Services and Brenda Flores, Supervisor of Food Services would like to request approval from the Board of Trustees to attend the School Nutrition Association Annual Conference in St. Louis, Missouri. The School Nutrition Association Annual Conference is scheduled July 13, 2019, to July 16, 2019. This Annual Conference will offer more than 120+ education sessions of professional development opportunities including the best speakers in school nutrition. Professional development opportunities in the four Key Areas of Nutrition, Operations, Administration and Communications & Marketing will be offered. Participants will dive deep into every topic from the nuts and bolts of school food service to the hottest topics and cutting-edge ideas in the school nutrition segment today.

The School Nutrition Association Annual Conference will also provide the opportunity for networking with thousands of food service professionals from across the nation. This networking opportunity will provide attendees the opportunity to discuss trends, swap tips, exchange ideas and benchmark their current practices. The Annual Conference is the premier event in the School Food Service Industry and will provide solid foundational information to assist the Food Service Department in continuously improving its operations which will ultimately benefit the students of the Sylvan Union School District. 

It is recommended that the Board of Trustees approve the Out of State Conference Attendance for Michael Maaske, Director of Food Services and Brenda Flores, Supervisor of Food Services to attend the School Nutrition Association Annual Conference.

The Board of Trustees will consider the Out of State Conference Attendance for Michael Maaske, Director of Food Services and Brenda Flores, Supervisor of Food Services to attend the School Nutrition Association Annual Conference.

Total Travel and Expenses for Michael Maaske and Brenda Flores to attend the School Nutrition Association Annual Conference estimated: NOT TO EXCEED $7,000. (Travel and Expenses will be paid by the Cafeteria Fund)

SPEAKER: Yvonne Perez, Assistant Superintendent of Business Services

The District is required to secure the services of a DSA Certified Inspector of Record for construction projects. Staff solicited quotes from qualified DSA Inspectors in May 2016 and received the following rates:  

1. B & R Enterprises - $70.00/hr; Full-time Monthly Rate: $11,760; 
2. Iomlan Construction Services: $71.37/hr (avg);  Full-Time Monthly Rate: $13,304
3. Meridith Holloway: $65.00/hr:  Full Time Monthly Rate: 10,500;  

Staff recommends the approval of a contract with Meridith Holloway, DSA Inspector of Record Services for the Sylvan Elementary Window Replacement Project.

The Board of Trustees will consider approval of a contract with Meridith Holloway, DSA Inspector of Record Services for the Sylvan Elementary Window Replacement Project.

Deferred Maintenance:  $65.00/hour, Not To Exceed: $7,250/month

SPEAKER: Yvonne Perez, Assistant Superintendent of Business Services 

Hazardous Material Related Monitoring Services are necessary for the Sylvan Window Replacement Project.  The services are necessary to comply with stringent state guidelines for the removal of hazardous material from a construction site.

Staff recommends approval of the proposal from Millennium Consulting Associates, Inc. for Hazardous Material Removal Management Services.

The Board of Trustees will consider approval of the proposal from Millennium Consulting Associates, Inc. for Hazardous Material Removal Management Services.

Deferred Maintenance:  $6,130

SPEAKER: Sean Smith, Supervisor of Maintenance and Operations

The District dump truck is thirty-six (36) years old and is in need of replacement. Due to CARB emissions regulations, we are currently restricted to using this vehicle for no more than 1,000 miles a year. We come close to that mileage every year.

The rear bed door is unsafe to operate and has required that two people open and close when making trips to the dump or when offloading sand, wood chips or other materials at sites.

What we need in a dump truck is that the Gross Vehicle Weight (GVW) be under 26,000 pounds, so that it can be operated by anyone with a Class A License. Additionally, our usage requires that the bed have a high wall. Dump trucks in the sub-26,000 pound weight class typically have short sided beds that are dangerous when carrying scrap metal or obsolete furniture.

We have located a used dump truck in Hanford. It is a 2013 International 4300 with an automatic transmission, appears to be in great condition and meets all of our specifications.  The cost is $52,395, excluding tax and registration fees. This price includes a brand new, custom-made bed with higher walls.

We searched for comparable dump trucks within a 250 mile radius and came up with the following results:

2019 International                           $92,053                                 Stockton

2019 International                           $92,900                                 Sacramento

2018 Ford F-750                             $88,941                                 Sacramento

Expanding our search area, we came up with the following results:

2017 International                           $68,000                                 North Carolina

2014 International                           $49,900                                 Virginia

The price of the used dump truck is $52,395 and will be paid from the Routine Repair and Maintenance Equipment budget.  Additional information is attached.

Staff recommends approval to purchase a dump truck from McLellan Industries. Purchase price will be negotiated, but will not exceed $52,395 plus fees and taxes.

The Board of Trustees will consider approval of request to purchase a used dump in the amount of $52,395.

Routine Repair and Maintenance Budget:  (Not To Exceed) $52,395

SPEAKER: Sean Smith, Supervisor of Maintenance and Operations 

The district currently has a bucket truck, or boom truck which we utilize in both maintenance and grounds departments for the safe repair/ replacement of parking lot or building lighting, school signage, flagpoles, cleaning of gutters, tree trimming and other such services for which a traditional ladder would be unsuitable and unsafe.

Purchased well used several years ago, our current truck has fallen into disrepair and has become unsafe to operate.  Additionally, the bucket is all metal, posing a clear safety hazard if working near electrical lines.  We have identified this vehicle on our near-term replacement list and one has recently become available locally. It is a 2000 Ford F-450 and our district mechanic has verified that it is in very good condition.  It has a full fiberglass bucket.  As with the above-mentioned work truck, these vehicles do not come around often and are very hard to obtain three (3) quotes, especially in the configuration that best suits our needs.

The cost of the bucket/boom truck is $13,716.72.  

The truck will be purchased from Routine Repair and Maintenance Budget equipment budget.

It is recommended the Board of Trustees approve the purchase of a bucket/boom truck for the Maintenance and Operations Department in the amount of $13,716.

The Board of Trustees will consider approval of the purchase of a bucket/boom truck for the Maintenance and Operations Department in the amount of $13,716.

Routine Repair and Maintenance:  $13,716

SPEAKER: Yvonne Perez, Assistant Superintendent of Business Services 

Resolution 2015/2016 #10: Adopting Bidder Pre-qualification process for General Contractors, Mechanical, Electrical, and Plumbing Contractors subject to all project delivery methods under Contract Code Section 20111.6 was approved by the Board of Trustees on November 17, 2016.

Public Contract Code section 20111.6 requires the District to conduct a prequalification process for general contractors, and mechanical, plumbing and electrical subcontractors, prior to those contractors and subcontractors bidding on District projects over $1,000,000 that will utilize State funding. Prequalification requires contractors to meet certain criteria, designed to assess their experience, expertise and overall ability to carry out work with the District, prior to bidding. The Statute permits the District to conduct prequalification on a quarterly, annual or project-by-project basis. The Statute requires the District to adopt procedures, including a standardized proposal form and uniform rating system for evaluating applicants.

Prequalification requires contractors to meet certain criteria, designed to assess their experience, expertise and overall ability to carry out work with the District, prior to bidding. Under current law, prequalification of contractors is now mandatory regardless of the funding source, but the District will have flexibility as to whether it will prequalify contractors on a quarterly, annual or project-by-project basis.  The District must adopt procedures, including a standardized proposal form and uniform rating system for evaluating applicants.

It was recently noted that minor discrepancies between the questionnaire and scoring document did not exactly match and require correction.  Specifically, the following discrepancies have been corrected in the scoring document.

• Part III.B, the questionnaire has five questions (2-6), yet the scoring sheet listed only three questions (2-4).  The scoring sheet did not award any points for Questions 3 and 4 in the questionnaire.
• Part III.C, the numbers of the questions in the questionnaire did not match the numbers of the questions in the scoring sheet.
• Part III.C Question 6 of the scoring sheet, indicates “5” or “-31”.The -31 should have been -5
• Part III.D, the numbers of the questions in the questionnaire did not match the numbers of the questions in the scoring sheet.  In addition, Questions 12 and 14 in Part III.D of the questionnaire were not listed in Part III.D of the scoring sheet.
• Part III.E, the numbers of the questions in the questionnaire did not match the numbers of the questions in the scoring sheet.

The revised Prequalification Application and Scoring Sheet have been corrected and requires board approval.

It is recommended the Board of Trustees approve revisions to the Pre-qualification Application and Scoring Sheet.

The Board of Trustees will consider approval of recommended revisions to the Pre-qualification Application and Scoring Sheet.

SPEAKER: Yvonne Perez, Assistant Superintendent of Business Services 

Ratification of a contract with Charter to provide internet services to Crossroads Elementary School is requested.  The deadline to select a provider and receive E-rate discounts was March 27^th.  AT&T and Charter responded to the request for bids.  The service is eligible for E-Rate discounts at 80%.  Charter provided the best pricing.

It is recommended the Board of Trustees ratify the contract with Charter to provide internet services at Crossroads Elementary School.

The Board of Trustees will consider ratifying the contract with Charter to provide internet services at Crossroads Elementary School.

E-rate (80%) and General Fund (20%):  $13,200

SPEAKER: Lisa Sandoval, Director of Fiscal Services

SPEAKER: Debra M. Hendricks, Superintendent

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

SPEAKER: Lisa Sandoval, Director of Fiscal Services

SPEAKER: Yvonne Perez, Assistant Superintendent of Business Services 

Education Code Section 35186 (copy attached) requires the District to publicly report complaints to the Board of Trustees on a quarterly basis at a regularly scheduled meeting. 

Staff recommends the acceptance of the Quarterly Report on Williams Complaints, Subject Area of Complaints, and Resolution of Complaints for quarter ending March 31, 2019. 

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, 2019, 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, 2019.

None

SPEAKER: Lisa Sandoval, Director of Fiscal Services 

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 2019-2020 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 and teacher and administrator induction. 

Attached is the agreement with projected costs for the specified services needed in 2019-2020.  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 2019-2020 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 2019-2020 Master Agreement with the Stanislaus County Office of Education for various services.

General Fund:  $275,663.25

SPEAKER: Dawn Mori, Director of Special Education

A SLPA is needed to provide speech and Language Therapy Services during the 2019-2020 School year.

Staff recommends the Board of Trustees approve the staffing agreement with Ardor Health Solutions for the 2019-2020 School Year. 

A SLPA is needed to provide Speech and Language Therapy services during the 2019-2020 School year for Special Education students according to their IEP's. 

$65/hr x 8hrs/day = $520/day x 180 days = $93,600

Not to exceed $100,000

SPEAKER: Dawn Mori, Director of Special Education 

A SLPA is needed to provide Speech and Language therapy services during the extended school year (ESY).

Staff recommends the Board of Trustees to approve the contract with Ardor Health Solutions for Extended School Year 2019.     

A SLPA can provide speech and Language therapy services during the extended school year to Special Education students according to their IEP's.

$65/hr x 4hrs /day = $260/day x 20 days = $5,200

NOT TO EXCEED: $6,000

1. The donation of $5,554.33 from Standiford Elementary PTSA to Standiford Elementary School for field trips for students.