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

Title: Administrative Assignments

(Education Code 54957) 

Title: Assistant Superintendents' Contracts

SPEAKER: Debra M. Hendricks, Superintendent

The Board of Trustees received the District's 2018-2019 Second Interim Report from the Stanislaus County Office of Education.

SPEAKER: Debra M. Hendricks, Superintendent

The Superintendent will be updating the Board of Trustees on the STEAM Program for Somerset Middle School for the upcoming school year.

SPEAKER: Debra M. Hendricks, Superintendent

The Board of Trustees will receive the 3 Year Plan Spring Update from the Executive Leadership Team.

SPEAKER: Didi Peterson, Assistant Superintendent of Human Resources 

Presented for the Board's information and review is the proposed updated and revised job description for Mild-Moderate Special Day Class Teacher. The updated description reflects changes in the roles and responsibilities, since 2005, for current job expectations for this position.

SPEAKER: Didi Peterson, Assistant Superintendent of Human Resources 

We are currently contracting with the Center for Human Services for mental health clinician support. In proactively looking for solutions that support our students and staff, we want to have the opportunity to hire our own mental health clinician in place of contracted services. The provided job description for that position would allow us to hire our own clinician in the future.

Presented for the Board's information and review is the proposed draft of the job description for a newly created position in the district for Mental Health Clinician. The job description outlines the job expectations and responsibilities as well as education and experience requirements. As the social, emotional and behavioral needs of students increases in frequency and intensity, it is staff's recommendation that the District employ Mental Health Clinicians to support students, families and staff. 

SPEAKER: Laura Wharff, Assistant Superintendent of Educational Services

An update was provided to the Board of Trustees at the April 9, 2019, Regular Board Meeting.  Staff will be presenting more information and details requested by the Board of Trustees regarding the upcoming History/Social Science adoption.

Instructional Materials: $1,199,354.12

(Total for all grades, for eight (8) years)

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

The Board of Trustees will receive a safety and facilities update during this time.

SPEAKER: Didi Peterson, Assistant Superintendent of Human Resources 

The classified salary schedule for 2018-2019 and ongoing is revised to reflect a 3.71% increase to the existing schedule for classified employees. 

Staff recommends approval of the revised 2018-2019 salary schedule as presented for Classified.

SPEAKER: Yvonne Perez, Assistant Superintendent of Business Services 

Budget Information was presented to the Board on April 16, 2019 (see attached) during the Special Board Meeting Budget Study Session. 

Staff is seeking board direction on the following in order to begin creating the 2019-20 fiscal year budget:

1. Budget Assumption’s Draft
2. Budget Guidelines
3. Budget Requests
4. Fund Balance Target for the 2019-20 fiscal year

See attached for additional information.

It is recommended the Board of Trustees provide direction to staff on the development of the 2019-20 fiscal year budget.

N/A

SPEAKER: Yvonne Perez, Assistant Superintendent of Business Services 

The district issued a New Paving & Paving Reconditioning Multiple Projects bid and advertised it in the Modesto Bee on March 22, and March 29, 2019.  A mandatory job walk was attended by eleven (11) contractors on April 3, 2019.  Sealed bids were due on April 16, 2019.  The district received five (5) responsive bids.

The bid package consisted of four (4) projects: 

1- Somerset MS-Removal and replacement of existing parking lot and fire lane asphalt paving

2- Woodrow Elementary-Removal and replacement of existing playground asphalt paving

3- Stockard Coffee Elementary-Removal and replacement of existing playground asphalt paving 

4- Sylvan Elementary- Removal and Replacement of existing kindergarten playground asphalt paving

The low bid was identified for each project (see attached bid record).

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

1. Bid Bond 

2. Designated Subcontractors List 

3. Non-Collusion Affidavit 

4. Iran Contracting Act Certification

5. Site Visit 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 and award the contract for the New Paving & Paving Reconditioning Projects to United Pavement Maintenance Inc for $802,934.00.

The bid is too large to attach to the agenda, but can be accessed on the district website Purchasing page at sylvan.k12.ca.us

Staff recommends the Board of Trustees accept the low bid and award the contract for the New Paving and Paving Reconditioning Projects to United Pavement Maintenance Inc. for $802,934.   

The Board of Trustees will consider approval of bid award for New Paving and Paving Reconditioning Projects to United Pavement Maintenance Inc for $802,934.

Deferred Maintenance:  $802,934.

The Board of Trustees to consider approval and acceptance of the Measure A Citizens' Bond Oversight Committee's annual Performance Audit and Financial Report for fiscal year ending June 30, 2018.

SPEAKER: Didi Peterson, Assistant Superintendent of Human Resources 

The Classified Substitute Salary Schedule for 2019-2020 and ongoing is revised to reflect a 3.71% increase to the 2018-2019 schedule. Classified substitute salaries are based on Step 1 of the classifications listed on the Classified Salary Schedule. The revised salary amounts will be in place starting July 1, 2019. 

Staff recommends approval of the revised 2019-2020 Classified Substitute salary schedule as presented. 

Staff recommends approval of the Memorandum of Understanding for Fresno Pacific University.

SPEAKER: Debra M. Hendricks, Superintendent

It is recommended the Board of Trustees approve the revised Employment Agreement with Laura Wharff, to serve as the District's Assistant Superintendent of Curriculum and Instruction for the period commencing July 1, 2018, and ending June 30, 2019.   Revisions have been made to reflect a 3.71% salary increase. 

Staff is also requesting approval of the revised Employment Agreement with Laura Granger, to serve as the District's Assistant Superintendent of Educational Services for the period commencing July 1, 2019, and ending June 30, 2020, reflecting a 3.71% salary increase.  Changes are noted with strikeout for deletion and revised language in red.

Attached are copies of the following:

*Draft agreement with revisions for Laura Wharff for 2018-19

*Final agreement for approval for Laura Wharff for 2018-19

*Draft agreement with revisions for Laura Granger for 2019-20

*Final agreement for approval for Laura Granger for 2019-20

SPEAKER: Debra M. Hendricks, Superintendent

It is recommended the Board of Trustees approve revisions to the Employment Agreement with Yvonne Perez, to serve as the District's Assistant Superintendent of Business Services for the period commencing July 1, 2018, and ending June 30, 2019, and the Employment Agreement for the period commencing July 1, 2019, and ending June 30, 2020.  Revisions have been made to the salary indicating a 3.71% increase.  Changes are noted with strikeout for deletion and revised language in red.

Attached are copies of the following:

*Draft agreement with revisions for 2018-19

*Final agreement for approval for 2018-19

*Draft agreement with revisions for 2019-20

*Final agreement for approval for 2019-20

SPEAKER: Debra M. Hendricks, Superintendent

It is recommended the Board of Trustees approve revisions to the Employment Agreement with Diolinda Peterson, to serve as the District's Assistant Superintendent of Human Resources for the period commencing July 1, 2018, and ending June 30, 2019, and the Employment Agreement for the period commencing July 1, 2019, and ending June 30, 2020.  Revisions have been made to the salary indicating a 3.71% increase.  Changes are noted with strikeout for deletion and revised language in red.

Attached are copies of the following:

*Draft agreement with revisions for 2018-19

*Final agreement for approval for 2018-19

*Draft agreement with revisions for 2019-20

*Final agreement for approval for 2019-20

Presented for the Board's review and approval is the updated job description for Supervisor of Maintenance and Operations. It is recommended that the title of the position be changed to Director of Maintenance and Operations to better align this job title with other classified supervisory positions, based on the same level of job responsibilities. The content of the job description has been revised to reflect the current job responsibilities and expectations for this supervisory position. The salary schedule range and number of workdays will remain the same. 

Staff recommends approval of the revised, updated and newly titled job description for Director of Maintenance and Operations. 

There is no financial impact.

SPEAKER: Laura Granger, Director of Professional Learning and Induction 

As all of our schools complete their second year of PLC/RTI Embedded Coaching, it is evident that site administrators and teacher teams have made significant gains in further developing the PLC/RTI process at the site level. According to our site administrators, the outcomes of the embedded coaching support we have provided include, but are not limited to:

• Clarity around the work of collaborative teacher teams

• Implementation of three essential teams at each site - guiding coalition, site intervention team, collaborative teacher teams

• Improved use of data for the purposes of monitoring student progress and identifying students for additional time and support

• Grade level and site schedules that provide time for Tier 2 and Tier 3 supports

We recognize that powerful principal leadership is key to sustainability of the PLC/RTI process and improved student achievement. To that end, a team of seventeen (17) site and district administrators will attend Culture Keepers: Principal Leadership in a PLC at Work, a leadership conference in San Diego on June 18-20, 2019. We look forward to engaging in further developing the leadership capacity of our site administrators who continuously welcome opportunities to learn more and lead their teams to even higher levels. As our means of continuous improvement, the PLC/RTI process is a cornerstone in our District, and this conference will provide site administrators with tips, tools, and strategies for building and keeping a positive and productive school culture. The administrative team that attends this event will work with the Assistant Superintendent of Ed Services in the coming school year to support the entire district leadership team in ensuring that we regularly and routinely address the ways in which we can continue to learn, lead, and grow together to benefit our students and our staff.

Costs associated with attending this conference will be paid for with District Title 1 funds that must be expended by June 30, 2019.

Staff recommends the Board of Trustees approve the purchase agreement with Solution Tree for seventeen (17) event registrations to Culture Keepers: Principal Leadership in a PLC at Work Institute on June 18-20, 2019.

It is recommended the Board of Trustees approve the purchase agreement with Solution Tree for seventeen (17) event registrations to Culture Keepers: Principal Leadership in a PLC at Work Institute on June 18-20, 2019.

SPEAKER: Lisa Sandoval, Director of Fiscal Services

It is recommended that Board of Trustees approve the minutes of the April 9, 2019 Regular Board Meeting.

SPEAKER: Lisa Sandoval, Director of Fiscal Services

SPEAKER: Carrie Albert, Director of Student Services

The Board of Trustees to review and approve the 2018-2019 Comprehensive School Safety Plan for all schools in the Sylvan Union School District per Board Policy and Administrative Regulation 0450.  The Safety Plans have always been presented to the Board for approval at this time annually.  

The Board of Trustees to review and approve the 2018-2019 Comprehensive School Safety Plans for all schools in the Sylvan Union School District per Board Policy and Administrative Regulation 0450.

Each site has submitted an updated Comprehensive School Safety Plan for the Board of Trustees to review and approve.  Regular drills are conducted at sites with revisions made from information gathered in these drills.  Staff also participates and contributes to trainings held on school safety.  

It is recommended the Board of Trustees approve the 2018-2019 Comprehensive School Safety Plans per Board Policy and Administrative Regulation 0450.

N/A

SPEAKER: Lisa Sandoval, Director of Fiscal Services 

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 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.

N/A

SPEAKER: Lisa Sandoval, Director of Fiscal Services

Per Title V, California Administrative Code, Article 3, the Board of Trustees must authorize the destruction of District records prior to their disposal.  CAC Title V, Sections 16020-16030 classifies records into three (3) categories:

Class 1 - Permanent:
These records must be retained indefinitely, unless microfilmed in accordance with Section 16022 of Title V, CAC. Examples: Board Agendas and Minutes, Budgets and Controller's reports. 

Class 2 - Optional:
These records must be kept for a period of four (4) years.  After the four (4) year period, the District must re-classify these records as either permanent or disposable at the discretion of the superintendent or designee.  If these records are re-classified as disposable, the District is no longer required to keep them. Examples: Fiscal reports for child development programs, child ratio schedules, individual tests of academic skills, food service checks and bank statements. 

Class 3 - Disposable:
Records the District must retain for a specified period of time, as specified in the California Association of School Business Officials "Records Retention Manual".  The District is not required to keep these records past the required retention period and, therefore, the records can be destroyed.  Examples: Purchase Orders, accounts payable reconciliation, accounts receivable reconciliation and vendor invoices. 

In addition to the three (3) categories above, the District also has "non-classified" or "duplicate" records located at the school sites.  The District Office retains the original copies of these records. Board approval is not required for these items to be destroyed, but they have also been included along with all of the other documents to be destroyed.  Examples: Site copies of Purchase Orders, site attendance reports and grade sheets. 

Per the "Records Retention Manual," medical verification forms are required to be retained by the District for a period of one (1) year.  Past practice has been to destroy these forms after the one (1) year storage period.

Please see attached. 

N/A

SPEAKER: Debra M. Hendricks, Superintendent 

Stanislaus Partners in Education (SPIE) is a local organization which promotes school and business partnerships.

It is recommended the Board of Trustees ratify the membership renewal for Stanislaus Partners in Education (SPIE) for the 2019-2020 school year.

General Fund: $2,773.75 (Based on projected P-2, 7925 ADA x .35 = $2,773.75 (Increase of $72.80 from prior year)

SPEAKER: Debra M. Hendricks, Superintendent 

It is recommended the Board of Trustees approve the Portrait agreements for C.F. Brown Elementary School and Ustach Middle School with Banks & Co. Photography and Lifetouch National School Studios for the 2019-2020 school year.

Staff recommends the Board of Trustees approve the Portrait agreements for C.F. Brown Elementary School and Ustach Middle School with Banks & Co. Photography and Lifetouch National School Studios for the 2019-2020 school year.

It is recommended the Board of Trustees approve the Portrait agreements for C.F. Brown Elementary School and Ustach Middle School with Banks & Co. Photography and Lifetouch National School Studios for the 2019-2020 school year.

Paid by school site funds.

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