(Government Code 54956.95) Number of Cases: One (1)

Title: Administrative Assignments

(Education Code 54957) 

SPEAKER: Debra M. Hendricks, Superintendent

No written communication at this time.

SPEAKER: Marti Reed, Director of Categorical Programs 

Receive public comment on the proposed Local Control and Accountability Plan (LCAP).

The Board of Trustees to receive public comment on the proposed Local Control and Accountability Plan (LCAP).

The Board of Trustees to receive public comment on the 2019-2020 Fiscal Year Proposed Budget.

SPEAKER: Debra M. Hendricks, Superintendent

SPEAKER: Debra M. Hendricks, Superintendent 

At the May 14, 2019, Governance Team Spring Retreat, the Board of Trustees identified the 2019-2020 Governance Goals.  The goals with an asterisk are used for the Superintendent's evaluation.  Attached are drafts of the 2019-20 Governance Goals and Superintendent's Goals.  These will be brought back for a second look and action at the June 25, 2019, board meeting.

SPEAKER: Marti Reed, Director of Categorical Programs 

The Board of Trustees will be updated on the 2019-2020 Local Control and Accountability Plan (LCAP) that will be brought for anticipated approval at the June 25, 2019, board meeting.

SPEAKER: Yvonne Perez, Assistant Superintendent of Business Services 

The Board of Trustees will review and discuss the Fiscal Year 2019-20 Budget.

SPEAKER: Debra M. Hendricks, Superintendent

The Board of Trustees will receive a first look at the draft 2020 Board Meeting Schedule prepared by staff.

SPEAKER: Didi Peterson, Assistant Superintendent of Human Resources 

For the Board's review and information, staff presents an updated and revised job description for the Bus Driver position.  The current job description was last updated in 1997.  The updated job description reflects the current job responsibilities and expectations for this position.  A copy of the Board Friday Update regarding Bus Driver hours is attached for review.

SPEAKER: Marti Reed, Director of Categorical Programs 

Destiny is our Library Management System for checking library items out to students.  It is also our Resource Management System for items checked out to staff, such as teacher laptops and student Chromebooks.  We currently host our own Destiny server on site, just as we did with Aeries prior to moving in Fall 2017 to Aeries Hosted Services.  We would like to move to Destiny Hosted Service which would take the worry out of hardware and software support and maintenance. With this service we would have nightly back-ups, disaster recovery, and a clear integration with Aeries so we are able to have up to date student information in Destiny.  

The Destiny Hosted Service provides centralized, web-based access to Destiny without having to purchase servers, install and upgrade the application or provide technical support for a new system. Easy access to training and seamless updates ensure users benefit from the newest, most up-to-date, feature-rich Destiny release.  Users search, circulate, catalog, track inventory, create reports and manage resources over the Internet, through a secure connection to the host environment. Upgrades and server maintenance are performed by Follett Software’s IT experts.

We have chosen to use Destiny as our district inventory system.  The security of having this hosted service would provide us with a more secure environment, which we know in the wake of our data breach this Spring is critical.  We will be adding an additional “site” under the Resource Management to support our district inventory that is not assigned to a school site. Currently all items not assigned to a school site are housed in Sylvan STEAM’s inventory.

With this hosted solution, we would be licensed annually to access the application. To move to a district-hosted solution, we would need to purchase the software licenses. This price would take into account the initial amount you spent on project implementation. The moved to Destiny Hosted would also include additional technical training so you can support your Destiny application.

The currently cost for Destiny is:

Library Management: $744.83 x 13 sites = $9,682.79

Resource Management: $576.45 x 13 sites = $7,493.85

Total Cost: $17,176.64

Destiny Hosted Services estimated cost is:

Library Management: 907.05 x 13 sites = $11,791,65

Resource Management: 810.04 x 14 sites = $11,340.56

Total Cost: $23,132.21

Difference in cost increase: $5,955.57

SPEAKER: Debra M. Hendricks, Superintendent 

The Board of Trustees must annually review Board Bylaw 9250.

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

The Board of Trustees and staff to receive a safety and facilities update as needed.

SPEAKER: Didi Peterson, Assistant Superintendent of Business Services 

Initial Proposals by both the District and a collective bargaining unit must be approved by the Board before negotiations can commence.

Sylvan Union School District presents its Initial Proposal to Sylvan Educators Association (SEA) for Board approval to commence negotiations for the 2019-2020 agreement.  

SPEAKER: Didi Peterson, Assistant Superintendent of Human Resources 

Initial Proposals by both the District and a collective bargaining unit must be approved by the Board before negotiations can commence.

Sylvan Union School District presents its Initial "Sunshine" Proposal with California School Employees Association, Chapter 73 (CSEA) for Board approval, to commence negotiations for the 2019-2020 agreement. 

Staff recommends the Board's approval of Sylvan Union School District's Initial "Sunshine" Proposal with CSEA And Its Chapter 73 for the 2019-2020 agreement and school year. 

SPEAKER: Didi Peterson, Assistant Superintendent of Human Resources 

The Certificated Substitute Salary Schedule for 2019-2020 is revised to reflect a 3.71% increase to the hourly certificated substitute rate (an increase from $35.08 to $36.38).

There is no proposed increase, at this time, for the daily substitute rates.

SPEAKER: Yvonne Perez, Assistant Superintendent of Business Services 

The Board of Trustees approved a contract for new paving and paving reconditioning projects on April 23, 2019:

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

• Woodrow Elementary-Removal and replacement of existing playground asphalt paving
• Stockard Coffee Elementary-Removal and replacement of existing playground asphalt paving 
• Sylvan Elementary- Removal and Replacement of existing kindergarten playground asphalt paving

The District is required to secure the services of a DSA Certified Inspector of Record for construction projects involving path of travel (ADA compliance).  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 multiple paving projects.

The Board of Trustees will consider approval of a contract with Meridith Holloway, DSA Inspector of Record Services for paving projects at multiple sites.

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

Staff recommends approval of the Certificated and Psychologist Salary Schedule and Nurse Salary Schedule for 2019-2020, reflecting 182 workdays in the school year.

SPEAKER: Didi Peterson, Assistant Superintendent of Human Resources 

The proposed job description for the Speech Language Pathology Assistant (SLPA) was presented for review and information at the May 21, 2019, board meeting.  The District would like to consider adding this position in order to meet the needs of students who require speech and communication services per their Individualized Education Plans (IEP) goals.  We currently utilize SLPA services through an outside contract, as we do not have a classification currently for this position (Current cost of contracted SLPA is $65/hour per person for a minimum of eight (8) hours per day, which is a total of approximately $93,600).

The District's cost for hiring two (2) SLPAs for the 2019-2020 school year would not exceed $77,000.00 annually for both SLPAs (for each SLPA, $29,637 salary and an estimated $8,600 in benefits/annually) for the 2019-2020 school year. 

Staff recommends Board approval of the job description for Speech Language Pathology Assistant.

A Speech Language Pathology Assistant (SLPA) provides programming and service to students who have identified special needs in the areas of speech, language and communication.  A SLPA carries out treatment plans and Individualized Education Plans (IEP) goals by providing direct therapy as well as assisting in screenings, assessments and clerical duties/record-keeping. 

SPEAKER: Debra M. Hendricks, Superintendent

The Board of Trustees and staff conducting a first reading of Administrative Regulation (AR) 5141.28 Air Quality Policy and Exhibit 5141.28 Air Quality Policy at the May 7, 2019, board meeting and a second reading at the May 21, 2019, board meeting.  As recommended by the Valley Air District AR 5141.28 is a guideline to protect students and adults from unhealthful consequences from polluted air conditions.  Staff currently follows the recommendations from Healthy Air Living Schools and adopting the AR would simply reinforce the procedures we have in place.  This AR and Exhibit will not commit the District to incur a cost for implementing the program.

SPEAKER: Debra M. Hendricks, Superintendent 

In accordance with Education Code 35120(c), Compensation, Officers and Agents, this resolution will meet the requirements that Christine Harvey, Board Member, was absent from the May 21, 2019, Regular Board Meeting due to an illness.  Education Code 35120.9(c) references excusing a board member absence due to an "illness."

Education Code 35120.9(c): A member may be paid for any meeting when absent if the board by resolution duly adopted and included in its minutes finds that at the time of the meeting he or she is performing services outside the meeting for the school district or districts, he or she was ill or on jury duty, or the absence was due to a hardship deemed acceptable by the board.

It is recommended the Board of Trustees adopt Resolution 2018/2019 - #22: Board Member Absence for Board Member Christine Harvey's absence from the May 21, 2019, Regular Board Meeting.

SPEAKER: Lisa Sandoval, Director of Fiscal Services 

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

It is recommended that Board of Trustees approve the minutes of the May 14, 2019 Governance Team Retreat, and the May 21, 2019 Regular Board Meeting.

SPEAKER: Laura Granger, Director of Professional Learning and Induction 

Year 1 of Read 180 and Math 180 implementation occurred during the 2018-19 school year as part of Middle School RTI (Response to Intervention) plans that include Tier 3 reading support for students in grades 6-8. Both programs were implemented at Savage, Somerset, and Ustach Middle School in order to ensure that identified striving adolescent readers are receiving the necessary supports to close reading achievement gaps, and students performing below grade level in mathematical skills were provided with the knowledge, reasoning, and confidence to access core curriculum and advanced mathematical courses as they progress through the secondary math continuum. Both programs rely on a blended learning model that includes whole or small group instruction with a trained teacher, student application of skills in computer adaptive software, and independent reading in leveled text for Read 180 students. After Year 1 of implementation, analysis of student data indicates that Read 180 and Math 180 are producing gains for students as measured by reading lexile growth and math quantile growth.

Renewal of the Houghton Mifflin Harcourt (HMH) contracts for Read 180 and Math 180 will provide for continued implementation of Read 180 for identified students in grades 6-8 along with expanded access for identified students in Math 180. The contract renewals include additional teacher materials to expand the program to additional grades, student materials, online subscriptions for teacher and students, and professional development comprised of on-site training and on-site coaching from experienced, trained HMH representatives. Renewals for both programs were developed with longitudinal use in mind, meaning the feasibility of continuing to renew both programs on an annual basis was compared to renewing the programs for three years payable upon execution of the contract. A multi-year contract provides for a 40% discount which is a significant savings. Both Read 180 and Math 180 were identified as program supports in our Low-Performing Student Block Grant plan approved by the Board on February 12, 2019.

It is recommended the Board of Trustees approve the the 3-year renewal contracts with Houghton Mifflin Harcourt for Read 180 Universal and Math 180.

Read 180: $202,479.73

Math 180: $80,027.70 

Total from Low-Performing Student Block Grant: $282,507.43

SPEAKER: Didi Peterson, Assistant Superintendent of Human Resources

The Memorandum of Understanding (MOU) for Internships, for candidates who are part of Humphrey's University Multiple Subject Teaching Credential Program, allows the district to employ teacher interns from the program.  The MOU outlines the responsibilities of the university program, the district and the teacher intern.

Staff recommends approving the renewal of the MOU with Humphrey's University Multiple Subject Teaching Program for Internships.

SPEAKER: Yvonne Perez, Assistant Superintendent of Business Services 

School Services of California, Inc. is a consulting firm which provides an array of fiscal services to school districts. The services include:

1. Their Fiscal Report containing information on issues of school finance, budgets, or practices that impact school district policy.

2. Access to website with fiscal tools and resources.

3. Analysis of all major school finance legislation and reporting.

4. Revenue calculation tools.

5. Participation at School Services of California conferences at client rate.

Staff recommends approval of renewing the agreement for Special Services with School Services of California, Inc. for the period of July 1, 2019, through June 30, 2020.

The Board of Trustees to consider approving the renewal agreement with School Services of California, Inc. for the 2019-20 fiscal year.

General Fund:  $3,660  (an increase of $360 from the prior year)

The Stanislaus County Office of Education (SCOE) School Attendance Review Board (SARB) Agreement for the 2019-2020 school year is attached.  The consulting services provided under the auspices of SCOE have been used for several years in addressing attendance and/or behavior issues.  SARB is one aspect of the District's efforts to address student attendance and behavior.

The SARB Committee meets with families who are referred by our schools, develops action plans, and follows up on SARB mandates.  

Sylvan Union School District has referred eight (8) cases to SARB in 2018-2019 and has referred eight (8) cases to SARB in 2019-2020.

There is an annual fee of $725 and a fee charged per each SARB referral of $1,100.  Staff is estimating a minimum of eight (8) referrals for the 2020-2021 school year. 

It is recommended the Board of Trustees approve the service agreement with Stanislaus County Office of Education (SCOE) for 2019-2020 School Attendance Review Board (SARB) consulting services.

Funding Source: General Fund

Fiscal Impact: $9,525.00 (an increase of $800 from prior year)

SPEAKER: Marti Reed, Director of Categorical Programs 

This renewal agreement with Aeries Software covers three (3) services, Aeries Hosting Services, Aeries Online Enrollment, and Aeries Communications.  In addition the renewal includes the one (1) year license/subscription and a cost for one (1) Aeries Custom Project Services for the set up of Aeries Communications.  Sylvan District has been working with Aeries for many years and have been very satisfied with the level of support.  Staff recommends renewing this contract with Aeries as it is still the best financial decision.

Aeries Hosting is a cloud-based data hosting and backup solution.  It's a web-based Student Information System.  We are currently hosted by Aeries.  With Aeries hosted services, Aeries Software provides the SQL server(s) and hosts the District Aeries database in a secure offsite data center.  Aeries Software also provides the database administration services, including backups, updates, and more for the annual hosting fee.  All users, including administrators, teachers, parents, and students access student data via a web browser.  Student and parents can access student information using the Aeries Portals.

Aeries Software provides all the required hardware, software, and configuration services needed to procure, setup, secure, and manage the components necessary to house and maintain our Aeries data and make it readily available to all stakeholders.

Aeries Online Enrollment provides our families with an online enrollment process.  The benefits of Aeries Online Enrollment include:

• Eliminates the need to transcribe, or double entry parent information into the Student Information System (SIS).

• Saves costly printing and copying costs by providing access to digital copies of the District Parent Handbook, Code of Conduct, and other documents traditionally printed on paper.

• Provides parents and students with an opportunity to verify that they have read and understand the school rules, procedures, and processes explained in the documents shared during the enrollment process.

• Can be completed on a mobile device, Google Chromebook, or laptop/desktop computer.

The Aeries Online Enrollment is an add-on tool that Aeries provides.  Prior to moving to Aeries Online Enrollment our beginning of the year cost for printing and copying totaled $30,000.  The implementation of the Online Enrollment system has improved our ability to communicate with our families, provide more accurate information, and save the district nearly $20,000 in printing costs by moving to a digital system.

At the May 7, 2019, board meeting the contract for Aeries Communications were approved.  The cost of Aeries Communications is included on the renewal contract.  The cost provided at the May 7, 2019, board meeting was $25,996.  The actual cost has been reduced to $24,783.  Aeries Communications will replace Blackboard Connect, which we currently use until June 30, 2019, as our mass notification service for the district to reach parents and staff.  Aeries Communications will be used for announcements of upcoming events, emergency situations, attendance follow up, teacher assignment information for parents and important information for families.  With the move to Aeries Communications, the database of our students, staff, and families will be “live” and support 1-way and 2-way announcements and messaging between any type of user including parents, students, teachers, and school administrators.  This includes traditional phone calls, text messages, e-mails, text-to-speech, as well as viewing messages online. Aeries Communications also supports translations in multiple languages and the ability to deliver messages in the recipient's desired language.  Aeries Communications offers more capabilities than our current mass notification service, and because it’s directly connected to Aeries, the process of communication with users is simplified ensuring accuracy and efficiency, important considerations when accessing notification services, but particularly important when emergencies arise.  

Staff recommends the approval of the one (1) year agreement with Aeries Software for the license/subscription, Aeries Hosting Services, Aeries Online Enrollment, and Aeries Communications.

General Fund:  $79,164.25

SPEAKER: Marti Reed, Director of Categorical Programs 

Academic achievement of students is the top priority of the education system in California.  California Education Code sections 41507, 41572, and 64001 and the federal Elementary and Secondary Education Act (ESEA) require each school to consolidate all school plan programs into the Single Plan for Student Achievement.  Education Code Section 35256 mandates all elementary and secondary school districts in California annually prepare for each school within the district a School Accountability Report Card that contains items described in Education Code Section 33126.  Document Tracking Services provides an online system to complete our Single Plans for Student Achievement (SPSA) and School Accountability Report Cards (SARCS).  These must be completed annually.  Sylvan District has been working with Document Tracking since 2014.  Their level of support has always been professional and top quality.  Staff recommends renewing this contract with Document Tracking as it is still the best financial decision.

SPEAKER: Laura Granger, Director of Professional Learning and Induction

Kindergarten teachers in our district benefit from a data platform that meets their need to assess specific skills in a one-on-one setting or in a small group configuration. While IO Education is comprehensive when it comes to creating assessments and reporting student growth/progress, ESGI is better suited to aligning Kindergarten standards and assessments. ESGI is teacher-approved and has been instrumental in providing Kindergarten teachers with data to inform their instruction for the past few years. Teachers regularly report that the ease with which they can access data in the ESGI system positively impacts their ability to plan for differentiated instruction. The company has provided excellent customer service and added system capabilities such as automatic uploads of student rosters from Aeries. This was a new feature to us this year, and it prevented teachers from hand-entering student names and/or demographic information. With ESGI, Kindergarten teachers can access pre-loaded assessments, create their own, and share assessments with their teacher colleagues across the district. ESGI also provides teachers with charts and graphs that summarize assessment results on an individual, small group, or whole class level. For 2019-20, forty-two (42) licenses will be assigned to all Kindergarten teachers along with a select group of special education teachers that will pilot ESGI this year to determine if it is a useful tool for assessing, analyzing, and teaching in their context.

Staff recommends the Board of Trustees approve the renewal contract with ESGI for forty-two (42) (12-month) licenses.

It is recommended the Board of Trustees approve the renewal contract with ESGI for forty-two (42) (12-month) licenses.

SPEAKER: Laura Granger, Director of Professional Learning/Induction 

Since 2016, IO Education (formerly known as EADMS and managed by the parent company, Illuminate Education) has served as our district-wide data platform for recording and reporting summative assessment measures, such as District Benchmarks, Oral Reading Records, SBAC, and ELPAC. IO Education was unanimously selected by a district committee made up of teachers and administrators. The committee evaluated the system’s ease of use, reporting capabilities and application for multiple data sources from the classroom, grade level, site, and district level. IO Education interfaces with Aeries to ensure that student rosters are up-to-date, and allows for assessment results from IO Education to “push-to” Aeries gradebook for streamlined reporting. In addition to larger-scale summative measures, IO Education provides classroom teachers in grades 1-8 with the capability to create formative assessments aligned to grade level standards in ELA and Math with a bank of Science items aligned to NGSS and H/SS standards under development. These assessment results are utilized by teachers and administrators for planning instructional responses, identifying students in need of additional time and support, and monitoring student progress. A unique feature of IO Education allows for assessments to be administered either online or in a paper/pencil format. Online testing features in IO Education mirror technological enhancements such as constructed response, drag and drop, and highlighting. Middle school teachers often use gradecam to score answer docs for assessments that are completed on paper. These scores are easily transferred to IO Education by simply scanning the answer sheets. We have been pleased with our decision to implement IO Education as our data platform, especially in light of the system’s improvements and enhancements over the past few years. Following a series of mergers, the platform has continued to evolve and provide additional items in the question banks and offer improved reporting capabilities, including a recently added virtual data wall. In addition, IO Education’s customer service is unparalleled. The level of service provided to us continues to be first-class. Response times for customized requests or support is almost immediate. IO Education works closely with us to ensure that the system’s reporting features meet our needs.

It is recommended that the Board of Trustees approve the renewal contract with Illuminate Education for annual licensing of IO software, inspect testing bank, and grading software.

It is recommended that the Board of Trustees approve the renewal contract with Illuminate Education for annual licensing of IO software, inspect testing bank, and grading software.

General Fund: $56,484.

SPEAKER: Debra M. Hendricks, Superintendent 

It is recommended the Board of Trustees approve the Portrait agreement for Mary Ann Sanders Elementary School Lifetouch National School Studios for the 2019-2020 school year.

Staff recommends the Board of Trustees approve the Portrait agreement for Mary Ann Sanders Elementary School Lifetouch National School Studios for the 2019-2020 school year.

Paid by school site funds.