REGULAR BOARD MEETING Sylvan Union SD August 27, 2019 7:00PM SYLVAN UNION SCHOOL DISTRICT OFFICE BOARD ROOM
605 SYLVAN AVENUE, MODESTO, CA 95350
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5:25 PM |
Initiation of potential litigation pursuant to subdivision (c) of section 54956.9:
(Number of Cases: Five (5))
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6:10 PM |
(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)
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Debra M. Hendricks, Superintendent |
SPEAKER: DEBRA M. HENDRICKS, SUPERINTENDENT The Board of Trustees received the following: 1. An informational letter from Vision to Learn regarding our partnership that began at the beginning of the 2018-19 school year. 2. California School Boards Association: Call for Nominations for CSBA Directors-at-Large African American, American Indian, and County.
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CSBA CALL FOR NOMINATIONS FOR DIRECTORS VISION TO LEARN
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7:40 PM |
Debra M. Hendricks, Superintendent |
SPEAKER: Debra M. Hendricks, Superintendent The Superintendent will share information regarding the recent Retreat attended for Boys & Girls Club of Stanislaus County and the Sylvan Union School District. |
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7:45 PM |
Laura Granger, Assistant Superintendent of Ed Services |
SPEAKER: Laura Granger, Assistant Superintendent of Ed Services For the Board's review and information, staff presents an update on best practices in technology. The Sylvan District is committed to safeguarding IT systems and online operations. We continue to make positive changes throughout the District related to improving cyber security. This presentation highlights steps the District has recently taken to fortify our security systems and safeguard student and staff data.
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2019-8-17 Best Practices in Technology Presentation
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7:55 PM |
Didi Peterson, Assistant Superintendent of Human Resources |
SPEAKER: Didi Peterson, Assistant Superintendent of Human Resources For the Board's review and information, staff presents a draft job description for a possible new position, Lead Payroll Specialist. Under consideration is a proposal to add a Lead Payroll Specialist to the Business Department. This role would oversee all leaves and retirement information, function as a benefits specialist, as well as directly support the payroll department and provide more global support to the Business Department.
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We continue to monitor our processes and job responsibilities in our departments. In addition to increased numbers of employees over the years as the district has grown, added laws, rules and regulations requires us to put into place procedures and personnel to remain compliant. Specific areas under review are payroll procedures, benefits, leaves, retirement and other personnel and payroll needs. We are evaluating payroll, accounting and accounts payable departments and their shared and specific work and assignments. Under consideration is a proposal to add a Lead Payroll Specialist to the Business Department.
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Financial Impact: Classified Salary Schedule Range 20 (Proposed)
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CLASSIFIED SALARY SCHEDULE 2019-20 Draft of Job Description for Proposed Position, Lead Payroll Specialist
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8:00 PM |
Didi Peterson, Assistant Superintendent of Human Resources |
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 Computer Technician position. The current job description was last updated in 2004. The updated job description reflects the current job responsibilities and expectations for this position.
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Financial Impact: Classified Salary Schedule Range 15
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Draft Computer Tech Job Description
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8:05 PM |
Debra M. Hendricks, Superintendent |
SPEAKER: Debra M. Hendricks Staff is bringing Board Policy 7310: Naming of Facility for review per the Board's request.
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AR 7310 BP 7310
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8:15 PM |
Carrie Albert, Director of Student Services |
SPEAKER: Carrie Albert, Director of Student Services Attached is a Draft Revision to Administrative Regulation 6158.1 for Board review and a first reading. The revisions reflect changes to the independent study credit process. A second reading and adoption is requested for the September 10, 2019, Board Meeting.
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Independent study is a change in program. There is no excused or unexcused absences recorded when on a short term independent study contract. The independent study is coded as complete or not complete in the CALPADS state database. This change is to align our board policy with the language used in the CALPADS state database system.
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None
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Draft Revision AR 6158.1
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Debra Hendricks, Superintendent and Lizett Aguilar, Assistant Superintendent of Business Services |
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8:25 PM |
Didi Peterson, Assistant Superintendent of Human Resources |
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.
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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.
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SUSD CSEA Initial Sunshine Proposal 2019
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8:30 PM |
Debra M. Hendricks, Superintendent |
SPEAKER: Didi Peterson, Assistant Superintendent of Human Resources Proposals were received on August 20, 2019, for the Construction Services of the Ustach Middle School modernization project. One (1) Responsive Proposal was received, an Interview was conducted, both the proposal and the interview were scored, and the score was utilized to rank the contractor according to the best value criteria specified in the Request for Proposals and Qualifications published. Attached are the results of the proposal rankings. The proposal which ranked #1 is Robert Boyer Construction, Inc. and includes a lump sum price with a base bid plus all alternates #1 through #5 of $10,736,347. The basis of this award is as per the best value ranking method specified in the Request for Proposals and Qualifications published for this project. Staff recommends selecting alternates #2, #4, and #5 to include in the contract award for a total award of $10,523,287. Based on this, staff recommends awarding the Lease-leaseback agreement to Robert Boyer Construction, Inc. for General Construction Services for the Ustach Middle School Modernization Project for a total of $10,523,287.
Funding for the project is comprised of Funds 35, 14, and 25 and also loaning of funds from Fund 40, detailed as follows: | | Preliminary 6/25/19 | | FINAL 8/19/19 | Facilities Fund Fund 35 | $7,187,966 | | $ 7,187,966 | | | | | | Deferred Maintenance Fund 14 | $1,200,000 | | $ 1,500,000 | | | | | | Developer Fees Fund 25 | $479,322 | | $ 496,715 | | | | | | General Fund 01 (Worker's Comp Refund) - To transfer to FD35 | | | | $ 882,000 | | | | | | Capital Outlay Fund 40 (Loan) | | | | $ 1,125,000 | | | | | | Total Funding | $ 8,867,288 | | $ 11,191,681 | | | | | | Less: Soft Cost Estimate | | $ (693,039) | | $ (1,555,237) | Architect, IOR, lab testing, asbestos, DSA fees, etc. | | | | | | | | | | Less: Portable Cost | | $ (108,000) | | $ (108,000) | | | | | | Subtotal Available | | $ 8,066,249 | | $ 9,528,444 | | | | | | Plus: Potential Value Engineering | | | | $ 994,843 | | | | | | Construction Dollars Available: (Previous $8,066,249) | | $ 8,066,249 | | $ 10,523,287 | | | | | | Proposed Contract: Base + Alt 2, 4, & 5 | | | | $ 10,523,287 |
As part of the scope of this project, the Kitchen at Ustach has now been changed to be a part of the Base bid, as per ADA requirements. These kitchen upgrades will also greatly improve the facility and services to our children at this site to be more equitable to our other two (2) middle schools. Attached are some pictures of the current layout, which clearly show the small and very tight spaces that are currently being utilized. The new plans will make the flow and space not only ADA compliant, but also much more functional for children and staff to allow faster and more appealing lunch service for the more than 1,000 students at Ustach Middle School.
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Staff recommends the approval of the Lease-leaseback agreement to Robert Boyer Construction, Inc. for General Construction Services for the Ustach Middle School Modernization Project for a total of $10,523,287, including the base bid plus alternates #2, #4, and #5. |
Total Lease-leaseback Agreement with Boyer: $10,523,287.
Funding (as detailed above): Facilities Fund 35 Deferred Maintenance Fund 14 Developers Fees Fund 25 General Fund 01 (Worker's Comp Refund) - To transfer to FD35
Capital Outlay Fund 40 (Loan)
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Affidavit Bid Results LLB Agreements Ustach Kitchen - Both serving lines Ustach Kitchen - Office & Kitchen Space 1 Ustach Kitchen - Office & Kitchen Space 2 Ustach Kitchen - Serving lines view from doorway entry
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8:45 PM |
Debra M. Hendricks, Superintendent |
SPEAKER: Debra M. Hendricks, Superintendent 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 July 2019 and received the following rates:
- Meridith Holloway: $65.00/hr: Full Time Monthly Rate: $9,700.
- B & R Enterprises was not able to provide a quote because of his workload.
- United Inspections was also not able to provide a quote because of workload.
Meridith Holloway is willing to extend her rate for this project.
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Staff recommends the approval of a contract with Meridith Holloway, DSA Inspector of Record Services for the Ustach Middle School Modernization.
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The Board of Trustees will consider approval of a contract with Meridith Holloway, DSA Inspector of Record Services for the Ustach Middle School Modernization.
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Deferred Maintenance Fund 14: $65.00/hour, Not To Exceed: $9,700/month x 12 months = $116,400.
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Holloway Quote
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8:50 PM |
Debra M. Hendricks, Superintendent |
SPEAKER: Debra M. Hendricks, Superintendent As part of the Ustach Middle School Modernization, testing and inspection services are required. We reached out to three (3) companies for quotes on our project and we received the following: 1). | Krazan & Associates | $24,978.00 | 2). | Technicon Engineering | $26,602.00 | 3). | Wallace Kuhl & Associates | $59,535.00 |
Staff recommends approval of contract with Krazan & Associates for testing and inspection services.
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Staff recommends the approval of a contract with Krazan & Associates for testing and inspection services for Ustach Middle School Modernization.
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The Board of Trustees will consider approval of a contract with Krazan & Associates to provide testing and inspection services for Ustach Middle School Modernization.
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(Deferred Maintenance Fund 14) $24,978.
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Agreement Krazan Proposal
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8:55 PM |
Debra M. Hendricks, Superintendent |
SPEAKER: Debra M. Hendricks, Superintendent Hazardous Material Related Monitoring Services are necessary for the Ustach Middle School Modernization. The services are necessary to comply with stringent state guidelines for the removal of hazardous material from a construction site. We previously requested three (3) quotes for Hazardous Material Related Monitoring Services. These are addition services that are needed for the Ustach Middle School Modernization Project.
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Staff recommends approval of the proposal from ProTech Consulting & Engineering for Hazardous Material Removal Management Services.
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The Board of Trustees will consider approval of the proposal from ProTech Consulting & Engineering for Hazardous Material Removal Management Services.
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Deferred Maintenance: $5,270.
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Agreement Protech Proposal
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9:00 PM |
Didi Peterson, Assistant Superintendent of Human Resources |
SPEAKER: Didi Peterson, Assistant Superintendent of Human Resources Presented for the Board's approval, staff presents an updated and revised job description for the Computer Technician position. The current job description was last updated in 2004. The updated job description reflects the current job responsibilities and duties for this position.
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Staff recommends approval of the revised job description for the position of Computer Technician.
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Financial Impact: No change to salary placement/range. Current classified salary schedule range 15. |
Draft Computer Tech Job Description
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9:05 PM |
Laura Granger, Assistant Superintendent of Ed Services |
SPEAKER: Laura Granger, Assistant Superintendent of Ed Services In order to receive funding for instructional materials from any state source in a fiscal year in which the Superintendent of Public Instruction determines that the base revenue limit per average daily attendance will increase by at least one (1) percent, the Governing Board of School Districts are subject to the requirements of Education Code 60119. Although Sylvan Union School District does not anticipate receiving an increase, a resolution and public hearing is recommended in order to ensure the community of the sufficiency of materials. Education Code 60119 specifies that governing boards shall hold a public hearing at which the governing board shall make a determination, through a resolution, as to whether each pupil in each school in the District has, or will have prior to the end of that fiscal year, sufficient textbooks or instructional materials in each subject that is consistent with the content and cycles of the curriculum framework adopted by the state board. Sylvan Union School District provides each student in grades K-8 sufficient textbooks or instructional materials in each subject consistent with the content and cycles of the curriculum framework. The following is a summary of Sylvan Union School District's adopted material: MATHEMATICS: Eureka Math (K-6) 2014 Utah/Math Vision Project (7-8) 2014 ENGLISH/LANGUAGE ARTS: Benchmark Advance (K-5) 2016 McGraw Hill (6-8) 2016
SCIENCE::
Macmillan Science (K-2) 2007 Houghton Mifflin Science (3-5) 2007 Holt Science (6-8) 2007 HISTORY/SOCIAL SCIENCE: Studies Weekly (K) - 2019 Pearson (1-5) - 2019 McGraw Hill (6-8) - 2019
Sylvan Union School District provides each student in grades K-8 sufficient textbooks or instructional materials in each core subject consistent with the content and cycle of the state curriculum framework.
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Staff recommends the Board of Trustees adopt Resolution 2019/2020 - #5: Sufficient Textbooks/Instructional Materials for Students/Staff.
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Staff recommends the Board of Trustees adopt Resolution 2019/2020 - #5: Sufficient Textbooks/Instructional Materials for Students/Staff.
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RESO #5: SUFFICIENT TEXTBOOKS - ENGLISH RESO #5: SUFFICIENT TEXTBOOKS - SPANISH
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9:10 PM |
Carrie Albert, Director of Student Services |
SPEAKER: Carrie Albert, Director of Student Services Research has shown that regular school attendance may be one of the biggest factors influencing academic success. By attending class regularly, children are more likely to keep up with the daily lessons and assignments and take these positive habits with them into high school, college, and the workforce. Students who attend school regularly are more likely to pass reading and math assessments than students who do not attend school regularly. For older students, being in school every day gives them a chance to learn more about college and take the important exams they need to build a successful academic record. Being present at school means children are learning how to be good citizens by participating in the school community, learning valuable social skills, and developing a broader world view. Our commitment to school attendance will also send a message to our children and their families that education is our priority. Going to school every day is a critical part of educational, academic, and economic success. This resolution affirms our commitment to regular school attendance not just in the month of September, but throughout the entire school year! |
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Staff recommends the Board of Trustees adopt Resolution 2019/2020 - #06: School Attendance Awareness Month-September 2019.
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Staff recommends the Board of Trustees adopt Resolution 2019/2020 - #06: School Attendance Awareness Month-September 2019.
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None
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Student Attendance Awareness Month September 2019 Resolution
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9:15 PM |
Debra M. Hendricks, Superintendent |
SPEAKER: Debra M. Hendricks, Superintendent The Board of Trustees received a first look at the draft 2020 Board Meeting Schedule prepared by staff at the June 4, 2019, Regular Board Meeting. The second review took place at the August 6, 2019, Regular Board Meeting. No changes were suggested during that time. Staff is presenting the 2020 Board Meeting Schedule for adoption.
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Staff is recommending the Board of Trustees adopt the 2020 Board Meeting Schedule.
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None |
2020 BOARD MEETING SCHEDULE FOR ADOPTION
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Debra M. Hendricks, Superintendent |
It is recommended that Board of Trustees approve the minutes of the August 6, 2019 Regular Board Meeting.
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MINUTES 8-6-19
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It is recommended the Board of Trustees ratify the personnel actions as listed. |
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Lisa Sandoval, Director of Fiscal Services |
It is recommended the Board of Trustees ratify the list of checks as presented. |
CHECKS
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Marti Reed, Director of Categorical Programs |
Sylvan School District has over one-hundred (100) students born in Afghanistan, Assyria, Baghdad, Beirut, Daraa, Iraq, Jordan, Kabul and Syria with over forty one (41) languages represented. Our staff have witnessed firsthand that our families need to learn English to be able to support their children. Collaboration with the Learning Quest Stanislaus Literacy Center will support this effort so that our families can better utilize their existing skills and experience to support their children. Stanislaus Literacy Center has secured funding for two (2) adult classes. We are committing an additional $10,000 of Title III, Immigrant funding for a third class and childcare. Each class can have up to fifteen (15) adult participants. An allowable expense for Title III, Immigrant funding is: Family literacy, parent and family outreach, and training activities designed to assist parents and families to become active participants in the education of their children.
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Staff recommends the approval of the renewal Memorandum of Understanding with Learning Quest Stanislaus Family Literacy from July 1, 2019, through June 30, 2020.
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It is recommended the Board of Trustees approve the renewal Memorandum of Understanding with Learning Quest Stanislaus Family Literacy from July 1, 2019, through June 30, 2020.
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Title III, Immigrant Funds: $10,000
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LQSLC Family Literacy Sylvan MOU 2019-2020
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Laura Granger, Assistant Superintendent of Educational Services and Marti Reed, Director of Categorical Programs |
SPEAKER: Laura Granger, Assistant Superintendent of Educational Services / Marti Reed, Director of Categorical Programs Education Code 17546 allows districts to sell or dispose of obsolete property/instructional materials 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. In keeping with Board policy 3270, "Sale and Disposal of Books, Equipment and Supplies", the History-Social Science materials from the 2006 adoption (Harcourt Reflections (K-5) and Glencoe (6-8)) are being brought to the Board of Trustees for the process of being obsoleted. These materials comply with the Board policy in that 1) they have been replaced by more recent editions or new materials selected by the Board of Trustees and have no foreseeable value in other instructional areas, and 2) they are not aligned with the District's academic standards or course of study. Pursuant to AR 3270 (a), we attempted to work with a book distributor to sell some or all of these materials. However, we have been unsuccessful in identifying a distributor. In light of this, the textbooks will be sent home with students or appropriately disposed of. Attached is the list by site of supplies and equipment district staff has determined to be in a condition unsuitable for continued use. The items on this list include a variety of items that have been at sites since early last year and need to be obsolete. The items that are on this list have been evaluated as being no longer functional or are a threat to our network due to the operating system that cannot be updated. The laptops and PC towers represent some of the devices that are on our Summer 2019 inventory list and identified as aged 5 years or older. The Chromebooks included are some of the original devices purchased many years ago and are no longer operable or supported by Google. If parts were available on any of these devices to repair similar items, this was completed by the Sylvan Tech Team. The printers and other items listed are not able to be repaired at a cost effective rate due to their age.
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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 instructional materials and equipment in accordance with Education Code 17546.
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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 instructional materials/equipment in accordance with Education Code 17546. The Board of Trustees to declare the value of each item on the list below to be less than $2,500 in accordance with Education Code 17546 in order to facilitate their disposal. Kindergarten - 5th Grades | 6th - 8th Grades | Harcourt Reflections | Glencoe | All Student Materials | All Student Materials | All Teacher Materials | All Teacher Materials |
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None |
Obsolete Equipment List
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Marti Reed, Director of Categorical Programs |
The Sylvan District website is a way for us to communicate with families, staff and the community at large. It is important that we have a certified 508/ADA compliant site. The School Loop Content Management System - SLS2 - is certified as supporting the authoring of content conformant with Level AA of the Web Content Accessibility Guidelines v2.0 (WCAG 2.0), the compliance standard for Section 508 of the Rehabilitation Act of 1973. Content not authored with School Loop CMS tools or without using best practices is not certified conformant. The license with School Loop provides us with access to a compliant site.
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Staff recommends the Board of Trustees approve the 2019-2020 School Loop one (1) year site license renewal $937.56.
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It is recommended the Board of Trustees approve the 2019-2020 School Loop one (1) year site license renewal $937.56.
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General Fund: $937.56
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2019-2020 School Loop One Year Renewal
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Marti Reed, Director of Categorical Programs |
KeepnTrack by COMPanion Corporation is visitor management software that gives administrators the ability to effectively monitor visitor traffic through the school on any given day. The automated sign-in process makes recording visitor data simple and provides instant sex offender checks and notifications. Visitors and volunteers can check in at the school office when they arrive on campus. KeepnTrack is used district-wide at all school sites.
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Staff recommends the Board of Trustees approve the 2019-2020 KeepnTrack renewal contract for $6,487. |
It is recommended the Board of Trustees approve the 2019-2020 KeepnTrack renewal contract for $6,487.
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General Fund: $6,487 |
2019-2020 KeepnTrack Renewal Contract
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Dawn Mori, Director of Special Education |
SPEAKER: Dawn Mori, Director of Special Education The Special Education department and the Human Resources department continue to look for, recruit, and hire Speech and Language Pathologists. As the severe population of students with disabilities continues to grow our need for specialized support services grows as well. We continue to work to recruit our own staff. We have had and continue to have contracts with ARDOR Health Solutions. We have been completely satisfied with the service ARDOR provides. ARDOR has included a thirty (30) day opt out clause if we are able to find a Speech and Language Pathologist of our own.
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Staff recommends the Board of Trustees ratify the renewal contract with ARDOR Health Solutions for a Speech and Language Pathologist.
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Special Education Funds: $ 85 hr/ 8 hrs a day= $680/day x 179 school days = $121,720. NOT TO EXCEED: $130,000.
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Ardor SLP Contract Renewal
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Michael Maaske, Director of Nutrition Services |
Approving this agreement allows the Sylvan Union School District Food Service Department to continue providing food and supplies that will be used to prepare meals for the students attending Stanislaus County Office of Education (SCOE) Head Start sites located within Stanislaus County. The meals served to the SCOE Head Start children will be claimed for reimbursement by the Sylvan Union School District Food Service Department. Additional prices and fees will be paid to the Sylvan Union School District Food Service Department by SCOE.
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Staff recommends ratification of the 2019-2020 Food Service Agreement between the Sylvan Union School District and the Stanislaus County Office of Education (SCOE).
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The Board of Trustees to consider ratifying the 2019-2020 Food Service Agreement between the Sylvan Union School District and the Stanislaus County Office of Education (SCOE).
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Net increase in revenue to the Food Service Department with additional revenue for the Districts General Fund from the Indirect Costs charged to the Food Service Program by the District.
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2019-2020 Food Service Vending Agreement Between the Sylvan Union School District and the Stanislaus County Office of Education
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Debra M. Hendricks, Superintendent |
SPEAKER: Debra M. Hendricks, Superintendent It is recommended the Board of Trustees ratify the Portrait Agreement for Standiford Elementary with Lifetouch National School Studios for the 2019-2020 school year.
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It is recommended the Board of Trustees ratify the Portrait Agreement for Standiford Elementary with Lifetouch National School Studios for the 2019-2020 school year.
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ST LIFETOUCH AGREEMENT 2019-20
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Debra M. Hendricks, Superintendent |
The District has received donations as follows:
1. The donation of one-hundred buckets, thirty-nine drumsticks, one bucket drumming book valued at $896.61 from various donors (Rick Liming, Sarah Deaton, Jodi Austin, Mrs. B, 209 Donate Books, Cheryl Banducci, Rebecca Schmidt, Stephanie Anke, Silver Lamb, Michelle Rodriguez, Donors Choose, Google, and Sonic Drive In) through Donors Choose Project to Sylvan STEAM Academy for the music program. 2. The donation of books for the school library valued at $745.10 from Marylou Hacker through Donors Choose Project to Sylvan STEAM Academy for student use in the school library. |
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It is recommended the Board of Trustees approve the donations as listed. |
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Debra M. Hendricks, Superintendent |
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Published: August 23, 2019, 1:44 PM
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