(Education Code 54957.6) District Negotiator: Debra M. Hendricks and Didi Peterson
Employee Organizations: All Groups 

SPEAKER: Debra M. Hendricks, Superintendent

 None at this time.

The Board of Trustees to hold a public hearing that sufficient textbooks and instructional materials were provided to students and staff for the 2019-2020 school year.

SPEAKER: Debra M. Hendricks

The Superintendent will share information regarding the 2019-20 Focus Groups.

SPEAKERS: Debra Hendricks, Superintendent and Lizett Aguilar, Assistant Superintendent of Business Services

Staff to provide an update on the Ustach Modernization Project.

SPEAKER: Lisa Sandoval, Director of Fiscal Services 

The attached reports contain the District’s final revenue and expenditures for the fiscal year ending June 30, 2019.  These reports are compiled by district staff in compliance with State guidelines.  An independent audit firm is hired by the District to review the report upon completion, hence, the title Unaudited Actual Financial Report.

The District’s General Fund operates under State funded revenue provided through the Local Control Funding Formula (LCFF).  Prior to the beginning of the fiscal year, a budget is created with the Local Control Accountability Plan (LCAP) as a guide.  Expenditures support goals and actions addressed in the District LCAP.  The process includes ongoing evaluation of the District’s areas of success, areas for improvement, and areas of additional need.

Additional funds operated by the District have specific requirements based on the revenue source.  Each fund is presented separately with a summary of revenue and expenditures, beginning and ending reserve, and cash balances.  Within the General Fund are subcategories identified as resources, which carry their own cash and individual guidelines.  For this report, they are combined into two (2) categories, unrestricted and restricted.  Unrestricted funds may be used for all types of expenditures, while restricted funds are designated for specific purposes.

The following funds, per the Standardized Account Code Structure (SACS), are currently being operated by the District: 
  -  General Fund 
  -  Cafeteria Special Revenue Fund 
  -  Deferred Maintenance Fund 
  -  Special Reserve Fund for Postemployment Benefits 
  -  Building Fund – Bond 
  -  Capital Facilities Fund - Developer Fees 
  -  Special Reserve Fund for Capital Outlay Projects 
  -  Bond Interest and Redemption Fund - Bond Fund 
  -  Child Care Enterprise Fund 
  -  Self-Insured Fund 

Additional documents within the report include the following required supplemental forms: 
  -  Form A – Average Daily Attendance 
  -  Form L – Lottery Expenditures 
  -  Form CEA – Current Expense Formula / Minimum Classroom Compensation 
  -  Form ESMOE – Every Student Succeeds Act Maintenance of Effort 
  -  Form GANN – Appropriations Limit Calculation 
  -  Form PCRAF – Program Cost Report, Allocation Factors 
  -  Form PCR – Program Cost Report 
  -  Form ICR – Indirect Cost Rate Worksheet 
  -  Form SIAA – Summary of Interfund Activities, Actuals 
  -  Form DEBT – Schedule of Long-Term Debt 
  -  Form ASSET – Schedule of Capital Assets 
  -  SEMA & SEMB – Special Education Maintenance of Effort 
  -  Technical Review Checks – 2018-19 Unaudited Actuals and 2019-20 Adopted Budget 

Please see attached reports.

It is recommended the Board of Trustees approve the 2018-2019 Unaudited Actual Financial Report.

SPEAKER: Lisa Sandoval, Director of Fiscal Services 

The Board of Trustees is presented budget revisions by major object codes. The major object codes categorize the types of revenue or expenditure. Special items within this summary have previously come before the Board of Trustees in one manner or another. 

As the fiscal year closes, final revisions to the budget provide the Board of Trustees a summary of the changes from previously presented reports to better reflect the actual receipts and expenditures. 

Attached are the summaries of the budget revisions made from March 1, 2019, through June 30, 2019, for the following funds:

  -  General Fund 
  -  General Fund – Unrestricted 
  -  General Fund – Restricted 
  -  Cafeteria Special Revenue Fund 
  -  Deferred Maintenance Fund 
  -  Special Reserve Fund for Postemployment Benefits 
  -  Building Fund – Bond 
  -  Capital Facilities Fund – Developer Fees 
  -  Special Reserve Fund for Capital Outlay Projects 
  -  Bond Interest and Redemption Fund - Bond Fund 
  -  Childcare Enterprise Fund 
  -  Self-Insured Fund 

Also attached are the explanations of the budget changes made during the same time period. 

It is recommended the Board of Trustees approve the budget revisions for the period of March 1, 2019, through June 30, 2019.

SPEAKER: Lisa Sandoval, Director of Fiscal Services 

Per Education Code 42132, “on or before September 15 of each year, the Governing Board of each school district shall adopt a resolution to identify, pursuant to Division 9 (commencing with Section 7900) of Title 1 of the Government Code, the estimated appropriations limit for the district for the current fiscal year and the actual appropriations limit for the district for the preceding fiscal year.  Notwithstanding Section 7910 of the Government Code, documentation used in the identification of the appropriations limit shall be made available to the public on the date of the meeting.”

The appropriations limit is intended to constrain the growth in state and local government spending by linking year-to-year increases and decreases in expenditures to changes in inflation and average daily attendance.  Originally established in 1979, the Gann Limit has become a calculation that no longer constrains expenditures because the limits have grown significantly faster than appropriations subject to the Gann Limit.  Gann Limits only constrain the appropriations from state and local tax sources, so federal aid is excluded, as well as non-tax income, such as revenues from cafeteria sales, adult education fees, and foundations.

The Appropriations Limit is included as a form in the state software program for the unaudited financial report and is populated with the required information at the time the revenue and expenditures are downloaded from the District’s accounting program. 

Please see attached GANN Limit resolution and calculation.

It is recommended the Board of Trustees adopt Resolution 2019/2020 - #07: GANN Limit (Appropriations).

SPEAKER: Lizett Aguilar, Assistant Superintendent of Business Services 

This change order is comprised of items listed on the attachment. 

Of most significance is the removal of alternates #4 and #5.

This change order will affect the contract as follows: 

Original Contract Amount: $10,523,287.00

Previous Change Orders: $      -

This Change Order:  ($683,147.00)

Revised Contract Amount: $9,840,140.00

Reason for Change Order: See detail of change order.

Staff recommends the approval of Change Order No. 1 with Boyer Construction in the amount of $(683,147.00) for the Ustach Middle School Modernization.

The Board of Trustees to consider approval of Change Order No. 1 with Boyer Construction for the Ustach Middle School Modernization.

Reduction of: $(683,147.00)

SPEAKER: Laura Granger, Assistant Superintendent of Educational Services 

This item was tabled at the August 27, 2019, board meeting to provide stakeholder input and a Public Hearing.  Staff is bringing the resolution back for adoption. 

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.

Staff recommends the Board of Trustees adopt Resolution 2019/2020 - #5: Sufficient Textbooks/Instructional Materials for Students/Staff.

Staff recommends the Board of Trustees adopt Resolution 2019/2020 - #5: Sufficient Textbooks/Instructional Materials for Students/Staff.

SPEAKER: Carrie Albert, Director of Student Services 

October 23-31, 2019, has been declared "National Red Ribbon Week" by the National Family Partnership and Californians for a Drug Free Youth.  Strong education, compassion and enforcement are the three (3) elements of success for the community to set clear standards for our children.  The theme this year is "Send A Message. Stay Drug Free”.  The winning theme was created by Izabella Ware, a student from Griswold Middle School in Griswold, CT.

The Sylvan Union School District would like to support Red Ribbon Week and participate in various activities to promote a lifestyle of no illegal use of legal substances and no use of illegal substances.

It is recommended the Board of Trustees adopt Resolution 2019/2020 - #8 declaring October 23-31, 2019, as "Red Ribbon" week for the Sylvan Union School District.

It is recommended the Board of Trustees adopt Resolution 2019/2020 - #8 declaring October 23-31, 2019, as "Red Ribbon" week for the Sylvan Union School District.

SPEAKER: Debra M. Hendricks, Superintendent 

It is recommended the Board of Trustees adopt Resolution 2019/2020 - #9 recognizing the second full week in October 2019 as the "Week of the School Administrator".

It is recommended the Board of Trustees adopt Resolution 2019/2020 - #9 recognizing the second full week in October 2019 as the "Week of the School Administrator".

Staff is recommending approval of the Lead Payroll Specialist Job Description.

Range 20 classified hourly rate is $21.25 - $30.09.

SPEAKER: Carrie Albert, Director of Student Services 

Attached is a Draft Revision to Administrative Regulation 6158.1 and the final version for adoption.  The Board reviewed the draft at the August 27, 2019, Regular Board Meeting.  The revisions reflect changes to the independent study credit process. 

Staff is presenting these revisions for adoption.

Staff is recommending the Board of Trustees adopt the revisions as shown to Administrative Regulation 6158.1: Short Term Independent Study.

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. 

None

SPEAKER: Sean Smith, Director of Maintenance and Operations 

This action item is part of the 2019-2020 Governance Goals.  At the August 6, 2019, board meeting, information was provided on the types of cameras, the selected pilot campus being Somerset, and the quotes obtained to provide 75% exterior campus coverage.  The Board recommended staff to go back and look into an additional option for 100% exterior coverage of the campus, including the addition of a camera for the front office lobby. This amount of coverage will require the use of thirty (30) cameras. 

As initially proposed, the 75% or ten (10) camera coverage option was primarily focused on the perimeter of the school site, using cameras in locations where long distance viewing was a priority. 

After receiving the direction to explore 100% coverage, experts from Netronix Integration were called in to do a site walk with the goal of eliminating any gaps in coverage or blind spots. 

After the site walk, it was recommended that we employ thirty (30) cameras in order to cover the perimeter of the site, all entrances and exits to the campus, lunch and recess areas as well as the spaces between buildings where students congregate and use as paths of travel around the site. 

75% coverage; ten (10) camera quotes:

Brand                                          Technology                                 Cost 

In comparison to the 75% camera coverage, a request for a 100% coverage quotation went to Macker Tek, Ltd, an authorized distributor for many different brands of security cameras and an exclusive distributor of Verkada cameras.

Below is a summary of this quote and additional camera system options for 100% coverage:

Brand               Technology                                                                         Cost

Of the three (3) companies, only Verkada and Cisco-Meraki employ technologies that do away with the traditional DVR and monitor as a hub for the system. The district has used DVR/Monitor systems in the past with mixed results. DVR/Monitor systems have limitations as to how many cameras may be connected to a DVR, which means that several DVRs would be needed to serve an entire site. Additionally, access for viewing and recording footage would only be available at the DVR/Monitor itself. Network viewing capability is possible, but comes with a significant security risk and if the DVR is destroyed, all footage is lost and all cameras stop functioning. 

The Verkada system has the video recorder built into each camera and automatically backs up footage to the cloud. If a camera were to lose power or be vandalized or stolen, only the single camera would be affected. The rest of the cameras would continue to function as normal. 

Viewing access could be tiered to allow site administrators or campus supervisors to view recorded or live footage via a website with unique username and password. This could be viewed on any device with internet access, such as a PC, tablet, or smartphone. 

Datapath was contacted to evaluate the camera systems from a network security perspective and they see no issues with the cloud based storage used by Verkada and Cisco-Meraki.

It is recommended the Board of Trustees approve the purchase of forty-four (44) Verkada cameras from Macker Tech, Ltd.

The Board of Trustees will consider approval of recommended purchase of forty (44) Verkada cameras from Macker Tech, Ltd.

R&R Maintenance Resource #8150 (per Capital Outlay Plan): Thirty (30) cameras = $35,184 + tax/shipping

Cafeteria Fund 13: Fourteen (14) cameras =  $18,463.20 + tax/shipping

SPEAKER: Lisa Sandoval, Director of Fiscal Services 

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

SPEAKER: Debra M. Hendricks, Superintendent  

It is recommended that Board of Trustees approve the minutes of the August 27, 2019 Regular Board Meeting.

SPEAKER: Didi Peterson, Assistant Superintendent of Human Resources 

It is recommended the Board of Trustees ratify the personnel actions as listed.

SPEAKER: Lisa Sandoval, Director of Fiscal Services 

It is recommended the Board of Trustees ratify the list of checks as presented.

SPEAKER: Laura Granger, Assistant Superintendent of Educational Services 

Pursuant to Board Policy and Administrative Regulation 6158.1, any student who is requesting Independent Study in excess of twenty (20) days must be approved for such study at a regularly scheduled Board meeting.  Student #477725, kindergarten student at Sylvan STEAM Academy, is requesting independent study beginning October 17, 2019, and ending November 15, 2019, for the purpose of traveling out of the country with his family.

Staff recommends the approval of independent study for student #477725 from October 17, 2019, through November 15, 2019.

Staff recommends the approval of independent study for student #477725 from October 17, 2019, through November 15, 2019.

SPEAKER: Debra M. Hendricks, Superintendent  

It is recommended the Board of Trustees ratify the Portrait and Yearbook Contracts for Orchard and Woodrow Elementary Schools with Shoob Photography for the 2019-2020 school year.

Staff recommends the Board of Trustees ratify the Portrait and Yearbook Contracts for Orchard and Woodrow Elementary with Shoob Photography for the 2019-2020 school year.

It is recommended the Board of Trustees ratify the Portrait and Yearbook Contracts for Orchard and Woodrow Elementary with Shoob Photography for the 2019-2020 school year.

SPEAKER: Debra M. Hendricks, Superintendent 

The District has received donations as follows: 

1. The donation of $40.00 from YourCause Corporate Employee Giving Programs to Freedom Elementary School for instructional materials, curriculum or interventions for students. 

2. The donation of $449.72 from Sanders Parent Teacher Association to Mary Ann Sanders Elementary School for the purchase of Art supplies for the Art teacher.

3. The donation of Grade 1 books-independent readers and picture books valued at $348.00 from DonorsChoose.org to Standiford Elementary School for their library.

4. The donation of $1,000.00 from California Foundation for Agriculture in the Classroom to Woodrow Elementary School for the school garden.

5. The donation of stationary and supplies valued at $1,000.00 from John and Stacy Wyatt to the District Office.