(Education Code 35149, 48918(c), 72122) Administrative Hearing Officer: Carrie Albert, Director of Student Services

(Education Code 35149, 48918(c), 72122) Administrative Hearing Officer: Carrie Albert, Director of Student Services

(Education Code 35149, 48918(c), 72122) Administrative Hearing Officer: Carrie Albert, Director of Student Services

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

Case Name: Ha

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

Title: Administrative Assignments

It is recommended the Board of Trustees approve the recommendations of the Administrative Hearing Panel in the matter of Student 2019/2020 - AH# 01.

It is recommended the Board of Trustees approve the recommendations of the Administrative Hearing Panel in the matter of Student 2019/2020 - AH# 02.

It is recommended the Board of Trustees approve the recommendations of the Administrative Hearing Panel in the matter of Student 2019/2020 - AH# 03.

SPEAKER: Debra M. Hendricks, Superintendent

The district received two (2) forms of communication:

1. A letter from California Department of Education accepting the 2018-19 Performance Indicator Review Plan.  The district received a successful submission.

2. Two (2) letters from Stanislaus Partners in Education recognizing Anna Haskel and Molli Kusiek for their successful completion of the SPIE internship.

SPEAKER: Debra M. Hendricks, Superintendent

The Superintendent will be updating the Board of Trustees on the Somerset Middle School STEAM program for the 2019-20 school year.

SPEAKER: Michael Maaske, Director of Food Services 

The Board of Trustees will be presented with an annual update regarding the Nutrition Services for the Food Service Department.

The Board of Trustees will be presented with an annual update regarding the Nutrition Services for the Food Service Department.

SPEAKER: Dawn Mori, Director of Special Education

Starting with the 2020-2021 school year SELPA will begin offering Occupational Therapy (OT) services through a fee for services model and will no longer continue to offer it through the SELPA pool.  Currently, Sylvan’s contribution to the OT pool is $134,109.49.  

As of September 20, 2019, the total number of students receiving direct services of OT was seventy-four (74).  The approximate total pool usage is $282,144.33.

The difference of what we contributed and what we take out of the pool is -$148,034.84.

SELPA is still figuring out the exact figures they will use in the fee for services model of OT for the 2020-2021 school year.  There may be varying fees from $2500 to $4800. What this means is that in order to serve seventy-four (74) students we could pay between $185,000 to $355,200.  

Looking at these numbers it is advantageous for Sylvan to look into taking back OT services for the 2020-2021 school year.  At this point in time, until we get more precise numbers, we would submit our notice for taking back the program, with the knowledge we can withdraw at anytime.  This would allow us to hire two (2) Occupational Therapists at approximately $115,000 each in salary (this does not include benefits).  

Additional facts to note:

SELPA will allow us to rescind our take back request as needed however, take back requests must be submitted by November 1st.   

It is likely we will have more than seventy-four (74) students receiving OT services before the end of the school year, so these figures are low estimates of possible costs.

In addition, SELPA will be charging a fee per assessment (anywhere from $1000 to $2000).  This amount will be in addition to the amounts mentioned above.

SPEAKERS: Laura Granger, Assistant Superintendent of  Educational Services and Didi Peterson, Assistant Superintendent of Human Resources 

Ed Services and Human Resources have collaborated to develop a staff development program to increase the meaningful use of technology within the student learning process. The proposed program provides certificated staff with one (1) unit of continuing professional growth for movement across the salary schedule upon completion of Google certification (Levels 1 or 2). The program provides opportunities for teachers to establish a level of proficiency within the Google suite so that they can successfully integrate the wide variety of tools into the teaching and learning environment. Article 14.9.2.5 in the SEA Contract provides for the conversion of fifteen (15) hours to one (1) semester unit. Fifteen (15) hours of district-sponsored coursework for Google certification will include approximately twelve (12) hours of class time and three (3) hours of test time. The proposed district-sponsored course will commence in January 2020. 

SPEAKER: Carrie Albert, Director of Student Services 

As per Board Policy 5117.1, staff will review Interdistrict Attendance requests for the 2019-2020 school year with the Board of Trustees.

As per Board Policy 5117.1, staff will review Interdistrict Attendance requests for the 2018-2019 school year with the Board of Trustees.  Attached is a summary of the Interdistrict requests processed as of September 13, 2019, for the 2019-2020 school year.

None

SPEAKER: Carrie Albert, Director of Student Services 

As per Board Policy 5116.1, staff will review Intradistrict Attendance Agreements for the 2019-2020 school year with the Board of Trustees.

As per Board Policy 5116.1, staff will review Intradistrict Attendance Agreements for the 2019-2020 school year with the Board of Trustees.  Attached is a summary of the Intradistrict requests processed as of September 13, 2019, for the 2019-2020 school year.

None

SPEAKER: Lizett Aguilar, Assistant Superintendent of Business Services and Raychel Cupit, Supervisor of Transportation 

On August 28, 2109, California Highway Patrol (CHP) conducted their annual inspection of our bus terminal.  It is an inspection that reviews the following:  Mechanical bus inspection from top to bottom, driver records, inspection sheets, and mandated drug screening records. After their inspection, they issued a report with an unsatisfactory or satisfactory report.  Any one item that is found out of compliance will result in an unsatisfactory report.

In the past, we have had an impeccable record with these inspections, always receiving satisfactory reports. This year we had a new driver record that was missing a DMV "pull report", which is their driver history.  The driver had a last name change that caused the delay of the receipt of the record.  The DMV pull report was received and rectified the situation when the CHP inspector came back the following morning.  However, the inspector already had completed the written report with the unsatisfactory report.  

When someone applies to be a bus driver, they also submit their DMV record and it is reviewed at that time.

The CHP inspector will return on December 16, 2019, to follow-up, as required by law.  We are prepared for that site visit to rectify the report and receive a fully satisfactory report. 

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

Staff to update the Board of Trustees on the Ustach Modernization Project.

SPEAKER: Sean Smith, Director of Maintenance and Operations 

In October 2018, the district applied for and received a grant from Kaiser Permanente in the amount of $75,000 for the purchase and installation of water bottle re-fill stations throughout the district.

In April 2019, Maintenance and Operations staff, along with site administrators performed site visits to come up with a list of potential locations at every school. That list was then sent over to Summit Plumbing so they could do a site walk at each location to verify installation was possible in the locations we selected, as well as to submit an estimate for the work.

In Mid-May, we received a quote from Summit with the cost of installing all of these fountains. However, there is some minor framing work needed at three (3) sites.  We may be able to do the work in house but if not, the anticipated cost to have the work done is approximately $3,000.  When we have the exact timeline of installation, we will make that determination and move forward accordingly.  We will be able to use the remainder of the grants funds to cover this additional cost.

For the installation, we reached out to other plumbing contractors in the area to get competitive quotes for this project. As with quite a few of our other small to mid-size projects, it has proven difficult to generate interest from contractors so we received one (1) more quote from Nicro and J Hart did not respond. 

Quotes received to date:

Nicro, Inc: $ 59,989

Summit Plumbing:    $ 62,975

J Hart:  No response

The term of the grant ends on November 1, 2019, and a final report is due to Kaiser Permanente on December 2, 2019.

It is recommended that we contract with Nicro, Inc. for this project.   They were the lowest bidder and we have worked with Nicro in the past and been very satisfied with their work.

It is recommended the Board of Trustees approve the selection of Nicro, Inc. for the installation of water bottle re-fill stations district wide as part of the Kaiser Permanente Water Bottle Re-Fill Station Grant.

The Board of Trustees will consider selecting Nicro, Inc. for the installation of water bottle re-fill stations district wide with a contract amount of $59,989.

Kaiser Permanente Grant: $59,989.

SPEAKER: Didi Peterson, Assistant Superintendent of Human Resources 

We continue to build our substitute teacher pool for the District. Unfilled teacher positions occur for two (2) reasons: the demand for substitute coverage due to employee absences and the tightened supply of substitute teachers available in the county and state. On September 13th and on October 4th of this school year, the Human Resources Department shared, in Board Updates, data and possible solutions to address the substitute teacher shortage for the District. The District hired thirteen (13) certificated substitutes in August. We currently have a pool of eight-five (85) certificated substitutes with an additional seventeen (17) newly-hired subs completing the hiring process. The need for substitute teachers continues to be a daily challenge for all school districts. Most of our substitutes work in the same capacity in nearby school districts as well.

Neighboring districts have increased their substitute pay in the past year, with four (4) districts paying more than Sylvan Union School District for the daily rate. In order to attract, recruit and retain teacher substitutes, staff recommends an increase in pay for substitute teachers. A copy of neighboring district’s substitute rates of pay is attached for the Board’s reference and review.

Provided for the Board’s review are two (2) proposals: a $5 increase on the current rate of pay and a $10 increase on the current rate of pay for all categories. Substitute pay rates are based on the number of days a substitute works in the district and in a specific assignment, with consecutive days of service.

In order to remain competitive in the substitute market, staff recommends that we increase our daily pay rate for substitute teachers.

Staff recommends that the Board of Trustees approve the daily rate pay increase for certificated substitutes. 

Two (2) proposals are provided for the Board’s review:

The financial impact was calculated based on the average monthly substitute utilization data.

The average number of certificated substitutes utilized per month is five hundred eighty five (585).

A $5 increase to the current rate of pay would increase our monthly sub costs by $2,925.

A $10 increase to the current rate of pay would increase our monthly sub costs by $5,850.

Proposed Certificated Substitute Pay Increase

*Based on sub utilization average over three (3) months

SPEAKER: Didi Peterson, Assistant Superintendent of Human Resources 

Presented for the Board's approval, staff presents an updated and revised job description for the position of Classroom Teacher Pre-Formal Special Day Class. The current job description was last updated in 2008. The updated job description reflects the current job responsibilities and duties for this position. 

SPEAKER: Didi Peterson, Assistant Superintendent of Human Resources 

Presented for the Board's approval, staff provides an updated and revised job description for the position of Classroom Teacher Moderate/Severe. The current job description was last updated in 1993. The updated job description reflects the current job responsibilities and duties for this position. 

Staff recommends approval of the revised job description for the position of Classroom Teacher Moderate/Severe. 

None.

SPEAKER: Debra M. Hendricks, Superintendent

Public Utilities seeks to relocate existing Sanitary Sewer Manhole and construct flush line structure located within the sidewalk on Warm Springs next to Mary Lou Dieterich Elementary School into the vegetation of the property owned by the GMRAA JPA. In August 1977 the City of Modesto formed a "Lot Tax Committee" comprised of representatives from all school districts located in whole or in part with the City and The Modesto Highs School District attendance area. Since Sylvan Union School District was part of the "Lot Tax Committee", it is necessary for Sylvan Union School District Board of Trustees to approve the proposed resolution in order to enter into the Quitclaim Deed to address the ministerial error.

Staff is recommending the Board of Trustees adopt Resolution 2019/2020 - #11 Authorizing the execution and delivery of a quitclaim deed with respect to the correction of a ministerial error in connection with vesting of title to a portion of the Mary Lou Dieterich Elementary School in Stanislaus Union School District.

None.

SPEAKER: Laura Granger, Assistant Superintendent of Educational Services

Ensuring student data is accurate in our student information systems is critical to our state and federal funding as well as state and federal accountability.  The Director of Categorical Programs and Attendance Specialist have worked in both Aeries and CALPADS for years cleaning up data, but it is a very daunting task as new information in input each day by many different people.  The State is now pulling data from SEIS, our special education student information system and comparing it to CALPADS. Aeries and CALPADS “talk” to each other when the Attendance Specialist completes an extract from Aeries and uploads it into CALPADS. This is where we determine if there are discrepancies in the data.  To ensure that SEIS and Aeries have correct information the Director of Categorical Programs manually extracts data from both systems, compares the data and then sends information to the appropriate staff for corrections to be made. The process is very time consuming for everyone as we sometimes have to wade through data that is not necessary, but because of our limitations on how to pull the data it displays sometimes more than we need. As data in all three (3) systems becomes more and more critical each year for state and federal funding, accountability, and student identification, this task is ever important.  

Certify Software promotes a daily, proactive process by syncing with Aeries each night, and sending email alerts to notify district and school users about specific data issues that need to be reviewed, monitored or corrected.  The data is compared against data validation rules and libraries that we can customize for our district. The rules can be applied to a number of data areas, such as attendance, discipline, English learners, and special education.  The rule libraries are predefined rules, but we are also able to define our own district-specific rules if needed. Certify staff ensures that the rule libraries are the most up-to-date based on the specifications published by the California Department of Education.  Specifically for California Certify has CALPADS and SEIS specific libraries. The CertifyCALPADS Rule Library™ pre-validates CALPADS state reporting submissions for each reporting period throughout the year. The CertifySEIS Rule Library™ validates the consistency of student data between student information systems and the SEIS special education system.

Staff recommends the Board of Trustees ratify the 2019-2020 Certica Solutions one (1) year site license $9,087.10.

It is recommended the Board of Trustees ratify the 2019-2020 Certica Solutions one (1) year site license renewal $9,087.10.

General Fund: $9,087.10

In accordance with Education Code 35120(c), Compensation, Officers and Agents, this resolution will meet the requirements that Jennifer Miyakawa, Board Member, was absent from the September 24, 2019, Fall Governance Retreat due to a hardship.  Education Code 35120.9(c) references excusing a board member absence due to a "hardship deemed acceptable by the board."

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 2019/2020 - #12: Board Member Absence.

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 September 10, 2019 Regular Board Meeting; September 24, 2019 Special Board Meeting; September 24, 2019 Fall Governance Retreat; and the September 30, 2019 Special 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: Lisa Sandoval, Director of Fiscal Services 

The goals of the Learning Communities for School Success Program (LCSSP) are to support evidence-based, non-punitive programs and practices employed to keep the state's most vulnerable students in school.  The Sylvan Union School District has been awarded a grant from the Stanislaus County Office of Education, Prevention Programs for a the period beginning July 1, 2019, through June 30, 2020, for Learning Communities for School Success Program (LCSSP) in the amount of $25,370.

Staff recommends the Board of Trustees ratify the acceptance of the grant between Sylvan Union School District and Stanislaus County Office of Education Prevention Programs (SCOE) for the California Learning Communities for Schools Success Programs.

$25,370 increase to the General Fund 01, Resource 0000.

SPEAKER: Didi Peterson, Assistant Superintendent of Human Resources 

The insurance committee (including SEA members, CSEA members, site representatives, retirees and district administration) met two (2) times in September to learn about, discuss and make recommendations for district benefits. We want to thank our employees who volunteered their time to give feedback and input about benefits.  Open Enrollment is from October 21^st to November 27th with our Annual Carrier Day held on October 22nd from 1:30-5:00 p.m. at the District Office in the Staff Development Room.  More information and an invite to Carrier Day will be sent to all district staff. 

Included in the renewals are rates for the health plans with Kaiser, Sutter Health Plus, and Retiree First for active employees, early retirees and retirees who are age 65 and over. In addition, renewals for Delta Dental, Vision Service Plan (VSP) and Met Life AD&D are also included in the 2020 Renewal Summary.

The committee considered enhancements to our vision plan with VSP.  The committee recommended increasing the benefit up to $150 for both eyeglass frames and contacts.  We are able to add these VSP enhancements while still including a 12% reduction in rates due to our current self-fund balance. Due to the district’s healthy fund balance for our self-insured dental plan there was a rate pass for our dental insurance plan.

For our health plans, there is a rate pass or 0% increase for all Kaiser plans. Sutter Health Plus offered a 6.29% increase for their high and mid-level plans as well as 6.33% increase for the high deductible plan. There was rich discussion and input gathered from employees who utilize Sutter Health Plus for medical coverage. All sites reported that employees continue to be pleased with their Sutter plan coverage and were willing to absorb the plan increase of 6.29% and 6.33% so that the offer of benefits and co-pay amounts would remain unchanged.

It is recommended the Board of Trustees approve the insurance renewal rates as attached for the 2020 calendar year.

The Insurance Committee (including SEA, CSEA, retirees, site reps and district administration) has met and received the renewal information from our broker/consultant.  The Committee recommends the 2020 renewals as attached for the 2020 calendar year.

See the attached summary of the insurance rate increases.  Premium rate increases will be shared 50% by the district and 50% by employees.  Multiple funding sources are affected.

SPEAKER: Didi Peterson, Assistant Superintendent of Human Resources 

Our district works closely with university programs to support programs and college students who are connected to or would like to explore careers in education and schools. The attached document outlines a Memorandum of Understanding (MOU) and agreement with the University of Pacific. This MOU outlines the expectations and requirements for the speech and language program. 

Staff recommends the Board of Trustees approve the Memorandum of Understanding with University of the Pacific.

There is no financial impact.

SPEAKER: Didi Peterson, Assistant Superintendent of Human Resources 

Our district works closely with university programs to support programs and college students who are connected to or would like to explore careers in education and schools. The attached document outlines a Memorandum of Understanding (MOU) and agreement with Western Governors University. This MOU outlines the expectations and requirements for credential and student teacher placements.

Staff recommends the Board of Trustees approve the Memorandum of Understanding with Western Governors University.

There is no financial impact.

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 file.

It is recommended the Board of Trustees authorize the destruction of the records that have been identified as disposable and duplicate/non-classified as attached.

It is recommended the Board of Trustees authorize the destruction of the records that have been identified as disposable and duplicate/non-classified as attached.

N/A.

SPEAKER: Dawn Mori, Director of Special Education

This is a continuation of our Memorandum of Understanding (MOU) with Stanislaus County Office of Education, Child & Family Services Head Start Program for the 2019-2020 school year.  This MOU allows Sylvan Union School district to mainstream preschool age students into their setting and outlines the process and requirements in order to do so.  This is the same MOU that we have had for the last several years with Head Start.  We are looking forward to adding the addition of mainstreaming and preschool placement opportunities at Sylvan STEAM Elementary School this year. 

Staff recommends approval of the Memorandum of Understanding with Stanislaus County Office of Education, Child and Family Services Head Start Program.

None.

SPEAKER: Lizett Aguilar, Assistant Superintendent of Business Services 

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

Staff recommends the acceptance of the Quarterly Report on Williams Complaints, Subject Area of Complaints, and Resolution of Complaints for quarter ending September 30, 2019. 

Effective January 1, 2005, pursuant to the Williams vs. State of California litigation settlement and as defined in Education Code 35186, Sylvan Union School District posted in every classroom a statement that students have the right to sufficient textbooks and instructional materials, that school facilities are clean, safe, and maintained in good repair and that there are no teacher vacancies or teacher misassignments.  Summaries of complaints must be publicly reported to the Board on a quarterly basis at a regularly scheduled meeting and forwarded to the County Superintendent of Schools. 

As of September 30, 2019, Sylvan Union School District has not received any complaints.

It is recommended the Board of Trustees accept the Quarterly Report on Williams Complaints, Subject Area of Complaints, and Resolution of Complaints for the Quarter Ending September 30, 2019.

None

1. The donation of library books - New beginning chapter books valued at $478.64 from Mary Bates, Lori Windsor, Keith and Virginia Munroe, and Bill and Melinda Gates Foundation through Donors Choose to Sylvan STEAM Academy for the school library.

2. The donation of $316.57 from Sherwood Parent Teacher Club to Sherwood Elementary School for the purchase of yoga mats for 4th grade teachers for PE/mindfulness. 

3. The donation of $350.00 from Rickey Holcombe to Somerset Middle School for student recognition and supplies.

4. The donation of a 55" television and wall mount valued at $525.00 from Sean Smith to the Sylvan Union School District Corp Yard for training and presentation purposes for all staff at Transportation and Maintenance and Operations.