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

Case Number: 2925695

Title: Administrative Assignments

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

Pursuant to the Governor Gavin Newsom's Executive Order N-29-20, all members of a legislative body and appropriate staff will participate in legislative meetings via phone/video conference. 

The April 21, 2020, Sylvan Union School District Special Board Meeting Budget Study Session will use a video conference and phone conference service.  If you would like to participate in the meeting or provide public comment, the meeting accessibility is below:

When: Apr 21, 2020 06:50 PM Pacific Time (US and Canada)
Topic: SUSD 4/21/20 Regular Board Meeting 

Please click the link below to join the webinar: 
https://zoom.us/j/98393035345

Or iPhone one-tap : 
    US: +16699006833,,98393035345#,,#,064744#  or +13462487799,,98393035345#,,#,064744# 
Or Telephone:
    Dial(for higher quality, dial a number based on your current location):
        US: +1 669 900 6833  or +1 346 248 7799  or +1 929 436 2866  or +1 253 215 8782  or +1 301 715 8592  or +1 312 626 6799 
    Webinar ID: 983 9303 5345
  
 

If you have any questions or concerns, please contact Velma Silva Beck at vbeck@sylvan.k12.ca.us

Instructions will also be posted on our district website at www.sylvan.k12.ca.us

Individuals that would like to address the Board of Trustees should email Velma Silva Beck at vbeck@sylvan.k12.ca.us by 7:00 PM the evening of the board meeting and provide the following speaker card information (form is attached):

Name:

Address:

Phone Number:

Clarify if you are a Parent, Community Member or staff member

School(s):

Agenda Item or Topic:

The Board of Trustees to receive the March 2020 Board Policy update packet for review before the first reading scheduled for the May 12, 2020, Regular Board Meeting, second reading scheduled for the June 2, 2020, Regular Board Meeting and the final adoption at the June 2, 2020, Regular Board Meeting. 

Superintendent Hendricks will update the Board of Trustees on the Coronavirus pandemic with school closures and distance learning.

The Board of Trustees to receive the 2019-2020 Governance Goals Spring update.

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

It is recommended the Board of Trustees adopt Resolution 2019/2020 - #25 proclaiming May 3-9, 2020, as "Week of the Teacher".

It is recommended the Board of Trustees adopt Resolution 2019/2020 - #26 proclaiming May 17-23, 2020, as "Classified School Employees' Week".

In order to fulfill the accountability and reporting requirements of the District's Measure A General Obligation Bond, the Board of Trustees is required to review and accept the Annual Performance Audit and Financial Report for fiscal year 2018-2019 presented by the Citizens' Bond Oversight Committee (CBOC). 

The CBOC has three (3) specific duties or purposes: 

1.  Inform the Public - The Committee shall inform the public concerning the District's expenditures of bond proceeds. 

2.  Review Expenditures - The Committee may review quarterly expenditure reports produced by the District to ensure that (a) bond proceeds are expended only for the purposes set forth in the ballot measure, and (b) no bond proceeds are used for any teacher or administrative salaries or other operating expenses. 

3.  Annual Report - The Committee shall present to the Board of Trustees, in a public session, an annual written report which shall include the following: 

(a) A statement indicating whether the District is in compliance with the requirements of Article XIIIA, Section 1(b)(3) of the California Constitution; and 

(b) A summary of the Committee's proceedings and activities for the preceding year. 

In satisfaction of Item 3 above, the committee submits the following items for review and approval: 

1. Sylvan Union School District General Obligation Bonds Performance Audit dated June 30, 2019. This report was prepared by the District's auditors, Christy White and Associates, LLP Certified Public Accountants.     

2. CBOC Meeting Minutes from 2018-19 and minutes from the meeting held on March 30, 2020, are attached. 

Staff recommends the acceptance of the Citizens' Bond Oversight Committee's Annual Performance Audit and Financial Report for fiscal year ending June 30, 2019. 

The Board of Trustees to consider approval and acceptance of the Measure A Citizens' Bond Oversight Committee's annual Performance Audit and Financial Report for fiscal year ending June 30, 2019.

N/A

This change order is for the Ustach Middle School Modernization Project.  This is Change Order No. 6 for the project and consists of several different change orders.

Change Order No. 6 consists of the following: 

PCO #18 – Duct access to workroom B1 & B2 building - $3,371.32

PCO #21 – Repair of non-compliant electrical conduit B1 & B2 - $2,539.34

PCO #32 - Credit to remove Crash Pad replacement from MPR walls - (20,000.00)

PCO #37 - Credit to omit polishing floor in weight room of MPR - ($6,590.00)

PCO #40 - Crane to move storage containers - $1,857.57

PCO #29 - Add sink back into restroom in C2, 40s wing - $3,509.58

PCO #13 - Floor slope / restroom slab repair building C3, 60s wing - $20,120.89

Attached is a summary of the revenues and expenses of the project with the changes of this change order listed.

It is recommended the Board of Trustees approve Change Order No. 6 with Boyer Construction for the Ustach Middle School Modernization project.

The board will consider approval of Change Order No. 6 with Boyer Construction for the Ustach Middle School Modernization project.

$4,808.70 from the project contingency funds ($159,540.80 remaining after deducting value engineering not yet realized)

The district has gone through a bidding process in order to apply for E-Rate funding for the 2020/2021 fiscal year.  This funding is restricted to infrastructure projects, referred to as Category 2 E-Rate funds.  Category 1 E-Rate funds pay for ongoing services (like internet) and Category 2 are typically one-time projects that improve the infrastructure of our data/communication systems.  The district has an estimated $918,000 allocation of E-Rate funding available to apply for and this is the last year of a 6 year cycle in which the district can apply for these funds.   There is a specific amount of funding for each school site.  Upon approval of funding, there is an 80%/20% allocation, with E-Rate providing 80% of the funds and the district paying 20% of the funds.

RFP 2020/2021 #01 - Cabling and Backups

This project is a Category 2 E-Rate project.  The proposed project is for data cabling at each school sites, to upgrade the various connections at each school sites (IDF's) back to one main connection at that site (MDF).  The cabling upgrade will increase the capacity of these connections from 1GB to 10GB to allow for faster connections for each of the classrooms and buildings throughout the school sites.  Also included is pricing for battery backup units (called UPS's) at each site. 

The district received three (3) bids for this project, from Telcion, AAA, and Gigakom.  The Gigakom proposal was deemed non-responsive as it was late and did not include all of the required documentation.   Proposals were reviewed and scored according to the specifications of the RFP.  Staff determined that the bidder with the highest score was Telcion, based on the indicated scoring criteria.  It is recommended that the Board of Trustees approve Telcion as the awarded bidder for this project.  

The award of this bid is dependent on project approval and receiving a funding award decision letter from E-Rate.  Once approval is received from E-Rate, staff can determine if the district deems it has the necessary funding to pay the 20% match and is ready to move forward with the project.

Telcion's total proposal for this project is for $225.003.03.  The project funding is anticipated as follows:

Total Portion Covered by E-rate (at 80%): $180,002.42

Total District Share (the 20% after E-rate): $45,000.61

Attached are the following documents:

- RFP 2020/2021 #01 - Cabling & Backups, RFP & Addendum

- Log of Proposals Received

- Scoring Summary of Proposals

- Proposal from Telcion

It is recommended that the Board of Trustees approve Telcion Communications Group as the awarded bidder for E-Rate RFP 2020/2021 #01 for $225.003.03

The board will consider approval of Telcion Communications Group as the awarded bidder for E-Rate RFP 2020/2021 #01 for $225.003.03

Total proposal for this project is $225.003.03.  The project funding is anticipated as follows:

Total Portion Covered by E-rate (at 80%): $180,002.42

Total District Share (the 20% after E-rate): $45,000.61 (Fund 40, Res#0007-Equipment)

Projected Balance at 2020/21: $135,525

The district has gone through a bidding process in order to apply for E-Rate funding for the 2020/2021 fiscal year.  This funding is restricted to infrastructure projects, referred to as Category 2 E-Rate funds.  Category 1 E-Rate funds pay for ongoing services (like internet) and Category 2 are typically one-time projects that improve the infrastructure of our data/communication systems.  The district has an estimated $918,000 allocation of E-Rate funding available to apply for and this is the last year of a six (6) year cycle in which the district can apply for these funds.   There is a specific amount of funding for each school site.  Upon approval of funding, there is an 80%/20% allocation, with E-Rate providing 80% of the funds and the district paying 20% of the funds.

RFP 2020/2021 #02 - Wireless Upgrades

This project is a Category 2 E-Rate project.  The proposed project is for upgrades to our Wireless Access Points (WAP's) at all school sites, to work hand in hand with the cabling upgrades and allow for faster connections and higher density capacity to handle all of the devices accessing our wireless network at all of our school sites.  

The district received thee (3) bids for this project, from DataPath, AAA, and Gigakom.  The AAA and Gigakom proposals were deemed non-responsive as they were late and/or did not include all of the required documentation.   Proposals were reviewed and scored according to the specifications of the RFP.  Staff determined that the bidder with the highest score was DataPath, based on the indicated scoring criteria.  It is recommended that the board approve DataPath as the awarded bidder for this project.  

The award of this bid is dependent on project approval and receiving a funding award decision letter from E-Rate.  Once approval is received from E-Rate, staff can determine if the district deems it has the necessary funding to pay the 20% match and is ready to move forward with the project.

DataPath's proposal for this project includes thee (3) options and it is recommended to move forward with option C, for a total of $457,179.19.  Option C is the highest option as it includes additional work.  Once the application is approved for option C, district funding availability can be determined and if needed, the project can be pared down to Options A or B. The project funding for Option C is anticipated as follows:

Total Portion Covered by E-rate (at 80%): $310,739.66

Total District Share (the 20% & after E-rate max/site*): $146,439.53

*some site maximum funding allocations have been exceeding, thus requiring a higher district share for those sites.

Attached are the following documents:

- RFP 2020/2021 #02 Cabling and Addendum

- Log of Proposals Received

- Scoring Summary of Proposals

- Proposal from DataPath

It is recommended that the Board of Trustees approve DataPath as the awarded bidder for E-Rate RFP 2020/2021 #02 for $457,179.19.

The Board will consider approval of DataPath as the awarded bidder for E-Rate RFP 2020/2021 #02 for $457,179.19.

Total proposal for this project is $457,179.17.  The project funding is anticipated as follows:

Total Portion Covered by E-rate (at 80%): $310,739.66

Total District Share (the 20% & after E-rate max/site): $146,439.53 (Fund 40, Res#0007-Equipment)

Projected Fund Balance for 2020/21: $135,525

It is recommended that Board of Trustees approve the minutes of the March 31, 2020 Regular Board Meeting.

The Board of Trustees to review and approve the 2019-2020 Comprehensive School Safety Plan for all schools in the Sylvan Union School District per Board Policy and Administrative Regulation 0450.  The Safety Plans have always been presented to the Board for approval at this time annually.  

The Board of Trustees to review and approve the 2019-2020 Comprehensive School Safety Plans for all schools in the Sylvan Union School District per Board Policy and Administrative Regulation 0450.

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

It is recommended the Board of Trustees approve the 2019-2020 Comprehensive School Safety Plans per Board Policy and Administrative Regulation 0450.

N/A

Our district works closely with local university programs to support programs and college students who are pursuing a career in education and schools.  This includes our partnerships with local university credentialing programs.  The attached document outlines an agreement and memorandum of understanding (MOU) for placement and employment of Teacher Interns who are currently enrolled in the credential program at Teacher's College of San Joaquin.  This agreement and MOU outlines the expectations and requirements for the district, the university and the intern teachers.  This renewal of our current agreement is required to continue our work and professional relationship with Teacher's College of San Joaquin credentialing program. 

Staff recommends approval of the Memorandum of Understanding with Teachers College of San Joaquin.

There is no financial impact.

Presented for the Board's approval, staff presents an updated and revised job description for the position of ASB Student Store Manager.  Previously, this job description was titled "Student Store Manager".  The current job description was last updated in 1999.  The updated job description reflects the current and proposed job responsibilities and duties for this updated position. 

Provided for the Board's review is the current job description with edits indicating additions and deletions as well as the revised and proposed job description. 

Staff recommends approval for the revised job description for ASB Student Store Manager.

There is no proposed salary change for this position.

There will be a financial impact to the general fund as the three (3) current positions are funded for 2020-2021 by the District and not paid out of Associated Student Body site funds.  The salaries for the three (3) positions are approximately $67,000/annually. 

We have been continually advertising to fill our current Speech Therapist and SLPA vacancies for the 2019-2020 and 2020-2021 school years.  We have received no applicants at this time.  We will continue to actively recruit for these positions. 

The three (3) contracts presented to you tonight are through Ardor Health Solutions, a company we have used for several years.  In addition, all three (3) candidates are returning employees to us through Ardor and have done a fantastic job.  Our contracts with Ardor also provide us a thirty (30) day opt out clause which allows us to give Ardor thirty (30) days notice to end the contract if we are able to find and retain a speech therapist ourselves.

We continue to watch our numbers closely and know that these positions will be needed at the start of next school year.        

Staff recommends approval of the three (3) Ardor Health Solutions contracts for the 2020-21 school year.

SLPA-  $96,200.00

SLP-  $125,800.00

SLP- $116,920.00

Ardor 2020-2021 total $338,920.00 account resource 6500 object 5813

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.  

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 technology and equipment in accordance with Education Code 17546.

It is recommended the Board of Trustees declare the value of each obsolete item on the list is less than $2,500.00; and authorize staff to dispose of the equipment in accordance with Education Code 17546.

None