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 May 12, 2020, Sylvan Union School District Regular Board Meeting 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:

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

When: May 12, 2020 05:30 PM Pacific Time (US and Canada)

Topic: SUSD Regular Board Meeting 

Please click the link below to join the webinar: 

https://us02web.zoom.us/j/86399441902

Or iPhone one-tap : 
    US: +16699006833,,86399441902#  or +12532158782,,86399441902# 
Or Telephone:
    Dial(for higher quality, dial a number based on your current location):
        US: +1 669 900 6833  or +1 253 215 8782  or +1 346 248 7799  or +1 929 436 2866  or +1 301 715 8592  or +1 312 626 6799 
    Webinar ID: 863 9944 1902
    International numbers available: https://us02web.zoom.us/u/k6TundoSC

(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 May 12, 2020, Sylvan Union School District Regular Board Meeting 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:

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

When: May 12, 2020 05:30 PM Pacific Time (US and Canada)

Topic: SUSD Regular Board Meeting 

Please click the link below to join the webinar: 
https://us02web.zoom.us/j/86399441902

Or iPhone one-tap : 
    US: +16699006833,,86399441902#  or +12532158782,,86399441902# 
Or Telephone:
    Dial(for higher quality, dial a number based on your current location):
        US: +1 669 900 6833  or +1 253 215 8782  or +1 346 248 7799  or +1 929 436 2866  or +1 301 715 8592  or +1 312 626 6799 
    Webinar ID: 863 9944 1902
    International numbers available: https://us02web.zoom.us/u/k6TundoSC

Individuals that would like to address the Board of Trustees should email Velma Silva Beck at vbeck@sylvan.k12.ca.us by 6:55 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:

Superintendent Hendricks will share information with the Board of Trustees regarding the Return to School Task Force.

Staff will be recognizing the 2019-2020 district retirees.

Staff will be providing information on the STEAM Program at Sylvan STEAM Academy and Somerset Middle School.

Staff has prepared a STEAM Update video that can be accessed by clicking the following STEAM Update Video May 2020

Staff to provide the Board of Trustees with an update on the budget for the 2020-21 school year.

At the April 21, 2020, Regular Board meeting, the Board of Trustees was given a "preview" and received policy binders for the March 2020 policy updates.  The Board of Trustees and staff will review policy updates for a "first reading" at the May 12, 2020, Regular Board meeting, "second reading" at the June 2, 2020, Regular Board meeting, and final reading/adoption at the June 2, 2020, Regular Board meeting.

The Board of Trustees and staff to conduct a "first reading" of the policy updates and minor revisions from March 2020. 

Staff to provide the Board of Trustees with a safety and facilities update as needed.

Presented for the Board’s approval is the Memorandum of Understanding (MOU) between Sylvan Educators Association and Sylvan Union School District regarding COVID-19. Executive Order N-26-20 regarding the physical closure of schools in California, in response to the pandemic of COVID-19, ensures that despite the Local Educational Agency's physical closure, schools are directed to continue to deliver educational opportunities to students. After collaboration between both parties, the MOU was drafted and approved to address the unprecedented challenges and required expectations for the district and staff faced with school closures and the health and safety of staff due to COVID-19. The attached MOU details the agreement. 

Staff recommends the approval of the Memorandum of Understanding with Sylvan Educators Association (SEA) regarding COVID-19.

Presented for the Board’s approval is the Memorandum of Understanding (MOU) between California School Employees Association and Its Sylvan Chapter 73 and Sylvan Union School District regarding COVID-19 and the physical closure of school districts.  After collaboration between both parties, the MOU was drafted and approved to address the unprecedented challenges and required expectations for the district and staff faced with school closures and the health and safety of staff in response to COVID19. The attached MOU details the agreement. 

Staff recommends the approval of the Memorandum of Understanding with California School Employees Association and Its Sylvan Chapter 73 regarding COVID-19.

Presented for the Board’s approval is the Memorandum of Understanding (MOU) between Sylvan Educators Association and Sylvan Union School District regarding Hours of Employment. Both parties discussed the unprecedented school closure due to COVID-19. The closure presents the District with many challenges including unknown timelines and directives for re-opening school districts in the state. As a result, additional professional development training and days are paused for 2020-2021. Both parties agree that educators will work one hundred eight two (182) workdays in 2020-2021 and the two (2) additional workdays planned for 2020-2021 are cancelled. The attached MOU details the amended agreement.

Staff recommends the approval of the Memorandum of Understanding with Sylvan Educators Association regarding the number of workdays for 2020-2021. 

The amended MOU results in fiscal savings for the District. The cost of one (1) day for certificated staff is approximately $252,609. The total savings for two (2) less workdays is approximately $505,218 in salary and benefit reduced costs. 

The board previously approved the school year calendars for both 2020-2021 and 2021-2022. Due to COVID-19, and the directed school closure, the proposed calendar for 2020-2021 has the following adjustments: August 5^th and October 12^th will be non-work days for teachers.

Students' first day of school remains the same with a start date on August 10^th and the last day of school remains the same with an end date of May 28^th. There are no other changes or adjustments to the calendar.

Staff recommends the approval of the revised School Year Calendar for 2020-2021.

With the closure of school and distance learning in place, the use of our student devices and technology resources are more critical than ever before.  With so many student devices at home we looked into options to offer the district some protection over our assets with some device insurance.  Our current property insurance has a very high deductible of 100,000 and does not provide coverage over our student devices.  We received a recommendation from our insurance carrier and received a quote for temporary coverage of our 3,000 middle school devices for the next month, so that we have coverage in place while we get ready to close out the year and have students return their devices.  Although the coverage is limited to this time frame, it does provide some protection for the large number of new devices that we recently deployed to all of our middle school students.  This will also allow us to pilot this insurance and look into expanding this coverage into next year as we explore utilizing this coverage to allow us to offer insurance to our families in a program that can be self-operated by our district.  

 Based on this, we recommend approval of the student device insurance coverage for one (1) month at a cost of $3,250.  

 We can utilize recent funding we have received for COVID-related expenses.

Approval student device insurance coverage for one (1) month at a cost of $3,250.  

Consider approval of student device insurance coverage.

$3,250 General Fund - COVID Funds Resource 7388

At the December 10, 2019 Board Meeting, a resolution was approved by the Board  to terminate from Schools Excess Liability Fund (SELF), a Joint Powers Authority, providing excess general liability coverage to the District.  The District has been a part of SELF for many years, but recently joined Northern California ReLiEF (NCR), another Joint Powers Authority, and is currently obtaining Property & Liability Coverage from NCR. 

The resolution was brought before the board to provide the District the option to consider a quote from SAFER, the program used by most members of NCR, with the expectation that the option would provide savings as compared to SELF.  

The rates for next year have been received for both SELF and SAFER and the SAFER rates are in fact, significantly lower cost than SELF.  Renewal rates for 2020-2021 are as follows:

SELF JPA:       $50,000,000 x $5,000,000 excess liability rate = $16.890 per ADA

SAFER JPA:    $45,000,000 x $5,000,000 excess liability rate = $8.953 per ADA

There is a drastic difference in pricing with a difference in coverage of $5,000,000.  

The SAFER program provides $50,000,000 in coverage, so the SAFER excess coverage would be $45,000,000 excess of $5,000,000.  The SELF program provides $55,000,000 in coverage so their excess coverage would be $50,000,000 excess of $5,000,000.  So both programs attach at $5,000,000, SAFER adds and additional $45,000,000 in coverage whereas SELF adds an additional $50,000,000 in coverage. 

The SAFER JPA annually reviews the limit of coverage and to date has not seen the necessity to increase their coverage above the $50,000,000 limit.  Since inception of the NCR/SCR pools in 1986 there has only been one claim that has reached the $20,000,000 level.   So SAFER does not provide a $55,000,000 option.

The SELF rates had dramatic increases for the 20/21 renewal, as last year the rate was $9.87/ADA.

Based on these rates, the SAFER option would be a savings over last year of approximately $7,415 and would be $64,179 less than the SELF renewal for 20/21.

It is recommended the Board approve the excess liability insurance coverage with SAFER at $8.953 per ADA, a cost estimate of $72,394 at 8,086 ADA for 2020/2021.

Staff recommends approval of the excess liability insurance coverage with SAFER at $8.953 per ADA, a cost estimate of $72,394 at 8,086 ADA for 2020/2021.

It is recommended the Board of Trustees consider approval of excess liability insurance coverage with SAFER for 2020/2021.

$8.953 per ADA x 8,086 ADA = Estimated Cost of $72,394 for 2020/2021 - General Fund Unrestricted

Estimated savings of $7,415 over 2019/2020

The Sylvan District Science Textbook Adoption Committee, comprised of K-8 teachers representatives, District instructional coaches, and an Elementary Principal, was assembled in the Spring of 2019 and charged with the task of identifying and evaluating science instructional materials for recommendation to adopt beginning in the 2020-21 school year.

The committee selected Amplify Science as the recommended textbook for grades K-8. 

The adoption is for eight (8) years.

Staff recommends the Board of Trustees approve the recommendation to adopt Amplify Science instructional materials for grades K-8.

Due to the COVID-19 pandemic, the District finds it necessary to temporarily suspend current Board Policy and Administrative Regulation 5121 related to grades/evaluation of student achievement during the period of school closures. Countywide school closures during the 2019-20 school year occurred simultaneously with Trimester III in the Sylvan District. As a result, students enrolled during the Trimester should be held harmless when it comes to grading. Limited time in courses prior to school closure, lack of technological access during school closure, and the inability of students to participate in distance learning should not be reflected in student grades. To avoid penalizing students for circumstances beyond their control, it is recommended that current A-F letter grades and 1-4 scales be replaced with “No Mark” for Trimester III in the 2019-20 school year. 

Staff recommends the Board of Trustees adopt Resolution 2019/20 - #27: Grading During Emergency School Closures authorizing the temporary suspension of Board Policy/Administrative Regulation related to grades/evaluation of student achievement during the period of school closure in response to the COVID-19 public health emergency.

None

In light of statewide school closures due to the COVID-19 pandemic, it is recommended that the District adopt BP 4113.5/4213.5/4313.5: Working Remotely. New policy addresses issues applicable to employees who work from home or another alternative location, whether due to a school closure resulting from a widespread illness, natural disaster, or other emergency condition or upon the request of an individual employee. Policy clarifies that there is no entitlement to work remotely and that employees who are granted the ability to work remotely are subject to the same compensation, benefits, or other terms and conditions of employment appropriate for the position. Policy also addresses work hours, work environment, use of district equipment, safeguarding of district records, evaluation of job performance, and discontinuance of the remote work arrangement at the district's discretion.

Staff recommends the Board of Trustees adopt BP 4112.5/4213.5/4313.5: Working Remotely.

None

In light of statewide school closures due to the COVID-19 pandemic, it is recommended that the District adopt BP 6157: Distance Learning. New policy addresses the provision of distance learning opportunities to students, whether to all students due to a school closure or to individual students as an alternative instructional method for academic purposes.  Policy presents examples of the types of distance learning opportunities that may be offered, based on the California Department of Education's COVID-19 Guidance for K-12 Schools. Policy also addresses teacher training and support, availability to all students, use of district equipment, communications with students and parents/guardians, and grading criteria. 

None

The Declaration of Need for Fully Qualified Educators is presented for the Board's approval. The Governing Board of School Districts must certify that a diligent search (as defined in the attached declaration) to recruit fully prepared teachers was made, and if suitable, fully prepared teachers are not available to the District, the District makes a reasonable effort to recruit based on the priority stated in the attached declaration. 

Staff recommends that the Board of Trustees adopt the declaration, certifying a need for fully qualified educators for the 2020-2021 school year.

Staff recommends that the Board approve the Declaration of Need for Fully Qualified Educators. 

It is recommended that Board of Trustees approve the minutes of the April 21, 2020 Regular Board Meeting and April 21, 2020 Special Board Meeting/Budget Study Session.

Currently, the District has a Program Specialist job description that is solely focused on special education. The attached proposed new job description outlines the responsibilities and duties as it relates to Educational Technology.

As we look at how best to support technology and its integration in our classrooms, as well as the District's transition plan for the Educational Services Department, and its role in supporting teachers and staff in Educational Technology, we recommend that the position of Program Specialist, Educational Services and Technology be considered. 

Staff recommends approval of the proposed job description for Program Specialist, Educational Services and Technology.

As the digital integration of curriculum, assessment and learning resources has increased in our core programs, we have sought to keep pace with our efforts to support both students and staff.  Thus, education technology has emerged as a distinct subsection within the Sylvan District technology department. With more than 9,000 end users engaging with technology for the purposes of teaching and learning, educational technology needs throughout the district are many and varied. Furthermore, the current 1:1 device to student ratios in grades 2-8 in the Sylvan District requires additional allocation of personnel to ensure that the technology is fully functioning and available for meaningful teacher and student use. The following categories represent the primary functions of our current education technology support: Innovation, Google Administrator Panel, Securly, AERIES, Apple Device Management, Clever, Digital Curriculum, Gen Ed Apps/Extensions, Special Education Devices, Special Education Apps/Extensions, Chromebook Management, Student Device Management, Student Data Privacy, Troubleshooting, Coaching/Professional Learning, Communication with Teachers/Parents/Admin/Staff/Publishers/Vendors/SCOE Staff, Digital Classroom Management System, Tech Support

Not included are the multiple tasks in each category as this information is articulated in a separate document used within the Ed Services department to develop systems and process as well as monitor those already in place. In the 2019-20 school year, the Ed Services department identified a Teacher on Special Assignment (TOSA)/Ed Tech Instructional Coach to support teachers with education technology. In order to prepare ed tech software licenses, apps/tools, and curricular resources/subscriptions prior to the start of school, additional work days were added. 

For the 2020-21 school year, it is recommended that the current Ed Tech Instructional Coach position shift to this administrative role and position, Program Specialist, Educational Services and Technology, in order to best fulfill the education technology responsibilities required within the technology department, specifically the need to have staff available for periods of high-demand during the school year. 

In the 2019-20 school year, the Ed Services department identified a Teacher on Special Assignment (TOSA)/Ed Tech Instructional Coach to support teachers with education technology.

For the 2020-21 school year, it is recommended that the current Ed Tech Instructional Coach position shift to an administrative role titled Ed Tech Program Specialist in order to best fulfill the education technology responsibilities required within the technology department, specifically the need to have staff available for periods of high-demand during the school year. The budget impact on the general fund is outlined below.

Orchard Elementary PTA donated funds to purchase and install a shade structure. Staff intends to purchase the pre-fabricated shade structures from USA Shade and Fabric Structures using a piggyback contract. This was done to facilitate the approval process with DSA. USA Shade is currently the only vendor with pre-approved shade structures from DSA.  This reduces the time and fees of the DSA approval process.

USA Shade and Fabric Structures, Inc. has proposed selling the shade structures to the Sylvan Union School District through a piggyback clause using Fullerton Joint Union High School District Bid No. 1819-11. A copy of the proposal form is attached. 

It is permissible for the District to "piggyback" on Fullerton Joint Union High School District Bid No. 1819-11 by accepting the terms and conditions of the proposal in accordance with Public Contract Code 20118. The shade structures that will be purchased from USA Shade and Fabric Structures, Inc. are pre-approved by DSA and include installation.

Staff recommends approval of the Fullerton Joint Union High School District Bid No. 1819-11, and authorize staff to purchase and install a pre-fabricated shade structures from USA Shade and Fabric Structures in accordance with Public Contract Code 20118 for placement at Orchard Elementary School.

It is recommended the Board of Trustees consider approval of the proposal from USA Shade and Fabric Structures for the purchase of a pre-fabricated shade structures for Orchard Elementary School.

PTA Donated Funds: $24,369.85

1. The donation of $1,000.00 from Glenn K Uejio to Mary Ann Sanders Elementary School for instructional materials for students in the music program.

2. The donation of $1,200.00 from Sherwood Parent Teacher Club to Sherwood Elementary School for the purchase of supplemental curriculum for 4th and 5th grade.