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 August 4, 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 at velmasilva@sylvan.k12.ca.us

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

When: Aug 4, 2020 05:30 PM Pacific Time (US and Canada)

Topic: SUSD Regular Board Meeting at 7:00 PM

Please click the link below to join the webinar:
https://us02web.zoom.us/j/86784988147

Or iPhone one-tap : 
    US: +19294362866,,86784988147#  or +12532158782,,86784988147# 
Or Telephone:
    Dial(for higher quality, dial a number based on your current location):
        US: +1 929 436 2866  or +1 253 215 8782  or +1 301 715 8592  or +1 312 626 6799  or +1 346 248 7799  or +1 669 900 6833 
Webinar ID: 867 8498 8147
    International numbers available: https://us02web.zoom.us/u/kcsNe9rwEJ

Initiation of litigation pursuant to subdivision (c) of section 54956.9: (Number of Cases: One (1))

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

Case Name: 2925695

(Education Code 54957.6) District Negotiator: Eric Fredrickson, Superintendent and Didi Peterson, Assistant Superintendent of Human Resources
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 August 4, 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 at velmasilva@sylvan.k12.ca.us

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

When: Aug 4, 2020 05:30 PM Pacific Time (US and Canada)

Topic: SUSD Regular Board Meeting at 7:00 PM

Please click the link below to join the webinar:
https://us02web.zoom.us/j/86784988147

Or iPhone one-tap : 
    US: +19294362866,,86784988147#  or +12532158782,,86784988147# 
Or Telephone:
    Dial(for higher quality, dial a number based on your current location):
        US: +1 929 436 2866  or +1 253 215 8782  or +1 301 715 8592  or +1 312 626 6799  or +1 346 248 7799  or +1 669 900 6833 
Webinar ID: 867 8498 8147
    International numbers available: https://us02web.zoom.us/u/kcsNe9rwEJ

Individuals that would like to address the Board of Trustees should email Velma Silva at velmasilva@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:

Education Code Section 42127[i] requires staff to inform the Board of Education and public of any changes in the State Budget that would affect the budget already adopted by the district.   The Sylvan Union School District Budget was adopted on June 23, 2020, and was based on information proposed by the Governor in his May Revise Budget.  The final State Budget was signed June 29, 2020.

Additional attachments are provided for further information.

The Board of Trustees must authorize the following employees as "Authorized Agents" for the District: Superintendent, Eric Fredrickson; Assistant Superintendent of Business Services, Lizett Aguilar; Director of Fiscal Services, Lisa Sandoval;  Assistant Superintendent of Human Resources, Diolinda Peterson; Assistant Superintendent of Ed Services, Laura Granger, and all Board Members.  "Authorized Agents" can sign any warrants or orders on behalf of the Sylvan Union School District.

In order to conduct business, outside agencies have requested a copy of a resolution designating authorized agents for the District.  This resolution is necessary to provide to requesting agencies when entering into business contracts.  The authorization occurs in December of each year for the following calendar year.  Due to changes in administrative personnel in July 2020, it is necessary to adopt a second resolution for the 2020 year.

It is recommended the Board of Trustees adopt Resolution 2020/2021 - #1: Designation of Authorized Agents of the Sylvan Union School District for 2020.

The Board of Trustees will consider approval to adopt Resolution 2020/2021- #1: Designation of Authorized Agents of the Sylvan Union School District for 2020.

On July 17, 2020, Governor Gavin Newsom issued a directive implementing the California Department of Public Health updated guidance directive this same day which provides that schools and school districts may reopen for in-person instruction only if they are located in a county that has not been on a county COVID-19 monitoring list within the prior fourteen (14) days, and until that time schools in these counties are to remain physically closed and may only provide distance learning until the county has been off the monitoring list for at least fourteen (14) days.  Stanislaus County is currently on the COVID-19 monitoring list, therefore Sylvan Union School District must adopt a reopening plan for the 2020-2021 school year that provides for a 100% Distance Learning educational model.

It is recommended the Board of Trustees adopt Resolution 2020/2021 - #2:Reopening Plan for the 2020-2021 school year.

The Board of Trustees will consider approval to adopt Resolution 2020/2021 - #2:Reopening Plan for the 2020-2021 school year.

Presented for the Board’s approval is the Memorandum of Understanding (MOU) between Sylvan Union School District and Sylvan Educators Association (SEA) regarding the District's response to the COVID-19 pandemic and the reopening of schools for the 2020-2021 school year.  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 reopening, the utilization of distance learning and the Sylvan SeLECT model 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 between Sylvan Union School District and Sylvan Educators Association (SEA) regarding the COVID-19 response and the reopening plan for schools for the 2020-2021 school year. 

Sylvan's Property & Liability Insurance coverage is through Northern California Relief (NCR).  Based on NCR's policy, Sylvan Union School District is required to complete property & liability site inspections once every two (2) years.  These inspections are a proactive measure to identify any loss control/risk management concerns.   

Cost proposals were obtained from Keenan and requested from two (2) additional vendors located in our area.   Keenan's pricing was the most competitive at a total of $11,160, spread out over two (2) annual payments of $5,580 per year.   

The services/consultant is available for the two (2) year period.  Services include site inspections of all school sites and/or ancillary buildings inspected over the course of several visits. Once all site inspections are completed, Keenan’s loss control consultant will meet with district to review the findings and recommendations.  Then the consultant will return and complete an audit of the findings within 120 days to further assist the district in mitigating these findings. 

In addition, the completed report will be uploaded into the Keenan P&C Bridge portal for easy access.   Keenan worked with NCR in developing the inspection format that best addresses the safety concerns of members and has significant experience in performing the vast majority of NCR district inspections.  The electronic format provides the ability to separate the report into an excel format that will allow the district  to send specific sections of the report to appropriate departments that require attention.  

It is recommended the Board approve the Loss Control Services Agreement with Keenan & Associates.

General Fund Resource 0000

$11,160 for two (2) years, annual payments of $5,580.

The 2020-2021 California State Enacted Budget was passed on June 29, 2020, with increased funding for school districts.  However, this increased funding came with significant and detrimental cash implications for districts.  School districts will experience significant amounts of cash deferrals.  Cash Deferrals are like “IOU’s”. The State has made a commitment to pay them to us but we will not receive the “cash in the bank” until months later. Because these deferral amounts are large and consecutive, our ability to pay our obligations (paying our employees and vendors) is severely impacted and may require borrowing from our other restricted funds, our County Treasury, or other outside sources (i.e. TRANS).

The possibility exists that these cash deferrals could get reduced and/or eliminated, but this is dependent on federal funding.  Currently, there seems to be favorable discussions at the federal level of proposals to provide additional funding for schools, which could help offset these cash deferrals.  However, there are no assurances of this and we must plan and prepare for these cash deferrals.  

This action item is presented to the Board as a part of Sylvan Union School District's plan to prepare for these cash deferrals.  This plan includes borrowing from the Stanislaus County Treasury as well as interfund district borrowing (borrowing from within the district's other available and restricted funds).  A resolution is required for each of these borrowing sources and both resolutions are presented for the board's approval in the two subsequent board action items.

Attached is an illustration with a timeline of when these statewide cash deferrals are expected to be executed and repaid.  For example, the deferral in February 2021 will be repaid in November 2021, March 2021 will be repaid in October, and so forth.  The second page includes a projection with the impact that these deferrals would have on Sylvan's obligations.  This projection indicates very good news for Sylvan.  Sylvan has sufficient cash resources, through interfund district borrowing and borrowing from the County Treasury, to meet its financial obligations for the 2020/2021 year.  Sylvan does not need to go out for external borrowing (i.e. TRANS) that could be much more costly to the district.

Education Code Section 42620 authorizes the Stanislaus County Treasury to make temporary transfers of funds to school districts that are experiencing cash shortages.  The attached memorandum includes the request form that districts need to complete to request a Cash Flow Bridge Loan (CFBL) from the County of Stanislaus. A resolution is also required and is being presented for the Board's approval in the subsequent action item.  Once the district receives approval from Stanislaus County Office of Education, the county auditor will allow the district to have a negative cash balance in the general fund. The County of Stanislaus will apply “negative interest” to the fund at the County’s current interest rate. There are no additional charges for this service.

This attached form illustrates the calculations performed to determine the maximum amount Sylvan can borrow from the Stanislaus County Treasury, $12,620,458.  This amount is capped at 75% of tax collections for the Sylvan Union School District boundaries.  If the need arises and fund are available, an additional 10% may be requested at a later date.  

As part of the Sylvan Union School District's plan to contend with cash deferrals and meet the district's obligations, it is recommended the Board approve this Cash Flow Bride Loan Request to borrow up to $12,620,458, from the Stanislaus County Treasury. 

Positive Cash Flow $12,620,458 and corresponding negative interest at the County's current interest rate

This action item corresponds with the preceding action item and is presented to the Board as a part of Sylvan Union School District's plan to prepare for cash deferrals.  This plan includes borrowing from the Stanislaus County Treasury as well as interfund district borrowing (borrowing from within the district's other available funds).  A resolution is required for both of these sources of borrowing.  This resolution is a Tax Anticipation Note as a requirement to authorize borrowing from the County Treasury.

As part of the Sylvan Union School District's plan to contend with cash deferrals and meet the district's obligations, it is recommended the Board approve this Resolution 2020/2021 #03 Tax Anticipation Note.

This action item is related to the previous two action items and is presented to the Board as a part of Sylvan Union School District's plan to prepare for cash deferrals.  This plan includes borrowing from the Stanislaus County Treasury as well as interfund district borrowing (borrowing from within the district's other available and restricted funds). 

This resolution is required for interfund district borrowing and is being presented for the board's approval.

As part of the Sylvan Union School District's plan to contend with cash deferrals and meet the district's obligations, it is recommended the Board approve Resolution 2020/2021 #04 To Establish Temporary Interfund Transfers of Special or Restricted Fund Moneys for Cash Flow Purposes. 

Previously the district contracted with Stanisluas County SELPA for the Deaf and Hard of Hearing (DHH) program services.  This program is no longer being offered through SELPA.  Therefore, for the school year 2020-21, Modesto City Schools' Memorandum of Understanding (MOU) provides services for Special Education students in Stanislaus County whom are Deaf and Hard of Hearing (DHH).  Sylvan Union School District (SUSD) residence students are currently enrolled in the Modesto CIty Schools' DHH Program at Lakewood Elementary School and La Loma Junior High School.  As a result of the this MOU, Modesto City Schools will be billing SUSD for the students that are receiving DHH services at Lakewood Elementary School and La Loma Junior High School for the 2020-21 school year.    

Staff recommends that the Board of Trustees approve the MOU between Modesto City Schools for the Deaf and Hard of Hearing (DHH) program for students with individualized education plans for the 2020-21 school year.

Cost to resource 6500 Special Education. Not to Exceed: $195,000.

It is recommended that Board of Trustees approve the minutes of the June 23, 2020 Regular Board Meeting and July 27, 2020 Special Board Meeting.

The Sylvan Union School District has qualified for State of California ASES funds in the amount of $237,837 for C.F. Brown and Sylvan Elementary Schools.  The After School Education and Safety (ASES) Program will provide the funds to the District, which will be utilized to partner with the Boys & Girls Clubs of Stanislaus County (Club).  The Club will provide services in furtherance of the ASES Program’s purpose to deliver literacy and educational and recreational enrichment activities for the benefit of students from the ending of each regular school day to 6:00 p.m. 

Staff recommends the approval of the agreement not to exceed a total fee of $237,837.  Compensation will be reduced for indirect costs incurred by the District for Administrative Support of the grant.  Additionally, total compensation will be adjusted downward in an amount each year to cover the cost of employment compensation of district employees who will provide services to support both the ASES Program and Boys & Girls Clubs of Stanislaus County educational and recreational enrichment activities.   

The California School Boards Association (CSBA) is a member-driven association that supports the governance team - school board members, superintendents and senior administrative staff - in its complex leadership role.  CSBA develops, communicates, and advocates the perspective of California school districts.  The district has not contributed to the Education Legal Alliance (ELA) in the past, and therefore, the fees for the 2020-21 fiscal year are $12,436. 

The history of annual fees is shown in the table below. 

Staff recommends approving renewing the Annual Membership Dues with the California School Boards Association (CSBA) for the 2020-2021 fiscal year  in the amount of $12,436.00.

The Board of Trustees will consider approving the renewal of the 2020-21 fiscal year Annual Membership Dues with California School Boards Association (CSBA).

General Operating Fund:  $12,436 (a $618 increase from prior year)

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 the Stanislaus County.  The meals served to the 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.

Staff recommends ratification of the 2020-2021 Food Service Agreement between the Sylvan Union School District and the Stanislaus County Office of Education (SCOE) Head Start Programs.

The Board of Trustees to consider ratifying the 2020-2021 Food Service Agreement between the Sylvan Union School District and the Stanislaus County Office of Education (SCOE).

Staff recommends ratification of the 2020-2021 Food Service Agreement between the Sylvan Union School District and the Central California Child Development Services.

The Board of Trustees to consider ratifying the 2020-2021 Food Service Agreement between the Sylvan Union School District and the Central California Child Development Services.

• Conduct procurement in a manner that promotes full and open competition
  
  
• Develop and maintain a written standard (or code) of conduct that covers conflicts of interest, including organizational conflicts of interest, and governs the performance of employees engaged in the selection, award, and administration of contracts
  
  
• Develop and maintain written procurement procedures designed to avoid the acquisition of unnecessary or duplicate items

Staff recommends approval of the 2019-2020 Open Purchase Orders for the Sylvan Union School District Nutrition Services Department.

It is recommended the Board of Trustees approve the Portrait Agreement for Freedom Elementary School with Shoob Photography for the 2020-2021 school year.

It is recommended the Board of Trustees approve the Portrait Agreement for Freedom Elementary School with Shoob Photography for the 2020-2021 school year.