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Board of Education Regular Meeting
Gilroy USD
April 18, 2019 7:00PM
Board Room 7810 Arroyo Circle Gilroy, CA 95020 Closed Session: 5:30 p.m. | Regular Meeting: 7:00 p.m.

1. CALL TO ORDER (Procedural Item)
a. PUBLIC COMMENT ON CLOSED SESSION: Notice is hereby given that a closed session of the Board of Education will be held under the general provisions of Govt. Code Section 54957. This opportunity is provided to allow the public to comment prior to the Board's consideration (Govt. Code Section 54954.3). (Procedural Item)
2. CLOSED SESSION (Procedural Item)
a. REMOVAL/SUSPENSION/EXPULSION OF A STUDENT (Education Code 428912; 20 U.S.C. Section 1232g) Number of Cases: 4 (Action Item)Confidential agenda item.
Quick Summary / Abstract:
  • Case # 2019-15
  • Case # 2019-16
  • Case # 2019-17
  • Case # 2019-18
b. PUBLIC EMPLOYEE DISCIPLINE/DISMISSAL/RELEASE (Government Code Section 54957[b]) (Action Item)Confidential agenda item.
c. CONFERENCE WITH LEGAL COUNSEL-ANTICIPATED LITIGATION (Government Code Section 54956.9(b)) Number of Cases: 4 (Action Item)Confidential agenda item.
Quick Summary / Abstract:
  • Claim by Gilroy Self Storage Partners of overpayment of certain developer fees for its self-storage facility.
  • OAH Case No. 2019011070 Lustre vs. Gilroy Unified School District
  • ID# 766484
  • ID# 776822

d. CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION (Government Code Section 54956.9) Number of Cases (Action Item)Confidential agenda item.
e. PUBLIC EMPLOYEE APPOINTMENT/EMPLOYMENT (Government Code Section 54957[b]) (Procedural Item)Confidential agenda item.
Quick Summary / Abstract:
  • Special Education Program Administrators (2)
  • Administrator of Intervention and Enrichment 

f. CONFERENCE WITH LABOR NEGOTIATORS (Government Code Section 54957[a]) (Discussion Item)Confidential agenda item.
Quick Summary / Abstract:

Employee Organization(s):

  • California School Employees Association (CSEA)
  • Gilroy Federation of Paraeducators (GFP)
  • Gilroy Teachers Association (GTA)
  • GUSD Management and Confidential Group
  • District Negotiator: Deborah A. Flores, Superintendent 

3. REGULAR SESSION (7:00 PM) (Procedural Item)
Quick Summary / Abstract:

This meeting is being recorded or broadcasted; images and sounds may be captured of those attending the meeting. 

a. Pledge of Allegiance: Dr. TJ Owens Gilroy Early College Academy (Sonia Flores, Principal) (Procedural Item)
b. Approval of Agenda (Action Item)
c. Recognitions (Information Item)
Quick Summary / Abstract:
  • Eliot Donors
  • Future Chefs Contestants
  • California Distinguished School Award: Dr. TJ Owens Gilroy Early College Academy
  • 2019 Dr. TJ Owens Gilroy Early College Academy Student Board Representative: Daisy Zarate Osorio
  • Run for Fitness: Committee/Volunteers
  • Employee Recognition Management Celebrant: Patricia Pelino

d. General Public Comment (Procedural Item)
Quick Summary / Abstract:

At this time, members of the public may address the Board on any item or any issues within the subject matter jurisdiction of the Board that is not listed on this agenda. No action can be taken on an item not on the agenda at this time, but may be referred to the administration or put on a future agenda. Members of the public may also address the Board on an agenda item before or during the Board's consideration of the item. In accordance with Board Bylaw 9323, individual remarks will be limited to 3 minutes each, unless otherwise stipulated.

e. Report of Action Taken in Closed Session (Procedural Item)
4. REPORT TO THE BOARD (Procedural Item)
a. STUDENT BOARD REPRESENTATIVE'S REPORT - Daisy Zarate Osorio (GECA) (Information Item)
b. SUPERINTENDENT'S REPORT - Dr. Deborah Flores (Information Item)
5. CONSENT AGENDA (Procedural Item)
a. Personnel (Action Item)
Recommended Motion:
Board approval is recommended of the attached personnel items.

Attachments:
Personnel Items April 18, 2019 (Rev. 4.15.2019)
b. Approval of Board Meeting Minutes: March 21, 2019 (Action Item)
Attachments:
Board Meeting Minutes 3.21.19
c. Donations to the District - April 2019 report (Consent Item)
Rationale:

The Board of Education is very grateful for donations from the community for the schools of Gilroy Unified School District. Please find the donation report attached.



 
Financial Impact:

Christopher HS: $4,767.25
Eliot ES: $800
GECA: $1,086.42
Gilroy HS: $3,976
GUSD: $16.55
Rucker ES: $1,500

TOTAL: $12,146.22



Recommended Motion:
Board approval is recommended.

Attachments:
Donations report, 4.18.19
d. Declaration of Surplus or Obsolete Equipment (Consent Item)
Comments:

Periodically, school sites or departments have equipment that must be declared surplus or obsolete. Education Code 60501 requires that a Governing Board determine when that equipment is obsolete pursuant to the rules, regulations and procedures of public meetings of the School District Governing Board.

Please find attached requests forms for the following sites:

  • Human Resources, District Office
  • State preschool




Recommended Motion:
Board approval is recommended to authorize disposal of obsolete equipment.

Attachments:
Obsolete, HR 4.18.19
Obsolete, state preschool 4.18.19
e. Report of Cash Disbursements/Warrants - March 2019 (Consent Item)
Rationale:

Warrant Starting

Warrant Ending

Total Cash

County of Santa Clara Issued Warrants

83050324

83050855

$4,335,749.92

County of Santa Clara-Canceled Warrants


$53,132.41

Total

$4,282,617.51







 
Comments:

Education Code 42631 states, "All payments from the funds of a school district shall be made by written order of the governing board of the district." Education Code 42632 describes that each order shall be signed by a person or persons authorized by the governing board to sign orders in its name. Board Policy 3300, adopted November 20, 2008, states, "The Superintendent or designee may purchase supplies, materials, equipment, and services in accordance with the Board Policy and administrative regulations. Such purchases shall not exceed bid limits as imposed by current law."





Financial Impact:

Cash outflow of $4,282,617.51 for March 2019




Recommended Motion:

Board approval is recommended of the cash disbursements report.



Attachments:
Cash Disbursements March 2019
f. NEW Service Agreement with Ed-Logix, LLC (not to exceed $3,453.93) (Consent Item)
Rationale:

Evalulogix is a software provided by Ed-Logix, which will help the Gilroy Unified School District, student services department improve the efficiency, quality and compliance of special education assessments.






 
Comments:

This contract is for a 90-day trial period to allow for limited implementation to verify the program works as represented, repair undiscovered bugs, and identify/document future enhancements before a full purchase is made.





Financial Impact:
Total Service Agreement amount not to exceed $3,453.93.

Recommended Motion:

Approval of the Service Agreement with Ed-Logix, LLC and Gilroy Unified School District is recommended.





Attachments:
Proposal
Service Agreement
g. Resolution #18/19-32 Authorization to Solicit Bids for Fuel, Fiscal Year 2019-2020 (Consent Item)
Rationale:

The District annually spends approximately $255,000 for vehicle fuel, of which 98% is for Home to School and Special Education transportation services and 2% is for the maintenance.

Public Contract Code (PCC) Section 20111(a) requires school district governing boards to competitively bid and award any contracts involving an expenditure of more than $50,000, adjusted for inflation, to the lowest responsible bidder. Contracts subject to competitive bidding include:

  1. Purchase of equipment, materials, or supplies to be furnished, sold, or leased to the school district.
  2. Services that are not construction services.
  3. Repairs, including maintenance as defined in PCC Section 20115, that are not public projects as defined in PCC Section 22002(c).
The State Superintendent of Public Instruction (SSPI) is required to annually adjust the $50,000 amount specified in PCC Section 20111(a) to reflect the percentage change in the annual average value of the Implicit Price Deflator for State and Local Government Purchases of Goods and Services for the United States, as published by the United States Department of Commerce, Bureau of Economic Analyst (BEA) for the 12-month period ending in the prior fiscal year. The inflation adjustment is rounded to the nearest one hundred dollars ($100).

Pursuant to the above calculation, and effective January 1, 2019, the SSPI has determined that the inflation adjusted bid threshold is $92,600. 

 
Comments:
The timeline for the bid process is as follows: 
  • Board Authorization: April 18, 2019
  • Advertisement for Bids: April 19, 2019, and April 26, 2019 
  • Proposal Due: May 10, 2019 
  • Award of Bid: May 30, 2019  



The timeline for the bid process is as follows: 

Board Authorization: April 18, 2019
Advertisement for Bids: April 19, 2019 and April 26, 2019 
Proposal Due: May 10, 2019 
Award of Bid: May 30, 2019   


The timeline for the bid process is as follows: 

Board Authorization: April 18, 2019
Advertisement for Bids: April 19, 2019 and April 26, 2019 
Proposal Due: May 10, 2019 
Award of Bid: May 30, 2019   



Financial Impact:
There is no fiscal impact related to this item. 

Recommended Motion:

Board approval is recommended of Resolution #18/19-32, authorization to solicit bids for fuel, FY 2019-2020.



Attachments:
Bid #1819-05 Fuel
Bid #1819-05 Fuel (ad)
Resolution #18/19-32 Authorization to Solicit Bids for Fuel, FY 2019-2020
h. Amendment to the 2019-2020 Instructional Calendar and 2019-2020 GTA Certificated Work Calendar (Consent Item)
Rationale:

The 2019-2020 Instructional Calendar and 2019-2020 GTA Certificated Work Calendar were approved by the GUSD Board on March 22, 2018.

District staff is requesting the calendars be amended to reflect the change of the Professional Development day from Friday, January 24, 2020 to Friday, January 17, 2020.





 
Recommended Motion:

Board approval is requested to amend the 2019-2020 Instructional Calendar and the 2019-2020 GTA Certificated Work Calendar to reflect the change of the Professional Development day from Friday, January 24, 2020 to Friday, January 17, 2020.






Attachments:
Amended 2019-2020 Instructional and GTA Certificated Calendars
i. Ratification of Contract with Document Tracking Services Agreement for 2019-2020 (Consent Item)
Rationale:

School Accountability Report Cards (SARC’s) and Single Plans for Student Achievement (SPSAs) are intended to provide the public with important information about each public school and to communicate a school’s progress in achieving its goals. Districts are required to produce and publicize these reports.  The costs for document development and dissemination are considered mandated costs.


 
Comments:

Education Code Section 35256 states: “The Governing Board of each school district shall annually issue a School Accountability Report Card (SARC) for each school in the school district, publicize such reports, and notify parents or guardians of students that a coy will be provided upon request.” Education Code Section 33126 states that Districts with access to the internet are required to make SARCs available through that medium. Beginning with the 2008-09 school year, the SARCs must be published by February 1 of each year.


The State and Federal Governments require all schools receiving Title 1 funding to complete a Single Plan for Student Achievement (SPSA). Any school under the State’s Comprehensive Support and Intervention or Targeted Support and Intervention programs are mandated to use the State template for the report.


Document Tracking Services will assist in completing both documents using the most recent State templates.




Financial Impact:

The fiscal impact of the agreement with Document Tracking Services is $7,250 paid out of the general funds. Last year the cost for the SARCs alone was $15,750 showing a savings of $8,500.



Recommended Motion:

Board approval is recommended for the Document Tracking Services agreement for the 2019-2020.

Attachments:
Document Tracking Services
Document Tracking Services Licensing Agreement
j. NEW Contract Between Gilroy Unified School District and Ana Morante for Parent Workshops for the Migrant Education Program (not to Exceed $3,600) (Consent Item)
Rationale:

The California Department of Education has created a State Service Delivery Plan which guides districts on how to spend Migrant Education Program federal funds. A requirement of the State Service Delivery Plan is to provide health education workshops with an emphasis on mental health for Migrant Education Program parents.

 
Ana Morante, Licensed Marriage and Family Therapist, will provide parents with a six week family wellness program on survival skills for healthy families.  Workshops are limited to 30 Migrant Education program (MEP) adults. Each workshop will be organized around practical guidelines for healthy family interactions. Topics will include: conflict resolution skills, strategies for solving problems, patterns that healthy families use, effective discipline skills, patterns for develop self-esteem and build on strengths. Skills learned through this program will provide effective preventive strategies and skills when working through difficult youth and family issues. The workshops will be located at the Ochoa Camp to increase access for families who reside there. 





 
Comments:

Migrant Education funds are intended to be supplementary. Services and must be in addition to what is provided to all students. 


Financial Impact:

$3,600 paid through Migrant Education funds




Recommended Motion:

Board approval is recommended for approval of the contract between Gilroy Unified School District and Ana Morante for family wellness workshops for Migrant Education parents. 

Attachments:
Ana Morante Contract
scope of work
k. AMENDMENT to the Existing agreement between Gilroy Unified School District and CircleUp Education for Professional Development (not to exceed $37,689.49) (Consent Item)
Rationale:

The District will contract with CircleUp Education to provide diversity training for all three middle schools and one elementary school. During fall 2018, the Diversity Uncovered training for middle school took place during early release days and staff meetings for Rod Kelley elementary school.  During spring 2019, CircleUp Education will work with providing additional services to Rod Kelley elementary school, all three middle schools and Christopher High School.  The focus of the work with the schools will be to conduct the school-specific plans for the 2019-20 school year.  These “road maps” include recommendations for training, coaching and development of systems to address the needs identified through the school climate survey and meetings with leadership.   CircleUp will provide summary reports of the data for school sites and will meet with site leaders to plan 2019-20 dates and trainings. Circle Up will also work with South Valley Middle School English Language Arts teachers to provide guidance and support in addressing diversity and equity solutions related to teaching core literature “To Kill a Mockingbird.”

The training and coaching provided by CircleUp Education aligns with LCAP goal 2 (Equitable Support for all learners) and 3 (School Climate).  The goals, actions, and measures of success will be outlined in the site as well as the District’s LCAP.


 
Comments:

CircleUp Education is an organization that is committed to producing equitable social and cultural change in communities. CircleUp Education provides customized training on conflict resolution, diversity and equity, and restorative practices. The services are designed to address and prevent discrimination and conflict in schools.  CircleUp Education has worked with school districts, cities, and community agencies in the San Francisco Bay area.




Financial Impact:

The total cost of the professional development will not exceed $37,689.49.  This includes the additional services of $18,875.00 for spring 2019.  The services will be paid from LCFF funds and low performing block grant funds.



Recommended Motion:
Board approval is recommended for the agreement between GUSD and CircleUp Education. 

Attachments:
CircleUp Contract
Scope of work
Signed Amendment
l. RENEWAL Memorandum of Understanding with California College Guidance Initiative (Consent Item)
Comments:

The 2015-16 California Budget created the “College Readiness Block Grant.” The CDE released the allocation of $296,848 to GUSD in early October 2015.  The purpose of these funds is to better prepare low income, English learners and foster students (unduplicated pupils) for admission into a post-secondary institution, and with the intent to increase the four-year college-going rates of these students. These one-time funds are available to grades 9-12.  

The College Readiness plan included funding for the purchase and adoption of a system to assist students with college and career exploration. The Academic Coordinators and Counselors at all sites met and reviewed three platforms that will assist staff, students and families in meeting the LCAP goal that all students will be college and career ready upon graduation. After a thorough vetting of products, the group unanimously recommends California Colleges.

California Colleges is managed by the California College Guidance Initiative.  The California College Guidance Initiative (CCGI) works to ensure that all 6th-12th grade students in California have access to a systematic baseline of guidance and support as they plan, prepare, and pay for post-secondary education and training.

CCGI has two overarching objectives:

  1. All high school seniors graduate with a thoughtful, well-informed, post-secondary plan.

  2. Students' academic transcript, unique identifier, and college and career planning data follow them in a manner that reduces information gaps that hinder student success.

CCGI partners with K-12 school districts to support students, counselors, parents, and community-based organizations with technological tools that help guide the college and career planning and preparation process.

The same technological platform houses, audits and transmits student data to help ensure more accurate and efficient decisions regarding admissions, financial aid and course placement.

The purchase and implementation of California Colleges will assist students grades 6-12 in career exploration, personal planning, college exploration and completing CSU applications. All students will receive an account during their 6th grade year which will remain with them through completion of 12th grade. This will allow staff, students and parents to be able receive and update a four year high school plan in real time as well as interact with their Academic Coordinator and Counselor.

California Colleges platform also provides the ability for site and district personnel to collect, disaggregate and analyze data in direct relation to A-G completion for the purposes of both college entrance and graduation requirements, student usage of the site, and tracking of four year plans which can begin as early as 6th grade. An implementation team of administrators, academic coordinators, counselors and teachers will assist in the role out of the program at each site.


Financial Impact:

The total cost for their services is $15,645


Academic Year

Fee per Student

Student Type

Student Total*

Total fee by Student Type

Total Annual Fees

2019-2020

$2.75 per year

High School (grades 9-12)

3600

$9,900.00




$15,100.00

2019-2020

$2.00 per year

Middle School (grade 6-8)

2600

$5,200



Recommended Motion:

Approval of the contract with California College Guidance Initiative is recommended.

Attachments:
California Colleges Amend
m. Gilroy Unified School District Career Technical Education (CTE) Advisory Board Members (2) (Consent Item)
Rationale:

Whenever new Committee Members are added to the CTE Advisory Committee they must be approved by the GUSD Board of Trustees.  At this time we are recommending two new member candidates:

Robert Morneau:   Retired Photography teacher at Gilroy High School and the owner operator of:  Through the Lens: Robert Morneau Photography.

Ellen Venable:  Gavilan Community College Instructor in the Computer Science and Information Systems program.







 
Comments:

California Career Technical Education (CTE)  and Carl Perkins Grant requirements, require an advisory Committee made up of industry and labor leaders as well as community education and business leaders. The Committee must meet at least once per year to review the School District’s CTE five year plan to give support and advice to the GUSD on CTE courses and pathways as they pertain to labor, industry and employability.



Financial Impact:

None

n. Second Reading of Updates to Board Policies (December 2018) (Consent Item)
Rationale:

The Gilroy Unified School District (GUSD) administrative staff and board members reviewed, revised, and globally adopted CSBA's Board policies in November 2008.

Revisions to the policies are provided five times a year as part of CSBA's Board Policy Manual Maintenance Services.  Revisions reflect updates due to new laws, court decisions, changes in law, additions or corrections to language, or for clarification purposes.

The current Board Policy updates were presented for discussion as a first reading at the March 21, 2019 Board meeting.


 
Recommended Motion:

Board approval of the revisions to the Board Policies is requested.

Attachments:
Board Policies (December 2018)
6. ACTION/INFORMATION ITEMS (Procedural Item)
a. Resolution #18/19-31 Day of the Teacher (Action Item)
Quick Summary / Abstract:

Dr. Deborah Flores, Superintendent,  will present Resolution #18/19-31 acknowledging  May 8, 2019 as Day of the Teacher.


Rationale:

On May 8, 2019, communities and organizations across California will observe "Day of the Teacher".

"Day of the Teacher" arose out of legislation co-sponsored by CTA and the Association of Mexican American Educators.  Senator Joseph Montoya wrote the bill and it was adopted in 1982 as Senate Bill 1546.  California has patterned its celebration after the traditional "El Dia del Maestro" festivities observed in Mexico and other Latin American Countries.

Resolution #18/19-31 is presented to the Board of Education as a means of recognizing the commitment of Gilroy Unified's certificated staff to students and the Gilroy Community. 



 
Recommended Motion:

It is recommended the Board adopt Resolution #18/19-31 Day of the Teacher.

Attachments:
Resolution #18/19-31
b. Approval of the 2020-2021 Instructional Calendar and the 2020-2021 GTA Certificated Work Calendar. (Action Item)
Quick Summary / Abstract:

Paul Winslow, Assistant Superintendent of Human Resources, will present the proposed 2020-2021 Instructional Calendar and 2020-2021 GTA Certificated Work Calendar.








Rationale:

The 2020-2021 calendar includes the required 180 student instructional days and three staff development days.

The approval of the 2020-2021 Instructional Calendar will be used to develop the work calendars for the other employee groups.




 
Comments:

District staff is recommending that the Board approve the 2020-2021 Instructional Calendar and the 2020-2021 GTA Certificated Work Calendar as presented.

On March 27, 2019, the District Advisory Calendar Committee met to provide input on the 2020-2021 Instructional Calendar.  All employee groups were invited to send their representatives as part of each collective bargaining unit agreement to this advisory meeting.  In attendance were representatives from GTA, CSEA, GFP and Management.

The establishment of the 2020-2021 Instructional Calendar must focus on what meets the instructional needs of students.  Upon discussion and the review of calendar options, the committee is recommending the 2020-2021 Instructional Calendar as presented for the best interest of the instructional program.

For 2020-2021, the first day of student instruction will be August 12, 2020 and the last day of instruction will be Friday, June 4, 2021. 




Recommended Motion:

The Board approve the 2020-2021 Instructional Calendar and 2020-2021 GTA Certificated Work Calendar as presented.




Attachments:
GUSD Instructional and GTA Certificated Calendars for 2020-2021 (Draft)
c. Approval of Contract Amendment (RENEWAL) with Sodexo America for 2019-2020 (Action Item)
Quick Summary / Abstract:

Geri Sadler, Manager of Food Services, will introduce the contract amendment with Sodexo America for Board action.



Comments:

Prior to the start of 2017-18, the District went through a very rigorous process to select a food-service management company. The process included issuing a Request for Proposals that was both approved by the Governing Board and by the California Department of Education. At that point, three vendors participated in the bid walk, and two ultimately submitted bids to perform the work. A committee evaluated the proposals and conducted interviews. After evaluating all factors as outlined in the criteria, with price being 50% of the weight, the committee made a unanimous recommendation to the Board to award the contract to Sodexo.

The contract was awarded to Sodexo on June 1, 2017, and allows for up to four (4) subsequent one-year renewals. The proposed Amendment, if approved, would be the Second Amendment under the terms of the current contract.

Title 7, Code of Federal Regulations (7 CFR) Section 210.19(a)(5) requires the California Department of Education (CDE) to review Food Service Management Company (FSMC) contracts and amendments to verify their compliance with applicable state and federal law or regulation, prior to the execution of the contract or amendment. The review of the proposed contract amendment has been completed, and the attached version of the Sodexo contract amendment was approved on March 18, 2019.

Both the Contract Extension and Amendment forms are required to be used by the California Department of Education.






Financial Impact:

The fixed price per meal contract is estimated to be $3,106,065 for 2019-20, paid by the Food Service Fund.



Recommended Motion:

Approve Contract Amendment with Sodexo America for the 2019-20 fiscal year.


Attachments:
Amendment Form 2019
Contract Extension Form
d. Monthly District Cash Flow Update (Information Item)
Quick Summary / Abstract:

Kimberly Smith, Director of Fiscal Services, will present the Monthly District Cash Flow Update to the Governing Board.



Rationale:

March receipts were $15,586,003 and disbursements for the month of March totaled $10,890,393. Salary and benefits represented 82% of the total disbursements for the month.

The District received the Tax Revenue and Anticipation Note (TRAN) of $4,955,000 in July for the New Fiscal Year 2018-19. In January, the District paid back 50% of the TRAN balance. The remaining balance will be paid in April 2019. The ending cash balance at the close of March was approximately $24.8 million. The cash balance at the close of April is expected to be approximately $28.4 million.





 
Comments:

This is a monthly informational item on the District's cash flow projection for 2018-19. As requested by the Governing Board and Superintendent, staff will provide an update on the District's cash flow. The attached cash flow shows the actual receipts and disbursements for the months July through March, as well as the projected monthly receipts and monthly disbursements for the remainder of fiscal year 2018-19. 







Financial Impact:

The District has a strong positive cash balance of approximately $24.8 million.




Attachments:
Cash Flow Spreadsheet
Monthly Cash Flow Update
e. Williams/Valenzuela Settlement Quarterly Uniform Complaint Report for January 1 through March 31, 2019 (Action Item)
Quick Summary / Abstract:

Kathleen Biermann, Director of Educational Services (Elementary) will present this item to the Board.


Rationale:

The Williams Settlement provision require the monitoring of Williams complaints regarding student access to instructional materials, safe schools, and quality teachers.



 
Comments:

The William/Valenzuela Settlement was designed to provide all students with equal access to instructional materials, safe school facilities, and quality teachers.  The quarterly report on Williams Uniform Complaints is presented to the Board of Education for review and approval.  The Board approved report will be submitted to the Santa Clara County Office of Education (SCCOE).



Financial Impact:

None

Recommended Motion:

Board approval is recommended of the Williams/Valenzuela Settlement Quarterly Uniform Complaint Reports for the period of January 1 through March 31, 2019



Attachments:
Williams Quarterly Report
7. ACTION/INFORMATION ITEMS REGARDING FACILITIES AND MAINTENANCE (Procedural Item)
Attachments:
Agreement #A 1819-38 with Benyon Sports Surfaces
a. Monthly Facilities and Maintenance/Operations Update (Information Item)
Quick Summary / Abstract:

Paul Nadeau, Director of Facilities, and Dan McAuliffe, Maintenance and Operations Manager, will present an update on facilities and maintenance/operations projects.


Rationale:
Measure P was approved by the voters of Gilroy in November of 2008 and Measure E was approved by the voters of Gilroy in November of 2016. In addition, other facilities funds, such as State funds and developer fees, have been received and utilized for facilities improvements. Staff has provided periodic updates regarding proposed projects and projected costs.
 
Financial Impact:

No fiscal impact.

Recommended Motion:

This is an information-only item.

Attachments:
Facilities & Maintenance Update 04182019
b. Approval of Contract Extension with Kimley Horn for Further Traffic Analysis at Brownell Middle School (Action Item)
Quick Summary / Abstract:

Paul Nadeau, Director of Facilities, will present the contract extension with Kimley Horn for further traffic analysis at Brownell Middle School.




Rationale:

The District wishes to extend the contract with Kimley Horn to conduct further analysis of the current site plan at Brownell Middle School and utilize them as a consultant during our planning with the City. 

Kimley Horn was originally contracted with the District to complete a traffic study at Brownell Middle School as part of the required studies performed under the California Environmental Quality Act (CEQA) process. The original study consisted of a single study and report but did not extend to include the possibility of multiple revisions or consultation with local utilities and authorities. This contract extension would cover the cost of updating the original report to incorporate any significant changes developed by the architect and/or the city officials. Kimley Horn plans to present their traffic study on May 11, 2019, to the City of Gilroy and both police and fire departments. 




 
Financial Impact:

$7,145 funded from Measure E. 



Recommended Motion:

Board approval is recommended to extend our contract with Kimley Horn. 

Attachments:
Agreement #A 1819-12-01 Kimley Horn contract extension
Kimley Horn Proposal
c. Ratification of Change Order #1 with Ruggeri Jensen Azar (RJA) (Action Item)
Quick Summary / Abstract:

Paul Nadeau, Director of Facilities, will present the ratification of Change Order #1 with Ruggeri Jensen Azar (RJA).




Rationale:

The District has expanded the scope of work for Ruggeri Jensen Azar (RJA) as civil engineers for the Brownell Modernization project to encompass the removal of a property line within the school boundaries. The school site consists of two adjacent parcels and the property lines run through the middle of the modernization project.

As it is not permissible to straddle a property line with a building, it has been advised that the District eliminate the parcel division, creating one contiguous parcel for the school site. The extended scope of Ruggeri Jensen Azar (RJA) will assist the District in completing this process. 





 
Financial Impact:

$9,800, funded from Measure E.


Recommended Motion:

Board ratification is recommended for Change Order #1 with Ruggeri Jensen Azar (RJA). 


Attachments:
Change Order #1 with RJA
Signed agreement with JRA
d. Ratification of Contract with Kasavan Architects (Action Item)
Quick Summary / Abstract:

Paul Nadeau, Director of Facilities, will present the contract with Kasavan Architects to complete DSA close-outs on prior district construction projects.


Rationale:

The District has many construction projects that require a "closeout" status from the Division of State Architect (DSA) prior to any future work being started. The Facilities Department is working on closing out these projects in a timely manner. Many of these projects require inspections, documentation or both from the original architect from each project. Kasavan is the architect of record on many projects still open with the District. This contract will focus on closing out as many projects as possible. 

The District has entered into a contract with Kasavan Architects to complete work on prior District construction projects at multiple school sites. This contract will engage the services from the original architects to complete work and gain closeout status on projects around the district from the Division of State Architect (DSA). 





 
Comments:

It should be noted that this item is a ratification.  One project the District is working on would have incurred additional fees if the District did not engage the architect within a timely manner and submit work back to the DSA within a timely manner. The issue was presented to the Facilities Subcommittee on March 8, 2019, and was approved to move forward. 



Financial Impact:

$10,000, funded from Measure E.


Recommended Motion:

Board ratification is recommended for the contract with Kasavan Architects. 



Attachments:
Agreement #A 1819-34 with Kasavan Architects
Kasavan Proposal
e. Approval of Contract with Beynon Sports for the Cleaning and Repainting of Lines and Features at the Christopher High School Track (Action Item)
Quick Summary / Abstract:

Dan McAuliffe, Maintenance and Operations Manager, will present the contract with Beynon Sport for the cleaning and repainting of lines and features at the Christopher High School Track.







Rationale:
The Christopher High track is in need of a professional service of deep cleaning and repainting of the lines and features. GUSD staff maintains the track and keeps it in good order, but does not have the equipment or training to provide this service. The deep cleaning of the track ensures the safety of the surface and helps extend the life of the track.
 
Comments:

Beynon Sports is the original installer and warranty provider of the CHS track and recommends the deep cleaning and repainting.  Staff concurs with this recommendation.  The cost is $15,500. The Beynon Sports proposal has been reviewed by the Facilities Subcommittee on Nov. 9, 2018, with the recommendation to take the proposal to the Board for approval.


Financial Impact:

$15,500 funded through Routine Restricted Maintenance.

Recommended Motion:

Approval of the contract with Beynon Sports is recommended.

Attachments:
Agreement #A 1819-39 with Benyon Sports Surfaces
CHS Beynon track cleaning and repainting quote
f. Approval of Contract with Beynon Sports for the Deep Cleaning of the Gilroy High School Track (Action Item)
Quick Summary / Abstract:

Dan McAuliffe, Maintenance and Operations Manager, will present the contract with Beynon Sports for the deep cleaning of the Gilroy High School Track.



Rationale:
The Gilroy High track is in need of a professional cleaning service. GUSD staff maintain the GHS track and keep it in good order, but do not have the equipment or training to perform this service. The deep cleaning of the track helps ensure the safety of the surface and extend the life of the track.
 
Comments:

Beynon Sports is the original installer and warranty provider of the GHS track and recommends the deep cleaning of the track.  Staff concurs with this recommendation.  The cost is $7,750. The Beynon Sports proposal was reviewed by the Facilities Subcommittee on Nov. 9, 2018, with the recommendation to take the proposal to the Board for approval.



Financial Impact:

$7,750 funded through Routine Restricted Maintenance. 

Recommended Motion:

Approval of the contract with Beynon Sports is recommended.



Attachments:
Agreement #A 1819-38 with Benyon Sports Surfaces
GHS Track quote Beynon
g. Approval of Contract with American Eagle Enterprises for the Required Inspection and Service of the Retractable Bleachers in the Gilroy High, Christopher High, South Valley and Solorsano Gyms (Action Item)
Quick Summary / Abstract:

Dan McAuliffe, Maintenance and Operations Manager, will present the contract with American Eagle Enterprises for required inspections and service to retractable bleachers at 4 sites.



Rationale:

The gym retractable bleachers are required to be inspected and serviced a minimum of every two years. American Eagle Enterprises has been the District service and repair provider for the District for many years. American Eagle has performed the required two-year inspections and service to all GUSD retractable bleachers and is a proven and dependable provider.


 
Comments:

The required bleacher service and inspections are due for 2019. American Eagle provided a quote of $9,770 for the Gilroy High School, Christopher High School,  South Valley Middle School, and Acencion Solorsano Middle School gym bleachers inspections. This proposal was reviewed by the Facilities Subcommittee on December 7, 2018, with the recommendation to take the proposal to the Board for approval.




Financial Impact:

$9,770 funded through Routine Restricted Maintenance.


Recommended Motion:

Approval of the contract with American Eagle Enterprises is recommended.

Attachments:
Agreement #A 1819-37 with American Eagle Enterprises
American Eagle Gym Bleacher Quote
8. BOARD MEMBER REPORTS (Information Item)
9. UPCOMING AND NEW/REFERRAL AGENDA ITEMS (Procedural Item)
Attachments:
May - June 2019 Board Agenda Calendar
10. ANNOUNCEMENTS (Procedural Item)
Quick Summary / Abstract:
The next REGULAR MEETING of the Board of Education will be held on Thursday, May 9, 2019 at 7810 Arroyo Circle, Gilroy. Closed Session will begin at 5:30 p.m., followed by the Regular Meeting at 7:00 p.m. The agenda will be available on the district's website by 5:00 p.m. Friday, May 3, 2019.

11. ADJOURNMENT (Action Item)

Published: April 12, 2019, 2:07 PM

The resubmit was successful.