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Board of Education Regular Meeting
Gilroy USD
September 05, 2019 7:00PM
Board Room 7810 Arroyo Circle Gilroy, CA 95020 Closed Session: 5:00 PM | Study Session: 6:00 PM | Regular Session: 7:00 PM Pursuant to Government Code Section 54953, subdivision (b), this meeting will include teleconference participation by Trustee Anisha Munshi from 11260 Point E. Dr., Rancho Cordova, CA 95742

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 (5:00 PM) (Procedural Item)
a. REMOVAL/SUSPENSION/EXPULSION OF A STUDENT (Education Code 428912; 20 U.S.C. Section 1232g) Number of Cases: (Action Item)Confidential agenda item.
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 (Action Item)Confidential agenda item.
d. CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION (Government Code Section 54956.9) Number of Cases: 2 (Action Item)Confidential agenda item.
Quick Summary / Abstract:
  • Santa Clara Superior Court Case Number: 18CV329606
  • Case #2019080034
e. 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 Flores, Superintendent
3. STUDY SESSION (6:00 PM) (Procedural Item)
a. School Site Presentations - Dr. TJ Owens Early College Academy & Christopher High School (Information Item)
Quick Summary / Abstract:

Principals Sonia Flores and Jeremy Dirks will present the successes and areas of focus for their schools to the Board of Education.


Rationale:

The principals will provide a presentation to the Board highlighting the successes and areas of focus for the 2019-20 school year.


 
Comments:

In 2017, the school format of the presentations were adjusted by the Board of Education in order to focus on a few schools at a meeting rather than half the schools at once. Therefore, two schools (except for the middle schools when all three will present) will present at each Board meeting beginning in September through November 2019.


Financial Impact:

None

Attachments:
Christopher Presentation
Dr. TJ Owens Presentation
4. 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-GUSD Student Board Representatives (Procedural Item)
b. Approval of Agenda (Action Item)
c. Recognitions (Information Item)
Quick Summary / Abstract:

CAASPP Students:

  • Christopher High School & Dr. TJ Owens Gilroy Early College Academy
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)
5. SUPERINTENDENT'S REPORT - Dr. Deborah Flores (Information Item)
6. CONSENT AGENDA (Procedural Item)
a. Personnel Items (Consent Item)
Recommended Motion:
Board approval is recommended of the attached personnel items.

Attachments:
Personnel Items September 5, 2019
b. Approval of Board Meeting Minutes: August 22, 2019 (Action Item)
Attachments:
Board Meeting Minutes 8.22.19
c. Overnight/Out of Town Field Trip, Dr. TJ Owens Early College School Universal Studios, Universal City, CA (Consent Item)
Rationale:

Teacher Amber Bruce, accompanied by four staff members, will travel with 70 graduating seniors to Universal Studios. They will travel by charter bus.

The dates of the overnight/out of town field trip are scheduled for Friday, May 15, 2020 through Saturday, May 16, 2020. One instructional day will be impacted. 



 
Financial Impact:

The estimated cost of this field trip is $15,470. This amount will be covered by fundraising efforts, ASB, PTSA and donations. There is an estimated cost of $221 for students participating in this event.


Recommended Motion:

Board approval is recommended for up to 70 Dr. TJ Owens Early College Academy seniors to travel to Universal Studios in Universal City, CA



Attachments:
Overnight Field Trip GECA Grad Night
d. NEW Contract with EdTech Strategies for Cybersecurity Risk Management Services ($15,000) (Consent Item)
Rationale:

Since January 2016, school districts throughout the country have been targets of 583 cybersecurity-related incidents.  According to the Federal Bureau of Investigation (FBI) some of the most common types of online threats are data breaches, denial service, spoofing/phishing, malware/scareware and ransomware.

Preparing for these threats is a multifaceted approach.  It starts with an assessment and developing a dynamic management plan.

EdTech Strategies will help the District identify security gaps and develop a plan to address cybersecurity risks.







 
Financial Impact:

The fee of $15,000 will be paid from the General Fund.  


Recommended Motion:

Board approval is recommended for the contract with EdTech Strategies for cybersecurity services.



Attachments:
Contract with EdTech Strategies
EDTech Strategies Proposal
e. NEW Memorandum of Understanding (MOU) with The County of Santa Clara 2019-2020 School Year ($0) (Consent Item)
Rationale:

This Memorandum of Understanding (MOU) is entered into by and between the County of Santa Clara, a political subdivision of the State of California, County of Santa Clara Health System ( “County” and/or “Health System”) and the Gilroy Unified School District (“Contractor”) which is engaged in the provision of health and human services at schools located throughout the County of Santa Clara. Services are delivered via the County of Santa Clara Health System’s Mobile Health Services Program.




 
Comments:

The Gilroy Unified School District and the County of Santa Clara will develop and promote an effective and coordinated mobile health services program to reduce duplication of effort and to facilitate access to services for children and families in targeted communities in the Santa Clara County.




Financial Impact:

There will be no fiscal impact to the District.



Recommended Motion:

Approval of Memorandum of Understanding with The County of Santa Clara and Gilroy Unified School District for the 2019-2020 school year is recommended.



Attachments:
MOU County of Santa Clara
f. NEW Service Agreement with Winsor Learning Sonday System (not to exceed $2,750) (Consent Item)
Rationale:

The District will contract with Winsor Learning to provide training to teachers on the use of the Sonday System. The Sonday System is a multisensory program. Training for the program will include the teaching methodology and a detailed look at how to implement the program with students needing supplemental instruction in the area of reading.








 
Comments:

Winsor Learning will provide training to teachers to utilize the Sonday Reading System to provide instruction to students in the area of reading.





Financial Impact:

The Master Contract will not exceed $2750.

Recommended Motion:

Board approval is recommended for the agreement between the Gilroy Unified School District and Winsor Learning to provide training for the Sonday Reading System.





Attachments:
Service Agreement
g. RENEWAL of Master Contract with Pacific Autism Center for Education (PACE) Non-Public School (NPS) (not to exceed $7,232.32) (Consent Item)
Rationale:

The District has a responsibility to provide a free and appropriate public education for all of its special education students. When all program options have been exhausted with the District and the Santa Clara County Office of Education, the District must utilize the services of a non-public school (NPS) to meet the needs of students with special needs. All other program options are carefully considered for students before placement is made. The District was notified in late May that the student would not be returning after the close of the 2018-19 school year. In August the District was notified that the student continued to reside in Gilroy and attend the NPS during the month of July resulting in this unanticipated cost.





 
Comments:

Special Education students are placed in a non-public school (NPS) setting when their educational and/or emotional needs go beyond what the District and the County Office of Education can provide. This contract is proposed for the Pacific Autism Center for Education (PACE).  Which is a NPS that which specializes in providing services to students with autism. The contract is for one (1) student who requires the services PACE can provide. This student's school year needed to be extended to include the Extended School Year (ESY) program through July  26, 2019.

A copy of the Master Contract is provided for review. The contract meets the requirements of Section 56366 of the Education Code, and is used by all districts within the SELPA. Overall, it delineates responsibilities on the part of the NPS and provisions for payment.



Financial Impact:

The total RENEWAL Master Contract is not to exceed $7,232.32



Recommended Motion:

 Approval of the Master Contract with Pacific Autism Center for Education (PACE) and the Gilroy Unified School District is recommended.



Attachments:
MASTER CONTRACT
h. RENEWAL of Master Contract with Esther B. Clark School – South Bay, Non-Public School (NPS) for the 2019-2020 School Year (not to exceed $136,561) (Consent Item)
Rationale:

The District has a responsibility to provide a free and appropriate public education to all of its special education students.  When all program options are exhausted within the District and the Santa Clara County Office of Education, the District must utilize the services of a Non-Public School (NPS) to meet the needs of students with special needs.  All other program options are carefully considered for students before NPS placements are made.

 



 
Comments:

Special Education students are placed in a Non-Public School setting when their educational needs go beyond what the District and County Office of Education can provide.  This contract is for placement of one (1) student at Esther B. Clark School located in San Jose, CA.

Esther B. Clark School provides counseling, family therapy, psychotherapy, and transportation to individuals and families.

 A copy of the Master Contract is provided for review.  This contract meets the requirements of Section 56366 of the Education Code and is used by all districts within the SELPA.  Overall, it delineates responsibilities on the part of the NPS and provisions for payment.


 

                               



Financial Impact:

The total Master Contract will not exceed $136,561.

 



Recommended Motion:

Approval of the Master Contract with Esther B. Clark School and the Gilroy Unified School District for the 2019-2020 School year is recommended.

 



Attachments:
MASTER CONTRACT
i. RENEWAL of Contract between the Gilroy Unified School District and Benchmark Education for Benchmark Advance Professional Development (not to exceed $2,800) (Consent Item)
Rationale:

The District seeks to contract with the Benchmark Education publishing company for Benchmark Advance professional development for elementary teachers.




 
Comments:

Benchmark consultants will provide training and support to elementary teachers in the effective implementation of the Benchmark Advance curriculum during staff development days.

Local Control Accountability Plan (LCAP) GOALS:

Goal 1:   Provide high quality instruction and 21st century learning opportunities to ensure College & Career Readiness

  1.1 Develop and support effective instruction

Goal 2:   Provide equitable support for all learners 

  2.6 Effectively address the needs of English learners in all classrooms



Financial Impact:

The total cost of the services will not exceed $2,800 and will be paid from the Local Control Funding Formula (LCFF) funds. 




Recommended Motion:

Board approval is recommended for the professional services agreement between the Gilroy Unified School District (GUSD) and Benchmark Education.




Attachments:
Implementation Module
Quote
Renewal Contract
7. ACTION/INFORMATION ITEMS (Procedural Item)
a. First Reading: High School Advanced Placement (AP) Physics Textbook Adoption (Information Item)
Quick Summary / Abstract:

Staff will present the first reading of recommended instructional materials for High School AP (Advanced Placement) Physics.



Rationale:

The process of textbook adoption ensures that instructional materials effectively support the District adopted course of study, match the State content and College Board standards, meet curriculum goals and support student achievement. The process of textbook selection is aligned with the development and evaluation of the District's standards based curriculum and the guidelines set forth by the College Board.


 
Comments:

The process for adoption of Advanced Placement instructional materials is different than the adoption of college prep instructional materials. The College Board sets forth a detailed list of textbooks that they recommend for each AP (Advanced Placement) course. The Gilroy Unified School District teachers that teach the specific course choose two to three recommended AP (Advanced Placement) textbooks to review. After reviewing the textbooks with each other, students, and administration, a recommendation is made. AP (Advanced Placement) Physics teachers representing both comprehensive high school sites (Christopher and Gilroy High School) and Kanani Pratt, Educational Services Coordinator facilitated the adoption process for AP (Advanced Placement) Physics.

AP (Advanced Placement) Physics teachers reviewed selected curricula focusing on standards alignment, College Board content requirements and rigor. Focus was also on universal access of the content materials to address the needs of all students. Each AP (Advanced Placement) Physics teacher emerged with a recommendation for the instructional program that they believed would best meet the needs of the students.



Financial Impact:

The estimated costs are:

High School AP (Advanced Placement) Physics Textbook Adoption

$19,099 (Total)

$5,803 (CHS) and $13,296 (GHS)

The District receives State instructional materials funding as part of their basic funding under the Local Control Funding Formula (LCFF).



Attachments:
AP Physics Presentation
b. Deliberation and Possible Action - Elementary School Closure (Action Item)
Quick Summary / Abstract:

Dr. Deborah Flores, Superintendent, will present the Elementary School Closure Consideration item to the Board for deliberation and possible action.

Rationale:

Over the past year, at a number of Board meetings, the District's declining enrollment, loss of revenue and budget cuts have been discussed.  Additionally, the topic of a potential school closure has been discussed.

The Superintendent's Advisory Committee on Closing Schools met between January and May 2019.  The Committee reviewed data and deliberated about a school closure.

At the August 22, 2019 meeting, staff updated the Board on this year's enrollment and shared that the elementary school population declined by approximately 100 more students.  Since August 2016, the decline at the elementary level has been over 400 students.  Dr. Flores also shared the Committee's recommendation that if an elementary school is closed that it be Antonio Del Buono. 



 
Financial Impact:

If the decision is made to close an elementary school in 2020, the potential savings are at least $750,000 (and likely more) each year going forward.  Additionally, staff are recommending that the closed school be leased to generate revenue for the district.

Recommended Motion:

It is recommended that the Board deliberate about two issues - 1) whether to close an elementary school and 2) whether to close Antonio Del Buono elementary.  The Board may choose to take action at this meeting or may choose to continue discussion and take action at the September 19, 2019 Board meeting.


c. Approval of Contract with ConvergeOne, Inc. to Purchase 3,888 Chromebooks (Action Item)
Quick Summary / Abstract:

Maribel Guizar, Director of Technology, will present the contract with ConvergeOne, Inc. to buy 3,888 Chromebooks.



Rationale:

The District has purchased more than 11,000 Chromebooks since the 2013-2014 school year as part of the effort to improve access to technology and increase opportunities to integrate technology into daily instruction. 

Out of the total amount of the Chromebooks that the district owns, 3,888 have reached a point where their use is limited in the education environment. These Chromebooks reached their Auto Update Expiration (AUE) in the 2018-2019 school year. When a device reaches its AUE, Google has declared that the product model is considered obsolete and automatic software updates from Google are no longer guaranteed.

These particular Chromebooks are now restricted from updating the past Version OS 74, and the state of California has stated that for the California Assessment of Student Performance and Progress (CAASPP) testing purposes for the 2019-2020 school year, only Chrome devices at, or above, Version 75 will be supported or work.

Google has also stated that business and education customers using devices that have passed their AUE date may find that they cannot manage their devices as expected using the Google Admin console or leverage new management features released. While it appears Chrome OS version 74 has no issues now on educational websites, we expect students may have difficulty accessing some sites in the near future.

It is staff's recommendation to the Board that the District purchase 3,888 Hewlett Packard 14A G5 Chromebooks to replace the portion of our Chromebooks fleet that has reached the AUE. The new HP Chromebook runs the latest version of Chrome OS and will continue to do so until at least June 2025.

Staff request that the Board approve the purchase of 3,888 replacement Chromebooks, management licenses, and deployment services fee from ConvergeOne, Inc.  The following quote(s) includes the cost of the devices, licenses, recycling fee and deployment:


CDWG

Sterling

Troxell

ConvergeOne

$ 1,218,382.56

$ 1,417,499.49

$ 1,504,383.84

$ 1,296,142.56









 
Comments:

The quote from CDWG included: the hardware, license, tagging, inventory, deployment of new the Chromebooks, and the retrieval and disposal of Chromebooks at AUE. CDWG required the exact location of the 3,888 Chromebooks.

The quote from ConvergeOne included: the hardware, license, tagging, inventory, deployment of new Chromebooks, the retrieval and disposal of Chromebooks at AUE, reshuffling of Chromebooks and re-assignment by model, and 18 seed chrome carts to facilitate the deployment to minimize downtime. Reorganizing the chrome carts by models will allow us to minimize the impact to each school site and cost on the next AUE cycle. These services were not included by other vendors.

Financial Impact:

The cost to replace the Chromebooks will be $1,296,142.56 and will be paid from the General Fund ($907,342.56) and Title I funds ($388,800).



Recommended Motion:

Board approval is recommended for the purchase of 3,888 replacement Chromebooks, management licenses and deployment services fee from ConvergeOne, Inc.



Attachments:
Converge One: Contract
ConvergeOne: Quote
ConvergeOne: Statement of Work
8. BOARD MEMBER REPORTS (Information Item)
9. UPCOMING AND NEW/REFERRAL AGENDA ITEMS (Procedural Item)
Attachments:
Board Agenda Calendar September 19 - December 2019
10. ANNOUNCEMENTS (Procedural Item)
Quick Summary / Abstract:

The next REGULAR MEETING of the Board of Education will be held on Thursday, September 19, 2019 at 7810 Arroyo Circle, Gilroy. Closed Session will begin at 5:00 p.m., followed by the Study Session at 6:00 p.m., and the Regular Meeting at 7:00 p.m. The agenda will be available on the district's website by 5:00 p.m. Friday, September 13, 2019. 

11. ADJOURNMENT (Action Item)

Published: August 30, 2019, 1:50 PM

The resubmit was successful.