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Board of Education Regular Meeting
Gilroy USD
March 19, 2020 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)
Quick Summary / Abstract:




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 (5:30 PM) (Procedural Item)
a. REMOVAL/SUSPENSION/EXPULSION OF A STUDENT (Education Code 428912; 20 U.S.C. Section 1232g) Number of Cases: 1 (Action Item)
Quick Summary / Abstract:
  • Case # 2020-21

b. PUBLIC EMPLOYEE DISCIPLINE/DISMISSAL/RELEASE (Government Code Section 54957[b]) (Action Item)Confidential agenda item.
Quick Summary / Abstract:


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: (Action Item)Confidential agenda item.
Quick Summary / Abstract:


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. 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 - El Roble Elementary (Scott Otteson, Principal) (Procedural Item)
b. Approval of Agenda (Action Item)
c. General Public Comment (Procedural Item)
Quick Summary / Abstract:

At this time, members of the public may address the board on any items or any issues within the subject matter jurisdiction of the Board that are 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.


d. Report of Action Taken in Closed Session (Procedural Item)
4. STUDENT BOARD MEMBER REPORT - Erica Clinton, Christopher High School (Information Item)
5. SUPERINTENDENT'S REPORT - Dr. Deborah Flores (Information Item)
6. CONSENT AGENDA (Procedural Item)
a. Personnel Items (Consent Item)
Quick Summary / Abstract:



Recommended Motion:
Board approval is recommended of the attached personnel items.

Attachments:
Personnel Items March 19, 2020
b. Approval of Board Meeting Minutes: March 5, 2020 (Action Item)
Attachments:
Board Meeting Minutes - March 5, 2020
c. Donations to the District – March 2020 Report (Consent Item)
Rationale:
The Board of Education is grateful for donations from the community to the schools of the Gilroy Unified School District. Please find the donation report attached.

 
Financial Impact:
Brownell MS: $3,000
Christopher HS: $1,000
Gilroy HS: $6,851
GUSD: $6,000
Las Animas ES: $3,934.74
Luigi Aprea ES: $2,500
Rod Kelley ES: $1,000
Rucker ES: $11,451.84

TOTAL: $35,737.58

Recommended Motion:
Board approval is recommended for this donation report. 

Attachments:
Donations report, 3.19.20
d. Report of Cash Disbursements/Warrants from February 1-29, 2020 (Consent Item)
Rationale:

Warrant Starting

Warrant Ending

Total Cash

County of Santa Clara

83054918

98011640

$4,026,387.45

County of Santa Clara-Canceled Warrants


$5,901.58

Total

$4,020,485.87





 
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 $4,020,485.87 for the period of February 1-29, 2020. 





Recommended Motion:
Board approval is recommended of the cash disbursements report.

Attachments:
Cash Disbursements
e. December 2019 Quarterly Investment Report (Consent Item)
Comments:

The second quarter investment report for the Gilroy Unified School District is being presented for review in accordance with Board Policy 3430 and Government Code Section 53646.  Additionally, in accordance with administrative regulations, the Gilroy Unified School District certifies that it has sufficient cash on hand to meet the District's cash requirements for the next six months.


The District investment returns for the second quarter of fiscal year 2019-2020 are as follows: 

Santa Clara County Treasurer – Gross Interest of $670,075.49


District investment returns year-to-date (03/09/2020) for the 2019-20 Fiscal Year are as follows:   

Santa Clara County Treasurer – Gross Interest of $1,011,589.60





Financial Impact:

The quarterly interest earned of $670,075.49 is for the second quarter of Fiscal Year 2019-2020, or approximately 1.97% on the pool investments with the County Treasurer.  For comparison, the State of California Local Agency Investment Fund (LAIF) yield was 2.04%.

The total year-to-date (03/09/2020) interest earned was $1,011,589.60 for Fiscal Year 2019-20




Recommended Motion:

Board approval is recommended for the 2019-20 second quarter Investment Report.



Attachments:
December 2019 Quarterly Investment Report
f. INCREASE of Service Agreement with Staffrehab for the 2019-2020 School Year (not to exceed $ 40,517.49) (Consent Agenda)
Rationale:

Staffrehab provides special education support services providers to school districts throughout the United States. The Gilroy Unified School District has a need for one (1) paraeducator who is fluent in American Sign Language (ASL) to provide services to a student with special needs. Staffrehab is able to provide staff to fill this need.





 
Comments:

The District has a responsibility to provide paraeducators who are fluent in ASL for students who require services through their IEP. The Gilroy Unified School District services about 1,500 students with entitlement to special education services through an IEP and two (2) students require ASL services.

                                   




Financial Impact:

The initial service agreement amount was $112,073. The first Amendment increase was in the amount of $45,075. The additional increase for additional services is in the amount of $40,517.49. The new service agreement is for a total amount of $197,665.49.                                                                    







Recommended Motion:

Approval of the increase of service agreement with Staffrehab and the Gilroy Unified School District is recommended.           



Attachments:
Amendment 1
Increase Amendment 2
Original Service Agreement
7. PUBLIC HEARING (Procedural Item)
a. Redistricting the Gilroy Unified School District: The Process and How to Participate (Information Item)
Quick Summary / Abstract:

Alvaro Meza, Assistant Superintendent of Business Services will lead the Public Hearing.  A representative of National Demographics Corporation will provide insight into the redistricting process.


Comments:

The Governing Board will hold a Public Hearing on transitioning from holding at-large board elections to by-trustee area elections.  The process will involve holding public hearings to inform the public of this historic change for Gilroy Unified School District.  On March 12, 2020, a representative from National Demographics Corporation outlined the process of redistricting, defining communities of interest, and will outline how the public can participate in the development of the by-trustee area maps for the upcoming November 2020 elections.





Attachments:
Public Hearing Presentation NDC
8. ACTION/INFORMATION ITEMS (Procedural Item)
a. Second Interim Financial Report for 2019-20 (Action Item)
Quick Summary / Abstract:
Álvaro Meza, Assistant Superintendent of Business Services, and Kimberly Mason, Director of Fiscal Services, will present the 2019-20 Second Interim Financial Report to the Governing Board. 


Comments:

The Second Interim Financial Report is a key barometer of the District’s financial condition.  The Second Interim Financial Report is being submitted with a Positive Certification.  This means the District will be able to meet its financial obligations for the current and subsequent two (2) fiscal years, and the General Fund will have positive cash balance at the end of the year.

In the Multi-Year Projection (MYP), one-time revenues and one-time expenditures are removed from the budget.  One-time revenues carried over into 2019-20 have significantly contributed to the current deficit spending of -$4.7 million in the Unrestricted General Fund.  The deficit spending of -$3.5 million on the Restricted General Fund is not a cause for concern, as these are entitlements that recognize the revenue when the District receives the funds (last year) as opposed to when we spend them (carryover into this year).  Hence, the beginning balance of -$3.5 million coming into 2019-20 fully offsets the decrease in fund balance.

Key Adjustments to the MYP since First Interim

  1. Reduced the textbook adoption budget in 2020-21 by $800,000.The current established budget this year will have carryover for the textbook adoptions planned for 2020-21.
  2. Special Ed Encroachment was reduced by $400,000 in 2019-20.This is in anticipation of lower than projected encroachment based on budget-actual trend analysis for the remainder of the fiscal year.The lowered baseline also relieves some pressure in the MYP.

Both of the above adjustments are on-going and help boost the District’s reserves and address the deficit spending by 2020-21.  Nonetheless, because of the projected declining enrollment the District must continue to make cuts to maintain fiscal stability.  Therefore, the 2021-22 fiscal year includes a $1 million budget reduction as a placeholder for that year.  With the above stated adjustments, the projected reserve at the end of 2021-22 is projected to be over 11%.

Caveat:

The District is in negotiations with its bargaining units.  The MYP does not factor in salary increases that have not been bargained or agreed upon.  Therefore, the MYP and projected reserve levels will change.

The District is closely monitoring the effects of the Covid-19 on the economy (state revenues) and the stock market.  The virus is having an impact on global supplies chains through the U.S. Economy.  It is also having an impact on demand for services having a ripple effect on the economy.  Economists are already warning about the impact it will have on this quarter's Gross Domestic Product (GDP). 

On March 9, 2020, the stock market loss nearly two years’ worth of gains over continued concerns of the Covid-19 and oil price war between Saudi Arabia and Russia.  The opening trading hours were so negative that it triggered a short circuit to halt trading (for 15 minutes) to allow investors to get their bearings and prevent a market crash.   School funding for Prop 98 relies on the historically high levels of taxes on capital gains.  If the market continues to falter, the May Revision will likely fall short of the funding levels in Governor’s January Proposal.

The District will also continue to monitor the declining enrollment in the elementary schools, the high cost of housing in the City of Gilroy, the Student Generation Rates from the new residential developments, and the economic variables that may affect the state’s ability to fund public schools (i.e. Recession). 

 

A copy of the complete report on the State SACS forms is available in the Board Library, and is found as one of the supporting documents to this board briefing.






Financial Impact:

Second Interim Financial Report is filed with a Positive Certification.



Recommended Motion:

Board approval is recommended for the Second Interim Financial Report for 2019-20 with a Positive Certification. 



Attachments:
2019-29 Second Interim Financial Report
Certification Page
Multi-Year Projection (MYP)
SACS forms. Second Interim 2019.20
b. 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:

February receipts were $4,572,030 and disbursements for the month of February totaled $9,752,609.  Salary and benefits represented 89% of the total disbursements for the month.

The District did not issue a Tax Revenue and Anticipation Note (TRAN) for the Fiscal Year 2019-20.  After reviewing 2018-19 Fiscal Year's Cash Flow,  and the projection for 2019-20, the District did not need a TRAN, and can do internal borrowing, if necessary.  The ending cash balance at the close of February 2020 was approximately $24.4 million.  The cash balance at the close of March 2020 is expected to be approximately $25.7 million.  




 
Comments:

This is a monthly informational item about the District's cash flow projection for 2019-20. 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 of July through February 2020, as well as the projected monthly receipts and monthly disbursements for the remainder of fiscal year 2019-20. 




Financial Impact:

The District has a strong positive cash balance of approximately $24.4 million.




Recommended Motion:
This in an information-only item for the Board. 

Attachments:
Monthly Cash Flow Presentation
Monthly Cash Flow Spreadsheet
c. Joint Use Agreement Regarding Use of Facilities By and Between the Santa Clara County Office of Education and the Gilroy Unified School District (Action Item)
Quick Summary / Abstract:

Álvaro Meza, Assistant Superintendent of Business Services, will introduce the Joint Use Agreement between the Gilroy Unified School District and the Santa Clara County Office of Education for Board action.


Rationale:

Antonio Del Buono Elementary School (ADB), at 9300 Wren Avenue, Gilroy, CA, will not be needed on a full-time basis starting on July 1, 2020.  The Santa Clara County Office of Education (SCCOE) is in need of classrooms and offices in South Santa Clara County.  The District believes that it is in the best interest of the District, SCCOE, students and teachers of the District, parents of the students of the District, and the public to allow SCCOE joint use of available facilities at ADB.  The District will use the Multi-Purpose Room (MPR) and the kitchen facilities for night events and weekend activities.

The initial term of the Agreement is for five (5) years, beginning on July 1, 2020 and ending on June 30, 2025.  The initial term may be extended for additional one-year periods subject to the conditions set in the Joint Agreement.  The District may deny and and all extensions beyond the initial term, in its sole discretion, if it requires the use of the facilities.  

The SCCOE shall, at its own expense, maintain the facilities in good repair condition.  SCCOE is responsible for all utilities.  

  








 
Comments:


Financial Impact:

SCCOE will pay the District the sum of $120,000 for the 2020-21 fiscal year, $160,000 for the 2021-22 fiscal year, and $200,000 for the 2022-23 fiscal year.  Beginning the 2023-24 fiscal year, the annual fee will be increased by 3% each July 1.  Annual payments will be made by July 31.


Recommended Motion:

Board approval is recommended for the Joint Use Agreement between the Gilroy Unified School District and the Santa Clara County Office of Education for Antonio Del Buono Elementary School.


Attachments:
Joint use agreement with SCCOE for ADB ES
d. Approve Emergency SCC Schools COVID-19 Resolution No. 19/20-24 (Action Item)
Quick Summary / Abstract:

Dr. Deborah A. Flores, Superintendent, will present Resolution No. 19/20-24 to the Governing Board for approval.


Rationale:

All schools and school districts in Santa Clara County will be closed from March 16 to April 3, 2020 due to the COVID-19 outbreak.

 
Attachments:
Resolution No. 19/20-24
9. ACTION/INFORMATION ITEMS REGARDING FACILITIES AND MAINTENANCE (Procedural Item)
a. Monthly Maintenance and Facilities 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. 



 
Recommended Motion:

This is an information-only item for the Board. 

Attachments:
Facilities and Maintanence monthly update, 3.19.20
b. Approval of Contract with KI Furniture for Furniture Installation at Brownell Middle School (Phase I not to exceed $62,075) (Action Item)
Quick Summary / Abstract:

Paul Nadeau, Director of Facilities, will present this contract with KI Furniture to deliver and install all purchased furniture and casework into all classrooms in Phase I  of the Brownell Middle School Modernization Project (seventh-grade, eighth-grade and administration buildings).






Rationale:

KI or an approved subcontractor will deliver and install the classroom furniture based on the predetermined layout for the campus. The installation will occur on specified dates and times as well as any assembly and removal of all packaging. 


 
Financial Impact:

$62,075 in Measure E funds have been allocated for this project.




Recommended Motion:

Board approval is recommended for this contract with KI Furniture. 


Attachments:
BMS Cost Matrix
Brownell Middle School Classrooms Phase 1
Brownell Middle School Makerspace
Cooperative purchasing
c. Approval of Contract with Converge One for Network Hardware at Brownell Middle School (not to exceed $611,743) (Action Item)
Quick Summary / Abstract:

Paul Nadeau, Director of Facilities, will present this contract with Converge One to furnish the hardware for the network infrastructure for the Brownell Middle School modernization project.




Rationale:

Converge One will be furnishing all of the hardware for the network infrastructure for the Brownell Middle School Modernization Project. The District I.T. department worked with Converge One to design and implement this network for the project. 



 
Financial Impact:

$611,743 in Measure E funds have been allocated for this, within the total project budget for the Brownell Middle School Modernization Project.



Recommended Motion:

Board approval is recommended for this contract with Converge One. 


Attachments:
BMS Cost Matrix
Converge One Brownell Five Year Support
Hardware bid documentation
Hardware contract
Participating Addendum
d. Approval of Contract with Converge One for Network Installation at Brownell Middle School (not to exceed $190,891) (Action Item)
Quick Summary / Abstract:

Paul Nadeau, Director of Facilities, will present this contract with Converge One for network installation for the Brownell Middle School modernization project. 


Rationale:

Converge One will provide installation services to the District for a network installation at the Brownell Middle School Modernization Project. 



 
Comments:

This service agreement is the same service agreement utilized for the Converge One hardware agreement, also listed in this agenda. 

Financial Impact:

$190,891 in Measure E funds are allocated for this, within the project total for the Brownell Modernization.






Recommended Motion:

Board approval is recommended for this contract with Converge One. 


Attachments:
BMS Cost Matrix
Converge One Network Install Services
e. Approval of Architectural Selection for the South Valley Middle School Modernization Project (Action Item)
Quick Summary / Abstract:

Paul Nadeau, Director of Facilities, will present the staff recommendation for an architectural firm for the South Valley Middle School Modernization Project. 


Rationale:

The District published a Request for Qualifications into the architectural market for all firms wishing to work with on future projects. 15 qualified firms responded to the RFQ. Of the 15 submissions, the District selection committee reviewed and selected five firms to interview for the South Valley Middle School Modernization Project. The firms interviewed were: Aedis Architects, JK Architects, HED, Lionakis and QK Architecture.

The selection committee interviewed firms on March 12, 2020.  Of the five firms interviewed, the Selection Committee has chosen Aedis Architects for South Valley Middle School project.






 
Recommended Motion:

Board approval is recommended for Aedis Architects for the South Valley Middle School Modernization Project.






f. Approval of Contract with Cottage Floors for the Carpet Floor Replacements in the Administration Building at Luigi Elementary School (not to exceed $21,231.19) (Action Item)
Quick Summary / Abstract:

Dan McAuliffe, Maintenance and Operations Manager, will present the contract with Cottage Floors to replace the carpet in the administration offices, conference room, staff workroom and staff break room at Luigi Elementary School. 

Rationale:

The existing carpets in these areas of Luigi School have the original carpet floors, which are worn and damaged. The carpets can no longer be cleaned and repaired properly and need to be replaced. 


 
Comments:

Cottage Floors provided a proposal for the needed floor replacements of $21,231.19. This proposal was reviewed by the Facilities Subcommittee on March 6, 2020 with the recommendation to take the contract to the Board for approval. 

The floor replacements include all carpeted areas of the administration building. The work is tentatively scheduled for the week of April 6, during Spring Break, pending Board approval. 


Financial Impact:

$21,231.19 in Routine Restricted Maintenance funds have been allocated for this project.



Recommended Motion:

Board approval is recommended for this contract with Cottage Floors. 

Attachments:
Cottage Floors Luigi district contract
Luigi Admin Floor Cottage
g. Approval of Contract with Architectural Systems, Inc., for Additional Railings on the C2 Building at Las Animas Elementary School (not to exceed $20,217) (Action Item)
Quick Summary / Abstract:

Dan McAuliffe, Maintenance and Operations Manager, will present the contract with Architectural Systems, Inc., to install handrails to prevent fall or trip concerns at a concrete platform of the C-2 Building at Las Animas Elementary School. 

Rationale:

The C2 building at Las Animas has a raised concrete platform that has a drop off of several inches or more to the asphalt below. The addition of handrails that would match the existing hand and stair rails to the raised areas would greatly improve any fall or tripping concerns.

 
Comments:

Architectural Systems, Inc., provided a quote of $20,217 to install hand railings on the concrete platform, where there is a drop off of more than 6 inches. The new railings would match the existing railings in design and would come primed for ready-for-finish paint. District staff would paint the railings to match the existing railing paint color.  The Facilities Subcommittee reviewed the proposal from ASI on March 6, 2020, with the recommendation to take the contract to the Board for approval. 


Financial Impact:

$20,217 in Routine Restricted Maintenance funds have been allocated for this project.


Recommended Motion:

Board approval is recommended of this contract with Architectural Systems, Inc. 

Attachments:
Las Animas ASI Railings District Contract
Las Animas Railings ASI
10. BOARD MEMBER REPORTS (Information Item)
11. UPCOMING AND NEW/REFERRAL AGENDA ITEMS (Procedural Item)
Attachments:
Board of Education Calendar (April - June 2020)
12. ANNOUNCEMENTS (Procedural Item)
Quick Summary / Abstract:

The next REGULAR MEETING of the Board of Education will be held on Thursday, April 2, 2020 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., on Friday, March 27th.






a. If necessary, the Board will adjourn to closed session to continue the discussion of items in Section 2 above. (Action Item)
13. ADJOURNMENT (Action Item)

Published: March 13, 2020, 4:19 PM

The resubmit was successful.