banner

Board of Education Regular Meeting
Gilroy USD
May 28, 2020 7:00PM
via Webex Teleconference Closed Session 5:30 PM|Regular Session 7:00 PM

1. CALL TO ORDER (Procedural Item)
Quick Summary / Abstract:

 In compliance with the State of California Executive Orders N-29-20 and N-35-20 issued by Governor Newsom, Board Members, interested parties, and members of the public will be able to call or sign into the meeting.

HOW TO CONNECT TO THE MEETING

The call in number for connecting is: (408) 418-9388, Access Code:967 244 341

PUBLIC COMMENTS/TRANSLATION SERVICES

Public Comments – Members of the public may submit comments on specific items on the agenda, and any items within the jurisdiction of the school district in the following manner: via google forms / Comments may not exceed three (3) minutes.






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


b. PUBLIC EMPLOYEE PERFORMANCE EVALUATION (Government Code Section 54957[b]) (Action Item)Confidential agenda item.
Quick Summary / Abstract:
  • Superintendent 
  • Assistant Superintendent, Business Services
  • Assistant Superintendent, Human Resources


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 (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 - Shereen Dosanjh, Gilroy High School (Information 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 May 28, 2020
b. Approval of Board Meeting Minutes: May 7, 2020 (Action Item)
Attachments:
May 7, 2020 Meeting Minutes
c. Declaration of Surplus or Obsolete Equipment – May 2020 (Consent Item)
Rationale:
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 see attached declaration forms from these sites/departments.  These units have reached their end of life cycle and replacement units have already been deployed.

  • Rucker ES
  • I.T. Department/District-wide

 
Financial Impact:
No fiscal impact.
Recommended Motion:
Board approval is recommended for these obsolete/surplus items.
Attachments:
5.28.20 Obsolete or surplus, I.T./district-wide
5.28.20 Obsolete or surplus, Rucker ES
d. RENEWAL of Contract with School Facility Consultants for FY 2020-21 (not to exceed $10,000) (Consent Item)
Rationale:

School Facility Consultants has assisted the District in all aspects of facility planning, including state funding applications, school site and plan approval applications, Facilities Master Plan reports and School Facilities Needs Analysis Reports.

The term of this contract is for one (1) year beginning July 1, 2020, to June 30, 2021.




 
Comments:

School Facility Consultants (SFC) is a full-service company that assists school districts, local agencies, architects and developers in all aspects of school facility planning. SFC assists school districts to maximize new construction and modernization funding through the State Allocation Board (SAB) process. SFC also pursues class-size reduction funding and year-round operational grant funding for clients. GUSD has contracted with SFC since December 2008.


Financial Impact:

$10,000 in Measure P funds have been allocated for this contract. 



Recommended Motion:

Board approval is recommended for renewal of contract with School Facility Consultants for the 2020-21 Fiscal Year.

Attachments:
SFC Agreement A2021-03
SFC Proposal for Consulting Services
e. RENEWAL of Contracts between the Gilroy Unified School District and YMCA and Youth Alliance for Summer Camp 2020 (YMCA contract is not to exceed $64,752. The Youth Alliance contract is not to exceed $70,335) (Consent Item)
Rationale:

Super Power Summer Camp will operate June 15th - July 24th in an online “distance learning” format. Each Power School site will operate a Summer Camp 2020 Google Classroom for students from that site to use to engage with staff and each other in fun enrichment activities. Due to proposed After School Education and Safety( ASES) grant funding reductions from the California Department of Education (CDE) for the 2020-2021 fiscal year, and the new online program model, contracts have been reduced to allow for minimal program operation for Summer 2020.





 
Financial Impact:

The fiscal impact of the YMCA contract is not to exceed $64,752. The Youth Alliance contract is not to exceed $70,335. The funding sources are the 2019/2020 and 2020/2021 After School Education and Safety (ASES) Supplemental and 21st Century Community Learning Centers (CCLC) Supplemental grants.






Recommended Motion:

Approval of the contracts between the  Gilroy Unified School District and the YMCA and Youth Alliance for Super Power Summer Camp 2020 is recommended.


Attachments:
YMCA Revised Summer 2020 Revised
Youth Alliance Summer 2020 Revised
f. RENEWAL of Contract between the Gilroy Unified School District and ThomasKelly Software Associates for Summer 2020 (not to exceed $1,000) (Consent Item)
Rationale:

ThomasKelly Software Associates has experience in successfully implementing, hosting, training, and supporting After School Program Software as a Service (SaaS) systems for school districts and state education departments. SaaS software simplifies the attendance reporting process allowing for greater accountability at the site level, and also supports the State and Federal reporting requirements.

Due to proposed grant funding reductions from the California Department of Education (CDE) for the 2020-2021 fiscal year, and the new online program model, this contract is reduced to include only the summer program operation.




 
Financial Impact:

$1,000 from 2019/2020 and 2020/2021 After School Education and Safety (ASES) and 21st Century Community Learning Centers (CCLC) grants


Recommended Motion:

Approval of the contract between the Gilroy Unified School District and ThomasKelly Software Associates (TKSA) for Summer 2020 is recommended.


Attachments:
Thomas Kelley Software Associates Contract
7. PUBLIC HEARING (Procedural Item)
a. Public Hearing on the GUSD 2020-21 Budget (Information Item)
Quick Summary / Abstract:

Álvaro Meza, Assistant Superintendent of Business Services/C.B.O., will provide an overview of the 2020-21 budget for the public hearing.


Rationale:

On Thursday, May 14, 2020, Governor Newsom released the May Revise for Fiscal Year 2020-21.  His announcement began by reminding us that California’s economy had a budget built on strong fiscal foundation.  California had record reserve levels ($16.2 billion in the Budget Stabilization Account), was making payments on the wall of debt (pensions), and spending one-time funds wisely, all which boosted the credit rating of the state twice in the last year.   

The Coronavirus pandemic has considerably changed the state budget. The May Revision assumes California peaks out at 24.5% unemployment.   Revenues in the May Revise reflect a 22.3% decrease.  The “Big 3” taxes sources for the state have fallen sharply from the levels proposed in the January Budget:

-27.2% for the Sales Tax

-25.5% for the Personal Income Tax

-22.7% for the Corporate Tax

With tax payments deferred from April to July 15, the estimated budget shortfall is $54.3 billion.  The May Revise proposes a multi-year strategy to solve this financial crisis.  The proposed cuts in the May Revision would be “triggered” if the state does not receive additional aid from the Federal Government as proposed in the Heroes Act (latest stimulus bill proposed by the Speaker of the House). 



Preliminary impact on GUSD budget cuts if triggered:

  • 10% revenue reduction to the Local Control Funding Formula (LCFF).This equates to a funding loss of $1,050 student, or $11 million in 2020-21.This funding loss compounds in the MYP.
  • Cash deferrals are part of the budget solution, starting with this June’s apportionment deferred into July. This is handled via cash management, but will impact cash balances between April through June.
  • Cuts to Career Technical Education Incentive Grant Program (CTEIG by 50%) and After School Education & Safety (ASES by 20%).
  • 10% reduction to the State Preschool reimbursement rates(about $100k loss)
  • 12% cut to Adult Ed, but could be as high as a 50% cut. Waiting to confirm details.

Positive Impacts to GUSD:

  • The May Revise does include pension relief on CalSTRS and CalPERS rates for the next subsequent two fiscal years.The savings for next year will be approximately $1.5 million.
  • The State received the Coronavirus Relief Fund (CRF) and the May Revise proposes to use $4.4 billion to help districts with distance learning, access to school breakfast and lunch programs; extend the school year, etc.The work on the trailer bill language is underway, and the funding per student is not yet available.However, this will be a significant source of one-time revenue.
  • Flexibility to borrow up to 85% of available cash balances from other funds, up from current max of 75%.
  • The May Revision also included the flexibility to exclude “on-behalf” payments to CalSTRS and CalPERS for purposes of establishing the 3% calculation to Routine Restricted Maintenance.

Missing from May Revise

Strangely, there was no mention of ability to reduce the instructional calendar.  During the Great Recession, the Legislature approved a reduction to the instructional calendar of up to five (5) days.  Districts were able to negotiate the furlough days that would yield savings.   This flexibility was helpful, as salary and benefits make up 87% of the unrestricted expenditures, leaving 13% for everything else.

Multi-Year Projection

The Multi-Year Projections (MYP) uses the May Revision as the foundation of its underlying assumptions.  The Department of Finance will revise the revenues after the receipt of 2019 taxes.  With this unprecedented financial crisis, mirroring the depths of the Great Depression (1929), we expect significant downside volatility in the projection.  Student enrollment in August will also play a critical role.  The projection assumes a decline of 100 students annually, due to birth rates, lower student generation rates, which were factors preceding Covid-19.  It is unknown to what extent Covid-19 will play in GUSD enrollment in 2020-21.  The Fiscal Solvency actions identified below should be viewed as a roadmap to maintaining fiscal stability, and financial independence from our oversight agency - but the magnitude of cuts may vary, depending on actual funding levels from the state.

Fiscal Year 2019-20

·       The unprecedented financial crisis requires action now.  Immediate efforts to boost reserves and limit spending have been implemented. 

·       HR is strategically holding vacancies to avoid layoffs, staffing tightly into August.

·       Primary focus of current spending is to support distance learning.

·       Projected reserves have increased from 12.34% (Second Interim) to 13.03% with Estimated Actuals. 

·       Every effort will be made to further increase the Fund Balance going into next year through the fiscal year end process.  Every dollar now, is a dollar we do not have to cut next year.


Fiscal Year 2020-21

·       The 10% revenue reduction as outlined by the May Revise has been implemented.  This equates to a funding loss of $11 million to GUSD, compounded in the MYP.

·       Subsequent years do not include revenue from a Cost of Living Adjustment (COLA).  The COLA is assumed to effectively be zero for net funding purposes.

·       Includes the $1.5 million savings from the May Revise lowered CalSTRS and CalPERS rates. 

·       Includes an enrollment decline of 100 students, resulting in a net loss of revenue.

·       Removes the $950,000 equipment replacement budget.

·       If necessary, budget reductions for 2021-22 ($6.5 mill) must be identified no later than December 2020, with the filing of the 1st Interim Financial Report.

Fiscal Year 2021-22

·       Would implement the placeholder budget reduction of $6.5 million for 2021-22. 

·       Adds savings from the lowered CalSTRS and CalPERS rates.

·       By December 2021, identify additional reductions of $6.6 million for 2022-23.


Fiscal Year 2022-23

·       Includes a placeholder budget reduction of $6.6 million. 

These are trying times for all of us.  Collectively, we will get through these fiscally challenging times.  We have gone through recessions before and we will get through this one.  We must take the appropriate actions to remain fiscally solvent for the students we serve today, and those that we will continue to serve in the future.







 
Comments:

Pursuant to Education Code (EC) 42127, each school district shall hold a public hearing on the proposed budget for the subsequent fiscal year on or before July 1 of each year.  The agenda for this public hearing on the budget and related materials were posted on the District's website, at least 72 hours before the meeting.


Recommended Motion:

This is a Public Hearing on the proposed 2020-21 Budget.  No action is requested from the Governing Board.

Attachments:
1 Final GUSD public hearing budget 2020-21
2 MYP
3 20-21 Adopted supplemental SACS forms 5.28.20
4 SACS forms 5.28.20
5 CARES Act summary
8. ACTION/INFORMATION ITEMS (Procedural Item)
a. Declaration of Need for Fully Qualified Educators, 2020-2021 School Year (Action Item)
Quick Summary / Abstract:

Paul Winslow, Assistant Superintendent of Human Resources, will present to the Board the Declaration of Need for Fully Qualified Educators (2020-2021).



Rationale:
Public school districts are required to annually file a “Declaration of Need for Fully Qualified Educators” form with the California Commission on Teacher Credentialing ("CTC") in order to apply for subsequent emergency permits, such as a Provisional Internship Permit ("PIP") or Short-Term Staff Permit ("STSP").


 
Comments:
While the District actively recruits fully-qualified educators for all vacant positions, certain positions and specialties continue to be a challenge, including but not limited to Special Education, Mathematics, and bilingual teachers. Before granting an emergency permit, such as a Provisional Internship Permit ("PIP") or Short-Term Staff Permit ("STSP"), the California Commission on Teacher Credentialing ("CTC") requires that local school boards approve a "Declaration of Need for Fully Qualified Educators" form on an annual basis.



Financial Impact:
There is no financial impact for this item.

Recommended Motion:

Board approval is recommended of the Declaration of Need for Fully Qualified Educators for the 2020-2021 school year.


Attachments:
Declaration of need
b. First Reading of Recommended Instructional Materials for High School Advanced Placement Macroeconomics, High School Advanced Placement Statistics, Elementary and Middle School Science, and High School Mathematics (Information Item)
Quick Summary / Abstract:

Staff will present the first reading of recommended instructional materials for High School AP (Advanced Placement) Macroeconomics and AP (Advanced Placement) Statistics, Elementary and Middle School Science, and High School Mathematics.

Rationale:

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

LCAP Related Goals

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

Goal 2: Provide equitable support for all learners.

Item # 1 and Item # 2:

AP (Advanced Placement) Macroeconomics and AP (Advanced Placement) Statistics Textbook Adoptions.

AP Macroeconomics

Krugman's AP (Advanced Placement) Macroeconomics for the AP Course

Ray, Margaret & David Anderson

ISBN: 9781319113285

AP Statistics

Updated Version of the Practice of Statistics

Starns, Darren & Josh Tabor

ISBN: 9781319269296

Comments

The process for adoption of Advanced Placement (AP) instructional materials is different from the adoption of college prep instructional materials. The College Board sets forth a detailed list of textbooks that are recommended for each Advanced Placement course.  Gilroy Unified School District teachers that teach that specific course choose 2 to 3 recommended AP textbooks to review. After reviewing the textbooks among each other, students, and administration, a recommendation is made. AP Macroeconomics teachers representing Christopher High School, Gilroy High School and Gilroy Early College Academy (GECA) and Kanani Pratt, Educational Services Coordinator, facilitated the adoption meetings for AP Macroeconomics.

Committee members 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 Macroeconomics teacher emerged with a recommendation for the instructional program that they believed would best meet the needs of the students.

The same textbook adoption process was applied with the review of the Advanced Placement Statistics Textbooks. AP Statistics teachers from Christopher High School and Gilroy High School were represented at the textbook committee meetings, and Kanani Pratt, Educational Services Coordinator, facilitated the meetings.

The estimated costs are:

High School AP Macroeconomics Textbook Adoption: $72,456

High School AP Statistics Textbook Adoption: $32,265



Item # 3: Elementary and Middle School Science Textbook Adoption


McGraw Hill Publishing Company

California Inspire Science

The process for the State of California adoption of instructional materials is a detailed process. Publishers submit their entire textbook and instructional materials to the State of California. From there, committees are set up by the California Department of Education and the materials are vetted through many different curriculum lenses. The California Department of Education then submits a list of recommended publishers and provides the list online for school districts. When beginning the Science textbook process for the Elementary and Middle schools, Gilroy Unified School District used the recommended list of publishers as a guide for adoption considerations. Some of the publishers that were on the California Department of Education list of adopted instructional materials were removed from the District's potential list. Many publishers did not meet GUSD's own criteria, as instructional materials had to be in both Spanish and English and for middle school had to adhere to the Integrated Science model as well.

A committee of elementary school teachers was formed which included a special education teacher, Kindergarten through Grade 5 teachers and at least two teachers from each elementary school site. The Educational Services Science Technology, Engineering, Arts and Mathematics (STEAM) Coordinator, Kay Guenther, facilitated the team and oversaw the adoption process. Academic Coach, Adrianne Wilkinson, supported the team as well. The Elementary Science textbook adoption process commenced in February 2019 and ended with the final recommendation in May 2020.

A committee of middle school teachers was formed that included all grade levels from each middle school site. A middle school administrator was part of the team as well as Educational Services Coordinator, Kanani Pratt, who facilitated the team and oversaw the adoption process. Santa Clara Office of Education Science Coordinator, Sandi Yellenberg, also supported the team with curriculum and the GUSD District Lens for curriculum considerations. The Middle School Science textbook adoption process took over one and half years beginning in January 2019 and ending with the final recommendation in May 2020.

Committee members reviewed selected curricula focusing on standards alignment and rigor. Using the Next Generation Science Standards (NGSS) Toolkit created by the California Department of Education and the NGSS recommended rubrics, the committees narrowed the curriculum selection.

All committees selected two programs to pilot. The teachers implemented the programs for a minimum 6-8 week period, and then met as a committee to discuss the program and rate it using the various evaluation rubric. At the conclusion of the pilots, the committee members compared the ratings in each and engaged in discussion of the strengths and weaknesses of each program. Each committee emerged with a recommendation for the program that the teacher believed would best meet the needs of the students.

The estimated costs are based on an 8 year subscription. The costs include all consumable student textbooks, teacher editions, classroom Science Kits and professional development.

Elementary Total Cost: $1,053,139

Middle Total Cost: $1,044,409



Item # 4: High School Mathematics Textbook Adoption


Carnegie Learning

Math Integrated I,II, & III

The High School Mathematics textbook adoption followed the same process. All instructional materials considered had to be aligned with the integrated model for Math I, II, and III.

A committee of high school teachers was formed which included three Math I teachers, three Math II teachers, and two Math III teachers. Each comprehensive high school had a representative for all three levels of integrated mathematics. Math I and Math II had an additional representative from the alternative high schools. The Educational Services STEAM Coordinator, Kay Guenther, oversaw the adoption process. Santa Clara Office of Education Math Coordinator, Bernadette Andres-Salgarino, facilitated the committee meetings and provided additional professional development that supported the process. The High School textbook adoption process commenced in October 2019 and ended with the final recommendation in May 2020.

Committee members reviewed selected curricula focusing on standards alignment and rigor using Ed Reports Rubrics and Evidence Guide.

All committee selected three programs to pilot. The teachers implemented the programs for a minimum 4-6 week period, and then met as a committee to discuss the program and rate it using the various evaluation rubric. At the conclusion of the pilots, the committee members compared the ratings in each area and engaged in discussion of the strengths and weaknesses of each program. Each committee emerged with a recommendation for the program that the teachers believed would best meet the needs of the students.

The estimated costs are based on a 6 year subscription. The costs include all consumable student textbooks, teacher editions, and professional development.

High School Mathematics Total Cost: $676,541





 
Financial Impact:

Costs are listed for each adoption. The total financial impact for textbook adoptions for 2020-2021 is $2,878,810.

Districts receive state instructional materials funding as part of their basic funding under the Local Control Funding Formula (LCFF). The District has a multi-year plan for textbook adoptions. Over the last several years, the District has set aside funds for the adoption of instructional materials.


Attachments:
Textbook Adoptions Powerpoint
c. 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:

April receipts were $19,586,850 and disbursements for the month of April totaled $10,013,533.  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 April 2020 was approximately $33.5 million.  The cash balance at the close of May 2020 is expected to be approximately $28.7 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 April 2020, as well as the projected monthly receipts and monthly disbursements for the remainder of fiscal year 2019-20. 

The District has also updated the remaining months of the Cash Flow per the Governor's May Revision.  Cash deferrals are here again.  Cash deferrals are used to implement state-level budget cuts and/or improve the state's cash position.  

Our current Fiscal Year 19-20's June Cash is being deferred to July 2020.




Financial Impact:

The District has a strong positive cash balance of approximately $33.5 million.




Attachments:
Monthly cash flow spreadsheet, 5.28.20
Monthly cash flow update presentation, 5.28.20
d. Approval of Purchase of WiFi Hotspots for Families Without Internet (not to exceed $81,600) (Action Item)
Quick Summary / Abstract:

Álvaro Meza, Assistant Superintendent of Business Services/C.B.O., will present the item for Board action.


Comments:

The Coronavirus pandemic resulted in school closures throughout our county since March 16, 2020. 

Distance learning began on April 13, 2020, and is expected to continue through summer school.

While we must all do our part to slow the spread of the COVID-19 disease, it has come with many challenges particularly for families in need. To facilitate distance learning, Gilroy Unified has deployed more than 3,500 Chromebooks for student who need devices. Hard-copy packets were also provided to students in all grade levels who did not have internet access at home. The District’s website posted many a link to many available resources from AT&T, Comcast/Xfinity, Cox, Spectrum/Charter, Sprint, T-Mobile, which offered free/reduced internet access. 

Furthermore, starting Monday, May 11, 2020, the District had 5 buses equipped with hotspots for students stationed in the parking lots of Antonio Del Buono Elementary School, Rucker Elementary School, South Valley Middle School and Gilroy High School to facilitate distance learning. 

Nonetheless, distance learning has brought to the forefront the issue of the digital divide among our students. We have about 340 families that do not have internet access at home. The Wifi hotspots on buses may not be an option for many families because of the lack of transportation, and not a feasible option for the hot summer days ahead. 


The Board is recommended to use Title IV funds and Medi-Cal funds to purchase 340 hotspots that will be distributed to families without internet. Each hotspot is 5G capable, comes with unlimited data and can support up to multiple devices (for families with more than one school-aged child).


This is a summary of the quotes from various providers: 

Provider: T-Mobile
Service Cost for 12 months: $81,600
Hardware Cost: $0
CIPA Compliant: Yes
Data Plan: Unlimited
Hot Spot Replacement Cost: $84

Provider: Verizon
Service Cost for 12 months: $154,999.20
Hardware Cost: $42,496.20
CIPA Compliant: No
Data Plan: Unlimited
Hot Spot Replacement Cost: $249.99

Provider: Kajeet
Service Cost for 12 months: $200,997.26
Hardware Cost: Bundled
CIPA Compliant: Yes
Data Plan: 5GB per device
Hot Spot Replacement Cost: N/A

Provider: Granite
Service Cost for 12 months: $114,240
Hardware Cost: $9,520
CIPA Compliant: Yes
Data Plan: 2GB per device
Hot Spot Replacement Cost: $28

 To facilitate the purchase of these supplemental and needed devices, the District proposes to use more than 15% of the allocation of Title IV, funding $40,800 of a total allocation of $139,826.  Medi-cal funds will fund the rest of the $81,600 expenditure.










Financial Impact:

$81,600 in Title IV (50%) and Medi-cal (50%) have been allocated for this purchase. 








Recommended Motion:

Board approval is recommended for this agreement with T-Mobile for WiFi hotspots.




Attachments:
Agreement with T-Mobile for WiFi hotspots
9. ACTION/INFORMATION ITEMS REGARDING FACILITIES AND MAINTENANCE (Procedural Item)
a. Monthly Facilities and Maintenance Update – May 2020 (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:
Monthly Facilities and Maintenance Update, 5.28.20
b. Ratification of the Cost of Services with EF&S Concrete, Inc., for the Underground Trenching and Installation of Electrical Conduit at the Gilroy High School Farm (not to exceed $9,545) (Action Item)
Quick Summary / Abstract:

Dan McAuliffe, Maintenance and Operations Manager, will present the ratification of the cost of services with EF&S Concrete, Inc., for the trenching, conduit installation and backfill at the Gilroy High School farm. 

Rationale:

The Gilroy High School farm recently lost all electrical power. The existing electrical power was feed by direct burial electrical wire and no longer working. Restoring power required trenching and installing new electrical conduit to the farm building electrical service. This was considered an urgent repair because of no lighting with parents and students visiting the farm in the early morning and evenings to feed and care for their animals.


 
Comments:

EF&S was able to fit this work into their schedule and power and lighting have been restored to the farm. EF&S performed the trenching, conduit installation and trench backfill. District staff provided the electrical wire installation, service panel upgrades and electrical connections.

Financial Impact:

$9,545 in Routine Restricted Maintenance funds have been allocated for this project.


Recommended Motion:

Board approval is recommended for the ratification of this cost of services with EF&S.


Attachments:
EF&s at GHS farm contract
EF&S Farm Power
c. Ratification of the Cost of Services with Waterproofing Associates, Inc., for Roof Repairs at Luigi Aprea Elementary School (not to exceed $14,528) (Action Item)
Quick Summary / Abstract:

Dan McAuliffe, Maintenance and Operations Manager, will present the contract with the ratification of the cost of services with Waterproofing Associates, Inc. for work to repair roof leaks at the Luigi Aprea Elementary School. 

Rationale:

There was a recent moderate roof leak in the Luigi Elementary School administration office copy room during the first week of the shelter-in-place order. Minor repairs were made once the leak and damages were discovered but were not successful. After removing several sections of roof tile and exposing the underlayment, multiple defects were found that contributed to the leaks. The repair required the removal of the roof tile over that area and replacing the defective underlayment and re-installing the roof tile..


 
Comments:

This repair became urgent because of the extended weather forecast of rain and the damage that the leak was causing to the ceilings, walls and copier equipment. TREMCO was originally scheduled to make the repairs but brought in Waterproofing Associates in to work directly for the district to expedite the job. The roof has been repaired and there have been no leaks after the recent storms. The copy room water damage has been repaired and all affected copy equipment serviced and functioning properly.


Financial Impact:

$14,528 in Routine Restricted Maintenance funds have been allocated for this project.


Recommended Motion:

Board approval is recommended for this ratification of the cost of services with Waterproofing Associates, Inc.


Attachments:
Luigi Roof Repair Waterproofing Associates
WA Luigi Roof Repair District Contract
d. Approval of Contract with EF&S Concrete, Inc., for Asphalt Repairs at the Solorsano Middle School (not to exceed $31,500) (Action Item)
Quick Summary / Abstract:

Dan McAuliffe, Maintenance and Operations Manager, will present the contract with EF&S Concrete, Inc., for repairs to the asphalt of the parking lot at Solorsano Middle School.

Rationale:

A section of the Solorsano parking lot is in failure and needs to be repaired and replaced.The damaged section is a high traffic area with food deliveries and garbage service. The failing asphalt is graded improperly and has very poor drainage. This area pools up with storm water during the rainy season, creating more damage to the asphalt. 



 
Comments:

Two bids for the needed asphalt repair were obtained by the district with EF&S being the lowest cost solution. Both bids were reviewed by the Facilities Subcommittee on May 1, 2020 with the recommendation to take the EF&S quote to the Board for approval.

  • EF&S: $31,500

  • DRYCO: $36,316


Financial Impact:

$31,500.00 in Routine Restricted Maintenance funds have been allocated for this project.

Recommended Motion:

Board approval is recommended for this contract with EF&S.


Attachments:
ASMS asphalt
EF&S ASMS Asphalt
EF&S ASMS asphalt contract
e. Approval of Contract with DRYCO Construction, Inc., for the Asphalt Repairs at the District Transportation Department Yard (not to exceed $19,918) (Action Item)
Quick Summary / Abstract:

Dan McAuliffe, Maintenance and Operations Manager, will present the contract with DRYCO Construction, Inc., for repairs to the asphalt in the yard of the Transportation Department.


Rationale:

Several sections of asphalt where the buses park are sinking and create pools of water during the rainy season. The settling areas are also a tripping hazard. 


 
Comments:

The ponding water and lack of proper storm water runoff is an issue. The transportation yard stormwater is monitored, sampled, tested and documented to the State. It is critical that we avoid any accumulation of contaminants in the stormwater. Repairing the sinking areas will help avoid this possible situation. The district obtained two quotes to repair the sinking asphalt with DRYCO being the lowest cost solution.

Both quotes were reviewed by the Facilities Subcommittee on May 1, 2020 with the recommendation to take the DRYCO quote to the Board for approval.

  • DRYCO: $19,918
  • EF&S: $45,860




Financial Impact:

$19,918 in Routine Restricted Maintenance funds have been allocated for this project.


Recommended Motion:

Board approval is recommended for this contract with DRYCO Construction, Inc.

Attachments:
DRYCO District Contract Transportation Asphalt
DRYCO Transportation Asphalt
10. BOARD MEMBER REPORTS (Information Item)
11. UPCOMING AND NEW/REFERRAL AGENDA ITEMS (Procedural Item)
Attachments:
Agenda Calendar
12. ANNOUNCEMENTS (Procedural Item)
Quick Summary / Abstract:

The next REGULAR MEETING of the Board of Education will be held on Thursday, June 11, 2020 via Teleconference. 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, June 5th.










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: May 22, 2020, 2:41 PM

The resubmit was successful.