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Board of Education Regular Meeting
Gilroy USD
September 17, 2020 7:00PM
Via Zoom 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.

FOR MEETING AUDIO ONLY -

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Meeting ID: 817 7360 9573
Passcode: 365254

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. CONFERENCE WITH LEGAL COUNSEL–ANTICIPATED LITIGATION (Government Code section § 54956.9(d)(2)): (Action Item)Confidential agenda item.
c. CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION (Government Code Section 54956.9): (Action Item)Confidential agenda item.
d. 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 - Gabriel Kong, Dr. TJ Owens Gilroy Early College Academy (Information Item)
5. SUPERINTENDENT'S REPORT - Dr. Deborah Flores (Information Item)
6. CONSENT AGENDA (Procedural Item)
a. Approval of Board Meeting Minutes: September 3, 2020 (Action Item)
Attachments:
Board Meeting Minutes - September 3, 2020
b. NEW Service Agreement with Positive Approaches, Inc. for the 2020-2021 School Year (not to exceed $ 10,000) (Consent Item)
Rationale:

The Gilroy Unified School District (GUSD) has a responsibility to provide a full continuum of services to students with exceptional needs. These services may include services related to addressing targeted behaviors. GUSD currently has students with services related to behavior services delineated in their IEPs.


 
Comments:

Positive Approaches, Inc. provides behavior related services to students with autism and other social/behavioral needs with an emphasis on effective communication and social motivation via positive experiences with instructors and friends. Student strengths and interests are incorporated in all intervention and support that is provided.


Financial Impact:

The total service agreement  amount will not exceed $10,000.


Recommended Motion:

Approval of the Service Agreement with Positive Approaches, Inc. and the Gilroy Unified School District is recommended.


Attachments:
Rate Sheet
Service Agreement
c. INCREASE Service Agreement with Inclusion Collaborative, the Santa Clara County Office of Education (SCCOE) for the 2020-2021 School Year (not to exceed $20,000) (Consent Item)
Rationale:

The increase for the Service Agreement is necessary to provide professional development (PD) training to Gilroy Unified School District staff members . 


 
Comments:

The Inclusion Collaborative provides expert trainers and coaches who provide evidence- and competency-based training and support to school staff. Training topics include: access and success for all students, differentiating instruction, multi-tiered system of support, and co-teaching with additional need to support distance learning. 


Financial Impact:

The initial Service Agreement amount ws $3,500. The increase for staff training is $20,000. The new service agreement is $23,500.


Recommended Motion:

Approval of the Service Agreement with Inclusion Collaborative, the Santa Clara County Office of Education (SCCOE) and the Gilroy Unified School District is recommended.


Attachments:
Amendment
Service Agreement
d. NEW Memorandum Understanding (MOU) with California State University, Dominguez Hill (CSUDH) for the 2020-2021 School Year (not to exceed $0) (Consent Item)
Rationale:
The purpose of this MOU is on behalf of the School of Nursing to allow nursing students to complete clinical practicum on Gilroy Unified School District School sites. 
 
Comments:

The University’s BSN, MSN, and Nurse Practitioner Programs in nursing requires its students to complete clinical experience. The use of clinical facilities for candidates to complete the required experience is needed. 


Financial Impact:
There will be no financial impact to the District.
Recommended Motion:

Approval of Memorandum of Understanding with California State University, Dominguez Hill (CSUDH)  and the Gilroy Unified School District is recommended.


Attachments:
MOU
e. ESGI (Educational Software for Guiding Instruction) Easy Progress Monitoring software (Consent Item)
Rationale:
ESGI (Educational Software for Guiding Instruction) Easy Progress Monitoring software is an online platform for Kindergarten and 1st grade one on one testing and data management.  This platform will be used in lieu of the current district English and Math benchmarks for these grade levels.  It may also be used for one on one assessment for 2nd graders that are significantly below grade level.  The ESGI assessment platform will allow for an effective one-on-one testing environment for assessments at the TK-1st grade level, as well as a data management and reporting system for parents, teachers and administrators.
 
Financial Impact:
$14,967 to be paid from the Learning Loss Mitigation Funds
Recommended Motion:
Approval for the purchase of Educational Software for Guiding Instruction is recommended. 
Attachments:
ESGI Quote
f. Donations to the District – September 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:

Eliot ES: $5,500
Gilroy HS: $930

TOTAL: $6,430

Recommended Motion:
Board approval is recommended for this donation report. 
Attachments:
Donations, 9.17.20
g. Report of Cash Disbursements/Warrants from July Through August 2020 (Consent Item)
Rationale:

Warrant Starting

Warrant Ending

Total Cash

County of Santa Clara

    83056188  98018258  $11,959,620.04

County of Santa Clara-Canceled Warrants

 $251,785.83

 

Total

$11,707,834.21


 
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:
The cash outflow of $11,707,834.21 is for the period of July 1, 2020, through August 31, 2020.
Recommended Motion:
Board approval is recommended for the cash disbursements report.
Attachments:
Cash Disbursements July thru August 31, 2020
h. Annual Investment Report for Fiscal Year 2019-20 (Consent Item)
Comments:

The fourth 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.

 

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

 

Santa Clara County Treasurer – Gross Interest of $1,059,288.39

 

 

 

District investment returns for the 2019-2020 Fiscal Year are as follows:

 

Santa Clara County Treasurer – Gross Interest of $2,288,574.35


Financial Impact:

The quarterly interest earned of $1,059,288.39 is for the fourth quarter of Fiscal Year 2019-2020, or approximately 1.54% on the pool investments with the County Treasurer.  For comparison, the State of California Local Agency Investment Fund (LAIF) yield was 1.22%.

The total annual interest earned was $2,288,574.35 for Fiscal Year 2019-2020.

 


Recommended Motion:

Board approval is recommended for the 2019-2020 Fiscal Year Investment Report.


Attachments:
June 2020 Quarterly Investment Report
7. ACTION/INFORMATION ITEMS (Procedural Item)
a. Gilroy Unified School District 2020-2021 Learning Continuity and Attendance Plan (Action Item)
Quick Summary / Abstract:
Staff will present the Gilroy Unified School District 2020-21 Learning Continuity and Attendance Plan for approval.
Rationale:
With the approval of Senate Bill 98, LEAs are required to complete and adopt a Learning Continuity and Attendance Plan for the 2020-21 School year.  The LCP is intended to describe the planning process that Local Education Agencies (LEAs) have gone through in responding to the COVID-19 Pandemic and how they intend to offer a high quality instructional program.  The Learning Continuity and Attendance plan condenses several plans.  It replaces the Local Control Accountability Plan (LCAP) for the 2020-21 school year and supersedes the requirements in Executive Order N-56-20 which required a written report.
 
Comments:

The Learning Continuity Plan adoption timeline of September 30, 2020 is intended to ensure the Learning Continuity Plan is completed in the beginning of the 2020–21 school year. Additionally, the timeline is intended to allow for communication of decisions that will guide how instruction will occur during the 2020–21 school year. This includes in-person instruction, according to health guidance, and distance learning, while providing critical opportunities for stakeholder engagement.

The Learning Continuity Plan describes how federal and state funding included in the original or revised budget adopted by the LEA is used to support the efforts described in the Plan including funds provided for learning loss mitigation.

The draft of the 2020-21 Learning Continuity and Attendance Plan was presented to the Board during the public hearing on September 3, 2020.  The updated Plan includes a description of recent stakeholder input.  Stakeholder input will continue to be elicited as the District engages in future planning. 

Recommended Motion:
Approval of the Gilroy Unified School District 2020-2021 Learning Continuity and Attendance Plan is recommended. 
Attachments:
2020 Learning Continuity Plan
Stakeholder Input Summary
b. Community Service: Recommended New Graduation Requirements for the classes of 2021, 2022, 2023 and 2024. (Action Item)
Quick Summary / Abstract:
Due to the restrictions of the COVID-19 crisis, GUSD students are continually unable to access community service opportunities. The report provides a recommendation for Community Services to be modified for the classes of 2021-2024.
Comments:

Due to the restrictions of the COVID-19 crisis, GUSD students are continually unable to access community service opportunities. Therefore, staff are proposing that the Class of 2021 will not be required to complete the Graduation Requirement as stated in Board Policy 6146.1

Members of the Class of 2021 will be waived from the 80 hour requirement to earn a diploma.

Seniors with 160+ hours will continue to be recognized with green cords upon graduation. The Senior from each school with the most hours will be recognized with their name on the perpetual plaque.

Members of the Class of 2022 will be required to complete 55 hours as part of the graduation requirements. (using the prorated 5 hours per quarter philosophy)

Members of the Class of 2023 will need to complete 55 hours of community service.

Members of the Class of 2024 will be required to complete 60 hours as part of the graduation requirements.

Until there is a full return of students to school the only community service hours accepted to fulfill this requirement will be those completed virtually.

In addition, beginning with the Class of 2024 a process will be created where students will be required to complete 20 hours by May 1 of each school year in order to be eligible for school sponsored activities (ie Prom, Winter Ball, Athletic team participation.) Additionally, students must turn in any hours completed within 30 days of completion in order to receive credit for those hours.

Financial Impact:
No financial impact.
Recommended Motion:
Board approval is recommended for modifying the community service requirements for the Classes of 2021-2024.
c. Resolution #20/21-01, Approval of Gann Limit Calculations for 2019-20 and 2020-21 (Action Item)
Quick Summary / Abstract:
Álvaro Meza, Assistant Superintendent of Business Services/C.B.O., will introduce the resolution for Board action.
Rationale:

In November 1979, the California electorate passed Proposition 4, commonly referred to as the "Gann Amendment," to the California Constitution.  The Gann Amendment requires each government agency and school district in California to adopt an expenditure limitation based upon its appropriations in 1978-79, adjusted by the annual changes in the consumer price index and annual changes in population.  This is a routine resolution presented to the Board annually since the passage of Proposition 4.  When the State Legislature enacted Senate Bill 98 and Assembly Bill 198 in 1989 to implement Proposition 98, the legislation also amended the statutes governing how to calculate appropriations limits and the State aid subject to those limits.

The appropriations in the Budget for the 2019-20 ($82,280,547) and 2020-21 ($85,349,612) fiscal years do not exceed the limitations imposed by Proposition 4.

 
Recommended Motion:
Board approval is recommended for Resolution #20/21-01, adopting the recalculated Gann Limit for fiscal year 2019-20 and the Gann Limit calculation for 2020-21.
Attachments:
1. Resolution #20/21-01
2. Gann Limit Calculations
d. Monthly District Cash Flow Update – September 2020 (Information Item)
Quick Summary / Abstract:

Kimberly Smith, Director of Fiscal Services, will present the monthly district cash flow update to the Governing Board.

Rationale:

August receipts were $4,129,187 and disbursements for the month of August totaled $9,643,977.  Salary and benefits represented 75% of the total disbursements for the month.  The ending cash balance at the close of August 2020 was approximately $28.9 million.  The cash balance at the close of September 2020 is expected to be approximately $32 million.  

The District has issued a Tax Revenue and Anticipation Note (TRAN) for the Fiscal Year 2020-21.  The TRAN proceeds were deposited in the month of August in the amount of $5,000,000.00.  Due to the extreme Cash Deferrals as a result of COVID-19 in Fiscal Year 20-21.  

The repayment dates for the first $5,000,000 are as follows:

50% in January, 2021

50% in April, 2021

 
Comments:

This is a monthly informational item about the District's cash flow projection for 2020-21. 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 thru August, 2020, as well as the projected monthly receipts and monthly disbursements for the remainder of fiscal year 2020-21. 

Financial Impact:

The District has a strong positive cash balance of approximately $28.9 million.

Recommended Motion:
Board approval is recommended for this monthly cash flow update. 
Attachments:
Monthly Cash Flow Spreadsheet
Monthly Cash Flow Update Presentation
e. Approval of Purchase of Two Buses to Assist in Social-Distancing Requirements (not to exceed $295,656) (Action Item)
Quick Summary / Abstract:

Patrishia Tice, Transportation Supervisor, will present this proposal to purchase two school buses to assist in social-distancing requirements.


Rationale:

The purchase of two 40-plus passenger school buses with wheelchair accessibility will allow the transportation of special needs students while spacing them apart to comply with social-distancing requirements. The vehicle's size will allow District drivers to continue transport students curb-to-curb and be able to maneuver in cul de sacs. The buses will also suit the future needs of the department.  

Most District special-needs buses seat 20 or less students. With social-distancing requirements, an average special needs route would take up to three buses to complete. 

GENERAL ED BUSES
7 routes
Number of buses Passenger capacity
2 87
12 84
1 82
1 78


SPECIAL NEEDS
(or small buses)

17 routes
Number of buses Passenger capacity
1 43
4 37 with 4 wheelchairs
41 with no wheelchairs
(All routes utilizing these buses are 25 passengers and 3 wheelchairs)
5 20
2 19
4 19 with 1 wheelchair
1 18
1 12 with 1 wheelchair
16 with no wheelchairs
2 12
1 8 with 1 wheelchair
1 9 with 1 wheelchair

Most special-needs routes have more than 15 students and also paraeducators or nurses who ride the bus with the students, if we are to transport all age groups at one time. The district can utilize a 40-foot bus to do some of the special needs routes. However, in some cases, a change to an IEP will need to be made for the bus stop location, from curb-to-curb to nearest bus stop. 


 
Comments:

The District asked for quotes for two diesel, 40-plus passenger vehicles with variable wheelchair accessibility,Ricon lift, 8 child integrated seats, front and rear A/C and Seon 2 head camera system: 

A-Z Bus Sales

Bus West

Creative Bus Sales

2022 model year

Gasoline-powered bus

42 passengers, variable seating

8 child-integrated seats

Front and rear A/C

Seon Camera system, 2 cameras

Ricon wheelchair lift

2021 model year

Diesel-powered bus

  • 1-39 passengers, variable seating
  • 1-32 passengers, variable seating

8 child-integrated seats

Front and rear A/C

Seon Camera System, 2 cameras

Braun wheelchair lift

2021 model year

Diesel-powered bus

42 passenger, variable seating

8 child-integrated seats

Front and rear A/C

Seon Camera system, 2 cameras

Ricon wheelchair lift

Per vehicle cost:

$152,286.58

Per vehicle cost:

$153,603.64 (39 passengers)

$141,534.07 (32 passengers)

Per vehicle cost:

$147,828


Total cost:

Not to exceed $304,573.16

Total cost:

Not to exceed $295,137.71

Total cost:

Not to exceed $295,656.


The Transportation Department is recommending the purchase of the buses from Creative Bus Sales for $295,656.

Financial Impact:
$295,656 in Learning Loss Mitigation Funds/Coronavirus Relief Funds have been allocated for this purchase.
Recommended Motion:
Board approval is recommended for the purchase of two buses from Creative Bus Sales for $295,656. 
Attachments:
Quote: Creative Bus Sales
f. Certify the 2019-20 Unaudited Actuals and Approval of the 2020-21 Revised Budget (Action Item)
Quick Summary / Abstract:

Álvaro Meza, Assistant Superintendent of Business Services/C.B.O., and Kimberly Mason, Director of Fiscal Services, will introduce the item for Board action.

Rationale:

General Fund (Operating Fund)

The 2019-20 Fiscal Year End will be unlike any other year.  The Coronavirus turned into a global pandemic that lead to a historic downturn in our economy, leading to a ‘shutdown’ of our brick and mortar instruction.  The shutdown began on March 16, 2020, with a historic public health closure of all schools in Santa Clara County.  Operationally, the shutdown meant that for over 25% of the fiscal year (April, May, June), there were significant one-time savings that were realized in just about every major spending category.  These one time savings led to a larger than anticipated fund balance, and a higher reserve level than forecasted (estimated actuals).  The presentation attached to this Board briefing will outline the savings by major spending category (see slide #8).  Additionally, the actual contribution to Special Education was $1.6 million below the budgeted level.

Nonetheless, the unrestricted actual salaries and benefits still represented 87.5% of the Unrestricted General Fund expenditures.  The unrestricted ending balance for 2019-20 was $32 million (unrestricted).  However, after accounting for the carryover in Deferred Maintenance, site based funds, and other commitments, the Designated for Economic Uncertainty (DEU) Reserve was 19.5%, versus the 13.03% that was forecasted in the estimated actuals.  At a time when we anticipate to have record cash deferrals from the state, the higher reserve levels also ensure the District has enough cash to meet is obligations as it will likely operate the entire fiscal year with only about 68% of the state’s share of the apportionment. 

Despite the obvious good news about the larger than anticipated ending balance, the District is experiencing triple digit declining enrollment.  The Coronavirus has certainly played a huge role in accelerating this decline, but the birth rates and other economic pressures were clearly already established long before Covid-19.  The preliminary enrollment levels indicate an overall decline of about 250 students for GUSD from last school year.  The enrollment loss is concentrated at the early grade levels and this will have an impact in our TK-12 footprint for years to come.  The decline in enrollment is about 100 more than projected.

Less students results in less funding!  The decline in enrollment will lead to a decline in Average Daily Attendance (ADA).  A decline of 250 in ADA this year, would result in a loss of over $2.5 million of (on-going) revenue to GUSD for the fiscal year 2021-22.

Key 2020-21 Budget Revisions

  1. The 2020-21 Budget now includes the carryover funds ($7.1 million) budgeted as expenses into the 2020-21 fiscal year.
  2. The Elementary and Secondary School Relief Fund (ESSER) has been revised from $1.8 million to $1.5 million per CDE estimates.

The Multi-Year Projection (MYP)

The MYP incorporates a decline in ADA of 250 anticipated for this year to impact our funding next year.   The subsequent years assume a decline of 100 students annually.  This key assumption will be updated with a new demographer’s report, and with the filing of the First Interim Financial Report in December 2020.  The decline in enrollment must be matched with on-going budget reductions.  This means that in each of the subsequent year, the MYP incorporates a $1 million on-going reduction (placeholder) to keep up with the on-going loss of revenue.  Reserve levels are one-time savings that cannot fund on-going obligations.  

The attached SACS forms include all the other Major Funds of the District.  The total expenditures across all funds (Building Fund, Food Service, Preschool, etc.) for the 2019-20 was $176,667,054.


 
Recommended Motion:
Board approval is recommended to certify the 2019-20 Unaudited Actuals and approve the Revised 2020-21 Budget.
Attachments:
1. 2019-20 Year End and 2020-21 Revised Budget Presentation
2. Multi-Year Projection (MYP)
3. SACS Forms 2019-20
4. SACS 2019-20 certification
g. Board Policies Revisions (July 2020): First Reading (Discussion Item)
Quick Summary / Abstract:
Updates to Board Policies will be presented for a first reading.
Comments:

Revisions to board policies are submitted to GUSD five times per year as part of CSBA's board policy manual services. Revisions reflect updates due to new laws or court decisions, changes in law, additions or corrections to language, or for clarification.

Updates have undergone legal review by CSBA's legal counsel. The GUSD staff have modified them to reflect local needs to practices, and legal circumstances. The District's legal counsel has weighed in on modifications as needed.

Financial Impact:
The Board's direction is requested regarding the July 2020 Board policies updates. The Board may choose to waive a second reading and approve the policies as submitted.
Attachments:
July 2020 Revisions
8. ACTION/INFORMATION ITEMS REGARDING FACILITIES AND MAINTENANCE (Procedural Item)
a. Monthly Maintenance and Facilities Update – September 2020 (Information Item)
Quick Summary / Abstract:
Paul Nadeau, Director of Facilities, 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 informational item.
Attachments:
Monthly Facilities and Maintenance update, September 2020
b. South Valley Middle School Modernization Project: Schematic Design Update from Aedis Architects (Information Item)
Quick Summary / Abstract:
Joe Vela from Aedis Architects will present the current development of the South Valley Middle School Modernization Project. 
Rationale:
The District wishes to show and inform the Board of the current development plans for the South Valley Middle School Modernization Project. The architects have worked closely with the planning committee to develop a new school design that fits specifically with the South Valley Middle School campus and community. This would serve as a "first look" for the Board on this project. 
 
Financial Impact:
This project has a $90M budget from Measure E. 
Recommended Motion:
This is information-only item. 
Attachments:
Aedis presentation for GUSD board
c. Approval of Preconstruction/Construction Services Agreement with Flint Builders, Inc., for the South Valley Middle School Modernization Project (Action Item)
Quick Summary / Abstract:
Paul Nadeau, Director of Facilities, will present the contract with Flint Builders, Inc., preconstruction services for the South Valley Middle School Modernization Project.  
Rationale:

The District published a Statement of Qualifications and Request for Proposal (RFP) for preconstruction and construction services for the South Valley Middle School Modernization project.

The RFP collected six highly qualified firms that bid on the project. The selection committee reviewed the submissions and interviewed the top three firms. Flint Builders, Inc., was selected to complete this work with the District. 

 
Financial Impact:
$89.5M in Measure E funds have been allocated for this project.
Recommended Motion:
Board approval is recommended for the contract with Flint Builders, Inc. 
Attachments:
1. Flint agreement
2. SVMS Cost Matrix 9.17.2020 BOE
d. Approval of Contract Amendment with Padre Associates for Brownell Middle School (not to exceed $4,300) (Action Item)
Quick Summary / Abstract:

Paul Nadeau, Director of Facilities, will present the contract amendment for Padre Associates at Brownell Middle School.

Rationale:
Padre Associates originally estimated the completion of their work in January. During the course of the work, COVID-19 precautions and other challenges related to the scheduling and handling of materials increased the time and scope of work. Padre worked with Flint Builders to coordinate the removal of dirt during the beginning of the shelter-in-place orders. The result was that the work was extended, but is now complete. 
 
Financial Impact:
$4,300 in Measure E funds have been allocated for this amendment.
Recommended Motion:
Board approval is recommended for this amendment. 
Attachments:
1. Padre Contract Amendment 2
2. Contract with Padre
3. BMS Cost Matrix 9.17.2020 BOE
e. Approval of Phase 2 Classroom and Library Furniture Purchase from KI Furniture (not to exceed $327,721.12) (Action Item)
Quick Summary / Abstract:

Paul Nadeau, Director of Facilities, will present the proposal from KI Furniture for the purchase of all Phase 2 furniture for the Brownell Middle School Modernization Project.

Rationale:
The District is a member of Sourcewell (formally NJPA) and has a cooperative piggyback purchasing agreement with KI Furniture (#031715-KII).
 
Financial Impact:
$327,721.12 in Measure E funds have been allocated to this purchase.
Recommended Motion:
Board approval is recommended for this purchase.
Attachments:
1. KI Furniture Quote 1 of 2.
2. KI Furniture Quote 2 of 2
3. BMS Cost Matrix 9.17.2020 BOE
f. Approval of Contract with Golden PMI, Inc., for Furniture Installation for Brownell Middle School (not to exceed $39,000) (Action Item)
Quick Summary / Abstract:

Paul Nadeau, Director of Facilities, will present the contract with Golden PMI, Inc., for furniture installation at Brownell Middle School. 

Rationale:
Golden PMI is the preferred furniture installer for KI Furniture in the Bay Area. They are selected by KI because they are trained by the manufacturer to work with their furniture specifically. GUSD Maintenance crews will also be on hand to coordinate and facilitate the installation. 
 
Financial Impact:
$39,000 in Measure E funds have been allocated for this project.
Recommended Motion:
Board approval is recommended for the contract with Golden PMI. 
Attachments:
1. Golden PMI quote 1 of 2
2. Golden PMI quote 2 of 2
3. Quote from Golden PMI
4. BMS Cost Matrix 9.17.2020 BOE
g. Approval of Contract with EnviroScience, Inc., for the Abatement of the Gym at Brownell Middle School (not to exceed $4,770) (Action Item)
Quick Summary / Abstract:
Paul Nadeau, Director of Facilities, will present the contract with Enviroscience for abatement in the gym at Brownell Middle School. 
Rationale:
Prior to any work being completed on the gym at Brownell Middle School, an abatement assessment needs to occur to determine if any hazardous materials need to be abated. The gym has some scheduled work to occur in Phase 3 of the project and this assessment needs to occur first. 
 
Financial Impact:
$4,770 in Measure E funds have been allocated to this contract.
Recommended Motion:
Board approval is recommended for the contract with EnviroScience. 
Attachments:
1. Contract with EnviroScience
2. Proposal for EnviroScience
3. BMS Cost Matrix 9.17.2020 BOE
h. Approval of Purchase of Owner-Furnished Items for the Brownell Middle School Modernization Project (not to exceed $24,070.37) (Action Item)
Quick Summary / Abstract:
Paul Nadeau, Director of Facilities, will present the purchase of owner-furnished items for Brownell Middle School. 
Rationale:
The District wishes to furnish Brownell campus with items outside the scope of the architectural agreement. Items of this nature are usually procured by the district directly or supplied out of current district inventories. These items are procured through our own purchasing department and in alignment with our district standards. 
 
Comments:

District furnished items include:

Belson trash and recycling receptacles for the campus. These items are selected by Maintenance and procured through purchasing.

 

Refrigerator and microwave ovens (2) for Brownell staff lounge. These are procured through our current suppliers.   

Financial Impact:
$24,070.37 in Measure E funds have been allocated to this purchase.
Recommended Motion:
Board approval is recommended for the purchase of these items. 
Attachments:
1. Belson
2. EBRS
3. BMS Cost Matrix 9.17.2020 BOE
i. Approval to Solicit Bids for the Outdoor Courtyard at Gilroy High School (Action Item)
Quick Summary / Abstract:
Paul Nadeau, Director of Facilities, will request approval to solicit bids for the construction of a new courtyard at Gilroy High School.
Rationale:

The District has budgeted for a new courtyard to be installed adjacent to the new math building, where the older portables used to be. This design for the space was approved by the Facilities Subcommittee.

The approved plans were submitted to the Division of State Architect (DSA) for review. These plans were just approved by the DSA and are ready for bidding.

 
Financial Impact:
No fiscal impact for this action. The project has a budget of $370,000.
Recommended Motion:
Board approval is recommended for putting this project out for bid. 
Attachments:
1. GHS courtyard project_DSA approval
2. GHS Portables Project Matrix 9.17.2020 BOE
3. GHS site plan
j. Approval of Contract with Weatherproofing Technologies, Inc. for the Rooftop HVAC Repairs at Christopher High School (not to exceed $39,190) (Action Item)
Quick Summary / Abstract:
Dan McAuliffe, Maintenance and Operations Manager, will present the contract with Weatherproofing Technologies, Inc., for rooftop HVAC repairs at Christopher High School.
Rationale:
All of the exterior rooftop HVAC ducting at Christopher High is deteriorating and will need to be addressed soon. The ducting on the E wing needs to be resealed and repaired to stop water intrusion. The ducting  leaked during the last winter and has stained and damaged classroom ceiling tiles. 
 
Comments:

The District consulted with two contractors for recommendations for repair. Val's Plumbing and Heating provided a survey inspection and gave a verbal budget of $60,000 to $80,000 at time and materials. Weatherproofing Technologies provided a quote of $39,190 for the needed HVAC duct repairs that also includes cleaning the roof gutters on the gym and library.

This quote was reviewed by the Facilities Subcommittee on July 10, 2020, with the recommendation to take the proposal to the Board for approval.

Financial Impact:
$39,190 in Routine Restricted Maintenance funds have been allocated for this project
Recommended Motion:
Board approval is recommended for the contract with Weatherproofing Technologies, Inc.
Attachments:
1. District Contract WTI CHS Duct Repairs
2. WTI CHS Duct Repair Proposal
9. BOARD MEMBER REPORTS (Information Item)
10. UPCOMING AND NEW/REFERRAL AGENDA ITEMS (Procedural Item)
Attachments:
September - December 2020 Board Agenda Calendar
11. ANNOUNCEMENTS (Procedural Item)
Quick Summary / Abstract:

The next REGULAR MEETING of the Board of Education will be held on Thursday, October 1, 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, September 25th.










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

Published: September 11, 2020, 4:32 PM

The resubmit was successful.