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Board of Education Regular Meeting
Gilroy USD
October 15, 2020 7:00PM
Via Zoom Teleconference Closed Session 5:30 | 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 / Please submit your comment no later than 6:30 PM on the day of the meeting. 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 - Madisen Cortes, Mt. Madonna 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 October 15, 2020
b. Approval of Board Meeting Minutes: October 1, 2020 (Action Item)
Attachments:
Board Meeting Minutes - October 1, 2020
c. Declaration of Obsolete Textbooks (Consent Item)
Rationale:
A list of textbooks to declare obsolete is presented.
 
Comments:
Periodically schools are given the opportunity to discard obsolete books/textbooks to ensure a quality learning environment for each student.
Financial Impact:
Once approved, site books may be labeled as obsolete and given to students. Alternatively, the books may be sold and proceeds are deposited into funds designated for instructional materials. After exhausting all other options, materials may be discarded or disposed of appropriately.
Recommended Motion:
Approval of the declaration of obsolete textbooks by the Board is recommended.
Attachments:
Obsolete Textbook List
d. Donations to the District – October 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:
GECA: $1,600
GUSD: $500

TOTAL: $2,100
Recommended Motion:
Board approval is recommended for this donation report. 
Attachments:
Donations: October 2020
e. Report of Cash Disbursements/Warrants from September 1 through September 30, 2020 (Consent Item)
Rationale:

Warrant Starting

Warrant Ending

Total Cash

County of Santa Clara

83055214

98019673

$8,172,435.18

County of Santa Clara-Canceled Warrants

$504,012.12

 

Total

$7,668,423.06


 
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 $7,668,423.06 is for the period of September 1, 2020, through September 30, 2020.
Recommended Motion:
Board approval is recommended for the cash disbursements report.
Attachments:
Cash Disbursements for the Month of September 2020
f. Approval of NEW Contract with App-Garden for Routing Software for the Transportation Department (not to exceed $6,972 per year) (Consent Item)
Rationale:

The Transportation Department uses TransTraks to manage routes. It is an antiquated system that relies  on the two dispatchers to create bus stops, and to assign new students to routes through a very time-consuming process. It often takes the department up to five days to update a route to accommodate a new eligible student. This is a source of frustration for parents. The annual cost of TransTracks is $8,075, which is funded by the transportation budget. A proposed solution would be to purchase a more efficient routing software that can use current technology to route students in real time.

In addition, COVID-19 restrictions have effectively reduced bus capacity and have made establishing routes much more challenging. These routes are developed through the lens of "stable cohorts" from the same class to maximize the amount of students transported on each bus - rather than a geographical location to minimize ridership time. 

The Transportation Department has polled other Districts regarding their routing software, and the dispatchers and the Supervisor have participated in virtual demonstrations with vendors and evaluated the proposals.

The App-Garden software has risen to the top. The closed based system will be linked to Aeries, and will update nightly.  The system will automatically assign a student to a route based on predetermined filters. The mapping features use GIS maps, overlays school boundaries on maps and can establish walking areas to schools. The software can handle calendar-based needs, with varying schedules for babysitters, program needs or changes in minimum days, etc. This is all part of a "base" package. This package also has no cap on the number of users, and does not require a multi-year agreement.

The premium package would involve purchase of tablets that would be mounted on the bus. With this additional equipment, students could check in and out of the bus using QR codes. Parents would receive notifications via text regarding their students on and off the bus. Tablets would go "dark" when the bus is not parked. This additional feature is not essential, but does provide peace of mind for anxious parents.

The Transportation Department considered quotes from these four vendors:

Software

Annual Cost

Year 2

Year 3

TransTraks(current)

$8,075

$8,075

$8,075

App-Garden

$6,972

$6,972

$6,972

TransFinder

$10,985

$6,550

$6,550

Tyler Technologies

$28,050

$10,800

$11,340

 

The Transportation Department recommends the App-Garden's base package.


 
Financial Impact:

If approved, the cost of $6,972 will be funded out of the Transportation budget and TransTraks will be terminated, yielding a savings of $1,103 to the department. More importantly than the savings, Transportation will have an efficient and powerful routing tool that will be crucial in our reopening plans.


Recommended Motion:
Board approval is recommended for the basic package of App-Garden routing software for the Transportation Department.
Attachments:
1. Contract: App-Garden routing software for GUSD
2. Quote: App-Garden routing software for GUSD
3. Information: App-Garden travel tracker software
g. Approval of NEW Contract with Raptor Technologies Visitor and Emergency Management System (not exceed to $34,796) (Consent Item)
Rationale:

The Raptor Technologies Visitor and Emergency Management System is a platform that the District piloted two years ago at three sites (District Office, Eliot Elementary School and South Valley Middle School). The system instantly screens all visitors, volunteers and contractors against a national 50-state sex offender registry and a district created custom database that can flag for custody issues, restraining orders, expelled students and gang affiliations. 

 
Financial Impact:

This is a three-year contract with Raptor Technologies. The total cost of the project is $139,184. The Community Oriented Policing Services (COPS) Grant will pay for 75%: $104,388. The remaining balance will be paid for by the District's General Fund over a three-year period: $34,796 (or about $11,600 per year over  three years).  

Recommended Motion:

Board approval is recommended for this contract with Raptor Technologies. 

Attachments:
1. Contract: Raptor Technologies for visitor management system
2. Quote: Raptor Technologies
h. RENEWAL of Service Agreement with Therapy Zone 4 Kidz for the 2020-2021 School Year (not to exceed $1,200) (Consent Item)
Rationale:

This contract is required for an Independent Educational Evaluation (IEE) in the area of occupational therapy per a settlement agreement.


 
Comments:

Federal regulations state unequivocally that parents of a child with a disability have a right to obtain an IEE. 34 C.F.R. 300.502 )a)(1). An IEE is broadly defined as “an evaluation conducted by a qualified examiner who is not employed by the public agency responsible for the education of the child in question.” 34 C.F.R. 300.502(a)(1). An IEE is not limited to evaluating only a child’s academic or cognitive skills, but may include the evaluation of any skill related to the child’s educational needs. Therapy Zone 4 Kidz is uniquely qualified to perform the necessary, IEE.


Financial Impact:
The total service agreement amount is not to exceed $1,200.
Recommended Motion:

Approval of the service agreement with Therapy Zone 4 Kidz  and the Gilroy Unified School District is recommended.


Attachments:
Service Agreement
7. PUBLIC HEARING (Procedural Item)
a. Public Hearing: AB 1200 Disclosure of Tentative Agreement between the Classified School Employees Association (CSEA) and GUSD for Coronavirus Relief One-time Stipend (Information Item)
Quick Summary / Abstract:
Álvaro Meza, Assistant Superintendent of Business Services/C.B.O., will discuss the costs associated with the Tentative Agreement.  
Rationale:
Assembly Bill (AB) 1200 requires local educational agencies to publicly disclose the provisions of all collective bargaining agreements before entering into a written agreement. Government Code (GC) Section 3547.5 states: “Before a public school employer enters into a written agreement with an exclusive representative covering matters within the scope of representation, the major provisions of the agreement, including, but not limited to, the costs that would be incurred by the public school employer under the agreement for the current year and subsequent fiscal years, shall be disclosed at a public meeting of the public school employer.” 

It is intended to ensure that the public is aware of the known costs associated with a proposed collective bargaining agreement before it becomes binding to the District. 
Pursuant to the amendments of the Government Code (GC) Section 3547.5 as contained in AB 2756, the Superintendent and Chief Business Official (CBO) must certify in writing that the costs incurred under the collective bargaining agreement outlined in this disclosure can be met by the district during the term of the agreement. 
 
Comments:
A one-time stipend will be provided to CSEA unit members for supporting the District's Distance Learning needs, performing duties outside their normal scope of work and going above and beyond their work.  The one-time stipend will be funded through the Coronavirus Relief Funds.  
Financial Impact:
The total cost of the stipend is $467,637, funded out of the Coronavirus Relief Fund (CRF).
Recommended Motion:

This is a Public Disclosure of the costs associated with the Tentative Agreement between GUSD and the CSEA. 

The subsequent item will ask the Governing Board to take action on the Tentative Agreement itself.

Attachments:
AB1200 CSEA
MYP CSEA
SCCOE disclosure letter: CSEA
Side letter: CSEA
b. Public Hearing: AB 1200 Public Disclosure of Tentative Agreement between the Gilroy Federation of Paraeducators (GFP) and GUSD for a One-time Coronavirus Relief Stipend. (Information Item)
Quick Summary / Abstract:

Álvaro Meza, Assistant Superintendent of Business Services/C.B.O., will present the AB 1200 Public Disclosure to the Governing Board for discussion.

Rationale:
Assembly Bill (AB) 1200 requires local educational agencies to publicly disclose the provisions of all collective bargaining agreements before entering into a written agreement. Government Code (GC) Section 3547.5 states: “Before a public school employer enters into a written agreement with an exclusive representative covering matters within the scope of representation, the major provisions of the agreement, including, but not limited to, the costs that would be incurred by the public school employer under the agreement for the current year and subsequent fiscal years, shall be disclosed at a public meeting of the public school employer.” 

It is intended to ensure that the public is aware of the known costs associated with a proposed collective bargaining agreement before it becomes binding to the District. 
Pursuant to the amendments of the Government Code (GC) Section 3547.5 as contained in AB 2756, the Superintendent and Chief Business Official (CBO) must certify in writing that the costs incurred under the collective bargaining agreement outlined in this disclosure can be met by the district during the term of the agreement. 


 
Comments:
A one-time stipend will be provided to GFP unit members for supporting the District's Distance Learning needs, performing duties outside their normal scope of work and going above and beyond their work.  The stipend will be funded through the Coronavirus Relief Funds.  
Financial Impact:
The total cost of $208,212 will be funded by the Coronavirus Relief Fund.
Recommended Motion:

This is a Public Disclosure of the costs associated with the Tentative Agreement between GUSD and the Gilroy Federation of Paraeducators. 

The subsequent item will ask the Governing Board to take action on the Tentative Agreement itself.

Attachments:
AB 1200 GFP
MYP GFP
SCCOE disclosure letter: GFP
Side letter: GFP
8. ACTION/INFORMATION ITEMS (Procedural Item)
a. Side Letter between the Gilroy Unified School District (GUSD) and the California School Employees Association, Chapter #69 (CSEA) regarding 2020-2021 Distance Learning Stipend. (Action Item)
Quick Summary / Abstract:

Paul Winslow, Assistant Superintendent of Human Resources, will present the Side Letter between the California School Employees Association, Chapter #69 and the Gilroy Unified School District. 

Comments:

Due to the nature of the global pandemic known as COVID-19, the Gilroy Unified School District Governing Board began the 2020-2021 school year in full distance learning.  In order to meet the demands of distance learning, members of the California School Employees Association (CSEA) developed online work capabilities, such as providing information technology support that is not part of the staff or unit member’s ordinary responsibilities.  Additionally, members of the California School Employees Association were asked to assist in enhanced food distribution, instructional technology deployment, lesson and curriculum distribution, transportation of supplies and food to remote locations, and enhanced cleaning protocols, all in an effort to continue educational instruction in response to COVID-19-related school closures.  Accordingly, the District has agreed to pay a one-time stipend to recognize this additional labor as outlined in the Side Letter.

The CSEA has accepted the Side Letter from GUSD.
Financial Impact:

This one-time stipend will be funded by the Coronavirus Relief Funds (CRF).

As presented in the AB 1200 information prepared by Mr. Meza, the fiscal impact is approximately $467,637.00.
Recommended Motion:

The District is recommending approval of this item.

Attachments:
Distance Learning Side Letter - CSEA
Distance Learning Stipend Appendix - CSEA
b. Side Letter between the Gilroy Unified School District (GUSD) and the Gilroy Federation of Paraeducators (GFP) regarding 2020-2021 Distance Learning Stipend. (Action Item)
Quick Summary / Abstract:
Paul Winslow, Assistant Superintendent of Human Resources, will present the Side Letter between the Gilroy Federation of Educators and the Gilroy Unified School District.
Comments:

Due to the nature of the global pandemic known as COVID-19, the Gilroy Unified School District Governing Board began the 2020-2021 school year in full distance learning.  In order to meet the demands of distance learning, members of the Gilroy Federation of Paraeducators (GFP) developed online learning capabilities, such as providing information technology support that is not part of the staff or unit member’s ordinary responsibilities.  Additionally, members of the Gilroy Federation of Paraeducators were asked to develop online learning capabilities necessary to continue educational instruction in response to COVID-19-related school closures.  Accordingly, the District has agreed to pay a one-time stipend to recognize this additional labor as outlined in the Side Letter.

The GFP has accepted the Side Letter from GUSD.
Financial Impact:

This one-time stipend will be funded by the Coronavirus Relief Funds (CRF).

As presented in the AB 1200 information prepared by Mr. Meza, the fiscal impact is approximately $208,212.00.
Recommended Motion:
The District is recommending approval of this item.
Attachments:
Distance Learing Side Letter - GFP
Distance Learning Stipend Appendix - GFP
c. Disclosure and Approval of One-Time Coronavirus Stipend for Confidential and Management Employees (Action Item)
Quick Summary / Abstract:
Álvaro Meza, Assistant Superintendent Business Services/C.B.O., will introduce the item for Board action. 
Rationale:

While Assembly Bill (AB) 1200 requires local educational agencies to publicly disclose the provisions of all collective bargaining agreements before entering into a written agreement – Confidential and Management employees are not part of a bargaining unit – and thus are not covered by AB1200 nor Government Code (GC) Section3547.5.

Nonetheless, the District completes the same public disclosures forms for transparency purposes so that the public is aware of the associated costs.  

Note: The same 3% one-time stipend has been offered to all GUSD employees.

 
Comments:

A one-time 3% stipend will be provided to management and confidential employees.  This action item applies to Certificated Management, Classified Management, Confidential, and the Superintendent and two Assistant Superintendents.

Financial Impact:
The total of $285,135 will be funded from the Elementary and Secondary School Emergency Relief (ESSER) Fund.
Recommended Motion:

Board approval is recommended for the One-Time Stipend of 3% for Certificated Management, Classified Management, Confidential, and the Superintendent and two Assistant Superintendents.

Attachments:
AB1200 Conf and Mgmt
MYP Conf. Mgmt
SCCOE disclosure letter: Confidential and management
d. Update Regarding the Planning Process for Reopening Considerations (Information Item)
Quick Summary / Abstract:

Superintendent Dr. Deborah Flores will provide an update regarding the planning process that is underway to determine if and when schools could possibly reopen.

Rationale:

Santa Clara County has been in the Tier 2 (red) range of the State’s monitoring system since September 8, 2020.  When a county has been at this level for 14 days, school districts are permitted to reopen.  However, districts must develop and post a plan that demonstrates they can adhere to the mandates and guidelines in the document titled:  COVID19 Prepared:  Reopening of the Santa Clara County K-12 Schools for the 2020-2021 School Year.  This document was prepared by the Santa Clara County Public Health Department (PHD) and the Santa Clara County Office of Education (SCCOE) and was initially released on June 30, 2020 and revised on September 21, 2020.

Dr. Flores recently reconvened the Superintendent’s Reopening Planning Committee that met in May and June regarding this topic.  The Planning Committee is meeting every 2-3 weeks either as a full committee or in subcommittees.  The Committee is reviewing the COVID 19 Prepared document as well as reviewing many factors related to the concept of reopening schools including; the scientific data about schools and children, COVID19 numbers in Gilroy, the district’s readiness level to implement the mandates of the COVID19 Prepared document, protocols for dealing with cases of COVID19 at school, contact tracing of cases of students and staff, PPE’s needed and available, possible instructional models, and impacts on transportation, food service, Maintenance & Operations.

In order to obtain input from the school community about both distance learning and the reopening consideration, parents, certificated staff, classified staff and students in grades 5-12 were asked to complete surveys.  The deadline for completing the surveys was October 7, 2020.  There was a very good response rate.  The results will be discussed with the Planning Committee on October 14, 2020.  Parent focus groups will be scheduled (virtually) in the next month to gather further input from parents.  Committee members will use the results of the surveys and input from the parent focus groups in the decision making process.

Additionally, district staff will meet with the leadership of the unions to gather their input about the reopening consideration.  Principals and other management staff will be consulted throughout the planning process.

 
e. Monthly District Cash Flow Update – October 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:

September receipts were $13,510,848 and disbursements for the month of September totaled $10,854,517.  Salary and benefits represented 77% of the total disbursements for the month.  The ending cash balance at the close of September 2020 was approximately $32.4 million.  The cash balance at the close of October 2020 is expected to be approximately $29.5 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.    

The repayment dates for the $5,000,000.00 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 of July through September 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 $32.4 million.
Attachments:
Monthly Cash Flow Presentation
Monthly Cash Flow Spreadsheet
f. Approval of Purchase of 6,048 Chromebooks from ConvergeOne (not to exceed $3,292,168.32) (Action Item)
Quick Summary / Abstract:
Maribel Guizar, Director of Technology, will present the proposal to buy 6,048 Chromebooks from ConvergeOne.
Rationale:

GUSD adopted the Chrome OS platform since 2013 as it has been a cost-effective solution for daily use and testing by students. In September 9, 2019, the Board approved the purchase of 3,888 Chromebooks to replace the Chromebooks that reached the AUE in 2019.

When a Chromebook reaches the Auto Update Expiration date (AUE), Google will stop pushing automatic updates to that specific Chromebook model, which means it will no longer receive the latest Chrome OS features or security patches.  Also, that model will no longer receive technical support and users won’t be able to use the Google Admin console or other tools to manage their devices.

6,048 GUSD Chromebooks will reach the Auto Update Expiration date between May 2021 and July 2021 and need to be replaced to support distance learning.

As presented in the October 1, 2020, board meeting, the IT Department requested quotes from various vendors and explored different platforms to better support the students in distance learning.

While we understand the desire to change platforms at this time, the scope, complexity and potential issues this brings to bare on current resources is not feasible at this time. The task is much greater than our department's current workload and skillset can handle. It will also create an unprecedented amount of issues with remote users at a level only call centers are equipped to handle. If it is truly a necessity to accomplish this, an outside firm should be consulted and employed to manage the task load and issues through the transition. It would not be remotely inexpensive and will have a high degree of stress and conflicts that would need to be resolved.

Quotes received by different vendors:

Qty Chromebook Model Sterling CDW-G ConvergeOne
6,048  HP Chromebook 14e (touch screen) $2,022,538.29 $1,800,187.20 $2,164,481.22
6,048 Dell Latitude 5400 Chrome BTX Base (non-touch screen) $2,914,083.65    
6,048  Lenovo 14e Chromebook (non-touch screen) $2,022,538.29   $1,763,122.96
6,048 Lenovo 500e (touch screen)     $3,292,168.32

For the last four years, the District has selected the most recent iteration of the HP G4 14" Chromebook. The HP Chromebook has performed well with regard to durability and functionality within the classroom but does not meet the requirements of the current rigorous distance learning environment.  Some key differences between the HP G5, Dell Latitude 5400, Lenovo 14e, and the Lenovo 500e series include:

HP G5 Dell Latitude 5400 Lenovo 14e Lenovo 500e (education model)
4 GB memory 4Gb memory 4GB memory 8GB memory
2 cores 2 cores 4 cores 4 cores
32 GB eMMC storage 128GB SDD 32GB eMMC storage 64GB eMMC storage
Touch screen non-touch screen non-touch screen Multi-point touch screen and Gorilla Glass

The Lenovo 500e education model is only available to educational agencies and was released in the fall of 2019. The expected AUE is 2026 (lifespan).

Recognizing that from a technical perspective the Lenovo 500e Chromebook is a device better suited for the demands of distance learning needs, we recommend that GUSD utilize CARES Act Relief funds to continue serving GUSD students during distance learning by purchasing the 6,048 Lenovo 500e Chromebooks for $3,292,168.32.

 
Financial Impact:
Based on Board action, a combination of funding sources would be used to fund this purchase. A top priority of the District is to ensure students have what they need for distance learning and funding through the Coronavirus Relief Fund (CRF) would be available, along with Elementary Secondary School Emergency Funds (ESSER).  Approximately 90% of the $3,292,168.32 would be funded by CRF funds, with the remaining 10% out of ESSER funds.


Recommended Motion:

We recommend that GUSD use Coronavirus Relief Funds and Elementary and Secondary Emergency Funds to continue serving GUSD students during distance learning by purchasing 6,048 Lenovo 500e Chromebooks from ConvergeOne for $3,292,168.32.

Attachments:
1. Contract: ConvergeOne for 6,048 Chromebooks
2. Quote: ConvergeOne for 6,048 Chromebooks
g. Approval of the District's 2020-21 Every Student Succeeds Act Comprehensive Support and Improvement plan (Information Item)
Quick Summary / Abstract:
Dr. Deborah Padilla will present the 2020-21 Every Student Succeeds Act Comprehensive Support and Improvement plan for Board approval.
Rationale:
The Gilroy Unified School District's Every Student Succeeds Act Comprehensive Support and Improvement plan is presented for Board approval.
 
Comments:

The overarching goal of California's system of support is to help local educational agencies (LEAs) and their schools meet the needs of each student they serve, with a focus on building local capacity to sustain improvement and to effectively address disparities in opportunities and outcomes.

The purpose of California's system of support, articulated in California Education Code (EC) Section 52095.5(b), is to build the capacity of LEAs in each of the following areas:

  1.  Support the continuous improvement of student performance in each of the eight state priorities areas described in EC sections 52060(d) and 52066(d)
  2.  Address the gaps in achievement between student groups identified in EC Section 52052.
  3. Improve outreach and collaboration with stakeholders to ensure that goals, actions, and services described in school district and county office of education local control and accountability plans reflect the needs of students and the community, especially for historically underrepresented or low-achieving groups

South Valley Middle School and Ascencion Solorsano Middle Schools are targeted as Comprehensive Support and Intervention (CS) low performing schools based upon the 2018 Dashboard Data. The criteria for this category are:

  • Schools with all red indicators
  • Schools with all red but one indicator of another color
  • Schools with all red and orange indicators
  • Schools with five or more indicators where the majority are red.
Financial Impact:

South Valley Middle School has been granted $143,620.50

Ascencion Solorsano Middle School has been granted $143,620.50

The District has been awarded $25,000 for a total allocation of $312,241.00 for the 2019-20 school year (to be spend no later than June 2021).

Recommended Motion:
Approval of the Every Student Succeeds Act Comprehensive Support and Improvement plan is recommended.
Attachments:
CSI Prompts 20-21
h. Resolution # 20/21-03 Proclaiming the Week of October 11-17, 2020 as the "Week of the School Administrator" (Action Item)
Quick Summary / Abstract:
Dr. Deborah Flores, Superintendent, will present Resolution # 20/21-03 in support of the Week of the School Administrator.
Comments:

In observance of the importance of educational leadership at the school, school district and county levels, the second full week in the month of October of each year shall be designated as Week of the School Administrator.

Research has repeatedly shown that quality school leadership is essential to student success. School site leaders are supported by a network of dedicated professionals, including special education and adult education leaders, curriculum experts, school business officials and classified educational leaders, among many others.

As the State's preeminent professional association for education leaders, the Association of California School Administrators (ACSA) was directly responsible for ensuring Week of the School Administrator was included in the State Education Code as of 1999.

Recommended Motion:
Board approval of the Resolution in support of October 11-17, 2020 as Week of the School Administrator.
Attachments:
Resolution # 20/21-03 Week of the School Administrator
9. ACTION/INFORMATION ITEMS REGARDING FACILITIES AND MAINTENANCE (Procedural Item)
a. Monthly Facilities and Maintenance Update – October 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. 


 
Comments:

Recommended Motion:

This is an information-only item.
Attachments:
Monthly Facilities and Maintenance Update, October 2020
b. Measure E Financing Update (Information Item)
Quick Summary / Abstract:
Álvaro Meza, Assistant Superintendent of Business Services/C.B.O., will introduce representatives from Raymond James Public Finance and Isom Advisors to provide an update on Measure E Financing to fund the South Valley Middle School Project.
Comments:

The Gilroy Unified School District is incredibly grateful to the community for the passage of Measure E in 2016.  The District is currently rebuilding most of the Brownell Middle School Campus, a $70 million project, has completed the construction of a two-story building at Gilroy High School, and has completed the rebuild of the new pool at Gilroy High School – just to name a few projects that demonstrate GUSD is a good steward of public funds.

The District has approximately $95 million left in remaining authorization from Measure E.  The Governing Board has earmarked $90 million for the complete rebuild of South Valley Middle School (originally built in 1956).  The design of the SVMS campus has already begun, with Aedis Architects winning the competitive bid and Flit Builders is under contract to build the school.

On October 15, 2020, the Governing Board will receive options and a proposed timeline to issue the remaining series of Measure E, taking advantage of historically low interest rates to significantly reduce the costs to taxpayers over the life of the general obligation bonds.


Recommended Motion:
This item is for information only.  No action will be required from the Governing Board at this meeting.
Attachments:
Measure E Financing Update
c. Ratification of the Purchase of Two Medium Duty Fleet Trucks from Mission Valley Ford for the Maintenance Department (not to exceed $54,158.74) (Action Item)
Quick Summary / Abstract:
Dan McAuliffe, Maintenance and Operations Manager, will present the ratification of the purchase of two basic medium duty trucks from Mission Valley Ford for $27,079.37 per truck ($54,158.74 total).
Rationale:
With the current COVID requirements, the Maintenance Department does not have enough vehicles to have one staff member per vehicle. Maintenance is using every vehicle available in the District. Old trucks and vans have been pulled from school sites and transportation. Some of the trucks are used at our school sites by the custodial staff. Many of the vehicles now being used on a daily basis have been pulled from a group of vehicles that are planned to be surplused soon. Many of the vehicles being used are in poor running condition and are worked on and serviced by our Transportation Department constantly to keep them running and safe. Having adequate transportation for all staff is a daily challenge. Many days, staff members have to use their own vehicles.
 
Comments:

Three dealers were contacted for pricing and availability on new and used medium duty basic trucks. Mission Valley Ford provided the best cost solution for two new 2020 F-150 medium duty trucks at October 2, 2020, with the recommendation to purchase the trucks and take the purchase to the Board as a ratification.

The quotes received: 

  • Mission Valley Ford: 2020 Basic F-150, $27,079.37 each
  • Morgan Hill Ford: 2020 Basic F-150, $28,210.23 each
  • Hengehold Trucks: 2019 Basic F-15, $29,995 + tax each
Financial Impact:
$54,158.74 in Routine Restricted Maintenance funds have been allocated for this purchase.
Recommended Motion:
Board approval is recommended for the ratification of the truck purchase with Mission Valley Ford.
Attachments:
1. Invoices and quotes: Truck purchase with Mission valley Ford
2. Maintenance Vehicles
d. Approval of the Purchase of New Heavy Duty Trash Receptacles from Belson Outdoors for Gilroy High School (not to exceed $24,282.90) (Action Item)
Quick Summary / Abstract:
Dan McAuliffe, Maintenance and Operations Manager, will present the purchase of heavy duty trash receptacles from Belson Outdoors for Gilroy High School. 
Rationale:
Gilroy High School has requested better exterior trash cans, similar to what is in place at Christopher High School.The standard lightweight galvanized metal cans currently used are constantly tipped or blown over and damaged.
 
Comments:
Belson Outdoors has provided many outdoor table and trash receptacle solutions for the District. Belson provided a quote of $24,282.90 that was presented to the Facilities Subcommittee by Paul Nadeau. THe FSC gave the recommendation to take the purchase to the Board for approval.
Financial Impact:
$24,282.90 in Routine Restricted Maintenance Funds have been allocated for this purchase.
Recommended Motion:
Board approval is recommended for the purchase of these trash receptacles from Belson Outdoors. 
Attachments:
Quote: Belson Outdoors GHS Trash Cans
e. Approval of Contract with Anderson's Tree Care Specialists, Inc., for the Removal of the Tree in the Kindergarten Play Area at Eliot Elementary School (not to exceed $7,020) (Action Item)
Quick Summary / Abstract:
Dan McAuliffe, Maintenance and Operations Manager, will present the contract with Anderson's Tree Care Specialists, Inc.
Rationale:
The tree in the kindergarten play area at Eliot Elementary School has grown very large and has recently dropped big limbs and branches. The tree has been a concern for the last few months and has been maintained by the Maintenance Department. The location of the tree and its size have made the tree very difficult for District staff to properly maintain.
 
Comments:

Anderson's Tree Care Specialists was asked to survey the tree and to make recommendations. Anderson's has advised that the tree poses a danger, could have more branch failures in the near future and should be removed and replaced with a more appropriate tree.

Anderson's provided a quote of $7,020 for the removal and replacement of the tree. This quote was reviewed by the Facilities Subcommittee on October 2, 2020, with the recommendation to take the quote to the Board for approval.

**Tree selection to be made by the District from the list of recommended trees by Anderson's.

Financial Impact:
$7,020 in Routine Restricted Maintenance Funds have been allocated for this project.
Recommended Motion:
Board approval is recommended for the contract with Anderson's Tree Care Specialists, Inc.
Attachments:
1. Contract: Andersons Tree Care Specialists for Eliot ES
2. Quote: Anderson's Tree Care for tree removal at Eliot ES
f. Approval of Contract with EnviroScience, Inc. for the Required Three-Year AHERA Re-Inspection and Report for All District Sites (not to exceed $20,800) (Action Item)
Quick Summary / Abstract:
Dan McAuliffe, Maintenance and Operations Manager, will present the contract with EnviroScience, Inc., the required Asbestos Hazard Emergency Response Act (AHERA) inspection and report. 
Rationale:
The District is required to have a current Asbestos Hazard Emergency Response Act (AHERA) inspection and report. This re-inspection and report needs to be done every three years and our last report was completed in 2017. EnviroScience provided the original AHERA inspection and report for the District and has maintained the re-inspections and reports every three years as required by the EPA.
 
Comments:
EnviroScience provided a quote of $20,800 for the re-inspection and report currently needed to be in compliance.
Financial Impact:
$20,800 in Routine Restricted Maintenance Funds have been allocated for this project.
Recommended Motion:
Board approval is recommended for the contract with EnviroScience, Inc.
Attachments:
1. Contract: EnviroScience, Inc. for AHERA
2. Proposal: EnviroScience AHERA Proposal
3. EPA AHERA information
g. Approval of Contract with Mighty Tree Movers for Tree Removal and Trimming at Brownell Middle School (not to exceed $8,200) (Action Item)
Quick Summary / Abstract:
Paul Nadeau, Director of Facilities, will present the contract for Mighty Tree Movers for tree removal and trimming as part of the Brownell Middle School Modernization Project. 
Rationale:

In the course of constructing the track at Brownell Middle School, it has become imperative to trim back the trees along Carmel Street. This will reduce the risk of damage and future safety issues with these branches. It is also necessary to remove some trees on the Hanna Street side of the campus at the bus drop-off area as they have reached the end-of-life and pose an immediate danger to anyone under them. 

It should be noted that the removal of three trees still has little to no effect on the "Bass Tree Replacement Rule" as this project adds approximately 60 trees to the campus from before the project began. 

The landscape architect will propose a new planting on the Hanna Street bus drop-off area. 

 
Financial Impact:
$8,200 Measure E funds have been allocated to this project.
Recommended Motion:
Board approval is recommended for the contract with Mighty Tree Movers.
Attachments:
1. Contract: Mighty Tree Movers for Brownell MS
2. Quote: Mighty Tree Movers for Brownell MS
3. BMS Cost Matrix
h. Approval of Contract Amendment with Jerome Zalinski for Inspection Services at Brownell Middle School (not to exceed $54,610) (Action Item)
Quick Summary / Abstract:

Paul Nadeau, Director of Facilities, will present the contract amendment with Jerome Zalinski for inspection services as part of the Brownell Middle School Modernization Project.

Rationale:
This amendment will adjust the inspector fees to reflect 1% of the overall construction cost of the Brownell Middle School Modernization Project. The project was originally bid at $48M and subsequently the District added scope to the project that increased the price to $54M. The amendment would cover the difference in this cost. 
 
Financial Impact:
$54,610 Measure E funds have been allocated for this service. 
Recommended Motion:
Board approval is recommended for the contract amendment for Jerome Zalinski. 
Attachments:
1. Contract amendment: Jerome Zalinski for Brownell MS
2. Quote: Jerome Zalinski amendment for Brownell MS
3. BMS Cost Matrix
i. Approval of Contract Amendment with Padre Associates for Soils Management at Club Drive Property (not to exceed $925) (Action Item)
Quick Summary / Abstract:
Paul Nadeau, Director of Facilities, will present the contract amendment for Padre Associates for soils management of the Club Drive property. 
Rationale:
Padre Associates has been performing soils management for the District at the Club Drive site over the past year. Management activity to date has exceeded the contracted amount by $925. This amendment will satisfy invoicing until further management activity is required. 
 
Financial Impact:
$925 in Measure E funds has been allocated for this service.
Recommended Motion:
Board approval is recommended for the contract amendment with Padre Associates, Inc.
Attachments:
1. Contract amendment: Padre Associates
2. Proposal: Padre Associates
j. Approval of Change Order #1 from KI Furniture Inc. for Media Library at Brownell Middle School ($50,091.61) (Action Item)
Quick Summary / Abstract:
Paul Nadeau, Director of Facilities, will present the change order and an updated quote from KI Furniture, Inc., for the purchase of furniture for the Media Library at Brownell Middle School. 
Rationale:
At the September 17, 2020 Board meeting, a quote for furniture was presented and approved by the Board for furniture for the Brownell Middle School Media Library for $43,001.87. The quote was presented prematurely and was not complete. The actual total with all finish selections and required items is $50,091.61, for a difference of $7,089.74. 
 
Comments:
Specifically, the first quote was generated for the District's review and input. Final finishes, fabrics and some desk selections had not been entered into the quote and therefore the quoted amount was incomplete. The Facilities Department will labor to ensure this does not occur in the future. 
Financial Impact:
$50,091.61 Measure E funds have been allocated for this purchase. 
Recommended Motion:
Board approval is recommended for the change order and purchase of the specified furniture from KI. 
Attachments:
1. Change Order #1 for KI Furniture, Inc.
2. Quote: KI Furniture, Inc. for Brownell MS Media Library
3. Original Quote: KI Furniture, Inc. for Brownell MS Media Library
4. BMS Cost Matrix
k. Approval of Purchase of Playground Equipment Specified by the All-Inclusive Playground Grant (not to exceed $1,328,080.84) (Action Item)
Quick Summary / Abstract:
Paul Nadeau, Director of Facilities, will present the purchase of playground equipment specified for the All-Inclusive Playground Grant for Glen View Elementary School, El Roble Elementary School and Rod Kelley Elementary School.
Rationale:

The County of Santa Clara has granted the District funds to procure and install playground replacements for Glen View Elementary School, El Roble Elementary School and Rod Kelley Elementary School. The nature of the grant is a reimbursement upon completion of the project. GUSD will purchase the equipment and pay for the installation of the equipment and will be reimbursed upon project completion. 

GUSD is grateful to the Santa Clara County Supervisors for their support and funding the playground improvement projects at Glen View, El Roble, and Rod Kelley elementary schools. 

 
Financial Impact:
$1,328,080.84 in District funds has been allocated to complete this installation. 
Recommended Motion:
Board approval is recommended for the purchase of this equipment. 
Attachments:
1. Quote: Playground equipment
El Roble
Glen View
Rod Kelly
10. BOARD MEMBER REPORTS (Information Item)
11. UPCOMING AND NEW/REFERRAL AGENDA ITEMS (Procedural Item)
Attachments:
October 15-December 2020 Board Calendar
12. ANNOUNCEMENTS (Procedural Item)
Quick Summary / Abstract:

The next REGULAR MEETING of the Board of Education will be held on Thursday, November 5, 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, October 30th.










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: October 9, 2020, 4:17 PM

The resubmit was successful.