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Board of Education Regular Meeting
Gilroy USD
January 14, 2021 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: 766486

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. READMISSION OF A STUDENT TO SCHOOLS MAINTAINED BY THE DISTRICT (Action Item)
Quick Summary / Abstract:
Case # 2020-18
c. CONFERENCE WITH LEGAL COUNSEL–ANTICIPATED LITIGATION (Government Code section § 54956.9(d)(2)): (Procedural Item)Confidential agenda item.
d. CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION (Government Code Section 54956.9): (Procedural Item)Confidential agenda item.
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 - 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 (Action Item)
Quick Summary / Abstract:
Board approval is requested of the recommended personnel items.
Recommended Motion:
Board approval is recommended of the attached personnel items.
Attachments:
Personnel January 14,2021
b. Approval of Board Meeting Minutes: December 17, 2020 (Action Item)
Quick Summary / Abstract:
Board approval is requested of the Board Meeting minutes from the December 17, 2020 meeting.
Attachments:
Board Meeting Minutes - December 17, 2020
c. Report of Cash Disbursements/Warrants from November-December of 2020 (Consent Item)
Quick Summary / Abstract:
The total warrants issued for November - December are $5,910,522.41.
Rationale:

Warrant Starting

Warrant Ending

Total Cash

County of Santa Clara

83055614

98023279

$5,963,127.88

County of Santa Clara-Canceled Warrants

 

$52,605.47

Total

$5,910,522.41


 
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 $5,910,522.41 is for the period of November 1 through December 31, 2020.
Attachments:
Cash Disbursements November thru December 2020
d. Annual Grants/Donations Report for January-December 2020 (Consent Item)
Quick Summary / Abstract:
This is an annual report to the Board, from January 1 - December 31, 2020 of donations to the District.
Rationale:
A summary of donations reported to the Board from Jan. 1 to Dec. 31, 2020, is attached.
 
Comments:
The Board is requested to approve donations from the community on behalf of the schools of the Gilroy Unified School District.
Financial Impact:
The total of donations from the period January-December 2020 is $220,974.06.
Recommended Motion:
Board approval is recommended for the annual donations report.
Attachments:
Annual donations report, January-December 2020
e. Williams/Valenzuela Settlement Quarterly Uniform Complaint Report for October 1, 2020 through December 31, 2020 (Consent Item)
Quick Summary / Abstract:
Board approval is requested of the Board for the Williams/Valenzuela Settlement Quarterly Uniform Complaint report for October - December 31, 2020.
Rationale:
The Williams Settlement requires the monitoring of Williams complaints regarding student access to instructional materials, safe schools, and quality teachers.
 
Comments:
The William/Valenzuela Settlement was designed to provide all students with equal access to instructional materials, safe school facilities, and quality teachers.  The quarterly report on Williams Uniform Complaints is presented to the Board of Education for review and approval.  The Board approved report will be submitted to the Santa Clara County Office of Education (SCCOE).
Recommended Motion:
Board approval is recommended of the Williams/Valenzuela Settlement Quarterly Uniform Complaint Report for the period of October 1, 2020 through December 31, 2020. 
Attachments:
Williams Report Oct -Dec
f. RENEWAL of Memorandum of Understanding (MOU) between the Gilroy Unified School District and California Association for Bilingual Education (CABE) ($3,000) (Consent Item)
Quick Summary / Abstract:
The California Association of Bilingual Education's (CABE) will provide six sessions of the Project2INSPIRE Program to parents at Eliot Elementary School. This contract will be funded through the Eliot School's Neighborhood Safety Unit (NSU) funds. 
Rationale:

The District seeks to contract with California Association of Bilingual Education (CABE) for implementation of the Project2Inspire parent workshops at Eliot School.

Project2Inspire parent specialists will provide virtual parent sessions at Eliot School.  The goal of the program is to increase parental engagement in their child's learning at home, school, and/or community; and thereby improve the child's academic achievement.

 
Comments:
The California Association of Bilingual Education's (CABE) Project2Inspire program provides leadership development and resources to parents with an emphasis on outreach and service to parents of low income, minority and English learner students.  The Project2Inspire curriculum informs parents of their role in their children's education, supports parents in learning how to work with the information acquired, and develops parent leadership skills to ensure their participation and collaboration as part of the school community.  Project2Inspire has been implemented with great success throughout the District over the last several years.  Implementation of Project2Inspire aligns with the Local Control Accountability Plan (LCAP) Goal 3 and Title I Parental Involvement goals.
Financial Impact:
The expenses will not exceed $3,000 and will be paid out of Eliot School's Neighborhood Safety Unit (NSU) funds. 
Recommended Motion:
Approval of the MOU between California Association of Bilingual Education and the Gilroy Unified School District by the Board is recommended. 
Attachments:
Eliot CABE MOU
g. RENEWAL of the Contract between the Gilroy Unified School District and Catholic Charities of Santa Clara County (not to exceed $12,900) (Consent Item)
Quick Summary / Abstract:
Catholic Charities of Santa Clara will provide four social emotional learning sessions to Migrant Education program parents on tools to identify social emotional cues of children/youth in their care. This contract will be funded out of Migrant Education.
Rationale:

Catholic Charities of Santa Clara County, a partner of the Children Youth and Family Development Division Program, Children's Initiative, will conduct one series of four parent workshops in Spanish virtually on the subject of Social Emotional Learning for Young Children. The social, emotional and mental well-being of youth and their families have been drastically impacted during the Covid pandemic. This program is designed for parents to acquire the knowledge and skills they need to create better communication with their children and the school.

Parents will learn strategies to identify social emotional cues of children/youth in their care. They will learn how to create teachable moments to best handle relationships between parent/caregiver and youth. These strategies will improve communication between caregiver and youth. 

Catholic Charities will also lead five weekly Zumba classes for Migrant Education Program students while integrating trauma practices such as managing stress and coping skills. 

 
Comments:
The Migrant Education Program's District Service Agreement requires districts to provide mental and physical health training, support and resources to parents and students.
Financial Impact:
The total cost of the services will not exceed $12,900 and will be paid from Migrant Education funds. 
Recommended Motion:
Board approval is recommended for the professional services agreement between the Gilroy Unified School District and Catholic Charities of Santa Clara County. 
Attachments:
Catholic Charities Contract
Catholic Charities Scope of Work
7. ACTION/INFORMATION ITEMS (Procedural Item)
a. Accept the 2019-20 Audit Report (Action Item)
Quick Summary / Abstract:

Kimberly Smith, Director of Fiscal Services, will introduce the item for Board action.  Jesse Deol, from James Marta & Company, will present the Independent Auditors Report for 2019-20, as well as the General Obligation Bond Audit for Measure P and Measure E.

Comments:

The District is required to have an independent financial audit performed annually in accordance with audit standards established for K-12 schools by the State Controller. The 2019-20 audit was performed by James Marta & Company, Certified Public Accountants.  A copy of the Independent Auditor's Report and the General Obligation Bond audits are attached, and a hard copy will be provided to the Governing Board.

There are three separate reports:

1. Financial Audit

2. General Obligation Bond Measure P Audit

3. General Obligation Bond Measure E Audit

 

 

Financial Impact:

No audit findings resulted in Fiscal Year 2019-20. The District continues to benefit from sound financial management.

The audit is being filed with an unmodified opinion. An unmodified opinion is the opinion where auditor expresses an opinion that financial statements are presented, in all material respects, in accordance with accounting standards.

Recommended Motion:
Accept the 2019-20 financial audit reports.
Attachments:
2019-20 Audit Presentation GF
Audit Report 2019-20 GF
Communication with Governance Letter
GO Bonds 2019-20 Audit Presentation
Mea. E Audit Report
Mea. E Communication letter
Mea. P Audit Report
Mea. P Communication Letter
b. Change of Fiscal Agents for the Cal-SOAP Program (Action Item)
Quick Summary / Abstract:
Cal-SOAP is a grant funded program that provides services on school campuses to help prepare low-income and first generation students for college. Superintendent, Dr. Deborah Flores will provide information to the Board about an upcoming change to the Gilroy Unified School District's formal working relationship with its regional Cal-SOAP, the South County Cal-SOAP Consortium. As of March 1, 2021, the Rebekah Children's Services, will replace the District as the Consortium's official fiscal agent. Cal-SOAP services will continue to be provided to the four consortium districts - Gilroy Unified School District, Morgan Hill Unified School District, San Benito High School District and Aromas-San Juan Unified School District.
Rationale:
This change in fiscal agent is necessary due to fiscal issues impacting the program. The Cal-SOAP grant is inadequate to cover the costs of operating the program going forward.
 
Financial Impact:
There is no fiscal impact to GUSD at this time. Without this change of fiscal agent, Cal-SOAP Consortium could not continue to operate the level of services currently provided.
Recommended Motion:
It is recommended that the GUSD Board of Education approve staff's recommendation to approve the change of fiscal agent to Rebekah Children's Services.
c. Monthly District Cash Flow Update – January 2021 (Information Item)
Quick Summary / Abstract:

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

Rationale:

December receipts were $18,822,537 and disbursements for the month of December totaled $9,732,387.  Salary and benefits represented 86% of the total disbursements for the month.  The ending cash balance at the close of December 2020 was approximately $45.6 million.  The cash balance at the close of January 2021 is expected to be approximately $47.1 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 December 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 $45.6 million.
Recommended Motion:
Board approval is recommended for this update. 
Attachments:
Monthly Cash Flow Spreadsheet
Monthly Cash Flow Update Presentation
d. 2021 Board Member Committee and Assignments (Action Item)
Quick Summary / Abstract:
Mark W. Good, Board President, will present the Board Member Committee and School Assignments for approval.
Recommended Motion:
Approval of the Board Member assignments is requested.
Attachments:
2021 Board Member Assignments
e. Variable Term Waiver Request: Karyn Woods, Christopher High School Resource Specialist Teacher - Mild/Moderate Waiver (Action Item)
Quick Summary / Abstract:
Paul Winslow, Assistant Superintendent, Human Resources, will present the request for a Variable Term Waiver for Karyn Woods for Resource Specialist Teacher - Mild/Moderate authorization.
Rationale:

The District makes every effort to hire fully credentialed teachers for all certificated positions. Teachers that are in the process of receiving their teaching credential can be issued a Variable Term Waiver.

Karyn Woods is a Resource Specialist Teacher at Christopher High School.  Currently, Karyn Woods is finishing her preliminary credential but requires a Variable Term Waiver.
 
Financial Impact:
Within the proposed 2020/2021 budget
Recommended Motion:
Board approval is recommended for the request of a Variable Term Waiver for Karyn Woods, Resource Specialist Teacher at Christopher High School.
Attachments:
Karyn Woods, Variable Term Waiver
8. ACTION/INFORMATION ITEMS REGARDING FACILITIES AND MAINTENANCE (Procedural Item)
a. Approval of Contract with W-Trans, Inc., for Traffic Study at South Valley Middle School (not to exceed $11,130) (Action Item)
Quick Summary / Abstract:
Paul Nadeau, Director of Facilities, will present the contract with W-Trans, Inc., for a traffic study for the South Valley Middle School Modernization Project. Measure E funds have been allocated for this project.
Rationale:

As part of the California Environmental Compliance Act (CEQA), the District is engaging W-Trans, Inc., to perform a Traffic Impact Study for the South Valley Middle School Modernization Project. This study will help identify potential impacts the modernization has on traffic patterns on the streets near the school site. This study is not only required but is valuable in assisting the architects with the design of the school as well as helps city and local authorities perceive potential impacts of the project. 


 
Financial Impact:
$11,130 in Measure E funds have been allocated for this survey. 
Recommended Motion:
Board approval is recommended for the contract with W-Trans, Inc. 
Attachments:
1. Contract: W-Trans, Inc. for traffic study at South Valley MS
2. Proposal: W-Trans, Inc., for traffic study at South Valley MS
3. SVMS Cost Matrix 1.14.2021 BOE
b. Approval of Contract Amendment #1 with Golden PMI, Inc., for the Installation of Casework at Brownell Middle School (not to exceed $1,500) (Action Item)
Quick Summary / Abstract:
Paul Nadeau, Director of Facilities, will present the contract amendment with Golden PMI, Inc., for casework installation for the Brownell Middle School Modernization Project. Measure E funds have been allocated for this project.
Rationale:
This amendment will cover the cost of receiving and installing the additional casework ordered for Brownell Middle School administration office. 
 
Financial Impact:
$1,500 in Measure E funds have been allocated for this service. 
Recommended Motion:
Board approval is recommended for this contract amendment #1 with Golden PMI, Inc. 
Attachments:
1. Contract: Golden PMI, Inc., for additional furniture at Brownell MS
2. Quote: Golden PMI, Inc., for additional work at Brownell MS
3. BMS Cost Matrix 1.14.2021 BOE
c. Approval of Contract with QoVo Solutions, Inc., for Additional Cameras at Brownell Middle School (not to exceed $20,857.36) (Action Item)
Quick Summary / Abstract:
Paul Nadeau, Director of Facilities, will present the contract with QoVo Solutions, Inc., for additional cameras for the Brownell Middle School Modernization Project. Measure E funds have been allocated for this project.
Rationale:

During the final phase of building installations of the Brownell modernization project, it became apparent that additional cameras were needed to address an area of concern between the D pod and the kitchen servery, which had no camera coverage. It was also discovered that the original order of cameras was short by two cameras as the District was in possession of two demo cameras prior to the start of the project. This quote for cameras and installation will cover the cameras needed for this area. 

Additionally, the District has elected to add two license plate readers (LPR) in the alley behind the school to assist in identifying vehicles conducting potential crimes in the alley. 

 
Comments:
It should be noted that the school has suffered multiple break-ins during the construction period of the school and the additional cameras will assist the District and authorities in curbing this behavior. 
Financial Impact:
$20,857.36 in Measure E funds have been allocated for this project. 
Recommended Motion:
Board approval is recommended for this contract with QoVo Solutions, Inc. 
Attachments:
1. Contract: QoVo Solutions, Inc. for additional cameras at Brownell MS
2. Quote A: QoVo Solutions, Inc., for additional cameras at Brownell MS
3. Quote B: QoVo Solutions, Inc., for LPR cameras at Brownell MS
4. BMS Cost Matrix 1.14.2021 BOE
d. Approval of Contract Amendment #1 with Hollister Moving, Inc. for Moving Services at Brownell Middle School (not to exceed $5,986.45) (Action Item)
Quick Summary / Abstract:

Paul Nadeau, Director of Facilities, will present the contract amendment with Hollister Moving, Inc., for moving services for the Brownell Middle School Modernization Project. Measure E funds have been allocated for this project.

Rationale:

This amendment will cover the final move of classroom materials for the sixth-grade teachers into their final classrooms as well as move the library from its current location in the gym to the new Media Center. 

The sixth-grade teachers were assigned temporary classrooms for the current school year while their classrooms were being built. Because the pandemic rendered the school non-operational, and their classrooms are now complete, we are able to move them into their final classrooms now instead of next year. 

 
Financial Impact:
$5986.45 in Measure E funds have been allocated for this project. 
Recommended Motion:
Board approval is recommended for the contract amendment with Hollister Moving, Inc. 
Attachments:
1. Contract amendment: Hollister Moving, Inc., for additional work at Brownell MS
2. Quote: Hollister Moving, Inc., for additional move at Brownell MS
3. BMS Cost Matrix 1.14.2021 BOE
e. Approval of Contract with EnviroScience, Inc., for Abatement Work in the Gym at Brownell Middle School (not to exceed $26,202) (Action Item)
Quick Summary / Abstract:

Paul Nadeau, Director of Facilities, will present the contract with EnviroScience, Inc., for the Brownell Middle School Modernization Project. Measure E funds have been allocated for this project.

Rationale:
As part of Phase 3  of the Brownell modernization project, the gym will undergo some modifications. These modifications require the removal of older materials known to be hazardous during abatement. The contract with EnviroScience, Inc., is to oversee, manage, test and report the abatement process in the gym. This process is known as "industrial hygiene management" and is required during the renovation of the gym. 
 
Financial Impact:
$26,202 in Measure E funds have been allocated for this project. 
Recommended Motion:
Board approval is recommended for the contract with EnviroScience, Inc. 
Attachments:
1. Contract: EnviroScience, Inc.
2. Proposal: EnviroScience, Inc.
3. BMS Cost Matrix 1.14.2021 BOE
9. BOARD MEMBER REPORTS (Information Item)
10. UPCOMING AND NEW/REFERRAL AGENDA ITEMS (Procedural Item)
Attachments:
2021 Board Agenda Calendar, January - March
11. ANNOUNCEMENTS (Procedural Item)
Quick Summary / Abstract:

The next REGULAR MEETING of the Board of Education will be held on Thursday, January 28, 2021 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, January 22nd.










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: January 8, 2021, 9:42 AM

The resubmit was successful.