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Board of Education Regular Meeting
Gilroy USD
February 11, 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:873 3187 9232
 Passcode: 477545

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)): (Procedural Item)Confidential agenda item.
Quick Summary / Abstract:
 
c. CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION (Government Code Section 54956.9): (Procedural Item)Confidential agenda item.
d. PUBLIC EMPLOYEE PERFORMANCE EVALUATION (Government Code Section 54957[b]): Superintendent (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 - Gabriel Kong - Dr. TJ Owens Gilroy Early College Academy (GECA) (Information Item)
5. SUPERINTENDENT'S REPORT - Dr. Deborah Flores (Information Item)
6. CONSENT AGENDA (Procedural Item)
a. Personnel Items (Consent 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 Items February 11, 2021
b. Approval of Board Meeting Minutes: January 28, 2021 (Action Item)
Quick Summary / Abstract:
Board approval is requested of the Board Meeting minutes from the January 28, 2021 meeting.
Comments:
 
Attachments:
Board Meeting Minutes - January 28, 2021
c. Monthly Donations Report – February 2021 (Consent Item)
Quick Summary / Abstract:
This is the February 2021 report of donations from the community to the schools of the Gilroy Unified School District.
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:

Christopher HS: $540

TOTAL: $540

Recommended Motion:
Board approval is recommended for this donation report.
Attachments:
February 2021 donations report
d. Report of Cash Disbursements/Warrants for the Month of January, 2021 (Consent Item)
Quick Summary / Abstract:
Report of cash disbursements/warrants for January 2021.
Rationale:

Warrant Starting

Warrant Ending

Total Cash

County of Santa Clara

83055986

98024482

 $9,283,457.18

County of Santa Clara-Canceled Warrants

 $10,262.28

Total

 $9,273,194.90


 
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 $9,273,194.90 is for the period of January 1, 2021, through January 31, 2021.
Recommended Motion:
Board approval is recommend for this item.
Attachments:
Cash Disbursements/Warrants for January 2021
e. Certification of Comprehensive School Safety Plans for All Gilroy Unified School District Schools, 2020-21 (Consent Item)
Quick Summary / Abstract:
This is the presentation of the 2020-21 Comprehensive School Safety Plans. Pursuant to Education Code 32286, the Board requires each school to adopt a Comprehensive School Safety Plan that is updated each year. 
Rationale:

The Gilroy Unified School District Board of Education recognizes that students and staff have the right to a safe and secure campus where they are free from physical and psychological harm.  The Board and staff continue to be fully committed to maximizing school safety and maintaining positive learning environments. This commitment includes Restorative teaching strategies for violence prevention with emphasis on high expectations for student conduct, responsible behavior, and respect for others.

Pursuant to Education Code 32286, the Board requires each school to adopt a Comprehensive School Safety Plan that is updated each year. Each Comprehensive School Safety Plan is reviewed and approved by its respective School Site Council. Following their approval of the School Safety Plans, the Superintendent and Cabinet completes a final review.

 
Comments:

All School Safety Plans have been reviewed and approved by each school's site council.

All plans were reviewed by the Superintendent and Safety Coordinator by January 2021.

Comprehensive School Safety Plans are available for review at each school site and in the Board Library at the District Office.

Financial Impact:
No fiscal impact.
Recommended Motion:

Board approval is recommended for the Comprehensive School Safety Plans as verified and approved by the Superintendent (or designee), and the School Site Council for each site.

Attachments:
2020-21 CSSP Signature Pages
7. ACTION/INFORMATION ITEMS (Procedural Item)
a. Approve the Facilities Joint Use Agreement with Santa Clara County for Use of Gilroy High School as a COVID19 Vaccination Site (Action Item)
Quick Summary / Abstract:
Superintendent, Dr. Deborah Flores will present the recommendation to create a COVID19 vaccination clinic at Gilroy High School. Board approval is requested of the facilities joint use agreement with Santa Clara County for COVID19 vaccinations at Gilroy High School. 
Rationale:

The Gilroy Unified School District wishes to partner with the Santa Clara County to temporarily establish designated facilities at Gilroy High School as a Covid-19 vaccination center.  The County will administer the vaccine to the general public as part of the Santa Clara Public Health System's mass vaccination effort.  The County will administer the vaccines through an appointment-based system with individuals who pre-register for an appointment in advance, potentially serving up to 1,000 persons per day.

The County will use the student parking lot at the Princevalle Street entrance, the Main Gym and Auxiliary Gym, foyer and adjacent restrooms and other facilities as indicated on Exhibit A to deliver the services. 

The County shall be responsible for all expenses related to the administration of COVID-19 vaccines including, but not limited to expenses related to any additional insurance the Parties require, any increased utilities costs relating to maintenance of vaccines at required temperatures on the property, reasonable legal costs and  janitorial costs.

The Gilroy Unified School District is, however, waiving its facility rental fees to support this important mission of vaccinating against the Covid-19.  If approved, the term of this Agreement shall begin on February 12, 2021 and continue until July 31, 2021 or until such time as either party gives written notice of termination.

In accordance with this Agreement, "All DISTRICT employees, when eligible to be vaccinated as a subset of age categories in “Group 1A” or as a subset of “Group 1B” in accordance with State guidelines, shall be permitted to be vaccinated at the [Gilroy High] regardless of the type of insurance coverage such employees hold, at no cost to DISTRICT."

 
Financial Impact:
No fiscal impact to GUSD.
Recommended Motion:
Board approval is requested of a contract for a COVID19 vaccination clinic at Gilroy High.
Attachments:
Facilities Joint Use Agreement: Vaccination site
b. RESOLUTION OF THE BOARD OF EDUCATION OF THE GILROY UNIFIED SCHOOL DISTRICT AUTHORIZING THE ISSUANCE AND SALE OF NOT TO EXCEED $94,680,000 AGGREGATE PRINCIPAL AMOUNT OF BONDS OF THE DISTRICT BY A NEGOTIATED SALE, PRESCRIBING THE TERMS OF SALE, APPROVING THE FORM OF AND AUTHORIZING THE EXECUTION AND DELIVERY OF A BOND PURCHASE AGREEMENT AND A CONTINUING DISCLOSURE CERTIFICATE, APPROVING THE FORM OF AND AUTHORIZING THE DISTRIBUTION OF AN OFFICIAL STATEMENT FOR THE BONDS, AND AUTHORIZING THE EXECUTION OF NECESSARY DOCUMENTS AND CERTIFICATES AND RELATED ACTIONS (Action Item)
Quick Summary / Abstract:
Álvaro Meza, Assistant Superintendent of Business Services/C.B.O., will introduce the Resolution for Board action.
Comments:

On June 7, 2016, the voters of the District approved Measure E, authorizing the District to issue up to $170,000,000 in aggregate principal of bonds for authorized projects. 

On January 28, 2021, the Board of Education reviewed the above-referenced resolution and related documents at its first reading as an informational item. On February 11, 2021, the Board of Education is requested to approve the above-referenced resolution authorizing the District to issue its third and final series of bonds under the June 7, 2016 authorization in an aggregate principal amount not exceeding $94,680,000.

The bonds will be sold and issued by the District.  Isom Advisors, a Division of Urban Futures, Inc. will serve as the municipal advisor for the transaction, and Orrick, Herrington & Sutcliffe LLP will serve as bond counsel and disclosure counsel.  Raymond James & Associates, Inc. will serve as the underwriter.

The Board of Education is asked to approve the resolution referenced above to effect the issuance of the bonds and approve various documents and actions, as follows:

1.         Resolution. The resolution authorizes the issuance of the bonds and establishes parameters for the terms thereof, approves the forms of and authorize the execution and delivery of the financing documents (including the Bond Purchase Agreement and the Continuing Disclosure Certificate), approves the form of and authorize the distribution of the official statement (in preliminary and final form), and sets forth the security provisions for the bonds and the covenants of the District to bond owners.

2.         Bond Purchase Agreement. The Bond Purchase Agreement will specify the purchase price of the bonds to be paid by the underwriter, the interest rates, maturity dates and principal amounts of each maturity of the bonds, the date, time and place of the closing of the bond issue, the allocation of the expenses incurred in connection with the bond issue, the parties’ representations to and agreements with each other and the conditions which the school district must satisfy before the underwriter becomes obligated to purchase the bonds.

3.         Continuing Disclosure Certificate. Federal securities laws indirectly require school districts to disclose and annually update certain financial and operating information relevant to the security and repayment of bonds. The Continuing Disclosure Certificate contains the undertakings of the District to provide the ongoing disclosure in the form of annual reports and event notices.

4.         Official Statement. The Official Statement (in its preliminary and final form) is used to provide information to investors and prospective investors about the District and the bonds. The bonds constitute securities for purposes of state and federal securities laws and, therefore, the offering and sale of the bonds through the Official Statement is subject to certain provisions of such laws, including, importantly, the anti-fraud laws. The Official Statement sets forth information about the terms of the bonds, the security for the bonds, the sources and uses of the proceeds of the bonds, the school district, the documents under which the bonds are issued, and the tax-exemption of interest on the bonds.

Financial Impact:
The bonds will be paid from taxes on property within the District levied and collected by the County of Santa Clara.  The bonds will finance projects authorized by the voters at the June 7, 2016 election.
Recommended Motion:

It is recommended that the Board of Education approve the resolution and authorize staff to take the necessary steps to complete the financing.

Attachments:
Bond Purchase Agreement
Continuing Disclosure Certificate
Prelim. Official Statement
Resolution #2021-06
c. A RESOLUTION OF THE BOARD OF EDUCATION OF THE GILROY UNIFIED SCHOOL DISTRICT AUTHORIZING THE SALE AND ISSUANCE OF NOT TO EXCEED $33,000,000 AGGREGATE PRINCIPAL AMOUNT OF GENERAL OBLIGATION REFUNDING BONDS, IN ONE OR MORE SERIES, APPROVING THE FORMS OF AND AUTHORIZING THE EXECUTION AND DELIVERY OF ONE OR MORE ESCROW AGREEMENTS, BOND PURCHASE AGREEMENTS AND CONTINUING DISCLOSURE CERTIFICATES, APPROVING THE FORM, AND AUTHORIZING A METHOD FOR REVIEW AND APPROVAL BY MEMBERS OF SAID BOARD, OF ONE OR MORE OFFICIAL STATEMENTS, AND AUTHORIZING THE EXECUTION OF NECESSARY DOCUMENTS AND CERTIFICATES AND RELATED ACTIONS IN CONNECTION THEREWITH (Action Item)
Quick Summary / Abstract:
Álvaro Meza, Assistant Superintendent Business Services/C.B.O., will introduce the Resolution for Board action.
Rationale:

On January 28, 2021, the Board of Education reviewed the above-referenced resolution and related documents at its first reading as an informational item. On February 11, 2021, the Board of Education is requested to approve the above-referenced resolution authorizing the issuance of not to exceed $33,000,000 of refunding bonds (the “Refunding Bonds”) (i) to refund all or a portion of the District’s outstanding General Obligation Bonds, Election of 2008, Series 2015 (the “Prior New Money Bonds”), (ii) to refund all or a portion of the District’s outstanding General Obligation Refunding Bonds, Series 2015 (the “Prior Refunding Bonds” and together with the Prior New Money Bonds, the “Prior Bonds”) and (iii) to pay costs of issuance of the Refunding Bonds.

This refunding is expected to generate savings for the District’s taxpayers. This refunding will reduce aggregate property taxes and will not increase the terms of the outstanding Prior Bonds. Staff wishes to proceed with the refunding.  At the direction of the Board of Education, a savings threshold has been incorporated into the resolution authorizing the issuance of the Refunding Bonds.

The Refunding Bonds will be sold and issued by the District.  Isom Advisors, a Division of Urban Futures, Inc. will serve as the municipal advisor for the transaction, and Orrick, Herrington & Sutcliffe LLP will serve as bond counsel and disclosure counsel.  Raymond James & Associates, Inc. will serve as the underwriter.

The Board of Education is requested to approve the above-referenced resolution authorizing the issuance of the Refunding Bonds and the refunding of the outstanding Prior Bonds and approve various documents and actions, as follows:

1.         Resolution. The resolution authorizes the issuance of the Refunding Bonds and establishes parameters for the terms thereof, approves the forms of and authorizes the execution and delivery of the financing documents (including the Bond Purchase Agreement, the Escrow Agreement and the Continuing Disclosure Certificate), approves the form of and authorizes the distribution of the official statement (in preliminary and final form), and sets forth the security provisions for the Refunding Bonds and the covenants of the District to bond owners.

2.         Bond Purchase Agreement. The Bond Purchase Agreement will specify the purchase price of the Refunding Bonds to be paid by the underwriter, the interest rates, maturity dates and principal amounts of each maturity of the Refunding Bonds, the date, time and place of the closing of the Refunding Bond issue, the allocation of the expenses incurred in connection with the Refunding Bond issue, the parties’ representations to and agreements with each other and the conditions which the District must satisfy before the underwriter becomes obligated to purchase the Refunding Bonds.

3.         Escrow Agreement. The Escrow Agreement sets forth the terms for the refunding of the outstanding Prior Bonds to be refunded, including the deposit and investment of moneys to be held by the escrow bank and the terms for paying the Prior Bonds prior to the redemption date or through maturity, as applicable, and redeeming the Prior Bonds that are callable early on the redemption date.

4.         Continuing Disclosure Certificate. Federal securities laws indirectly require districts to disclose and annually update certain financial and operating information relevant to the security and repayment of bonds. The Continuing Disclosure Certificate contains the undertakings of the District to provide the ongoing disclosure in the form of annual reports and event notices.

5.         Official Statement.  The Official Statement (in its preliminary and final form) is used to provide information to investors and prospective investors about the District and the Refunding Bonds. The Refunding Bonds constitute securities for purposes of state and federal securities laws and, therefore, the offering and sale of the Refunding Bonds through the Official Statement is subject to certain provisions of such laws, including, importantly, the anti-fraud laws. The Official Statement sets forth information about the terms of the Refunding Bonds, the security for the Refunding Bonds, the sources and uses of the proceeds of the Refunding Bonds, the District and the tax base of the District, and the documents under which the Refunding Bonds are issued.

 
Comments:


Financial Impact:

The Refunding Bonds will be paid from taxes on property within the District levied and collected by the County of Santa Clara.

Recommended Motion:

It is recommended that the Board of Education approve the attached resolution and authorize staff to take the necessary steps to complete the refunding.

Attachments:
Refi Bond Purchase Agreement
Refi Continuing Disclosure Certificate
Refi Escrow Agreement
Resolution #2021-05 Refunding
d. Update on GUSD Enrollment Projections from DecisionInsite (Information Item)
Quick Summary / Abstract:
Álvaro Meza, Assistant Superintendent of Business Services/C.B.O. will introduce Mr. Ron Van Orden from DecisionInsite to provide the Governing Board with an update on enrollment projections.
Comments:

The Gilroy Unified School District has declined in enrollment by 630 students since the 2016-17.  The decline in enrollment is linked to lower birth rates, lower student generation rates from new residential development, and higher cost of living in Santa Clara County.  Millennials that are saddled with high student loans may also be delaying plans to start a family.   It is important to note that all these aforementioned factors existed prior to the Covid-19 pandemic.  

The District lost 282 students this year alone (from 11,135 students last year to 10,853).  The pandemic certainly played a role, yet the underlying factors remain the same, and in fact, might further influence a more sustained decline in enrollment as projected over the next decade.

On February 11, 2021, DecisionInsite will provide the Governing Board with an update on the District's enrollment forecast through 2030.  The forecast is influenced by lower incoming kindergarten classes, aging of grade cohorts through the TK-12 system, and impacts to residential development.  The forecast indicates a clear decline in enrollment in the range of 430 students for next year.  The total projected enrollment for 2021-22 is 10,391.  Please note, DecisionInsite's forecast does not include the relatively small number of enrollment in independent study, and non public school enrollment (approximately 30 students). Once these are added to the forecast the projected enrollment total would be about 10,421 - a 432 decline from this year's enrollment of 10,853.  While this may seem like a staggering projection, enrollment as of February 3, 2021 was 10,710 - indicating a 143 student loss since the month of October 2020.  This year, families have the option of continuing distance learning with GUSD, although many have moved out of the area.  This statewide exception is expected to end once in-person instruction begins.  

While the report highlights new housing growth in the City of Gilroy, the District is still projected to experience long-term declining enrollment trends over the next decade. Declining enrollment means declining revenues to GUSD.  For example, the projected loss of over 400 students would mean a loss of over $4 million in on-going revenue to the District.

Attachments:
Annual written report DecisionInsite
Enrollment projections DecisionInsite
e. Request from Member of the Public to Allow the Public to Use High School Track and Fields (Information Item)
Quick Summary / Abstract:
Board Member, Michelle Nelson, has asked that the Board consider a request from Daniel Harney to open the track and fields for use by the community. Please see the attached letter from Mr. Harney.
Attachments:
Letter from Dan Harney
f. Monthly District Cash Flow Update – February 2021 (Information Item)
Quick Summary / Abstract:

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

This monthly update covers actuals beginning with July 2020 through January 2021 leaving us with an approximate cash balance of $49 million.


Rationale:

January receipts were $15,769,433 and disbursements for the month of January totaled $10,103,670.  Salary and benefits represented 83% of the total disbursements for the month.  The ending cash balance at the close of January 2021 was approximately $49 million.  The cash balance at the close of February 2021 is expected to be approximately $42.5 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 January 2021, 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 $49 million.
Recommended Motion:
This is an information-only item.
Attachments:
Monthly Cash Flow Presentation
Monthly Cash Flow Spreadsheet
g. Gilroy Federation of Paraeducators (“GFP”), AFT Local 1921 (AFL-CIO) Initial Proposal for 2020-2021 Reopener Negotiations (Action Item)
Quick Summary / Abstract:

Paul Winslow, Assistant Superintendent of Human Resources, will present the Gilroy Federation of Paraeducators (“GFP”) Initial Proposal for 2020-2021 Negotiations.

Rationale:

In accordance with the "Sunshine" notice requirements of the Educational Employment Relations Act, Government Code Section 3547, the Gilroy Federation of Paraeducators hereby provides notice that it intends to negotiate the following articles for the 2020-2021 school year:

  • Article 8:  Salary
  • Article 9:  Health and Welfare Benefits
  • Retirement Incentive

A copy of the initial proposal is attached

 
Financial Impact:

The fiscal impact cannot be determined at this time. 

 

Attachments:
GFP Sunshine Reopener 2021
h. Gilroy Unified School District Initial Proposal to the Gilroy Federation of Paraeducators (“GFP”), AFT Local 1921 (AFL-CIO) for Re-openers for the 2020-2021 School Year (Action Item)
Quick Summary / Abstract:
Paul Winslow, Assistant Superintendent of Human Resources, will present Gilroy Unified School District's negotiation proposal reopener for the 2020-2021 school year with the Gilroy Federation of Paraeducators.


Comments:

In accordance with the “Sunshine” notice requirements of the Educational Employment Relations Act, Government Code Section 3547, the Gilroy Unified School District hereby provides notice that it is developing proposals for and intending to negotiate the following Articles with the Gilroy Federation of Paraeducators:

  • Article 8:  Salary
  • Article 9:  Health and Welfare Benefits
A copy of the Gilroy Unified School District's initial proposal is attached pursuant to Government Code Section 3547.
Financial Impact:
The fiscal impact cannot be determined at this time.
Attachments:
GUSD Initial Proposal to GFP for 2020-2021
i. Resolution #-20/21-08, Elimination of Unrepresented Classified Positions – Cal-SOAP Program, Effective 60 Days from Board Action (Action Item)
Quick Summary / Abstract:
Paul Winslow, Assistant Superintendent Human Resources, will present Resolution #20/21-08 eliminating certain unrepresented classified positions
Rationale:

As required by the California Education Code, employees within the classification must be given a 60-day layoff notice whenever a position is reduced or eliminated. In order to move forward with appropriate notices, action at the February 11, 2021 meeting is required.

Board of Education approval is recommended for the elimination of positions (33 Hourly Positions) assigned to South County Cal-SOAP due to the transfer of fiscal agency and subsequent lack of funds and lack of work.
 
Recommended Motion:
Board approval is requested of Resolution #20/21-08.
Attachments:
GUSD - Board Resolution for Unrepresented Classified Layoffs No. 20/21-08
j. Resolution #-20/21-07, Elimination of Classified Positions Within the California School Employees Association, Chapter 69 (CSEA #69) – Cal-SOAP Program, Effective 60 Days from Board Action (Action Item)
Quick Summary / Abstract:

Paul Winslow, Assistant Superintendent Human Resources, will present Resolution #20/21-07 eliminating certain classified positions within the CSEA bargaining unit

Rationale:

As required by the California Education Code and the CSEA collective bargaining agreement, employees within the classification must be given a 60-day layoff notice whenever a position is reduced or eliminated. In order to move forward with appropriate notices, action at the February 11, 2021 meeting is required.

Board of Education approval is recommended for the elimination of positions (3.125 FTEs) assigned to South County Cal-SOAP due to the transfer of fiscal agency and subsequent lack of funds and lack of work.

 
Recommended Motion:
Board approval is requested of Resolution #20/21-07
Attachments:
GUSD Resolution for Classified Layoffs No. 20/21-07
k. Updates to Board Policies Revisions (December 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.

Recommended Motion:
The Board's direction is requested regarding the December 2020 Board policies updates. The Board may choose to waive a second reading and approve the policies as submitted.
Attachments:
December 2020 Board Policy Updates
8. ACTION/INFORMATION ITEMS REGARDING FACILITIES AND MAINTENANCE (Procedural Item)
a. Monthly Maintenance and Facilities Update - February 2021 (Information Item)
Quick Summary / Abstract:
Measure P was approved by the voters of Gilroy in November of 2008 and Measure E was approved by the voters of Gilroy in June of 2016. In addition, other facilities funds, such as State funds and developer fees, have been received and utilized for facilities improvements. Staff has provided periodic updates regarding proposed projects and projected costs.
Financial Impact:
No fiscal impact. 
Recommended Motion:
This is an informational item. 
Attachments:
FM&O Update – February 2021
b. Approval of Contract with Specified Play Equipment Company for the Playground Replacement Project at El Roble Elementary School (not to exceed $440,863.19, funded through AIPG funds) (Action Item)
Quick Summary / Abstract:
Paul Nadeau, Director of Facilities, will present the contract with  Specified Play Equipment Company (SPEC) for the playground replacement project at El Roble Elementary School. This project will be funded out of the All-Inclusive Playground Grant (AIPG). 
Rationale:
This contract was drafted by the District's legal counsel for the removal and replacement of the playground at El Roble Elementary School under the Santa Clara County's All-Inclusive Playground Grant (AIPG) with SPEC. The project is set to commence upon the approval of this contract and complete before the spring of 2021.
 
Financial Impact:
This contract is for $440,863.19 and will be reimbursed by Santa Clara County under the All-Inclusive Playground Grant (AIPG). 
Recommended Motion:
Board approval is recommended for the approval of this contract. 
Attachments:
1. Contract: SPEC for the El Roble ES playground
2. Proposal: SPEC for the El Roble ES playground
c. Approval of Contract with Specified Play Equipment Company for the Playground Replacement Project at Glen View Elementary School (not to exceed $442,852.20, funded through AIPG funds) (Action Item)
Quick Summary / Abstract:
Paul Nadeau, Director of Facilities, will present the contract with Specified Play Equipment Company (SPEC) for the playground replacement project at Glen View Elementary School. This project will be funded out of the All-Inclusive Playground Grant (AIPG). 
Rationale:

This contract was drafted by the District's legal counsel for the removal and replacement of the playground at Glen View Elementary School under the Santa Clara County's All-Inclusive Playground Grant (AIPG) with SPEC. The project is set to commence upon the approval of this contract and complete before the spring of 2021.

 
Financial Impact:
This contract is for $442,852.20 and will be reimbursed by Santa Clara County under the All-Inclusive Playground Grant (AIPG). 
Recommended Motion:
Board approval is recommended for the approval of this contract. 
Attachments:
1. Contract: SPEC for the Glen View ES playground
2. Proposal: SPEC for the Glen View ES playground
d. Approval of Contract with Specified Play Equipment Company for the Playground Replacement Project at Rod Kelley Elementary School (not to exceed $441,708.35, funded through AIPG funds) (Action Item)
Quick Summary / Abstract:
Paul Nadeau, Director of Facilities, will present the contract with Specified Play Equipment Company (SPEC) for the playground replacement project at Rod Kelley Elementary School. This project will be funded out of the All-Inclusive Playground Grant (AIPG). 


Rationale:
This contract was drafted by the District's legal counsel for the removal and replacement of the playground at Rod Kelley Elementary School under the Santa Clara County's All-Inclusive Playground Grant (AIPG) with Specified Play Equipment Company. The project is set to commence upon the approval of this contract and complete before the spring of 2021.
 
Financial Impact:
This contract is for $441,708.35 and will be reimbursed by Santa Clara County under the All-Inclusive Playground Grant (AIPG). 
Recommended Motion:
Board approval is recommended for the approval of this contract. 
Attachments:
1. Contract: SPEC for the Rod Kelley ES playground
2. Proposal: SPEC for the Rod Kelley ES playground
e. Approval of Contract Addendum #1 with Jerome Zalinski for Inspection Services for the Pool at Gilroy High School (not to exceed $6,300) (Action Item)
Quick Summary / Abstract:
Paul Nadeau, Director of Facilities, will present the contract addendum #1 with Jerome R. Zalinski for inspection services for the pool project at Gilroy High School. 
Rationale:
The original quote for Inspection services was to terminate by August 1, 2020. The project final inspections went until December 16, 2020. This supplemental quote is to cover the additional time spent (approximately six weeks) on the project. 
 
Financial Impact:
If approved, $6,300 in Measure E funds will be allocated for this service. 
Recommended Motion:
Board approval is recommended for this contract addendum. 
Attachments:
1. Contract addendum: Jerome Zalinski for Gilroy HS pool
2. Quote: Jerome Zalinski for additional Inspection for Gilroy HS pool
3. Gilroy HS Pool Cost Matrix 2.11.2021
f. Approval of Contract with QoVo Solutions, Inc., for Door Communication Station at Brownell Middle School (not to exceed $1,218.52) (Action Item)
Quick Summary / Abstract:

Paul Nadeau, Director of Facilities, will present the contract with  QoVo Solutions, Inc., for a door communication station for the Brownell Middle School Modernization Project. 

Rationale:
This contract will cover the purchase and installation of a communications station at the front lobby at Brownell Middle School. This will allow communication between school staff and public visitors before visitors can enter the school's secure environment. 
 
Financial Impact:
If approved, $1,218.52 in Measure E funds will be allocated to this purchase and installation. 
Recommended Motion:
Board approval is recommended for this contract. 
Attachments:
1. Contract: QoVo Solutions for door communication station at Brownell MS
2. Quote: QoVo Solutions for door communication station at Brownell MS
3. BMS Cost Matrix 2.11.2021 BOE
g. Approval of Contract with Val's Plumbing and Heating, Inc. for the Phase Two Testing, Verification and Certification of the Remaining District HVAC and Ventilation Systems Required for Safe School Reopening (not to exceed $395,000) (Action Item)
Quick Summary / Abstract:
Dan McAuliffe, Maintenance and Operations Manager, will present the contract with Val's Plumbing and Heating, Inc., to complete the remaining district HVAC and ventilation systems required for safe school reopening.  
Rationale:

In response to the COVID-19 Safe School Reopening requirements and recommendations, HVAC systems need to be fully inspected, tested and certified by a qualified and certified HVAC technician and mechanical engineer.

District staff have been in the process of cleaning systems and changing filters on all District systems, but do not have the resources and expertise to provide this comprehensive HVAC testing and certification. Proper HVAC ventilation and function is essential to a safe return to classrooms and work spaces.

Val's Plumbing and Heating's team of HVAC technicians, Mechanical and Air Balancing Engineers are in the process of completing the first phase of verifications at Christopher HS, Gilroy HS, Glen VIew ES and Rucker ES.

 
Comments:

The District reached out to several HVAC contractors and mechanical engineers for proposals to inspect and certify District HVAC units and ventilation.

Val's, Alpha Air Balancing and Cypress Engineering were all separately contacted for proposals, but recommended they all work together with Val's as the general contractor to provide a quote for the requested HVAC services. The original Val's proposal was reviewed by the Facilities Subcommittee on November 13th, 2020. The FSC made the recommendation to proceed with the HVAC surveys and certifications at GHS, CHS, Glen View and Rucker. The not exceed $225,000 contract for the four sites was ratified at the December 18th, 2020 BOE meeting. The Phase 2 proposal includes all District sites that were not part of Phase 1.

District staff will be part of the Val's team and will assist as needed with access and equipment information. The Phase 2 contract is a not to exceed price of $395,000.00 at time and materials but is expected to come in under the not to exceed cost. Any need for repair that is discovered during this work will be quoted by Val's and reviewed by the District for approval before any repairs are made.

Phase 1 currently in progress is going very well. 

Financial Impact:
If approved, $395,000 in ESSER Funds will be allocated for this project.
Recommended Motion:
Board approval is recommended for this contract with Val's Plumbing and Heating, Inc.
Attachments:
1. Contract: Val's Phase 2 HVAC assessment
2. Proposal: Val's Phase 2 HVAC assessment cost
3. Scope of Work: Val's HVAC assessment scope-of-work breakdown
4. CASH HVAC Recommendations for School Reopening
5. Val's ASHRAE Certificate for Safe School Reopening
9. BOARD MEMBER REPORTS (Information Item)
10. UPCOMING AND NEW/REFERRAL AGENDA ITEMS (Procedural Item)
Attachments:
Board Agenda Calendar Feb - May 2021
11. ANNOUNCEMENTS (Procedural Item)
Quick Summary / Abstract:
  • The next REGULAR MEETING of the Board of Education will be held on Thursday, March 4, 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, February 26th.
  • The Board of Education will hold a Board Retreat on Saturday, February 27, 2021 beginning at 8:00 a.m. via Zoom.









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: February 5, 2021, 2:41 PM

The resubmit was successful.