Regular Meeting of the Board of Education
Milpitas USD
December 12, 2017 5:00PM
5 p.m. Closed Session
7 p.m. Open Session
Board Room, Building 500
1331 East Calaveras Boulevard,
Milpitas, CA
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_____ Dan Bobay
_____ Chris Norwood
_____ Hon Lien
_____ Robert Jung
_____ Amin Fazal
_____ Priyanshi Nigam, Student Board Representative
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| The Board may delete items from its posted agenda and may also add items to its posted agenda, pursuant to Govt. Code 54954.2, if such items to be added arise out of “emergency situations”, as defined under Govt. Code Sec. 54956.5.
Motion:_____ Second: _____ Action:______
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Passed with a motion by Robert Jung and a second by Amin Fazal. |
Yes Daniel Bobay.
Yes Amin Fazal.
Yes Robert Jung.
Yes Hon Lien.
Yes Ms. Priyanshi Nigam.
Yes Chris Norwood.
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Members of the public may address the Board on any subject not on tonight's agenda; however, provisions of the Brown Act (Government Code 54954.2(a) and .3) preclude any action. As an unagendized item, no response is required from the Board or District staff and no action can be taken; however, the Board may instruct the Superintendent to agendize the item for a future meeting.
If you would like to address the Board on any item on this agenda, please complete the green Request of Visitors form located near the entrance of the meeting room and hand it to the Communications Specialist. On the form, please list the agenda item(s) you would like to speak to. When your name is called, please come to the podium, state your name and address for the record, and limit your remarks to two minutes for individuals or five minutes for a group.
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| There were no comments from the public. |
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The meeting will adjourn to closed session to discuss and/or to take action on the following items. This part of the agenda is closed to the public.
Public Employment: Classified Manager Discipline/Dismissal/Release Lead MTA Negotiator Sid Haro
CONFERENCE WITH LEGAL COUNSEL — EXISTING LITIGATION: Pursuant to paragraph (1) of subdivision (d) of Section 54956.9: Student v. Milpitas USD CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION: Significant exposure to litigation pursuant to paragraph (2) or (3) of subdivision (d) of Section 54956.9: one potential case – anticipated tort claim on behalf of special education student (student name withheld to protect confidentiality of pupil records)
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| The Board convened to CLosed Session at 5:07 p.m. |
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| The Board reconvened in Open Session at 7:21 p.m. |
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Report on action(s) taken in Closed Session, if required, pursuant to CA Govt. Code Section 54957.1, including abstentions, if any by Board members present.
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| In Closed Session, the Board accepted the resignation of a Classified Manager-Supervisor, accepted the Superintendent’s recommendation for an interim Classified Manager, and took a roll call vote to go forward with the termination of a Certificated employee. It was a unanimous "yes" vote. |
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Motion:_____ Second: _____ Action:______
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Passed with a motion by Chris Norwood and a second by Robert Jung. |
Yes Daniel Bobay.
Yes Amin Fazal.
Yes Robert Jung.
Yes Hon Lien.
Yes Ms. Priyanshi Nigam.
Yes Chris Norwood.
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| The flag salute was led by students from Spangler Elementary, Tejas Bhatkhande, Arjun Bhatkhande, and Jake Johnson Silveria |
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Members of the public may address the Board on any subject not on tonight's agenda; however, provisions of the Brown Act (Government Code 54954.2(a) and .3) preclude any action. As an unagendized item, no response is required from the Board or District staff and no action can be taken; however, the Board may instruct the Superintendent to agendize the item for a future meeting.
If you would like to address the Board on any item on this agenda, please complete the green Request of Visitors form located near the entrance of the meeting room and hand it to the Communications Specialist. On the form, please list the agenda item(s) you would like to speak to. When your name is called, please come to the podium, state your name and address for the record, and limit your remarks to two minutes for individuals or five minutes for a group.
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| Kelly Yip Chuan, a Milpitas resident with 3 children at MUSD- Ms. Chuan is concerned about overcrowding at Milpitas High School and that the bond proposal under consideration does not address this. Ms. Chuan feels a second high school or at least an expansion of MHS is as important or more, and wonders if the Board has explored all current resources to expand. For example the schools on Yosemite could be a location for the District office, and Samuel Ayer High could be rebuilt as an expansion for MHS with staff travelling between the 2 sites. The site could also house a joint-use community theatre shared between MUSD and the City. Ms. Chuan’s goal is for her 3 children to go through 12th grade at MUSD. |
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Per Board Bylaw 9001, amended on February 28, 2017, Board members and the Superintendent agree to
1. Keep learning and achievement for all students as the primary focus.
2. Ask questions for our own understanding.
3. Be open and honest with each other.
4. No surprises.
5. Be aware that our behavior in the Milpitas community reflects on us as a team.
6. Communicate proactively with each other about topics, questions, and challenges in open session and in advance of public Board meetings in compliance with the Brown Act. 7. Participate in professional development and commit the time and energy necessary to be an informed and effective leader.
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Superintendent Cheryl Jordan will hold special recognitions as part of this evening's report. Board members will be asked to take a photo in front of the dais following each presentation. Tonight's honorees include:
The Milpitas Elementary Olympics Logo Winner and Honorable Mentions - Congratulations to the winner and honorable mentions of the first Logo Design Contest of the MEO; these students all showed great artistic ideas and abilities as well as their team and school spirit. Their designs were dynamic and creative, and incorporated the spirit of Milpitas, our international community, and the bonds created through Olympic game competitions.The winning logo will be featured in all material for the MEO this year, including promotional items and on the official website. MHS Speech and Debate Tournament winners - At the December 2nd Alta High School debate tournament in Sandy, Utah, the team of Sophomore Neval Mulaomerovic and Junior Nisha Porchezhiyan won their bid round to become Milpitas' third team in our history to qualify fully for the Tournament of Champions held every spring at the University of Kentucky. Juniors Oishika Barat and Josephine Tai finished with a 6-2 record at Tenth seed in preliminary debates out of 97 teams. Milpitas Knights Football Coaches- for their ongoing dedication and hard work with Milpitas students, contributing to their growth and success, and strengthening our local community.
Dr. Cynthia Temesi of Cisco and Jeff Mitchell of CDW for the August 7th State of the Art with Heart: Convening to Envision a Day in the Life of a Future MUSD Student. They facilitated a day of discussion and envisioning about how to embrace our evolving demographics and increasing technology and better serve our students as well as local industries. The event involved over 100 participants, ranging from city leaders, students, community members, businesses, and regional Fortune 1000 corporations.
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Superintendent Cheryl Jordan will hold special recognitions as part of this evening's report. Board members will be asked to take a photo in front of the dais following each presentation. Tonight's honorees include:
The Milpitas Elementary Olympics Logo Winner and Honorable Mentions - Congratulations to the winner and honorable mentions of the first Logo Design Contest of the MEO; these students all showed great artistic ideas and abilities as well as their team and school spirit. Their designs were dynamic and creative, and incorporated the spirit of Milpitas, our international community, and the bonds created through Olympic game competitions.The winning logo will be featured in all material for the MEO this year, including promotional items and on the official website.
MHS Speech and Debate Tournament winners - At the December 2nd Alta High School debate tournament in Sandy, Utah, the team of Sophomore Neval Mulaomerovic and Junior Nisha Porchezhiyan won their bid round to become Milpitas' third team in our history to qualify fully for the Tournament of Champions held every spring at the University of Kentucky. Juniors Oishika Barat and Josephine Tai finished with a 6-2 record at Tenth seed in preliminary debates out of 97 teams.
Milpitas Knights Football Coaches- for their ongoing dedication and hard work with Milpitas students, contributing to their growth and success, and strengthening our local community.
Dr. Cynthia Temesi of Cisco and Jeff Mitchell of CDW for the August 7th State of the Art with Heart: Convening to Envision a Day in the Life of a Future MUSD Student. They facilitated a day of discussion and envisioning about how to embrace our evolving demographics and increasing technology and better serve our students as well as local industries. The event involved over 100 participants, ranging from city leaders, students, community members, businesses, and regional Fortune 1000 corporations. |
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Members of the Executive Cabinet will have recent significant information to present to the Governing Board on topics that are not on the agenda. Reports are limited to 3 minutes each.
-Business Services
-Learning and Development
-Human Relations
-Principal
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Members of the Executive Cabinet will have recent significant information to present to the Governing Board on topics that are not on the agenda. Reports are limited to 3 minutes each.
-Business Services Assistant Superintendent Wendy Zhang reported that "we have received our rating from Standard & Poor's financial services, and we have been upgraded from a credit rating of AA- to a rating of AA. I think this is a positive message to send to the public, and it shows that MUSD is on the right track. Residents and taxpayers will benefit from this. I am very excited to share this news with the Board."
-Learning and Development Assistant Superintendent, Norma Rodriguez shared that the Dual Immersion Program gave a tour to 23 parents recently, and one signed up on the spot. Also, the department provided McKinney Vento training to secretaries; at the recent Department Management Meeting, the Principals shared their pyramids of intervention, and at the recent Parent Meeting at Rose, the Fire Dept. played Santa, and the MHS drama class performed.
-Human Relations Assistant Sid Haro shared that he is reviewing Certificated Substitute onboarding and training with the goals of increasing the fill rate, finding ways to better support them, and improving their feeling of connectedness to MUSD.
-Principal of Spangler, Catherine Waslif- Spangler’s professional development for the last two years has focused on alignment to essential standards, essential practices (which includes a book study), and on Peacebuilders, (which focuses on social/emotional development of students with lessons taught by the Asst. Principal and Principal Waslif).
-Principal of Calaveras Hills, Carl Stice – Call Hills is the District’s continuation school. Currently, Cal Hills is in their 2nd year of restorative justice practices in lieu of discipline referrals, which shifts focus from discipline to taking responsibility for actions. Cal Hills is also increasing the rigor and expectations of the curriculum. |
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BACKGROUND The cost of housing in Silicon Valley has become an issue. It has been a deterrent in recruiting efforts for some positions. Housing is a concern for all of us, and the Board and Superintendent wish to explore different strategies to mitigate the impact of the high price of housing. Staff will bring forward potential opportunities for MUSD employee housing solutions throughout the school year. Landed, Inc., is a startup that helps Bay Area teachers buy homes. The program organizes community investors to co-invest with educators to reduce their down payments, allowing educators to buy homes near the communities in which they serve. There is no monthly cost to the educator; the investors receive a share of the profits when the home is eventually sold or refinanced. Nikki Lowy from Landed, Inc. will present and answer questions.
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There is no financial impact. |
STAFF Cheryl Jordan (Superintendent) |
The Board and Superintendent Jordan wish to explore different strategies throughout the school year to mitigate the impact of the cost of housing on District employees. This was the second potential solution presented to the Board this school year.
Landed, Inc., is a local startup that offers to pay up to half of the 20% home down payment for school employees with zero interest or monthly payments. Instead, Landed gets back its money when the home is sold or refinanced, and Landed assumes up to 25% of the appreciation or depreciation of the home’s value. The expectation is that since home values tend to go upward over time, educators will have enough from their Landed deal’s upside to buy their next home by themselves. Landed recently received $5 million from the Chan Zuckerburg Initiative and currently works with several school districts and independent schools on the peninsula. Since June they have "helped roughly one buyer per week get into a home around the Bay Area." There is no cost to MUSD to partner with Landed, and no cost to the school employee. Staff interested in learning more about Landed's down payment assistance program for school employees may attend an information session on January 22, 2018, at 3:30 pm in the Board Room. |
Landed, Inc. Presentation
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BACKGROUND Staff will present an updated facilities plan with a list of projects based on priorities received from the Facilities Planning Committee. This will assist Board and Staff in the development of language for a potential bond.
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Listen and ask questions. |
There is no financial impact. |
STAFF Joe Flatley Director, Facilities Modernization Brian Shreve Director, Maintenance Operations and Transportation Wendy Zhang Assistant Superintendent Business Services
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| Director, Facilities Modernization, Joe Flatley presented the priority list of planned facilities maintenance, repairs, and improvements. The list is based on results from the Facility Planning Committee, consisting of representatives from staff, parents, and community leaders, one of whom is Thomas Valore. Mr. Valore shared his perspective that many schools are old and in great need of maintenance and repairs, which he feels the public needs to know about, but currently does not. Furthermore, Mr. Volare stated that he has overheard members of the public make comments which show they do not understand how funding works, and they are not aware that the District does not have sufficient funding to do all the maintenance and repairs it needs, much less improvements. The Board and Superintendent Jordan discussed presenting pictures/visuals as part of outreach so that the general public can obtain a better understanding of the District’s needs. |
MUSD Facilities Planning 12.12.17
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BACKGROUND MUSD has delivered a 2-year New Administrator's Academy for many years. The intent and goal of our New Administrator’s Academy is to provide our new administrators (certificated & classified) with support and ongoing professional learning connected to their practice in order to facilitate the professional development of themselves, their staff, support in the creation of a positive climate and working conditions at their workplace, and increase both management and staff retention. Research reveals that inadequate support from school administration is one of the three most often reported causes of a new teacher’s decision to leave the profession (Richard Ingersoll). Susan M. Johnson’s and Sarah Birkeland’s study “Project on the Next Generation of Teachers” reports: “If given the choice between a school where they could earn a significantly higher salary and one with better working conditions, teachers would choose the school with better working conditions by a margin of 3 to 1.” In a number of studies human resources managers have estimated the cost of turnover to vary between 50% and 500% of the departing employee’s annual salary, depending on job level, industry and geography potentially one of the largest costs of turnover, and perhaps the most over looked, is the lost future potential of the brightest and best who often are the ones to leave. The New Administrator’s Academy focuses on: - Communication
- Supervision
- Evaluation
- The language of coaching-based supervision
- Communicating concerns directly
- Practice conversations
- Leadership best practices
- Contracts
- The use of a “Focus Staff Member”
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Listen and ask questions |
There is no financial impact. STAFF Sid Haro, Assistant Superintendent, Human Relations |
| Assistant Superintendent, Human Relations, Sid Haro, presented on the content of the training program for new administrators. The training has six meetings per year and topics include contracts, language of coaching-based supervision, quick visits, supervision best practices, writing effective evaluations, written and verbal communication and communicating concerns directly. Also covered are the differences between evidence and opinion. |
New Admin Academy
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BACKGROUND The CDC programs have operated successfully at the Milpitas Unified School District for close to forty years. The centers benefit from state-funds (CSPP and CCTR contracts) to provide preschool services to just over 120 preschool students in our 6 classrooms and over 75 students in our 2 after-school programs sites. For the last several years, the programs have benefited from district funds to meet its fiscal liabilities and maintain operations. In an effort to maintain the current high quality of service while we strive for fiscal solvency, we have formatted a series of possible scenarios for the Board’s consideration. This report is presented in four stages; 1) How we fiscally ended the 16-17 school year, 2) current fiscal projections for the present 17-18 school year, 3) four possible scenarios for the 18-19 school year, and 4) additional revenue being currently agreed upon as well as possible revenues for next year.
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Ask questions and provide direction to staff on strategies for cost reduction.
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Dependent upon adopted strategies on cost reduction.
STAFF:
Norma Rodriguez, Assistant Superintendent
Learning and Development
Gerry Lopez, Ed. D., Coordinator
Child Development Centers
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| Child Development Centers Coordinator, Gerardo Lopez, presented data on math and reading performance of CDC students as they move up into 1st and 2nd grades, a cost update for the 2017-2018 school year (with a decrease in District contribution), a 2018-2019 first interim financial projection (which shows a shortfall of $30K), and four possible staffing scenarios for the 2018-2019 school year (each showing a different District contribution). |
18-19 Scenarios PDF
2018-19 1st Interim Projections
CDC costs update
iReady Data Comparison
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Motion: _____ Second: _____ Action: _____ |
BACKGROUND: Proposition 39 requires the District to conduct an annual independent performance audit to ensure that funds have been expended only on the specific projects listed as well as an annual, independent financial audit of the proceeds from the sale of the bonds until all of the proceeds have been expended for facilities projects. The audit and financial statement report for Measure “E” General Obligation Bond Fund for fiscal year 2016-2017 has been completed. A representative from Crowe Horwath LLP will make a brief presentation and answer the Board’s questions.
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Review and accept the Performance Audit Report and Financial Statement on Measure “E” General Obligation Bond for the Fiscal Year ending June 30, 2017.
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Review and accept the Performance Audit Report and Financial Statement on Measure “E” General Obligation Bond for the Fiscal Year ending June 30, 2017.
Passed with a motion by Chris Norwood and a second by Hon Lien. |
Yes Daniel Bobay.
Yes Amin Fazal.
Yes Robert Jung.
Yes Hon Lien.
Yes Ms. Priyanshi Nigam.
Yes Chris Norwood.
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Review and accept the Performance Audit Report and Financial Statement on Measure “E” General Obligation Bond for the Fiscal Year ending June 30, 2017.
Passed with a motion by Chris Norwood and a second by Hon Lien. |
Yes Daniel Bobay.
Yes Amin Fazal.
Yes Robert Jung.
Yes Hon Lien.
Yes Ms. Priyanshi Nigam.
Yes Chris Norwood.
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STAFF: Wendy Zhang Assistant Superintendent, Business Services Joe Flatley
Director, Facilities Modernization
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| The District is required to conduct an annual performance audit on Measure "E" bond to ensure that funds have been expended only on valid bond expenditures. Jeff Jensen from the Certified Public Accountant firm of Crowe Horwath LLP presented their independent auditor's report indicating that there were "no findings" and "no instances of noncompliance" for the year ending June 30, 2017. |
Measure E GO Bonds Financial Statements - FY 6/30/17
Measure E GO Bonds Performance Audit - FY 6/30/17
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Motion: _____ Second: _____ Action: _____ |
BACKGROUND: The audit report for the District’s 2016-17 fiscal year financial statement has been completed by Crowe Horwath LLP. A representative from the firm will make a brief presentation and answer the Board’s questions. |
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Review and accept the District Audit Report for Fiscal Year ending June 30, 2017. |
Review and accept the District Audit Report for Fiscal Year ending June 30, 2017. Passed with a motion by Amin Fazal and a second by Robert Jung. |
Yes Daniel Bobay.
Yes Amin Fazal.
Yes Robert Jung.
Yes Hon Lien.
Yes Ms. Priyanshi Nigam.
Yes Chris Norwood.
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STAFF:
Wendy Zhang, Assistant Superintendent, Business Services Linh Le, Director, Business Services
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| Jeff Jensen from the Certified Public Accountant firm of Crowe Horwath LLP also presented their finding on the District’s financial statement and stated that it was a "very successful audit" also with no findings. |
Audit Rpt - District Financial Statement - Fiscal Year Ending 6/30/17
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Motion: _____ Second: _____ Action: _____ |
BACKGROUND: The purpose of the First Interim Report is to advise Administrators, the Board, the public, and other interested agencies of the District’s current General Fund financial status. The District is required to notify the County Office of Education and the State Department of Education whether or not it will be able to meet its financial obligations. The First Interim Report also provides a comparison of the latest anticipated revenues and expenditures to the Board approved operating budget. - Column A: Original Budget Adopted on June 27, 2017.
- Column B: Board Approved Operating Budget as of September 26, 2017.
- Column C: Actuals Year-to-Date for the period of July 1, 2017 through October 31, 2017.
- Column D: Projected/Estimated Budget (First Interim).
- Column E: Variances between the First Interim (Column D) and the Operating Budget (Column B).
Analysis of General Fund Variances of First Interim and Board Approved Budget Revenue Summary A.1 LCFF Sources Decrease of <$232,548> - $50,755 from LCFF calculations: combination of the ADA projection change, change in percentage of Low Income, English Learner or Foster Youth and the funding gap.
- <$283,303> adjustment of excess property tax in Special Education program
A.2 Federal Revenues Increase of $61,707 includes: - $96,542 – Title I
- <$34,835> - Other Restricted Categorical programs
A.3 Other State Revenue Increase of $71,366 includes: - $71,366 – Mandated Block Grant, Lottery and Restricted State programs
A.4 Other Local Revenue Increase of $225,612 includes: - $41,438 – interest and classroom fundraiser
- $184,174 – Special Education Excess Cost
Expense Summary B.1 Certificated Salaries Increase of $339,685 primarily due to the following changes: - $259,355 – allocated budget to support Teacher Induction program and Title I
- $80,330 – Special Education programs
B.2 Classified Salaries Decrease of <$132,948> primarily due to the following changes: - <$132,948> – net savings from salary adjustment due to personnel changes, vacancies and employees’ salary reclassification.
B.3 Employee Benefits Decrease of <$457,621> is due to: - <$457,621> – primarily net savings due to health & welfare premium and Workers’ Comp. lower than projected
B.4 Books and Supplies Decrease of <$587,895> primarily due to the following changes: - <$242,190> – in General Fund unrestricted programs
- <$1,353,466> – allocated to capital project for Restricted programs
- $1,007,761 – Mental Health prior year carryover
B.5 Services, Other Operating Expenses Decrease of <$431,795> primarily due to: - $343,651 – Primarily due to prior year General Fund unrestricted carryover and increase in contracted services
- <$32,576> – allocated to other certificated duties
- $341,406 – contracted services in Special Education program to fill in vacant positions
B.6 Capital Outlay Increase of $1,239,693 primarily due to: - $418,608 - Clean Energy program
- $821,085 – Career Technical Education
B.7 Other Out-Go Increase of $137,220 is due to the increase in County tuition cost for Special Education programs B.8 Direct Support/Indirect Support Decrease of <$404,503> primarily due to the recalculation of indirect costs Other Financing Sources/Uses D.1a Transfers In No change in this category D.1b Transfers Out Decrease of <$191,315> transfer to Child Development Fund D.3 Contributions No change in this category E. Projected Net Changes of Revenues over Expenditures <$7,434,569> deficit spending, which includes $6,316,071 in the restricted programs carryover, has been estimated into the First Interim. F.2 Projected Ending Balance on June 30, 2018 Based on revenue and expenditure projections as of October 31, 2017, the estimated Ending Balance on June 30, 2018, is $9,271,731. F.2a Components of the Ending Balance: | Revolving Cash | $15,000 | | Stores and Prepaid Expense | $450,000 | | Reserve Designated for Economic Uncertainty @ 3% | $3,650,951 | | Other Designations: Workers’ Comp | $256,535 | | Operational Carryover | $4,899,245 | | PROJECTED ENDING BALANCE | $9,271,731 |
MULTI-YEAR PROJECTION – 2018-19 and 2019-20
2018-19 The District is required to make multi-year projections according to AB 1200. There are many unknowns that could change the District’s financial situation for the next couple of years. Assumptions for 2018-19 are presented below: - Step and column movement of $1,255,000 is estimated based on 2017-18 year staffing level
- Salary schedule improvements are not included
- 3.2.15% COLA and 50.00% LCFF factor are used for the LCFF calculation
- 4.16.28% STRS and 18.10% PERS are applied to calculate the pension costs
- Health and welfare includes an estimated 10% increase to the premium
- Prior year restricted and unrestricted programs carryovers are taken out
- One-time expenditures and revenues from 2017-18 are taken out
- Transfer in from Other Funds totaled $2,539,138 is detailed as follows:
- $1,450,000 normal transfer in from Building Fund 210
- $1,089,138 additional transfer in from Strategic Reserve Fund 170
2019-20 The following are the assumptions for 2019-20: - Projected increase of 60 ADA, add 2 certificated positions to accommodate the increase in ADA
- Step and column movement of $1,265,000 is projected
- Salary schedule improvements are not included
- 4.2.35% COLA and 41.60% LCFF factor are used for the LCFF calculation
- 5.18.13% STRS and 20.80% PERS are applied to calculate the pension costs
- Health and welfare including an estimated 8% increase to the premium
- Transfer in from Other Funds totaling $9,683,904 is detailed as follows:
- $1,450,000 normal transfer in from Building Fund 210
- $8,233,904 additional transfer in from Special Reserve Fund 170
TWO-YEAR PROJECTION – 2018-19 and 2019-20 Components of the Ending Balance: |
| 2018-19 | 2019-20 | | Revolving Cash | $15,000 | $15,000 | | Stores and Prepaid Expense | $450,000 | $450,000 | | Reserve Designated for Economic Uncertainties @ 3% | $3,520,442 | $3,645,607 | | Other Designation: Workers’ Comp | $256,535 | 0 | | PROJECTED ENDING BALANCE | $4,241,977 | $4,110,607 |
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Adopt the 2017-18 First Interim Report and submit a positive financial certification to the Santa Clara County Office of Education.
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Adopt the 2017-18 First Interim Report and submit a positive financial certification to the Santa Clara County Office of Education.
Passed with a motion by Robert Jung and a second by Amin Fazal. |
Yes Daniel Bobay.
Yes Amin Fazal.
Yes Robert Jung.
Yes Hon Lien.
Yes Ms. Priyanshi Nigam.
Yes Chris Norwood.
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STAFF:
Wendy Zhang, Assistant Superintendent, Business Services Linh Le, Director, Business Services Duc Vu, Supervisor, Business Services
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Assistant Superintendent of Business Services, Wendy Zhang presented Linh Le, Director of Business Services, who presented a detailed interim report regarding the District's General Fund financial status as of October 31, 2017. For current year 2017-2018, the District will end the year with a projected balance of $9.2 million, so the Board will submit a positive financial certification for the first interim report to the Santa Clara County Office of Education and State Department of Education.
Zhang then presented the multi-year projections summary. For 18-19, the deficit spending increases, mostly due to pension costs and rate increases, as well as contractual step column and longevity increases, but the District is still able to balance the budget due largely to our operational savings from 17-18.
For year 19-20, the deficit gap grows to $9.4mil., but as of now, new projected revenue from LCFF gives us only about $2mil more. Fortunately, there is $8.2 mil in our Strategic Reserve Account. Once the District pulls from this account, there isn’t much left. So, this projected deficit gap of $9mil in year 19-20 needs to be addressed. Zhang stated, “Even though budget planning is always a moving process, Supt Jordan and I have already held several meetings with different stakeholder groups to obtain input on cost savings. Our recommendation is we need to start doing budget reductions beginning in year 18-19. The sooner we start this, the better off we’ll be financially. We will share the ideas we have from these meetings with the Board in future meetings. How much of a reduction we’ll need to make is hard to project as of now because many factors go into the budget.”
Trustee Norwood asked what efforts there are to look into how to create more revenue. Zhang clarified that our largest income resource is from state and federal sources, which combined comprises $97million (almost 85% of our total revenue), and is based on the economy, which is beyond our control. “We will try to get more revenue from local businesses and parcel taxes, but even if we are able to come up with $1mil or $2 mil, this amount is still not big enough to run our programs. What we need to do is focus on and be more disciplined with our spending, because that is under our control.” Norwood asked Superintendent Jordan what potential funding streams there might be and who is responsible for investigated them. Superintendent Jordan replied that she will discuss staffing with her Cabinet. Superintendent Jordan shared that her Cabinet has already started discussions on potential funding streams, such as partnering arrangements in which MUSD provides the building and the other party provides services, and other joint use agreements and facilities which would provide funds in the form of rents, leases, or "in kind" compensation. |
1st Interim Income Statement
1st Interim MYP
1st Interim SACS
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Motion _____ Second _____ Action_____ |
BACKGROUND | Per Board Bylaw 9001, amended on February 28, 2017, Board members and the Superintendent agree to
1. Keep learning and achievement for all students as the primary focus. 2. Ask questions for our own understanding.
3. Be open and honest with each other.
4. No surprises.
5. Be aware that our behavior in the Milpitas community reflects on us as a team.
6. Communicate proactively with each other about topics, questions, and challenges in opensession and in advance of public Board meetings in compliance with the Brown Act.
7. Participate in professional development and commit the time and energy necessary to be aninformed and effective leader. |
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Discuss Board Group Agreements
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Discuss Board Group Agreements
Passed with a motion by Robert Jung and a second by Hon Lien. |
Yes Daniel Bobay.
Yes Amin Fazal.
Yes Robert Jung.
Yes Hon Lien.
Yes Ms. Priyanshi Nigam.
Yes Chris Norwood.
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There is no financial impact. |
Motion passed to adopt Trustee Norwood’s suggested wording of “The Board actively supports the Culture of We in action, deed, and opportunity to serve the students and parents of the Milpitas Unified School District.”
The Board wanted to add to the Board Group Agreements to reflect the philosophy of the “Culture of We” such that this core value is documented, a formal part of the Board’s operations, and can carry forth into the future.
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Consent items are considered routine and will be acted upon by the Board in one motion. There is no discussion on these items prior to the motion unless members of the Board, staff, or public request that specific items be tabled, or removed for discussion or correction.
Motion:______ Second:_____ Action:_____
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Passed with a motion by Robert Jung and a second by Amin Fazal. |
Yes Daniel Bobay.
Yes Amin Fazal.
Yes Robert Jung.
Yes Hon Lien.
Yes Ms. Priyanshi Nigam.
Yes Chris Norwood.
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| Approve all consent items, with the exception of 16G. |
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Milpitas High School - 6 students and 1 adult will attend the Arizona State University Debate Tournament leaving on Jan 4, 2018 and returning Jan 8, 2018. The group will use private vehicles. Sinnott Elementary - 50 students and 10 adults will go to Half Moon Bay, Pillar Point on Mar 22, 2018, returning the same day. The group will use a chartered bus from San Jose Charters. Sinnott Elementary - 50 students and 10 adults will go to Half Moon Bay, Pillar Point on Mar 23, 2018, returning the same day. The group will use a chartered bus from San Jose Charters.
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Field Trips 12.12.17
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BACKGROUND Close to Kitchell’s completion of the girls’ athletic locker room, Milpitas High School staff requested: storage shelving/cabinets, specialty lockers, a work table, and an ice machine. Kitchell requested proposals from Aaron Tovar Construction and Commercial Plumbing and Building, Inc. The lowest bid was received by Commercial Plumbing. Due to time constraints, the finalized scope of services has been completed. Proposals are attached.
- ?$9,971 - Specialty lockers, table, marker board, coat hooks
- ?$4,928 - Storage Cabinets
- ?$6,500 – Ice Maker
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Approve and accept Commercial Plumbing and Building, Inc. additional scope of work completed at the Milpitas High School Girls Athletics and Storage Project.
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$21,399 from Bond 211
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STAFF Joe Flatley, Director, Facilities Modernization Wendy Zhang, Assistant Superintendent of Business Services
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Commercial Plumbing and Aaron Tovar Est.
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BACKGROUND Stradling Yocca Carlson & Rauth Attorneys at Law worked with the District for the 2012 General Obligation Bond. They would provide pre-election services to include bond resolution language, legal advice and post-election services. In addition, they would provide the necessary legal services in connection with the authorization, sales and consummation of the financing proceedings for the issuance of general obligation bond. Since the District has had a good experience with them, staff obtained a quote for the 2018 General Obligation Bond. The quote is for:
- $350/hour for pre-election services plus reimbursement expenses
If the bond passes: - $65,000 for the issuance of the first series of bonds
- $60,000 for the issuance of subsequent series
- $20,000 for a disclosure statement for each series of bonds
These fees would be contingent on the successful election and issuance of bonds.
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Approve the Bond Counsel agreement with Stradling Yocca Carlson & Rauth Attorneys at Law.
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$350/hour plus reimbursable expenses from the General Fund. If the bond passes, $65,000 for the first issuance from Bond Funds, $60,000 for subsequent issues, and $20,000 per disclosure statement from the future bond.
STAFF
Wendy Zhang, Assistant Superintendent, Business Services Cheryl Jordan, Superintendent
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Bond Counsel
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BACKGROUND The current agreement with Admiral Security, Inc. expires December 31, 2017. Staff would like to extend the contract for one month, through January 31, 2018, as the District is currently in process of hiring staff for Campus Safety positions. The rate will remain $26.88/hour.
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Approve the addendum with Admiral Security Services, Inc.
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Approve the addendum with Admiral Security Services, Inc.
Passed with a motion by Hon Lien and a second by Robert Jung. |
Yes Daniel Bobay.
Yes Amin Fazal.
Yes Robert Jung.
Yes Hon Lien.
Yes Ms. Priyanshi Nigam.
Yes Chris Norwood.
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$16,934.40 from General Fund
STAFF
Kelly Ng, Purchasing/Contracts/Bond Budget Manager Wendy Zhang, Assistant Superintendent, Business Services
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| Trustee Lien asked for clarification on the calculation of the expense for the high school security guards for Jan 2018. Asst. Sup of Bus Services Zhang clarified there are 5; the math is correct due to the number of non-work days in January (the first week of Jan does not have school, and there is MLK holiday.) |
Admiral Addendum
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Student enrollment projection trends are vital to the economic stability of the district, and as trends change due to housing developments and the general state of the economy, it is important that we have an updated projection completed. Enrollment Projection Consultants (EPC) has conducted enrollment studies with the District for close to 30 years with a margin of error of +/- <1%.
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Approve the EPC proposal for an enrollment update and any on-call requested work by the District for the 2017-18 school year.
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Not to exceed $10,900
STAFF
Cheryl Jordan, Superintendent
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EPC Proposal to MUSD 2017-2018
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This part of the agenda provides School Board members the opportunity to report on their activities as elected representatives. School Board members may request the placement of items in future Board agenda, relay information from the community, or request information from staff. The student Board representative reports on school and student activities.
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Trustee Fazal – attended the San Diego CSBA conference.
Trustee Jung – attended the San Diego CSBA conference.
Trustee Lien – attended the San Diego CSBA conference.
Trustee Norwood – attended the San Diego CSBA conference, and the Love4Literacy event at Rose/Randall. Trustee Norwood requested the framework for the May 2018 Milpitas Elementary Olympics be shared at the next Board Meeting.
Trustee Bobay – also attended the San Diego CSBA conference, heard candidates for governor speak there, and also participated in presenting at the conference. Trustee Bobay also shared that Supt. Jordan will be attending the MHS Football state championship game in El Centro on Dec 23. Finally, Trustee Bobay reported on the Jack Emery Food Drive competition results between the two teams (one comprised of the Board Members and Mayor Richard Tran; the second team was made up of staff from the District Office, Student Nutrition Department, Adult Education, Child Development Centers, and Maintenance, Operations and Transportation.) The final dollar equivalent count was $693 for the Board Members and Mayor Tran versus $1304 for the staff departments. |
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January 9, 2018 - Closed Session: 6pm. Open Session: 7pm. 1331 East Calaveras Blvd., Board Room, Bldg. 500
January 23, 2018 - Closed Session: 6pm. Open Session: 7pm. 1331 East Calaveras Blvd., Board Room, Bldg. 500, with a joint session portion with SJECCD at the SJECCD Extension on 1450 Escuela Parkway.
February 13, 2018 - Closed Session: 6pm. Open Session: 7pm. Rancho Middle School Gym, 1915 Yellowstone Avenue. March 13, 2018 - Closed Session: 6pm. Open Session: 7pm. 1331 East Calaveras Blvd., Board Room, Bldg. 500
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| Trustee Jung shared that the MHS concert continue tomorrow night, and the Elementary concerts are on 12/20 |
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| The meeting adjourned at 10:56 p.m. |
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| Individuals who require special accommodation should contact the Superintendent’s Office at (408) 635-2600 ext 6013 at least two business days before the meeting date.
All disclosable public records related to an agenda item for discussion in open session of a regular meeting of the Board of Education and distributed to all or majority of the Board members less than 72 hours prior to that meeting, shall be made available for public inspection at the same time the writing is distributed to all or majority of the Board members. Any such writings will be made available for public inspection during business hours in the Superintendent’s Office Bldg. 100, 1331 East Calaveras Blvd., between 8:00 a.m. and 5:00 p.m. Barring technical difficulties, such writings will also be posted on the District’s web site at www.musd.org. |
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| Present | Daniel Bobay |
| Present | Amin Fazal |
| Present | Robert Jung |
| Present | Hon Lien |
| Present | Ms. Priyanshi Nigam |
| Present | Chris Norwood |
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