Regular Meeting of the Board of Education
Milpitas USD
May 12, 2020 6:30PM
Closed Session 6:30 p.m.; Public Session 7 p.m.
Virtual Zoom Board Meeting
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| President Lien calls meeting to order at 6:30 p.m. |
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_____ Hon Lien
_____ Chris Norwood
_____ Minh Ngo
_____ Kelly Yip-Chuan
_____ Michael Tsai
_____ Kush Brahmbhatt, MHS student rep
_____ Timothy Griggs, CHHS student rep
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| President Lien, Vice President Norwood, Clerk Yip-Chuan, Trustee Tsai and Trustee Ngo virtually participate in meeting. Student rep Brahmbhatt is virtually present and Student rep Griggs is not present. |
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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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Motion: Norwood
Second: Yip-Chuan
Action: 5-0 |
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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 the agenda or one that does not appear on the agenda, please complete the green Request of Visitors form located near the entrance of the meeting room and hand it to the Communications Specialist at the beginning of the meeting. On the form, please list your name, organization, telephone number, email, home address, and agenda item(s) you would like to speak to. For items not on the agenda, you will be able to speak under the "Comments from the Public" portion on the agenda. For items on the agenda, you will be able to speak at the time of that item. 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. The District asks for contact information from all those wishing to speak so staff can follow up on issues brought to our attention. Thank you for your participation in this civic engagement.
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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. |
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| Board reconvenes for public session at 7:03 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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| Board unanimously accepted resignation of two managers, a certificated coordinator and a classified director, effective June 30, 2020. |
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Motion:_____ Second: _____ Action:______
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Motion: Ngo
Second: Tsai
Action: 5-0 |
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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 the agenda or one that does not appear on the agenda, please complete the green Request of Visitors form located near the entrance of the meeting room and hand it to the Communications Specialist at the beginning of the meeting. On the form, please list your name, organization, telephone number, email, home address, and agenda item(s) you would like to speak to. For items not on the agenda, you will be able to speak under the "Comments from the Public" portion on the agenda. For items on the agenda, you will be able to speak at the time of that item. 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. The District asks for contact information from all those wishing to speak so staff can follow up on issues brought to our attention. Thank you for your participation in this civic engagement.
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- Build a Culture of We that engages parents, staff, and community partners in supporting student success.
- Improve communication systems for better outreach to parents, students, and staff.
- Develop educational pathways that allow students to apply their passion in learning for their future careers.
- Focus services and support systems to ensure that all students are engaged in their learning and are making social, emotional, and academic gains.
- Identify creative, student-focused strategies to accommodate enrollment growth and ensure healthy learning environments.
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1) Chloe Wang, President of Milpitas Xtreme Robotics, for producing face shields for local area hospitals 2) Naomi Gong, Christine Lee and Annabelle Liu, of Azen Seagulls Project, for creating videos that teach kids and young teens arts and crafts
3) Nima Bhavansikar, of Shirts for Smiles, for raising funds from sales to donate to Milpitas Food Pantry. 4) BAPS Shri Swaminarayan Mandir for donations to the MUSD meals distribution program
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Superintendent Jordan leads recognitions of:
1) Chloe Wang, President of Milpitas Xtreme Robotics, for producing face shields for local area hospitals
2) Naomi Gong, Christine Lee and Annabelle Liu, of Azen Seagulls Project, for creating videos that teach kids and young teens arts and crafts
3) Nima Bhavansikar, of Shirts for Smiles, for raising funds from sales to donate to Milpitas Food Pantry.
4) BAPS Shri Swaminarayan Mandir for donations to the MUSD meals distribution program |
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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, Nanci Pass, Rose Elementary School
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Principal's Report: Principal Nanci Pass and her Rose Elementary School staff highlighted how they have been maintaining accountability in student engagement prior to and during the current Shelter in Place order. Pass was joined by Jenny Katzen, Lisa Masoud, Liqa Moin, and Valerie Negrito for the May 12 Principal's Report.
Board and Supt. Jordan commends Rose staff for their work with students and families for keeping everyone engaged with Educate Everywhere and distance learning.
Business Services: Assistant Superintendent Zhang shares three reports: 1) Bond Oversight Committee virtual meeting was held on April 22; 2) Wire transfer donation of $100,000 from KLA Foundation for technology supplies for learning in response to COVID-19; and 3) Functions from Business Services Division are ongoing, including payroll on track and student nutrition dept. continued to serve meals and will do so in summer.
Learning and Development: Assistant Superintendent Rodriguez shares staff has been conducting weekly parents workshop for help with online learning programs and technology; has collected 700 responses on their parent survey; and for attendance, elementary schools are averaging 96 percent attendance ranging from 91-100 percent, while secondary schools are averaging 93 percent ranging from 71-94 percent; 1,800 students identified for variety of summer programs; and CDC child care program in works for existing student population of essential workers over the summer.
Human Relations: Assistant Superintendent Brunson shares that last week presented the school calendars for future years to parent advisory committees; and conducting virtual interviews for open positions with help from staff. |
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The Board Group Agreements are provided for the Board's ready reference as a reminder of our conduct as elected officials.
Per Board Bylaw 9001, amended on April 10, 2018, 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 includes unapproved communications with law enforcement, news media, regional elected officials on behalf of the District and/or Board.
5. Be aware that our behavior in the 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. 8. Actively support the Culture of We in action, deed, and opportunity to serve the students and parents of the Milpitas Unified School District.
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BACKGROUND: Board Group Agreements are provided for the Board's ready reference as a reminder of Board Member's conduct as elected officials. |
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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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Student Rep Brahmbhatt shares ASB is focusing on reaching out to campus more and making MHS students feel still apart of us and they can get through these times successfully. Other activities include Virtual Senior Week, Senior Spirit Week, Earth Week, and highlight videos from the school year.
Trustee Ngo shares this is his second week since being sworn in with board and he has participated in a lot of calls with the County Health Department for Elected Officials and SCC School Boards Association as well as Milpitas Rotary weekly meetings.
Trustee Tsai shares he has been participating in calls with the County Health Department for Elected Officials and SCC School Boards Association, and MUSD Team Hall meetings.
Clerk Yip-Chuan shares she has participated in calls with the County Health Department for Elected Officials and SCC School Boards Association; was a presenter in an MUSD Team Hall meeting; participated in Rotary Meeting spotlighting MUSD students and Chamber of Commerce meeting working with small businesses.
Vice President Norwood shares he has participated in Friday calls with the Superintendent and Board President in coordination with City of Milpitas, and the Milpitas Economic Development and Trade Commission. He also sat in on classes across the district, and helped with parent calls with several different groups. |
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BACKGROUND: In June 2014, Milpitas renewed the parcel tax ensuring the stability of this local funding source commencing July 2015 through June 2023. It will continue to support academic programs and to retain teachers in local Milpitas public schools.
The Parcel Tax Oversight Committee comprised of volunteer members from a cross section of the Milpitas Community, will present its report on how the money collected was spent by the District.
Attached are the annual report and the budget information from 2018-19 and 2019-20 for your review.
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Accept the Parcel Tax Oversight Committee Annual Report.
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STAFF: Wendy Zhang
Assistant Superintendent, Business Services
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| William Lam, President of the Parcel Tax Oversight Committee, presents PTOC Annual Report to the Board. |
2018-2019 Parcel Tax Expenditures Actual
2019-2020 Parcel Tax Expenditures Projection
2019-2020 Parcel Tax Report to the Board
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Asian Pacific American Heritage Month resolution was developed by teacher Carlos Lorenzana and his students in the FilAm Club at MHS.
Video reading of resolution
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To review and adopt the resolution.
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Motion: Ngo
Second: Tsai
Action: 5-0
Milpitas HS FilAm Club members Lladro Valle, Jenina Fernandez, Ace Balgos, Megan Edusada, and Makaila Agojo, with assistance from teacher and club advisor Carlos Lorenzana, produced this video reading of Resolution 2020.34 Recognizing May as Asian Pacific American Heritage Month. |
Asian Pacific American Heritage Month Resolution
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Teacher Appreciation resolution was developed by middle school students Annabelle Chao, Rishita Rokariya, and Supreeti Patra.
Video reading of resolution
Annabelle Chao ,
Rishita Rokariya ,
Supreeti Patra |
Annabelle Chao ,
Rishita Rokariya ,
Supreeti Patra |
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To review and adopt the resolution.
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Motion: Tsai
Second: Yip-Chuan
Action: 5-0
MUSD middle school students Rishita Rokariya, Supreeti Patra, and Annabelle Chao produced and starred in this video reading of Board Resolution 2020.35 Recognizing Teachers for their Invaluable Contribution to Learners. |
Resolution 2020.35 Teacher Appreciation
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To review and adopt the resolution.
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Motion: Norwood
Second: Yip-Chuan
Action: 5-0
Secondary principals Francis Rojas, of MHS, Giuliana Brahim, of Adult Ed, and Carl Stice, of CHHS, as well as President Lien read the MUSD Class of 2020 resolution into record.
Donation pledges for MUSD Class of 2020 were as follows:
Board Members
Minh Ngo: $882 (May and June Board Member stipend)
Chris Norwood: $250
Kelly Yip-Chuan: $250
Hon Lien: $250
Michael Tsai: Undecided
Executive Cabinet
Cheryl Jordan: $250
Wendy Zhang: $250
Norma Rodriguez: $250
Jonathon Brunson: $250
Staff
Chin Song: $250
Francis Rojas: $200
Giuliana Brahim: $100
Carl Stice: $100
Community Members
Robert Jung: $250
Thomas Valore: $250
Joseph Weinstein: $250
Nancy Weinstein: $250
Consultants
Travis and TBK Construction: $251
Total from Meeting: $4,533 |
Resolution 2020.36
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On January 14, 2020, the Board approved the Base Landscape and Hohbach-Lewin to design a regulation track at Rancho and Russell Middle Schools. On March 27, 2020, a request for proposals was issued to the four District approved contractors in the District’s pool of Lease Lease-Back contractors’ pool. Proposals were received from Blach Construction and XL Construction on April 21, 2020. Staff and TBK Construction Management, our bond consultant, evaluated the proposals based on the predetermined evaluation criteria and determined that Blach Construction’s proposal best suited the needs of the District.
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Approve preconstruction lease lease-back agreement with Blach Construction for the tracks at Rancho and Russell Middle Schools.
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$73,000 Not to Exceed from Bond Fund 213
Wendy Zhang, Assistant Superintendent, Business Services
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Motion: Norwood
Second: Ngo
Action: 5-0 |
Blach Pre-construction Site Lease, Track & Field Rancho/Russell
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On June 25, 2019, the Board approved a Lease Lease-Back preconstruction services contract with XL Construction Inc for Randall Elementary modernization project. XL has now solicited bids from subcontractors in order to determine a GMP for the project. Staff worked with XL to further refine the pricing and finalize the GMP. Construction is expected to begin in June 2020, and conclude August of 2021. Completion of the drop off loop and relocation of the existing portables this summer 2020 and installation of the new modular buildings in late fall 2020.
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Approve XL Construction Inc’s guaranteed maximum price for Randall Elementary School Modernization Project.
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$18,532,826 from Bond Fund 213
Wendy Zhang, Assistant Superintendent, Business Services
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Motion: Ngo
Second: Norwood
Action: 5-0 |
XL Construction, GMP LLB Amendment, Randall Mod
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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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Motion: Norwood
Second: Ngo
Action: 5-0
Trustee Ngo pulls Item D for separate vote. |
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On May 14, 2019, the Board approved Berkeley Farms bid for milk and dairy products through June 30, 2020. Our district was informed on March 31, 2020 that the company will be closing its business by the end of April 2020. Staff reached out to Crystal Creamery, our former vendor, for a proposal to supply milk for the remainder of the school year. Due to emergency circumstances, we were able to procure a noncompetitive proposal per Federal Regulations section 200.320(f)(2). To ensure there will be no disruption to the meal services for the students, the contract began on April 20, 2020 and will end on June 30, 2020. There is no significant price difference. The estimated value of the contract with Crystal Creamery is $21,280. Student Nutrition Services will release a competitive bid invitation of milk products for new school year. |
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Approve Crystal Creamery to Supply Milk Products for the Remaining 2019-2020 School Year.
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$21,280 from Cafeteria Fund Staff: Sandy Huynh, Director, Student Nutrition Services Wendy Zhang, Assistant Superintendent, Business Services
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Motion: Ngo
Second: Tsai
Action: 5-0 |
Crystal Creamery Agreement
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The softball and baseball fields at Milpitas High School are in need of repair. Due to continued use, it is necessary to perform these repairs and major service to maintain safety standards. This will give us about two years for the district to plan for a long term solution. TD Sports has repaired our fields in the past and they have performed exemplary work. Given the current circumstances, it is a great opportunity to have this work completed while the fields are not in use. Staff recommends the Board to approve TD Sports Group’s agreement of $14,950. This includes field maintenance to the softball and baseball fields, turf and base repair, and clay remediation. The quote and agreement are attached.
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Approve TD Sports Group’s agreement for the softball and baseball field repairs and maintenance at Milpitas High School.
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14,950 from Deferred Maintenance Staff: Wendy Zhang, Assistant Superintendent, Business Services Brian Shreve, Director; Maintenance, Operations and Transportation
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TD Sport Agreement
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On behalf of the District, Pavement Engineering, Inc. (PEI) and Kitchell obtained four formal bids on April 30, 2020, for the summer paving projects. The bids ranged from $1,051,180 (Asphalt Surfacing, Inc.) to $1,158,131(Joseph J Albanese, Inc.). Staff have conducted a post-bid interview with Asphalt Surfacing, Inc. and have determined their bid is complete and met all district requirements. Sites scheduled for paving this summer:
Spangler Elementary Weller Elementary Zanker Elementary
The bid tab and agreement are attached for review.
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Approve Asphalt Surfacing, Inc. for the 2020 Summer Paving Projects.
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$1,051,180 from Bond Fund 213 Wendy Zhang, Assistant Superintendent, Business Services
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Paving agreement
Paving Bid Tab
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The District obtained five bids for the painting project at the MHS phase II painting project. The bids ranged from $340,000 (Color New, Co) to $525,280 (George Masker). Staff have conducted a post-bid interview with Color New, Co. and have determined their bid is complete and met all district requirements.
The bid tab and agreement are attached for review.
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Approve Color New, Co. for Milpitas High School, Phase II Painting Project.
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$340,000 from Bond Fund 213 Wendy Zhang, Assistant Superintendent, Business Services
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Color New, Co. Agreement MHS Paint Project
Painting Bid Tab
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On behalf of the District, Tremco, Inc., and Kitchell obtained six formal bids on April 29, 2020, for MHS’ summer roofing project. The bids ranged from $1,220,000 (Stronger Building) to $1,877,813 (Waterproofing Associates). Kitchell has conducted a post-bid interview with Stronger Building Services and has determined their bid is complete and met all district requirements. The bid tab and agreement are attached for review.
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Approve Stronger Building Services’ Agreement for Milpitas High School 2020 Summer Roofing Project.
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$1,220,000 from Bond Fund 213 Wendy Zhang, Assistant Superintendent, Business Services
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Roofing Agreement
Roofing MHS Bid Tab
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On behalf of the District, Tremco, Inc., and Kitchell obtained seven formal bids on April 29, 2020, for the summer roofing projects. The bids ranged from $381,375 (State Roofing Systems, Inc.) to $1,098,000 (Best Contracting Services). Kitchell has conducted a post-bid interview with State Roofing Systems, Inc. and has determined their bid is complete and met all district requirements. Sites scheduled for roofing this summer:
Burnett Elementary Spangler Elementary Weller Elementary Zanker Elementary
The bid tab and agreement are attached for review.
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Approve State Roofing Systems, Inc.’s agreement for the 2020 Summer Roofing Projects.
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$381,375 from Bond Fund 213 Wendy Zhang, Assistant Superintendent, Business Services
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Roofing Agreement, Elementary
Roofing, Elementary Bid Tab
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As a requirement for DSA approval of school construction projects, the district must hire a specialized lab for material testing. Smith-Emery San Francisco was the testing laboratory on Mattos phase I and phase II. Staff requested a proposal for services for Randall modernization, which is in line with industry standards. Attached is the agreement for review.
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Approve Smith-Emery San Francisco’s agreement for Randall modernization.
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$140,347 from Bond Fund (213) Wendy Zhang, Assistant Superintendent, Business Services
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Smith-Emery Proposal for Randall
Smith-Emery Randall Agreement
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On behalf of the District, TBK Construction obtained a proposal for moving services and supplies for Randall modernization. As a part of this project, six portables will be replaced. Furniture and supplies will be moved and stored during construction. The District chose Mont/Rose Systems, Inc. based on them being a local company, past work on previous Measure E Bond projects, and fair pricing.
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Approve the proposal for Mont/Rose Moving Systems, Inc. for Randall Elementary’s Modernization Project.
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$7,584 from Bond Fund 213 Wendy Zhang, Assistant Superintendent, Business Services
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Mont/Rose Moving Randall Agreement
Mont/Rose Moving Randall Proposal
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On May 14, 2019, the Board approved TBK Construction Management for a one-year agreement for consultant services for the Measure AA bond. The staff has been satisfied with their work and would like to provide TBK Construction Management a three-year agreement.
Please see the detailed scope of work in the attached agreement.
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Approve TBK Construction Management agreement for bond program consultant services.
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$250,000 annually from Bond Fund 213
Wendy Zhang, Assistant Superintendent, Business Services
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TBK Construction Agreement
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Date: May 4, 2020
Site: Calaveras Hills High School
Donor: Community Matters, Inc.
Donation: $2,400 stipend in support of peer to peer ATOD (for subs, food, etc.)
Estimated current value: $1,000
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May 19, 2020 - Special Board Meeting - COVID-19, Open Session: 5 p.m. Virtual Zoom Meeting
May 26, 2020 - Study Session: 5 p.m. Closed Session: 6 p.m. Open Session: 7 p.m. Virtual Zoom Meeting June 9, 2020 - Study Session: 5 p.m. Closed Session: 6 p.m. Open Session: 7 p.m. Virtual Zoom Meeting June 23, 2020 - Study Session: 5 p.m. Closed Session: 6 p.m. Open Session: 7 p.m. Virtual Zoom Meeting
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| Meeting adjourned at 9:30 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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