Agency designated representatives: Christopher R. Hoffman,
David Reilly, Robert Pierce, Karen Rezendes

Employee Organizations: All Elk Grove Unified School District
Bargaining Units and Unrepresented Employees 

Student Board Representatives from Florin and Franklin high schools will present updates and provide the Board with information regarding ongoing academics and activities from their school sites.

The Board of Education is asked to recognize the student winners in the 2018-2019 No Excuses – Go to School Poster Contest.

The EGUSD Attendance Campaign is designed to educate and motivate students to attend school consistently so that they learn academic skills and develop a work ethic that will help them in life.

The Poster Contest asked K-12 students to illustrate what inspires and motivates them to attend school everyday. This year, we are happy to report that we had more than 50 entries from elementary, middle and high school students. Twelve winners were chosen by the Superintendent's Executive Cabinet. Posters will be displayed at school sites to encourage good attendance.

Please support us in recognizing this year's winners.

Sigma Gamma Rho, Inc. is a leading international, non-profit community service organization with more than 500 chapters in the United States, Bahamas, Bermuda, Canada, Germany, Korea, and the U.S. Virgin Islands.  This sisterhood organization has been dedicated to service for more than 96 years.

One of their signature national programs is "Operation Big Book Bag."  Chapters around the world take time each year to collect school supplies in their local areas to be donated to local schools.  Last year, Union House Elementary was a supply donation recipient of these generous donations.  The monetary equivalency value was approximately $1,000.00.  Over the years, the donation to Union House Elementary has equated to more than $4,000.00 in school supply donations. 

This year, Union House Elementary, Samuel Jackman Middle School, and Valley High School have been chosen to receive donations of school supplies on behalf of the Eta Alpha Sigma Alumnae Chapter, which serves the Greater Sacramento Area.  This year's donation for each school is approximately $677.45 for a total contribution of $2,032.35.

This evening, we would like to recognize the members of the Eta Alpha Sigma Alumnae Chapter for these generous donations. 

Administer oaths of office as required by Education Code Section 35023.

Under the provisions of the Education Code, the Governing Board set its annual organizational meeting for December 11, 2018.  The purpose of the annual organizational meeting is to administer oaths of office to board members, elect the board's officers, and establish meetings for the coming year.

Elect a president, clerk, and board representative to elect members to the county committee on school district organization as required by Education Code Section 35023.

Under the provisions of the Education Code, the Governing Board set its annual organizational meeting for December 11, 2018.  The purpose of the annual organizational meeting is to administer oaths of office to board members, elect the board's officers, and establish meetings for the coming year.

Establish the date, time, and place of meetings for the coming year.

It is recommended that the Board continue to hold meetings the first and third Tuesdays of each month at 6:00 p.m., and between 5:00 p.m. and 6:00 p.m. for closed sessions when necessary with the place of the meetings being determined by the Secretary to the Board of Education.

The Board of Education is asked to adopt Resolution No. 34 which resolves that January 21, 2019, be affirmed as a celebration of Dr. Martin Luther King, Jr.’s birthday.

When Dr. Martin Luther King, Jr., proclaimed the words, “I have a dream…,” he changed the course of Civil Rights in America.  Because of his sacrifices, the American people have made progress toward his dream for a world in which people are judged on the content of their character rather than the color of their skin.  Dr. King’s non-violent approach alerted the American people to the injustice of the treatment of people of color and has served as an example for all who wish to correct inequities.  His birthday reminds all educators of our responsibility and privilege to assist our students in developing their skills to reach their dreams for achievement and to preserve a nation which practices equality for all.

The instruction in Elk Grove Unified School District schools acknowledges the contributions of Dr. Martin Luther King, Jr., and is consistent with the activities outlined in each site's Student Unity Plan.  Teachers employ a variety of activities including lessons from the K-12 World of Difference curriculum, assemblies/presentations featuring highlights of Dr. King’s life, and speaking and writing activities based on his “I Have A Dream” speech.

All items listed on the consent agenda will be acted upon by one motion, without discussion. Should any item need to be considered separately, that item will be pulled for discussion/action.

The Board is asked to approve the minutes from the regular board meeting that was held on November 13, 2018.

The Board is requested to approve the attached list of personnel changes as indicated in the actions below.

CERTIFICATED:

New Hire(s)  [7]

Leave(s) of Absence

Resignation(s)

Retirement(s)

CLASSIFIED:

New Hire(s)  [19]

Leave(s) of Absence

Probationary Release(s)

Promotion(s)

Resignation(s)

Retirement(s)

Status Change(s)

N/A

The Board is asked to authorize approval to Submit Request for Allowance of Attendance Because of Emergency Conditions to the California Department of Education related to an emergency closure of all District school sites on November 16, 2018, due to on-going unhealthy air quality conditions caused by the Camp Fire in Butte County.

When one or more schools are closed because of conditions as described in Education Code Section 41422, districts are able to submit a Request for Allowance of Attendance Because of Emergency Conditions.  One of the emergency conditions is extraordinary conditions.  Elk Grove Unified School District experienced an emergency due to on-going unhealthy air quality conditions caused by the Camp Fire in Butte County which started November 8, 2018. Decision was made to close all District sites on November 16, 2018, for the wellness and safety of students and staff.

Staff recommends the Board of Education approve the Request for Allowance of Attendance Because of Emergency Conditions.  This will allow apportionments be maintained and instructional time credited for all Elk Grove Unified school sites on November 16, 2018.

Under current Board Policy 3312 “contracts under the bid limits can be approved by the Designated Personnel, subject to Board ratification.  Amendments to contracts, including construction contract change orders both under and over bid limits, may be approved by the Designated Personnel, subject to Board ratification.”  Staff recommends that the Board ratify the contracts on the attached sheet, which are under the bid limit of $90,200 and have been approved by authorized district staff.

Copies of the contracts are on file with Finance & School Support should you wish to review them in detail.

In accordance with E.C. 17604 authorized staff has signed and recommends that the board ratify the contracts/agreements for funds received by the district on the attached sheet.

Copies of the grant contracts/agreements are on file with the Budget Department should you wish to review them in detail.

Approve Warrant Register No. 4 – Warrant Numbers 042493-044003, 385875-387312.

Total expenditures for all funds from October 1, 2018, through October 31, 2018, are $63,268,709.34.

The Purchase Order History for the weeks of October 1, 2018 through October 31, 2018 are listed below.  The purchase orders are on file in the Purchasing Department if you wish to review them.

Encumbrances:

N/A

Pursuant to Education Code Section §39521, the Board of Education is asked to authorize Johnnie E. Terry Jr., Director of Purchasing & Warehouse, to surplus and/or dispose of these items.

All computers have been deemed uneconomical to repair by the Technology Services Department. Per Technology Services, all sensitive data and/or licenses have been removed from hard drives prior to being picked up from the department/site.

To date, we have had no interest from local non-profits requesting computers that could be refurbished and redistributed to students of need. Since most usable parts are removed prior to disposal, these items are of little use.

Records of these items are in the Purchasing & Warehouse Department should you need to review them.

Transportation is requesting to surplus the following school buses that have been deemed uneconomical to repair as the cost will exceed the value of the vehicle. These have been replaced with new buses.

Public Code Section §20118 provides a statutory exception to the competitive bidding requirements set forth in the Public Contract Code by allowing districts to utilize cooperative bids secured by other districts or public entities for the purchase of materials, supplies and equipment.

It is in the best interest of the Elk Grove Unified School District to utilize the contract and pricing from County of Placer for the purchase of Bulk Fuel.

The Board of Education is asked to (1) review the tabulation of bids, (2) award a contract to the lowest responsible and responsive bidder, (3) authorize the Administration to sign all documents and contracts pertaining to this work, and (4) authorize the Administration to proceed with the next lowest responsible bidder should a fully endorsed contract with the low bidder, accompanied by certification of the necessary bonds, not be obtained.

This project includes upgrade of existing computer lab to new audio production control and recording room, and conversion of office to new editing room, and is located at 7956 Cottonwood Lane, Sacramento, CA 95828.

The Administration received and opened four (4) bids for the Florin High School, Building G – Audio Production Studio project on November 1, 2018, at 2:00 p.m.  See Attachment A for a tabulation of bids.  GNS Builders, Inc. submitted the lowest total base bid upon initial review.  Upon further review, the subcontractor list provided with the bid package did not list subcontractors as required by the Public Contract Code (PCC).  PCC 10708 (c) requires that when a subcontractor's work is in excess of one-half of one percent of the total project costs, the subcontractor shall be listed within the bid. Since this information was not provided, the District finds GNS Builders, Inc.’s bid to be non-responsive.

Funded with Career Technical Education Incentive Grant (CTEIG).

The Board of Education is asked to (1) accept the construction of Florin Elementary School, Roof & HVAC project, and (2) authorize the filing of the Notice of Completion.

On March 20, 2018, the Board of Education awarded a contract to REM Construction, Inc., for the Florin Elementary School, Roof & HVAC project. The work has been completed and is recommended for acceptance by the Architect.

The Administration will file the Notice of Completion with the County Recorder within the statutory ten-day period.

Not applicable.

The Board of Education is asked to (1) approve Change Order No. 4 with SW Allen Construction, Inc., and (2) authorize a District Representative to sign the approved change order.

On May 15, 2018, the Board of Education awarded a contract to SW Allen Construction, Inc., for the Union House Elementary School, Modernization Phase 2.1 project.  Change Order No. 4 consists of eight (8) items.  The complete change order with backup is on file in the Facilities and Planning Department for review.

(See Attachment 1)

Attachment 2 provides detailed information on distribution of change order requests between Contractor and District.  Change Order No. 4 changes the contract amount of $3,093,665.00 by $20,026.00 to $3,113,691.00.

The Board of Education is asked to (1) accept the construction of Union House Elementary School, Modernization Phase 2.1 project, and (2) authorize the filing of the Notice of Completion.

On May 15, 2018, the Board of Education awarded a contract to SW Allen Construction, Inc., for the Union House Elementary School, Modernization Phase 2.1 project. The work has been completed and is recommended for acceptance by the Architect.

The Administration will file the Notice of Completion with the County Recorder within the statutory ten-day period.

Not applicable.

The Board of Education is asked to (1) approve Change Order No. 1 with REM Construction, Inc., and (2) authorize a District Representative to sign the approved change order.

On March 20, 2018, the Board of Education awarded a contract to REM Construction, Inc., for the Florin Elementary School, Roof & HVAC project.  Change Order No. 1 consists of fifteen (15) items. The complete change order with backup is on file in the Facilities and Planning Department for review.

(See Attachment 1)

Attachment 2 provides detailed information on distribution of change order requests between Contractor and District.  Change Order No. 1 changes the contract amount of $2,822,206.00 by $36,895.00 to $2,859,101.00 and extends the contract duration by 97 days to a completion date of November 8, 2018.

The Board of Education is requested to approve a Ground Lease Extension with Elk Grove Adult Community Training, Inc.

The Elk Grove Unified School District has established a successful relationship with the Elk Grove Adult Community Training, Inc. (EGACT) a nonprofit charitable corporation, organized under the laws of California, to deliver crucial services and continuing education to adults with disabilities in the Elk Grove community.  This partnership began approximately 47 years ago when EGACT was first established to provide an extension of the District’s Jessie Baker program as a means to provide continued services for adult children with disabilities.  Education Code Sections 8092, 41976(5) 52571, 52572, and 52616(a) require adult education courses for substantially handicapped persons and as such EGACT has been and continues to desire to assist the District in providing those services.

Approximately 20 years ago the District began leasing property adjacent to the Robert L. Trigg Education Center and the Grounds Department to EGACT for the purpose of providing services to adults.  This request for a ground lease extension applies only to the property located at the Robert L. Trigg Center, which under the terms of the lease will be used solely for the purpose of providing services and continued education to adults with disabilities in the Elk Grove region.

Not applicable.

The Elk Grove Unified School District’s Transportation Department is requesting to purchase seven (7) wheelchair buses through the South County Support Services Agency Bid #14005.

The new buses are necessary to accommodate District growth relative to the expanding PALSS program. The additional 10 classes will require an additional seven (7) school bus routes. 

The purchase of these buses are available through a contract; Bid #14005, from South County Support Services Agency. The extension of Bid #14005 through April 4, 2019 was board approved by South County Support Services Agency on February 7, 2018. Documentation is located in the Purchasing Department for further review if necessary.

Pursuant to Public Contract Code Section 20118, this bid provides statutory exceptions to the competitive bidding requirements (piggybacking clause) as set forth in Public Contract Code Section 20111. This exception allows the purchase of equipment, automotive vehicles and other personal property and is in the best interest of the district.

The Board is asked to approve the following budget transfers for various funds.

Detailed descriptions of the budget transfers along with summaries by fund are attached.  The budget transfers are for the period of July 31, 2018, through October 31, 2018.  Included are budget transfers from 2017-18 ending fund balance adjustments, 2018-19 additional Board Approved funding priorities from the August 8, 2018, Board Workshop, contingency language implementation from bargained agreements, adjustments from the 2018-19 State's Adopted Budget and the 2018-19 1st Interim Report.

The Board is asked to approve the Salary Schedule #24 - Classified Support Personnel that has been updated to current minimum wage of $12.00, effective January 1, 2019.

Increased Range 111/112/113/114/115 to current minimum wage of $12.00.

The Board is asked to approve the new job description for Senior Programmer Analyst and Programmer Analyst III.

Job descriptions have been updated to more accurately reflect the current technologies/language, including updated Essential Functions, Knowledge and Abilities.

None

Job description has been updated to reflect current job responsibilities and updated terminology.

No financial impact.

The Board of Education is requested to grant Certification of Administrator’s Competence to Evaluate for the newly-hired district administrators who have successfully completed the District’s training process.

The District provides training to all newly-hired administrators to certify their competence to evaluate employees.  Following Education Code 35160.5, Requirement of District Policies for Competency of Personnel Assigned to Evaluate and Board Policy 4115.1, Certification of Administrator’s Competence to Evaluate, the District uses the following process to certify each administrator’s competence to evaluate:

1. Individual instruction or attendance at a series of workshops on evaluation processes and procedures;

    

2. Demonstration of effective evaluation skills as certified by a trained observer who is a certificated manager.

The following administrator(s) successfully completed the administrative training process and are being recommended to obtain their Certification of Administrator’s Competence to Evaluate:

Catherine Dennin, Florence Markofer Elementary

Julie Fritzsche, Toby Johnson Middle School

Matthew McCracken, Cosumnes Oaks High School

Rena Singh, David Reese Elementary

Brandie Sphar, Elk Grove High School 

Cynthia White Vinson, Union House Elementary 

N/A

The Board of Education is requested to receive a progress report on the District’s response and outcomes to concerns of educational equity within EGUSD including progress being made that is aligned to the six framework foundations of the District's Educational Equity Strategic Plan.

The Office of the Superintendent requests that the Board of Education receive a progress report that summarizes the outcomes of the Special Meeting of the Board: Community Forum on Race and Educational Equity, the learning and key topics gleaned and immediate action taken and next steps to follow as well as progress being made that is aligned to the six framework foundations of the District's Educational Equity Strategic Plan.

N/A

The Board is asked to receive the Finance Committee 2018 Annual Report and to recognize the contribution of its members.

The District would like to recognize and extend appreciation to the members of the Elk Grove Unified School District Finance Committee. The committee is comprised of appointed community members and student representatives from the comprehensive high schools and alternative schools. The community members meet ten times during the year to review and report on District budget issues. The student representatives are invited to attend two of the meetings during the year and provide the committee valuable input on how District finances impact their education.

Members from the community are appointed by the Board of Education and the Superintendent. The community representatives that served during 2018 include:

• Samia Aguirre (Martinez-Alire)
• Michael Alvarez (Forcina)
• Mark Mendenhall (Madison)
• John Ryan (Superintendent)
• Tony Salamanca (Perez)
• Angee Wangsgard (Albiani)
• Sharie Wilson (Singh-Allen)
• Vacant (Chaires Espinoza)
• Vacant (Board – At Large)
• Vacant (Board – At Large)
• Vacant (Board – At Large)

Presenting the Finance Committee report will be Vice Chairperson Angee Wangsgard.

The Elk Grove Unified School District received a grant award from the S.D. Bechtel, Jr. Foundation starting in 2013.  The grant afforded the district nearly six million dollars over a five-year period, ending in June of 2018.  The purpose of the grant was to support and accelerate the implementation of the Common Core State Standards for mathematics (CCSS-M) in grades K-8.

EGUSD is one of only ten districts throughout the state that received such funding in 2013.  The other nine districts who received the grant are Dinuba, Garden Grove, Long Beach, Oakland, Oceanside, Sacramento City, San Francisco, Sanger, and Santa Ana.  The competitive process began with a detailed survey of CCSS math implementation among all districts in California. We were among 27 districts invited by the S.D. Bechtel, Jr. Foundation to submit grant proposals.  The S.D. Bechtel, Jr. Foundation looked to Elk Grove and the other nine districts to lead California’s implementation of CCSS-M and to assist other districts in implementation.

Education Code 41020 requires an annual financial and compliance audit of a school district’s financial statements and internal controls.  This audit is required to be submitted to the County Office of Education and the State Controller’s Office by December 15 of the following year.

The firm Crowe LLP was engaged by the Board of Education to conduct the 2017-18 audit.

Ms. Jennifer Hall, Certified Public Accountant with Crowe LLP will present the report to the Board of Education.

The Board of Education is asked to review a report regarding the Measure M General Obligation Bond Second Series Bond Sale and Issuance of Lease Purchase Financing Plan.

Staff and the District’s financial advisor, Government Financial Strategies, Inc., will present the Measure M General Obligation Bond financing plan including the upcoming second series bond sale.  In addition the team will present the financing plan for the proposed issuance of a Lease Purchase.  The report will include the financial elements and considerations of the Measure M General Obligation Bond Plan, consistent with prior reports and discussions with the Board.  Included will be information on the tax rate, bond size and structuring, applicable considerations and necessary upcoming activities and actions by Staff and the Board of Education prior to the sale.

Opportunity to generate critical Measure M funding as authorized by the electorate for identified capital facility improvement projects as well as the issuance of a Lease Purchase in order to deliver critical priority capital projects.

The Board is asked to approve the 2018-19 First Interim Financial Report.

Request for approval is in accordance with Education Code 33129, 42130, and 42131, which states the 2018-19 First Interim Financial Report must be approved by the governing board and submitted to the Sacramento County Office of Education no later than December 15, 2018.

 The State SACS reporting forms are attached.

The Board is requested to appoint a representative to the California School Boards Association (CSBA) Delegate Assembly from the Elk Grove Unified School District.

Currently the District's appointed delegates are Bobbie Singh-Allen whose term expires on March 31, 2020, and Crystal Martinez-Alire whose term expires on March 31, 2019.  

CSBA has requested that the Board reappoint Crystal Martinez-Alire or appoint a new representative to fill this two-year term beginning April 1, 2019, through March 31, 2021.

The Board is requested to appoint three (3) new members to fill the three (3) "At Large" vacancies on the Finance Committee.

Each board member is requested to bring two names for consideration to fill the three (3) "At Large" vacancies on the Finance Committee to the December 11, 2018, board meeting.