In response to the COVID-19 pandemic, Governor Newsom issued Executive Order N-29-20, which temporarily suspends provisions of the Brown Act relating to public meetings. As such, Elk Grove Unified School District Board members will be conducting this open session board meeting via Zoom video/teleconferencing.

Zoom Online Meeting Platform

Zoom is an online meeting platform that will be used by the Elk Grove Unified School District Board of Education during the current State social distancing and shelter at home order. Those who wish to view the meeting will need an internet connection and device. Zoom is compatible with Windows and Apple computers, along with iPhones, iPads, Chromebooks and Android devices. The device must have working speakers to hear the meeting.

Please note:  If Zoom is not currently installed on a computer or device, Zoom will ask to download a small app to the computer or device. Please accept the install to continue to the Zoom meeting. Zoom will only need to install the app the first time a computer or device is used with Zoom. Mobile device users can install the Zoom app prior to a meeting by visiting their app store. ZOOM Cloud Meetings is the name of the app.

Join the meeting via the Zoom link below:
 https://egusd-net.zoom.us/j/82777615249

Property:  APN 132-029-052 to provide approximately 10 acres located at Poppy Ridge/Lousada Drive, Elk Grove, CA 95757

District negotiators:  Christopher R. Hoffman, Superintendent and Robert Pierce, Deputy Superintendent, Business Services and Facilities, Elk Grove Unified School District (EGUSD)

Negotiating parties:  EGUSD and Big Horn RBVP

Under negotiation:  Price and terms of payment

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 

The month of March has been designated as National Nutrition Month® sponsored annually by the Academy of Nutrition and Dietetics and Food & Nutrition Services.  The campaign focuses attention on the importance of making informed food choices and developing sound eating and physical activity habits.

This year’s theme, Personalize Your Plate, promotes incorporating personal food preferences and traditions into healthy eating habits.  By eating a variety of nutritious foods every day and planning and creating healthful meals each week, lifelong healthy habits can be established and maintained.  Developing healthful eating habits does not mean undertaking drastic lifestyle changes and meals provided by EGUSD Food and Nutrition Services helps students and families meet their nutritional needs every day.

National School Counseling Week 2021, "School Counselors: All In for All Students," (#NSCW21), will be celebrated from February 1 - 5, 2021, and provides the Board with an opportunity to acknowledge and thank EGUSD school counselors.  A formal and tremendous thank you goes out to all EGUSD School Counselors for the tremendous impact they have in helping students achieve academic success and plan for their futures.  In addressing areas such as student achievement and college/career planning and by providing social-emotional support and crisis response, school counselors play a critical role in students’ success as well as in early intervention and prevention through counseling and guidance programs that provide direct services to students and their families.

The district’s counseling program is considered exemplary throughout the region. Our counselors have aligned their work with the National and California Standards for School Counseling Programs as well as the California College Guidance Initiative as a means of increasing student achievement. The District and our community appreciate and recognize the work of our counselors in providing students with necessary guidance to support their academic, social-emotional and post-secondary successes.

This evening we ask the Board to approve Resolution No. 35 to recognize our school counselors during National Counseling Week.

World Rare Disease Day is observed the last day of February.  On this day, various activities take place in the United States, Europe, Russia, Japan and elsewhere around the world.  Recognizing that 80% of rare diseases have identified genetic origins, and 50% of rare diseases touch children, the goals of the District are:

• To generate curiosity in student on topics of rare disease and encourage them to take interest in new fields of science.
• To promote awareness and understanding and create compassion for other people with rare diseases.
• To join in a global partnership support the search for ways of improving the lives of those affected by rare diseases.

This recognition will declare District support of the worldwide campaign to create awareness of rare diseases.

Public Comment on Items on the Agenda or Not on the Agenda

NOTICE:   If you wish to address the Board, an electronic speaker card must be submitted with written comments prior to 4:30 p.m. on February 2, 2021.  Comments submitted on the designated speaker cards in the Google Document application through the following Link will be read to the Board by a staff member during the Board meeting.   

Public Comment Form  can also be found on the District's website:  http://www.egusd.net/about/leadership/board-of-education/virtual-egusd-board-meeting-february-2/

Please be sure to complete the Google electronic speaker card indicating whether the matter you wish to address is on the agenda or not on the agenda. The total amount of time allocated to present electronic speaker cards to the Board will be limited to a maximum of three (3) minutes, with a total of thirty (30) minutes designated for public comment on an item. Time limitations are at the discretion of the President of the Board of Trustees.

Virtual EGUSD Board participants are limited to 3000 people due to capacity constraints within Zoom. The Zoom meeting will be recorded (video and audio) and will be made available on the Elk Grove Unified School District’s YouTube channel at www.youtube.com/user/elkgroveunified

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

CERTIFICATED:

New Hire(s) [8]

Resignation(s)

Retirement(s)

CLASSIFIED:

New Hire(s) [4]

Promotion(s)

Resignation(s)

Retirement(s)

Status Change(s)

Pursuant to the legislation embodied in Education Code section 35186(d), specifically as it relates to the Williams Case legislation, each school district is required by law to report to the County Superintendent of Schools, on a quarterly basis, summarized data on the nature and resolution of all Williams-type complaints filed with the district.  Williams-type complaints relate to the sufficiency of textbooks, emergency school facility issues, and the vacancy or misassignment of teachers.

The summary reports are required to be publicly reported on a quarterly basis at a regularly scheduled meeting of the governing board of the school district and both the complaints and written responses are public records available to the public.  A copy of the electronically submitted report is attached.

During the period of October 1, 2020, through December 31, 2020, there were no complaints filed.

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 $95,200 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.

Approve Warrant Register No. 6 – Warrant Numbers 077046 - 077896, 411935 -412151. All Funds:  December 1, 2020 through December 31, 2020

Education Code 42632 requires that all payments from the funds of a school district shall be made by written order of the governing board of the district.

It is also required that district orders (warrants) must be numbered and include the following per Education Code 42634:

• The particular fund or funds of the district against which it is drawn
• The amount of payment to be made
• An itemized bill showing separate items and the price of each item (this information is retained in Fiscal Services)
• The rate of salary and the period of service of any employee of the district for whom an order is issued for payment of salary or wages (this information is retained in the Payroll office)

The Board is asked to approve Warrant Register No. 6 – Warrant Numbers 077046 - 077896, 411935 -412151.

See attached report for Warrant Register No. 6 expenditures.

Total expenditures for all funds from December 1, 2020 through December 31, 2020 are $25,544,425.67.

The purchase order encumbrance modification history from December 16, 2020 – January 13, 2021 is listed below.  The originals are on file in Fiscal Services if you wish to review them.

Modifications:

The Purchase Order History for the weeks of November 1, 2020 through December 31, 2020 are listed below.  The purchase orders are on file in the Purchasing Department if you wish to review them.

Encumbrances:

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 the Monterey County Office of Education (MCOE) for the purchase of furniture.

The Board of Education is asked to authorize the award of Bid #691-20/21 for Playground Wood Fiber

Bid #691-20/21 was issued on October 09, 2020 to three (3) firms in this market. By the closing date November 05, 2020, two (2) bids were received.

The Bid results and recap are in the Purchasing Department for further review. The District recommends the award of a one (1) year contract with optional two (2), one (1) year terms, not to exceed three (3) years total. This contract will commence on July 01, 2021.

Pursuant to Education Code Section §17604, the Board of Education is asked to authorize the Director of Purchasing or designee to execute renewals, terminations (if deemed necessary), and to take other actions as necessary to uphold the contract in the best interest of the District.

Vendor Name:

Applied Landscape Materials, Inc.

Award Amount:

$29.00/cubic yard

Anticipated Budget:

Year one:                       $243,600

Year two (optional):        $243,600

Year three (optional):      $243,600

Funding source has been budgeted through the Maintenance & Operations general operating funds.

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

On June 25, 2019, the Board of Education awarded a contract to F&H Construction, Inc., for the James Rutter Middle School, New Science Center project.  Change Order No. 4 consists of two (2) 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 $7,963,288.00 by $57,165.00 to $8,020,453.00.

The Board of Education is asked to (1) accept the construction of James Rutter Middle School, New Science Center project, and (2) authorize the filing of the Notice of Completion.

On June 25, 2019, the Board of Education awarded a contract to F&H Construction, Inc., for the James Rutter Middle School, New Science Center 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.

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

On June 30, 2020, the Board of Education awarded a contract to JPB Designs, Inc., for the Track and Field Replacement at Various Sites project.  Change Order No. 2 consists of two (2) 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. 2 changes the contract amount of $592,017.00 by ($5,257.00) to $586,760.00.

The Board of Education is asked to (1) accept the construction of Track and Field Replacement at Various Sites project, and (2) authorize the filing of the Notice of Completion.

On June 30, 2020, the Board of Education awarded a contract to JPB Designs, Inc., for the Track and Field Replacement at Various Sites 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.

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 the Las Lomitas Elementary School District.

Funding with State Bond Funds (Career Technical Education) and Measure M funds.

The District recognizes that the world has become mobile due to COVID-19 and our teaching staff need to be able to work from various locations for both in person and distance learning. This order of laptops will allow teachers and various district staff to utilize laptops and docking stations for work when working on site or if needed at home.

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, equipment and services.

It is in the best interest of Elk Grove Unified School District to utilize the contract and pricing from Sourcewell for the purpose of Chromebooks and configuration services.

Funded with existing technology utility and instructional materials budgets and/or state/federal funding targeting integrated services that support teaching and learning including student and staff technology needs.

Cost of services and equipment approximately: $1,200,000

The Fall 2020 Distance Learning and LCAP Needs Survey has allowed the district to evaluate the provision of services under distance learning, assess student engagement, and measure stakeholder satisfaction. Feedback provided will be used to continuously improve educational services for our students and families.

The Fall 2020 Distance Learning and LCAP Needs Survey process occurred during November and December with over 24,000 stakeholders participating.  Stakeholders included teachers, students, parents/families, site administrators and student service providers like mental health therapists, counselors, psychologists, etc.  The presentation to the Board of Education will provide the results of the survey.

The Board of Education is asked to conduct a Public Hearing on the California Montessori Project (CMP) Charter School's petition to renew its charter.

On December 18, 2020, The California Montessori Project submitted to the Elk Grove Unified School District a petition to renew its charter. The Elk Grove CMP campuses were initially authorized by EGUSD in 2006 and renewed in 2011 and 2016.

An organized and thorough review of the CMP charter renewal application by EGUSD staff is currently being conducted and findings will be communicated with the CMP staff and posted according to the mandated timelines.

In accordance with Education Code 47605(b) as amended by AB 1505, this public hearing is being held within 60 days of the District’s receipt of this petition.

Craig Murray, Assistant Superintendent of Schools and Jane Ross, Director of College and Career Connections will make a recommendation for action to the Board at the February 23, 2021 Board meeting.

In compliance with the Americans with Disabilities Act and California Executive Order N-29-20, those requiring special assistance to access the Zoom Board meeting, access and complete the Google Electronic Public Comment Form, or to access written documents discussed at the Board meeting that are available on the District’s website, please contact Ludi Avalos at (916) 686-7700.  Notification of at least 24 hours prior to the meeting will enable the District to make reasonable arrangements to ensure accessibility to the Zoom board meeting and to provide any required accommodation, auxiliary aids or services.

Documents provided to a majority of the Governing Board regarding an open session item on this agenda will be posted online attached to the board agenda for public inspection.