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Board of Education Regular Meeting
Gilroy USD
January 17, 2019 7:00PM
7810 Arroyo Circle Gilroy, CA 95020 Closed Session: 5:30 p.m. / Regular Meeting: 7:00 p.m.

1. CALL TO ORDER (5:30 PM) (Procedural Item)
a. PUBLIC COMMENT ON CLOSED SESSION: Notice is hereby given that a closed session of the Board of Education will be held under the general provisions of Govt. Code Section 54957. This opportunity is provided to allow the public to comment prior to the Board's consideration (Govt. Code Section 54954.3). (Procedural Item)
2. ADJOURN TO CLOSED SESSION (Procedural Item)
a. REMOVAL/SUSPENSION/EXPULSION OF A STUDENT (Education Code 428912; 20 U.S.C. Section 1232g) Number of Cases: 4 (Action Item)Confidential agenda item.
Quick Summary / Abstract:
  • Case # 2019-05
  • Case # 2019-07
  • Case # 2019-08
  • Case # 2019-11
b. READMISSION OF STUDENTS TO SCHOOLS MAINTAINED BY THE DISTRICT: Number of Cases: 3 (Action Item)Confidential agenda item.
Quick Summary / Abstract:
  • Case # 2018-09
  • Case # 2018-12
  • Case # 2018-18
c. PUBLIC EMPLOYEE DISCIPLINE/DISMISSAL/RELEASE (Government Code Section 54957[b]) (Action Item)Confidential agenda item.
d. CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED LITIGATION (Government Code Section 54956.9(b)) Number of Cases: 1 (Procedural Item)Confidential agenda item.
e. CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION (Government Code Section 54956.9(d(1)) Number of Cases:1 (Procedural Item)Confidential agenda item.
Quick Summary / Abstract:
  • Name of Case:  Santa Clara Superior Court Case Number: 18CV329606

f. CONFERENCE WITH LABOR NEGOTIATORS (Government Code Section 54957[a]) (Procedural Item)
Quick Summary / Abstract:
  • Employee Organization(s):
  • California School Employees Association (CSEA)
  • Gilroy Federation of Paraeducators (GFP)
  • Gilroy Teachers Association (GTA)
  • GUSD Management and Confidential Group
  • District Negotiator: Deborah Flores, Superintendent

g. PUBLIC EMPLOYEE PERFORMANCE EVALUATION [Government Code Section 54957 (b)] (Procedural Item)Confidential agenda item.
Quick Summary / Abstract:
  • Superintendent
3. REGULAR SESSION (7:00 PM) (Procedural Item)
a. Pledge of Allegiance: Antonio Del Buono Elementary (Velia Codiga, Principal) (Procedural Item)
b. Approval of Agenda (Action Item)
c. General Public Comment (Procedural Item)
Quick Summary / Abstract:
At this time, members of the public may address the Board on any item or any issues within the subject matter jurisdiction of the Board that is not listed on this agenda.  Members of the public may also address the Board on an agenda item before or during the Board's consideration of the item.  No action can be taken on an item not on the agenda at this time, but may be referred to the administration or put on a future agenda.  In accordance with Board Bylaw 9323, individual remarks will be limited to 3 minutes each, unless otherwise stipulated.
d. Report of Action Taken in Closed Session (Information Item)
4. REPORT TO THE BOARD (Procedural Item)
a. STUDENT BOARD REPRESENTATIVE'S REPORT - Daisy Zarate Osorio, Dr. TJ Owens Gilroy Early College Academy (Information Item)
b. SUPERINTENDENT'S REPORT (Information Item)
5. CONSENT AGENDA (Consent Agenda)
a. Personnel Items (Consent Item)
Recommended Motion:
Approval is recommended of the attached Personnel Items

Attachments:
Personnel Items January 17, 2019
b. Approval of Board Meeting Minutes: December 13, 2018 Meeting (Consent Item)
Attachments:
12/13/18 Board Meeting Minutes
c. Resolution # 18/19-25 Excusing A Board Member's Absence (Consent Item)
Comments:

Education Code 35120 requires the Board to pass a resolution excusing board member absences.  Specifically, the E.C. 35120 states; "A member may be paid for any meeting when absent if the board by resolution duly adopted and included in its minutes finds that at the time of the meeting he or she is performing services outside the meeting for the school district or districts, he or she was ill or on jury duty, or the absence was due to a hardship deemed acceptable by the board."

Recommended Motion:

It is recommended that the Board approve Resolution # 18/19-25 excusing Board Member BC Doyle's absences from the following board meetings:

  • September 20, 2018
  • October 4, 2018
  • October 18, 2018
  • November 1, 2018
  • November 15, 2018

Attachments:
Resolution # 18/19-25
d. NEW Professional Services Agreement between Gilroy Unified School District and Monterey County Office of Education (MCOE) to provide Professional Development for Science Symposium in June 2019 (not to exceed $1,300) (Consent Item)
Rationale:

GUSD is recommending a contract with Monterey County Office of Education to provide professional development services for the upcoming GUSD Summer Science Symposium.  MCOE (Educational Services) STEAM Administrator:  William Franzell, M.S. will facilitate a full day professional learning opportunity for GUSD’s K-8 teachers.  The 2nd Annual Summer Science Symposium on June 11, 2019 will be an all-day conference with over 15 presenters presenting an array of Science and STEAM topics for K-8 teachers.  Teachers will be provided with essential resources and strategies to support implementation of Next Generation Science Standards content, including Math, Educational Technology and ELA/ELD/Literacy Skills. 




 
Comments:

The full day training will take place on June 11, 2019 during GUSD 2nd Annual Summer Science Symposium for K-8 teachers in collaboration with Morgan Hill Unified School District.




Financial Impact:

The total cost of the services will not exceed $1,300 and will be paid from LCFF funds.





Recommended Motion:
Board approval is recommended for the professional services agreement between Monterey County Office of Education and GUSD.

Attachments:
Signed Contract
e. Overnight/Out of Town field trip - Christopher High Track Team to attend Arcadia Track Invitational in Arcadia, CA (Consent Item)
Rationale:

Dates of the overnight/out of town field trip are scheduled for Friday, April 5, 2019, and returning Sunday, April 7, 2019. No instructional days impacted, track invitational will take place during Spring Break.



 
Comments:

Christopher High School Track team coaches Jeff Myers and Carmen Patane, and 6 students will participate in the Arcadia Invitational Meet. They will be traveling by district van and stay at Oak Tree Inn in Monrovia, CA.


Financial Impact:

The estimated cost is $1,430. This amount will be covered using CHS track ASB budget.



Recommended Motion:

Board approval is recommended for up to 6 Christopher High School Track students to go to Arcadia, CA to attend Arcadia Track Invitational.


Attachments:
Overnight CHS Arcadia Track
f. NEW Service Agreement with Center for Social Dynamics (CSD) for 2018-2019 school year (not to exceed $23,520) (Consent Item)
Rationale:

Contract required for behavioral support services as outlined in settlement agreement.




 
Financial Impact:

Service Agreement amount is not to exceed $23,520.          




Recommended Motion:

Approval of the Service agreement between Center for Social Dynamics and Gilroy Unified School District is recommended.




Attachments:
Service Agreement
g. NEW Service Agreement with Sutcliffe Development & Behavioral Pediatrics for 2018-2019 (not to exceed $5,500) (Consent Item)
Rationale:

The contract is needed with Sutcliffe Development & Behavioral Pediatrics to complete the Independent educational evaluation.          




 
Comments:

Federal regulations state unequivocally that parents of a child with a disability have a right to obtain an IEE. 34 C.F.R. 300.502 (a)(1). An IEE is broadly defined as “an evaluation conducted by a qualified examiner who is not employed by the public agency responsible for the education the child in question.” 34 C.F.R. 300.502(a) (1). An IEE is not limited to evaluating only a child’s academic or cognitive skills, but may include the valuation of any skill related to the child’s educational needs. Sutcliffe Development & Behavioral Pediatrics is uniquely qualified to perform the necessary.




Financial Impact:

Total Service Agreement amount not to exceed $5,500.



Recommended Motion:

Approval of the service agreement with Sutcliffe Development & Behavioral Pediatrics and Gilroy Unified School District is recommended.



Attachments:
Insurance
Service Agreement
h. NEW Service Agreement with Planned Parenthood Mar Monte (PPMM) (not to exceed $17,280) (Consent Item)
Rationale:

Contract for services provided by Planned Parenthood Mar Monte (PPMM) is needed to implement mandated training to meet the requirements under California Healthy Youth Act (CHYA).   





 
Comments:

The curriculum provided by Planned Parenthood Mar Monte (PPMM) is the only program curriculum  that covers all standards outlined in CHYA. Previously, Planned Parenthood Mar Monte received grant funding but there has been change in their funding source and there is now a cost associated with the program provided by Planned Parenthood Mar Monte to districts. District funding source to offer this program is through School Linked Services .






Financial Impact:

Service Agreement amount is not to exceed $17,280.



Recommended Motion:

Approval of the Service agreement between Planned Parenthood Mar Monte and Gilroy Unified School District is recommended.



Attachments:
Service Agreement
i. NEW Service Agreement with Therapy Zone 4 Kidz for 2018-2019 school year (not to exceed $1,000) (Consent Item)
Rationale:

Contract required of an Independent Educational Evaluation Occupational Therapy.




 
Comments:

Federal regulations state unequivocally that parents of a child with a disability have a right to obtain an IEE. 34 C.F.R. 300.502 (a)(1). An IEE is broadly defined as “an evaluation conducted by a qualified examiner who is not employed by the public agency responsible for the education the child in question.” 34 C.F.R. 300.502(a)(3)(1). An IEE is not limited to evaluating only a child’s academic or cognitive skills but may include the evaluation of any skill related to the child’s educational needs. Therapy Zone 4 Kidz is uniquely qualified to perform the necessary.




Financial Impact:

Service Agreement amount is not to exceed $ 1,000



Recommended Motion:

Approval of the Service agreement between Therapy Zone 4 Kidz and Gilroy Unified School District is recommended.



Attachments:
Rates
Service Agreement
j. NEW Service Agreement with Morgan Hill Speech for 2018-2019 school year (not to exceed $ 3,000) (Consent Item)
Rationale:

Contract required of an Independent Educational Evaluation in the area of Speech and Language.





 
Comments:

Federal regulations state unequivocally that parents of a child with a disability have a right to obtain an IEE. 34 C.F.R. 300.502 (a)(1). An IEE is broadly defined as “an evaluation conducted by a qualified examiner who is not employed by the public agency responsible for the education the child in question.” 34 C.F.R. 300.502(a)(3)(1). An IEE is not limited to evaluating only a child’s academic or cognitive skills, but may include the evaluation of any skill related to the child’s educational needs. Morgan Hill Speech is uniquely qualified to perform the necessary




Financial Impact:

Service Agreement amount is not to exceed $ 3,000.




Recommended Motion:

Approval of the Service agreement between Morgan Hill Speech and Gilroy Unified School District is recommended.




Attachments:
Service Agreement
k. Annual Grants/Donations Report for January-December 2018 (Consent Item)
Rationale:
Attached is a summary of donations received from Jan. 1, 2018, through Dec. 31, 2018.
 
Comments:
The Board of Education has accepted donations from the community for the schools of Gilroy Unified School District.
Financial Impact:
Grand total of donations from period reported: $415,607.52.
Recommended Motion:

Board approval is recommended of the annual donations report.

Attachments:
Annual donation report, January-December 2018
l. Donations to the district -- January 2019 report (Consent Item)
Rationale:
The Board of Education has accepted donations from the community for the schools of Gilroy Unified School District. Please find the donation report attached.

 
Financial Impact:
Angeles Sin Fronteras: $250
Christopher HS: $9,864.01
Eliot ES: $2,310
GECA: $550
Gilroy HS: $2,152.57
Luigi ES: $7,500
Mt. Madonna HS: $1,366.52

TOTAL: $24,003.10


Recommended Motion:
Board approval is recommended.


Attachments:
Donations report, 1.17.19
m. Declaration of Surplus or Obsolete Equipment (Consent Item)
Comments:

Periodically, school sites or departments have equipment that must be declared surplus or obsolete. Education Code 60501 requires that a Governing Board must determine when that equipment is obsolete pursuant to the rules, regulations and procedures of public meetings of the School District Governing Board.

Please find attached requests forms for this site:

  • Brownell  Middle School

Recommended Motion:
Board approval is recommended to authorize disposal of obsolete equipment.
Attachments:
Brownell, obsolete, 1.17.18
6. ACTION/INFORMATION ITEMS (Procedural Item)
a. Accept the 2017-18 Audit Report (Action Item)
Quick Summary / Abstract:

James Marta, from James Marta & Co. will present the District audit, along with the two general obligation bond audits performed for the 2017-18 fiscal year.


Comments:

The District is required to have an independent financial audit performed annually in accordance with audit standards established for K-12 schools by the State Controller. The 2017-18 audit was performed by James Marta & Company, Certified Public Accountants.  A copy of the Independent Auditor's Report and the General Obligation Bond audit are attached, and a hard copy will be provided to the Governing Board on January 17, 2019. 

There are three separate reports:

1. Financial Audit

2. General Obligation Bond Measure P Audit

3. General Obligation Bond Measure E Audit

 



Financial Impact:
No audit findings resulted in loss of funding to the District. 

The audit is being filed with an unmodified opinion.  An unmodified opinion is the opinion where auditor expresses an opinion that financial statements are presented, in all material respects, in accordance with accounting standards.


Recommended Motion:

It is recommended that the Board accept the 2017-18 audit reports.


Attachments:
2017 18 Financial Audit Report
2017 18 Measure E audit report
2017 18 Measure P audit report
Communication with Governance Letter
Gilroy USD Bond Audit
Gilroy USD District Financial Audit 2018
Mea. E Communication with Governance Letter
Mea. P Communication with Governance Letter
b. Enrollment Forecast Update (Information Item)
Quick Summary / Abstract:

Tom Williams from Enrollment Projection Consultants will present the updated enrollment forecast.

Comments:

Tom Williams has provided the District with enrollment projections since 2001.  The latest forecast update acknowledges key factors in the recent, and significant decline in enrollment.  For instance, the delay in occupancy from the Alexander Station is noted on the report.  More importantly, the District has gained five (5) net new students from this development as of January 2019.  Although one expects this student generation rates to increase, the current generation rates from this, and other developments are lower than what has been anticipated to date.

As the report highlights on page 22, there is a "real potential" of total enrollment to drop to 10,870 for October 2019, from 10,982 resulting in a third year of declining enrollment by another 112 students for the 2019-20 school year.

Attached to this briefing is the full report from Enrollment Projection Consultants and the presentation.


Attachments:
2018-19 GUSD forecast update report
EPC forecast presentation to GUSD 2019-01-17
c. Update on Governor's Budget Proposal for 2019-20 (Information Item)
Quick Summary / Abstract:

Alvaro Meza, Assistant Superintendent of Business Services, will provide an overview of Governor Gavin Newsom's 2019-'20 January Budget Proposal. 


Comments:

Governor Gavin Newsom took the oak of office on January 7, 2019, becoming the 40th Governor of California.  He inherits a state budget surplus of over $21 billion, fueled by the second longest economic expansion in the nation (March 1991–March 2001).

It is important to realize that the January Budget Proposal marks the first step in the state's budget development process.  The Governor will revise this Proposal to the Legislature with the May Revision, before an actual budget is is enacted into law in June.  

Nonetheless, a key components of the Budget Proposal are as follows:

  • Governor Newsom proposes a $2 billion increase for the LCFF, which reflects a 3.46% COLA, and brings total LCFF funding to $63 billion. No other changes or augmentations appear to be proposed to the LCFF.
  • The Proposal includes a one time, $3 billion non-Prop 98 funds to help districts with the CalSTRS pension obligations.  Based on current assumptions, employer contributions would decrease from 18.13% to 17.1% in 2019-20 and from 19.1% to 18.1% in 2020-21.
  • $576 million is included in the budget to support expanded Special Ed services and school readiness supports for districts with high percentage of students with disabilities and unduplicated pupils.
  • The Governor also proposes to accelerate the issuance of state bonds to support facilities.  These funds would then be the source of a state match for eligible new construction and modernization projects.
  • Unlike his predecessor - there is no one-time discretionary spending being proposed for 2019-20 (apart from the contributions designated for CalStrs).  

Due to the timing of this briefing, and the release of the Governor's Proposal, this briefing will be updated with a powerpoint containing more information.  The public will be provided copies of updated materials.



Recommended Motion:


Attachments:
Update on Governor's Budget Proposal for 2019-2020
d. Local Control Accountability Plan (LCAP) Survey Results (Information Item)
Quick Summary / Abstract:

Staff will present the results of the 2019 GUSD LCAP Survey.


Comments:

With the implementation of the Local Control Funding Formula (LCFF), all school districts are required to prepare a Local Control Accountability Plan(LCAP) that addresses the eight state priorities. As part of the annual LCAP development, the district conducts a survey to elicit input from staff, students, and parents. Analysis of results assists the district with reviewing progress toward LCAP goals and developing future actions.


Financial Impact:

None

Attachments:
GUSD Appendix of Data
GUSD LCAP Input Overview Power Point Presentation
e. Agreement between Gilroy Unified School District and iSchool Initiative (Action Item)
Quick Summary / Abstract:

Deborah Padilla, Director of Educational Services Secondary will introduce the item for Board action.



Comments:

The iSchool Initiative’s(iSi) vision is to “help create and define a new type of learning environment” for school districts. iSi helps districts embrace technology and empower students to have a voice in education.

The details of the programs of the continued partnership between Gilroy School District and iSchool Initiative will be outlined in the attached scope of work document.

In June 2018, iSchool Initiative(iSi) and GUSD (Board members, teachers, students, and other staff) ThinkTank developed the overall objective to increase district culture, focusing on:

1 - Ownership of Learning - Create open ended learning experiences which increase engagement and empower students to become responsible for their learning

2 - Problem Solvers - To create lifelong learners that have the skills to problem solve and adapt both professionally and personally, in an ever-changing world

3 - Globally Competitive - Create globally competitive students who are prepared for jobs that don’t even exist yet.

The following programs were selected to help accomplish this goal by:

  • Increase administrator capacity - There is not enough administrators and hours in the day to fulfill the change needed to be successful. It is key, in order to increase capacity, to create students and teachers who are helping lead the initiative.

  • Allow the culture change to be organic across the district, allowing each individual teacher, student, or administrator to move at their own pace.

iSi has developed a timeline including specific programs to train staff and students with the goal of creating Students Leading Education (SLED) teams that will be active at five secondary sites.

Programs:  
Escape the Bus
Students Leading Education (SLED)
iSi Teacher Certification
District Escape Experience




Financial Impact:

Grand total of $163,550 will be paid in a two year period. 2018-2019 $142,250 and 2019-2020 $21,300.

Attachments:
iSchool MOU
iSchool Quote
iSchool Scope of Work
f. Monthly District Cash Flow Update (Information Item)
Quick Summary / Abstract:

Kimberly Smith, Director of Fiscal Services, will present the Monthly District Cash Flow Update to the Governing Board.



Rationale:

December receipts were $17,426,685 and disbursements for the month of December totaled $10,159,125. Salary and benefits represented 87% of the total disbursements for the month.

The District received the Tax Revenue and Anticipation Note (TRAN) of $4,955,000 in July for the New Fiscal Year 2018-19. In January, we will pay back 50% of the TRAN balance. The remaining balance will be paid in April 2019. The ending cash balance at the close of December was approximately $22.3 million. The cash balance at the close of January is expected to be approximately $20.6 million.

 





 
Comments:

This is a monthly informational item on the District's cash flow projection for 2018-19. As requested by the Governing Board and Superintendent, staff will provide an update on the District's cash flow. The attached cash flow shows the actual receipts and disbursements for the months July thru December, as well as the projected monthly receipts and monthly disbursements for the remainder of fiscal year 2018-19. 



Financial Impact:

The District has a strong positive cash balance of approximately $22.3 million.



Attachments:
Cash Flow Spreadsheet
Monthly Cash Flow Update
g. Certification of Election Results - November 6, 2018 (Action Item)
Rationale:

An Election was held on November 6, 2018.  Four (4) candidates ran uncontested for four (4) seats on the Gilroy Unified School District Board of Education.

As appears by the official returns of the election and statement of votes cast on file in the Office of the Registrar of Voters, the following candidates were elected as board members of the Gilroy Unified School District:

  • Enrique Diaz
  • Tuyen Fiack
  • Anisha Munshi
  • Linda Piceno

Pursuant to Election Code Section 15400, the Governing Board must take action to accept the Statement of Votes and Certificate(s) of Election Results and declare the totals to be the final results of the election.




 
Recommended Motion:

It is recommended the Board accept the November 6, 2018 election results as provided by the Santa Clara County Registrar of Voters.

Attachments:
Certification of Election Results
h. Approval of Certificated Substitute Rate Increase (Action Item)
Comments:
The District is recommending an adjustment in the current certificated substitute rates to standardize the hourly rate of zero period coverage to be in line with the recent increase in the hourly rate for the Gilroy Teachers Association.  This proposal would bring zero period service compensation from $35/hour to $37/hour.  All other rates pertaining to certificated substitutes would remain unchanged.



Financial Impact:

Approximately $200.00 annually based on 2017-2018 costs (General Fund).




Recommended Motion:

Board approval is recommended of the Certificate Substitute rate increase from $35/hour to $37/hour.



Attachments:
2019 Substitute Teacher Salary Schedule
i. Approval of Adult Education and Credit Recovery Hourly Rate Increase (Action Item)
Rationale:

The District is recommending an adjustment in the current rates for adult education and credit recovery teachers to be in line with the recent increase in the hourly rate for the Gilroy Teachers Association.  This proposal would bring the instructional rate from $35/hour to $37/hour and the non-instructional rate from $28/hour to $30/hour.  



 
Financial Impact:

Approximately $6,000.00 annually based on 2017-2018 costs ($3,500 Adult Education Fund / $2,500 General Fund).



Recommended Motion:

Board approval is recommended of the increase from $35/hour to $37/hour for Adult Education and Credit Recovery.


Attachments:
Adult Education - Credit Recovery Salary Schedule
j. 2019 Board Member Committee and School Assignments (Action Item)
Recommended Motion:

Approval of the board assignments is requested.


Attachments:
2019 Board Member Assignments
k. Board Policies Revision (October 2018): First Reading (Discussion Item)
Comments:

Revisions to board policies are submitted to GUSD five times per year as part of CSBA's board policy manual maintenance services.  Revisions reflect updates due to new laws or court decisions, changes in law, additions or corrections to language, or for clarification.

Updates have undergone legal review by CSBA's legal counsel.  GUSD staff has modified them to reflect local needs, practices, and legal circumstances.  District's legal counsel have weighed in on modifications as needed.


Recommended Motion:

Board direction is requested regarding the October 2018 Board policy updates.  The Board may choose to wave the 2nd reading and approve the policies as submitted.

Attachments:
Board Policies Revision (October 2018)
7. ACTION/INFORMATION ITEMS REGARDING FACILITIES AND MAINTENANCE/OPERATIONS (Procedural Item)
a. Approve Proposal from Flint Builders for the Brownell Modernization Project (Action Item)
Quick Summary / Abstract:

Paul Nadeau, Director of Facilities, Planning, and Management, will present the proposal from Flint Builders for the Brownell Middle School modernization project. 


Rationale:

The district, along with Aedis Architects, conducted an extensive bidding process to procure a general contractor for the Brownell modernization project. This process included multiple site walks with pre-qualified contractors, formal requests for proposals from interested contractors. The proposals were scored and the three best proposals were interviewed by the district Facilities Subcommittee. After scoring the interviews, it was unanimously determined that Flint Builders had the best overall proposal for what the district needs. (Attached is the document detailing the bid summary and base bid.) 

Pending board approval of the selection of Flint Builders, staff will present a lease-leaseback contract for board approval at the next board meeting. 





 
Financial Impact:

Pre-construction costs are $700,000, which are included in the total project budget of $70.8 million funded by Measure E.



Recommended Motion:

Approve the selection of Flint Builders for the Brownell Project.


Attachments:
Agreement #A1819-24 Flint pre-construction agreement
Brownell MS, opening bids
Flint Proposal for Brownell
Flint-GUSD Brownell MS Modernization
b. Approval of Agreement #A 1819-17 with Enviro Science, Inc. (Action Item)
Quick Summary / Abstract:

Paul Nadeau, Director of Facilities, Planning, and Management, will present the contract for Enviro Science Inc. 


Rationale:

As part of many items that are required prior to the beginning of construction at Brownell Middle School, the site needs to have a survey conducted to determine if and where toxic substances (specifically, lead and asbestos) could be on the campus. The district would like to contract with Enviro Science, Inc., to conduct this survey. 


 
Financial Impact:

$21,975, funded out of Measure E. 


Attachments:
Agreement #A1819-17 with EnviroScience, Inc.
EnviroScience Survey Proposal
c. Approval of Contract with Weatherproofing Technologies Inc., for the purchase of materials for the Luigi Aprea Elementary Roof Repair (Action Item)
Quick Summary / Abstract:

Paul Nadeau, Director of Facilities, Planning, and Management, will present the purchase quote from Weatherproofing Technologies Inc. 


Rationale:

Luigi Aprea Elementary School has many roof issues that need to be addressed. It is proposed that we purchase the material separate from the labor to mitigate additional mark-up pricing by the contractor. The materials are required to complete the work for this project. 


 
Financial Impact:

$31,755.39, funded from deferred maintenance. 


Recommended Motion:

It is recommended that the board approve the purchase of these materials from Weatherproofing Technologies, Inc. 


Attachments:
Weatherproofing Technologies Quote
d. Approval for the Agreement #A 1819-16 with Brazos Urethane Inc. for Luigi Aprea Elementary Roof Repair (Action Item)
Quick Summary / Abstract:

Paul Nadeau, Director of Facilities, Planning, and Management, will present the contract with Brazos Urethane, Inc., for approval.  


Rationale:

Luigi Aprea Elementary School has a number of roof issues that need to be addressed to prevent future damage. The district would like to engage Brazos to install a urethane roofing application to address this situation. 


 
Financial Impact:

$71,570, funded from deferred maintenance. 



Recommended Motion:

It is recommended that the board approve the contract with Brazos Erathane Inc. 

Attachments:
Agreement #A1819-16 with Brazos Eurothane Inc
e. Approval of purchase from CDW-G for two interactive monitors for the GECA Science Lab (Action Item)
Quick Summary / Abstract:

Paul Nadeau, Director of Facilities Planning & Management, will present the proposal for purchasing two interactive monitors and stands for the GECA new science lab. 


Rationale:

As part of the scope of the project, two interactive monitors on stands are to be procured and installed into the new science lab at GECA. The specified items are the current I.T. standard and are comparable to the ones just installed at the new math building at Gilroy High School. 


 
Financial Impact:

$10,456.44, from Measure E.


Recommended Motion:

It is recommended that the board approve the purchase of two interactive monitors and stands from CDW-G. 


Attachments:
Quote for interactive monitors
f. Ratification of Contract with Office Depot for furniture purchase for the GECA Science Lab (Action Item)
Quick Summary / Abstract:



Rationale:

The new science lab at GECA has been specified to have appropriate tables and chairs for up to 34 students. 

 
Comments:
The specified science tables and chairs for this project were ordered in December to ensure that they would be delivered and installed in time for the project's end date. 


Financial Impact:

$11,026, funded from Measure E. 



Recommended Motion:

It is recommended that the board ratify the purchase of the furniture from Office Depot for the GECA new science lab. 

Attachments:
Quote from Office Depot
g. Information on Possible Implementation of Colbi Technologies (Information Item)
Quick Summary / Abstract:

Paul Nadeau, Director of Facilities Planning and Management, will present information on Colbi Technologies.



Rationale:

Colbi Technologies provides software products that assist the district in tracking, managing and reporting school construction projects. This proposal includes the three core functions of Colbi's offerings. "Account-Ability" is a software product that specifically provides a workflow for all the required accounting paperwork for construction projects and ties them directly to our bond budgets. This software will bridge the gap between Facilities and the Business departments and provide a more efficient process moving forward. 

"Colbi Docs" is another critical software component that will ensure that all construction-related documentation between the district and contractors is tracked and managed through a digital workflow management portal. This will help mitigate potential issues of communication, responsibilities and project documentation all the way to archival states. Further, it will reduce the districts archive footprint by modernizing the workflow into a digital state. 

"Quality Bidders" is a contractor prequalification tool that will not only ensure that the district is using qualified organizations for its projects through its rigorous qualification process, but streamlines the communication process for announcing projects the district is embarking upon. This tool will help manage our pre-qualified contractor list and advise the district about potential risks such as the district not having many qualified contractors for a particular trade. 



 
Comments:

The software presented here will help fill in the void created with the elimination of the administration position that handled these functions. Further, it will help build a learnable and sustainable process moving forward, eliminating the loss of information through personnel turnover. 





Financial Impact:

Savings from an unfilled position and savings from not renewing a consulting contract will fund both the one time cost as well as the ongoing obligations.

The Construction Accountant position is not being filled resulting in an annual saving of $76,135.   A contract with an outside consultant will not be renewed for 2019-20, saving another $40,000 annually.  

First-year fiscal impact of implementing Colbi Technologies is $95,000. This includes the first-year subscription and all implementation and training of staff. 

Annual cost after the first year: $60,500

Funding Source: Measure E. 





Recommended Motion:

Item is for information only.  The Governing Board will be asked for subsequent action.

Attachments:
Account-Ability & Colbi Docs proposal
h. Resolution #18/19-24 to approve new "Office of School Construction" representative. (Action Item)
Quick Summary / Abstract:



Rationale:

Currently, the contact information reflects James Bombaci who has retired. It is recommended that the contact information is updated to Paul Nadeau, the current Director of Facilities and Planning.



 
Comments:
The Office of Public School Construction needs to have the district representative updated. It is required that the Board of Education approve this update and submit a SAB 50-03 form. 


Financial Impact:

No financial impact. 

Recommended Motion:
It is recommended to the board to approve a resolution updating the district representative for the Office of Public School Construction from James Bombaci to Paul Nadeau.

Attachments:
Resolution #18/19-24 to Approve Change in Representation for OPSC
SAB 50-03 Application
8. BOARD MEMBERS' REPORTS (Information Item)
9. UPCOMING AND NEW/REFERRAL AGENDA ITEMS (Discussion Item)
Quick Summary / Abstract:

Board members will review the upcoming Board agenda calendar and discuss proposals for future discussions and possible agenda items.  These items will be referred to the executive committee.

Attachments:
January - March 2019 BOE Calendar
10. ANNOUNCEMENTS (Procedural Item)
a. The next REGULAR MEETING of the Board of Education will be held on Thursday, February 14, 2019 at 7810 Arroyo Circle, Gilroy. Closed Session will begin at 5:30 p.m., followed by the Regular Meeting at 7:00 p.m. The agenda will be available on the district's website by 5:00 p.m. Friday, February 8, 2019. (Information Item)
b. The Board of Education will hold a BOARD RETREAT on Saturday, February 9, 2019 beginning at 8:00 a.m. at 7810 Arroyo Circle, Gilroy. (Procedural Item)
c. If necessary, the Board will adjourn to closed session to continue discussion of items in Section 2 above. (Information Item)
11. ADJOURNMENT (Action Item)

Published: January 11, 2019, 4:41 PM

The resubmit was successful.