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Board of Education Regular Meeting
Gilroy USD
February 14, 2019 7:00PM
Board Room 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: 1 (Action Item)Confidential agenda item.
Quick Summary / Abstract:
  • Case # 2019-12

b. READMISSION OF STUDENTS TO SCHOOLS MAINTAINED BY THE DISTRICT: Number of Cases: 1 (Action Item)Confidential agenda item.
Quick Summary / Abstract:
  • Case # 2018-12
c. PUBLIC EMPLOYEE DISCIPLINE/DISMISSAL/RELEASE (Government Code Section 54957[b]) (Action Item)Confidential agenda item.
Quick Summary / Abstract:
  • Resolution # 18/19-26 Non Reelection of Certificated Employees
  • Resolution # 18/19-27 Notice of Release of Temporary Teachers
 
d. CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED LITIGATION (Government Code Section 54956.9(b)) Number of Cases: (Procedural Item)Confidential agenda item.
e. CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION (Government Code Section 54956.9(d(1)) Number of Cases: (Procedural Item)Confidential agenda item.
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

3. REGULAR SESSION (7:00 PM) (Procedural Item)
a. Pledge of Allegiance: Ascencion Solorsano Middle School (Maria Walker, 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 - Rene Alonso, Mt. Madonna High School (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 February 14, 2019 (Revised)
b. Approval of Board Meeting Minutes: January 17, 2019 Meeting (Consent Item)
Attachments:
Board Meeting Minutes 1 17 19
c. Donations to the district -- February 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: $3,084.09
Brownell MS: $4,700
Christopher HS: $2,579
Eliot ES: $1,000
GECA: $130.11
Gilroy HS: $14,996.12
GUSD: $1,500

TOTAL:
$27,989.32

Attachments:
Donations report, 2.14.19
d. Certification of Comprehensive School Safety Plans for all Gilroy Unified School District Schools (Consent Item)
Rationale:

The Gilroy Unified School District Board of Education recognizes that students and staff have the right to a safe and secure campus where they are free from physical and psychological harm.  The Board and staff continue to be fully committed to maximizing school safety and maintaining positive learning environments with restorative teaching strategies for violence prevention with emphasis on high expectations for student conduct, responsible behavior, and respect for others.

Pursuant to Education Code 32286, The Board requires each school to adopt a Comprehensive School Safety Plan that is updated each year.  Each Comprehensive School Safety Plan is reviewed and approved by its respective School Site Council.  Following their approval of School Safety Plans, the Superintendent completes a final review.

 
Comments:

All School Safety Plans have been reviewed and approved by each school's School Council.

All plans were reviewed by the Superintendent and Safety/Security Manager during January 2019.

Comprehensive School Safety Plans are available for review at each school site and in the Board Library at the District Office.

Recommended Motion:

Accept the Comprehensive School Safety Plans as verified and approved by the Superintendent (or designee), and the School Site Council for each site.

Attachments:
2018-19 Signature Pages
e. Report of Cash Disbursements/Warrants from July thru December 2018 (Consent Item)
Rationale:

Warrant Starting

Warrant Ending

Total Cash

County of Santa Clara

83043230

83049496

$23,868,700.34

County of Santa Clara-Canceled Warrants


$30,912.94

Total

$23,837,787.40




 
Comments:
Education Code 42631 states, "All payments from the funds of a school district shall be made by written order of the governing board of the district." Education Code 42632 describes that each order shall be signed by a person or persons authorized by the governing board to sign orders in its name. Board Policy 3300, adopted November 20, 2008 states, "The Superintendent or designee may purchase supplies, materials, equipment, and services in accordance with the Board Policy and administrative regulations. Such purchases shall not exceed bid limits as imposed by current law."



Financial Impact:

Cash Outflow of $23,837,787.40 for the period of July 1, 2018 through December 2018.



Recommended Motion:
Board Approval is recommended of the cash disbursements report.

Attachments:
Cash Disbursements/Warrants July thru December 2018
f. Investment Report for First Quarter, Fiscal Year 2018-19 (Consent Item)
Comments:

The quarterly investment report for Gilroy Unified School District is being presented for review in accordance with Board Policy 3430 and Government Code Section 53646.Also, in accordance with administrative regulations, the Gilroy Unified School District certifies that it has sufficient cash on hand to meet the District's cash requirements for the next six months.

District investment returns for the first quarter of fiscal year 2018-2019 are as follows:

Santa Clara County Treasurer - Gross Interest of $1,440.80

 

 







Financial Impact:

Quarterly interest earned of $1,440.80 for the first quarter of fiscal year 2018-2019.



Recommended Motion:

Accept the 1st Quarter Investment Report for Fiscal Year 2018-19.



Attachments:
Quarterly Investment Report, September 2018
g. NEW Agreement with Dannis Woliver Kelley (DWK) for Professional Services for Front-End Documents (Consent Item)
Quick Summary / Abstract:








Rationale:

Because of Gilroy Unified School District's prior purchase of the Dannis Woliver Kelley (DWK) Front-End Bid Documents ("front ends"), the November 2018 updated forms will be provided for the reduced charge of $250.





 
Comments:
Gilroy Unified School District has utilized Dannis Woliver Kelley (DWK) in the past for Front-End Bid Documents.  The Front-End Bid documents would allow the District to keep current with the 2018 Legislative Session and include enhanced language based on "best practices."

Financial Impact:

$250 funded from Measure E


Recommended Motion:

It is recommended that the Board approve Dannis Woliver Kelley (DWK) for the purchase of Front-End Bid Documents.


Attachments:
DWK Agreement for Professional Services
DWK Front End Document Letter
h. Williams/Valenzuela Settlement Quarterly Uniform Complaint Report for October 1 through December 31, 2018 (Consent Item)
Rationale:
The Williams Settlement provisions the monitoring of Williams complaints regarding student access to instructional materials, safe schools, and quality teachers.

 
Comments:

The William/Valenzuela Settlement was designed to provide all students with equal access to instructional materials, safe school facilities, and quality teachers.  The quarterly report on Williams Uniform Complaints is presented to the Board of Education for review and approval.  The Board approved report will be submitted to the Santa Clara County Office of Education (SCCOE).




Financial Impact:

None

Recommended Motion:

Board approval is recommended of the Williams/Valenzuela Settlement Quarterly Uniform Complaint Reports for the period of October 1 through December 31, 2018



Attachments:
Williams Report
i. NEW Contract with Royal King for Dance Program at two elementary schools (not to exceed $16,000) (Consent Item)
Comments:
Royal King will provide music and dance programs for all grade levels at two elementary school sites.  During the multi -week program, each grade level learns a variety of dances. The dance program supports the Physical Education and Performing Arts standards, and emphasizes respect, responsibility, mentoring, work ethic and community building.  The culmination performance highlights the effort and development of the students’ achievement. 


Financial Impact:

The total cost of the dance program will not exceed $16,000 and will be paid from site funds ($14,000) and district LCFF funds ($2,000).




Recommended Motion:

Board approval is recommended for the agreement between GUSD and Royal King for the dance program at designated elementary schools.



Attachments:
Royal King Contract
Scope of Work
j. NEW Contract Agreement with Carmela Dutra for STEAM program at Glen View Elementary School (not to exceed $6,853) (Consent Item)
Comments:

Ms Carmela Dutra  is a Bay Area children's author who has worked with school districts in Santa Clara County to bring reading and STEAM related learning activities to students. She will provide reading and STEAM activities to students in grades K-5 at Glen View elementary. During the week long program, Ms Dutra will work with each classroom to involve students in activities related to the book. Ms Dutra will provide all materials for the classroom activities and each classroom will receive a copy of the the book. Following the classroom instruction, students will be able to share the activities with their families at home.

This program is funded through School Linked Services. School Linked Services are designed to support family engagement and student activities. Ms Dutra’s program has been recommended by the SCCOE Behavioral Health  School Linked Services department as meeting the guidelines for the grant.



Financial Impact:

The total cost of the program will not exceed $6,853 and will be paid from School Linked Services funds.



Recommended Motion:

Board approval is recommended for the agreement between GUSD and Carmela Dutra for STEAM learning activities at Glen View Elementary. 


Attachments:
Contract
Scope of Work
k. NEW Service Agreement with Interpreters and Translators, Inc., for 2018-2019 School Year (not to exceed $ 5,000) (Consent Item)
Rationale:

This service agreement is necessary to provide translation and interpreting as needed for assessments and IEP meetings.



 
Comments:

Interpreters and Translators, Inc. is a company located in Glastonbury, CT. that specializes in providing translation and interpreting services geared explicitly towards Special Education.  At this time within GUSD, there is a higher demand for these services that require more than one company to meet the need. This company provides interpretation services via phone and Skype.  They can translate IEPs into many different languages. This option is more cost effective as the expense for travel time, and mileage for an interpreter is not needed. 



Financial Impact:

Total service agreement amount is not to exceed $5,000.

 



Recommended Motion:

Approval of the Service Agreement with Interpreters and Translators, Inc. and Gilroy Unified School District for the 2018-2019 School Year is recommended.



Attachments:
RATES
Service Agreement
l. NEW Service Agreement with Morrissey-Compton Educational Center, Inc. (not to exceed $6,000) (Consent Item)
Rationale:

Contract required of a 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)(3)(I). 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. Morrissey-Compton Educational Center is uniquely qualified to perform the necessary bilingual educational evaluation.



Financial Impact:
Service agreement amount is not to exceed $6,000.

Recommended Motion:

Approval of the Service Agreement between Morrissey-Compton Educational Center, Inc. and Gilroy Unified School District is recommended.



Attachments:
Service Agreement
m. NEW Service Agreement with The Reading Clinic (not to exceed $26,000) (Consent Item)
Rationale:

The District needs to contract with The Reading Clinic to provide reading and math intervention.




 
Comments:

Due to Settlement agreement, the District needs to provide reading and math intervention for a student with an IEP through an outside vendor.



Financial Impact:

Total Service Agreement amount not to exceed $26,000.


Recommended Motion:

Approval of the Service Agreement with The Reading Clinic and Gilroy Unified School District to provide reading and math intervention is recommended.




Attachments:
RATES
Service Agreement
n. Overnight/Out of Town field trip - Christopher High students to attend Museum of Tolerance, Los Angeles, CA (Consent Item)
Rationale:

Dates of the overnight/out of town field trip are scheduled for Wednesday, May 15, 2019, and returning Thursday, May 16, 2019. Two instructional days will be impacted.

 
Comments:

Christopher High School teachers Emily Diaz, Jeff Day, Haviland Hage, Julie Grant, Julie Graham, David Salles, Enrique Diaz, 1 SPED (teacher if needed), and 100 students to participate in Museum of Tolerance, Getty and UCLA tour.They will be traveling by charter bus and stay at Pasadena school gym.

Financial Impact:

The estimated cost is $15,000. This amount will be covered using CHS fundraising and grants.

Recommended Motion:

Board approval is recommended for up to 100 Christopher High School students to go to Museum of Tolerance, Los Angeles, CA.

Attachments:
Overnight CHS Museum of Tolerance
o. Overnight/Out of Town Field Trip - Dr. TJ Owens Early College Academy to attend Poetry Out Loud State Competition in Sacramento, CA (Consent Item)
Rationale:

Dates of the overnight/out of town field trip are scheduled for Sunday, March 3,2019 and returning Monday, March 4, 2019. One instructional day will be impacted.

 
Comments:

Ana Benich and approximately three GECA students will travel to Sacramento, CA to compete in the Poetry Out Loud Competition at the State Senate Building in Sacramento, CA. They will be traveling by private car and stay at Holiday Inn in Sacramento, CA.

Financial Impact:

All costs will be paid by GECA Site Discretionary funds. The estimated total cost per students is $200.

Recommended Motion:

Board approval is recommended for up to 3 GECA students to go to Sacramento, CA to compete in the Poetry Out Loud State Competition.

Attachments:
Overnight GECA Poetry Out Loud
6. ACTION/INFORMATION ITEMS (Procedural Item)
a. AB 1200 Public Disclosure of Tentative Agreement between the Gilroy Federation of Paraeducators and GUSD for 2017-18, 2018-19, and 2019-20 (Information Item)
Quick Summary / Abstract:

Alvaro Meza, Assistant Superintendent, Business Services/CBO, will present the AB 1200 Public Disclosure to the Governing Board for discussion.   



Rationale:

The multi-year Tentative Agreement on salary and benefits is as follows:

  • 2% salary increase effective July 1, 2017.
  • 2% salary increase effective January 1, 2018.
  • 2% salary increase effective January 1, 2019
  • Increase to the District medical contributions, effective January 1, 2020.  These hard caps are then maintained, and prorated based on FTE.


 
Comments:

Assembly Bill (AB) 1200 requires local educational agencies to publicly disclose the provisions of all collective bargaining agreements before entering into a written agreement. Government Code (GC) Section 3547.5 states: “Before a public school employer enters into a written agreement with an exclusive representative covering matters within the scope of representation, the major provisions of the agreement, including, but not limited to, the costs that would be incurred by the public school employer under the agreement for the current year and subsequent fiscal years, shall be disclosed at a public meeting of the public school employer.” 

It is intended to ensure that the public is aware of the known costs associated with a proposed collective bargaining agreement before it becomes binding to the District. 
Pursuant to the amendments of the Government Code (GC) Section 3547.5 as contained in AB 2756, the Superintendent and Chief Business Official (CBO) must certify in writing that the costs incurred under the collective bargaining agreement outlined in this disclosure can be met by the district during the term of the agreement. 

Superintendent Dr. Deborah A. Flores, Ph.D., and CBO Alvaro Meza, both signed the certification and provided the a full copy of the Public Disclosure of this Collective Bargaining Agreement to the Santa Clara Office of Education. The SCCOE has reviewed the disclosure forms and their review letter is attached to this briefing.



Financial Impact:

The initial 2% salary increase effective July 1, 2017 was included as part of the current 2018-19 budget, at a cost of $115,240.  The additional impact to the current and subsequent fiscal years would be an additional $57,620 for fiscal year 2018-19.  For fiscal year 2019-20, the cost of the TA would be $189,007, and increase to $266,268 by the end of 2019-20.



Recommended Motion:

This is a Public Disclosure of the costs associated with the Tentative Agreement between GUSD and the Gilroy Federation of Paraeducators. 

The subsequent item will ask the Governing Board to take action on the Tentative Agreement itself.



Attachments:
AB 1200 Disclosure Forms
Multi-year Projection (MYP)
SCCOE letter
TA between GUSD and Paraeducators
b. Approve Tentative Agreement Between the Gilroy Federation of Paraeducators (GFP) and GUSD for 2017-2018, 2018-2019, and 2019-2020 (Action Item)
Quick Summary / Abstract:
Paul Winslow, Assistant Superintendent of Human Resources, will introduce the item for Board action.

Rationale:

The Gilroy Federation of Paraeducators and Gilroy Unified School District have agreed to a Tentative Agreement for 2017-2018, 2018-2019, and 2019-2020. The Public Disclosure of the Agreement was discussed during the previous agenda item; AB 1200 Public Disclosure.



 
Financial Impact:
Fiscal Impact of the Agreement was discussed during the previous agenda item, AB 1200 Public Disclosure.

Recommended Motion:

Approve Tentative Agreement between the Gilroy Federation of Paraeducators (GFP) and GUSD for 2017-2018, 2018-2019, and 2019-2020.


Attachments:
Gilroy Federation of Paraeducators
c. Local Control Accountability Plan (LCAP) Mid-Year Review (Information Item)
Quick Summary / Abstract:
Staff will provide a mid-year review highlighting the progress made towards achieving the 2018-19 LCAP goals.

Rationale:

With the implementation of the Local Control Funding Formula (LCFF), all school districts are required to prepare a Local Control Accountability Plan (LCAP) using the State Board of Education approved template.  The LCAP is a three year plan that is organized around eight (8) state and local priorities:

 

  • Conditions of Learning – Williams Requirements
  • Implementation of Common Core State Standards
  • Parent Involvement
  • Student Achievement
  • Student Engagement
  • School Climate
  • Course Access
  • Other student outcomes

 

The GUSD LCAP was approved by the Board on June 14, 2018



 
Financial Impact:

None

Attachments:
LCAP Mid Year Review
d. Approve Budget Reductions for the 2019-20 Fiscal Year (Action Item)
Quick Summary / Abstract:

Alvaro Meza, Assistant Superintendent/CBO, will present the item for board action.

Comments:

The Gilroy Unified School District is one of 26 school districts in Santa Clara County that are declining in enrollment (of 31 school districts).  Enrollment loss is a function of a significant decline in birth rates, rising housing costs, and a lower student generation rate from new residential developments.  Fewer students result in less funding for the District.  The reduction in revenue between last year and this year (2018-19) is anticipated to be $3.7 million.

The process of identifying cuts to address the budget shortfall, started early for the development of the 2019-20 fiscal year.  The attached list has been previously presented to the Governing Board as information, allowing staff to update the Board on potential areas of reduction, and relevant program impacts associated with such action.  

With feedback from the Governing Board, the list has been updated to exclude potential savings in Special Ed.  The list of proposed reductions now lowers the anticipated savings from reducing summer school (from $250k to $100k), bringing the total amount of reductions identified for the 2019-20 fiscal year to $2,859,501.

Trimming the budget by $2.9 million in 2019-20 is necessary to address the erosion of revenue, and address the increase in employee’s total compensation through 2020-21.  Putting it simply, revenues are declining while expenditures are rising.  On-going cuts are necessary to maintain fiscal stability.

On February 14, 2019, the Governing Board will be asked to take action on the proposed Budget Reductions to allow staff to incorporate these cuts into the development of the 2019-20 budget.  The Multi-Year Projection incorporates the $2.9 million as on-going reductions.  An additional $1 million cut is anticipated for the subsequent year (2020-21).  The subsequent year reductions are subject to change, and will be updated annually with the latest information from the state, enrollment, and contributions to underfunded programs as information becomes available. 



Financial Impact:

The $2.9 million worth of budget reductions for 2019-20 are necessary to maintain fiscal solvency, and to maintain the District's Positive Certification.

Recommended Motion:

Approve the Budget Reductions for the 2019-20 fiscal year.

Attachments:
MYP with Budget Reductions
Proposed Budget Reductions for 2019-20
e. California School Dashboard (Information Item)
Quick Summary / Abstract:

Kermit Schrock, Program Administrator, will present this item.




Comments:

California is in the third year of the new California School Dashboard system.  The California School Dashboard provides parents and educators with meaningful information on school and district progress so they can participate in decisions to improve student learning.

Beginning with the 17-18 Local Contral Accountability Plan (LCAP), districts included the Dashboard indicators as part of the LCAP process. 

In addition, the School Dashboard accountability model will meet both the state needs as well as the federal accountability requirements of the Every Student Succeeds Act (ESSA).



Financial Impact:

No financial impact

Attachments:
GUSD CA School Dashboard 2018
f. Approval of Gilroy Unified School District Plan for Low Performing Students Block Grant (Action Item)
Quick Summary / Abstract:





Rationale:
California school districts have received funding as part of the The Low Performing Student Block Grant to increase academic achievement of identified students.

 
Comments:

In December 2018, the California's Department of Education notified school districts of an apportionment provided in AB 1801 in support of the Low Performing Students Block Grant . The Low Performing Student Block Grant (LPSBG)  provides funds for local education agencies (LEAs) serving students identified as low performing on the most recent state English language arts or mathematics assessments who are not otherwise identified for supplemental grant funding under the local control funding formula (LCFF), or eligible for special  education services. This group of students thus excludes English learners, foster youth, or low income students.


The CDE identified 319 GUSD students in grades 4-12  that meet the criteria for the funds. The total apportionment for GUSD is $630,352  to be spent over the next three years.


The LPSBG funds must be used on evidence based services that directly support pupil academic achievement. Eligible activities include, but are not limited to,  professional development for certificated staff, instructional materials or additional supports for students.



Districts must submit the first report on March 1, 2019 which outlines a tentative plan. The plan for the LPSBG should align with the district LCAP. The final report is due November 2021.



Financial Impact:
The total apportionment for GUSD is $630,352. Funds are available for expenditure or encumbrance through  the 2020-21 school year.

Attachments:
Low Performing Student Block Grant Plan
g. 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:

January receipts were $14,401,028 and disbursements for the month of January totaled $10,857,653. Salary and benefits represented 80% 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 paid back 50% of the TRAN balance. The remaining balance will be paid in April 2019. The ending cash balance at the close of January was approximately $24.2 million. The cash balance at the close of February is expected to be approximately $20.1 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 January, 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 $24.2 million.




Attachments:
Cash Flow Spreadsheet
Monthly Cash Flow Update
h. Energy Conservation Design-Build Services Request for Qualifications (RFQ) (Action Item)
Quick Summary / Abstract:


Rationale:

GUSD has had a behavior-based Energy Conservation Program since 2010.  During that time, many energy efficiency upgrades have been made to sites including LED lighting, solar at the comprehensive high schools, energy management system controls and HVAC improvements.  The Energy Education Department is now looking at a comprehensive overview of additional projects that can be done over the next three years utilizing state energy credits, grants and other programs.


 
Comments:

The GUSD Energy Education Department is looking for a turn-key comprehensive energy efficiency program that accomplishes the following:

  • Reduces energy costs and maximizes the net economic benefit to the District by identifying and installing qualified energy conservation measures (ECMs) that support the District’s goals and meet specifications
  • Achieves an annual guarantee for cost savings for each year of the contract that requires zero impact on the General Fund
  • A Performance Contract that pays for the entire designed project with zero out-of-pocket costs
  • Prepares a long-term strategic approach that maximizes the ongoing benefits of energy conservation measures (ECMs)
  • Leverages all other available funding sources to reduce project costs
  • Meets any and all requirements with Title 24 and the California Building Code
  • Provides required measurement and verification (M&V) of implemented ECMs
  • Upgrades old and/or inefficient systems
  • Maintains consistent and reasonable levels of occupant comfort
  • Maintains building functionality and compatibility with existing comfort
  • Improves utilization of technology to achieve optimum performance and savings
  • Provides additional benefits that directly result from energy related services & capital improvements, reduced maintenance needs, improved indoor air quality, building improvements, reduced greenhouse gases, etc.
  • Minimizes financial and technical risk to the Gilroy Unified District
  • Provides training to employees on maintenance and repair of equipment and/or controls
  • Provides comprehensive funding solutions
  • Promotes private job sector creation




Financial Impact:

Zero cost to the District; should lead to savings to the General Fund.


Recommended Motion:

Approval to release Request for Qualifications (RFQ) for Energy Conservation Design-Build Services.

Attachments:
RFQ for Energy Conservation Design-Build Services
i. Second Reading of Updates to Board Policies (October 2018) (Action Item)
Rationale:

Gilroy Unified administrative staff and board members reviewed, revised, and globally adopted CSBA's Board policies in November 2008.

Revisions to the policies are provided five times a year as part of CSBA's Board Policy Manual Maintenance Service.  Revisions reflect updates due to new laws, court decisions, changes in law, additions or corrections to language, or for clarification purposes.

The current Board Policy updates were presented for discussion as a first reading at the January 17, 2019 Board meeting.

 
Recommended Motion:

Board approval of the revisions to the Board Policies is requested.

Attachments:
Board Policies (October 2018)
j. Ratification of Contract between GUSD and DecisionInsite LLC for boundary and enrollment services. (Action Item)
Quick Summary / Abstract:

Alvaro Meza, Assistant Superintendent of Business Services/CBO will introduce the item for board action.



Comments:
The District is in need of a boundary consultant to assist the Superintendent's Advisory Committee on School Closure.  DecisionInsite's web-based application pulls overnight data from our student information system and plots it on a map overlaying our student data over our current school boundaries.  The platform can easily run scenarios by dragging the boundary lines, and obtaining key statistics about the impact of both current enrollment, and projected enrollment given a scenario.  

This ratification of contract was necessary in order to have the application loaded with our data and continue to support the important work of the Superintendent's Advisory Committee on School Closure.  Uploading/verifying the data from our student information system is expected to take one week.

DecisionInsite currently works with over 100 districts in California, was founded by a former district Superintendent and is a strategic partner to Aeries (our student information system) and School Services of California. 

Note:

The District's board approved contract template is attached.  Modifications to the contract template was limited to Exhibit B, with the insertion of the Service Agreement Assumptions and the 5 year cancellation schedule.





Financial Impact:

This is a multi-year agreement, but allows GUSD for early termination as outlined in the contract.

The base cost of the first year of the Agreement has been reduced by 25%. The total cost in year one shall not exceed $16,536.50 funded by the General Fund (Base Annual fee: $10,036.50, Residential Development Research $2,500, Boundary Consulting Services $4,000).

In subsequent years, the District is anticipated to save $2,118 annually,  by consolidating consulting services related to this service.


Recommended Motion:

Approve ratification of Contract Agreement with DecisionInsite LLC.

Attachments:
Agreement #A 1819-27 with DecisionInsite, LLC (revision 2: 2/13/19)
DecisionInsite demo
DecisionInsite proposal from 1.29.19
k. Service Agreement with McArthur & Levin, LLP for the 2018-2019 School Year (not to exceed $100,000) (Action Item)
Rationale:

Contract for legal services between Gilroy Unified School School District and Mc Arthur Levin LLP  is needed to provide legal services to the student services regarding issues related to special education.  Three law firms specializing in special education matters submitted proposals to provide services. A District panel selected Mc Arthur Levin to represent the District in all matters related to special education and student services.. This contract is not for additional services. Legal services were provided to the Student Services Department by a different law firm. The Mc Arthur Leviin LLP contract for services will replace the contract for services with the previous law firm.


 
Financial Impact:

Total service agreement amount is not to exceed $100,000

Recommended Motion:

Approval of the Service Agreement with McArthur & Levin, LLP and Gilroy Unified School District for the 2018-2019 school year is recommended.

Attachments:
Service Agreement
7. BOARD MEMBERS' REPORTS (Information Item)
8. 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:
2019 BOE Calendar February 26 - May
9. ANNOUNCEMENTS (Procedural Item)
a. The next REGULAR MEETING of the Board of Education will be held on Thursday, March 7, 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, March 1, 2019. (Information Item)
b. If necessary, the Board will adjourn to closed session to continue discussion of items in Section 2 above. (Information Item)
10. ADJOURNMENT (Action Item)

Published: February 8, 2019, 2:44 PM

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