Special Board Meeting

Minutes

The Board approved the agenda for the Special Board meeting of May 29, 2012.

Actions

Motion - Motion made by Lance James and a seconded by Mike Katz-Lacabe. | Vote: Yes Hermy Almonte .; Yes Carmen Sullivan .; Yes Lance James .; Yes Ron Carey .; Yes Diana Prola .; Yes Mike Katz-Lacabe .; Yes Morgan Mack-Rose .

Quick Summary / Staff Recommendation

Approve the Special Board meeting agenda for May 29, 2012.

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Quick Summary / Staff Recommendation

Members of the audience who wish to address the Board are asked to complete the yellow card available at the entrance and submit it to the Board's Administrative Assistant. Speakers who have completed the card will be called when the item is reached on the agenda or, for non-agenda items, during the Public Testimony. Cards are to be turned in before the item is reached on the agenda. Please note that the meeting is being recorded. State law prohibits the Board of Education from taking any action on or discussing items that are not on the posted agenda except to A) briefly respond to statements made or questions posed by the public in attendance; B) ask questions for clarification; C) provide a reference to a staff member or other resource for factual information in response to the inquiry; or D) ask a staff member to report back on the matter at the next meeting and/or put it on a future agenda. (Government Code 54954.2(a)).

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Minutes

Governor Brown released his May Revise Budget on May 14, 2012. Assistant Superintendent of Business & Operations, Song Chin-Bendib, provided a presentation to the Board regarding highlights of his budget and potential impact to the San Leandro Unified School District. Staff in the Business Office Department will continue to analyze and publish financial impacts of the May Revise specifically as it relates to the Adoption of the 2012-13 Budget which will include fiscal yearS 2013-14 and 2014-15. Presentation highlights included: The National and California Economy is recovering, but very slowly The May Revision: No New Funding for School s State budget shortfall has grown from January's projected $9.2 billion to $15.7 billion District's, schools, classrooms do not receive any money whether the Governor's taxes pass or not! Bottom line - flat funding, no cuts, but no real increases - if the taxes pass! Risk to the Revised Budget Proposal Voter approval of the Governor's tax initiative is uncertain at best The latest poll found that about 45% of those surveyed supported the measure A competing measure sponsored by Molly Munger and the Parent Teachers' Association (PTA) could confuse voters and draw support away from the Governor's initiative What happens if the Governor's Initiative Fails ? May Revision proposes that K-14 education take a $5.5 billion cut School Services of California suggests that school districts plan for an ongoing loss of about $441 per ADA, instead of $370 per ADA as recommended in the Governor's January Proposed Budget (another $601,900 to SLUSD) May Revision proposes school district authorization to reduce the school year by up to a total of 15 days over the 2012-13 and 2013-14 school years Reversing the deferral buy back - $2.8 billion Weighted Student Formula (WSF) Changes Alameda County Office of Education CBO advises not to consider changes in the WSF and proceed with the current formula when submitting the budget PUBLIC COMMENT Carol Delton, representing the San Leandro Teachers' Association on issues of budget and finance, addressed the Board, stating that now is the time to take those funds that were saved in the past by cuts that did not materialize and were not needed, and use them to maintain programs. The Board was very disheartened by the potential news from the state, and how the overall economy would impact the passage of a parcel tax, adding that it is very hard to remain positive. They shared comments and asked clarifying questions which were addressed by staff.

Quick Summary / Staff Recommendation

Goal #: Ensure the Financial Stability and Efficiency of the District Governor Brown released his May Revise Budget on May 14, 2012. Assistant Superintendent of Business and Operations, Song Chin-Bendib, will provide a presentation to the Board regarding highlights of his budget and potential impact to the San Leandro Unified School District. Staff in the Business Services Department will continue to analyze and publish financial impacts of the May Revise specifically as it relates to the Adoption of the 2012-13 Budget which will include fiscal years 2013-14 and 2014-15.

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Minutes

Assistant Superintendent of Business and Operations Song Chin-Bendib, Director of Measure B and Bond Projects Michael Murphy and Kurt Weidmann, Measure B and M Program Manager with Harris & Associates reviewed the District's Facilities' Master Plan as it applies to Washington Elementary School. The presentation included components of the past master planning process in response to enrollment growth and its effect on facilities such as the placement of portable classrooms. In addition, information was presented to assist the Board in discussing modernization projects as they relate to existing portables, replacement strategies, and potential next steps. Highlights of the presentation included: Washington Elementary School is a unique campus in that a disproportionate number of classrooms are portables (68%) The seven oldest unique portables are grouped into two clusters and have been designated as buildings "C" and "E" In light of information on the age of the portables, circa 1955, and past master planning recommendations that they be replaced, the Facility and Technology Committee reached consensus that modernization funds should not be invested in these oldest portables To position the District to deliver the optional work scope if desired, staff required bidders to provide additive alternates for painting and lighting of buildings C and E. As a result, staff is offering the following two options for the Board's consideration: Option # 1 - Painting and lighting to occur in permanent main building classroom only for the base bid price of $1,067,000 Option #2 - Painting and lighting in permanent main building classrooms and three portable classrooms in building C (Rooms 8-10) and four portable classrooms in building E (Rooms 11-14) for the base price of $1,067,000 plus the alternate price of $120,000 equaling $1,187,000. If the District decides on Option #1, there is a long term plan to replace those portables in Building C and E with a permanent structure.

Quick Summary / Staff Recommendation

Goal #5: Ensure Safe and Well Maintained Facilities Song Chin-Bendib Assistant Superintendent of Business and Operations, Michael Murphy Director of Measure B and Bond Projects, and Kurt Weidmann Measure B and M Program Manager with Harris & Associates will review the District?s Facilities Master Plan as it applies to Washington Elementary School. The presentation will include components of the past master planning process in response to enrollment growth and its effect on facilities such as the placement of portable classrooms. Information will also be presented to assist the Board in discussing modernization projects as they relate to existing portables, portable replacement strategies, and potential next steps.

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Quick Summary / Staff Recommendation

These items are submitted for advance planning and to assist the Board in establishing future agenda items. The Board may, however, take action on the following:

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Fiscal Impact

The project will be funded by Measure B Local Bond funds. The lowest responsive base bid amount without alternates is $1,067,000 or $1,187,000 with the alternates.

To

Cindy M. Cathey, Superintendent

Minutes

Following the discussion that included the vision for Washington Elementary School and the painting & lighting project, the Board approved the contract with Cal Pacific Construction for Option #1, in the amount of $1,067,000 for the McKinley and Washington Elementary School's Classroom Painting and Lighting Projects for base bid work on permanent buildings (not including buildings C and E) by the following vote:

Actions

Motion - Motion made by Ron Carey and a seconded by Lance James. | Vote: Yes Hermy Almonte .; Yes Carmen Sullivan .; Yes Lance James .; Yes Ron Carey .; Yes Diana Prola .; Yes Mike Katz-Lacabe .; Yes Morgan Mack-Rose .

Quick Summary / Staff Recommendation

Option #1 Approve the Construction Contract with Cal Pacific Construction, Inc., in the amount, of $1,067,000, for the McKinley and Washington Elementary School's Classroom Painting & Lighting Project for base bid work on permanent buildings. Option #2 Approve the Construction Contract with Cal Pacific Construction, Inc., in the amount of $1,187,000, for the McKinley and Washington Elementary School's Classroom Painting & Lighting Project for base bid work on permanent buildings and buildings C and E.

Board Committee

Facilities and Technology Committee: January 25, 2012, and May 11, 2012

Background Information

Classroom painting & new lighting at McKinley and Washington Elementary Schools was identified in the Measure B language. AEDIS Architects was retained to prepare the design and construction documents for the painting and lighting. Plans and specifications were approved by the Division of the State Architect (DSA) and the project was bid through the requirements of Public Contract Code. The entire project is scheduled to be completed during the summer 2012 break when no students are present. On May 9, 2012, the District conducted a formal sealed bid opening process, per State of California Public Contract Code requirements, for the McKinley and Washington Elementary Schools Classroom Painting & Lighting Project. Five (5) bids were received for the project. The construction budget is $1,195,000. The lowest responsive, responsible base bid was $1,067,000, which is $128,000 below the construction budget. Summary of the Bids Contractor Base Bid Rank Responsive Cal Pacific Construction, Inc. $1,067,000 1 Yes Cam Painting Inc. $1,092,000 2 Yes Fix Painting Co. $1,095,000 3 Yes Pacific Contractors, Inc. $1,135,000 4 Yes Piana Construction, Inc. $1,423,000 5 No Based on a check of the required documents of the bid package, the District verified that the bid meets the requirements of Public Contract Code and recommends the lowest responsive, responsible bidder, Cal Pacific Construction, Inc., to the Board of Trustees. Washington Elementary School is a unique campus in that a disproportional number of classrooms are portables. Of the twenty two classrooms, fifteen are portables or 68% of the classrooms are portables. Eight of the portables are of contemporary construction and seven are of older designs. The seven oldest unique portables are grouped into two clusters and have been designated as buildings ?C? and ?E.? During the initial scoping process for Measure B in 2006, portable classroom buildings were considered by staff and the Board for upgrades, but due to their interim nature it was deemed prudent to invest in permanent buildings only. During the current design phase, staff revisited the issue of whether the modernization work should be performed in light of the disproportional number of portables on the site. While this reanalysis was underway the Board directed AEDIS Architects to include buildings C & E in the design to allow the flexibility of bidding the work if desired at bid time. Although they are portable classrooms they are more ?built in? than standard portables. They have elevated ?boardwalk? entries with overhead canopies and are supported by conventional concrete foundations. On May 11, 2012, the Facilities and Technology Committee reviewed and discussed the issue. In light of new information on the age of the portables, circa 1955, and past master planning recommendations that they be replaced, the Facility and Technology Committee reached consensus that modernization funds should not be invested in them. To position the District to deliver the optional work scope if desired, staff required bidders to provide additive alternates for painting and lighting of buildings C and E. Cal Pacific?s alternate cost is $120,000 bringing the base plus alternate cost to $1,187,000 if the alternates are chosen. Staff offers the following two options for the Board?s consideration: Option #1 Painting and lighting to occur in permanent main building classrooms only for the base bid price of $1,067,000. Option #2 Painting and lighting in permanent main building classrooms and three portable classrooms in building C (Rooms 8-10) and four portable classrooms in building E (Rooms 11-14) for the base price of $1,067,000 plus the alternate price of $120,000 equaling $1,187,000. If the Board decides on Option #1, there is a long term plan to replace those portables in Building C and E with permanent structure. The plan will be included in the power point presentation as a separate item prior to the Board voting on this contract. Budget Summary McKinley & Washington ES Classroom Painting & Lighting Project Soft Cost Budget $724,203 Hard Cost Budget Construction Construction Contingency $1,195,000 $62,319 $1,257,319 Project Contingency $98,696 Total Project Budget $2,080,218

From

Song Chin-Bendib, Assistant Superintendent, Business & Operations

Attachments

• Cal Pacific Construction Contract PDF · 201.0 KB ViewOpen Cal Pacific Construction ContractDownload Cal Pacific Construction Contract

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Minutes

President Mack-Rose said that Consent Item 15b, Classified Personnel Report, had been revised and copies were distributed to the Board. In addition staff pulled the following items from the Consent Calendar: 16b - Contract with Chabot Las Positas Community College District for use of college facilities for San Leandro High School Varsity and Junior Varsity Football Games and, 16c - Contract with Chabot Las Positas Community College District for use of college facilities for San Leandro Freshman Football Games The Consent Calendar was approved as amended.

Actions

Motion - Motion made by Ron Carey and a seconded by Mike Katz-Lacabe. | Vote: Yes Hermy Almonte .; Yes Carmen Sullivan .; Yes Lance James .; Yes Ron Carey .; Yes Diana Prola .; Yes Mike Katz-Lacabe .; Yes Morgan Mack-Rose .

Quick Summary / Staff Recommendation

These items are considered routine and may be enacted by a single motion. At the request of any member of the Board, any item on the consent agenda shall be removed and given individual consideration for action as a regular agenda item.

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Attachments

• Certificated Personnel Report PDF · 72.0 KB ViewOpen Certificated Personnel ReportDownload Certificated Personnel Report

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Attachments

• Classified Personnel Report PDF · 60.8 KB ViewOpen Classified Personnel ReportDownload Classified Personnel Report

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Fiscal Impact

The fee of $2,900 will be paid out of the Developer Fees Fund (Fund 25).

To

Cindy M. Cathey, Superintendent

Quick Summary / Staff Recommendation

Approve consultant contract with McCloskey Consultants to provide Phase I Environmental Site Assessment at Girls Inc. for a fixed price of $2,900.

Background Information

The San Leandro Unified School District (?District?) is the recipient of a grant from the San Francisco Foundation to work with collaborative community partners to develop a plan to implement a Community-based Health Center on or near the high school campus. The Community-Based Health Center is based upon a national research-based model designed to provide essential services to students and families. These services can include: medical, dental, social, emotional and academic supports for students and their families. One of the biggest challenges faced by district?s seeking to implement a Community-based health center, is finding a facility large enough to house the health center. Currently, the District has inadequate facility space to house such a center. Recently it has come to our attention that the Girls Inc. facility across the street from San Leandro High School main campus is for sale. The property is located at 13666 East 14Street. The District would like to explore the feasibility of this building for use as the health center. However, in order for the District to show an interest, there are many preliminary steps that must be taken. One of the steps is to secure a consultant contract to guide the District through this feasibility exploratory phase. The Board of Education approved a contract with School Site Solutions, Inc., on May 15, 2012, to provide a feasibility study on Girls Inc. The next step is to perform site assessment. Staff is recommending McCloskey Consultants to provide the Phase I Environmental Site Assessment (ESA). Mr. McCloskey has performed many site assessments for our Measure A and B projects and provided very satisfactory results. The fixed price of the study is $2,900. Since the study is anticipated to take 3 to 4 weeks and that the Board has directed staff to move forward with all the necessary steps to explore the feasibility of Girls Inc., staff has authorized Mr. Closkey to proceed with the work with ratification of the contract by the Board tonight. The fee of $2,900 will be paid out of the Developer Fees Fund (Fund 25).

From

Song Chin-Bendib, Assistant Superintendent, Business & Operations

Attachments

• Consulting Contract - McCloskey PDF · 179.7 KB ViewOpen Consulting Contract - McCloskeyDownload Consulting Contract - McCloskey

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Fiscal Impact

Cost estimated to be $xx,xxx funded from Measure M bond funds

To

Cindy M. Cathey, Superintendent

Quick Summary / Staff Recommendation

Approve the contract with Chabot Las Positas Community College District for use of College Facilities for San Leandro High School Varsity and Junior Varsity Football Games

Background Information

As part of the Measure M bond projects approved by the voters in November 2010, renovation of the San Leandro High School Swim Center and fields, including the track, football, baseball, and softball fields was identified by the Board as a priority marquee project. Construction of the project is scheduled to begin on August 1, 2012. Once construction begins, all sports teams (including swimming, football, baseball, softball, etc.) that use these spaces will be unable to practice and/or hold games on the campus. In planning for this displacement, staff along with the site Athletic Directors and administrators have been working hard to find the most economical means of providing alternative locations for team practices and games. Using various local sites and facilities, the athletic directors have successfully developed a plan to address the needs of each of the teams. To that end, attached is a contract service agreement with Chabot Las Positas Community College for the use of their facility for three Junior and Varsity team football games. The estimated cost for the use of the facility for these games is $3,000. The final contract will be provided at the Board meeting.

From

Song Chin-Bendib

Attachments

• Draft Varisty Junior Varsity Football games contract PDF · 1.3 MB ViewOpen Draft Varisty Junior Varsity Football games contractDownload Draft Varisty Junior Varsity Football games contract

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Fiscal Impact

Cost estimated to be $xx,xxx funded from Measure M bond funds

To

Cindy M. Cathey, Superintendent

Quick Summary / Staff Recommendation

Approve the contract with Chabot Las Positas Community College District for San Leandro Freshman Football Games

Background Information

As part of the Measure M bond projects approved by the voters in November 2010, renovation of the San Leandro High School Swim Center and fields, including the track, football, baseball, and softball fields was identified by the Board as a priority marquee project. Construction of the project is scheduled to begin on August 1, 2012. Once construction begins, all sports teams (including swimming, football, baseball, softball, etc.) that use these spaces will be unable to practice and/or hold games on the campus. In planning for this displacement, staff along with the site Athletic Directors and administrators have been working hard to find the most economical means of providing alternative locations for team practices and games. Using various local sites and facilities, the athletic directors have successfully developed a plan to address the needs of each of the teams. To that end, attached is a contract service agreement with Chabot Las Positas Community College for the use of their facility for seven Freshman football games. The estimated cost for the use of the facility for these games is $7,000. The final contract will be provided at the Board meeting.

From

Song Chin-Bendib

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Fiscal Impact

None, but each contract will be funded based on its budget source requested.

To

Cindy M. Cathey, Superintendent

Quick Summary / Staff Recommendation

Approve contracts on the attached spreadsheet which are for amounts $5,000 or less for fiscal year 2011-2012.

Board Committee

Finance Committee on June 20, 2011

Background Information

Attached is the "summary spreadsheet for all contracts $5,000 or less for fiscal year". The spreadsheet will be provided to the Board at every board meeting if there are any contracts falling under this category. Detailed contract information will not be part of the Board packet but will be available for questions or inspection upon request. For accounting purposes, each contract still requires submission of a requisition for approval by site administrator. All contracts require two signatures - Initiating Administrator and the Chief Business Officer or a Cabinet member.

From

Song Chin-Bendib, Assistant Superintendent, Business & Operations

Attachments

• Contractor Worksheet - 05292012 PDF · 9.4 KB ViewOpen Contractor Worksheet - 05292012Download Contractor Worksheet - 05292012

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Minutes

Regular Board Meeting ? June 5, 2012 Regular Board Meeting ? June 19, 2012 Special Board Meeting ? June 26, 2012

Quick Summary / Staff Recommendation

Regular Board Meeting ? June 5, 2012 Regular Board Meeting ? June 19, 2012 Special Board Meeting ? June 26, 2012

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Minutes

The meeting was adjourned at 9:14 p.m.

Actions

Motion - Motion made by Mike Katz-Lacabe and a seconded by Lance James. | Vote: Yes Hermy Almonte .; Yes Carmen Sullivan .; Yes Lance James .; Yes Ron Carey .; Yes Diana Prola .; Yes Mike Katz-Lacabe .; Yes Morgan Mack-Rose .

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