Regular Board Meeting

Quick Summary / Staff Recommendation

Assistant Superintendent of Educational Services Assistant Superintendent of Business & Operations Senior Director II, Human Resources

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Quick Summary / Staff Recommendation

Williams Properties, a California General Partnership, and Prudential Properties, a California Limited Partnership v. The San Leandro Unified School District, et al., County of Alameda Superior Court Case No. RG13662223.

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Minutes

President Prola led the Pledge of Allegiance to the Flag.

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Minutes

The Board approved the agenda for the Regular Board meeting held on April 16, 2013.

Actions

Motion - Motion made by Mike Katz-Lacabe and a seconded by Lance James. | Vote: Yes Lance James .; Yes Ron Carey .; Yes Diana Prola .; Yes Mike Katz-Lacabe .; Yes Corina N. Lopez .; Yes Vince J. Rosato .; Yes Jason Toro .

Quick Summary / Staff Recommendation

Approve the agenda for the Regular Board meeting held on April 16, 2013.

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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

The Board of Education and Superintendent recognized Corovan, the District?s moving company for Measrue B modernization projects, and United Way of the Bay Area with Certificates of Appreciation for their generous donation of office work stations valued at approximately $100,000. Corovan Vice President Jim Martin accepted on behalf of United Way and Corovan. David Harding, Construction Manager, Harris and Association, reported that Corovan has packed, unpacked, moved, and returned the contents of more than 100 classrooms during the classroom painting and lights projects, and facilitated the District receiving the work station donations. President Diana Prola noted that this generous donation is most appreciated, adding that it could have not come at a better time with the creation of the new school-based health center.

Quick Summary / Staff Recommendation

The Board of Education and Superintendent will present representatives of Corovan, the District?s moving company, and the United Way of the Bay Area, with Certificates of Appreciation for their generous donation of office work stations valued at approximately $100,000.

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Minutes

The San Leandro Education Foundation (SLED) was formed five years ago exclusively to provide support for the District?s schools and school programs, and has become "an integral part of the District." The Foundation has had a very busy year. SLED President, Deborah Cox, provided the Board with an overview of SLED?s current programs, their accomplishments this past year, and SLED goals and priorities for the next year. SLED, which has provided a tremendous amount of support to the District through partnership or grants, and providing technical assistance, such as training for teachers on the use of DonorsChoose which has netted in $175,000 in funding for classroom projects, has five focus areas: Enrichment Health and Safety Technology Volunteerism Arts Education Center at San Leandro High School Some of the SLED accomplishments highlighted included receiving a $50,000 grant from the Coca-Cola Foundation for Playworks at Wilson, McKinley, and Jefferson Elementary Schools; a $10,000 grant from the Wells Fargo Foundation each year for the last four years; and a $2,000 San Leandro Rotary Grant for Emergency Preparedness. Ms. Cox touched upon some of their fundraising programs including Accounts for Academics, Eat Out for Education, Energize for the Prize, SLED 100, and Take a Seat Campaign. In addition undesignated funds are always needed, adding that through the Buck-A-Month Club , as little as a dollar a month can be drawn from your bank account or credit card on a regular monthly schedule. Having said that, Ms. Cox challenged the Trustees to become a member of the B uck-A-Month Club . Looking ahead, SLED is looking forward to continuing the relationship with the Board of Education and Superintendent, finalizing a more comprehensive MOU with the District, growing their partnership with the City, finalizing the process and role of an Advisory Committee, as well as securing a permanent location and office space with the hopes of hiring an Executive Director. In addition, they are looking at having an event in the fall celebrating their 5th anniversary, date and time to be determined. The Board thanked Ms. Cox for her presentation saying that they were impressed with the advancements that SLED has done, their approach to support all of our students and the arts, and pledged their support to the Buck-A-Month Club .

Quick Summary / Staff Recommendation

The San Leandro Education Foundation (SLED) was formed five years ago exclusively to provide support for the District?s schools and school programs. The Foundation has had a very busy year. SLED President, Deborah Cox, will provide the Board with an overview of SLED?s current programs, their accomplishments this past year, and SLED goals and priorities for the next year.

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Minutes

The Board of Education contracted with the firm of Hazard, Young, Attea and Associates (HYA) to provide guidance related to the Superintendent search process. Seeking maximum input from staff and community members regarding the characteristics and skills they want to see in the next Superintendent, consultants, William Levinson and Carolyn McKennan, have done the following: Held a public forum on March 27, 2013, at Madison Elementary School Administered an online survey in English, Spanish, Cantonese, and Vietnamese Held individual and small group interviews with numerous stakeholders and stakeholder groups Conducted follow up phone calls Conducted an online Superintendent Profile Survey Mr. Levinson and Ms. McKennan provided the results of the interviews and online survey, which resulted in a draft leadership profile report to help finalize criteria for the superintendent search. Key criteria in the profile include a superintendent who will: Foster a positive professional climate of mutual trust and respect among faculty, staff and administrators Listen to and effectively represent the interests and concerns of students, staff, parents, and community members Hold a deep appreciation for diversity and the importance of providing safe and caring school environments Have a clear vision of what is required to provide exemplary educational services and implement effective change Following the presentation the Board reviewed the criteria and shared suggestions or changes they would like to see. Changes suggested will be made and the criteria and profile report will be placed on the District's website. Suggestions included: Would like to see school-based health center mentioned Would like "A strong focus on equity" listed above "An appreciation of diversity" Need to have a Superintendent who not only has an "appreciation" for diversity but an "understanding" Move "High expectations for self and others to #1; Add "and closing the achievement gap" to "A strong focus on equity" and move to #2 Next steps include: By the end of this week, the consultants will be asking the Board, through an e-mail,to identify three or four questions that they would like to ask the candidates at the first interview. Below is the timeline: Friday, April 26, 2013, Saturday, April 27, 2013 Screening interviews conducted by consultants Wednesday, May 8, 2013, Special Board Meeting, 6:00-9:00 PM Consultants meet with the Board to identify slate of semifinalist - plan initial interview and develop questions (open & closed session) Friday, May 17, 2013, Saturday, May 18, 2013 Board interviews slate of semifinalists. At the conclusion of the interviews, the consultants will meet with the Board to debrief, and take them through a process that will help them determine the top three finalists Wednesday, May 22, Thursday, May 23, Friday, May 24, 2013 Board interviews the three finalists (i.e. afternoon tour of District followed by dinner/interview) Saturday, May 25, 2013 The Board will meet with the consultants to debrief and discuss details of the final interview

Quick Summary / Staff Recommendation

The Board of Education contracted with the firm of Hazard, Young, Attea and Associates (HYA) to provide guidance related to the Superintendent search process. Seeking maximum input from staff and community members regarding the characteristics and skills they want to see in the next Superintendent, consultants, William Levinson and Carolyn McKennan, have done the following: Held a public forum on March 27, 2013 at Madison Elementary School Administered an online survey in English, Spanish, Cantonese, and Vietnamese Held individual and small group interviews with numerous stakeholders and stakeholder groups Conducted follow up phone calls The consultants will present and review the leadership profile report and finalize criteria for the superintendent search.

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Minutes

Trustee Carey reported receipt of the following emails from April 9, 2013, to April 15, 2013: From Richard S. Cook regarding "Keep Evergreen Turnstile Open!: from Lee Wirt regarding "Monroe April Eagle Eye"; from Donna McBride regarding "Wilson Parent Bulletin"; from Georgette Jackson regarding "McKinley Bulletin"; from Sallie Caraballo regarding "Closing of Evergreen Ave. Gate"; from Mike McMahon regarding "LCFF vs Status Quo"; from Robin Michel regarding "Board Meeting Highlights: April 9, 2013," and "Earth Day & Watershed Festival this Saturday, April 20"; from Kristen Yawskawa regarding "Education Job Fair on April 24"; from Garry Grotke regarding "ACSA Leadership Summit"; from Stephen Cassidy regarding "Last Night' Scholarship Dinner"; and from Elaine Tesorero regarding "Weekly Bulletin April 15-April 19, 2013."

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Minutes

Student Board member Elisha Feliciano updated the Board on activities at the San Leandro High School main campus and the Fred T. Korematsu campus. Highlights included: The Associate Student Body (ASB) elections have concluded. The 2013-2014 ABS officers are: Danelle Go, President Nick Pugliese, Vice President Michael Bandoma, Secretary Pheonna Ngo, Treasurer The student representative to the Board of Education has not been selected yet The swim team is doing great. They placed 2nd in their Tri meet and have a meet against Alameda tomorrow; however, the athletes are finding that because the team practices at Chabot College, getting home late at night from practice has been a struggle The track team is doing great as well and has a meet this Thursday, April 18 against Mt. Sac. Two additional sports that the Board may not be aware of include boys volleyball and Ultimate Frizbee Club Upcoming events: Thursday and Friday "Every 15 Minutes", a program that spreads awareness about teen drunk driving, coming to the high school. On Thursday, junior and seniors will witness a dramatization of the aftermath after a fatal car crash. At the end of the day, students who participated go on a retreat to talk further about the impact. On Friday there is an assembly that begins at 10:51 a.m. where guest speakers come to speak about drunk driving and their experiences Opening night for the musical "The Pajama Game" is this Friday, April 19, 8-10 p.m. at the Arts Education Center and runs through April 28 The STAR testing is coming up and the school's motto is "Up to 725". Flyers and posters have been posted encouraging students to do their best Prom will be May 3 at the Galleria The students are really happy with new track and want to thank everyone Antonio (Tony) Castellanos, who has been the janitor at San Leandro High for more than 20 years will be retiring on May 1 and the students would like the Board to recognize him for his hard work Following the Student Board member's comments, Trustee L?pez asked for clarification regarding the track meet scheduled at the new field last Thursday that did not occur because the discus cage was not set up. Staff indicated that they were unaware of any issues. Staff will look into it.

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Minutes

There were no union representative reports.

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Minutes

Superintendent Cindy Cathey acknowledged two 2013-2014 ACSA winners for the state level awards: Song Chin-Bendib for Business Services Administrator and Garry Grotke, Elementary Principal. There will be a celebratory awards dinner on June 20 and invited the Board to attend. The middle school open houses will be on Thursday, April 18: Bancroft Middle School's General Assembly begins at 6:00 p.m. with classroom visits beginning at 6:30 p.m. Muir Middle School has a band and orchestra performance at 6:00 p.m. followed by the General Assembly at 6:30 p.m. Classroom visits begin at 7:00 p.m. San Leandro Police and Swat Team are scheduled to meet with the District Leadership Team this week regarding active shooter information. An active shooter training simulation is planned for the fall. Run for the Schools will be Saturday, April 27. The 9th Annual African American Student Achievement and Excellence Award ceremony, hosted by the African American Regional Educational Alliances, will be on Sunday, April 28, 3:00-5:00 p.m., at Chabot College. The Superintendent asked that the Board meeting be adjourned in memory of lives lost, and those injured in the tragedy at the Boston Marathon, adding that the flags will be flown at half staff throughout the District through April 20 as requested by the President of the United States.

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Minutes

Trustee Prola reported that the Facilities & Technology Committee met on April 10, and in addition to the construction contracts that were brought forward to the Board tonight for consideration, the committee discussed the temporary office housing for District Office during the Madison Elementary/District Office HVAC renovation and roofing project from Measure B savings. Trailers will be placed on the yard and the District office will use those and the IMC until the project is completed, probably by October. The committee also discussed Emergency Preparedness supplies, and a request from a San Leandro citizen to consider adding trees to the sidewalk area by Lincoln High School to mitigate pollution due to traffic which is being rerouted for the new Kaiser Hospital. After an analysis was completed by staff, there is not enough room for extra trees on the Lincoln side; however, redwood trees will be planted on the Burrell Field side which will help with the issue. Assistant Superintendent Song Chin-Bendib will be responding to the request.

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Minutes

Trustee Toro reported that the Eden Area Regional Occupational Program Governing Board met on April 11 and reviewed two CDE courses -Auto Programs, and Sports Marketing Program. They also recognized the "Students of the Month" for April that included two from San Leandro High School: Hugo Molina in Web Graphics Design; and Ashur Thomas in Business Economics. Our Board and Superintendent will recognize them at the next Board meeting with a Certificate of Commendation.

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Minutes

Trustee Rosato reported that the Mid-Alameda County Special Education Local Plan Area met on Monday, April 8, announcing that he will be the Vice President for the next two years. He received a new binder, calendar and reports from different servicing agencies. One major idea taken from the meeting was related to the increase of future funding on our resources because of the increase in autism cases in our County.

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Minutes

The following items were pulled from the Consent Calendar: 13c - 2012-2013 Non-Public School/Agency Contracts (Prola) With that exception, the Board approved the Consent Items as amended.

Actions

Motion - Motion made by Mike Katz-Lacabe and a seconded by Lance James. | Vote: Yes Lance James .; Yes Ron Carey .; Yes Diana Prola .; Yes Mike Katz-Lacabe .; Yes Corina N. Lopez .; Yes Vince J. Rosato .; Yes Jason Toro .

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 · 83.3 KB ViewOpen Certificated Personnel ReportDownload Certificated Personnel Report

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Attachments

• Classified Personnel Report PDF · 14.3 KB ViewOpen Classified Personnel ReportDownload Classified Personnel Report

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Fiscal Impact

No cost to the General Fund; $765,000 from ASES Grant (85% of grant award of $112,500 per site)

To

Cindy M. Cathey, Superintendent

Quick Summary / Staff Recommendation

Approve the Memorandum of Understanding between the San Leandro Unified School District and the San Leandro Boys & Girls Club for 2013-2016 School Years

Board Committee

N/A

Policy / Code

Board Policy 5123 Promotion/Acceleration/Intervention/Retention

Background Information

In 08-09, SLUSD successfully partnered with The San Leandro Boys & Girls Club to expand the Club?s oversight and running of all eight of the District?s ASES sites (Garfield Elementary, Jefferson Elementary, McKinley Elementary, Monroe Elementary, Washington Elementary, Wilson Elementary, John Muir Middle, and Bancroft Middle School). The Boys & Girls Club has continued to run all eight ASES sites for the past four years and they have demonstrated their ability to meet the academic, enrichment and safety goals of ASES as outlined in proposition 49. Last year, our partnership successfully restored lost funding at both of our middle schools bringing us back to the original grant award of $112,500 at each of those sites. Furthermore, the Club has strengthened the quality of the program at all eight ASES sites, utilizing academic curriculum, participating in site professional development, providing increased staff time, increasing student attendance in the ASES program, increasing over-all enrollment, partnering with site administrators and district office staff, including parents in program goals, and ensuring that students are provided with a safe, structured and enriching experience until 6pm, Monday-Friday. In addition, the Boys & Girls Club has leveraged outside grant resources, most notably providing small group intervention at all sites, enabling students who are Below Basic to make strides towards Proficiency. Finally, The Club has provided the District with all necessary reporting and evaluation data and continued to partner with the District to build on best practices and evolve the program to meet the needs of SLUSD students in the after school environment. The Boys and Girls Club has been a responsible and responsive partner with the District. The District has reapplied for the next 3-year funding cycle. If approved, we would like to retain our proven partnership with Boys and Girls Club for the next 3 years unless funding is no longer available.

From

Debbie Wong, Assistant Superintendent, Educational Services

Attachments

• ASES_Boys & Girls Club MOU PDF · 75.8 KB ViewOpen ASES_Boys & Girls Club MOUDownload ASES_Boys & Girls Club MOU

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Fiscal Impact

No impact to the General Fund; $27,500 from Title I Corrective Action Program Improvement Budget

To

Cindy M. Cathey, Superintendent

Quick Summary / Staff Recommendation

Approve the Contracted Services Agreement Between San Leandro Unified School District and Solution Tree, Inc. for K-12 Professional Learning Communities (PLCs) Professional Development for the 2013-2014 School Year

Policy / Code

Local Agency Education Plan - High Leverage Actions #1-3

Background Information

The District's Local Education Agency Plan (LEAP) highlights four high leverage actions to ensure all students make continuous academic growth. The four high leverage areas are: 1. Standards-aligned differentiated instruction 2. Culturally responsive teaching and learning 3. Date driven continuous improvement 4. Safe climate and strong relationships In order to address these areas, the District seeks to continue utilizing our professional development funds to provide a District-wide framework to deepen our work, which is the implementation of Professional Learning Communities (PLCs) based on Richard DuFour's research. The PLC approach provides the knowledge, tools, and skills to effectively support schools and staff through the change process and implement, lead, and sustain PLCs at the site level. The approach ensures all students learn at high levels, builds a collaborative culture through high performing teams, focuses on results and answers the following critical questions: 1. What do we want each student to learn? 2. How will we know if each student is learning it? 3. How will we respond when a student is experiencing difficulty with learning it? 4. How will we respond if the student already knows it? The District desires to continue strengthening and provide expert support for PLCs in every school and align our work with the Common Core State Standards. Secondary schools will be in Year 3 of implementation and will receive 2 interactive web conferences customized to each individual school's needs. Elementary schools have just completed their Year 1 6-day PLC Academy training and will be in year 2 implementation. Late September, they will participate in one follow-up day and stress the importance of essential common core standards, unit study, and common formative assessments. They will also receive one interactive web conference per school customized to their site specific needs. The District will use our one time Title I Program Improvement budget, which must be expended by September 30, 2013.

From

Debbie Wong, Assistant Superintendent, Educational Services

Attachments

• Solution Tree PLC Contract PDF · 201.4 KB ViewOpen Solution Tree PLC ContractDownload Solution Tree PLC Contract

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Fiscal Impact

$79,076.00 - Special Education funds.

To

Cindy M. Cathey, Superintendent

Minutes

Responding to Trustee Prola's concern with regards to the $78,000 contract with Welcome Transport Group for Special Education students, Assistant Superintendent Debbie Wong said that while she understood Trustee Prola's suggestion that the District hire a driver, at a much lower cost, the District does not want to be in the business of running our own transportation because it comes with so many regulations. The Assistant Superintendent also noted that although this has been an ongoing contract, it looks like at least half of the students will no longer be requiring this service for the next school year. Unfortunately the service has been necessary because it serves homeless students and those students who cannot fit into the Durham route schedule. Next year, the District will look for ways to fit them into the schedule so that this type of service can be alleviated.

Actions

Motion - Motion made by Diana Prola and a seconded by Vince J. Rosato. | Vote: Yes Lance James .; Yes Ron Carey .; Yes Diana Prola .; Yes Mike Katz-Lacabe .; Yes Corina N. Lopez .; Yes Vince J. Rosato .; Yes Jason Toro .

Quick Summary / Staff Recommendation

Approve non-public school/agency contracts as listed above for the 2012-2013 school year.

Board Committee

Not Applicable

Policy / Code

Education Code: 56365(a) Education Code: 56361(3) Education Code: 56366

Background Information

New non-public school placement and agency contracts for the school year 2012-2013. Student # DOB Cost Location # 1 12/04/09 $1,076.00 Progressus Therapy, LLC # 2 Various $78,000.00 Welcome Transport Group Total $79,076.00

From

Debbie Wong, Assistant Superintendent, Educational Services

Attachments

• Welcome Transport Group PDF · 205.1 KB ViewOpen Welcome Transport GroupDownload Welcome Transport Group
• Progressus Therapy, LLC PDF · 95.8 KB ViewOpen Progressus Therapy, LLCDownload Progressus Therapy, LLC

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Quick Summary / Staff Recommendation

Ratify February payroll in the amount of $5,611,320.48.

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Quick Summary / Staff Recommendation

Approve Bill Warrants #88-502222217 - #88-50241505 in the amount of $3,928,350.75.

Attachments

• Bill Warrants PDF · 607.5 KB ViewOpen Bill WarrantsDownload Bill Warrants

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Quick Summary / Staff Recommendation

Approve the request for Intra-Budget Transfers and Revisions for March, 2013.

Attachments

• Intra-Budget Transfers PDF · 451.9 KB ViewOpen Intra-Budget TransfersDownload Intra-Budget Transfers
• Intra-Budget Revisions PDF · 1.7 MB ViewOpen Intra-Budget RevisionsDownload Intra-Budget Revisions

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To

Cindy M. Cathey, Superintendent

Quick Summary / Staff Recommendation

Adopt Resolution #13-21 Education Protection Account for fiscal year 2012-13 (EPA).

Policy / Code

Proposition 30; Article XIII, Section 36 of the California Constitution.

Background Information

The voters of California approved Proposition 30 on November 6, 2012 and pursuant to Article XIII, Section 36 of the California Constitution, effective November 7, 2012, it is required to create in the state General Fund an Education Protection Account (EPA) to receive and disburse the revenues derived from the incremental increases in taxes imposed by Article XIII, Section 36(f); School districts are required to determine how the money received from the Education Protection Account (EPA) will be spent in the schools within its jurisdiction, provided that the governing board makes the spending determinations in an open session of a public meeting. The language in the constitutional amendment requires that funds shall not be used for the salaries and benefits of administrators or any other administrative costs. The EPA money is NOT new funding but simply the pay back of prior deferrals of cash by the State. In other words, this is cash owed to the District by the State. Because of so many cash deferrals from the State for so long, districts in the past would have to borrow cash to pay bills. But, with EPA, districts will need to borrow less cash. Each school district shall annually publish on its Internet website an accounting of how much money was received from the Education Protection Account and how that money was spent; Attached are the following: Resolution regarding EPA for Fiscal Year 2012-13 Exhibit A

From

Song Chin-Bendib, Assistant Superintendent, Business and Operations

Attachments

• Resolution #13-21 - EPA PDF · 61.3 KB ViewOpen Resolution #13-21 - EPADownload Resolution #13-21 - EPA
• SLUSD EPA Expenditure Summary PDF · 13.8 KB ViewOpen SLUSD EPA Expenditure SummaryDownload SLUSD EPA Expenditure Summary

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Fiscal Impact

The estimated contract cost is $48,643 with half to be reimbursed from the City of San Leandro. Therefore, the amount to be paid by the District General Fund is $24,321.50.

To

Cindy M. Cathey, Superintendent

Quick Summary / Staff Recommendation

Approve the renewal contract between All City Management Services and the San Leandro Unified School District for crossing guards for the 2013-2014 school year.

Background Information

For nearly fifteen years, the City of San Leandro has funded the Crossing Guard Program to ensure that students can safely cross our busy streets as they come to and from school each day. For the 2009-2010 school year, the District and the City of San Leandro reached agreement to share the cost (50/50) of the crossing guard program. Since then, each party has been committed to sharing the cost. Attached is the renewal contract between the District and All City Management Services (ACMS) for crossing guards for 2013-2014. In light of the difficult economic times faced by many districts, ACMS will not increase their billing rate for the upcoming school year. The estimated total cost of the agreement for 2013-2014 is $48,643 ($16.89 per hour) and the City of San Leandro will reimburse for half of the cost. The schools covered by this contract are: - Garfield Elementary School - Jefferson Elementary School - Madison Elementary School - McKinley Elementary School - Monroe Elementary School - Roosevelt Elementary School - Washington Elementary School - Wilson Elementary School

From

Song Chin-Bendib, Assistant Superintendent, Business and Operations

Attachments

• $5,000 or Less Contract Worksheet PDF · 11.0 KB ViewOpen $5,000 or Less Contract WorksheetDownload $5,000 or Less Contract Worksheet

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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 for amounts $5,000 or less for fiscal year 2012-2013

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 and Operations

Attachments

• $5,000 or Less Contract Worksheet PDF · 11.0 KB ViewOpen $5,000 or Less Contract WorksheetDownload $5,000 or Less Contract Worksheet

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Fiscal Impact

Funded through Measure M and Measure B.

To

Cindy M. Cathey, Superintendent

Quick Summary / Staff Recommendation

Approve Change Order #5 to the Construction Contract with F&H Construction in the amount of $95,945 with F&H Construction for the San Leandro High School Swim Center, Fields, Grading and Drainage Projects.

Board Committee

Facilities and Technology Committee: April 10, 2013

Background Information

One of the major marquee projects identified in the Measure M language is the San Leandro High School Swim Center and Fields project. The District retained WLC Architects, Inc. to design and prepare all the design and construction documents. Plans and specifications were approved by the Division of the State Architect (DSA) on May 18, 2012, and the project was bid through the requirements of Public Contract Code. On July 10, 2012, the District received bids through the formal sealed bid opening process, per State of California Public Contract Code requirements, for the San Leandro High School Swim Center and Fields project. Seven (7) bids were received for the project. The lowest responsive, responsible bid was submitted by F&H Construction, Inc. in the amount of $10,186,000.00. On July 17, 2012, the Board of Education created the Measure B SLHS Grading & Drainage project and approved the construction contract with F&H Construction, Inc. On November 6, 2012, the Board of Education approved Change Order #1 for the removal and disposal of asbestos containing pipes from various areas of the existing athletic fields at the high school to an approved landfill. On January 15, 2013, the Board of Education approved Change Order #2, in the amount of $20,249, to address field conditions and to improve safety, increase value, flexibility and/or functionality. On January 29, 2013, the Board of Education approved Change Order #3, in the amount of $55,456, to address field conditions by furnishing and installing lime soil treatment application to stabilize the soil and to mitigate weather delays and to allow for continued construction through wet weather; to furnish and install a handicap lift in anticipation of new code requirements currently being phased in; and to performing additional exploratory excavation to expose and hand dig around unknown underground utility conditions. On February 26, 2013, the Board of Education approved Change Order #4, in the amount of $4,445, which included a reductive amount of <$1,373> for cost savings and addresses owner requested items to provide added value. This Change Order #5, in the amount of $95,945, includes additional work to address field conditions, such as the removal, transport and proper disposal of pesticide contaminated soils; and addressing the recommendations and requirements of the geotechnical engineer. This is still $362,397 below the Hard Cost Budget of $10,761,628. Contract Summary Item Item Amount Running Contract Total Total Contract Increase Original Contract $10,186,000 $10,186,000 0% CO #1 $37,136 $10,223,136 0.36% CO #2 $20,249 $10,243,385 0.56% CO #3 $55,456 $10,298,841 1.13% CO #4 $4,445 $10,303,286 1.15% CO #5 $95,945 $10,399,231 21% Budget Summary SLHS Swim Center and Fields, Grading and Drainage Projects Soft Cost Budget (Site Costs, Planning, Construction Testing, Construction Inspection, Furniture, Fixtures & Equipment) $3,895,275 Hard Cost Budget Construction Construction Contingency (5%) $10,761,628 $10,186,000 $449,000 Project Contingency $230,407 Total Project Budget $14,887,310

From

Song Chin-Bendib, Assistant Superintendent, Business and Operations

Attachments

• Change Order #05 - F&H Construction PDF · 106.7 KB ViewOpen Change Order #05 - F&H ConstructionDownload Change Order #05 - F&H Construction

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Fiscal Impact

The project will be funded by Measure M Local Bond funds. The lowest responsive bid amount is $1,698,000.

To

Cindy M. Cathey, Superintendent

Quick Summary / Staff Recommendation

Approve the Construction Contract, in the amount of $1,698,000, with Hellas Construction, Inc. for the John Muir Middle School Athletic Fields and the Bancroft Middle School Par Course

Board Committee

Facilities and Technology Committee: April 10, 2013

Background Information

One of the major projects identified in the Measure M language is the John Muir Middle School Athletic Fields, which will include a synthetic track similar to the one at Bancroft Middle School, as well as athletic exterior improvements throughout the District. For Bancroft Middle School, which received a new track and field in 2006, Measure M funding is providing a par course. Spencer and Associates was retained to design and prepare all of the design and construction documents. 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. On April 9, 2013, the District conducted a formal sealed bid opening process, per State of California Public Contract Code requirements, for the John Muir Middle School Athletic Fields and the Bancroft Middle School Par Course project. Seven (7) bids were received for the project. The engineer?s construction estimate was $2,230,000. The lowest responsive, responsible bid was $1,698,000, which is $532,000 under the estimate. Summary of Three Lowest Responsive Bids Contractor Bid Rank Responsive Hellas Construction, Inc. $1,698,000 1 Yes Zolman Construction & Development, Inc. $1,740,000 2 Yes Pavex Construction, Inc. $1,852,241 3 Yes 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, Hellas Construction, Inc., to the Board of Trustees. Budget Summary John Muir Middle School Athletic Fields and the Bancroft Middle School Par Course Soft Cost Budget $729,194 Hard Cost Budget Construction Construction Contingency $2,230,000 $108,900 Project Contingency $56,906 Total Project Budget $3,125,000

From

Song Chin-Bendib, Assistant Superintendent, Business and Operations

Attachments

• Contract - Hellas Construction, Inc. PDF · 234.5 KB ViewOpen Contract - Hellas Construction, Inc.Download Contract - Hellas Construction, Inc.

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Fiscal Impact

The project will be funded by Measure M Local Bond funds. The lowest responsive bid amount is $1,047,000.

To

Cindy M. Cathey, Superintendent

Quick Summary / Staff Recommendation

Approve the Construction Contract, in the amount of $1,047,000, Zolman Construction & Development, Inc. for the District Office and Instructional Materials Center (IMC) HVAC and Roof Replacement project.

Board Committee

Facilities and Technology Committee: April 10, 2013

Background Information

On July 19, 2011, the San Leandro Board of Education approved a list of unfunded priority projects to be paid out of Measure B savings. Included on this list was Madison Elementary School modernization, which includes seismic work, ADA ramp, back-up generator, restroom for children with disabilities, HVAC and Roof Replacement for the District Office and the Instructional Materials Center. On October 18, 2011, the Board retained SIM Architects, Inc., to design and prepare all of the design and construction documents. 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. On April 10, 2013, the District conducted a formal sealed bid opening process, per State of California Public Contract Code requirements, for the District Offices & Instructional Materials Center (IMC) HVAC and Roof Replacement project. Four (4) bids were received for the project. The engineer?s construction estimate was $1,400,000. The lowest responsive, responsible bid was $997,000. There is a $50,000 contract bid allowance for dryrot damage that will be added to the base bid amount, so that the total award amount will be $1,047,000. This is $353,000 under the engineer?s estimate. Summary of Three Lowest Responsive Bids Contractor Bid Rank Responsive Zolman Construction & Development, Inc. $997,000 1 Yes JUV, Inc. $1,030,700 2 Yes Pacific-Mountain Contractors of CA, Inc. (PMC) $1,229,794 3 Yes 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, Zolman Construction and Development, Inc., to the Board of Trustees. Budget Summary District Office & Instructional Materials Center (IMC) HVAC and Roof Replacement, Seismic Windows, Generator and a Restroom Soft Cost Budget $917,977 Hard Cost Budget Construction (Emer. Generator) Construction (SDC Restroom) Construction (HVAC, Roof, etc.) Construction (Seismic windows) Interim housing Construction Contingency $165,000 $85,000 $1,047,000 $450,000 $125,000 $328,000 Project Contingency $217,023 Total Project Budget $3,335,000

From

Song Chin-Bendib, Assistant Superintendent, Business and Operations

Attachments

• Contract - Zolman Construction & Development, Inc PDF · 236.1 KB ViewOpen Contract - Zolman Construction & Development, IncDownload Contract - Zolman Construction & Development, Inc

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Fiscal Impact

The project will be funded by Measure M Local Bond funds, contract not to exceed $3,000,000.

To

Cindy M. Cathey, Superintendent

Quick Summary / Staff Recommendation

Approve the Special One-Time Delegation of Authority to Execute a Facilities Contract not to exceed $3,000,000 for the San Leandro High School Modernization project to replace windows and skylights.

Board Committee

Facilities and Technology Committee: April 10, 2013

Background Information

One of the Measure B Savings priority projects approved by the San Leandro Board of Education is windows and skylights replacements at San Leandro High School. Window manufacturers have reported an increase in fabrication lead times. Currently, bids are due for this project #13-05 on April 23, 2013, at 10:00am PST. Staff will review the bids with the Facilities and Technology (F&T) Committee on April 24, 2013. Staff is requesting authority to award the contract after the F&T meeting review in order to allow the contractor more time to order and fabricate the windows and skylights, so that they can be installed at San Leandro High School. Staff is recommending that the Board of Education approve special one-time delegation of authority for a period of 60 days to the Superintendent, or her designee, to evaluate, award and execute a Facilities Contract, described as a Contract for Construction, as permitted by and in accordance with the California Public Contract Code and California Education Code for an amount up to $3,000,000, for San Leandro Unified School District Bid #13-05 San Leandro High School Modernization project.

From

Song Chin-Bendib, Assistant Superintendent, Business and Operations

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Fiscal Impact

The cost of solar consulting services is included in the approved Measure ?M? project list from the November 2010 Facility General Obligation Bond Election.

To

Cindy M. Cathey, Superintendent

Quick Summary / Staff Recommendation

Approve the Consulting Agreement, in the amount of $231,125, with Newcomb, Anderson & McCormick (NAM) for solar consulting services.

Board Committee

Facilities and Technology Committee: January 30, 2013; February 6, 2013; February 20, 2013; April 10, 2013

Background Information

Measure M, the $50.1 million school facilities bond passed by San Leandro voters in 2010, contains on its project list $6.8 million for sustainability/solar projects. On January 30, 2013, and February 6, 2013, staff reviewed procurement planning for solar with the Facilities and Technology Committee. The first step is to select a Solar Consultant that brings technical expertise in engineering, funding, PG&E tariff schedules and financing. The second step is to have that consultant assist in selecting and contracting with a Solar Vendor though an open and fair competitive process. The third step is to have the Solar Vendor design, furnish, install and start up the solar system(s). The final step is to start generating energy. The District is currently at the end of the first step. As it has been the District?s practice and process to have open and transparent competition to get the best value for the District on all consulting services regarding facilities improvements, staff issued a Request for Qualifications (RFQ) for solar consulting services on February 12, 2013, which was advertised on the District?s website. Solar consulting services are needed to prepare a solar feasibility, develop financing options, build and run economic models, develop a Request for Proposal (RFP) for solar construction vendors, review and evaluate RFP engineering, assumptions and best value for the District, negotiate contract, review selector vendor?s design and photovoltaic (PV) systems performance and economic modeling, and respond to questions during the installation and start-up of the PV system. Consulting services are selected based upon qualifications and experience. On March 1, 2013, the District received six Statements of Qualifications (SOQ)s. Staff and the program manager reviewed the written SOQs and invited three of the six respondent firms to interview. On March 11, 2013, interviews were held with the three firms. Although all three firms were qualified and experienced, Newcomb, Anderson & McCormick (NAM) was determined to be the most experienced and suitable firm for the planned PV system project anticipated at San Leandro Unified School District. District staff, including the Maintenance & Operations Manager, and the program manager sat down for scope of consulting services review meeting. After that meeting, the District requested and received a cost proposal from NAM on March 26 th in the amount of $345,175. From March 26 th until this date Staff have been reviewing the scope of services and NAM?s associated cost proposal, so the services proposed match the services required. The purpose of the review was to make sure that necessary expert services were not eliminated in an effort to get pricing down and that the proposed level of services met the long term objects of the solar project, which are maximizing the power generation capabilities of the system and lowest price per watt. After extensive review, staff is now recommending the award of the solar consulting contract in the amount of $231,125 to NAM. Upon award of the solar consulting contract, NAM will begin gathering information for solar feasibility and start preparing the Request for Proposal (RFP) necessary to obtain a best value contract with a solar vendor who will furnish and install the solar PV systems. Competitive process for selecting the solar vendor will result in lower implementation costs, even when considering consulting expenses, than a sole source award. Based on our professional experts, other Districts pay as much as 50% over current market prices by making sole source awards.

From

Song Chin-Bendib, Assistant Superintendent, Business and Operations

Attachments

• Solar Project Scope of Work PDF · 77.5 KB ViewOpen Solar Project Scope of WorkDownload Solar Project Scope of Work
• NAM Agreement for Solar Consulting Services PDF · 180.2 KB ViewOpen NAM Agreement for Solar Consulting ServicesDownload NAM Agreement for Solar Consulting Services

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Quick Summary / Staff Recommendation

These items are presented for action at this time. Some may have been reviewed at a previous meeting.

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Fiscal Impact

Not Applicable

To

Cindy Cathey, Superintendent

Minutes

The Board adopted Resolution #13-22 Designating May 6-12, 2013, as National Nurses' Week and May 8, 2013 as School Nurses' Day.

Actions

Motion - Motion made by Lance James and a seconded by Jason Toro. | Vote: Yes Lance James .; Yes Ron Carey .; Yes Diana Prola .; Yes Mike Katz-Lacabe .; Yes Corina N. Lopez .; Yes Vince J. Rosato .; Yes Jason Toro .

Quick Summary / Staff Recommendation

Resolution #13-22 Designating May 6-12, 2013, as National Nurses' Week and May 8, 2013, as School Nurses' Day.

Board Committee

Not Applicable

Policy / Code

Not Applicable

Background Information

The adoption of Resolution #13-22 acknowledges the valuable contributions made by our registered nurses to students, parents and staff. Our nurses spend their days performing a myriad of tasks, including education of staff and families to meet students' needs. The resolution expresses the Board of Education and the Superintendent's appreciation to registered nurses of the District. This resolution also acknowledges their dedication, professionalism and commitment to the health care needs and health care education of our students. School Nurses Week end on May 12, 2013, in acknowledgment of the birthday of Florence Nightingale.

From

John Thompson, Ed.D. Senior Director II, Human Resources

Attachments

• Resolution #13-22, Nurses Day and Week PDF · 58.2 KB ViewOpen Resolution #13-22, Nurses Day and WeekDownload Resolution #13-22, Nurses Day and Week

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To

Cindy Cathey Superintendent

Minutes

The Board adopted Resolution #13-23, Designating May 6-10, 2013, as Teacher Appreciation Week, and May 8, 2013, as Day of the Teacher,

Actions

Motion - Motion made by Lance James and a seconded by Vince J. Rosato. | Vote: Yes Lance James .; Yes Ron Carey .; Yes Diana Prola .; Yes Mike Katz-Lacabe .; Yes Corina N. Lopez .; Yes Vince J. Rosato .; Yes Jason Toro .

Quick Summary / Staff Recommendation

Adopt Resolution #13-23 Designating May 6-10, 2013, as Teacher Appreciation Week and May 8 2013, as Day of the Teacher .

Board Committee

Not Applicable

Policy / Code

Not Applicable

Background Information

The Legislature of the State of California has designated May 8, 2013, as the annual Day of the Teacher. To further extend this acknowledgement, the San Leandro Unified School District has designated May 6 - 10, 2013, as Teacher Appreciation Week. The resolution expresses the Board of Education and the Superintendent?s appreciation to the teachers and other certificated staff of the San Leandro Unified School District in serving the varied needs of the students attending our schools. The Resolution also acknowledges the dedication, professionalism and performance of certificated employees who have committed their skills, talents and energies to meet the needs of their students.

From

John Thompson, Ed.D. Senior Director II, Human Resources

Attachments

• Resolution #13-23 Teacher Appreciation Week and Day of the Teacher PDF · 56.8 KB ViewOpen Resolution #13-23 Teacher Appreciation Week and Day of the TeacherDownload Resolution #13-23 Teacher Appreciation Week and Day of the Teacher

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Fiscal Impact

Not Applicable

To

Cindy Cathey Superintendent

Minutes

The Board adopted Resolution #13-24, Designating May 13-17, 2013, as Management Employees' Week.

Actions

Motion - Motion made by Lance James and a seconded by Mike Katz-Lacabe. | Vote: Yes Lance James .; Yes Ron Carey .; Yes Diana Prola .; Yes Mike Katz-Lacabe .; Yes Corina N. Lopez .; Yes Vince J. Rosato .; Yes Jason Toro .

Quick Summary / Staff Recommendation

Adopt Resolution #13-24 Designating May 13-17, 2013, as Management Employees' Week.

Board Committee

Not Applicable

Policy / Code

Not Applicable

Background Information

The Association of California School Administrators (ACSA) is in support of a resolution acknowledging Management Employees' Week. The resolution expresses the Board of Education and the Superintendent's appreciation of the certificated and classified management staff serving the students, parents and staff of the San Leandro Unified School District. This resolution also acknowledges their leadership, dedication and commitment to meeting the needs of our students.

From

John Thompson, Ed.D. Senior Director II, Human Resources

Attachments

• Resolution #13-24 Management Employees Week PDF · 71.2 KB ViewOpen Resolution #13-24 Management Employees WeekDownload Resolution #13-24 Management Employees Week

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To

Cindy Cathey Superintendent

Minutes

The Board adopted Resolution #13-25 Designating May 20-24, 2013, as Classified School Employees' Week.

Actions

Motion - Motion made by Lance James and a seconded by Corina N. Lopez. | Vote: Yes Lance James .; Yes Ron Carey .; Yes Diana Prola .; Yes Mike Katz-Lacabe .; Yes Corina N. Lopez .; Yes Vince J. Rosato .; Yes Jason Toro .

Quick Summary / Staff Recommendation

Adopt Resolution #13-25 designating May 20-24, 2013, as Classified School Employees? Week.

Board Committee

Not Applicable

Policy / Code

Not Applicable

Background Information

The adoption of the Resolution #13-25 acknowledges the valuable contributions made by our classified staff (Alameda Buildings and Trades Council, Teamster Local No 856 and the California School Employees Association, Chapter #94) to students, parents and staff. Our classified staff members spend their days performing a myriad of tasks to meet the students? needs. The resolution expresses the Board of Education and the Superintendent?s appreciation to all classified staff in the District. This resolution also acknowledges their dedication, professionalism and commitment to the administrative needs of our students.

From

John Thompson, Ed.D. Senior Director II, Human Resources

Attachments

• Resolution #13-25 Classified School Employees' Week PDF · 59.8 KB ViewOpen Resolution #13-25 Classified School Employees' WeekDownload Resolution #13-25 Classified School Employees' Week

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Quick Summary / Staff Recommendation

These items are intended to keep the Board informed on various District business matters which do not require action by the Board.

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Minutes

Miscellaneous receipts in the amount of $10,086, 795.50 were deposited in the Treasury of Alameda County.

Quick Summary / Staff Recommendation

Miscellaneous Receipts in the amount of $10,086,795.50.

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Minutes

Special Board Meeting - April 30,2013 (Tentative) Regular Board Meeting - May 7, 2013 Tentative Board Meeting/Work Session - May 14, 2013 (District Office) Regular Board Meeting - May 21, 2013 Regular Board Meeting - June 4, 2013 Regular Board Meeting - June 18, 2013 Special Board Meeting - June 25, 2013 (District Office)

Quick Summary / Staff Recommendation

Special Board Meeting - April 30,2013 (Tentative) Regular Board Meeting - May 7, 2013 Tentative Board Meeting/Work Session - May 14, 2013 (District Office) Regular Board Meeting - May 21, 2013 Regular Board Meeting - June 4, 2013 Regular Board Meeting - June 18, 2013 Special Board Meeting - June 25, 2013 (District Office)

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Minutes

The Board reconvened to open session at 10:14 p.m., where no reportable action was taken. The meeting was adjourned at 10:15 p.m. in memory of the victims of the tragedy in Boston, Massachusetts.

Actions

Motion - Motion made by Lance James and a seconded by Mike Katz-Lacabe. | Vote: Yes Lance James .; Yes Ron Carey .; Yes Diana Prola .; Yes Mike Katz-Lacabe .; Yes Corina N. Lopez .; Yes Vince J. Rosato .; Yes Jason Toro .

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