Regular Board Meeting

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 May 7, 2013.

Actions

Motion - Motion made by Ron Carey 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 May 7, 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 President. 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

Wilson Elementary School Principal Wendy Ponder, Vice Principal Amanda Bloch, Campus Supervisor Randy Torres, parents, and students provided a presentation on the Wilson Elementary School Conflict Management Program. Vice Principal Bloch explained that the "Conflict Managers" program has been going strong for 20 years, adding that the program started when Superintendent Cathey was the vice principal at Wilson. The Conflict Managers shared how they foster a positive school climate through their conflict mangement program, whose motto is "Increase the Peace," by demonstrating a role play where one student asks to play with another, who refuses, leading the student whose offer to play was rejected to ask, "Could we talk with a Conflict Manager," and the other agreeing. The chorus calls out, "Conflict Managers!" and a meeting on the playground takes place between the two students in conflict and two Conflict Managers, who ask each students a few questions to help them express how they feel and come to a solution. All of the Board members commended the students for their work as Conflict Managers, listing many of the important qualities and skills they are learning through the program, such as leadership, negotiation, problem solving, empathy, and relationship building. Student Board member Elisha Feliciano said that she was also a Conflict Manager when she attended Wilson Elementary, adding that "You guys are awesome! This program is wonderful!"

Quick Summary / Staff Recommendation

Wendy Ponder, Principal, Amanda Bloch, Vice Principal, Randy Torres, Campus Supervisor, parent, and students will share how they foster a positive school climate through their conflict management program, whose motto is "Increase the Peace".

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Minutes

The Board of Education and the Superintendent presented a Certificates of Commendation to two students from the Eden Area Regional Occupational Program (ROP) who received the "Student of the Month" Award: Hugo Molina for Web Graphics Design and Ashur Thomas for Business Economics. We congratulate these students for their hard work and commitment to their courses of study.

Quick Summary / Staff Recommendation

Goal #1: Educate the Whole Child: Ensure the academic, physical, social and emotional well being of every student The Board of Education and the Superintendent will present a Certificate of Commendation to two students from the Eden Area Regional Occupational Program (ROP) who received the "Student of the Month" Award: Hugo Molina for Web Graphics Design and Ashur Thomas for Business Economics. We congratulate these students for their hard work and commitment to their courses of study.

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Minutes

The Board of Education and Superintendent presented Certificates of Commendation to four special educators who were chosen to receive the "2013 Excellence in Special Education" Award that celebrates staff who have gone "above and beyond" to make a difference in the life of students. Those honored were: Jamie Harper, Speech/Language Pathologist at Madison Connie Ryan, School Psychologist at Garfield Fawnya Neff, Co-Department Chair and RSP Teacher at San Leandro High School Lynn Isola, Co-Department Chair and RSP Teacher at San Leandro High School-Fred T. Korematsu

Quick Summary / Staff Recommendation

The Board of Education and Superintendent will present Certificates of Commendation to the following four special educators who were chosen to receive the "2013 Excellence in Special Education" Award that celebrates staff who have gone "above and beyond" to make a difference in the life of students. This year we honor: Jamie Harper, Speech/Language Pathologist at Madison Connie Ryan, School Psychologist at Garfield Fawnya Neff, Co-Department Chair and RSP Teacher at San Leandro High School Lynn Isola, Co-Department Chair and RSP Teacher at San Leandro High School-Fred T. Korematsu

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Minutes

Daniel Chaja, Assistant Director of Research and Program Evaluation, and Mercy Jesswani, Coordinator of Data and Assessment, provided information regarding our user-friendly student assessment management system - "Illuminate Education, A Tool for Supporting Teaching & Learning." The presentation included a background on the system before Illuminate was adopted, including the teacher task force comprised of twelve teachers and a librarian to evaluate needs and data systems available, training implementation, timely assessment data for teachers and administrators to inform instructional planning, and the importance of data to support professional learning communities. Victoria Forrester, Roosevelt Principal, and Wendy Ponder, Wilson Principal, presented the site administrator perspectives on how well their staff is utilizing the system. Two teachers Lauren Lipka (Roosevelt) and Louise Shaw (Wilson) shared school site examples of using student data as a teacher tool to increase student achievement. The Board members were impressed by the stories shared, both by those present and through teacher testimonials, commending staff for using this tool to address individual student needs. The Board thanked them for everything they have done and to "keep up the good work."

Quick Summary / Staff Recommendation

Daniel Chaja, Assistant Director of Research and Program Evaluation, Mercy Jesswani, Coordinator of Data and Assessment, Victoria Forrester, Roosevelt Principal, Lauren Lipka, Roosevelt Teacher, Wendy Ponder, Wilson Principal, and Louise Shaw, Wilson teacher will provide information regarding our user-friendly student assessment management system - Illuminate Education. The presentation will include training implementation, timely assessment data for teachers and administrators to inform instructional planning, and the importance of data to support professional learning communities. In addition, the team will share school site examples of using student data as a teacher tool to increase student achievement.

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Minutes

Trustee Carey reported receipt of the following emails from April 16, 2013, to May 6, 2013: From Robin Michel regarding "Run for the Schools: Saturday, April 27, at 12:30 p.m.", "Message from Superintendent Cindy M. Cathey", "News Release: District Office Moving to Temporary Housing While Measure B Savings Project is Under Renovation"; "Board Meeting Highlights: April 16, 2013"; and "Pennies for Patients Benefit Basketball Game this Thursday, May 2, 2:30 p.m. at John Muir Middle School"; from Katherine Frates regarding "Evergreen Gate"; from Kristi Linn regarding "Bancroft Middle School Theatre 25th Anniversary Party and Silent Auction"; from Myrna Hernandez regarding "Washington Newsletter"; from Veronica Sanchez regarding "Parent Newsletter April 19", and "Garfield Newsletter May 3, 2013"; from Mike McMahon regarding "Superintendent Search and Contract Review"; "Oakland USD Press Conference"; "Fw: CSBA Legislative Action Day"; "Superintendent Search - Closing the Deal"; and "May 10th FCSBA Legislative Action Day"; from Rick Richards regarding "KMRF - 6th Annual Lenny Williams Golf Classic"; from Elaine Tesorero regarding "Weekly Bulletin April 22 - April 26, 2013", "Weekly Bulletin April 29-May 3, 2013", "and "Weekly Bulletin May 6-May 10, 2013"; from Sukhi Khaira regarding "Facilities and Technology Committee Meeting - April 24 2013", "Agenda for the April 30, 2013, Special Board Meeting and Work Session", "Finance Committee Agenda - May 2, 2013", and "Agenda for the May 7, 2013, Regular Board Meeting"; from Georgette Jackson regarding "McKinley Bulletins"; from Robin James regarding "Volunteer for this Saturday's Run for the Schools - Your Help Needed!"; from Dennis Byas regarding "It was great to meet your new Board Members"; from Jason Toro regarding "Good Article on the Common Core"; from Dan Martin regarding "FW: New Student #18230", "No Rich Child Left Behind", and "World History Standardized testing - California Disappoints again"; from Linda Granger regarding "New Student #18230"; from Donna McBride regarding "Wilson Dolphin News"; from Maria Carvalo regarding "May/June Newsletter"; Mike Katz-Lacabe regarding "KGO: Fire Burns Classrooms at School in San Leandro"; from Guess Blue regarding "San Leandro Basketball Coach"; from Sean MacKay regarding "San Leandro Basketball Coach"; from Ebado Ismail regarding "May 2013 Bancroft Banner Newsletter"; from Carol Delton regarding" Financial Question"; from Song Chin-Bendib regarding "Financial Question"; from Lee Wirt regarding "May 2013 Eagle Eye" and from Jon Sherr regarding "Lisa Long's Classroom".

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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: STAR testing has been completed, makeups are underway and students are waiting the results. Next week will be AP testing Every 15 Minutes, the two-day program that informs students about the consequences of drinking and driving, created a huge impact on the students Last Friday was prom and it was a great turnout The Jefferson Service Club was recognized as one of the number one ranked service clubs in the Bay Area having over 1,600 hours of community service The baseball and softball teams ranked number one in our league. The boys tennis team won their league matches with Junior Romello Rucker coming in first place singles for the entire tournament. The team advanced to the NCS tournament. Upcoming events include Sprit Week - May 13-17 Senior Grad trip and band and orchestra trip to Disneyland - May 24-23 There was an assembly about graduation where over 500 seniors will be graduating on June 13, at Burrell Field

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Minutes

None

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Minutes

Superintendent Cindy Cathey commented that the District office staff has been working very hard to recover from the loss of the portable trailers reporting that more than half of the district office has moved successfully in the IMC center. She commended staff for how incredibly flexible, thoughtful and sensitive they have been to a big change such as this. Staff is currently working on a plan to move the remaining people at the District Office and she will keep the Board and public informed, adding that there is "no perfect answer." She attended the BTSA Colloquium, Thursday, May 2, where 24 BTSA Year 1 and BTSA Year 2 teachers and one (1) Early Completion Teacher and support providers came together to celebrate their accomplishments. She acknowledged the support providers who provided the needed guidance and support along the way and gave of their time over and above what was required. The San Leandro Police Department met with the management team to review the Active Shooter preparation. Some questions and concerns were raised and the Police Department is working through a plan that will involve the District in a simulation in the fall. The San Leandro Police Department will host a gang awareness and prevention and school bullying workshop on Wednesday, May 8 at the Senior Community Center, 6-8 p.m. The Superintendent acknowledged the food services and maintenance departments for being really sensitive to the needs of the schools during the STAR testing.

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Minutes

Trustee Carey reported that the Curriculum Committee met on April 17 and discussed the adoption of a new San Leandro High School course of study: Social Advocacy, which is on the agenda for Board consideration tonight. The committee received an update on the fifth grade instrumental music and information on the District-wide professional development plan for 2013-2014.

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Minutes

Trustee Carey reported that the Policy Committee met on April 17 and discussed Board Policy and Administrative Regulations 1250 - Visitors.

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Minutes

Trustee Katz-Lacabe reported that the Facilities/Technology committee met on April 24 and took a tour of Burrell Field. Many of the items that were discussed at the meeting are on the agenda tonight for Board consideration such as change orders, amendments, construction contracts and Memorandums of Understanding with the San Leandro Education Foundation (SLED).

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Minutes

Trustee James reported that the Finance Committee met on May 2 and reviewed the Budget Priority Survey results which are being brought forward as an information item on tonight's agenda. The next meeting will be May 29.

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Minutes

Trustee Prola reported Trustee L?pez and she attended the Alameda County School Boards Association meeting, which focused on comparisons of superintendent's compensation.

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Minutes

Trustee Toro reported that the Eden Area ROP Governing Board met on May 2. The Board had the first reading of the Proposed Operating Budget, reviewed the 2012-2013 Goals and Objectives, and discussed the DECA International Competition which was held in Anaheim this year, adding that the ROP team won the Forensics Science title.

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Minutes

PUBLIC COMMENT Deborah Cox, San Leandro Education Foundation (SLED) President thanked the Board for their consideration of the Memorandum of Understanding (MOU) between the District and SLED and wanted to convey that SLED appreciates its partnership with the District and all of the time and effort that has gone into formalizing this partnership with a MOU. In addition, Ms. Cox announced that SLED applied for a $5,000 Lowe's grant, in conjunction with Beautification Day, for each school in the District, and so far Garfield and Wilson have been awarded their $5,000. Ms. Cox also said that SLED will be moving into their permanent location soon and invitations will be going out to celebrate their grand opening. The following consent item was pulled from the Consent Calendar: 12b - Memorandum of Understanding Between the San Leandro Unified School District and the San Leandro Education Foundation (SLED) - Rosato With that exception, the Board approved the Consent Calendar 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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Quick Summary / Staff Recommendation

Approve the minutes of the Regular Board meeting held on April 9, 2013.

Attachments

• Minutes - April 9, 2013 PDF · 614.3 KB ViewOpen Minutes - April 9, 2013Download Minutes - April 9, 2013

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Fiscal Impact

None to the district

To

Board of Trustees

Minutes

Trustee Rosato thanked SLED for all of their great work; however, he asked that the Board postpone approval of this item and refer the matter to the Policy Committee for review so that it would allow the incoming Superintendent deference to make the MOU with his/or her own Cabinet; would enable the consistency and equity publicly among all of our foundations; and would comply with his second request regarding putting the District policies in the current audited compliance. There was a brief discussion regarding Trustee Rosato's request with Trustee L?pez asking for clarification on the MOU process. Superintendent Cathey explained that it is not our normal practice to take MOUs to the Policy Committee, however, noting in the case of the MOU for the San Leandro Sports Foundation which is very different than the SLED MOU because it is about advertising as it relates to Burrell Field only, a draft MOU for the San Leandro Sports Foundation (SLSF) was provided to the Facilities/Technology Committee and as soon as the details can be worked out, that MOU will be coming to the full Board for approval. A motion was made by Trustee Rosato and seconded by Trustee L?pez to refer the SLED MOU to Committee; however, the motion did not pass by a 2-5 vote. Trustees Rosato and L?pez voting yes to the motion and Trustees Carey, James, Katz-Lacabe, Prola, Toro voting against it. Following additional clarification that the SLED MOU did go to the Facilities/Technology committee, a second motion was made by Trustee Katz-Lacabe and seconded by Trustee Toro to approve the Memorandum of Understanding Between the San Leandro Unified School District an the San Leandro Education Foundation which was passed by a 7-0 vote.

Quick Summary / Staff Recommendation

Approve the Memorandum of Understanding Between the San Leandro Unified School District and the San Leandro Education Foundation (SLED)

Board Committee

Facility and Technology Committee: April 24, 2013

Background Information

The San Leandro Education Foundation (SLED) has partnered with the District since its formation in 2008 to support programs and services at all K-12 schools. SLED's mission is to identify and mobilize local, regional and national resources in order to bring increased funding, innovative programming and strong partnerships to San Leandro Unified School District?s public schools. The foundation has four major areas of focus: Enrichment, Health and Safety, Technology, and Volunteerism. Additionally, SLED supports the Arts Education Center and theater at San Leandro High School theater through the Friends of the Theater. Through our partnership, SLED has raised funds to support a wide variety of programs and services for district schools including: Playworks, technology, theater supervisor position, the marketing consultant for the Arts Education Center, Cyberbullying program for the middle schools, etc. SLED has also written a variety of grants for the district. SLED is seeking to formalize their partnership with the district as outlined in the attached Memorandum of Understanding (MOU). The MOU addresses such topics as: Two-way Communication, Fiscal Agency partnership, Arts Education Partnership with Friends of the Theater, Districts Donor Wall, etc. If approved, this proposed MOU will be in effect through June 30, 2016.

From

Cindy M. Cathey, Superintendent

Attachments

• SLED - Memorandum of Understanding PDF · 234.2 KB ViewOpen SLED - Memorandum of UnderstandingDownload SLED - Memorandum of Understanding

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Fiscal Impact

The fiscal impact of the proposed LCFF model is unknown at this time.

To

Board of Trustees

Quick Summary / Staff Recommendation

Adopt Resolution No. 13-28 Support for the Governor's Proposed Reform to the K-12 Financing System Referred to as Local Control Funding Formula.

Background Information

The Governor of the State of California has taken a bold step by proposing to restructure the current K-12 financing system, referred to as Local Control Funding Formula (LCFF). The funding formula is based upon the principles of subsidiarity, equity, and transparency. The goal of the funding model is to modernize and simplify California's overly complex and historically outdated financing system. The funding model includes a Base Grant, Supplemental Grant, and Concentration Grants. There are many positives in the funding model, including additional funding to districts to address the needs of English learners, students in poverty, and students in foster care. There are also a number of other issues remaining unaddressed in the proposal including formula adjustments to reflect geographic cost differences, ensuring the provision of quality adult learning opportunities, allowing LEAs to continue to regionalize effective program and service deliveries for career education, transportation services, professional development, among other things. Additionally, districts have undergone severe budget reductions since 2008, and the new funding formula does not ensure that all districts will receive funding levels restored to their pre-recession levels, which at the time was deemed inadequate by nearly almost any measure. Resolution No. 13-28 supports the basic premise of the proposed funding formula, urges the Governor and the legislature to develop the LCFF to provide all districts to their 2007-2008 levels and set the base grant funding at least at the national average, and calls for continued work to develop a robust accountability system to ensure that all students are making gains in academic achievement. Resolution No. 13-28 is attached.

From

Cindy M. Cathey, Superintendent

Attachments

• Resolution #13-28 - Local Control Funding Formula PDF · 61.4 KB ViewOpen Resolution #13-28 - Local Control Funding FormulaDownload Resolution #13-28 - Local Control Funding Formula

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Attachments

• Certificated Personnel Report PDF · 79.3 KB ViewOpen Certificated Personnel ReportDownload Certificated Personnel Report

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Attachments

• Classified Personnel Report PDF · 14.6 KB ViewOpen Classified Personnel ReportDownload Classified Personnel Report

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To

Cindy Cathey, Superintendent

Quick Summary / Staff Recommendation

Approve the 2013-2014 school calendar.

Board Committee

Not Applicable

Policy / Code

Not Applicable

Background Information

Each year the Board of Education is asked to approve the school calendar for the prospective school year. The attached calendar is submitted for review by the Board of Education. Approval of this item will set the number of school days, placement of holidays and breaks, and the start and end dates for the 2013-14 school year. SLTA has reviewed the instructional calendar and approves of the dates and schedules. Once the Board approves the 2013-2014 instructional calendar, the specific calendar for our other bargaining groups will be developed.

From

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

Attachments

• 2013-2014 School Calendar PDF · 125.6 KB ViewOpen 2013-2014 School CalendarDownload 2013-2014 School Calendar

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Fiscal Impact

No cost to the District

To

Cindy M. Cathey, Superintendent

Quick Summary / Staff Recommendation

Approve the Operational Agreement Between San Leandro Unified School District and Building Futures with Women and Children for 2012-2015

Background Information

As part of building additional intentional partnerships with our community based organizations, the district would like to partner with Building Futures with Women and Children (BFWC) to expand support services for families needing McKinney-Vento assistance, including families in crisis. BFWC will provide a 24-hour crisis line, emergency shelter, case management, counseling and resources to our families in crisis. The District will provide a McKinney-Vento liaison to coordinate with the agency and work with the case managers to ensure services and supports are coordinated to effectively address the needs of our students and families. This agreement would be in effect from 2012-December 2015.

From

Debbie Wong, Assistant Superintendent, Educational Services

Attachments

• Operational Agreement Building Futures PDF · 60.0 KB ViewOpen Operational Agreement Building FuturesDownload Operational Agreement Building Futures

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Fiscal Impact

No impact to the General Fund; $20,000 from District Title I Program Improvement Budget

To

Cindy M. Cathey, Superintendent

Quick Summary / Staff Recommendation

Approve the Memorandum of Understanding Between San Leandro Unified School District and Davis Street Family Resource Center for Mental Health Services for the 2013-2014 School Year

Policy / Code

Local Education Agency Plan (LEAP) High Leverage Action #4

Background Information

As part of our efforts to develop a sustainable Behavioral Tiered Intervention System, the District has been in development for a sustainable system for behavioral health services to support our Coordination of Services Team (COST) referrals. The system requires mental health counseling services for every school site staffed by our intentional partners. Davis Street Resource Center has agreed to provide 8 mental health interns who will provide direct therapeutic services at our school sites. These services support students experiencing emotional, social, or behavioral challenges that are hindering their academic success. The mental health services will use applicable and culturally relevant interventions and practical strategies and tools that students can utilize in and outside of school. The District will pay each mental health intern $2,500 for the school year, and Davis Street Family Resource Center will cover the remaining costs.

From

Debbie Wong, Assistant Superintendent, Educational Services

Attachments

• Davis Street MOU PDF · 78.5 KB ViewOpen Davis Street MOUDownload Davis Street MOU

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Fiscal Impact

No Impact to the General Fund; $12,425.33 from school's Title I Budget

To

Cindy M. Cathey, Superintendent

Quick Summary / Staff Recommendation

Approve the Contracted Services Agreement Between San Leandro Unified School District and Edmentum for Study Island Computer Site Licences at Garfield Elementary School for the 2013-2014 School Year

Background Information

Garfield School is seeking to renew its Study Island site licenses. The school has been utilzing Study Island for the last 3 years as part of their support for the core learning program. Study Island is a web-based computer program that is individually paced and differentiates grade level English Language Arts and Mathematics instruction. Password protected, students can log onto the program in the school's computer lab or at home. Approximately 239 grade 2-5 students utilize the program on the weekly basis in the computer lab for intervention and acceleration. Study Island is listed in the action steps of Garfield's Single School Plan.

From

Debbie Wong, Assistant Superintendent, Educational Services

Attachments

• Study Island-Garfield PDF · 77.1 KB ViewOpen Study Island-GarfieldDownload Study Island-Garfield

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To

Cindy M. Cathey, Superintendent

Quick Summary / Staff Recommendation

Approve the Title Change for San Leandro High School Course Description: Social Advocacy

Board Committee

Board Curriculum Committee Meeting on April 17, 2013

Background Information

San Leandro High School is seeking approval for a title change of a previously approved course. They seek a change from the course title of "Peer Resource" to a course title of "Social Advocacy". The course of study contents are exactly the same, however, the school is requesting to update the title to be more relevant. They are also currently going through the approval process for the course to be UC/CSU "a-g" college ready. The current peer resource course has been embedded and integrated into the Social Justice 1 course of study, and is available only to students in the Social Justice Academy. With this title change, the high school would be able to offer the course to non-Social Justice Academy students. There is interest from non-social justice academy students to have the option to take a course such as this one.

From

Debbie Wong, Assistant Superintendent, Educational Services

Attachments

• Title Change-Course Description-slhs PDF · 526.2 KB ViewOpen Title Change-Course Description-slhsDownload Title Change-Course Description-slhs

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Fiscal Impact

$75,400.74 - Special Education funds.

To

Cindy M. Cathey, Superintendent

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 03/30/00 $15,741.00 Seneca Family of Agencies # 2 04/23/02 $11,691.24 Seneca Family of Agencies # 3 03/03/96 $4,022.00 STARS HS # 4 03/17/94 $3,640.00 STARS HS # 5 05/06/00 $16,500.00 Spectrum Center, Inc. # 6 06/07/04 $207.50 Spectrum Center, Inc. (left off of initial ISA approved 4/11/13) # 7 11/23/97 $399.00 Spectrum Center, Inc. (Addendum to initial ISA Approved 12/17/12) # 8 11/09/05 $23,200.00 Maxim Healthcare Services, Inc. Total $75,400.74

From

Debbie Wong, Assistant Superintendent, Educational Services

Attachments

• Seneca Family of Agencies PDF · 208.6 KB ViewOpen Seneca Family of AgenciesDownload Seneca Family of Agencies
• STARS HS PDF · 192.2 KB ViewOpen STARS HSDownload STARS HS
• Maxim Healthcare Services, Inc. PDF · 128.3 KB ViewOpen Maxim Healthcare Services, Inc.Download Maxim Healthcare Services, Inc.
• Spectrum Center, Inc. PDF · 178.1 KB ViewOpen Spectrum Center, Inc.Download Spectrum Center, Inc.

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To

Cindy M. Cathey, Superintendent

Quick Summary / Staff Recommendation

Adopt Resolution #13-27 to declare equipment surplus and/or obsolete due to the age and condition of the designated equipment.

Policy / Code

Board Policy 3270(a); Administrative Regulations #3270 (a) #6.

Background Information

When district-owned books, equipment and supplies become unusable, obsolete, or no longer needed, the Superintendent or designee shall identify these items to the Governing Board, together with their estimated value and a recommendation that they be sold or disposed of by one of the methods prescribed in law and administrative regulations. With Board approval, the Superintendent or designee shall arrange for the sale or disposal of these items. Please see attached.

From

Song Chin-Bendib, Assistant Superintendent, Business and Operations

Attachments

• Resolution #13-27 - Discard of Obsolete Materials PDF · 97.3 KB ViewOpen Resolution #13-27 - Discard of Obsolete MaterialsDownload Resolution #13-27 - Discard of Obsolete Materials

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Fiscal Impact

On an as needed basis, contracted services estimated to be $23, 000 from General Fund.

To

Cindy M. Cathey, Superintendent

Quick Summary / Staff Recommendation

Approve the contracted services agreement with Bert Padua to work in the Business Services Department for an amount not to exceed $23,000.

Background Information

The Accounting Manager of the Business Services Department has accepted a position in another district as of April 30, 2013. The position was advertised immediately and will close on May 13, 2013. The process to fill the position may take several weeks assuming we find the appropriate candidate. In the meantime, there are critical deadlines in the Business Services Department that cannot be missed under any circumstances. These include day to day processing and management of payroll and vendor payments, development of the Adoption budget, preparation of the close of the 2012-13 books, close out of the last Measure A projects, etc. The Business Services Department has found retiree, Bert Padua, who is available on a short term basis. Bert Padua is the former Director IV of Business Services of the Alameda County Office of Education (ACOE). Mr. Padua has extensive hands-on experience working in the fiscal department and the skills necessary to provide the type of support that the District needs. The tasks performed by this consultant would include overseeing and coordinating payroll, accounts payable, general ledger and position control. Furthermore, he would be producing budget and year-end closing documents, which include school bond related accounting. Bond accounting is about 40% of the closing work. Prior to proposing this contract, the Department has searched for other alternatives and other potential candidates but after much searching and limited options, staff is recommending that we enter into a contract with Bert Padua. Mr. Padua?s hourly rate is $50.00. The term of the contract will be May 7 through end of July 2013 and will be utilized only if we are not able to hire a permanent Accounting Manager.

From

Song Chin-Bendib, Assistant Superintendent, Business and Operations

Attachments

• Contracted Services Agreement PDF · 60.7 KB ViewOpen Contracted Services AgreementDownload Contracted Services Agreement

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Fiscal Impact

$5,290.00 from the SLHS graduation budget (General Fund)

To

Cindy M. Cathey, Superintendent

Quick Summary / Staff Recommendation

Approve the Contracted Services Agreement between the San Leandro Unified School District and Production Logic for the Sound System for the 2013 Graduation Ceremony.

Background Information

San Leandro High School Class of 2013 will have the honor of being the first class to hold their graduation ceremony on the new, fully renovated, prestigious Burrell Field. Since the stadium will have just been turned over to the district from the contractor, there is a very high probability that the stadium sound system will not be fully operational in time for the ceremony. Additionally staff will not have been trained on how to use the system. It has been deemed too risky to expect the sound system to be functioning. Effective sound with adequate speaker locations and adjustments is crucial to the success of a graduation ceremony. The high school is seeking to contract with Production Logic, a company that we frequently work with, whose systems have been used for previous graduations at Cal State East Bay. They are reliable, knowledgeable, and highly responsive to our needs. They have knowledgeable staff available to test and adjust the sound system as needed. The contract for Production Logic is attached.

From

Song Chin-Bendib, Assistant Superintendent, Business and Operations

Attachments

• Contract - Production Logic PDF · 64.0 KB ViewOpen Contract - Production LogicDownload Contract - Production Logic

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Fiscal Impact

$6,109.40 from the San Leandro High School Graduation Budget (General fund)

To

Cindy M. Cathey, Superintendent

Quick Summary / Staff Recommendation

Approve the Contracted Services Agreement between the San Leandro Unified School District and Special Events for the 2013 San Leandro High School Graduation Ceremony

Background Information

San Leandro High School Class of 2013 will have the honor of being the first class to hold their graduation ceremony on the new, fully renovated, prestigious Burrell Field. The high school is seeking to contract with Special Events to provide chairs, the stage, stage skirting, appropriate guardrails, and chair leg protector so that the chairs can be set up on the artificial turf without harming it. The cost includes set up and take down of the chairs and stage. The high school has worked with Special Events to provide this equipment for their graduations when they took place at Cal State East Bay. The costs associated with this equipment and service is attached.

From

Song Chin-Bendib, Assistant Superintendent, Business and Operations

Attachments

• Contract - Special Events - SLHS Graduation Ceremony PDF · 42.6 KB ViewOpen Contract - Special Events - SLHS Graduation CeremonyDownload Contract - Special Events - SLHS Graduation Ceremony

Link to this item

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

• Contracts $5,000 or less 5-7-13 PDF · 14.1 KB ViewOpen Contracts $5,000 or less 5-7-13Download Contracts $5,000 or less 5-7-13

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Fiscal Impact

The project will be funded by savings from the Measure B Bond Savings.

To

Cindy M. Cathey, Superintendent

Quick Summary / Staff Recommendation

Approve the Lease Agreement with ModSpace for temporary housing for the District Offices & Instructional Materials Center (IMC) HVAC and Roof Replacement project.

Board Committee

Facilities and Technology Committee: April 24, 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, and HVAC and Roof Replacement for the District Offices 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. On April 16, 2013, the Board of Education awarded the construction contract to Zolman Construction & Development, Inc., the lowest responsive, responsible bidder. During the project, District staff will need to be relocated into temporary housing, which includes housing some staff in the Instructional Materials Center and bringing in portable (trailer) buildings and restrooms for the rest of the staff. Attached is the Lease Agreement with ModSpace for six (6) 12x60 portable buildings to be installed on the southwest corner of the District property. (Please note that this does not include the contract for the temporary conference space, which will be brought to the Board at a future meeting.) One time charges (delivery, installation, removal and return delivery), including sales tax, is $21,339.76. Monthly rental charges are $3,004.38. Therefore, the total cost including one time charges is $36,361.66 for the duration of five months.

From

Song Chin-Bendib, Assistant Superintendent, Business and Operations

Attachments

• Lease Agreement with ModSpace PDF · 4.0 MB ViewOpen Lease Agreement with ModSpaceDownload Lease Agreement with ModSpace

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Fiscal Impact

The project will be funded by savings from the Measure B Bond Savings.

To

Cindy M. Cathey, Superintendent

Quick Summary / Staff Recommendation

Approve the Lease Agreement with Mobile Modular for restroom rental for the District Offices & Instructional Materials Center (IMC) HVAC and Roof Replacement project.

Board Committee

Facilities and Technology Committee: April 24, 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, and ADA ramp, back-up generator, restroom for children with disabilities, and HVAC and Roof Replacement for the District Offices 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. On April 16, 2013, the Board of Education awarded the construction contract with Zolman Construction & Development, Inc., the lowest responsive, responsible bidder. During the project, District staff will need to be relocated into temporary housing, which includes housing staff in the Instructional Materials Center and bringing in portable (trailer) buildings and restrooms. Attached is the Lease Agreement with Mobile Modular for a 12x42 HCD Restroom Building, for five months. The estimated charges, including one time setup fees for delivery and installation, taxes, five months? rent, break down and removal is approximately $10, 609.

From

Song Chin-Bendib, Assistant Superintendent, Business and Operations

Attachments

• Lease Agreement with Mobile Modular PDF · 5.4 MB ViewOpen Lease Agreement with Mobile ModularDownload Lease Agreement with Mobile Modular

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Fiscal Impact

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

To

Cindy M. Cathey, Superintendent

Quick Summary / Staff Recommendation

Approve bond contracts on the attached spreadsheet which are for amounts $15,000 or less for fiscal year 2012-2013.

Background Information

Approval of bond contracts for small amounts comes up each fiscal year as a discussion item. Assistant Superintendent of Business and Operations has researched with three separate legal counsels regarding the process to approve professional consultant contracts in general, and especially in relation to the size of the contract. Each of these legal counsels has advised that the District formally present any contract for professional services to the Board for approval regardless of the amount. A contract is in place when it has an ?offer?, ?term(s)?, and ?acceptance?. Using the programmer of Accountability (construction software), staff developed an appropriate format for construction related service contracts under $15,000, which is the standard threshold for construction related services. This was approved by the Board of Education on October 16, 2012. Attached is the ?Summary Spreadsheet for Bond Contracts $15,000 or Less.? The spreadsheet will be provided to the Board at every board meeting, if there are any contracts falling under this category. Detailed contract information or cover pages will not be part of subsequent Board Packets, but will be available for questions or inspection upon request.

From

Song Chin-Bendib, Assistant Superintendent, Business and Operations

Attachments

• Bond Contracts $15,000 or Less Worksheet PDF · 87.5 KB ViewOpen Bond Contracts $15,000 or Less WorksheetDownload Bond Contracts $15,000 or Less Worksheet

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Fiscal Impact

The cost of architectural 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 Amendment #2, in the amount of $7,425, to the Architectural Services Agreement with WLC Architects for the San Leandro Swim Center and Sports Fields.

Board Committee

Facilities and Technology Committee: April 24, 2013

Background Information

On March 1, 2011, the Board of Education approved WLC Architects, Inc., through a Request for Qualifications (RFQ) process, to be placed in an Architectural Pool for use on selected projects as identified through Measure M, the $50.1 million school facilities bond passed by San Leandro voters on November 2, 2010. On March 15, 2011, the Board approved WLC Architects, Inc. to provide architectural design services, in the amount of $750,000, for the replacement of the aging and deteriorating San Leandro High School pools and fields. On January 17, 2013, the Board of Education approved amendment #1, in the amount of $264,860 to the base contract amount of $750,000, to add the design of a solar photovoltaic system to the San Leandro High School Swim Center and Sports Fields project. Amendment #2, in the amount of $7,425, provides for the design services covering the ball fields? irrigation system to be coordinated and evaluated with the well designer. Contract Summary Item Fee Amount Running Total Percent Increase Original Contract $750,000 $750,000 n/a Amendment #1 $264,860 $1,014,860 35.3% Amendment #2 $7,425 $1,022,285 0.7%

From

Song Chin-Bendib, Assistant Superintendent, Business and Operations

Attachments

• Amendment #2 - WLC Architects, Inc. PDF · 109.5 KB ViewOpen Amendment #2 - WLC Architects, Inc.Download Amendment #2 - WLC Architects, Inc.

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Fiscal Impact

The project is funded by Measure M Local Bond funds. This change order #5 represents an increase of $80,994, for a new contract amount of $13,110,235. This new contract amount is an increase of 0.62% to the new contract amount after deductive Change Order #1, and still a decrease of $389,765 to the original contract amount of $13,500,000. The project is within the hard cost budget of $13,519,613.

To

Cindy M. Cathey, Superintendent

Quick Summary / Staff Recommendation

Approve Change Order #5, in the amount of $80,994, to the Construction Contract with Zolman Construction and Development, Inc. for the Pacific Sports Complex and Burrell Field Project.

Board Committee

Facilities and Technology Committee: April 24, 2013

Background Information

One of the major marquee projects identified in the Measure M language is the SLUSD Pacific Sports Complex and Burrell Field. AEDIS Architecture & Planning 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. The Board approved the construction contract with Zolman Construction and Development Inc. on May 15, 2012, in the amount of $13,500,000. Change Order #1, a deductive change order, in the amount of <$646,387>, was approved by the Board of Education on July 17, 2012. (Prior to awarding the contract, the Board authorized the transfer of $1,627,000 from the Measure M financial reserve to fund additional scope and escalation costs. To minimize the need to expend all of the transferred funds staff conducted a value engineering process with AEDIS Architects and the contractor Zolman. The contractor?s value for the items was negotiated and included in the above-mentioned deductive change order.) Change Order #2, in the amount of $23,549, was approved by the Board of Education on November 6, 2012, to address unforeseen conditions (i.e. demolition of additional concrete curb footage, additional sanitary sewer line, removal and disposal of asbestos, and removal of two concrete pads not shown on plans). Change Order #3, approved by the Board of Education on December 4, 2012, in the amount of $92,324.30, for the removal and disposal of additional asphalt paving containing asbestos; and for the drilling of an additional 180 feet in depth for the irrigation well per the Geo Consultant. Change Order #4, approved by the Board of Education on April 9, 2013, in the amount of $59,755, addressed field conditions, and provided value, flexibility and functionality, including the installation of underground conduit to accommodate future solar panel installations. This Change Order #5, in the amount of $80,894, is to address hidden field conditions and underground obstructions, additional functionality for storm water system lift stations and additional structural members at the ticket booth. It includes a credit in the amount of <$3,761> for reducing the depth of the irrigation well. Contract Summary Item Item Amount Running Contract Total Total Running Contract Increase Original Contract $13,500,000 $13,500,000 0% CO #1 -$646,387 $12,853,613 -4.80% CO #2 $23,549 $12,877,162 0.18% CO #3 $92,324 $12,969,486 0.90% CO #4 $59,755 $13,029,241 0.46% CO #5 $80,994 $13,110,235 0.62% Budget Summary SLUSD Pacific Sports Complex and Burrell Field Project Soft Cost Budget $4,088,437 Hard Cost Budget Construction Construction Contingency $12,853,613 $666,000 $13,519,613 Project Contingency $255,453 Total Project Budget $17,863,503

From

Song Chin-Bendib, Assistant Superintendent, Business and Operations

Attachments

• Change Order #5 - Zolman Construction PDF · 108.1 KB ViewOpen Change Order #5 - Zolman ConstructionDownload Change Order #5 - Zolman Construction

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Fiscal Impact

$894,995.75 funded from the Measure M school facilities bond.

To

Cindy M. Cathey, Superintendent

Quick Summary / Staff Recommendation

Approve the CMAS contract for elementary school play structures to be purchased from Landscape Structures, Inc. in the amount of $894,995.75.

Board Committee

Facilities and Technology Committee: April 24, 2013

Background Information

As part of the Elementary School Athletic Exteriors project, funded through Measure M, the school facilities bond passed in 2010, all elementary schools will receive new play structures for their playgrounds. The original project called for the repair of the old and deteriorating playground equipment, but staff determined that it was more cost effective to replace all play structures with new play structures. This will standardize play structures across the District, with new structures under warranty and having a longer useful life. The equipment that the District, in consultation with the elementary schools? site administration, wishes to obtain is included in a current California Multiple Award Schedule (CMAS) which the District can access. The CMAS program obtains guaranteed pricing on services and products that government entities need to acquire on a regular basis. The program allows for government entities to purchase directly off of the award schedule without having to incur the time and expense of completing a formal bid process. Staff recommends approval of the CMAS contract for elementary school play structures to be purchased from Landscape Structures, Inc., in the amount of $894,995.75. The CMAS contract for the playground equipment the District intends to use is #4-10-78-0057A. A quote from the vendor for the playground equipment is attached. A purchase order in the amount of $894,995.75 will be issued directly to the vendor. This purchase will be funded through Measure M, the local school facilities bond. The District received a 10% discount off CMAS pricing and an additional $6k discount for participating in a contest at Madison ES. The procurement method and contract form have been reviewed by District legal counsel and meet all Public Contract Code requirements.

From

Song Chin-Bendib, Assistant Superintendent, Business and Operations

Attachments

• CMAS Agreement PDF · 2.0 MB ViewOpen CMAS AgreementDownload CMAS Agreement

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Fiscal Impact

The Washington Elementary School Portable Classroom Replacement Project is paid from Measure B Bond savings.

To

Cindy M. Cathey, Superintendent

Quick Summary / Staff Recommendation

Approve the agreement with Bay Construction, Inc. for the Washington Elementary School Portable Replacement Project, funded through Measure B Bond savings.

Board Committee

Facilities and Technology Committee: April 24, 2013

Background Information

On July 10, 2012, the Board of Education reviewed, and then on August 21, 2012, approved the Measure B Savings Projects, which included the Washington Elementary School Portable Classroom Replacement project in the budgeted amount of $2,300,000. On December 11, 2012, the Board approved a $750,000 increase to the project budget to bring the total project budget to $3,050,000. The $750,000 increase in the budget is to install modular classrooms instead of portable classrooms. On December 11, 2012 the Board granted authority to staff to negotiate and enter into a piggyback agreement up to $1,500,000 with American Modular Systems (AMS). On January 15, 2013, the Board approved an agreement in the amount of $1,198,640 with American Modular Systems, Inc. for the Fabrication and Installation of seven modular classrooms at Washington Elementary School. On April 23, 2013, the District conducted a formal sealed bid opening process, per State of California Public Contract Code requirements, for construction site work on the Washington Elementary School Classrooms (7) Replacement Project. Six (6) bids were received for the project. The lowest responsive, responsible bid was $645,000. Summary of Three Lowest Responsive Bids Contractor Bid Rank Responsive Bay Construction, Inc. $645,000 1 Yes JH Fitzmore $719,000 2 Yes Guerra Construction $734,829 3 Yes The lowest responsive, responsible bidder was Bay Construction, Inc. at $645,000.

From

Song Chin-Bendib, Assistant Superintendent, Business and Operations

Attachments

• Bay Construction, Inc. Contract for Washington Elementary School Portable Replacement Project PDF · 232.4 KB ViewOpen Bay Construction, Inc. Contract for Washington Elementary School Portable Replacement ProjectDownload Bay Construction, Inc. Contract for Washington Elementary School Portable Replacement Project

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Fiscal Impact

The project will be funded by Savings from the Measure B Local Bond funds, contract not to exceed $2,540,400.

To

Cindy M. Cathey, Superintendent

Quick Summary / Staff Recommendation

Approve the Construction Contract with BHM Construction, Inc., not to exceed $2,540,400, for the San Leandro High School Modernization project to replace windows and skylights.

Board Committee

Facilities and Technology Committee: April 24, 2013

Policy / Code

Education Code 35161.

Background Information

One of the Measure B Savings priority projects approved by the San Leandro Board of Education is window and skylight replacements at San Leandro High School. In order to allow the contractor more time to order and fabricate the windows and skylights so that they can be installed during the 2013 summer, the Board of Education, at the April 16, 2013, Board meeting, approved a special one-time Delegation of Authority to award a construction contract after the bid review by the Facilities and Technology (F&T) Committee at its April 24, 2013, meeting. As permitted by and in accordance with the California Public Contract Code and California Education Code 35161, the special one-time Delegation of Authority gives the Superintendent, or her designee, a period of 60 days to evaluate, award and execute a Facilities Contract, described as a Contract for Construction, for an amount up to $3,000,000, for San Leandro Unified School District Bid #13-05 San Leandro High School Modernization project. The lowest responsive, responsible bidder was BHM Construction, Inc., in the amount of $2,540,400. The construction contract was reviewed by the Facilities and Technology Committee at the April 24, 2013, meeting.

From

Song Chin-Bendib, Assistant Superintendent, Business and Operations

Attachments

• Contract with BHM Construction, Inc. PDF · 116.3 KB ViewOpen Contract with BHM Construction, Inc.Download Contract with BHM Construction, Inc.

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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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To

Cindy M. Cathey, Superintendent

Minutes

The Board approved the recommendation for the Stipulated Expulsion order for student E03-12/13.

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

Approve the recommendation for the Stipulated Expulsion order for student E03-12/13.

From

Debbie Wong, Assistant Superintendent, Education Services

Link to this item

To

Cindy M. Cathey, Superintendent

Minutes

The Board approved the recommendation for the Stipulated Expulsion order for student E04-12/13.

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

Approve the recommendation for the Stipulated Expulsion order for student E04-12/13

From

Debbie Wong, Assistant Superintendent, Educaiton Services

Link to this item

To

Cindy M. Cathey, Superintendent

Minutes

The Board approved the recommendation for the Stipulated Expulsion order for student E05-12/13.

Actions

Motion - Motion made by Lance James and a seconded by Ron Carey. | 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 recommendation for the Stipulated Expulsion order for student E05-12/13

From

Debbie Wong, Assistant Superintendent, Educational Services

Link to this item

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

No major net increase in rental income except the post event cleaning fees which will be deposited into a restricted account.

To

Cindy M. Cathey, Superintendent

Minutes

Assistant Superintendent Song Chin-Bendib explained that with the upgrade to the District's sports facilities including Burrell Field, the current fee/rent structure has to be updated in order to help keep up with the maintenance of these facilities. Staff is proposing changes in the following user fee categories to be effective July 1, 2013: Classrooms Multipurpose rooms Gymnasiums Burrell field (new category) In addition to the above changes to the fee categories, staff is proposing a post-event cleaning fee as follows: $200 for Class 1 and $299 for Class 2 for 4 hours or less $300 for Class 1 and $399 for Class 2 for 4 hours or more The assessed post-event cleaning fees will be deposited into a "sinking fund" restricted for the repair and maintenance of the synthetic field. It was noted that the proposed schedule was presented to the Facilities & Technology Committee on April 24, 2013, with the understanding that the District will be flexible with the fees and can go back and adjust them based on usage.

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 revised San Leandro Unified School District Facility Use Fees Schedule, effective July 1, 2013.

Board Committee

Facilities and Technology Committee: April 24, 2013

Policy / Code

BP1330 (a) Education Code 38130-38139

Background Information

In keeping with Board Policy BP1330 (a) and Education Code 40040-40047 Civic Center Use Act: use of school property for public purposes, San Leandro Unified School District makes available to the public use of its fields and facilities. In November 2010, voters approved Measure M to improve and upgrade the District?s sports facilities including Burrell Field. With the new sports facilities, the current fee/rent structure has to be updated in order to help keep up with the maintenance of these facilities. Currently, the District has two user classifications and there are no proposed changes to these classifications which are: Class 1 organizations are local, non-profit groups not directly affiliated with the District which are sponsoring activities for the benefit of their membership and/or soliciting fees/ funds; e.g. City of San Leandro and other public agencies, sport groups, homeowners associations, etc. Class 2 includes individuals or private groups engaged in fund raising or profit-making activities, the profits of which will not be expended for the welfare of the District's students. However, staff is proposing changes in the following user fee categories to be effective July 1, 2013: Classrooms Multipurpose rooms Gymnasiums Burrell Field (new category) Attached is Exhibit A which shows the current and proposed fee schedule. It is expected there will be a slight increase in rental income but also a corresponding increase in maintenance expenditures. In addition to changes to the above fee categories, staff is proposing a post-event cleaning fee as follows: $200 for Class 1 and $299 for Class 2 for 4 hours or less $300 for Class 1 and $399 for class 2 for 4 hours or more The assessed post-event cleaning fees will be deposited into a ?sinking fund? restricted for the repair and maintenance of the synthetic field. The proposed schedule was presented to the Facilities & Technology on April 24, 2013.

From

Song Chin-Bendib, Assistant Superintendent, Business and Operations

Attachments

• Facility Use Fee Schedule PDF · 69.9 KB ViewOpen Facility Use Fee ScheduleDownload Facility Use Fee Schedule

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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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Fiscal Impact

Unknown at this time.

To

Cindy M. Cathey, Superintendent

Minutes

The Board received for information the summary results of the online Budget Survey.

Quick Summary / Staff Recommendation

Receive for information summary results of the online Budget Survey.

Board Committee

Finance Committee: May 2, 2013

Background Information

In an effort to be inclusive and seek staff and community input regarding budget priorities, the Board held a budget community forum on March 19, 2013. The purpose of the forum was to provide the public with information about the district?s current fiscal situation, including the pending status of Measure L, the Parcel tax passed by the voters on November 6, 2012, and to seek input from the community regarding budget and program priorities. Attendees were given the opportunity to complete a budget priority survey to identify their highest priorities. This survey was then put on the District's website in English, Spanish, and Chinese. Staff and members of the community were encouraged to complete the survey either on line or in hard copy. The results of the survey were tallied. At the Finance Committee meeting on May 2, 2013, the committee reviewed the survey results and discussed the impact of the priorities on the district and the district?s budget. Attached are the results of the survey that was discussed at the Finance Committee meeting. This information will be factored in to any decision that is made by the Board of Trustees regarding program priorities now and in the future should much needed funds become available. The survey results are presented here for information.

From

Song Chin-Bendib, Assistant Superintendent, Business and Operations

Attachments

• Draft Summary of Budget Priority Survey PDF · 120.3 KB ViewOpen Draft Summary of Budget Priority SurveyDownload Draft Summary of Budget Priority Survey

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To

Cindy M. Cathey, Superintendent

Minutes

The Board received for information the Purchase Order Report for repairs and maintenance.

Quick Summary / Staff Recommendation

Receive for information the Purchase Order Report for repairs and maintenance.

Board Committee

Finance Committee Meeting: May 2, 2013

Background Information

Currently, staff has been providing the Board of Education contract services under $5,000 in a prescribed template (summary spreadsheet) with pertinent information related to the contract. The template includes: contract period of services, purchase order, contractor/consultant, description of program/materials/location, contract amount and equivalent hourly rate when possible, requester, and funding source. Staff would like to enhance our reporting of purchase orders to not just consultant/contract services but also to include repair services (broken window repair, carpet repair, roto rooter, roofing, instrument repairs, copier repairs not covered by warranty) which are time sensitive or require an expertise outside the scope of what is expected of district employees. Critical information as listed above on the template for consultant/contract services will be replicated on the summary spreadsheet for Repair/Maintenance services as well. Attached is a sample of summary spreadsheet for Repairs and Maintenance. The recommended effective date is July 1, 2013. This will allow Maintenance & Operations Department to start reporting their blanket purchase orders for the year. It is noted that the Board has been receiving information about vendor payments. This additional reporting of purchase orders will give the Board a high level review of repairs & maintenance for each fiscal year. Blanket amounts are an ?up-to? amount and the department may not necessarily spend the full amount. Actual spending will depend on the needs of the department. Unexpended funds will revert back to the general fund balance at the end of each fiscal year.

From

Song Chin-Bendib, Assistant Superintendent, Business and Operations

Attachments

• Purchase Order Report - Repairs and Maintenance PDF · 30.3 KB ViewOpen Purchase Order Report - Repairs and MaintenanceDownload Purchase Order Report - Repairs and Maintenance

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Minutes

The meeting was adjourned at 9:07 p.m.

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 .

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