The meeting was called to order by President James at 6:00 p.m.  All Board members were present with the exception of Trustees Katz-Lacabe & L?pez.

There was no public testimony on Closed Session items. 

The Board recessed into Closed Session at 6:00 p.m.

The Board reconvened into Open Session at 7:00 p.m.

President James led the Pledge of Allegiance to the Flag.

The Board approved the agenda for the Regular Board meeting held on December 17, 2013.

Approve the agenda for the Regular Board Meeting held on December 17, 2013.

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)).

Evelyn Gonzalez, Recreation Parks Commission District representative, provided an update on the activities of the Recreation and Parks Commission. She reminded the Board that in her last report the City of San Leandro was recruiting for a new bilingual English/Spanish Literacy Program for young children 0-5. Now that staff is in place, the program, which is funded through First 5 Alameda County, will begin in February 2014. 

Planning continues for the Cherry Festival on May 31, 2014, with a parade kick-off that may be staged at Bancroft Middle School.  Planners want to include the District's band members; but the harnesses for marching may be expensive. 

Commissioner Gonzalez also encouraged the Board to go to the EBMUD website and read and comment on the Chabot Dam Upgrade Environmental Impact (EIR) Report.  A public meeting will be held on January 16, 2014, 6:30 p.m. at the San Leandro Main Library, to go over the Draft EIR.  Written comments on the Draft EIR are due at the District by February 4, 2014, at 4:30 p.m., and will be addressed in the Final EIR, which will be presented to the EBMUD Board for action in June 2014. 

At the conclusion of Commissioner Gonzalez's report, Trustee Lopez asked to be kept abreast of concerns of the EIR. 

Evelyn Gonzalez, as a member of the San Leandro High School Equity Team, addressed the Board regarding exams, which the Team has been wrestling with for a number of years.  Issues of concern included grading the exams in a timely manner and student access to the results, citing that some teachers do not grade and return exams until right before the next exam, placing grades on ABI, and not reviewing the exam with students in class, adding that "tests should not only be an assessment tool but an opportunity to gain knowledge."

Bradley Frazier, San Leandro Adult School (SLAS) Principal, gave a presentation on the impact and successes of the San Leandro Adult School, which has received two national awards for its programs, and a nomination for a third national award. The SLAS ranks number one among adult schools in Alameda County for high school diploma graduation rates, and exceeds state goals in all other academic categories (English as a Second Language, Adult Basic Education, etc.) Highlights of the presentation included:

• Intergenerational support is a huge component of the work taking place at the Adult School
• The SLAS is brilliant at leveraging resources and creating great efficiencies, graduating more students on 37% less revenue
• The Adult School served over 4,700 students in 2012-2013, and has two fully accredited preschool and partners with the Broadmoor Preschool Cooperative
• There are over 100 locations where adult school students can receive training in specific fields such as Utility & Landscape, Cosmetology & Barbering, and Field Ironworker Apprenticeships
• Other partnerships are focused on heath care, with Certificated Nurse Assistant, Home Health Aide, Medical Billing Coding, Pharmacy Technician and Clinical Medical Assistant programs
• Short & Long Term Goals include:
  • Starting January 13, 2014, SLAS will begin using the Apex Learning System (online high school diploma system)
  • Opening a new Transition Center to help their existing students and graduates transition successfully into college, the military, one of the vocational training programs, or enter the workforce
  • Campus expansion

After the Board presentation, the Board thanked and congratulated Principal Frazier for his excellent work and continuing success.  Responding to increasing the Adult School's revenue stream and making it a GED testing facility, Principal Frazier said that because Castro Valley, Hayward, and Fremont are the three local testing facilities, SLAS does not qualify. Superintendent Mike McLaughlin also recognized Principal Frazier's forward thinking and strategic implementation, saying, "You are a superintendent's dream.  I never saw a school grow so quickly."

Dr. Rosanna Mucetti, Assistant Superintendent of Educational Services, and Rabinder Mangewala, Coordinator of Education Services, presented the plan for integrating technology across the District in order to improve instruction, assessment and student engagement. The presentation provided detailed information regarding the district's Common Core State Standards (CCSS) Instructional Innovator initiative, the rational for hardware choices, and an explanation for how software programs can create a more personalized learning experience for students. Presentation highlights included:

• Eliminating the "digital divide" is key to this work
• We do not want to see classrooms where technology is not used because it is not connected to the work, or a warehouse filled with technology not deployed
• Everything coming out of the Education Services Department must be grounded in the strategic action plan which has the following five areas of focus:
  • Student Achievement, Access & Equity
  • Technology
  • School Safety, Health and Wellness
  • Facilities
  • Community & Public Relations

As part of this work, the District is forming Instructional Innovator Teams:

• Applications launched last Thursday.  Deadline closes January 10, 2014
• Modeling the model of using technology to innovate and to increase learning, SLTA and the Educational Services Department reached out to the San Leandro Academy of Multi-Media (SLAM) to create a recruitment video  
• January 17, 2014, is the team selection date and launch of this exiting new collaborative model that will serve as a pilot for the District

Rabinder Mangewala, Educational Services Coordinator, spoke of how he has used technology in his previous district to improve outcomes for students, saying grades K-3 it is getting students familiar with the tools, but from fourth grade on the emphasis will be less about what app is used, but how students create products and be more effective in their use of technology. All SLUSD students will have access to an account that will serve as a digital portfolio following them through their academic career in the District.

Comments and questions raised by the Board, which were addressed by staff, included:

• This proves that we are modeling collaboration.
• Glad to see that you are using our internal resources and the facilities that we have put in place, especially in the production of your application video
• Is Accelerated Reader an online reading program?
• It is very exciting to provide these resources for our kids.
• How does the Instructional Innovator Teams work?
• Would like to see this be a standing topic on the Facilities & Technology Committee agenda.
• As someone who works in the tech industry, you may be surprised that I am a bit skeptical when it comes to technology, especially "technology for technology sake"
• What do you mean when you say "digital divide"?
• How are you going to measure that all of our students are digitally literal at the time they graduate?
• What is the criteria we are using to evaluate and choose these programs such as Accelerated Reader Program?

At the conclusion of Board comments, the Board took a break at 8:30 p.m. and reconvened to Open Session at 8:38 p.m.

Young Outstanding United Teens Helping (Y.O.U.T.H.), compiled of students from San Leandro High School (SLHS) and Lincoln Alternative High School, presented the results of the San Leandro Health and Wellness Center Needs Assessment they conducted in order to inform the design and programming of the new San Leandro School Based Health Center (SBHC).  The method used to gather data included:

• Surveys distributed to San Leandro High School and Lincoln staff, students and parents
• A facilitated class discussion focused on a 10-year impact
• Presentations made to the Social Justice Academy
• Site visits to McClymond Youth and Family Center and the Ashland REACH Youth Center

The students received 104 staff surveys, 319 family surveys, and 932 student surveys. Questions asked included what are the top five concerns you have about students; what are the top five services you think the new SBHC should offer; what are the family barriers to accessing health services; and what are your health priorities. The youth disaggregated the demographics of the student survey respondents by grade, school, ethnicities, and gender. Results included:

• All students indicated that drugs/alcohol; behavior problems, violence; reproductive health; stress/mental health were the top biggest health issues facing youth.
• The top five health services all students would like to see are: drugs/alcohol*; access to health education*; physical exams; care for illness/injury*; and mental health counseling. (* Lincoln students also indicated this in the top five, with the addition of reproductive health services and dental services.)

Y.O.U.T.H. recommendations included:

• Health Center to serve ages 12-24 years old and families after 3 years
• Health Education, Drug & Alcohol Services, Mental Health Counseling, and Violence Prevention Programing
• Elements of the REACH Center in Ashland carried over to the San Leandro center such as sports, dance classes, and college counseling
• Clinic opened during school and directly after school
• communication to students through texts and emails
• Shuttle to the clinic from Lincoln High School and the middle schools so kids with no access to cars could still drop in
• Services 1 day/week on Lincoln campus

The Board thanked the students for their hard work and bringing the Board a strategically and well-prepared presentation, adding that they did a remarkable job and having the student input is particularly important because the "whole idea of this is to benefit you."

San Leandro Unified Energy Specialist, Pauline Cutter, gave an Energy Conservation Program update, which covered the first 16 months (June 2012 to September 2013). Cenergistic representative, Mr. Mark Giugni, Data Lead, also was on hand to answer questions from the Board.  The program goals are to maintain comfort, eliminate waste, save money, and create a sustainable culture of conservation.  Key accomplishments included:

• The Board adopted an energy conservation policy and set of district-wide guidelines
• Hired an Energy Specialist
• Partnered with District HVA staff to input energy efficient set points on EMS system district-wide
• Completed 673 site audits
• Managed five shut-downs to date, with 60% of classrooms now participating
• Ordered 100 new T-Stats with ?push to start? feature
• Identified a PG&E billing error, which will result in a $52,216 credit

Ms. Cutter reported that the Cenergistic?s savings projections at this point are $329,000; however, the District's savings to date is $187,938 or 57% of that projection and the cost of our program to date is $206,6590 or $18,712 more than our savings. Staff will be discussing the contract guarantee with Cenergitic, that includes, expenses not covered by savings would be absorbed by the company. 

In addition to the installation of the new "Push to Start" thermostats and continued focus on monitoring HVAC use & new exterior lighting, water use/conservation, and working with Food Services to find ways freezer and refrigerator shut downs go smoother and our equipment is in working order, Ms Cutter reminded everyone that the main goal is to have all District personnel, from top to bottom, to get behind this program to make it successful. 

The Board thanked Ms. Cutter for her presentation. 

Energy Specialist, Pauline Cutter, will provide an update on the District?s Energy Conservation program to date.  The presentation will review the goals of the program,  how savings are determined and the savings to date, environmental benefits, and planned future projects.  Also in attendance will be Cenergistic representative Mr. Mark Giugni  (Data Lead). A copy of the detailed presentation will be provided at the Board meeting for your review.

John Dominguez, Bond Director, introduced the District's Solar Contract Negotiation Team: Jeff Klompus, Russell Driver, with Newcomb, Anderson, McCormick (NAM), the District?s solar consultant; Phil Henderson, Attorney, OHS (who was not present) and Kurt Weidmann, Harris & Associates. The District's team worked with SunPower Corporation's Nathan Griset, Pat Dalton, and Emily Humphreys, to finalize the Solar Design-Build and Service Contract. Mr. Dominguez thanked them for their diligent and timely efforts to present the negotiation results at the Board Meeting. 

Mr. Weidmann then gave a brief summary of the night?s agenda.  Mr. Klompus gave an overview of the process to arrive at the negotiated contract, which was being presented for the Board's consideration and approval.  The process included:

• A Feasibility Analysis performed in June 2013
• Evaluation 18 potential sites of solar installation
• Utility usage identified 6 candidate sites
• Request for Proposals (RFP) released in August 2013
• Competitive Procurement, evaluated on economic and non-economic criteria
• Defined District utility offset target
• Two Proposals received in October 2013
• On November 19, 2013, the Board granted staff authority to negotiate with SunPower

During the RFP and contract negotiations with SunPower, it was determined that San Leandro High School and Bancroft Middle School were the two optimal sites for getting the best return on the investment. Details of this analysis were included in the presentation given by Nathan Griset, SunPower. The main construction period will be during summer 2014, with completion of the project by the end of 2014.

Jeff Klompus with Newcomb Anderson & McCormick (NAM) and Nathan Griset with SunPower Corporation will provide an update on the District?s solar project, funded through Measure M. The update will include a brief review of the solar project schedule, which will include milestones to be completed, current tasks and upcoming activities.

Public Hearing comments are limited to 3 minutes per speaker, subject to adjustment by the Board President.  Members of the audience who wish to address the  Board regarding the Public Hearing are asked to complete the yellow card available at the entrance and submit it to the Board President.

A public hearing was held regarding Intention of San Leandro Unified School District to Consider Entering into An Energy Services Contract and Financing Lease Agreements.

Prior to opening the public hearing, Trustee James noted that Trustee Toro left the meeting at 9:35 p.m.

On a motion made by Trustee Prola and seconded by Trustee Rosato, the Board opened the public hearing regarding Intention of San Leandro Unified School District to Consider Entering into An Energy Services Contract and Financing Lease Agreements.

Votes

There were no public comments.

On a motion made by Trustee Carey an seconded by Trustee Prola, the Board closed the public hearing regarding Intention of San Leandro Unified School District to Consider Entering into An Energy Services Contract and Financing Lease Agreements.

Votes

Conduct a public hearing.

NOTICE OF PUBLIC HEARING

ON INTENTION OF SAN LEANDRO UNIFIED SCHOOL DISTRICT

TO CONSIDER ENTERING INTO AN ENERGY SERVICES CONTRACT

AND FINANCING LEASE AGREEMENTS

NOTICE IS HEREBY GIVEN of the intention of the Governing Board of the San Leandro Unified School District (?District?), pursuant to the terms of Government Code sections 4217.12 and 4217.13, to consider entering into an energy services contract (?Agreement?) for certain energy conservation facilities (?Equipment?) at various school campus locations throughout the District, as will be presented at the public hearing pursuant to Government Code sections 4217.12 and 4217.13 (?Agreements?).  Qualified zone academy bonds and the proceeds of facility financing contracts will be used to pay for qualified purposes under section 54E of the Internal Revenue Code.  The principal amount of that financing will not exceed $5,500,000.00.

The time and place set for the public hearing on the intention of the Governing Board of the District to consider entering into the Agreements is December 17, 2013, beginning at 7:00p.m., or as soon thereafter as practicable, at the San Leandro City Council Chambers building located at 835 E. 14th Street, San Leandro, CA, 94577. 

At such time the testimony of all interested persons for or against the proposed Agreement will be heard.  Any protest pertaining to the regularity or sufficiency of the proceedings shall be in writing, and shall clearly set forth the irregularities and defects to which the objection is made.  Any written protest shall be filed with the Board Secretary of the District on or before the time set for the hearing.  The District may waive any irregularities in the form or content of any written notice and at the hearing may correct minor defects in the proceedings.  Written protests may be withdrawn, in writing, at any time before the conclusion of the hearing.

The Board adopted Resolution No. 13-61 for Separately Determining that Two Projects are Both Statutorily Exempt and Categorically Exempt and Separately Approving Each of the Two Projects.

The Board adopted Resolution No. 13-60 Establishing Requisite Findings Under Government Code Sections 4217.10 et seq. Regarding Proposed Energy Conservation Services Contract in the Form of a Contract For Design And Construction With SunPower Corporation, Systems and Approving that Contract.

On November 19, 2013, staff along with Newcomb, Anderson McCormick (NAM), provided an update to the Board on Milestones accomplished and next steps on the delivery of the solar project.  At this point the project is scheduled to start generating electricity and reducing the District?s energy bill by November 2014.  Staff requested that the Board receive the solar design build vendor of Sun Power Corporation and directed staff to enter into negotiations with the vendor.

SunPower Corporation analyzed the energy needs of Bancroft Middle School and San Leandro High School and concluded that energy conservation measures will result in a reduction in energy consumption or will result in a cost savings to the District. Based on this analysis, the cost to the District for SunPower Corporation to provide and install the Energy Conservation Measures will be less than the anticipated cost to the District of thermal, electrical, or other energy that would have been consumed in the absence of these measures. 

Government Code Section 4217.12(a) authorizes a public agency to enter into an energy services contract if the following conditions are met:

1. The governing board determines it is in the best interest of the public agency.
2. The determination is made at a public hearing during a regularly scheduled Board meeting, with public notice given at least two weeks in advance.
3. The anticipated cost for the energy conservation / production services provided under the contract will be less than the anticipated electrical cost that would have been consumed in the absence of those purchases.

A public hearing was conducted during tonight?s meeting to (1) establish requisite findings under Government Code sections 4217.10 et seq., allowing the Board to authorize award of contract, under those same Government Code sections, to SunPower Corporation, Systems to design and construct alternate energy equipment/solar facilities at multiple district sites for energy production services at various school sites (?Contract?) and (2) to approve the Contract.

Resolution No. 13-60 including Exhibit A (Energy Analysis) and Exhibit B (the Contract) is attached to be approved.

Trustee Rosato reported receipt of the following emails from December 9, 2013 through December 16, 2013:  From Mike McMahon regarding "ACSBA January meeting Date Change"; from Robin Michel regarding "Community Meeting Wednesday, December 18 at 6 p.m. - Burrell Field Digital Display Sign Project"; from Steven Markland regarding "Two Way Radios for School Crisis Management"; from Mary Patterson regarding "Classified Postings"; from Cristina Fuentes regarding "Washington Wildcat Press 12/11/13"; from Donna McBride regarding "Wilson Dolphin News"; from Ling King regarding "Internet is Down and Service Altert: Internet Access has been Interrupted"; from Steven Markland regarding "Speaker Megaphones for Crowd Control and Crisis Management"; from STEM Education Research Center regarding "How to Implement Elementary Robotics"; from Robin Michel regarding "Board Meeting Highlights: December 10, 2013; from Michael Josephson regarding: "Fifty-one percent Cheated on a School Exam.  Acceptable?"; from Mark Hamilton regarding "Ravitch on Education Reform Industrial Complex"; from Monthly Teachers Newsletter regarding "December's Busy Teacher Guide to Lesson Plans & Worksheets"; from STEM Education Research Center regarding "Free Webinar: Robotics Program Guide for Elementary Grades"; from Mark Hamilton regarding "Student #18557 - Non-attendance"; from Cynthia Vincent regarding "AC Transit Holiday Bus"; from Math Who Needs It regarding "Video Answer to "Why do I need to learn math?"; from Elaine Tesorero regarding "Staff Bulletin December 16, 2013 - December 20, 2013"; and from Michelle Musgrove regarding "Invite to Participate in Davis Street Holiday Program Distribution -  December 23."

Student Board member Ellie Erickson updated the Board on activities at the San Leandro High School main campus and the Fred T. Korematsu Campus:

• School Clubs Update:
  • Inspire Club donated Xmas stockings, filled with socks, food and water, to our local homeless
  • Interact Volunteer Club decorated Casa Peralta on December 7 and volunteered their services the following weekend at the event
• The Associate Study Body sold Holiday Grams and raised $700
• Red Cross Blood Drive will be Friday, December 20, saying that many students have signed up to donate blood
• Also on December 20, the San Leandro Rotary Club is holding a speech contest at lunch. Those students receive monetary prizes that increase as they advance in the competition
• San Leandro High Student entrepreneur Juny Nguyen was among five other high school students who had the opportunity to meet with P. Diddy and President Barrock Obama, when they visited the White House and presented their business plans.  

There were no union representative reports.

Superintendent McLaughlin congratulated the San Leandro Teachers' Association and California School Employees Association negotiating teams for their great collaborative work with the District team.

The  Superintendent provide an update on the heating issues at San Leandro High School that were raised at the last Board meeting, saying that Associate Superintendent Chin-Bendib, her facilities team, and Maintenance Manager, Greg Dyer, have been working through the problems at all the sites and have rectified almost all of the problem areas. Staff will continue to keep tabs on the system, and making sure that the site administration notifies the District in a timely manner of any future HVAC issues.

The Superintendent will be be presenting the District's Strategic Plan to the San Leandro Education Foundation tomorrow, and then on January 6, he will take the plan to the City Council meeting, with the hopes of bringing the final Plan to the Board for approval in February.

Superintendent McLaughlin wished everyone a wonderful break, saying that he feels the first of half of the year has gone wonderfully. He commented how proud he is of his staff, and he is excited to work with all the employees of San Leandro Unified, adding that we have a strong Board that supports the movement and direction we are going towards to make this the best district in the county, and he is looking forward to 2014.

Trustee Prola reported that the Facilities & Technology Committee met on December 11, where the committee approved six Notice of Completions, various building projects and several Change Orders, one of which included over $15,000 of credits, and approved to hire AEDIS Architectural Services for the new School Based Health Care Center.  The committee also approved the purchase of an electronic marquee for Monroe Elementary School, to be paid for out of PTO funds.  The committee received an update on the bench to honor Joe Collier at Burrell Field, who was a scorekeeper for the high school football team for thirty years. The plaque will be paid for by his family, and the San Leandro Sports Foundation will donate the money for the bench, which will be installed in the plaza of the new stadium. They also discussed painting the trim under the windows at the high school; however the Superintendent is hoping to paint the entire front of the high school next summer. Shades and blinds for the windows at the high school have been order and should be installed the day after Christmas. The committee also received reports regarding gender neutral bathrooms, the repair of the pitcher's mound, which is on City property, and the development of classrooms at the IMC, which will be used for professional development.

The Board approved the Consent Calendar.

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 budget is the plan 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 AMS.

On January 15, 2013, the Board approved agreement in the amount of $1,198,640 with American Modular Systems, Inc. for the Fabrication and Installation of a 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 bidder was Bay Construction, Inc. at $645,000, with the construction contract approved by the Board of Education at the May 7, 2013, Board Meeting.

On August 20, 2013, the Board approved Change Order No. 1, in the amount of $40,721, to address field conditions and add value, flexibility and functionality, including partial transporting and disposing of contaminated soil.

On September 17, 2013, the Board approved Change Order No. 2, in the amount of $24,925, to transport and dispose of remaining contaminated soil, reroute existing water under new buildings (not shown on plans), and address field conditions and/or add value, flexibility and functionality. It also included District requested overtime weekend work to allow contractor to make up for an excusable delay caused by extended abatement time.

On November 19, 2013, the Board approved Change Order No. 3, in the amount of $13,672, to address field conditions and add value/flexibility/functionality by rerouting the existing sewer line and by replacing an existing deteriorated water line.

This Change Order No. 4, is a deductive change order in the amount of ($1,551) to correct the clerical error that some proposed change orders (pco) were included more than once in earlier CO#01 thru CO#03.  This final change also includes some additional work as described on the change order.

Contract Summary

Budget Summary

On August 21, 2013, the Board of Education approved the creation and funding of the Madison Elementary School Seismic and Windows Project from Measure B Savings.

On May 7, 2013, the District received two bids for the seismic work and installation of windows at Madison Elementary School, per Public Contract Code requirements.  The low responsive, responsible bidder was OnPoint Construction, in the amount of $355,600.

On May 21, 2013, the Board approved the construction contract with OnPoint Construction, in the amount of $355,600. There is a $50,000 owner controlled allowance for hidden conditions called for  on the bid form, therefore the original contract amount will be $355,600 + $50,000 = $405,600. The estimated project budget was $450,000.

On August 20, 2013, the Board approved Change Order No.1, a deductive change order in the amount of <$6,100>, which reflected a credit to remove costs associate with bid alternate #2 accepted at bid time and not applicable to construction scope. 

This final Change Order No. 2, in the amount of $32,925, is to address hidden unknown field conditions that were discovered during demolition and found behind walls and below floors.

Contract Summary

Budget Summary

One of the Measure B Savings priority projects approved by the San Leandro Board of Education is the replacement of San Leandro High School windows and skylights. On April 16, 2013, in order to meet the construction timeline, the Board of Education approved a special one-time Delegation of Authority (permitted by and in accordance wit the California Public Contract Code and California Education Code) to award a construction contract after the bid review by the Facilities and Technology (F&T) Committee at its April 24, 2013, meeting.

The lowest responsive, responsible bidder was BHM Construction, Inc., in the amount of $2,540,400, with the construction contract approved by the Board of Education on May 7, 2013.

On August 20, 2013, the Board approved Change Order No. 1, which did not change the amount of the original contract, but did change the contract specified non work period of 8/22/12 through 9/15/13, to allow for night and weekend work in order to complete the work during the 2013 year.

On September 17, 2013, the Board approved Change Order No. 2, in the amount of $44,076, or 1.7% of the contract value, to address unforeseen and field conditions, with the largest single item, $18,151, for removal of four windows and to install screen to replace 14 fixed windows with operable windows. The second largest item, $6,720, was to remove unforeseen asbestos caulking and flakey lead pain during window abatement demolition.

This Changer Order No. 3, in the amount of $24,514, is to address unforeseen and field conditions, with the largest amount, $17,917, to add a window system to the gym.

Contract Summary

Budget Summary

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. Four (4) bids were received for the project; and on April 16, 2013, the Board approved the contract with Zolman Construction & Development Inc., which was the lowest responsive, responsible bid at $997,000, with an additional $50,000 contract bid allowance for dry rot damage added to the base bid amount, bringing the total contract amount to $1,047,000 ($353,000 under the engineer?s estimate).

On August 13, 2013, the Board approved Change Order No. 1, in the amount of $63,702, to address field conditions, including removing dry rot sections in multiple areas, decontaminating the attic space above the restroom ceilings, and removing asbestos containing materials in the District Offices.

On August 20, 2013, the Board approved Change Order No. 2, in the amount of $78,035, to paint all interior drywall surfaces, per the owner?s request and architect?s instructions, as well as address additional field conditions.   

On September 17, 2013, the Board approved Change Order No. 3, in the amount of $5,283, is to address the following field conditions: replace non-serviceable ceiling mounted exhaust fans in men?s and women?s restrooms, and replace existing wall caps with louvers to improve ventilation; and patch, plaster and paint.

On October 15, 2013, the Board approved Change Order No. 4, in the amount of $5334, is to address code requirements and field conditions, and provide added value, including dry rot repair, heat detectors and fuse adaptors re-install, and District Office window blinds deep-cleaning.

This Change Order No. 5, in the amount of $93,740, addressed field conditions and code requirements, added value, flexibility and function, with the largest item (Item 5.19, in the amount of $45,192) detailing costs incurred due to the District splitting the construction of the project into two phases (see detail on attached Change Order). For the District Office/Instructional Materials Center (DO/IMC) Heat-Roof project, staff was directed to plan for one-phase construction and advertise the project bid accordingly. The DO and IMC buildings were to be upgraded concurrently. Staff planned to relocate the entire DO to rented space at 2700 Merced Street.  The project was awarded to Zolman Construction in April with an anticipated start date of May 20, 2013, and completion date of September 16, 2013.  However, 2700 Merced became unavailable due to a water main break.  The backup plan of portables at the District Office did not materialize because the portables were burnt down in a fire. The District was unable to locate interim housing that would accommodate all staff offsite and allow for one-phase construction.  Half of staff went to City Hall, the other half occupied the IMC.  After the DO upgrade was complete, Corovan moved staff from City Hall & the IMC back into the DO allowing access for the contractor to complete the second phase of the Heat-Roof project in the IMC.  The IMC scope extended the project completion date to November 15, 2013.

Contract Summary

Budget Summary

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 Orders Approved to Date

Change Order No. 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.) The $646,387 savings due to value engineering was transferred out of the project budget and into Measure M Financial Reserve budget.

Change Order No. 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 No. 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 No. 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.

Change Order No. 5, in the amount of $80,894, addressed field conditions, and provided value, flexibility and functionality.  It included a credit in the amount of <$3,761>.

Change Order No. 6, in the amount of $54,749, added for the provision of security cameras for the Burrell football field, buildings, bleachers and associated structures. 

Change Order No. 7, approved by the Board of Education on August 13, 2013, in the $165,800, addressed field conditions, provided value, flexibility and functionality. Items included the replanting of a sliver of land along I880 property line; realignment of the existing storm drain and installation of storm drain structures; slurry coating; and trucking offsite extra soil from the 880 swale, among other things.

Change Order No. 8, approved by the Board of Education on August 20, 2013, in the amount of $313,684, included approximately $15k for work associated with PG&E requests & additional requirements for new electrical service, approximately $129k to satisfy City of San Leandro?s request to both connect to and use the District?s new irrigation well and for City?s request for additional improvements along Teagarden in the public right-of-way, approximately $37k for some of the overtime that was expended in order to be able to hold the high school graduation ceremony in the facility prior to project completion, approximately $3k in hazardous materials removals, and the remainder of the items addressed various field conditions, coordination and additional scope.

Change Order No. 9, approved by the Board of Education on September 17, 2013, in the amount of $86,758, addressed field conditions, added value, flexibility and functionality, including new fencing at the playground west boundary, and provided new backflow preventer for main water line, and installed two wireless remote control for existing baseball field scoreboards, install handicap ramps, per City of San Leandro requirements, etc.

Change Order No. 10, approved by the Board on Education on October 15, 2013, in the amount of $169, 803 (and it contained a clerical error, and the actual amount approved should have been $241,203), addressed City of San Leandro requests and requirements, grinding & paving along 530? of Teagarden Street, modifications were made to underground electrical conduit for future use; well water lines; tennis court lighting; gates; and sidewalk curb & gutter.  Electrical boxes were raised at switch gear for access to meters per PG&E requirements. Additionally, there are premium time costs for the general contractor, the paving subcontractor for paving/grading and for subcontractor to accelerate the bleachers; and to prep the football field, fire lane, and parking lots to mitigate earlier delays and complete portions of the work prior to graduation.  Added value, flexibility and functionality include adjusted grading and drainage at playground areas; realigning AT&T conduit; relocation of MDF from Press Box to fit in Team Room; equipment cages to protect HVAC units and MDF equipment; and scoreboard modifications.

Change Order No. 11, approved by the Board of Education on November 19, 2013, in the amount of $71,400, addressed the clerical amount, and was for the difference between the two amounts.  

This Change Order No. 12, in the amount of $210,696, is the final change order and includes a report of change order costs that were generated as a result of various reasons including value added, field conditions, acceleration following value engineering, graduation at Burrell, and City of San Leandro & PG&E requirements.

Contract Summary

Current Budget Summary

Revised Proposed Budget Summary

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 synthetic 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 subsequently bid per State of California Public Contract Code requirements.  

On April 9, 2013, the District conducted a formal sealed bid opening process, per the 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.  On April 16, 2013, the Board awarded the contract to Hellas Construction, with their amount for Muir MS at $1,630,000.  Due to the large number of bidders and competitive pricing within the construction market the project was able to realize a substantial savings and generate an additional available contingency of $494,000.

Per page 62 of the February 13, 2012, San Leandro USD Seismic Evaluation Report commissioned by the District and prepared by Hohbach-Lewin Structural Engineers, the Muir MS pool ticket office was identified as structurally ?Deficient? by the structural engineer.  The District would need to upgrade the building, or demolish this building to remove this seismic hazard prior to a seismic event. 

On June 18, 2013, the Board of Education approved the old pool area be demolished and reused for physical education activities, with an estimated total project budget (hard and soft costs included) for this additional work at approximately $250,000. The backup says the current agreement is in the amount of $253,000.  The Board also approved Amendment No. 1, for $18,000, to the agreement with Spencer Associates to prepare drawings and specifications for the demolition and the new improvements. This added scope will eliminate several existing risks, such as seismic hazards, tripping hazards (pool edge), hazardous building materials, injury (barbed-wire) as well as eliminate a visual eye sore at the back of the Muir MS campus. It will make the old pool area useable, improve the physical education facilities and support the physical education curriculum.

On November 19, 2013, the Board of Education approved Amendment No. 2, in the amount of $9,280, to provide additional fencing and gates, additional asphalt paving, demolition and replacement of basketball and tetherball standards, resealing and restriping of courts.

This Amendment No. 3, in the amount of $2,000, is to add additional landscape and irrigation design at John Muir Middle School. The current agreement is in the amount of $262,280. By adding the additional fixed fee of $2,000, the new lump sum fixed fee will be in the amount of $264,280.

Budget Summary

The San Leandro Unified School District (?District?) is the recipient of a grant from the San Francisco Foundation to work with community partners to develop a plan to implement a Community-based Health Center on or near the high school campus.  The Community-based Health Center is built upon a national research-based model designed to provide essential services to students and families that when ignored or go untreated, impact a student's ability to focus on learning.  These services can include:  medical, dental, social and emotional supports and academic supports for students and their families. In order to provide such services, the District took the first step of purchasing a facility and it was the former Girls, Inc., building at 13666 East 14^th street, San Leandro. The location was strategic as it is situated right across the street from the High School.

On May 15, 2012, the Board approved the agreement with School Site Solutions, Inc., to conduct a feasibility study for a potential Community-based Health Center. Also, the agreement includes consulting services such as negotiation and acquisition of the facility; site viability report development; and due diligence/escrow documentation review. The contract cost was not to exceed $26,340.

The next phase is to coordinate and construction of the School Based Health Center. The attached agreement covers the following scope of work, but is not limited to:

• Attend programming meetings and assist with determination of project requirements
• Attend construction meetings
• Attend Board Meetings at District's Request
• Assist the Project Manager (PM) in the drafting and issuance of project proposals, Request For Proposal?s (RFP), budgets, cash flows and preliminary schedules
• Track the progress and quality of work being performed by design team, contractors/trades
• Use project scheduling and control tools to monitor projects plans, work hours, budgets and expenditures
• Effectively and accurately communicate relevant project information to the district and project team
• Ensure District?s needs are met in a timely and cost effective manner
• Review field inspection reports from Consultants throughout the lifecycle of the project
• Assist in the Manage of Contracts, Letters of Intent, Purchase Orders, etc.
• Maintain Contract Execution Tracking Log
• Assist the PM in the review of Contractor quotations to ensure that only fair and reasonable pricing is recommended for approval
• Track & manage contemplated change notices and change orders in the database
• Keep the PM and others informed about project status and issues that may impact client relations

Details of the agreement are attached. The cost of the agreement is not-to-exceed amount of $34,000. The fee will be paid out of Measure B savings and Health Resources and Services Administration (HRSA) grant.  If at any time the facility is deemed not appropriate for the intended purpose, the process will be terminated. 

Assistant Superintendent Dr. Rosanna Mucetti explained that based upon the Common Core State Standards (CCSS) Board presentation delivered at the December 10, 2013, Board meeting, staff is bringing forward the 2013-2015 CCS budget proposal for Board consideration.

The Board approved the Common Core State Standards Budget Adoption.

Miscellaneous Receipts in the amount of $10,544,404.89 have been deposited in the Treasury of Alameda County.

Miscellaneous Receipts in the amount of $10,544,404.89 have been deposited in the Treasury of Alameda County.

The Board wished everyone Happy Holidays.

Trustee Carey commented that he is looking forward to a new year with our new Board officers.

Trustee Katz-Lacabe offered his congratulations to Trustee Rosato who was honored yesterday with the Leadership Award for District 2 by the City Council.

Trustee L?pez commented on how much the District has accomplished thus far in terms of reaching our goals and looks forward to the new year.

Trustee James looked forward to seeing everyone next year and hoped that the District can continue with the communication, transparency, and collaboration that has been established this year.

• Regular Board Meeting - January 14, 2014
• Regular Board Meeting - January 28, 2014 CANCELLED
• Regular Board Meeting - February 4, 2014
• Regular Board Meeting - February 25, 2014 - District Office
• Regular Board Meeting - March 11, 2014
• Regular Board Meeting - March 18, 2014
• Regular Board Meeting - April 1, 2014
• Regular Board Meeting - April 22, 2014 - District Office
• Regular Board Meeting - May 6, 2013
• Regular Board Meeting - May 20, 2014
• Regular Board Meeting - June 3, 2014
• Regular Board Meeting - June 17, 2014
• Regular Board Meeting - June 24, 2014

The meeting was adjourned at 10:05 p.m.