Prior to the closed session portion of the board meeting, Superintendent McLaughlin and the Board of Trustees will hold a reception for outgoing Trustees Victor Aguilar, Jr. and Lance James at the Barbara Lee Center.  

The Board of Education and Superintendent will recognize Board Trustees Victor Aguilar, Jr. and Lance James for their service on the Board of Education.

Dr. Kevin Collins, Assistant Superintendent, Business and Operations, will present the results of the 2017-18 district audit, as well as the audit for Measure J1.

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 prescribe 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. 

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

Adopt Resolution No. 18-47 to Declare Certain Equipment Surplus and/or Obsolete due to the age and condition of the designated equipment. 

Review the board minutes from the September 11, 2018 board meeting.

Approve the minutes from the September 11, 2018 board meeting.

Inclusive Schools Week began in 2001 and is held annually the first full week of December.  Since its inception, Inclusive Schools Week has celebrated the progress that school have made in providing a support and quality education to an increasingly diverse student population, including students who are marginalized due to disability, gender, socio-economic status, cultural heritage, language preference and other factors.  The Week also provides an important opportunity for educators, students and parents to discuss what else needs to be done in order to ensure that San Leandro Unified School District continues to improve our ability to successfully educate all children.

Approve Resolution 18-50 Inclusive Schools Week December 3-7, 2018.

Staff is recommending that the Board of Education approve revisions to the following salary schedules:

1. Classified Management Salary Schedule: this schedule is revised to include the new Food and Nutrition Supervisor position that was previously approved;

2. Cafeteria Managers' Salary Schedule: this schedule is revised to include the 3.5% increase, retroactive to July 1, 2018, provided to other employee groups, and to include a 10 month Cafeteria Manager B salary schedule range.

Approve the revised salary schedules. 

There is no fiscal impact.

File Notice of Completion for the Tackboard at Monroe ES as the project has now been completed. 

Recommend approval of Bosco Notice of Completion for the Tackboard project at Monroe ES. 

No Fiscal Impact

File Champion's Plumbing Notice of Completion for the Plumbing work completed at Garfield ES Kitchen. 

Recommend approval of Champion's Plumbing Notice of Completion for the plumbing work completed at Garfield ES Kitchen. 

No Fiscal Impact 

File Champion's Plumbing Notice of Completion for the plumbing work completed at Washington ES Kitchen. 

Recommend approval of Champion's Plumbing Notice of Completion for the plumbing work completed at the Washington ES Kitchen. 

No Fiscal Impact 

File Sterling Environmental Notice of Completion for the material removal work at Garfield ES Kitchen Renovation. 

Recommend approval of the Sterling Environmental Notice of Completion for the material removal work at Garfield ES Kitchen. 

No Fiscal Impact 

File Sterling Environmental Notice of Completion for material removal work at Washington ES Kitchen 

Recommend approval of Sterling Environmental Notice of Completion for material removal work at Washington ES Kitchen 

No Fiscal Impact 

File Indoor Environmental Services Notice of Completion for the Washington HVAC project since it is now complete.

Recommend approval of the Indoor Environmental Services Notice of Completion for the Washington HVAC project. 

No Fiscal Impact

The San Leandro Unified School District holds title to four vehicles all in excess of fifteen years of age that have performed well beyond their useful lifetime. These vehicles are currently not road worthy and would cost more to repair than they are worth. The District proposes that they be sold as surplus vehicles to First Capitol Auction Inc.

Recommend approval to surplus four maintenance vehicles at First Capitol Auto Auction. 

Possible positive Fiscal Impact to Maintenance Fund, depending on sold price at Auction. 

Each year, member boards elect representatives to the California School Boards Association's (CSBA) Delegate Assembly.  CSBA's Delegate Assembly is a vital link in the Association's governance and sets the general policy directions. Working with member boards, the Board of Directors, and Executive Committee, delegates ensure that the association promotes the interests of California's school districts and county offices of education. There are two required Delegate Assembly meetings each year, one on May 18-19, 2019 in Sacramento and one on November 4-5, 2019 in San Francisco preceding the CSBA Annual Education Conference and Trade show.  

Nomination and Candidate Biographical Sketch forms for CSBA's Delegate Assembly are now being accepted until Monday, January 7, 2019. Nomination instructions are listed below: 

• Any CSBA member board is eligible to nominate board members within their geographical region or subregion
• Boards may nominate as many individuals as they chooses by submitting a nomination form for each nominee
• All nominees must serve on CSBA member boards and give their approval prior to being nominated
• All nominees must submit a required one-page, single-sided, candidate biographical sketch form. An optional one-page, one-side resume may also be submitted, but cannot be substituted for the candidate biographical sketch form
• All nomination materials must be postmarked by the U.S.P.S. or faxed no later than  Monday, January 7, 2019.  It is the nominee's responsibility to confirm that all nomination materials have been received by the CSBA Executive Office by this due date. Late submissions will not be accepted
• Elected Delegates serve a two-year term beginning April 1, 2019, through March 31, 2021.

San Leandro Unified School District is joining several cities and school districts throughout the Bay Area to participate in "Bay Area Against Hate Week".

Approve Resolution 18-51 - Bay Area Unified Against Hate Week

Government Code sections 66001 and 66006 imposed detailed requirements on public agencies that levy development fees. These sections require school districts collecting statutory school facilities fees to make an annual accounting of those fees available to the public at the end of the fiscal year.

The attached report provides additional detailed information of the developers’ fees which was already made public as part of the Unaudited Actuals report on September 11, 2018.

In addition, Section 66001 requires each district collecting development fees to make additional findings every five years about any fund in which those fees remained un-expended at the end of a fiscal year. The District has expended the fees that are collected annually.

The District's governing board will review this annual accounting and adopt the board resolution for the annual accounting of school facilities fees for the Fiscal Year 2017-18.

Attached are the following:

• Resolution regarding accounting of development fees for 2017-2018 Fiscal Year
• Exhibit A
• Exhibit B
• San Leandro USD Fund 25 Capital Facilities Five Year Accounting of Revenues and Expenditures

By disclosing these reports, the District will have met the requirements of Government Code sections 66001 and 66006.

Adopt Resolution No. 18-46 Accounting of Development Fees for 2017-18 Fiscal Year in the following fund or account: Fund 25.

The San Leandro Unified School District initiated a process to consider a change in firm serving as our Financial Advisor (FA) in the area of bond financing services.  The district developed a Request for Qualifications (RFQ) document which was advertised and sent to firms which currently serve as FA for other school districts.  Eight firms responded to the RFQ.  The district's Finance Committee reviewed applications on October 3 and invited three firms to participate in an interview process.  Those interviews were then held on October 10.  The October 3 and 10 meetings were publicly noticed and were open to the public.

The Finance Committee selected Dale Scott & Company (DS&C) to recommend to the Governing Board as the district's FA.  DS&C is based in San Francisco, and has decades of experience working with school district bond programs in the Bay Area and throughout California.  

Our current FA, California Financial Services (CFS), chose not to participate in the RFQ process, and sent a notice to formally withdraw from their contract.

DS&C's contract calls for the following fee structure, which represents a savings from CFS:

                                                DS&C CFS

Pre-Election Services: $10,000 $25,000

Bond Issuance Services: $60,000 $75,000

Continuing Disclosure Services: $5,000 $8,500  (ongoing annual charge)

Recommend to approve contract with Dale Scott and Company for Financial Advisory services.

The DS&C contract represents an annual savings of $3,500 to the district general fund.  Future savings of $15,000 will be realized when the district issues its next series of Measure J1 bonds.

Our auditor, Vavrinek, Trine, Day & Company , has completed its annual district audit and Measure J1 bond audits.

At this Board meeting, staff is recommending the acceptance of the following:

• 2017-18 Measure J1 Bond Audit - Financial and Performance
• 2017-18 District Audit Report

The auditors included one audit finding in both the district and Measure J1 reports in the area of accounts payable (the same finding is included in both reports).  The district received an invoice in August 2018 for HVAC work that was ongoing.  Because the invoice was dated June 30, 2018, it should have been charged to the 2017-18 fiscal year.  However, the invoice was charged to the 2018-19 fiscal year.  This had the effect of overstating the ending balance of the bond fund for 2017-18.   Going forward, bond and business office staff will work with vendors to ensure that invoices are received on a timely basis at year-end.

Accept the following audits dated June 20, 2018:

• Building Fund (Measure J1) Financial and Performance Audits
• Annual Financial Report (District Audit)

There is no financial impact for accepting audit reports.

The hourly rates for adult education instructors have not increased since September 2015 and staff is recommending that the Board of Education approve an increase to these rates to keep them competitive. Approval of this item will: (1) approve a 5% increase to these hourly rates; and (2) approve the salary schedule reflecting these new rates as well as the fringe allocation and stipends currently approved for adult school instructors. 

Approve a 5% increase to adult education instructor hourly rates. 

Approval of this item will cost approximately $50,000 to the adult education fund and $5,000 to the district's general fund. 

Currently the district is experiencing significant difficulty attracting staff to fill some of our classified substitute, playground supervisor and short-term community services positions. This is due, in part, to the relatively low hourly rates paid to these employees. Staff is recommending that the Board of Education approve an increase to the Substitute, Short-Term & Exempt Employee Salary Schedule. Approval of this item will do the following:

1. Index the Playground Supervisor hourly rate to Range 27, Step 1, of the CSEA Salary Schedule;

2. Index the Community Service Attendant hourly rate to Range 27, Step 1, of the CSEA Salary Schedule;

3. Index the Teamster/Trades Substitute hourly rate to Teamster's Range 38, Step 1;

4. Increase the Home Instruction Teachers' hourly rates by 5% so that they remain indexed to the adult school instructor hourly rates.

No increase is being recommended for certificated substitutes at this time. Pending board approval, these rates would be effective November 11, 2018.  

Approve the Substitute, Short Term, and Unrepresented Hourly and Daily Rate salary schedule. 

Currently the district pays overtime to employees to cover unfilled absences and vacancies. It is anticipated that the hourly cost increase for these positions will be offset by the reduced need for overtime. 

Pursuant to the Agreement between the SLUSD and the California School Employees' Association, a reclassification hearing must be held annually for members petitioning to have their positions reclassified. Reclassification is a process by which employees can seek to have their positions reclassified to a new salary range or adjusted to changing duties and responsibilities. 

The reclassification panel met on October 20, 2018, and consisted of the assistant superintendent of personnel services, the CSEA president, and the principal of Garfield Elementary School who served as the jointly appointed third member of the panel. The role of the panel is to review petitions and make advisory recommendations to the SLUSD Board of Education.

The panel considered three criteria when determining whether to recommend reclassification:

1. There has been a gradual increase of duties assigned to this position over an extended period of time that are more aligned with duties assigned to positions in higher classifications;

2. The alignment of the job classification with similar job classifications in other districts;

3. The duties assigned to this position have changed due to an identified need requiring different skills for the position. 

After review of the petitioners' requests, the panel is recommending the reclassification of one position: that the Administrative Assistant - Department/Program position currently assigned to monitor enrollment be reclassified to an Enrollment Specialist position. 

Approval of this item will do the following:

1. Create the Enrollment Specialist job classification;

2. Approve the job description for the Enrollment Specialist;

3. Set the salary range for the position at Range 48 on the CSEA salary schedule;

4. Reclassify the incumbent employee in the administrative assistant position to an enrollment specialist position retroactive to July 1, 2018. 

The rationale for this recommendation is that the duties, responsibilities, and skills needed to perform the functions of this position changed significantly when the district shifted from site based to centralized enrollment. The recommended enrollment specialist position is in alignment with positions in other districts that use centralized enrollment. 

Approve the reclassification advisory panel's recommendation to reclassify one position. 

The fiscal impact for approving the reclassification request is approximately $7,500 per year. 

The recommended employment contract for the superintendent, Dr. Mike McLaughlin, includes a new four (4) year term and limited retirement health and welfare benefits if certain conditions are met. Other than non-substantive language revisions to remove outdated language, the terms and conditions of the existing contract remain the same including current base salary and performance bonus provisions. 

The recommended contract extends the term of the superintendent's agreement keeping the current salary and performance bonus structure intact so there are no new fiscal impacts during the term the agreement. 

2018/2019 Non-Public School & Agency Contracts and Contracted Services Agreement

Approve 2018/2019 Non-Public School Contracts and Contracted Services Agreement.

$164,675.00 - Special Ed funds.

Change order is to relocate schoolboy HVAC cabinets to corner locations in classrooms, 1, 2, K1 and K2 at Roosevelt ES. 

Recommend approval of Indoor Environmental Services Change Order to relocate schoolboy HVAC cabinets to corner locations in four classrooms at Roosevelt ES.

Fiscal Impact $19,400 from Measure J1 Fund (HVAC). 

State Roofing Change Order is to install new plywood at the gutters to repair dry rot at Muir MS, Madison ES and San Leandro High School. 

Recommend approval of State Roofing Change Order for Multi-Site Roofing Replacement. 

Fiscal Impact $13,405 from Measure J1 Fund (Roofing)

Johnson Controls CUPCCAA Contract to repair list of deficiencies that were identified after inspection was completed on the fire sprinkler system at McKinley ES. 

Recommend approval of Johnson Controls CUPCCAA Contract for the fire sprinkler system repairs at McKinley ES. 

Fiscal Impact $12,119.28 from Maintenance Fund

RA Jones Construction CUPCCAA Contract is to fill in the opening at the wall between classrooms and move the sink and sink cabinet to provide room due to the relocation of the HVAC unit at Roosevelt ES into the corner of the room.

Recommend approval of RA Jones Construction CUPCCAA Contract - Roosevelt ES HVAC.

Fiscal Impact $17,000 from Measure J1 Fund (HVAC Replacement)

Sterling Environmental Contract is for unforeseen material disposal work discovered during construction at Washington ES as part of the District Wide HVAC Replacement project. 

Approve Sterling Environmental CUPCCAA Contract for material disposal at Washington ES as part of the HVAC Replacement. 

Fiscal Impact $29,936 from Measure J1 Fund (HVAC). 

Steve Smith Electric CUPCCAA is to install two single outlet circuits in 19 classrooms, install data raceway, and dedicated outlets in several areas at Monroe ES. 

Recommend Steve Smith Electric CUPCCAA Contract for Monroe ES Electrical Upgrade.

Fiscal Impact $44,210 from Measure J1 Fund (Electrical Upgrades) 

Purchase quote for three Ford pick-ups and one transit van for Maintenance and Operations department. 

Recommend approval of purchase of four vehicles for Maintenance and Operations department. 

Total Fiscal Impact $129,218.44

3 Ford Pick-up Fiscal Impact $30,682.12/each 

1 Ford Transit Van Fiscal Impact $37,172.08

As part of the District Wide HVAC Replacement, Bancroft MS is next in line to be completed. 

Recommend approval of Indoor Environmental Services Amendment for Bancroft MS HVAC Replacement. 

Fiscal Impact $2,583,818 from Measure J1 Fund (HVAC Replacement)

During the Modular Building project, we are going to need to relocate six portables at each site (Garfield and Wilson ES) to make room for interim housing and new modular buildings to be placed. 

Recommend approval of Wilson Architecture Consulting Agreement to relocate six portables at each site (Wilson and Garfield ES). 

Total Fiscal Impact $26,000 from Measure J1 Fund (Portable Replacement). 

- Garfield Fiscal Impact $13,000

- Wilson Fiscal Impact $13,000

A pool boiler at SLHS failed two months ago.  Upon initial inspection with an outside consultant, the district believed that the remaining two boilers were still in adequate condition.  Since then, an additional pool boiler has failed, which has caused the complete shutdown of the high school's pool.   

 With the second failure, the district had another consultant review the condition of the boilers.  The consultant indicated that all three were in poor condition and recommended replacement.

He stated that average life expectancy for similar boilers is 7-10 years.  Our boilers have 5-6 years of use.  However, our pool is used more than the average pool which may have led to the decreased life span.

This proposal for boiler replacement includes three high energy efficiency boilers along with installation and a five year warranty.  This new model of boiler is intended to be easier to open and inspect, and easier to repair in the future.

Recommend approval of the purchase of SLHS Pool Boilers and approval of the installation and labor cost to replace them. 

Total Fiscal Impact $199,255.73 from Measure J1 Fund (Pool)

- Fiscal Impact to purchase boilers $116,255.73

- Fiscal Impact for installation and labor $82,560

In order to select the Contractor for the San Leandro High School Pool Deck Improvements, we are looking to have the budget approved for when the bid opening takes place. This is only an estimated budget.

Recommend approval of San Leandro High School Pool Deck Improvement Budget.

Fiscal Impact $327,358.98 from Measure J1 Fund (Pool).