The attached document lists the contracts executed by the Superintendent or designee for the month of January 2021.

The attached document lists the contracts executed by the Superintendent or designee for the month of January 2021.

On October 20, 2020, the Board approved increasing the scope and budget for the Nordstrom Elementary School Administration Modernization.  This increase will include an addition to the Administration building and will include structural changes required by Division of State Architect. As a result of the increased scope, the construction budget is now $3,900,000. 

Staff recommends approving the amendment to CAW Architect's agreement and an amended contract value of $501,318. The design fees are based on the Office of Public School Construction's (OPSC) sliding scale for design services and the amended contract value is already included in the overall project budget. 

Eide Bailly, formally Vavrinek, Trine, Day & Co., LLP (VTD) has been providing audit services to the District since 2005-06.  Eide Bailly specializes in school district financial audits and is familiar with the schools unique reporting requirements.  The partner currently assigned to the District is Joyce Peters; however, in accordance with Assembly Bill 2834 the partner on the audit will rotate every six years. Our new partner will be Ahmad Gharaibeh.

Staff recommends approving the three year contract with Eide Bailly for auditing services.

Unrestricted General Fund 2021-22: $54,000, 2022-23: $55,000 and 2023-24: $56,000 plus $6,000 per year from the Bond Fund for the performance audit required by Proposition 39. 

Submitted by:
Victoria Knutson, Director Fiscal Services
Kirsten Perez, Deputy Superintendent and Chief Financial Officer

The term “Administrative Professional” encompasses all office support staff, the classified employees who are the link between parents, teachers and administrators who keep offices running smoothly and efficiently. As the Board of Education of the Morgan Hill Unified School District values its administrative support staff, the Board, by adopting the attached resolution, would like to take this opportunity to express its gratitude for their fine work by joining other districts in the country in proclaiming April 21st as Administrative Professionals’ Day.

This year, we are especially appreciative of our Transportation Department employees who joined new teams and learned new tasks in maintenance and grounds keeping as they were reassigned during the time of school building closure.  Many of our bus drivers have not been driving vans or busses, but they have actively participating in campus enhancement projects.  We thank them for their flexibility and their contribution to keeping our campuses and grounds in good shape. We also look forward to a time when our buses can once again safely transport students.

• current status and measures of the local COVID-19 virus spread
• status of vaccination availability to the education sector in Santa Clara County
• status of current in-person programs
• athletic program reopening schedule
• status of school hybrid schedules
• impact of changed conditions to the timeline of the reopening plan
• requirements for standardized accountability testing and directions from the State and Federal governments
• current considerations and plans for 2021 high school graduations

California law requires that items to be negotiated be “sunshined,” or brought to light for the public, and that the Board of Education provides an opportunity for public comment before approving the opening of such negotiations.  The Morgan Hill Federation of Teachers sunshined their articles at the last regularly scheduled meeting of the Board. Attached are the District's interests in the articles to be opened for negotiations with the Morgan Hill Federation of Teachers.

What are the potential advantages?

• The District can select a high quality contractor based on qualifications and references, rather than being forced to accept the low bidder under competitive bidding. This is especially critical for larger projects that use an aggressive schedule or for modernization projects that have additional complexities.
• Bid disputes are eliminated.
• Competitive pricing can still be incorporated through competitive bidding of subcontractors.
• The District can work with the selected contractor in advance in order to clarify scope (e.g., constructability reviews), thus reducing unforeseen conditions and errors in the design.
• Lease-Leaseback minimizes change orders caused by a contractor underbidding the project.  
• In addition to price, the non-monetary terms of the contract can be negotiated.

What are the potential disadvantages?

• The Guaranteed Maximum Price ("GMP") may be higher than a competitively bid "design-bid-build" price.
• The District may not enter the lease-leaseback agreement until the Division of State Architect has approved the plans. However, the District may enter a pre-construction agreement with the lease-leaseback contractor for preliminary services, such as constructability review.
• This contracting method is less known to some contractors.
• Some local subcontractors might be excluded by the selection process. However, this potential problem could be minimized by requiring the contractor to competitively bid the subcontractor work.
• A GMP may still increase due to unforeseen conditions and errors in the design.  
• The legality of Lease-Leaseback arrangements has challenged in the courts.

The use of the Lease-Leaseback delivery method allows districts to deal with many of the complexities and unknown variables that are present in projects early on. This is done by bringing the contractor to the table during the design phase to work closely with the architect and engineers. An early onboarding process such as this fosters a collaborative relationship between the district, the contractor and the design team which allows constructability reviews, value engineering and more importantly leads to a GMP upon completion of the construction documents.  A GMP reduces the number and cost of change orders that are typically present when using standard competitive bidding which is the method that is currently used by the District. Lease-Leaseback would be a preferred delivery method for projects that are complex and have a greater risk of cost overruns and unknown conditions under the design-bid-build method.

Staff suggests delivering the Britton Middle School Student Union and Administration Building project and possibly other future complex projects by using the Lease-Leaseback delivery method.

The City of Morgan Hill, Morgan Hill Police Department recently received notice they were awarded the two-year Proposition 56 Law Enforcement Tobacco Grant to fund a School Resource Officer for two years beginning July 1, 2021. Recipients were given a deadline, March 5, 2021, to accept or decline the grant award.

The Grant specifies for the majority of work to be in the Morgan Hill Unified Schools. There are three goals: 1. Implement 1FTE School Resource Officer 100% Dedicated to Tobacco/Vaping; 2. Conduct Community-Wide Enforcement Operations & Education Sessions; and 3. Expand WAVE Peer-to-Peer Education & Awareness Campaign. Each of these goals has actions with metrics. 

City staff will present the Grant goals. The Grant can only be accepted upon support of the School District while partnering with the activities identified in the Grant. The Board may ask question and discuss the activities identified in the Grant.

Staff recommends taking action on supporting the activities identified in the Grant and request for the City of Morgan Hill to accept the Grant.

A Superintendent Search webpage is now linked to the District's website and can be accessed here: https://www.mhusd.org/superintendent-search-2021. As the process continues, new information will be added to the webpage. 

The Superintendent Search agenda item will continue as a standing item on the agenda on the Regular Agenda for discussion as needed.

• Britton Middle School reconstruction
• Nordstrom Elementary portable replacement
• Jackson Academy of Math and Music new multi-use room/gym
• Technology infrastructure and instructional technology replacement
• Construction management

A total of $57,479,738 has been spent, or 69%, of Series B proceeds as of January 31, 2021. Staff will present an overview of the project and budget status for Measure G.

There are several purposes for these reports:

• To provide a review of the District’s financial condition at periodic intervals during the fiscal year
• To provide a status report to the Board of Education and the public of the financial condition of the District
• To determine necessary budget revisions as a result of current or projected financial information.  The interim reflects adopted, revised and projected budgets. The second interim report reflects financial and budgetary status as of January 31, 2021. 

Attached are the State prescribed budget forms, a narrative explaining the changes in the General Fund, and a spreadsheet summarizing the budgeted amounts.

Working with enrollment projections, students' course requests, and staffing allocations, site administrators, in collaboration with District staff, have identified the Particular Kinds of Services (PKS) that may need to be eliminated from the school district budget for the 2021-2022 school year.

With the information available as of March 1, and pursuant to the statute above, the Governing Board of the Morgan Hill Unified School District must act upon the resolution to decrease the number of certificated employees due to a reduction or discontinuance in Particular Kinds of Services (PKS) in order to meet the requirement to serve a layoff notification to any affected employee by March 15, 2021. As time progresses and more information becomes available related to student enrollment, student course requests, and other staffing adjustments, including transfers, should the District have the need for the Particular Kinds of Service identified in this resolution, then a layoff notice would be rescinded.

Ballots for election to CSBA's Delegate Assembly, in subregions that have elections, were mailed to school districts and county offices of education by Feb. 1. Completed ballots should be returned to CSBA’s West Sacramento office and must be postmarked by the U.S. Postal Service no later than Monday, March 15, to be valid. All districts, COEs and candidates will be notified of the results by April 1.

Run-off elections will be conducted in the case of tie votes. All new and re-elected Delegates are eligible to attend the May 15-16 Delegate Assembly meeting.