Regular Board of Education Meeting - Closed Session 4:00 PM Morgan Hill USD May 18, 2021 6:00PM ZOOM
Topic: Board of Education Regular Meeting
Time: May 18, 2021
5:00 PM Closed Session
6:00 PM Open Session
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Meeting ID: 838 3494 0007
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Members of the public may address the Board at this time regarding items on the Closed Session agenda. The Board of Education reserves the right to limit speaking time to three (3) minutes or less per individual. |
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Submitted by: Jessie Swift, Coordinator Student Services Victoria Sorensen, Director Equity Programs Pilar Vazquez-Vialva, Assistant Superintendent Educational Services |
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Items listed under CONSENT are considered to be routine by the Board of Education and will be enacted by one motion at this time. There will be no separate discussion of these items unless a board member or citizen so requests.
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This is opportunity for communication regarding items not on the agenda. Members of the public may address the Board regarding items on the agenda immediately prior to their being discussed by the Board.
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Fund 11, Adult Education, and Fund 14, Deferred Maintenance, were established to allow districts to account separately for state funding restricted for the Adult Education and Deferred Maintenance programs. Prior to implementation of the Local Control Funding Formula (LCFF), these funds met the definition of a special revenue fund. Since LCFF removed program restrictions and LCFF funding is now available for any educational purposes, Fund 11 and 14 no longer meet the definition of a special revenue fund.
Per the Governmental Accounting Standards Board (GASB) Statement 54, districts may continue to use Fund 11 and 14, if formal action is taken, to commit the funds for the purposes for which they were originally intended. By passing this resolution, the Board is committing the fund balances in Fund 11 for the purpose of Adult Education and Fund 14 for the purpose of Deferred Maintenance. These funds may be uncommitted at any time by Board action. |
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Submitted by: Lisa Lee, Interim Director Fiscal Services
Kirsten Perez, Deputy Superintendent and Chief Financial Officer
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210518 Resolution for Committed Fund Balance
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The Board of Education may delegate the authority to sign contracts and orders for payroll and vendor warrants. A copy of this resolution along with verified signatures of the individuals authorized to sign must be filed with the County Superintendent of Schools in accordance with Education Code 42633. This resolution restates and confirms the authority previously approved by the Board on May 5, 2020.
Position
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Accounts Payable
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Payroll
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Contracts
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Superintendent
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X
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X
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X
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Deputy Superintendent, Chief Financial Officer
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X
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X
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X
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Assistant Superintendent Human Resources
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X
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Assistant Superintendent Educational Services
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X
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Director Fiscal Services
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X
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X
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X
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Supervisor Fiscal Services
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X
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X
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Submitted by: Lisa Lee, Interim Director Fiscal Services
Kirsten Perez, Deputy Superintendent and Chief Financial Officer
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210518 Signing Authority Reso 210518 2021-22 Authorized Signers
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On September 15, 2017, the Board of Education approved the Series B preliminary project list. The interest from the $80 million in proceeds from Series B was dedicated to Safety and Security. Ann Sobrato High School Security Fencing Project will provide six-foot ornamental fencing around main campus in order to maintain safety and security. In accordance with public contract code, a bid notice was placed in a local newspaper (San Jose Post Record) for two consecutive weeks. Bids were received and opened on May 3, 2021. District Staff analyzed the bids for compliance and determined the lowest bidder who presented a responsive and responsible bid.
Staff requests approval to award of contract to 101 Builders for the total bid price of $689,811. The price includes owner approved change order value allowance.
Name
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Bid
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Rank
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101 Builders
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$689,811
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1
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Silicon Valley Fencing
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$705,562
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2
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Architectural Systems
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$737,789
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3
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Staff will bring the contract for ratification at a future Board meeting. |
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$689,811 to be funded from Measure G, Series B bond proceeds |
Submitted by:
Jackie Schaefer, Bond Program Director
Kirsten Perez, Deputy Superintendent and Chief Financial Officer |
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The Quintessential School Systems (QSS/QCC) application and software support services are necessary to support the District's human resources and business operations including budgeting, finance, and accounting functions. Santa Clara County Office of Education (SCCOE) also provides backup and disaster recovery for QSS/QCC hosted data and training for District employees on applications and software. The network services are necessary to provide connectivity to SCCOE and the internet. Firewall and filtering hosted by SCCOE will allow MHUSD to leverage volume licensing for web filtering, reducing our costs by approximately fifty percent from our previous provider as well as provide enterprise level security to all systems and data on district internet. The annual cost to provide services for Fiscal Services and Technology Support Services are as follows:
$139,311.20 QSS services
$15,000.00 Network access services 1-10 Gbps
$9,375.00 Firewall/filtering 1-2 Gbps firewall and content filtering
Staff recommends approving Memorandum of Understanding with Santa Clara County Office of Education for 2021-22 Annual Technical Services. |
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$163,686.20 from the Unrestricted General Fund |
Submitted by:
Brandon Coelho, Technology Coordinator Lisa Lee, Interim Director Fiscal Services
Kirsten Perez, Deputy Superintendent and Chief Financial Officer
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210518 SCCOE MOU for Provision of Annual Technical Services FY21-22
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The California Environmental Quality Act ("CEQA") statute, California Public Resources Code § 21000 et seq., codifies a statewide policy of environmental protection. In order to proceed with the work at Nordstrom Elementary School, the District needs to adopt the attached resolution and file the Notices of Exemption with Santa Clara County:
- Nordstrom Elementary School Administration Building Addition and Modernization Project - Categorical exemption. This project consists of minor renovations to the school's existing administration building and construction of an approximate 3,000-square foot addition to the building. § 15304 provides an exemption for "minor public or private alterations in the condition of land, water, and/or vegetation which do not involve removal of healthy, mature, scenic trees..." § 15314 provides an exemption for "minor additions to existing schools within existing school grounds where the addition does not increase original student capacity by more than 25% or ten classrooms..."
Staff recommends adopting the Categorical Exemption for Nordstrom Elementary School Administration Building Addition and Modernization Project. |
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Submitted by: Jackie Schaefer, Bond Program Director
Kirsten Perez, Deputy Superintendent and Chief Financial Officer
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210518 Nordstrom Admin Addition Board Reso 210518 Nordstrom Admin NOE Appendix A
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In October 2020, the Board participated in a series of study sessions on facilities. Staff presented a five-year plan for facilities projects which included $21.2M designated for Renovation Projects On May 4, 2020 Staff presented to the Board the four areas that support preserving core and infrastructure which were Fire Alarm Systems, HVAC, Roofing and Asphalt. Staff also presented the report and grading system by site which determined most critical projects.
Staff has analyzed the findings from the report and created the Project List document that prioritizes the projects that involve fire, life & safety and projects deemed most critical based on feedback from the Maintenance Department Staff. The projected total for completion of these projects is $19.7M ($21.2M with contingency and escalation). These projects would be completed over the next three years.
Staff recommends the Board approve the attached Project List. Once this list is approved, the Staff can begin designing and bidding the projects. Each project would be brought back to the Board to award the final contract prior to work commencing. |
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Approximately $21.2M in Measure G funds. |
Submitted by:
Jackie Schaefer, Director Bond Program
Kirsten Perez, Deputy Superintendent and Chief Financial Officer |
210518 Projects List
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The attached Program Self-Evaluation report for the 2020-21 school year fulfills a requirement of the California Department of Education, Child Development Division, for California State Preschool Programs. Morgan Hill Unified School District has 3 classrooms of preschool children – one each at P.A. Walsh, Nordstrom and El Toro elementary schools. These programs serve eligible preschool aged children in the community based on family income requirements.
The contract for this program was approved by the Board on October 6, 2020. The Self-Evaluation is presented to the Board this evening, as required, for information only. |
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Submitted by: Victoria Sorensen, Director Equity Programs Pilar Vazquez-Vialva, Assistant Superintendent Educational Services |
210518 CDE Preschool Self Evaluation
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The California and Federal Departments of Education have allowed districts to use local benchmark assessments in lieu of the state’s CAASPP assessments this spring. MHUSD has the NWEA MAP assessment that qualify and has exercised this option to focus on reopening and hybrid learning priorities. Districts that use local benchmarks are required to report scores to parents (completed by mass mailer at the end of April), provide the Governing Board with a report of summary and disaggregated local assessment results (the purpose of this agenda item) and report the scores in the School Accountability Report Cards (will happen next Fall). |
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Submitted by: Glen Webb, Director Curriculum, Instruction and Assessment Pilar Vazquez-Vialva, Assistant Superintendent Educational Services |
210518 MAP Data Accountability Report
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Morgan Autism Center - Contract for one student at NPS school. Adding transportation for May and June to existing contract
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Original contract $ 98,080.50
Transportation $2,643
Total $103,723.50
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Approve Amended Special Education contract in the sum of $103,723.50 |
Submitted by: Dr. Rebecca O'Brien, Director Special Education Pilar Vazquez-Vialva, Assistant Superintendent Educational Services |
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See attached. |
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Included in adopted budget. |
Submitted by: Fawn Myers, Assistant Superintendent Human Resouces |
210518 Personnel Order
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The District makes every effort to employ fully credentialed teachers for all teaching positions. Occasionally, however, it is necessary to assign teachers to instruct in subjects that are not authorized by their current credential. The California Commission on Teacher Credentialing understands these needs and provides alternatives to districts that allow these assignments.
The California Code of Regulations, Title 5, requires that the Board of Education annually adopt a Declaration of Need for Fully Qualified Educators prior to the issuance of limited assignment permits and/or emergency permits for the upcoming school year. The Declaration must include the recruitment efforts the District has made to employ fully credentialed teachers and an estimate of the number of teachers that may need to be employed under the authorization of an emergency or limited assignment permit. This Declaration of Need is submitted to the Board for action in order to meet these legal requirements.
Morgan Hill Unified School District places a strong emphasis on recruiting fully credentialed teachers. To accomplish this, Human Resources posts vacancies on online platforms and with nearby universities' teacher preparation programs and career centers, attends recruitment fairs, and advertises in various professional publications. The District will continue to place emphasis on the recruitment and retention of highly qualified, fully credentialed teachers throughout the school year.
Finding fully qualified teachers in the high-need areas of special education, bilingual certification, mathematics, and science can be challenging since the current demand generally exceeds the supply of these credentials. Additionally, personnel changes sometimes occur during the school year due to a variety of statutory leaves which may increase the demand for fully qualified teachers when the mid-year supply of fully credentialed teachers is at its lowest. Adoption of a Declaration of Need is required prior to the issuance of any emergency or limited assignment permit and is submitted annually every June to the Santa Clara County Office of Education and to the Commission on Teacher Credentialing in the event that any of the District’s staffing assignments throughout the upcoming year require the issuance of a limited or emergency permit.
The Commission on Teacher Credentialing requires the Board of Education to take action to approve the Declaration of Need in an open session of a regularly scheduled board meeting. Upon approval, the necessary documents will then be timely filed with the appropriate agencies. |
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Submitted by:
Fawn Myers, Assistant Superintendent Human Resources
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210518 Declaration of Need 2021-22
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Each year millions of Americans face the reality of living with a mental illness — a challenge that has been exponentially exacerbated by the isolation and extreme stress many have dealt with in the past year as a result of the pandemic and precautions taken to slow the spread of the virus. As a district, we are prioritizing meeting the social-emotional and mental health needs of our students and are committed to bringing awareness to mental health as we continue our transition to in-person instruction. |
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Submitted By: Ivan Rosales Montes, Trustee |
210518 Mental Health Awareness Month Reso
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Public Hearing/Action: The Morgan Hill Educational Leaders Association and the District have met and conferred on topics of interest related to compensation and working conditions. On April 30, 2021, they reached agreement on the following:
Effective July 1, 2021, the 2020-21 Administration Salary Schedule increases by 7.5%. Amend language in the agreement related to parity of settlements with other employee groups, whereby MHELA leadership can request reopening of the meet and confer process if the ongoing economic improvements of another group’s settlement (separate from any concessions made during that group’s bargaining) exceed the ongoing economic improvements offered by the District to MHELA. Add language to clarify when an employee’s health and welfare benefits begin and end, related to the date of hire and date of separation, adding language about COBRA coverage. Eliminate language related to cash in lieu
In addition, the classification of Program Specialist was reviewed and reclassified as Program Coordinator and three levels of Confidential executive assistants were collapsed into two levels.
After conducting the public hearing, staff recommends that the District ratify the agreement. |
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See attached AB1200 |
Submitted by: Kirsten Perez, Deputy Superintendent and Chief Financial Officer Fawn Myers, Assistant Superintendent of Human Resources
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210518 2021-2024 MHELA Agreement 210518 MHELA AB1200
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The proposed adopted budget for the restricted non-general funds is being presented for review and discussion. Information included in these funds is based on the Governor’s January budget proposal.
Attached is a summary description of each of the restricted non-general funds and a spreadsheet summarizing the budgeted amounts.
The proposed adopted budget report for all funds will be presented at the June 1, 2021 Board meeting as part of the public hearing prior to the Board’s adoption of the District’s 2021-22 budget on June 15, 2021. |
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Proposed budgets for the restricted non-general fund as reported in the SACS report
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Submitted by: Lisa Lee, Interim Director Fiscal Services
Kirsten Perez, Deputy Superintendent and Chief Financial Officer
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210518 2021-22 Adopted Budget Other Funds - Detailed Fund Summary Report 210518 2021-22 Adopted Budget Other Funds Narrative 210518 2021-22 Adopted Budget Other Funds SACS forms
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Updates on Dual Immersion (DIME) and college and career pathways (CTE) will be presented tonight. Alex Aasen, Principal of San Martin Environmental Science Academy and Dual Immersion School will provide an update on their dual language program and multicultural program. Victoria Sorensen will provide an update on CTE current pathways, CTE development, and student surveys on career interests. |
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Submitted by: Alex Aasen, Principal San Martin Gwinn Enviromental Science Academy and Dual Immersion School Victoria Sorensen, Director Equity Programs Pilar Vazquez-Vialva, Assistant Superintendent Educational Services |
210518 DIME and CTE Program Updates
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The attached plan describes the Morgan Hill Unified School District’s policy and procedures for ensuring that students expelled from the District have appropriate educational options during the term of expulsion. The information in this document reflects a triennial update of the 2018 plan and is formatted to respond to the requirements and recommendations put forth in by the California Department of Education.
Once approved, the District’s plan will be submitted to the Santa Clara County Office of Education. The SCCOE plan, which will incorporate the plans of all 32 school districts, will be submitted to the State Department of Education subsequent to approval by the County Board of Education.
Please note that this plan only addresses the District’s policies and procedures for providing educational services to students expelled from our District. It does not address the conditions under which a student would be recommended for expulsion from the District or the expulsion process itself.
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Cost of 10 county-program allocations at $10,000.00 each for a total of $100,000 from LCFF Base funds |
Submitted by: Jessie Swift, Coordinator Student Services Victoria Sorensen, Director Equity Programs Pilar Vazquez-Vialva, Assistant Superintendent Educational Services |
210518 Three Year Expulsion Plan
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Submitted By: Wendy Sullivan, Board President |
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The next REGULAR meeting of the Board of Education is scheduled for Tuesday, June 1, 2021, with Open Session beginning at 6:00pm. The agenda will be available on the District's website by 5:00pm Friday, June 28, 2021. |
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Special Accommodations: In compliance with the Americans with Disabilities Act, if you need special assistance to access the Board meeting room or to otherwise participate at this meeting, including auxiliary aids or services, please contact Kelly Schriefer at 201-6001. Notification at least 48 hours prior to the meeting will enable the District to make reasonable arrangements to ensure accessibility to the Board meeting.
Documents provided to a majority of the Governing Board regarding an open session item in the agenda will be made available for public inspection in the District Office located at 15600 Concord Circle, Morgan Hill during normal business hours. |
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Published: May 14, 2021, 12:38 PM
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