Approve Certificated Personnel Report No. 15-16 which covers 3 FTE Increases,  1 Resignation, 1 Retirement, and 3 Variable Services Agreements. An addendum may cover up to 3 employments, 10 resignations and 10 Variable Services Agreements.

Approve Classified Personnel Report No. 15-16 which covers 1 Employments, 1  Work Year Increase, 1 Resignation, and 6 Variable Services Agreements. An addendum may include up to 5 employments and 5 additional Variable Services Agreements.

Receive staff written summary, along with other reports describing employee shortages that DJUSD and other California districts are experiencing.  The summary also describes how DJUSD is responding to this challenge. 

The DJUSD and other California school districts are experiencing increased difficulty in filling particular certificated positions, specifically in math and special education.  Following several closed session personnel discussions, the Board of Trustees requested a staff summary and other information detailing employee shortages in Davis and how staff is working to mitigate these challenges. The summary and attachment reports are designed to describe the current teacher shortage and how DJUSD is responding to this issue.

None

The 2015-16 Consolidated Application for Funding Categorical Aid Programs, Part II, was submitted to the California Department of Education and is reported to the Board of Education as an informational item.

The 2015-16 Consolidated Application for Funding Categorical Aid Programs, Part I, was approved by the Board of Education on June 25, 2015.

Accept the bid of Abide Builders, Inc. for the New Staff Parking Lot work specified in District’s Project No. 16-05 located at Holmes Jr. High School and award the contract to Abide Builders, Inc. in the amount of $102,900.

The work associated with creating a new staff parking lot, including the relocation of the East Bike Parking area include but is not limited to, removal of existing public driveway, fencing and reconfiguring storm drain inlet, installation of new two-way commercial driveway, new sidewalk sections, landscaping additions (trees) and ADA compliant access way for pedestrians. This project will create 22 new parking stalls on-site, to relieve off-street congestion along Drexel Drive.

On October 1, 2015 staff prepared an overview of completed Deferred Maintenance Projects and out- lined projects for the 2015/16 calendar year. On October 15, 2016 the Board of Education approved the Notice of Exemption (CEQA) for the Holmes staff parking addition. A notice inviting base bids for the project was published on January 10 & 15, 2016, with a bid submittal deadline of February 10, 2016 at 2:00 PM.  A total of (1) one prospective bidder attended the non-mandatory pre-bid walk through on January 14, 2016. The District received two bids at the bid opening on February 10, 2016, with the proposals evaluated for conformance with the bid requirements.  After a review of all proposals, minor irregularities were noted by both prospective bidders.  It was determined that the bid submitted by Abide Builders, Inc. was the low bid, with a base bid price of $92,900, with a project contingency of $10,000, for a total price of $102,900.  The architect’s estimate for this project was $130,000.

The District is committed to providing safe and healthy facilities for optimal learning conditions. This commitment is included in the District’s Strategic Plan (Strategy 2) and the Local Control Accountability Plan (Goal 2).  Legal counsel has reviewed and approved all pertinent procurement documentation.

This project will have no fiscal impact  the General Fund. This project is to be funded under the District’s Deferred Maintenance program, paid for by the COP’s borrowing for restricted facilities funds specifically for this project scope of work. Total Project Approval value is $102,900 for Base bid price plus project contingency.   

Accept the bid of D7 Roofing Services, Inc. for the Re-roofing work specified in District’s Project No. 16-03A located at Patwin Elementary School and award the contract to D7 Roofing Services, Inc. in the amount of $310,531.

The work associated with the re-roofing of (6) six primary buildings (C, D, H, J, L & K) includes but is not limited to, removal of existing composition shingle roofing, replacement of existing single-ply membrane, sheet metal flashing, new TREMCO composition roofing system, new rain gutters and downspouts.  This project will address long standing roofing needs and establishes new 20 year warranties on all new roofs installed.

A notice inviting base bids for the project was published on January 10 & 15, 2016, plus one alternate (metal roof) with a bid submittal deadline of February 9, 2016 at 2:00 PM.  A total of (5) five prospective bidders attended the mandatory pre-bid walk through. The District received three bids at the bid opening on February 9, 2016, with the all three being evaluated for conformance with the bid requirements.  After a review of all proposals and a detailed analysis of the project bid alternative, the base bid proposal submitted by D7 Roofing Services Inc. was the low bid, with a base bid price of $310,531, with a project contingency of $20,000.  The architect’s estimate for the project was $320,000.

The District is committed to providing safe and healthy facilities for optimal learning conditions. This commitment is included in the District’s Strategic Plan (Strategy 2) and the Local Control Accountability Plan (Goal 2).  Legal counsel has reviewed and approved all pertinent procurement documentation.

This project will have no fiscal impact  the General Fund. This project is to be funded under the District’s Deferred Maintenance program, paid for by the COP’s borrowing for restricted facilities funds specifically for this project scope of work. Total Project Approval value is $330,531.00 for Base bid price plus project contingency.   

Accept the bid of Buskirk Building Solutions, Inc., for the Staff Restroom Renovations and Roof Eave Modifications work as specified in Project No. 16-04 located at Cesar Chavez Elementary School and award contract to Buskirk Building Solutions, Inc. in the amount of $87,000.

The work associated with renovating the staff restroom and roof eave modifications (DSA 02-114122, CCD05) will correct the ADA access issues that were uncovered during the previously installed new classroom building projects. This work includes, but is not limited to, removal of hazardous materials, existing sidewalks, roof overhang obstructions, and reconfiguring interior wall spaces within the existing restroom space. New work includes new interior finishes and ADA compliant restroom fixtures. This project will create compliant ADA staff restrooms both inside and out.

A notice inviting base bids for the project was published on January 17 & 24, 2016, with a bid submittal deadline of February 23, 2016 at 2:00 PM.  A total of (4) four prospective bidders attended the non-mandatory pre-bid walk through on January 25, 2016. The District received one bid at the bid opening on February 23, 2016 from Buskirk Building Solutions, Inc. with their proposal evaluated for conformance with the bid requirements.  After a review of their proposal, it was determined that the bid submitted by Buskirk Building Solutions, Inc. was the low bid with a base bid price of $77,000, with a project contingency of $10,000, for a total price of $87,000.  The architect’s estimate for this project was $100,000.

The District is committed to providing safe and healthy facilities for optimal learning conditions. This commitment is included in the District’s Strategic Plan (Strategy 2) and the Local Control Accountability Plan (Goal 2).  Legal counsel has reviewed and approved all pertinent procurement documentation.

This project will have no fiscal impact on the General Fund. This project is to be funded under the District’s Deferred Maintenance program, paid for by the COP’s borrowing for restricted facilities funds specifically for this project scope of work. Total Project Approval value is $87,000 for Base bid price plus project contingency.   

Accept the bid of D7 Roofing Services, Inc. for the Re-roofing work specified in District’s Project No. 16-03B located at Pioneer Elementary School and award the contract to D7 Roofing Services, Inc. in the amount of $190,493.

The work associated with the re-roofing of (4) four primary buildings (A,B,C, D,) is included but not limited to, removal of existing composition shingle roofing, replacement of existing single-ply membrane, sheet metal flashing, new TREMCO composition roofing system, new rain gutters and downspouts.  This project will address long standing roofing needs and establishes a new 20 year warranty on all new roofs installed.

A notice inviting bids for the project was published on January 10 & 15, 2016 for base bid plus one alternate (metal roofing) with a bid submittal deadline of February 9, 2016 at 2:00 PM.  A total of (5) five prospective bidders attended the mandatory pre-bid walk through. The District received three bids at the bid opening on February 9, 2016, with all three being evaluated for conformance with the bid requirements.  After a review of all proposals and a detailed analysis of the project bid alternative, the Base Bid proposal submitted by D7 Roofing Services Inc. was the low bid, with a base bid price of $190,493, with a project contingency of $20,000.  The architect’s estimate for the project was $225,000.

The District is committed to providing safe and healthy facilities for optimal learning conditions. This commitment is included in the District’s Strategic Plan (Strategy 2) and the Local Control Accountability Plan (Goal 2).  Legal counsel has reviewed and approved all pertinent procurement documentation.

This project will have no fiscal impact on the General Fund. This project is to be funded under the District’s Deferred Maintenance program, paid for by the COP’s borrowing for restricted facilities funds specifically for this project scope of work. Total Project Approval value is $210,493 for base bid price plus project contingency.   

Accept the bid of Sunrise Grading & Paving for the ADA Parking/Walkway Improvements and Plaza Courtyard Project specified in District’s Project No. 16-02 located at North Davis Elementary School and award the contract to Sunrise Grading & Paving in the amount of $134,250

The work associated with the ADA Parking/Walkway Improvements & Plaza Courtyard at North Davis ES is needed to correct non-compliant ADA stall parking, and create a compliant path of travel to the office and Kindergarten Classrooms.  The project also creates outdoor queuing areas for parents and visitors, as well as adds suitable trees for better shading. The work will include but is not limited to the removal of existing failed sidewalks, parking stalls, installation of new storm drain piping, CMU new seat walls, artistic plaza courtyard design and reconfiguring gates for ADA compliance.  

A notice inviting bids for the project was published on January 17 & 24, 2016 for base bid with a bid submittal deadline of February 23, 2016 at 2:00 PM.  A total of (8) eight prospective bidders attended the mandatory pre-bid walk through on January 26, 2016. The District received three bids at the bid opening on February 23, 2016 with all proposals evaluated for conformance with the bid requirements.  After a review of their proposal, it was determined that bid submitted by Sunrise Grading & Paving was the low bid, with a Base Bid price of $119,250 and a project contingency of $15,000, for a total price of $134,250.  The architect’s estimate for this project was $120,000.

The District is committed to providing safe and healthy facilities for optimal learning conditions. This commitment is included in the District’s Strategic Plan (Strategy 2) and the Local Control Accountability Plan (Goal 2).  Legal counsel has reviewed and approved all pertinent procurement documentation.

This project will have no fiscal impact on the General Fund. This project is to be funded under the District’s Deferred Maintenance program, paid for by the COP’s borrowing for restricted facilities funds specifically for this project scope of work. Total Project Approval value is $134,250 for Base bid price plus project contingency.   

Accept the gifts totaling $7,805 for this period presented for use in the District's programs.

The Board of Education gratefully accepts donations totaling $7,805, which have been received by the District since the January 21, 2016 Board of Education meeting.  A summary amount of gifts received is included in the Board packet.

Pursuant to Board Policy 3312 and California Education Code, all contracts and agreements need to be approved and ratified by the Board of Education.  The following are the current contracts and agreements which are being presented to the Board for ratification:

American Modular Systems, Inc. 

Buck Institute for Education 

Document Tracking Services

Excel Photographers

It's Time Entertainment

Naviance, Inc.

Sacramento County Office of Education

Delta Charter Service

National University Intern Program Agreement

National University Scholarship Agreement

Wright Institute Intern Program Agreement

This presentation item is an AIM assessment process update with the following program location recommendation:

Based on current 3rd grade AIM qualified students, staff recommends the following school sites to house the 4th grade District self-contained AIM strands for the 2016-17 school year:

1. Strand 1 - Willett

2. Strand 2 - Pioneer

3. Strand 3 - North Davis 

AIM qualified 5th and 6th grade students who are already in self-contained classrooms during the 2016-17 school year will continue at their current school sites = Willett, Pioneer, North Davis and Korematsu Elementary Schools.

We've conducted the 3rd grade Universal and rescreening assessments for AIM Identification. Since the November 5, 2015 Board of Education decision on the AIM Identification process, the AIM Assessment Team met to follow the new protocols and process. From this process 82 students were AIM-Identified. These numbers do not take into consideration those families who may not choose the AIM Program.

Based upon these numbers and the following criteria (Enrollment of AIM students, region and access, site programmatic needs, junior high AIM Core feeders site), we recommend the following sites for the AIM Program:

Strand 1 - Willett

Strand 2 - Pioneer

Strand 3 - North Davis

There is no financial impact at this time.

Hear a presentation on the Achievement Gap in Davis Joint Unified School District and service and actions we are taking to serve our students more effectively.

The Board of Education has prioritized closing the Achievement Gap in Davis.

This is the first in a series of presentations on the achievement gap.  Future presentations will include descriptions of specific programs and how we're measuring student growth.

Davis Joint Unified School District provides a high quality educational program for its students.  Through a wide variety of programs, student have the opportunity to focus their individual interest and grow their talents.

Unfortunately, DJUSD also has an achievement gap, which mirrors state and national trends. DJUSD's combined Strategic Plan and LCAP documents are our roadmap to meeting the district Mission and goals while achieving the stated Board of Education priority of closing the achievement gap. Students in the achievement gap are directly supported by the actions and services in our plans.  We believe programs such as Bridge, the Academic Center, our STEEL classes, and Academic Conferences specifically address some of the unique needs of many students who are in the achievement gap.

We are now beginning the annual review process for both plans.  The combined Strategic Plan and LCAP documents are reviewed and updated by certificated and classified staff members and parent/community stakeholders.  The final document is reviewed and approved by the DJUSD Board for district wide implementation.  In brief, our first year (2014-15) had significant focus on professional growth, communication and technology infrastructure.  This year, (2015-16) many of the additional activities and services focus on student goals, English Learner proficiency, and school climate.

This report will describe how we monitor the achievement gap through metrics embedded in the LCAP. The State has identified "Conditions of Learning, Student Outcomes, and Engagement" as essential areas of focus for local school districts.  The LCAP builds upon the best practice of monitoring actions that are designed to close the achievement gap. 

As the DJUSD Board has prioritized closing the achievement gap in Davis, it is essential that all stakeholders understand our goals related to this priority as well as the strategies that we will utilize to focus on this work so that all of our students graduate college and/or career ready.

Recommended Motion: Consider the current composition of our Strategic Planning Committee and use the Board adopted (Cambrian Group) process to appoint new members to the Strategic Planning Committee to fill existing vacancies.   

Background: The Strategic Planning Committee comprises a combination of 26 community members and DJUSD employees. The composition/ratio is as follows: (40-50% community members & 50-60% DJUSD employees). Community members and DJUSD employees wishing to either participate on the Strategic Planning Committee or nominate others to participate submitted an application. The Board of Trustees in collaboration with the superintendent selects Strategic Planning Committee members from the applicant pool and the Board approves the final committee.

The refresh process prescribed by the Cambrian Group renews one-third of the Strategic Planning Committee members each year for new perspectives. 

Creativity and innovation inspire new learning and help drive progress. As professional learners, DJUSD wishes to push beyond the status quo. The Strategic Planning process brings DJUSD educators and the Davis community together to forward think, consider possibilities, and strategically set actions to guide our organization forward.

Creation and selection of the Strategic Planning Committee is one of the most important components of the Strategic Planning Process.  Overtime, it is necessary to refresh the Team to fill vacancies that are created for a variety of reasons and to bring new perspectives to the group.

The Board will review, compare and affirm candidates for the 26 member Strategic Planning Committee and fill any existing community vacancies.  Superintendent Roberson, in collaboration with Davis Teachers' Association President Frank Thomsen and California School Employees' Association President Jim Herrington, will fill district employee vacancies.

The DJUSD Strategic Plan encompasses community and organizational values, goals and commitments therefore members of the strategic planning committee should be good willed, reflective individuals who represent a wide cross section of the school district and Davis community.

Receive student demographic planning report and approve recommendation to use Conservative projection for planning purposes.

Davis Demographics & Planning, Inc. (DDP) will provide the Board of Education up-to-date information on the District’s student population projections.

Davis Demographics conducts annual student population projection updates for the District in an effort to be proactive by annually analyzing potential shifts in population in its early stages.  Continued enrollment updates allow the District to differentiate between new trends or recent anomalies and help the District to invest resources in the most effective way possible.

Three of the last four school years have seen resident student population decline.  From 2011-2012 to 2015-2016, resident student population declined by 226 K-12 students.  Meanwhile, out-of-district students increased by 230 students, keeping overall enrollment relatively stable over this time frame.  This trend appears to be ending or at least slowing down.  There was only a seven student increase in out-of-district students from 2014-2015 to 2015-2016.

An increase in positive mobility (positive net migration-in) from 2014-2015 to 2015-2016, also points to a change in trend.  While some families continue to relocate to areas outside of the District, more families are moving in than leaving.   Positive net migration along with the kindergarten enrollment in the 2015-2016 school year being the second largest in the last five years, points toward an increase in future K-6 enrollment and K-12 enrollment as a whole.

One of the most difficult portions of any projection is anticipating the timing of new housing unit occupation.  This can be further complicated as proposed development is going through the approval process.  With this in mind, DDP and District staff decided to create two different projections based upon new residential development.  In the following pages, there are Aggressive Development and Conservative Development projections, along with a Baseline projection with no development.

All three of the projections DDP calculated show gradual growth at all grade levels, especially K-6, over the 10-year timeframe.  Enrollment growth is driven by an increase in positive in-migration, increased kindergarten enrollment and planned residential development.  There has not been large residential development projects in the D.J.U.S.D. boundaries for several years, making it difficult to determine the exact number of students that new units will yield.  The actual amount of the growth cannot be accurately predicted until DDP can analyze student yields from these new units.

Over the next five years, the aggressive and conservative projections annual changes are approximately 100 or fewer students year over year.  With the aggressive projections dependent upon quick approval of proposed residential projects, Davis Demographics recommends using the Conservative projection for facility planning.

There is no specific impact. Possible projections for potential changes +/- in LCFF revenues, student facilities needs and staffing to support student enrollment levels.

The next official budget report for the district is the Second Interim Report in March.  This budget report will include updates since the last budget, review of actuals to date and projections for next year using the January Budget proposals.  This report will include changes in budget projections for the current year as well as future year projections.

With the current economic recovery and the increase in State revenue, the District’s funding is on an upward trend with the rate of growth declining.  It is projected that K-12 education will continue to be funded above COLA through the new Local Control Funding Formula (LCFF) for the near future. This new funding methodology is targeted to State education goals and expectations for improvements in student achievement and other factors with a focus on under-served students (low socio-economics, and English language learners).  Districts are required to prepare and submit a formal educational plan (Local Control Accountability Plan) as part of the budget adoption process.

As the District looks forward with possible new revenues, the District has six major budget themes to understand and discuss as we plan for next year and beyond.

1. Projected state revenues
2. Managing deficit spending
3. Parcel tax revenues in the future
   1. Rate increases to cover cost increases (CPI adjustment)
   2. Renewal election (2016-17)
4. Pension costs
5. Employee compensation and collective bargaining
6. Staffing and Program changes
   1. Mandated state programs
   2. Program and services growth for LCFF Supplemental programs revenue as part of the Local Control Accountability Plan (LCAP)
   3. Curriculum Adoption and Standards
   4. Instructional Technology
7. Fund balance reserve components.

Staff will discuss the status of the budget with these themes and make recommendations on a course of action for the upcoming Second Interim budget and 2016-17 Adoption Budget.