Approve Certificated Personnel Report No. 16-16 which covers 4 Leaves of Absence, 1 Resignation, and 1 Variable Services Agreement. An addendum may include up to 2 employments, 5 resignations and 10 Variable Services Agreements.

Approve Classified Personnel Report No. 16-16 which covers 1 Employments, 3  FTE Increases, 1 reclassification, 4 resignations, and 5 Variable Services Agreements. An addendum may include up to 5 additional Variable Services Agreements 5 Employments and 2 Resignations.

Approve the Davis Adult School Coordinator job description, as presented.

The Davis Adult School has continued to evolve over the past several years and with the state prioritizing an adult education and community college consortium the need for this specialized position has arisen. CSEA has vetted this job description.

The approval of this job description does not have an impact on the District or Adult Education budget. However, the Davis Adult School will be advertising for a part time Adult School Coordinator in the near future, which is included in the Adult Education budget.

Approve the CSEA Salary Schedule that reflects a 2% ongoing increase effective July 1, 2016.

This 2% salary increase is reflected in the current proposed budget for the Davis Joint Unified School District.  The cost to the General Fund for CSEA employees salary increase is approximately $318,000 in 2016-17.

The district negotiated a 2% salary schedule increase for 2016-17 in a multi-year agreement for all employees.

This 2% salary increase is reflected in the current proposed budget for the Davis Joint Unified School District.  The cost to the General Fund for Administrative Leadership Team salary increase is approximately $94,000 in 2016-17.

Approve classified substitute rates that reflects an ongoing 2% increase effective July 1, 2016

The district negotiated a 2% salary schedule increase for 2016-17 in a multi-year agreement for all employees, this action will increase substitute rates correspondingly.

This 2% salary increase is reflected in the current proposed budget for the Davis Joint Unified School District.  The cost to the General Fund for this classified substitute rate increase will be approximately $8,000 in 2016-17.

Approve certificated substitute rates that reflects an ongoing 2% increase effective July 1, 2016

The district negotiated a 2% salary schedule increase for 2016-17 in a multi-year agreement for all employees, this action will increase substitute rates correspondingly.

This 2% salary increase is reflected in the current proposed budget for the Davis Joint Unified School District.  The cost to the General Fund for this certificated substitute rate increase is approximately $13,000 in 2016-17.

Approve the Civil Engineering Design Services Agreement with Laugenour & Meikle Civil Engineering

On May 1, 2014, the Board approved the financial plan to address the funding of deferred maintenance projects throughout the district through a Certificate of Participation (COP). The District has completed its highest priority projects during the 2015 summer and is looking to commission design services for the next round of deferred maintenance projects. The staff parking lot located at Cesar Chavez Elementary School is in need of significant repairs to maintain student/staff safety.  This project was identified as a second tier priority for capital projects to be funded from the Certificate of Participation (COP) funds.

Laugenour & Meikle Civil Engineering will coordinate all aspects of design including:  topographical survey, subsurface soil investigations, ADA parking & access compliance, site grading, drainage and paving plans and full set of bidding documents in accordance with general engineering standards. This project is not expected to require Division of State Architects Office review or approval.

The attached agreements are to provide the engineering services in general engineering practices for design standards for storm drainage, vehicle movement, pedestrian safety, and access compliance.

Time is of the essence so the construction portion of this project can be started and completed over the 2016 summer break.

The estimated project budget for pavement resurfacing work at Cesar Chavez Elementary School is $295,000.  The Civil Design Services Agreement of $29,200 is within the normal range for a project of this scope and complexity.  Costs associated with these projects will be paid for by the COP borrowing for restricted facilities funds specifically for these deferred maintenance projects.

The work associated with this painting project is for all campus buildings with the exceptions of the quad shade structure.  Scope of work includes but not limited to: pressure washing of all on exterior wall surfaces, masking and surface protection with three coats of new primer/paint with painting of all exterior surfaces. Other minor wood repairs are also included.  This project will restore all exterior surfaces to uniform color scheme and provide a long lasting exterior protection to weather related damages.

A Notice Inviting Bids for the project was published on February 7 and14, 2016 for base bid with a bid submittal deadline of March 4, 2016 at 2:00 PM.  A total of 22 prospective bidders attended the mandatory pre-bid walk through conducted on February 18, 2016. The District received a total of 15 bids at the bid opening on March 4, 2016, with the all bids evaluated for conformance with the bid requirements.  After a review of all proposals and a detailed analysis of each proposal, the base bid proposal submitted by Horizon Brothers Painting (initially ranked #1 low) was deemed the apparent low bidders with a base bid price of $47,150 with a project contingency of $10,000.  The next initially low ranked bid submitted by D&D Painting (#2 at $51,000) was deemed complete.  The proposal submitted by Cal-Inc. (#3 at $67,953) failed to include required bid documents such as a Bid Bond, Workers Compensation Certificates and Non-Collusion Affidavit which made their bid non-responsive. The architect’s estimate for the project was $90,000.

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 to 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 award value is $57,150 for base bid price plus project contingency to Horizon Brothers Painting.   

The work associated with this painting project is for all campus buildings with the exceptions of the MPR and Child Development Building. Scope of work includes but not limited to:  pressure washing of all on exterior wall surfaces, masking and surface protection with three coats of new primer/paint with painting of exterior parking lot poles. Other minor wood repairs are also included.  This project will restore all exterior surfaces to uniform color scheme and provide a long lasting exterior protection to weather related damages.

A Notice Inviting bids for the project was published on February 7 and 14, 2016 for base bid with a bid submittal deadline of March 4, 2016 at 2:00 PM.  A total of 22 prospective bidders attended the mandatory pre-bid walk through conducted on February 17, 2016. The District received a total of sixteen bids at the bid opening on March 4, 2016, with the all bids evaluated for conformance with the bid requirements.  After a review of all proposals and a detailed analysis of each proposal, the Base Bid proposal submitted by Horizon Brothers Painting (initially ranked #1 low) was deemed the apparent low bidders with a Base Bid price of $52,150 with a project contingency of $10,000.  The next initially low ranked bid submitted by Cal-Inc. (#2 at $53,262) failed to include required bid documents such as a Bid Bond, Workers Compensation Certificates and Non-Collusion Affidavit which made their bid non-responsive. The next lowest ranked bidders Bayview Painting (#2 at $59,440) and D&D Painting (#3 at $64,000) were deemed complete. The architect’s estimate for the 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 to 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 Award value is $62,150.00 for Base bid price plus project contingency to Horizon Brothers Painting.   

The work associated with this painting project is for all campus buildings with the exceptions of covered walkway structures. Scope of work includes but not limited to:  pressure washing of all surfaces, masking and surface protection with three coats of new primer/paint with removal of any vegetation on exterior wall surfaces. Other minor wood repairs are also included.  This project will restore all exterior surfaces to uniform color scheme and provide a long lasting exterior protection to weather related damages.

A notice inviting bids for the project was published on February 7 and 14, 2016 for base bid with a bid submittal deadline of March 4, 2016 at 2:00 PM.  A total of 22 prospective bidders attended the mandatory pre-bid walk through conducted on February 18, 2016. The District received a total of 12 bids at the bid opening on March 4, 2016, with the all bids evaluated for conformance with the bid requirements.  After a review of all proposals and a detailed analysis of each proposal, the base bid proposal submitted by D&D Painting (initially ranked #1 low) was deemed the apparent low bidders with a base bid price of $65,000 with a project contingency of $10,000.  The two next initially low ranked bids submitted by JPB Design (#2 at $67,000) and Cal-Inc. (#3 at $73,833) failed to include required bid documents such as a Bid Bond, Workers Compensation Certificates, or a Non-Collusion Affidavit which made their bids non-responsive. The architect’s estimate for the 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 to 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 Award value is $75,000.00 for Base bid price plus project contingency to D&D Painting.   

This work is associated with the removal of existing paint and painting of all campus buildings, with the exceptions of Buildings P and J. The scope of work includes but is not limited to:  removal of existing paint, pressure washing of all surfaces, masking and surface protection with three coats of new primer/ paint with anti-graffiti coating at all exterior brick veneer.  Other minor wood over hang demolition is also included.  This project will restore all exterior surfaces to uniform color scheme and provide a long lasting exterior protection to weather related damages.

A notice Inviting bids for the project was published on February 7 and 14, 2016 for base bid with a bid submittal deadline of March 4, 2016 at 2:00 PM.  A total of 22 prospective bidders attended the mandatory pre-bid walk through conducted on February 17, 2016. The District received a total of 11 bids at the bid opening on March 4, 2016, with the all bids evaluated for conformance with the bid requirements.  After a review of all proposals and a detailed analysis of each proposal, the base bid proposal submitted by Horizon Brothers Painting (initially ranked #3 low) was deemed the apparent low bidders with a Base Bid price of $136,150 with a project contingency of $10,000.  The two initially low ranked bids submitted by Cal-Inc. ($95,738) & JPB Design ($103,000) failed to include required bid documents such as a Bid Bond, Workers Compensation Certificates, or a Non-Collusion Affidavit which made their bids non-responsive. The architect’s estimate for the project was $180,000.

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 to 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 Award value is $146,150.00 for Base bid price plus project contingency to Horizon Brothers Painting.   

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:

All West Coachlines,  

Adobe Systems, Inc.

FleetNet

Southern Oregon University Housing

Accept the gifts totaling $1,730.14 for this period presented for use in the District's programs.

The Board of Education gratefully accepts donations totaling $1,730.14 which have been received by the District since the March 3, 2016 Board of Education meeting.  A summary amount of gifts received is included in the Board packet.

The amount of the cash gifts will be a budget revision for the board approved budget under local grants and donations.

Davis Joint Unified School District currently has two instructional parcel taxes (Measures C and E) and both parcel taxes will sunset June 30, 2017.  The two parcel taxes currently support $9.5 million or 12% of the total General Fund Budget. 

At the direction of the Governing Board, the Parcel Tax Subcommittee initiated the process of acquiring a polling service to conduct a survey of the Davis community to assist in determining the terms of the upcoming Parcel Tax Measure.

Based on a brief Request for Proposal (RFP), the Parcel Tax Subcommittee contacted three firms, two of which responded and were interviewed.  Based on the information provided by the polling firms, the subcommittee is recommending EMC Research to provide the requested services.   

EMC brings nearly thirty years of experience and expertise in working on successful education revenue measures.  Their professionals have conducted voter surveys on behalf of school districts throughout California as the districts have sought to secure funding for educational and capital improvements.  In addition, they have direct experience polling district voters on behalf of DJUSD since they conducted the polling for Measure W in 2008.

Representatives from EMC Research will present a plan to the Parcel Tax Subcommittee during the month of March with recommendations for polling the Davis community about our proposed parcel tax. They will present the results for the Board's review and discussion in April.

The fiscal impact to the District will be approximately $24,000.

The work associated with the ADA Parking/Walkway Improvements and Plaza Courtyard at North Davis Elementary School is needed to correct primary ADA parking stall, 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 with replacing tress with suitable types for better shading.

A Notice Inviting Bids for the project was published on January 17 and  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 deemed the apparent low bid with a Base Bid price of $119,250 with a project contingency of $15,000 for a total price of $134,250.  The architect’s estimate for this project was $120,000.

On February 26, 2016, Sunrise Grading & Paving issued a written request to withdraw their bid claiming a mathematical error was made in preparation of their bid.  On the same day, the District responded with a request for additional documents relevant to their claim.  The District received a reply to these request on March 1, 2016 outlining the error in Sunrise’s bid calculation which was reviewed in accordance with Public Contract Code 5103(d).  After discussions with District’s Legal counsel, it was determined that honoring Sunrise’s request for withdraw of their bid was indeed justified and appropriate.

Since the remaining two subsequent bids received were well above the District’s budget for this project, it is recommended that the Board of Education reject all bids and authorize staff to re-bid the project.

The rejection of all bids and re-bidding of this project will have no fiscal impact to the General Fund. All actions relating to 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.

Receive and approve the DJUSD Second Interim budget report.

The governing board of school districts is required to certify, on the Second Interim, that the District is able to meet its financial obligations for the remainder of the fiscal year as well as the next two fiscal years. The certification shall be based upon the Board's assessment of the District's probable cash within the County Treasury and the District’s unrestricted fund balances that will be available for meeting obligations.

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 underserved students (low socio-economics, 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.

In January, the Governor released the proposed state budget for 2016-2017. If approved, this could increase the District’s annual funding by $2.6 million and provide $1.6 million in one-time discretionary funds. As noted in past meetings, even with this projected increase next year and expectations of future increases, demands for these new funds are significantly higher.

The District’s current “positive” budget certification is based upon maintaining our existing level of programming and staff costs and spending down fund balance. The District will continue to implement the plan to use anticipated increases in State LCFF revenue to eliminate deficit spending while being able to meet the future needs and costs of the District.

The next budget submission will be the 2017 Adoption Budget in June. 

Financial impacts are described within the budget presentation.

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.

As a result of the Safety Report given in spring 2015, the Board of Trustees requested that a comprehensive security assessment be completed during the 2015-2016 school year.  Business Protection Specialists (BPS) visited campuses and district facilities in fall 2015 and have provided a security assessment report.  This presentation will provide a summary of the BPS findings, recommendations, and next steps for our district.

Education Code 32286 and Board Policy 0450 states that all school sites must maintain a comprehensive safety plan to ensure that students and staff are safe and secure on campus and are free from physical or psychological harm.  Beginning in September of each new school year, the Student Support Services Department works closely with sites to update their plans, conduct safety drills, and implement an emergency communication drill procedure.  The plans must be reviewed and updated by March 1 of each year and approved by the Governing Board.

The Davis Senior High School Comprehensive School Safety Plan is an example of the full safety plan each school site must maintain.  Safety Plans at all sites are the same with the exception of specific pages.  The remaining attachments for each school site include only those pages with site specific information.

Staff and the CTE/STEA²M Superintendent's Advisory makes the following recommendations:

1. Provide targeted professional growth and additional opportunities for curriculum articulation.
2. Increase Career Technical Education Coordinator time by 0.2 FTE, in addition to the current 0.2 FTE already supported by the Local Control Accountability Plan.
3. Explore funding for an Internship Coordinator position, using existing staffing, as we develop the master schedule.
   

These three recommendations will advance the objectives pursued by the CTE/STEA²M Superintendent's Advisory.

On February 4, 2016, the Board of Education heard and update on the work of the Superintendent's Career Technical Education/Science, Technology, Engineering, Agriculture, Arts, and Mathematics Advisory Committee.  Since that time, staff has shared Board priorities and comments with the Advisory so that specific recommendations could come forward that reflect Board interest.  This presentation will provide the Board with the updated recommendations.

Davis Joint Unified School District holds ongoing efforts to advance academic excellence throughout its curricular offerings.  Davis Joint Unified School District understands the need for students to develop sophisticated technical, academic, critical thinking, and problem solving skill sets that will allow them to flourish in post-secondary endeavors of college and careers.

Davis Joint Unified School District is committed to Career Technical Education (CTE) and Science Technology Engineering & Mathematics (STEM) preparation as can be noted by the variety and scope of curricula that is offered.  In its efforts to expand, enhance, and improve CTE/STEM offerings, Superintendent Roberson directed special attention toward six specific objectives for the 2015-2016 school year:

• Qualify Davis Senior High School as a national STEM school;
• Integrate STEM thinking in to the school curriculum;
• Increase student interest and participation in CTE/STEM
  courses;
• Design, develop and expand CTE/STEM pathways and offerings at Davis Senior High School and other schools in the district;
• Build a CTE/STEM community support network for students and teachers;
• Seek CTE/STEM related internship opportunities for students.

To assist in the efforts, the Superintendent called for a committee to convene for the specific purpose of developing recommendations on how we may best achieve stated objectives.  In July of 2015, a call went out and invitations were sent to stakeholders and individuals with specific expertise in developing, implementing and supporting CTE/STEM programs.   The Superintendent gathered a talented team of Davis teachers, parents, students, UC Davis and community college partners, STEM related business professionals, and other industry leaders. 

The talented group met for the first time on August 18, 2015 and formed our DJUSD CTE/STEA²M Advisory Team.  A list of committee members is included in the appendix of this document.  During the first few sessions, members were asked which additional stakeholders could be invited to benefit the work of the group.  Additional invitations were transmitted and attendance grew helping assure a broad range of stakeholder perspectives were included and that all areas of expertise desired were represented.

Another element of this work is the consideration and guidance of the California Career Technical Education Model Curriculum Standards.  Progress towards these standards is expected as part of our Career Technical Education funding.

Finally, it is also important to consider funding support and requirements which is currently available through our Northern California STREAM Pathways Consortium and the Central Region Agriculture Education Pathways Grant.

On March 1, 2016, the Advisory reconvened to prioritize the recommendations from the initial report based on comments from the Board of Education.  Below are the priorities for each objective:

To integrate STEA²M thinking across the school curriculum, the advisory recommends support for professional growth in Career Technical Education, Curricular Integration, and CTE/STEA²M.

To increase student interest and participation in CTE/STEA²M  courses, the advisory recommends:

1. Support for the CTE coordinator
2. Development of PTA/PTO Community supported Career Days at all junior high schools;
3. Continue to expand the Electives Road Show.

To design, develop and expand pathways, the advisory recommends that we:

1. Provide time to articulate programs vertically and horizontally and between junior high schools, high schools, and post secondary programs;
2. Develop a funding plan to address facility needs of current programs and align to current industry standards
3. Identify, promote, and communicate integrated core courses (physics, math, art) with CTE/STEA²M to contribute to pathway development;
4. Provide industry pathways and course specific professional development to teachers.

To build a CTE/STEA²M  community support network for students and teachers, the advisory recommends:

1. Establish a standing CTE/STEA²M Advisory Committee to provide guidance to the district.
2. Provide flex time in CTE/STEA²M teachers' schedules to meet with industry, network, and work on mandatory projects unique to their program areas.

To provide CTE/STEA²M related internship opportunities for students, the advisory recommends;

That we create a position that is the District liaison to community and industry on internship matters.

Designate $8,000 Professional Growth funds within the professional growth budget.

Work with Davis Senior High School to identify staffing to support the coordinator positions.  These would be in addition to the 0.2 FTE already established through the Local Control and Accountability Plan.

Hear a recommendation on program changes at the secondary level.  This item will come back to the Board of Education, on Consent, for approval at a future meeting.

On an annual basis, staff bring new course proposals and program changes to the Board of Education for consideration.  This presentation brings a new course, Vertenary Science forward.  This course description has been through the Career Technical Education department at Davis Senior High School and has been reviewed by the DSHS Curriculum Committee.

Approval of Board Resolution No. 48-16: Ordering Elimination or Reduction of Classified Positions for Lack of Work or Lack of Funds, and or directing the Superintendent to notify Classified employees of layoff.

The District must annually eliminate classified FTE funded through revenue sources which are uncertain for the following year (i.e., PTA, Site Council, Title I, EIA and DSF funded positions).  It is recommended that the Board of Education approve Resolution No. 48-16 ordering the elimination or reduction of positions for lack of work or lack of funds, or both, and direct the Superintendent to notify classified employees of layoffs not less than 60 days prior to the effective date of the elimination of these positions.

This reduction would reduce expenditures by approximately $280,000. Site Councils, PTA's and DSF may approve revenue allocations for some of this FTE to return for the 2016-17 school year in the coming months.

Approve the employment contract addendum between the Davis Joint Unified School District and Associate Superintendent of Administrative Services Matt Best.

The current contract for the Associate Superintendent of Administrative Services expires June 30, 2017.  This contract addendum will extend the length of Associate Superintendent Best's employment.  Updated 03-14-16:  The Board will continue its contract discussion in Closed Session and the final contract will be available prior to Open Session on Thursday evening.  . 

Approve the employment contract addendum between the Davis Joint Unified School District and Associate Superintendent of Instructional Services Clark Bryant.

The current contract for the Associate Superintendent of Instructional Services expires June 30, 2017.  This contract addendum will extend the length of Associate Superintendent Bryant's employment.  Updated 03-14-16:  The Board will continue its contract discussion in Closed Session and the final contract will be available prior to Open Session on Thursday evening.   

Approve the contract for Kevin French as Interim Superintendent as presented.

At its meeting of March 3, the Board of Education appointed Kevin French as Interim Superintendent beginning April 1, 2016.  The attached contract defines the term and provisions of employment for Mr. French.