Personnel Report No. 15-17 covers 3 Conversions from Temporary to Probationary Status, 1 Employment, 3 Probationary Employments, 2 Temporary FTE Increases, 2 Leaves of Absence, 1 Resignation, 2 Retirements, 1 Coaching Variable Services Agreement.

Classified Personnel Report No. 15-17 covers 8 Employments, 4 FTE Increases, 2 Promotions, 2 Retirements, 4 Resignations, and 2 Coaching Variable Services Agreements.

Approve the minutes of February 2, 4 and 16; and March 2, 2017.

Accept the proposed Bylaw amendments as a first reading, waive the second reading, and approve the revised Bylaws as presented. 

CSBA, through its Board Policy service, prepares comprehensive updates to insure compliance with statutory changes and/or provide clarity to existing policies.  By following CSBA guidelines, the District's Policies, Procedures and Bylaws incorporate the most up to date local/federal mandates and laws. As part of an ongoing process to keep the Board Bylaws up to date, the Superintendent will regularly bring proposed updated Bylaws to the Board for consideration. 

The 2016-17 Consolidated Application for Funding Categorical Aid Programs, Part II, was submitted to the California Department of Education. Submission of the Consolidated Application is reported to the Board of Education as an informational item.

FEDERAL PROGRAMS:

Title I, Part A Basic Grant

Title II, Part A Teacher Quality

Title III, Part A Immigrant Students

Title III, Part A LEP Students

The February 2017 submission of the Consolidated Application, Part II contained information about the LEA's entitlements for each funding source. From each federal program entitlement, LEAs allocate funds for indirect costs or administration for programs operated by the LEA at the district level and at school sites.

As mandated, the District English Learner Advisory Committee (DELAC) was apprised of the contents of the application at the May 2016 DELAC meeting. Consultations with private, non-profit school representatives occurred in June 2016. The 2016-17 Consolidated Application, Part I, was fully certified and submitted to the California Department of Education upon approval by the Board of Education on June 29, 2016.

The Williams Uniform Complaint requires that all school districts report to their governing board and to the County Offices of Education on a quarterly basis.  Ed Code 35186(d) states, “A school district shall report summarized data on the nature and resolution of all complaints on a quarterly basis to the county superintendent of schools and the governing board of the school district.  The summaries shall be publicly reported on a quarterly basis at a regularly scheduled meeting of the governing board of the school district.  The report shall include the number of complaints by general subject area with the number of resolved and unresolved complaints.  The complaints and written responses shall be available as public records.”

The quarterly report is attached.  This form reflects only the required reporting elements.

The Declaration of Need for Qualified Educators is an annual process which is guided by California Code of Regulations, Title 5, and requires all school districts that may need to use emergency permit teachers to estimate the number of emergency permits that may be needed in the upcoming school year. The estimate must be made public at the local governing board meeting. The estimate and governing board approval are sent to the Commission on Teacher Credentialing in an annual "Declaration of Need for Fully Qualified Educators."  If a current "Declaration of Need" is not on file with the Commission, no emergency permits will be issued for use in the school district for that year. 

The information listed on the Declaration of Need form (Attachment 1) represents estimates based on previous years’ actual needs and on enrollment projections for 2017-2018. If new information develops and the need should arise to seek emergency permits in areas not listed on the form, then the district may submit that information at a later time and the Commission would be able to grant emergency permits in those areas. 

It should be emphasized that these permits would only be sought in emergency cases. For example, it may be necessary to fill a position that may come open immediately preceding the opening of school or during the school year. In the high percentages of cases, the district is able to fill positions with fully-credentialed certificated personnel through the established recruitment and hiring process.

The Declaration does not impact the General Education or Categorical Fund.

Approval of Board Resolution No. 34-17: 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. 34-17 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. 

The reduction of 8.6203 FTE would reduce expenditures by approximately $400,000. Site Councils, PTA's and DSF may approve expenditures for the 2017-18 school year in the coming months which would allow the District to rehire employees affected by this reduction. 

Approve instructional calendars for the next three academic years, 2017-2018, 2018-2019 and 2019-2020.

The committee recommended the approval of the attached instructional calendars.  Highlights of the committee's recommendation for the 2017-18, 2018-19, 2019-20 instructional calendars include:

• School will begin on a Wednesday for each year, as this was the overwhelming preference of staff.

• The last day of instruction will be on a Thursday to allow for graduation at DSHS on Friday.

• In consideration of keeping spring break connected to UCD as regularly as possible, while acknowledging that many staff believe the duration of time between February holidays and Memorial Day is too long, the committee recommends that we alternate spring break times as follows:
  

In 2017-18, spring break connected to UCD (March 24- April 1), Easter April 1

In 2018-19, spring break connected to UCD (March 23-31), Easter April 21

In 2019-20, spring break (April 4-12), Easter April 12

The committee's recommendation was accepted by the Davis Teachers Association who voted to ratify the attached calendars on February 24, 2017.

The DJUSD Board of Education must also vote to ratify the calendars as stipulated in Article 7.8 of the DTA/DJUSD Collective Bargaining Agreement.

Authorize the destruction of Class 3 documents.

These Class 3 records have been retained for the legal period of time as per Article 2, Sections 16023 through 16028, of Title 5, California Administrative Code.  There is no further need to retain these records for use in the District, as they are being retained digitally. Permission is being requested to destroy the hard copy documents as noted on the attached list.

It is recommended that the Board of Education authorize the destruction of such documents.

Mitigates the cost of increasing physical storage facilities.

Accept the bid of Alaniz Construction, Inc. for the Hard Court Asphalt Repair Project as specified in the District’s Project No. 16-27 located at North Davis, Pioneer, Willett, Valley Oak and Cesar Chavez Elementary Schools and award the contract to Alaniz Construction, Inc. in the amount of $ 660,000.

The work associated with the Hard Court Asphalt Repair Project at five District elementary sites includes installation of asphalt concrete overlay, minor crack repair and pavement markings. This project will correct long-term drainage and walk surface problems and promote safe student access at various play events on the hard courts.

A Notice Inviting Bids for the project was published on February 17, 2017 and February 19, 2017 for the base bid with a bid submittal deadline of March 23, 2017 at 2:00 P.M.  A total of seven prospective bidders attended the mandatory pre-bid walk through conducted on February 22, 2017. 

The District received a total of four (4) bids at the bid opening with all bids evaluated for conformance with the bid requirements.  In review of all proposals, all were determined to be both responsive and responsible.  In further review of these bid proposals, the bid proposal submitted by Alaniz Construction, Inc., with a base bid value of $610,000 was deemed the apparent low bidder.  The next lowest bid was submitted by Western Engineering, Inc. with a base bid value of $670,768 which was also deemed responsive and complete. The established engineer’s estimate for the project was $800K.

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 and is expected to be funded from 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 $660,000 for the base bid price that includes a project contingency of $50,000.   

Accept the bid of Hometown Construction, Inc. for the HVAC and Controls Replacement Project (Phase II) specified in the District’s Project No. 16-22 located at Korematsu, Montgomery, Pioneer Elementary Schools and Holmes Jr. High School and award the contract to Hometown Construction, Inc., in the amount of $1,300,000.

The work associated with HVAC and Controls Replacement Project – Phase II includes the replacement of a total of 92 roof top and wall units having an average age of over 25 years at four sites.  Scope of work also includes the upgrading of the existing controls of 130 HVAC units to the District’s current standard (Delta Controls) which enables the maintenance department to have remote access for troubleshooting and scheduling. This Project will restore all HVAC units to current energy efficiency standards and is expected to realize a 30% reduction of annual energy costs.

A Notice Inviting Bids for the project was published on January 18 and 22, 2017 for base bid with a bid submittal deadline of March 16, 2017 at 2:00 PM.  A total of ten prospective bidders attended the mandatory pre-bid walk through conducted on January 25, 2017. The District received a total of five bids at the bid opening with the all bids evaluated for conformance with the bid requirements.  Staff reviewed the proposals and identified the bid proposal submitted by Hometown Construction to be the apparent low bidder. Hometown Construction, Inc.’s bid proposal, with a Base Bid value of $1,260,000, was deemed complete and responsive.  Dowdle & Sons submitted the next lowest bid that was responsive and complete at a Base Bid value of $1,347,000. The established engineer’s estimate for the project was $1.3M.

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.

Approve the Notice of Completion for the Campus Wide Painting Project at Harper Junior High School (PN’s 16-20).

On December 15, 2016, the Board accepted bid proposals submitted by Anchor Singh Painting and authorized the execution of contract agreements, and other acts relating to the Campus Wide Painting Project for Harper Junior High School.   The contract award value for Harper Junior High School was in the amount of $95,500 which included $10,000 in project contingency. 

Anchor Singh Painting has completed their contractual responsibilities, including punch list and all required project close-out documents for the project. Staff believes it is appropriate to approve the Notice of Completion at this time.

It is recommended that the Board of Education approve the Notice of Completion for the Campus Wide Painting Project at Harper Jr. High School.

No impact to the General Fund. This project was fully funded the Deferred Maintenance program, paid for by the COP borrowing for restricted facilities funds specifically for these painting projects.  Due to additional scope of work (not identified during project bid period, work was performed to complete these items utilizing the project contingencies for such additional work. The total cost for the Campus Wide Painting Project at Harper Jr. HS remains as awarded - $95,500.

On November 17, 2016, the Board approved Resolution No. 33-17 authorizing the approval of Lease Leaseback agreement with K&B Electric Inc. for the Proposition 39 – CA Clean Energy Jobs Act (2012), Lighting Retrofit Project at Emerson Jr. High School and Da Vinci Charter Academy.   The agreement value for this Proposition 39 project was in the amount of $358,291 which included $10,000 in project contingency.  Minor additions to the original scope of work necessitated the use of the project allowance and are tabulated in the financial summary sheet.

K&B Electric Inc. has completed their contractual responsibilities, including punch list and all required project close-out documents for the project. Staff believes it is appropriate to approve the Notice of Completion at this time.

It is recommended that the Board of Education approve the Notice of Completion for the Proposition 39 Lighting Retrofit Project at Emerson Jr. High School and Da Vinci Charter Academy Site.

This project was fully funded through the authorization by the California Energy Commissions’ Proposition 39 Program for restricted energy saving projects.  The funding is received through a State restricted General Fund revenue resource (6230 California Clean Energy Jobs Act) and paid on a reimbursement basis.The final cost for the Proposition 39 Lighting Retrofit Project at Emerson Jr. High School and Da Vinci Charter Academy Site is $358,291 as approved by the Board of Trustees.

Accept the gifts totaling $5,565 for this period presented for use in the District's programs.

The Board of Education gratefully accepts donations totaling $5,565, which have been received by the District since the March 2, 2017 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.

The governing board of a school district 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 and 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.

The Governor's January Budget proposal includes minimal additional revenue to fund the new Local Control Funding Formula (LCFF).  The Governor is projecting barely enough growth in the Proposition 98 guarantee to fund the small 1.48% cost-of-living adjustment (COLA) estimated for 2017-2018.  This leaves no room for additional gap closure, so the funded level of the Local Control Funding Formula (LCFF) would remain at 96% for 2017-2018.  As part of the new funding formula (LCFF), the districts are also required to develop a Local Control Accountability Plan (LCAP) concurrently with the budget.

For 2017-2018, the proposed budget contains net funding for LCFF growth that calculates to $770k (+1.2% per student) of possible on-going new funding next year.  This is a dramatic reduction from the previous revenue projections issued from the State Department of Finance (+3.6% per student, $2.3m) and does not cover statutory projected increased costs.  This lower revenue projection increases the District’s structural budget deficit.

The District’s current “positive” budget certification is based upon maintaining our existing level of programming and staff costs and spending down fund balance over the next three (3) years. The District will need to plan the use of projected increases in State LCFF revenue and future budget reduction actions to address structural deficit spending and to meet the future needs of the District for student programs, employee compensation and other operating expenditures while remaining fiscally solvent.

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

Hear an presentation on the implementation of the Strategic Plan and a report from the Annual Update that took place on Friday, February 24 and Saturday, February 25, 2017.  As part of the presentation, staff will recommend the following:

• Approve Strategy 1 - Professional Growth "Complete" (unless Strategy 5 is not approved.  In that case, continue with Strategy 1).
• Approve Strategy 2 - Technology and Physical Infrastructure as "On course and continue."
• Approve Strategy 3 - Assessment as "On Course and continue."
• Approve Strategy 4 - Student Goals and Redefine Success as "Veered off course, refocus and continue work."
• Approve Strategy 5 - Quality Human Resources as presented.

With the completion of Strategy 1, Strategy 5 will become our new Strategy 1.

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.

On February 24 and 25, 2017, Davis Joint Unified School District called together the 26-member group of administrators, teachers, parents, bargaining group members, city officials, community members and current students for a two-day strategic planning session.  The session marked the second annual update to the plan that was approved by the Board of Education in June 2014.  The outcomes of this gathering included reaffirmation of the District’s current beliefs, mission, objectives, strategies and parameters.  In addition, the committee took initiative to recommend a new strategy to create a comprehensive human resource system aimed at recruiting and retaining a “highly-qualified” and “diverse staff”; this in the face of fiscal challenges resulting from a new state finance formula that disadvantages Davis from its neighboring districts as well as large-scale retirements and teacher shortages.

The committee spent two days reviewing progress, hearing updates from district administrators and identifying areas for growth.  They also heard a presentation on the work of Action Team 5 led by Deputy Superintendent Matt Best.

Hear an update regarding the adoption recommendation for Preschool through 8th Grade  Common Core State Standards Instructional Materials in English Language Arts.  This item will come back to the Board of Education on May 4, 2017 for approval. 

The suspension of the adoption of instructional materials has aged our collection. Knowing that the Board of Education desires the district instructional materials, as a whole, present a broad spectrum of knowledge and viewpoints; reflect society's diversity; enhance the use of multiple teaching strategies and technologies; are current; and reflect the Common Core Standards, staff has brought this item forward to inform the Board of the recommendation from the TK-8th grade teacher pilot team for a Common Core aligned curriculum. 

As described in Board Policy and Administrative Regulations, new instructional materials must be effective learning resources to help students achieve grade-level competency and meet criteria specified by law. Textbooks, technology-based materials, and other educational materials shall be aligned with academic content standards and the district's curriculum to ensure that they effectively support the district's adopted courses of study. 

Estimated cost is $1.6 Million for these instructional materials and training.  Each purchase includes an additional five percent in anticipation of changes in enrollment and lost/damaged materials. This will be paid out of the Lottery Instructional Materials, one-time instructional materials, staff development, LCFF Supplemental Funds budgets and Title I.

Receive presentation and recommendations related to the AIM program and provide direction to staff.

Staff will provide a presentation regarding AIM program work and results for the 2016-17 school year, including information about the third grade Universal and rescreening assessments for AIM identification; the random selection process; the HOPE scale assessment pilot; the instructional differentiation program; resources and budget; relation to Board, Strategic Plan and LCAP goals; professional development, and recommendations for the 2017-18 school year.

Backup information will be posted early next week.

There are no financial impacts at this time.

In the interest of conducting the business of public education in a timely manner, there is a two or three-minute limit per individual speaker which, at the discretion of the board president, may be modified depending on the number of speakers.  A maximum of thirty (30) minutes for the comment period may be imposed.

In order to maintain a respectful public forum, members of the audience will please limit applause to occasions of student performance, employee recognition, and significant community contributions which are celebrated by everyone present.

During this public comment period, the law does not allow the Board of Education to take action on any item not explicitly posted on the agenda in advance.  However, Board members may ask for clarification, refer concerns to staff, and/or request that an item be placed on a future agenda. 

In compliance with the Brown Act regulations, Penny Pyle legally posted this agenda on  March 31, 2017.

In compliance with the American with Disabilities Act, if you need special assistance to access the Board meeting room or to otherwise participate during this meeting, including auxiliary aids or services, please contact the Superintendent's Office at (530) 757-5300 ext. 142. Notification at least 48 hours prior to the meeting will enable the District to make reasonable arrangements to ensure accessibility to the Board meeting.

Agenda Packets are available for review at the Davis Joint Unified School District office, 526 B Street (530-757-5300 x 142); or online at https://davis.agendaonline.net/public/davis.