Six cases

WCCUSD Negotiators: Superintendent Matthew Duffy and Assistant Superintendent Ken Whittemore for the following groups:
  a.    Employee Organizations
         -UTR
         -Local One
         -School Supervisors Association
         -WCCAA
 b.     Unrepresented Employees
         -Confidential and Management

Members of the public are invited to speak to the Board about any matter that is not otherwise on the agenda and is related to issues affecting public education in the WCCUSD.  Approximately 30 minutes will be allocated for this item.  If there are more requests to speak than can be heard within this time limit, “WCCUSD Public Comment” will continue after Item G.  Individuals wishing to speak must submit a “WCCUSD Public Comment” form prior to the beginning of this item on the agenda.  

Depending on the number of persons who wish to speak, from one to three minutes will be allocated to each speaker at the discretion of the President of the Board in order to accommodate as many speakers as possible.  The Board cannot dialogue on any issues brought before it by the public that have not been previously agendized, but may refer these to staff for response and/or placement on future agendas.

Consent Calendar Items are considered routine and will be enacted, approved and adopted by one motion, unless a request for removal, discussion or explanation is received from any Board member or member of the public in attendance. Items the Board pulls for discussion or explanation will be addressed following Section G.

Formal action is requested from the Board of Education to accept the grants/awards/agreements, as detailed on the attached sheet dated July 19, 2017. 

As noted per grants summary.

The District has received donations as summarized on the attached sheet dated July 19, 2017.  The estimated values for any non-cash donations (as indicated by an asterisk) are those provided by the donor.  Staff recommends acceptance of these donations.

As noted per donations summary.

Attached are the summaries of Payroll and Vendor Warrants issued during the month of June 2017.

                Total of payroll warrants (June 2017):        $ 14,917,746
                Total of vendor warrants (June 2017):        $ 28,562,806

Permission is requested of the Board of Education to approve the following contracts as detailed on the attached sheets dated July 19, 2017.

As noted per contracts summary.

Permission is requested of the Board of Education to approve the following contracts for services as detailed on the attached sheets dated July 19, 2017.

As noted per contracts summary.

This item serves to update the Board on the budget transfers that are needed in the building and construction funds.  The District’s Board Policy indicates that budgets are updated at the interim report periods. However, the VLS Audit Reports recommends (TC5, TC6) that the building funds be updated with the board more frequently.

Education Code 42600 allows for transfers to be made from the designated fund balance or the unappropriated fund balance to any expenditure classification or between expenditure classifications (major objects) at any time by written resolution of the board of education of any school district governed by a board of education. District staff has updated the budgets for Bond Fund 21.

In order to maintain proper accounting in object code accounts for various funds, budget revisions, resulting increases and/or decreases in appropriations for the 2017-18 fiscal year must be authorized by the Board through a resolution.

The resolution allows for the distribution of fund balance to establish budgets for: Riverside Elementary School $870,000; Fairmont Elementary School $637,950; Stege Elementary School $634,583; and, Montalvin Elementary School $250,000 for fiscal year 2017-18.  These amounts are within the Board Authorized Facilities Master Plan.

For Fund 21 there is a decrease of Fund Balance of $2,392,533.

Budget revision for Fund 21 – Bond Fund

The California Emerging Technology Fund awarded a grant of $25,000.00 to WCCUSD to match and support implementation of the grants received from Sprint to increase home broadband access for WCCUSD students and their families. 

California Emerging Technology Fund awarded grant of $25,000.00.

Public Contract Code sections 10298 and 10299 authorize the District, without further competitive bidding, to utilize contracts, master agreements, multiple award schedules, cooperative agreements, or other types of agreements established by the Department of General Services for use by school districts for the acquisition of information technology, goods, and services.

The District intends to enter a California Multiple Award Schedules ("CMAS") Purchase Agreement with Ojo Technologies in order to avail itself of the benefits and protections of the CMAS program to purchase IP video surveillance system with associated hardware and installation at Lake Elementary School sites ("Project"). Ojo will contract to provide the equipment the District needs pursuant to the CMAS program requirements. The total cost of the Project is $50,020.66.

$50,020.66

The Consolidated Application is the vehicle used by the California Department of Education to gather routine district data regarding categorical programs and compliance with Federal requirements.

The Consolidated Application includes basic information about student demographics which is used to report and calculate state and federal allocations for Title I, Title II, Title III, Title III – Immigrant support.

Routine personnel changes include actions to hire, promote, or terminate classified employees in accordance with appropriate laws, established policies and procedures.

None

This new job description is an update to the current position of California Special Education Management Information System (CASEMIS) Technician.

The Special Education  department  has requested a job description that accurately reflect the current tasks, duties and responsibilities being performed by this position.  The tasks, duties and responsibilities for the Special Education Information Systems Technician have evolved since the last job description was adopted by the Board of Education in 2007.   

This new revised job description will perform under minimal supervision, provides complex and technical administrative operations and support of the Special Education Information Systems. Analyzes Special Education Information Systems data to prepare or assist in preparing legally mandated reports as well as making programmatic recommendations to the SELPA Director; generates, prepares and transmits complex technical state-mandated reports both manually and via computer; liases, collaborates and communicates with state and federal offices, district staff and other stakeholders regarding data/reports produced from the Special Education Information Systems.

The Special Education department has reviewed and approved the job description.  The district has met all Education Code and contractual requirements in negotiating the updated  job description and commensurate salary with Teamsters Local Union No. 856.  

$7,147.53 - General Fund

This revised  job description is an update to the current position of Utility Worker.

The Maintenance/Operations  department  has requested a job description to accurately reflect the current tasks, duties and responsibilities being performed by this position.  The tasks, duties and responsibilities for the Utility Work-Operations have evolved since the last job description was adopted by the Board of Education in 1977.   

This new revised job description will perform under supervision, to assist in the receiving, storing, and issuing of Operations supplies and equipment; to drive a truck; to deliver supplies and equipment to all schools; open up schools in the morning; reports safety, health and fire hazards.

The Maintenance/Operations department has reviewed and approved the job description.  The district has met all Education Code and contractual requirements in negotiating the updated job description and commensurate salary with Teamsters Local Union. No. 856.  

None - there is no new cost to the District as a result of updating the job description.

Staff is seeking ratification of a Change Order on the following current District construction project:  Pinole Valley High School New Campus. Board ratification is required under state law in order to process the contract adjustment and complete payment.

In accordance with Public Contract Code 20118.4, the Board, by ratifying these Change Orders, finds that it would have been futile to publicly bid the work in question because of the tight time frames to complete this work without affecting the operations of the District, and that the public is best served by having this work completed by the contractor on the project.

Total ratification by this action: $62,686. Funded from Bond Fund. The change order is within the Board Approved Site Budget.

Staff is seeking ratification of a Change Order on the following current District construction project:  Fairmont Elementary School Exterior Painting. Board ratification is required under state law in order to process the contract adjustment and complete payment.

In accordance with Public Contract Code 20118.4, the Board, by ratifying these Change Orders, finds that it would have been futile to publicly bid the work in question because of the tight time frames to complete this work without affecting the operations of the District, and that the public is best served by having this work completed by the contractor on the project.

Total ratification by this action:  $9,250. Funded from Fund 01, General Fund.

Staff solicited bids per the California Uniform Public Construction Cost Accounting Act (CUPCCAA) Resolution #90-0809, approved by the Board on May 20, 2009. The resolution allows public projects under a State defined value to be performed by negotiated contract. The resolution further allows the Governing Board to delegate authority to award informal contracts to specific staff members (e.g. Superintendent, Superintendent’s designee). 

 Total for this action: $1,027,366.62.  Fund 01 ($660,046.02), Fund 21 ($82,716), Fund 25 ($243,473.93), and Fund 40 ($41,130.67).

The Board is being requested to take action to approve the Bond Program Site Budget Authorization for the Facilities Master Plan Projects approved by the Board that are commencing in 2017-2018.

On October 19, 2016, the Board approved the Bond Program Site Budget Authorization for the Facilities Master Plan Projects commencing in 2016-2017. There are three sites with projects for which planning and/or construction will need to commence during the 2017/18 fiscal year.  Accordingly, the Bond Program Budget Authorization is being adjusted by $12,800,000 to reflect the Facilities Master Plan projects commencing in 2017/18 as shown below.  The Board approval will allow staff to enter budgets into the multi-year function in our MUNIS financial system.  District staff will provide updates on these projects at a later date.

Contracts and amendments have been initiated by staff using previously qualified consulting, engineering or architectural firms to assist in completion of the referenced projects. Public contracting laws have been followed in initially qualifying and selecting these professionals.

Total for this action: $172,609.  Funding sources are Fund 21 ($100,209), Fund 01 ($49,900), and Fund 25 ($22,500). All proposed contracts and amendments are within the Board approved budget.

The scope of work for this project includes renovation of existing welding shop, pre tech lab, and adjacent rooms into a full service metal shop with classroom suitable for high school and vocational education. In addition to new floor, wall, and ceiling finishes, the new metal shop would include the mechanical and electrical improvements to facilitate installation of owner provided contractor installed shop equipment.

The District conducted a public re-bid process for the project. Bids were opened on June 19, 2017. Two contractors submitted a bid: HM Construction, Inc. $819,100; Streamline Builders $847,900.

After reviewing the Bid, the District determined the Bid from the lowest, responsible, responsive bidder exceeds the available budget for the project.  District staff recommends the project be rebid with enhanced scheduling and cost efficiencies to meet the available budget.

The scope of work for this project includes removal of existing wood sleepers, plywood deck, carpet and waterproofing in areas identified on the drawings. Install new mortar waterproofing system over new topping slab.

The District conducted a public bid process for the project. Bids were opened on July 11, 2017.  Two contractors submitted a bid: John Clay General Engineering Contracting, Inc. $53,600; A&E Emaar $66,700.

Contract completion is anticipated August 2017.

$53,600. Funded from Fund 21. The contract is within the Board Approved Site Budget.

The Williams Lawsuit requires that a quarterly report be brought before the Board of Education reflecting the number of complaints filed with any school in the district during a particular quarter. This report reflects the time period from April 1, 2017 through June 30, 2017.

None

Academic Subcommittee                              Safety and School Climate Committee
Bayside Council PTAs                                     School Supervisors Association Local 21
Citizens’ Bond Oversight Committee            Teamsters Local 856
Facilities Subcommittee                                Technology Subcommittee
Governance Subcommittee                          United Teachers of Richmond
Ivy League Connection                                 West Contra Costa Administrators Association
                                                                      Youth Commission

The District would like to take time to recognize the contributions of members of our school community who have passed away.  The District requests the community to submit names to be reported as a regular part of each agenda.

Fifth grader Ryan Wong, who attended Washington Elementary, died as the result of an auto accident.  He attended summer school at King Elementary.

Typist clerk Bobbi Griggs, work experience clerk at El Cerrito High, passed away in May.  She began her career in the District as a substitute instructional aide in 1996 and became a typist clerk in 2002.

George Austin, longtime teacher and coach at El Cerrito High passed away.  Mr. Austin began his career in the District in 1983 and retired in 2014.  He remained active in the community and at the school, coaching the football team to the second round of NCS playoffs last season while serving at the school’s athletic director.

Our thoughts go out to the family and friends in the loss of their loved one.

None

Blake Boehm of KNN Public Finance will present the Board with an update on the current bond refunding and timeline of activities.  

None

On Friday, May 5, 2017, Invictus founder Gautam Thapar submitted a Charter Petition for a middle and high school. The public hearing took place on Wednesday, June 14, 2017. Invictus Academy of Richmond proposes to open in 2018 academic year with approximately 128 students in 7^th grade. On full enrollment in 2025-2026, the petitioners intend to serve 768 students in 7th through 12^th grades.

Staff Findings of Fact and Recommendation attached. 

The Adult Education Representatives and the West Contra Costa Unified School District wish to meet and negotiate the following items:

               1) Serra Site
                        2) Pay increase
                        3) Paid Holidays
                        4) Prep Time
                        5) Substitutes
                                 A)  Right to substitutes
                                 B)  Hiring substitutes

Pursuant to the Educational Employment Relations Act, the joint initial proposal of West Contra Costa Unified School District (WCCUSD) and Adult Education Representatives will be presented, at which time the public is allowed to comment on this proposal.  A copy of the proposal is attached to the Board meeting agenda and is available on the District’s webpage.

That the Board of Education hold a public hearing of the joint initial bargaining proposal with Adult Education Representatives.

Board Adoption of the Joint Initial Bargaining Proposal

Following the public hearing on its joint initial bargaining proposal, the Board of Education will be asked to adopt the joint proposal of the Adult Education Representatives and the District for the 2017-2018 agreement.

The Governance Subcommittee has committed to reviewing the Governance Handbook, Committee Structure, and Board Policies in order to keep pace with administrative changes.  At its March 2, 2017, April 18, 2017, and May 17, 2017 meetings, the Subcommittee received public input and held discussion. 

The Governance Handbook, Board committee structures and Bylaw revisions in this packet have been reconciled to incorporate recommendations provided by the Governance Subcommittee.  These items were provided to the Board at its June 28, 2017 meeting for consideration.

None

Pursuant to Board direction, all change orders that cause a contract’s cost to exceed ten percent (10%), or are of an individual value of $250,000 or more, will be considered for action separately from change orders not meeting these criteria.

The Madera Elementary School Kindergarten portable classroom contract requires additional cost for the Division of the State Architect permit fee and to provide hot water to the sink. The additional cost will increase the total contract’s change order percentage that currently exceeds ten percent. It would be futile to publically bid the work in question because of the tight time frames to complete this work without affecting the operations of the District, and that the public is best served by having this work completed by the contractor on the project. The additional cost is within the Board approved Project budget.

 $4,738.20 Funded from Fund 25 (Developer Fees).

The District currently has bonds outstanding under separate voter approved GO bond authorizations. Each bond authorization has its own tax rate target based on the tax rate statement presented to voters at the time of election. The District Board of Education has made it a priority to maintain tax rates at or below the targeted levels presented to the voters at the time of each of the elections, to the extent possible consistent with the principles of prudent debt management. We believe that setting up a reserve has been a key factor in allowing the District to meet this goal over the last several years in a difficult economic environment.

The District is requesting that the County set the 2017/2018 tax rates at the targeted levels of $60.00 per $100,000 in assessed value for 2002 Measure D bonds, $60.00 per $100,000 of assessed value for 2005 Measure J bonds. The District Board may decide to issue additional series of 2012 Measure E bonds and 2010 Measure D bonds in either Fiscal Year 2017-18 or Fiscal Year 2018-19, to be determined by the Board at a future meeting. The District desires to structure these bonds to achieve the 2017/2018 tax rate of $48.00 per $100,000 of assessed value. The District is requesting that the County set the tax rate at $48.00 per $100,000 for the 2010 Measure D and 2012 Measure E bonds.

Following adoption, a copy of the Resolution  will be provided to the County Treasurer in order to confirm the levy during the 2017-18 fiscal year.  

None

Lovonya DeJean Middle School - August 9, 2017

At 10:00 PM, any items remaining on the agenda that require immediate attention will be moved to this time.  All other items will be tabled to another or the following Board meeting in order to make fair and attentive decisions.  The meeting will adjourn at 10:30 PM.  The meeting may be extended by a majority vote of the Board of Education.