NOTICE OF REGULAR BOARD MEETING VIA TELECONFERENCE

As authorized by Governor Newsom’s Executive Order N-29-20, dated March 17, 2020, the Alvord Unified School District will conduct all meetings of the Governing Board via teleconference until further notice. The meetings will be live streamed via YouTube: Click Here

Pursuant to Executive Order N-29-20, the Governing Board will take public comment. All public comments must be submitted in writing in advance of the meeting. Please submit your written public comments to: 2Superintendent@alvordschools.org no later than 9:00 a.m. on July 16, 2020.

During the Governing Board meeting, written public comments received in a timely manner will be read for the Governing Board.  Pursuant to Board Bylaw 9323, public comment period will be limited to twenty (20) minutes.  Duplicative public comments will not be read during the meeting.  However, all written public comments will be provided to the Governing Board in advance of the meeting.

Board ratification is requested for Purchase Order List Number 1 for the period of 06/01/2020 – 06/22/2020 

Number of District Purchase Orders submitted is: 11
RATIONALE:

#B1006178 - #B1006178
#P2056109 - #P2056118

FISCAL IMPACT:  $108,585.33 (various funds)

Staff recommends the approval of the Warrant Listing for the time period of May 1 thru 31, 2020, in the amount of $6,711,417.60

Receive Report of Receipts for May 1, 2020 thru May 31, 2020, in the amount of $258,452.40. This amount includes routine deposits for reimbursements, health and welfare contributions, donations and grant funds received. 

The District’s Report of Receipts reflects monies received, which includes deposits for reimbursements, health and welfare contributions, donations and grant funds received. 

These funds when received, are applied to the appropriate budget and financial accounts. They are then deposited into the District’s Cash Clearing Bank Account and a check is written to the Riverside County Office of Education for deposit to the Galaxy Financial System.  A sequential number is assigned to each receipt and once the checks have cleared through the bank account, the items are posted to the financial accounts.

The enclosed financial report is the monthly update of the District’s Report of Receipts for May 1, 2020 thru May 31, 2020.

FISCAL IMPACT: As reported in body of memo

Board approval is requested for a one year renewal to the service agreement between Practi-Cal and Alvord Unified School District for the Medi-Cal Billing Option Program.

This agreement provides for the filing and processing of claims to the Department of Health Care Services and state contracted designees for reimbursement of health care and related services, employee training, technical and consultant services for the Medi-Cal Billing Option program.

Board approval is requested for the Agreement between San Bernardino County Superintendent of Schools and Alvord Unified School District for the School-Based Medi-Cal Administrative Activities (MAA) Program, effective July 1, 2020 through June 30, 2021.

This agreement provides for technical assistance and consultant services of the MAA billing program.

The MAA program has been operating in California for over 15 years and is administered by the California Department of Health Care Services. Alvord Unified School District is a member of MAA Region 10 and the San Bernardino County Superintendent of Schools is the agency responsible or coordination of the MAA activities for Region 10.

Through participation in the MAA program, Alvord Unified receives reimbursement revenue for certain activities performed by District staff which link students and their families to Medi-Cal and to eligible health services.  The revenue generated from these reimbursements is unrestricted and supports the general fund  operating expenditures of the District. San Bernardino County Superintendent of Schools has successfully provided School District Medi-Cal related services and is a trusted partner in this program.

 FISCAL IMPACT: Revenue generated through this program is General Fund/Unrestricted

Board approval is requested the purchase of Chromebooks, computers, and related supplies from Intelli-Tech by the Alvord Unified School District through the Minnesota WSCA-NASPO piggyback contract for the PC refresh program extended through July 31, 2021.

Fiscal Impact: None

The Individuals with Disabilities Education Improvement Act of 2004 (IDEIA’04) requires that school districts provide a free, appropriate, public education for all students with disabilities ages 3-22.

The Riverside County Office of Education (RCOE) operates programs for severely handicapped students in various locations within Riverside County.  The Intra-SELPA agreement describes various responsibilities of the County Office, the SELPA and District regarding instructional programs and related services and cost estimates for students with disabilities.

Services are delineated on pages 8-10 of the contract.  Alvord students with severe disabilities attend these classes. This contract will allow them to remain in their current programs.  The 2019-2020 contract was for $9,071,502.00 and served 266 students.  The 2020-2021 contract is for $8,226,606.00 serving 244 students.  Services for Special Circumstance Aides and Home & Hospital Teachers for Alvord students with moderate to severe handicapping conditions are billed separately based on the published rates and individual MOUs.  

In 2015, Alvord Unified School District took back three ED classes (students identified with the disability of Emotional Disturbance) resulting in approximately one million dollars in savings on our contract with RCOE.  July 1, 2018, Alvord Unified School District took back three ID classes or approximately 23 students (students identified with the disability of Intellectual Disabilities).  The Special Education department annually reviews the feasibility of returning Alvord students receiving instruction in RCOE programs.

Board ratification of this item will allow Alvord students with severe disabilities to receive educational programs and related services from the Riverside County Office of Education for the 2020-2021 school year. 
 
FISCAL IMPACT: $8,957,614.00 (Total Contract Cost)
1. $8,226,614.00 = (Master Contract Educational Services)
a. $6,992,675.00 (General Fund-Restricted-Special Ed-AB602 State Aid and Property Tax (85%))
b. $1,549,728.00 (LCFF-Transfer of funds for county served district funded ADA)
c. $   315,789.00 (General Fund-Unrestricted-Contribution)
2. $  700,000.00 (Estimated Special Circumstance Aide Expense billed directly to Alvord Unified School District)
3. $  31,000.00 (Estimated Home & Hospital Teacher Expense billed directly to Alvord Unified School District)

The Riverside County Department of Mental Health (RCDMH) – Friday Night Live (FNL) contract provides funds to compensate 75% per adult advisor for each school’s prevention club known as Friday Night Live (high school), Club Live (middle school) and Kid Live (elementary school). Each site’s advisor receives a $1,000.00 stipend ($750.00 from RCDMH and $250.00 from Alvord) and agrees to abide by the FNL assurances. The clubs meet monthly, and several activities and events are planned with and for students throughout the year. The prevention clubs promote a commitment to a safe and drug free lifestyle.

The Student Services department anticipates up to 5 prevention clubs at the following sites: Rosemary Kennedy Elementary School, Arizona Middle School, Wells Middle School, Alvord High School, and Norte Vista High School, sites may vary.  The contract specifies the responsibilities and duties of the adult club advisors.  The contract states that the County will reimburse the District $750.00 per advisor, not to exceed four (4) advisors.  The remaining cost of $250.00 per advisor will be paid using general funds.  In addition, the fifth prevention club advisor will be entirely funded using general funds.

Board approval of this item will allow the Riverside County Department of Mental Health to provide Alvord Unified School District supplemental funding for up to four (4) club advisors and one (1) additional advisor using district funds during the 2020-21 school year.

FISCAL IMPACT: $2,000.00 (General Fund/Unrestricted)

Contract Template III - Independent Contractor Professional Services Agreement, will be used for this contract, which was Board Approved on June 6, 2019.

An independent educational evaluation was requested by a parent of a student with special needs during the 2019-2020 school year; however, COVID-19 stay at home orders and school closure did not allow the provider to finish the evaluation, complete his report or participate in an IEP (Individualized Education Program) meeting to discuss the results.

The E-Rate process is a series of deadlines where multiple forms must be filed in a timely manner throughout the year in order to receive the E-Rate funding of 80%. In past years, CSM Consulting has provided Alvord Unified School District support with E-Rate applications to ensure the District maximizes revenue from federal programs. CSM Consulting also provides support during federal E-Rate audits.

Board approval to renew this contract every year for the duration of the contract will allow CSM Consulting, Inc. to continue to provide consulting services for E-Rate.

FISCAL IMPACT: $40,200.00 (IT Department Discretionary Fund)

The Special Education Department has contracted with Sunbelt Staffing for speech/language pathologists, speech/language pathology assistants, school psychologists and special circumstance aides when short-term staffing needs arise. There continues to be a need for speech/language pathologist assistants due to high caseloads and the lack of qualified applicants to fill our speech/language pathologist openings.

The District does not have short term substitutes readily available to provide services when School Psychologists or Speech/Language Pathologists are out on leave. The Special Education Department will require short term contracted personnel to provide services during the 2020-2021 school year.

Board approval is requested to approve the client services agreement with Sunbelt Staffing, LLC for the 2020-2021 school year. This would allow the District to provide a Free and Appropriate Public Education (FAPE) for students based on their Individualized Education Program (IEP) while still in the process of recruitment of new staff or during short-term absences.

FISCAL IMPACT: $700,000.00 (General Fund/Restricted-Special Education)  

The Wylie Center is a non-profit agency specializing in the needs of children and their families in Riverside County providing school-based prevention and intervention services for Alvord Unified School District.  Services include resource and referral information, active listening with students, suicide prevention, coping with grief, substance abuse prevention, crisis intervention and consultation with school personnel regarding the academic, social and environmental needs of students.  

The Wylie Center will provide outreach counseling services in the Alvord Unified School District during the 2020-2021 school year to all five (5) District high schools, and all four (4) middle schools.  Services will include assisting expelled students with the rehabilitation-plan counseling requirement, and Student Attendance Review Board students; working with individual students, groups of students, parents and school staff on issues regarding academics, anger management, attendance, behavior, discipline, family-related problems, substance abuse education, suicide/self-harm prevention, and parent classes.

Board approval of this item will allow the Carolyn E. Wylie Center for Children, Youth and Families to provide outreach counseling services and classes, as described above, during the 2020-21 school year

FISCAL IMPACT: Not to exceed $111,715.20 (General Fund/Restricted – Local Education Agency Medical Billing Option) 

Trustee, Dr. Joanna Dorado, Board Clerk, will report on any actions taken by the Board following consideration in Closed Session.

Renew contract with Preferred Meals for supper items awarded on Bid No. 17/18 Supper, effective July 1, 2020 through June 30, 2021 with the option to extend upon mutual consent, for one additional year. This expenditure is included in the 2020 - 2021 budget.

As required by Public Contract Code, the District advertised Bid No. 17/18 Supper in The Press Enterprise on July 19 and 26, 2017.  Two (2) vendors submitted bids for supper, which was opened on August 2, 2017.

It is recommended the Board of Education renew contract, Bid No. 17/18 Supper to the lowest responsible bidder, Preferred Meals.

Board approval will allow Preferred Meals to proceed with services.

FISCAL IMPACT:  Not to exceed $500,000.00 (Child Nutrition Funds)

Approval of Resolution No. 6 will allow the Alvord Unified School District Business Office to make routine budget revisions, adjustments and transfers without requiring Board approval each and every time.  Regular budget and financial updates will continue to be provided. 

RCOE will continue to provide budget oversight to Alvord and will reserve the right to require backup documentation from the Business Office at any time, contingent upon the district’s financial report certification status or any other concerns communicated in writing by RCOE.  

FISCAL IMPACT:  none

On February 27, 2014 the Alvord Unified School District Board authorized staff to order against competitive bids (commonly referred to as “piggyback”) prepared by other school districts, public agencies or cooperative agreement. The District’s Purchasing Department reviews contracts which have been competitively bid by public agencies and are available for use by all public agencies.  The purpose of the review is to determine the most cost effective basis for the District to procure its own equipment and supplies as may be required.

The Los Angeles County Office of Education competitively solicited Bid No. 17/18-1607, Standard School Supplies which allows for the procurement of janitorial equipment and supplies, and is available to all public agencies.  The contract allows school districts to utilize the contract pursuant to Public Contract Code section 20118.  The contract was awarded to Central Sanitary Supply (CSS) Rancho Janitorial Supplies and is valid through April 12, 2021. 

Based on the contract pricing and product reviews, District staff has determined the use of this contract and vendor is in the best interest of the District when needed for the purchase of janitorial equipment and supplies.

FISCAL IMPACT: None

Adopt Resolution No. 8 authorizing Alvord Unified School District to piggyback on the cooperative agreement identified as Minnesota-NASPO ValuePoint Master Agreement  No. MNNVP-133 and Hewlett Packard Company for computer equipment. This contract is supplemented by the California participating Addendum No. 7-15-70-34-001 and valid through July 31, 2021 per Addendum No. 1 for the procurement of various computer equipment and supplies.

On February 27, 2014 the Alvord Unified School District Board authorized staff to order against competitive bids (commonly referred to as “piggyback”) prepared by other school districts, public agencies or cooperative agreements. The District’s Purchasing Department reviews contracts which have been competitively bid by public agencies and are available for use by all public agencies.  The purpose of the review is to determine the most cost effective basis for the District to procure its own equipment and supplies as may be required.

The State of Minnesota has Contract No. MNNVP-133 with HP, Inc. to provide computer equipment, desktops, laptops and tablets, including related peripherals and services. This contract has been extended through July 31, 2021, at the same terms, conditions and prices. The State of California is an authorized public agency for use of this public contract.

Based on the contract pricing and product reviews, District staff has determined the use of this contract is in the best interest of the District when needed for the purchase computer equipment, desktops, laptops and tablets, including related peripherals and services.

FISCAL IMPACT: None

Adopt Resolution No. 9 authorizing Alvord Unified School District to piggyback on the cooperative agreement identified as Rialto Unified School District Bid No. 19-20-011 Office & Classroom Supplies, for the procurement of classroom and office supplies for the 2020-21 school year.

This piggyback agreement is valid July 1, 2020 through June 30, 2023.

On February 27, 2014 the Alvord Unified School District Board authorized staff to order against competitive bids (commonly referred to as "piggyback" bids) prepared by other school districts, public agencies or cooperative agreements.  The District’s Purchasing Department reviews contracts which have been competitively bid by public agencies and are available for use by all public agencies.  The purpose of the review is to determine the most cost effective basis for the District to procure its own equipment and supplies as may be required.

Rialto Unified School District competitively solicited Classroom and Office Supplies Bid No. 19-20-011 which allows for the procurement of classroom and office supplies, and is available to all public agencies.  The contract allows school districts to utilize the contract pursuant to Public Contract Code section 20118.  The contract is valid from July 1, 2020 through June 30, 2023.  Based on the contract pricing and product reviews, District staff has determined the use of this contract is in the best interest of the District when needed for the purchase of certain classroom and office supplies.

FISCAL IMPACT:  None

Adopt Resolution No.10 authorizing Alvord Unified School District to piggyback on a cooperative agreement identified as Val Verde Unified School District Bid No. 18/19-001 Just N Time, for the procurement of classroom and office supplies for the 2020-21 school year.

Val Verde Unified School District has extended their agreement with Southwest School Supply for an additional year, valid from June 1, 2020 through May 31, 2021.

On February 27, 2014 the Alvord Unified School District Board authorized staff to order against competitive bids (commonly referred to as “piggyback”) prepared by other school districts, public agencies or cooperative agreement. The District’s Purchasing Department reviews contracts which have been competitively bid by public agencies and are available for use by all public agencies.  The purpose of the review is to determine the most cost effective basis for the District to procure its own equipment and supplies as may be required.

Val Verde Unified School District competitively solicited Just N Time Bid No. 18/19-001 which allows for the procurement of classroom and office supplies and is available to all public agencies.  The contract allows school districts to utilize the contract pursuant to Public Contract Code section 20118.  The contract is valid from June 1, 2020 through May 31, 2021.  Based on the contract pricing and product reviews, District staff has determined use of this contract is in the best interest of the District when needed for the purchase of certain classroom and office supplies.

It is recommended that the Board of Education approve Resolution No. 10, awarding a contract to Southwest School & Office Supply for the procurement of classroom and office supplies pursuant to the contract awarded by Val Verde Unified School District.

FISCAL IMPACT:  None

On February 27, 2014 the Alvord Unified School District Board authorized staff to order against competitive bids (commonly referred to as “piggyback”) prepared by other school districts, public agencies or cooperative agreement.  The District’s Purchasing Department reviews contracts which have been competitively bid by public agencies and are available for use by all public agencies.  The purpose of the review is to determine the most cost effective basis for the District to procure its own equipment and supplies as may be required.

Corona-Norco Unified School District competitively solicited Bid No. 18/19-023 which allows for the procurement of classroom and office supplies, and is available to all public agencies.  The contract allows school districts to utilize the contract pursuant to Public Contract Code section 20118.  The contract is valid through January 22, 2022.  Based on the contract pricing and product reviews, District staff has determined that the use of this contract is in the best interest of the District when needed for the purchase of certain classroom and office supplies.

Staff is presenting this resolution to amplify when utilizing a piggyback or cooperative agreement.  It is recommended that the Board of Education approve Resolution No. 11, awarding a contract to Southwest School & Office Supply for the procurement of classroom and office supplies pursuant to the contract awarded by Corona-Norco Unified School District.

FISCAL IMPACT:  None

The Board of Education will review the proposed revisions to the listed Board Policies and Administrative Regulations. Board Bylaw 9310 entitled “Board Policies,” allows the Board to waive the second reading and adopt the proposed revisions at this time. If the Board desires further revisions, these Board Policies and  Administrative Regulations  will be brought back to the August 20, 2020 Board Meeting for a second reading and approval.

• BP/AR 6159-Individualized Education Program
• BP/AR 6164.6-Identification and Education Under Section 504 

FISCAL IMPACT: None

2020 Board Meeting Dates – Open Session 6:00 p.m.

August 20, 2020
September 10, 2020 and September 24, 2020
October 8, 2020 and October 22, 2020
November 5, 2020 and November 19, 2020
December 17, 2020