NOTICE OF SPECIAL 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 May 28, 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.

• Elementary School Principal
• Elementary School Principal
• High School Assistant Principal
• Middle School Assistant Principal - Amended

Board approval is requested for the Adoption of minutes for Special Board Meeting of April 9, 2020.

Board Approval is requested for the Adoption of minutes for Special Board Meeting of April 23, 2020.

Board approval is requested for the Adoption of minutes for Special Board Meeting of April 27, 2020.

Board approval is requested for the Adoption of minutes for Special Board Meeting of May 11, 2020.

Norte Vista High School has a need for specialized landscaping on its athletic fields to be done late May or beginning of June 2020. Athletic Field Specialists, Inc. has provided these services to the district for over eleven years and has proven to be a reliable vendor.

FISCAL IMPACT:  Not to exceed $6,200.00 (Athletic Funds - Norte Vista HS)

Approve contract between IHS Environmental Services and Alvord Unified School District, to provide environmental consulting services throughout the District, effective July 1, 2020 through June 30, 2020. This expenditure will be included in the 2020-2021 budget. 

FISCAL IMPACT:  Not to exceed $10,000.00 (General Fund/Restricted-Maintenance)

C Below will perform utility locating and mapping in the area of Culinary Arts Lab Project at La Sierra High School. This will help minimize the risks of a contractor hitting a line that may disrupt utility services.  C Below is qualified to perform these duties and has provided a proposal for these services. 

Sandy Pringle Associates Inspection Consultants, Inc. has provided these services for Alvord Unified School District in the past and has proven to be a valuable resource for the District. The following sites will be having projects that require DSA inspections services, Villegas Middle School, La Sierra and Norte Vista high schools. 

Board ratification is requested for Purchase Order List Number 14 for the period of 03/01/2020 to 03/31/2020

Number of District Purchase Orders submitted is: 229

RATIONALE:
#B1006154 - #B1006167
#P2055497 - #P2055721

FISCAL IMPACT:  $947,162.21 (various funds)

Board ratification is requested for Purchase Order List Number 15 for the period of 04/01/2020 to 04/30/2020

Number of District Purchase Orders submitted is: 172

RATIONALE:
#B1006168 - #B1006173
#P2055723- #P2055887

FISCAL IMPACT:  $1,315,468.27 (various funds within the 2019/20 budget)

Receive Report of Receipts for March 2020 in the amount of $1,390,765.38. This amount includes routine deposits such as facility rentals, field trip reimbursements, health and welfare contributions; as well as donations and grant funds received. 

The District’s Report of Receipts reflects monies received, which includes deposits such as facility rentals, reimbursements, health and welfare contributions; as well as 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 Clearing Bank Account and a check is written to the Riverside County Office of Education for deposit to the financial system (Galaxy).  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 & Donations for March 1, 2020 thru March 31, 2020.

FISCAL IMPACT: As reported in body of memo

Receive Report of Receipts for April 2020 in the amount of $1,735,075. This amount includes routine deposits such as facility rentals, reimbursements, health and welfare contributions; as well as donations and grant funds received. 

The district’s Report of Receipts reflects monies received, which includes deposits such as facility rentals, reimbursements, health and welfare contributions; as well as 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 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 April 1, 2020 thru April 30, 2020.

FISCAL IMPACT: As reported in body of memo

Approve annual renewal of software license and maintenance agreement between Active Network, LLC, and Alvord Unified School District.  The software program, known as Blue Bear/SchoolBooks, is used by the District's Middle and High School ASBs.

Term of the agreement:  July 1, 2020 through June 30, 2021.

Active Network provides software license and maintenance services for the following locations: Arizona MS, Loma Vista MS, Villegas MS, Wells  MS, Alvord Continuation, La Sierra HS, Norte Vista HS, and Hillcrest HS.

Approval of this software license and maintenance service agreement will allow the schools to process their Associated Student Body daily activities & financial transactions at each school.

FISCAL IMPACT:

$5,887.00 (Middle Schools & Alvord Continuation - will be included in the 20/21 General Fund/Unrestricted Fiscal Services Dept. budget)

$1,526.00 (Hillcrest High School ASB accounts)

$1,960.00 (La Sierra High School ASB accounts)

$1,877.00 (Norte Vista High School ASB accounts)

Approve agreement between Bay Actuarial Consultants and Alvord Unified School District for actuarial consulting services to provide the June 30, 2020, Actuarial Valuation Report for the Workers’ Compensation Program.

Alvord Unified School District operates a Self-Insured Workers’ Compensation program for claims filed prior to July 1, 2016 and as such is required to annually submit an actuarial study.  The actuarial study determines the ultimate exposure of the district’s workers’ compensation liabilities as of June 30, 2020.

The contract for annual actuarial analysis for the Self Insurance Liability Report using Workers’ Compensation claims data as of May 1, 2020 is being presented to the Board for approval.

FISCAL IMPACT:  $5,300.00  (Budgeted for in the Restricted Self-Insured Workers’ Compensation Fund)

Approve agreement between Total Compensation Systems, Inc. and Alvord Unified School District for actuarial consulting services to provide the June 30, 2020 Actuarial Valuation Report for the District's Retiree H & W self-insurance program.

Actuarial information is necessary for the district to comply with the requirements of GASB 74/75 accounting standards related to retiree self-insured health benefits. The actuarial study determines the ultimate exposure of the district's self-insurance program for retiree health benefits as of June 30, 2020.

The contract for annual actuarial analysis for the Self-Insurance Liability Report using retiree H & W claim information as of May 1, 2020 is being presented to the board for approval.  

FISCAL IMPACT:  $8,800.00 cost is included in the 2019/20 Fiscal Services Dept. budget

FISCAL IMPACT: $20,000.00 (LCAP Contract Partners Budget)

Clover Enterprises, Inc. provides three full-time athletic trainers to service Hillcrest, La Sierra, and Norte Vista high schools at athletic events.  The athletic trainers assure the physical safety of the athletes during practice and home games.  The original agreement was approved by the Board of Education on June 13, 2019 as Item 7.f.3.  The fiscal impact of the original agreement was $145,200.00 during the 2019-2020 school year.

However, because of recently passed California Legislature Assembly Bill AB-5 addressing the employment status of independent contractors, Clover Enterprises was obligated to re-classify their athletic trainers from independent contractors to employees.  This resulted in an increase in the cost of their services of $12,212.55.

Board approval of this item will amend the original fiscal impact of $145,200.00 by an increase of $12,212,55.

FISCAL IMPACT: $157,412.55 (LCAP Site Athletic Funds, Norte Vista, La Sierra, Hillcrest High Schools) 

Board approval is requested for the renewal of the Member Subscription Agreement for the eTranscript platform from Parchment for the 2020-2021 school year, effective July 1, 2020 to June 30, 2021.  The eTranscript platform offers a secure online ordering and tracking system of electronic transcripts for all Alvord Unified School District high schools.  

Parchment's eTranscript platform enables the secure, rapid exchange of millions of electronic transcripts among more than 10,000 schools and universities, thirteen state education agencies, and millions of individuals.  The program is a single source for students, alumni, and school staff to order, approve, and track transcript orders to colleges, universities, and other destinations.  Alvord Unified entered into an agreement with Parchment on June 14, 2016 for services.  This Amendment #4 would renew the subscription for the 2020-2021 term.

FISCAL IMPACT: $19,505.00 (LCAP Contract Partners)

Board approval is requested for the agreement between Complete Business Systems and Alvord Unified School District for maintenance contract of DP330L Duplo Duplicator located at Promenade Elementary. The effective date of this agreement would be July 1, 2020 through June 30, 2021.

The scope of work includes unlimited service calls, paper feed, press drive section, paper exit, drum section, master feed, master ejection, scanner, ADF, electrical, exterior and frame, control panel, DC, collator, car stock. This maintenance agreement will ensure that the equipment remains fully functional for staff use, which will allow staff to duplicate documents, and as a layer of visual support to increase the achievement of limited income students.   

FISCAL IMPACT: $635.00 (Site Discretionary)

FISCAL IMPACT: $1,800.00 (Lottery Funds)

Approve a two-year agreement between the County of Riverside Sheriff's Department(RSD), Jurupa Valley Station, and Alvord Unified School District(District).  The agreement will provide one School Resource Officer for the 2020-2021 and 2021-2022 school years.

The RSD School Resource Officer(SRO) Program has been in existence for more than 30 years.  The program enhances school safety and security by stationing officers on school campuses.

The proposed agreement will provide one full-time SRO who will work eight hours per day, Monday through Friday, excluding school holidays, and an officer of supervisory rank to act as a liaison.  The officer will be assigned to Villegas Middle School and Lake Hills Elementary School.  

Board approval of this item will allow the District to enter into  an agreement with the County of Riverside Sheriff's Department for one School Resource Officer for the 2020-2021 and 2021-2022 school years.

Fiscal Impact: 354,000.00 for a Two-year agreement(General Fund/Unrestricted)

Board approval is requested for a professional services agreement between Interquest Detection Canines of San Diego and Alvord Unified School District to provide substance awareness and detection services from July 1, 2020-June 30, 2021.

Alvord Unified School District has utilized the detection canines as part of its comprehensive drug, alcohol, and violence reduction program for many years.  The canines arrive randomly at high schools and middle schools to provide inspection and detection services according to the established protocol. The detection service is viewed positively by the administration, staff and students, with reports that having the service lowers the amount of drugs and alcohol brought onto school grounds. The loss of the program over the last year has negatively impacted the school sites, with accounts from administrators, staff and students that there is less apprehension in regards to bringing contraband onto campus because of the elimination of random canine visits.

Board approval of this agreement will allow Interquest Detection Canines of San Diego to provide up to twenty four full day, multi-site visits during the 2020-2021 school year.  

FISCAL IMPACT:  Not to Exceed $12,900.00 (General Fund/Unrestricted)

Board approval is requested for a two-year memorandum of understanding(MOU) between the City of Riverside Police Department (RPD) and Alvord Unified School District (District). The MOU will provide three School Resource Officers for the 2020-2021 and 2021-2022 school years. 

The RPD School Resource Officer (SRO) Program has been in existence for more than 30 years.  The program enhances campus safety and security by stationing officers on school campuses.

The proposed MOU will provide three full-time SRO's who will work eight hours per day, Monday-Friday, excluding school holidays, and a police officer of supervisory rank to act as a liaison.  The three officers will be assigned one to each of the large high school campuses with support to Alvord Continuation High School, Alvord Alternative Continuation High School, and to the middle and elementary schools as time allows.

Board approval of this item will allow the District to enter into an agreement with the City of Riverside Police Department for three School Resources Officers for the 2020-2021 and 2021-2022 school years.  

FISCAL IMPACT: $637,986.00-Two Year Memorandum of Understanding (General Fund/Unrestricted)

Hillcrest High School - John Finn, Athletic Director
La Sierra High School - Tania Cabeza, Principal
Norte Vista High School - Ron Main, Athletic Director
Alvord Virtual School - Craig Shiflett, Director

FISCAL IMPACT: None

Board approval is requested to amend the Memorandum of Understanding between the Riverside County Superintendent of Schools and Alvord Unified School District, to participate in the California Classified to Classroom – Pipeline to Teaching Grant Program.

On May 24, 2014, Alvord Unified School District entered into a Memorandum of Understanding with the Riverside County Superintendent of Schools to participate in the California Classified to Classroom –Pipeline to Teaching Grant Program from 2016 to 2021. The Superintendent’s Consortium grant is intended to
recruit and support the development of a diverse teaching force that aligns to the demographics of the communities we serve. This program provides an important opportunity to prepare our local classified staff to enter the teaching profession.

Board approval will allow the agreement to be amended to increase the amount of reimbursable program related expenditures which occurred in the 2018-2019 school year from $800 to $1,600.  There is no fiscal impact to the district.

FISCAL IMPACT: None         

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

Staff recommends the acceptance of Gifts & Donations to various school sites and programs of the Alvord Unified School District in the amount of $35,087.91 for the period March 1, 2020 thru April 30, 2020.

The Report of Gifts & Donations has a new, fresh look. This report is now an action item and will come to the Board for monthly discussion and acceptance at the second board meeting each month.

An Election was held in the Alvord Unified School District (the “District”) on November 6, 2012 at which voters approved the issuance and sale of general obligation bonds of the District for various purposes in the maximum amount of $79,000,000 (the “2012 Authorization”).  Pursuant to the 2012 Authorization, the District previously issued (i) $78,998,672.50 of Alvord Unified School District (Riverside County, California) General Obligation Bonds, 2012 Election, Series A (the “Prior Bonds”)

The District now desires to issue up to $93,000,000 of general obligation refunding bonds to refund the all or a portion of the outstanding Prior Bonds.

(a)        Bond Resolution.  This Resolution authorizes the issuance of general obligation refunding bonds (the “Refunding Bonds”).  The resolution specifies the basic terms, parameters and forms of the Bonds, and approves the forms of a Bond Purchase Contract, Preliminary Official Statement and Escrow Agreement described below.  In particular, Section 1 of the Resolution establishes the maximum aggregate principal amount of the Refunding Bonds to be issued ($93,000,000).  Section 3 of the Resolution authorizes the Refunding Bonds to be sold at a negotiated sale and Section 4 states the maximum underwriter’s discount (0.5%) with respect to the Refunding Bonds.  All of the Refunding Bonds will be issued as current interest bonds; capital appreciation bonds are not authorized.  The District will not receive any additional proceeds from the refunding, and all of the savings will go directly to the taxpayers.  The proposed refunding will also not add additional years to the original bond terms. 

(b)        Form of Bond Purchase Contract.  Pursuant to the Purchase Contract, the Underwriter named therein, will agree to buy the Refunding Bonds from the District.  All the conditions of closing the transaction are set forth in this document, including the documentation to be provided at the closing by various parties.  Upon the pricing of the Refunding Bonds, the final execution copy of the Bond Purchase Contract will be prepared following this form.

(c)        Form of Preliminary Official Statement.  The Preliminary Official Statement (“POS”) is the offering document describing the Refunding Bonds which may be distributed to prospective purchasers of the Bonds.  The POS discloses information with respect to among other things (i) the proposed uses of proceeds of the Refunding Bonds, (ii) the terms of the Refunding Bonds (interest rate, redemption terms, etc.), (iii) the bond insurance policy for the Refunding Bonds, if any, (iv) the security for repayment of the Refunding Bonds (the ad valorem property tax levy), (v) information with respect to the District’s tax base (upon which such ad valorem taxes may be levied), (vi) District financial and operating data, (vii) continuing disclosure with respect to the Refunding Bonds and the District, and (viii) absence of litigation and other miscellaneous matters expected to be of interest to prospective purchasers of the Refunding Bonds.  Following the pricing of the Refunding Bonds, a final Official Statement for the Refunding Bonds will be prepared, substantially in the form of the POS.

(d)        Form of the Continuing Disclosure Certificate.  The form of the Continuing Disclosure Certificate can be found in APPENDIX C to the POS.  Effective July 3, 1995, all underwriters of municipal bonds are obligated to procure from any public agency issuing debt a covenant that such public agency will annually file “material financial information and operating data” with respect to such public agency, as well as the occurrence of certain listed events, through the web-based Electronic Municipal Market Access (“EMMA”) system maintained by the Municipal Securities Rulemaking Board (a federal agency that regulates “broker-dealers,” including investment banking firms that underwrite municipal obligations).  The annual requirement is expected to be satisfied by the filing of the District’s audited financial statements and other operating information about the District, in the same manner the District has filed in connection with prior bond issuances.  The District may be required to file notices of listed events from time to time.

(e)        Escrow Agreement.  Pursuant to the Escrow Agreement, proceeds from the sale of the Refunding Bonds in an amount sufficient to redeem all or a portion of the outstanding Prior Bonds (the “Refunded Bonds”), will be deposited in an escrow fund (the “Escrow Fund”) held by U.S. Bank National Association, (acting as “Escrow Agent”).  The monies in the Escrow Fund will be used by the Escrow Agent to refund the Refunded Bonds on the first optional redemption date therefore.  As a result of the deposit and application of funds so provided in the Escrow Agreement, the Refunded Bonds will be defeased and the obligation of Riverside County to levy ad valorem taxes for payment of the Refunded Bonds will cease. 

FISCAL IMPACT:

There is no fiscal impact to the General Fund resulting from the issuance of the Bonds. 

Adopt Board Resolution No. 47 to create in the state General Fund an Education Protection Account to review and disburse the revenues derived from the incremental increases in taxes for Fiscal Year 2020/21.

Based on Proposition 30 Article XIII, Section 36, of the California Constitution, school districts, county offices of education, and community college districts are required to determine how the moneys received from the Education Protection Account (EPA) are spent in the school or schools within its jurisdiction, provided the governing board makes the spending determination in an open session of a public meeting.  The language in the constitutional amendment requires funds shall not be used for the salaries and benefits of administrators or any other administrative cost.  Districts must annually post on their website an accounting of how much money was received from EPA and how this money will be spent.

The funds drives from EPA are a component of our Local Control Funding Formula (LCFF) calculation of revenues.  The Department of Education requires submission of documentation determining how these funds are to be expended.  The Business Office has determined the best use of these funds is for instructional purposes to teacher salaries & benefits.  

FISCAL IMPACT: $29,381,734.00  will be included in the 2020/21 General Fund Unrestricted Budget

Board approval is requested for the adoption of Resolution No. 48 –  2019-20 Year End Budget Adjustments authorizing the necessary 2019-20 year end budget adjustments.

At the close of each fiscal year, a resolution for authorization of year-end budget revisions is submitted for Board approval.

Education Code Sections 42601 and 42602 permit the Governing Board to adopt a resolution authorizing the County Superintendent of Schools (RCOE) to make budget transfers and revisions necessary to complete the fiscal year-end closing process. 

To ensure the integrity of the board approved operating budget, year-end budget transfers and revisions are limited to major object classifications between Reserve Accounts and the appropriate revenue and expenditure account classifications. The District will prepare and direct RCOE to approve the appropriate transfers needed for the year-end fiscal closing. All transactions that fall within this Board Resolution will be reflected in the 2019-20 Unaudited Actuals Financial Report, which will be presented to the Board in September 2020.

The 2019-20 Third Interim Financial Report is presented for Board approval.  As required, due to the qualified certification of the District’s Second Interim Report, Riverside County Office of Education (RCOE) has directed Alvord Unified School District to submit a Third Interim Report for the 2019-20 year.  The report reflects actuals through April 30, 2020 and projected savings in 2019/20 due to school closures and COVID-19; as well as the budget impact due to the Governor’s May Revise Budget projections.

Pursuant to Education Code Sections 42130 and 42131, the governing boards of all local educational agencies are required to certify at least twice a year to the district’s ability to meet its financial obligations for the remainder of that fiscal year and for the two subsequent fiscal years.  This is referred to as the Interim Report process. If a District’s Second Interim Report has a qualified or negative certification, a Third Interim Report is required.

Dusty Nevatt, Chief Business Officer, will present the 2019-20 Third Interim Financial Report. This document reflects the District’s actual financial activity for the period July 1 through April 30, and contains updated budget projections for 2019-20, which include savings due to the COVID-19 pandemic. Projections for 2020-21 and 2021-22 have been updated using the Governor’s May Revise Budget. 

The State of California allows for alternative schools of choice and charter schools that serve high-risk students to participate in the Dashboard Alternative School Status. The District has completed the DASS Participation Form as required by the California Department of Education (CDE).  The next step in the process is to obtain Board approval to sign and submit the DASS Eligibility Certification Form.  The District is required to certify that at least 70 percent of the enrollment at Summit Elementary and Summit Secondary is composed of high-risk student groups; namely, expelled, suspended, wards of the court, pregnant and/or parenting, recovered dropouts, habitually truant or habitually insubordinate and disorderly, retained more than once in kindergarten through grade eight, credit deficient, gap in enrollment, high level of transiency, Foster Youth or Homeless youth. Summit Elementary and Summit Secondary are composed of students that meet this criterion.  The students enrolled at Summit Elementary and Summit Secondary are on extended suspension awaiting a Board decision on possible expulsion and/or expelled students in primary grades through sixth grade where a Community Day School is not available.

Board approval of this item will allow District certification of eligibility for Summit Elementary and Summit Secondary to participate in the Dashboard Alternative School Status (DASS) through the State of California.

FISCAL IMPACT:                   None

Board approval of Personnel Order No. 15 is requested.

Board approval of Personnel Order No. 16 is requested.

Board approval is requested for adoption of annual Resolution No. 49 – Classified School Employee Week.

The week of May 17-23, 2020, has been designated as “Classified School Employee Week” in California by the California School Employees Association and the California State Board of Education.  Annual Resolution No. 49 – CLASSIFIED SCHOOL EMPLOYEE WEEK is presented for your adoption in recognition of Alvord classified employees.

Board approval is requested for adoption of annual Resolution No. 50 – Day of the Teacher.

California Education Code Section 37222 sets aside the second Wednesday in May as the Day of the Teacher.  Therefore, Wednesday, May 13, 2020, has been designed as “California Day of the Teacher” by the Legislature of the State of California.  Annual Resolution No. 50 - DAY OF THE TEACHER is presented for your adoption in recognition of Alvord teachers.

Board approval is requested for adoption of Resolution No. 51 - Release of Temporary Employees.  California Education Code Section 44954(b) allows the Governing Board of a school district to release temporary employees.  

The facilities report will provide a brief overview of projects completed and status of work orders during the previous month. This information will be presented to the Board for discussion at the second meeting of each month.

The Average Daily Attendance (ADA) Comparison Chart is updated monthly to provide current year ADA, both actual and projections, as well as prior year ADA for comparison purposes. This information will be presented to the Board at the second meeting of each month.  

On March 13th, due to the COVID-19 Pandemic, the Board of Education closed our schools, effective March 16th, 2020. Later that day Governor Newsom declared all schools closed.  Because of the school closures, CDE changed the statewide P-2 date to February 28th, 2020.  

As of February 28th, 2020, the District’s cumulative ADA for the 2019-20 school year is 17,350.70.  For Alvord this is an increase of 35.70 ADA over previous projections of P-2 ADA thru March 27th. This increase is a direct result of the P-2 ADA cutoff date ending one month earlier, as our ADA typically reduces each month.

FISCAL IMPACT: None

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

June 11, 2020 and June 25, 2020
July 16, 2020
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