Board President Rachel Kertz, Vice President Greg Knell, Trustee Linda M. Jackson, Trustee Maika Llorens Gulati, Trustee Natu Tuatagaloa

An update related to bonds and Capital Facilities Program will be provided.

The Board is presented with updated Budgets for Glenwood, Laurel Dell, San Pedro and Venetia Valley Elementary Schools and Davidson Middle School.

BACKGROUND:

In coordination with the Capital Facilities Team, the Architects have refined project scope and reviewed options for meeting the school’s educational program needs and addressing building and site deficiencies while staying within prescribed project budgets.  They have also presented their projects at Community/Neighborhood update meetings.

The proposed new Facilities Master Plans for each school site have been reviewed by the Capital Facilities Program Team and the proposed expenditures are within the Board-approved budgets.  The updated school site budgets have been entered into the Measure A Program Budgets, which are included with this item. 

The updated Measure A Budgets will be presented for review at tonight’s Board meeting.    

Total Measure A Program Expenditures:  $119,336,836 

Approval of the adjusted budgets for Bahia Vista, Glenwood, Laurel Dell, San Pedro, and Venetia Valley Elementary Schools and Davidson Middle School. 

The Board is presented with the Schematic Design for Venetia Valley Elementary School.

BACKGROUND:

Schematic design approval is a key step in the project design.  The Architects have completed extensive Site Design Committee meetings, have refined project scope and reviewed options for meeting the school’s educational program needs and addressing building and site deficiencies.  They also presented their projects at a Community/Neighborhood update meeting on July 10, 2017.  They have prepared cost estimates for the projects and engaged with the Capital Facilities Program team to refine the estimate and adjust scope of work to meet the budget.

This project is recommended by the Site Design Committee and has an estimated cost which is within budget.  The Schematic Design is on display during the Board meeting tonight.

Upon approval by the SRCS Board, the firms will proceed with Design Development and Construction Documents. This project is anticipated to begin work during the summer of 2018.   

None at this time.  This project’s estimated construction cost (including appropriate escalation and design contingencies) is within the Board-approved Measure A Budget.  

Approval of the Schematic Design for Venetia Velley Elementary School. 

To seek authorization of a Prequalification Packet, including contractor Questionnaire and Uniform System of Rating, to assist with procuring contractors for upcoming construction projects.

BACKGROUND: 
As part of the San Rafael City School (SRCS) District’s Bond Program, the District is pursuing the following new construction and modernization projects as approved by the Board of Education:

1. Laurel Dell Elementary School Reconstruction + Renovation
2. Davidson Middle School New Classroom Building
3. Glenwood Elementary School New Multi-Purpose Building
4. San Pedro Elementary School New Construction + Renovation
5. Davidson Annex Modernization + New Portables
6. Venetia Valley New Classroom Building + Transitional Housing
7. San Rafael High School New Buildings + Transitional Housing
8. Terra Linda High School New Buildings + Transitional Housing

Because all of these projects will entail significant complexity, district staff recommends that potential General Contractors be prequalified pursuant to Public Contract Code section 20111.6.  Meaning, only those contractors who meet the minimum prequalification standards set, such as having previous experience with similar California K-12 New Construction/Modernization projects, will be permitted to submit bids for the projects referenced above.   

The prequalification process, under section 20111.6 requires that the Board of Education adopt a standardized questionnaire and financial statement (“Questionnaire”) as well as identify a standard appeal process for the prequalification determinations (“Appeal Process”), and a uniform rating system (“Rating System”) applied to all who submit Questionnaires.  These documents are attached to the Resolution as the Prequalification Packet. 

All documents have been reviewed by legal counsel.

None at this time; any ultimate award of a construction contract for upcoming projects will be funded through the District’s Measure A and Measure B Bond Programs.  

Authorization of the Prequalification Packet, including Questionnaire and Uniform System of Rating, as permitted under and in accordance with Public Contract Code section 20111.6.

The Board is presented with Modification No. 2 to Master Agreement for Geotechnical Investigation at San Rafael High School, for recommended approval. 

Background:

On December 12, 2016, the San Rafael City Schools (SRCS) Board of Education approved three firms as a qualified pool to provide Geotechnical services for the Capital Facilities Program: Miller Pacific Engineering, A3GEO, and Ninyo and Moore. Miller Pacific was approved as the Geotechnical Engineer for San Rafael High School, Davidson Middle School and Laurel Dell Elementary School.  At the time, Miller Pacific had been the Geotechnical Engineer for the San Rafael HS Stadium Project and had completed work on several SRCS sites in the past.

Current Action:

At this time, the San Rafael High School Stadium Improvement Project is in the construction phase and in need of supplemental geotechnical observation and testing services. The purpose of these services is for Miller Pacific Engineering Group to form an opinion regarding the Contractor’s compliance with plans and the recommendations outlined in the Geotechnical Investigation Report dated September 2, 2106. The testing and observation services include:

• Pre-Construction Meeting
• Laboratory Testing
• Lime Treatment Testing
• Subgrade Testing
• Baserock Testing
• Foundation Inspection
• Asphalt Pavement Section Testing
• Other geotechnical items, as needed
• Restrictions

All documents have been reviewed by legal counsel.

$22,800 funded from the Districts Bond Program, Under Measure B.

Approval of Modification No.2 to Master Agreement for Geotechnical Investigation - Miller Pacific Engineering Group. 

To seek approval from the Board for Amendment to Master Agreement for Geotechnical Investigation at Glenwood Elementary School.

Background:

On December 12, 2016, the San Rafael City Schools (SRCS) Board of Education approved three firms as a qualified pool to provide Geotechnical services for the Capital Facilities Program: Miller Pacific Engineering, A3GEO, and Ninyo & Moore. Ninyo & Moore was approved as the Geotechnical Engineer for Glenwood, San Pedro and Short Elementary Schools.

Current Action:

At this time, the Glenwood Elementary School Project is in the need of supplementary Geotechnical services.  The purpose of these service is to perform a design level geotechnical study for proposed multipurpose building at Glenwood Elementary School. Design level geotechnical services are required for foundation design and approval by the Division of State Architect (DSA).  

 All documents have been reviewed by legal counsel.

The proposed additional compensation for Amendment is $13,880, funded from the District Bond Program, Under Measure A.

Approval of Amendment to Master Agreement for Geotechnical Investigation – Ninyo & Moore. 

To seek authorization from the Board for the issuance of Amendment No. 5 to Independent Consultant Agreement for Special Services between San Rafael City Schools and The Schoening Group, Inc. for services related to the Bond Measures A & B Programs. 

Amendment No. 5 will add $39,900 to the total not-to-exceed amount allowed under the contract.  The fee will be funded equally by Bond Measures A and B (50% Bond Measure A / 50% bond Measure B).  The new total not-to-exceed amount under the amended agreement will be $243,975.

Approval of the District's Amendment No. 5 to Independent Consultant Agreement for Special Services between San Rafael City Schools and The Schoening Group, Inc. 

To seek approval from the Board for Amendment to Supplemental Agreement for Architectural Services with Quattrocchi Kwok Architects (“QKA”), specific to Structural Engineering Services at Laurel Dell Elementary School.

BACKGROUND: 

For QKA, to date, the District has issued: Supplemental Agreement No. 1 for assistance in developing District Design Standards; Supplemental Agreement No. 2 for Laurel Dell Elementary School design services; Supplemental Agreement No. 3 for Davidson Middle School two-story STEAM Building; Supplement Agreement No. 4 Davidson Campus Planning; and, Supplemental Agreement No 5 for Temporary Housing for the Laurel Dell site at the Davidson annex. 

Proposed Amendment:  A contract Amendment for QKA to use ZFA Structural Engineers to provide an in-depth assessment of two (2) buildings on the existing Laurel Dell School Site.  This assessment will confirm the buildings’ structural soundness and any required upgrades for building reuse. This assessment comes as the result of the change in project scope from an entirely new school campus to a mixture of new and revitalized buildings. 

QKA’s fee for this scope of services is a fixed fee of Two Thousand, Two Hundred Dollars ($2,200).

All documents have been reviewed by legal counsel.

$2,200 funded from the District’s Bond Program, under Measure A.

Approval of Amendment to Supplemental Agreement No. 2 for Architectural Services – Quattrocchi Kwok Architects (QKA).

The Board is presented with a request for approval for River City Testing to perform the Division of State Architect (DSA) required in-shop welding inspections for the New Bleachers and Light Poles at San Rafael High School Stadium.

Background: 

Bond Measure B, Phase One Projects included the new San Rafael HS Stadium Project. This project has new Bleachers manufactured by Southern Bleacher Company in Graham, TX and Light Poles manufactured in Muscatine, IA. In-shop inspections are required by DSA.

New Bleachers and Light Poles are part of the new project and are manufactured offsite. DSA requires the inspection of the structural elements by DSA-certified special inspectors.

Current Considerations:

Proposals were received from River City Testing, Steel Inspectors of Texas, and Byerly Inspection for the bleacher and light pole projects.  The $12,350 proposal from River City Testing included both the bleacher and light pole projects.  The $7,000 proposal from Steel Inspectors of Texas was for bleachers alone and the $10,700 proposal from Byerly Inspection was for the light poles alone.  The two combined would be a total cost of $17,700.

All documents have been reviewed by legal counsel.

$12,350 funded from the District’s Bond Program, under Measure B.

Authorization for the Superintendent to enter into an Independent Consultant Agreement with River City Testing for $12,350.00 for the in shop inspections at Southern Bleachers and Musco Lights.

The Board is presented with a request for approval for retaining Wilson Ihrig to perform an evaluation of construction noise, provide recommendations and prepare a Construction Noise Reduction Plan for the San Rafael High School Stadium Renovation Project, required by the Environmental Impact Report (EIR).

BACKGROUND:

The Environmental Impact Report (EIR) requires several measures to mitigate construction noise. Mitigation Monitoring and Reporting Program (MMRP), item NOISE-3b, requires a Construction Noise Management Plan that shall be prepared by a qualified acoustical consultant.

$5,000 funded from the SRCS District Bond Program, under Measure B.

Approval to enter into a Consulting Agreement with Wilson Ihrig for $5,000.00 to prepare a Construction Noise Reduction Plan for the San Rafael High School Stadium Renovation Project. 

The Board is presented with a request for approval for two (2) unit rate proposals from Consolidated Engineering Laboratories for supplemental materials testing and construction inspection services for the San Rafael High School Stadium Project and the Bahia Vista Lunch Shelter Project. 

BACKGROUND:

In addition to the standard inspection services, and in order to comply with the Division of State Architect (DSA) Form 103, the Capital Facilities Team is required to obtain supplemental / “special” structural tests and inspection services at the San Rafael High School Stadium and Bahia Vista Lunch Shelter Projects. Form 103 inspection services related to these projects include such services as welding, compaction, concrete strength and in-plant inspections, services not covered by the DSA Inspector.

All documents have been reviewed by legal counsel.

Not to exceed amount:  $22,000 for Bahia Vista Elementary, funded by Bond Measure A funds.

Not to exceed amount:  $81,500 for San Rafael High Stadium, funded by Bond Measure B funds

Approval of Supplemental / “Special” Testing and Inspection Services for Bahia Vista Elementary School Lunch Shelter Project and San Rafael High School Stadium Project

To seek authorization from the Board for the issuance of Supplemental Agreement No. 5 to the District’s Master Agreement for Architectural Services with Hibser Yamauchi Architects, Inc. (“HY”), which is for all design and engineering services relating to Full Architectural / Engineering Services – San Rafael High School – Madrone / Administration / Central Kitchen

BACKGROUND:

Effective August 22, 2016, the District entered into a Master Agreement for Architectural Services with Hibser Yamauchi Architect, Inc. (“Master Agreement”) for the provision of architectural services to the District for projects under the District’s Measure A and Measure B bond program (“Program”) as assigned.  Under the Master Agreement, specific Program projects are assigned by executing a Supplemental Agreement for each specific project.  Each Supplemental Agreement identifies the specific project scope, architect fee, schedule, number of required meetings, and other details unique to that project.  The terms and conditions of each Supplemental Agreement complement the existing Master Agreement, which is still in effect. 

 For HY, to date, the District has issued the following Supplemental Agreements: 

• Supplemental Agreement No. 1 - Assistance in developing District Design Standards
• Supplemental Agreement No. 2 - Professional design services for San Rafael High School’s HVAC project. 
• Supplemental Agreement No. 3 - Pre-design and start-up services at San Rafael High School.
• Supplemental Agreement No. 4 -All phases of design and engineering services relating to modular classrooms and interim student housing at San Pedro Elementary School.

 HY Supplemental Agreement No. 5 is for full architectural and engineering services related to Madrone Continuation and San Rafael High School Administration and Central Kitchen projects.  HY’s fee for this project is a fixed fee of Two Million, Nine Hundred, Sixty-Seven Thousand, Five Hundred Dollars ($2,967,500). 

 All documents have been reviewed by legal counsel.

Supplemental Agreement No. 5 will be funded from the District’s Bond Program, under Measure B.  

Authorization of Supplemental Agreement No. 5 to Master Agreement for Architectural Services – Hibser Yamauchi Architects, Inc.

Minutes are taken of all Board meetings as record of all actions taken by the Board. The attached minutes are being recommended for approval. 

Approval of the minutes of the Regular Board Meeting of April 17, 2017.

This agenda item presents the Administration's recommended personnel transactions for the Elementary School District for recommended approval. 

This agenda item presents for Board approval the Administration's recommended personnel transactions for the Elementary School District, as shown on Exhibit A (Certificated) and Exhibit B (Classified).

All changes to personnel since the previous board meeting including resignations, leaves of absence, retirements, reassignments, new hires, changes of contract, returns from leave, releases and short term assignments are included for Board approval.

Approval of all hiring, terminations, transfers, and retirements of employees in the Elementary School District.

This agenda item presents the Administration's recommended personnel transactions for the High School District for Board approval. 

This agenda item presents for Board approval the Administration's recommended personnel transactions for the High School district, as shown on Exhibit A (Certificated) and Exhibit B (Classified).

All changes to personnel since the previous board meeting including resignations, leaves of absence, retirements, reassignments, new hires, changes of contract, returns from leave, releases and short term assignments are included for Board approval.  

Approval of all hiring, terminations, transfers, and retirements of employees in the High School District.

This agenda item presents the Administration's recommended personnel transactions for the Joint School District for recommended approval.

All changes to personnel since the previous board meeting including resignations, leaves of absence, retirements, reassignments, new hires, changes of contract, returns from leave, releases and short term assignments are included for Board approval.  

Approval of all hiring, terminations, transfers, and retirements of employees in the Joint School District.

Marin County Office of Education will be using the shared services of current Teacher, Melissa Guerrero, as a “Teacher on Special Assignment” during the 2017-2018 School Year.

Melissa Guerrero will be on a Shared Services Agreement with the Marin County Office of Education and San Rafael Elementary School District for the 2017-2018 School Year. During this time, she will be a “Teacher on Special Assignment” supporting various MCOE projects including grants, technical support, etc.

The District will be reimbursed by MCOE up to $122,000 for expenses such as salary, health and welfare benefits and other indirect rates.

Approval of the agreement.

This agenda item presents Administration's recommendation to enter into a Student Internship Agreement with San Francisco State University, for approval.

Providing high quality learning environments for intern teachers both assists the professional in teaching and enables the District to have a first look at up-and-coming talented professionals.

Approval of this agreement.

The Board will review the ESD warrants for June 2017 for ratification.

BACKGROUND:      

The warrant register reflects the vendor name, date paid, amount of warrant, and budgetary account charged.

CURRENT CONSIDERATIONS:    

A copy of the summary of the warrant register of all funds for warrants issued from June 1, 2017, through June 30, 2017, is attached. 

Ratify the ESD warrants for June 2017.

The Board will review the HSD warrants for June 2017 for ratification.

BACKGROUND:      

The warrant register reflects the vendor name, date paid, amount of warrant, and budgetary account charged.

CURRENT CONSIDERATIONS:    

A copy of the summary of the warrant register of all funds for warrants issued from June 1, 2017, through June 30, 2017, is attached. 

Ratify the HSD warrants for June 2017.

The Board will consider the disposal of obsolete equipment from San Rafael High School.

BACKGROUND:
Board Policy 3270 states: “Sale and Disposal of Instructional Materials, Equipment, and Supplies if the value of the property is insufficient to defray the costs of arranging a public sale, the property may be donated or disposed of in an appropriate manner."  

CURRENT CONSIDERATIONS San Rafael High School has determined that the following equipment/textbooks are obsolete:

BACKGROUND:
The Marin County Schools Data Processing Consortium provides data processing and network services to Marin County Public Schools for QSS (Quintessential School System) business and financial systems This agreement will commence on July 1, 2017, and continue through June 30, 2018.

CURRENT CONSIDERATIONS:
The QSS business and financial systems for the San Rafael Elementary District and the San Rafael High School District includes some of the following services: payroll production, annual W2 and 1099 production, accounts payable production, QSS general ledger, purchasing, financial reports, fixed assets, employee absence tracking, position control, credential reports and problem resolutions. They will also provide hardware and software contract maintenance, user support and help desk.

The following cost for services per district is 

High School District $36,860

Elementary School District $70,865

01-0000-5840.00-0000-7700-800-000-000

Approve the agreement with MCOE for Data Processing Consortium.

BACKGROUND:   A Tax Anticipation Note (TAN) is a short-term loan from the Treasurer of the County of Marin that school districts can use to address a cash flow challenge created when expenditures must be incurred and paid before tax revenues (local or State) are received. In accordance with Article XVI, Section 6 of the Constitution of the State of California and Education Code Section 42620, Governing Boards are permitted to incur debt by obtaining TAN borrowings that must be paid off within the same calendar year.  The amount of TANs used in a year cannot exceed 75% of the total gross income from taxes of all types collected by the Board of Education in the preceding calendar year, and cannot exceed the total anticipated revenues for the current calendar year.

Historically, San Rafael City Schools has issued Tax Revenue Anticipation Notes (TRAN) which is another form of short-term financing that allows Districts to borrow cash to address short-term cash flow needs in anticipation of local tax revenue or revenues from the State.  The cost of issuing a TRAN currently out-weighs the benefits given the unusually low rate of return in the current economic environment.

CURRENT CONSIDERATIONS:
This agenda item presents for Board approval for loan request - Tax Anticipation Note (TAN) for the 2017-18  fiscal year for an amount not to exceed $17,000,000 or 75% of the 2016-17 secured tax receipts.

None

Approval of Resolution #1718-2 for a Tax Anticipation Note (TAN) loan request for the ESD, for the 2017-18 school year. 

The Board is presented with a resolution for recommended approval to request a Tax Anticipation Note (TAN) Loan for the HSD.

BACKGROUND:   A Tax Anticipation Note (TAN) is a short-term loan from the Treasurer of the County of Marin that school districts can use to address a cash flow challenge created when expenditures must be incurred and paid before tax revenues (local or State) are received. In accordance with Article XVI, Section 6 of the Constitution of the State of California and Education Code Section 42620, Governing Boards are permitted to incur debt by obtaining TAN borrowings that must be paid off within the same calendar year.  The amount of TANs used in a year cannot exceed 75% of the total gross income from taxes of all types collected by the Board of Education in the preceding calendar year, and cannot exceed the total anticipated revenues for the current calendar year.

Historically, San Rafael City Schools has issued Tax Revenue Anticipation Notes (TRAN) which is another form of short-term financing that allows Districts to borrow cash to address short-term cash flow needs in anticipation of local tax revenue or revenues from the State.  The cost of issuing a TRAN currently out-weighs the benefits given the unusually low rate of return in the current economic environment.

CURRENT CONSIDERATIONS:
This agenda item presents for Board approval for loan request - Tax Anticipation Note (TAN) for the 2017-18  fiscal year for an amount not to exceed $18,000,000 or 75% of the 2016-17 secured tax receipts.

None

Approval of Resolution #1718-3 for a Tax Anticipation Note (TAN) loan request for the HSD, for the 2017-18 school year. 

This item presents a contract between San Rafael City Schools, Davidson Middle School and Youth in Arts for assembly coordination and classroom activities on August 24, 2017, for recommended approval.

Background: Youth in Arts’ mission is to provide students with high-quality experiences and instruction in the visual and performing arts, and to enrich the community with cultural events.

Through artist residencies, professional performances, school and community events, and intensive out-of-school programs for teens, we help young people develop skills and confidence to share their unique creative voices. We maintain a roster of Mentor Artists that is both artistically and culturally diverse, enabling us to share a wide range of world cultures with students through the arts. We are dedicated to the principle of “reaching all learners,” tailoring programs as needed for students of all abilities. Art is ultimately a form of communication, and we help our students share their artistic voices through culminating events (exhibits and performances) at school, as well as in our own YIA Gallery, the only art gallery in the North Bay dedicated to showcasing student work.

Current Consideration: On August 24, 2017, Davidson MS is providing 'Davidson Day One' activities to include students attending an inspirational assembly with Gabriel Cortez, Spoken Word Artist. He is a poet and teaching artist. Gabriel is a Lead Artist with Youth Speaks, one of the world’s leading presenters of Spoken Word performance, education, and youth development programs. Gabriel is also a founding member of Ghostlines, The Root Slam, and the Write Home Project. 

Students will then participate in a follow up classroom activity. Youth In Arts is coordinating the keynote speaker and providing the follow up classroom activity. 

Exhibit A - Youth In Arts Contract 

Cost of services is $2,000 to be paid from ASB funds.

Approval of the contract between San Rafael City Schools, Davidson Middle School and Youth in Arts for assembly coordination and classroom activities on August 24, 2017.

This item presents a Memorandum of Understanding between Old Gallinas Children's Center and San Rafael City Schools, Venetia Valley for the participation in the Pre-K to 3rd Grade Initiative for the 2017-2018 school year, for recommended approval.

Background: The Marin Community Foundation has launched a multi-strategy initiative in Marin County aimed at closing the educational achievement gap for all students. 

Venetia Valley School (VV) is one of nine sites supported by the Marin Community Foundation (MCF) through their PreK-3 initiative.

The county-wide goals of the PreK-3 initiative include:

1. Developing a shared vision and partnership among PreK-3 programs and families;
2. Creating a positive school climate that addresses the needs of a diverse community;
3. Strengthening and promoting family engagement in the schools;
4. Aligning curriculum, standards, and assessments across preschool sites and across grade levels;
5. Providing high quality teaching;
6. Expanding learning opportunities

CURRENT CONSIDERATION: To meet these goals Venetia Valley has gathered together representatives from the school and many local community partners to create a design team. The design team is a collaborative group that meets quarterly to help review and implement new services and programs at Venetia Valley to promote early school success.

To promote early school success, Venetia Valley is currently working to align and improve PreK-3 curriculum and services at Old Gallinas Children's Center as follows:

• Facilitation of and Participation in Design Teams
• Instructional Alignment in Pre-School and K-3 Programs
• Development and Staffing for Family Engagement and Family Literacy PreK-3 Programs/Biliteracy Programs
• Strategic Planning and Facilitation

Exhibit A - MOU between Marin Head Start Old Gallinas Children's Center and San Rafael City Schools, Venetia Valley

The cost to support the PreK-3rd Grade Initiative at Old Gallinas Children's Center not to exceed $10,000 to be paid from MCF Funds.

01-9463-0-5840.00-0000-7200-092-120-000

Approval of the Memorandum of Understanding between Old Gallinas Children's Center and San Rafael City Schools, Venetia Valley for the participation in the Pre-K to 3rd Grade Initiative for the 2017-2018 school year.

This item presents an Agreement between San Rafael City Schools, Davidson Middle School and Renaissance Learning Star Math Online Math Diagnostic Tool during 2017-2018 school year, for recommended approval.

Background: The founders set out to enable dynamic practice through a new digital platform, to multiply the aha moments orchestrated by teachers. They understand that for students to become their most amazing selves, teachers must be given that opportunity as well.Renaissance Star Math guides students to greater math growth with assessments that are fast, accurate, and easy to administer. Star Math, is a computer-adaptive assessment for grades 1-12, identifies which skills and sub-skills students know, and which skills they’re ready to work on next. Maximize instruction and practice with state-specific insights and resources to guide students on the optimal path to math proficiency. 

Current Consideration: Davidson Middle School will use Renaissance Star Math diagnostic assessment to determine intervention needs of low performing students.

Exhibit A 

Cost of services is $5,313.20 to be paid from site Title I funds.

01-3010-0-5840.00-1511-1000-340-120-000

Approval of the Agreement between San Rafael City Schools, Davidson Middle School and Renaissance Learning Star Math Online Math Diagnostic Tool during 2017-2018 school year.

This item presents a contract between San Rafael City Schools, San Pedro and Young Imaginations for music and dance workshops for the 2017-2018 school year, for recommended approval.

Background: Founded in 1987, Young Imaginations provides multicultural music and dance classes in San Francisco, Marin, Sonoma, East Bay, and northern California schools. In addition, they present research-based model projects, professional development opportunities for classroom teachers and music/dance specialists, and conference presentations at state and national levels. 

Arts in the school's program includes performances for all students at the end of their sessions as well as on-going opportunities for informal and/or formal collaboration between Young Imaginations, the school and community outreach. Classroom teachers will attend classes with their students and complete an assessment at the end of the program.

Young Imaginations includes the assignment of a lead arts educator and guest artist; curriculum planning; assessment of student learning;  informal and formal collaboration with school staff;  community outreach; curriculum equipment/materials for students' use in class. 

Current Consideration: Young Imaginations will be providing multicultural music and dance sessions at San Pedro Elementary School during the 2017-2018 school year.

Exhibit A

The cost of the workshop sessions will be paid with site funds not to exceed $2,485.

01-0111-0-5840.00-1000-095-120-000

Workshop In-Kind Donation: Young Imaginations, $7,455

Approval of the contract between San Rafael City Schools, San Pedro and Young Imaginations for music and dance workshops for the 2017-2018 school year.

This item presents an agreement with Mindset Works, Inc., for online professional development at Davidson Middle School During the 2017-2018 School Year, for recommended approval.

Background: Mindset Works is the global leader in growth mindset training for educators and students, leveraging the pioneering research of co-founders Carol Dweck and Lisa Blackwell. The mission at Mindset Works is to enable a world in which people seek and are fulfilled by ongoing learning and growth.

Mindset Works consists of practitioners, coaches, leaders, and researchers who work together to translate academic research into award-winning teacher and student programs. These programs increase motivation and self-efficacy to develop future generations of self-driven learners.

Mindset Works SchoolKit is a suite of resources developed to cultivate a growth mindset school culture. It contains tools for administrators, teachers, and students to learn, teach and live the growth mindset. 

Current Consideration: Davidson Middle School staff will engage in Mindset Works online professional development during the 2017-2018 school year per attached Scope of Services.

Exhibit A - Mindset Works Scope of Services

Cost of services for 2017-2018 school year is $6,000.

01-0190-0-5840.00-1511-1000-340-120-000

Approval of the agreement with Mindset Works, Inc., for online professional development at Davidson Middle School During the 2017-2018 School Year.

This item presents a Memorandum of Understanding between San Rafael City Schools and Marin County Office of Education for participation in the Marin County Coaching Consortium between July 1, 2017-June 30, 2018, for recommended approval.

Current Consideration: The Memorandum of Understanding between Marin County Office of Education and San Rafael City Schools is for the purpose of countywide participation in the Marin County Coaching Consortium.

Marin County Office of Education agrees to provide Coaching Services as follows:
• Goal setting
• Development of coaching skills focused on differentiated coaching and motivational inquiry techniques
• Opportunities to reflect on coaching skills and monitor progress towards goals
• Time to learn from and share strategies with coaches from various districts throughout the county
• Focus on equity driven inquiry project (systems thinking approach) with job alike coaches

Exhibit A - MOU Between San Rafael City Schools and Marin County Office of Education

Cost of participation is not to exceed $3,000 to be paid from Educator Effectiveness funds.

01-6264-0-5840.00-1110-2140-700-240-000

Approval of Memorandum of Understanding between San Rafael City Schools and Marin County Office of Education for participation in the Marin County Coaching Consortium between July 1, 2017-June 30, 2018.

This item presents a Memorandum of Understanding between San Rafael City Schools and Marin County Office of Education to Provide Math Consultation Services between July 1, 2017-June 30, 2018, for recommended approval.

Current Consideration: The Memorandum of Understanding between Marin County Office of Education and San Rafael City Schools for the purpose of implementing sustainable, cohesive professional development for math departments.

Marin County Office of Education will provide the following scope and sequence of work between July 1, 2017 and June 30, 2018:

• Consultation services with Eileen Smith for the purpose of increasing the mathematical skills,
  instructional practices, and coaching strategies of the District coaching staff.
• Services shall be based on an hourly fee of $120 per hour. Services shall not exceed a total of twenty hours for the 2017-2018 school year
  

Exhibit A - MOU Between San Rafael City Schools and Marin County Office of Education

Cost of consultation services not exceed $2,400 to be paid from Title II funds.

01-4035-0-5840.00-1110-2140-700-240-000 

Approval of the Memorandum of Understanding between San Rafael City Schools and Marin County Office of Education to Provide Math Consultation Services between July 1, 2017-June 30, 2018.

This item presents a Memorandum of Understanding between San Rafael City Schools, Venetia Valley Elementary and The Jewish Coalition for Literacy (JCL) for Volunteer Reading Tutors during the 2017-2018 school year, for recommended approval.

Background: JCL tutors provide one-on-one reading support for struggling readers (grades K-3) from low-income homes. JCL work in TITLE I schools with large numbers of English Learner students, where most students qualify for free or reduced price lunches and under perform on state tests. We conduct workshops for parents with limited English skills to help them better engage their children in the reading process and make stories come alive. We also donate high-quality books and other reading materials to JCL students and their parents so they can read together at home. 

JCL helps turn struggling young readers into confident readers excited about books and learning. And our results are impressive. Most children achieve a year of growth with the help of JCL-trained tutors. Often they advance more than one grade level, and in some cases, two or three. JCL students also make significant progress based on six key indicators:

• Improvement in comprehension

• Growth in language skills

• Greater motivation to read in class

• Reading aloud with more confidence and expression

• Greater participation in class discussion and activities

• More positive attitude toward school

Current Consideration: Jewish Coalition for Literacy will provide volunteer reading tutors at Venetia Valley Elementary School during the 2017-2018 school year per Memorandum of Understanding.

Exhibit A

There is no financial impact to the district.

This item presents an Agreement Between San Rafael City Schools and UC Berkeley History-Social Science Project for support and coaching for Middle School Instructional Coaches during the 2017-2018 School Year, for recommended approval.

BACKGROUND INFORMATION:  The UC Berkeley History-Social Science Project (UCBHSSP) believes that all students deserve high-quality education.  

UCBHSSP seeks to bridge the academy and K-12 communities to help teachers strengthen their instructional practice and provide equitable educational opportunities to all students, through a model of learning, practicing, and doing.

UCBHSSP customizes professional development programs to respond to the needs of school sites in order to strengthen teacher capacity and increase student discipline-specific literacy and thinking as well as content knowledge. Through institutes, workshops and seminars, and site-based coaching, UCBHSSP facilitators work with teachers to grow their practice. Their professional development approach includes models and training for differentiating instruction to access history, with a specific focus on supporting English learners and low-level literacy students. This approach is designed through collaboration among university faculty, teacher practitioners, and literacy specialists.

Current Consideration: UCBHSSP will provide four full days of support and coaching to middle school instructional coaches and six hours of administrative coordination and planning meetings during the 2017-2018 school year.

Exhibit A

Cost of services to be paid from Educator Effectiveness Funds not to exceed $9,900.

01-6264-0-5840.00-1110-2140-700-240-000

Approval of the Agreement Between San Rafael City Schools and UC Berkeley History-Social Science Project for support and coaching for Middle School Instructional Coaches during the 2017-2018 School Year.

This item presents an out-of-state travel for Dana Trillo, Davidson Middle School Teacher to attend 2017 Music for All Summer Symposium in Muncie, Indiana on June 24-30, 2017, for recommended approval.

Background: Music for All has been providing positively life-changing experiences at its summer camp for over 40 years. They bring together the best faculty, exciting concerts and events, and students from band and orchestra programs from coast-to-coast who share a love of music-making, performance, and student leadership. Music for All offers tools that will allow music directors to achieve peak performance personally and for school ensembles. The Music for All Summer Symposium is a place to get a head start on next year’s thinking, make connections, get new ideas, and learn new strategies.

Current Consideration: This item presents for Board approval of out-of-state travel for Dana Trillo, Davidson Middle School Teacher to attend 2017 Music for All Summer Symposium in Muncie, Indiana on June 24-30, 2017.
 

Estimated cost of travel is $2,860 to be paid from site funds.

Approval of the out-of-state travel for Dana Trillo, Davidson Middle School Teacher to attend 2017 Music for All Summer Symposium in Muncie, Indiana on June 24-30, 2017.

$40,000 (evenly split between the ESD and HSD)

The Board is presented with a contract for legal services for review and recommended approval. 

The District retains legal counsel for a range of topics ranging from student and staff matters, including but not limited to: collective bargaining, student services, student discipline, and capital facilities. In addition, the District may retain an independent and neutral investigator to conduct investigations of complaints and concerns reported to site or district management. 

The standard hourly rate services are as follows (hourly rates):

Senior Partners: $295.00

Partners/Senior Counsel: $270.00

Senior Associates: $260.00

Associates: $250.00

Non-Legal Consultants: $220.00

Senior Paralegals/ Law Clerks: $195.00

Paralegals/ Legal Assistants: $185.00

Fixed Fee Services:

A full day of training (up to 8 hours): $4,500

A half day of training (up to 4 hours): $3,000

A two hour training: $2,500

A one hour training: $1,750

There will also be an additional 5% billed for administrative fees.

Approval of the contract.

The Board is presented with a quote for anti-virus software for recommended approval. 

BACKGROUND: As we continue to have staff accessing more sensitive data, we need a tiered level of anti-virus software. Power users (administrators) are those classified as having access to sensitive data, not web-based access. Regular users will be supported with Trend-Micro systems. 

Staff recommends approval of the Cisco AMP quote Z-000196-07 for these services. 

$11,642.00

To be split 50/50 between ESD/HSD $5812.00 to each.

 SACS code:  01-0000-0-4307-00-0000-7700-700-290-000

Approval of the quote for anti-virus software

The Board is presented with the annual renewal for the Aeries SIS software for the 17/18 school year, for recommended approval. 

BACKGROUND: 
The attached quote is the annual cost for 17/18 for the Aeries Student Information System including Aeries Analytics, with additional 2 years prior data reserve. 

Total $58,616.00 to be split 50/50 between ESD/HSD for $29,308.00 each.

SACS code:  01-0000-0-4307-00-0000-7700-700-290-000

Approval of the contract. 

Board Policy 3290 Section 1.1 states:

“The Board of Education may accept on behalf of, and in the name of the District, such gifts, donations, bequests and devices as are offered. Such gifts, cash contributions, donations, bequests, and devices may be made subject to conditions or restrictions as the Board of Education may prescribe and/or accept.” (Education Code 41030-41032)

The following donations were received for the San Rafael City Schools District, as follows:

COST/FUNDING SOURCE: Total of donation: $14,180.00       

Approval of donations

This item presents new and revised courses and textbooks for review. A second reading and recommended approval will be brought to a subsequent meeting. 

Background:  The Secondary Curriculum Advisory Council (SCAC) has reviewed and discussed new course proposals, revised and updated high school courses of study.  Schools are continuing the process of reviewing current course outlines and revising, as appropriate, to align with the Common Core and newly updated and/or new versions of textbooks. 

There has been a shift to ensure, whenever possible, that elective courses are designed to meet the UC requirements for approval on the A-G list. There has also been a shift to not only have schools agree on new courses and textbooks, but as appropriate, to also agree to implement the same textbook at all three schools. All courses and new textbook recommendations are Common Core aligned.

Exhibit A - New Courses of Study, Revised Courses of Study, New Textbooks

The cost of instructional materials will be funded through a combination of school site budgets and state and district instructional materials budget.

This item presents the Board and the public with the opportunity to review the first reading of new Board Policy 6142.93 Science Instruction. The second reading and recommended board adoption will be brought to the next meeting.

Background: Policy updated to reflect the new curriculum framework for science instruction adopted by the State Board of Education in November 2016 and the Next Generation Science Standards. Policy also adds new material related to the required course of study, science courses required for high school graduation, staff development, program evaluation, and safety in science laboratories.

Exhibit A - Board Policy 6142.93 Science Instruction

There is no financial impact to the district.

This item presents the Board and the public with the opportunity to review the first reading of Board Policy 6145 Extracurricular and Cocurricular Activities. The second reading and recommended board adoption will be brought to the next meeting.

Background: Policy updated to reflect law which provides that a homeless student must be immediately deemed to meet all residency requirements for participation in extracurricular activities. Legal cites added for the prohibition against student fees and the requirement to annually review the policy.

There is no financial impact to the district.

This item presents the Board and the public with the opportunity to review the first reading of Board Policy and Administrative Regulation 6145.2 Athletic Competition. The second reading and recommended board adoption will be brought to the next meeting.

Background: Policy and regulation updated to reflect new law (AB 1639, 2016) which requires (1) distribution to student athletes and parents/guardians of information on the nature and warning signs of sudden cardiac arrest, (2) training of coaches and athletic directors on the nature and warning signs of sudden cardiac arrest, and (3) removal of a student from an athletic activity if he/she passes out or faints, until clearance is obtained from a health care provider. Policy also updated to reflect the prohibition against the use of a racially derogatory or discriminatory athletic team name, mascot, or nickname. Policy reflects law which provides that a homeless student must be immediately deemed to meet all residency requirements for participation in interscholastic athletic activities. Regulation also updated to reflect new law (SB 1375, 2016) which requires districts and schools to post specified Title IX information on their web sites by July 1, 2017.

Exhibit A - Board Policy 6145.2 Athletic Competition

Exhibit B - Administrative Regulation 6145.2 Athletic Competition

There is no financial implication to the district.