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.

To seek approval from the Board for Amendment No. 2 to Master Agreement for Geotechnical Investigation at San Pedro Elementary School.

Background:
On December 12, 2016, the Board approved three firms as a qualified pool to provide Geotechnical services for the Capital Facilities Program which included Ninyo & Moore. Ninyo & Moore has been approved as the Geotechnical Engineer for Glenwood and San Pedro Schools.  Supplemental Phase 2 Geotechnical services for Glenwood Elementary were approved by the Board on July 24.

Current Considerations:
At this time, the San Pedro Elementary School project is in need of supplementary Geotechnical services.  The purpose of these supplemental services is to perform a design level report for the proposed new buildings.  The preliminary evaluation conducted by Ninyo and Moore at San Pedro was performed to the west of the locations of the new buildings.  Based on the latest project phasing and Division of State Architect (DSA) regulations, it is required that additional borings be drilled within the footprint of the proposed buildings to evaluate the subsurface conditions.

All documents have been reviewed by legal counsel.

The proposed additional compensation for Amendment No. 1 is $17,500, funded from the District Bond Program, Under Measure A.

SACS:  21-9010-0-6178-00-0000-8500-095-000-480

Approval of Amendment No. 2 to Master Agreement for Geotechnical Investigation – Ninyo & Moore. 

The Board is presented with a request for approval of the Contractor Bid for RFQ/P PM-05-17 for the Davidson Middle School Wing 10 Roofing Replacement Project.

Background:
There has been an issue with persistent water penetration and leaking at the Davidson Middle School Wing 10 Roof site.  Initially, Bond Measure A, Phase 1 Projects included the addition of Air Conditioning to the Administration Area of Davidson Middle School. It was later recommended by the school Site Design Committee that air conditioning was not a priority and that the funds should be used to correct this issue (as it reads in Measure A Bond language). 

On March 27, 2017, the Board of Education approved Interactive Resources for the waterproofing and roofing design services for this project. 

Current Considerations:
Following the design services, the construction portion of this project was advertised on July 14, 2017.  A mandatory informational meeting for all interested contractors was held on July 18, 2017 and all bids were due on August 3, 2017. Bids were received from two (2) contractors:  Best Contracting Services ($242,66.00); and Solano County Roofing ($447,700.00).  Best Contracting Services is lowest responsive, responsible bidder.

$242,666 funded from the Districts Bond Program, under Measure A.

Budget/SACS Code:  21-9010-0-6200-00-0000-8500-340-000-487

Authorization for San Rafael City Schools Capital Facilities Team to enter into a Contract Agreement with Best Contracting Service for construction of Davidson Middle School Wing 10 Roofing Replacement Project.

The Board is presented with a proposal for Arborist Services at San Rafael High, Terra Linda High, San Pedro Elementary and Venetia Valley K-8 Schools from Arbor Science services, for recommended approval.

Background:
On May 9, the Board approved a proposal for arbor services from Swift Tree Care to examine the street trees along Woodland Avenue in preparation for the proposed construction at Davidson Middle School and Laurel Dell Elementary School.  It was important to have an arborist review the conditions of the trees and make recommendations.  Swift Tree Care contracted with Arbor Science to complete the necessary work.

Current Considerations:
The Capital Facilities Team reached out to and received proposals from three consultants for additional arborist services at San Rafael, Terra Linda, and San Pedro Elementary Schools.  Proposals were received from three (3) consultants: Arborscience for $1,200; California Tree and Landscape Consulting, Inc. for $4,800; and Urban Forestry Associates, Inc for $4,700. The proposal from Arborscience was substantially lower, therefor district staff is recommending the approval of their contract.

Additionally, arborist services were needed at Venetia Valley K-8, as some of the existing trees appeared to be very unhealthy and/or may be impacted by proposed construction. The fee for this work was $1,200.

All documents have been reviewed by legal counsel.

Fees not to exceed $2,400.00, funded by Measure A & B Bond funds.

Venetia Valley K-8 $ 1,200.00 (Measure A)

San Rafael High School $    400.00 (Measure B)

Terra Linda High School $    400.00 (Measure B)

San Pedro Elementary School $    400.00 (Measure A)                

Total: $ 2,400.00 (Measure A & B)

 Budget/SACS Code:  21-9010-0-6219-00-0000-8500-700-000-491 (60% HSD, 40% ESD)

Approval of arborist services at San Rafael High School, Terra Linda High School, and San Pedro Elementary School and ratify serviced performed at Venetia Valley K-8.

To seek approval from the Board of Education for Modification No. 3 to Master Agreement for geotechnical services at Bahia Vista Elementary School.

Background:
On December 12, 2016, the San Rafael City Schools (SRCS) Board of Education (“Board”) 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.  

 On June 12, 2017, Modification No. 1 was approved by the Board of Education for supplementary Geotechnical Investigation Services at Laurel Dell Elementary, Davidson Middle School, and Venetia Valley K-8.  And on July 24, 2017, the Board of Education approved Amendment No. 2 for supplemental geotechnical observation and testing services at the San Rafael High School Stadium Improvement Project.

Current Considerations:
At this time, Geotechnical Services are required for the Bahia Vista Shade Structure Project.  The purpose of these services is to update the Geotechnical Investigation Report to include the seismic and foundation design criteria given in the 2003 reports to the current 2016 California Building code. 

All documents have been reviewed by legal counsel.

$1,000 funded from the Districts Bond Program, Under Measure A.

Budget/SACS Code:  21-9010-0-6178-00-0000-8500-090-000-488

Approval of Modification No.3 to Master Agreement for Geotechnical Investigation - Miller Pacific Engineering Group. 

The Board is presented with a ratification action for additional services approved to complete a Phase I Environmental Site Assessment (“ESA”) at San Rafael High School.  

This work will be funded by Measure B Funds. Total cost:  $4,950.

Budget/SACS Code:  21-9010-0-6260-00-0000-8500-410-000-000

Ratification of additional services to contract with Millennium Consulting for Phase I Environmental Site Assessment for San Rafael High School.

The Board is presented with a request for approval of an amendment to the Independent Consultant Agreement with Kathleen Moore & Associates for additional consulting services and completion date extension for Education Specifications (Ed Specs) related to the Bond Measures A and B Programs.

Background:

Additional hours are proposed for supplementary Ed Spec services related to the Bond Measures A and B Programs.

On February 23, 2017, the Board of Education approved a request for consulting services for Kathleen Moore & Associates to develop Educational Specifications (Ed Specs) for the Capital Facilities Bond Measures A and B Programs, a requirement for submittal to the California Department of Education (CDE) for any district project applying for state funding, which includes construction of new buildings on an existing site.

The original scope of services included a comprehensive process to engage feedback from the district’s educational leaders, teachers and staff, in working with the Bond Program architectural teams, to incorporate their visions and goals within the project designs and for inclusion in the Educational Specification document. 

Current Considerations:
The requested amendment would allow modifications to Exhibit A to the Independent Consultant Agreement for additional service hours and tasks to continue the coordination of the implementation of education specifications for the Bond Measures A & B Programs.  These additional services and tasks include the following:

1. Increase Educational Specification Advisory Committee Meetings from five (5) to 120, to include teachers, associations, students, district directors, construction management team, architects, site committees, capital committee and other subject experts.
2. Develop separate project-specific secondary educational specifications for San Rafael High School, Terra Linda High School and Madrone Continuation.
3. Coordinate furniture and equipment list with district staff to meet educational specifications program.

1. Develop California Department of Education applications for modernization, additions, and new construction approval. 

All documents have been reviewed by legal counsel.

An additional “not to exceed” sum of $40,000 to the original $60,000, for a total of $100,000 billed on a T & M (Time and Materials) basis at the rate of $185 per hour.

Fees will be funded by Measure A and Measure B Funds.  

Budget/SACS Code:  21-9010-0-6219-00-0000-8500-700-000-491 (60% HSD, 40% ESD)

Approval of Amendment to Independent Consultant Agreement from Kathleen Moore and Associates for additional services and completion date extension related to the development of Education Specifications.

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 July 24, 2017

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

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 for Board approval the Administration's recommended personnel transactions for the High School District.

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 for Board approval the Administration's recommended personnel transactions for the Joint School District.

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

The Board will review the July 2017 ESD warrants 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 July 1, 2017, through July 31, 2017, is attached. 

Ratify the ESD warrants for July 2017.

The Board will review the July 2017 HSD warrants 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 July 1, 2017 through July 31, 2017, is attached. 

Ratify the HSD warrants for July 2017.

The Sun Valley Community has been in need of an additional after school childcare program for some years. Because of recent fiscal solvency issues with the Boys & Girls Club of Marin and Petaluma, the District has been required to seek an alternative provider for after school programs at the last minute. Fortunately on August 7, 2017, the SRCS and YMCA of San Francisco were able to meet and begin negotiations on a contract for these services. The Board will provide direction to staff regarding the final contract.

BACKGROUND: Although the District was in discussions with The Boys & Girls Club (B&GC) to perform this service, the District was recently informed by The B&GC that they are closing several clubs in Marin County due to fiscal issues.

In light of the unforeseen closures, the District has assisted Sun Valley in obtaining a program that will be sustainable for the entire current and potential future years as well. Luckily, the District has quickly secured the YMCA of San Francisco to provide after school childcare at Sun Valley for the 2017/2018 school year. The  YMCA is currently running after school programs in over eight schools in Ross Valley and Novato.

Due to the rapid execution of this relationship, we are still in negotiations with the YMCA and compiling the appropriate documentation. The attachments may be in draft form or need minor adjustments but include the details, terms and conditions and activities of the program. Upon completion of negotiations, the District will present a final Agreement for Board approval no later than 08/14/17.

Immediately after Board approval, the YMCA will have online registration posted on our school website, the PTO website and attached to our weekly Principal’s emails.

There will be no financial impact to the District. 

The following is the proposed fee structure for the after school program.

The family paid fee structure is flexible and scholarships are available based on need.  There is a one-time fee for registering with the YMCA for $88 to support start up costs if families are not a member of the YMCA gym.  Tuition rates are based on 180 days that school is in session.  Holiday breaks and school in-service days are not included but childcare is available at other locations during this time.  Rates are divided into 11 payments per school year.  August & June are prorated 25%.  

Families that are not members of the YMCA facility, rates are as follows depending on the number of days needed per week:  

1 day a week  = $106 per month 

2 days a week  = $176 per month

3 days a week = $245 per month 

4 days a week = $302 per month 

5 days a week = $362 per month 

For families that are members of the YMCA facility rates are as follows depending on numbers of days needed per week:  

1 day a week  = $99 per month 

2 days a week  = $164 per month

3 days a week = 228 per month 

4 days a week = $280 per month 

5 days a week =  $336 per month   

Approval of the DRAFT Lease Agreement for the afterschool program at Sun Valley and authorize District staff to finalize negotiations and execute an agreement in similar form and content as presented.

Updated information will be provided to the Board as soon as further negotiations have been agreed upon with The YMCA of San Francisco. 

This agenda item presents for Board approval the three (3) year extension of the Land Lease for the two portables and play structure at San Pedro Elementary School through June 30, 2020.

BACKGROUND:
For the past several years the Marin Head Start Program, under Community Action Marin (CAM), has leased space at the Bahia Vista Elementary School campus.  Due to construction of Bahia Vista School and the temporary relocation of BV to Short/DMS Annex that occurred in 2004-05 and 2005-06, the Head Start program placed two new portables at San Pedro Elementary School along with a new play structure during the summer of 2005 to be used for their Head Start Program.  

This program has since became an important part of the San Pedro Elementary School for both the students and families and has continued to operate even after Bahia Vista moved into its newly constructed campus in August 2006.

The Board will review Amendment No. 1 to the Facility Use Agreement for Community Action Marin (CAM) at Old Gallinas, for recommended approval.

Background: 

For the past several years, the San Rafael City School District has partnered with Community Action Marin (CAM) to provide space at Old Gallinas for their pre-school and school-age childcare program. Because MCOE vacated this facility in July 2017, classroom space has been freed up at Gallinas allowing CAM to utilize more space. This amendment is to lease an additional two (2)  960 square feet classrooms.  

CAM shall pay the District the sum of twelve thousand one hundred thirteen dollars ($12,113) per month from September 1, 2017 through June 30, 2018 for a total of one hundred forty five thousand three hundred fifty six dollars ($145,356) per fiscal year, based upon a rate of $0.9754 per square foot.  The payment shall be made in the following manner:  Payable in either one lump sum at the beginning of the Agreement, or in 12 monthly payments due in advance, on the 1^st of each month during the term of this Agreement.  The rent shall increase by 3% annually at the beginning of each fiscal year.

Approval of the Amendment to the Facility Use Agreement for Community Action Marin (CAM) at Old Gallinas

In anticipation of the issuance of the second series of general obligation bonds from the November 2015 authorizations of the San Rafael City Elementary School District, and the consideration of possible refinancings of the 2011 GO refunding bonds of both districts and the elementary district’s 2005 COPs, Stifel, Nicolaus & Company, Incorporated (“Stifel”), has prepared the Engagement Letter for Underwriter for the future sales of the bonds and COP's, for Board review and recommended approval.

BACKGROUND: The engagement letter is nonbinding and may be terminated at any time by the District, without penalty or liability for any costs incurred by Stifel.

The Elementary School District hereby confirms and acknowledges each of the following concerning the role that Stifel would have as an underwriter or placement agent: 

(1) Municipal Securities Rulemaking Board (“MSRB”) Rule G-17 requires underwriters and placement agents to deal fairly at all times with both municipal issuers and investors;

 (2)  the underwriter’s primary role is to purchase securities for distribution to investors in an arm’s-length commercial transaction with the Elementary School District and it has financial and other interests that may differ from those of the Elementary School District;

 (3) the placement agent’s primary role is to place securities directly with an investor or investors on behalf of the Elementary School District without first purchasing the securities;

 (4) unlike a municipal advisor, the underwriter/placement agent does not have a fiduciary duty to the Elementary School District under the federal securities laws and is, therefore, not required by federal law to act in the best interests of the Elementary School District without regard to its own financial or other interests;

 (5) the underwriter has a duty to purchase securities from the Elementary School District at a fair and reasonable price, but must balance that duty with its duty to sell municipal securities to investors at prices that are fair and reasonable;

 (6) and the underwriter will review the official statement for the Bonds, in accordance with, and as part of, its responsibilities to investors under the federal securities laws, as applied to the facts and circumstances of the transaction.

In anticipation of the issuance of the second series of general obligation bonds from the November 2015 authorizations of the San Rafael City High School District, and the consideration of possible refinancings of the 2011 GO refunding bonds of both districts and the elementary district’s 2005 COPs Stifel, Nicolaus & Company, Incorporated (“Stifel”), has prepared the Engagement Letter for Underwriter for the future sales of the bonds and COP's, for Board review and recommended approval. 

BACKGROUND: The engagement letter is nonbinding and may be terminated at any time by the District, without penalty or liability for any costs incurred by Stifel.

The High School District hereby confirms and acknowledges each of the following concerning the role that Stifel would have as an underwriter or placement agent: 

(1) Municipal Securities Rulemaking Board (“MSRB”) Rule G-17 requires underwriters and placement agents to deal fairly at all times with both municipal issuers and investors;

 (2)  the underwriter’s primary role is to purchase securities for distribution to investors in an arm’s-length commercial transaction with the High School District and it has financial and other interests that may differ from those of the High School District;

 (3) the placement agent’s primary role is to place securities directly with an investor or investors on behalf of the High School District without first purchasing the securities;

 (4) unlike a municipal advisor, the underwriter/placement agent does not have a fiduciary duty to the High School District under the federal securities laws and is, therefore, not required by federal law to act in the best interests of the High School District without regard to its own financial or other interests;

 (5) the underwriter has a duty to purchase securities from the High School District at a fair and reasonable price, but must balance that duty with its duty to sell municipal securities to investors at prices that are fair and reasonable;

 (6) and the underwriter will review the official statement for the Bonds, in accordance with, and as part of, its responsibilities to investors under the federal securities laws, as applied to the facts and circumstances of the transaction.

Approval of the request of the Engagement Letter from Stifel in anticipation of services. 

The District administered a Request for Proposal (RFP) for copy machines to several companies and Discovery Office System provided the most cost effective solution. In addition to favorable lease, purchase  and cost per copy costs, the District was able to negotiate favorable terms that will provided enhanced savings and benefits as outlined in the addendum. Staff recommend the Board award the attached Lease and purchase of two copiers to Discovery Office Systems.

BACKGROUND:
It has been determined by the district that the purchase or lease of two (2) new copiers, a  TASKalfa 5002i and a TASKalfa 8002i is necessary in order to provide support for both the instruction and office staff at Venetia Valley.The school recently disposed of a Kyocera KM5035 due to age, and a Xerox that is no longer working properly and is used as solely as a fax machine.

CURRENT CONSIDERATIONS:                                                    
The District will purchase a Discovery Kyocera TASKalfa 5002i and lease a TASKalfa 8002i. The new digital copiers are significantly faster and have considerably more options for staff. It will increase productivity and efficiency for our instructional staff.

COST/FUNDING SOURCE:
The purchase cost for the new TASKalfa 5002i copier is $4,320.84 and the annual lease cost for the TASKalfa 8002i is $6,292.80. The annual maintenance cost for the two copiers is included in stated prices. Copy overages will be billed at .005 per copy per the contract.  

The monthly maximum copy limit for the new machines are 22,000  for the 5002i and 60,000 for the 8002i.

SACS Code: 01-0000-0-6405.00-1110-1000-092-000-000 $6,292.80

     01-0000-0-6500.00-1110-1000-092-000-000 $4320.84

Approval of one purchase and one lease of two new copiers for Venetia Valley.

The District administered a Request for Proposal (RFP) for copy machines to several companies and Discovery Office System provides the most cost effective solution. In addition to favorable lease and cost per copy costs, the District was able to negotiate favorable terms that will provided enhanced savings and benefits as outlined in the addendum. Staff recommend the Board award the attached Lease of two copiers to Discovery Office Systems.

COST/FUNDING SOURCE:
The lease cost annually for the two (2) new TASKalfa 8002i is $17,698.56 including tax. The 8002i annual maintenance cost, toner and staples is included in the 60 month lease. Included in pricing is the monthly minimum copy of 200,000, overages for the 8002i will be billed at .005 per copy per the existing contract. We are currently in negotiations to modify Section 15  "Carry over any credits in any month in which you make fewer copies than the Minimum Copies per Month".

SACS Code:

01-0000-0-6520.00-1110-1000-340-000-000 $17,698.56

The Board is presented with an extended facility use agreement between San Rafael City Schools and Community Action Marin/Head Start for the Early Head Start Program, for recommended approval.

BACKGROUND:
Early Head Start (EHS) programs are funded to provide early, continuous, intensive and comprehensive child development and family support services.  The purpose of the EHS program is to enhance children’s physical, social, emotional, and intellectual development; to assist pregnant women to access comprehensive prenatal and postpartum care; to support parents’ effort to fulfill their parental roles; and to help parents move toward self sufficiency.

Program:
In 2010 the San Rafael City School District partnered with Community Action Marin (CAM) / Early Head Start to provide a program located on the San Rafael High School campus as follows:

In partnership with the high school

Target demographic:  Pregnant and parenting teens

Goals:

1. To support pregnant and parenting teens to stay in school and, at a minimum, complete high school
2. To promote optimal development of infants and toddlers by enriching the environment for the children and increasing the parenting skills of the teens
3. To partner with others in the community to connect the teens with any needed health and social services to support their development and that of their child

Programming:

Marin Head Start will provide:

• Support for pregnant teens that stay in school or participate in Independent Study Classes prior to the birth of the baby
• On site Early Head Start child care center for infants and toddlers of teens who are attending high school or participating in Independent Study courses during school hours (up to eight children)
• Parenting education and individual coaching and mentoring for the teens and their own child including fathers who are active in the lives of their babies
• Connect teens in the program with other needed social, health and mental health services in the community
• Staffing: Child care center staff plus family advocate
• Furniture and fixtures and any supplies and materials needed for the on-site center
• Funding for facility improvements necessary for the program

San Rafael High School District will provide:

• Space for the Early Head Start center (Building K)
• Adjacent space if possible for adult study and groups
• Independent Study teacher and support for teens in the Independent Study program
• A school liaison to work with the Early Head Start Center staff on school integration and development of credit classes for teen parent(s) to work in the center and receive high school credit
• Budget and coordination of facility improvements necessary for the program

CURRENT CONSIDERATIONS:   The current Facility Use Agreement expired June 30, 2017.  This Board item extends the facility use agreement by another year to provide space at San Rafael High School, Building K, for CAM's Early Head Start Program.  The program provides early, continuous, intensive and comprehensive child development and family support services that will assist pregnant women to access comprehensive prenatal and postpartum care and support teen parents' effort to fulfill their parental roles while moving toward high school graduation and self sufficiency. 

The facility use rate included in this agreement from July 1, 2017 through June 30, 2018 will be $1.00 per year. Utilities (not including phone) will be provided by the District and CAM/Marin Head Start will reimburse the District quarterly for their pro-rated share based on square footage.

The Board is presented with a facility use agreement from Community Action Marin for lease of 215 Mission Ave, for review and recommended approval.

BACKGROUND:
Community Action Marin (CAM) has leased the building at 215 Mission Avenue for child care services since 1988-89. CAM has continued to utilize this space for their child care program and is interested in extending the agreement for an additional period of time.

As rent for the premises and fixtures, CAM shall pay the District the sum of Two Thousand Nine Hundred Twenty-Six Dollars ($2,926.00) per month from July 1, 2017 through June 30, 2018 for a total of Thirty Five Thousand One Hundred and Twelve Dollars ($35,112.00), based upon a rate of approximately $1.045/square foot of leased space. Effective July 1, 2018, through June 30, 2020, the rent shall increase by 3% annually each fiscal year. The payment shall be made in the following manner:  Payable in either one lump sum at the beginning of the Agreement, or in twelve (12) monthly payments due in advance, on the 1^st of each month during the term of this Agreement. 

Approval of the agreement.

This item presents the School Instructional Minutes and Bell Schedules for 2017-2018 school year, for recommended approval.

BACKGROUND:  The California Education Code requires that school districts comply with the following instructional minutes time requirements or the number of instructional minutes offered by the districts in 1982-83, whichever is greater, as well as the number of school days each year. 

CURRENT CONSIDERATIONS:   Each fiscal year, the governing board is asked to approve both the school calendar and the bell (class) schedules. District staff has calculated the instructional days and minutes for each school to ensure compliance with the statutory instructional time and school day requirements. All elementary school sites will transition to full-day Transitional Kindergarten and Kindergarten. Dismissal will mirror grade 1-5 dismissal (approximately 90 minutes longer day). Instructional minutes and bell schedules for each school are attached:

Elementary District:

Bahia Vista (Exhibit A)
Coleman (Exhibit B)
Davidson (Exhibit C)
Glenwood (Exhibit D)
Laurel Dell (Exhibit E)
San Pedro (Exhibit F)
Short School (Exhibit G)
Sun Valley (Exhibit H)
Venetia Valley (Exhibit I)

High School District:

Madrone (Exhibit J)
San Rafael High (Exhibit K)
Terra Linda High (Exhibit L)

Approval of School Instructional Minutes and Bell Schedules for 2017-2018 school year.

The Board will review the second reading of new Board Policy 6142.93 Science Instruction, for recommended approval.

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.

Science teachers have participated in professional development focused on the Next Generation Science Standards (NGSS) and framework. Meetings were also held with the department chairs to discuss the implementation of the NGSS. Board Policy 6142.93 was also discussed with the Secondary Curriculum Council on September 22, 2016. 

Exhibit A - Board Policy 6142.93 Science Instruction

There is no financial impact to the district.

Approval of new Board Policy 6142.93 Science Instruction. 

The Board will review the second reading of revisions to Board Policy 6145 Extracurricular and Cocurricular Activities for recommended approval. 

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.

Exhibit A - Board Policy 6145 Extracurricular and Cocurricular Activities

There is no financial impact to the district.

Approval of revisions to Board Policy 6145 Extracurricular and Cocurricular Activities.

The Board will review the second reading of revised Board Policy and Administrative Regulation 6145.2 Athletic Competition for recommended approval. 

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.

Approval of revised Board Policy and Administrative Regulation 6145.2 Athletic Competition.

This item presents an Independent Contractor Agreement for Special Services for Marin Head Start to provide Pre-K to 3rd Grade Initiative support for Venetia Valley Elementary School for the 2017-2018 school year, for recommended approval. 

BACKGROUND:   The Marin Community Foundation launched a multi-strategy initiative in Marin County aimed at closing the educational achievement gap for all students. One strategy of the initiative is focused on improving educational outcomes of low-income students and students of color through support of school transformation. A second is focused on early success in school, serving students in pre-school through grade 3.

CURRENT CONSIDERATIONS:  That the Board approves the Independent Contractor Agreement for Special Services with Marin Head Start and San Rafael City Schools, Venetia Valley Elementary School for Pre-K to 3rd Grade Initiative. Marin Head Start will provide Venetia Valley Elementary School  with the following:

• Participation on the Design Team
• Hiring and support for Community Engagement, Family Literacy, and Extended Learning staff in collaboration with the Principal
• Provision of Community Engagement supplies and materials as supported by the budget
• Family Advocates will be invited to participate in MHS Family Advocate training and meetings.

Principal and Head Start Director will meet regularly at agreed upon times and/or as necessary to ensure the progress and quality of services provided.

Staff recommends approval of this Independent Contractor Agreement for Special Services with Marin Head Start to provide Pre K to 3rd grade initiative support to Venetia Valley Elementary School for the 2017-2018 school year. (Exhibit A).

Cost of services not to exceed $203,510 to be paid from MCF grant funds.

SACS Account Code: 01-9463-0-5840.00-1000-7200-092-120-000

Approval of the Independent Contractor Agreement for Special Services for Marin Head Start to provide Pre-K to 3rd Grade Initiative support for Venetia Valley Elementary School for the 2017-2018 school year. 

This item presents an Independent Contractor Agreement for Special Services with Bay Area Community Resources (BACR) for Health and Fitness Educator at Bahia Vista Elementary School for the 2017-2018 school year, for recommended approval.

Background: Bay Area Community Resources (BACR) is a regional 501(c)(3) nonprofit agency headquartered in San Rafael, California that provides a range of services in seven counties around the San Francisco Bay Area. Founded in 1976, BACR’s mission is to promote the healthy development of individuals and families, encourage service and volunteerism, and help build community.Toward these ends, BACR delivers services at more than 100 school- and community-based sites in the following program areas: After school, alcohol and drug, healthy communities, mental health, national service, tobacco, youth leadership and workforce development, and fiscal intermediary services.

Last year, BACR delivered intensive direct services to approximately 33,000 children, youth, and adults annually. Our outreach and informational programs reached another 370,000 through events, workshops, and the internet. Annual evaluations of BACR programs have consistently shown positive impacts, including improved family functioning, youth development skills, and school performance.

BACR delivers the above services with an annual budget of more than $28 million and a professional staff of 500 (276 FTE) and 360 AmeriCorps members, 25 graduate-level mental health interns, and more than 9,000 volunteers a year. This cadre of professional staff, AmeriCorps members, interns, and volunteers helps make it possible for BACR to leverage support and deliver services in communities that otherwise would not have the capacity to provide adequate resources.

Current Consideration: Bay Area Community Resources will provide school day recreation services during the 2017-2018 by hiring a Health and Fitness Coordinator working directly with the Family Center. Exhibit A

Cost of services for Health and Fitness Coordinator not to exceed $22,946.

01-0000-0-5840.00-1511-1000-090-120-000    $17,500

01-0001-0-8699.00-0000-0000-090-120-000    $5,446

Approval of Independent Contractor Agreement for Special Services with Bay Area Community Resources (BACR) for Health and Fitness Educator at Bahia Vista Elementary School for the 2017-2018 school year.

This item presents an Independent Contractor Agreement for Special Services with Bay Area Community Resources (BACR) for Health and Fitness Educator at San Pedro Elementary School for the 2017-2018 school year, for recommended approval.

Background: Bay Area Community Resources (BACR) is a regional 501(c)(3) nonprofit agency headquartered in San Rafael, California that provides a range of services in seven counties around the San Francisco Bay Area. Founded in 1976, BACR’s mission is to promote the healthy development of individuals and families, encourage service and volunteerism, and help build community.Toward these ends, BACR delivers services at more than 100 school- and community-based sites in the following program areas: After school, alcohol and drug, healthy communities, mental health, national service, tobacco, youth leadership and workforce development, and fiscal intermediary services.

Last year, BACR delivered intensive direct services to approximately 33,000 children, youth, and adults annually. Our outreach and informational programs reached another 370,000 through events, workshops, and the internet. Annual evaluations of BACR programs have consistently shown positive impacts, including improved family functioning, youth development skills, and school performance.

BACR delivers the above services with an annual budget of more than $28 million and a professional staff of 500 (276 FTE) and 360 AmeriCorps members, 25 graduate-level mental health interns, and more than 9,000 volunteers a year. This cadre of professional staff, AmeriCorps members, interns, and volunteers helps make it possible for BACR to leverage support and deliver services in communities that otherwise would not have the capacity to provide adequate resources.

Current Consideration: Bay Area Community Resources will provide school day recreation services during the 2017-2018 by hiring a Health and Fitness Coordinator working directly with the Family Center. The Health and Fitness Coordinator will work closely with the school and district staff to coordinate In Motion, provide PE and lunch coordination services.

Cost of services for Health and Fitness Coordinator not to exceed $49,140.

01-0910-0-5840.00-1511-1000-095-120-000    $17,500

01-0000-0-5840.00-1511-1000-095-120-000    $31,640 (PTA Funds)

Approval of Independent Contractor Agreement for Special Services with Bay Area Community Resources (BACR) for Health and Fitness Educator at San Pedro Elementary School for the 2017-2018 school year.

This item presents an Independent Contractor Agreement for Special Services for San Pedro and Bahia Vista Family Center Programs and Bay Area Community Resources (BACR) for 2017-2018, for recommended approval.

BACKGROUND: Healthy Start was established in 1991 through Senate Bill 620, the Healthy Start Support Services for Children Act, to improve student learning and support families. Healthy Start enhances efforts to close the achievement gap by helping children and their family members gain access to an array of learning supports. While each local Healthy Start is unique, all are designed to do the following:

• Ensure that each child receives the physical, emotional, and intellectual support that he or she needs — in school, at home, and in the community — to learn well.
• Build the capacity of students and parents to be participants, leaders, and decision-makers in their communities.
• Help schools and other child and family-serving agencies to recognize, streamline, and integrate their programs to provide more effective support to children and their families.

The California Department of Education (CDE) administers Healthy Start and awards two-year planning, five-year operational, and seven-year combined planning and operational grants to local education agencies (LEAs).  

CURRENT CONSIDERATION:  It is the purpose of this Independent Contractor Agreement for Services to specify the agreement between San Rafael City Schools and Bay Area Community Resources (BACR) for the purpose of providing school-based outreach, coordination and family support services at Bahia Vista and San Pedro Elementary Schools during the 2017-2018 school year. (Exhibit A).

MOU's with BACR amount to $328,080.50 for the 2017-2018 school year. A specific MOU and a site budget for grant related activities as been created at each site and are as follows. 

Bahia Vista    
01-9463-0-5840.00-0001-1000-090-120-000           $183,980.50
Marin Community Foundation Grant

San Pedro      
01-9463-0-5840.00-1110-2495-095-120-000           $134,100
Marin Community Foundation Grant

01-9460-0-5860.00-1110-2495-095-120-000            $10,000
Transportation Grant

Approval of Independent Contractor Agreement for Special Services for San Pedro and Bahia Vista Family Center Programs and Bay Area Community Resources (BACR) for 2017-2018.

This item presents an Independent Contractor Agreement for Special Services for the After School Education and Safety Program (ASES) Schools: Bahia Vista, Coleman, Davidson Middle, Laurel Dell, San Pedro, Short and Venetia Valley with Bay Area Community Resources (BACR) for the 2017- 2018 School Year, for recommended approval.

BACKGROUND:  Each year, since 2000, SRCS has received After School Education and Safety Program (ASES) grant state funding to operate after-school programs at six schools:  Bahia Vista, Coleman, Laurel Dell, San Pedro, Venetia Valley and Davidson. ASES was recertified in 2006 as part of the larger Proposition 49 funding initiative granted by the state. San Rafael applied for ASES funds to Short School in 2011 and the application was approved. Beginning in the 2016-17 school year, Coleman Elementary was added to the contract with Bay Area Community Resources.

The SRCS Learning and Enrichment Afterschool Programs (LEAP) are coordinated and monitored by Jennifer Lynch. Each participating school has a site coordinator, program leaders and community volunteers. Site coordinators and program leaders are employees of Bay Area Community Resources. The site coordinator's responsibility is to coordinate all aspects of the program. The coordinators are responsible for training, placing and supervising after school program leaders and volunteers, to maintain an accurate budget, to develop quality programming as defined by the CDE and meet attendance goals. These coordinators work closely with site administrators to ensure alignment of the school day programs and the after-school program.

California Education Code sections 8483.7(a)(7) and 8483.75(a)(4) require After School Education and Safety (ASES) programs to obtain a local contribution of cash or in-kind local funds equal to not less than one-third of the total grant amount. The code allows the facilities or space usage to fulfill not more than 25 percent of the required local match. Our collaborative agencies are providing the majority of the in-kind contributions through staffing and materials for this grant, as well as training and technical assistance from site staff.

CURRENT CONSIDERATIONS: This agenda item presents for Board acceptance the ASES grant of $1,206,077.96 in total and for Board approval of Independent Contractor Agreement for Special Services with Bay Area Community Resources (BACR) for grant implementation and support. 

Exhibit A

 Cost of services not to exceed $800,901.00 to be paid from ASES grant funds.

Approval of Independent Contractor Agreement for Special Services for the After School Education and Safety Program (ASES) Schools: Bahia Vista, Coleman, Davidson Middle, Laurel Dell, San Pedro, Short and Venetia Valley with Bay Area Community Resources (BACR) for the 2017 - 2018 School Year.

This item presents a contract between San Rafael City Schools, Davidson Middle School and Project Adventure for Custom Adventure Curriculum for  PE Teachers on October 16, 2017, for review and recommended approval.

Background: Since 1971, Project Adventure has been working with students and faculty to transform education from academic venture to a holistic endeavor. Education should be comprised of academic, physical, social and emotional development. Project Adventure (PA) continues to develop innovative ways to explicitly teach what is now regarded by the Collaborative for Academic, Social and Emotional Learning (CASEL) as the five core competencies of social emotional learning (self-awareness, self-management, relationships, decision-making and social awareness). Project Adventure knows these skills are necessary to accelerate and sustain growth in classrooms and life and through our growing evidence-base, curricula, publications, training's, and partnerships, they have only become more passionate about helping schools transform education.

 Integrated Implementation 

• Strengthen school climate and culture by defining and animating shared values and SEL goals.
• Build internal capacity to achieve goals through vetted train-the-trainer models.
• Foster school/family/community partnerships.

Professional Development  

• Conduct extensive needs assessments to customize faculty trainings and ongoing coaching. 
• Offer open-enrollment workshops in Adventure in the Classroom, Adventure with Youth at Risk, Adventure Curriculum for PE, and many more.

Direct Service for Youth  

• Explicitly focus on SEL on challenge course days.
• Facilitate portable adventure programming in the classroom in support of SEL goals.
• Establish and train peer leadership teams, extracurricular groups and athletic teams.

Resources

• Dedicated and experienced trainers and facilitators.
• Extensive online network & database at PA Connect.
• A range of publications, curricula and products.

Current Consideration: Davidson Middle School PE teachers will participate in a one-day training on October 16, 2017.

Exhibit A - Project Adventure Custom Training Proposal

Cost of services to be funded through a grant from the Vermont (VT) Community Foundation, not to exceed $3,844.

Approval of the contract between San Rafael City Schools, Davidson Middle School and Project Adventure for Custom Adventure Curriculum for  PE Teachers on October 16, 2017.

This item presents an Agreement between Barbara B. Young and San Rafael Elementary School District for Administrator Coaching and Support for the Period September 2017 through June 2018, for recommended approval.

BACKGROUND:  The roles and responsibilities of a site level principal is now much broader than managing the day to day operations of a school. The principalship requires individual site leaders to effectively provide organizational, instructional and political leadership, with instructional leadership being among the most critical aspect of school site leadership.  Doing so requires that instructional leaders lead for the improvement of teaching and student learning.  All site principals are supervised and evaluated by the Deputy Superintendent and are provided on-going verbal and written feedback regarding their job performance. 

CURRENT CONSIDERATION:  A leadership coach for site principals provides the opportunity for site leaders to further develop and enhance their leadership, learning and implementing new strategies and skills, while receiving feedback on their developing practices. 

Barbara B. Young will provide leadership coaching and support for elementary principals for the 2017-2018 school year per attached scope of work.  Exhibit A.

The scope of work for Principal Coaching will focus on the following Professional Standards for Site Principals:

• School leadership that support the mission, vision & core values of the District and school
• Curriculum, instruction and assessment 
• School improvement
• Professional community of teachers and staff
• Support of students
• Meaningful engagement with families and community
• Operations and management

Ms. Young is an experienced and successful educational leader whose background includes; Classroom Teacher, Elementary Principal, Assistant Superintendent and Superintendent. Ms. Young now provides coaching and support to principals, superintendents and school boards in the Bay Area and beyond. 

Cost of services not to exceed $8,000 to be paid from Educator Educator Funds.

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

Approval of Agreement between Barbara B. Young and San Rafael Elementary School District for Administrator Coaching and Support for the Period September 2017 through June 2018.

This item presents a Memorandum of Understanding between San Rafael City Schools, Davidson Middle School and Marin County Office of Education to provide professional development for the math department, August 2017-June 2018,l for review and recommended approval.

Current Consideration: 

Marin County Office of Education (MCOE) agrees to provide the following scope and sequence of work:

 •    Planning and implementation of professional development in the areas of Growth Mindset, Mathematical Practices, Assessment, Self-Regulation, Study Skills, and Classroom Environment.

•    All workshops will be developed with an equity lens to provide teachers with the skills and strategies required to develop curriculum and strategies that meet the needs of each student.

•    MCOE will plan the workshops with the Davidson coach in order to build the capacity of the school to expand and continue the work with the math department.                            

•   Workshops will be designed to engage the teachers in the strategies. Teachers will agree on specific strategies to implement after each workshop. In addition they will agree on the evidence to collect to determine if the strategies are impacting student engagement and learning.

•   Workshops will provide time for teachers to analyze the evidence of student learning and make revisions to strategies as needed.

Exhibit A - MOU Between San Rafael City Schools, Davidson Middle School and Marin County Office of Education

Cost of services not to exceed $3,600.

01-0190-0-5840.00-1514-1000-340-120-000

Approval of the Memorandum of Understanding between San Rafael City Schools, Davidson Middle School and Marin County Office of Education to provide professional development for the math department August 17-June 2018.

This item presents a Letter of Engagement Between San Rafael City School and Marin Theatre Company for services at Davidson Middle School for the  2017-2018 school year, for recommended approval. 

BACKGROUND: Marin Theatre Company presents professional theatre arts integration instruction in conjunction with the academic curriculum. At the school, a decision is made regarding a primary area of focus. For example, the school may choose a primary focus on theatre classes to correlate with English or History. Whatever the discipline, the common thread is to encourage connection between art and education, that each inspires and reinforces the other, providing students with a creative, diverse and supportive environment where can take creative risks and grow.

CURRENT CONSIDERATION: Marin Theatre Company's programs provide an in-depth syllabus that integrates into the broader curriculum and satisfies the California Visual and Performing Arts Theatre Content Standards. These standards assist Davidson Middle School in collaborating with Marin Theatre Company to design curricula that balance depth with breadth, feature active participation along with listening and observation, and assess student progress through use of assessment tools. In these ways, Davidson Middle School will work with Marin Theatre Company to provide students with creative engagement designed to illuminate their experience with the academic curriculum.

Marin Theatre Company's services are Theatre Arts integration with English Instruction for all ELD and Strategic English classes. (Exhibit A)

Cost of services not to exceed $3,570.

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

Approval of the Letter of Engagement Between San Rafael City School and Marin Theatre Company for services at Davidson Middle School for the  2017-2018 school year

This item presents a contract with Hobsons for Naviance web services from September 1, 2017 through August 31, 2019, for recommended approval. 

Background: Hobsons helps students identify their strengths, explore careers, create academic plans, match to best-fit educational opportunities, and finish what they start. Through Naviance solutions, they enable thousands of educational institutions to improve college and career planning, admissions and enrollment management, and student success and advising for millions of students around the globe. 

Naviance is a web-based college and career exploration tool that the district would like to make available to high school students. Through this program, students are able to start exploring their options after high school, as early as their freshman year. Naviance provides a number of resources in one place.

Naviance was purchased a number of years for use by counselors and college & career advisors.  Since then, it is also used by AVID teachers in helping students with college and career readiness.   This year counselors at both high schools have requested to use Naviance as a tool to create four year plans for every 9th graders.  

Current Consideration: 
This item presents for Board approval the contract with Naviance from September 1, 2017 through August 31, 2019. Services include online access for all district high school students, and professional development counselors and consultation support for the district-wide implementation.

Exhibit A - Hobsons Naviance Contract 

Cost of two-year services not to exceed $23,314.19 to be paid from general funds.

Year 1 $11,657.10
Year 2 $11,657.09

01-0000-0-5840.00-1514-3110-700-240-000

Approval of the contract with Hobsons for Naviance web services from September 1, 2017 through August 31, 2019.

The Board will review the second reading of the new and revised courses and textbooks for recommended approval. 

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.

The textbooks are available for viewing in the Education Services office and will be available at the Board meeting.

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

Approval of new and revised courses of study and textbooks. 

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

The Board is presented with a District Response to the 2016-2017 Marin County Civil Grand Jury Report “Marin’s Retirement Health Care Benefits: The Money Still Isn’t There,"  for review and recommended approval.

The San Rafael City Schools Board of Education is requested to respond in writing to the findings and recommendations of the 2016-2017 Marin County Civil Grand Jury Report in accordance with Penal Code Section 933.05(f).

The response to the 2016-2017 Marin County Civil Grand Jury Report: “Marin’s Retirement Health Care Benefits: The Money Still Isn’t There," will be presented to the Board at this regular meeting, for recommended approval.

None.

Approval of the District's Response.

The Board is presented with a District Response to the 2016-2017 Marin County Civil Grand Jury Report: “The Budget Squeeze: How Will Marin Fund Its Public Employee Pensions?"  for review and recommended approval.

The San Rafael City Schools Board of Education is requested to respond in writing to the findings and recommendations of the 2016-2017 Marin County Civil Grand Jury Report in accordance with Penal Code Section 933.05(f).

The response to the 2016-2017 Marin County Civil Grand Jury Report: “The Budget Squeeze: How Will Marin Fund Its Public Employee Pensions?" will be presented to the Board at this regular meeting, for recommended approval.

None.

Approval of the District's Response to the 2016-2017 Marin County Civil Grand Jury Report: “The Budget Squeeze: How Will Marin Fund Its Public Employee Pensions?"