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

Board President Kertz will swear 17/18 student Board members into office. 

The Board is presented with the Citizens Bond Oversight Committee 2015-16 Annual Report for Bond Measures A & B.

Background:
On November 3, 2015, voters residing within the San Rafael City School (SRCS) District passed Measure A and Measure B bond measures that authorize funding for needed repairs, upgrades, and new construction projects to the SRCS District’s elementary, middle and high schools respectively.  These bond funds were approved to provide much needed capital improvements to school facilities, that includes significant funding directed at creating safe, innovative learning environments and instructional technology to support 21^st Century learning.  Planned additional classrooms, labs and equipment will reduce overcrowding in SRCS schools and will meet the growing demand for hands-on science, technology, engineering, arts and math (STEAM) classes.

In November 2015, under the provisions of the California Constitution as amended by Prop 39, an independent Citizens’ Bond Oversight Committee (“Committee”) was established to assure that Bond funds are spent in accordance with the commitment made to the voters of San Rafael.  The Committee consists of seven (7) members appointed by the Board of Education from a list of candidates submitting written applications, and based on criteria established by Prop 39.  Committee members include one (1) parent member, one (1) parent member enrolled in a District organization, one (1) member representing the business community, one (1) member active in a senior citizens’ organization, and three (3) members of the community at-large.  A list of current community members is attached.

To carry out its stated purposes, the Committee is charged with informing the public concerning the District’s expenditure of bond proceeds.  In fulfilling this duty, the Committee is presenting the Board of Education an annual written report for each of the Measures which includes:

• A statement indicating whether the District is in compliance with the requirements of Article XIIIA, Section 1(b)(3) of the California Constitution; and
• A summary of the Committee’s proceedings and activities for the preceding year.

Current Considerations:
The Measures A & B Citizens’ Bond Oversight Committee (“Committee”) held four (4) meetings: two (2) during the Fiscal Year 2015-16 and two (2) during the fiscal year 2016-17. During the April 7, 2016 meeting, the Committee Chair and Vice Chair were elected and Committee member roles and responsibilities were discussed.  During the November 3, 2016 meeting, Committee member terms were established; roles and responsibilities were confirmed; and the future meeting schedule was decided.  On March 6, 2017 the Committee thoroughly reviewed the 2015-16 performance reports and began preparation of the Citizens’ Bond Oversight Committee Annual Report.  Included in this review, was the preparation, timing and content of the Annual Report.  Following this meeting, the Committee held meetings on June 8, August 24 and August 28 to further review Bond financials and to refine the 2015-16 Annual Report.

As a result of this extensive review, the Committee assures the Board of Education and citizens of San Rafael of the following:

1. All Bond Measure A and B monies have been expended only for the specific purposes as approved by the voters.
2. The San Rafael City School District has reported on the funding and expenditures and has been transparent in their planning.

No Financial Impact.

The Board is presented with a request for review and consideration of the agreement for financial review of Contractor Pre-Qualification packages with Chavan Associates, Certified Public Accountants.

Background:
The Capital Facilities Program has two Pre-Qualification solicitations open for General Contractors and Mechanical, Electrical, Plumbing Subcontractors.  As part of the Pre-Qualification submittals the Contractors are required to provide detailed financial information.  It is necessary to engage a qualified accounting firm to analyze this information. 

Pre-Qualification of Prime Contractors and Mechanical, Electrical, Plumbing Contractors is required under Public Contract Code Section 20111.6 for all school district projects utilizing Lease-Leaseback delivery method and projects utilizing state funding with a contract value of over $1 million.  The San Rafael City Schools currently has two open Pre-Qualification solicitations which we are receiving a large number of submittals as San Rafael City Schools Capital Facilities team will evaluate the contractor submittals for experience including project history, insurance, bonding, claims and disputes, safety record, prevailing wage compliance and project references.  This proposal with Chavan Associates includes specialized evaluation of contractor financials including firm revenues, expenses, assets, liabilities, net worth, working capital and bonding capacity.  The firm will provide a summary of their financial review and a recommendation for a maximum contract amount for each contractor.  They will provide a summary list of all contractors reviewed and recommended maximum contract amounts. 

Current Considerations:
Two Pre-Qualification solicitations are currently open which are required for Contractors to submit for the current Lease-Leaseback Request for Qualifications/Proposals for Modular Projects at Laurel Dell, Davidson, San Pedro, and Venetia Valley.  Pre-Qualified Contractors will also be able to bid on or propose on upcoming projects at San Rafael High and Terra Linda High.  

Fee of $250 per application, estimated 25 applications, with total fee not to exceed $6,250. 

Budget/SACS Code:  21-9010-0-0000-00-0000-8500-700-000-491 (50% HSD / 50% ESD)

Approval of an agreement with Chavan Associates, LLP Certified Public Accountants for Pre-Qualification submittals financial review.

Amendment No. 6 will add $76,440 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 $320,415.

Staff seeks review and approval from the Board of Education for a Modification  to the Master Agreement for supplementary industrial hygiene (HAZMAT) services at the Davidson Middle School Annex. These services are part of the work planned, budgeted and funded under the Measure A Capital Improvements Program. 

Background:
School building construction projects utilize consultant services related to building inspections, surveying and testing for Asbestos-containing materials (ACM), lead-containing materials (LCM), and other hazardous materials of importance required prior to demolition and construction.  As projects arise, necessary services are determined and defined by the various phases such as pre-design, pre-bid, construction, and closeout. 

The Capital Facilities Team is modifying the original contract for hazmat consulting services at Davidson Middle School.  The original contract awarded to Millennium Consulting included preliminary hazmat consulting services for Davidson Middle School, which did not include the Annex Building.  A modification to the original contract includes the added scope for the Davidson Annex Project, providing a preliminary hazardous materials survey and assessment for the existing site in preparation for the pre-design and planning phases.

Staff anticipates, plans and budgets for these essential services. The Board may expect future items similar to this one for additional scope/phase work.  The scope and pricing of each proposed Modification of hazmat services is reviewed for cost, value, necessity, schedule, budget allocation and other concerns.

On January 9, 2017, the San Rafael City Schools (SRCS) Board of Education (“Board”) approved three firms as a qualified pool to provide Hazmat Consultant Services for the Capital Facilities Program: Millennium Consulting Associates, Sensible Solutions, and Terracon. Millennium Consulting Associates was the Hazmat Consultant for San Rafael High School, the San Rafael High School Stadium, and Davidson Middle School.

The Millennium contract history is outlined below:

Contract/Increment      BOE approval             Amount           Site(s) or project

Master Agreement       Feb 10, 2017               $ 58,796          SRHS, SRHS Stadium, DMS

Modification #1           Sept 11, 2017              $ 29,046          DMS Annex

Total Including this Amendment                     $87,842.00

Current Considerations:
At this time, hazmat services are required for the Davidson Middle School Campus (Annex). The purpose of these services is to provide a thorough hazardous materials survey and assessment for the existing site to address current conditions in preparation for the pre-design and planning phases.  

The proposed cost of this work is:  $29,046

The proposed cost of this Modification to the Millennium Consulting contract is within planned budgeting for this type of work and will be funded from the District’s Measure B bond funds.

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

Approval of Modification to Master Agreement for industrial hygiene (Hazmat) Consulting Services  - Millennium Consulting. 

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 August 28, 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.

The Board will consider the disposal of obsolete books from Davidson Middle School Library and Sun Valley.

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 Davidson Middle School and Sunn Valley have determined that the following equipment/textbooks are obsolete:

Approval of the disposal of obsolete equipment/testbooks.

The Board will review the August 2017 warrants for ratification.

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

CURRENT CONSIDERATIONS: 
Copies of summary warrant registers for all funds from August 1, 2017, through August 31, 2017, are attached. 

Ratify the ESD and HSD warrants for August 2017.

This item presents the Independent Contractor Agreement for Special Services with Bay Area Community Resources (BACR) for additional staff to supervise and monitor buses and bus riding students at San Pedro Elementary School for the 2017-2018 school year, for review and 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 (BACR) will provide one staff person to work 2.5 hours per day supervising and monitoring buses and bus riding students at San Pedro Elementary School for the 2017-2018 school year. This staff member will serve as an on site point-person to support any parents with questions and concerns.This plan was developed in consultation with the principal. 

Exhibit A-Independent Contractor Agreement for Special Services

Cost of services not to exceed $18,900.

01-6010-05140.00-7150-3900-095-242-000

Approval of the Independent Contractor Agreement for Special Services with Bay Area Community Resources (BACR) for additional staff to supervise and monitor buses and bus riding students at San Pedro Elementary School for the 2017-2018 school year.

This agenda item presents the MOU with Experience Corps for services at Bahia Vista, Coleman, Laurel Dell, San Pedro, Short, Sun Valley and Venetia Valley for the 2017-2018 school year, for recommended approval. 

Background:
Experience Corps (EC) Marin has provided screened and trained older adult volunteer tutors in San Rafael Elementary Schools since 2007. The program started at one school and has since expanded to seven schools. Staff and teachers support volunteers and collaboration has positively impacted program operation and expansion.

Experience Corps Marin is affiliated with the nationwide AARP Experience Corps program and uses its tutoring model to improve literacy in young school children. The model focuses on the benefits of consistent tutoring by volunteers aged 50 and over in one-on-one, small group, and classroom assistance sessions to improve literacy in kindergarten through third grade. Achieving grade level literacy in these early grades is important to a student’s graduation and future success. In return, the older adult volunteers experience enhanced physical and mental well-being, and may overcome the negative impacts of living an isolated life. EC Marin volunteers come from throughout Marin County and a variety of professional and personal backgrounds.

Current Consideration: 
EC Marin will recruit, screen, train, place and support volunteer tutors in classrooms in seven San Rafael elementary schools - Bahia Vista, Coleman, Laurel Dell, San Pedro, Short, Sun Valley and Venetia Valley. All volunteers experience a minimum of 10 hours of training in their first year and continuing training every year thereafter. Training topics include the elements of literacy in kindergarten through third grade, positive behavior management, mentoring, Common Core and working effectively with English Language Learners. EC Marin school site coordinators support volunteers’ placements, tutoring concerns and communication with teachers. 

Exhibit A

The cost of services not to exceed $4,000 are to be paid from Title I funds.

01-3010-0-5840.00-1110-2490-700-240-000

Approval of the MOU with Experience Corps for services at Bahia Vista, Coleman, Laurel Dell, San Pedro, Short, Sun Valley and Venetia Valley for the 2017-2018 school year.

This item presents an Agreement between San Rafael City Schools and CommonAction Consulting to facilitate Student Voice Workshop on September 21, 2017 for students from Madrone, Terra Linda, and San Rafael High Schools, for review and recommended approval. 

Background: 
Since 2005, CommonAction Consulting has worked with clients across the United States and Canada to catalyze effective client engagement. CommonAction specializes in engaging people, and teaching people to engage people. CommonAction is a private consulting firm established in 2005 by a team of educators, advocates and experts. Led by Adam Fletcher, CommonAction works with clients around the world, maintaining a team of consultants working in a variety of contexts. With offices in Olympia, Washington, they have worked with more than 500 client organizations across the United States, Canada, Brazil, the United Kingdom and Australia. Working with clients in the fields of K-12 education, government and nonprofits, CommonAction’s expert staff provides a variety of services. They facilitate organizational development and long-range planning; program development and evaluation; professional development and training; and freelance writing services. They also specialize in retreat facilitation and strategic engagements.

Current Consideration: 
The San Rafael City Schools (SRCS) Student Voice Workshop will strive to meet serious educational challenges at the high schools by engaging students as partners. Through training, facilitation, planning and action, students and adults will form substantive partnerships  focused on educational improvement. Student participants will be non-traditionally involved members of the school body; adult participants will be allies identified by students. Using a creative and empowering action learning process, a highly effective plan of action will be developed and implemented, and the goal is for all three SRCS high schools to become powerful places of positive potential for all members of the learning community. The San Rafael City Schools (SRCS) contract with CommonAction Consulting with George Pegelow and Adam Fletcher to facilitate an effective and meaningful Student Voice Workshop on September 21, 2017 for students from Madrone, Terra Linda, and San Rafael High Schools. Approximately 40 students will participate in the one-day retreat at the Central Services Office.

This work is reflected in LCAP Goal 5, Action 13.

Exhibit A - Agreement between San Rafael City Schools and CommonAction

Cost of facilitation services not to exceed $4,000 to be paid from unrestricted funds.

01-0000-0-5840.00-1110-2490-700-240-000 

Approval of the Agreement between San Rafael City Schools and CommonAction Consulting to facilitate Student Voice Workshop on September 21, 2017 for students from Madrone, Terra Linda, and San Rafael High Schools.

This item presents an amended school instructional minutes and bell schedules for 2017-2018 school year for San Rafael High School and Terra Linda High School, for review and 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: The current 2017-18 High School District instructional minutes that were approved by the Board on August 14, 2017, increased minutes from the prior year in order to provide a increase between the state required minutes and the actual annual instructional minutes at each site. These banked minutes are important so high schools can make minor adjustments in their instructional minutes and bell schedules and still remain compliant. At the start of school, SRFT addressed concerns that the instructional minutes were over what was outlined in the contract under Article IV.4.2.2. Hours of Employment for Classroom Teachers: “Five (5) periods of instruction plus a preparation period and advisory/tutorial period, if applicable, are considered a full-time assignment at SRHS and TLHS provided that duty minutes (defined as student contract time plus preparation time) average 1500 minutes per week with a minimum of 1250 minutes of classroom instruction.” The District addressed the SRFT concerns that the average instructional minutes was greater than 1500 minutes per week by making minor adjustments to the 2017-18 instructional minutes.

District staff has calculated the instructional days and minutes for each school to ensure compliance with the statutory instructional time and school day requirements. Instructional minutes and bell schedules for each school are attached:

San Rafael High (Exhibit A)

Terra Linda High (Exhibit B)

Approval of the amended school instructional minutes and bell schedules for 2017-2018 school year for San Rafael High School and Terra Linda High School.

This item presents an overnight field trip for Terra Linda High School Boys Water Polo Team to participate in the Rocklin Water Polo Tournament in Rocklin, California on September 8 - September 9, 2017, for review and recommended Board approval. 

BACKGROUND:  
Board Policy 6153: Instruction: The Board of Education recognizes that school-sponsored trips are an important component of a student's development and supplement and enrich the classroom learning experience.  School-sponsored trips may be conducted in connection with the district's course of study or school-related social, educational, cultural, athletic, school band activities, or other extracurricular or co-curricular activities. 

Requests for school-sponsored trips involving out-of-state, out-of-country, or overnight travel shall be submitted to the Superintendent or designee.  The Superintendent or designee shall review the request and make a recommendation to the Board as to whether the request should be approved by the Board. All other school-sponsored trips shall be approved in advance first by the principal and then by the Deputy Superintendent or designee. 

No field trip shall be authorized if any student would be excluded from participation because of lack of sufficient funds.

CURRENT CONSIDERATIONS:
This item presents an overnight field trip for Terra Linda High School Boys Water Polo Team to participate in the Rocklin Water Polo Tournament in Rocklin, California on September 8 - September 9, 2017.  

Acceptance of the Water Polo Team's participation in this tournament was not received until September 6, 2017.

There will be approximately 12 student athletes participating in the Rocklin Water Polo tournament. Traveling with the student athletes will be will be Water Polo Coach Peters along with three additional adult chaperones.

Accommodations: Students will be staying at the Hampton Inn and Suites located in Rocklin, CA. Each student, coach and adult chaperones will have their own bed. Students will not have access to any water activities outside of team supervised competition.

The team will leave on the morning of September 8th and travel in private vehicles to the tournament. The team will participate in the tournament on both Friday and Saturday. The team will return after the last game on Saturday and is estimated to arrive back to Terra Linda HS at 8:00pm.

No student will be excluded from participation because of lack of sufficient funds.

Staff recommends approval of this overnight field trip request.

Cost of the tournament to be paid by families and TL Boosters Club. No student will be excluded from participation because of lack of sufficient funds.

There is no financial impact to the district.

Approval of the overnight field trip for Terra Linda High School Boys Water Polo Team to participate in the Rocklin Water Polo Tournament in Rocklin, California on September 8 - September 9, 2017.

This item presents an overnight field Trip for Terra Linda High School Girls Water Polo Team to participate in the Rocklin Water Polo Tournament in Rocklin, California on September 15 - September 16, 2017, for Board review and recommended approval. 

BACKGROUND:  
Board Policy 6153: Instruction: The Board of Education recognizes that school-sponsored trips are an important component of a student's development and supplement and enrich the classroom learning experience.  School-sponsored trips may be conducted in connection with the district's course of study or school-related social, educational, cultural, athletic, school band activities, or other extracurricular or co-curricular activities. 

Requests for school-sponsored trips involving out-of-state, out-of-country, or overnight travel shall be submitted to the Superintendent or designee.  The Superintendent or designee shall review the request and make a recommendation to the Board as to whether the request should be approved by the Board. All other school-sponsored trips shall be approved in advance first by the principal and then by the Deputy Superintendent or designee. 

No field trip shall be authorized if any student would be excluded from participation because of lack of sufficient funds.

CURRENT CONSIDERATIONS: 
This item presents an overnight field trip for Terra Linda High School Girls Water Polo Team to participate in the Rocklin Water Polo Tournament in Rocklin, California on September 15 - September 16, 2017. 

There will be approximately 13 student athletes participating in the Rocklin Water Polo tournament. Traveling with the student athletes will be will be Water Polo Coach, Lynn Lathouwers and three adult chaperones.

Accommodations: Students will be staying at a private family residence located in Lincoln, CA. Each student, coach and adult chaperones will have their own bed. Students will not have access to any water activities outside of team supervised competition.

The team will leave on the morning of September 15th and travel in private vehicles to the tournament. The team will participate in the tournament on both Friday and Saturday. The team will return after the last game on Saturday and is estimated to arrive back to Terra Linda HS at 8:00pm.

No student will be excluded from participation because of lack of sufficient funds.

Staff recommends approval of this overnight fieldtrip request. 

Cost of the tournament to be paid by families and Terra Linda Boosters Club. No student will be excluded from participation because of lack of sufficient funds.

There is no financial impact to the district. 

Approval of overnight field Trip for Terra Linda High School Girls Water Polo Team to participate in the Rocklin Water Polo Tournament in Rocklin, California on September 15 - September 16, 2017.

This item presents a Memorandum of Understanding Between San Rafael City Schools, San Rafael High School and Parent Institute for Quality Education (PIQE) for Parent Training from September 26, 2017 through November 28, 2017, for review and recommended Board approval. 

Background: 
The Parent Institute for Quality Education (PIQE) has a long-standing partnership with San Rafael City Schools. Its mission is “To bring schools, parents, and community together as equal partners in the education of every child and to provide all students with the option and access of a post-secondary education” and its vision is “to create a community in which parents and teachers collaborate to transform each child’s educational environment, both at home and at school, so that all children can achieve their greatest academic potential.”

The PIQE implements a program that teaches parents about the U.S. educational system, the coursework needed to successfully graduate and attend a 4 year university, and the needed information to help students navigate and succeed in spite of obstacles.  Parents receive a wonderful graduation experience on the final evening of the workshop series.  If their student achieves A-G, the student will be guaranteed a spot in a CSU upon graduation.

Current Considerations: 
PIQE will provide a parent training course for the parents of the children enrolled at Terra Linda High School. PIQE will recruit parents by phone, provide a needs-assessment session, a series of weekly training sessions for parents culmination in a graduation ceremony with certificates given to parents who attend four sessions or more. The training is designed to develop skills and techniques which will enable parents to address the educational needs of their school-aged children.

(Exhibit A) Memorandum of Understanding attached.

Cost of services estimated at $5,400 for 30 or less parent graduates to be paid from Title III site funds.

01-4201-0-5849-00-1514-2495-410-120-000.

Approval of the Memorandum of Understanding Between San Rafael City Schools, San Rafael High School and Parent Institute for Quality Education (PIQE) for Parent Training from September 26, 2017 through November 28, 2017.

This item presents a Memorandum of Understanding Between San Rafael City Schools, Terra Linda High School and Parent Institute for Quality Education (PIQE) for Parent Training from September 20, 2017 through November 15, 2017, for review and recommended Board approval. 

Background Information: 
The Parent Institute for Quality Education (PIQE) has a long-standing partnership with San Rafael City Schools. Its mission is “To bring schools, parents, and community together as equal partners in the education of every child and to provide all students with the option and access of a post-secondary education” and its vision is “to create a community in which parents and teachers collaborate to transform each child’s educational environment, both at home and at school, so that all children can achieve their greatest academic potential.”

The PIQE implements a program that teaches parents about the U.S. educational system, the coursework needed to successfully graduate and attend a 4 year university, and the needed information to help students navigate and succeed in spite of obstacles.  Parents receive a wonderful graduation experience on the final evening of the workshop series.  If their student achieves A-G, the student will be guaranteed a spot in a CSU upon graduation.

Current Considerations: 
PIQE will provide a parent training course for the parents of the children enrolled at Terra Linda High School from September 20 through November 15, 2017. PIQE will recruit parents by phone, provide a needs-assessment session, a series of weekly training sessions for parents culmination in a graduation ceremony with certificates given to parents who attend four sessions or more. The training is designed to develop skills and techniques which will enable parents to address the educational needs of their school-aged children.

(Exhibit A) Memorandum of Understanding attached.

Cost of services estimated at $5,400 for 30 or less parent graduates to be paid from Title III site funds.

01-4203-0-5839-00-1511-2495-411-120-000

Approval of the Memorandum of Understanding Between San Rafael City Schools, Terra Linda High School and Parent Institute for Quality Education (PIQE) for Parent Training from September 20, 2017 through November 15, 2017.

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:

In addition the following donation was received for the Capital Facilities Program for San Rafael City Schools District, as follows:

COST/FUNDING SOURCE: Total of general donation: $1,000.00       

CAPITAL FACILITIES PROGRAM (CFP) - MEASURE B - STADIUM PROJECT:

COST/FUNDING SOURCE: Total of CFP donation: $30,000.00       

Building Fund (Bond Proceeds) San Rafael High Stadium Project

21-9746-0-8699.00-0000-0000-410-000-466

The Board is presented with the 2016-17 Unaudited Actuals for the Elementary School District, for review and recommended approval.

BACKGROUND:  
In accordance with the provisions of AB 1200 and Education Code Section 41200, the Governing Board of each school district must approve an annual financial statement of all receipts and expenditures of the District for the preceding year for all funds.  The reporting format for the financial statements is established and mandated by the state (SACS Financial Reporting Software) and they must be approved and submitted to the Marin County Office of Education (MCOE) on or before September 15^th.

CURRENT CONSIDERATIONS:  
This agenda item presented for Board discussion and approval is the 2016-17 Unaudited Actuals for the Elementary School District.  Upon approval of the financial statements by the Board of Education, the SACS Reports are forwarded electronically to the Marin County Office of Education no later than September 15th for compliance review with the technical provisions of the Code Sections. MCOE is required to forward them electronically to the Superintendent of Public Instruction on or before October 15^th.  The district’s auditors will come in October to audit these financial statements.

The following reports are included in the SACS State Software:

The following is a list of the ending fund balances as of June 30, 2017:

Each year there are fluctuations in both the revenues and expenditures for the Unrestricted and Restricted components of the General Fund.  The major reasons for the variances can be explained as follows:

Approval of the 2016-17 Unaudited Actuals for the San Rafael Elementary School District.

The Board is presented with the 2016-17 Unaudited Actuals for the High School District for review and recommended approval. 

BACKGROUND:  
In accordance with the provisions of AB 1200 and Education Code Section 41200, the Governing Board of each school district must approve an annual financial statement of all receipts and expenditures of the District for the preceding year for all funds.  The reporting format for the financial statements is established and mandated by the state (SACS Financial Reporting Software) and they must be approved and submitted to the Marin County Office of Education (MCOE) on or before September 15^th.

CURRENT CONSIDERATIONS:  
This agenda item presented for Board discussion and approval is the 2016-17 Unaudited Actuals for the High School District.  Upon approval of the financial statements by the Board of Education, the SACS Reports are forwarded electronically to the Marin County Office of Education no later than September 15th for compliance review with the technical provisions of the Code Sections.  MCOE is required to forward them electronically to the Superintendent of Public Instruction on or before October 15^th.  The district’s auditors will come in October to audit these financial statements.

The following reports are included in the SACS State Software:

• Unaudited Actuals Certification
• Summary of Unaudited Actuals Data Submission
• Table of Contents
• General Fund Form 01 Unrestricted and Restricted, Expenditures by Object, Expenditures by Function  (used for publication of statistical bulletin)
• Fund forms for all other funds used by the district
• Average Daily Attendance (Form A)
• Schedule of Capital Assets (Form ASSET)
• Schedule for Categoricals (Form CAT)
• Current Expense Formula (Form CEA)
• Schedule of Long Term Liabilities (Form DEBT)
• Appropriations Limit Calculation (GANN Limit Form)
• Indirect Cost Rate Worksheets (Form ICR)
• Lottery Report (Form L)
• No Child Left Behind Maintenance of Effort (Form NCMOE)
• Program Cost Report – Allocation Factors (Form PCRAF)
• Program Cost Report (form PCR)
• Special Education Maintenance of Effort (SEMA/SEMB)
• Summary of Interfund Activities – Actuals

The following are the ending fund balances as of June 30, 2017:

Over the past two months, the staff has completed the closing process for all funds within the High School District.  The components of ending fund balance for the General Fund as of June 30, 2017, are as follows:

Approval of the 2016-17 Unaudited Actuals for the San Rafael High School District.

The Board and community will be given an opportunity provide public input Resolution No.1718-4 Gann Limit for the Elementary School District for the Fiscal Years 2016-2017 and 2017-2018.

BACKGROUND:     
In 1979, voters approved Proposition 4, a constitutional limit on governmental spending at every level in the State, including school districts.  No agency’s expenditures can exceed its Gann limit, which is adjusted annually for changes in population and the lesser of either the national Consumer Price Index (CPI) or California’s per capita personal income. 

In 1990, a constitutional amendment (Proposition 111) changed the inflation index for the Gann limit calculation, effectively raising the limit.  Additionally, the minimum funding guarantee for education (Proposition 98) was changed to reflect the growth of California’s overall economy.  Proposition 111 accomplished this by shifting the adjustment for inflation from the growth of per capita personal income, which is historically a lower amount, to the growth in state per capita General Fund revenues plus one-half percent. 

Although the combination of Proposition 111 and Proposition 98 nullified the potentially harmful effects of the Gann Limits on K-12 school agencies, they are still required to complete the calculation and conduct a “Public Hearing” on the resolution adopting the adjusted “Gann Limit” for 2016-17 and the estimated “Gann Limit” for 2017-18.  The Gann Limit calculation is included in the supplemental information in the Unaudited Actuals State Reports.

CURRENT CONSIDERATIONS:   
This agenda item presents for Board approval, the Appropriations Limit Calculations, Exhibit A, and Resolution No.1718-4  Adoption of the “Gann Limit”, Exhibit A.  No increase to the Gann Limit is necessary (see calculations attached).

Approval of Resolution No.1718-4 will not have a financial impact on either the 2016-17 or the 2017-18 fiscal years.

Approval of Resolution No.1718-4

The Board and community will be given an opportunity to provide public input to Resolution No. 1718-5 the High School District for the Fiscal Years 2016-17 and 2017-18.

BACKGROUND:             
In 1979, voters approved Proposition 4, a constitutional limit on governmental spending at every level in the State, including school districts.  No agency’s expenditures can exceed its Gann limit, which is adjusted annually for changes in population and the lesser of either the national Consumer Price Index (CPI) or California’s per capita personal income. 

In 1990, a constitutional amendment (Proposition 111) changed the inflation index for the Gann limit calculation, effectively raising the limit.  Additionally, the minimum funding guarantee for education (Proposition 98) was changed to reflect the growth of California’s overall economy.  Proposition 111 accomplished this by shifting the adjustment for inflation from the growth of per capita personal income, which is historically a lower amount, to the growth in state per capita General Fund revenues plus one-half percent. 

Although the combination of Proposition 111 and Proposition 98 nullified the potentially harmful effects of the Gann Limits on K-12 school agencies, they are still required to complete the calculation and conduct a “Public Hearing” on the resolution adopting the adjusted “Gann Limit” for 2016-17 and the estimated “Gann Limit” for 2017-18.  The Gann Limit calculation is included in the supplemental information in the Unaudited Actuals State Reports.

CURRENT CONSIDERATIONS:   
This agenda item presents for Board approval, the Appropriations Limit Calculations, Exhibit B, and Resolution No. 1718-5 adoption of the “Gann Limit”, Exhibit B. No increase to the Gann Limit is necessary (see calculations attached.)

COST/FUNDING SOURCE:
Approval of Resolution No. 1718-5 will not have a financial impact on either the 2016-17 or the 2017-18 fiscal years. 

Approval of Resolution No.1718-5.

This item presents the opportunity for the Board and the public to review technical amendments to the 2017-2020 Local Control Accountability Plan for the San Rafael Elementary School District, for recommended Board approval. 

Background: 
The LCAP is a plan that creates a comprehensive path to guide how a district and its schools support student success. It is intended to be a document that is brief, easy to understand, and contains key information about how the District plans to address state and local priorities for student success. 

The LCFF and LCAP intentionally allow districts the flexibility and authority needed to serve students based on specific need and local context. The very structure of LCAP reinforces the idea that one size does not fit all.

Current Consideration: 
The technical amendments to the LCAP represent SRCS’ response to feedback provided by the Marin County Office of Education. 

The SRCS LCAP was approved by the Board on June 26, 2017, and was forwarded to the Marin County Office of Education (MCOE) for review. The MCOE reviews all of the county LCAPs. On August 22, 2017, SRCS received a LCAP Technical Corrections memo from MCOE. The Central Services Office staff met with MCOE to discuss the revisions required to the LCAP and the plans submitted reflect the revisions made. 

Exhibit A - Amended 2017-2020 Local Control Accountability Plan for the San Rafael Elementary School District

Approval of the technical amendments to the 2017-2020 Local Control Accountability Plan for the San Rafael Elementary School District.

This item presents the opportunity for the Board and the public to review technical amendments to the 2017-2020 Local Control Accountability Plan for the San Rafael High School District, for recommended Board approval. 

Background: 
The LCAP is a plan that creates a comprehensive path to guide how a district and its schools support student success. It is intended to be a document that is brief, easy to understand, and contains key information about how the District plans to address state and local priorities for student success. 

The LCFF and LCAP intentionally allow districts the flexibility and authority needed to serve students based on specific need and local context. The very structure of LCAP reinforces the idea that one size does not fit all.

Current Consideration: 
The technical amendments to the LCAP represent SRCS’ response to feedback provided by the Marin County Office of Education. 

The SRCS LCAP was approved by the Board on June 26, 2017, and was forwarded to the Marin County Office of Education (MCOE) for review. The MCOE reviews all of the county LCAPs. On August 22, 2017, SRCS received a LCAP Technical Corrections memo from MCOE. The Central Services Office staff met with MCOE to discuss the revisions required to the LCAP and the plans submitted reflect the revisions made. 

Exhibit A -Amended 2017-2020 Local Control Accountability Plan for the San Rafael High School District

Approval of the technical amendments to the 2017-2020 Local Control Accountability Plan for the San Rafael High School District.

This item presents to the Board and the public the opportunity to review the first reading of revisions to Board Policy and Administrative Regulation and new Exhibit 6161.1 Selection and Evaluation of Instructional Materials.

The second reading and recommended board adoption will be brought to the next meeting.

Background:
The Policy and Exhibit are being updated to delete material defining the "sufficiency" of instructional materials as meaning that students enrolled in the same course have identical materials from the same adoption cycle, and to delete optional material reflecting the authorization to purchase the newest adopted materials for schools in deciles 1-3 of the Academic Performance Index, as those laws have repealed on their own terms.  The updated policy also reflects the requirement to address the sufficiency of instructional materials in the district's LCAP and reflects NEW LAW (AB 575, 2016) which provides that the State Board of Education may adopt instructional materials for grades K-8 at least once, but not more than twice, every eight years.

The Administrative Regulation was also updated to align with the revised Board Policy.

Exhibit A - Board Policy 6161.1 Selection and Evaluation of Instructional Materials

Exhibit B - Administrative Regulation 6161.1 Selection and Evaluation of Instructional Materials

Exhibit C - Exhibit 6161.1 Resolution

There is no financial impact to the district.