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

Raquel Rose, Assistant Superintendent with Marin County Office of Education,  and Jan Latorre-Derby, P-3 Director witih Marin County Office of Education will present a report on the CASS - Dreamers Project.

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

The San Rafael City Schools (SRCS) Board is presented with Educational Specifications for San Rafael High School for approval.

Educational Specifications are a bridge between San Rafael City Schools’ educational program and facilities.  Prior to beginning major construction and renovation it is important to ensure that the District has adopted a set of Educational Specifications to guide the design work of architects/engineers.

Background:

Board-adopted Educational Specifications are required for state School Facilities Program funding applications.

The Capital Facilities Team has worked over the last year with San Rafael City Schools Educational Staff to develop the proposed educational specifications for the Elementary, Middle, and High School Capital Facilities projects. The team participated in multiple meetings with Consultant Kathleen Moore, teachers, principals, support staff and district administrators to work together in developing the District Educational Specifications.  This work included a district-wide survey to confirm features of the classroom/school environment that are the highest priority and best support for student engagement.  The Educational Specifications for the Elementary and Middle Schools were finalized and approved by the Board of Education on August 28, 2017.  The Educational Specifications for Terra Linda High School and Madrone Continuation were finalized and approved by the Board of Education on December 18, 2017.

It was determined that the Educational Specifications for Terra Linda High School, San Rafael High School and Madrone Continuation would be developed individually as there are distinct and specific features and requirements required at each.

Current Considerations:

The Capital Facilities Team continued with the comprehensive process of developing the final Educational Specifications for San Rafael High School.  They were presented to the Board of Education for a first review on April 23, 2018, and final adjustments were completed.  At this time, the Capital Facilities Team is presenting for consideration and approval the final Educational Specifications for San Rafael High School.

None at this time. 

Approval of the adoption of the attached Educational Specifications for San Rafael High School. 

The San Rafael City Schools Proposition 39 funding includes a new District-wide Energy Management System (EMS) the proposed consulting services will assist in procuring the system.

Preparation of documents and analysis of proposals for procurement of an Energy Management System is a highly technical process.  Technical Consulting Services are essential for preparing technical specifications for sites and reviewing technical information and system usefulness. 

Background:

The District completed its application for funding under California Clean Energy Jobs Act in 2017.  The Energy Efficiency Plan approved by the California Energy Commission includes funding for a District-wide energy management system to be installed at all San Rafael City Schools sites.  Additional funding for the system will be provided as a part of construction under the Measure A and B Capital Facilities Bond projects.  The web-based system will include a new “head-end” at the District Facilities offices.  The system will need to accommodate existing site control systems and new systems installed as a part of the Capital Facilities projects.  The new system will allow for control of heating, ventilating and air conditioning systems including pumps, boilers, condensers, fans, motors, furnaces.  The system will include new classroom and support space direct digital controls.  The system will also include the ability to implement controls for lighting systems.  By incorporating advanced scheduling and allowing for quick response to system trouble indications the new energy management system will save energy and result in lower operating costs for the District.

Current Considerations: 

The San Rafael City Schools received proposals for renewal energy consulting in 2017 and asked firms to include qualifications for other types of energy efficiency consulting.  Arc Alternatives was one of the firms that responded to the District’s request for proposals and was interviewed at that time.  Their expertise in energy management systems design and implementation was highlighted, and the District subsequently requested a proposal for these services.

The proposed scope of services for Arc Alternatives includes three tasks: technical specifications development; Request for Proposal development and solicitation support; and, proposal evaluation and award support. 

$18,305.   Funded by Proposition 39 – CA Clean Energy Jobs Act Funds

Approval of contract with Arc Alternatives for technical assistance to procure a new District-wide energy management system.

Construction of a new Multipurpose Room building at Glenwood Elementary School is a high priority project identified in the District’s Facilities Master Plan.  The design includes sport flooring, basketball hoops, a stage and associated equipment to support the school’s physical education and assembly/performance programs.  The construction includes site work, pad preparation, utility connections, new building construction.

BACKGROUND: 

HED Architects (formerly DLM) prepared plans and specifications for the project. The conducted a public bid process for the project.  This included required advertising, bidder outreach, and site walks with potential bidders.  All bidders were Pre-Qualified.    

Public Bids were opened on Thursday, April 26, 2018, 2PM at the San Rafael City Schools District office.

CURRENT CONSIDERATIONS: 

The recommended award amount for the construction contract exceeds the budget within the approved Measure A Bond program.  At the Post-Bid interview District staff and the Apparent Low Bidder reviewed options for reducing costs by deductive change order after award.  The SRCS Capital Facilities team has developed an updated Measure A Bond program budget to accommodate the recommended award of contract, this will be brought to a future Board meeting for approval.

Award contract for construction to lowest responsive, responsible bidder, E.F. Brett and Company, Inc., for the Glenwood Elementary Multipurpose Room Project.

The Board is presented with a recommendation for award of contract for construction for the Laurel Dell Elementary Temporary Housing Maintenance Project at Davidson Annex for approval.

The Laurel Dell Temporary Housing Maintenance Project at Davidson Annex includes minor modernization of existing classrooms and administration spaces including flooring, painting, heater replacements, data cabling, wall repairs, lighting maintenance, and other repair items.  By completing this work, Laurel Dell Elementary can be surged into this space to allow for the demolition and subsequent construction at Laurel Dell Elementary.

BACKGROUND: 

QKA architects prepared plans and specifications for the project.  The District conducted a public bid process for the project.  This included required advertising, bidder outreach, and site walks with potential bidders.  All bidders were Pre-Qualified.

Public Bids were opened on Tuesday, April 17, 2018, 2PM at the San Rafael City Schools District office.  The bid results were as follows:

(1): Bidder claimed mathematical error in preparation of bid.

(2): Bidder 2 did not acknowledge Addendum #2, therefore bid is non-responsive

CURRENT CONSIDERATIONS: The recommended award amount for the construction contract exceeds the budget within the approved Measure A Bond program.  The SRCS Capital Facilities team has developed an updated Measure A Bond program budget to accommodate the recommended award of contract, this will be brought to a future Board meeting for approval.

Award contract for construction to lowest responsive, responsible bidder, KCK Builders, for the Laurel Dell Elementary Temporary Housing Maintenance Project at Davidson Annex.

The Board approved a contract with Mobile Modular for portable classrooms and facilities at San Rafael High School Temporary Housing at the meeting of March 23, 2018.  This item presents an adjustment to accelerate production and ensure delivery in time to complete the campus prior to opening school in August.

The District is preparing for major construction at San Rafael High School.  The original anticipated delivery date for the portable classrooms and facilities is unrealistic given the scope of work required after setup.  It is critical to accelerate delivery of the portables.   

Background:

At San Rafael High School the construction of the Madrone, Administration, Commons and Kitchen areas will require the relocation of students from the existing Industrial Engineering, Ceramics, Wood and Metal Shops.  The plan for work includes the installation of 4 portable classroom buildings and associated utility connections.

Current Considerations:

In order to meet an accelerated timeline for delivery, the San Rafael City Schools requested a quotation from Mobile Modular for overtime at their plant.

Approval of award of acceleration adjustment with McGrath RentCorp (dba “Mobile Modular”) for portable classrooms and facilities at San Rafael High School.

Staff is seeking approval to provide Commissioning Services on current projects and of two additional firms as qualified to provide services on upcoming Capital Facilities projects.

District facilities projects must comply with current California Building Code and Title 24 Energy Efficiency requirements which include mandatory Commissioning of Mechanical and Electrical systems. In addition, the Collaborative for High Performance Schools (CHPS) standards require Commissioning for all projects utilizing CHPS-Designed, which is the current SRCS approach.

Background:

Commissioning involves a rigorous quality assurance program that ensures the building and its systems are designed, built, and calibrated to operate as designed and that the school district receives the proper training and documentation needed to operate and maintain the building.  Commissioning optimizes building energy performance over time.  The Commissioning Agent is a third-party entity, independent of the Architect/Engineering Contractor’s teams, retained by the District to ensure that the building performs as specified.

The Capital Facilities team prepared and circulated a Request for Qualifications and Proposals (RFQ/P) for Commissioning Services.  Nine firms submitted statements of qualifications and proposals.  The team evaluated the submittals, scored and ranked the firms in accordance with the “Best Value” criteria in the RFQ/P.

Current Considerations:

3Qc, Inc. is ranked highest on qualifications and their proposed fees are the best value for the District.  3Qc is recommended for all of the Phase I projects.  Two additional firms ranked as highly qualified, Enovity, Inc. and CBRE/Heery.  It is recommended to include them as a pool of qualified firms for any future commissioning work on upcoming projects. 

Approval of Independent Consultant Agreement with 3Qc Inc. for Commissioning Services for Phase I Projects at Glenwood, Laurel Dell, Davidson, San Pedro, Venetia Valley, San Rafael High, and Terra Linda High.

The Board approved a contract with Mobile Modular for portable classrooms and facilities at San Rafael High School Temporary Housing at the meeting of March 23, 2018.  This item presents an adjustment to accelerate production and ensure delivery in time to complete the campus prior to opening school in August.

The District is preparing for major construction at San Rafael High School.  The original anticipated delivery date for the portable classrooms and facilities is unrealistic given the scope of work required after setup.  It is critical to accelerate delivery of the portables.   

Background:

At San Rafael High School the construction of the Madrone, Administration, Commons and Kitchen areas will require the relocation of students from the existing Industrial Engineering, Ceramics, Wood and Metal Shops.  The plan for work includes the installation of 4 portable classroom buildings and associated utility connections. 

Current Considerations:

In order to meet an accelerated timeline for delivery, the San Rafael City Schools requested a quotation from Mobile Modular for overtime at their plant.

$9,962.  Funded by the Measure B Bond.

Budget/SACS Code:  21-9010-0-6230-00-0000-8500-410-000-479          

Approval of award of acceleration adjustment with McGrath RentCorp (dba “Mobile Modular”) for portable classrooms and facilities at San Rafael High School.

Staff seeks review and approval from the Board for the issuance of Supplemental Agreement No. 6 to the District’s Master Agreement for Architectural Services with Hibser Yamauchi Architects, Inc. (HY) for additional architectural and engineering services at San Pedro Elementary School.

The purpose of this modification is to provide supplementary architectural and engineering services including a necessary pre-design Rehabilitation Study Report and Topographical Survey for San Pedro Elementary School. 

Background: 

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

The Hibser Yamauchi Architects, Inc. contract history is outlined below:

Current Considerations:  After thorough consideration and planning among the Capital Facilities Team and HY Architects, the Rehabilitation Study will provide an analysis that is triggered due to the total structural load changing from the original (1956) design.  This analysis is necessary to meet DSA’s anticipated requirement for existing building analysis and the new structures seismic impact.   

The Topographical Survey will assist with the encroachment Permit. After thorough consideration and planning among the Capital Facilities Team and HY Architects, to reduce the need for a lift station for the sanitary sewer and allow for gravity flow, an encroachment permit is required.  To support this permit, additional surveying and engineering must be completed.

The proposed cost of this Modification to the HY contract is $26,550 and is within planned budgeting for this type of work and will be funded from the District’s Measure A Bond Funds.

Budget/SACS Code: 

21-9010-0-6210-00-0000-8500-095-000-480

Approval Supplemental Agreement No. 6 to the Master Agreement of HY Architects, Inc.

Staff seeks review and approval from the Board for a contract with Trahan Mechanical for the removal and replacement of existing ductwork at the Davidson 10-Wing Roofing Project.

Background:

It was determined that the ductwork at the 10-Wing Roofing Project needed to be removed in order to facilitate the removal of the roofing material and for the installation of the new roof membrane. 

Trahan Mechanical provided a proposal to remove the ductwork and prepare the site to include measures to prevent dirt and moisture from getting through; temporary coverings over all openings; storage of existing ductwork; and, reconnection of temporary ducts in order for uninterrupted air conditioning during the roof replacement project.

Current Considerations:

Construction work under $15,000 may be procured by the district using a simple proposal request. In this case the district contacted Trahah Mechanical to perform the necessary removal of rooftop ductwork in order to allow the installation of flashing and roofing as a part of the Davidson 10-Wing Waterproofing Project.

$13,840.  The compensation for this construction contract is below the public contract code threshold, funded from the District Bond Program, under Measure A.

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

Approval of the contract with Trahan Mechanical for the removal and replacement of existing ductwork at Davidson Middle School.

The Board is presented with an Amendment for supplemental Design Services at the San Rafael High School Stadium Project, for Carducci Associates.

The purpose of this amendment is to provide construction change guidelines for San Rafael High School to accommodate future campus buildings west of the San Rafael High School Stadium Project and between the new Madrone/School Site Project, termed the “matchline” between architectural work.

Background: 

In August, 2014, the Board of Education approved a contract with Carducci Associates for design services for the San Rafael High School Stadium Project. The fee for this contract was based on Increment 1 of the project, which included an all-weather track, synthetic turf field and stadium lighting. 

On June 13, 2016, the Board of Education approved a fee for design services related to a project scope change to allow Carducci Associates to move forward with design, agency approval, and contract administration for Increments 2 and 3.  These components include:  a restroom building, concession building, home and visitor grandstands. Further, other components were then included in this work, such as the parking lot improvements.  This work did not include outlineing and drawing the guidelines for the “matchline”.

The Carducci Associates history at the San Rafael High School Stadium is outlined below:

Current Considerations:

After review of the interface between the San Rafael High School Phase 1 work and the Stadium Project, the Capital Facilities Team and HY Architects recommended revisions to some of the Division of State Architect (DSA) approved and contracted stadium improvements, so there would be no costly interference later between the two projects, called the “matchline”.  An additional fee basis adjustment is necessary in order to cover these necessary revisions and present updated guidelines and blueprints to the matchline.

The proposed additional compensation for this modification is $11,540 funded from the District Bond Program, under Measure B.

Budget/SACS Code:  21-9010-0-6210-00-0000-8500-410-000-466

Approval of Contract Amendment No. 2 with Carducci Associates for additional Architectural Services for the San Rafael High School Stadium Project.

The Board is presented with a Modification for Supplemental Inspection Services at the San Rafael High School Stadium Project. 

The purpose of this modification is to provide supplemental inspection services for the Stadium Project through to the completion of the Project.

Background:

As part of the construction oversight process and per Division of State Architect (“DSA”) requirements, the Board of Education approved a contract for an Inspector of Record (“IOR”) for inspection services at the Terra Linda and San Rafael High School HVAC Upgrade Projects and the San Rafael High School Stadium Project. 

Gary Proctor was recommended using the criteria of background experience with DSA certification for Class 1 Project Inspection as well as his experience with the interpretation of current regulations within the California Administrative Code, Title 24, which prescribes the method for compliant communication, and documentation of construction inspection and materials testing. 

Mr. Proctor was able to successfully complete both the Terra Linda and San Rafael High School HVAC projects under budget and continues to perform all required communication and documentation at the San Rafael High School Stadium Project.

Current Considerations:

When Gary Proctor was hired as Inspector of Record for the San Rafael High School Stadium Project, the project was scheduled to complete in March, 2018.  Due to scope modifications and unforeseen delays, the project completion date was moved out to May, 2018.  In order to continue to inspect and record all phases of the stadium construction project, a contract modification is necessary.   

The proposed additional compensation for this modification is $10,000 funded from the District Bond Program, under Measure B.

Budget/SACS Code:  21-9010-0-6220-00-0000-8500-410-000-466

Approval of Gary Proctor Construction Consultation for supplemental inspection services at the San Rafael High School Stadium Project.

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

Approval of the minutes of the Regular Board Meeting of April 23, 2018

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 is presented with a new job description for Coordinator of Coaching and Professional Development (Certificated)

BACKGROUND: Under the supervision of Educational Services, the K-8 Teacher on Special Assignment (TOSA) Coordinator of Coaching and Professional Development aligns all district coaches around all professional development and district initiatives with a focus on Balanced Literacy and SEAL. The coordinator facilitates regularly scheduled meetings for coaches and builds capacity around best practices all coaches will support through the coaching cycles. The coordinator will design and implement professional development for coaches, teachers, and staff. He/she will work closely with the Director of Elementary Education to ensure the work of the coaches is tightly aligned to district initiatives. The role of the coordinator is a peer relationship, is non-supervisory, and apart from the evaluative role of the principal or supervisor. Building and maintaining respectful relationships with teachers and all staff is essential for the position.

This position is recommended for placement on the Elementary Certificated Salary Schedule.

Approval of the new job description for Coordinator of Coaching and Professional Development (Certificated)

The Board is presented with an out-of-state travel request for Amy Baer to attend AASPA’s 80^th Annual Conference in Minneapolis, MN October 9-12, 2018, for recommended approval. 

Background:
Since 1938, The American Association of School Personnel Administrators has provided leadership in promoting effective human resource practices and is the only organization that specifically targets and represents school human resource professionals.

Current Considerations:
The 80th annual Conference will focus on services, resources, and information vital to successful school human resource practices in the interest of students.  Workshops will be presented by education experts and industry leaders and will include innovative ideas, ready to use solutions and research based strategies relevant to human resources professionals.

Conference and travel expenses will be paid from: 

SACS Code:

01-000-5200-00-0000-7400-700-220-000 (50% ESD/HSD)

Approval of out-of-state travel. 

In collaboration with the District, Sun Valley PTO has been requesting a more dynamic play structure for the school's main playground. The Pegasus Net Climber play structure has been selected for its dynamic components and ability to engage up to 50 children at a time. The PTO offered to contribute a significant donation to this purchase.

BACKGROUND:
The Pegasus Net Climber Rope is not dead material. Instead it is flexible and enables a child to ‘connect’ with the equipment, as every action is followed by a reaction. The rope is a play ‘partner’ and there is always a dialog between the child playing and the structure.  The complexity of net structures, such as the Pegasus, offers children endless options to climb through the ropes. With the 3-dimensional design, the climbing and playing options are endless. Even if a child wanted to repeat the way he or she climbed the day before, he or she probably couldn’t. A child has to figure out each time how to get to the top or move from one corner to the other, making decisions on when to take the next step or which rope to grab. The social interaction and communication between climbers are not hampered by barriers and in fact, multiplied by the dynamic nature of the structure. Interactive play keeps children engaged while the dynamic components help with coordination, strength, and self-confidence.  

Sun Valley PTO has contributed $ 28,296 towards the purchase of The Pegasus Net Climber. The remaining $13,265.66 will be charged to the General Fund. 

Sun Valley 01-0001-0-6450.00-0000-8500-096-120-000

CSO 01-9010-0-6450.00-0000-8500-096-000-000

Approval to purchase the new Pegasus Net Climber Structure. 

Marin City Community Services has requested food service for their summer programs from SRCS. 

BACKGROUND:
The Marin City Community Services District has requested SRCS Food and Nutrion Services to provide and deliver lunches for their Summer Food Service Program at the Manzanita Recreation Center starting on June 24, 2018, and shall end on August 10, 2018. 

CURRENT CONSIDERTION:
Staff recommend the approval of this agreement.

There is a positive financial impact to the SRCS Cafeteria Fund by an estimated $18,000 in revenues. 

Approve agreement between The Marin City Community Services and the District. 

The Board will consider the disposal of obsolete Library and Health Books from San Rafael and Library Books from Terra Linda High School. 

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

CURRENT CONSIDERATIONS: San Rafael and Terra Lind High Schools have determined that the attached list of Library Books for SRHS and TLHS are declared obsolete due to the following criteria:

• All books weeded had not been checked out in 10+ years.
• Materials no longer had relevant information due to modernization or political circumstances (countries that no longer exist).
• Outdated vocabulary
  
• Make room for newer materials and modernize collection
  
• The current average publishing date is 1991.

In Addition:

298 Grade 9-10 Moving for Life Textbooks ISBN#0-8403-5330-8 from the PE Dept. at SRHS

The items will be boxed and shipped to a nonprofit company Bridge to Asia at no cost to the District. 

Approval of the disposal of obsolete Health and Library books. 

The Board will review the April 2018 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 April 1, 2018, through April 30, 2018, are attached. 

Ratification of April 2018 warrants. 

This item presents the addendum to Independent Contractor Agreement for Special Services for America SCORES 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.

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: The Addendum MOU for America SCORES between SRCS and BACR and will fund BACR to sub-contract with America SCORES to provide soccer programming at Davidson, Bahia Vista, San Pedro, Coleman, Laurel Dell, Venetia Valley and Short Elementary Schools from January 1, 2018 through June 31, 2018 to participate in the recreation program. 

America SCORES: 

VISION. We wholeheartedly believe all kids should experience flat-out joy, deep human connection, and should be fully prepared to navigate the future. We believe in a Bay Area rich with meaningful opportunities for all children:  teams to play on; outlets for creative and physical expression; and pathways to develop their own voices. We believe all kids should get early opportunities to experience community engagement. 

MISSION. We're passionate about delivering transformational and spirited after-school enrichment programs focused on whole-child health. We believe in engaging students' minds and bodies. And we know doing some helps enormously, helping them lead healthy lives, building their confidence and character; and measurably improving academic and social skills as engaged learners.

SCORES programming is designed to allow every child to feel safe, supported, challenged, and open to the thrills of creative and physical expression within an engaged community. 

Exhibit A

Cost of additional services is not to exceed $25,000 to be paid from ASES funds.

01-6010-0-5849.00-7150-3900-090-242-000

Approval of addendum to Independent Contractor Agreement for Special Services for America SCORES 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 the Independent Contractor Agreement for Special Services Between San Rafael City Schools and Bay Area Community Resources (BACR) for the Afterschool Education and Safety (ASES) Programs for the Summer Supplemental Program, 2018, for review and recommended approval.

BACKGROUND:  The After School Education and Safety Program (ASES) grant was originally submitted as a collaborative effort between San Rafael City Schools and agency partners, initially established through the School Linked Services Initiative Grant in the spring of 2000. 

Each year since 2000, SRCS has received state funding to operate after-school programs at six schools:  Bahia Vista, Coleman, Laurel Dell, San Pedro, Venetia Valley and Davidson. ASES was re-certified in 2006 as part of the larger Proposition 49 funding initiative granted by the State.  

In addition to the regular grant funding, San Rafael applied for and was granted supplemental funds in the amount of $142,151 to provide additional programs and services to students during the summer and school inter-sessions. This summer, ASES is operating a program at Bahia Vista for approximately 300 current second-fourth grade students.

The SRCS ASES after-school programs are coordinated and monitored by Jennifer Lynch. Each participating school has a site coordinator who is either an employee of BACR or SRCS.

The site coordinator’s responsibility is to coordinate all aspects of the program. They are responsible to recruit, train and supervise after-school tutors, assistants and volunteers, to recruit teachers and schedule them to work with specific groups of students, to maintain an accurate budget, to develop enrichment programs partly by finding community members to provide services. These coordinators work closely with site administrators to ensure strong articulation of the school day programs and the after-school program.

The District is expected to supply matching funds in in-kind local matching contributions from governmental agencies, community organizations, or the private sector. Our existing summer school programs are providing the majority of the in-kind contributions through facilities, staffing and materials for this grant, as well as training and technical assistance from site staff.

Invoices from BACR will not exceed $149,829.19 for the summer programs to be paid out of ASES funds.

Approval of Independent Contractor Agreement for Special Services Between San Rafael City Schools and Bay Area Community Resources (BACR) for the Afterschool Education and Safety (ASES) Programs for the Summer Supplemental Program, 2018.

This item presents to the Board Illuminate Education, Inc., DnA Software Services Agreement for Data and Assessment System during 2018-2019 school year, for review and recommended approval.

BACKGROUND:  The 2017-2018 Elementary Assessment Task Force made many recommendations that are being followed for district wide assessments in grades K-5.  This work has been picked up by the Elementary Curriculum Advisory Committee (ECAC), composed of teachers, instructional coaches and principals from across K-5 sites, for this school year.  Unfortunately, the assessment system SRCS had been partnering with was unable to migrate many of our benchmark assessments into their new platform. Therefore, the ECAC was tasked with finding a new benchmark assessment systems this year.  

ECAC worked together to create our ECAC rubric and working document  for benchmark assessment systems and then a small working group with representation from across elementary sites, grade levels, and certificated groups dove deeply into the work reporting back to the larger ECAC.  From here, ECAC has recommended we move forward with Illuminate as a benchmark assessment for grades 2-5. This recommendation is the culmination of many hours of meetings and discussion.

Illuminate will serve as a benchmark assessment system that will provide both summative and formative data to teachers and schools, and can also be used at the district level to inform next steps.

CURRENT CONSIDERATION:  Approve Software Services Agreement with Illuminate Education, Inc., for the 2018-2019 school year.

Exhibit A - Illuminate Education, Inc., DnA Software Services Agreement

Cost of Illuminate Education, Inc., Software Services for 2200 licenses (grades 2-5) and 18 hours of professional development is $18,300 to be paid from unrestricted general funds.

01-0000-0-4307.00-1110-1000-700-240-000

Approval of Illuminate Education, Inc., DnA Software Services Agreement for Data and Assessment System during 2018-2019 school year.

The Board is asked to approve a Memorandum of Understanding between San Rafael City Schools, Venetia Valley and the Marin County Office of Education for the College Access and Success - Dreamers Pilot Project 2018-2019.

BACKGROUND: MCOE has received a grant from the Marin Community Foundation (MCF) to provide support services to students and families. The goal is to ensure that underrepresented students are college and career ready at the conclusion of their senior year. This project is a collaboration of MCOE, MCF, Canal Alliance and the District. The College Access and Success Dreamers Pilot Project works with 60 students from Davidson Middle School and 50 students from San Rafael High School. A summer kickoff was held to describe the purpose of the project and to define expectations for participants. 

Students participated in afterschool tutoring/acceleration and ongoing teacher/family collaboration which is embedded throughout the program. Davidson students in the College Access and Success –Dreamers Pilot Project had the opportunity to participate in a before school /AVID section at DMS. Site family coordinators met with the San Rafael community liaisons to provide support for families. Students are assigned to an advocate and their progress is being monitored using electronic portfolios. 

CURRENT CONSIDERATION: MCOE will be providing funds for the 18 week family engagement Madres Con Poder program. The Board is asked to ratify the Memorandum of Understanding between the District and MCOE. Exhibit A

Approval of the Memorandum of Understanding between the District and MCOE.

This item presents the Fall 2018 Outdoor Education Dates: Bahia Vista, Short, Laurel Dell - October 29-November 1; San Pedro and Sun Valley - November 6-9; Glenwood, Venetia Valley, and Coleman - November 13-16, 2018, for Board review and recommended approval.

BACKGROUND: During the weeks of October 29-November 1, November 6-9, and November 13-16, 2018, the fifth grade students in San Rafael City Schools will have the opportunity to attend the Marin County Office of Education's resident outdoor school. The school is located at Walker Creek Ranch in Marshall, California. A trained staff, including a site principal and naturalists, is provided by the Marin County Office of Education to work with the students. The fifth grade teachers accompany their students to Outdoor School. High School students serve as "Cabin Leaders" during the week, participating in activities with students from their cabin and sleeping in the cabin with students each night. The students will be transported to and from Walker Creek by bus or private automobile.

Exhibit A - 2018 Outdoor Education Schedule

This item presents an overnight field trip for San Rafael High School Cheer Team participation at the United Spirit Association Cheer Camp in Santa Clara from July 20-23, 2018, for recommended approval.

BACKGROUND: 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 student will be excluded from participation because of lack of sufficient funds.
• School-sponsored trips for the purpose of swimming or surfing shall not be approved; this includes private or public swimming pools/hot tubs or spas, water parks, beaches, or any other venue where the sole purpose of the trip is for students to swim, surf, or enter the body of water
• Each student will need their own bed and have evening supervision. (Hotel roll-away beds and inflatable air mattress is acceptable.)

CURRENT CONSIDERATIONS: This agenda item presents for Board consideration a request for approximately 45 San Rafael High School students to attend cheer camp under the supervision of San Rafael High School cheer coach, Shawna Hoch, Donna Romberger, and four additional adult chaperones. The staff at the camp also provide additional chaperones. Students will travel to Santa Clara Hyatt Regency with their parents or charter bus.They will leave SRHS on July 20, 2018 at 8:00a.m. and return at approximately 5:00p.m. in the afternoon of July 23, 2018.

Students will be staying at the Santa Clara Hyatt Regency. All students are required to have their own medical insurance in order to participate in the camp. All students will have their own bed and no water activities will be allowed.

Objective: This trip offers opportunities for developing team unity and strengthening athletic skills.

Cost of this trip is estimated at  $23,625.

There is no financial implication to the district. Cost will be covered by fundraising and parent funds. No student will be excluded from participation because of lack of funds.

Approval of the overnight field trip for San Rafael High School Cheer Team participation at the United Spirit Association Cheer Camp in Santa Clara from July 20-23, 2018.

This item presents out-of-state travel for Terra Linda High School Teacher Randy Baker to attend the Advanced Placement Annual Conference in Houston Texas on July 17-22, 2018, for recommended approval.

Background: The AP Annual Conference brings together thousands of education professionals from the AP and Pre-AP communities. The conference schedule features workshops, content-driven sessions, and exhibits.

For more than 60 years, the College Board’s AP Program has grown by fostering collaboration among professionals working to develop students’ college-level knowledge and skills. In 2017, over 2.7 million students representing both public and private schools around the world took over 4.9 million AP Exams.

Current Consideration: Approval of out-of-state travel for Terra Linda High School Teacher Randy Baker to attend the Advanced Placement Annual Conference in Houston, Texas on July 17-22, 2018.

Estimated cost of out-of-state travel is $2,100 to paid by OneTL.

01-0002-0-5200.00-1110-1000-411-120-000

Approval of out-of-state travel for Terra Linda High School Teacher Randy Baker to attend the Advanced Placement Annual Conference in Houston, Texas on July 17-22, 2018.

This item presents an overnight field trip for Terra Linda High School Swim Team's participation at the State Championship Swim Meet in Fresno, California on May 17-19, 2018, for recommended approval.

Background: 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 student will be excluded from participation because of lack of sufficient funds.
• School-sponsored trips for the purpose of swimming or surfing shall not be approved; this includes private or public swimming pools/hot tubs or spas, water parks, beaches, or any other venue where the sole purpose of the trip is for students to swim, surf, or enter the body of water
• Each student will need their own bed and have evening supervision. (Hotel roll-away beds and inflatable air mattress is acceptable.)

Current Consideration: Approximately 2-10 qualified student athletes, Coaches Tim Baker, Nick Ross, and parent chaperones will travel by car to Clovis West High School in Fresno, California on May 17-19, 2018 to participate in the California State Swim Championships. 

Student athletes, chaperones and parents will be staying in a hotel to be determined. Each student will have their own bed. No student will be excluded from participation because of sufficient funds.

No student will be excluded because of lack of sufficient funds.
Coaches will be reimbursed for travel through the athletic account. 

01-0001-0-5819.00-1130-4200-411-120-000

Approval of overnight field trip for Terra Linda High School Swim Team's participation at the State Championship Swim Meet in Fresno, California on May 17-19, 2018.

This item presents for Board approval the High School District California Interscholastic Federation Representatives and Alternate Designees to the League for 2018-2019.

BACKGROUND:  Board Policy 6145.2 states:

"The Board maintains membership in the California Interscholastic Federation (CIF) and the Marin County Athletic League (MCAL) and requires that interscholastic athletic activities be conducted according to CIF and MCAL rules, regulations and policies, except as the Board may direct otherwise.  High School principals shall represent the High School District on the MCAL Board of Managers.  The CIF/MCAL representatives shall report periodically to the Board to ensure that the goals and aims of the District are accurately represented."

CURRENT CONSIDERATIONS:  This agenda item presents for Board approval the selection of regular and alternate designees for CIF Representative to League meetings for San Rafael and Terra Linda High Schools.  CIF stipulations note "If the designated representative is not available for a given league meeting, an alternate designee of the district governing board may be sent in his/her place. League representatives from public schools and private schools must be designated representatives of the school's governing boards in order to be eligible to serve on section and state governance bodies."

The following recommendations are being made for regular representatives and alternate designees as the school's league representative:

San Rafael High School: Regular Representative: Glenn Dennis, Principal, Alternate Designee: Jose De La Rosa, Athletic Director
 

Terra Linda High School:  Regular Representative: Katy Dunlap, Principal, Alternate Designee: Steve Farbstein, Athletic Director

District: Kevin Kerr, Director of Secondary Education

Approval of the High School District California Interscholastic Federation Representatives and Alternate Designees to the League for 2018-2018.

This item presents an overnight field trip for Terra Linda High School 12th Grade AVID students to Clair Tappaan Lodge in Norden, California on May 25-27, 2018, for 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: Following in the footsteps of last year's 2016 Senior AVID class, the 2018 Senior AVID class requests permission to spend two days and nights, May 25-27, 2018, at the Clair Tappaan Lodge in Norden, California at Donner Pass. It is anticipated that 30 students along with TLHS AVID teachers, Amy Fix, Jennifer Little and four other adult chaperones to be named will be attending on this overnight field trip. The majority of the students in this class have been together since sophomore year,  and have formed a tight-knit family, bonded by their shared goals of finding success in academics and being the first in their family to attend college.

The purpose of this trip is two-fold: It is an opportunity to celebrate finishing the college and scholarship application process, as well as the AP tests, which conclude the previous week. The trip will provide a period of sustained reflections as the students begin their transition out of high school and begin contemplating how to not only attend college but more importantly graduate with a degree.

They have worked extremely hard to get to where they are and they deserve a moment of pause, surrounded by their peers who have helped them through, as well as the restorative properties of the outdoors.

All district and safety guidelines will be followed, including:

• No student will be excluded due to lack of funds.
• There will be no swimming, either at private or public swimming pools, hot tubs, spas, water parks or beaches. Nor will there be surfing.
• There are both female and male chaperones.
• Each student will have his/her own bed

Cost of trip is estimated at $3,900 to be paid from fundraising.

Approval of overnight field trip for Terra Linda High School 12th Grade AVID students to Clair Tappaan Lodge in Norden, California on May 25-27, 2018

This item presents an Interagency Agreement Between San Rafael City Schools and Marin Health And Human Services Department-Children Family Services for Transportation According to Every Student Succeeds Act, for review and recommended Board approval.

Background: It is the intent of this Agreement to function as the procedures governing how transportation to maintain foster students in their school of origin when it is their best interest will be provided, arranged, and funded for the duration of the time in foster care, as required by Every Student Succeeds Act (“ESSA”) (114 P.L. 95, 129 Stat. 1802). 

Current Consideration: Approval of Interagency Agreement Between San Rafael City Schools and Marin Health And Human Services Department-Children Family Services for Transportation According to Every Student Succeeds Act.   Exhibit A

Cost of transportation to be shared by Marin Health and Human Services Department – Children Family Services and San Rafael City Schools McKinney-Vento categorical grant funds and unrestricted funds.

Approval of Interagency Agreement Between San Rafael City Schools and Marin Health And Human Services Department-Children Family Services for Transportation According to Every Student Succeeds Act.

BACKGROUND: To ensure that our local policies and procedures conform to federal and state mandates, this revision to mandated policy and administrative regulation reflects the federal Individuals with Disabilities Education Act (IDEA) (20 USC 1400-1482), implementing federal regulations (34 CFR 300.1-300.818, as amended by 73 Fed. Reg. 231), and conforming state legislation.  All entities providing special education to adopt policy on procedural safeguards and Education Code 56500.1 requires entities providing special education to establish and maintain all procedural safeguards granted by federal law.

None

Approval of revision to Board Policy and Administrative Regulation 6159.1- Procedural Complaints and Safeguards for Special Education

The Board and public are provided an opportunity to review a second reading of revisions to Board Policy/Administrative Regulation 6159.2. Staff recommends approval of these revisions.

BACKGROUND: To ensure compliance with federal and state mandates this mandated policy and regulation are being updated to reflect SB 121 which prohibits the referral of a student with a disability to, or placement in, a nonpublic, nonsectarian school without the student's individualized education program team's agreement. The policy also adds material on out-of-state placements, applications for state waivers of legal requirements, and district verification of the school/agency's certification to provide special education and related services. The regulation is also reorganized and updated to clarify requirements for the master contract with a nonpublic, nonsectarian school or agency, including the process of making changes to the master contract.

None

Approval of revision to Board Policy and Administrative Regulation 6159.2- Nonpublic, Nonsectarian School and Agency Services for Special Education

The Board is presented with an MOU to provide mental health support for SRHS students in the 2017-2018 school year, for review and recommended approval.

BACKGROUND: This MOU with the Community Institute of Psychotherapy (CIP) is to provide a qualified intern-therapist to support SRHS students who require mental health support.

CURRENT CONSIDERATION: Staff recommends approval of the MOU to expand upon the mental health supports and services and services available to SRHS students.

Approval of the MOU

The Board is presented with a  proposal and contract agreement, for review and recommended approval.      

BACKGROUND:

School Facility Consultants (SFC) is a full-service company that assists school districts, local agencies, architects, and developers in all aspects of school facility planning and financing.  SFC works with school districts to maximize new construction and modernization funding through the State Allocation Board (SAB) process.   SFC staff is available to work with the California Department of Education (CDE) on the new school site and plan approvals.  Since 1985, SFC has successfully assisted more than 200 school districts to obtain billions of dollars in state funding for school construction and modernization.

The Capital Facilities staff has been working with School Facility Consultants for the last several years in obtaining modernization funding and assisting San Rafael City Schools in the completion of our Proposition 51 eligibility.  The District and SFC have maintained an effective partnership with successful completion of the eligibility and application process for Modernization.  In addition, the District will be working with SFC on the application for eligibility for new construction funding at the State.

School Facilities Consultants believes that the District may be eligible for new construction funds under the State program. These funds could be used to replace portable classrooms and construct new buildings on existing sites through new Proposition 51 funding.

CURRENT CONSIDERATIONS: 

The application process for eligibility for both modernization and new construction funding from the State is complicated, time-consuming and challenging. School Facility Consultants has the knowledge and expertise to assist districts in navigating the forms and procedures as well as working with architects and district Capital Facilities Team to maximize funding eligibility. 

This proposal is for SFC to provide the San Rafael City Schools assistance in gathering the appropriate information, preparing the forms necessary for determining the maximum eligibility for state funding of new school construction and for submission of all paperwork.  In addition, SFC will monitor State Allocation Board (SAB) and Office of Public School Construction (OPSC) legislative committees on issues that may affect school district applications.

FINANCIAL IMPLICATIONS:

The proposal for services fee is on a time and materials basis with a not-to-exceed amount of $20,000.   

SACS Code: Capitol Facilities    21-9010-0-6219.00-0000-8500-700-000-491 split between both Districts

The District has a need for replacement copy machines at Coleman, Sun Valley, and Venetia Valley Schools.
After price comparison from the most recent Request for Proposal (RFP), 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 provide enhanced savings and benefits as outlined in the addendum. Staff recommends the Board award the attached lease of four copiers to Discovery Office Systems.

BACKGROUND:
It has been determined by the district that the lease of four (4) new copiers is necessary in order to provide support for both the instruction and office staff at Coleman, Sun Valley, and Venetia Valley.

CURRENT CONSIDERATIONS:                                                    
The District will lease from Discovery:

One (1) TASKalfa 8052ci and One (1) TASKalfa 6002i for Coleman

One (1) TASKalfa 8002i for Sun Valley

One (1) TASKalfa 8002i for Venetia Valley

The new digital copiers are faster and have considerably more options for staff and will increase productivity and efficiency. 

COST/FUNDING SOURCE: The 60-month lease listed below includes annual maintenance cost, toner, and staples. Copy overages will be billed at .0038 per b/w copy and .04 per color copy per the contract. 

SACS Code:

01-0000-0-6405.00-1110-1000-091-000-000 $32,656 (65,000 copies per mo.)

01-0000-0-6405.00-1110-1000-096-000-000 $22,440 (65, 000 copies per mo.)

01-0000-0-6405.00-1110-1000-092-000-000 $21,528 (51,000 copies per mo.)

Approval of four new leases from Discovery Office Systems for Coleman, Sun Valley, and Venetia Valley.

The Board will consider upholding the  panel's recommendation that student Case # 1718-8 will be expelled for the remainder of the 2017-2018 school year and fall semester of the 2018-2019 school year. 

The Board will review the CSEA proposal for recommended acceptance. 

Government Code 3547 requires:

"All proposals of exclusive representatives and of public school employers, which relate to matters within the scope of representation shall be presented at a public meeting of the public school employer and thereafter, shall be public records."

This agenda item presents for Board discussion and public review and/or comment, the California Schools Employees Association (CSEA) initial proposal for negotiations with the San Rafael City School Districts for the 2018-2019 school year. 

A copy of the proposal from CSEA to SRCS is attached. 

Acceptance of the proposal of negotiation interests submitted by the California School Employees Association for the 2018-2019 school year.

The Board will review the District’s sunshine proposal to the California School Employees Association (CSEA) for 2018-2019.

Government Code 3547 requires:

"All proposals of exclusive representatives and of public school employers, which relate to matters within the scope of representation shall be presented at a public meeting of the public school employer and thereafter, shall be public records."

This agenda item presents for Board discussion and public review and/or comment, the initial proposals from the Districts to open negotiations with the California School Employees Association for the 2018-2019 school year. 

A copy of the proposal from the Elementary and High School District is attached.

Approval of the District's sunshine proposal of negotiation interests with the California School Employees Association for the 2018-2019 school year.

The Board is presented with the SRTA's Proposal for Negotiations for 2018-2019, for recommended acceptance.

Government Code 3547 requires: "All proposals of exclusive representatives and of public school employers, which relate to matters within the scope of representation shall be presented at a public meeting of the public school employer and thereafter, shall be public records."

This agenda item presents for Board and public review and/or comment, the San Rafael Teachers Association (SRTA) proposal for negotiations with the San Rafael Elementary District for the 2018-2019 school year.

A copy of the proposal from SRTA to SRCS is attached as Exhibit A.

Acceptance of the proposal of negotiations interests for the 2018-2019 school year from San Rafael Teachers Association (SRTA).

Approval of San Rafael Elementary School District's Proposal for Negotiation interests with the San Rafael Teachers Association (SRTA) for the 2018-2019 school year.

Government Code 3547 requires: "All proposals of exclusive representatives and of public school employers, which relate to matters within the scope of representation shall be presented at a public meeting of the public school employer and thereafter, shall be public records."

This agenda item presents for Board discussion and public review and/or comment, the proposal from the San Rafael Elementary District to open negotiations with the San Rafael Teachers Association (SRTA) for the 2018-2019 school year.

A copy of the proposal from the San Rafael Elementary District is attached as Exhibit A.

Approval of the San Rafael Elementary District's proposal for negotiation interests with the San Rafael Teachers Association (SRTA) for the 2018-2019 school year.

The Board will review the SRFT proposal for recommended acceptance. 

Government Code 3547 requires:

"All proposals of exclusive representatives and of public school employers, which relate to matters within the scope of representation shall be presented at a public meeting of the public school employer and thereafter, shall be public records."

This agenda item presents for Board discussion and public review and/or comment, the San Rafael Federation of Teachers Association (SRFT) initial proposal for negotiations with the San Rafael High School District for the 2018-2019 school year. 

A copy of the proposal from SRFT to SRCS is attached as Exhibit A.

Acceptance of the proposal of negotiation interests submitted by the San Rafael Federation of Teachers for the 2018-2019 school year.

The Board will review the HSD sunshine proposal to the San Rafael Federation of Teachers (SRFT) for 2018-2019. 

Government Code 3547 requires:

"All proposals of exclusive representatives and of public school employers, which relate to matters within the scope of representation shall be presented at a public meeting of the public school employer and thereafter, shall be public records."

This agenda item presents for Board discussion and public review and/or comment, the initial proposals from the San Rafael High School District to open negotiations with the San Rafael Federation of teachers for the 2018-2019 school year. 

A copy of the proposal from the San Rafael High School District is attached as Exhibit A.

Approval of the District's sunshine proposal of negotiation interests with the San Rafael Federation of Teachers for the 2018-2019 school year.

SRCS has a desire to replace manual teacher signatures with digital signatures or another electronic certification process. This will improve efficiency and lessen paper use. Nigro and Nigro will provide the examination necessary to obtain approval from the CDE to use Electronic Signature for Aeries Attendance. 

BACKGROUND: The objective of the examination is the expression of an opinion as to whether the District’s attendance accounting system had an acceptable level of integrity as of July 1, 2018, based on California Department of Education’s Notice of Electronic Attendance Accounting and Teacher Signature Alternatives dated August 3, 2009.

This examination will be conducted in accordance with attestation standards established by the American Institute of Certified Public Accountants. If for any reason, Nigro & Nigro are unable to complete the examination or are unable to form or have not formed an opinion, they may decline to express an opinion or to issue a report as a result of this engagement. For the CDE to grant online attendance approval SRCS accounting system must minimally contain all the following characteristics:

1. A current system with manual signatures has been approved by the CDE;

2. The electronic system has a procedure to track and verify that initial attendance is entered on the calendar day of the school day for which the attendance is a record thereof. Under certain circumstances, such as widespread power outages or system interruptions teachers may be allowed to electronically submit and certify attendance on a subsequent day, retaining paper documentation on which attendance was recorded contemporaneously;

3. The electronic system includes a report that lists the dates of data entry and modifications, and the employee identification of the person or persons logging the attendance information into the system;

4. The report described in #3 above is readily accessible to teachers and administrators for their review;

5. If the electronic system relies on passwords, there must be adequate safeguards to ensure that such passwords are accessible only to the employee for whom the password is created; and

6. Submission of the electronic attendance system for CDE approval includes a letter from the LEA's independent auditor, indicating that the attendance accounting system has been reviewed by the auditor and that the system's level of integrity is acceptable to the auditor.

The cost associated with this examination is $3,800 which will be split equally between HSD and ESD.

 01-0000-0-5840.00-0000-7200-700-210-000

Approval of the contract agreement with Nigro & Nigro. 

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 follow:

COST/FUNDING SOURCE: Total of general donation: $1,500.00

This item presents to the Board and the public the opportunity to review the first reading of revisions to Board Policy and Administrative Regulations 5123 Promotion/Acceleration/Retention.The second reading and recommended board adoption will be brought to the next meeting.

Background: This mandated policy is being updated to reflect mandate that the policy provide for students to be identified for retention as early in the school year, and as early in their school careers, as possible.  The policy reflects AB 484 which establishes a new state assessment system, impacting the indicators that may be used to identify a student for retention. The policy also reflects AB 97 which redirects into the LCFF funding for supplemental instruction for students in grades 2-9 who have been retained or recommended for retention (without eliminating the district's responsibility to provide supplemental instruction for such students) and for students in grades 2-6 who have been identified as being at risk of retention. The policy contains material formerly in the administrative regulation regarding: grade levels at which students will be identified for retention, subjects that will be used as the basis for identifying students for retention, responsibility for retention decision when the student has more than one teacher, and requirement for an appeals process. 

The mandated regulation is being updated to reflect California Department of Education (CDE) recommendation regarding: the timing of approving a student's continuation in kindergarten for an additional year and to clarify the process for parent/guardian appeal of a teacher's decision to promote or retain a student.

Exhibit A - Board Policy 5123 Promotion/Acceleration/Retention

Exhibit B - Administrative Regulation 5123 Promotion/Acceleration/Retention
 

There is no financial impact to the district.

This item presents to the Board and the public the opportunity to review the first reading of revisions to Board Policy and Administrative Regulations 5125 Student Records. The second reading and recommended board adoption will be brought to the next meeting.

Background:  This mandated policy is being updated to reflect new law(AB 1442) which requires districts to notify students and parents/guardians and provide an opportunity for public input before adopting a program to gather or maintain safety-related information from students' social media activity. The policy also reflects new law (SB 1177) which, effective January 1, 2016, prohibits an online/mobile operator from selling or disclosing student information or using student information to target advertising or amass a profile about a student. The policy also reflects new law (AB 1584) which mandates districts entering into a contract with a third party for the digital storage, management, and retrieval of student records to adopt policy allowing such contracts.

The mandated regulation reflects new law (AB 2160) which requires districts to submit the grade point average of all 12th-graders to the Cal Grant program unless a student opts out, and (AB 1068, 2013) which authorizes the disclosure of records to students age 14 years and older who are homeless and unaccompanied minors, persons who complete a caregiver's authorization affidavit, and caseworkers or other agency representatives legally responsible for the care and protection of a student. A new section has been added to reflect requirements of new law (AB 1442) for districts that choose to adopt a program to gather or maintain information from students' social media activity related to school or student safety.

Exhibit A - Board Policy 5125 Student Records

Exhibit B -  Administrative Regulation 5125 Student Records

There is no financial impact to the district.

The Board and public are provided an opportunity for a first reading of a new Adminstrative Regulation 5113.11 Attendance Supervision. A second reading and recommended approval will be brought to the next meeting. 

BACKGROUND: In continuing support of the District's efforts to reduce student chronic absenteeism and truancy, staff recommends this new regulation that addresses the appointment of a district attendance supervisor and reflects AB 2815 which expresses the Legislature's intent that the attendance supervisor fulfill specified duties. 

The Board and public are provided an opportunity to reivew revisions to the board policies and adminstrative regulations for Interdistrict Attendance in the ESD and HSD. The Board is being asked to waive a second reading of these revisions and take action to approve them at this meeting. 

BACKGROUND:  It is recommended that the board policy/administrative regulations be revised to include the option of a parent/guardian appeal to the SRCS Governing Board following an interdistrict transfer denial by the superintendent or designee.  Our policies advise that such an appeal be made directly to the County Board of Education.  

While California Education Code only mandates an appeal to the County Board of Education, the established local practice is for interdistrict transfer denials to be considered first by local boards.   

It is requested that the Board waive a second reading of these board policy and administrative regulation changes, and approve them at this meeting. 

Approval of Revision to Board Policy and Administrative Regulation 5117 Interdistrict Attendance - Elementary Schools, and Board Policy and Administrative Regulation 5117.1 Interdistrict Attendance - High Schools 

The Board and public are presented with an opportunity to review a first reading of Administrative Regulation 6164.4 Identification and Evaluation of Individuals for Special Education. A second reading with recommended approval will be brought to the next meeting. 

BACKGROUND: To ensure compliance with federal, state, and local policies with regard to the provision of special education services, staff brings revisions of this mandated policy to include notification to parents/guardians regarding their right to consent to the assessment of their child for purposes of determining the child's eligibility for special education or related services. The regulation is also revised to delete material related to parent/guardian revocation of consent for continued provision of services (now in AR 6159 - Individualized Education Program).

The Board is presented with a draft of a Regular Board Meeting Master Calendar for the 2018-2019 school year for consideration. 

BACKGROUND: The San Rafael City Schools Governing Board's regularly scheduled Business Meetings are the second Monday of each month. Second meetings, when occurring, are also scheduled as regularly scheduled Business Meetings and are scheduled as needed on the fourth Monday, with some exceptions. If a meeting date falls on a federal or other holiday, that meeting date is changed. Special Meetings of the Board may be called as necessary with a minimum of 24 hour notice. 

The Board reserves the right to adjust the date and/or time of one or more of its regular meetings in order to accommodate the personal or business schedules of the board members or staff, or to reflect external interests, such as holiday schedules, weather, and school district program needs. Board meeting dates are published as Board Bylaw Exhibit (E) 9320.

Approval of the 2018-2019 Regular Board Meeting Calendar, Board Bylaw E 9320. 

The Board will discuss participation in 2018 graduations and 8th grade promotions. 

BACKGROUND: This agenda item presents a request to confirm trustee participation in the 2018 graduation ceremonies at Madrone, San Rafael and Terra Linda high schools, and 8th grade promotion ceremonies at Davidson Middle School and Venetia Valley K-8.

The schedule of the 2018 ceremonies is attached, as well as the 2017 graduation/promotion participation as discussed last year, for reference.