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

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

Raquel Rose, Assistant Superintendent, Marin County Office of Education, will present on the Dreamer's Project. 

The Board is presented with a fee basis adjustment for Design Services at the San Rafael High School Stadium Project, for Carducci Associates.

Executive Summary:

The contract with Carducci Associates for design services on the Stadium Project at San Rafael High School is calculated using a variable percentage of construction costs. Prior to actual construction, design fees are typically based on construction cost estimates or a ‘design-to’ budget. This adjustment updates the fee basis to reflect updated estimates of the construction costs and project scope.  

Staff recommends increasing the overall not-to-exceed fee for design services from $616,724.80 to $861,399.20.

Background: 

In August of 2014, the Board approved a contract with Carducci and Associates for design services for the Stadium Project at San Rafael High School. The fee negotiated was a sliding scale percentage of the estimated construction cost for the project scope identified at that time.  The Stadium Project was planned as three stages, or ‘increments’, at that time, in the event that the first of these stages might be able to be completed in the fall of 2016. 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. 

The Stadium Project scope, schedule and budget, as well as the CEQA process, have changed. The project is now planned as one increment, and is scheduled to begin construction in the spring of 2017, after completion of the CEQA process. Increments 2 and 3 include a restroom building, concession building, home and visitor grandstands. 

Further, other components of the Master Facilities Plan shown for the San Rafael High School campus are now included in this work. These components include the parking lot improvements.

According to the original contract terms and fee percentage scale, the fee basis for this contract should be adjusted to reflect the current project scope.  This will allow Carducci Associates to move forward with design, agency approval and contract administration for Increments 2 and 3.  

Current Considerations:

The total project budget remains unchanged at $9,628,093. This budget is the total of $8,778,093 from the Master Facilities Plan budget plus $850,000 in funds raised by the community and donated to this project.  The stadium fundraising committee intends to raise funds to augment any costs beyond the project budget.

This work will be funded by Measure A General Obligation Bonds.

The new total design services fee for the project, now planned as a single increment, is $861,399.20. This represents an increase of $244,674.40.  

SACS code: 21-9010-0-6176.00-0000-8500-410-000-466

    21-9746-0-6176.00-0000-8500-410-000-466

Approval of this fee adjustment in the amount of $244,674.40 to the Carducci Associates contract, under the terms of the existing agreement. 

 BACKGROUND:

The California Environmental Quality Act (CEQA) requires that school districts undertaking capital improvements must make a determination of the potential impact(s) and mitigations, if any, of capital improvements work based on a prescribed set of environmental considerations and significance criteria. Such determinations are closely regulated and monitored for compliance, and employ environmental consultants working closely with counsel. 

In early 2016, the District conducted a competitive selection process via a Request for Qualifications to twelve known environmental consulting firms.  Five firms provided qualifications statements.  A Board member, staff, and legal counsel reviewed the statements of qualifications.  Amy Skewes-Cox Environmental Planning was one of the firms determined to be pre-qualified, based on demonstration of appropriate qualifications such as: recent experience, capacity, availability, project outcome history, and familiarity.

The San Rafael High School site, which anticipates modernization of the campus, includes phased projects. All modernization projects at the San Rafael High School site are currently in pre-design phase. Architect selection for the site is underway; onboarding the CEQA consultant soon is appropriate and timely.

Additionally, the Stadium Project at SRHS was studied for potential CEQA qualification under the prescribed categories of findings. Planned improvements to the site and the Stadium Project have potential impacts related to  several CEQA categories – traffic and transportation especially. Further, the local jurisdiction (City of San Rafael) is asking for extensive study of the impact of SRHS improvements on traffic in this congested area in the heart of the central business district of San Rafael. Counsel, staff and consultants recommend preparing for an Environmental Impact Report process for this site.

CEQA has important legal considerations incorporated into each phase of compliance. Legal counsel will work with the selected consultant to strategically coordinate the work and the resulting documents and procedures, and to communicate those to District staff.

CURRENT CONSIDERATIONS: Staff recommends approval of this contract with Amy Skewes-Cox Environmental Planning. The contract will be a time and materials contract with a not-to-exceed total of $331,278.00. 

In May 2016, the District contracted directly with Parisi Transportation Consulting for the performance of certain studies prior to June 9, 2016. That Parisi contract amount of $6,000 will be credited against this CEQA contract. 

This contract does not include CEQA studies for uses of SRHS not described in the facilities master plan, such as extensive use of fields by outside athletics groups.

The total amount of this contract is $331,278 and will paid from Capital Facilities Program ‘bond’ funds for the SRHS project.

SACS Code: 21-9010-0-6219.00-0000-8500-410-000-000

Approval of the CEQA Consulting Services Agreement with Amy Skewes-Cox Environmental Planning for the San Rafael High School program and the Stadium Project.  

BACKGROUND: 

Bond programs require management and orchestration of the scope, schedule and budgets of multiple projects over multiple years. These functions are often outsourced because the a robust range of experience and command of topics is critical, and staffing and expertise will need to be adjusted according to the variable work loads and demands of the projects which make up a capital facilities program. 

In April and May of 2016, the District conducted a competitive selection process via an open, advertised Request for Qualifications process.  Six firms provided qualifications statements.  Of the responding firms, four were interviewed initially, and then two firms were each interviewed one additional time.  The final review team included staff, consultants, a board member, and cabinet level District leadership.  Van Pelt Construction Services was the consensus choice, based on demonstration of appropriate qualifications, such as recent experience, capacity, availability, project and program outcome history, familiarity with bond programs and the local business climate, references, and on the individual and collective strengths of the team presented.

This contract will be paid from Capital Facilities Program ‘bond’ funds. 

The contract is written as a five-year agreement, with optional renewal at the end. The agreement will be reviewed annually and makes provision for adjustment of workforce and fees, if needed. The fee is a fixed annual amount of $1,106,700, for five years, for a total of $5,533,500. 

sacs code: 21-9010-0-6281.00-0000-700-000-000   60% HSD  $664,020

  40% ESD   $442,680

Approval of the contract for program management consulting services with Van Pelt Construction Services.  

Approval of the minutes for the May 10, 2016 Regular Board meeting.

The Board will review the ESD warrants for May 2016 for ratification.

BACKGROUND:      

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

CURRENT CONSIDERATIONS:    

A copy of the summary of the warrant register of all funds for warrants issued from May 1, 2016 through May 31, 2016 is attached. 

COST/FUNDING SOURCE:

Warrants are paid in accordance with the Board-adopted budget and generally accepted accounting methods.
  
A detailed listing of the monthly warrants are available for viewing in the Business Office, Room 505.

Ratify the ESD warrants for May 2016.

The Board will review the HSD warrants for May 2016 for ratification.

BACKGROUND:      

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

CURRENT CONSIDERATIONS:    

A copy of the summary of the warrant register of all funds for warrants issued from May 1, 2016 through May 31, 2016 is attached. 

COST/FUNDING SOURCE:

Warrants are paid in accordance with the Board-adopted budget and generally accepted accounting methods.
  
A detailed listing of the monthly warrants are available for viewing in the Business Office, Room 505.

Ratify the HSD warrants for May 2016.

The Board will review and consider approval to dispose of the obsolete equipment and textbooks.

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: Coleman, Sun Valley, and the Business Services department have determined that the following equipment/textbooks are obsolete.

COST/FUNDING SOURCE:
The equipment will be disposed of or recycled at no cost to the district.

Approval of the disposal of obsolete equipment and textbooks.

The Board will review the AB 1200 Disclosure of Proposed Collective Bargaining Agreement for 2015-16.

BACKGROUND:
To provide the required Public Disclosure of the proposed settlement between San Rafael City Elementary School District and the California Schools Employees Association (CSEA) in order to be in compliance with AB 1200, Government Code 35547.5, CCR, Title V, Section 15449 for the 2015-16 fiscal years.

In addition, the disclosure document must be signed by the District Superintendent and Chief Business Officer at the time of public disclosure, who must certify that the District can meet the costs incurred under the Collective Bargaining Agreement for the current year and two (2) subsequent years.

CURRENT CONSIDERATIONS:
The information provided in the Disclosure of Collective Bargaining Agreement document summarizes the financial implications of the proposed agreement and is submitted to the Board of Education for "Public Disclosure" of the major provisions of the agreement. This is in accordance with the requirements of AB 1200 (Statutes of 1991, Chapter 1213, Government Code 3547.5, and CCR, Title V, Section 15449.

Once it has been reviewed and approved by the Board of Education, it will be submitted to the Marin County Office of Education for review and comment.

COST/FUNDING SOURCE:
The total annual (ongoing) cost of the 2015-16 Tentative Agreement between the San Rafael City Elementary School District and the CSEA for increasing the Salary Schedule by 5.5% retroactive to July 1, 2015 and increasing the Caps for Medical insurance equal to .5% 1/1/16 is $333,873.  This represents an amount equivalent to a approximately a 6% increase. (See AB 1200-Disclosure Documents attached):

These increases will be funded by the General Fund 01 and the Cafeteria Fund 13. Although the annual ongoing cost is $333,873 the total cost for 2015-16 is $323,973.

Approval of the AB 1200 Disclosure of Proposed Collective Bargaining Agreement for 2015-16.

The Board will review the AB 1200 Disclosure of Proposed Collective Bargaining Agreement for 2015-16.

COST/FUNDING SOURCE:

The total annual (ongoing) cost of the 2015-16 Tentative Agreement between the San Rafael City High School District and the CSEA for increasing the Salary Schedule by 2.5% retroactive to July 1, 2015 and increasing the Caps for Medical insurance equal to .5% 1/1/16 is $129,563. This represents an annual ongoing amount of $129,563 and is equivalent to a approximately a 3% increase. (See AB 1200-Disclosure Documents attached):

These increases will be funded by the General Fund 01 and the Cafeteria Fund 13. Although the annual ongoing cost is $129,563 the total cost for 2015-16 is $113,713.

Approval of the AB 1200 Disclosure of Proposed Collective Bargaining Agreement for 2015-16.

That the Board reviews the agreement for legal services, for recommended approval.

BACKGROUND:
Different law firms have different areas of specialization and expertise, and the district works to select the firm whose areas of expertise are in keeping with the needs of the district.  Dannis Woliver Kelley will provide legal advice relating to any and all aspects of the district’s Human Resources, negotiations and general legal counsel on an "as-needed" basis.

CURRENT CONSIDERATIONS:
This agenda items presents for Board approval a renewal of this contract including a fee schedule for legal services for the fiscal year 2016-17 on an as-needed basis.  The Agreement for Professional Services with Dannis Woliver Kelley is attached and the fee schedule is included in the agreement.  

COST/FUNDING SOURCE:
Dannis Woliver and Kelley has not raised their rates in the last three years.  This year there will be a 3% increase, the rates for Dannis Woliver Kelley are as follows on an hourly basis:

Hourly Professional Rates                                                   

Other costs such as communication advice, travel time, postage and copying will be charged on an actual and necessary basis.

SACS Code: 01-0000-0-5829.00-0000-XXXX-700-XXX-000

Approval of the agreement.

That the Board reviews the agreement for legal services, for recommended approval.

BACKGROUND:
The San Rafael City School District engages the work of outside professions in various fields, including legal services.  Fagen Friedman & Fulfrost attorney’s at law specialize in labor negotiations, special education and general legal services.  Their services will be used on an “as needed” basis, as issues arise, for various departments.  Their services are used primarily to assist the District with Special Education issues or concerns.

CURRENT CONSIDERATIONS:  
This agenda item presents for Board approval a renewal of this contract including a fee schedule for legal services for the fiscal year 2016-17 on an as needed basis.  The Agreement for Legal Services with Fagen Friedman & Fulfrost LLP is attached and the fee schedule is included with the agreement.  

FINANCIAL IMPLICATIONS:
Fagen, Friedman,and Fulfrost did not be raise their rates for the 2014-15 fiscal year. For the 2015-16 year, they will be raising their rates by $25 an hour. The rates for 2016-17 will not be increased.

 The rates for Fagen, Friedman, and Fulfrost are as follows on an hourly basis. 

Associate                                                        $240 - $260   per hour
Partner                                                           $300 - $325   per hour
Of Counsel                                                     $325               per hour
Paralegal/Law Clerk                                      $160 - $180   per hour
Consultant                                                     $200 - $260   per hour

Communication Services Consultant         $260               per hour

Other costs such as messenger, meals, lodging, postage and copying will be charged on an actual and necessary basis.

Approval of the agreement.

The Board will consider the 2016-2017 child development contracts and related Resolutions 1681 and 1682, for recommended approval.

BACKGROUND:   

The State of California Child Development Division issues child development program contracts on an annual basis to Districts who have school sites that have been previously awarded funding to operate Preschool programs.  The programs integrate families with school programs prior to kindergarten in order to empower literacy and life skill development of preschool aged children and their families.  Students become better prepared to enter and succeed in kindergarten

The funded sites are Bahia Vista Elementary School and San Pedro Elementary School.

The funding provided comes in the form of two contracts.  The first contract is the funding source for the Pre-K partial day program, and the second contract is for supplies specifically related to operating the program.  Funding provides for an Early Childhood Education (ECE) permit teacher at each site in each class in a partial FTE position.  On April 1, 2016, the District received approval of its proposal to increase the contract funding to 4 partial classes (2 at each site) beginning in the 2016-17 school year.

CURRENT CONSIDERATIONS:

The agenda item presents for Board consideration, the acceptance and approval of the 2016-2017 contracts from the California State Preschool Program for Pre-K partial day program funding for Bahia Vista Elementary School and San Pedro Elementary School. It also includes approval and acceptance of the 2016-2017 contract from the California State Preschool program for Pre-K materials & supplies at the same schools that operate the State Pre-K programs (BV & SP).

COST FUNDING/SOURCE:

The total amount of the contracts are as follows:

    State of California Partial Day preschool program:    $269,181

    State of California Pre-K supplies grant:                    $5,000

SACS Codes:  12-6105-0-8590.00-0000-0000-700-000-000 $269,181

                        12-6052-0-8590.00-0000-0000-700-000-000 $5,000

Approval of the contracts and related resolution 1681 and 1682. 

The Board is presented with an actuarial report from Milliman Consultants to provide GASB 45 Actuarial Valuation of Post-Employment Benefits as of January 1, 2016. 

BACKGROUND:
In August 2004, the Governmental Accounting Standards Board (GASB) issued GASB Statement No. 45, Accounting and Financial Reporting by Employers for Post-employment Benefits other than Pensions. This new standard requires government employers to account for post-retirement healthcare benefits during an employee’s employment service with the District instead of during retirement on a “pay-as-you-go” basis. As a result, the required accounting costs under the GASB 45 standard will be recorded in the financial statements as several times greater than “pay-as-you-go” costs.

In compliance with GASB 45, the district contracted with Milliman Associates Inc. to completed Actuarial Reports as of January 2008, January 2010, January 2012 and January 2014.

Milliman is a firm of consultants and actuaries, with 32 offices in the United States. Founded in 1947, Milliman has developed a valued reputation for excellence and professionalism. Milliman, Inc. has also been retained by CalPERS to provide consulting and actuarial services related to its pension and healthcare programs for special projects that arise from time to time. Therefore, they are very familiar with the retiree benefits program under CalPERS Health Benefits, which the San Rafael City Schools participate in.

CURRENT CONSIDERATIONS: Under GASB 45, the district is required to have an actuarial report on the Valuation of Retiree Health Plan benefits completed every 2 years. The last report was completed as of January 2014 so the updated report for 2016 is now due in order to stay in compliance with GASB 45.  Under this proposal, Milliman will perform actuarial valuations of the Districts’ Retiree Health Plans in accordance with GASB 45. They will review all documents relating to the retiree health benefits plans, such as a plan document and/or summary plan description, labor agreements, employee notices, etc. They will provide an individual actuarial report for each district and present it to the Board of Education in February.

The changes in the Annual Required Contribution has increased and the 2016-17 budget has been adjusted accordingly. 

Approval of the actuarial report for GASB 45 Actuarial Valuation of Post-Employment Benefits as of January 1, 2016.

The Board is presented with an actuarial report from Milliman Consultants to provide GASB 45 Actuarial Valuation of Post-Employment Benefits as of January 1, 2016. 

BACKGROUND:
In August 2004, the Governmental Accounting Standards Board (GASB) issued GASB Statement No. 45, Accounting and Financial Reporting by Employers for Post-employment Benefits other than Pensions. This new standard requires government employers to account for post-retirement healthcare benefits during an employee’s employment service with the District instead of during retirement on a “pay-as-you-go” basis. As a result, the required accounting costs under the GASB 45 standard will be recorded in the financial statements as several times greater than “pay-as-you-go” costs.

In compliance with GASB 45, the district contracted with Milliman Associates Inc. to completed Actuarial Reports as of January 2008, January 2010, January 2012 and January 2014.

Milliman is a firm of consultants and actuaries, with 32 offices in the United States. Founded in 1947, Milliman has developed a valued reputation for excellence and professionalism. Milliman, Inc. has also been retained by CalPERS to provide consulting and actuarial services related to its pension and healthcare programs for special projects that arise from time to time. Therefore, they are very familiar with the retiree benefits program under CalPERS Health Benefits, which the San Rafael City Schools participate in.

CURRENT CONSIDERATIONS: Under GASB 45, the district is required to have an actuarial report on the Valuation of Retiree Health Plan benefits completed every 2 years. The last report was completed as of January 2014 so the updated report for 2016 is now due in order to stay in compliance with GASB 45.  Under this proposal, Milliman will perform actuarial valuations of the Districts’ Retiree Health Plans in accordance with GASB 45. They will review all documents relating to the retiree health benefits plans, such as a plan document and/or summary plan description, labor agreements, employee notices, etc. They will provide an individual actuarial report for each district and present it to the Board of Education in February.

The Annual Required Contribution (ARC) has increased and the budget for the Pay-as-you-go has been adjusted for the new estimates.

Approval of the actuarial report for GASB 45 Actuarial Valuation of Post-Employment Benefits as of January 1, 2016.

The Board is presented with a School Loop, Inc. Master Subscription Agreement for recommended approval.

BACKGROUND:
In 2007-2008 the district IT department began searching for a new web based system for creating and updating the district and school websites. Two successful vendors were identified, School Loop, Inc. and School Wires. The District Technology Advisory Council School and Review Team felt that School Loop, Inc. would be better for the district because it is extremely user friendly.

School Loop, Inc. was founded in 2004 to show homework and online advice from teachers. It is an online application that is a communicator for students and parents to communicate with their teachers.

School Loop shall host the service and will make the service available to the district during the subscription term. They specialize in an internal communication system, which allows users to request group space for activities.

CURRENT CONSIDERATIONS:
Contractor shall furnish the following services:
Online subscription services designed to facilitate the distribution of information regarding students to parents, students, school and district staff, and, with the proper approvals, to appropriate people with student information rights, and provide communications and information-sharing capabilities between teachers, students, school and district staff, people with student information rights, and parents.

The School Loop System maintains the ability for San Rafael City Schools district office and schools to have a higher level of communication with the community and with parents via the website and an additional parent portal regarding assignments, grades, and progress.

This is a 1-year agreement that can be renewed annually.

COST/FUNDING SOURCE:
The annual amount of the agreement for 2016-17 is $18,904.30  

SACS Code: 01-0000-0-4307.00-1110-1000-700-290-000

Approval of the proposal from School Loop, Inc. Master Subscription Agreement.

Presentation and approval of the Tentative Agreement between SRCS and CSEA and revised 2015-2016 salary schedules

BACKGROUND: This agenda item presents for approval the Tentative Agreement between San Rafael City Schools (SRCS) and the California School Employees Association (CSEA). The agreement addresses compensation, benefits, safety, and other issues. 

The total estimated annual cost of the Tentative Agreement is $129,563 for the HSD and is $333,873 for the ESD. The Tentative Agreement and revised 2015-2016 classified salary schedules are attached.

Approval of the Tentative Agreement between SRCS and CSEA with revised 2015-2016 salary schedules

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.

This item presents out-of-state travel for Terra Linda High School Teacher Bruce Gustin to attend the Advanced Placement Summer Institute in Bellevue, Washington, June 27 - June 30, 2016, for recommended approval.

BACKGROUND:  The AP and Pre-AP Summer Institutes are subject-specific professional development opportunities. They provide teachers with the support and training needed to teach AP courses and to utilize Pre-AP teaching strategies. Teachers from around the world come together at these institutes to exchange ideas and information about AP courses and exams.

CURRENT CONSIDERATION: Terra Linda High School teacher Bruce Gustin will be traveling to Bellevue, Washington on June 27-30, 2016 to attend the Advanced Placement Summer Institute in Computer Science A. This professional development opportunity will include College Board resources, released exams, and student samples.

Learning outcomes:

• Align their instruction with the goals of the AP Computer Science A course
• Identify the skills and knowledge that the exam will assess, and identify the tasks and materials for which students might need more preparation
• Draft a syllabus that meets the curricular requirements for the course
• Make equitable access a guiding principle in designing instruction

Cost of out-of-state travel to be covered by High School District general fund. Estimated cost of the Advanced Placement Summer Institute is estimated at $2,200.

01-0000-0-5200.00-1110-2140-700-240-000

Approval of out-of-state travel for Terra Linda High School Teacher Bruce Gustin to attend the Advanced Placement Summer Institute in Bellevue, Washington, June 26 - June 30, 2016.

This item presents out-of-state travel for Terra Linda High School teacher's Carolyn Quimby and Cristina Gonzalez-Mohn to attend ACTFL 2016 Annual Convention and World Languages Expo in Boston, MA from November 18-20, 2016, for recommended approval.

BACKGROUND: The American Council on the Teaching of Foreign Languages (ACTFL) is dedicated to the improvement and expansion of the teaching and learning of all languages at all levels of instruction. ACTFL is an individual membership organization of more than 12,500 language educators, students, and administrators.

The ACTFL Annual Convention and World Languages Expo is an international event bringing together more than 6,000 language educators from all languages, levels, and assignments. Our goal is to provide a comprehensive professional development experience that will have an impact on language educators at all levels of teaching and in turn impact their students to succeed in their language learning process. The program, which will feature more than 700 educational sessions in a variety of formats, will focus on innovative programs, emerging trends that impact the language profession, and research-informed practices. More than 250 companies will be exhibiting their latest products and services.

CURRENT CONSIDERATION: The 2016 ACTFL Annual Convention and World Languages Expo in Boston provides comprehensive professional development that can have a major IMPACT on more than 7,000 language educators at all levels in teaching. It is an experience which will help you as an educator inspire your students to take a more ACTIVE role in their own language learning. Highlights include: An Opening General Session where attendees will be captivated by a keynote address from futurist Mike Walsh More than 800 sessions focusing on innovative programs, research-informed practices, and emerging trends in the language profession The World Languages Expo, featuring 250+ exhibitors and including more than 60 exhibitor workshops. Full and half-day pre-convention workshops, special ACTFL plenary sessions, a career café, social media lounge, hands-on “collab zones” to learn about ACTFL assessment tools.

Terra Linda High School teacher Carolyn Quimby and Cristina Gonzalez-Mohn will be traveling to Boston, MA on November 18-20, 2016 to attend the 2016 Annual Convention and World Languages Expo. 

The estimated cost of this professional development is $1,700 per teacher to be funded by High School District Educator Effectiveness Block Grant.

Approval of out-of-state travel for Terra Linda High School teacher Carolyn Quimby and Cristina Gonzalez-Mohn to attend ACTFL 2016 Annual Convention and World Languages Expo in Boston, MA from November 18-20, 2016.

This item presents  out-of-state travel for Terra Linda High School Teacher Craig Eldred to attend the Advanced Placement Summer Institute in Bellevue, Washington, June 26 - June 30, 2016, for recommended approval.

BACKGROUND:  The AP and Pre-AP Summer Institutes are subject-specific professional development opportunities. They provide teachers with the support and training needed to teach AP courses and to utilize Pre-AP teaching strategies. Teachers from around the world come together at these institutes to exchange ideas and information about AP courses and exams.

CURRENT CONSIDERATION: Terra Linda High School teacher Craig Eldred will be traveling to Bellevue, Washington on June 26-30, 2016 to attend the Advanced Placement Summer Institute in Physics 2:Algebra Based. This professional development opportunity will focus in the area of P2 Course Requirements, AP Physics 2 Exam, and Resources for P2.

Cost of out-of-state travel to be covered by High School District general fund. Estimated cost of the Advanced Placement Summer Institute is estimated at $2,000.

01-0000-0-5200.00-1110-2140-700-240-000

Approval of out-of-state travel for Terra Linda High School Teacher Craig Eldred to attend the Advanced Placement Summer Institute in Bellevue, Washington, June 26 - June 30, 2016.

This item presents for Board approval the overnight field trip for San Rafael High School AVID 10 class to attend Fort Ross State Historic Park Conservancy's Marine Ecology Program on August 3-4, 2016.

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 Assistant 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 for Board approval of overnight field trip for San Rafael High School AVID 10 Class to attend Fort Ross State Historic Park Conservancy's Marine Ecology Program on August 3-4, 2016.

Approximately 22 Students will acquire real life experiences to enhance their learning so they can apply it to their book learning in order to prepare themselves for honors and AP courses by junior year, determine possible career paths, and challenge themselves to do more. 

Students will not be allowed swimming activities. 

Accommodations: Ms. Bryant will be providing tents. The adult chaperones and teacher will sleep in their own tents. Students will be sleeping individual sleeping bags in tents with other students of the same gender. 

Transportation: Private cars

22 Students most likely to participate: Gerbely Dias, Nilo Benicio, Vianey Garcia, Nereyda Mendez, Kellyn Garcia, Kimberly Lopez, Cindy Peraza Ramirez, Andrick Ordonez, Kimberly Mazariegos, Magda Diaz, Miguel Schoonover, Elizabeth Shirino, Arlon Mazariegos, Cristina Velazquez, Steven Guzman, Owen Navarro, Yendy Calderon, Jessica Chimal Rosado, Merelyn Dehesa, Ashley Mazariegos, Catherine Avalos, Ronnie Reyes

Adult Chaperones: Kerry Bryant, AVID Coordinator/Elective Teacher, Dr. Edward Kujawa, and two parents of the AVID 10 Students to be named.

Funding to be covered by AVID site account and local grant. Cost is estimated at  $3,228.

01-9772-0-4300.83-1191-1000-410-120-000

Approval of the overnight field trip for San Rafael High School AVID 10 class to attend Fort Ross State Historic Park Conservancy's Marine Ecology Program on August 3-4, 2016.

This item presents for Board approval of overnight field trip for San Rafael High School AVID 10 Class to attend Sugarloaf Ridge Camping trip including an evening in the Robert Ferguson Observatory on July 11-13, 2016.

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 Assistant 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 for Board approval of overnight field trip for San Rafael High School AVID 10 Class to attend Sugarloaf Ridge Camping trip including an evening in the Robert Ferguson Observatory on July 11-13, 2016.

Approximately 22 Students will acquire real life experiences to enhance their learning so they can apply it to their book learning in order to prepare themselves for honors and AP courses by junior year, determine possible career paths, and challenge themselves to do more. 

Students will not be allowed swimming activities. 

Accommodations: Ms. Bryant will be providing tents. The adult chaperones and teacher will sleep in their own tents. Students will be sleeping individual sleeping bags in tents with other students of the same gender. 

Transportation: Private cars

22 Students most likely to participate: Gerbely Dias, Nilo Benicio, Vianey Garcia, Nereyda Mendez, Kellyn Garcia, Kimberly Lopez, Cindy Peraza Ramirez, Andrick Ordonez, Kimberly Mazariegos, Magda Diaz, Miguel Schoonover, Elizabeth Shirino, Arlon Mazariegos, Cristina Velazquez, Steven Guzman, Owen Navarro, Yendy Calderon, Jessica Chimal Rosado, Merelyn Dehesa, Ashley Mazariegos, Catherine Avalos, Ronnie Reyes

Adult Chaperones: Kerry Bryant, AVID Coordinator/Elective Teacher, Dr. Edward Kujawa, and two parents of the AVID students to be named.

Funding to be covered by AVID site account,  local business scholoarships and waived fees;  Dick's Sporting Goods, Sprouts and campground. Cost is estimated at  $900.

01-9772-0-4300.83-1191-1000-410-120-000

Approval of the overnight field trip for San Rafael High School AVID 10 Class to attend Sugarloaf Ridge Camping trip Including an evening in the Robert Ferguson Observatory on July 11-13, 2016.

This item presents the Independent Contractor Agreement for Special Services for the Afterschool Education and Safety (ASES) Programs to Bay Area Community Resources (BACR) for the Summer Supplemental Program, 2016, for Board 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 $190,000 for the summer programs to be paid out of ASES and District funds.

Approval of the Independent Contractor Agreement for Special Services for the Afterschool Education and Safety (ASES) Programs to Bay Area Community Resources (BACR) for the Summer Supplemental Program, 2016.

This item presents for Board approval of Independent Contractor Agreement for Special Services with UC Berkeley History-Social Science Project and Scope of Work for Lydia Stack, Understanding Language for K-12 Summer Institute Professional Development June 13-17, 2016. 

BACKGROUND INFORMATION:  To prepare every student to graduate with the skills and knowledge necessary for success in postsecondary education and the modern workplace, SRCS schools must deepen and accelerate learning for a greater volume of students than ever before. To meet this goal, teachers and principals need access to current research and best practices that can help improve both student achievement and engagement. All professional development opportunities will align with the District’s strategic priorities:

PRIORITY 1:  Align curriculum and assessments to the advanced levels of the Common Core State Standards, including revised kindergarten and ninth grade readiness assessments, to ensure community alignment checkpoints to the identified District Milestones within the CCR trajectory.

PRIORITY 2:  Design and implement a comprehensive and cost effective district-wide professional growth system – teachers, support staff, administrators, executive leadership team and superintendent. 

PRIORITY 3:  Align all district programs, partners and infrastructure in service of the single purpose of CCR with a goal of efficient and effective practices that are sustainable with the current district budget resources.

CURRENT CONSIDERATIONS:  Due to varying teacher needs identified in the certificated surveys, choice will be provided throughout this week of professional development.  Education Services has developed a schedule of summer professional development that addresses teacher needs and meet priority goals:

Phyllis Goldsmith is the Director of Teacher Development and the Academic Literacy Specialist for the University of California, Berkeley’s History-Social Science Project.  Ms. Goldsmith has been with the UCBHSSP since 2003 as a consultant and academic literacy specialist. In 2008, she officially joined the UC Berkeley staff as Project Co-director. Ms. Goldsmith also holds the positions of statewide literacy coordinator for the CHSSP and Instructional Liaison to CAL Prep. Ms. Goldsmith is a former bilingual teacher in the Oakland Unified School District.

Lydia Stack is an internationally known teacher educator and author.  She is currently involved in a Stanford University project to support English Learners, Understanding Language. Her teaching experience includes twenty- five years as an elementary and high school teacher of English Learners. She is a past president of the international organization, TESOL (Teachers of English to Speakers of Other Languages). Her publications include Collections, On Our Way to English and American Themes, a literature anthology for high school students in the ACCESS program of the U.S. State Department's Office of English Language Programs. 

Independent Contractor Agreement for Special Services with UC Berkeley History-Social Science Project for K-12Teachers
$25,300.   (Exhibit A)

Scope of Work for Lydia Stack, Understanding Language for K-5 Teachers
$4,000 (Exhibit B)

Summer Institute Professional Development to be paid with general fund.

01-0000-0-5840.00-1511-2140-700-240-000 

Independent Contractor Agreement for Special Services with UC Berkeley History-Social Science Project $25,300.   

Scope of Work for Lydia Stack, Understanding Language
$4,000 

Approval of the Independent Contractor Agreement for Special Services with UC Berkeley History-Social Science Project and Scope of Work for Lydia Stack, Understanding Language for K-12 Summer Institute Professional Development June 13-17, 2016.

The Board will review renewal of a county-wide participating districts Interdistrict Transfer Agreement for a 5 year term, beginning July 1, 2015. 

BACKGROUND: Education Code section 46600(a)(1) establishes the following general rule:

In 2012-13 several Marin school districts signed a five-year agreement (Exhibit B) indicating their interest in entering into interdistrict agreements with other districts.  Last October, county superintendents reviewed and discussed the existing Marin County Interdistrict Attendance agreement with legal counsel who affirmed that the Agreement is authorized by and consistent with Education Code section 46600(a)(1) cited above.

The original Agreement took effect July 1, 2011 for a five-year term and could be extended for an additional year in subsequent years.

CURRENT CONSIDERATION: This item brings forward an agreement to continue participation, effective July 1, 2015 for a five-year term. On or about May of each year districts will review the agreement for purposes of extending the term for an additional year. Staff recommends that the board approves the Agreement (Exhibit A).

None.

Approval of the agreement. 

That the Board reviews the proposal and contract agreement, for 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 new school site and plan approvals.  Since 1985, SFC has successfully assisted more than 200 school districts obtain billions of dollars in state funding for school construction and modernization.

Staff has been working with School Facility Consultants for the last several years in obtaining modernization funding for Short Elementary School and assisting San Rafael City Schools in the completion of their Developer Fee Justification Study.  The District and SFC have maintained an effective partnership with successful completion of the eligibility and application process for Short Elementary School Modernization.  In addition, the District will be working with SFC on the application for eligibility for new construction funding at the State due to the growth in student population especially for the ESD.

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 in order to accommodate growth.

Although there are currently no State funds available for distribution to Districts, it is important for districts to identify and receive approval for eligibility in anticipation of a future State Bond, currently on the November 2016 ballot.  In addition, knowing the dollar amount of eligibility for San Rafael City Schools will assist as we move forward in the master facilities planning process.

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 staff to maximize funding eligibility. 

This proposal is for SFC to provide the San Rafael Elementary School District 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:     01-0000-0-5840.00-0000-8200-700-000-000 split between both Districts

Approval of proposal and contract agreement.

The Board will review the Bid Results for painting at Davidson Middle School and Sun Valley Elementary School.

BACKGROUND:

Davidson Middle School has not been painted since 2005, and 11 years exceeds the typical service life of exterior paint coatings. In order to preserve the buildings minor exterior wall repairs and painting is needed. This will bring the buildings not scheduled for demolition or modernization into good exterior finish condition.  

Sun Valley School is an additive extra for the elevator Tower building and Classroom Building "D"- Exposed F/S Lines includes replacement of dry rotted fascia boards, painting the elevator tower structure and painting rust stained sprinkler pipes along the two story building “D”.

CURRENT CONSIDERATIONS:

This agenda item presented for Board approval is to award the contract for the Painting of DMS and Sun Valley per Bid #340-476 Specifications to Athens Painting, the lowest, responsive, responsible bidder. Four (4) bids were received and the results were as follows:

Results:

Contractor                      Base Bid              Add  Alternate

Athens Painting                 $36,000                       $21,000            Apparent Low Bidder

Piana Construction            $70,000                       $45,000

Cam Painting                    $57,000                       $45,000

A-Plus                               $92,300                       $25,800

Approval of the Award of Contract to Athens Painting.

The Board will review the bid results for site work at Venetia Valley

COST/FUNDING SOURCE:

The total amount for this contract is $113,200 and is within budget for this project. This project will be funded by Fund 40, Special Reserve for Capital Outlay.

SACS: 40-0000-0-6200.00-0000-8500-092-255-478    VV Portables     $113,200

Approval of the award of contract to Wildcat Construction.

The Board will review the bid results for painting projects at Glenwood and San Pedro schools.

COST/FUNDING SOURCE:

The total amount for this contract is $117,000 and is within budget for this project. This project will be funded by Fund 14, Deferred Maintenance Fund.

SACS: 14-0000-0-6200.00-8512-093-255-475  GL $77,000

            14-0000-0-6200.00-8512-095-255-475  SP $40,000

Approval of the award of contract to Athens Painting.

The Board will review the bid results for painting at San Rafael High School.

COST/FUNDING SOURCE:

The total amount for this contract is $74,500 and is within budget for this project. This project will be funded by Fund 14, Deferred Maintenance Fund.

SACS: 14-0000-0-6200.00-8512-410-255-474    SRHS AD Building     $59,500

            14-0000-0-6200.00-8512-410-255-474    SRHS ELV. Tower      $15,000

Approval of award of contract to Athens Painting.

The Board is presented with an out-of-state travel request for Michael Watenpaugh, Rachel Kertz, Glenn Dennis, Julie Harris, Elizabeth Foehr, and Katie O'Donnell to attend the BLC16 event in Boston, MA, July 20-22, 2016, for recommended approval. 

BACKGROUND: This team of education leaders from San Rafael City Schools (SRCS) will attend the annual Building Learning Communities 2016 (BLC16) sponsored by November Learning from Wednesday, July 20 – Friday, July 22, 2016.  BLC brings together educators from more than 25 countries to explore practical innovations in learning intended to impact and support changing teacher strategies towards more engaged learning experiences for students. Led by Alan November, the BLC program is selected from among the very best educators, developers, and thinkers in the world.   This year’s event will offer a choice of over 100 pre-conference master classes and main conference sessions, feature world-renowned keynote speakers, and showcase services and solutions.

 The SRCS team will participate in a range of conference offerings aligned with our Local Control Accountability Plans for both the Elementary and High School Districts. (Common Core Meets Digital Literacy, Creating a New Culture of Teaching and Learning, Web Literacy for Students, Finding Meaning in the Masses:  Maximizing Your Professional Learning Community, Connective Learning: An Introduction to Google Tools in Education, Implementing the Three Pillars of Web Literacy, Successful Parenting to Launch Your Child into the Digital World).  This team will collaborate in bringing back new solutions and strategies to share with members of our instructional staff.

We have identified and calendared Mr. November to be the keynote speaker for our Welcome Back Event for all staff on Wednesday, August 17, 2016.  The Marin County Office of Education is co-sponsoring this event with San Rafael City Schools.

Conference and travel expenses will be paid from: 

SACS Code:

01-9318-0-0000-5200.00-0000-7150-700-280-000

Approval of out-of-state travel. 

The Board is presented with an agreement with November Learning, Inc. for the services of Alan November on August 17, 2016 for the District Welcome Back-to-School event for staff. 

BACKGROUND:  Annually the District hosts a "Welcome Back" event for all district employees prior to the first day of school.  Each year we determine a particular focus we believe will inspire and resonate with all of our employee groups.  At the opening of the 2015-2016 school year, our focus was on the many members of our staff that are also alumni of San Rafael City Schools.  A video was developed highlighting several alumni that are now 'giving back' to our greater school community.

CURRENT CONSIDERATIONS:  "It All Starts With Students" is our theme for the opening of the 2016-2017 school year.  In collaboration with the Marin County Office of Education, we have invited Alan November to be our keynote speaker.  Alan November is an international leader in education technology.  Mr. November thrives on confirming and challenging educators’ thoughts about what’s possible in the world of teaching and learning. More than anything, he is a teacher at heart, with a wealth of experience teaching learners of all ages. He is the author of several best-selling books, including; Who Owns the Learning and Empowering Students With Technology.

In addition to his keynote address, Mr. November will also be available to work with both students and staff.

Approval of the agreement. 

The Board will review the donations for approval.

BACKGROUND:            

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:

CURRENT CONSIDERATIONS: 

This agenda item presents the donations from the sources listed above, for recommended Board acceptance.

COST/FUNDING SOURCE: Total of donations: $650.00          

Acceptance of the donations.

That the Board reviews Budget Revision #3.

BACKGROUND:   In June of each year, the Board of Education will adopt the Budget for all funds within the District.  During the fiscal year, the “working” budget for all funds in the District are monitored on a regular basis.  Individual accounts are revised throughout the year in response to changes in information from external sources such as the State & Federal governments or the Marin County Office of Education; from local sources, such as local granting agencies; and from internal sources, such as staffing changes in both classified and certificated positions within the District.

The revised budget is then brought before the Board of Education at various times throughout the year for review and approval of the changes between the major revenue and expenditure accounts.  These modifications are brought before the Board in the form of a “Budget Revision”.

The following are details of some of the significant changes between the Budget Revision #2 and this Budget Revision #3:

Unrestricted & Restricted Revenues:

The Local Control Funding Formula (LCFF) revenue has been recalculated based on P-2 ADA and the percentage of students eligible for Free & Reduced Meal (FRM).  This included an adjustment for an increase of 12 ADA related, in large part, due to improved attendance since December. In addition, the budgets for the property tax estimates, which were provided in the J-29B from the MCOE and the Marin County Auditor-Controller’s Office in April, have been updated to reflect this information with an offset to State Aid.  The District will receive final information on these taxes during the closing process this summer.  

The budgets for State Aid (8011) have been adjusted for the revised LCFF calculations along with Education Protection Account Funds (8012).

The budget for Mandated Cost Reimbursements has been adjusted based on actual receipts (one-time) for the mandate backlog and lottery has been adjusted based on current estimates.

The budgets for Interest Earnings and student bus passes has not changed as the projections based on year-to-date receipts is on track to be in-line with the budget.

This Budget revision includes an adjustment (reduction) for the homeless grant that was transferred to the HSD since that is the District it was awarded to.

The budgets for Other State/Federal Revenues were adjusted for updated information with only minor adjustments necessary. The only significant adjustment was for the AB602 Block Grant which was increased due to final pupil counts and updated for current year ADA.

Other local revenues have increased due to local donations received by the various school sites and budgeted accordingly.  

Contributions to restricted programs decreased in large part due to decreases in estimated costs from the Marin Pupil Transportation Agency (MPTA) for Special Education transportation and reductions to the Excess Cost Billback from MCOE.

Expenditures & Restricted Programs:

During the past several weeks, the budgets for Salaries and Employee Benefits have been revised to reflect staffing changes for both certificated and classified staff including reductions for open positions.  The District continues to monitor and reconcile Position Control to Human Resources records and Payroll and the budget has been updated accordingly.  In addition, The Classified School Employees Association ratified a Tentative Agreement with the District for a 5.5% salary increase retro-active to July 1, 2015 and an increase in the District medical contribution.  It also includes adjustments for Certificated and Classified Management and Confidential in anticipation of the revised salary schedules being presented for approval on June 27^th since this is the final budget revision of the year and includes some step placement changes as well.

The budgets for Materials & Supplies and Other Operating Expenditures have been reviewed and updated for current estimates.  There are revisions in the Non-Capital Equipment budget to reflect the need to purchase replacement LCD Projectors that were installed over Spring Break and additional classroom furniture for 2016-17, which will be received in 2015-16 in order to ensure we have adequate furniture on-hand for the opening of school.  The budget in the restricted programs have been reduced in order to budget estimated carryover for textbook replacement for the upcoming school year as well as Parcel Tax carryover to support programs in 2016-17. In addition the budget for the Quality Education Investment Act (QEIA-$25,000) budget was reduced in order to move money into the Ending Fund Balance for this restricted program so that the funds can be included in the Adopted Budget to support staff and other expenditures over the summer. The restricted budget for the Educator Effectiveness Grant was also reduced in order to be include in the 2016-17 Adopted Budget.  In addition, the budget for Routine Restricted Maintenance was adjusted to include the Debt Service on the COPs since this debt was created by projects that directly related to Deferred Maintenance projects in 2005-06 and 2006-07. 

The budgets for Services and Other Operating Expenditures have been adjusted for current estimates based on site and department requests and specifically, as local donations have been received.  In addition, the budget has been adjusted for increases and/or decreases in special education contracts including the contract for special education transportation. The unrestricted budget for Professional Consulting Services was increased to include contracts specifically for Aeries Support and Professional Development and contracts for Substitutes that is offset by savings from open “confidential” positions. The restricted budget for Other Contract Services, Professional Consulting Services, Sub-Agreements and Travel and Conferences includes adjustments in various grants including budgets related to the CaMPS (Math & Science) grant.

The changes in the budget for Capital Outlay is primarily related to the purchase and installation of both new and replacement copiers for Laurel Dell and Davidson Middle School.

The budget for “All Other Transfers to Districts” was increased for the transfer of former HSD Marin Pupil Transportation Authority (MPTA) funds that will flow through the San Rafael City Elementary District in order to avoid having the funds “swept” via the Fair Share calculations for the San Rafael City High School District. ($152,339)                                                                                                   

CURRENT CONSIDERATIONS:

As the Budget Revision #3 indicates, San Rafael City Elementary School District’s General Fund Budget reflects a positive ending fund balance.  It does, however, also reflect deficit financing in both the “unrestricted” and “restricted” General Fund Budget.  This is created in large part by one-time expenditures, “spending down” prior year carryover, and will be eliminated in the upcoming budget year.

Budget Revision #3 includes a revision for the General Fund and all of the Other Funds.  All of the ending fund balances are projected to be positive and include the following funds:

• General Fund 01
• Child Development Fund 12
• Cafeteria Fund 13
• Deferred Maintenance Fund 14
• Special Reserve for Post-Employment Benefits Fund 20
• Building Fund 21
• Capital Facilities Fund 25
• Building Fund Prop 1A/SB50 Fund 35
• Special Reserve for Capital Outlay Projects Fund 40 (Facilities Use)
• Bond Interest and Redemption Fund 51

 FINANCIAL IMPLICATIONS:  In compliance with GASB 54, the components of the ending fund balance are as follows:

    Non-spendable

Revolving Cash                                                           $       2,500

            Stores Inventory                                              $              0

            Prepaid Expenditures                                       $              0

    Restricted                                                                $   740,734

    Committed                                                               $              0

    Assigned (Board Designated)

Cash Flow Contingency                                               $1,100,000  Contingency

Contingency –CCSS; SB Assessment               $1,300,000  Contingency

    Unassigned/Unappropriated

Reserve for Economic Uncertainties                $2,663,700 5% Reserve

Available Balance over Reserves                     $4,681,220

Total Ending Fund Balance                             $10,488,154 

Approval of San Rafael City Elementary School District Budget Revision #3 for the 2015-16 Fiscal Year.

That the Board reviews Budget Revision #3.

BACKGROUND:   In June of each year, the Board of Education will adopt the Budget for all funds within the District.  During the fiscal year, the “working” budget for all funds in the District are monitored on a regular basis.  Individual accounts are revised throughout the year in response to changes in information from external sources such as the State & Federal governments or the Marin County Office of Education; from local sources, such as local granting agencies; and from internal sources, such as staffing changes in both classified and certificated positions within the District.

The revised budget is then brought before the Board of Education at various times throughout the year for review and approval of the changes between the major revenue and expenditure accounts.  These modifications are brought before the Board in the form of a “Budget Revision”.

The following are details of some of the significant changes between the Budget Revision #2 and this Budget Revision #3:

Unrestricted & Restricted Revenues:

The Local Control Funding Formula (LCFF) has been recalculated based on P-2 ADA and the percentage of students eligible for Free & Reduced Meal (FRM). District of Choice calculations have not been adjusted as the budget is in line with current projections.  Once the P-2 Certification with District of Residence information is released in August, the LCFF estimates will be used for the final calculations.

The LCFF calculations confirm that the San Rafael High School District will continue to be a “Basic Aid” District with no funding from the State for the LCFF.  As a “Basic Aid” District, the majority of funding comes from property tax estimates.  The budgets for property tax revenues have been adjusted for information provided in the J-29B from the MCOE and the Marin County Auditor-Controller’s office in April based on 100%.  The District will receive final information on these taxes during the closing process and will calculate the final LCFF based on the tax information, P-2 and annual ADA for MCOE Special Education (NPS & SDC) and District of Choice ADA along with other factors included in the LCFF calculations.

With the passage of Proposition 30, a new account was added last year in order to account for these funds.  It is important to note that although Proposition 30 did not generate any new funds for LCFF funded Districts, it did increase the minimum guarantee by $200 per ADA.  This increase benefited Basic Aid districts by generating additional revenue and creating a new fund to account for the revenues and expenditures of these funds.  This is reflected in the Education Protection Account (8012).

The budget for Mandated Cost Reimbursements has been adjusted based on actual receipts (one-time) for the mandate backlog and lottery has been adjusted based on current estimates.

The budgets for Other State/Federal Revenues were adjusted for updated information with only minor adjustments necessary. However, the budget for Federal Revenues was increased due to the transfer of the Federal Homeless grant from the ESD to the HSD.

The budgets for Interest Earnings has not changed as the projections based on year-to-date receipts is on track to be in-line with the budget.  Other local revenues have increased due to local donations received by the various school sites and budgeted accordingly. 

The budget for Parcel Tax revenues was decreased based on current estimates and an increase in the number of senior exemptions.

All Interfund Transfers In has been adjusted to reflect a one-time transfer of Ending Fund Balance from the Adult Education Fund 11 that was fully “flexed” as a Tier III program in 2008-09.

Contributions to restricted programs decreased in large part due to changes in estimated costs from the Marin Pupil Transportation Agency (MPTA) for Special Education transportation, reductions in special education contracts, which offset the salary and benefit increases based on the CSEA Tentative Agreements for salary & benefit increases and other decreases based on open positions.

Expenditures & Restricted Programs:

During the past several weeks, the budget for Salaries and Employee Benefits has been revised to reflect staffing changes for both certificated and classified staff including reductions for open positions.  The District continues to monitor and reconcile position control to Human Resources records and Payroll and the budget has been updated accordingly. 

The budgets for salary & benefits have also been adjusted to reflect the Classified School Employees Association Tentative Agreement with the District for a 2.5% salary increase retro-active to July 1, 2015 and an increase in the District medical contribution effective January 1, 2016.

The budgets for Materials & Supplies have been reviewed and updated for current estimates along with local donations to support purchases at the school sites.  There are revisions in the Non-Capital Equipment budget to reflect the need to purchase additional classroom furniture in order to accommodate continued growth in 2016-17.  In addition, the budget in the restricted programs have been reduced in order to budget estimated carryover for textbook replacement for the upcoming school year as well as Parcel Tax carryover to support programs in 2016-17.  The restricted budget for the Educator Effectiveness Grant was also reduced in order to be include in the 2016-17 Adopted Budget. 

The budgets for Services and Other Operating Expenditures have been adjusted for current estimates based on site and department requests and specifically as local donations have been received.  In addition, the budget has been adjusted for increases in legal costs and contracts related to Maintenance needs. The restricted budget has been adjusted for decreases in special education contracts including the contract for special education transportation.

The changes in Other Tuition/Excess Costs are due to reductions in the Excess Cost billback estimates from the Marin County Office of Education.

In compliance with GASB 54, the components of the ending fund balance are as follows:

     Non-spendable

Revolving Cash                       $       5,500

        Stores Inventory $              0

        Prepaid Expenditures $ 0

    Restricted                        $   511,576  Lottery, Parcel Tax, Educator Effectiveness Carryover

    Committed $              0

    Assigned (Board Designated)

Cash Flow Contingency             $1,100,000

Contingency for CCSS & SB Assessment $               0

Unassigned/Unappropriated

Reserve for Economic Uncertainties        $3,436,914 10% Reserve

Available Balance over Reserves             $1,162,388

Total Ending Fund Balance                      $6,216,380  $2 variance due to rounding

Approval of the San Rafael City High School District Budget Revision #3 for the 2015-16 Fiscal Year.

This item presents for Board review and preliminary approval the 2016-2019 Local Control Accountability Plan for the San Rafael Elementary District.

BACKGROUND INFORMATION: The Local Control Funding Formula (LCFF) and Local Control and Accountability Plan (LCAP) together create a direct connection between student outcomes and fiscal expenditures. They were developed as a structure to put into local hands the challenging and essential work of designing a coherent, effective educational system based on measurable strategies and actions. Through a process of data analysis and consultation, districts work with the community to articulate a vision and set priorities.  

The LCAP is a critical part of what makes LCFF work to support student success. The funding formula for education made by LCFF was carefully constructed in order to support the goal of increased transparency and accountability. The development and sharing of the LCAP is how LCFF supports these goals.

The LCAP is first and foremost about creating a comprehensive plan that will 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 act and spend funding to address state and local priorities for student success. Similar to a strategic plan, the emphasis is on creating a document that shares the story and context of how the District plans to achieve its mission and vision.

The LCAP must include LCFF funds received by a local educational agency and can include other funds if such information is helpful. Each LCAP is expected to include information about the goals, services, and spending plan that address the needs of all pupils and each targeted population of students.

Furthermore, the LCAP must reflect specific goals for school sites, which may be districtwide or called out by individual site. The LCAP does not replace existing site plans. Rather it is expected that the LCAP and site plans are aligned and that site level advisory groups are informed about and have been engaged in providing input to the development of the LCAP.

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: Beginning in 2014-15, the State Board of Education (SBE) adopted regulations that offer guiding principles as well as provide an LCAP template that Districts are required to use.

The LCAP must include district annual goals that are aligned to the eight state priorities and specific actions a district will take to ensure that academic performance improves. Student achievement goals will be based on the expectations of the Common Core State Standards, Next Generation Science Standards, and California English Language Development Standards.

The SBE guidance states that the LCAP should be:

• Simple: avoids duplication, jargon, and non-essential information
• Transparent: demonstrates how LCFF funding supports student performance
• Local: expects information to be highly contextual and support a local story
• Performance-focused: emphasizes student performance outcomes and avoids compliance-oriented information

This development guide is based on the three sections of the LCAP:

1. Section 1 – Stakeholder Engagement: asks for information about Stakeholder Engagement and how this has contributed to the development of the LCAP.
2. Section 2 – Goals, Actions, Expenditures, and Progress Indicators: describes goals for the LEA and school sites and explains how progress will be monitored; includes an Annual Update section.
3. Section 3 – Use of Supplemental and Concentration Grant funds and Proportionality: describes how supplemental and concentration grant funds will be used districtwide to address the goals from Section 2 and justifies these expenditures as the most effective use of funds to meet the district’s goals for unduplicated pupils in the state and any local priority areas.

The LCAP must be structured around eight key state priorities:

• Basic Services

Compliance with Williams requirements: appropriate teacher assignment, sufficient instructional materials, and facilities in good repair.

• Implementation of the CCSS

Implementation of the academic content and performance standards adopted by SBE, including how the programs and services will enable English learners to access the common core academic content standards and the English Language Development standards.

• Parental Engagement

Parental involvement, including efforts the school district makes to seek parent input in making decisions for the school district and each individual school site, and including how the school district will promote parental participation in programs for economically disadvantaged pupils, English learners, foster youth, and individuals with exceptional needs.

• Student Achievement

Pupil achievement as measured by multiple indicators including, but not limited to, assessment data, college readiness, and language proficiency.

• Student Engagement

Pupil engagement as measured by multiple indicators including, but not limited to, rates associated with attendance, chronic absenteeism, dropout (middle and high school), and high school graduation.

• School Climate

School climate as measured by multiple indicators including, but not limited to, pupil suspension and expulsion rates as well as other local measures assessing safety and school connectedness.

• Course Access

The extent to which pupils have access to, and are enrolled in, a broad course of study that includes core subject areas (i.e., English, mathematics, social science, science, visual and performing arts, health, physical education, career and technical education, etc.), including the programs and services developed and provided to economically disadvantaged pupils, English learners, foster youth, and individuals with exceptional needs.

• Other Student Outcomes

Pupil outcomes, as available, in the subject areas comprising a broad course of study.

This board item presents for public review and comment the Preliminary Local Control Accountability Plan for the San Rafael Elementary School District. The plan includes a description of the LCAP community engagement and involvement process, goals, progress indicators chosen as metrics, a description of specific actions, services and related expenditures, and an Annual Update.

The PAC was established in 2014-15 as a two-year committee. The PAC continued its work this year, with its initial meeting in December 2015. PAC members were invited to attend and participate in the LCAP Stakeholder Taskforce sessions, which had a series of meetings from January through April 2016. The Taskforce consisted of representatives from various stakeholder groups throughout the District, including parents, teachers, staff, students and community groups. The PAC reconvened ON June 6, 2016 to review the draft LCAP and submit questions to the Superintendent. Feedback and input from the PAC, LCAP Stakeholder Taskforce and various stakeholder groups has been incorporated into the presented draft. 

This item presents for Board review and preliminary approval of the 2016-2019 Local Control Accountability Plan for the San Rafael High School District.

BACKGROUND INFORMATION: The Local Control Funding Formula (LCFF) and Local Control and Accountability Plan (LCAP) together create a direct connection between student outcomes and fiscal expenditures. They were developed as a structure to put into local hands the challenging and essential work of designing a coherent, effective educational system based on measurable strategies and actions. Through a process of data analysis and consultation, districts work with the community to articulate a vision and set priorities.  

The LCAP is a critical part of what makes LCFF work to support student success. The funding formula for education made by LCFF was carefully constructed in order to support the goal of increased transparency and accountability. The development and sharing of the LCAP is how LCFF supports these goals.

The LCAP is first and foremost about creating a comprehensive plan that will 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 act and spend funding to address state and local priorities for student success. Similar to a strategic plan, the emphasis is on creating a document that shares the story and context of how the District plans to achieve its mission and vision.

The LCAP must include LCFF funds received by a local educational agency and can include other funds if such information is helpful. Each LCAP is expected to include information about the goals, services, and spending plan that address the needs of all pupils and each targeted population of students.

Furthermore, the LCAP must reflect specific goals for school sites, which may be districtwide or called out by individual site. The LCAP does not replace existing site plans. Rather it is expected that the LCAP and site plans are aligned and that site level advisory groups are informed about and have been engaged in providing input to the development of the LCAP.

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:

Beginning in 2014-15, the State Board of Education (SBE) adopted regulations that offer guiding principles as well as provide an LCAP template that Districts are required to use.

The LCAP must include district annual goals that are aligned to the eight state priorities and specific actions a district will take to ensure that academic performance improves. Student achievement goals will be based on the expectations of the Common Core State Standards, Next Generation Science Standards, and California English Language Development Standards.

The SBE guidance states that the LCAP should be:

• Simple: avoids duplication, jargon, and non-essential information
• Transparent: demonstrates how LCFF funding supports student performance
• Local: expects information to be highly contextual and support a local story
• Performance-focused: emphasizes student performance outcomes and avoids compliance-oriented information

This development guide is based on the three sections of the LCAP:

1. Section 1 – Stakeholder Engagement: asks for information about Stakeholder Engagement and how this has contributed to the development of the LCAP.
2. Section 2 – Goals, Actions, Expenditures, and Progress Indicators: describes goals for the LEA and school sites and explains how progress will be monitored; includes an Annual Update section.
3. Section 3 – Use of Supplemental and Concentration Grant funds and Proportionality: describes how supplemental and concentration grant funds will be used districtwide to address the goals from Section 2 and justifies these expenditures as the most effective use of funds to meet the district’s goals for unduplicated pupils in the state and any local priority areas.

The LCAP must be structured around eight key state priorities:

• Basic Services

Compliance with Williams requirements: appropriate teacher assignment, sufficient instructional materials, and facilities in good repair.

• Implementation of the CCSS

Implementation of the academic content and performance standards adopted by SBE, including how the programs and services will enable English learners to access the common core academic content standards and the English Language Development standards.

• Parental Engagement

Parental involvement, including efforts the school district makes to seek parent input in making decisions for the school district and each individual school site, and including how the school district will promote parental participation in programs for economically disadvantaged pupils, English learners, foster youth, and individuals with exceptional needs.

• Student Achievement

Pupil achievement as measured by multiple indicators including, but not limited to, assessment data, college readiness, and language proficiency.

• Student Engagement

Pupil engagement as measured by multiple indicators including, but not limited to, rates associated with attendance, chronic absenteeism, dropout (middle and high school), and high school graduation.

• School Climate

School climate as measured by multiple indicators including, but not limited to, pupil suspension and expulsion rates as well as other local measures assessing safety and school connectedness.

• Course Access

The extent to which pupils have access to, and are enrolled in, a broad course of study that includes core subject areas (i.e., English, mathematics, social science, science, visual and performing arts, health, physical education, career and technical education, etc.), including the programs and services developed and provided to economically disadvantaged pupils, English learners, foster youth, and individuals with exceptional needs.

• Other Student Outcomes

FISCAL IMPLICATIONS

This board item presents for public review and comment the Preliminary Local Control Accountability Plan for the San Rafael Elementary School District. The plan includes a description of the LCAP community engagement and involvement process, goals, progress indicators chosen as metrics, a description of specific actions, services and related expenditures, and an Annual Update.

The PAC was established in 2014-15 as a two-year committee. The PAC continued its work this year, with its initial meeting in December 2015. PAC members were invited to attend and participate in the LCAP Stakeholder Taskforce sessions, which had a series of meetings from January through April 2016. The Taskforce consisted of representatives from various stakeholder groups throughout the District, including parents, teachers, staff, students and community groups. The PAC reconvened in June 2016 to review the draft LCAP and submit questions to the Superintendent. Feedback and input from the PAC, LCAP Stakeholder Taskforce and various stakeholder groups has been incorporated into the presented draft. 

This item presents for Board review and preliminary approval of the 2016-2019 Local Control Accountability Plan for the San Rafael High School District.

That the Board reviews the preliminary budget assumptions for the 2016-17 Fiscal Year Budget and provides direction to staff.

BACKGROUND:      

The District is required to adopt a budget for all funds prior to June 30th each year.  During the months prior to June, staff works diligently to collect data necessary to be included in the upcoming budget.  This information comes from several sources, including the State, the Federal Government, and the Marin County Office of Education, the SELPA, the County of Marin, the Marin Schools Insurance Authority and other various local sources.  This information is incorporated into the budget in the form of budget assumptions.  Some of these assumptions are preliminary and may change once information is finalized at the State, Federal & local levels.

 The Budget Advisory Committee was convened in October 2015 and has met monthly through May 19th of this year.  This committee reviewed information on various sources of District revenues, types of expenditures, contractual or mandated obligations and expenditures outside of the control of the District (e.g. utilities, insurance and payroll driven costs) as well as discussing the potential implications of the new Local Control Funding Formula (LCFF) and the new Local Control Accountability Plan (LCAP) that was adopted by the State in July 2013.

 The process for the annual update of the new Local Control Accountability Plan (LCAP) started in January, which is when staff began working on Year 0 (2015-16 annual update of Section II of the LCAP).

 In addition, the Parent Advisory Committee (PAC), required by the State regulations, was established and began meeting in conjunction with the LCAP Task Force.

 The LCAP is a three-year plan with 3 sections; section 1, which describes the process of stakeholder engagement; section 2, which identifies the District Goals, Progress Indicators that include the needs that were identified and the metrics to measure progress toward addressing these needs.  It also describes the actions, services and expenditures ($$) for all three years to address the District defined goals as well as meeting all Eight State Priorities.  This year, Section II adds a new element identified as the “Annual Update” for year 0 in which the District provides information on what was actually accomplished and expended in the current year (2015-16) in support of the Goals from the prior year LCAP – Year 1. 

 Section 3 specifically articulates how the needs of the target population (EL, Foster Youth, and Low Income Students) are met by providing increased or improved services over the base level of service for all students.  It also includes information on proportionality, in which the District must demonstrate that the funds included in the LCFF specifically generated by the Supplemental and Concentration grants are proportionate to the level of increased or improved services for EL/Low Income & Foster youth students.

 It is important to remember that this plan must be affordable and developed in compliance with the State regulations, which require the use of the template. In Section 2 of the LCAP, all of the year 1 actions that are defined and that have a cost or specific expenditure associated with them, must be included in the District’s budget.

 The assumptions, which include the expenditures identified in year 1 of section 2 of the LCAP and other major assumptions have been incorporated into the Preliminary Budget and are attached for the upcoming school year. 

 The following is a list of the various funds included in the Preliminary Budget, all of which are projected to have a positive ending fund balance:

The Governor’s May Revise was not significantly different from the Governor’s January budget proposal for K-12 education in concept as there were no new programs added.  The Governor continued to support Local Control Funding Formula (LCFF) as a key component of the State budget proposal with an increase in the percentage of “GAP” funding @ 54.84%.  The State COLA was reduced to 0% and there was new one-time funding to support the ongoing implementation of Common Core State Standards (CCSS) and other important programs through a repayment of the old mandate backlog that the State owes to public schools.  This one-time funding is estimated to be $237 per ADA or approximately $1.1 million for the SRESD. This is $1.4 million less than the one-time funds in 2015-16

For more detailed information on the Governor’s May Revise, see The Marin Common Message – Executive Summary issued by the Marin County Office of Education attached.

Within this dynamic and ever-changing fiscal environment, staff continues to work to identify changes or modifications in information both from the State and Federal governments that will then be incorporated into the budget during the 1^st budget revision being brought to the Board in the fall.

As the Preliminary Budget indicates, based on the assumptions included in the Governor’s May Revise and in the School Services of California Dartboard (see detailed assumptions attached), the San Rafael City Elementary School District will be able to meet its financial obligations for the current year.  This agenda item presents for Board authorization, the review and approval of the Preliminary Budget for 2016-17 and direction to proceed with preparation of the Adopted Budget.

COST/FUNDING SOURCE: In compliance with GASB 54, the components of the ending fund balance are as follows:

     Non-spendable

    Revolving Cash                                               $        2,500

            Stores Inventory                                              $              0

            Prepaid Expenditures                                      $              0

    Restricted                                                               $            (2)

    Committed                                                             $              0

    Assigned (Board Designated)

Contingency for Cash Flow                        $ 1,100,000 

Contingency CCSS & SB Assessments              $ 1,300,000

    Unassigned/Unappropriated

Reserve for Economic Uncertainties                   $ 2,704,572  5% Reserve

Available Balance over Reserves                        $ 4,472,342

Total Ending Fund Balance                        $9,579,411   $1 Variance due to rounding

Approval of the Preliminary Budget for the San Rafael Elementary School District for the 2016-17 Fiscal Year.

That the Board reviews the preliminary budget assumptions for the 2016-17 Fiscal Year Budget and provides direction to staff. 

BACKGROUND:   The District is required to adopt a budget for all funds prior to June 30th each year.  During the months prior to June, staff works diligently to collect data necessary to be included in the upcoming budget.  This information comes from several sources, including the State, the Federal Government, the Marin County Office of Education, the SELPA, the County of Marin, the Marin Schools Insurance Authority and other various local sources.  This information is incorporated into the budget in the form of budget assumptions.  Some of these assumptions are preliminary and may change once information is finalized at the State, Federal & local levels.

The Budget Advisory Committee was convened in October 2014 and has met monthly through May 20^th  of this year.  This committee reviewed information on various sources of District revenues, types of expenditures, contractual or mandated obligations and expenditures outside of the control of the District (e.g. utilities, insurance and payroll driven costs) as well as discussing the potential implications of the new Local Control Funding Formula (LCFF) and the new Local Control Accountability Plan (LCAP) that was adopted by the State in July 2013.

The process for the implementation of the new Local Control Accountability Plan (LCAP), started in January with the emergency regulations and template for the LCAP being adopted by the State on January 16, 2014.  Once these were in place, the District started an inclusive process of community meetings and forums to provide information on the LCFF and the LCAP and collect feedback as the regulations around the LCAP were being evaluated. In response to the steps included in the regulations, the first phase of this process included a data assessment for the District in which three (3) committees were formed to review data related to the Eight State Priorities identified in the LCAP in order to determine where there were “gaps” in meeting the needs of our students and families within the Eight State Priorities.  These committees met several times in February and March and once the needs assessment was completed, it was shared with various stakeholders including, SRFT (teachers & counselors), CSEA, Administrators, parents, students, the Board of Education and the community.  A special effort was made to invite participation from parents and families of the target population of English Learners and Low Income students. 

In addition to the Community Forums, several presentations to various stakeholder groups such as the District English Learner Advisory Committee (DELAC) were held and feedback and questions were encouraged.  A survey was conducted online and provided to staff and the community in various forums with paper copies provided in both English and Spanish to garner additional input and feedback on the Goals that were developed in response to the Needs Assessment that was completed by the committees.  This input was used to further develop the Actions and Services included in Section 3 of the LCAP template.

The LCAP is a three-year plan with 3 sections; section 1, which describes the process of stakeholder engagement; section 2, which identifies the District Goals and Progress Indicators that include the needs that were identified and the metrics to measure progress toward meeting these needs; and section 3 which describes the actions, services and expenditures for all three years to address the District defined goals in section 2 as well as meeting all Eight State Priorities.  Section 3 also defines specifically how the needs of the target population (EL and Low Income Students) are met by providing increased or improved services over the base level of service for all students.  It also includes information on proportionality, in which the District must demonstrate that the funds included in the LCFF specifically generated by the Supplemental and/or concentration grants are proportionate to the level of increased or improved services for EL/Low Income students.

It is important to remember that this plan must be affordable and developed in compliance with the State regulations, which require the use of the template. In Section 3 of the LCAP, all of the year 1 actions that are defined and that have a cost or specific expenditure associated with them, must be included in the District’s budget.

The assumptions, which include the expenditures identified in year 1 of section 3 of the LCAP and other major assumptions have been incorporated into the Preliminary Budget and are attached for the upcoming school year.  The following is a list of the various funds included in the Preliminary Budget, all of which are projected to have a positive ending fund balance:

1. General Fund                                                                        $ 5,876,763
2. Adult Education Fund 11                                                         $   186,854
3. Cafeteria Fund 13                                                                  $     31,054
4. Deferred Maintenance Fund 14                                                 $   380,421
5. Special Reserve-Post Employee Benefit Fund 20                         $ 1,909,292
6. Building Fund 21                                                                    $ 1,481,858
7. Capital Facilities Fund 25 (Developer Fees)                               $     99,705
8. Special Reserve for Capital Improvements (Prop 39)                   $             0
9. Debt Service Fund 51 (Pending information from Auditor-Controller’s Office)

CURRENT CONSIDERATIONS:   It is important to note that although the San Rafael High School District is a “basic aid” District and therefore not typically impacted significantly by State budget proposals, the LCFF calculations and the LCAP are still required even though there is no additional funding provided by the State.  It is also important to remember that over the past several years of State budget cuts, Basic Aid Districts were impacted by “fair-share” budget reductions from the State through the reduction and/or elimination of various State categorical programs. These fair-share reductions resulted in the loss of revenues of $1.3 million annually and are not restored by the LCFF even though these reductions were initially implemented as one-time. Fortunately, the Marin County housing market is starting to recover with the June 2^nd tax estimates from the County Tax Assessors Office estimating increases of approximately 4.5% for 2014-15. 

While this is welcome news, the level of growth in student population continues to increase creating the need for 8-9.0 FTE teachers as well as other costs associated with educating more students.  That combined with the costs associated with significant STRS rate increases, the ongoing implementation of CCSS and developing the year 1 actions to address the needs of our target “at-risk” population of students, is creating some fiscal challenges.  Many of the new expenditures included in the budget (such as a new Director of ELD) were identified during the LCAP process and needs assessment and were based on community input.  Many of these expenditure also help to ensure that the District can meet the proportionality requirements by demonstrating that the level of increased or improved services for EL/Low Income students is proportionate to the supplemental grant funds calculated by the LCFF ($520,000).

The Governor’s May Revise was not significantly different from the Governor’s January budget proposal for K-12 education.  The Governor continued to support Local Control Funding Formula (LCFF) as a key component of the State budget proposal with 28.05% in “GAP” funding.  The State COLA was reduced slightly to .85% and there was no new funding to support the ongoing implementation of Common Core State Standards (CCSS). 

As a Basic Aid District, and a “District of Choice”, the San Rafael High School District can expect to receive a slight improvement in revenues from the State.  Although under the LCFF, there is no new revenue for Basic Aid Districts, who will continue to be funded primarily from local property taxes, the funds from the District of Choice program continue to be included and may increase slightly due to the increases in LCFF funding for the District of Residence for the students on Inter-District Transfers. This results in approximately $395,000 in additional revenues annually for an increase of approximately $90,000.

For more detailed information on the Governor’s May Revise, see The Marin Common Message – Executive Summary issued by the Marin County Office of Education attached.

Within this dynamic and ever-changing fiscal environment, staff continues to work to identify changes or modifications in information both from the State and Federal governments that will then be incorporated into the budget during the 1^st budget revision being brought to the Board in the fall.

As the Preliminary Budget indicates, based on the assumptions included in the Governor’s May Revise and in the School Services of California Dartboard (see detailed assumptions attached), the San Rafael City High School District will be able to meet its financial obligations for the current year.  This agenda item presents for Board authorization, the review and approval of the Preliminary Budget for 2016-17 and direction to proceed with preparation of the Adopted Budget.

COST/FUNDING SOURCE:  In compliance with GASB 54, the components of the ending fund balance are as follows:

    Non-spendable

            Revolving Cash                                     $       5,500

            Stores Inventory                                    $              0

            Prepaid Expenditures                            $              0

    Restricted                                                     $              3

    Committed                                                    $              0

    Assigned (Board Designated)

            Contingency for Cash Flow                    $ 1,100,000 

            Contingency CCSS & SB Assessments  $    700,000

    Unassigned/Unappropriated

            Reserve for Economic Uncertainties        $2,902,640 10% Reserve

            Available Balance over Reserves             $1,168,620

            Total Ending Fund Balance                      $5,876,763 

Approval of the preliminary budget assumptions for the 2016-17 Fiscal Year Budget.

This item presents the new textbook: Houghton Mifflin Harcourt - Journeys K-5 ELA/ELD for Board review. A second reading and recommended approval will be brought to a subsequent meeting. 

Background Information:  The Elementary Curriculum Advisory Council (ECAC) followed a process for the K-5 pilot which began with a review of all ELA/ELD programs on the state approved list.  Of the five programs, the decision was made to pilot two:  Benchmark Advance and Houghton Mifflin Harcourt – Journeys. Approximately 30 teachers from all K-5 sites were involved in the pilot which ran from early March to early May.  Piloting teachers used rubrics to gather specific evidence about various features of the programs such as balance of literature and informational text, leveled readers, electronic resources for both students and teachers, clearly articulated scope and sequence, and integration of the Common Core State Standards for the literacy strands: reading, writing, listening, and speaking. After piloting teachers and representatives from the Curriculum Advisory Council met several times to discuss specific features of each program, consensus was reached.  While no one program is perfect, the recommendation is being made that Houghton Mifflin Harcourt – Journeys would best meet the needs of our district. This program was engaging for students, is available in both Spanish and English, and includes all three ELD components: integrated, designated, and bi-literacy.

Textbook:

• New Textbook Series: Houghton Mifflin Harcourt - Journeys for K-5 ELA / ELD
• Elementary Curriculum Advisory Council  Approved on June 6, 2016

The cost of instructional materials will be funded through the LCAP, Goal 1, Action c) and will include replacement of all consumables for 6 years.

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

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

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

New Courses of Study:

Spanish 1P and 4P
SCAC Approved on September 24, 2015

Spanish I P emphasis is on communication.  Using the communicative approach, the students learn to invite, inform, inquire, exclaim, agree, disagree, compliment, and exchange basic information.  A variety of activities are used to promote student learning.  The curriculum and materials align with the National Standards for Foreign Language.

Spanish 4P is designed to increase a student’s fluency in Spanish and increase their ability to communicate complex ideas and concepts.  In this course students will study Spanish literature while reviewing all grammar learned in the previous three years.  The course will also stress cultural competency with an emphasis on vocabulary and grammar in context.

Introduction to Graphic Design
SCAC Approved on November 19, 2015

This one year introductory course in graphic design.  Students utilize digital media applications in the product of visual arts.  This course will meet Visual Art, Common Core State Writing Standards as well the Art, Media, and Entertainment Standards.  Students will have the opportunity to engage in creative activities and become thought practitioners in the world of computer media arts.

Get Reel (English through your Lens)
SCAC Approved on January 28, 2016

Students gain the necessary abilities for digital media production, while participating in a rigorous, integrated ELA and media course.  Students develop the abilities and skills to effectively and creatively produce powerful video productions, oral presentations, and written works that critically examine the impacts of ideological and social influences on both individual and group identity.  Students will receive credit for English 10 CP.

AP Computer Science Principles
SCAC Approved on January 28, 2016

This is an introductory AP course in computer science.  Students learn the foundational concepts of computer science and explore the challenges of how computing and technology impact the world.  With a unique focus on creative problem solving as well as real life applications, this course provides students with the necessary skills for college and career.

AP Computer Science A
SCAC Approved on January 28, 2016

This course enables students to design and implement computer programs that are relevant to today’s society.  The AP Computer Science course and exam focus on computing skills related to programming in Java, which is the designated programming language.  This is an introductory course, but previous completion of Algebra 1 is recommended to ensure success in this course.

Engineering Tech 1
SCAC Approved on February 25, 2016

This project-based course offers students a hands-on experience working in engineering.  With a focus on science, technology, art, and math, students learn the principles of engineering through an interdisciplinary approach.  Students learn the proper use of hand and machine tools, as well as print reading, robotics, pneumatics electrical control, and design and create 3D models.  Students learn the laws of motion and fluid dynamics and how to apply them in real world contexts.  Content mastery is determined by a series of projects starting from research, initial design, and culminating with a “build” project that is geared toward real world problem solving. 

Introduction to Technical Drawing and Computer Aided Drafting (CAD)
SCAC Approved on February 25, 2016

This course introduces students to the theory and methods of technical drawing and drafting.   Students begin with traditional techniques, but then move quickly towards learning modern software (CAD) and tools for representing and rendering objects.  The course is designed to strengthen students’ two and three dimensional spatial problem solving skills as well as give them a solid foundation in parametric modeling. 

Spanish Language and Literature 3HP
SCAC Approved on April 28, 2016

This honors course is the continuation of Language and Literature 2 and is designed to prepare heritage speakers for the Advanced Placement Spanish course and exam.  This course will engage heritage speakers with authentic materials that align to AP global themes and allow students to gain a deeper understanding of cultural products, cultural practices, and cultural perspectives that form the worldview of Spanish speaking cultures.  

Link Crew
SCAC Approved on May 26, 2016

This course is a nationally recognized program designed to show improvement in grades and citizenship among 9th graders by providing positive and productive social and academic support networks.  These support networks are facilitated through the leadership of high performing, well-rounded, and culturally diverse 11th and 12th graders who are dedicated to improving the social and academic outcomes by mentoring 9th graders.

Revised Course of Study:

Broadcast Journalism (UC a-g approval)
SCAC Approved on November 19, 2015

This is a resubmission of an existing course with updated curriculum to fulfill UC a-g requirements. This class introduces students to the world of broadcast journalism (CTE) as they train to produce news broadcasts for their school. Students learn newswriting and research skills.

Textbooks:

• New Textbook Series: Big Ideas Math for Algebra 1 and 2 (Larson and Boswell 2015©). 
• SCAC Approved on May 26, 2016
• New Textbook: Pearson Geometry Common Core (Kennedy, Charles, and Hall 2015©)
• SCAC Approved on May 26, 2016
• New Textbook: Spanish 1,2,3 (Descubre c2015) and 4 (Imagina 2015©)
• SCAC Approved on April 30, 2015 
• New Textbook: Human Kinetics Fitness for Life (Corbin and LeMasurier 2014©)
• SCAC Approved on March 24, 2016

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

This item presents to the Board and the public the opportunity to review revisions to board policy 5131.2 (a), Bullying, with a request to waive the second reading and approve.

Education Code and federal law mandate that the Governing Board adopt policy prohibiting discrimination, harassment, intimidation, retaliation, and bullying based on specific characteristics.  This policy is intended to address all types of bullying incidents among students and to assist school officials in determining what steps are needed when "discriminatory bullying" is committed.

 The proposed revisions are necessary to ensure that the district's policy and regulations are compliant with state and federal law.

None

This item presents to the Board and the public the opportunity to review revisions to board policy and administrative regulation 5145.7 (a), Sexual Harassment, with a request to waive the second reading and approve.

Education Code and federal law mandates the district to have written policies on sexual harassment.  This policy addresses harassment by and/or of students. 

 The proposed revisions are necessary to ensure that the district's policy and regulations are compliant with state and federal law.

None

This item presents to the Board and the public the opportunity to review revisions to board policy and the addition of new administrative regulation 5145.3 (a), Nondiscrimination/Harassment, with the request to waive the second reading and approve.

Education Code and federal law mandates the district to have policies prohibiting discrimination against students in educational programs and activities based on actual or perceived characteristics including race, nationality, ethnicity, gender, gender identity, gender expression, sex, sexual orientation, or religion. This revision includes the addition of a new administrative regulation.

 The proposed revisions are necessary to ensure that the district's policy and regulations are compliant with state and federal law.

None

That the Board waive the second reading and approve the revisions to Board Policy and the addition of new Administrative Regulation 5145.3 (a), Nondiscrimination/Harassment.