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

Board President Kertz will administer the Oath of Office to incoming  2016-2017 student Board member, Bini Gelini, representing Terra Linda HS. 

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

The Board is presented with a request for approval of a pool of qualified Environmental/Hazardous Materials consulting firms. 

The Capital Facilities Program is preparing for renovation and new construction at multiple district sites and it is critical to develop site environmental/hazardous materials surveys of existing building materials and components prior to beginning work.  

Executive Summary:

The San Rafael City Schools (SRCS) will select a pool of qualified Environmental/Hazardous Materials Consulting firms to ensure that renovation and construction projects include abatement and monitoring of hazardous materials which will ensure the safety of students, staff, construction teams, and the community.    

Background:

On September 2, 2016 SRCS began a robust procurement process.  This procurement process began by issuing:  Request for Qualifications and Proposals (RFQ/P) Consultant Services for Asbestos, Lead, Polychlorinated Biphenyls (PCB’s) & Hazardous Materials, Abatement Surveys Cost Estimating, Outline Specifications Preparation, and Future Design & Construction Phase Services for: San Rafael High School and Terra Linda High School, Madrone High School,  Davidson Middle School, Venetia Valley Middle School, Glenwood Elementary School, Laurel Dell Elementary School, San Pedro Elementary School, and Short Elementary School.  

On September 9, 2016, a Pre-Proposal Conference was held, with 16 firm representatives, to provide information and answer proposer’s questions regarding the RFQ/P.

Statements of Qualifications and Proposals were received from seven firms on September 21, 2016.  Submittals were evaluated and ranked in accordance with the uniform criteria contained in the RFQ/P and references were checked to develop a list of highest ranked firms.  

Current Considerations:
SRCS staff is recommending that the Board review and approve the following three firms as a qualified pool to provide services for the Capital Facilities Program:  Millenium Consulting Associates, Sensible Environmental Solutions, and Terracon Consultants.

Upon the approval of the qualified firms, SRCS will confirm assignments of the firms to specific sites, and confirm fee proposals for the first phase of work which is surveys, cost estimating and outline specifications.  Staff will return to the Board for review of fee proposals for this work.  

This work will be funded by Measure A and B Funds.  Environmental/Hazardous Materials Consulting Services are included in the project budgets for each site and when fee proposals are developed they will be brought forward.  

Approval of Millenium Consulting Associates, Sensible Environmental Services, and Terracon Consultants to provide Environmental/Hazardous Materials Consulting Services for the San Rafael City Schools Capital Facilities Program.  

The Board is presented with a contract agreement from DecisionInsite for review and recommended approval. 

BACKGROUND: 

Projection Methodology Overview 
In order for San Rafael City Schools to be responsive to our local community's expectations related to Measures A and B, and in alignment with providing excellent education programs, maintaining operational efficiency with financial integrity, staff is recommending a pilot contract for demography services with DecisionInsite. 

Four major factors drive district-wide student enrollment projections. These include:  
     1. Recent kindergarten enrollment trends, modified by live birth data
     2.Changes in the grade level cohorts of students served as it moves across the years
     3. Changes in out of district enrollment  
     4. Changes in the number of dwelling units within the district.  District-wide  projections  are disaggregated  to  school  projections  based  on  the  historical  patterns of:  

              • School draw rates , and  
              • School-to-school transfers. 

Educational leaders must make good administrative decisions and implement sound policies. These require relevant and accessible data to support those decisions. DecisionInsite’s team of K-12 enrollment impact specialists along with its proprietary geospatial location analytics system (called the StudentView System) provide the kinds of data necessary to support good, data-driven decisions. From sophisticated enrollment projects to boundary analysis tools to point plotting of students by attributes, DecisionInsite delivers the decision support educational leaders require today.

DecisionInsite provides school district leaders with a combination of enrollment analytics, location intelligence technology and real-world expertise, the totality of which reveals the total enrollment impact picture. The combination and integration of these services allows school districts to move from analyzing data to understanding, which means that school districts spend more time making decisions about how to best meet the needs of their students.

CURRENT CONSIDERATION: 
This agreement proposes a 1-year agreement at the amortized rate of a 3-year contract cost, with a view to the District extending at this rate. Also included is a $500 'not to exceed' fee for exploratory residential development research work.

This service agreement is aligned with the school year, from July 1, 2016 through to June 30, 2017, however system access will run for a calendar year from the date when DecisionInsite receives the signed contract. 

Staff recommends approval of this contract.

This agreement will be paid from Measures A and B funding.

Approval of the contract. 

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

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

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

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

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

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

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

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

This agenda item presents 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).

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

This agenda item presents the Administration's recommended personnel actions for the High School District.

Cost/Funding Source: Circumstances require extra hire for specific projects or services for the listed positions. They are funded from various categorical and site funds.

Approval of these Personnel actions.

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: San Rafael High School, Terra Linda High School, Maintenance, 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.

This item presents a Memorandum of Understanding between Bay Area Community Resources (BACR) and San Rafael City Schools for the 2016 LEAP Non-School Day Enrichment Program, 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.

CURRENT CONSIDERATION:  

Under the attached Memorandum of Understanding (Exhibit A), BACR would provide additional supplemental enrichment program services for LEAP non-school days at Laurel Dell Elementary School between October 29, 2016 - December 17, 2016. BACR will provide program coordination, enrichment activities and enrichment program leaders. 

Staff recommends approval of the MOU.

The cost of the Supplemental Program not to exceed $8,050 is to be paid from ASES funds.

01-6010-0-5140.00-1433-1020-094-246-000

Approval of the Memorandum of Understanding between Bay Area Community Resources (BACR) and San Rafael City Schools for the 2016 LEAP Non-School Day Enrichment Program. 

This item presents out-of-state travel for Aaron Feldstein to attend the American Studies Association National Conference in Denver, Colorado on November 17-20, 2016, for Board review and recommended approval.

Background: The American Studies Association (ASA) promotes meaningful dialogue about the U.S., throughout the U.S. and across the globe. The purpose is to support scholars and scholarship committed to original research, innovative and effective teaching, critical thinking, and public discussion and debate. they are a network of scholars, teachers, writers, administrators and activists from around the world who hold in common the desire to view US history and culture from multiple perspectives. In addition to being the oldest and largest scholarly association devoted to the interdisciplinary study of US culture and history in a global context, we are also one of the leading scholarly communities supporting social change.

Current Consideration: The ASA Conference will provide the opportunity for Aaron Feldstein, Assistant Principal, Davidson Middle School to study the work of teachers and scholars looking at US History and Culture to the middle school level, particularly a middle school cultivating a college-going culture. Aaron Feldstein supervises History/Social Studies in the 7th and 8th grade and will bring back materials as well as teaching strategies to share with teachers. Aaron Feldstein will be traveling to Denver, Colorado on November 17 through November 20, 2016.

Flight and Registration will be paid by site funds. Meals, lodging, and additional expenses will be paid for by Aaron Feldstein.

01-0910-0-5200.00-1110-2140-340-120-000

Approval of out-of-state travel for Aaron Feldstein to attend the American Studies Association National Conference in Denver, Colorado on November 17-20, 2016.

This item presents an out-of-state travel for Kevin Kerr, Director of 6-12 Teaching & Learning to attend the AVID District Leadership Secondary Training in Seattle, Washington, on October 18-21, 2016, for Board review and recommended approval.

Background Information: AVID Secondary: AVID is a college readiness system designed to increase the number of students who enroll in, and are successful, in four-year colleges. The AVID College Readiness System (ACRS) incorporates three distinct components:  AVID Elementary, AVID Secondary (Academic Elective) and AVID for Higher Education. Each component addresses the specific needs of students to help bridge the path from elementary school through higher education completion.  AVID ensures that it is on the cutting edge relative to instructional strategies, support and training, and all curriculum is common core aligned.

The role of the AVID District Director–Secondary (DD–S): In order to implement and sustain AVID effectively, AVID Center coordinates training and networking for district leaders known as AVID District Directors–Elementary and Secondary. The primary role of the AVID District Director is to support AVID implementation. These individuals accept responsibility for ensuring the implementation of AVID components according to the AVID methodologies and for facilitating the development of site conditions that ensure effective AVID implementation. AVID District Leadership–Secondary (ADL–S): AVID District Directors–Secondary attend four sequential ADL sessions throughout a two-year period.

 That the Board approves out-of-state travel for Kevin Kerr, Director of 6-12 Teaching & Learning to attend the AVID District Leadership Elementary Training in Seattle, Washington, on October 18-21, 2016. The training is mandatory for district leadership for participation in the AVID program.

The cost of the conference is estimated at  $1,200 to be paid from general funds.

SCAC's Code: 01-0-0000-0-5200.00-1110-2140-700-240-000 HSD

Approval of out-of-state travel for Kevin Kerr, Director of 6-12 Teaching & Learning to attend the AVID District Leadership Secondary Training in Seattle, Washington, on October 18-21, 2016.

The Board is asked to ratify a memorandum of understanding between the District and MCOE regarding the College Access and Success - Dreamers Pilot Project. 

BACKGROUND: In June 2016 the Board received a presentation from The Marin County Office of Education (MCOE) staff regarding a pilot of the College Access and Success - Dreamers pilot project. MCOE has received a grant from the Marin Community Foundation (MCF) to provide support services to students and families. The goal is to ensure that underrepresented students are college and career ready at the conclusion of their senior year. This project is a collaboration of MCOE, MCF, Canal Alliance and the District. The College Access and Success Dreamers Pilot Project works with 60 students from Davidson Middle School and 50 students from San Rafael High School. A summer kickoff was held to describe the purpose of the project and to define expectations for participants. 

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

CURRENT CONSIDERATION: The Board is asked to ratify the Memorandum of Understanding between the District and MCOE. 

MCOE has received a grant from the Marin Community Foundation to support this pilot program. 

Ratify the MOU.

This item presents Resolution No. 1704,  Adult Education Block Grant Member Participation and Oversight Committee Appointee, Kevin Kerr, for Board review and recommended approval. 

BACKGROUND: The State legislators recently passed Assembly Bill 104, which is the Education Finance Bill for 2015-16. Article 9 in the bill establishes the Adult Education Block Grant (AEBG) that will replace the AB86 Adult Education Planning Grant funding with a more permanent source of funding to provide academic and support services for non-credit adult education programs.

This legislation establishes initial guidelines for consortiums developed under AB86 to receive and distribute AEBG funding and further delineates governance structure and participation responsibilities for the participating educational agencies. All agencies that continue in the consortium as members shall commit to reporting all funds available for the purpose of educating and preparing adults for the workforce and how the funds are spent. In addition, members of the consortium shall be represented only by an official designated by the governing board of the member district. Kevin Kerr, Director 6-12 Teaching and Learning will represent San Rafael City Schools in the consortium. Kathy Fry, Director of English Learner Programs will be the alternate San Rafael City Schools representative. 

Resolution No. 1704 (Exhibit A)

CURRENT CONSIDERATION: Participation guidelines stipulate that member districts of the consortium shall participate in any decision made by the consortium. The proposed decisions must be considered at open, properly noticed public meetings of the consortium, with time for public comments and the decisions made in consortium oversight committee meetings are final.

The person designated by the Board of Trustees shall provide input and make decisions in the following areas:

1. Actions that members of the consortium will take to address the educational needs of adults identified in the initial report to the state.
2. Actions members of the consortium will take to improve the effectiveness of services provided.
3. Actions that members and partners of the consortium will take to improve integration of services and student transitions to post-Adult Education employment and education.
4. Actions regarding the alignment of adult education programs and services to career pathways and other workforce sector strategies as required in WIOA.
5. Annual update of Adult Education Plan and approval of new Adult Education Plan every three years.
6. Annual approval of the budget and funding distribution schedule.

There is no financial impact to the district.

Approval of Resolution No. 1704, Adult Education Block Grant Member Participation and Oversight Committee Appointee, Kevin Kerr.

The Board is presented with proposals for the annual licensing with Microsoft for both the ESD and HSD, for review and recommended approval. 

BACKGROUND: The attached contract proposals from SHI International Corp. provide annual costs for Microsoft products including the IT Academy, Office, Window Enterprise and Core CAL licenses, for the period October 1, 2016 - October 31, 2017. 

Microsoft Productivity suite is for all students and staff.  IT Academy is a learning tool to best understand how to use Microsoft products. This is used for students in Business classes and can be used for staff training.

CURRENT CONSIDERATION: The District carries a contract with Microsoft from September - October. Next year the contract will be adjusted to align with the District's fiscal year. 

HSD:  $8,546.60  

    SACS:  01-0000-0-4307.00-0000-7700-700-290-000

ESD:  $14,468.00  

    SACS:  01-0000-0-4307.00-0000-7700-700-290-000

Approval of the ESD and HSD contracts with SHI for Annual Microsoft license.

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.

Acceptance of the donations.