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

Raquel Rose and Jan DeLaTorre-Derby from the Marin County Office of Education will present an update on the College Access and Student Success "Dreamers Project"

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

The San Rafael City Schools (SRCS) Board is presented with an authorization of work, in accordance with the terms of the original contract for construction management consulting services for the Stadium Project at San Rafael High School. 

Rationale: 

In March 2016, the SRCS Board awarded a contract for construction management services to Van Pelt Construction Services for the Stadium Project at San Rafael High School.  Work on the Stadium proceeded under Work Authorization #1 on a time and materials basis.  In June 2016, the board approved Work Authorization #2 proposing Van Pelt Construction Services continue the work on a time and materials basis through September 30, 2016, up to the total authorization of $100,000 and until the project nature and services would be more predictable.

Work Authorization #3 proposes to continue construction management services relating to the District’s San Rafael High School Stadium Project on a lump-sum basis.  Van Pelt Construction Services shall be compensated for Services provided under Project Authorization #3 in an amount not to exceed Four Hundred Twelve Thousand Dollars ($412,000), inclusive of Twenty-Eight Thousand Dollars ($28,000) for Pre-construction Services performed during the period of December 1, 2016 through March 31, 2017 and Thirteen Thousand, One Hundred and Four Dollars ($13,104) that has been invoiced since October 1, 2016. 

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

Approval of Work Authorization #3 for construction management consulting services with Van Pelt Construction Services, to be paid on a lump-sum basis for the Stadium Project at San Rafael High School.  

The San Rafael City Schools (SRCS) Board is presented with an item to approve a qualified firm and award a contract for Storm Water Pollution Prevention Plan (“SWPPP”) compliance services associated with the construction of the San Rafael High School Stadium project. 

BACKGROUND:

Construction projects which disturb one (1) or more acres of land or whose projects disturb less than one acre but are part of a larger common plan of development that in total disturbs one or more acres, are required to obtain coverage under the General Permit for Discharges of Storm Water associated with construction activity.  Construction activity subject to this permit includes clearing, grading and disturbances to the ground such as stockpiling, or excavation, but does not include regular maintenance activities performed to restore the original line, grade, or capacity of the facility.  The construction General Permit requires the development of a Storm Water Pollution Prevention Plan (“SWPPP”) by a certified Qualified SWPPP Developer (“QSD”) and ongoing inspection and reporting during construction by a certified Qualified SWPPP Practitioner (“QSP”).

The San Rafael High School Stadium project is subject to these requirements.  A SWPPP has been prepared by Carducci Associates and their Civil Engineering team.  Construction support will be required including weekly inspections, rain event inspections, and Quarterly inspections.  In addition, the firm providing support will be required to file and an Annual Report and a Notice of Termination at the completion of the project. 

CURRENT CONSIDERATION: Facilities staff received two proposals for SWPPP services for the Stadium project.  The recommended firm is Stormwater Specialists, Inc.  They have extensive experience on major school district projects.

$16,140 for SWPPP services on the San Rafael High School Stadium project.  This work will be funded by Measure B Funds. 

Approval of Stormwater Specialists, Inc. contract for SWPPP services for the San Rafael High School Stadium project.   

To seek authorization from the Board of Education for the approval of Updated Prequalification Packages for General Contractors and First Tier MEP Subcontractors on Lease-Leaseback Projects, consistent with amended Code requirements and recently released CSBA guidance regarding Lease-Leaseback projects.

BACKGROUND:

On January 9, 2017, the SRCS Board engaged in a study session regarding Lease-Leaseback, ultimately approving selection of that delivery method for the San Rafael High School Stadium Renovation Project (“Project”) and Best Value criteria, as required under amended Education Code Section 14706.  On January 23, 2017, the Board adopted a Prequalification Package to be used in connection with the Project.

Following the January 23, 2017 Board meeting, the California School Boards Association (“CSBA”) released an Administrative Regulation regarding Lease-Leaseback procurement.  The Administrative Regulation offers additional guidance regarding the newly instituted procurement process under Section 14706, which has only recently gone into effect and for which there is little other formal guidance. 

CURRENT CONSIDERATION:
Having conferred with legal counsel, Staff now request the Board adopt two updated Prequalification Packages.  One Prequalification Package (Resolution Exhibits A-1 and A-2) has been tailored to Direct Contractors, and the other Prequalification Package (Resolution Exhibits B-1 and B-2) has been tailored for first tier Mechanical Electrical and Plumbing Subcontractors.  Both updated packages align with the CSBA’s sample Administrative Regulation and Public Contract Code Section 20111.6.  The updated Prequalification Packages will supersede the package adopted January 23, 2017.

No financial impact.

Approval of Amended Resolution 1713 and Authorization of the Prequalification Packages for Direct Contractors and MEP Subcontractors.

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

Approval of the minutes of the Regular Board Meeting of January 23, 2017.

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

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

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

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

The Board is presented with Resolution #1714 Authorizing Certain Certificated Staff to Teach in a Departmentalized Setting, for recommended approval.

For the 2016-2017 school year, Terra Linda High School had multiple mathematics teacher vacancies (due to employees on leaves) that could not be filled with a math-credentialed teacher. Human Resources staff and Terra Linda Administrators identified and hired candidates who do not currently possess the appropriate credential, but who are able to serve in the teaching position for a limited time under Education Code and Board Policy provisions.

This board item presents for Board approval Resolution #1714, which authorizes the assignment of a teacher holding a valid credential (other than an emergency permit), to teach any subjects in departmentalized classes in kindergarten or any grade 1 to 12, inclusive, provided the requirements of adequate knowledge have been verified under the provisions of Education Code 44258.3.

Ms. Meenakshi Chhabra currently holds a Single Subject Teaching Credential in Chemistry. She is serving as a long term substitute for a Math Teacher that is out on a personal leave of absence for a period of time during the 2016-2017 School Year.

None

Approval of Resolution #1714

The Board is presented with Resolution #1715 and the 2016-2017 Classified Seniority List for recommended approval. 

This agenda item presents for Board approval Resolution #1715 - Resolution Reviewing and Approving the Joint District Classified Seniority List.

The Classified Seniority List is compiled and updated each year to include any new hires, changes in classification, etc. as well as to remove those employees who have left employment with San Rafael City Schools. The 2016-2017 Classified Seniority List was distributed to all classified staff for review prior to its submission for board approval.

The 2016-2017 Classified Seniority List is attached.

None

Approval of Resolution #1715 and attached Classified Seniority List

Resolution #1716 to review and approve the Elementary District Certificated Seniority List.

BACKGROUND:This agenda item presents for Board approval Resolution #1716 - Resolution Reviewing and Approving the Elementary School District Certificated Seniority List. 

The Certificated Seniority List for the Elementary District is a “living document” which often requires multiple changes throughout the process as credentials are updated.  To ensure accuracy, the Seniority List has been sent for review and approval to the Certificated Staff. The Elementary District Certificated Seniority List is attached.

No financial impact is associated with this action

Approval of Resolution #1716

The Board is presented with Resolution #1717 - Resolution for review and approval of the High School District Certificated Seniority List.

This agenda item presents for Board approval Resolution #1717 - Resolution Reviewing and Approving the High School District Certificated Seniority List. The seniority list document was sent to each site to allow bargaining unit members time to review the preliminary draft. Human Resources has addressed questions, provided follow-up, and any corrections are reflected in the final seniority list presented and attached.

No financial impact is associated with this action

Approval of Resolution #1717

The Board will review the warrants for January 2017 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 January 1, 2017 through January 31, 2017 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 is available for viewing in the Business Office, Room 504.

Ratification of the warrants for January 2017.

The Board will review the warrants for January 2017 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 January 1, 2017 to January 31, 2017 is attached. 

Ratification of the warrants for January 2017.

The Board will consider the disposal of obsolete textbooks from Terra Linda High School.

BACKGROUND:

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

CURRENT CONSIDERATIONS Terra Linda and Davidson Middle School have determined that the following equipment/textbooks are obsolete.

That the Board reviews the extended agreement for recommended approval.

BACKGROUND:

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

Program:

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

In partnership with the high school

Target demographic:  Pregnant and parenting teens

Goals:

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

Programming:

Marin Head Start will provide:

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

San Rafael High School District will provide:

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

CURRENT CONSIDERATIONS:   The current Facility Use Agreement expires June 30, 2016.  This Board item extends the facility use agreement by another year to provide space at San Rafael High School, Building K, for CAM's Early Head Start Program.  The program provides early, continuous, intensive and comprehensive child development and family support services that will assist pregnant women to access comprehensive prenatal and postpartum care and support teen parents' effort to fulfill their parental roles while moving toward high school graduation and self sufficiency. 

The facility use rate included in this agreement from July 1, 2016 through June 30, 2017 will be $1.00 per year. Utilities (not including phone) will be provided by the District and CAM/Marin Head Start will reimburse the District quarterly for their pro-rated share based on square footage.

The Board and the public have the opportunity to review the second reading of revisions to board policy, administrative regulation, and exhibit 6173, Education for Homeless Children, recommended for approval. 

Background: Policy, regulation, and exhibits updated to reflect the federal McKinney-Vento Homeless Assistance Act as amended by the Every Student Succeeds Act (P.L. 114-95), as well as updated U.S. Department of Education non-regulatory guidance. Policy includes new material on the designation of a district liaison for homeless children and youth, identification of homeless students, confidentiality of student records containing information about a homeless student's living situation, and coordination of services with other entities. Policy also reflects new mandate to adopt policy to ensure participation by district liaisons and other appropriate staff in professional development and other technical assistance activities, and NEW LAW (SB 1068, 2016) which requires the California Department of Education (CDE) to provide specified informational and training materials to district liaisons. Regulation revises the definitions of "homeless student" and "school of origin," revises the duties of the district liaison, reflects requirement to provide the district liaison's contact information to the CDE and other specified persons, provides that a homeless student will be immediately enrolled even if he/she misses application or enrollment deadlines, and revises the content of the written explanation of the district's decision related to eligibility, school selection, or enrollment. Exhibits updated to revise the content of the district's explanation of its decision(s) related to eligibility, school selection, or enrollment and to revise the dispute form for use by parents/guardians who choose to appeal the district's decision.

Exhibit A: Board Policy 6173, Education for Homeless Children

Exhibit B: Administrative Regulation 6173, Education for Homeless Children

Exhibit C: Exhibit 6173, Education for Homeless Children

None

Approval of the revisions to board policy, administrative regulation, and exhibit 6173, Education for Homeless Children.

This item presents a Memorandum of Understanding for Services between San Rafael City Schools and Marin County School Volunteers (MCSV) for the purpose of continuing and expanding the Adult MCSV Tutoring Program during the 2016-2017 School Year, for Board review and recommended approval.

Background: Since 1997, Marin County School Volunteers has been committed to helping the most at- risk students realize their academic potential. In that time, over 4,500 community volunteer tutors have been placed in schools and homework centers in all San Rafael City School sites, and have assisted over 23,000 students. School-based tutoring and mentoring programs have long been understood to help youth achieve educational goals, validate their innate abilities, and provide guidance for becoming successful adults. The relationship between an adult mentor and a child can be a powerful tool in maximizing the student’s ability to realize his or her potential, and a gratifying experience for the adult. Additionally, the additional adults in the classrooms benefit classroom teachers by effectively improving the student to adult ratio in high need classrooms.

Marin County School Volunteers (MCSV) has a long history of providing volunteers to San Rafael City Schools’. Over 65% of the 296  MCSV currently active volunteers work in SRCS classrooms or afterschool sites. About 70% of these volunteers serve K-8 students; MCSV volunteers are trained to respond to the needs of the teachers, who determine whether students needs 1:1 tutoring/mentoring support, classroom assistance, or afterschool tutoring. 

CURRENT CONSIDERATION: In the current school year, Marin County School Volunteers will continue to recruit, screen, train and place adult volunteers at all SRCS sites.  

In addition, MCSV has an online ‘Teacher Request’ process so teachers may easily request volunteer support, and MCSV can track requests.  The goal is to facilitate and complete 100% of teacher requests.

The MOU establishes a framework for continuing the formal working relationship between MCSV and SRCS to this agreement and specifies the services and resources that each commits to this program. 

Exhibit A - MOU Between San Rafael City Schools and Marin County Schools Volunteers 

Cost of volunteer services to be shared between elementary and high school districts not to exceed $9,395.00.

ESD $6,263.33
01-0000-0-5840.00-1110--2490-700-240-000

HSD $3,131.67
01-0000-0-5840.00-1110--2490-700-240-000

Approval of the Memorandum of Understanding for Services between San Rafael City Schools and Marin County School Volunteers (MCSV) for the purpose of continuing and expanding the Adult MCSV Tutoring Program during the 2016-2017 School Year.  

This item presents a Memorandum of Understanding Between Marin County Office of Education and San Rafael City Schools for AVID Path to Schoolwide Training on March 9-10, 2017, for Board review and recommended approval.

BACKGROUND: 
Culturally Relevant Teaching: Transforming Educators

This strand is designed for AVID administrators, coordinators, AVID Elective teachers, and site team members who are ready to work with their sites to conduct a self-examination and address issues of race, class, gender, sexual orientation, and accountability through a growth mindset. The strand will provide a framework of effective methodologies that validate the culture of all students in the classroom and on the campus. These research-based strategies will enhance the site’s curriculum and make relevant learning connections to increase subject matter comprehension. As a result of attending this strand, participants will be able to create multi-dimensional lessons and differentiated evaluations, while incorporating rigor through various learning styles. 

CURRENT CONSIDERATION: Marin County Office of Education and San Rafael City School District  are collaborating county-wide in supporting the implementation of an AVID Path to Schoolwide Training. 

• The District will be the signatory on the AVID Path to Schoolwide Training Agreement.  This agreement will allow a collaboration between the District and MCOE in hosting an AVID training titled:  Culturally Relevant Teaching - Transforming Educators on March 9-10, 2017
   
  
• The District will be responsible for the cost of up to 20 attendees to the AVID:  Culturally Relevant Teaching - Transforming Educators training.  The anticipated cost will not exceed $7900 ($395 per SRCS participant). 
  
  
• MCOE will be responsible for the cost of up to 15 non-SRCS attendees to the AVID:  Culturally Relevant Teaching - Transforming Educators training.  These 15 attendees will be from AVID Districts in Marin and neighboring counties.  The anticipated reimbursement to the District will not exceed $5925 ($395 per non-SRCS participant). 
  
  
• The District will invoice the MCOE for this reimbursement following the March 9-10, 2017 training, MCOE will submit payment within 30 days of receipt of invoice. 

Exhibit A - Memorandum of Understanding Between Marin County Office of Education and San Rafael City Schools for AVID Path to Schoolwide Training

The District will be responsible for the cost of up to 20 attendees to the training. The anticipated cost not to exceed $7,900 to be paid from Educator Effectiveness Grant funds.

Approval of Memorandum of Understanding Between Marin County Office of Education and San Rafael City Schools for AVID Path to Schoolwide Training on March 9-10, 2017.

This item presents the 2015-2016 School Accountability Report Cards for Board review and recommended approval.

BACKGROUND: Since November 1988, state law has required all public schools receiving state funding to prepare and distribute a School Accountability Report Card (SARC). A similar requirement is also contained in the federal No Child Left Behind (NCLB) Act. The purpose of the report card is to provide parents and the community with important information about each public school. A SARC can be an effective way for a school to report on its progress in achieving goals. The public may also use a SARC to evaluate and compare schools on a variety of indicators.

All public schools with enrollment reported in the California Basic Educational Data System (CBEDS) are required to prepare and disseminate a SARC. Pursuant to Proposition 98 and NCLB, all charter schools are also required to prepare and disseminate a SARC.

Although there is great variation in the design of school report cards, they generally begin with a profile that provides background information about the school and its students. The profile usually summarizes the school's mission, goals, and accomplishments. State law requires that the SARC contain all of the following:

• Demographic data
• School safety and climate for learning information
• Academic data
• School completion rates
• Class sizes
• Teacher and staff information
• Curriculum and instruction descriptions
• Postsecondary preparation information
• Fiscal and expenditure data

 Education Code, Section 35256, requires Boards to approve the publication of the SARC:

"The governing board of each school district maintaining an elementary or secondary school shall by September 30, 1989, or the beginning of the school year develop and cause to be implemented for each school in the school district a School Accountability Report Card.

(a) The School Accountability Report Card shall include, but is not limited to, the conditions listed in Education Code Section 33126.

(b) Not less than triennially, the governing board of each school district shall compare the content of the school district's School Accountability Report Card to the model School Accountability Report Card adopted by the State Board of Education. Variances among school districts shall be permitted where necessary to account for local needs.

(c) The Governing Board of each school district shall annually issue a School Accountability Report Card for each school in the school district, publicize such reports, and notify parents or guardians of students that a copy will be provided upon request."

The District works with Academia Publishing in completing SARC’s for each school. Academia Publishing offers a comprehensive, full-service SARC preparation service, including: consulting relating to SARC laws and legislation, reports reviewed to ensure 100% compliance, customized reports, and electronic format for internet posting.

Spanish translation services are provided by Academia Publishing.

Current Consideration: Staff recommends the Board review and approve the 2015-2016 School Accountability Report Cards (SARC).

ESD/HSD SARC's are attached.

There is no financial impact to the district.

Approval of the 2015-2016 School Accountability Report Cards.

This item presents an agreement between San Rafael City Schools and Kelli Leavell of Making A Difference for Professional Development March 8-9, 2017, for Board review and recommended approval.

Background: Kelli Leavell is the President and Co-founder of Making a Difference Inc., an educational consulting firm.  She is also the co-author of Making a Difference: 10 Essential Steps to Building a Pre-K – 3 System.  Kelli has worked with the Marin Community Foundation for the past several years as part of the P3 initiative and has provided extensive support and professional development for Bahia Vista, Venetia Valley, and San Pedro as part of that work.

Current Consideration: San Rafael City Schools is currently in year two of SEAL implementation.  We have six schools participating in SEAL and are planning to add our two remaining schools in 2017-18. Integrated, thematic units of instruction are being collaboratively developed as our teachers are trained in each of the six SEAL modules.   Last year the Houghten Mifflin Harcourt - Journeys curriculum was adopted to support our ELA/ELD instruction.  The Journeys program includes a scope and sequence detailing the progression of skills as standards are taught through the year.  While ELA/ELD standards are embedded in the SEAL units of instruction, they are not aligned to any scope and sequence.  Aligning the SEAL units of instruction, which began to be developed two years ago, to the Journeys scope and sequence will support effective instruction by providing a planning structure that sequences the critical steps in mastery of standards.  

Exhibit A - Agreement between San Rafael City Schools and Kelli Leavell of Making A Difference

Cost of services estimated at $3,200 for travel and training to be paid from Title II funds.

01-4035-0-5840.00-1110-2140-700-240-000 

Approval of the agreement between San Rafael City Schools and Kelli Leavell of Making A Difference for Professional Development March 8-9, 2017.

This item presents an agreement with Dovetail Learning for Toolbox Professional Development at San Pedro Elementary School during the 2016-2017 school year, for Board review and recommended approval. 

Background: TOOLBOX gives children, teachers, parents, and schools a common language and the tools necessary to form a cohesive, collaborative, non-violent, and caring community which leads to hope for a meaningful and positive future.

Dovetail Learning, Inc. is a non-profit organization dedicated to strengthening children’s innate capacity for resilience, self-mastery, and empathy for others through its TOOLBOX curricula, practices, and methods.

TOOLBOX is a research-based, community-tested Kindergarten through sixth grade social and emotional learning (SEL) program.

Dovetail Learning Toolbox work dovetails with schools’ efforts to foster healthy, holistic development and well-being in children and the entire school community.

Current Consideration: On February 4, 2017, Dovetail Learning will provide a full day of Professional Development for San Pedro staff new to Toolbox and a deepening skills training for those who have had previous training with Toolbox. Due to Dovetail Learning training schedule, services was provided prior to Board approval. Staff recommends approval of the Agreement with Dovetail Learning for Toolbox Professional Development at San Pedro. 

Exhibit A - Scope of Work attached.

Cost of Dovetail Learning Toolbox services not to exceed $4,000 to be paid from site Title I funds.

01-3010-0-5840.75-1110-2140-095-120-000

Cost for teacher and classified hourly is estimated at $5,860 to be paid from site Title I funds.

Cost of materials estimated at $450 

Approval of the agreement with Dovetail Learning for Toolbox Professional Development at San Pedro Elementary School during the 2016-2017 school year.

This item presents the Stipend Agreement Provided by the Partnership for Children & Youth (PCY) to San Rafael City Schools March through December 2017, for Board review and recommended approval.

Background: Expanded Learning 360/365 is a 3 to 5 year initiative to 1) improve California expanded learning time (ELT) field’s understanding and expertise in social-emotional learning (SEL) and Common Core State Standards (CCSS); 2) build a common understanding across school day and ELT about the value of SEL and the contributions of ELT providers to SEL and CCSS implementation; 3) Boost the overall quality of California’s publicly funded ELT programs.

5 Year Vision

PCY will provide intensive technical assistance to select districts to better integrate their expanded learning, SEL and CCSS infrastructure and practices.  This work will include facilitated meetings to align goals and strengthen communication across departments that often operate in silos.  Planning will also take into consideration professional development needs and site-level strategies that increase coordination and communication from school-day to expanded learning staff. 

A $5,000 stipend is being provided to support the district and its community partners‘ participation in this initiative.  The stipend is intended to cover travel costs (e.g., airfare, hotel, food, mileage, parking), staff time for Learning Community team members’ participation and work related to the initiative, and other costs related to 360°/365 planning and activity implementation.

As part of the 360°/365 Learning Community and this stipend, the district agrees to the following deliverables:

• Participation of Learning Community team members in 4 Learning Community meetings. 
  • At least 2 representatives must commit to attending all 4 meetings.  (3 statewide, 1 regional)
  • The team must include representation from both the school day and expanded learning staff.
  • We encourage inclusion of community-based expanded learning partners on the team.
• Active engagement with the cycle of quality improvement, as evidenced by:
  • A documented “best guess” scope of work describing specific tasks and timeline for using the 15 hours of PCY-provided consulting to support implementation of the 2017 Action Plan and planning for 2018. (Improve)
  • Assessment of progress in implementing strategies defined in the 2017 Action Plan.  (Assess)
  • A new or updated Action Plan for 2018, describing “next step” strategies to better align social-emotional learning practices across the school day and expanded learning time. (Plan)
• Engagement with the PCY-provided consultant at least once per month to communicate recent activities, successes, and challenges. (Can be conducted via phone, in-person meeting, or email.)
• Completion of tasks, as needed, between Learning Community meetings to prepare for meetings and to move the Action Plan forward.

Current Consideration: Staff recommends the Board approves the Stipend Agreement Provided by the Partnership for Children & Youth (PCY) to San Rafael City Schools March through December 2017.

(Exhibit A) 360/365 Participation Agreement for the 2017 Learning Community

Partnership for Children and Youth will provide a $5,000 stipend to support partnership participation.

Approval of Stipend Agreement Provided by the Partnership for Children & Youth (PCY) to San Rafael City Schools March through December 2017.

Background: Founded in 1998 by news anchor, Wendy Tokuda, and Community Relations Manager, Javier Valencia, SRA initially began as a scholarship supporting outstanding Bay Area students who were “beating the odds.”

Recognizing that access to college was not enough to ensure college completion, Students Rising Above was a pioneer in providing comprehensive services to help students successfully navigate the academic, emotional, and social challenges of college. Summer internships and career guidance programs were later added to provide students with the skills and experience to successfully transition into the workforce and break the cycle of poverty.

The Students Rising Above (SRA) community is dedicated to impacting the future through the cultivation of extraordinary youth. SRA invests in low-income, first generation college students who have demonstrated a deep commitment to education and strength of character while overcoming tremendous odds of poverty, homelessness, and neglect.

Students Rising Above helps each student to realize his or her potential by guiding and supporting them through college graduation, and into the workforce. Graduates are breaking the cycle of poverty within their own families, serving their communities, providing a new generation of employees and leaders from diverse backgrounds, and accelerating positive change.

Current Consideration: During the 2016-2017 school year, Students Rising Above will be assisting San Rafael High School staff and students with college access, college success, and career development.

Exhibit A - Collaboration Agreement for the Academic Year 2016-2017

This item presents for Board approval of Agreement between San Rafael City Schools, San Rafael High School and Students Rising Above for assistance with college access, college success, and career development during the 2016-2017 school year.

There is no cost to the district.

Approval of the Agreement between San Rafael City Schools, San Rafael High School and Students Rising Above for assistance with college access, college success, and career development during the 2016-2017 school year.

This item presents an overnight field trip for San Rafael High School's Hiking class to Yosemite National Park, April 21-23, 2017, for Board review and recommended approval.

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

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

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

Current Consideration: This agenda item presents for Board approval, San Rafael High School Night PE/Hiking class to participate in an educational field trip to Yosemite National park.  This overnight trip to Yosemite is an essential component to the hiking curriculum where the students learn about Yosemite National park, wilderness survival skills, leadership skills, team building skills, camping skills, and hiking stamina. On Friday April 21st approximately 20 students from the hiking PE class accompanied by head teacher Jessica Redding, along with two other SRHS teachers, and six parent chaperones will leave from SRHS in private vehicles to Yosemite National Park. The students will participate in activities supervised by teacher Jessica Redding and Yosemite National Park Staff. The group will return to San Rafael High on Sunday April 23th by 5:00pm.

Sleeping accommodations will be single sex tents 4-6 students per tent with an adult chaperone at each tent. Each student will have their own bed. The students will not be swimming.

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

There is no financial impact to the district.

Approval of overnight field trip for San Rafael High School's Hiking class to Yosemite National Park, April 21-23, 2017.

This item presents the High School District Local Education Agency Plan (LEA Plan) for review and recommended approval. 

Background: The approval of a Local Education Agency Plan is a requirement for receiving federal funding and is a necessary compliance element for districts in Program Improvement. In essence, LEA Plans describe the actions that LEA's will take to ensure that they meet certain programmatic requirements, including coordination of services, needs assessments, supplemental services, and others as required.The LEA Plan provides an accurate reflection of the major instructional and professional development initiatives.

Current Consideration: The most recent LEA Plan expired in June 2014 preceding the development of the current Local Control Accountability Plan (LCAP). With consideration for the current accountability changes within the state of California, the California Department of Education is revising the former role of the LEA Plan to be replaced entirely by the LCAP. In order to comply with these changes, this version of the LCAP will be submitted to serve as the HSD LEA Plan and will be in effect for five (5) years with annual updates. The Title III Goal 2 Update will be submitted alongside the LEA Plan to address instructional, intervention, and professional development activities specifically designed to meet the needs of English learners. An update of Goal 2 of the LEA Plan is required in order to clearly outline the use of Title III funds for accountability purposes. 

Exhibit A - High School District Local Education Agency Plan 

Exhibit B - High School District Local Control Accountability Plan

Approval of the High School District Local Education Agency Plan (LEA Plan).

This item presents a Memorandum of Understanding between San Rafael City Schools and Parent Services Project Inc., to support School Readiness from December 2016 through June 2017, for Board review and recommended approval. 

BACKGROUND: The District has a strong and successful collaborative partnership with Parent Services Project (PSP).  Over many years individual sites and the district have engaged PSP to assist, support and train parents and families how to support their children in school.  

Parent Services Project (PSP) with specific support services for district's  demographics.  PSP also is aligned with and support our district-wide cultural proficiency to deliver high-quality, bilingual services to our Spanish-speaking families living in poverty; services include institutional literacy, parenting skills, parent leadership development, child development, especially children ages birth to five years, and much more.

CURRENT CONSIDERATIONS: As described in this MOU, PSP will provide services and supports to families.

Services will include: Coordinate with the Pre-K collaborative to create and facilitate “School Readiness” workshops.  These workshops will be offered to all new and incoming (preschool) families (families new to the district, new to the U.S. school system).  The focus is on kindergarten readiness-how to work with your child over the next few months to prepare him/her for kindergarten.  In addition they will discuss social emotional literacy, dual language learners, what to expect in kindergarten, family and student responsibilities, where to get support, etc.  These workshop/s will be offered in October, February, April and June.

• Bring together a team to create these 1.5 hour, interactive class
• Offer/create multilingual, easy-to-understand materials
• Recruit families (through enrollment office, preschool and playgroup referrals)
• Facilitate 4-workshops

Exhibit A - MOU Between San Rafael City Schools and Parent Services Project

Cost of services not to exceed $1,500.

01-3010-0-5840.00-1110-2495-700-240-000

Approval of the Memorandum of Understanding between San Rafael City Schools and Parent Services Project Inc., to support School Readiness from December 2016 through June 2017.

This item presents a Master Contract between San Rafael City Schools, Davidson Middle School and Professional Tutors of America Inc., for tutoring services February through June 2017, for review and recommended Board approval. 

Background: For 30 years, Professional Tutors of America Inc. has provided educational services to thousands of students nationwide. They provide multiple venue options for tutoring services, including one-to-one tutoring at the home or public library, small group instruction, and online tutoring. Additionally, they have developed many specialized educational programs, including Counseling & Mentoring Services, Special Education Tutoring, Military & Veteran Programs, and Parent/Student Workshops. They contract with many government & community partners, developing tailored programs such as Foster & Probation Youth Tutoring, Indian Education, and School Intervention Programs. Professional Tutors of America has 30 years of excellence in education, building skills and confidence for students to succeed.

Current Consideration: Davidson is currently holding retention conferences with students who have one or more semester F’s. As part of the remediation plan Davidson will offer tutoring provided by Professional Tutors of America to address skill gaps that these students may have. Each student would receive pre an post assessment and 12 hours of 1:1 instruction in their skill deficit area. The cost will be $720 per student. 

Professional Tutors of America Inc., will provide tutoring services for approximately 40 Davidson Middle School students starting in Mid-February through June 2017. Exhibit A 

Cost of tutoring services not to exceed $28,800 to be paid from Title I funds.

Approval of the Master Contract between San Rafael City Schools, Davidson Middle School and Professional Tutors of America Inc., for tutoring services February through June 2017.

The Board is presented with this emergency resolution for ratification of contracts without advertising or invitation for bid to SERVPRO, and other necessary vendors for the emergency repair and restoration of San Rafael High School, as a result of storm damage on February 7, 2017. As required, the District has notified the County Superintendent of this emergency resolution request.

BACKGROUND:
On February 7th, 2017 at approximately 5AM San Rafael High School experienced a weather cell that caused drains to become plugged and resulted in the flooding of gyms one and two. Tide was not a factor as this occurred three and a half hours before a 6.5’ high tide.

CURRENT CONSIDERATIONS:
Based upon exigent circumstances the immediate removal of remaining water and methodical drying of the maple flooring required specialized equipment and operators. SERVPRO has successfully mitigated water damage to this gymnasium facility in the past and was chosen because of this proven record of response, reliability and accessibility to the required equipment, crew and expertise. PRO SPORTS FLOORS has serviced the gymnasium floors in the past and is consulting with SERVPRO to mitigate further damage.

Approval is also requested to award without advertisement or bid any additional emergency required work that is outside the scope and expertise of SERVPRO.

Staff recommends approval of the Resolution.

The cost of restoration and repair of San Rafael High School will be paid by the district or reimbursed by the Marin Schools Insurance Authority (MSIA) carrier less our standard deductible. The MSIA insurance adjuster has determined the amount of damage is projected not to exceed $750,000. 

Approval of Resolution #1719 to ratify the emergency contract to SERVPRO and PRO SPORTS FLOORS.

The Board will consider whether to expel or not expel student Case #16/17-6 (ESD).

Uphold the panel's recommendation to expel (ESD) student case #16/17-6  for the second semester of the 2016-17 school year.

The Board will consider whether to expel or not expel student Case #16/17-7 (ESD).

Uphold the panel's recommendation to expel (ESD) student case #16/17-7  for the second semester of the 2016-17 school year.

The Board will review the District’s Revised sunshine proposal to the California School Employees Association (CSEA) for 2016-2017.

Government Code 3547 requires:

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

This agenda item presents for Board discussion and public review and/or comment, the revised proposals from the Districts to open negotiations with the California School Employees Association for the 2016-2017 school year. 

A copy of the revised proposal from the Elementary and High School District is attached. The addition that has been made is bold and underlined.

Approval of the District's Revised sunshine proposal of negotiation interests with the California School Employees Association for the 2016-2017 school year.

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: $2,610.00       

Acceptance of the donations.

The Board and public are presented with new Board Policy 3471 Debt Issuance and Management for an initial review. A second reading and recommended approval will be brought to a subsequent meeting. 

BACKGROUND: The district recognizes that the foundation of a well-managed debt program is a comprehensive debt policy that guides the issuance of debt, management of the debt portfolio, and adherence to relevant laws and regulations.

The purpose of this policy is to improve the quality of decisions, articulate policy goals, provide guidelines for the structure of debt issuance, and demonstrate a commitment to long-term capital and financial planning.

This debt policy sets forth comprehensive guidelines for financing capital expenditures, as well as for addressing short-term cash flow needs. The objectives of this policy are that:

1. The district obtain financing only when necessary.
2. The district use any type of debt financing allowed by California law (e.g., general obligation bonds, revenue bonds, special tax bonds, certificates of participation, lease-purchase financings, tax and revenue anticipation notes, temporary transfers from the county treasury or county superintendent of schools, bond anticipation notes), so long as the financing meets the standards for appropriateness and efficiency described below.
3. The district use a process for identifying the most appropriate and efficient timing, amount and structure of debt.

Factors to consider when determining the appropriateness of debt are to include the following:

1. Why debt rather than cash expenditure is appropriate.
2. Annual debt service and debt administration costs.
3. The district’s financial condition.
4. The district’s tax base.
5. Repayment source, including the amount available and its reliability.
6. Legal constraints resulting from the debt (e.g., prepayment terms, reporting requirements).
7. Additional future capital needs.
8. Type of debt instrument.

Factors to consider when determining the efficiency of debt issuance are to include the following:

1. Up-front cost plus long-term costs.
2. Future flexibility of issuance.
3. The district operate with extreme caution, and thoroughly investigate all possible conflicts of interest.
4. The district ensure that any required initial and periodic reporting to investors, credit rating agencies, trustees, federal and state agencies, and the county superintendent of schools is timely and accurate.

The governing board will review this policy at least annually and update it as needed. Such a review will include a review of the then-current Government Finance Officers Association’s (GFOA’s) best practices on debt management policy.

Short-Term Operating Debt Policy

The expenditures associated with the district’s day-to-day operations will be covered by current revenues. However, the district may experience temporary cash shortages because it does not receive its revenues in equal installments each month, yet the largest operating expenditures occur regularly in equal amounts. To finance these temporary cash shortfalls, the district may incur short-term operating debt, typically in the form of temporary transfers from the county treasury or county superintendent of schools, or tax and revenue anticipation notes (TRANS). The district will base the amount of the short-term operating debt on cash flow projections for the fiscal year and will comply with applicable federal and state regulations. The district will pledge operating revenues to repay the short-term debt in one year or less. The district will minimize the cost of the short-term borrowing to the greatest extent possible. As allowed by Education Code Section 42603, the district should first consider using interfund transfers before pursuing external borrowing.

Long-Term Capital Debt Policy

The following will apply to the issuance of long-term debt:

1. The district will not use long-term obligations for operating purposes.
2. The term of the long-term obligations will not exceed the useful life of the projects financed.
3. The district will strive to minimize increases in debt service from year to year.
4. When any long-term debt is issued, the governing board will make findings as to the repayment source(s) and the sufficiency of the repayment source(s) until the debt is fully repaid.

Engagement of Professionals

This policy recognizes that public finance professionals (e.g., financial advisors, bond counsels, brokers/dealers, and other consultants) market their services extensively. Furthermore, per Public Contract Codes 20110– 20118.4, such services are usually exempt from public bidding. To ensure that the district receives appropriate services at a fair price, and to avoid the appearance of conflict of interest, extra caution will be taken when engaging the services of public finance professionals.

Before seeking or considering contracts with public finance professionals, the chief business official will review the then-current GFOA best practices on the following topics:

1. Selecting and Managing Municipal Advisors
2. Selecting and Managing the Method of Sale of Municipal Bonds
3. Selecting Bond Counsel
4. Selecting and Managing Underwriters for Negotiated Bond Sales
5. Issuer’s Role in Selection of Bond Counsel

The chief business official will report to the governing board on a recommended process for determining which professionals are needed, how they will be identified (e.g., request for proposal, or bid), and how their contracts will be developed before being submitted to the governing board for approval. Emphasis will be placed on competition, openness, clarity, and avoiding conflicts of interest. The process recommended may be for a period of time, or for a particular financing or set of financings.

All engagement letters, contracts, disclosures and opinions will be provided to the governing board promptly, and district staff will not sign any such documents without prior notification to the governing board.

Local Educational Agencies (LEAs) shall adopted debt management policies to provide guidelines for issuing general obligation bonds, certificates of participation (COPs) and other forms of indebtedness.

Government Code 8855(i) requires any issuer of public debt to provide a Report of Proposed Debt Issuance to the California Debt Investment and Advisory Commission no later than 30 days before the sale of such debt.

Effective January 1, 2017 (per Senate Bill 1029 approved September 12, 2016), the Report of Proposed Debt Issuance requires certification that the issuer has adopted a local policy regarding the use of debt and that the proposed debt issuance is consistent with the policy. The local debt policy must include the following five items:

1. The purposes for which the debt proceeds may be used.

2. The types of debt that may be issued.

3. The debt’s relationship to and integration with the issuer’s capital improvement program or budget, if applicable.

4. Policy goals related to the issuer’s planning goals and objectives.

5. The internal control procedures that the issuer has implemented or will implement to ensure that the proceeds of the proposed debt issuance will be directed to the intended use.

This new policy is to conform to the requirements of both SB 1029 and the Government Finance Officers Association’s published best practice on debt management policy (see http://www.gfoa.org/debt-management-policy).

None. 

The Board is presented with a new Board Policy and Administrative Regulation for a first reading and is requested to waive  the second reading and approve.

BACKGROUND:
Currently, the High School District relies on the District of Choice law (BP/AR 5117.1) to serve students who do not reside within SRCS' residency area.   The future of  District of Choice is uncertain, as it is possible the law will sunset as early as July 1, 2017.  In the event District of Choice is eliminated, the proposed policy and administrative regulation will serve as a replacement and provide our families and staff members with timely guidance for planning the educational future of students.

To provide our High School District with the ability to continue serving students living out of area in the event that the District of Choice law sunsets, staff recommends approval of this board policy and administrative regulation. 

None. 

Approval of Board Policy and Administrative Regulation 5117.2. 

The Board and public are presented with new Administrative Regulation 3311.2 Lease-Leaseback Contracts for a first reading and review. A second reading with recommended approval will be brought to a subsequent meeting. First reading of proposed AR 3311.2,  is based on the Sample AR 3311.2 prepared by CSBA, and provides specific guidance regarding Lease-Leaseback procurement as recently amended under Education Code Section 17406.

BACKGROUND: As of January 1, 2017, amended Education Code Section 17406 has gone into effect.  The amended statute significantly alters procurement under the Lease-Leaseback project delivery method.  The California School Boards Association (“CSBA”) recently released a sample Administrative Regulation regarding the amended Lease-Leaseback requirements, offering additional guidance.  

The CSBA Sample Administrative Regulation has been reviewed by legal counsel and revised to incorporate the District’s discretionary ability to utilize an additional request for qualifications process, as permitted under Section 14706(a)(5).  Pursuant to Board Policy 9310, the proposed Administrative Regulation 3311.2, which includes legal counsel's revisions, is offered for a first reading.

None. 

Dr. Mayra Perez will provide an update to the CAL200 P.E. Settlement Agreement Compliance.