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

Timothy Allen, Executive Director of the Carlston Family Foundation will make a formal presentation to award winning teacher Steve Temple.

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

The Board will recieve any updates since the last Board meeting regarding the LCAP process.

The Board is presented with a request for approval of a qualified firm and contract for Kathleen Moore & Associates School Facility Consulting to develop Educational Specifications (Ed Specs) for the Capital Facilities Bond Measures A and B Programs. 

Background:

Educational Specifications are collaborative foundational documents, developed between Educational Services, Special Education and Technology.  The Ed Specs will then translate the district’s educational program delivery model into spatial requirements, building areas, and design factors to be used in the development of architectural plans for construction and renovation of the district’s school facilities.  Educational Specifications are a required document for submittal to the California Department of Education (CDE) for any district project applying for state funding which includes construction of new buildings on an existing site.

The Capital Facilities Staff considered proposals from two firms with expertise in this field.  The recommended firm principal, Kathleen Moore, has a strong background in educational facilities, having served as the Director of the School Facilities Planning and Transportation Services Division of the California Department of Education from 2004-2014.  The proposed scope of services includes a comprehensive process to engage the district’s educational leaders and incorporate their vision and goals within the structure of the Educational Specification document.  The process includes formation of an advisory committee of district administration, educational leadership, teachers and staff.  The work will conclude with the preparation of an Educational Specifications document for the Elementary District and the High School District to be adopted by the Board.  The process proposed by the consultant includes working with the assigned architectural teams on a parallel process to ensure that their work can continue and that they will provide input and feedback on the recommendations to support the current projects in design. The scope of services, tasks, deliverables, and schedule is included in Exhibit A.  

Financial Impact:

A “not to exceed” maximum sum of $60,000, has been established for this work.  Hours will be billed on a T & M (Time and Materials) basis at the rate of $185 per hour and will not exceed the total amount without further approval from the District.

Fees will be funded by Measure A and Measure B Funds.  

Approval of Kathleen Moore & Associates School Facility Consulting for Educational Specification development consulting services for the San Rafael City Schools Bond Measures A and B Programs.  

The Board is presented with a request for approval of a qualified firm and contract for Parisi Transportation Consulting for Transportation Planning and Traffic Engineering Consulting Services for the Capital Facilities Bond Measures A and B Programs. 

Background:

During the final phases of conceptual design at the Elementary and High School projects, San Rafael City School’s (SRCS) and assigned architectural firms continue to hear and address concerns related to school site and surrounding neighborhood access, circulation, traffic and safety issues. As a result, SRCS held a lengthy and comprehensive meeting with Parisi Consulting in an effort to seek guidance in next step efforts. 

Parisi Consulting would provide design services, including consulting, to San Rafael City Schools through coordination with the Capital Facilities Team and the four (4) assigned architectural firms.  Services would include guidance on multimodal circulation and access, traffic analysis, conceptual design sketches and coordinating with schools and local jurisdictions as appropriate.  Schools with traffic to be analyzed with this proposal include:  Davidson Middle School; San Pedro Elementary School; Terra Linda High School and Venetia Valley K-8.

In September 2016, Parisi Consulting was selected to complete the transportation research as part of the Board approved contract with Skewes-Cox Environmental Consulting for services related to CEQA and the Environmental Impact Report (EIR) specific to the San Rafael High School Project. Parisi Consulting is the lead traffic advisor with the Marin County Safe Routes to School Task Force.  Based on these experiences working with schools, Parisi Consulting would be the most qualified and experienced in providing traffic analysis, sound design options, and coordination with schools and local jurisdictions within the San Rafael City School District.  

Financial Impact:

A “not to exceed” maximum sum of $75,000, has been established for this work.  Hours will be billed on a T & M (Time and Materials) basis and will not exceed the total amount without further approval from the District. 

Fees will be funded by Measure A and Measure B Funds.  

Approval of Parisi Transportation Consulting for transportation planning and traffic engineering consulting services for the San Rafael City Schools Bond Measures A and B Programs.  

To seek authorization from the Board of Education for the issuance of Supplemental Agreement No. 3 to SRCS’ Master Agreement for Architectural Services with Deems Lewis McKinley, Inc. (“DLM”), for architectural services for a Multi-Purpose Facility at Glenwood Elementary School.

Background: 

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

Supplemental Agreement No. 3 is for DLM to provide architectural services for a Multi-Purpose Facility at Glenwood Elementary School, with the project anticipated to be completed before the 2018-19 school year, but no later than December 15, 2019.  DLM’s fee for its architectural services on this project is a fixed fee of Two Hundred Eighty-Five Thousand Dollars ($285,000), and the total construction cost budget is Two Million Eight Hundred Twenty-Five Thousand Six Hundred Fifty Dollars ($2,825,650).

The contract will be funded from the District’s Bond Program, under Measure A.  

Authorization of the Supplemental Agreement No. 3 to Master Agreement for Architectural Services – Deems Lewis McKinley, Inc.

To seek authorization from the Board of Education for the issuance of Supplemental Agreement No. 4 to SRCS’ Master Agreement for Architectural Services with Deems Lewis McKinley, Inc. (“DLM”), for architectural services for Terra Linda High School Campus Improvements, Interim Student Housing, and Campus Master Plan Update.

Background: 

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

Supplemental Agreement No. 4 is for DLM to provide architectural and design services for the following Terra Linda High School projects: (1) Phase 1b Improvements, including a new Kitchen/Cafeteria/Student Center, STEAM Classroom Wing, and Parking Lot Improvement; (2) Interim Student Housing; and (3) Campus Master Plan update.

The Terra Linda High School Phase 1b Improvements are anticipated to be completed before August 1, 2019 and in no event later than December 31, 2019, and DLM’s fee for services on this scope of work is a fixed fee of One Million Seven Hundred Sixty Thousand Dollars ($1,760,000).  The construction cost budget for the Phase 1b Improvements is Eighteen Million, One Hundred Forty-Four Thousand, Six Hundred Thirty-Seven ($18,144,637).

The Terra Linda Interim Student Housing is anticipated to be completed before May 1, 2018 and in no event later than August 31, 2018, and DLM’s fee for services on this scope of work is a fixed fee of One Hundred Thousand Dollars ($100,000).  The construction cost budget for Interim Housing is One Million, Seventy-One Thousand, Six Hundred Seventy-Five Dollars ($1,071,675).

The Terra Linda Campus Master Plan update will be completed on or by May 15, 2017 and DLM’s fee for services on this scope of work is a fixed fee of Fifty-Four Thousand Dollars ($54,000).  There is no construction cost budget for this project because it is a campus plan update.

The contract will be funded from the District’s Bond Program, under Measure B.  

The Board and public are presented with new Administrative Regulation 3311.2 Lease-Leaseback Contracts for a second reading and recommended approval. The 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. 

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 February 13, 2017.

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

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

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

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

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

This agenda item presents 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 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 and the public have the opportunity to review the second reading of Board Policy #3471 Debt Issuance and Management for recommended approval.

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

Approval of Board Policy #3471 Debt Issuance and Management

The Board is presented with Resolution #1720 to provide Workers' Compensation insurance coverage for persons authorized to perform volunteer services for the District, for recommended approval.

This Resolution is required by Marin Schools Insurance Authority (MSIA) in order for MSIA to provide Workers Compensation to SRCS volunteers at no additional cost.

Failure to adopt Resolution #1720 will result in SRCS being required to purchase supplemental Workers Compensation Insurance from a third party provider. This would result in additional cost to the District.

Approval of Resolution #1720

This item presents an  Independent Contractor Agreement for Special Services with Bay Area Community Resources (BACR) for the Expansion of LEAP After School Program at San Pedro, February 29, 2017 through June 30, 2017 for recommended approval.

Background: Bay Area Community Resources (BACR) is a regional 501(c)(3) nonprofit agency headquartered in San Rafael, California that provides a range of services in seven counties around the San Francisco Bay Area. Founded in 1976, BACR’s mission is to promote the healthy development of individuals and families, encourage service and volunteerism, and help build community.Toward these ends, BACR delivers services at more than 100 school- and community-based sites in the following program areas: After school, alcohol and drug, healthy communities, mental health, national service, tobacco, youth leadership and workforce development, and fiscal intermediary services.

Last year, BACR delivered intensive direct services to approximately 33,000 children, youth, and adults annually. Our outreach and informational programs reached another 370,000 through events, workshops, and the internet. Annual evaluations of BACR programs have consistently shown positive impacts, including improved family functioning, youth development skills, and school performance.

BACR delivers the above services with an annual budget of more than $28 million and a professional staff of 500 (276 FTE) and 360 AmeriCorps members, 25 graduate-level mental health interns, and more than 9,000 volunteers a year. This cadre of professional staff, AmeriCorps members, interns, and volunteers helps make it possible for BACR to leverage support and deliver services in communities that otherwise would not have the capacity to provide adequate resources.

Current Consideration:  Bay Area Community Resources will support the expansion of the LEAP after school program at San Pedro by increasing staff by two leaders to accommodate approximately 40 new students starting February 29, 2017 through June 30, 2017. 

Exhibit A - Independent Contractor Agreement for Special Services 

Cost of services not to exceed $14, 641 to be paid from site Title I funds.

01-3010-0-5840.73-1514-1000-095-120-000

Approval of the Independent Contractor Agreement for Special Services with Bay Area Community Resources (BACR) for the Expansion of LEAP After School Program at San Pedro, February 29, 2017 through June 30, 2017.

This item presents the California Department of Education, College Readiness Block Grant, Fiscal Years 2017 through 2019, for recommended approval. 

Background: The CDE has allocated one-time funding to Local Educational Agencies (LEAs) to provide additional supports to students in grades 9-12 that will increase the number who enroll in institutions of higher education and complete an undergraduate degree within four years. The funding is particularly intended to assist unduplicated students, namely those identified as socially economically disadvantaged, foster youth, and English learners (see Education Code sections 42238.01 and 42238.02) in achieving these goals.

District staff has worked with stakeholders to draft a plan for how the funds will be used to serve the targeted population. The activities identified align to the District’s LCAP plan and are intended to address the challenges these students face in matriculating into college.

Indicators/Metrics to Monitor

Increase the percent of under-represented students, including English Learners, socially economically disadvantaged, foster, homeless, and first time college going students who:

• Successfully complete all 9th grade core classes with a “C” or better
• Passing score on an AP or COM course
• Take the PSAT/SAT exam
• Participate in at least one college visit
• Take at least one AP, IB, or Dual Enrollment course and pass with a C or better
• Successfully complete University of California (UC) a-g course requirements
• Complete the Free Application for Federal Student Aid (FAFSA)
• Enroll in and pass a senior year bridge course with a “C” or better

District Wide Activities

Funding from the College Readiness Block Grant will be used to support the following district-wide activities:

1. District-wide Administration of College Readiness Exams and Fee Waivers
Access to requisite college readiness exams are a major barrier to student entry into four-year institutions in part due to the fees required to take these assessments. Funds will therefore be used to provide fee waivers for all unduplicated students who sit for Advance Placement exams. In addition, the district will continue district-wide administration of the PSAT for 10^th and 11^th graders.

2. College Visits for all AVID Students
SRCS will fund transportation for all AVID students to participate in at least one college visit to a local four-year institution.

3. Dual Enrollment
In partnership with College of Marin, SRCS offer and assume the student fees for college courses at each of our three high schools.  One COM course will be offered at each of our three high school (in addition to Compass) serving 25-30 students per class.

4. AP Teacher Professional Development
In order to stay current with the latest College Board curricular changes, SRCS will fund teacher participation in local AP training institutes.  SRCS will cover the cost for registration and travel (number of teachers yet to be determined)

5. A-G Teacher Professional Development
Provide teachers with direct coaching support so that they have a greater range of instructional strategies, which will help ensure greater A-G student success.

6. AVID Training
Provide more teachers the opportunity to participate in AVID trainings, including district-wide trainings and the AVID Summer Institute.  SRCS will cover the cost for registration, travel, and lodging.  Funding for these trainings will emphasize AVID schoolwide strategies.

 Budget

The College Readiness Block Grant will provide an opportunity to implement District-wide strategies combined with site-based options that uniquely fit the needs of each high school.  Our goal is to not only insure that more students attend community and four year colleges, but are successful once they get there.

Approval of the California Department of Education, College Readiness Block Grant, Fiscal Years 2017 through 2019. 

This item presents an Agreement between Marin County Office of Education and San Rafael High School District for the Regional Occupational Program Services for the 2016-2017 Fiscal Year for recommended approval. 

BACKGROUND:  Both San Rafael High School and Terra Linda High School have participated for several years in the Regional Occupational Program (ROP) through the Marin County Office of Education.  This program provides sections and/or funding for schools to offer sections with District staff for various Career Technical Education (CTE) programs such as auto-shop.

CURRENT CONSIDERATION: To continue the collaborate with MCOE and the ROP in providing vocational classes for students from the San Rafael High School District and other Marin County high schools and adults from participating school districts of the ROP collaborative.

The ROP agreement for the 2016-2017 school year include classes for the following subjects:

• Automotive Technology at San Rafael High School (MCOE staff)
• Automotive Technology at Terra Linda High School (MCOE staff)
• Medical Assisting at Terra Linda High School (MCOE staff)
• Engineering and Tech Design 1 at San Rafael High School (SRCS staff)

Exhibit A - Agreement Between Marin County Office of Education and San Rafael High School District for the Regional Occupational Program Services

There will be a cost impact for SRHS  Engineering and Tech Design I class at San Rafael High School estimated at $14,903.

SACS Code: 01-9635-0-8699.00-1110-1000-410-000-000

Approval of the Agreement between Marin County Office of Education and San Rafael High School District for the Regional Occupational Program Services for the 2016-2017 Fiscal Year.

This item presents a Memorandum of Understanding Between the Marin County School to Career Partnership and the San Rafael City Schools for Business and Education Liaisons Services for the 2016-2017 Fiscal Year for recommended approval.

BACKGROUND:For the past eleven school years, the Marin County Office of Education (MCOE) and San Rafael City Schools have participated in a Partnership based on a School to Career State of California grant. Within this School to Career Partnership, the position of a Business and Education Liaison was developed. A partial list of the job responsibilities of this position includes:

- Development of employer interest and participation in School to Career.
- Development of specific career exploration and work-based learning.
- Assisting teachers and Career Center staff at middle and high school level in curriculum.
- Serving as the School to Career Partnership central point for contact for county-wide employers and those who need a single point of contact with the Partnership.
- Assisting teachers and Career Center staff in monitoring of students at internship sites.
- Recruitment and placement of students for internships, job shadows, workplace tours, etc.
- Research and updating of labor market information in assigned industry and employer areas
- Gathering and recording of data and information on all students, employers, contacts, activities, projects and progress using information systems, surveys, logs, and other means as appropriate.
- Dissemination of current labor market information, workplace trends, etc.
- Assisting teachers and/or other staff in district or feeder middle and elementary schools in the placement of students in workplace tours or job shadows, as requested.

The School to Career Business Education Liaison, working in the San Rafael City Schools, is seen as an integral position for the development of internships, business school connections, classroom work- based learning projects and the development of academies: Terra Linda High (Health Academy) and San Rafael High (Technology Academy).
 

CURRENT CONSIDERATION: This agenda item presents for Board approval the School to Career Partnership Business/Education Liaison agreement for the 2016-2017 school year between MCOE and San Rafael City Schools (Exhibit A).

The School to Career Partnership grant funds 50% of this position and the District is required to make a matching contribution for the 2016-2017 school year of $30,768 This amount provides a Business and Education Liaison for 30 hours per week, 166 days per year to support San Rafael High School, Terra Linda High School and Madrone High School students and will provide Partnership contact with middle schools in the district. Activities will vary depending on the time of year and the changing needs of San Rafael Elementary and High School District or the Partnership.

SACS Code: 01-9635-0-5849.00-1470-1000-800-000-000

Approval of the Memorandum of Understanding Between the Marin County School to Career Partnership and the San Rafael City Schools for Business and Education Liaisons Services for the 2016-2017 Fiscal Year. 

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 Portland, Oregon on March 14-17, 2017.

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.

Current Consideration: Staff recommends the Board approves out-of-state travel for Kevin Kerr, Director of 6-12 Teaching & Learning to attend the AVID District Leadership Secondary Training in Portland, Oregon on March 14-17, 2017.

The cost of the conference is estimated at $900 to be paid from general funds.

SCAC's Code:  01-0-0000-0-5200.00-1110-2140-700-240-000 $600 from HSD
01-0-0000-0-5200.00-1110-2140-700-240-000 $300 from ESD

Approval of out-of-state travel for Kevin Kerr, Director of 6-12 Teaching & Learning to attend the AVID District Leadership Secondary Training in Portland, Oregon on March 14-17, 2017.

The Board is presented with a service contract to support Storage Area Network (SAN), for recommended approval.

BACKGROUND: 
Until the District is able to move all staff and systems to cloud-based storage we will need a third-party contractor to support our user storage.This is a one-year service contract for responsive support for all Storage Area Network (SAN).

$21,500.00  Total

    ES District    01-9040-0-5849-00-0000-2425-700-290-000     $7166.66   

   HS District    01-9040-0-5849-00-0000-2425-700-290-000    $14333.34

Approval of the Service Contract with Nimble. 

The Board will consider whether to expel or not expel student Case #16/17-8 (ESD).

Uphold the panel's recommendation to expel (ESD) student case #16/17-8  for the second semester of the 2016-17 school year.

The Board will consider whether to expel or not expel student Case #16/17-9 (ESD).

Uphold the panel's recommendation to expel (ESD) student case #16/17-9  for  the 2016-17 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 donation: $1,200.00          

The Board is presented with a list of ESD/HSD Budget Reduction options for staff direction and future approval within the Second Interim Financial Report. 

At the 2016-2017 Budget Adoption and at the1st Interim Financial Report in December, the Board of Education was presented with projected ongoing deficit spending in the ESD and HSD. In January, the 2017-18 Governor's Budget Proposal was presented. MCOE has projected the impact of the Governor's Proposal will reduce funding to the ESD by $1,019,570 and the HSD by $699,505 in 2017-18 (per attachment).

From November 2016 - February 2017, various budget saving ideas were recommended at the Superintendents Cabinet, Principal meetings, and the ESD and HSD Budget Committee meetings. On February 15 and 16, 2017, a comprehensive list of these budget saving options was discussed, revised and recommended for Board presentation by the Budget Committee's.

Staff request direction from the Board on this list of budget savings ideas. The Board's direction will then be incorporated into the Second Interim Report for final approval on March 13, 2017.

Approval of Resolution #1721- Resolution to Decrease the Elementary District Number of Certificated Employees Due to a Reduction in Particular Kinds of Services

Background: This agenda item presents for Board approval the proposed reduction or elimination of particular kinds of services provided for certificated employees per Education Code Section 44955. This code section specifies that the Governing Board approve such a resolution, and issue preliminary notice to impacted certificated employees on or before March 15th.
 
Many of the laid off positions are those supported by categorical funds, local grants, or other funding sources that have not yet been confirmed for 2017-2018. The remaining are reductions based on enrolment projections or recommended budget savings.

Current Considerations: This agenda item presents for Board approval Resolution #1721 - Resolution to Decrease the Elementary District Number of Certificated Employees Due to a Reduction in Particular Kinds of Services. These recommendations provide the Board and the District flexibility by exercising caution to protect the fiscal solvency of both school districts.

Education Code 44955 provides impacted employees the opportunity to request a hearing before an Administrative Law Judge should there be any dispute regarding the employees' status and/or placement on the certificated seniority list. 

Reduction of these services and corresponding staff will enable the District to develop and adopt a balanced budget for the 2017-2018 school year.

Known fiscal impacts include necessary legal fees and the cost of the hearing (if needed).

Approval of Resolution #1721

Approval of Resolution #1722 - Resolution to Decrease the High School Number of Certificated Employees Due to a Reduction in Particular Kinds of Services

Background: This agenda item presents for Board approval the proposed reduction or elimination of particular kinds of services provided by certificated employees per Education Code Section 44955. This code section specifies that the Governing Board approve such a resolution, and issue preliminary notice to impacted certificated employees on or before March 15th.
 
 Many of the laid off positions are those supported by categorical funds, local grants or other funding sources that have not yet been confirmed for 2017-2018.The remaining are reductions based on enrolment projections or recommended budget savings.
 
Current Considerations: This agenda item presents for Board approval Resolution #1722 - Resolution to Decrease the High School District Number of Certificated Employees Due to a Reduction in Particular Kinds of Services. These recommendations provide the Board and the District flexibility by exercising caution to protect the fiscal solvency of both school districts.

Education Code 44955 provides impacted employees the opportunity to request a hearing before an Administrative Law Judge should there be any dispute regarding the employees' status and/or placement on the certificated seniority list.

Reduction of these services and corresponding staff will enable the District to develop and adopt a balanced budget for the 2017-2018 school year.

Known fiscal impacts include necessary legal fees and the cost of the hearing (if needed).

Approval of Resolution #1722

Board members are presented with a resolution to consider changing the Board election cycle from odd-numbered years to even-numbered years to comply with the requirements of Senate Bill 415. 

BACKGROUND: 

Senate Bill (SB) 415 -The California Voter Participation Rights Act was signed into law in 2015 and will take effect January 1, 2018. SB 415 prohibits entities from holding an election in odd-numbered years if that election results in a significant decrease in voter turnout that is at least 25% less than the average turnout for the previous four statewide elections. 

Political districts, such as San Rafael City Schools, currently hold elections in odd-numbered years (non-General Election years), and are often the only races on a given ballot, and typically bear the total election cost for the odd-numbered year elections.

Information provided by the County of Marin Registrar of Voters indicates that the average voter turnout in the last four general elections for San Rafael City Schools was 71%. The average voter turnout in the 2015 election was 38%, 33% less than the general election.  

As of 2/16/17, the Marin County Office of Education reports that 7 of the 16 public school district elections (including the Marin County Office of Education and the College of Marin) have already approved resolutions to extend their odd-year elections to even years, beginning in November 2018.  To date, only one district, Larkspur-Corte Madera, has opted to hold an election in November 2017.   The remaining 6 districts (including SRCS) are scheduled to take action prior to the March 10, 2017 deadline. We will update the Board at the February 27, 2017 Board Meeting as to actions taken by other Marin districts.  

CURRENT CONSIDERATION:

The San Rafael City Schools Board of Trustees may shift Board member elections from odd to even years to come into compliance with SB 415. It may do so by way of a resolution requesting approval of the shift by the County Board of Supervisors.  Legal counsel has reviewed the City Charter and spoken directly with the City Attorney.  Given the provisions of the Charter, approval and/or action by the voters or the City is not required. 

This Resolution is subject to the approval of the Marin County Board of Supervisors, and must be submitted no later than March 10, 2017 to change the November 2017 election to November 2018. 
 
The specific requirements of SB415 are included in detail in the attached resolution. Key provisions include:

• Term - If the change in the date of the Board member elections is approved, the terms of the Board members currently set to expire in November 2017 will be extended to November, 2018, and the terms of office of those Board members currently set to expire in 2019 will be extended to 2020, pursuant to Elections Code section 10404.5, subdivision (g). 

• Anticipated Savings - In those odd-numbered years when trustee elections are scheduled, the District typically budgets approximately $60,000 ($30,000 for both San Rafael Elementary and San Rafael High School Districts) for election costs.  If trustee elections are moved to even years, SRCS shares election costs with all political contests on the ballot, which we anticipate there will be a very significant reduction in our election costs. 

• Notification Savings – If approved, we have learned from the Marin County Elections Office, SRCS has the potential for cost sharing as it relates to voter notification of the change. Once the district resolution is approved by the Board of Supervisors, the Elections Office must notify registered voters who are impacted within 30 days of approval by the Board of Supervisors.  We anticipate that we would be able to share the costs of notification for all districts that overlap SRCS.

Staff recommends approval of this resolution.

Potential savings - conversion to a statewide election could reduce election costs

Cost of Registrar of Voters mailing notice of change at District's expense is undetermined at this time.