Members of the public may address the Board on items listed on the closed session agenda. Speakers are limited to three minutes each (Board Bylaw 9323(5)).

The Board will consider approval of the minutes from the August 9, 2017, Regular Board Meeting.

This is an opportunity for members of the public to speak to the board on non-agenda items.  Comments on items that are on the agenda will take place during the discussion on that agenda item.  Members of the public may address the Board on matters within the subject matter of its jurisdiction. Please submit a Speaker Card to the Board Secretary prior to the meeting being called to order. Upon recognition by the Board President, please approach the podium. The Board shall take no action or discussion on any item not appearing on the posted agenda, except as authorized by law (BB 9323(2)). Speakers are limited to 3 minutes each (BB 9323(5)). Should a member of the public have comments that pertain to a complaint against an employee of the District, the Board advises that the matter should first be pursued using the appropriate district complaint procedure (BB 9323(6)).

All consent items are enacted by the Board in one motion, unless a Board member requests that an item be removed and discussed separately.  

The Board will consider approval of absent Board Member(s), if necessary, due to illness, jury duty, or a hardship deemed acceptable by the Board in accordance with Education Code Section 35120.

The Board will consider approval of the personnel transactions submitted. 

Staff is presenting Personnel Transaction items for Board approval.

The Board will consider approval of the vendor warrants submitted.  The attached warrant register lists all vendors for the period 8/2/17 through 8/11/17 for a total of $3,159,140.72. 

Staff is presenting the Warrant Register List for Board Approval.

Financially significant vendor warrants that highlight the largest check or invoice paid to a particular vendor:

(Current) Warrants - August 2, 2017 through August 11, 2017 = $3,159,140.72 .
(Total 16/17 Fiscal Year) Warrants - July 1, 2017 through August 11, 2017 = $12,222,790.68.

The Board will consider approval of the donations and gifts submitted.

Parents, students, community members, and businesses make donations and give gifts to the schools on a regular basis. Donations come in the form of money, goods, or services. These donations are appreciated and welcomed by the schools and departments.

Donations received since July 26, 2017 = $1,002.52.
District-wide donations year to date = $22,811.36.

 The Board will consider approval of the contracts submitted.

Staff is submitting requests from various schools and departments to hire individual contracts or consulting firms to provide specified services.  For fiscal and learning impacts, see the attached summary sheet.

Total value of contracts = $2,354,885

The Board will consider approval of a Provisional Internship Permit (PIP) application to the State of California Commission on Teacher Credentialing (CTC) for Zeynep B. Brockett.

This Provisional Internship Permit (PIP) will allow the district to fill a 1.0 FTE Multiple Subject teaching position at the Santa Rosa French American Charter School for the 2017-2018 school year.  PIPs are not renewable and are issued on a one time basis per applicant in any credential subject area.  Ms. Brockett is currently enrolled in a credentialed program.  This teaching position has been posted on EdJoin, Facebook and job fairs since March 11, 2017.

The Board will consider approval of the proposed 2017-2018 Student Internship Agreement between Santa Rosa City Schools and the California State University, Sacramento.

This agreement contains all of the requirements requested by the SRCS District.  The SRCS frequently has a need for student teachers and counselors.  This agreement will provide us with access to potential candidates to fill district vacancies.

The Board will consider approval of the transition of Montgomery High School from a Title I Targeted Assistance School to a Title I Schoolwide program.

A school that operates as a schoolwide program is able to take advantage of numerous benefits, including: 

• Serving all students: A school operating a schoolwide program does not need to identify particular students as eligible to participate. (ESEA section 1114(a)(2)(A)(i)).
• Consolidating Federal, State, and local funds: A school operating a schoolwide program may consolidate Federal, State, and local education funds to better address the needs of students in the school. (ESEA section 1114(a)(1),(3)).

Santa Rosa High School and Piner High School went through the same process last year and due to the board's consent of their application, they are now operating as a school wide program.  Montgomery will be the 4th of our high schools to become schoolwide in order to best serve all of our students with Title I funding.

The following are the current Schoolwide Title 1 sites in our District:

17/18 Total Elementary Title I Preliminary Allocation of Funds: $496,784 

17/18 Total Secondary Title I Preliminary Allocation of Funds: $1,134,976

17/18 Montgomery Preliminary Allocation: $85, 034

The Board will consider approval of the Santa Rosa Charter for the Arts Modernization and Construction Project - Phase 3 Change Order #01.

Per Board Policy 7115 approved on March 16, 2016, this proposed change order is being brought to the Board for approval.  

A change order is a charge for work not included in a contract's scope of work. Change order procedures and requirements are governed by contract terms and contract law, as well as various laws, which vary by jurisdiction, for publicly funded projects.

Common causes for change orders to be created are:

• The project's work was incorrectly estimated
• The customer or project team discovers obstacles or possible inefficiencies that require them to deviate from the original plan
• The customer or project team are inefficient or incapable of completing their required deliverables within budget, and additional money, time, or resources must be added to the project
• During the course of the project, additional features or options are perceived and requested.
• If the contractor has to add work items to the original scope of work at a later time in order to achieve the customer's demands, a fair price for the work items and fees must be added for the materials and labor.
• Extreme weather conditions cause delays or require additional work to complete construction.

Item #1 - Relocate 40' storage container on site to accommodate new track: $650.00

Item #2 - Labor and material to repair previously damaged irrigation lines to control new field irrigation: $1,295.00

Item #3 - Labor and material to repair new seal coat damaged by the tree contractor : $500.00

Item #4 - Labor and material to stripe the basketball court requested by the site: $300.00

Measure L Bond Program = $2,745

The Board will consider approval of the Herbert Slater gymnasium roofing project Change Order #001.

Per Board Policy 7115 approved on March 16, 2016, this proposed change order is being brought to the Board for approval.  

A change order is a charge for work not included in a contract's scope of work. Change order procedures and requirements are governed by contract terms and contract law, as well as various laws, which vary by jurisdiction, for publicly funded projects.

Common causes for change orders to be created are:

• The project's work was incorrectly estimated
• The customer or project team discovers obstacles or possible inefficiencies that require them to deviate from the original plan
• The customer or project team are inefficient or incapable of completing their required deliverables within budget, and additional money, time, or resources must be added to the project
• During the course of the project, additional features or options are perceived and requested.
• If the contractor has to add work items to the original scope of work at a later time in order to achieve the customer's demands, a fair price for the work items and fees must be added for the materials and labor.
• Extreme weather conditions cause delays or require additional work to complete construction.

Change Order #001 for the Slater Gymnasium Roofing Project includes:

• CREDIT for unused owner allowance =  ($3,000.00)
• CREDIT for Roof tear-off =  ($9,660.00)
• Clean existing flashings for reuse = $1,235.00.

Measure I Bond Program - $11,425.00 CREDIT

The Board will consider approval of  Compensatory Education Item 18 for Title I Program Improvement Expenditures. This will resolve a finding from the 2016-2017 Federal Program Monitoring.

The LEA must review the effectiveness of the actions and activities funded by Title I, Part A, and the LEA must use the evaluation to improve the educational programs with respect to parental involvement, PD, and other activities. (20 U.S.C. § 6316(a)(1)(D); EC § 64001(g).)

As a result of the Federal Program Monitoring process undergone in 2016-2017, the actions and activities funded by Title I, Part A during the 2015-2016 school year were reviewed and updated.  Activities in this report were designed to supplement Goal 1 of the 2015-2016 LCAP stating that we will provide a coherent, rigorous and relevant teaching and learning program to graduate college and career ready students.   The attachments outline these expenditures and evaluates their effectiveness per the Finding.

2015/16 Title I, Part A NCLB/ESSA Program Improvement Required and Allowed Reservation for Parent Involvement, Professional Development, and Homeless/Foster Youth: $174,842.

The Board will consider approval of Resolution No. 2017-18/003 recognizing September 15 to October 15, 2017, as Hispanic Heritage Month.

Latino and Hispanic students in Santa Rosa City Schools make up 52% of the school population (8,612 students out of 16,578).*

Hispanics and Latinos have had a profound and positive influence on our country through their strong commitment to family, faith, hard work, and service. They have enhanced and shaped our national character with centuries-old traditions that reflect the multiethnic and multicultural customs of their community.  Hispanic Heritage Month, whose roots go back to 1968, begins each year on September 15, the anniversary of independence of five Latin American countries: Costa Rica, El Salvador, Guatemala, Honduras and Nicaragua. Mexico, Chile and Belize also celebrate their independence days during this period and Columbus Day (Día de la Raza) is October 12.

The term Hispanic or Latino, refers to Puerto Rican, South or Central American, or other Spanish culture or origin regardless of race. On the 2010 Census form, people of Spanish, Hispanic and/or Latino origin could identify themselves as Mexican, Mexican American, Chicano, Puerto Rican, Cuban, or "another Hispanic, Latino, or Spanish origin."

Today, 55 million people or 17% of the American population are of Hispanic or Latino origin. This represents a significant increase from 2000, which registered the Hispanic population at 35.3 million or 13% of the total U.S. population.

Learn more about Hispanic Heritage Month at:http://www.hispanicheritagemonth.org/

*DataQuest 2016-17

The Board will receive an update on the Measure I and L Bond programs. 

Facilities Projects

As outlined in the FMP, the majority of our schools are 50-60 years old and in need of repairs. Facilities projects, for both Measure I and L, were identified through the FMP and brought forward to Board after completion of the document. With the enormous need outlined through FMP Process, the Facilities Program is focused on providing “Warm, Safe, and Dry” schools. This is related roofing, mechanical (HVAC), and other needs at the school sites.   

Due to the nature of this work, projects are primarily completed during summer breaks when staff and students are not present on campus.

Completed Projects - Facilities

• Measure L – Santa Rosa Charter for the Arts - Staff and Students started the 17/18 school year at the modernized site.
• Measure L – Roofing and HVAC – Biella Elementary*
• Measure L – Roofing and HVAC – Hidden Valley Elementary*
• Measure L – Interior Reconditioning Room 1-6 – Hidden Valley Elementary
• Measure L – Proctor Terrace – Playground Drainage Issues
• Measure L – Proctor Terrace – Slurry and Striping
• Measure I and L – Roofing and flooring repairs – Various Sites
• Measure I and L – HVAC Replacement – Various Sites
• Measure L – Burbank Elementary – Slurry and Striping
• Measure L – Lehman Elementary – Slurry and Striping
• Measure L – Hidden Valley Elementary – Slurry and Striping
• Measure I – Portable Building Classrooms – Rincon Valley MS and Ridgway
• Measure I – Cook Middle School – Slurry and Striping
• Measure I – Carrillo High School – Slurry and Striping
• Measure I – Slater Gymnasium Roofing Project*
• Measure I – Piner High School Roofing and HVAC*

*All of our schools are in need of roofing repairs as evidenced by the wettest winter in 10 years. These sites were selected based on roofing assessments and the review of work orders for every site.  These sites were determined to have the greatest need for roofing repairs.  

In Progress / Future Projects – Facilities

• Measure I – Piner Stadium Field Lighting – Currently Out to Bid
• Measure I – Maria Carrillo Synthetic Stadium Athletic Field Track – Finalizing Documents to begin Construction – August 2017
• Measure I – Montgomery High School Classroom Building – Design Documents Fall 2017; Bid 2018
• Measure I and L – Roofing and HVAC – Bid Summer 2018 Project during Fall 2017; Tentatively Scheduled based on need: Santa Rosa High (4-year Project, MCHS, Santa Rosa Middle, Lincoln) Sites are determined on formal assessment and review of District work-orders.
• Measure I and L – HVAC Controls – In conjunction with PG&E Rebate Program
• Measure I and L – Marquees / Signage at School Sites (As needed) – Fall 2017
• Measure I and L – Security Camera Project – Cabling Complete through Technology Bond Program; Anticipated Start 2018

Technology Projects 

Completed Projects -Technology

• Measure I and L – Devices
• Teacher Laptops – All sites
• Office computers – Classified staff
• Chrome Books for student use – All sites

• Measure I and L – Infrastructure Upgrade Project
• Initial wireless upgrades – All sites
• Core network equipment – District Office
• Data storage and enterprise backup solution – District Office
• Network Cabling – All elementary sites, middle school sites, Elsie Allen HS and Maria Carrillo completed. Santa Rosa High, Piner, Montgomery and the District Office scheduled for Fall 2017.
• Network Equipment and full wireless implementation – All elementary sites, middle school sites, Elsie Allen HS and Maria Carrillo completed. Santa Rosa High, Piner, Montgomery and the District Office scheduled for Fall 2017.
• Dark Fiber Connection to Elsie Allen High

In Progress / Future - Technology

• Measure L – Network Cabling and Equipment – Santa Rosa High, Piner High, Montgomery High, and the District Office – Fall 2017
• Measure I and L – Internet Connection / New Phone System

On May 11, 2016, the Board approved the submission of E-Rate applications for dark fiber services, internet connectivity and telecommunications services. (Item E-10, 5/11/16). All of our E-Rate applications for 2016 were approved. Funding for implementation of these services is a combination of E-Rate funds and Bond Funds split appropriately between districts. With implementation of these services, the District will benefit in following ways:

• Increased Internet Capacity/Speed – With the introduction of enterprise wireless capabilities and the additional devices for students and staff, SRCS has experienced a 5X increase in typical daily internet usage. Our approved applications will provide two Internet connections (District Office to Elsie Allen & District Office to SCOE) which will be load balanced to ensure business continuity and operational sustainability.
• Telephone service – This will provide phone service for our new VoIP phone system. This will remove three antiquated phone systems and provide a unified telephone system throughout SRCS providing a reliable phone system to all classrooms and office spaces.

Construction of these services has started.  Our connection through Elsie Allen has been completed and our connection to SCOE completing in September 2017. Internet Services through these connections will start in the fall of 2017.

The new phone system has been deployed at Burbank Elementary and Santa Rosa Charter School for the Arts. The new system will be implemented at the remaining sites in the fall of 2017.

• Measure I and L – Classroom Safety – Integrated Bell, Clock, and Speaker

  • Board Approved: June 2017 – Anticipated Finish Winter 2018
  • Currently in use at Santa Rosa Charter School for the Arts

Through May 2017 bond expenditures*:

Measure I (High School Bond): $16,395,384 (Total Encumbered = $22,565,285)

Measure L (Elementary School Bond): $6,836,372 (Total Encumbered = $10,026,117) **

Total Measure I and L expenditures: $23,231,756 (Total Encumbered = 32,591,402)

*Expenditures are as of 5/31/2017. Updated totals including summer project expenditures will be provided at a future Board meeting after reconciliation and end of fiscal year close out occurs. 

**This figure does not include the majority of expenditure for the Santa Rosa Charter School for the Arts. State Facilities Charter School Grant Funds and matching funds have been allocated through Fund 35 for this project. In future reports, these funds will be noted in Fund 21 expenditures.  

Staff will present a brief summary of the last year of service under the new transportation company, West County Transportation Agency. 

In October of 2015, the SRCS School Board approved joining the West County Transportation Agency (WCTA) effective in July of 2016. The 2016-17 school year was the first year of service. The 2016-17 transition has presented numerous transportation difficulties for our students and families. This presentation will highlight the brief history of entering into the contract, key data behind the concerns, and the costs associated with the WCTA contract. 

At the upcoming board meeting on September 13, 2017, representatives from WCTA will present a transportation update on SRCS students and families. They will also address concerns raised by the transportation users.   

Summary of Previous Board Activity

October 22, 2014:  The Board received information regarding the state of Transportation in the District

May 27, 2015:  The Board approved the hiring of PTI to conduct a comprehensive transportation survey

August 27, 2015:   The Board received a copy of the Transportation Study from PTI

September 23, 2015:  The Board received a transportation update and overview of the Transportation Ad Hoc Committee meetings

October 14, 2015: The Board approved a resolution to join West County Transportation JPA and terminate the contract with First Student.

December 14, 2016: The Board received a transportation update.

In 2015-2016 the cost of services to First Student was $6,487,627. For 2016-2017 the first year cost for services for WCTA was $6,487,627. For the 2017-18 the cost of services for West County Transportation Agency is projected to be $ 6,066,813.  This includes general education and Special Education busing but does not include field trips. 

The Board will consider approval of Resolution 2017/18-004 to allow the administration to proceed with the issuance and sale of 2017 Refunding General Obligation Bonds for the High School District to refinance previously issued general obligation bonds issued in order to take advantage of lower interest rates.  

The High School District previously issued two series of general obligation bonds; 2011 General Obligation Refunding Bonds and 2013 General Obligation Refunding Bonds (the “Prior Bonds”). As a result of low interest rates, the Prior Bonds may now be refinanced in order to lower debt service payments which will lower property tax payments for property owners in the High School District. No additional project money will result from the refinancing and the District’s ability to issue additional bonds for projects will not be impacted. The only result of the refinancing will be lower payments. However, unlike a mortgage refinancing, the term of the original borrowings will not be extended such that the 2017 Refunding Bonds will mature no later than the maturity date of the Prior Bonds. This refunding could potentially save taxpayer approximately two million dollars.

The 2017 Refunding Bonds will be repaid from a tax to be levied on the taxable property within the boundaries of the High School District which will replace the tax that was levied to pay the Prior Bonds.Costs of issuing the 2017 Refunding Bonds will be paid from the proceeds of the 2017 Refunding Bonds and not from the general fund of Santa Rosa City Schools.

November 17, 2010 - Resolution No. 2010/11-087 High School District authorized issuance and sale of 2011 General Obligation Refunding Bonds 

May 22, 2013 - Resolution No, 2012/13/231 High School District authorized issuance and sale of 2013 General Obligation Refunding Bonds

The Board will hold a public hearing on the Annual Capital Facilities and Developer Fee Report.

In February 2016, the State Allocation Board’s biennial inflation adjustment changed the Developer fees to $3.48 per square foot for residential construction and $0.56 per square foot for commercial/industrial construction. The District meet the requirements of notifying the public by placing a notification in the Press Democrat newspaper on August 11 & 18, 2017.  

Education Code Section 17620 authorizes school districts to levy a fee against any development project for the construction or modernization of school facilities provided the District can show justification for levying of fees.

The Santa Rosa City High School District currently shares developer fees with the Santa Rosa City Elementary and other Elementary School Districts. The developer fee sharing arrangement between the two school districts is currently 70 percent for the elementary school district and 30 percent to the high school district.

The Elementary School District Developer Fee Study provides the necessary justification to support the passing of the Resolution increasing school facilities fees as authorized by government code section 65995 (b) 3 to charge these fees at the current allowable rate of $2.44 (70 percent of $3.48) per square foot for residential construction and $0.39 (70 percent of $0.56) per square foot of commercial or industrial construction. The Study justified the fee for the Elementary District standing alone to levy a fee up to $3.05 per square foot for residential construction and to the amount of up to $0.56 per square foot for new commercial or industrial construction.

The High School District Developer Fee Study provides the necessary justification to support the passing of the Resolution increasing school facilities fees as authorized by government code section 65995 (b) 3 to charge these fees at the current allowable rate of $1.04 (30 percent of $3.48) per square foot for residential construction and $0.17 (30 percent of $0.56) per square foot of commercial or industrial construction. The Study justified the fee for the Elementary District standing alone to levy a fee up to $2.31 per square foot for residential construction and to the amount of up to $0.56 per square foot for new commercial or industrial construction.

This Developer Fee Study provides the necessary justification to support the passing of Resolutions No. 2017/18-005 (Elementary) 2017/18-006 (High School). 

Developer fees have been an important part of the District capital facilities program. The funds are used to support growth in the student population and to maintain facilities.  Also to upgrade facilities as needed. The District has collected the following Developer fees for the 3 years:

FY 2014-15 $   447,388
FY 2015-16 $   903,564
FY 2016-17 $   870,382

The Board will consider approval of the Annual Capital Facilities and Developer Fee Report and Resolution.

In February 2016, the State Allocation Board’s biennial inflation adjustment changed the Developer fees to $3.48 per square foot for residential construction and $0.56 per square foot for commercial/industrial construction.

Education Code Section 17620 authorizes school districts to levy a fee against any development project for the construction or modernization of school facilities provided the District can show justification for levying of fees.

The Santa Rosa City High School District currently shares developer fees with the Santa Rosa City Elementary and other Elementary School Districts. The developer fee sharing arrangement between the two school districts is currently 70 percent for the elementary school district and 30 percent to the high school district.

The Elementary School District Developer Fee Study provides the necessary justification to support the passing of the Resolution increasing school facilities fees as authorized by government code section 65995 (b) 3 to charge these fees at the current allowable rate of $2.44 (70 percent of $3.48) per square foot for residential construction and $0.39 (70 percent of $0.56) per square foot of commercial or industrial construction. The Study justified the fee for the Elementary District standing alone to levy a fee up to $3.05 per square foot for residential construction and to the amount of up to $0.56 per square foot for new commercial or industrial construction.

The High School District Developer Fee Study provides the necessary justification to support the passing of the Resolution increasing school facilities fees as authorized by government code section 65995 (b) 3 to charge these fees at the current allowable rate of $1.04 (30 percent of $3.48) per square foot for residential construction and $0.17 (30 percent of $0.56) per square foot of commercial or industrial construction. The Study justified the fee for the Elementary District standing alone to levy a fee up to $2.31 per square foot for residential construction and to the amount of up to $0.56 per square foot for new commercial or industrial construction.

The financial impact will increase the collection on new developer fees rates.  The District has collected Developer fee in the following amounts for the last three (3) years

FY 2014-15 $447,388
FY 2015-16 $903,594
FY 2016-17 $870,382

The Board will consider approving a resolution requesting the temporary transfer of funds in the custody of the County Treasurer upon approval of the Board of Supervisors.

Although the Governor's budget includes the elimination of all deferrals, the timing of property tax receipts still requires the District to borrow cash during certain months.  The District projects funds to be in negative cash status during the first part of the year until our December property taxes revenue come in and then again in May until our April property taxes revenue come in. In this event, the best option is to have borrow funds from our County Treasurer, provide a cash stream until our revenues are received.

In order to manage our cash flow in the interim, we recommend Board approval of this Resolution No. 2017/18-008 County Treasurer Request fund transfer.  The County Treasurer we will need to provide Board approval of a Resolution to the Sonoma County Office of Education. The amount requested does not exceed 85% of projected current year property taxes as required.

The Board approved similar Resolutions in:

May 8, 2013
June 11, 2014
June 24, 2015

The total funds borrowed would have a 1% interest rate

These items are presented for informational purposes only.