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 October 25, 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)).

Director Kristof will present the following student of the month awards:
Naomi Ruiz-Hernandez (Helen Lehman Elementary School)
Emily Richter (Rincon Valley Middle School)
Grayson Ponce (Piner High School)

Parent organization updated will be given by:
Evelia Benavides and Cindy Belmontes (Helen Lehman Elementary School
Shaina Stovel and Ananda Sweet (Rincon Valley Middle School)
Christine Snyder (Piner High School)

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 10/17/17 through 11/2/17 for a total of $6,347,883.81. 

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 - October 17, 2017 through November 2, 2017 = $6,347,883.81.
(Total 17/18 Fiscal Year) Warrants - July 1, 2017 through November 2, 2017 = $31,808,045.69.

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 October 11, 2017 = $44,904.15.
District-wide donations year to date = $102,410.97.

 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 = $355,735.87.

The Board will consider approval of Construction Change Order #01 for Herbert Slater Middle School Re-Roofing Project. This is a deductive change order. 

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.

The Herbert Slater Middle School Re-Roofing Package contained an Owner Controlled and Unit Price allowance totaling $90,000.00. The items below were added and/or deducted from these allowances.

Item #1 HVAC Duct Work Replacement:

Upon roof removal HVAC duct work noted to be damaged, rusted and not able to be reinstalled. The contractor was required to install new roof duct work on both lower gym roofs. This included roof flashings and sealing of all newly installed duct work. The cost of $38,125.00 will be billed against the project allowance.

Item #2 Scupper Coring

The contractor was required to drill twenty-four (24) 6” holes through the masonry parapet wall to allow for scupper installation as required by the roofing manufacturer.  The cost of $5,136.00 will be billed against the project allowance

Item #3 Dry Rot Repairs

Upon roof removal the contractor uncovered dry rot roof sheathing. The contractor was required to replace 107 feet of 1x8 sheathing and 22 feet of 2x12 material. The cost of $523.00 will be billed against the project allowance.

Item #4 Credit for Unused Allowance

The contractor is providing a <$46,216.00> for the unused Unit Price and Owner Controlled Allowances.

The Decrease in cost of Change Order #1 is: $46,216.00
The total Change Orders to date is <$46,216.00>
This equates to a decrease of 7.6% of the contract value.

Credit to Measure I Bond Program: ($46,216.00) 

The Board will consider approval of Construction Change Order #01 for the Piner High School Re-Roofing project. This is a deductive change order. 

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.

The Piner High School Re-Roofing Package contained an Owner Controlled and Unit Price allowance totaling $375,000.00.  The items below were added and/or deducted from these allowances.

Item #1 Credit for HVAC Condensate Drain Pan Material Change:

The contract documents specified a stainless-steel drain pan for one HVAC unit.  The contractor provided a credit of <$1,100.00> to provide a composite condensate drain pan in lieu of the specified stainless-steel drain pan.

Item #2 Install Tapered Insulation

The contactor was required to replace tapered insulation on roof areas J and K of the administration buildings to provide positive drainage of the roof.  The cost of $85,826.00 will be billed against the project allowance.

Item #3 Additional Roof Drains

The contractor discovered that there were no overflow drains on the gym roof (roof area F).  Pursuant to design team direction the contractor was required to install overflow roof drains on each of roof areas F1 and F3 of building F.  The cost of $63,512.00 will be billed against the project allowance.

Item #4 Furnish and Install 3 Fixed Roof Access Ladders

Three existing roof access ladders were required to be replaced.  This arose from an unsafe condition as the existing ladders had a 3-foot gap from top of ladder to the roof hatch opening.  The cost of $14,501.00 will be billed against the project allowance.

Item #5 Sealant Replacement

Pursuant to design team direction the contractor removed the sealant scope around wall opening below roof overhang and provided sealant around conduits at building F.  The contractor provided a credit of <$58,610.00> for this reduction in scope.

Item #6 Roof Area D2 Revisions

Pursuant to design team direction the contractor was required to install new crickets, sump and overflow scuppers on the roof of building D.  Electrical conduits and gas piping were raised to allow for the new insulation.  The cost of $9,267.00 will be billed against the project allowance.

Item #7 Replace Gym Tectum Roof Panels

Upon demolition of the upper gym roof, damaged tectum decking was uncovered.  The contractor was required to remove and replace the rotten sections of tectum decking.  The cost of $7,514.00 will be billed against the project allowance.

Item #8 Raise Roof Conduits

The contractor was required to raise existing roof top conduits to allow for proper flashing of the roof penetrations. The cost of $7,500.00 will be billed against the project allowance.

Item #9 Premium Time for HVAC Installation

Pursuant to safety regulations all buildings were required to be vacant while the roof top HVAC equipment was craned into place.  In order to accommodate the schools summer schedule, the contractor was requested to install the rooftop HVAC units on a Friday and Saturday resulting in the use of premium time for the installation.  The cost of $15,338.00 will be billed against the project allowance.

Item #10 Install New Electrical Disconnects

Pursuant to district direction the contractor was requested to replace thirty-four (34) fused disconnects.  The cost of $12,432.00 will be billed against the project allowance.

Item #11 Re-Roof Portable Classrooms 80, 81, 82 & 83

Pursuant to district direction the contractor was required to re-roof portable classrooms 80, 81, 82, and 83.  This required complete roof tear-off and replacement with a Firestone 60 ml white TPO mechanically fastened roof system.  The cost of $105,050.00 will be billed against the project allowance.

Item #12 Dry Rot Repairs Portables 80, 81, 82 &-83

Upon roof removal, the contractor uncovered dry rot damaged roof sheathing and fascia.  The contractor was required to replace an additional 280 square feet of sheathing and 224 lineal feet of fascia board.  The cost of $5,732.00 will be billed against the project allowance.

Item #13 Installation of HVAC Controls

The contractor was requested to install owner provided HVAC controls consisting of Pelican gateway, repeaters, and programming for 35 packaged units and 2 furnaces.  The cost of $62,592.00 will be billed against the project allowance.

Item #14 Credit for Unused Allowance

The contractor is providing a credit for the unused allowance balance of <$45,446.00>.

The Decrease in cost of Change Order #1 is: $45,446.00
The total Change Orders to date is <$45,446.00>
This equates to a decrease of 1.1% of the contract value.

Credit to Measure I Bond Program: ($45,446.00)

The Board will consider approval of Construction Change Order #02 for the Albert Biella Elementary Re-Roofing project. This is a deductive change order. 

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.

The Albert F. Biella Elementary School Re-Roofing Package contained an Owner Controlled and Unit Price allowance totaling $120,000.00. The items below were added and/or deducted from these allowances.

Item #1 Credit for HVAC Condensate Drain Pan Material Change:

The contract documents specified stainless-steel drain pans for HVAC units.  The contractor provided a credit of <$20,900.00> to provide composite condensate drain pans in lieu of the specified stainless-steel drain pans for nineteen (19) HVAC units.

Item #2 Reuse Existing Roof Hatch

The contract documents specified replacement of the Building D roof hatch. Upon further examination the roof hatch was determined to be in very good condition. The contractor provided a credit of <$1,545.00> to re-use the existing roof hatch.

Item #3 Replace Four Exhaust Fans

Upon contractor examination of the roof top HVAC equipment four rooftop exhaust fans were determine to be in need of replacement. Two were located on Building A, with one each on buildings D and E. The cost of $14,375.00 will be billed against the project allowance.

Item #4 Asphalt Pavement Replacement.

Prior to commencement of construction the asphalt paving in the playground and service road was noted to be in need of repairs. The contractor was required to replace sections of asphalt pavement that were further damaged during construction.  Due to the existing condition of the asphalt pavement the district agreed to pay 33% of the repair costs. The cost of $3,745.00 will be billed against the project allowance

Item #5 Installation of HVAC Controls

The contractor was requested to install owner provided HVAC controls consisting of Pelican gateway, repeaters, and programming for 19 packaged units and 2 split systems.  The cost of $19,798.00 will be billed against the project allowance

Item #6 Unit Price Work

Upon roof removal the contractor uncovered damaged roof and wall sheathing. The contractor was required to replace 76 sheets of plywood, 40 feet of 2x6, 6 feet of 2x4 and 80 feet of 4x10. The cost of $17,775.00 will be billed against the project allowance.

Item #7 Credit for Unused Owner Controlled Allowance

The contractor is providing a credit for the unused owner controlled allowance in the amount of <$64,527.00>

Item #8 Credit for Unused Unit Price Allowance

The contractor is providing a credit for the unused unit price allowance in the amount of <$22,225.00>

The Decrease in cost of Change Order #2 is: $86,752.00
The total Change Orders to date is <$385,752.00>
This equates to a decrease of 21.7% of the contract value.

The Board will consider approval of Construction Change Order #02 Esperanza / Cook Head Start Project. 

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.

The following list of items are included in Change Order #02 for the Head Start Classroom Project at Cook Middle School:

Item 6: This item includes the cost of labor, materials and equipment required to install 184 linear feet of mow band around lawn area and play areas. This is a district requested item for the purpose of cutting down on maintenance at the fence line. 

Item 6 Cost: $12,311.95

Item 7: This item was deleted. 

Item 8: This item includes the additional labor, materials and equipment required to locate all existing irrigation, install irrigation along south fence line, west of buildings and at 2 new sod play areas. 

Item 8 Cost: $9,236.50 

Item 9: This item includes the cost of labor, materials and equipment required for soil prep, sod and seeding around the new buildings. These are grass areas that are needed for the Head Start Program. 
 
Item 9 Cost: $24,593.45 

Item 10: This item includes the cost of labor, materials and equipment required to install vent wells prior to paving. The vent wells will allow for the proper air flow under the portables. 

Item 10 Cost: $1,255.37 

Item 11: This item includes the cost of labor, materials and equipment required to repair and adjust metal ramps prior to paving. 

Item 11 Cost: $897.42 

Item 12: This item includes the cost of labor, materials and equipment required to adjust and layout proper grades for ADA path of travel around buildings. This includes the additional base rock material required. 
 
Item 12 Cost: $3,608.22 

Item 13: This item was deleted.

Item 14: This item includes the cost of labor, materials and equipment required to fabricate and install two maintenance gates to allow for mowing and maintenance equipment access. 
 
Item 14 Cost: $4,642.66 

Item 15: This item includes the cost of labor, materials and equipment required to fabricate and install two HVAC safety guards. These guards were added as a safety issue for the students, to prevent them from hitting their heads on the bottom corners of the HVAC units. 

Item 15 Cost: $1,120.56 

Item 16: This item includes the cost of labor, materials and equipment required to grade, install, and compact base rock at an area that separates the Head Start buildings from the existing portables. The base rock was added to this area to help prevent weeds, help with mud, and allow for less maintenance. 

Item 16 Cost: $3,802.85 

Item 17: This item includes the cost of labor, materials and equipment required to install an additional 337 square feet of sod and amendments. The field dimensions did not match the plan dimensions. 

Item 17 Cost: $1,155.58 

Item 18: This item includes the cost of labor, materials and equipment required to install additional sewer connections on the three portable classroom buildings. 

Item 18 Cost: $11,903.51 

CO 02 Total Cost: $74,528.07 

Fund 25 - Capital Facilities Fund: $74,528.07

Santa Rosa City Schools has re-opened schools after the closures due to the fires that started on October 8, 2017.

On October 8, 2017 the Tubbs, Atlas, and multiple other fires began burning which caused all Santa Rosa City School closures on Monday October 9, 2017. On Monday October 9, 2017 Governor Brown and the State of California signed into order a State of Emergency for Sonoma County due to the fires. These fires destroyed structures and threatened thousands of homes, necessitating the evacuation of thousands of residents. The fires damaged critical infrastructure and forced the closure of major highways and local roads. Extreme weather conditions including strong winds further increased the spread of the fires for some time. For the weeks to come many Federal, State and Local agencies collaborated to assist with the mitigation, management, and control of the Fires.

On October 12, 2017 State Superintendent of Public Instruction Tom Torlakson announced that schools closed because of the Fire disaster are to receive state Average Daily Attendance (ADA) funding for the closed days and obtain credit for instructional time for the days that would have been regularly offered on those days.

Immediately upon the appropriate containment of the fires and when it was safe, the District had an environmental firm with professional hygienists and engineers enter all District Schools and identify all damages caused to our buildings as a result of the fires and develop restoration and remediation protocols in a comprehensive report.

The District turned this report over to restoration expert firm to perform the remediation and cleanup work specified in the report.

Upon the completion of the remediation cleanup work by this firm, the environmental firm returned to each School and reviewed the completed work by the restoration firm and verified that the work was done in compliance with their report and the buildings were properly remediated and restored from the fire damage.

As a result of this hard work, Schools were re-opened for instruction after this fire disaster as follows:

These Schools opened to students on Friday, October 27, 2017: Biella, Brook Hill, Burbank, Hidden Valley, Lehman, Lincoln, Monroe, Proctor Terrace, Steele Lane, Santa Rosa Accelerated Charter, Rincon Valley Middle, Maria Carrillo High, and Piner High.

These Schools opened to students on Monday, October 30, 2017: Comstock Middle/Cesar Chavez Language Academy, Elsie Allen High, Ridgway High, Santa Rosa French American Charter, Santa Rosa Middle School, Lewis Preschool, Cook Middle School, Montgomery High, Santa Rosa Charter for the Arts, Santa Rosa High, and Slater Middle School.

Approve Change Order #02 for Via Esperanza Restroom Building Project. 

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.

The following list of items is included in this change order for the Via Esperanza Restroom Project: 

Item #6 - This item includes the cost of labor, materials and equipment required to design, fabricate, and install a protective cover for the septic alarm controls. This was a district requested item designed to prevent tampering with the controls and causing problems with the pump system. 

Cost: $1,504.53 

Item #7 - This item includes the cost of labor, materials and equipment required to trench and move the electrical utility connections due to unforeseen existing conditions. 

Cost: $9,260.55 

Fund 25 - Capital Facilities Fund: $10,765.08

The Board will consider approval of a Provisional Internship Permit Application (PIP) for Dr. Timothy J. Christenson.

This Education Specialist PIP will allow the district to fill a Special Day Class - Mild/Moderate Disabilities teaching position at Piner High School for the remainder of the 2017-2018 school year.  PIPs are not renewable and are issued on a one time basis per applicant in any credential subject area.  Dr. Christenson is currently enrolled in a credentialed program.  This teaching position has been posted on EdJoin, Facebook and job fairs since March 2017.

The Board will consider approval of a Specially Designed Academic Instruction in English (SDAIE) Variable Term Waiver Request with the State of California Commission on Teacher Credentialing (CTC) for Danielle S. Cain.

The SDAIE Variable Term Waiver will allow the district to fill a CTE Drama Theater Arts teaching position at Santa Rosa High School for the remainder of the 2017-2018 school year with hiring Danielle S. Cain, who is currently enrolled in a CTE credentialing program.

The Board will consider approval of a Specially Designed Academic Instruction in English (SDAIE) Variable Term Waiver Request with the State of California Commission on Teacher Credentialing (CTC) for Jereme J. Anglin.

The SDAIE Variable Term Waiver will allow the district to fill a CTE Drama Theater Arts teaching position at Santa Rosa High School for the remainder of the 2017-2018 school year with hiring Jereme J. Anglin, who is currently enrolled in a CTE credentialing program.

The Board will consider retroactive approval of the Sonoma County Career Technical Education Foundation grant applications in the total amount of $31,775.

The Sonoma County Career Technical Education (CTE) Foundation grants are intended to support the start-up or expansion of CTE and training programs in Sonoma County. Priority funding will be given to applications that support the following economic and workforce priorities in Sonoma County: Advanced Manufacturing and Technology, Agriculture, Health and Wellness, Construction/Green Services, and Sonoma Specialties (Food, Wine, and Tourism). 

Grant applications were initially due on October 13, 2017. Due to the fires, the deadline was extended to October 23, 2017. Therefore, this item is being submitted for retroactive approval. 

For the 2018-2019 school year, Santa Rosa City Schools submitted new grant applications for the following:

• Piner High School: Health Science and Biotechnology; to purchase a Clinical Nursing Patient Simulator and to support student job shadows - $11,925
• Maria Carrillo High School:  Automotive Technology, Culinary Arts, and English; to support integrated curriculum development -  $19,850 

Summary of Previous Board Activity:

March 9, 2016 - The Board accepted the Career Technical Education Foundation Grant awards in the amount of $81,750.

Santa Rosa City Schools is applying for $31,775 in grant funding for Piner and Maria Carrillo High School. 

The Board will consider approval of a project to place three (3) portable classrooms at the Hidden Valley Elementary School Campus to house teachers and students who were displaced from the Hidden Valley Satellite Campus due to the fire. 

Due to the fires causing the destruction of the Hidden Valley Elementary Satellite campus, it was necessary to move these students and teachers to the Hidden Valley Elementary Main campus. The students and teachers are currently being housed in available classrooms and the multi-purpose room. 

This project would provide adequate classroom space for the displaced students and teachers. The project will consist of installing three portable classrooms, associated site work, and design services. 

Additional information including contracts will be presented for approval at future board meetings. 

Cost estimates for this project: $750,000

This project will be funded through insurance. 

The Santa Rosa City School Board will be presented with the district's recommendation on the Pivot Charter Petition.

The Pivot program K-12 is designed to utilize an online curriculum coupled with resource center offerings that allow students to work at their own pace, receive immediate online tutoring, and participate in small group instruction classes and tutorials with CA credentialed teachers.

Pivot Charter submitted Petition to Santa Rosa City Schools on September 13, 2017

Purpose  

The presentation by staff, our legal team and the charter consultant provides a synopsis of the overview conducted on the Pivot charter and recommendations by staff on the authorization of the charter.

Outcomes

After review of the Pivot document and a site visit, staff recommends that the Board does not authorize Pivot Charter.

A governing board may deny a petition to form a charter school if it makes written findings to support any of the following under Education Code § 47605(b):

(1) The charter school presents an unsound educational program for the pupils to be enrolled in the charter school;

(2) The petitioners are demonstrably unlikely to successfully implement the program set forth in the petition;

(3) The petition does not contain the [required] number of signatures;

(4) The petition does not contain an affirmation of each of the conditions described in subdivision [Education Code §§47605](d);

(5) The petition does not contain reasonably comprehensive descriptions of all of the [criteria set forth in Education Code §§47605(b)(5)(A)-(O).]; and

(6) The petition does not contain a declaration of whether or not the charter school shall be deemed the exclusive public employer of the employees of the charter school for purposes of [Government Code § 3540 (the Rodda Act, the State’s collective bargaining law for school employees.).]”

The findings found support, "(1) The charter school presents an unsound educational program for the pupils to be enrolled in the charter school."

• The Petition Fails to Contain a Reasonably Comprehensive Description of all 15 Required Elements set forth in Education Code § 47605(b). (Education Code § 47605(b) (5)(A)-(O)).
  

Consultation

As part of the petition process, each Department: Human Resources, Bussiness Services, Curriculum and Instruction, Student and Family Engagement reviewed the petition. The petition was also vetted through legal and the charter consultant.

Pivot Charter is an independent charter, meaning the funds for Santa Rosa City School students choosing this charter go directly to the Roads Education Organization, the nonprofit organization that operates the Pivot charter schools.

The Board will receive information on the formulation of a district/community committee called Football 2020. The committee will take an in-depth look at the current state of football across the state and nation and advise the Superintendent and School Board on what High School football will look like in Santa Rosa City Schools in the year 2020.

Purpose: Santa Rosa City Schools has been a leader in concussion testing and management. As information regarding football safety concerns becomes more prominent, it is our goal to examine football and our practices related to the sport through this committee.

Actions: The charge of this committee is to explore the state of High School football across California and the nation regarding what practice rules, concussion protocols, and technology exists, as well as alternative regulations and playing structures and other ideas yet to be listed.

Outcomes:  The goal of the committee is to provide "2020" clarity,  vision and findings to the Superintendent and Board. This committee does not presuppose an outcome but instead, wants to find the way forward that is best for our students.

Consultation:  District staff met with SRTA leadership regarding the creation of the committee on 10/3/17. Consulted with Russ Petrich, District Atheltic Consultant on 10/4/17. Those consulted with are in support of the development of this committee.

Previous Board Activity - September 13, 2017

The Board will receive an update on the numbers of students participating in an international exchange program.

Purpose 

The Board will receive information regarding our international exchange student programs in Santa Rosa City Schools. The information provided will show numbers of students over the last six school years (2012/2013 to present) leaving Santa Rosa City Schools for another country, and those students we are receiving in our school district from other countries.

Actions

Not applicable as this is a discussion item.

Outcomes

Develop a better tracking system for exchange students

Increase communications between student, family, host family, and school

Meet with all exchange students before, during, and at the end of their time with Santa Rosa City Schools

Link to information on Exchange Programs

Consultation

Student and Family Engagement: 9/18/17, 10/2/17

Site Principals and Vice Principals: 9/21/17, 10/2/17

Registrars: 9/27/17

Data, Testing, and Assessment Services: 9/21/17,9/28/17

United States Department of State: 9/27/17, 10/3/17

Rotary Club: 10/2/17, 10/3/17 

Board Policy/ Administrative Regulation

BP 6145.6 International Exchange

Previous Board Activity

Board Meeting 3/23/2005

Special Presentation by David Poulsen on the Maria Carrillo High School Cheerleaders trip to Bukjeju, South Korea

The Student And Family Engagement Department will present data regarding suspension disproportionality. Specifically, focusing on LCAP targeted  student populations including Hispanic, Special Education, English Learners, and Foster/Homeless Youth, as seen through the perspective of the Multi-Tiered Systems of Supports in Santa Rosa City Schools.

 Purpose: To illustrate Equity Initiatives and supported interventions that are improving suspension proportionality.

Considerations:   A more in-depth level analysis of the end of the school suspension data from 2017  reflects the District's work through equity initiatives have begun to reduced disproportionality among some of the identified subgroups:  Hispanic, Special Education, English Learners, and Foster/Homeless Youth. Using high school data from the 2016-17 school year as an example, and baseline.

Board Policy: BP 5144

Education Code: 48900.5,( effective as of January 1, 2013): suspension; restrictions on imposition; exception; other means of correction. ( Full Education Code section 48900.5 attached).

Previous Board History:  May 17, 2017

The Board will receive an update on the fire recovery processes of Santa Rosa City Schools.

Technology: During the fires, the Technology Department took precautionary measures to protect our core network equipment, data, and data backups. Equipment used to provide redundancy was removed from our network operations center and stored in safe locations in the event the District Office was damaged. This movement of equipment would have allowed us to resume network/Internet connectivity as school resumed. The equipment has been moved back to the network operations center and all functionality has been restored.

Data: Our student information system and associated data is now hosted outside of our district and was not in jeopardy during the fires.

Communications: During the fires, all of our modes of communication were utilized to inform staff, parents, and the community including the SRCS website, twitter, FaceBook, e-mail, and auto-dialer calls.  A fire recovery resource page will remain active on our website that will be updated as additional resources and/or information becomes available.

C and I: The C and I team is creating a curriculum to provide opportunities this summer for our students to have additional instructional time as a result of schools closing due to the Sonoma fires. Instructional Materials that were lost during the fires are being replaced. Computers were donated by the Sonoma County Office of Education, musical instruments are being donated, publishers are supplying lost materials free of charge, and numerous organizations have given backpacks full of school supplies.  

SAFE: Created support and training sessions for Counselors and School Psychologists with SCOE. Coordinated Re-opening Comfort Rooms and Staff Support rooms with over 180 visitors from 15 School Districts and county agencies.  A plan for an Integrated Wellness Center is being developed for submission to various fire relief organization and the state for funding. We have begun meeting on how to create intermediate services during the holidays and extend hours to times when schools normally would be closed in order to provide counseling during the holidays. In conjunction with Business Services, we are developing a Guide for School Air Quality Index based on the EPA guidelines for schools. These guidelines will outline the school and district’s s responsibility under each of the six zones of air quality. We are waiting for this guide to be coordinated with our feeder districts, so we all have a unified response to each zone. We are also waiting for the County Public Health to have a single centralized point of data, so we don’t have multiple websites with multiple data points.

HR: Human Resources worked to make sure there were additional substitute teachers available on the first day back with students at all sites.  This action was done to both ensure we have coverage and also to provide support for staff if they needed to take a break from the first day back.   SRCS worked with SRTA and CSEA to develop memorandums of understanding to createTemporary Fire Relief Banks to support staff, which had lost their homes during the fires.  The certificated staff has been donating days, and classified staff has donated hours to support their members impacted by the fires.  SRTA and SRCS then agreed to give ten days to those employees who lost their homes if enough days are donated.  

Business:  Site Cleanup:  On October 16, 2017, the District meet with RESIG, Travelers Insurance, Servpro, and Air & Water Sciences (AWS) to determine protocols for clean up all District Sites.  Air & Water Sciences determined that since most of the sites were closed when the fire started the damage to most was debris on the exterior with small damage to the interior of the buildings.  AWS develop protocols for site clean up.  AWS would first take samples at the sites, instructed ServPro on the necessary clean up at each site, once the work was complete AWS would return and re-inspect the site.  AWS then issue confirmation letters that all site were clean to the standards of the protocols. On October 18, 2017, AWS recommended that we change out all AC Filters, Matrix HG Inc. was contracted to complete this work.  Also, AWS recommended that all turf fields in the District be cleaned and refurbished, this work was complete by KYA group.  By October 25, 2017, all sites were verified to have met the standards and ready to open.  CALEPA provide air quality monitor at Hidden Valley and Rincon Valley since both sites were in the fire zone.

Evacuation Center: During the fire, the District was requested to use two of it sites Elsie Allen High School and Lawrence Cook Middle School as evacuation centers. Both centers open on October 9, 2017.  Child Nutrition Services provide all meals (breakfast, lunch, dinner, and snacks) at both sites to the evacuees. They continue to provide these meals until October 19, 2017. The evacuation center at Cook Middle School closed on October 16, 2017, and at Elsie Allen High School on October 18, 2017.

Recovery: Currently we are working with Travelers Insurance on documenting all items that were lost in the fire.  At both District sites that were destroyed in the fire Alba Lane farm and Hidden Valley Satellite Elementary.  Also, any other District equipment that was lost in private homes that were destroyed by the fire. Member of the Federal Emergency  Management Agency and submitting damage claims for items that may not be covered by the insurance.  We are working with California Environmental Protection Agency, and the United States Environmental Protection Agency, Sonoma County Office of Emergency Services, California Office of Emergency  to remove debris and cleanup sites.  The Army Corp of Engineers will be performing this work at Alba Lane, we are working on confirming the cleanup at Hidden Valley Satellite Elementary.  The District is also part of the Sonoma Schools Task Force, which provide school district information and requirements to all the above agencies.

The Board will elect their choice for nomination for the seat on the committees for the Second, Third and Fifth Supervisorial Districts.  

The Sonoma County Committee on School District Organization consists of 11 members - two members from each of the five county supervisorial districts and one at-large member.  Members of the Committee are elected to four-year terms by the voting representatives from each of the governing boards of all the Sonoma County School districts (one vote for each district).  For more information on school district organization, click the following link to be taken to the Sonoma County Office of Education website:  http://www.scoe.org/pub/htdocs/county-committee.html

The Board will consider approval of the revisions made to Board Policies (4000 Series - Personnel).

During a first review of the CSBA Board Policies in the 4000 Series - Personnel on April 19, 2017, the Board requested that questions be answered and changes be made to the following board policies and brought back for further discussion and approval.

The following revisions and questions regarding the 4000 Series will be discussed.

BP 4030 Nondiscrimination in Employment

Board request:  Review page (a) – Check Ed Code.  Check that all legally required language is included.

Response: The district publicizes nondiscrimination policy and regulation, including the complaint procedures to employees, volunteers, interns, job applicants and the general public by the California Code of Regulations and Code of Federal Regulations (5 CCR 4960; 34 CFR 100.6, 106.9)

Board request:  Review page (c) –  What is the difference between supervisory and management?

Response: BP 4300 Administrative and Supervisory Personnel states Managers (Administrators) have the ability to hire and fire.  Supervisors implement the objective established by the Manager. Both must report any actions they see that are in violation of these policies.

Board request:  Sentence “All other employees are encouraged…” Change the word “encouraged.

Recommendation: "All other employees are encouraged to must report such incidents to their supervisor immediately."

BP 4112.2 Certification

Board request:  Review page (c) – Report National Board for Professional Teaching Standards Certification (NBPTS).  Do we provide fee support?  Refer to collective bargaining agreement.

Response: The District does not pay for the test, but while they are NBTPS Certified, they receive an annual stipend of $2,500.

BP 4112.8 Employment of Relatives

Board request:  Review page (a) – Registered domestic partners: Concerned about privacy rights and nepotism issues.  Is this creating a conflict of interest? Check Ed Code.

Response: As long as this policy is adhered to, it should not create a conflict of interest. The District is not always informed of the relationships. No past history of conflict.

BP 4112.42 Drug and Alcohol Testing for School Bus Drivers has been eliminated.

Board request:  Is West County is responsible for screening their bus drivers.

What is their policy on pre-employment drug testing and reasonable suspicion or random drug and alcohol testing of drivers? 

Response: West County is responsible for screening their bus drivers.  SRCS only looks to test employees when their is a reasonable suspicion of being under the influence while on the job.

BP 4112.61 Employment References

Board request:  Are all letters of recommendations approved by the Superintendent?  This is not past practice.

Response: BP states "Superintendent or designee" may process requests for references and letters of recommendation.  All administrators would be considered a designee.

BP 4115 Evaluation/Supervision

Board request:  Regarding “more key to improvement”;  Evaluation in Education is seen differently.  Use language that implies “tools for improvement”

Response:  SRTA and the District work together with the evaluation process to improve teaching skills and offer tools for improvement.  Per the Boards request, we have added language to the first paragraph of BP 4115 "...providing tools for improvement..."

BP 4154 Health and Welfare Benefits

Board request:  Review page (a) – Add language that we provide fringe benefits.

Response: SRCS offers health benefits no matter how many hours the employee works which meets the requirements of the Affordable Care Act. This is a new BP.

These items are presented for informational purposes only.

The Board will receive the Sonoma County Office of Education School Visitation report for the first quarterly report for the 2017-2018 fiscal year as required by Education Code 1240(c)(2)(G) pursuant to the Williams Settlement.

The Sonoma County Superintendent's October 2017 report presents that there where no instructional materials insufficiencies, no facility condition "of an emergency or urgent threat to health or safety of pupils or staff", and no misassignments reported at the following schools: Piner High, Elsie Allen High, Lawrence Cook Middle, Abraham Lincoln Elementary, Steele Lane Elementary, Hilliard Comstock Middle, James Monroe Elementary, Brook Hill Elementary and Albert Biella Elementary School.