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)).

Kanihan v. Santa Rosa City Schools
Shields v. Santa Rosa City Schools

The Board will consider approval of the minutes from the March 22, 2017, Regular Board Meeting.

Sofia Wilson (Proctor Terrace Elementary School)
Crystal Sanchez (Steele Lane Elementary School)
Zoran Peacocke (Santa Rosa Charter for the Arts)

Bess Allen (Proctor Terrace Elementary School)
Amy Meiers (Steele Lane Elementary School)
Erin Morris (Santa Rosa Charter School for the Arts)

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 three 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 the absence of Board Member(s), if necessary, due to illness, jury duty, or due to 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 3/10/17 through 3/31/17 for a total of $3,070,551.30. 

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:

Warrants (Current)  - March 10, 2017 - March 31, 2017 = $3,070,551.30
Warrants (Total 16/17 Fiscal Year) - July 1, 2016 - March 31, 2017 = $49,721,607.59

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 3/22/17 = $25,714.51
District-wide donations year to date = $380,553.59

 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 = $136,431.00

The Board will consider approval of the Reclassification Committee’s proposed reclassification of current CSEA 75 School Site Employees: Secretary II and Secretary III.

The Reclassification Committee met on February 9th, 2017, and reviewed the reclassification requests from five (5) Senior High Technician III’s, five (5) Secretary II’s, and three (3) Secretary III’s. The Reclassification Committee forwarded their report to the Superintendent and recommends the following:

Reclassifying all six (6) employees serving as School Secretary II’s from Range 24 to Range 26. Rationale includes the increased responsibilities for the creation and administration of the budget, the overall accountability for securing staffing for the classroom when the teacher is not there and the increase in managing the orientation process for new staff. The job description and title will be updated to reflect these duties and to delete any obsolete duties. 

• Recommends reclassifying all five (5) employees serving as School Secretary III’s from Range 25 to Range 27. Rationale includes the increase in responsibility for the overall creation, maintenance and constant tracking of the overall school budget, increased liaison role with regards to site personnel, the overall accountability for securing staffing for the classroom when the teacher is not there, an increase in managing the orientation for new staff and outside consultants, and participation in school site committees. The job description and title will be updated to reflect these duties and to delete any obsolete duties. 
• Job Descriptions for the School Site Secretary II’s and III’s will be presented at a future board meeting.

The fiscal impact of this proposal, if approved, will be estimated at $16,766.46 for the six (6) employees in the Secretary II Job Classification and $14,353.80 for the five (5) employees in the Secretary III Job Classification.

The Board will consider approval of a Tentative Agreement that was reached with the CSEA 75 collective bargaining representatives on April 4, 2017, regarding 2016-2017 negotiations and the 2017-2018 Classified Employees Calendar.

The tentative agreement (TA) with CSEA 75 resolves negotiations for 2016-2017.

With regard to the classified calendar, CSEA 75 agreed to the following local holidays for the 2017-2018 school year:

Wednesday, November 22, 2017  - Local Holiday

Tuesday, December 26, 2017 - Local Holiday in lieu of Admissions Day

Wednesday, December 27, 2017 - Local Holiday

Tuesday, January 2, 2018 - Local Holiday

This TA is subject to ratification by the CSEA 75 membership.

The Board will consider approving the 2017-2018 Instructional Calendar that has been negotiated between the Santa Rosa Teachers Association (SRTA) and the District representatives which includes 180 Instructional days, three non-instructional days, and two proposed certificated professional development days.

This is the initial Board activity on the SRCS 2017-2018 Instructional Calendar presented herein.  The 2017-2018 Instructional Calendar was ratified by Santa Rosa Teachers Association on February 23, 2017.  Note, January 30, 2018 and March 8, 2018 are proposed professional development days which are part of ongoing negotiations with Santa Rosa Teachers Association.  

The Board will consider approval of change order #09 for the Santa Rosa Charter for the Arts Construction and Modernization 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 numbered in continuation of previously approved Construction Change Orders #01 - #08.

These items are for directed work to finish construction at the site. 

This change order includes work required by the City of Santa Rosa (Items 79, 90 (partial) and 91) for $95,420 and negotiated extended general conditions / contract time extension (Item 93) for $118,310 totaling $213,730 representing 61% of the cost of the change order. 

Item 31: This item includes a credit for the revisions to the Tackwall as noted on RFP 9.
Tackwall was deleted in several areas which resulted in a credit for materials and labor.

Item 31 Credit: ($928)

Item 57: This item relates to the additional labor, materials and equipment required to install a wall mounted A/C system in the main IDF room at building F. This item was installed per district request for maintaining the integrity of the IT equipment.

Item 57 Cost: $13,640

Item 79: The costs in this item including labor, materials and equipment are a result of site work that was delayed by The City of Santa Rosa due to the stoppage of work and the unmarked AT&T line. This line directly affected the existing plan.

Item 79 Cost: $4,810

Item 80: This item includes a credit for a contract included TV bracket and an add for two addition TV brackets. It also includes an add for the template that was created at the district’s request to expedite the A/V and electrical installation at each unit.

Item 80 Cost: $1,605

Item 81: This item relates to the additional labor, materials and equipment required to provide steel outriggers at the south soffit of Building C. The outriggers were required per AR192 to support architectural elements and the fascia.

Item 81 Cost: $7,001

Item 82: This item relates to the additional labor, materials and equipment required to modify the steel framing at the elevator tower base. The tower base dimensions were increased per the manufacturer requirements. These dimensions were not provided by the manufacturer until after the plans were approved and construction of building C was 60% complete.

Item 82 Cost: $12,995

Item 83: This item relates to the additional labor, materials and equipment required to extend the ramp railing at the West side or Building B. This item was an owner request
based on providing students a clear path of travel.

Item 83 Cost: $1,162

Item 84: This item relates to the additional labor, materials and equipment required to perform miscellaneous site revisions including the following: additional asphalt saw cutting to correct existing drainage issue, the extra removal of soil required by the geotechnical engineer, the cutting and removal of asphalt in front of building C to correct drainage and failing asphalt, lower a drain inlet to correct a clerical elevation error, additional rock required by geotechnical assessment for subgrade and additional haul off of excavated materials for mediation of the wet conditions.

Item 84 Cost: $30,644

Item 85: This item relates to the additional labor, materials and equipment required to complete the following owner directed work: add bird blocking at canopies, drill ventilation holes in blocks at buildings A and B, added backing at learning walls for cabinetry, building D dry rot repairs.

Item 85 Cost: $10,326

Item 86: This item is a credit for the deletion of the following items: playground slurry seal, striping, ADA parking stall signage, and the labor to install the mechanical screen on building B.

Item 86 Credit: ($9,046)

Item 87: This item relates to the additional labor, materials and equipment required to provide a traffic rated Christy box, extension and lid, repair an existing portable building water line leak, repair a unmarked water line that was damaged by building E and investigate an unmarked gas line to verify that it was no longer in service.

Item 87 Cost: $1,792

Item 88: This item relates to the additional labor, materials and equipment required to install metal backing for the TVs in building C. (Per RFP 005)

Item 88 Cost: $1,250

Item 89: This item relates to the additional labor, materials and equipment required to paint the ball wall, paint the stair nosing and varnish the ballet bars per district request.

Item 89 Cost: $3,341

Item 90: This item relates to the additional labor, materials and equipment required to perform the work described within RFP 6, RFI 111, and AR 59. RFP 6 work includes water line modifications at buildings A and C required due to existing underground utility conditions. RFI 111 work includes Santa Rosa City requested items including: investigative potholing, hot tap for new water service to residence, City standard full circle clamp on replaced existing water service. AR 59 work includes the Santa Rosa City approved redesign of the storm drain which was in conflict with AT&T conduits.

Item 90 Cost: $97,171

Item 91: This item relates to the additional labor, materials and equipment required to
Replace the speed table on Humboldt St. The City of Santa Rosa required that the entire speed table be replaced because of the additional work involved with the unforeseen utilities and elevation issues with the storm drain. A credit was provided for the original scope of work that related to the repair of the speed table.

Item 91 Cost: $38,452

Item 92: This item relates to the additional labor, materials and equipment required to complete the following irrigation and landscape items: repair of an unmarked irrigation line, added sleeve, lateral and spray head to planter per ASI 35, grading corrections to adjust elevations at bldg. B, E and C, replace existing controller on MPR, and the hook up of the irrigation controller.

Item 92 Cost: $17,479

Item 93: This item relates to the additional labor, materials and equipment required to seal the deck edge at Building C, patch the stucco and paint on the soffits that were damaged from the rain intrusion. We would recommend pursuing having the deck sealed by a water proofing contractor.

Item 93 Cost: $3,228

• Low Voltage / Security Revisions
• Site work Delay due to Contaminated Soils
• Site Utility Revisions
• Elevator Company Delays
• Loss of Sub-Contractors
• Under Performing Sub-Contractors

Change Order #09 Total Cost: $340,520

*CO #04 - Originally included on the August 10, 2017 agenda. This included a contract for special inspection services. This contract for special inspection services was not associated with the original construction contract and is not a construction change order. The value of this contract was $10,000. This total is counted towards the total project cost but not part of the construction contract cost. 

**CO #05 - Originally included on the August 10, 2017 agenda. This included two contracts 1. Asbestos Abatement in existing classrooms and 2. Inspector of Record Services. Contract 1 was not associated with the original construction contract and is not a construction change order. Contract 2 was for services beyond the original completion date and is not considered a construction change order. The value of these two contracts is $101,044. This total is counted towards the total project cost but not part of the construction contract cost. 

$353,192 - Measure L Bond Program

This change order includes work required by the City of Santa Rosa (Items 79, 90 (partial), and 91) for $95,420 and negotiated extended general conditions / contract time extension (Item 94) for $118,310 totaling $213,730 of the change order total.

The Board will consider approval of Resolution 2016-17/052 recognizing the rights of transgender students to use their bathroom of choice.  Here to speak tonight is Kinna Crocker with Crocker Law, Ian Stanley with LGBTQ Connection and Javier Rosales with Positive Images.  

In 2015 and 2016, the U.S. Department of Education ("DOE") and the U.S. Department of Justice ("DOJ") issued policy memoranda regarding transgender students and advised school districts that Title IX provides these students the right to access restroom and locker facilities that conform to their gender identities.

On February 22, 2017, under the new Trump administration, the DOE and DOJ issued a joint "Dear Colleague" letter stating that these memoranda were withdrawn "in order to further and more completely consider the legal issues involved" in the wake of recent litigation regarding school restrooms and locker rooms.

The February 22, 2017 Dear Colleague letter further states that "this withdrawal of these guidance documents does not leave students without protections from discrimination, bullying, or harassment.  All schools must ensure that all students, including LGBT students, are able to learn and thrive in a safe environment."

Regardless of the recent rescission of the prior memoranda by the DOE and DOJ, the state of California has passed its own protections for transgender students under Education Code section 221.5, which requires that students "be permitted to participate in sex-segregated school programs and activities, including athletic teams and competitions, and use facilities consistent with his or her gender identity, irrespective of the gender listed on the pupil's records."

State Superintendent Tom Torkalson, in a press release issued on February 22, 2017, further affirmed the State of California's commitment to ensure a safe and supportive learning environment for LGBT students.

The Board will consider approval of Resolution No. 2016/17-051 opposing House Resolution 610.

United States House Representative Steve King (R-IA-4) introduced H.R. 610, entitled the "Choices in Education Act of 2017" and "No Hungry Kids Act," to Congress on January 23, 2017.

The "Choices in Education Act of 2017" proposes to repeal the Elementary and Secondary Education Act of 1965 in its entirety and severely limits the authority of the U.S. Department of Education ("DOE") by only allowing the DOE issue block grants to states for purposes of funding an education voucher program; if such block grants are accepted by a state, the funds provided to each local educational agency will be directed to:  (1) distribute a portion of such funds to parents who elect to enroll their child in a private school or to home-school their child, and (2) do so in a manner that ensures that such payments will be used for appropriate educational expenses.

The "No Hungry Kids Act" repeals specified rules that require certain nutritional standards for national school meal programs, specifically those that require schools to increase the amount of fruits, vegetables, whole grains, and low-fat or fat free milk in school meals; reduce the levels of sodium, saturated fat, and trans-fat in school meals; and meet children's nutritional needs within their caloric requirements.

The Santa Rosa City School Board will be presented with Kids Street Charter Renewal.

Kids Street Charter provides provide children and families living in crisis, a caring, supportive educational community to call home. Within the community, the children’s emotional, social, psychological and educational needs are met. This school offers the community a healthy, functioning family structure where children feel safe, secure and loved and are now ready to take on the challenge of education.

The Kids Street Charter renewal fulfills the legal requirements for its five-year renewal.   

The Kids Street Charter renewal has been vetted through Santa Rosa City Schools Human Resources Department, the Special Education Department, Curriculum & Instruction and Stephanie Farland, the charter consultant.

Highlights of the charter:

• Strong Curriculum and Instruction Programs
• Cohesive wrap around service for students and families.
• Robust enrichment programs
• Solvent budget.

Previous Board Activity 

• April 14, 1999, School Board approved initial Kids Street Charter
• June 12, 2002, School Board a 5-year renewal.
• March 28, 2007, School Board approved a 5-year charter renewal.
• May 23, 20112 School Board approved a 5-year charter renewal.
• October 22, 2014, School Board approved a material revision to expand grade level from a K-6 to a K-8
• February 8, 2017, School Board held a public hearing on the Kids Street Charter Renewal

The Board will receive an update on the College and Career Centers. 

After receiving input from various stakeholders on the Local Control Accountability Plan (LCAP), Santa Rosa City Schools opened College and Career Centers in each of the five comprehensive high schools during the week of October 26, 2015. Each center is staffed with a full-time College and Career Counselor. A part-time College and Career Counselor is providing additional college and career services to students and families at the district’s continuation high school. The Board will receive an update on the College and Career Center Support meetings, Naviance, the Financial Aid Campaign Week, and Work-based Learning activities. 

$828,930 in LCAP Supplemental for the College and Career Counseling staff, the Financial Aid Campaign, Naviance, Work-Based Learning Coordinators, trainings, field trips, and materials and supplies for the centers.

The Board will be updated with the new California State Dashboard.  The Dashboard contains reports that display the performance of local educational agencies (LEAs), schools, and student groups on a set of state and local measures to assist in identifying strengths, weaknesses, and areas in need of improvement.

Based on the Local Control Funding Formula (LCFF), which was passed in 2013, California has a new accountability system that is based on multiple measures. These measures are used to determine local educational agency (LEA) and school progress toward meeting the needs of their students. The measures are based on factors that contribute to a quality education, including high school graduation rates, college/career readiness, student test scores, English learner (EL) progress, chronic absenteeism, suspension rates, and parent engagement.

The sweeping overhaul of California's Accountability and Continuous Improvement System, ushered in with the 2013 passage of the LCFF, not only gives California a chance to address historical inequities, but provides the CDE an opportunity to address and update the way we engage and work with one another to better support California's schools and the students they serve.

Performance on these multiple measures will be reported through the new California School Dashboard  External link opens in new window or tab. (Dashboard), coming March 2017. The new accountability system reflects a clear expectation that all LEAs and schools can and should improve and emphasizes equity by focusing on student group performance. This new multiple measures system replaces the former Academic Performance Index (API), which was based solely on testing results, and the federal requirement to calculate Adequate Yearly Progress (AYP).

LEA and school performance in the ten LCFF priority areas are measured using a combination of state and local indicators.

The School Dashboard is one piece of information in determining how LCAP funds are spent throughout the district. The funds receive during for the 2016-2017 school year were:

The Board will consider approval of the revised SPSAs in order to resolve a finding from the Federal Program Monitor process.

Santa Rosa City Schools was selected for a 2016-2017 school year on-line monitoring review.  The information presented explains the Federal Program Monitoring process and outlines the California Department of Education's findings as of March 2, 2017.  

Federal and state laws require the California Department of Education (CDE) to monitor implementation of categorical programs operated by local educational agencies (LEAs). LEAs are responsible for creating and maintaining programs which meet minimum fiscal and programmatic requirements. The Federal Program Monitoring process is an overall determination of whether the LEA is meeting statutory program and fiscal requirements for categorical programs. Santa Rosa City School District categorical programs are Title I, Title II and Title III.  This process occurs every three years and the two schools chosen as a sample to monitor the Elementary district were Brook Hill and James Monroe. Santa Rosa City Schools was monitored at the Elementary district level as well.

Santa Rosa City Schools Single Plans for Student Achievement (SPSA) were part of this review. 

Each year, school sites are required to develop/and or revise their school plans. California Education Code (EC) Section 64001 requires that a School Site Council (SSC) develop the Single Plan for Student Achievement (SPSA) along with any applicable school advisory committee. The SSC’s responsibilities include approving the plan, recommending it to the local governing board for approval, monitoring its implementation, and evaluating the effectiveness of the planned activities at least annually. Schools and districts that receive state and federal or other applicable funding through the district’s Consolidated Application (Con App) process prepare a SPSA for any recipient school. The SPSA is the blueprint to improve the academic performance of all students. SPSA specifics are also included in the Federal Program Monitoring process.¹ School districts must assure that School Site Councils (SSCs) have developed and approved the SPSA for schools participating in programs funded through the Con App process.

With the new funding system, the Local Control Funding Formula (LCFF) and the Local Control Accountability Plan (LCAP), the SPSA is the connection to, not only Title I funding, but also to site allocated LCAP funds with greater resources for English Learners, Foster Youth and Low Income students. 

As a result of the Federal Program Monitoring process the 2016/17 SPSAs have been revised in order to resolve findings and must now be approved by the Board of Education.

^{1 EC Section 64001 (g) ,2 EC Section 64001 (a): California Education Code (EC) Section 64001 requires that a SSC develop the Single Plan for Student Achievement (SPSA). The SSC must approve the plan, recommend it to the local governing board for approval, monitor its implementation, and evaluate the effectiveness of the planned activities at least annually.}

The Board will consider approval of a federal grant proposal that will support Santa Rosa City Schools in the work begun with the Collaborative Curriculum Design.  This grant is a research grant to evaluate the effects of the Collaborative Curriculum Design protocol and process on students’ performance in literacy.  Specific attention is paid to our English Learner students. 

Santa Rosa City Schools began the work with Collaborative Curriculum Design during the 2015-16 school year.  This project focuses on improving students' literacy performance through research-based, literacy rich learning progressions.  The Collaborative Curriculum Design captures the expertise of SRCS teachers in developing integrated Units of Study that are anchored on English Language Arts standards and provide rich, engaging learning opportunities for students around open-ended problems.

The Early-phase "Investing in Innovation" federal grant, worth up to $4 million over the course of 5 years would provide funding to support the work of the Collaborative Curriculum Design teams in grades K-8.  Applicants must focus on literacy achievement for all students and especially ELs and high-needs students.  The Innovation must have potential to be replicated and scaled to a wider audience (county-state-nation).  At the end of the initial 5 years, grant recipients will have opportunities to apply for the Mid-Phase grant and ultimately a Final-Phase grant.   

Receiving this grant, would support the full development of the Units of Study by the Collaborative Curriculum Design teams, including field testing and implementation, K-8, with grades 9-12 on the horizon. 

Letters in support of Collaborative Curriculum Design have been collected as part of the grant application.  Some samples are attached.

Previous Board Activity:

October 26, 2016     The Board received a report on Collaborative Curriculum Design outlining the project and work of the teacher teams.  

The Early Phase “Investing in Innovation” grant, if received, could fund up to $800,000 per year for up to 5 years.  As part of the grant, Santa Rosa City Schools would provide matching "in-kind" funds of 10% of the award annually.  This 10% ($80,000/year) does not exceed our current annual investment in this project.

The Board will consider the award of bid and deductive change order #01 for the Hidden Valley Elementary Re-Roofing and HVAC project. This project is funded through the Measure L Bond Program. 

On February 8, 2017, the Board approved PBK for summer roofing projects including Biella Elementary, Hidden Valley Elementary, Monroe Elementary, Slater Middle School Gymnasium, and Piner High School. These schools were brought forward based on the needs assessment of each school and a review of work orders identifying the greatest areas of need for repair. Hidden Valley Elementary and Slater Middle School Gymnasium projects are presented on subsequent agenda items. Monroe Elementary and Piner High School bid packages will be brought to the Board for consideration at the April 26, 2017 meeting. 

Hidden Valley Re-roofing and HVAC Project

On February 13, 2017, a notice inviting bids for the Hidden Valley Elementary Re-Roofing and HVAC project was issued. 

A request for bids was advertised in the Press Democrat, on the District's website and was sent to local contractors. One (1) bid was received from Henris Roofing. The bid was opened on March 16, 2017.

Based on an analysis of the submitted bid documents, verification of California Contractor’s license ‘C-39’ is current and active, PBK Architects recommends that Santa Rosa City Schools enter into a separate formal agreement, as outlined in the Contract Documents, with Henris Roofing for the sum of One Million, Eight Hundred Eighty Eight Thousand, Four Hundred Forty Four Dollars ($1,888,444.00) for the Base Proposal.

The evaluation team found the bid to responsive but exceeded the budget for the project. In discussion with the evaluation team, legal, and the contractor, the contractor offered value engineered alternatives to the proposal to meet our budget requirements. This value engineered proposal is included as Deductive Change Order #01. This change order reduces the total cost of this project by $548,755 while meeting the necessary requirements of this project. 

Due to Henris Roofing successful construction record and their overall evaluation, we believe they are the best qualified to successfully execute the requirements of these contracts, and therefore will bring the best value to the District.

Staff recommends awarding the bid to Henris Roofing, Inc for 1,888,444.00 and approving deductive Change Order #01 in the amount of $548,755 for a total $1,339,689.00.

$1,339,689.00 - Measure L Bond Program. This total includes deductive Change Order #01.

The Board will consider the award of bid and deductive change order #01 for the Biella Elementary Re-Roofing and HVAC project. This project is funded through the Measure L Bond Program. 

On February 8, 2017, the Board approved PBK for summer roofing projects including Biella Elementary, Hidden Valley Elementary, Monroe Elementary, Slater Middle School Gymnasium, and Piner High School. These schools were brought forward based on the needs assessment of each school and a review of work orders identifying the greatest areas of need for repair. Hidden Valley Elementary and Slater Middle School Gymnasium projects are presented on subsequent agenda items. Monroe Elementary and Piner High School bid packages will be brought to the Board for consideration at the April 26, 2017 meeting. 

Biella Elementary Re-roofing and HVAC Project

On February 13, 2017, a notice inviting bids for the Biella Elementary Re-Roofing and HVAC project was issued. 

A request for bids was advertised in the Press Democrat, on the District's website and was sent to local contractors. One (1) bid was received from Rua and Son Mechanical. The bid was opened on March 16, 2017.

Based on an analysis of the submitted bid documents, verification of California Contractor’s license ‘C-39’ is current and active, PBK Architects recommends that Santa Rosa City Schools enter into a separate formal agreement, as outlined in the Contract Documents, with Rua and Son Mechanical, Inc. for the sum of One Million, Seven Hundred Seventy One Thousand, Two Hundred Fifty Dollars ($1,771,250.00) for Base Proposal.

The evaluation team found the bid to responsive but exceeded the budget for the project. In discussion with the evaluation team, legal, and the contractor, the contractor offered value engineered alternatives to the proposal to meet our budget requirements. This value engineered proposal is included as Deductive Change Order #01. This change order reduces the total cost of this project by $299,000 while meeting the necessary requirements of this project. 

Due to Rua and Son Mechanical, Inc. successful construction record and their overall evaluation on, we believe they are the best qualified to successfully execute the requirements of these contracts, and therefore will bring the best value to the District.

Staff recommends awarding the bid to Rua and Son Mechanical, Inc for 1,771,250.00 and approving deductive Change Order #01 in the amount of  -$299,000 for a total $1,472,250.

$1,472,250.00 - Measure L Bond Program. This total includes deductive Change Order #01.

The Board will consider the award of bid for the Slater Middle School Gymnasium Re-Roofing. This project is funded through the Measure I Bond Program. 

On February 8, 2017, the Board approved PBK for summer roofing projects including Biella Elementary, Hidden Valley Elementary, Monroe Elementary, Slater Middle School Gymnasium, and Piner High School. These schools were brought forward based on the needs assessment of each school and a review of work orders identifying the greatest areas of need for repair. Hidden Valley Elementary and Slater Middle School Gymnasium projects were presented on previoius agenda items. Monroe Elementary and Piner High School bid packages will be brought to the Board for consideration at the April 26, 2017 meeting.

Slater Gymnasium Re-Roofing Project

On Thursday, March 16, 2017 at 4:30 p.m., a competitive sealed bid was received at the
Santa Rosa City Schools, Board Room, for the Herbert Slater Middle School Re-Roofing Package. One (1) contractor submitted a sealed bid. In our review, Henris Roofing Company submitted a responsive and responsible low bid.

Based on an analysis of the submitted bid documents, verification of California Contractor’s license ‘C-39’ is current and active, PBK Architects recommends that the Santa Rosa City School enter into a separate formal agreement, as outlined in the Contract Documents, with Henris Roofing Company for the sum of Six Hundred Five Thousand, Six Hundred Fourteen Dollars ($605,614.00) for the Base Proposal.

Due to Henris Roofing Company successful construction record and their overall evaluation, we believe they are the best qualified to successfully execute the requirements of this contracts, and therefore will bring the best value to the District.

This project is for the gymnasium and locker room roof replacement.

$605,614.00 - Measure I Bond Program

The Board will consider approval of Board Policies (9000 Series - Board Bylaws).

The Santa Rosa City Schools board policy is in need of major updating.  For the past year, CSBA has been assisting in the review and update of all the district's policies.  As part of this ongoing effort, the Board will be reviewing the policies by sections.  Once the policies have been approved, they will be sent to CSBA for completion and upload to the online board policy system, Gamut Online.  

The Board will consider approval of Board Policies (0000 Series - Philosophy, Goals, Objectives and Comprehensive Plans).

The Santa Rosa City Schools board policy is in need of major updating.  For the past year, CSBA has been assisting in the review and update of all the district's policies.  As part of this ongoing effort, the Board will be reviewing the policies by sections.  Once the policies have been approved, they will be sent to CSBA for completion and upload to the online board policy system, Gamut Online.  

The Board will consider approval of Board Policies (2000 Series - Administration).

The Santa Rosa City Schools board policy is in need of major updating.  For the past year, CSBA has been assisting in the review and update of all the district's policies.  As part of this ongoing effort, the Board will be reviewing the policies by sections.  Once the policies have been approved, they will be sent to CSBA for completion and upload to the online board policy system, Gamut Online.  

The Board will consider approval of Board Policies (7000 Series - Facilities).

The Santa Rosa City Schools board policy is in need of major updating.  For the past year, CSBA has been assisting in the review and update of all the district's policies.  As part of this ongoing effort, the Board will be reviewing the policies by sections.  Once the policies have been approved, they will be sent to CSBA for completion and upload to the online board policy system, Gamut Online.  

These items are presented for informational purposes only.

The quarterly report required by the Williams Settlement to be filed with Sonoma County Office of Education is presented for the Board’s information.

During this quarter January 1 – March 31, 2017, there has not been any Williams complaints regarding instructional materials, facilities or teacher vacancies and/or mis-assignments.

Revisions of the following Administrative Regulation and Exhibit (Form) 1312.4 Williams Uniform Complaint Procedures recommended by the California School Boards Association (CSBA).

The revisions to Administrative Regulations and Exhibit (Form)1312.4 Williams Uniform Complaint Procedures have been recommended to reflect required elements of language and components. Obsolete language regarding the high school exit examination (CAHSEE) has been removed per the California Department of Education to comply with Ed Code 35186.