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 May 24, 2017, Regular Board Meeting.

The Board will consider approval of the minutes from the June 2, 2017, Special 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 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 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 5/11/17 through 6/1/17 for a total of $4,004,895.66. 

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)  - May 11, 2017 through June 1, 2017 = $ 4,004,895.66.
Warrants (Total 16/17 Fiscal Year) - July 1, 2016 through June 1, 2017 = $62,046,031.58.

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 May 24, 2017 = $69,049.69
District-wide donations year to date = $546,108.24

 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 = $69,404.00

The Board will consider approval of the 2017-2018 implementation agreement with the national Advancement Via Individual Determination (AVID) organization which would allow Santa Rosa City Schools (SRCS) to continue this college preparatory program that is currently being offered at the following three SRCS secondary sites; Elsie Allen High School, Montgomery High School, Lawrence Cook Middle School.

AVID, Advancement Via Individual Determination is a college readiness system that is designed to increase school-wide learning and performance. The AVID College Readiness System (ACRS) accelerates student learning, uses research-based methods of effective instruction and provides meaningful and motivational professional learning.   Beginning with one high school and 32 students, AVID now impacts more than 1.5 million students in more than 5,700 schools and 43 post-secondary institutions in 46 states, the District of Columbia and across 16 other countries/territories.” http://www.avid.org/abo_whatisavid.html

For the 2017-2018 school year, the implementation agreement with AVID allocates a payment from each of the three participating schools, paid from district LCAP Supplemental funding, in the amount of $3,799 for membership fees, $519 AVID weekly Subscriptions and a $6000 cost for the first year of Lawrence Cook Principal's training as a Co-District Director.  Future additional AVID professional development costs will be funded through site budgets. Site allocated general funded sections at an estimated $17,944 per section are used to support this college preparation elective.

The Board will consider approval of Resolution 2016-17/062 to declare approximately 915 non-operable electronics and miscellaneous items as obsolete and of insufficient value and authorize staff to sell and/or dispose of the items.

All of the items identified in the Disposal of Obsolete Computers, Related Equipment / Electronics and Miscellaneous Equipment document is over three years old (most of it much older) which is the generally accepted threshold for determining whether it has any resale value. The identified equipment has predominantly been used for instructional applications and has been replaced by newer equipment during the last two or three years. With the exception of some old units that were relocated from school sites to the District Warehouse, most of the units have been stored at school sites that can use occupied space for other purposes. The quantity of items at each site could increase slightly between preparation of this agenda item and actual disposal since new electronic items are arriving daily to replace the obsolete equipment.

Page 2 of the Disposal of Obsolete Computers, Related Equipment / Electronics and Miscellaneous Equipment describes locations and quantities of miscellaneous items to be disposed of.

From time to time, the Board acts on recommendations to declare old equipment as surplus and to authorize disposal by the appropriate means, most recently was on January 25, 2017.

The Board will consider approval of the removal/recycle of approximately 12,800 unusable, outdated and/or damaged instructional materials and textbooks that has been removed from sites and stored in the Warehouse in accordance with District policy and State law.

For several years, the District has been replacing textbooks due to the availability of State funds and the requirement that all such instructional materials and textbooks be aligned with State standards.

As new instructional materials and textbooks have been acquired and implemented, previously used instructional materials and textbooks have been put into storage at various sites and at the District Warehouse. The quantity of stored books has grown to the point that continued storage is no longer practical. Staff will therefore, after 60 days of this notice, recycle or donate the material as delineated in Administrative Regulation 3270.

The Board will consider approval of Resolution 2016/17-063 Authorization of Personnel to Sign Orders on District Funds.

This will authorize, empower, and update the signatories for District banking. This resolution authorizes Andre Bell, Assistant Superintendent Business Services and Joel Dontos, District Executive Director, to sign orders for the payment of lawful expenses of the District on funds of the District.

The Board will consider approval of a Specially Designed Academic Instruction in English (SDAIE) Variable Term Waiver Request to the State of California Commission on Teacher Credentialing (CTC) for Karl V. Turner, III.

This SDAIE Variable Term Waiver will allow the district to fill a .20 FTE CTE Culinary Arts teaching position at Elsie Allen High School for the 2017-2018 school year with rehiring Karl V. Turner III, who is currently enrolled in a CTE credential program.

The Board will consider renewing a one-year Memorandum of Understanding (MOU) with the Sonoma County Superintendent of Schools as the Local Educational Agency (LEA) for the North Coast Teacher Induction Program (NCTIP) and Santa Rosa City Schools for the 2017-2018 school year.

All new teachers are required to complete two years of teacher induction to receive their clear credential.  In addition, all interns are required to complete a form of induction.  The cost of each program varies. With the teacher shortages that we are experiencing, it is a significant recruiting tool that the District pays the cost of induction.

This year the District paid $308,900 for the teacher induction services and received $119,700 to offset compensations for Mentor & District Coordinator services provided to NCTIP.  With the fee-for-service model next year, it is estimated at a cost between $211,500 - $365,00, not including reimbursement for Mentor/District costs and assuming the enrollees remain consistent with this year.  This investment will be funded by the Educator Effectiveness fund for one more year.

The Board will consider approval for the Monroe Roofing Bid for rooms F2, W2, W3, and W5. This project is being funded through the California State Emergency Repair Program (ERP). 

On May 27, 2017, SRCS, using the California Uniform Construction Cost Accounting Act (CUPCCAA), sent invitations to registered contractors for work to be performed at the Monroe Elementary. Scope of work included:

• Modular Building Roofing - Rooms: F2, W2, W3, & W5

Key Dates for Bid 

May 27, 2017 - Notifications to Contractors 
June 1, 2017 - Interested Bidders Conference
June 5, 2017 - Q&A Deadline
June 8, 2017 - Bid Opening - 2:00pm  

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 Rua & Sons Mechanical, Inc for the sum of One Hundred Fifty Four Thousand Six Hundred Fifty dollars ($154,650)

Due to Rua & Sons Mechanical, Inc's 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.

$154,650 - California State Emergency Repair Program (ERP) Funding

The Board will consider approval for the Monroe HVAC bid for rooms W2, W3, and W5. This project is being funded through the California State Emergency Repair Program (ERP). 

On May 31, 2017, SRCS, using the California Uniform Construction Cost Accounting Act (CUPCCAA), sent invitations to registered contractors for work to be performed at the Monroe Elementary. Scope of work included:

• Modular Building HVAC - Rooms: W2, W3, & W5

Key Dates for Bid 

May 31, 2017 - Notifications to Contractors 
June 1, 2017 - Interested Bidders Conference
June 6, 2017 - Q&A Deadline
June 9, 2017 - Bid Opening - 10:00a  

On Friday, June 9, 2017 at 10:00 a.m., informal bids were received at the Santa Rosa City Schools, Board Room, for the James Monroe Elementary School Modular HVAC Replacement. Two (2) contractors submitted sealed bids, Matrix HG, Inc. and RJ Mechanical which submitted the responsive and responsible low bid.

Based on an analysis of the submitted the documents we have verified that California contractors license is current and active. PBK hereby recommends that the Santa Rosa City School District enters into a separate formal agreement as outlined in the contract documents with RJ mechanical Inc. for the sum of One Hundred Five Thousand, Two hundred Twenty Dollars ($105,220.00) for Base Proposal. 

Given RJ Mechanical Inc.'s successful construction record and their overall evaluation, we believe they are the best qualified to successfully execute the requirements of this contract, and therefore will bring the best value to the District. 

$105,220 - California State Emergency Repair Program (ERP) Funding

The Board will consider approval of an MOU with the Sonoma County Department of Health Services for the High School Safe Routes to School Pilot Program services. 

The High School Safe Routes to School Pilot Program services are aimed at supporting students at Maria Carrillo High School, Montgomery High School, Piner High School and Santa Rosa High School, to walk, bike, carpool or take public transit to and from school more frequently.  

Sonoma County Department of Health (SCDH) will provide:  High School Contractors to train, mentor and provide technical assistance to the Student Safe Routes to School (SRTS) Leaders and/or Champion Teachers at each site. An  Engineering Contractor to lead efforts to assess traffic safety issues at pick-up/drop-off times, conduct a walking audit and create school Recommended routes Maps.  

Santa Rosa City Schools will;  Identify a Champion Teacher for each school, identify days and times when SCDH and HS Contractor can conduct observations and collect student surveys and provide SCDH with student addresses (without names) and school bus stop locations, provide HS Contractor and Engineer Contractors with access to school grounds to provide training, be mentoring and technical assistance to Student SRTS Leaders and/or Champion Teachers, conduct evaluation activities such as parent surveys, student surveys, pick-up/drop-off observations, and a walking audit.  SRCS will identify at least one school staff member and/or administrator to meet with SCDH staff to participate in a walking audit in the spring of 2018 and to meet at least three time during the project term to discuss adoption of HS Program by the school district as a "senior project" and other SRTS school priorities. . 

SRCS will support Student SRTS Leaders  by providing space to meet regularly, access to school communication venues to promote SRTS activities, as they engage administration on school policy, program and/or infrastructure improvements related to SRTS in the spring of 2019.

Previous Board Actions 

Board approved a letter to be sent to the Open Space district supporting the concept of safe routes to school on May 24, 2006.

There is no financial impact to the district.

The Board will consider approval and continuation of the CNS meal contract program.

Child Nutrition Services (CNS) has provided meals to Districts without their own food service program for over 20 years. This service adds revenue to CNS to support the district nutritional program.

For the 2017-18 school year the following districts are requesting the continuation of this service:

•             Mark West Union
•             Piner-Olivet Union
•             Gravenstein Union
•             Sebastopol Union
•             Sierra School 

Contracts have been an integral part of the financial make up of CNS for a number of years. For the 2017-18 fiscal year the contracts generate revenue to CNS of approximately $160,000. Given no projected increase in expenditures for the 2017-18 fiscal year, CNS is recommending that the rate charged to our contracted Districts remain the same as the 2016-17 school year. 

The Board is being presented with a resolution for a public hearing, as required by Education Code 52060 (b)(2), which requires the K-6 Elementary District to hold a public hearing prior to the acceptance of the Local Control Accountability Plan (LCAP).

The Local Control Funding Formula (LCFF) is the new funding formula for the State of California (Education Code section 52060 and 52066). The LCFF identifies eight state priorities that school district must address in their Local Control Accountability Plan (LCAP). At this board meeting, the Board will hold a Public Hearing in preparation for the final approval to be conducted at the June 28 board meeting.

Previous Board Activity

4/23/14, 5/14/14, 5/28/14, 6/25/14, 10/8/14, 2/11/15, 5/27/15,6/10/15,6/24/15,10/15/15,5/11/16,5/25/16, 5/24/17

The proposed LCAP for Elementary comprises 7,311,246.00 in Supplemental Concentration funds for the 2017-2018 school year.

The Board is being presented with a resolution for a public hearing, as required by Education Code 52060 (b)(2), which requires the 7-12 Secondary District to hold a public hearing prior to the acceptance of the Local Control Accountability Plan (LCAP).

The Local Control Funding Formula (LCFF) is the new funding formula for the State of California (Education Code section 52060 and 52066). The LCFF identifies eight state priorities that school district must address in their Local Control Accountability Plan (LCAP). At this board meeting, the Board will hold a Public Hearing in preparation for the final approval to be conducted at the June 28 board meeting.

Previous Board Activity

4/23/14, 5/14/14, 5/28/14, 6/25/14, 10/8/14, 2/11/15 5/27/15,6/10/15,6/24/15,10/15/15,5/11/16,5/25/16,5/24/17

The proposed LCAP for Secondary comprises $7,664,840.00 in Supplemental funds for the 2016-2017 school year

The Board will hold a public hearing regarding the Santa Rosa City Schools' budget for the 2017-18 fiscal year.

Under the requirements of Education Code 52062, the Public Hearing for the LCAP and the Public Hearing for the Adopted Budget must be held at the same meeting and at a separate meeting from the meeting where the LCAP and Budget are approved. This is the fourth year of the LCAP requirements.

The hearing is intended to provide members of the public a scheduled opportunity to comment on the District's proposed budget. The budget will be brought back to the Board on June 28, 2017, for adoption.

As required by law, the budget is available for public inspection in the Superintendent's  Office from June 9, 2017, through June 14, 2017. The notice of public inspection was published in the Press Democrat, a local newspaper, on May 26, 2017.

The Board will approve the proposed instructional materials reviewed by the Instructional Materials District-Wide Committee (IMDC) for the 2017/2018 school year.

The Santa Rosa City School District received one-time funds from the State in the amount of $7,658,915 in 2015. Due to years of not adopting instructional materials, these funds were set aside to purchase instructional materials to coincide with the implementation of common core. These funds were divided between Elementary and Secondary based on enrollment.

In March 2016, the Textbook/Instructional Materials Selection and Adoption Committee were formed and updated the Board Policy 6161.1 to include the selection of instructional materials that meet the new California State Standards and to reflect the new Local Control Accountability Plan (LCAP) and the Local Control Funding Formula (LCFF). The Board approved these updates at the May 11, 2016, meeting.

As part of the new instructional materials adoption process, the Instructional Materials District-wide Committee (IMDC) was formed to determine how this funding would be spent. The committee identified English Language Arts and Mathematics as the two departments to undergo a full adoption process.The remaining funds were to be distributed to all other departments. The committee decided that each course/department would receive $33.00 per student enrolled on October 5, 2016.

School Principals were given their site allocations by department/course/student enrollment and asked to distribute the information to their staff. The deadline to submit requests for instructional materials was May 5, 2017.On May 8, 2017, the IMDC met to review, approve or deny the requests. All of the requests were approved by the IMDC.

The English Language Arts and Mathematics Departments formed Instructional Materials Selection Committees (IMSC) that met several times during the spring. Each of these IMSC's identified textbooks and supplemental books that the Departments wish to have on site at the start of the new school year. the remainder of their funds will be spent after pilots of new materials have occurred.

Instructional materials requested and approved by the Board on June 14, 2017, will be on sites and available for students use at the start of the new school year. 

Previous Board Actions:

May 11, 2016,  approved updates to BP 6161.1

Funding for the Instructional Materials purchases is coming from the one time money from the State received in 2015/2016 and designated for instructional materials.

The Board will consider approval of Blackboard Inc.'s proposal for a hosted District website, mobile communications application designed to fully integrate with the mass notification system (auto-dialer). SRCS currently uses Blackboard Inc.'s mass notification system (Formerly known as ParentLink).

Santa Rosa City Schools' District and LCAP Goals include increased family engagement. In our diverse district, this engagement must include a variety of communication tools, in multiple languages, through a user-friendly system. We are challenged to proactively communicate in the places where our community members expect to receive information. Face-to-face interaction and paper fliers have largely been replaced by web communication, and increasingly by mobile devices and associated applications. This proposal provides a solution with integrated, multi-channel technology: a district website and mobile app that work with our current mass notification system. 

District website: The district website should be a hub of information, including emergency alerts, forms, calendars, personnel and school contact information, and district news and events. It should be user-friendly, easy to navigate (intuitive), searchable, accessible on both computers and hand-held devices, translatable into various languages, and accessible for people with disabilities. The design and content management system (CMS) of the current SRCS district website has not been updated since 2013, and the website is increasingly out of line with current user expectations. The search function often yields inconsistent, outdated or irrelevant information. The limitations of the CMS make it difficult to add visual elements such as video or photographs. The website is also difficult to update; in fact, some updates to the site require the use of outdated versions of Internet Explorer. Because the CMS is older, it does not have the capabilities of more modern sites regarding formatting. That formatting has become an increasing concern regarding accessibility to individuals with disabilities. 

About ADA compliance: New rules on Americans with Disabilities Act website compliance will be issued soon with a deadline of compliance by January 2018. Existing guidelines -- ADA, Web Content Accessibility Guidelines (WCAG) 2.0 and Section 508 -- increasingly are being enforced in schools and districts throughout the country. The U.S. Dept. of Education’s Office for Civil Rights (OCR) recently settled with 11 education organizations over website accessibility concerns. School and College Legal Services of California recommended that districts should review their website accessibility and correct it in a timely matter. The Blackboard Web Community Manager website is designed for accessibility compliance, and would conform to our mission of serving our entire school community. A recent check of the SRCS website show a minimum of 55 compliance issues that will need to be addressed.

Mobile app: While anyone with a tablet or smartphone could search the internet with a web browser, far more people in 2017 are using a dedicated application or “app,” such as Facebook or Google Maps, when they use their mobile device. Data from March 2017 (from the analytics firm Flurry), shows U.S. users’ time spent on mobile apps continues to grow to up to five hours per day on mobile devices. In contrast, web browser share on mobile devices is now at 8%, down from 20% in 2013. Integration with the Blackboard mobile app will expand the reach of SRCS content to a growing mobile demographic. The mobile app also allows for messages to pop up on mobile devices, such as emergency notifications to parents. Blackboard works with many mid-to-large school districts all over the country, including powering about half of the top 200 largest district websites. It also claims more downloads of district mobile apps than all of its competitors combined.  

Our goal is to proactively communicate messages to parents and community members across the channels that they use and prefer, including voice, email, text, website, social media, and mobile app. The solution is to select integrated, multi-channel communication technology that works with our current mass notification system. An example of this approach is illustrated in the Attachment 2.

The proposal from Blackboard Inc. includes:

New services:

• Hosted Website Solution for the main District website
• Mobile Application
• Implementation Services for Website and mobile application
• Training

Existing Services:

• Blackboard Mass Notifications (Formerly ParentLink) – Through this proposal all three services will be combined into one contract.

This proposal provides a fully off-site hosted solution. In the event of power failure at the District Office or Internet Service interruption, the SRCS website and other communication tools (i.e. mobile application and mass notification system) would be unaffected and would be able to provide status updates and other relevant information.  

Through evaluation, by our Communications Coordinator and CTO, of different educational website providers and conversations with other school districts, it was determined that procuring these services from a single known vendor (Blackboard) would provide the most benefit to the District. With familiarity of the mass notification system, adding the hosted website solution and mobile app, gives SRCS an unified product line and interface to reach the greatest number of user.

Implementation

If approved, implementation will begin in the summer of 2017. The mass notification system is already in use. The website and mobile app will be worked on throughout the summer with anticipated “go live” in the early part of the 17/18 school year. After initial design, our user communities will be asked for input on needs for the site.

Blackboard products also integrate with Illuminate Education’s platform of services that we are currently implementing. The full integration will also happen during this time period. 

Initial setup for website and mobile communications application (one time expenditure) - $16,290

Hosted Website Solution (Annually) - $1,250
Mobile Communications Application (Annually) - $16,524
Mass Notification System (Annually) - $34,615*

Total (Annually) = $52,389

*Mass Notification System (Formerly ParentLink) has been an ongoing Base funded cost.This system is currently in use by SRCS. The additional $17,774 will be paid through supplemental funds. 

This is funded through Base and Supplemental Funds.  

The Board will consider approval for a classroom and site safety device that includes emergency notification capabilities with flashers for the deaf and hard of hearing, two-way classroom intercom, classroom and campus speakers, bells, and district-wide synchronized clocks. This project is funded through the Measure I and L Technology Bond Program.

As outlined in the Facilities Master Plan (FMP) and the FMP Implementation Plan, campus and classroom safety was identified as a priority at all sites.  In coordination with our infrastructure project, replacing our existing intercom and clocks with a solution that provides increased functionality for communication to our classrooms, offices, and outdoor areas at every SRCS' site is an important first step to address our security and safety needs.  

The IP based emergency notification/ speaker / intercom / bell/ clock device is an upgrade of both features and functionality when compared to our older existing singular use intercom and clock system. The new system will have the ability to send emergency notifications to a classroom, entire site or all of Santa Rosa City Schools as warranted. This systems will also integrate with our data network and the new phone system that will be installed through our Bond Infrastructure Project. The clock/speakers and outdoor speakers will be installed at every site throughout SRCS.

These new devices will address several areas of need throughout SRCS including:

Safety:

• Configurable flashers to notify deaf and hard of hearing staff and students
  • 3 individually controlled colored flashers to signify different types of announcements/messages
• Two-Way Intercom
• Scrolling text messaging for announcements and alerts
• Ability to make campus wide announcements from any phone once the new phone system is installed. 

Operability:

• Internet Protocol (IP) based solution works over our data network
• New phone system will work with and complement intercom and emergency alerts - Announcement can be made from any phone rather than a single location generally in the front office. 
• One system for sites, classrooms, and outdoor areas for ease of management and maintenance

Using the DGI - CMAS contract for this purchase allows us to receive exceptionally good pricing. As discussed previously, CMAS sets the ceiling for product price in the pre-negotiated contract.

Staff has determined that the pricing from DGI through their CMAS contract for this project is fair, reasonable, and competitive and meets the needs of SRCS.

Previous Board Activity

October 12, 2016 - Discussion Item

Networked enabled Bell/Clock/Speaker (Quantity 1474) = $1,157,473.24
Outdoor Speaker (Quantity = 638) = $321,494.58

Informacast (Software for System) = $43,955.34

Professional Services (Installation and system configuration) = $701,621.24

Total Cost including tax and shipping = $2,373,057.70

This project is funded through Measure I and L Technology Bond Program.

The Board will consider approval of network equipment including routers/switches, wireless access points, phones, and professional services/installation at the Santa Rosa Charter School for the Arts and the Lewis Campus. These two sites were not originally included in the Bond Infrastructure Project due to construction. Santa Rosa Charter School for the Arts will be funded through the Measure L Technology Bond Program. The Lewis Campus will be appropriately split between the Measure I and L Technology Bond Programs (70%/30% respectively). 

As reported previously, upgrading our network infrastructure is vital to ensure operability for staff and students. These upgrades will provide the initial foundation to support existing technologies and in preparation for new devices and technologies. 

This projects address:

• Operational Sustainability
• Capacity
  
• Longevity
  
• Scalability

At the time of Board Approval for the Network Access and Infrastructure Project Technology Bond Project (February 10, 2016), Santa Rosa Charter School for the Arts and the Lewis Campus were not included due to the construction taking place at the Humboldt Campus. Staff waited until the end of construction to ensure the proper equipment and associated quantities were known for each site. 

Equipment for these sites include:

• Network Infrastructure - Routers and Switching Equipment
• Network Infrastructure - Wireless Access Points
• Network Infrastructure - Uninterruptible Power Supplies for Network Equipment
• Phone System - Handsets and Appropriate Licensing
• Professional Services - Installation and Configuration of Services

Using the DGI - CMAS contract for this purchase allows us to receive exceptionally good pricing. As discussed previously, CMAS sets the ceiling for product price in the pre-negotiated contract.

Staff has determined that the pricing from DGI through their CMAS contract for this project is fair, reasonable, and competitive and meets the needs of SRCS.

Previous Board Activity

• February 10, 2016 - Board Approved Network Access and Infrastructure Technology Bond Program Project - Phase II
• September 9, 2015 - Board Approved Network Access and Infrastructure Technology Bond Program Project - Phase I

$409,224.52 - Network Infrastructure Equipment including tax, ongoing support, and professional services for both the Lewis and Santa Rosa Charter School for the Campus. 

This is a Technology Bond Program Funded Project:

Measure L (SRCSA (100%) / Lewis (30%)) = $266,073.40

Measure I (Lewis - 70%) = $143,150.43

The Board will consider approval of an issuance of a Request for Proposals for District-Wide refuse pickup/disposal services. 

In January of 2001, the Board authorized District staff to bid a five-year renewal contract for refuse pickup/disposal service from 2001-02 through 2005-06. On March 14, 2001, the Board awarded the bid to West Sonoma County Disposal (now known as North Bay Corporation, a Division of the Ratto Group) with a term agreement effective July 1, 2001 through June 30, 2006.

On September 24, 2003, the Board approved an Amendment and Assignment to the Refuse Pickup/Disposal Service Contract (attached for reference). The amendment referenced that, "Since the starting date of the Contract, Contractor has been awarded a multi-year refuse contract with the City of Santa Rosa, has bought out the existing City of Santa Rosa refuse contract; and included in the Contractor's bid to the City of Santa Rosa was the offer to provide free refuse and recycling services to the campuses of public schools and colleges within the City limits; and further offered to provide such free services to SRCS, SRCS partner elementary schools and campuses of the Sonoma County Junior College District located within the attendance area of SRCS' High School District." A key term of the agreement, found on page 2, stipulated that "the Agreement of Services, Term of Agreement, is hereby extended to run concurrently with the term of the Contractor's Franchise Agreement with the City of Santa Rosa." The City of Santa Rosa's agreement with North Bay Corporation is scheduled to expire December 31, 2017.

The City of Santa Rosa issued a Request for Proposals for Residential and Commercial Garbage, Recycle Material and Organic Waste Collection Services on October 20, 2016. The City's RFP referenced that "Santa Rosa Recycling and Collection (SRRC) currently provides free Solid Waste Collection Services to the Santa Rosa City Schools (SRCS) and Santa Rosa Junior College (SRJC) schools and other facilities, however the current Agreement does not require them to do so."  Since the City is still in the formal process, a recommendation of award has yet to be presented to the City Council for approval.

On March 22, 2017, SRCS received a letter from the City of Santa Rosa regarding solid waste collection and street sweeping services for the schools. The letter states “These services were not requested by the City and they are not required under the City’s franchise agreement with The Ratto Group.” The letter goes on to state “This is to inform you that the new City franchisee will not be required to provide solid waste collection or street sweeping services within the City because school districts are not subject to the City’s solid waste collection services franchise regulations. (see, Santa Rosa City Code, Ch. 9-12; Laidlaw Waste Systems, Inc. v. Bay Cities Svcs. (1996) 43 Cal.App.4th 630.) We are providing this notice so that schools within the City of Santa Rosa that are currently receiving collection services from the The Ratto Group may solicit and secure the services of a provider by December 31, 2017, if not already secured.”

The Santa Rosa Junior College has also expressed interest in working collaboratively with the District to procure proposals for refuse pickup/disposal services.

SRCS is still assessing options for service as well as waiting for the City of Santa Rosa to award to their contract. Staff will work to determine the best options to obtain services, and continue discussions with SRJC to determine the best course of action to ensure these services are available on January 1, 2018.

The financial impact will be determined after the bid process is complete. At this time, we have budgeted $250,000 for January 1 to June 30th, 2018 for district-wide services.  Upon receipt of the responses to the RFP and approval by the board, the budget will be adjusted accordingly.

The Board would like to develop a system by which they can evaluate their board meetings and the meeting process, in general.  The attached sample evaluation surveys will provide the Board a basis from which to develop a tool to conduct board meeting evaluations.

Ensuring board meetings are operating effectively and providing the necessary information and presentations for discussion and decisions is the purpose for developing an evaluation survey.   

The Board will consider approval of Board Policies 6161 through 6190. 

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.

On May 22, 2017, the California Interscholastic Federation met to develop/consider Conference alignment proposals for the completion of the 2016-2020 alignment cycle which will be considered by the final Conference meeting to be held on August 24. Alignment Committee members will vote on the three proposals selected to move forward. (See attachment.)

Any accepted proposal must meet the alignment criteria. To hold conferences accountable to following the criteria, the North Coast Section Commissioner has the ability, and the obligation, to appeal any proposal he/she believes does not meet the criteria. Following the Alignment Committee vote, a school or district may appeal the decision.

The California Interscholastic Federation examines realignment of member schools into basic leagues every four years. Schools shall be aligned into basic leagues by their conference per the following criteria:

1. Provide for competitive equity
   • Competitive equity is defined as an environment in which an athletic team or program has a reasonable opportunity for success over a period of years.
2. Geographic proximity is defined but not limited to the following:
   • Actual mileage from school to school, and/or
   • Experienced driving time from school to school considering traffic conditions
   • Loss of instructional time
   • Cost of transportation

Factors not to be considered by conferences, Alignment Committee of the Board of Managers in aligning schools would include, but not be limited to:

• Aligning schools within the same district or diocese in the same league,
• Maintaining traditional rivalries, and
• Composing leagues exclusively of public or private schools.
• Using enrollment data as a measure of competitive equity.

In addition, clarification that alignment is alignment of a school and their entire athletic program, not alignment based on one sport.

Possible financial impact if Proposal #2 is selected which would lead to increased travel time and distance for Elsie Allen and Piner High Schools.

For the Board's review is the Maria Carrillo High School WASC (Western Association of Schools and Colleges) Progress Visiting Committee Report.

On March 7, 2017, WASC held a Progress Visit to address the following critical areas for improvement that were incomplete or unaddressed at the Mid-Term visit.

• Increase and expand target interventions for students with disabilities, English Language Learners, Foster Youth, and those that are socially economically disadvantaged.
• Develop into a functional Professional Learning Community that works together on a common single interdisciplinary focus for each year.
• Formalize the informal systems for professional development.
• Integrate the Action Plan and SPSA into one plan that can be monitored and maintained.

From this review, WASC made the following commendation and recommendations.

Commendations :

• The quality and degree of progress in one year. Creating a system of action and decision-making based on data with an extraordinarily high level of commitment among staff to  (a) build shared understanding and accountability; (b) develop deeper levels of professionalism; (c) achieve higher levels of success for students. 
• Effective integration of SPSA and WASC to create one cohesive, focused action plan, with accountability based on data and frequency of reporting in the early stages. "For the first time, it [school plan] makes sense.  It is not more work. It is more meaningful work. Accountability is real. It is not checking the box." -Leadership Team member
• The new administrative team, working in conjunction with the WASC Self-Study and Leadership Team has created a clear organizational chart that involves multiple stakeholders in thinking and decision-making that supports ongoing inquiry, reflection and a system of accountability horizontally and vertically. Teachers are experiencing renewed energy for their work and deepened commitment to success for all students.
• New pilot programs (e.g., clusters and co-teaching) are providing interventions aimed building increased success for the targeted population. Along with MCU professional development and differentiation, these programs are showing both commitments to the success of these students and willingness to experiment to achieve this outcome.  Along with this has come an increase in participation in ELAC by parents, who spoke enthusiastically about the change.
  

Recommendations:

• Build on the incipient college and career center; create protocols or practices that enable students beginning in grade 9 to assess their strengths and interests and know requirements for admission to postgraduate learning -from junior college to elite universities end other career or work training - and be able to complete the steps for such entry.
• Build on the promising results of pilot programs, continue to assess efficacy, and expand demonstrably effective interventions for targeted student populations; con­tinue professional development especially on differentiation strategies;, strengthen collaboration among teaching teams, and timely analysis of student data to assess the effectiveness of piloted programs
• Continue efforts to bring Latino students into leadership positions within the school