Regular Meeting - SRCS Board of Education San Rafael City Schools September 11, 2017 6:00PM District Office - Boardroom
310 Nova Albion Way
San Rafael, CA 94903
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Board President Rachel Kertz, Vice President Greg Knell, Trustee Linda M. Jackson, Trustee
Maika Llorens Gulati, Trustee Natu Tuatagaloa
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President Kertz convened the meeting to Open Session at 5:00 PM. |
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Pursuant to Government Code section 54957.6, President Kertz adjourned the meeting to Closed Session at 5:01 PM. |
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President Kertz reconvened the meeting to Public Session at 6:05 PM. |
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2017-18 Student Board Members Yessenia Hernandez and Ryan Corr, led the Pledge of Allegiance |
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Board President Kertz will swear 17/18 student Board members into office. |
President Kertz administered the Oath of Office to incoming 2017/18 Student Board members Yessenia Hernandez, San Rafael HS, and Ryan Corr, Terra Linda HS |
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Ryan Corr, Terra Linda HS: - Back-to-School night was very positive - The Marin IJ covered 9/11 activities and lessons in Social Studies teacher Ray McClintock's class - This week is TL Homecoming Week with Spirit Days activities happening everyday. In response to Trustee Tutatagaloa's question, Mr. Corr noted that TL will be playing Redwood in the Homecoming game - Sports teams are doing well: golf, volleyball, cross country, water polo, tennis, cheer and football
Yessenia Hernandez, San Rafael HS: - ASB is merging with Link Crew for a whole school focus to integrate everyone into activities - Tomorrow is Club Rush where students can go around and find out about the different clubs on campus to join. Trustee Tuatagaloa inquired about any new clubs on campus this year. Ms. Hernandez noted the "DeTox" Club where students can talk about things giving them stress, the Body Positivity Club, Kindness Club, Interactive Club, STEM Club. - Friday is "Off the Leash" day where restaurants sell to students 30 minutes after school is out; giving back percentages of sales to the school. Trustee Llorens Gulati inquired whether this event was just for students. Ms. Hernandez responded it was mostly for students, but likely if others were on campus they could participate - Back to School night is this Thursday; Link Crew will be joining in to help parents and students that evening |
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That the Board receives updates from district labor leaders:
1) CSEA
2) SRTA
3) SRFT |
There were no updates at this time from CSEA or SRTA.
Chris Simenstad, SRFT President: expressed concerns over the discrepancy in the unaudited actuals showing deficit spending of $108K instead of last year's projection of $2.3M in deficit spending, his view of rank and file morale and the effect of budget reductions on students, loss of confidence in administration, further budget cuts should eliminate positions at the district office instead of teachers and custodians as was done last year; interested in effective management of the district. |
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The Board is presented with the Citizens Bond Oversight Committee 2015-16 Annual Report for Bond Measures A & B.
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Background: On November 3, 2015, voters residing within the San Rafael City School (SRCS) District passed Measure A and Measure B bond measures that authorize funding for needed repairs, upgrades, and new construction projects to the SRCS District’s elementary, middle and high schools respectively. These bond funds were approved to provide much needed capital improvements to school facilities, that includes significant funding directed at creating safe, innovative learning environments and instructional technology to support 21st Century learning. Planned additional classrooms, labs and equipment will reduce overcrowding in SRCS schools and will meet the growing demand for hands-on science, technology, engineering, arts and math (STEAM) classes. In November 2015, under the provisions of the California Constitution as amended by Prop 39, an independent Citizens’ Bond Oversight Committee (“Committee”) was established to assure that Bond funds are spent in accordance with the commitment made to the voters of San Rafael. The Committee consists of seven (7) members appointed by the Board of Education from a list of candidates submitting written applications, and based on criteria established by Prop 39. Committee members include one (1) parent member, one (1) parent member enrolled in a District organization, one (1) member representing the business community, one (1) member active in a senior citizens’ organization, and three (3) members of the community at-large. A list of current community members is attached. To carry out its stated purposes, the Committee is charged with informing the public concerning the District’s expenditure of bond proceeds. In fulfilling this duty, the Committee is presenting the Board of Education an annual written report for each of the Measures which includes: - A statement indicating whether the District is in compliance with the requirements of Article XIIIA, Section 1(b)(3) of the California Constitution; and
- A summary of the Committee’s proceedings and activities for the preceding year.
Current Considerations: The Measures A & B Citizens’ Bond Oversight Committee (“Committee”) held four (4) meetings: two (2) during the Fiscal Year 2015-16 and two (2) during the fiscal year 2016-17. During the April 7, 2016 meeting, the Committee Chair and Vice Chair were elected and Committee member roles and responsibilities were discussed. During the November 3, 2016 meeting, Committee member terms were established; roles and responsibilities were confirmed; and the future meeting schedule was decided. On March 6, 2017 the Committee thoroughly reviewed the 2015-16 performance reports and began preparation of the Citizens’ Bond Oversight Committee Annual Report. Included in this review, was the preparation, timing and content of the Annual Report. Following this meeting, the Committee held meetings on June 8, August 24 and August 28 to further review Bond financials and to refine the 2015-16 Annual Report. As a result of this extensive review, the Committee assures the Board of Education and citizens of San Rafael of the following: - All Bond Measure A and B monies have been expended only for the specific purposes as approved by the voters.
- The San Rafael City School District has reported on the funding and expenditures and has been transparent in their planning.
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No Financial Impact. |
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Citizens Bond Oversight Committee (CBOC) Vice Chair Kyri McClellan and Chair Mark Schott provided an overview of the CBOC's review of bond financial information for Measures A and B over the last year and a half. They held four meetings and did a site visit to SRHS. The software that was purchased is being implemented to provide very comprehensive reports. The CBOC is interested in expanding the committee to 8-10 members; looking for assistance in getting the word out that more members and more diversity are needed on the committee to reflect the full demographic of the district. |
2015-16 Annual Report CBOC Membership
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The Board is presented with a request for review and consideration of the agreement for financial review of Contractor Pre-Qualification packages with Chavan Associates, Certified Public Accountants.
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Background: The Capital Facilities Program has two Pre-Qualification solicitations open for General Contractors and Mechanical, Electrical, Plumbing Subcontractors. As part of the Pre-Qualification submittals the Contractors are required to provide detailed financial information. It is necessary to engage a qualified accounting firm to analyze this information. Pre-Qualification of Prime Contractors and Mechanical, Electrical, Plumbing Contractors is required under Public Contract Code Section 20111.6 for all school district projects utilizing Lease-Leaseback delivery method and projects utilizing state funding with a contract value of over $1 million. The San Rafael City Schools currently has two open Pre-Qualification solicitations which we are receiving a large number of submittals as San Rafael City Schools Capital Facilities team will evaluate the contractor submittals for experience including project history, insurance, bonding, claims and disputes, safety record, prevailing wage compliance and project references. This proposal with Chavan Associates includes specialized evaluation of contractor financials including firm revenues, expenses, assets, liabilities, net worth, working capital and bonding capacity. The firm will provide a summary of their financial review and a recommendation for a maximum contract amount for each contractor. They will provide a summary list of all contractors reviewed and recommended maximum contract amounts. Current Considerations: Two Pre-Qualification solicitations are currently open which are required for Contractors to submit for the current Lease-Leaseback Request for Qualifications/Proposals for Modular Projects at Laurel Dell, Davidson, San Pedro, and Venetia Valley. Pre-Qualified Contractors will also be able to bid on or propose on upcoming projects at San Rafael High and Terra Linda High. |
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Fee of $250 per application, estimated 25 applications, with total fee not to exceed $6,250. Budget/SACS Code: 21-9010-0-0000-00-0000-8500-700-000-491 (50% HSD / 50% ESD)
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Approval of an agreement with Chavan Associates, LLP Certified Public Accountants for Pre-Qualification submittals financial review.
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Approval of an agreement with Chavan Associates, LLP Certified Public Accountants for Pre-Qualification submittals financial review.
Passed with a motion by Natu Tuatagaloa and a second by Linda Jackson. |
Yes Linda Jackson. Yes Rachel Kertz. Yes Greg Knell. Yes Ms. Maika Llorens Gulati. Yes Natu Tuatagaloa.
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Chaven & Associates Proposal Independent Consultant Agreement
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To seek authorization from the Board for the issuance of Amendment No. 6 to Independent Consultant Agreement for Special Services between San Rafael City Schools and Schoening Group, Inc. for services related to the Bond Measures A & B Programs.
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Background: | Previously, the San Rafael City School District ("District") entered into an agreement with Schoening Group, Inc. for the provision of special services to assist the District with capital facilities program startup, identifying and developing initial framework and systems for the District's Capital Improvement Program. At that time, there was a desire to rapidly organize the work, including the need to quickly calibrate the program budget, spending plan and schedule, plan and include broad budget allowances for reasonable program components. Planning included illustrations of cost escalation across the entire program duration, management team structure, and inclusion of existing projects that were already moving forward. Services then included orchestration, recalibration and update of community expectations of projects, bringing awareness of and preparation for compliance issues and formalizing procurement protocols. Following this intensive calibration and startup, the District asked Schoening Group Inc to assist with program management team transition, transition of District and program leadership, strategic assistance and augmentation to program director, and initial organization of management and accounting software, with handoff to program manager. Recently, Schoening Group Inc completed revision and modeling of reporting to the CBOC, utilized realignment of bond team structure to more directly control input of accounting, management and communications data, and has recommended formalization, format and schedule for recurring Program Status Board Study Sessions and for CBOC meetings. Capital Facilities Staff believes extending the contract term through June 1, 2018 will allow this assistance to continue through and beyond the annual cycle of budgeting, accounting, communicating and reporting. Staff believes that Schoening Group Inc. has high-level bond program experience and familiarity with SRCS and the region that will be useful. Proposed Amended Contract:Therefore, Capital Facilities staff recommends an amendment to the existing contract to extend the contract term through June 1, 2018 and allow for additional services, including: Management and Accounting System Schedule: The District has requested continued assistance with: organization and preparation for a Board Study Session in fall 2017 and spring 2018, CBOC meetings, strategic communications, and modeling of software use and tools. Ongoing assistance will be provided as needed and directed by the Senior Director or by the Superintendent, and according to mutually agreed scope. |
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Amendment No. 6 will add $76,440 to the total not-to-exceed amount allowed under the contract. The fee will be funded equally by Bond Measures A and B (50% Bond Measure A / 50% bond Measure B). The new total not-to-exceed amount under the amended agreement will be $320,415.
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Approval of the District's Amendment No. 6 to Independent Consultant Agreement for Special Services between San Rafael City Schools and Schoening Group, Inc.
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Approval of the District's Amendment No. 6 to Independent Consultant Agreement for Special Services between San Rafael City Schools and Schoening Group, Inc.
Passed with a motion by Natu Tuatagaloa and a second by Linda Jackson. |
Yes Linda Jackson. Yes Rachel Kertz. Yes Greg Knell. Yes Ms. Maika Llorens Gulati. Yes Natu Tuatagaloa.
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Schoening Group Amendment No. 6
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Staff seeks review and approval from the Board of Education for a Modification to the Master Agreement for supplementary industrial hygiene (HAZMAT) services at the Davidson Middle School Annex. These services are part of the work planned, budgeted and funded under the Measure A Capital Improvements Program.
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Background: School building construction projects utilize consultant services related to building inspections, surveying and testing for Asbestos-containing materials (ACM), lead-containing materials (LCM), and other hazardous materials of importance required prior to demolition and construction. As projects arise, necessary services are determined and defined by the various phases such as pre-design, pre-bid, construction, and closeout. The Capital Facilities Team is modifying the original contract for hazmat consulting services at Davidson Middle School. The original contract awarded to Millennium Consulting included preliminary hazmat consulting services for Davidson Middle School, which did not include the Annex Building. A modification to the original contract includes the added scope for the Davidson Annex Project, providing a preliminary hazardous materials survey and assessment for the existing site in preparation for the pre-design and planning phases. Staff anticipates, plans and budgets for these essential services. The Board may expect future items similar to this one for additional scope/phase work. The scope and pricing of each proposed Modification of hazmat services is reviewed for cost, value, necessity, schedule, budget allocation and other concerns. On January 9, 2017, the San Rafael City Schools (SRCS) Board of Education (“Board”) approved three firms as a qualified pool to provide Hazmat Consultant Services for the Capital Facilities Program: Millennium Consulting Associates, Sensible Solutions, and Terracon. Millennium Consulting Associates was the Hazmat Consultant for San Rafael High School, the San Rafael High School Stadium, and Davidson Middle School. The Millennium contract history is outlined below: Contract/Increment BOE approval Amount Site(s) or project Master Agreement Feb 10, 2017 $ 58,796 SRHS, SRHS Stadium, DMS Modification #1 Sept 11, 2017 $ 29,046 DMS Annex
Total Including this Amendment $87,842.00 Current Considerations: At this time, hazmat services are required for the Davidson Middle School Campus (Annex). The purpose of these services is to provide a thorough hazardous materials survey and assessment for the existing site to address current conditions in preparation for the pre-design and planning phases.
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The proposed cost of this work is: $29,046 The proposed cost of this Modification to the Millennium Consulting contract is within planned budgeting for this type of work and will be funded from the District’s Measure B bond funds. Budget/SACS Code: 21-9010-0-0000-00-0000-8500-340-000-000
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Approval of Modification to Master Agreement for industrial hygiene (Hazmat) Consulting Services - Millennium Consulting.
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Approval of Modification to Master Agreement for industrial hygiene (Hazmat) Consulting Services - Millennium Consulting.
Passed with a motion by Natu Tuatagaloa and a second by Linda Jackson. |
Yes Linda Jackson. Yes Rachel Kertz. Yes Greg Knell. Yes Ms. Maika Llorens Gulati. Yes Natu Tuatagaloa.
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Millennium Modification #1
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Trustee Tuatagaloa requested items #6, 8 and 9 be pulled for discussion.
M/S/C (Tuatagaloa, Jackson) the Board voted to approve Consent Agenda items, noting a revision of the minutes in item #1 was received, and with the exception of items 6, 8 and 9, by the following vote:
Rachel Kertz - YES Greg Knell - YES Linda M. Jackson - YES Maika Llorens Gulati - YES Natu Tuatagaloa - YES |
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Board meeting minutes are presented for approval. |
Minutes are taken of all Board meetings as record of all actions taken by the Board. The attached minutes are being recommended for approval. |
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Approval of the minutes of the Regular Board Meeting of August 28, 2017
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Approval of the minutes of the Regular Board Meeting of August 28, 2017, as revised. Passed with a motion by Natu Tuatagaloa and a second by Linda Jackson. |
Yes Linda Jackson. Yes Rachel Kertz. Yes Greg Knell. Yes Ms. Maika Llorens Gulati. Yes Natu Tuatagaloa.
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Minutes - August 28, 2017 REVISED2
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This agenda item presents for Board approval the Administration's recommended personnel transactions for the Elementary School District.
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This agenda item presents for Board approval the Administration's recommended personnel transactions for the Elementary School District, as shown on Exhibit A (Certificated) and Exhibit B (Classified). All changes to personnel since the previous board meeting including resignations, leaves of absence, retirements, reassignments, new hires, changes of contract, returns from leave, releases and short term assignments are included for Board approval. |
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Approval of all hiring, terminations, transfers, and retirements of employees in the Elementary School District. |
Approval of all hiring, terminations, transfers, and retirements of employees in the Elementary School District. Passed with a motion by Natu Tuatagaloa and a second by Linda Jackson. |
Yes Linda Jackson. Yes Rachel Kertz. Yes Greg Knell. Yes Ms. Maika Llorens Gulati. Yes Natu Tuatagaloa.
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PERSONNEL ACTION ESD 09.11.2017
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This agenda item presents for Board approval the Administration's recommended personnel transactions for the High School District.
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This agenda item presents for Board approval the Administration's recommended personnel transactions for the High School district, as shown on Exhibit A (Certificated) and Exhibit B (Classified). All changes to personnel since the previous board meeting including resignations, leaves of absence, retirements, reassignments, new hires, changes of contract, returns from leave, releases and short term assignments are included for Board approval. |
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Approval of all hiring, terminations, transfers, and retirements of employees in the High School District. |
Approval of all hiring, terminations, transfers, and retirements of employees in the High School District. Passed with a motion by Natu Tuatagaloa and a second by Linda Jackson. |
Yes Linda Jackson. Yes Rachel Kertz. Yes Greg Knell. Yes Ms. Maika Llorens Gulati. Yes Natu Tuatagaloa.
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PERSONNEL ACTION HSD 09.11.2017
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The Board will consider the disposal of obsolete books from Davidson Middle School Library and Sun Valley.
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BACKGROUND:
Board Policy 3270 states:
“Sale and Disposal of Instructional Materials, Equipment, and Supplies, if the value of the property is insufficient to defray the costs of arranging a public sale, the property may be donated or disposed of in an appropriate manner."
CURRENT CONSIDERATIONS Davidson Middle School and Sunn Valley have determined that the following equipment/textbooks are obsolete:
Site | Quantity | Grade Level | ISBN# | Title (example: HIM Science) | Good=G Fair= F Poor =P | Obsolete= 0 Unrepairable = N Stolen= S | Excess Inventory Number | Estimated Value | DMS | 31 | 6-8 | 07362-0965-4 | High Point C | Good | Obsolete | | $ - | DMS | 73 | 6-8 | 07362-0901-8 | High Point A | Fair | Obsolete | | $ - | DMS | 69 | 6-8 | 073621223-X | High Point Basics | Poor | Obsolete | | $ - | DMS | 31 | 6-8 | 0-73621223-X | High Point B | Good | Obsolete | | $ - | DMS | 57 | 6-8 | 978-013-367436-1 | Pearson Reality Central Blue 7th | Fair | Obsolete | | $ - | DMS | 54 | 6-8 | 978013367435-1 | Pearson Reality Central Yellow 6th | Fair | Obsolete | | $ - | SV | 13 | 6-8 | 978007609818-7 | EM Student Reference Book | Fair | Obsolete | | $ - |
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COST/FUNDING SOURCE: The equipment will be disposed of or recycled at no cost to the district.
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Approval of the disposal of obsolete equipment/testbooks.
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Approval of the disposal of obsolete equipment/testbooks.
Passed with a motion by Natu Tuatagaloa and a second by Linda Jackson. |
Yes Linda Jackson. Yes Rachel Kertz. Yes Greg Knell. Yes Ms. Maika Llorens Gulati. Yes Natu Tuatagaloa.
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The Board will review the August 2017 warrants for ratification.
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BACKGROUND: The warrant register reflects the vendor name, date paid, amount of warrant, and budgetary account charged. CURRENT CONSIDERATIONS: Copies of summary warrant registers for all funds from August 1, 2017, through August 31, 2017, are attached.
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COST/FUNDING SOURCE: Warrants are paid in accordance with the Board-adopted budget and generally accepted accounting methods. A detailed listing of the monthly warrants is available for viewing in the Business Office, Room 504.
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Ratify the ESD and HSD warrants for August 2017.
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Ratify the ESD and HSD warrants for August 2017.
Passed with a motion by Natu Tuatagaloa and a second by Linda Jackson. |
Yes Linda Jackson. Yes Rachel Kertz. Yes Greg Knell. Yes Ms. Maika Llorens Gulati. Yes Natu Tuatagaloa.
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ESD Warrants August 2017 HSD Warrants August 2017
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This item presents the Independent Contractor Agreement for Special Services with Bay Area Community Resources (BACR) for additional staff to supervise and monitor buses and bus riding students at San Pedro Elementary School for the 2017-2018 school year, for review and recommended approval.
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Background: Bay Area Community Resources (BACR) is a regional 501(c)(3) nonprofit agency headquartered in San Rafael, California that provides a range of services in seven counties around the San Francisco Bay Area. Founded in 1976, BACR’s mission is to promote the healthy development of individuals and families, encourage service and volunteerism, and help build community.Toward these ends, BACR delivers services at more than 100 school- and community-based sites in the following program areas: After school, alcohol and drug, healthy communities, mental health, national service, tobacco, youth leadership and workforce development, and fiscal intermediary services. Last year, BACR delivered intensive direct services to approximately 33,000 children, youth, and adults annually. Our outreach and informational programs reached another 370,000 through events, workshops, and the internet. Annual evaluations of BACR programs have consistently shown positive impacts, including improved family functioning, youth development skills, and school performance. BACR delivers the above services with an annual budget of more than $28 million and a professional staff of 500 (276 FTE) and 360 AmeriCorps members, 25 graduate-level mental health interns, and more than 9,000 volunteers a year. This cadre of professional staff, AmeriCorps members, interns, and volunteers helps make it possible for BACR to leverage support and deliver services in communities that otherwise would not have the capacity to provide adequate resources. Current Consideration: Bay Area Community Resources (BACR) will provide one staff person to work 2.5 hours per day supervising and monitoring buses and bus riding students at San Pedro Elementary School for the 2017-2018 school year. This staff member will serve as an on site point-person to support any parents with questions and concerns.This plan was developed in consultation with the principal. Exhibit A-Independent Contractor Agreement for Special Services
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Cost of services not to exceed $18,900. 01-6010-05140.00-7150-3900-095-242-000 |
Approval of the Independent Contractor Agreement for Special Services with Bay Area Community Resources (BACR) for additional staff to supervise and monitor buses and bus riding students at San Pedro Elementary School for the 2017-2018 school year.
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Approval of the Independent Contractor Agreement for Special Services with Bay Area Community Resources (BACR) for additional staff to supervise and monitor buses and bus riding students at San Pedro Elementary School for the 2017-2018 school year. Passed with a motion by Natu Tuatagaloa and a second by Ms. Maika Llorens Gulati. |
Yes Linda Jackson. Yes Rachel Kertz. Yes Greg Knell. Yes Ms. Maika Llorens Gulati. Yes Natu Tuatagaloa.
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In response to Trustee Tuatagaloa's request for additional clarification for this item, Superintendent Watenpaugh noted that given the number of buses that run at San Pedro, BACR will provide additional assistance to the site in getting students off and on the buses with this agreement. |
Exhibit A
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This agenda item presents the MOU with Experience Corps for services at Bahia Vista, Coleman, Laurel Dell, San Pedro, Short, Sun Valley and Venetia Valley for the 2017-2018 school year, for recommended approval.
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Background: Experience Corps (EC) Marin has provided screened and trained older adult volunteer tutors in San Rafael Elementary Schools since 2007. The program started at one school and has since expanded to seven schools. Staff and teachers support volunteers and collaboration has positively impacted program operation and expansion. Experience Corps Marin is affiliated with the nationwide AARP Experience Corps program and uses its tutoring model to improve literacy in young school children. The model focuses on the benefits of consistent tutoring by volunteers aged 50 and over in one-on-one, small group, and classroom assistance sessions to improve literacy in kindergarten through third grade. Achieving grade level literacy in these early grades is important to a student’s graduation and future success. In return, the older adult volunteers experience enhanced physical and mental well-being, and may overcome the negative impacts of living an isolated life. EC Marin volunteers come from throughout Marin County and a variety of professional and personal backgrounds. Current Consideration: EC Marin will recruit, screen, train, place and support volunteer tutors in classrooms in seven San Rafael elementary schools - Bahia Vista, Coleman, Laurel Dell, San Pedro, Short, Sun Valley and Venetia Valley. All volunteers experience a minimum of 10 hours of training in their first year and continuing training every year thereafter. Training topics include the elements of literacy in kindergarten through third grade, positive behavior management, mentoring, Common Core and working effectively with English Language Learners. EC Marin school site coordinators support volunteers’ placements, tutoring concerns and communication with teachers. Exhibit A
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The cost of services not to exceed $4,000 are to be paid from Title I funds. 01-3010-0-5840.00-1110-2490-700-240-000
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Approval of the MOU with Experience Corps for services at Bahia Vista, Coleman, Laurel Dell, San Pedro, Short, Sun Valley and Venetia Valley for the 2017-2018 school year.
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Approval of the MOU with Experience Corps for services at Bahia Vista, Coleman, Laurel Dell, San Pedro, Short, Sun Valley and Venetia Valley for the 2017-2018 school year.
Passed with a motion by Natu Tuatagaloa and a second by Linda Jackson. |
Yes Linda Jackson. Yes Rachel Kertz. Yes Greg Knell. Yes Ms. Maika Llorens Gulati. Yes Natu Tuatagaloa.
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Exhibit A
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This item presents an Agreement between San Rafael City Schools and CommonAction Consulting to facilitate Student Voice Workshop on September 21, 2017 for students from Madrone, Terra Linda, and San Rafael High Schools, for review and recommended approval.
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Background: Since 2005, CommonAction Consulting has worked with clients across the United States and Canada to catalyze effective client engagement. CommonAction specializes in engaging people, and teaching people to engage people. CommonAction is a private consulting firm established in 2005 by a team of educators, advocates and experts. Led by Adam Fletcher, CommonAction works with clients around the world, maintaining a team of consultants working in a variety of contexts. With offices in Olympia, Washington, they have worked with more than 500 client organizations across the United States, Canada, Brazil, the United Kingdom and Australia. Working with clients in the fields of K-12 education, government and nonprofits, CommonAction’s expert staff provides a variety of services. They facilitate organizational development and long-range planning; program development and evaluation; professional development and training; and freelance writing services. They also specialize in retreat facilitation and strategic engagements.
Current Consideration: The San Rafael City Schools (SRCS) Student Voice Workshop will strive to meet serious educational challenges at the high schools by engaging students as partners. Through training, facilitation, planning and action, students and adults will form substantive partnerships focused on educational improvement. Student participants will be non-traditionally involved members of the school body; adult participants will be allies identified by students. Using a creative and empowering action learning process, a highly effective plan of action will be developed and implemented, and the goal is for all three SRCS high schools to become powerful places of positive potential for all members of the learning community. The San Rafael City Schools (SRCS) contract with CommonAction Consulting with George Pegelow and Adam Fletcher to facilitate an effective and meaningful Student Voice Workshop on September 21, 2017 for students from Madrone, Terra Linda, and San Rafael High Schools. Approximately 40 students will participate in the one-day retreat at the Central Services Office. This work is reflected in LCAP Goal 5, Action 13. Exhibit A - Agreement between San Rafael City Schools and CommonAction |
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Cost of facilitation services not to exceed $4,000 to be paid from unrestricted funds. 01-0000-0-5840.00-1110-2490-700-240-000
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Approval of the Agreement between San Rafael City Schools and CommonAction Consulting to facilitate Student Voice Workshop on September 21, 2017 for students from Madrone, Terra Linda, and San Rafael High Schools. |
Approval of the Agreement between San Rafael City Schools and CommonAction Consulting to facilitate Student Voice Workshop on September 21, 2017 for students from Madrone, Terra Linda, and San Rafael High Schools. Passed with a motion by Natu Tuatagaloa and a second by Ms. Maika Llorens Gulati. |
Yes Linda Jackson. Yes Rachel Kertz. Yes Greg Knell. Yes Ms. Maika Llorens Gulati. Yes Natu Tuatagaloa.
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In response to Trustee Tuatagaloa's question about the effectiveness of this consulting, Director of Secondary Education Kevin Kerr provided background of the work that began in the last year or so to engage student voice based on national expert Adam Fletcher's work. This agreement brings in a noted expert in the field to establish a strong foundation and in-depth work with students. Two APs from the high schools, the counselor from MHS, Mr. Kerr and George Pegelow have been working with 25 students, 10 from SRHS, 10 from TLHS and 5 from MHS. In response to Trustee Tuatagaloa's question about whether high school staff should be involved, Mr. Kerr explained the nature of the work to give students a safe space to open up and express themselves, which works better when staff are not present. He noted that students did present their work to SR faculty at the end of last year. Adam Fletcher's model will help with that.
Mr. Kerr noted in response to Trustee Llorens Gulati's question about the students presenting to the Board, that they would in the future. Trustee Jackson noted that student engagement is a Board goal.
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Exhibit A
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This item presents an amended school instructional minutes and bell schedules for 2017-2018 school year for San Rafael High School and Terra Linda High School, for review and recommended approval.
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BACKGROUND: The California Education Code requires that school districts comply with the following instructional minutes time requirements or the number of instructional minutes offered by the districts in 1982-83, whichever is greater, as well as the number of school days each year. Grade Level
(A) | Annual Minutes
(B) | Minimum Day Minutes
(C) | Absolute Minimum Day Minutes and Method of Averaging (D) | Minimum Schooldays of Year
(E) | Minimum Longer year Incentive Funding Schooldays (G) | Kinder | 36,000 | 180 (240 max) | 60 (10-day) | 180 days | 180 days | 1-3 | 50,400 | 230 | 170 (10-day) | 180 days | 180 days | 4-8 | 54,000 | 240 | 180 (10-day) | 180 days | 180 days | 9-12 | 64,800 | 240 | 180 (2-day) | 180 days | 180 days | Education Code | 46201 (a) (3) | 46111, 46112, 46113, 46115, 46117, 46141 | 46,114, 46142 | 41420 | 46200 |
Current Considerations: The current 2017-18 High School District instructional minutes that were approved by the Board on August 14, 2017, increased minutes from the prior year in order to provide a increase between the state required minutes and the actual annual instructional minutes at each site. These banked minutes are important so high schools can make minor adjustments in their instructional minutes and bell schedules and still remain compliant. At the start of school, SRFT addressed concerns that the instructional minutes were over what was outlined in the contract under Article IV.4.2.2. Hours of Employment for Classroom Teachers: “Five (5) periods of instruction plus a preparation period and advisory/tutorial period, if applicable, are considered a full-time assignment at SRHS and TLHS provided that duty minutes (defined as student contract time plus preparation time) average 1500 minutes per week with a minimum of 1250 minutes of classroom instruction.” The District addressed the SRFT concerns that the average instructional minutes was greater than 1500 minutes per week by making minor adjustments to the 2017-18 instructional minutes. District staff has calculated the instructional days and minutes for each school to ensure compliance with the statutory instructional time and school day requirements. Instructional minutes and bell schedules for each school are attached: San Rafael High (Exhibit A) Terra Linda High (Exhibit B)
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The district expects no negative impact to the budget as all school bell schedules are compliant with instructional minutes time requirements.
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Approval of the amended school instructional minutes and bell schedules for 2017-2018 school year for San Rafael High School and Terra Linda High School.
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Approval of the amended school instructional minutes and bell schedules for 2017-2018 school year for San Rafael High School and Terra Linda High School. Passed with a motion by Natu Tuatagaloa and a second by Ms. Maika Llorens Gulati. |
Yes Linda Jackson. Yes Rachel Kertz. Yes Greg Knell. Yes Ms. Maika Llorens Gulati. Yes Natu Tuatagaloa.
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Trustee Tuatagaloa requested background information to the amendment in bell schedules. Mr. Marquand noted that last year more minutes were added than contractually should have been. This adjustment in the schedules for TL and SR bring the minutes into compliance with the contract while providing a few extra minutes in the event they are needed. |
Exhibit A - San Rafael High School Exhibit B - Terra Linda High School
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This item presents an overnight field trip for Terra Linda High School Boys Water Polo Team to participate in the Rocklin Water Polo Tournament in Rocklin, California on September 8 - September 9, 2017, for review and recommended Board approval.
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BACKGROUND: Board Policy 6153: Instruction: The Board of Education recognizes that school-sponsored trips are an important component of a student's development and supplement and enrich the classroom learning experience. School-sponsored trips may be conducted in connection with the district's course of study or school-related social, educational, cultural, athletic, school band activities, or other extracurricular or co-curricular activities. Requests for school-sponsored trips involving out-of-state, out-of-country, or overnight travel shall be submitted to the Superintendent or designee. The Superintendent or designee shall review the request and make a recommendation to the Board as to whether the request should be approved by the Board. All other school-sponsored trips shall be approved in advance first by the principal and then by the Deputy Superintendent or designee. No field trip shall be authorized if any student would be excluded from participation because of lack of sufficient funds. CURRENT CONSIDERATIONS: This item presents an overnight field trip for Terra Linda High School Boys Water Polo Team to participate in the Rocklin Water Polo Tournament in Rocklin, California on September 8 - September 9, 2017.
Acceptance of the Water Polo Team's participation in this tournament was not received until September 6, 2017.
There will be approximately 12 student athletes participating in the Rocklin Water Polo tournament. Traveling with the student athletes will be will be Water Polo Coach Peters along with three additional adult chaperones. Accommodations: Students will be staying at the Hampton Inn and Suites located in Rocklin, CA. Each student, coach and adult chaperones will have their own bed. Students will not have access to any water activities outside of team supervised competition.
The team will leave on the morning of September 8th and travel in private vehicles to the tournament. The team will participate in the tournament on both Friday and Saturday. The team will return after the last game on Saturday and is estimated to arrive back to Terra Linda HS at 8:00pm. No student will be excluded from participation because of lack of sufficient funds.
Staff recommends approval of this overnight field trip request.
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Cost of the tournament to be paid by families and TL Boosters Club. No student will be excluded from participation because of lack of sufficient funds. There is no financial impact to the district.
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Approval of the overnight field trip for Terra Linda High School Boys Water Polo Team to participate in the Rocklin Water Polo Tournament in Rocklin, California on September 8 - September 9, 2017.
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Approval of the overnight field trip for Terra Linda High School Boys Water Polo Team to participate in the Rocklin Water Polo Tournament in Rocklin, California on September 8 - September 9, 2017.
Passed with a motion by Natu Tuatagaloa and a second by Ms. Maika Llorens Gulati. |
Yes Linda Jackson. Yes Rachel Kertz. Yes Greg Knell. Yes Ms. Maika Llorens Gulati. Yes Natu Tuatagaloa.
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Approval of the overnight field trip for Terra Linda High School Boys Water Polo Team to participate in the Rocklin Water Polo Tournament in Rocklin, California on September 8 - September 9, 2017.
Passed with a motion by Natu Tuatagaloa and a second by Ms. Maika Llorens Gulati. |
Yes Linda Jackson. Yes Rachel Kertz. Yes Greg Knell. Yes Ms. Maika Llorens Gulati. Yes Natu Tuatagaloa.
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This item presents an overnight field Trip for Terra Linda High School Girls Water Polo Team to participate in the Rocklin Water Polo Tournament in Rocklin, California on September 15 - September 16, 2017, for Board review and recommended approval.
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BACKGROUND: Board Policy 6153: Instruction: The Board of Education recognizes that school-sponsored trips are an important component of a student's development and supplement and enrich the classroom learning experience. School-sponsored trips may be conducted in connection with the district's course of study or school-related social, educational, cultural, athletic, school band activities, or other extracurricular or co-curricular activities. Requests for school-sponsored trips involving out-of-state, out-of-country, or overnight travel shall be submitted to the Superintendent or designee. The Superintendent or designee shall review the request and make a recommendation to the Board as to whether the request should be approved by the Board. All other school-sponsored trips shall be approved in advance first by the principal and then by the Deputy Superintendent or designee. No field trip shall be authorized if any student would be excluded from participation because of lack of sufficient funds. CURRENT CONSIDERATIONS: This item presents an overnight field trip for Terra Linda High School Girls Water Polo Team to participate in the Rocklin Water Polo Tournament in Rocklin, California on September 15 - September 16, 2017.
There will be approximately 13 student athletes participating in the Rocklin Water Polo tournament. Traveling with the student athletes will be will be Water Polo Coach, Lynn Lathouwers and three adult chaperones. Accommodations: Students will be staying at a private family residence located in Lincoln, CA. Each student, coach and adult chaperones will have their own bed. Students will not have access to any water activities outside of team supervised competition.
The team will leave on the morning of September 15th and travel in private vehicles to the tournament. The team will participate in the tournament on both Friday and Saturday. The team will return after the last game on Saturday and is estimated to arrive back to Terra Linda HS at 8:00pm. No student will be excluded from participation because of lack of sufficient funds. Staff recommends approval of this overnight fieldtrip request. BACKGROUND: Board Policy 6153: Instruction: The Board of Education recognizes that school-sponsored trips are an important component of a student's development and supplement and enrich the classroom learning experience. School-sponsored trips may be conducted in connection with the district's course of study or school-related social, educational, cultural, athletic, school band activities, or other extracurricular or co-curricular activities. Requests for school-sponsored trips involving out-of-state, out-of-country, or overnight travel shall be submitted to the Superintendent or designee. The Superintendent or designee shall review the request and make a recommendation to the Board as to whether the request should be approved by the Board. All other school-sponsored trips shall be approved in advance first by the principal and then by the Deputy Superintendent or designee. No field trip shall be authorized if any student would be excluded from participation because of lack of sufficient funds. CURRENT CONSIDERATIONS: This item presents for Board approval of overnight field trip for Terra Linda High School Boys Water Polo Team to participate in the Rocklin Water Polo Tournament in Rocklin, California on September 8 - September 9, 2017. Acceptance of the Water Polo Team's participation in this tournament was received on September 6, 2017.
There will be approximately 12 student athletes participating in the Rocklin Water Polo tournament. Traveling with the student athletes will be will be Water Polo Coach Peters along with three additional adult chaperones. Accommodations: Students will be staying at the Hampton Inn and Suites located in Rocklin, CA. Each student, coach and adult chaperones will have their own bed. Students will not have access to any water activities outside of team supervised competition.
The team will leave on the morning of September 8th and travel in private vehicles to the tournament. The team will participate in the tournament on both Friday and Saturday. The team will return after the last game on Saturday and is estimated to arrive back to Terra Linda HS at 8:00pm. No student will be excluded from participation because of lack of sufficient funds. |
BACKGROUND: Board Policy 6153: Instruction: The Board of Education recognizes that school-sponsored trips are an important component of a student's development and supplement and enrich the classroom learning experience. School-sponsored trips may be conducted in connection with the district's course of study or school-related social, educational, cultural, athletic, school band activities, or other extracurricular or co-curricular activities. Requests for school-sponsored trips involving out-of-state, out-of-country, or overnight travel shall be submitted to the Superintendent or designee. The Superintendent or designee shall review the request and make a recommendation to the Board as to whether the request should be approved by the Board. All other school-sponsored trips shall be approved in advance first by the principal and then by the Deputy Superintendent or designee. No field trip shall be authorized if any student would be excluded from participation because of lack of sufficient funds. CURRENT CONSIDERATIONS: This item presents for Board approval of overnight field trip for Terra Linda High School Boys Water Polo Team to participate in the Rocklin Water Polo Tournament in Rocklin, California on September 8 - September 9, 2017. Acceptance of the Water Polo Team's participation in this tournament was received on September 6, 2017.
There will be approximately 12 student athletes participating in the Rocklin Water Polo tournament. Traveling with the student athletes will be will be Water Polo Coach Peters along with three additional adult chaperones. Accommodations: Students will be staying at the Hampton Inn and Suites located in Rocklin, CA. Each student, coach and adult chaperones will have their own bed. Students will not have access to any water activities outside of team supervised competition.
The team will leave on the morning of September 8th and travel in private vehicles to the tournament. The team will participate in the tournament on both Friday and Saturday. The team will return after the last game on Saturday and is estimated to arrive back to Terra Linda HS at 8:00pm. No student will be excluded from participation because of lack of sufficient funds. |
BACKGROUND: Board Policy 6153: Instruction: The Board of Education recognizes that school-sponsored trips are an important component of a student's development and supplement and enrich the classroom learning experience. School-sponsored trips may be conducted in connection with the district's course of study or school-related social, educational, cultural, athletic, school band activities, or other extracurricular or co-curricular activities. Requests for school-sponsored trips involving out-of-state, out-of-country, or overnight travel shall be submitted to the Superintendent or designee. The Superintendent or designee shall review the request and make a recommendation to the Board as to whether the request should be approved by the Board. All other school-sponsored trips shall be approved in advance first by the principal and then by the Deputy Superintendent or designee. No field trip shall be authorized if any student would be excluded from participation because of lack of sufficient funds. CURRENT CONSIDERATIONS: This item presents for Board approval of overnight field trip for Terra Linda High School Boys Water Polo Team to participate in the Rocklin Water Polo Tournament in Rocklin, California on September 8 - September 9, 2017. Acceptance of the Water Polo Team's participation in this tournament was received on September 6, 2017.
There will be approximately 12 student athletes participating in the Rocklin Water Polo tournament. Traveling with the student athletes will be will be Water Polo Coach Peters along with three additional adult chaperones. Accommodations: Students will be staying at the Hampton Inn and Suites located in Rocklin, CA. Each student, coach and adult chaperones will have their own bed. Students will not have access to any water activities outside of team supervised competition.
The team will leave on the morning of September 8th and travel in private vehicles to the tournament. The team will participate in the tournament on both Friday and Saturday. The team will return after the last game on Saturday and is estimated to arrive back to Terra Linda HS at 8:00pm. No student will be excluded from participation because of lack of sufficient fund |
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Cost of the tournament to be paid by families and Terra Linda Boosters Club. No student will be excluded from participation because of lack of sufficient funds. There is no financial impact to the district. |
Approval of overnight field Trip for Terra Linda High School Girls Water Polo Team to participate in the Rocklin Water Polo Tournament in Rocklin, California on September 15 - September 16, 2017.
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Approval of overnight field Trip for Terra Linda High School Girls Water Polo Team to participate in the Rocklin Water Polo Tournament in Rocklin, California on September 15 - September 16, 2017.
Passed with a motion by Natu Tuatagaloa and a second by Ms. Maika Llorens Gulati. |
Yes Linda Jackson. Yes Rachel Kertz. Yes Greg Knell. Yes Ms. Maika Llorens Gulati. Yes Natu Tuatagaloa.
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This item presents a Memorandum of Understanding Between San Rafael City Schools, San Rafael High School and Parent Institute for Quality Education (PIQE) for Parent Training from September 26, 2017 through November 28, 2017, for review and recommended Board approval.
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Background: The Parent Institute for Quality Education (PIQE) has a long-standing partnership with San Rafael City Schools. Its mission is “To bring schools, parents, and community together as equal partners in the education of every child and to provide all students with the option and access of a post-secondary education” and its vision is “to create a community in which parents and teachers collaborate to transform each child’s educational environment, both at home and at school, so that all children can achieve their greatest academic potential.” The PIQE implements a program that teaches parents about the U.S. educational system, the coursework needed to successfully graduate and attend a 4 year university, and the needed information to help students navigate and succeed in spite of obstacles. Parents receive a wonderful graduation experience on the final evening of the workshop series. If their student achieves A-G, the student will be guaranteed a spot in a CSU upon graduation.
Current Considerations: PIQE will provide a parent training course for the parents of the children enrolled at Terra Linda High School. PIQE will recruit parents by phone, provide a needs-assessment session, a series of weekly training sessions for parents culmination in a graduation ceremony with certificates given to parents who attend four sessions or more. The training is designed to develop skills and techniques which will enable parents to address the educational needs of their school-aged children. (Exhibit A) Memorandum of Understanding attached. |
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Cost of services estimated at $5,400 for 30 or less parent graduates to be paid from Title III site funds. 01-4201-0-5849-00-1514-2495-410-120-000.
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Approval of the Memorandum of Understanding Between San Rafael City Schools, San Rafael High School and Parent Institute for Quality Education (PIQE) for Parent Training from September 26, 2017 through November 28, 2017.
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Approval of the Memorandum of Understanding Between San Rafael City Schools, San Rafael High School and Parent Institute for Quality Education (PIQE) for Parent Training from September 26, 2017 through November 28, 2017.
Passed with a motion by Natu Tuatagaloa and a second by Ms. Maika Llorens Gulati. |
Yes Linda Jackson. Yes Rachel Kertz. Yes Greg Knell. Yes Ms. Maika Llorens Gulati. Yes Natu Tuatagaloa.
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Exhibit A
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This item presents a Memorandum of Understanding Between San Rafael City Schools, Terra Linda High School and Parent Institute for Quality Education (PIQE) for Parent Training from September 20, 2017 through November 15, 2017, for review and recommended Board approval.
This item presents for Board approval of a Memorandum of Understanding Between San Rafael City Schools, San Rafael High School and Parent Institute for Quality Education (PIQE) for Parent Training from September 26, 2017 through November 28, 2017. |
This item presents for Board approval of a Memorandum of Understanding Between San Rafael City Schools, San Rafael High School and Parent Institute for Quality Education (PIQE) for Parent Training from September 26, 2017 through November 28, 2017. |
This item presents for Board approval of a Memorandum of Understanding Between San Rafael City Schools, San Rafael High School and Parent Institute for Quality Education (PIQE) for Parent Training from September 26, 2017 through November 28, 2017. |
This item presents for Board approval of a Memorandum of Understanding Between San Rafael City Schools, San Rafael High School and Parent Institute for Quality Education (PIQE) for Parent Training from September 26, 2017 through November 28, 2017 |
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Background Information: The Parent Institute for Quality Education (PIQE) has a long-standing partnership with San Rafael City Schools. Its mission is “To bring schools, parents, and community together as equal partners in the education of every child and to provide all students with the option and access of a post-secondary education” and its vision is “to create a community in which parents and teachers collaborate to transform each child’s educational environment, both at home and at school, so that all children can achieve their greatest academic potential.” The PIQE implements a program that teaches parents about the U.S. educational system, the coursework needed to successfully graduate and attend a 4 year university, and the needed information to help students navigate and succeed in spite of obstacles. Parents receive a wonderful graduation experience on the final evening of the workshop series. If their student achieves A-G, the student will be guaranteed a spot in a CSU upon graduation.
Current Considerations: PIQE will provide a parent training course for the parents of the children enrolled at Terra Linda High School from September 20 through November 15, 2017. PIQE will recruit parents by phone, provide a needs-assessment session, a series of weekly training sessions for parents culmination in a graduation ceremony with certificates given to parents who attend four sessions or more. The training is designed to develop skills and techniques which will enable parents to address the educational needs of their school-aged children. (Exhibit A) Memorandum of Understanding attached. |
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Cost of services estimated at $5,400 for 30 or less parent graduates to be paid from Title III site funds. 01-4203-0-5839-00-1511-2495-411-120-000
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Approval of the Memorandum of Understanding Between San Rafael City Schools, Terra Linda High School and Parent Institute for Quality Education (PIQE) for Parent Training from September 20, 2017 through November 15, 2017.
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Approval of the Memorandum of Understanding Between San Rafael City Schools, Terra Linda High School and Parent Institute for Quality Education (PIQE) for Parent Training from September 20, 2017 through November 15, 2017.
Passed with a motion by Natu Tuatagaloa and a second by Ms. Maika Llorens Gulati. |
Yes Linda Jackson. Yes Rachel Kertz. Yes Greg Knell. Yes Ms. Maika Llorens Gulati. Yes Natu Tuatagaloa.
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Exhibit A
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The Board will review the donations for approval
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Board Policy 3290 Section 1.1 states: “The Board of Education may accept on behalf of, and in the name of the District, such gifts, donations, bequests and devices as are offered. Such gifts, cash contributions, donations, bequests, and devices may be made subject to conditions or restrictions as the Board of Education may prescribe and/or accept.” (Education Code 41030-41032) The following donations were received for the San Rafael City Schools District, as follows: Donor | Item/Purpose | Site | Amount/Value | Steve Levinson | Alto Sax w/ case | SRHS | $ 700.00 | Steve Levinson | Trumpet w/ case | SRHS | $ 300.00 | Total | | | $ 1,000.00 | In addition the following donation was received for the Capital Facilities Program for San Rafael City Schools District, as follows:
Donor | Item/Purpose | Site | Amount/Value | Dino J. Ghilotti Foundation Linda L. Ghilotti, Vice President | Capital Facilities Program SRHS Stadium Fund | Measure B Bond | $ 30,000.00 | | | | | Total | | | $ 30,000.00 |
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COST/FUNDING SOURCE: Total of general donation: $1,000.00 CAPITAL FACILITIES PROGRAM (CFP) - MEASURE B - STADIUM PROJECT:
COST/FUNDING SOURCE: Total of CFP donation: $30,000.00 Building Fund (Bond Proceeds) San Rafael High Stadium Project 21-9746-0-8699.00-0000-0000-410-000-466
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Approval of donations
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Approval of donations
Passed with a motion by Natu Tuatagaloa and a second by Linda Jackson. |
Yes Linda Jackson. Yes Rachel Kertz. Yes Greg Knell. Yes Ms. Maika Llorens Gulati. Yes Natu Tuatagaloa.
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Trustee Tuatagaloa expressed public thanks to Dick Ghilotti and Jeff Grady who helped facilitate getting this grant from the Ghilotti Foundation for the SRHS stadium project. |
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The Board is presented with the 2016-17 Unaudited Actuals for the Elementary School District, for review and recommended approval.
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BACKGROUND: In accordance with the provisions of AB 1200 and Education Code Section 41200, the Governing Board of each school district must approve an annual financial statement of all receipts and expenditures of the District for the preceding year for all funds. The reporting format for the financial statements is established and mandated by the state (SACS Financial Reporting Software) and they must be approved and submitted to the Marin County Office of Education (MCOE) on or before September 15th.
CURRENT CONSIDERATIONS: This agenda item presented for Board discussion and approval is the 2016-17 Unaudited Actuals for the Elementary School District. Upon approval of the financial statements by the Board of Education, the SACS Reports are forwarded electronically to the Marin County Office of Education no later than September 15th for compliance review with the technical provisions of the Code Sections. MCOE is required to forward them electronically to the Superintendent of Public Instruction on or before October 15th. The district’s auditors will come in October to audit these financial statements.
The following reports are included in the SACS State Software:
Unaudited Actuals Certification
Summary of Unaudited Actuals Data Submission
Table of Contents
General Fund Form 01 Unrestricted and Restricted, Expenditures by Object, Expenditures by Function (used for publication of statistical bulletin)
Fund forms for all other funds used by the district
Average Daily Attendance (Form A)
Schedule of Capital Assets (Form ASSET)
Schedule for Categorical s (Form CAT)
Current Expense Formula (Form CEA)
Schedule of Long Term Liabilities (Form DEBT)
Appropriations Limit Calculation (GANN Limit Form)
Indirect Cost Rate Worksheets (Form ICR)
Lottery Report (Form L)
No Child Left Behind Maintenance of Effort (Form NCMOE)
Program Cost Report – Allocation Factors (Form PCRAF)
Program Cost Report (form PCR)
Special Education Maintenance of Effort (SEMA/SEMB)
Summary of Interfund Activities – Actuals
The following is a list of the ending fund balances as of June 30, 2017:
Each year there are fluctuations in both the revenues and expenditures for the Unrestricted and Restricted components of the General Fund. The major reasons for the variances can be explained as follows:
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Over the past two months, the staff has completed the closing process for all funds within the Elementary School District. The components of ending fund balance for the General Fund as of June 30, 2017, are as follows:
| | 2016-17 Unaudited Actuals | Description | | Unrestricted | Restricted | Combined | NONSPENDABLE | | | | | | | | | | Revolving Cash | | $ 2,500 | $ - | $ 2,500 | Total - NONSPENDABLE | | 2,500 | - | 2,500 | | | | | | RESTRICTED | | | | | Medi-Cal Billing | | | 30,932 | 30,932 | Educator Effectiveness | | | 194,177 | 194,177 | Lottery Restricted | | | 153,156 | 153,156 | Special Education | | | 212,394 | 212,394 | Restricted Maintenance | | | 763,570 | 763,570 | PTAs, Foundation, Library | | | 1,047,774 | 1,047,774 | TOTAL - RESTRICTED | | $ - | $ 2,402,003 | $ 2,402,003 | | | | | | ASSIGNED | | | | | Site donation accounts | | 99,140 | | 99,140 | PAAR | | 4,100 | | 4,100 | EIA | | 41,903 | | 41,903 | Mini-Grants per LCAP | | 260,986 | | 260,986 | 7% Board Designated Reserve | | 3,679,126 | | 3,679,126 | Total - Assigned | | $ 4,085,255 | $ - | $ 4,085,255 | | | | | | UNASSIGNED | | | | | Economic Uncertainty Reserve (3% State) | | 1,576,768 | | 1,576,768 | Unappropriated | | 7,931,868 | | 7,931,868 | TOTAL - UNASSIGNED | | $ 9,508,636 | $ - | $ 9,508,636 | | | | | | TOTAL - FUND BALANCE | | $ 13,596,391 | $ 2,402,003 | $ 15,998,394 |
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Approval of the 2016-17 Unaudited Actuals for the San Rafael Elementary School District.
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Approval of the 2016-17 Unaudited Actuals for the San Rafael Elementary School District.
Passed with a motion by Greg Knell and a second by Natu Tuatagaloa. |
Yes Linda Jackson. Yes Rachel Kertz. Yes Greg Knell. Yes Ms. Maika Llorens Gulati. Yes Natu Tuatagaloa.
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Assistant Superintendent Doug Marquand presented an overview of the unaudited actuals for both the ESD and HSD in one report. He explained the auditors will review the reports. He thanked Director of Fiscal Services John Bartoleme and the Business Office team that worked on closing the books. - The unaudited actuals present comparisons of the adopted budget in June after review of the 16/17 budget, and changes in revenues and expenditures at this report time. - ESD ADA had an increase of 17 students from 15/16 which brought in additional revenue for the additional enrollment; HSD had an increase of 122 students from 15/16, but as a basic aid district had no additional revenue for the increased student enrollment - Revenue from property taxes in the HSD were up from 5.5% projection to 6.8% - Lottery, mandated block grant and parcel tax came in a little less - 76% of expenditures for the General Fund in both ESD and HSD go toward salaries and benefits Trustee Llorens Gulati requested additional information on what the pie chart's small 'blue slice' in expenditures represent. Staff will review to get more specifics on this other outgo section - Contributions in transfers for programs that are mandated like special education were reviewed from the estimates in June to unaudited. Mr. Marquand provided additional information about home to school transportation versus required special education transportation which is a contribution, in response to Trustee Gulati's transportation questions. - Special education in the high school district came in quite a bit lower at unaudited. In response to Trustee Jackson's inquiry of why this occurred, Mr. Marquand cited changes in the contingencies for the bill back from MCOE, set-asides for non-public school placements that were not used, unfilled positions, and the variances throughout the year. In response to Trustee Llorens Gulati's inquiry about whether the unfilled positions would be filled, Mr. Gardner noted that the two psychologist positions were finally filled for this school year. - Summary of the ESD: revenues estimated at $55.3M with expenditures coming in less at 52.6M, so at unaudited there is a $2.7M surplus instead of the projected deficit spending - For HSD deficit spending was projected at $2.3M, but came in at $108K - Changes in ESD: ADA revenues went down; $309K in reduced expenditures; savings from health/welfare benefits - budgeted conservatively for families, but resulted in a savings; cannot know in advance if an employee will need single/double or family coverage; STRS,PERS and OPEB came in less; savings in books/supplies and capital equipment. Sites were conservative in their spending; the district was being cautious of how dollars were spent - Changes in the HSD: deficit spending at unaudited at $108K; property tax revenues came in at 6.8%, up from projected 5.5%; expenditures less than anticipated, benefits came in less; materials, supplies, books and non-capital equipment came in less. Special education came in $1.169M under budget. Mr. Bartoleme provided additional information regarding other local revenue and donations in response to Trustee Llorens Gulati's questions.
Mr. Marquand responded to a question from the audience regarding what is included in professional consulting services, noting it could be for professional development, IT/Network consulting, travel and conferences for AP program, to name a few.
- ESD set aside is 10% reserve - As a basic aid district the HSD set aside is approximately 14% reserve - The Board will need to determine 17/18 contributions to Fund 20 or pension and benefits liabilities
Trustee Jackson commented it is helpful to see the budget numbers that were adopted added to the unaudited actuals report and asked that it be added moving forward. She noted the importance of contributions to the unfunded liabilities for retirementn benefits. She asked for a look at the programs that were cut to see if any can be brought back for families.
Dr. Watenpaugh noted the district's trend over the last several years after the recession was to budget conservatively. There is need to make adjustments to realign the adopted budget to be closer to the bottom line in projections. He cited the importance of the district having a positive budget certification with the county. He noted that staffing reductions were not done for budget savings purposes, but were based on contract limits and had the support of the union groups.
Trustee Knell noted that the HSD is still deficit spending even in the unaudited actuals report. He noted the importance of contributing to the unfunded liability of pensions and retirement health benefits, areas that the Civil Grand Jury reviews frequently. Mr. Marquand noted that the $109K in deficit spending did not include salaries for 16/17.
Trustee Jackson recalled last year the county sent back a very strongly worded letter to the HSD district regarding deficit spending, questioning how they will look at this revision. Dr. Watenpaugh noted that with the recent SRFT tentative agreement the district will have to go through the AB1200 process to show that it can afford the proposed salary increase.
President Kertz noted that the county's initial revenue percentage projection for property taxes was 3.5%, but the district recommended 5%, and it ultimately came in at 6.8%. She also noted that the changes in STRS and PERS from the state made this a hard budget year. The district had to take a hard look at expenditure savings, which she felt led to great conversation and was a valuable exercise in how best to spend dollars. |
0 PRESENTATION - ESD/HSD UNAUDITED ACTUALS 1ESD Unaudited Actuals with Narrative 16-17 2ESD Unaudited Actuals General Fund 16-17 3ESD Unaudited Actuals Other Funds 16-17 4ESD Unaudited Actuals Supplemental Info 16-17
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The Board is presented with the 2016-17 Unaudited Actuals for the High School District for review and recommended approval.
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BACKGROUND: In accordance with the provisions of AB 1200 and Education Code Section 41200, the Governing Board of each school district must approve an annual financial statement of all receipts and expenditures of the District for the preceding year for all funds. The reporting format for the financial statements is established and mandated by the state (SACS Financial Reporting Software) and they must be approved and submitted to the Marin County Office of Education (MCOE) on or before September 15th. CURRENT CONSIDERATIONS: This agenda item presented for Board discussion and approval is the 2016-17 Unaudited Actuals for the High School District. Upon approval of the financial statements by the Board of Education, the SACS Reports are forwarded electronically to the Marin County Office of Education no later than September 15th for compliance review with the technical provisions of the Code Sections. MCOE is required to forward them electronically to the Superintendent of Public Instruction on or before October 15th. The district’s auditors will come in October to audit these financial statements. The following reports are included in the SACS State Software: - Unaudited Actuals Certification
- Summary of Unaudited Actuals Data Submission
- Table of Contents
- General Fund Form 01 Unrestricted and Restricted, Expenditures by Object, Expenditures by Function (used for publication of statistical bulletin)
- Fund forms for all other funds used by the district
- Average Daily Attendance (Form A)
- Schedule of Capital Assets (Form ASSET)
- Schedule for Categoricals (Form CAT)
- Current Expense Formula (Form CEA)
- Schedule of Long Term Liabilities (Form DEBT)
- Appropriations Limit Calculation (GANN Limit Form)
- Indirect Cost Rate Worksheets (Form ICR)
- Lottery Report (Form L)
- No Child Left Behind Maintenance of Effort (Form NCMOE)
- Program Cost Report – Allocation Factors (Form PCRAF)
- Program Cost Report (form PCR)
- Special Education Maintenance of Effort (SEMA/SEMB)
- Summary of Interfund Activities – Actuals
The following are the ending fund balances as of June 30, 2017:
Each year there are fluctuations in both the revenues and expenditures for the Unrestricted and Restricted components of the General Fund. The major reasons for the variances can be explained as follows:
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Over the past two months, the staff has completed the closing process for all funds within the High School District. The components of ending fund balance for the General Fund as of June 30, 2017, are as follows: | | 2016-17 Unaudited Actuals | Description | | Unrestricted | Restricted | Combined | NONSPENDABLE | | | | | | | | | | Revolving Cash | | $ 5,600 | $ - | $ 5,600 | Total - NONSPENDABLE | | 5,600 | - | 5,600 | | | | | | RESTRICTED | | | | | Educator Effectiveness | | | 37,712 | 37,712 | Lottery Restricted | | | 74,033 | 74,033 | Special Education | | | 139,863 | 139,863 | College Readiness Block Grant | | | 169,766 | 169,766 | Restricted Maintenance | | | 324,973 | 324,973 | PTAs, Foundation, Library | | | 450,826 | 450,826 | TOTAL - RESTRICTED | | $ - | $ 1,197,173 | $ 1,197,173 | | | | | | ASSIGNED | | | | | Site donation accounts | | 48,626 | | 48,626 | ASB | | 1,447 | | 1,447 | EPA | | 124,590 | | 124,590 | Reserve for compensation | | 1,150,000 | | | Total - Assigned | | $ 1,324,663 | $ - | $ 174,663 | | | | | | UNASSIGNED | | | | | Economic Uncertainty Reserve (3% State) | | 1,052,927 | | 1,052,927 | Add'l Reserve for Economic Uncertainty (7%) | | 2,456,830 | | | Unappropriated | | 2,013,208 | | 2,013,208 | TOTAL - UNASSIGNED | | $ 5,522,965 | $ - | $ 3,066,135 | | | | | | TOTAL - FUND BALANCE | | $ 6,853,228 | $ 1,197,173 | $ 8,050,401 |
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Approval of the 2016-17 Unaudited Actuals for the San Rafael High School District.
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Approval of the 2016-17 Unaudited Actuals for the San Rafael High School District.
Passed with a motion by Natu Tuatagaloa and a second by Greg Knell. |
Yes Linda Jackson. Yes Rachel Kertz. Yes Greg Knell. Yes Ms. Maika Llorens Gulati. Yes Natu Tuatagaloa.
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0 PRESENTATION - ESD/HSD UNAUDITED ACTUALS 1HSD Unaudited Actuals with Narrative 16-17 2HSD Unaudited Actuals General Fund 16-17 3HSD Unaudited Actuals Other Funds16-17 4HSD Unaudited Actuals Supplemental Info 16-17
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The Board and community will be given an opportunity provide public input Resolution No.1718-4 Gann Limit for the Elementary School District for the Fiscal Years 2016-2017 and 2017-2018.
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BACKGROUND: In 1979, voters approved Proposition 4, a constitutional limit on governmental spending at every level in the State, including school districts. No agency’s expenditures can exceed its Gann limit, which is adjusted annually for changes in population and the lesser of either the national Consumer Price Index (CPI) or California’s per capita personal income. In 1990, a constitutional amendment (Proposition 111) changed the inflation index for the Gann limit calculation, effectively raising the limit. Additionally, the minimum funding guarantee for education (Proposition 98) was changed to reflect the growth of California’s overall economy. Proposition 111 accomplished this by shifting the adjustment for inflation from the growth of per capita personal income, which is historically a lower amount, to the growth in state per capita General Fund revenues plus one-half percent. Although the combination of Proposition 111 and Proposition 98 nullified the potentially harmful effects of the Gann Limits on K-12 school agencies, they are still required to complete the calculation and conduct a “Public Hearing” on the resolution adopting the adjusted “Gann Limit” for 2016-17 and the estimated “Gann Limit” for 2017-18. The Gann Limit calculation is included in the supplemental information in the Unaudited Actuals State Reports. CURRENT CONSIDERATIONS: This agenda item presents for Board approval, the Appropriations Limit Calculations, Exhibit A, and Resolution No.1718-4 Adoption of the “Gann Limit”, Exhibit A. No increase to the Gann Limit is necessary (see calculations attached). |
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Approval of Resolution No.1718-4 will not have a financial impact on either the 2016-17 or the 2017-18 fiscal years.
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Approval of Resolution No.1718-4
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Approval of Resolution No.1718-4
Passed with a motion by Linda Jackson and a second by Greg Knell. |
Yes Linda Jackson. Yes Rachel Kertz. Yes Greg Knell. Yes Ms. Maika Llorens Gulati. Yes Natu Tuatagaloa.
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Mr. Marquand noted this is a legal requirement to adopt this resolution for the Gann Limit. |
ESD Gann Form ESD Gann Resolution 1718-4
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The Board and community will be given an opportunity to provide public input to Resolution No. 1718-5 the High School District for the Fiscal Years 2016-17 and 2017-18.
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BACKGROUND: In 1979, voters approved Proposition 4, a constitutional limit on governmental spending at every level in the State, including school districts. No agency’s expenditures can exceed its Gann limit, which is adjusted annually for changes in population and the lesser of either the national Consumer Price Index (CPI) or California’s per capita personal income. In 1990, a constitutional amendment (Proposition 111) changed the inflation index for the Gann limit calculation, effectively raising the limit. Additionally, the minimum funding guarantee for education (Proposition 98) was changed to reflect the growth of California’s overall economy. Proposition 111 accomplished this by shifting the adjustment for inflation from the growth of per capita personal income, which is historically a lower amount, to the growth in state per capita General Fund revenues plus one-half percent. Although the combination of Proposition 111 and Proposition 98 nullified the potentially harmful effects of the Gann Limits on K-12 school agencies, they are still required to complete the calculation and conduct a “Public Hearing” on the resolution adopting the adjusted “Gann Limit” for 2016-17 and the estimated “Gann Limit” for 2017-18. The Gann Limit calculation is included in the supplemental information in the Unaudited Actuals State Reports. CURRENT CONSIDERATIONS: This agenda item presents for Board approval, the Appropriations Limit Calculations, Exhibit B, and Resolution No. 1718-5 adoption of the “Gann Limit”, Exhibit B. No increase to the Gann Limit is necessary (see calculations attached.) |
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COST/FUNDING SOURCE: Approval of Resolution No. 1718-5 will not have a financial impact on either the 2016-17 or the 2017-18 fiscal years.
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Approval of Resolution No.1718-5.
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Approval of Resolution No.1718-5.
Passed with a motion by Natu Tuatagaloa and a second by Greg Knell. |
Yes Linda Jackson. Yes Rachel Kertz. Yes Greg Knell. Yes Ms. Maika Llorens Gulati. Yes Natu Tuatagaloa.
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HSD Gann 16/17-17/18 HSD Gann Resolution 1718-5
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This item presents the opportunity for the Board and the public to review technical amendments to the 2017-2020 Local Control Accountability Plan for the San Rafael Elementary School District, for recommended Board approval.
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Background: The LCAP is a plan that creates a comprehensive path to guide how a district and its schools support student success. It is intended to be a document that is brief, easy to understand, and contains key information about how the District plans to address state and local priorities for student success. The LCFF and LCAP intentionally allow districts the flexibility and authority needed to serve students based on specific need and local context. The very structure of LCAP reinforces the idea that one size does not fit all.
Current Consideration: The technical amendments to the LCAP represent SRCS’ response to feedback provided by the Marin County Office of Education. The SRCS LCAP was approved by the Board on June 26, 2017, and was forwarded to the Marin County Office of Education (MCOE) for review. The MCOE reviews all of the county LCAPs. On August 22, 2017, SRCS received a LCAP Technical Corrections memo from MCOE. The Central Services Office staff met with MCOE to discuss the revisions required to the LCAP and the plans submitted reflect the revisions made. Exhibit A - Amended 2017-2020 Local Control Accountability Plan for the San Rafael Elementary School District |
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Approval of the technical amendments to the 2017-2020 Local Control Accountability Plan for the San Rafael Elementary School District.
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Approval of the technical amendments to the 2017-2020 Local Control Accountability Plan for the San Rafael Elementary School District.
Passed with a motion by Linda Jackson and a second by Greg Knell. |
Yes Linda Jackson. Yes Rachel Kertz. Yes Greg Knell. Yes Ms. Maika Llorens Gulati. Yes Natu Tuatagaloa.
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Exhibit A - Amended SRCS ESD LCAP REV
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This item presents the opportunity for the Board and the public to review technical amendments to the 2017-2020 Local Control Accountability Plan for the San Rafael High School District, for recommended Board approval.
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Background: The LCAP is a plan that creates a comprehensive path to guide how a district and its schools support student success. It is intended to be a document that is brief, easy to understand, and contains key information about how the District plans to address state and local priorities for student success. The LCFF and LCAP intentionally allow districts the flexibility and authority needed to serve students based on specific need and local context. The very structure of LCAP reinforces the idea that one size does not fit all.
Current Consideration: The technical amendments to the LCAP represent SRCS’ response to feedback provided by the Marin County Office of Education. The SRCS LCAP was approved by the Board on June 26, 2017, and was forwarded to the Marin County Office of Education (MCOE) for review. The MCOE reviews all of the county LCAPs. On August 22, 2017, SRCS received a LCAP Technical Corrections memo from MCOE. The Central Services Office staff met with MCOE to discuss the revisions required to the LCAP and the plans submitted reflect the revisions made. Exhibit A -Amended 2017-2020 Local Control Accountability Plan for the San Rafael High School District |
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Approval of the technical amendments to the 2017-2020 Local Control Accountability Plan for the San Rafael High School District.
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Approval of the technical amendments to the 2017-2020 Local Control Accountability Plan for the San Rafael High School District.
Passed with a motion by Greg Knell and a second by Ms. Maika Llorens Gulati. |
Yes Linda Jackson. Yes Rachel Kertz. Yes Greg Knell. Yes Ms. Maika Llorens Gulati. Yes Natu Tuatagaloa.
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Exhibit A - Amended SRCS HSD LCAP
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This item presents to the Board and the public the opportunity to review the first reading of revisions to Board Policy and Administrative Regulation and new Exhibit 6161.1 Selection and Evaluation of Instructional Materials. The second reading and recommended board adoption will be brought to the next meeting.
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Background: The Policy and Exhibit are being updated to delete material defining the "sufficiency" of instructional materials as meaning that students enrolled in the same course have identical materials from the same adoption cycle, and to delete optional material reflecting the authorization to purchase the newest adopted materials for schools in deciles 1-3 of the Academic Performance Index, as those laws have repealed on their own terms. The updated policy also reflects the requirement to address the sufficiency of instructional materials in the district's LCAP and reflects NEW LAW (AB 575, 2016) which provides that the State Board of Education may adopt instructional materials for grades K-8 at least once, but not more than twice, every eight years. The Administrative Regulation was also updated to align with the revised Board Policy. Exhibit A - Board Policy 6161.1 Selection and Evaluation of Instructional Materials Exhibit B - Administrative Regulation 6161.1 Selection and Evaluation of Instructional Materials Exhibit C - Exhibit 6161.1 Resolution |
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There is no financial impact to the district. |
Trustee Jackson inquired about the parent/community committee involvement section that was struck through, asking that it be kept into the regulation.
This policy and regulation will be brought back for a second reading and recommended approval at the next meeting. |
Exhibit C - Resolution 6161.1
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The Board will have an opportunity, as needed, to review the status of trustee goals as they relate to operational items that may require a study session.
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None. |
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There was no reportable action taken in Closed Session. |
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Trustee Llorens Gulati requested an update on biliteracy and what languages are offered at the high schools.
Trustee Jackson recapped the Citizens Bond Oversight Committee's request for assistance in expanding their membership and asked staff to provide direction/ideas about how the district can help them. |
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Natu Tuatagaloa: - He attended the MCSBA kick-off dinner meeting in Nicasio - He has been attending volleyball games at SRHS - He has been attending Capital Facilities Program planning meetings
Maika Llorens Gulati: - She also attended the MCSBA dinner - She attended Back to School night at Sun Valley and said it was great to see the stand-up desks in the 5th grade classrooms; providing them for all students would be amazing. The new policy on no homework is going well. - Safe Routes to School meetings have been going well; the right partners having good discussions - Summerfest HeadsUp Carnival will be on October 7th
Linda M. Jackson: - She attended Back to School nights at DMS, MHS, BV and TL - On August 29th she met with Jesse Madsen at MCOE to discuss ways to build student engagement in climate change activities in San Rafael - She welcomed new parents to San Pedro at a meeting for first year families - She attended the MCSBA dinner meeting in Nicasio; great to hear Representative Jared Huffman speak about Washington DC - On September 5th she attended a workshop held by the Canal Alliance at MCOE regarding DACA - She joined a Community Schools Initiative planning meeting with Superintendent Watenpaugh, Dixie Superintendent Jason Yamashiro, Dixie Trustee Marnie Curtiss, and Trustee Greg Knell - She visited SRCS parent Hugo Mejia in the detention center where he is being held to express our concern about his situation
Greg Knell: - He also attended the DACA presentation at MCOE. He and Trustee Jackson will be meeting with Canal Alliance attorneys regarding school responses to ICE - He attended a meeting with the county regarding AB402 and an MOU with MCOE to share free and reduced lunch program data to encourage food stamp registration - He visited Madrone HS and joined the capital facility plans discussion for the site; they are advocating for windows in the classrooms
Rachel Kertz: - She attended the MCSBA dinner meeting - She has been attending Capital Facilities Program meetings - She attended the TLHS Back to School night and the DACA meeting held at MCOE - The Capital Facilities Program will have an informational booth at Summerfest |
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Superintendent Watenpaugh reported: - He has been attending Capital Facilities Program work sessions - He attended the first meeting of county superintendents for the school year; executive assistants from around the county joined the end of the meeting and lunch - He met with Trustees Jackson and Knell and Dixie Superintendent Yamashiro and Trustee Curtis regarding Community Schools - He and Dr. Perez recently met with Sobrato's Anya Hurwitz and Patty Delaney regarding piloting of SEAL in grades 4 and 5 next year, and how to become a demonstration district for the North Bay - He also attended the MCSBA dinner, Terra Linda Back to School night, the DACA meeting held at MCOE, and held meet and confer meetings with union leadership for CSEA and SRTA |
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There being no further business, President Kertz adjourned the meeting at 7:24 PM. |
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Present | Linda Jackson |
Present | Rachel Kertz |
Present | Greg Knell |
Present | Ms. Maika Llorens Gulati |
Present | Natu Tuatagaloa |
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