Board President Rachel Kertz, Vice President Greg Knell, Trustee Linda M. Jackson, Trustee Maika Llorens Gulati, Trustee Natu Tuatagaloa

Terra Linda HS Teacher David Tow will present on his experiences as a Fulbright Scholar in Finland.

Dr. Perez will present information on the California Assessment of Student Performance and Progress (CAASPP) for the ESD and HSD. 

An update related to bonds and Capital Facilities Program will be provided.

The Board is presented with a Service Agreement, effective 09/22/2016, for Colbi Technologies, Inc., related to Account-Ability Software Services, Measures A and B Bond Program.

Rationale:

The initial phases of the Measures A and B Bond Program are underway.  Careful consideration went in to the selection of Colbi Technologies, Inc. (Account-Ability Software) for recommendation to fulfill the Software Services. In order to begin the initial software implementation and coordination between Bond and Project budgets, approval of this Service Agreement is critical.

Executive Summary:

San Rafael City Schools (SRCS) will use Colbi Technologies, Inc. (Account-Ability Software) for the Measures A and B Bond Program, to build, track, coordinate, and maintain Program and Project Budgets.   These functions are vital to coordination of Bond fiscal management with District accounting functions. 

Background:

On June 27, 2016, the SRCS Board of Education was presented with a Resolution authorizing a Request for Proposal for the selection of accounting, tracking and reporting software for the Measures A and B Bond Program (Resolution 1692). 

On Tuesday, July 5, 2016 and Tuesday, July 12, 2016, SRCS published an RFP for “Measures A & B Bond Program Accounting Software”, with a due date of Thursday, July 28, 2016.

An extremely thorough procurement process, involving the vetting of proposals and an in-depth and systematic scoring process took place.  This procurement process took into account relevant services offered, multiple references, and cost proposals. SRCS staff is recommending Colbi Technologies, Inc. to perform the Software Services. 

During the term of the Agreement, Colbi Technologies Inc. will provide Account-Ability Software Services and staff training to include:  Software implementation and configuration; management consulting and customized training; application updates; live phone support; yearly training as needed; bi-annual workshops; and Web access services with a 99.9% uptime commitment.  Software consulting/training included:

• Half-day interactive Flowchart Workshop to fully review and document budgeting, contracting and payment processes
• Three (3) days hands-on/in-house Account-Ability Software training
• One half-day follow-up training, four to six weeks after initial training
• Six (6) hours customized training provided on an as-needed basis, each year
• Eight (8) hours consulting services provided on an as-needed basis, each year
• Bi-Annual Workshops
• 24/7 Helpdesk

 (See Exhibit A)

Current Considerations:

Account-Ability Software will be configured to incorporate the District account code structure and internal control processes for project budgeting development, contract award, modifications, and payments.  Included in the above functions, Accountability Software will:

• Track and align revenue and expenditure accounts
• Manage fund demand
• Report to Oversight Committee and Board
• Maintain records of budget changes
• Manage and record all financial transactions related to the Capital Facilities Improvements Program
• Forecast Project and Program expenditures to completion
• Track performance and ratios of budgets and expenditures
• Other financial tracking, managing and forecasting as needed.

This contract will be paid from Capital Facilities Program ‘Bond’ funds, apportioned to the Measures A and B Bond Program.

The Program will pay Colbi Technologies, Inc. the following fees:

• Account-Ability Implementation Fee:  $50,000 one-time fee, billed after execution of the Agreement
• Annual Software Service Fee:  $40,000 per year, billed in advance of each one-year term
• Data Upload Implementation:  $15,000, one-time fee, billed after execution of the Agreement
• Data Upload Annual Fee:  $5,000, billed in advance of each one-year term
• Additional Concurrent Logins (over five):  $525.00 per login, per year, billed in advance of each one-year term  

  Program Fees

  • Year 1 Total:                          $ 110,000 (Includes one-time fees)
  • Years 2-8 Total:                     $ 315,000 ($45,000 Yearly)
  • Total Colbi Fees:                 $ 425,000       

Based on an eight (8) year program, the total of this obligation would be $425,000, not including the five concurrent logins.

The above outlined fees are in line with industry standards and conform to the Program budget.

Approval of this Colbi Technologies, Inc., Software Service Agreement.

The Board is presented with a request for approval for a Supplemental Investigation and Site Specific Response Spectra from Miller Pacific Engineering Group, for recommended approval.

In order to obtain final Division of the State Architect (DSA) approval, the California Geological Survey (CGS) is requiring additional investigation.

During review of the structural engineering package for the San Rafael High School Stadium Track and Field Project, the California Geological Survey (CGS), a state agency, has required further information from the soils engineer of record.  In addition to the original soils investigation, CGS is requiring an additional boring to determine if significant (greater than 10-feet) organic soils underlie the project site.  Additionally, CGS is requiring further analysis as a result of the additional boring.  This additional boring is being requested by CGS as part of the seismic standards investigation required for the Division of the State Architect (DSA) approval.  (See attached CGS review letter.)

Executive Summary:

The DSA requires licensed specialty firms to provide specific analysis and certification of all structural components.  Miller Pacific Engineering Group has been hired by the District to provide required soils analysis.  During a CGS review, the agency required additional information. This data could not have been reasonably anticipated at the time they assembled their original proposal for these services.

Background:

The project architect, Carducci and Associates submitted the plans and specifications for the Stadium Project to DSA for approval.  As part of the overall approval of the project, the CGS must approve the soils analysis and structural components for the project.  As a condition of their approval, CGS has required further specific analysis.

Current Considerations:

Miller Pacific Engineering Group has submitted a proposal for this extra work.  (See attached Budget Update Letter)

Additional Boring: $ 5,400.00

Site Specific Response Spectra: $ 3,800.00

Total: $ 9,200.00

The above fees are in line with the Program budget and are within industry standards for this type of work.

Additional Boring:  $ 5,400.00

Site Specific Response Spectra:  $ 3,800.00

Total:  $ 9,200.00

This work will be funded by Measure B Bond Funds.

Approval of Miller Pacific Engineer Group additional services request in the amount of $9,200.00.

The Board is presented with Supplemental Agreement No. 2 to Master Agreement for Architectural Services - Deems Lewis McKinley, Inc. for recommended approval.

Staff is seeking authorization from the Board for the issuance of Supplemental Agreement No. 2 to the District’s Master Agreement for Architectural Services with Deems Lewis McKinley, Inc. (DLM), which is an HVAC/Air Conditioning Improvement Project for Terra Linda High School.

BACKGROUND:  Effective August 22, 2016, the District entered into a Master Agreement for Architectural Services with Deems Lewis McKinley, Inc. (“Master Agreement”) for the provision of architectural services to the District for projects under the District’s Measure A and Measure B bond program (“Program”) as assigned.  Under the Master Agreement, specific Program projects are assigned by executing a Supplemental Agreement for each specific project.  Each Supplemental Agreement identifies the specific project scope, architect fee, schedule, number of required meetings, and other details unique to that project.  The terms and conditions of each Supplemental Agreement complement the existing Master Agreement, which is still in effect.

Supplemental Agreement No. 2 is for DLM to provide architectural services for an HVAC/Air Conditioning Improvement Project for Terra Linda High School, with the project completed no later than September 30, 2017.  DLM’s fee for its architectural services on this project is a fixed fee of Two Hundred Fifteen Thousand Dollars ($215,000), and the total construction cost budget is One Million Six Hundred Thirty-Eight Thousand Four Hundred Seventy-Three Dollars ($1,638,473).

HSD: $215,000 for Supplemental Agreement #2

This contract will be funded by the District’s Bond Program, under Measure B. 

Approval of the Supplemental Agreement #2.

The Board is presented with Supplemental Agreement No. 2 to Master Agreement for Architectural Services – Hibser Yamauchi Architects, Inc.

Staff is seeking authorization from the Board of Education for the issuance of Supplemental Agreement No. 2 to the District’s Master Agreement for Architectural Services with Hibser Yamauchi Architects, Inc. (“HY”), which is an HVAC/air conditioning project for the San Rafael High School Language Arts Building.

BACKGROUND:  Effective August 22, 2016, the District entered into a Master Agreement for Architectural Services with Hibser Yamauchi Architect, Inc. (“Master Agreement”) for the provision of architectural services to the District for projects under the District’s Measure A and Measure B bond program (“Program”) as assigned.  Under the Master Agreement, specific Program projects are assigned by executing a Supplemental Agreement for each specific project.  Each Supplemental Agreement identifies the specific project scope, architect fee, schedule, number of required meetings, and other details unique to that project.  The terms and conditions of each Supplemental Agreement complement the existing Master Agreement, which is still in effect.

Supplemental Agreement No. 2 is for HY to provide architectural services for an HVAC/air conditioning upgrade project for the San Rafael High School Language Arts Building, with the project completed no later than September 30, 2017.  HY’s fee for its architectural services on this project is a fixed fee of Two Hundred Seven Thousand Forty Dollars ($207,040), and the total construction cost budget is One Million Seven Hundred Twenty-Four Thousand Nine Hundred Twenty-Five Dollars ($1,724,925).

 HSD: $207,040 Supplemental Agreement #2

The contract will be funded from the District’s Bond Program, under Measure B.  

Approval of Supplemental Agreement #2. 

Approval of the minutes for the September 12, 2016 and September 26, 2016 Regular Board meetings.

This agenda item presents for Board approval the Administration's recommended personnel transactions for the Elementary School District.

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.

Approval of all hiring, terminations, transfers, and retirements of employees in the Elementary School District.

This agenda item presents for Board approval the Administration's recommended personnel transactions for the High School District.

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.  

Approval of all hiring, terminations, transfers, and retirements of employees in the High School District.

That the Board approves the agreement for Professional Services between San Rafael City Schools and The Public Employment Relations Board for the 2016-2017 Fiscal Year.

This agreement will cover Joint Negotiations Facilitation Services on an as-needed and fee-for-service basis. This agreement will cover September 1, 2016-June 30, 2017.

COST/FUNDING SOURCE:

The costs shall not exceed $11,040.00.

SACS Code: 01-0000-0-XXXX.00-0000-XXXX-700-XXX-000

The Board will review the warrants for September 2016 for ratification

BACKGROUND:

The warrant register reflects the vendor name, date paid, amount of warrant, and budgetary account charged.

CURRENT CONSIDERATION:

 A copy of the summary of the warrant register of all funds for warrants issued from September 1, 2016 through September 30, 2016 is attached.

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 are available for viewing in the Business Office, Room 504.

Ratify the warrants.

The Board will review the warrants for September 2016 for ratification

BACKGROUND:

The warrant register reflects the vendor name, date paid, amount of warrant, and budgetary account charged.

CURRENT CONSIDERATION:

 A copy of the summary of the warrant register of all funds for warrants issued from September 1, 2016 through September 30, 2016 is attached.

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 are available for viewing in the Business Office, Room 504.

Ratify the High School District warrants for September 2016.

The Board will review and consider approval to dispose of the obsolete equipment.

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: Terra Linda High School, Maintenance, and the Business Services department have determined that the following equipment/textbooks are obsolete.

COST/FUNDING SOURCE:
The equipment will be disposed of or recycled at no cost to the district.

Approval of the disposal of obsolete equipment.

The Board reviews the budget development calendar.

BACKGROUND:
The typical budget cycle for the following school year begins in January with the Governor’s budget proposal (on or about January 10th).  During the months that follow, there are key dates and deadlines critical to the budget development process.  In order to provide the Board and community with a guide to this process, a budget development calendar is established and approved by the Board.

The Elementary Budget Committee meetings were established in the 2003-2004 school year for the San Rafael Elementary School District.  The school sites are represented by a teacher or classified employee and/or an administrator, who will take fiscal information back to the sites.  The purposes of the meetings are to update the committee on the budget, the Governor’s budget proposals, first and second interim and major budget assumptions and to review any new information. They also will consider possible recommendations to the Superintendent for budget reductions and/or restoring critical services or programs that were previously cut.  The meeting dates are scheduled on either the second or third Thursday of the month, and will be held at the DMS library.  

CURRENT CONSIDERATIONS:
To provide a calendar of key dates, deadlines and activities related to the budget development process for the 2017-18 budget year. 

COST/FUNDING SOURCE:
None

Approval of the budget development calendar.

The Board will review the budget development calendar.

BACKGROUND:
The typical budget cycle for the following school year begins in January with the Governor’s budget proposal (on or about January 10th).  During the months that follow, there are key dates and deadlines critical to the budget development process.  In order to provide the Board and community with a guide to this process, a budget development calendar is established and approved by the Board.

The High School Budget Committee meetings were established in the 2009-10 school year for the San Rafael High School District.  The school sites are represented by a teacher or classified employee and/or site administrator, who will take the information presented at each meeting back to the sites.  The purposes of the meetings are to update the committee on the budget, the Governor’s budget proposals, property tax information, economic outlook, first and second interim and major budget assumptions and to review any new information. They also will consider possible recommendations to the Superintendent for budget reductions and/or restoring critical services or programs that were previously cut. The meeting dates are scheduled on either the second or third Wednesday of the month, and will be held at the district office in the boardroom.  

CURRENT CONSIDERATIONS:
To provide a calendar of key dates, deadlines and activities related to the budget development process for the 2017-18 budget year.  

COST/FUNDING SOURCE:
None

Approval of the budget development calendar.

The Board is presented with signature resolutions for review and recommended approval.

BACKGROUND:
Education Code Sections 42630 to 42633 allow the members of the Governing Board of each district to authorize officers or employees to sign orders and other documents on behalf of the Governing Board for the current fiscal year. This authorization must be approved annually.

Douglas Marquand was hired with a start date of October 17, 2016 as the Assistant Superintendent, Business Services

CURRENT CONSIDERATIONS:
This agenda item presents for Board approval of the following authorized signatories, per the attached items: 

 Name                             Resolution No.

Douglas Marquand             1702

Esta Suen                           1703

COST/FUNDING SOURCE:

That the Board reviews the renewal agreement.

BACKGROUND:
Frontline Technologies recently purchased Canopy Road Software, Inc. (CRS Incorporated).  CRS Incorporated was originally established in 1985 and initially provided telephone reservation software used by school systems to manage media supplies.  In 1987 CRS released Substitute Finder, which became the company’s flagship product.  

The SubFinder Application Service Provider (ASP) system is equipped with advanced Interactive Voice Response (IVR) capabilities as well as internet link, thus guaranteeing access 24 hours a day, 7 days a week, and 365 days a year.  The system shall provide secure access on the internet with 2 identifiers for logging on.  Internet access shall be in a secure data environment.

The system fully automates employee absence report, substitute placement, and data analysis processes.  It is designed for both certificated and classified employees and enables employees to track their own absence history over multiple years.  Site administration and support staff have the ability to easily track and manage all absence information via phone or computer and even receive proactive e-mail communication on status of an opening being filled.  Another key advantage of the SubFinder system is its ability to exchange data with the Marin City Fiscal/HR data base Quintessential School Systems (QSS) and integration with the Standardized Account Code Structure (SACS) enabling the district to save significant staff time.  

CURRENT CONSIDERATIONS:
The SubFinder System was implemented fully in 2008-09 as an efficiency and cost-saving measure and it has become an important tool for our staff.

Under this annual renewal for 2016-17, CRS, Incorporated will continue to provide the following services:
• APS software services
• Ongoing telephone assistance

COST/FUNDING SOURCE:
The cost for the services 2016-17 fiscal year will be split between the elementary and high school districts. The employee rate structure for San Rafael City Schools, if approved by the Board, will take effect on August 1, 2016 and are as follows:

• Sub Required - $1.68
• Non Required - $0.87
 

SACS Code: 01-0000-0-5860.00-0000-7400-700-000-000

Approval of the renewal agreement.

The Board is presented with an out-of-state travel request for recommended approval. 

BACKGROUND: The 30th annual UCEA Convention will be held November 17-20, 2016 at the Detroit Marriott Renaissance Center in Detroit, MI. The purpose of the 2016 UCEA Convention is to engage participants in discussions about research, policy, practice and preparation in the field of education with a specific focus on educational leadership. The 30^th Annual UCEA Convention theme, Revitalizing Education in Complex Contexts: Re-envisioning Leadership, Refreshing Practice, Redefining Student Success, is intended as an occasion to talk, meet, think, and organize for a renewed vision, goal-setting and coalition-building that will bring new life and meaning to the role of education and educational leadership. 

CURRENT CONSIDERATION: Dr. Harriet MacLean and Restorative Practices consultant Karen Junker recently co-authored a chapter that tells the story of restorative practices implementation at Davidson Middle School and the resulting transformation of the school’s culture and climate. The book’s editor Anthony Normore is a professor and chair of the College of Education Graduate School at CSU Dominguez Hills.  Professor Normore’s proposal for the chapter authors to present an “Ignite” session at the 2016 UCEA Convention in Detroit was accepted.  Dr. MacLean asks for board approval to represent SRCS at this out-of-state conference and present about restorative practices in San Rafael City Schools.

Travel and lodging is estimated to be $1000. The College of Education for California State University, Dominguez Hill, will be providing reimbursement for expenses. 

Approval of the out-of-state travel for Dr. Harriet MacLean.

This item presents for Board approval of the Contract for Services with Flippen Group, L.L.C., for professional development for Davidson Middle School on October 17, 2016.

Background: Winning Culture is an immersive, participatory experience for administrators, staff, and teachers of all experience and grade levels. Participants learn and practice skills they will use and model in their classrooms, schools, and districts. It includes a discussion of the five universal fears and needs and how to cultivate the leadership skills required to meet those needs.

Current Consideration: In August, approximately 60% of the Davidson staff participated in the 2.5 days training Capturing Kids’ Hearts. It was transformative for Davidson and has changed the relationships between the staff/students and the staff/staff. To continue to move things forward with this work, Davidson is going to bring the Flippen Group back to provide a one-day training called Winning Culture. This training will provide a context for the staff that was not able to make it to the August training and will allow the staff that did to go deeper into some of the major components of the approach. In addition to Davidson staff, San Rafael High School and Venetia Valley have been invited to participate in this training to create alignment that will be in the best interest of students as they matriculate.  

Major components of the approach:

• The root of behavior being fear + motivation
• The EXCEL Model of teaching  - which reduces anxiety and creates a safe and effective environment in the classroom
• How to uncover students’ academic needs so that you can target your instruction
• Building meaningful, productive relationships with students and colleagues

Exhibit A

The cost of services to be paid for from LCFF funds not to exceed $5,500.

$2,000
01-0000-0-5840.17-1511-2140-700-260-000

$3,500
01-0910-0-5840.00-1110-2140-340-120-000

This item presents for Board approval of the Contract for Services with Flippen Group, L.L.C., for professional development for Davidson Middle School staff on October 17, 2016.

This item presents an Independent Contractor Agreement for Special Services Between San Rafael City School and Marin Theatre Company for services at Davidson Middle School for the  2016-2017 school year, for recommended approval.

BACKGROUND: Marin Theatre Company presents professional theatre arts integration instruction in conjunction with the academic curriculum. At the school, a decision is made regarding a primary area of focus. For example, the school may choose a primary focus on theatre classes to correlate with English or History. Whatever the discipline, the common thread is to encourage connection between art and education, that each inspires and reinforces the other, providing students with a creative, diverse and supportive environment where they can take can take creative risks and grow.

Current Consideration: Marin Theatre Company's programs provide and in-depth syllabus that integrates into the broader curriculum and satisfies the California Visual and Performing Arts Theatre Content Standards. These standards assist Davidson Middle School in collaborating with Marin Theatre Company to design curricula that balance depth with breadth, feature active participation along with listening and observation, and assess student progress through use of assessment tools. In these ways, Davidson Middle School will work with Marin Theatre Company to provide students with creative engagement designed to illuminate their experience with the academic curriculum.

Marin Theatre Company's services are Theatre Arts integration with English Instruction for all ELD and Strategic English classes. (Exhibit A)

Contract services to be paid from Title III funds will not exceed $26,000 for 2016-17 school year.

SCACs Code: 01-4203-0-5840.00-1484-1000-340-120-000

Approval of the Independent Contractor Agreement for Special Services Between San Rafael City School and Marin Theatre Company for services at Davidson Middle School for the 2016-2017 school year. 

This item presents Memorandums of Understanding for Services with PLAYWORKS for Laurel Dell and San Pedro for 2016-2017, for recommended approval.

BACKGROUND: The mission of PLAYWORKS is to improve the health and well-being of children by increasing opportunities for physical activity and safe, meaningful play. PLAYWORKS contracts with schools to provide a high-quality, multi-faceted program to accomplish this mission during the school day and after school. PLAYWORKS' experience is that the effective implementation of play and physical activity programs can have an enormous impact on school climate, making it possible for teachers to focus on their practice and improving students’ experience of and engagement in school.  PLAYWORKS programming is not a substitute for physical education (PE).

CURRENT CONSIDERATIONS:  PLAYWORKS will provide Laurel Dell and San Pedro with one Program Coordinator per site that is trained by PLAYWORKS and receives regular training and supervision throughout the school year. 

Laurel Dell (Exhibit A)
San Pedro (Exhibit B)

Laurel Dell (Exhibit A)
$17,000
01-0000-0-5840.00-1511-1000-094-120-000

San Pedro (Exhibit B) $33,000
$16,500
01-0000-0-5840.00-1511-1000-095-120-000
$16,500
01-9020-0-5840.00-1131-1000-095-120-000

Approval of the Memorandums of Understanding for Services with PLAYWORKS for Laurel Dell and San Pedro for 2016-2017.

This item presents an overnight trip for Terra Linda High School Varsity Cross Country Team to participate in the Clovis Cross Country Invitational in Fresno, California on October 7-8, 2016, for recommended approval.

Background: 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 student will be excluded from participation because of lack of sufficient funds.
• School-sponsored trips for the purpose of swimming or surfing shall not be approved; this includes private or public swimming pools/hot tubs or spas, water parks, beaches, or any other venue where the sole purpose of the trip is for students to swim, surf, or enter the body of water
• Each student will have their own bed and have evening supervision. (Hotel roll-away beds and inflatable air mattress is acceptable.)

Current Consideration:  The team will leave in private vehicles on Friday, October 7, 2016, at 3:00pm and drive to Fresno, California. The team will compete on Saturday, October 8, 2016, and then will be returning home after the event. Return time to Terra Linda High School will be 7:00pm.

Students most likely to participate: Kelden Ben-Ora, Clay Kaufmann, Christian Li, Evan McCormack, Brody Roberts, Kai Roberts, Jordan, Sach-Amiami, Kai Fernandez, Jessica Laura, Lizzi Mceligot, Sophie Yoakum

Adult chaperones/coaches: Bruce Phinney, Bruce Gustin, and Kim Larson

There is no financial impact to the district. 

Approval of the overnight trip for Terra Linda High School Varsity Cross Country Team to participate in the Clovis Cross Country Invitational in Fresno, California on October 7-8, 2016.

This item presents an out-of-state field trip for San Rafael High School students to attend the Presidential Inauguration in Washington, D.C., on January 18-22, 2017, for recommended approval.

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 Consideration: This historic trip will give our students a once in a lifetime opportunity to witness the swearing in of our president.  On January 18, 2017, at approximately 8:00 pm a minimum of 10 students from San Rafael High School, accompanied by one teacher for every 10 students, will leave by plane to Washington D.C., (final travel plans TBD by EF Tours).  The students will spend several days touring the historical museums, monuments, etc. of Washington D.C., in addition to watching the Inauguration and Inaugural parade on January 20, 2017. Sleeping accommodations will be single sex rooms, four students per room, each student having their own bed and round-the-clock supervision by San Rafael High School chaperones and hotel security.  There will be no water activities.

Students most likely to participate: Fatima Calderon, Emily Caruso, Lindsey Chuang, Colleen Conradi, Shae Daly, Rocsana DeLeon, Johnie Lee Fain, Michelle Gamble, Ella Gerlach, Matthew Gess, Katie Gomez, Zoe Hauser, Kendra McGowan,  Carmen Morales,  Jasper Powell, Victoria Robbins, Will Tanaka, Emily Zaltsman

Adult Chaperones: Matthew Winton, Justine Kuehle and Daniel Allen.

The estimated cost for this trip will be $560 to cover the cost of teacher substitutes and $1,897 per student that will be met by fundraising, scholarships, and personal expense. 

That the Board approves the out-of-state field trip for San Rafael High School students to attend the Presidential Inauguration in Washington, D.C., on January 18-22, 2017.

This item presents an amended school instructional minutes and bell schedules for 2016-2017 school year for San Rafael High School and Terra Linda High School, for recommended approval.

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. 

CURRENT CONSIDERATIONS:   Before the start of each fiscal year, the governing board is asked to approve both the school calendar and the bell (class) schedules that include instructional minute calculations performed by District staff.  Once approved, any modifications to the instructional minutes are presented for governing board approval.

Both San Rafael HS and Terra Linda HS have requested the modification to their respective bell schedules and instructional minutes to allow tenth & eleventh-grade students to participate in national PSAT testing on October 19, 2016.  This request slightly increases the instructional minutes for the tenth and eleventh-grade students but decreases instructional minutes for ninth and twelfth-grade students, who would only attend a minimum day schedule on the testing day. 

District staff has calculated the instructional days and minutes for each school, and also for both the tenth and eleventh-grade group and the ninth and twelfth-grade group, 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)

Approval of the amended school instructional minutes and bell schedules for 2016-2017 school year for San Rafael High School and Terra Linda High School.

The Board is presented with an MOU between the Marin County Office of Education and the San Rafael City Schools concerning the award, allocation and required use of funds confirmed in the California Career Technical Education Incentive Grant (CTEIG), for recommended approval. 

BACKGROUND:
The California Career Technical Education Incentive Grant Program is established as a state education, economic, and workforce development initiative with the goal of providing students with the knowledge and skills necessary to transition to employment and postsecondary education. The purpose of this program is to encourage and maintain the delivery of career technical education programs by SRCS, who is acting as a participating district for this Grant.  MCOE has responsibility to acquire, manage and report all uses of Grant funds in compliance with the California Career Technical Education Incentive Grant Program. SRCS agrees to deliver to all terms and conditions set forth in this Memorandum in order for SRCS to fully comply with all Program eligibility requirements.

CURRENT CONSIDERATIONS: 
The Grant Term of this MOU shall be from July 1, 2016 through and including June 30, 2019 unless modified or terminated in writing. The MCOE/SRCS Consortium has been awarded $385,000, of which SRCS will receive $175,000 and MCOE will receive $210,000.

MCOE shall serve as the fiscal agency to receive and administer the allocated grant funds, and sign all grant assurances and comply with all requirements as a grant recipient for the CTEIG funding.

SRCS will be expanding existing career exploration programs, such as Advanced Computer Sciences integrating ‘Maker Space’ curricula with a product development emphasis.

Staff recommends approval of this MOU. 

For the Grant Term ending June 30, 2019, the MCOE/SRCS Consortium has been awarded $385,000, of which SRCS will receive $175,000. For 3 years on a progressively sliding scale, as described below:

1. For the first funding term, $1.00 for every $1.00 received from this program. For the 2016-17 application, matching funds may be based on local match expenditures starting July 2016 through June 2017.
2. For the second funding term, July 2017 through June 2018, $1.50 for every $1.00 received from this program.
3. For the third funding term, July 2018 through June 2019, $2.00 for every $1.00 received from this program.

Approval of the MOU.

The Board is presented with an out-of-state travel request for the superintendent and Sun Valley principal to attend the 2016 National Blue Ribbon Schools Ceremony, for recommended approval. 

BACKGROUND:
In late September, San Rafael City Schools was informed that Sun Valley Elementary School has been selected as a 2016 National Blue Ribbon School. It is estimated there are 90,000 public schools in the United States. Sun Valley is one of 279 public schools recognized for this high honor. The award is based on a school’s overall academic excellence.  U.S. Secretary of Education John B. King Jr. praised these recognized schools stating, “National Blue Ribbon Schools demonstrate that all students can achieve to high levels It takes courage to do the right thing for children, even in the face of significant obstacles. All of you–students, teachers and administrators–deserve our highest praise. You are shining examples for your communities, your state, and the nation.”  In its 34-year history, the National Blue Ribbon Schools Program has bestowed this coveted award on some 8,000 schools.

Each National Blue Ribbon school is invited to send two representatives to the ceremony.  The Department of Education will honor Sun Valley, along with 278 of the nation’s National Blue Ribbon Schools at a program and awards program that begins on Sunday evening, November 6th, with the closing ceremony scheduled for the evening of November 8, 2016. Sun Valley Principal Julie Harris and Superintendent Michael Watenpaugh will represent San Rafael City Schools.  

Estimated costs are $2540 to be paid from an ESD Superintendent's account.

SACS: 01-0000-0-5200.00-0000-7150-700-280-000

Approval of the out-of-state travel.

The Board will consider whether to amend the expulsion action taken on June 27, 2016 for student case # 15/16-7. 

Amend the expulsion action for student case #15/16-7.

The Board will consider whether to expel or not expel student Case #16/17-1 (ESD).

Uphold the panel's recommendation to expel (ESD) student case #16/17-1  for the remainder of the 2016-17 school year.

The Board will review the donations for approval.

BACKGROUND:            

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:

CURRENT CONSIDERATIONS: 

This agenda item presents the donations from the sources listed above, for recommended Board acceptance.

COST/FUNDING SOURCE: Total of donations: $35,924.99          

Accept the donations.

The Board is presented with a revised Current Expense Formula, form CEA as part of the previously approved ESD Unaudited Actuals, for recommended approval. 

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 15^th.

Approval of the 2015-16 Revised Form CEA for the San Rafael Elementary School District.

This agenda item provides for a Public Hearing and recommended Board approval of Resolution #1696- Sufficient Textbooks and/or Instructional Materials, San Rafael City Elementary District, 2016-2017.

State of California Education Code sections 60119 and 60420-60424 require school district Boards of Education to determine by resolution that each pupil in each school in the District has, or will have, prior to the end of the fiscal year, sufficient textbooks or instructional materials or both. This sufficiency verification must be made for the four major content areas:  English language arts, Math, Science and History/Social Science. In addition, verification must include a determination of whether each student enrolled in a foreign language or health course has sufficient textbooks or instructional materials that are consistent with the frameworks adopted by the State Board of Education.

In any fiscal year in which the Superintendent of Public Instruction determines that the Base Revenue Limit per ADA increased by at least one percent from the prior year, school districts must comply with the requirements of Education Code 60119 to qualify for State funding for pupil textbooks and instructional incentive funding.

This Education Code section has been in effect since fiscal year 1994-95.  However, school districts were not required to submit a certification of compliance until fiscal year 1997-98 when it was added under State controller’s “Standards and Procedures for Audits of K-12 Local Education Agencies.”

Funding for instructional materials changed with the implementation of the Instructional Materials Funding Realignment Program (IMFRP) in January 2003. Under Education Code Sections 60420-60424, the IMFRP consolidated the funding for instructional materials into one program. The priority is for each student in grades K-12 to be provided with standards-aligned instructional materials in reading/language arts, mathematics, history-social science, science, and foreign language, the last only for middle school students enrolled in foreign language courses. This certification can be made in conjunction with the annual public hearing and resolution required under Education Code Section 60119, which requires a public hearing on a resolution verifying sufficient textbooks.

Instructional materials are defined under Education Code Section 60010(h) as: 

“Instructional materials means all materials that are designed for use by pupils and their teachers as a learning resource and that help pupils to acquire facts, skills, or opinions or to develop cognitive processes.  Instructional materials may be printed or non-printed, and may include textbooks, technology-based materials, other educational materials, and tests.” 

The IMFRP requires that districts, charter schools, and county offices of education use the funds to ensure that each pupil is provided with a standards-aligned textbook or basic educational materials by the beginning of the first school term that commences no later than 24 months after those materials were adopted by the State Board of Education.

The certification for grades K-8 must be renewed following a primary state adoption of standards-aligned instructional materials for K-8 in reading/language arts, mathematics, history-social science, science and foreign language.  Materials for grades 9-12 must be renewed following local governing board adoption of standards-aligned instructional materials in any of the above subject areas.

Approval of Resolution #1696 - Sufficient Textbooks and/or Instructional Materials, Elementary School District, 2016-2017 and Certification of Compliance with the Instructional Materials Funding Realignment Program for 2016-2017 after a Public Hearing is conducted for public input.

This agenda item provides for a Public Hearing and recommended Board approval of Resolution #1697 -Sufficient Textbooks and/or Instructional Materials, San Rafael City High School District, 2016-2017.

State of California Education Code sections 60119 and 60420-60424 require school district Boards of Education to determine by resolution that each pupil in each school in the District has, or will have, prior to the end of the fiscal year, sufficient textbooks or instructional materials or both.

This sufficiency verification must be made for the four major content areas: English language arts, Math, Science and History/Social Science. In addition, verification must include a determination of whether each student enrolled in a foreign language or health course had sufficient textbooks or instructional materials that are consistent with the frameworks adopted by the State Board of Education and the determination of the availability of laboratory science equipment as applicable to science laboratory courses offered in grades 9-12, inclusive.

In any fiscal year in which the Superintendent of Public Instruction determines that the Base Revenue Limit per ADA increased by at least one percent from the prior year, school districts must comply with the requirements of Education Code 60119 to qualify for State funding for pupil textbooks and instructional incentive funding.

This Education Code section has been in effect since fiscal year 1994-95. However, school districts were not required to submit a certification of compliance until fiscal year 1997-98 when it was added under State controller's "Standards and Procedures for Audits of K-12 Local Education Agencies."

Funding for instructional materials changed with the implementation of the Instructional Materials Funding Realignment Program (IMFRP) in January, 2003. Under Education Code sections 60420-60424, the IMFRP consolidated the funding for instructional materials into one program. The priority is for each student in grades K-12 to be provided with standards-aligned instructional materials in reading/language arts, mathematics, history-social science, and science. This certification can be made in conjunction with the annual public hearing and resolution required under Education Code section 60119, which requires a public hearing on a resolution verifying sufficient textbooks.

Instructional materials are defined under Education Code section 60010(h) as:

"Instructional materials means all materials that are designed for use by pupils and their teachers as a learning resource and that help pupils to acquire facts, skills, or opinions or to develop cognitive processes. Instructional materials may be printed or non-printed, and may include textbooks, technology-based materials, other educational materials, and tests."

The IMFRP requires that districts, charter schools, and county offices of education use the funds to ensure that each pupil is provided with a standards-aligned textbook or basic educational materials by the beginning of the first school term that commences no later than 24 months after those materials were adopted by the State Board of Education.

Under the Local Control funding Formula (LCFF) The Instructional Materials Fund Realignment Program (IMFRP) has been eliminated and rolled into the LCFF. A combination of restricted (Prop-20) Lottery and unrestricted funds were used to purchase the instructional materials necessary to meet the needs of the schools and accommodate student growth and changes in class configurations.

Approval of Resolution #1697 - Sufficient Textbooks and/or Instructional Materials, High School District, 2016-2017 and Certification of Compliance with the Instructional Materials Funding Realignment Program for 2016-2017 after a Public Hearing is conducted for public input.