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REGULAR SESSION
Ravenswood City ESD
December 10, 2020 6:30PM
This Meeting will be held via Zoom Webinar. Please click the following link to join the webinar. https://ravenswoodschools.zoom.us/j/99115496015 Or iPhone one-tap : US: +16699009128,,99115496015# or +13462487799,,99115496015# Or Telephone:Dial US: +1 669 900 9128 or +1 346 248 7799 or +1 253 215 8782 or +1 312 626 6799 or +1 646 558 8656 or +1 301 715 8592 Webinar ID: 991 1549 6015 International numbers available: https://ravenswoodschools.zoom.us/u/acZMM14zca

1. CALL TO ORDER/ROLL CALL
2. APPROVAL OF AGENDA
Quick Summary / Abstract:


3. CLOSED SESSION PURSUANT TO GOVERNMENT CODE SECTION 54957:
Quick Summary / Abstract:
Anyone wishing to address the Board on closed session matters may do so at this time.
3.A. PUBLIC EMPLOYEE DISCIPLINE/DISMISSAL/RELEASE/RESIGNATION
3.B. CONFERENCE WITH LEGAL COUNSEL – PENDING LITIGATION [Government Code section 54956.9(a)]: Raymar Lawson v. Ravenswood City School District.
4. RETURN TO OPEN SESSION
4.A. REPORT OF ACTION TAKEN IN CLOSED SESSION PURSUANT TO GOVERNMENT CODE SECTION 54957.1
5. APPROVAL OF MINUTES
5.A. Consideration to approve the Minutes for the November 19, 2020 Regular Board Meeting.
Attachments:
Draft minutes 11-10-2020
5.B. Consideration to approve the Minutes for the December 3, 2020 Special Board Meeting.Was edited within 72 hours of the Meeting
Quick Summary / Abstract:
Updated minutes.
Attachments:
Draft minutes 12-03-2020
6. FROM THE FLOOR
Quick Summary / Abstract:
The Board sits as a hearing body. All matters are referred to the Superintendent for follow-up. Legally, the Board of Trustees cannot take action on items that are not properly agendized.
7. CONSENT AGENDA
Quick Summary / Abstract:
Board action to approve the following items is taken simultaneously with one motion to “approve the consent agenda,” which is not debatable and which requires a unanimous vote for passage. If any member of the Board, the Superintendent, or the Public so requests, any item shall be removed from this section and placed in the regular order of business. The action indicated on each item is deemed to have been considered in full, and action taken by the Board as worded therein.
7.A. Consideration to Approve Personnel Recommendations.
Attachments:
Personnel Recommendations 12/10/2020
7.B. Consideration to approve Typing Club Subscription
Quick Summary / Abstract:
Typing Club is an online platform to help students learn keyboarding to type efficiently through lessons and games.  The district subscription allows teachers to have their class roster imported into Typing Club and monitor their students' progress.
Rationale:
Typing is just one of the 21st Century skills that we want students to learn, and this program gives teachers and students access to a comprehensive curriculum that takes students through the major skills related to keyboarding.
 
Recommended Motion:
It is recommended that the board approve the subscription to Typing Club.
Financial Impact:
Cost: $3,068; Funding Source: Federal Funds
Attachments:
Typing Club Quote
7.C. Consideration to approve MOU with Silicon Valley Bike Coalition (SVBC)
Quick Summary / Abstract:
The Silicon Valley Bike Coalition (SVBC) provides educational opportunities for bike and pedestrian safety. As more students walk and/or bike to travel to school or for recreation, the SVBC can provide education around safety. This partnership would allow the District to execute the goals of the Safe Routes to Schools grant we had been awarded at the end of last school year.
Rationale:
This MOU with the Silicon Valley Bike Coalition will allow us to execute the activities from our Safe Routes to Schools grant that we were awarded at the end of last school year. This will allow us to provide bike and pedestrian education and activities for students and families.
 
Recommended Motion:
It is recommended that the Board approve the MOU with Silicon Valley Bike Coalition.
Financial Impact:
The overall cost of this MOU will be covered by the Safe Routes to Schools grant we were awarded at the end of the 2019-2020 school year. The District will be invoiced up to $18,000 and then the District will complete the reimbursement process with the San Mateo County Office of Education who holds our Safe Routes to Schools funds so that there is no financial cost to the District.
Attachments:
SVBC MOU
7.D. Consideration to Approve Change Orders #1-3 with AMS.net, Inc. for the Ravenswood IT Infrastructure Project Phase 5 Was edited within 72 hours of the Meeting
Quick Summary / Abstract:

RCSD administration in conjunction with project manager Think Connected, Inc. request the following changes to the IT infrastructure work as shown below in order to allow completion of the Ravenswood IT Infrastructure Upgrade Project, Phase 5 at three school sites. The changes are to add an additional fiber cabling run to the Costaño School main network closet, to exchange wireless access point enclosures, and to return unneeded uninterruptible power supply (UPS) extra battery packs. 

Based on the review and discussions of proposals received, the recommendation is to award Change Orders #1-3 to the contract with AMS.net for a total amount of -$21,681.48 (credit).



Rationale:

The Ravenswood IT Infrastructure Project Phase 5 is upgrading the IT in the three elementary schools, and is working towards finishing upgrading the cabling, wired and wireless networks at Costaño School.

With the delay in the start of the Phase 5 project, it was necessary to connect the original old network to the new main network closet since staff is occupying rooms on the old network during the upgrade project. Therefore a fiber optic cable had to be run across the Costaño campus connecting the two network closets, which was not covered in the original RFP scope.

The Request for Proposal (RFP) and awarded bid also listed a wireless access point enclosure that was larger (and more costly) than necessary for the cool new smaller access points. Therefore, these were exchanged for a smaller enclosure. Finally, the purchased UPS batteries that provide backup power during an outage were twice as large as anticipated for the project, so many of these were returned for credit. The final resulting amount of power meets our required power needs.

Based on the review and discussions of proposals received, the recommendation is to award Change Orders #1-3 to the contract with AMS.net for a total amount of -$21,681.48 (credit).

 
Recommended Motion:

It is recommended that the Board of Trustees approve Change Orders #1-3 to the contract with AMS.net for a total amount of -$21,681.48 (credit).

Financial Impact:

The total cost of this Change Order is in the amount of a $21,681.48 credit, bringing the total cost of the RCSD-P5IT project to $1,704,513.92 and would be credited to Measure H and S Bond Funds. The original awarded cost of the project was $1,726,195.40.


Attachments:
Board Cover Memo and P5-AMSChange Orders1-3.pdf
7.E. Consideration to Approve Change Orders #1-3 with TSE Construction, Inc. for the Ravenswood IT Infrastructure Project Phase 5 Electrical Work
Quick Summary / Abstract:

RCSD administration in conjunction with project manager Think Connected, Inc. request the following changes to the electrical work as shown below in order to allow completion of the Ravenswood IT Infrastructure Upgrade Project, Phase 5 at three school sites. The changes are to add an additionally needed air conditioner installation, and additional work necessitated by scheduling delays caused by the delayed start of the project work at school sites. 

Based on the review and discussions of proposals received, the recommendation is to award Change Orders #1-3 to the contract with TSE Construction for a total amount of $30,844.00.


Rationale:

The Ravenswood IT Infrastructure Project Phase 5 is upgrading the IT in the three elementary schools, and is working towards finishing upgrading the cabling, wired and wireless networks at Costaño School.

Not included in our original design for Costaño is the electrical labor to install the air conditioner (AC) in the new repurposed bathroom network closet (IDF1) that serves most of the school. Similarly, unaccounted in our RFP was electrical work for external fans at Belle Haven School and the AC in the Los Robles Ronald McNair Academy main network room. In addition, the original request for proposal set an unimpeded summer 2020 completion schedule for the electrical work within classrooms at two school sites. With the delay in the start of the project, the electrical labor must occur in smaller chunks and off-hours, which were not included in the original bids.

 
Recommended Motion:

It is recommended that the Board of Trustees approve Change Orders #1-3 to the contract with TSE Construction for a total amount of $30,844.00.

Financial Impact:

The total cost of this Change Order is in the amount of $30,844.00, bringing the total cost of the RCSD-P5ELEC project to $166,667.00 and would be charged to Measure H and S Bond Funds. The original awarded cost of the project was $135,823.00.

Attachments:
Board Cover Memo and TSEChange Orders1-3.pdf
7.F. Consideration to approve Project Notice of Completion for Lewis & Tibbitts, Inc. for the Costaño Kindergarten Renovation Project.
Quick Summary / Abstract:

Lewis & Tibbitts, Inc. began construction in June of 2019.  The District awarded the construction

contract to Lewis & Tibbitts, Inc. on April 4, 2019, for the construction of a new kinder playground

including new play structures, fencing, play yard and landscaping.  The project was deemed high

priority at the time and it was critical that the project move forward immediately in order to be

completed by the end of summer 2019.  In May of 2019, the project was suspended when it was

discovered that the Hetch Hetchy pipeways exist directly beneath the project site.  The District and

consultants worked under the guidance, direction and cooperation with SFPUC in the year-long

redesign of the entire project.  Lewis & Tibbitts remobilized at the site on July 9, 2020, and in an

accelerated construction effort, reached ‘Substantial Completion” just six weeks later on August 24,

2020.  All remaining work was completed on November 30, 2020.


Rationale:

This completes the improvements to the Costano Elementary School campus, which one of the goals was to insure that our students have a safe environment. This project achieved this by constructing a new designated kinder playground including various play structures, a large play yard, a grass soccer pitch, outside eating area, ornamental iron fencing, new irrigation and landscaping. 

SFPUC completed their final inspection on November 13, 2020, and issued the attached letter stating that the work performed by the Ravenswood City School District has been completed to the satisfaction of San Francisco Public Utilities Commission.

 

 
Recommended Motion:

It is recommended that the Board of Trustees approve the Notice of Completion for Lewis & Tibbitts, Inc.

 
Attachments:
Lewis&Tibbits NOC 12-10-20
7.G. Consideration to approve the TELACU Contract Extension.
Quick Summary / Abstract:

The district conducted a Request for Proposals for a construction management company in 2016 to oversee the management of capital projects funded by bond measures. TELACU Construction Management was awarded the contract in January 2017 for an initial three year term, with the ability for both parties to option for multiple renewable extensions. The district has executed one extension, which expires December 31st, 2020.

We are proposing to extend the contract for the next three years, primarily to cover the costs of renovating and new construction at CCRMS as well as various existing and ongoing capital projects. In order to support running multiple concurrent projects, this staffing model allows us to add additional support staff (Superintendent, Project Engineer, Administrator) once construction commences. These costs will not be incurred unless and until construction begins. 

We have worked with TELACU to negotiate prices down and we believe that this is a cost-effective extension. This extension does not include any rate increases and, we believe, includes additional savings (~$2-4m) versus doing these projects separately or through a general contractor.

Recommended Motion:
It is recommended that the board approve this contract. 
Financial Impact:

Under the existing contract, and this extension, we only pay for hours where we use TELACU’s services. We have the discretion to set and adjust their hours as needed. However, forecasting out based on our anticipated projects, this contract extension could cost as much as: $790,203 in 2021, $1,008,583 in 2022, and $895,606 in 2023. This amount comes out of our bond funding.

Attachments:
TELACU Construction Management Contract
7.H. Consideration to approve the Right of Entry and Testing Agreement with the City of Menlo Park -Monitoring Well at Flood Site
Quick Summary / Abstract:

The City of Menlo Park would like to drill a monitoring well at the Flood Site to see if this site could be used as an emergency water site. This agreement serves to help the City of Menlo Park understand if this site could be used as an emergency water site and in no way obligates the district for any future uses at the site. 

The Board asked Staff to revisit the project to better understand the length of time needed for the well. This well is not a testing well (a short exploratory monitoring site that requires one-day of drilling), but rather a longer term monitoring well. The City of Menlo Park would like to keep the well in place for at least one year in order to record a full year's of seasonal groundwater level. They are seeking to install the well before the rainy season begins, likely in January. 

This monitoring well would not in any way affect the districts ability to use that site in the short or long term. 

Recommended Motion:
It is recommended that the board approve this agreement. 
Financial Impact:
There is no cost to the district. If the monitoring well leads to a promising finding, this could lead to future revenue for the district. 
Attachments:
Right of Entry Agreement with Menlo Park
8. SPECIAL RECOGNITION
8.A. Acknowledgment of Years of Service for Board Member Sharifa Wilson.Was edited within 72 hours of the Meeting
Comments:
Updated Proclamation attached
Attachments:
Proclamation in Honor of Sharifa Wilsom
8.B. Staff Core Value Recognition: Empowerment.
Quick Summary / Abstract:

This month we are recognizing staff who embody the core value of Empowerment as an integral part of their character, as determined by a blind majority vote of the committee. 

Recipients will be awarded a certificate and a personalized coffee mug.

Rationale:
Strategic Priority 6 of our 5-year Strategic Plan:  Work collaboratively and share responsibility for our core values. 

Developing a recognition system for core values specifically for staff completes one of the milestones for this strategic priority.
 
9. SUPERINTENDENT'S OFFICE
9.A. School Improvement Working Group update regarding the plan to teach Urgent Learners in person on school campuses.
10. CURRICULUM AND INSTRUCTION
10.A. Consideration to approve the School Plans for Student Achievement (SPSAs)
Speaker:
Lara Burenin
Quick Summary / Abstract:
Education Code Section 64001 specifies that schools and districts that receive state and federal funding prepare a School Plan for Student Achievement (SPSA) for any recipient school. The purpose of the SPSA is to describe school planning efforts across education services at the school. The SPSA was developed in collaboration with the School Site Council/English Learner Advisory Committee and shall address how funds provided to the school will be used to improve the academic performance of all pupils.
Recommended Motion:
It is recommended that the board approve the SPSAs.
Financial Impact:
Use of funds is specified in each school's SPSA.
Attachments:
BH SPSA
CCRMS SPSA
COS SPSA
LRRM SPSA
SPSA
11. BUSINESS DEPARTMENT
11.A. Consideration to Approve the 2020-21 First Interim Financial ReportWas edited within 72 hours of the Meeting
Quick Summary / Abstract:

Context

The State of California requires school districts to file two interim status reports at specific dates each year. Attached is the Ravenswood City School District’s First Interim Financial Report for fiscal year 2020-21. This report reflects the District’s financial status for the period of July 1, 2020 through October 31, 2020.  


Overview

This is an unusually difficult year to forecast district finances. The COVID-19 pandemic has had a significant impact on both our expenditures and on our revenues. So although we have data from a significant portion of the year, there remains significant and unusual uncertainty in our overall situation. 

Over just the last few months, RCSD has seen significant increases in both revenue and expenditure. These increases have largely cancelled each other out, leaving the district in a similar fiscal position to where it began the year - a near balanced budget, with a likelihood of a small deficit or a small surplus.

Despite these changes and uncertainty, we are confident that the district will be able to meet its financial obligation for the current year and the two out years (2021-22 and 2022-23). 

Longer term, there remain a number of challenges. Without changes, we can expect declining revenue due to declining enrollment and a short-term reliance on dwindling RDA funds. This will occur at the same time as we need increased investment as outlined in our strategic plan, as well as new investments to address COVID-driven learning loss.

On a separate note, over the last few months, the business service team has put significant emphasis on aligning the budget to the current organizational structure of the district. To be clear: these efforts are not designed to change the overall structure of the budget. They are instead designed to ensure that our budget is (more) easily understandable and accurate. While we have made progress on this front, there is still room for improvement and additional work still being done.

Recommended Motion:
Based on the financial information presented, it is recommended that the Board of Trustees approve the 2020-2021 First Interim Financial Report as presented.
Comments:
Updated presentation attached on 12-10-2020
Attachments:
10-12-2020 Interim Budget Update
20-21 LCFF Budget Overview for Parents
First Interim Budget Full Export
11.B. Consideration to Approve a Contract with Pitch Interactive to Build a Dynamic Budget Visualization
Quick Summary / Abstract:

Strategic Priority #5 calls for the district to "create and implement transparent budgeting and financial reporting processes." Earlier this year, REF allocated $100,000 to support the district in 1) bringing on a Strategic Projects Coordinator to support a revised budgeting process; 2) developing a long term financial plan; and 3) investing in a budget visualization tool. 

Towards the last proposal - a budget visualization tool - the district has reviewed proposals from several organizations and identified the Pitch Interactive as the most robust and affordable partner.  

Over the next few months, Pitch will work with the business office to develop a customized tool using RCSD data, gather and implement feedback, test the tool, and launch it on our website. We hope to formally launch the tool around the same time as we release our SY21-22 budget this Spring. 

Recommended Motion:
It is recommended that the board approve this contract. 
Financial Impact:
There is an anticipated one-time project cost of $28,350. There will be no recurring costs. This amount will be entirely grant funded. 
12. BOARD OF TRUSTEES
12.A. Consideration to approve Resolution No. 2020/2021 -13, Board Members Excused Absences.
Attachments:
Resolution 2020-2021 -13 Bd.Exc.Absences
12.B. Consideration to approve provisional appointment of Mele K. Latu to fill the vacancy on the Board of Trustees for a term expiring in December 2022.
12.C. Board Policy Revisions presented to the Board for Second Reading and Action: BP/AR 0430 Comprehensive Local Plan for Special Education; BP/AR 1312.3 Uniform Complaint Procedures; E(1) 1312.3 Uniform Complaint Procedures; E(2) 1312.3 Uniform Complaint Procedures; AR 1312.4 Williams Uniform Complaint Procedures; BP/AR 1340 Access to District Records; BP/E 4112.9/4212.9/4312.9 Employee Notifications; BP/AR/E 4113 Assignment; BP/AR 4119.42/4219.42/4319.42; BP/AR 4119.43/4219.43/4319.43 Universal Precautions; BP 4151/4251/4351 Employee Compensation; BP 5141.5 Mental Health; BP 5145.3 Nondiscrimination/Harassment; BP/AR 6020 Parent Involvement.
Quick Summary / Abstract:
This packet of Board Policies was sent to the Board and Cabinet for their review and recommendations. It was presented for First Reading on November 19, 2020, and it is now presented for Second Reading and Action. The packet includes a guide sheet that identifies revisions made in the sample Board Policies.
Attachments:
BP packet w/Cabinet changes tracked
Guidesheet
12.D. Board Reports/Communications
12.E. Next Regular Board Meeting: January 21, 2021.
13. ADJOURNMENT

Published: December 7, 2020, 6:26 PM

The resubmit was successful.