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Regular Meeting - SRCS Board of Education
San Rafael City Schools
June 28, 2017 4:00PM
District Office - Boardroom 310 Nova Albion Way San Rafael, CA 94903

I. OPEN SESSION/ROLL CALL 4:00 PM
Quick Summary / Abstract:

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


Minutes:
President Kertz convened the meeting to Public Session at 4:10 PM.
II. PLEDGE OF ALLEGIANCE
Minutes:
President Kertz led the Pledge of Allegiance.
III. PUBLIC COMMENT ON NON-AGENDIZED ITEMS (Public comment on items that appear on the agenda will be taken at the time the item is addressed by the Board.)
Minutes:
None.
IV. SPECIAL REPORT
IV.1. UPDATE: (ESD/HSD): Labor Unions: CSEA, SRTA, SRFT
Quick Summary / Abstract:
That the Board receives updates from district labor leaders: 1) CSEA 2) SRTA 3) SRFT
Minutes:
There were no union updates at this time.
V. CONSENT AGENDA: (All items appearing on the Consent Agenda are approved in one action by the Board. Trustees, staff or members of the public may request that an item be pulled for discussion prior to Consent Agenda approval.)
V.1. SECOND READING: FINANCE (ESD/HSD) Approval of New Board Policy and Administrative Regulation #3551 Food Service Operations/Cafeteria Plan
Quick Summary / Abstract:

The Board and the public have the opportunity to review the second reading of  Board Policy and Administrative Review #3551 - Food Service Operations/Cafeteria Plan



Rationale:
BACKGROUND: This policy and regulation are being updated to reflect new federal guidance (U.S. Department of Agriculture Memorandum SP 46-2016 and SP 23-2017) which mandates any district participating in the National School Lunch and/or Breakfast Program to adopt a written policy on meal charges, including the collection of delinquent meal charge debt, no later than July 1, 2017, and to annually communicate that policy to parents/guardians. The policy and regulation also reflect new state guidance (California Department of Education Management Bulletin SNP-03-2017) which requires district policy to ensure that students with unrecovered or delinquent meal charge debt are not overtly identified, requires that debt collection efforts are consistent with specified cost principles, and establishes conditions for reclassifying unpaid debt as bad debt. Policy also revised to reflect the Buy American provision of federal regulations which requires districts, to the maximum extent practicable, to purchase domestically grown and processed foods.

 
Financial Impact:

None

Recommended Motion:

Approval of Board Policy and Administrative Review #3551 Food Service Operations/Cafeteria Plan

Actions:
Motion

Approval of Board Policy and Administrative Review #3551 Food Service Operations/Cafeteria Plan

Passed with a motion by Linda Jackson and a second by Ms. Maika Llorens Gulati.
Vote:
Yes Linda Jackson.
Yes Rachel Kertz.
Absent Greg Knell.
Yes Ms. Maika Llorens Gulati.
Absent Natu Tuatagaloa.
Attachments:
AR 3551 Food Service Operations Cafeteria Plan
BP 3551 Food Service Operations Cafeteria Plan
V.2. SECOND READING: FINANCE: (HSD/ESD) Approval of Revisions to Board Policy 7214 - General Obligation Bonds
Quick Summary / Abstract:

The Board is presented with a second reading of the  revisions to Board Policy 7214 General Obligation Bonds, for recommended approval. 






Rationale:

BACKGROUND: This policy is being updated to reflect new law (SB 1029, 2016) which requires the Board to adopt a debt management policy prior to issuing any debt, including a general obligation bond, and to certify to the California Debt and Investment Advisory Commission that any proposed issuance of debt is consistent with the district's policy. The policy also reflects new law (AB 2116, 2016) which requires the Board to obtain reasonable and informed projections of assessed valuations that take into consideration projections of assessed property valuations made by the county assessor, and new law AB 2738, 2016) which prohibits districts from withdrawing proceeds from bond sales at any time for the purpose of making investments outside the county treasury. The policy also adds caution that some uses of bond proceeds that are specified in the Education Code for bond elections with a 66.67 percent threshold may be inconsistent with the California Constitution and encourages consultation with legal counsel.

*On February 27, 2017, the Board approved San Rafael City Schools BP 3471 Debt Issuance and Management. 

This policy will be brought to a subsequent Board meeting for a second reading and recommended approval.





 
Financial Impact:

None

Recommended Motion:

Approval of revisions to Board Policy 7214 General Obligation Bonds  





Actions:
Motion

Approval of revisions to Board Policy 7214 General Obligation Bonds  





Passed with a motion by Linda Jackson and a second by Ms. Maika Llorens Gulati.
Vote:
Yes Linda Jackson.
Yes Rachel Kertz.
Absent Greg Knell.
Yes Ms. Maika Llorens Gulati.
Absent Natu Tuatagaloa.
Attachments:
7214 BP General Obligation Bonds
VI. DISCUSSION/ACTION SESSION
VI.1. FINANCE:(ESD) Approval of the San Rafael City Elementary School District Adopted Budget for the 2017-18 Fiscal Year and Budget Revisions for 2016-17
Quick Summary / Abstract:

That the Board is presented with the  ESD Adopted Budget for the 2017-18 fiscal year and Budget Revision for the 2016-17 fiscal year, for recommended approval.





Rationale:

The District is required to adopt a budget for all funds prior to June 30th each year.  This action must be taken after the Board has held a “public hearing”, which provides the public with an opportunity to comment on the budget. Under the State regulations for the Local Control Funding Formula (LCFF) and the Local Control Accountability Plan (LCAP), the Public Hearing on the budget and the LCAP must happen at a public Board meeting prior to the meeting in which the Budget and the LCAP will be presented to the Board for formal approval.  In compliance with the Education Code and the Brown Act, the District must provide notice of the Public Hearing 10 days prior to the Board Meeting, and the budget must be available for review 72 hours in advance.  The District provided the appropriate notice and the budget was available for review on Thursday, June 22, 2017.  The public hearing on the Budget was held on June 26, 2017.

In June of each year, the Board of Education will adopt the Budget for all funds within the District.  During the fiscal year, the “working” budget for all funds in the District are monitored on a regular basis.  Individual accounts are revised throughout the year in response to changes in information from external sources such as the State & Federal governments or the Marin County Office of Education; from local sources, such as local granting agencies; and from internal sources, such as staffing changes in both classified and certificated positions within the District.                                    

The revised budget is then brought before the Board of Education at various times throughout the year for review and approval of the changes between the major revenue and expenditure accounts.  These modifications are brought before the Board in the form of a “Budget Revision” incorporated into the 1st and 2nd Interim Reports. 

The following are details of some changes since the 2nd Interim Report:

Unrestricted & Restricted Revenues:

The Local Control Funding Formula (LCFF) revenue has been recalculated based on P-2 ADA and the percentage of students eligible for Free & Reduced Meal (FRM). In addition, the budgets for the property tax estimates, which were provided in the J-29B from the MCOE and the Marin County Auditor-Controller’s Office in April, have been updated to reflect this information with an offset to State Aid.  The District will receive final information on these taxes during the closing process this summer. 

The budgets for State Aid (8011) have been adjusted for the revised LCFF calculations along with Education Protection Account Funds (8012). 

The budget for Mandated Cost Reimbursements has been adjusted based on actual receipts (one-time) for the mandate backlog and lottery has been adjusted based on current estimates. 

The budgets for Other State/Federal Revenues were adjusted for updated information. 

Other local revenues have increased due to local donations received by the various school sites and budgeted accordingly.   

Contributions to restricted programs decreased in large part due to decreases in estimated costs for Special Education transportation, reduction in contract services budget for NPS and NPA and reductions to the Excess Cost Billback from MCOE. 

Expenditures & Restricted Programs:

During the past several weeks, the budgets for Salaries and Employee Benefits have been revised to reflect staffing changes for both certificated and classified staff including reductions for open positions.  The District continues to monitor and reconcile Position Control to Human Resources records and Payroll and the budget has been updated accordingly.  In addition, The Classified School Employees Association ratified an Agreement with the District for a 4.5% salary increase retro-active to July 1, 2016.  The budget also includes adjustments for Certificated Administrators, Classified Management and Confidential in anticipation of a revised salary schedules being presented in the future for approval. Since this is the final budget revision of the year some step placement changes have also occurred. 

The budgets for Materials & Supplies and Other Operating Expenditures have been reviewed and updated for current estimates.  There are revisions in the Non-Capital Equipment budget to reflect the need to purchase some chromebook carts and computers using categorical funds.  The budget in the restricted programs has been adjusted in order to budget estimated carryover for materials and supplies for the upcoming school year as well as Parcel Tax carryover to support programs in 2017-18. The restricted budget for Grants was reduced in order to be included in the 2017-18 Adopted Budget.  In addition, the budget for Routine Restricted Maintenance was adjusted to include the Debt Service on the COPs since this debt was created by projects that directly related to Deferred Maintenance projects in 2005-06 and 2006-07.  

The budgets for Services and Other Operating Expenditures have been adjusted for current estimates based on site and department requests and specifically, as local donations have been received.  In addition, the budget has been adjusted for increases and/or decreases in special education contracts, settlement agreements and special education transportation. The unrestricted budget for Professional Consulting Services was increased to include contracts specifically aligned to the LCAP and for Professional Development. Substitute costs were adjusted with a saving offset from open positions not filled. The restricted budget for Other Contract Services, Professional Consulting Services, Sub-Agreements and Travel and Conferences includes adjustments in various grants. 

The budget for “All Other Transfers” was increased for the transfer of former HSD Marin Pupil Transportation Authority (MPTA) funds that will flow through the San Rafael City Elementary District in order to avoid having the funds “swept” via the Fair Share calculations for the San Rafael City High School District ($153,718).                                                                                               

CURRENT CONSIDERATIONS: As the 2016-17 Budget revision indicates, San Rafael City Elementary School District’s General Fund Budget reflects a positive ending fund balance.  It does, however, also reflect deficit financing in both the “unrestricted” and “restricted” General Fund Budget.  This is created in large part by one-time expenditures, “spending down” prior year carryover, and will be eliminated in the upcoming budget year. Included are revisions for the General Fund and all of the Other Funds.  All of the ending fund balances are projected to be positive. 

2017-18 Budget and Assumptions

BACKGROUND: The District is required to adopt a budget for all funds prior to June 30th each year.  This action must be taken after the Board has held a “public hearing”, which provides the public with an opportunity to comment on the budget. Under the State regulations for the Local Control Funding Formula (LCFF) and the Local Control Accountability Plan (LCAP), the Public Hearing on the budget and the LCAP must happen at a public Board meeting prior to the meeting in which the Budget and the LCAP will be presented to the Board for formal approval.  In compliance with the Education Code and the Brown Act, the District must provide notice of the Public Hearing 10 days prior to the Board Meeting, and the budget must be available for review 72 hours in advance.  The District provided the appropriate notice and the budget was available for review on Thursday, June 22, 2017. The Adopted Budget is being presented to the Board for approval on June 28, 2017.

During the months prior to June, staff works diligently to collect data necessary to be included in the upcoming budget.  This information comes from several sources, including the State, the Federal Government, and the Marin County Office of Education, the SELPA, the County of Marin, the Marin Schools Insurance Authority and other various local sources.  This information is incorporated into the budget in the form of budget assumptions.  Some of these assumptions are preliminary and may change once information is finalized at the State, Federal & local levels.

The Budget Advisory Committee was convened in October 2016 and has met monthly through May of this year.  This committee reviewed information on various sources of District revenues, types of expenditures, contractual or mandated obligations and expenditures outside of the control of the District (e.g. utilities, insurance and payroll driven costs) as well as discussing the potential implications of the new Local Control Funding Formula (LCFF) and the new Local Control Accountability Plan (LCAP) that was adopted by the State in July 2013.

The following is a list of the various funds included in the Preliminary Budget, all of which are projected to have a positive ending fund balance:

 

CURRENT CONSIDERATIONS: The Governor’s May Revise was not significantly different from the Governor’s January budget proposal for K-12 education in concept as there were no new programs added.  The Governor continued to support Local Control Funding Formula (LCFF) as a key component of the State budget proposal with an increase in the percentage of “GAP” funding @ 43.97%.  The State COLA was increased from 1.48% to 1.56% and there was new one-time funding to support the ongoing implementation of Common Core State Standards (CCSS) and other important programs through a repayment of the old mandate backlog that the State owes to public schools.  This one-time funding is estimated to be $145 per ADA or approximately $673,000 for the SRESD. 

For more detailed information on the Governor’s May Revise, see The Marin Common Message – Executive Summary issued by the Marin County Office of Education attached.

Within this dynamic and ever-changing fiscal environment, staff continues to work to identify changes or modifications in information both from the State and Federal governments that will then be incorporated into the budget during the 1st Interim budget revision being brought to the Board in the fall.

As the Budget indicates, based on the assumptions included in the Governor’s May Revise and in the School Services of California Dartboard, the San Rafael City Elementary School District will be able to meet its financial obligations for the current and two subsequent years.  





 
Financial Impact:

COST/FUNDING SOURCE: In compliance with GASB 54, the components of the ending fund balance are as follows:

Components of Ending Fund Balance
Nonspendable (revolving, prepaid, etc.)$ 2,500
Restricted$ 377,733
Committed$ -
Asssigned 7%$ 3,803,777
Reserve for Economic uncertainties 3%$ 1,670,190
Unassigned and Unappropriated$ 5,434,193
Subtotal Assigned, Unassigned and Unappropriated$ 10,908,160
Total Components of Ending Balance$ 11,288,393
Assigned & Unassigned balances above the minimum Reserve Requirements$ 9,237,970


Recommended Motion:

Approval of Adopted Budget for the San Rafael Elementary School District for the 2017-18 fiscal year and the final Budget Revision for the 2016-17 fiscal year.





Actions:
Motion

Approval of Adopted Budget for the San Rafael Elementary School District for the 2017-18 fiscal year and the final Budget Revision for the 2016-17 fiscal year.





Passed with a motion by Linda Jackson and a second by Ms. Maika Llorens Gulati.
Vote:
Yes Linda Jackson.
Yes Rachel Kertz.
Absent Greg Knell.
Yes Ms. Maika Llorens Gulati.
Absent Natu Tuatagaloa.
Attachments:
1ESD MCOE Common Message
2ESD Components of Ending Fund Balance
3ESD Narrative
4ESD Certification & Technical Review Checks
5ESD Multi-Year Projections
6ESD General Fund
7ESD Other Funds
8ESD Criteria & Standards Review
VI.2. FINANCE: (HSD) Approval of the San Rafael City High School District Adopted Budget for the 2017-2018 Fiscal Year and Approval of Budget Revisions for 2016-2017
Quick Summary / Abstract:

The Board is presented with the San Rafael City High School District Adopted Budget for the 2017-18 fiscal year and the final Budget Revisions for 2016-17, for recommended approval.




Rationale:

The District is required to adopt a budget for all funds prior to June 30th each year.  This action must be taken after the Board has held a “public hearing”, which provides the public with an opportunity to comment on the budget. Under the State regulations for the Local Control Funding Formula (LCFF) and the Local Control Accountability Plan (LCAP), the Public Hearing on the budget and the LCAP must happen at a public Board meeting prior to the meeting in which the Budget and the LCAP will be presented to the Board for formal approval.  In compliance with the Education Code and the Brown Act, the District must provide notice of the Public Hearing 10 days prior to the Board Meeting, and the budget must be available for review 72 hours in advance.  The District provided the appropriate notice and the budget was available for review on Thursday, June 22, 2017.  The public hearing on the Budget was held on June 26, 2017.

2016-17 Budget Revisions

BACKGROUND:   In June of each year, the Board of Education will adopt the Budget for all funds within the District.  During the fiscal year, the “working” budget for all funds in the District are monitored on a regular basis.  Individual accounts are revised throughout the year in response to changes in information from external sources such as the State & Federal governments or the Marin County Office of Education; from local sources, such as local granting agencies; and from internal sources, such as staffing changes in both classified and certificated positions within the District.

The revised budget is then brought before the Board of Education at various times throughout the year for review and approval of the changes between the major revenue and expenditure accounts.  These modifications are brought before the Board in the form “Budget Revision” incorporated into the 1st Interim and 2nd Interim Reports.

Unrestricted & Restricted Revenues:

The Local Control Funding Formula (LCFF) has been recalculated based on P-2 ADA and the percentage of students eligible for Free & Reduced Meal (FRM). District of Choice calculations have not been adjusted as the budget is in line with current projections.  Once the P-2 Certification with District of Residence information is released in August, the LCFF estimates will be used for the final calculations.

The LCFF calculations confirm that the San Rafael High School District will continue to be a “Basic Aid” District with funding from the State being reduced from 70% to 25% effective 7/1/2017 for the LCFF.  As a “Basic Aid” District, the majority of funding comes from property tax estimates.  The budgets for property tax revenues have been adjusted for information provided in the J-29B from the MCOE and the Marin County Auditor-Controller’s office in April based on 100%.  The District will receive final information on these taxes during the closing process and will calculate the final LCFF based on the tax information, P-2 and annual ADA for MCOE Special Education (NPS & SDC) and District of Choice ADA along with other factors included in the LCFF calculations.

With the passage of Proposition 30, a new account was added last year in order to account for these funds.  It is important to note that although Proposition 30 did not generate any new funds for LCFF funded Districts, it did increase the minimum guarantee by $200 per ADA.  This increase benefited Basic Aid districts by generating additional revenue and creating a new fund to account for the revenues and expenditures of these funds.  This is reflected in the Education Protection Account (8012).

The budget for Mandated Cost Reimbursements has been adjusted based on actual receipts (one-time) for the mandate backlog and lottery has been adjusted based on current estimates.

The budgets for Other State/Federal Revenues were adjusted for updated information with only minor adjustments necessary.

The budgets for Interest Earnings has not changed as the projections based on year-to-date receipts is on track to be in-line with the budget.  Other local revenues have increased due to local donations received by the various school sites and budgeted accordingly. 

The budget for Parcel Tax revenues was decreased based on current estimates and an increase in the number of senior exemptions.

Contributions to restricted programs decreased in large part due to changes in estimated costs for Special Education transportation, reduction in contract services budgeted for NPS and NPA.

Expenditures & Restricted Programs:

During the past several weeks, the budget for Salaries and Employee Benefits has been revised to reflect staffing changes for both certificated and classified staff including reductions for open positions.  The District continues to monitor and reconcile position control to Human Resources records and Payroll and the budget has been updated accordingly. 

The budgets for salary & benefits have also been adjusted to reflect the Classified School Employees Association Tentative Agreement with the District for a 2% salary increase retro-active to July 1, 2016. Although negotiations have not been settled with SRFT, the budget has been adjusted for a 2% increase for certificated, administrators, managers and confidential employees.

The budgets for Materials & Supplies have been reviewed and updated for current estimates along with local donations to support purchases at the school sites.  There are revisions in the Non-Capital Equipment budget to reflect the need to purchase additional classroom furniture in order to accommodate continued growth in 2016-17.  In addition, the budget in the restricted programs has been reduced in order to budget estimated carryover for materials and supplies for the upcoming school year as well as Parcel Tax carryover to support programs in 2017-18.  The restricted budget for Grant was also reduced in order to be included in the 2017-18 Adopted Budget. 

The budgets for Services and Other Operating Expenditures have been adjusted for current estimates based on site and department requests and specifically as local donations have been received.  In addition, the restricted budget has been adjusted for increases and/or decreases in special education contracts, settlement agreements, MCOE Billback and transportation.

A budget transfer was recognized for $153,718 for the reallocation of former HSD Marin Pupil Transportation Authority (MPTA) funds that flow through the SRESD in order to avoid having the funds “swept” via the Fair Share calculations.

CURRENT CONSIDERATIONS: As the 2016-17 Budget revisions indicate, the SRHSD General Fund Budget continues to reflect deficit spending. Although the District was able to recognize savings from items mentioned above, after increasing the budget for a projected 2% salary increase, the projected unrestricted budget deficit is -$1,483,517 in comparison to our 2nd Interim reported deficit of -$1,494,436.

2017-18 Adopted Budget

BACKGROUND: The District is required to adopt a budget for all funds prior to June 30th each year.  This action must be taken after the Board has held a “public hearing”, which provides the public with an opportunity to comment on the budget. Under the State regulations for the Local Control Funding Formula (LCFF) and the Local Control Accountability Plan (LCAP), the Public Hearing on the budget and the LCAP must happen at a public Board meeting prior to the meeting in which the Budget and the LCAP will be presented to the Board for formal approval.  In compliance with the Education Code and the Brown Act, the District must provide notice of the Public Hearing 10 days prior to the Board Meeting, and the budget must be available for review 72 hours in advance.  The District provided the appropriate notice and the budget was available for review on Thursday, June 22, 2017. The 2017-18 Budget was presented to the Board on June 26, 2017 for review and discussion. This final 2017-18 Budget is being presented for approval and adoption on June 28, 2017.

During the months prior to June, staff works diligently to collect data necessary to be included in the upcoming budget.  This information comes from several sources, including the State, Federal Government, Marin County Office of Education, SELPA, County of Marin, Marin Schools Insurance Authority and other various local sources.  This information is incorporated into the budget in the form of budget assumptions.  Some of these assumptions are preliminary and may change once information is finalized at the State, Federal & local levels.

The Budget Advisory Committee was convened in October 2016 and has met monthly through May of this year.  This committee reviewed information on various sources of District revenues, types of expenditures, contractual or mandated obligations and expenditures outside of the control of the District (e.g. utilities, insurance and payroll driven costs) as well as discussing the potential implications of the new Local Control Funding Formula (LCFF) and the new Local Control Accountability Plan (LCAP) that was adopted by the State in July 2013.

The following is a list of the various funds included in the Preliminary Budget, all of which are projected to have a positive ending fund balance:

CURRENT CONSIDERATIONS:   It is important to note that although the San Rafael High School District is a “basic aid” District and therefore not typically impacted significantly by State budget proposals, the LCFF calculations and the LCAP are still required even though there is no additional funding provided by the State.  It is also important to remember that over the past several years of State budget cuts, Basic Aid Districts were impacted by “fair-share” budget reductions from the State through the reduction and/or elimination of various State categorical programs. These fair-share reductions resulted in the loss of revenues of $1.3 million annually and are not restored by the LCFF even though these reductions were initially implemented as one-time. Fortunately, the Marin County housing market is recovering with the June 2nd tax estimates from the County Tax Assessors Office estimating increases of approximately 5.3% for 2017-18. 

While this is welcome news, the level of growth in student population continues to increase creating the need for teachers as well as other costs associated with educating more students.  That combined with the costs associated with significant STRS rate increases, the ongoing implementation of CCSS and developing actions to address the needs of our target “at-risk” population of students, is creating fiscal challenges.  Many of the expenditures included in the budget were identified during the LCAP process and needs assessment and were based on community input.  Many of these expenditure also help to ensure that the District can meet the proportionality requirements by demonstrating that the level of increased or improved services for EL/Low Income students is proportionate to the supplemental grant funds calculated by the LCFF.
The Governor’s May Revise was not significantly different from the Governor’s January budget proposal for K-12 education.  The Governor continued to support Local Control Funding Formula (LCFF) as a key component of the State budget proposal with 43.97% in “GAP” funding.  The State COLA was increased from 1.46% to 1.56% and there was there was new one-time funding to support the ongoing implementation of Common Core State Standards (CCSS) and other important programs through a repayment of the old mandate backlog that the State owes to public schools.  This one-time funding is estimated to be $145 per ADA or approximately $348,000 for the SRHSD.

For the HSD, changes to general purpose revenues are primarily due to estimated changes in property tax revenues based on a 5% growth rate. EPA State funding is projected to remain unchanged. The HSD is also authorized as a Basic Aid “District of Choice” District. The original District of Choice (DOC) legislation was scheduled to sunset on 6/30/17 and provide 70% funding for current DOC students enrolled as of 6/30/17. These students would have been funded through 6/30/18. DOC was reauthorized with the 2017 Budget Adoption for five additional years. Based on this emergency legislation, MCOE notified SRHSD to reduce funding from 70% to 25% effective 7/1/2017. This new DOC funding formula is estimated to reduce revenues from $284,000 to $101,000 in 2017-18. The District will follow Board Policy for existing and future DOC Interdistrict student placement within SRHSD.

For more detailed information on the Governor’s May Revise, see The Marin Common Message – Executive Summary issued by the Marin County Office of Education attached.

Within this dynamic and ever-changing fiscal environment, staff continues to work to identify changes or modifications in information both from the State and Federal governments that will then be incorporated into the budget during the 1st budget revision being brought to the Board in the fall.

As the Preliminary Budget indicates, based on the assumptions included in the Governor’s May Revise and in the School Services of California Dartboard, the San Rafael City High School District will be able to meet its financial obligations for the current and two subsequent years.



 
Financial Impact:

COST/FUNDING SOURCE In compliance with GASB 54, the components of the ending fund balance are as follows:

Components of Ending Fund Balance
Nonspendable (revolving, prepaid, etc.) $ 5,600
Restricted $ 448,053
Committed $ -
Board Assigned for MY Deficit Spending 3.2% $ 1,146,107
Reserve for Economic uncertainties 3% $ 1,072,422
Unassigned and Unappropriated $ 563,793
Subtotal Assigned, Unassigned and Unappropriated $ 2,782,322
Total Components of Ending Balance $ 3,235,975
Assigned & Unassigned balances above the minimum Reserve Requirements $ 1,709,900

Recommended Motion:

Approval of Adopted Budget for the San Rafael City High School District for the 2017-18 fiscal year and the final Budget Revision for the 16-17 fiscal year. 


Actions:
Motion

Approval of Adopted Budget for the San Rafael City High School District for the 2017-18 fiscal year and the final Budget Revision for the 16-17 fiscal year. 


Passed with a motion by Ms. Maika Llorens Gulati and a second by Linda Jackson.
Vote:
Yes Linda Jackson.
Yes Rachel Kertz.
Absent Greg Knell.
Yes Ms. Maika Llorens Gulati.
Absent Natu Tuatagaloa.
Minutes:
The following individual addressed the Board regarding the HSD budget item:
Lee Chretien, SRFT: regarding estimated actuals in the adopted budget versus actuals. Mr. Marquand provided an explanation of "STRS on behalf" which shows as a big increase in state revenue, which is taken out in increased expenditures by the same amount; a wash so the state can show a contribution on paper.
Attachments:
1HSD MCOE Common Message
2HSD Components of Ending Fund Balance
3HSD Narrative
4HSD Certification & Technical Review Checks
5HSD General Fund
6HSD Multi-Year Projection
7HSD Other Funds
8HSD Criteria & Standards Review
VI.3. EDUCATION SERVICES:(ESD) Approval of the 2017-2020 Local Control Accountability Plan for the San Rafael Elementary District
Quick Summary / Abstract:

This item presents the 2017-2020 Local Control Accountability Plan for the San Rafael Elementary District, for recommended approval. 



Rationale:

BACKGROUND INFORMATION: The Local Control Funding Formula (LCFF) and Local Control and Accountability Plan (LCAP) together create a direct connection between student outcomes and fiscal expenditures. They were developed as a structure to put into local hands the challenging and essential work of designing a coherent, effective educational system based on measurable strategies and actions. Through a process of data analysis and consultation, districts work with the community to articulate a vision and set priorities.  

The LCAP is a critical part of what makes LCFF work to support student success. The funding formula for education made by LCFF was carefully constructed in order to support the goal of increased transparency and accountability. The development and sharing of the LCAP is how LCFF supports these goals.

The LCAP is first and foremost about creating a comprehensive plan that will 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 act and spend funding to address state and local priorities for student success. Similar to a strategic plan, the emphasis is on creating a document that shares the story and context of how the District plans to achieve its mission and vision.

The LCAP must include LCFF funds received by a local educational agency and can include other funds if such information is helpful. Each LCAP is expected to include information about the goals, services, and spending plan that address the needs of all pupils and each targeted population of students.

Furthermore, the LCAP must reflect specific goals for school sites, which may be districtwide or called out by individual site. The LCAP does not replace existing site plans. Rather it is expected that the LCAP and site plans are aligned and that site level advisory groups are informed about and have been engaged in providing input to the development of the LCAP.

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:

Beginning in 2014-15, the State Board of Education (SBE) adopted regulations that offer guiding principles as well as provide an LCAP template that Districts are required to use.

The LCAP must include district annual goals that are aligned to the eight state priorities and specific actions a district will take to ensure that academic performance improves. Student achievement goals will be based on the expectations of the Common Core State StandardsNext Generation Science Standards, and California English Language Development Standards.

The SBE guidance states that the LCAP should be:

  • Simple: avoids duplication, jargon, and non-essential information
  • Transparent: demonstrates how LCFF funding supports student performance
  • Local: expects information to be highly contextual and support a local story
  • Performance-focused: emphasizes student performance outcomes and avoids compliance-oriented information

The SBE unanimously adopted a new and improved LCAP template, which goes into effect for the upcoming 2017-18 school year. The new template reorders many of the sessions, and includes new and updated sections and content areas. The new template contains the following sections, with updates noted:

  1. Plan Summary: New section that provides LCAP Highlights, including: District Overview, Performance Review with greatest progress / need / performance gaps, Improved Services for unduplicated students and Budget Summary.
  2. Annual Update: Moved up from end of Plan, with slight change to actions and expenditure formatting, plus additional analysis fields to increase year-to-year transparency. Also requires analysis of forthcoming LCFF Evaluation Rubrics data.
  3. Stakeholder Engagement: Reordered, with current year and Annual Update fields now combined, reducing 4 fields to 2.
  4. Goals, Actions and Services: Additional fields and formatting changes provide more detail and accountability, including: New / Modified / Unchanged options, an updated and fixed (non-rolling) three-year display, and Actions specific to whether or not Improved Services requirements were met.
  5. Improved Services for Unduplicated Students: No significant changes
  6. Instructions: Now concentrated at the end of the Plan, with emphasis on clearer and more helpful directions & prompts. Includes reference links throughout document.

The LCAP must be structured around eight key state priorities:

  • Basic Services

Compliance with Williams requirements: appropriate teacher assignment, sufficient instructional materials, and facilities in good repair.

  • Implementation of the CCSS

Implementation of the academic content and performance standards adopted by SBE, including how the programs and services will enable English learners to access the common core academic content standards and the English Language Development standards.

  • Parental Engagement

Parental involvement, including efforts the school district makes to seek parent input in making decisions for the school district and each individual school site, and including how the school district will promote parental participation in programs for economically disadvantaged pupils, English learners, foster youth, and individuals with exceptional needs.

  • Student Achievement

Pupil achievement as measured by multiple indicators including, but not limited to, assessment data, college readiness, and language proficiency.

  • Student Engagement

Pupil engagement as measured by multiple indicators including, but not limited to, rates associated with attendance, chronic absenteeism, dropout (middle and high school), and high school graduation.

  • School Climate

School climate as measured by multiple indicators including, but not limited to, pupil suspension and expulsion rates as well as other local measures assessing safety and school connectedness.

  • Course Access

The extent to which pupils have access to, and are enrolled in, a broad course of study that includes core subject areas (i.e., English, mathematics, social science, science, visual and performing arts, health, physical education, career and technical education, etc.), including the programs and services developed and provided to economically disadvantaged pupils, English learners, foster youth, and individuals with exceptional needs.

  • Other Student Outcomes

Pupil outcomes, as available, in the subject areas comprising a broad course of study.

The PAC was established in 2014-15 as a two-year committee. The PAC continued its work this year, with its initial meeting in January 2017. PAC members were invited to attend and participate in the LCAP Stakeholder Taskforce sessions, which had a series of meetings from February through April 2017. The Taskforce consisted of representatives from various stakeholder groups throughout the District, including parents, teachers, staff, students and community groups. 

This board item presents for approval of the Preliminary Local Control Accountability Plan for the San Rafael Elementary School District. The plan includes a description of the LCAP community engagement and involvement process, goals, progress indicators chosen as metrics, a description of specific actions, services and related expenditures, and an Annual Update.

Exhibit A - 2017-2020 Local Control Accountability Plan for the Elementary School Distric



 
Financial Impact:










Recommended Motion:

Approval of the 2017-2020 Local Control Accountability Plan for the San Rafael Elementary District.


Actions:
Motion

Approval of the 2017-2020 Local Control Accountability Plan for the San Rafael Elementary District.


Passed with a motion by Linda Jackson and a second by Ms. Maika Llorens Gulati.
Vote:
Yes Linda Jackson.
Yes Rachel Kertz.
Absent Greg Knell.
Yes Ms. Maika Llorens Gulati.
Absent Natu Tuatagaloa.
Attachments:
Exhibit A - REV2 - Final
VI.4. EDUCATION SERVICES:(HSD) Approval of the 2017-2020 Local Control Accountability Plan for the San Rafael High School DistrictWas edited within 72 hours of the Meeting
Quick Summary / Abstract:

This item presents the 2017-2020 Local Control Accountability Plan for the San Rafael High School District, for recommended approval.



Rationale:

BACKGROUND INFORMATION: The Local Control Funding Formula (LCFF) and Local Control and Accountability Plan (LCAP) together create a direct connection between student outcomes and fiscal expenditures. They were developed as a structure to put into local hands the challenging and essential work of designing a coherent, effective educational system based on measurable strategies and actions. Through a process of data analysis and consultation, districts work with the community to articulate a vision and set priorities.  

The LCAP is a critical part of what makes LCFF work to support student success. The funding formula for education made by LCFF was carefully constructed in order to support the goal of increased transparency and accountability. The development and sharing of the LCAP is how LCFF supports these goals.

The LCAP is first and foremost about creating a comprehensive plan that will 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 act and spend funding to address state and local priorities for student success. Similar to a strategic plan, the emphasis is on creating a document that shares the story and context of how the District plans to achieve its mission and vision.

The LCAP must include LCFF funds received by a local educational agency and can include other funds if such information is helpful. Each LCAP is expected to include information about the goals, services, and spending plan that address the needs of all pupils and each targeted population of students.

Furthermore, the LCAP must reflect specific goals for school sites, which may be districtwide or called out by individual site. The LCAP does not replace existing site plans. Rather it is expected that the LCAP and site plans are aligned and that site level advisory groups are informed about and have been engaged in providing input to the development of the LCAP.

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:

Beginning in 2014-15, the State Board of Education (SBE) adopted regulations that offer guiding principles as well as provide an LCAP template that Districts are required to use.

The LCAP must include district annual goals that are aligned to the eight state priorities and specific actions a district will take to ensure that academic performance improves. Student achievement goals will be based on the expectations of the Common Core State StandardsNext Generation Science Standards, and California English Language Development Standards.

The SBE guidance states that the LCAP should be:

  • Simple: avoids duplication, jargon, and non-essential information
  • Transparent: demonstrates how LCFF funding supports student performance
  • Local: expects information to be highly contextual and support a local story
  • Performance-focused: emphasizes student performance outcomes and avoids compliance-oriented information

The SBE unanimously adopted a new and improved LCAP template, which goes into effect for the upcoming 2017-18 school year. The new template reorders many of the sessions, and includes new and updated sections and content areas. The new template contains the following sections, with updates noted:

  1. Plan Summary: New section that provides LCAP Highlights, including: District Overview, Performance Review with greatest progress / need / performance gaps, Improved Services for unduplicated students and Budget Summary.
  2. Annual Update: Moved up from end of Plan, with slight change to actions and expenditure formatting, plus additional analysis fields to increase year-to-year transparency. Also requires analysis of forthcoming LCFF Evaluation Rubrics data.
  3. Stakeholder Engagement: Reordered, with current year and Annual Update fields now combined, reducing 4 fields to 2.
  4. Goals, Actions and Services: Additional fields and formatting changes provide more detail and accountability, including: New / Modified / Unchanged options, an updated and fixed (non-rolling) three-year display, and Actions specific to whether or not Improved Services requirements were met.
  5. Improved Services for Unduplicated Students: No significant changes
  6. Instructions: Now concentrated at the end of the Plan, with emphasis on clearer and more helpful directions & prompts. Includes reference links throughout document.

The LCAP must be structured around eight key state priorities:

  • Basic Services

Compliance with Williams requirements: appropriate teacher assignment, sufficient instructional materials, and facilities in good repair.

  • Implementation of the CCSS

Implementation of the academic content and performance standards adopted by SBE, including how the programs and services will enable English learners to access the common core academic content standards and the English Language Development standards.

  • Parental Engagement

Parental involvement, including efforts the school district makes to seek parent input in making decisions for the school district and each individual school site, and including how the school district will promote parental participation in programs for economically disadvantaged pupils, English learners, foster youth, and individuals with exceptional needs.

  • Student Achievement

Pupil achievement as measured by multiple indicators including, but not limited to, assessment data, college readiness, and language proficiency.

  • Student Engagement

Pupil engagement as measured by multiple indicators including, but not limited to, rates associated with attendance, chronic absenteeism, dropout (middle and high school), and high school graduation.

  • School Climate

School climate as measured by multiple indicators including, but not limited to, pupil suspension and expulsion rates as well as other local measures assessing safety and school connectedness.

  • Course Access

The extent to which pupils have access to, and are enrolled in, a broad course of study that includes core subject areas (i.e., English, mathematics, social science, science, visual and performing arts, health, physical education, career and technical education, etc.), including the programs and services developed and provided to economically disadvantaged pupils, English learners, foster youth, and individuals with exceptional needs.

  • Other Student Outcomes

Pupil outcomes, as available, in the subject areas comprising a broad course of study.

The PAC was established in 2014-15. Representatives are invited to continue each year and new members are added as people are interested. The PAC continued its work this year, with its initial meeting in January 2017. PAC members were invited to attend and participate in the LCAP Stakeholder Taskforce sessions, which had a series of meetings from February through April 2017. The Taskforce consisted of representatives from various stakeholder groups throughout the District, including parents, teachers, staff, students and community groups. The PAC reconvened in May 2017 to review the draft LCAP and submit questions to the Superintendent. Feedback and input from the PAC, LCAP Stakeholder Taskforce and various stakeholder groups has been incorporated into the presented draft.

This board item presents for approval of the Local Control Accountability Plan for the San Rafael High School District. The plan includes a description of the LCAP community engagement and involvement process, goals, progress indicators chosen as metrics, a description of specific actions, services and related expenditures, and an Annual Update.

Exhibit A - 2017-2020 Local Control Accountability Plan for the High School Distric




 
Financial Impact:

 












Recommended Motion:

Approval of the 2017-2020 Local Control Accountability Plan for the San Rafael High School District.


Actions:
Motion

Approval of the 2017-2020 Local Control Accountability Plan for the San Rafael High School District.


Passed with a motion by Ms. Maika Llorens Gulati and a second by Greg Knell.
Vote:
Yes Linda Jackson.
Yes Rachel Kertz.
Yes Greg Knell.
Yes Ms. Maika Llorens Gulati.
Absent Natu Tuatagaloa.
Minutes:
The following individual addressed the Board regarding this agenda item:
Lee Chretien, SRFT: regarding outreach to share LCAP information with teachers. Dr. Perez noted that Mr. Kerr went to every department meeting since October to share with staff. Next year staff will be using a new graphics tool to communicate what is in the LCAP. Trustees discussed the importance of continuing to improve on ways to communicate out the LCAP and get feedback. Trustee Knell noted that SRCS's engagement process is already lauded by the county.
Ann Marie Sachetti, CSEA: encouraged bringing classified staff into the process as well. Dr. Watenpaugh noted that meet and confer meetings had been used to share LCAP information with former CSEA leadership and will be used with current leadership as well. Trustee Llorens Gulati suggested using the master calendar as a way to share out informational LCAP meetings.
Attachments:
Exhibit A - REV2- Final
VII. BOARD GOVERNANCE
Quick Summary / Abstract:
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. 

Minutes:
None
VIII. CONFERENCE SESSION
VIII.1. Agenda Items for Future Meetings
Minutes:
None.
VIII.2. Board Member Reports
Minutes:
None.
VIII.3. Superintendent's Activity Report
Minutes:
None.
IX. NEXT REGULAR MEETING - July 24, 2017 (if needed)
X. ADJOURNMENT 6:00 P.M. (approximate time)
Minutes:
There being no further business, President Kertz adjourned the meeting at 4:24 PM.
6/28/2017 4:18:00 PM ( Original )
PresentLinda Jackson
PresentRachel Kertz
PresentGreg Knell
PresentMs. Maika Llorens Gulati
AbsentNatu Tuatagaloa

The resubmit was successful.