Regular Meeting - SRCS Board of Education
San Rafael City Schools
January 26, 2015 5:00PM
District Office - Boardroom
310 Nova Albion Way
San Rafael, CA 94903
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| Natu Tuatagaloa, Board President
Greg Knell, Vice President
Paul M. Cohen, Trustee
Linda M. Jackson, Trustee
Rachel Kertz, Trustee |
President Tuatagaloa convened the meeting to Open Session at 5:06 PM.
Trustees present were:
Natu Tuatagaloa
Rachel Kertz
Linda M. Jackson
Greg Knell
Paul M. Cohen was absent. |
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Pursuant to Government Code sections 54957.6, 54956.9, and 54957, President Tuatagaloa adjourned the meeting to Closed Session at 5:07 PM.
Trustees in attendance were:
Natu Tuatagaloa
Rachel Kertz
Linda M. Jackson
Rachel Kertz
Paul M. Cohen was absent.
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President Tuatagaloa reconvened the meeting to Open Session at 6:25 PM.
Trustees in attendance were:
Natu Tuatagaloa
Rachel Kertz
Linda M. Jackson
Greg Knell
Paul M. Cohen was absent.
M/S/C (Kertz, Knell) the Board voted 4-0 to reorder the agenda, moving item VIII.F forward to directly follow item VIII.1, iTEAMS, by the following vote:
Natu Tuatagaloa - yes
Rachel Kertz - yes
Linda M. Jackson - yes
Greg Knell - yes |
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| Maggie Robison led the Pledge of Allegiance. |
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Lorrie Narcisse, San Rafael HS:
- This Thursday there will be a facility planning meeting at San Rafael High School.
- Parent tours have been going well; good feedback.
- A school dance on February 7.
- She reported on an improv assembly for Drama students.
- This year’s PSAT scores have gone out to students. A PSAT representative was available to provide feedback and information to students.
- A new online system of choosing AP and Honors courses is being used.
- A WASC visiting team was at San Rafael HS last week. The team visited classrooms, gave positive feedback about CCSS implementation at the site and the increase of students in AP and Honors courses. Feedback for improvements included how students work with counselors, and a need for a different way to gauge how well students are doing. The school has received a three year extension from WASC.
- There have been Infinite Campus issues with semester grades. Seniors currently cannot access their GPA to send transcripts to colleges.
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Paul M. Cohen: He read a letter of resignation to the Board:
After careful consideration, I have come to the conclusion that the time has come for me to resign my position as a Board Member for San Rafael City Schools, effectively immediately. I make this decision for personal and professional reasons, not out of any disagreement with or lack of support for the current Board and Superintendent.
It has been an honor and a privilege to work with you and all my fellow trustees, Superintendent Watenpaugh, and all the administrators, teacher and staff. Your dedication shows in every way. As a member of the San Rafael community, I will continue to advocate for and support your efforts to lift student achievement for every student, every day.
Thank you all for the tremendous work you do, and for the opportunity to share this journey with you for a little while.
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On behalf of the Board, Superintendent Watenpaugh thanked and acknowledged Mr. Cohen for his significant contributions to San Rafael City Schools, his leadership as Board President through difficult fiscal situations during the state budget crisis, and for going above and beyond in his public service of almost 24 years as a member of the San Rafael City Council and most recently the SRCS Board of Education. |
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| The Board will receive an overview of iTEAMS, showcasing professional development the teachers have received this year and how it has impacted the curriculum, the teachers, and the students. |
Assistant Superintendent, Harriet MacLean introduced Molly Todd, Teacher on Special Assignment who is overseeing the Integrating Technology Engineering and Math/Science (TEAMS) grant. iTEAMS is a 3 year $1.5M CaMSP grant designed to build Science Technology Engineering and Math (STEM) teaching and learning for fifty teachers (32 from SRCS, 14 from Dixie, 1 from MC Community School, and 11 from Ross Valley) and their grades 3-8 students.
Ms. Todd reviewed the progress of the iTEAMS initiative that is building pedagogical skills for teachers for Next Generation science standards and the Common Core. The focus for this year (Year 1) is Bridges and Structures. Year 2 is Waterways and the Bay, and Year 3 is Movement and Transportation.
Ms. Todd introduced students and teachers who were present to report on their projects and learning experiences with iTEAMS.
Third grade students Lucy and Leila were introduced along with their teacher Angela Hood. The students provided an overview of what they learned in an engineering earthquake project.
Eighth grade student Maggie Robison in Ms. Roemer’s class highlighted her learning from a unit on density of liquids.
A video by Sun Valley teacher John Flanagan was shown, highlighting classroom and off-site explorations and testing of structures.
Davidson MS teacher Adam Singer reviewed the deep thinking and learning work his students are doing as they move through projects in building truss designs, bridges and 3D printing, noting the iTEAMS approach encourages students to iterate to improve upon their projects as they are building their projects. He expressed gratitude to be part of iTEAMS for the relationships that are building with teachers in other districts.
Trustees expressed appreciation for the valuable lessons iTEAMS is building for students: you need a strong base; don’t give up; learn from each other; have a willingness to try new things, and the value of discipline. |
iTEAMS presentation1
iTEAMS presentation2
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Superintendent Watenpaugh expressed thanks to all who came to address the Board about the Student Information System (SIS) Infinite Campus (IC).
Director of Strategic Initiatives Dr. Daniel Zaich, and Sean Rozell, Chief Technology Officer, presented an executive summary of where the district is to date with implementation of IC and identified that this has been a multi-year process. Public Board reports track the process used and the strategy of recommendations brought forward to Board for public comment and Board direction.
Mr. Rozell reviewed past challenges with Aeries that required the onboarding of more systems to fill in the gaps that Aeries could not fill. A Technology Advisory Committee identified the structure of having multiple systems to meet the needs of the district was overwhelming to teachers and staff, and making communications with parents confusing, not effective or consistent. In 2012 a pro bono report from Booz Allen Hamilton also identified the need to streamline systems. With the new data driven LCAP process the District needs a system that can provide needed data.The District moved forward to look for a more efficient system based on the feedback and recommendations. Based on staff feedback, the need to identify a new SIS was also included in the District's Race to the Top (RTT) Application. Although SRCS was not funded, the RTT application has guided the District's efforts given the significant stakeholder engagement in development.
Dr. Zaich reviewed challenges in the implementation of IC particularly in the HSD: with other changes happening at the same time (i.e. Common Core); the slowness of the gradebook; more communication and change management needed; IC support has not been ideal; and some CA reporting documents are not available.
CTO Rozell provided status information for attendance, transcripts and master scheduling. There are challenges in rolling Aeries data from the Dixie District to IC for 8th graders. Bridges are needing to be built between IC and other platforms to address data issues. Given the difficulties the HSD has experienced with the IC gradebook, the District is looking at using School Loop for their gradebook as an alternative for teachers to populate the parent information system.
Mr. Rozell reviewed timelines in a District Roadmap to address issues throughout the year. Training will be needed to bring in School Loop with an anticipated launch in 2 weeks. Staff are committed to continue meeting with teachers and school sites. IT is developing a resource plan to address the changing needs of the IT department - piloting of gradebooks, SIS evaluation, needed infrastructure projects to upgrade internet, bandwidth, GAFE (Google Apps) implementation, master facilities plan and potential bond initiative, the SBAC administration and the LCAP process.
Mr. Rozell noted that rolling back to Aeries at this point would not be "going back," but a completely new implementation similar to the recent implementation of Infinite Campus, taking additional resources and training. He reviewed again the issues with Aeries that necessitated the need for multiple systems, and reasons why Aeries was not chosen as the SIS system when RFP proposals were reviewed - the lack of its ability to ‘trigger events’ as an early warning system for student needs, lacking in a security system, and lacking in other requirements of the SIS committee.
Mr. Rozell noted staff are gathering input as IC is re-evaluated, to make an informed long-term decision as to the District’s SIS system. Should the District determine another SIS is needed, the selection process would include: 1) extensive stakeholder input, outlining all the SIS is needed to do; and 2) development of an RFP. Prior to making a final recommendation, staff would recommend an extended sand box period so teachers, parents, students, and classified staff could actually try out and use the system. For maximum efficiency and effectiveness the District would need to carefully and strategically determine the most appropriate sequence and timing to implement an SIS and LMS.
Dr. Zaich reviewed communication and outreach efforts with teachers and staff as implementation steps have been taken: meeting with SRFT for any open IC issues, site-based principal meetings to inform principals of problems and then relaying them to the DO, working to resolve issues with calls to IC, and new IT staff priority list meetings held each day as they move through issues. An IC process consultant will be coming out next week to work with staff on identified issues. Dr. Zaich noted that everyone is working hard to make the implementation of Infinite Campus successful for students.
Staff responded to trustee questions/comments regarding: making sure there is a K-8 and EL parent participation on the stakeholder committee; the stakeholder committee felt the district needed to start with an SIS and grow into an LMS; report cards and transcripts; bridges currently being built to connect to other platforms; and questions about IC issues with data for 8th grade students coming from Miller Creek, an Aeries platform.
In response to President Tuatagaloa’s questions regarding movement to various gradebook options and using School Loop, Mr. Rozell noted staff are in discussion about the implementation of School Loop.
President Tuatagaloa noted the Board needs to make a critical decision about which direction to go from here. In response to his questions about timing if the district looked at a new system for fall of 2016, Mr. Rozell stated that most vendors say a year is needed and mid-year implementations are not recommended. A committee selection would need to be accelerated if the process were to begin in May.
President Tuatagaloa recognized members of the public who were present to comment on this item:
Eric Thompson, TL Counselor: regarding deadlines for student transcripts and problems with IC; encouraged a move back to Aeries
Amy Henken, TL teacher: regarding attendance issues in IC with tutorial classes, and more communication needed to teachers
Randy Baker, TL teacher: the time it take teachers to run their own reports in IC to get student info; preferred Aeries
Marla Myles, parent: shared concerns about the accuracy of student data in IC
Maya Bartolb, parent/Chair of Academic Exellence at TL: concerns about not being able to follow progress; only 2 of her 7 teachers entering data into the system. Would like to see more updates from the district about the system.
Marti Rule, TL parent: concerns about senior daughter not able to get an official transcripts at this time
Ellen White, HeadsUp college consultant: concerns about transcripts for seniors trying to get into college and lateness on deadlines
Ted Simon, TL parent: concerns about his senior not able to get final transcript and meeting college deadlines
Lesley Savelli, parent/President, OneTL: parents expressing frustration to her about IC; not happy with the process, not easy to use, questioning accuracy of data
Priscilla Miranda, Program Director of Wellness Academy, Huckleberry Youth Programs: transcript issues for 1st generation low income students trying to apply for scholarships
Mabel Bialik, VV teacher: not enough training for teachers in IC
Barbara Segal, TL Special Education teacher/chair: difficulties tracking special education students in mainstream classes with the multiple steps it takes in IC
Mark Lubamersky, TL teacher: Aeries worked better for the district and could be re-implemented quickly
Sue Gatlin, TL counselor: shared a call counselors made to Aeries about re-implementation; IC difficulties: transcripts, information for community partners, time consuming to use
President Tuatagaloa and Superintendent Watenpaugh thanked everyone for their comments and sharing their concerns. The Board and District are committed to getting accurate transcripts done for students by Friday, committing needed resources. The District is in the process of reviewing IC to identify what will happen in a longer term view. Next steps will be communicated to all.
In response to President Tuatagaloa’s questions regarding the status of the transcript issue, Mr. Rozell reported that the process is being accelerated to ensure that certified transcripts for seniors are available by Friday of this week. Registrars are rolling data from the gradebook to transcripts and checking data for accuracy. Staff will check with the sites to find out what supplemental resources they may need to complete the transcripts. Trustee Jackson suggested bringing in retired counselors who could assist with the checking of accurate data. Terra Linda principal Lars Christensen and San Rafael HS principal Glenn Dennis reported on the status of transcripts at their sites and the different approaches each site has been using to complete them; any additional staff resources would need to have certain expertise to be useful in the process. Trustee Jackson noted that transcripts will be needed again in June. An audience member shared that the classified data entry staff are working overtime and need assistance as well.
Trustees discussed the need for a stakeholder review and collective evaluation of Infinite Campus. There needs to be a careful process in making decisions about next steps; looking at all the implications based on data and evidence, removing and separating out emotional reactions and quick fix responses. A careful and thoughtful process needs to be designed to provide objective data necessary to make decisions about next steps.
President Tuatagaloa discussed 2 options: Option 1- move forward with a project plan as described through the Board's discussion to identify a new SIS, a process that would take approximately a year; or Option 2- based on the feedback and input provided in public comment on this issue, would be to assess and determine how the district might bring Aeries back more quickly. He directed staff to contact Aeries and arrange for a conference call to initiate the conversation and learn the particular requirements and timelines for accelerated re-implementation of Aeries, based on the information reported by members of the Terra Linda HS staff. President Tuatagaloa encouraged staff to coordinate information and demonstration of Aeries.net for interested staff. He encouraged further communications between the Terra Linda and IT staff to deal with hot IC issues right away, to provide needed professional development and support from IT. He stated a plan would be solidified in the next few days.
President Tutatagaloa thanked and recognized the hard work of the IT staff and Dr. Zaich for mitigating the implementation process.
President Tuatagaloa called for a 5 minute recess at 8:55 PM.
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IC Roadmap Update 1.26.15
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| That the Board receives any updates since the last Board meeting.
1) Master Facilities Planning Update |
President Tuatagloa reconvened the meeting to Open Session at 9:10 PM.
Marcus Hibser of Hibser Yamauchi Architects reviewed the Board’s prior discussion regarding the district’s enrollment growth in the K-8 district, with the Board asking for additional information before moving forward with master facilities planning. Mr. Hibser provided a summary report on the work of the Master Facilities Plan Executive Committee that was developed with the charge to make recommendations to the Board as to the maximum size of an elementary school, evaluation of the K-8 VV configuration, and maximum size for a middle school, to move forward with master facilities planning.
The committee of 29 included broad representation from site and district administration, parents and teachers. At the conclusion of their meetings and discussions the Master Facilities Plan Executive Committee made the following recommendations to the Board: to design elementary schools to a maximum of 24 classrooms; reopen Old Gallinas or another site as yet to be determined; Venetia Valley would remain as a K-8, modified to accept Old Gallinas students for grades 6-8; and set a maximum of 1400 students at DMS.
Mr. Hibser and staff responded to trustee questions and comments regarding transportation issues, possibilities of making Old Gallinas a neighborhood school or specialized program, boundaries for the re-opened site, the need for swing space, keeping a Canal neighborhood school in mind during the process, the idea of play areas over parking structures, environmental impact designs, CEQA, and addressing information technology needs infrastructure.
Mr. Hibser reviewed the timeline to complete the planning process, sending preliminary plans out to all sites, with updates to be brought to the Board in March, and seeking ratification at the April 27 Board meeting.
Trustee Jackson suggested Mr. Hibser and staff check in with the City of San Rafael’s Design Review Board for conceptual design input. In response to her questions about a LEED design, CBO Thomas noted these can be included in the cost estimates for Board review.
In response to questions from Trustee Kertz regarding parent involvement, Superintendent Watenpaugh noted staff will be working on public information to educate the greater community about facility needs. He noted the District may look to hire a professional consultant who can partner with Community Engagement and Communications Coordinator Christina Perrino, to message out the information. Trustee Knell suggested the District may want to consider doing public tours similar to what the city did to show conditions of buildings.
The Board provided direction to staff to move forward with master facility planning based on the committee’s recommendations.
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Report - Master Facilities Planning Executive Comm.
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| That the Board receives any updates since the last Board meeting regarding development of the Local Control and Accountability Plan (LCAP).
1) Update of Governor's Budget Proposal |
Governor’s Proposed Budget:
CBO Thomas provided a brief overview of the Governor’s proposed budget:
- Proposing funding LCFF gap at 33%.
- No new programs in the budget.
- $1.1B for back payment to districts on old mandate; one-time $ for CCSS and SBAC that should be $1.1B for each.
- All state deferrals eliminated.
- 1.58 COLA is projected.
- No state bond proposed. The Coalition for Adequate School Housing (C.A.S.H.) is considering going around the governor for a $9B state bond.
- STRS contributions are going up for districts. This will be coming out of the LCFF gap funding for the ESD. Since the HSD is not receiving funding with the LCFF, the STRS increases will be coming directly from property taxes.
LCAP Parent Advisory Committee (PAC):
Community Engagement and Communications Coordinator, Christina Perrino reported on the first LCAP PAC meeting held on January 30. The meeting was held directly after DELAC, yielding a large group of over 30 parents and staff members. Feedback from the group showed a preference for holding it on the same night as DELAC for greater engagement, noting that both groups need adequate time to do their work. The PAC will be a model for community engagement this spring as the district plans forums and other tactics to gather community input. A recent meeting at MCOE is provided some guidance for building community engagement; student voice was key. The district will also be talking with Pivot Learning, an organization that provided guidance with the LCAP development last year. Staff will finalize a schedule for PAC meetings and send out. Trustee Jackson who was in attendance at the PAC meeting shared her observations about what she considered an excellent start for this group.
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| That the Board receives any updates since the last Board meeting regarding implementation of the Common Core State Standards. |
| Dr. MacLean referenced the iTEAMS presentation as an example of Common Core shifts and ramping up the rigor of instruction with real life applications. |
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| That the Board receives updates from district labor leaders:
1) CSEA
2) SRTA
3) SRFT |
| There were no updates at this time from CSEA, SRTA, or SRFT. |
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Passed with a motion by Greg Knell and a second by Linda Jackson. |
Absent Paul Cohen.
Yes Linda Jackson.
Yes Rachel Kertz.
Yes Greg Knell.
Yes Natu Tuatagaloa.
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President Tuatagaloa noted item #8 would be pulled from the agenda to be brought to a future meeting.
M/S/C (Knell, Jackson) the Board voted 4-0 to approve consent agenda items 1-11, with the exception of #8, by the vote below. Trustee Jackson noted that item #10 was submitted late to the Board.
Natu Tuatagaloa - yes
Rachel Kertz - yes
Linda M. Jackson - yes
Greg Knell - yes |
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| The January 12, 2015 Board meeting minutes are presented for approval. |
| Minutes are taken of all Board meetings as record of all actions taken by the Board. The attached minutes are being recommended by approval. |
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| Approval of the January 12, 2015 Board meeting minutes. |
Approval of the January 12, 2015 Board meeting minutes. Passed with a motion by Greg Knell and a second by Linda Jackson. |
Absent Paul Cohen.
Yes Linda Jackson.
Yes Rachel Kertz.
Yes Greg Knell.
Yes Natu Tuatagaloa.
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Minutes - January 12, 2015 Reg. Mtg.
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| 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. |
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| Approval of all hiring, terminations, transfers, and retirements of employees in the Elementary School District. |
Approval of all hiring, terminations, transfers, and retirements of employees in the Elementary School District. Passed with a motion by Greg Knell and a second by Linda Jackson. |
Absent Paul Cohen.
Yes Linda Jackson.
Yes Rachel Kertz.
Yes Greg Knell.
Yes Natu Tuatagaloa.
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Elementary Personnel Actions
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| 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. |
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| Approval of all hiring, terminations, transfers, and retirements of employees in the High School District. |
Approval of all hiring, terminations, transfers, and retirements of employees in the High School District. Passed with a motion by Greg Knell and a second by Linda Jackson. |
Absent Paul Cohen.
Yes Linda Jackson.
Yes Rachel Kertz.
Yes Greg Knell.
Yes Natu Tuatagaloa.
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High School District Personnel Actions
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| This agenda item presents for Board approval the Administration's recommended personnel transactions for the Joint District. |
This agenda item presents for Board approval the Administration's recommended personnel transactions for the Joint District, as shown on Exhibit A (Classified).
All changes to personnel since the previous board meeting including resignations, leaves of absence, retirements, reassignments, new hires, changes of contract, returns from leave, releases and short term assignments are included for Board approval. |
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| Approval of all hiring, terminations, transfers, resignations and retirements of employees in the Joint District. |
Approval of all hiring, terminations, transfers, resignations and retirements of employees in the Joint District. Passed with a motion by Greg Knell and a second by Linda Jackson. |
Absent Paul Cohen.
Yes Linda Jackson.
Yes Rachel Kertz.
Yes Greg Knell.
Yes Natu Tuatagaloa.
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Joint Personnel Actions
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| The Board will review and consider approval to dispose of the obsolete equipment and textbooks. |
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: Food Services, Sun Valley, Maintenance, and the Business Services department have determined that the following equipment/textbooks are obsolete.
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ITEM
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#
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ISBN #
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ESTIMATED
VALUE
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REASON
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SITE
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| Warmer Unit |
2 |
See Attached |
0 |
Obsolete |
Food Services |
| Coffeemaker |
1 |
N/A |
0 |
Obsolete |
Food Services |
| Mixer |
1 |
N/A |
0 |
Obsolete |
Food Services |
| Deep Fryer |
1 |
N/A |
0 |
Obsolete |
Food Services |
| Emac |
21 |
See Attached |
0 |
Obsolete |
Sun valley |
| Printer |
2 |
See Attached |
0 |
Obsolete |
Sun Valley |
| Apple Computer |
7 |
See Attached |
0 |
Obsolete |
Sun Valley |
| Tractor |
1 |
001084SRHSD |
0 |
Obsolete |
Maintenance |
| Front Load Bucket |
1 |
001085SRHSD |
0 |
Obsolete |
Maintenance |
| Turf Mower, Large |
1 |
NA |
0 |
Obsolete |
Maintenance |
| Turf Mower, Small |
1 |
NA |
0 |
Obsolete |
Maintenance |
| Cushman Cart |
1 |
NA |
0 |
Obsolete |
Maintenance |
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| COST/FUNDING SOURCE:
The equipment will be disposed of or recycled at no cost to the district. |
| Approval of the disposal of obsolete equipment and textbooks. |
Approval of the disposal of obsolete equipment and textbooks. Passed with a motion by Greg Knell and a second by Linda Jackson. |
Absent Paul Cohen.
Yes Linda Jackson.
Yes Rachel Kertz.
Yes Greg Knell.
Yes Natu Tuatagaloa.
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Obsolete Equipment
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| The Board will review the Request for Allowance Attendance for approval. |
BACKGROUND:
The California Department of Education requires school district to complete and submit Form J-13A should it become necessary to obtain approval of attendance and instructional time credit under one or more of the following conditions:
• When one or more schools were closed because of conditions described in Education Code Section 41422
• When one or more schools were kept open but experienced a material decrease in attendance because of conditions described in Education Code Section 46392
• When attendance records have been lost or destroyed as described in Education Code Section 46391
Approved credit for instructional time may be used in conjunction with regular instructional day to satisfy the requirements of Education Code Section 37202 (equal length of instructional time among schools within a district).
A separate form should be submitted for each emergency event, but credit may be requested for more than one school and under one or more of the foregoing conditions on the same form. Each separate from must include the affidavit of the governing board member and county superintendent before it can be approved by the State Superintendent of Public Instruction.
CURRENT CONSIDERATIONS:
In consultation with various local and state agencies, all San Rafael City Elementary Schools were closed on Thursday December 11, 2014 due to safety concerns related to heavy rains and a flash flood watch between Thursday morning and into Friday. Additionally, a High Wind Warning was in effect from Wednesday evening until Thursday evening for what was being called the “Decade Storm” due to the severity of the storm occurring only once every ten years. All schools in Marin County were closed on December 11th due to the severity of this storm as well as many others in neighboring counties and around the Bay Area.
When all of the elementary (K-5, K-8 and 6-8) schools closed, they fell below the minimum of 180 instructional days required by the State and the number of days identified on our Board approved school calendars and without a waiver it could jeopardize a significant amount of State funding. |
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| COST/FUNDING SOURCE:
None |
| Approval of the Request for Allowance Attendance For all schools in the San Rafael City Elementary School District Because of Emergency Conditions Form J-13A. |
Approval of the Request for Allowance Attendance For all schools in the San Rafael City Elementary School District Because of Emergency Conditions Form J-13A. Passed with a motion by Greg Knell and a second by Linda Jackson. |
Absent Paul Cohen.
Yes Linda Jackson.
Yes Rachel Kertz.
Yes Greg Knell.
Yes Natu Tuatagaloa.
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Request for Allowance of Attendance Because of Emergency Conditions Form J-13A
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| The Board will review the Request for Allowance Attendance for approval. |
BACKGROUND:
The California Department of Education requires school district to complete and submit Form J-13A should it become necessary to obtain approval of attendance and instructional time credit under one or more of the following conditions:
• When one or more schools were closed because of conditions described in Education Code Section 41422
• When one or more schools were kept open but experienced a material decrease in attendance because of conditions described in Education Code Section 46392
• When attendance records have been lost or destroyed as described in Education Code Section 46391
Approved credit for instructional time may be used in conjunction with regular instructional day to satisfy the requirements of Education Code Section 37202 (equal length of instructional time among schools within a district).
A separate form should be submitted for each emergency event, but credit may be requested for more than one school and under one or more of the foregoing conditions on the same form. Each separate from must include the affidavit of the governing board member and county superintendent before it can be approved by the State Superintendent of Public Instruction.
CURRENT CONSIDERATIONS:
In consultation with various local and state agencies, all San Rafael City High Schools were closed on Thursday December 11, 2014 due to safety concerns related to heavy rains and a flash flood watch between Thursday morning and into Friday. Additionally, a High Wind Warning was in effect from Wednesday evening until Thursday evening for what was being called the “Decade Storm” due to the severity of the storm occurring only once every ten years. All schools in Marin County were closed on December 11th due to the severity of this storm as well as many others in neighboring counties and around the Bay Area.
When all of the three high schools closed, they fell below the minimum of 180 instructional days required by the State and the number of days identified on our Board approved school calendars and without a waiver it could jeopardize a significant amount of State funding.
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| COST/FUNDING SOURCE:
None |
| Approval of the Request for Allowance Attendance for San Rafael City High Schools Because of Emergency Conditions Form J-13A. |
Approval of the Request for Allowance Attendance for San Rafael City High Schools Because of Emergency Conditions Form J-13A. Passed with a motion by Greg Knell and a second by Linda Jackson. |
Absent Paul Cohen.
Yes Linda Jackson.
Yes Rachel Kertz.
Yes Greg Knell.
Yes Natu Tuatagaloa.
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Request for Allowance of Attendance Because of Emergency Conditions Form J-13A
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| Recommendation: That the Board approves Resolutions No. 1625 and 1626 authorizing approval of purchase and Master Equipment Lease Purchase Agreement of Five New Vehicles and Scissor Lift |
Summary and Funding
In working with both the Director of Maintenance, Facilities, and Operations and the Director of Food Services, it has been determined that the purchase of 5 new vehicles and a scissor lift is necessary to address growth for the elementary and high school districts.
Currently the District owns 25 maintenance/grounds and 2 food service vehicles (15 HS and 12 ES).
Maintenance & Operations staff believes this is a good investment in staff safety, savings in vehicle maintenance & down time, and provides an opportunity to continue to improve the overall community perception of the SRCS maintenance & grounds departments. Four of these new vehicles will replace older model vehicles that are more than 20 years old.
For the food service department, the growth in student population over the past several years has significantly increased the number of lunches being served and the number of lunches that need to be delivered to the school sites from the Central Kitchen at SRHS. In addition, the central kitchen at Bahia Vista is being utilized at a much greater rate, and the need for lunch deliveries from that kitchen to various schools around the district has also increased. The two current food service vans are 2003 and 2010 models with the older one needing numerous repairs that require taking the vehicle out of service. Adding a third van will will allow the department more flexibility in timely repairs and maintenance without impacting productivity or the delivery of student lunches, as well as the capacity to handle the increased meals with fewer weight limitations with a higher capacity "Tommy" lift gate.
Over the past several years, staff has regularly rented a scissor lift throughout the year in order to replace exterior lights, gymnasium lights and to work on items such as score boards that are located up high. Based on the cost for the rentals as well as loss in productivity and an increase in the need for a scissor lift for various types of repairs, staff is recommending purchasing one for use in both districts. This will also provide staff with greater opportunity for safety training in the use of this type of equipment, as well as reduce the possibility of injuries while completing maintenance tasks that typically use ladders and could be done with a safer scissor lift.
Based on this information, staff is recommending that we purchase 5 new vehicles using a “piggy-back” bid on the State of California Fleet Concessions Contracts, City of San Rafael Fleet I.D. QJ467 and a scissor lift. Four of the five vehicles and the scissor lift will be purchased by financing over 3 years with an annual repayment of approximately $25,282.56 for the Elementary School District and $32,979.60 for the High School District (see Schedule A-1 if the Master Lease-Purchase Agreements attached). The debt service payments for the M&O vehicles and scissor lift will be funded with the Routine Restricted Maintenance (RRM) Account.
The Ford Transit 250 with "Tommy-TG" lift gate (Van) for the Food Service Department will be funded by the Cafeteria Fund 13 as it will be used solely by the Food Service department.
PNC Equipment Finance, LLC (PNC) provides cost effective lease financing (master equipment leases, tax-exempt leases, operating leases) to federal, state and local governments, authorities, agencies, school districts and non-profit organizations for the acquisition of equipment and real property. PNC focuses solely on providing the best financing solutions for its clients.
CURRENT CONSIDERATIONS:
This agenda item presents for Board approval the purchase of 5 new vehicles and a scissor lift as well as a resolution for the Authorization of the Master Equipment Lease Purchase Agreement with PNC Equipment Finance, LLC (PNC) to purchase 4 maintenance and grounds vehicles and a scissor lift. The commencement date for the Lease schedule of payments will begin on January 28th, 2015 with final payment on January 28th, 2018.
Approval of this resolution certifies that the San Rafael City Schools Board of Education (“Board”) of Lessee has determined that the terms of said Master Equipment Lease Purchase Agreement are in the best interests of Lessee for the acquisition of such Equipment, and the Board of Lessee designates and confirms the persons to execute and deliver, and to witness (or attest), respectively, the Master Equipment Lease Purchase Agreement and any related documents necessary to the consummation of the transactions contemplated by the Master Equipment Lease Purchase Agreement.
That the Board of Lessee hereby represents that the reasonably anticipated amount of qualified tax-exempt obligations which have been and will be issued by the Lessee does not exceed $10,000,000 for the calendar year within which this Master Equipment Lease Purchase Agreement is to be "qualified tax-exempt obligation" pursuant to Section 265(b)(3) of the Internal Revenue Code.
All documents have been reviewed by District legal counsel.
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| COST/FUNDING SOURCE:
The principal leased balance will be $169,752.31 at an interest rate of 4.84%. Annual debt service payments of $40,577.57 for five years with the debt service split between each District based on the vehicles and/or equipment purchased.
The district will purchase the food services vehicle for a total cost of $37,199.25. In addition, the district will finance 4 vehicles and the scissor lift with a principal balance of $169,752.31. The total purchase price for the 5 vehicles and scissor lift is $206,951.56.
SACS CODE:
01-8150-0-7438.00-0000-9100-700-000-000 Interest
01-8150-0-7439.00-0000-9100-700-000-000 Principal
-13-5310-0-6440.00-0000-3700-700-000-000 Capital Equipment |
| Recommendation: That the Board approves Resolutions No. 1625 and 1626 authorizing approval of purchase and Master Equipment Lease Purchase Agreement of Five New Vehicles and Scissor Lift |
| No action was taken on this item. It was pulled for a future meeting. |
ESD Master Equipment Lease Purchase Agreement
HSD Master Equipment Lease Purchase Agreement
Resolution No. 1625 ESD Master Equpment Lease Purchase Agreement PNC
Resolution No. 1626 HSD Master Equipment Lease Purchase Agreement PNC
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| The Board will consider the contract amendment 01 for approval. |
BACKGROUND:
The State of California Child Development Division issues child development program contracts on an annual basis to Districts who have school sites that have been previously awarded funding to operate Preschool programs. The programs integrate families with school programs prior to kindergarten in order to empower literacy and life skill development of preschool aged children and their families. Students become better prepared to enter and succeed in kindergarten
The funded sites are Bahia Vista Elementary School and San Pedro Elementary School. State funding for the Pre-K partial day program will be increased on occasion, specifically in response to legislation clarification of a signed budget. The 2014-15 state adopted budget included language to increase California State Preschool Program Pre-K partial day funding. The district will receive an increase of $7,682 to be divided on a per pupil basis by school site.
CURRENT CONSIDERATIONS:
The agenda item presents for Board consideration, the acceptance and approval of the 2014-15 contract amendment 01 from the California State Preschool Program for Pre-K partial day program funding for Bahia Vista Elementary School and San Pedro Elementary School, in the amount of $7,632. |
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| COST FUNDING/SOURCE:
The total amount of the contracts are as follows:
State of California Partial Day contract amendment 01: $7,682
SACS Codes:
12-6105-0-8590.00-0000-0000-700-000-000 $7,682 |
| Approval of the Child Development contract amendment 01. |
Approval of the Child Development contract amendment 01. Passed with a motion by Greg Knell and a second by Linda Jackson. |
Absent Paul Cohen.
Yes Linda Jackson.
Yes Rachel Kertz.
Yes Greg Knell.
Yes Natu Tuatagaloa.
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CDE Preschool Program
CDE Preschool Program Amendment 01
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| This item presents for Board approval, Out-of-State Travel for Michelle Spencer, Director of 9-12 Teaching and Learning to attend the Buck Institute for Education, National Faculty Development Program in Nashville, TN on January 18-20, 2015 and related Phase 2 Out-of-State Travel. |
Background: The Buck Institute for Education provides more than 400 Project Based Learning workshops and over 250 days of site-based instructional coaching every year for clients around the U.S. and in several other countries. Consultants who have graduated from the National Faculty Development Program (NFDP) and become formal members of the National Faculty (NF) facilitate the majority of this work. The National Faculty are seasoned teachers, administrators, instructional coaches, authors and educational consultants who conduct professional development activities on behalf of BIE. Each National Faculty member has their own areas of expertise as well as a comprehensive understanding of the BIE Project Based Learning (PBL) model. BIE welcomes National Faculty contributions to this valuable and rewarding work.
Current Consideration:
By attending the BIE, National Faculty Development Program, Michelle Spencer will become the district Project Based Learning certified expert that will create and develop teacher professional development.
Michelle Spencer has completed Phase 1 of the Buck Institute for Education National Faculty Development Program (Video training and 3 day training Bootcamp in Nashville TN).
Phase 2 requires Michelle to co-facilitate two separate 3-day PBL 101 workshop alongside a National Faculty member (similar to a student teacher, co-teaching and shadowing to learn.) Michelle will be assigned these dates based on client need (schools and/or districts call BIE and request a three day training, then BIE assigns a trainer). The number of days required for Phase 2 shall not exceed six days in three consecutive days. It is almost certain that Phase 2 will take place in state, but there is a small chance Michelle will be required to travel out- of-state. Phase 2 dates are unknown at this time.
That the Board approves this item for Out-of State Travel for Michelle Spencer, Director of 9-12 Teaching and Learning to attend Buck Institute for Education, National Faculty Development Program in Nashville, TN on January 18-20, 2015 and any required Phase 2 Out-of-State Travel (maximum of 6 days). |
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| Buck Institute for Education will cover conference fees. Estimated cost to the district for meals will be approximately $200 and will be funded by Title II, Professional Development funds.
SAC's Code:
01-4035-0-5200.00-1110-2140-700-240-000 |
| Approval of Out-of-State Travel for Michelle Spencer, Director of 9-12 Teaching and Learning to attend the Buck Institute for Education, National Faculty Development Program in Nashville, TN on January 18-20, 2015 and any required Phase 2 Out-of-State Travel (maximum of 6 days). |
Approval of Out-of-State Travel for Michelle Spencer, Director of 9-12 Teaching and Learning to attend the Buck Institute for Education, National Faculty Development Program in Nashville, TN on January 18-20, 2015 and any required Phase 2 Out-of-State Travel (maximum of 6 days). Passed with a motion by Greg Knell and a second by Linda Jackson. |
Absent Paul Cohen.
Yes Linda Jackson.
Yes Rachel Kertz.
Yes Greg Knell.
Yes Natu Tuatagaloa.
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| The Board will be presented with Resolution #1627 for recommended adoption. |
BACKGROUND INFORMATION: In June 2014, the state enacted a new law to cap school district reserves in certain years and require greater disclosure of district reserve levels each year. This late amendment to the 2014 State budget was unanticipated and came as a surprise to state education coalition members (CSBA, CFT, CTA, CSEA, ACSA, CASBO, School Services of California). Despite significant efforts by district board members, superintendents, and members of the education coalition, this amendment was included in the state’s budget.
Both the San Rafael City Elementary School District and the San Rafael City High School District will be negatively impacted at such time as the new law would cause the District to reduce our current reserve levels in both districts.
In California, districts maintain additional reserves to:
- Manage cash flow
- Mitigate volatility in funding for expenditures
- Address unexpected costs
- Save for large purchases
- Reduce costs for borrowing
San Rafael City Schools has intentionally and purposely-maintained reserve levels in excess of the state minimum level of reserves for economic uncertainty to protect the fiscal integrity of both districts, before, during and after the State’s reduction of school funding allocations during the recent recession. The reserves maintained by the District ensured positive cash flow, as well as designated one-time dollars in anticipation of continued state budget cuts, ensuring the district’s reserves were sufficient to absorb such cuts, preventing mid-year budget reductions that would directly impact students, staff, and schools.
CURRENT CONSIDERATIONS
Since last June, members of the Legislature have asked for more information about reserves and the administration has expressed interest in further discussing reserve caps. On Tuesday of this week, the State Legislative Analyst’s office issued a report “Analysis of School District Reserves” recommending:
“…The Legislature modify the disclosure provision to require all districts to develop local reserve policies. Each year, districts would explain the difference between their current reserves and their policies. Such an approach is consistent with recent state funding reforms designed to enhance local control and encourage decision-making that reflects local priorities.
Resolution 1627 supports the repeal and/or revision of Local Reserves Cap SB 858, Section 27/California Education Code 42127.01
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| Adoption of Resolution #1627 On Local Reserves Cap SB 858, Section 27/California Education Code 42127.01 |
Adoption of Resolution #1627 On Local Reserves Cap SB 858, Section 27/California Education Code 42127.01 Passed with a motion by Greg Knell and a second by Linda Jackson. |
Absent Paul Cohen.
Yes Linda Jackson.
Yes Rachel Kertz.
Yes Greg Knell.
Yes Natu Tuatagaloa.
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LAO REPORT - District Reserves (January 2015)
Resolution #1627 RE Reserve Cap
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| 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 donation(s) was received for the San Rafael City Schools District, as follows:
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Donor
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Item/Purpose
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Site
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Amount
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| Glenwood School Foundation |
Computer Purchase |
Glenwood |
$15,219.16 |
| Fullerton Family Foundation |
Classroom Instruction Support |
Venetia Valley |
$10,000 |
CURRENT CONSIDERATIONS:
This agenda item presents the donation(s) from the sources listed above, for Board acceptance. |
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| COST/FUNDING SOURCE:
Total of donation(s): $25,219.16.
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| Acceptance of the donations. |
Acceptance of the donations. Passed with a motion by Linda Jackson and a second by Greg Knell. |
Absent Paul Cohen.
Yes Linda Jackson.
Yes Rachel Kertz.
Yes Greg Knell.
Yes Natu Tuatagaloa.
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Donations
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| There was no reportable action taken in Closed Session. |
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Trustee Jackson asked for clarification that Honors and AP classes were part of LCAP. Staff confirmed they were listed in the goals.
Trustee Knell requested a report on youth advocacy at the Marin School Environmental Leadership program at TL.
Superintendent Watenpaugh noted that an update of the list of future agenda items will be brought back to the board with a schedule. |
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Greg Knell:
- He attended the budget session at MCOE with Joel Montero from FCMAT.
- He continues to be involved with the RX Safe Marin group as well as a Spanish advocacy and communications group in the county.
- He has been appointed to the Board of the Pacific Sun.
Linda M. Jackson:
- She reported on a recent Marin Promise meeting and the subcommittee work focusing on A-G requirements.
- She attended the SR Chamber Leadership class at San Pedro.
- She attended a memorial service for Sue Kramer on the 17th.
- She dropped in on the CCSS alignment ‘Brain Trust’ working group on the 20th.
- On the 20th she attended the Voces de Marin event; good information for school leaders.
- She attended funeral services for Dolly Nave.
- She reported on upcoming MCSBA workshops.
Ms. Jackson requested that the meeting be closed in memory of Sue Kramer and Dolly Nave.
Rachel Kertz:
- She has been attending frequent meetings with teachers and staff regarding Infinite Campus.
- She attended the budget session at MCOE with Joel Montero.
- She attended the city/schools liaison committee breakfast meeting.
- She attended the SR Chamber Leadership session at San Pedro.
- She has been attending ESD and HSD budget committee meetings.
- She joined a Town Hall meeting with Jared Huffman held at Autodesk.
- She attended the TL PSAT night and the TL Crab Feed which was sold out for the first time; great community engagement.
Natu Tuatagaloa:
- He has been attending a number of meetings with teachers and staff regarding Infinite Campus.
- He gave the welcome at the Davidson MS parent tour on Friday; it was a great turnout.
- He reflected on the contributions of Sue Kramer and Dolly Nave to the community and district students.
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Superintendent Watenpaugh reported:
- A report will be brought to the Board regarding the grave shortage of substitute teachers in the county; a problem that is impacting the morale of teachers and has districts in the county competing by raising sub rates to be competitive.
- Staff will be seeking direction from the Board regarding a potential RFP for communications assistance with facilities issues in preparation for a master facility plan adoption and a potential bond election.
- PG&E will begin a clean-up process on Lindaro between 2nd & 3rd streets. Any impacts on the school community will be communicated.
- He spoke with Mark Kelley of the law firm of Dannis, Woliver and Kelley (DWK) last week. DWK has developed a bond ‘toolkit.’ Mr. Kelley is available to conduct a board workshop on the toolkit. Trustee Jackson suggested inviting parent leaders.
- He attended the Northern California Superintendent’s meeting.
- He met with county superintendent Mary Jane Burke and Marin School Volunteers (MSV) Director Pam Franklin to discuss MSV’s challenges to continue providing their services free of cost and the potential ways the district can contribute funds to MSV, possibly through the LCAP to continue using the 220 MSV volunteers in our schools.
- A CCSS working group of teachers met with Dr. MacLean this week to collaborate and design an implementation plan.
- Beyond Differences ‘No One Eats Alone’ will be held on Friday, February 13.
- He presented at the SR Chamber Leadership group at San Pedro.
- Join the Conversation visits continue, most recently at Laurel Dell and Short.
- He met recently with Judy Colton who is helping expand the AVID program to Venetia Valley and Davidson MS, serving as the district coordinator. |
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President Tuatagaloa adjourned the meeting back to Closed Session at 10:32 PM, closing public session in honor of Sue Kramer and Dolly Nave.
President Tuatagaloa reconvened the meeting to Open Session at 11:32 PM. There was no reportable Closed Session action taken.
There being no further business the meeting was adjourned at 11:33 PM. |
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