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

2017-2018 Student Board members Karen Cifuentes, Yessenia Hernandez, and Ryan Corr will be recognized for their contributions this school year

Student Board members will present their final reports for the school year. 

P3 Teacher on Special Assignment Lori Hewitt, along with Marisela Espinoza de Gomez and Maria Velarde will provide highlights of the self evaluation of the state Pre-K program in the district.

The Board is presented with a recommendation for Award of Contract for construction of the San Rafael High School Temporary Housing Project.

The San Rafael High School Temporary Housing Project includes three customized portable classrooms for art, photography and engineering. By completing this temporary campus work over the summer break, the existing art and shop buildings can be vacated to allow for the demolition and subsequent construction at the front of the campus.

BACKGROUND:

The SRCS Board has previously approved a contract for the customized portable classrooms through Mobile Modular, which are being prepared for delivery at this time. This construction work includes electrical and low-voltage systems hook-ups to the portables and wiring to connect devices in the classrooms. The work also includes underground plumbing connections and site work. In addition, a covered walkway adjacent to the kiln area to allow for rain cover was included as a bid alternate.

HY Architects and their electrical engineers prepared plans and specifications for the project. The District conducted a public bid procurement process for the project. This included required advertising, bidder outreach, and site walks with potential bidders. Bids were opened on May 17, 2018, at 2PM at the San Rafael City Schools District office. Two Contractors submitted bids. The bid results are as follows:

CURRENT CONSIDERATIONS:

The low bidder award is recommended to Fort Bragg Electric. The Capital Facilities team recommends the inclusion of the covered walkway alternate in the project as this is an important element for the educational program functioning in this temporary location (see costs above). This construction bid is within the Board-approved budget for construction in the San Rafael High School Transitional Housing Phase 1 project.

Upon award of the contract for construction, the Capital Facilities team will issue the Notice of Award to the Contractor. The Contractor will then provide a signed Agreement and accompanying documents including bonds, insurance and other certificates. The agreement will then be presented to the Superintendent for review. Finally, Capital Facilities team will then issue the Notice to Proceed in coordination with DWK legal review. All of these documents are included in the Specifications for the project.

All documents have been reviewed by legal counsel.

Award a contract for construction including Alternate #1, to the lowest responsive, responsible bidder, Fort Bragg Electric, for the San Rafael High School Temporary Housing Project.

The Board is presented with a recommendation of award of contract for construction for the Terra Linda High School Electrical Relocation project.

The Terra Linda High School Electrical Relocation Project includes installation of replacement underground utilities which will run PG&E lines to relocated switchgear and transformer. By completing this work during the summer, it is possible to minimize the impact on students and staff.

BACKGROUND:

The project includes underground electrical utilities installation to allow for removal and relocation of existing electrical work that will be impacted by the construction of the new Commons, Library, Drama, Music Building.  This work also includes removing electrical services from the existing Band/Drama building which will be demolished to make way for the new building.

HED Architects prepared plans and specification for the project.  The District conducted a public bid process for the project. This included required advertising, bidder outreach, and site walks with potential bidders. Bids were opened on May 22, 2018, at the San Rafael City Schools District office. Two Contractors submitted bids.  The bid results are as follows:

CURRENT CONSIDERATIONS:

The low bidder is Dan Electric. They are fully licensed and registered to perform public works.

Upon award of the contract for construction, the Capital Facilities team will issue the Notice of Award to the Contractor.  The Contractor will then provide a signed Agreement and accompanying documents including bonds, insurance and other certificates. The agreement will then be presented to the Superintendent for review. Finally, the Capital Facilities team will then issue the Notice to Proceed in coordination with DWK legal review.  All of these documents are included in the Specifications for the project.

$600,080.  Funded by the Measure B Bond.

Award a contract for construction to the lowest responsive, responsible bidder, Dan Electric, for the Terra Linda High School Electrical Relocation Project.

The Board is presented with an agreement from Schooley Mitchell to conduct and manage the telephone services called, Voice over Internet Protocol (VoIP), for temporary housing for Venetia Valley and Laurel Dell housing. This agreement is for Phase 1 of a complete districtwide implementation.

Current Considerations:

VoIP Phase 1 (as being presented with this contract)

Using a one-year cloud-based VoIP services for Laurel Dell and Venetia Valley Temporary Housing will eliminate the need for a current analog phone system.  The VoIP services include paging, outdoor speaker systems, and will offer enhanced phone handset features.  The District will use Phase 1 to evaluate product and services that may be included in the future Districtwide VoIP implementation.

The Capital Facilities Team, Information Technology Services, and Business Service are working in unison to bring VoIP into our district over the next 2 years.  These efforts will also ensure a reliable e911 services for quick responses to emergency.

Using the requested services of Schooley Mitchell to perform a telecom audit and prepare the Request for Qualifications (RFQ) which will also include porting of existing phone numbers. These services will include obtaining the optimum VoIP System, to meet our specific project needs at the best price. 

This project will be a one-year contract for cloud-based VoIP leased services. 

Fees not to exceed $5,000, funded by Measure A Bond funds. 

Budget/SACS Code: 

Venetia Valley – 21-9010-0-5840-00-0000-8500-092-000-000 - $2,500

Laurel Dell – 21-9010-0-5840-00-0000-8500-094-000-000 - $2,500

Approval of the agreement with Schooley Mitchell for Request for Qualification (RFQ) services and optional implementation management.

Staff recommends approval of Testing and Inspection Services Firm on the Glenwood Elementary New Multipurpose Building and of four additional firms to be designated as qualified to provide services on upcoming San Rafael City Schools (SRCS) Capital Facilities projects.

District facilities projects must comply with current California Building Code as regulated by the Division of State Architect (DSA). Plans and specifications approved by DSA for each SRCS project include requirements for testing and inspection of material. Testing and Inspection of materials is provided by an outside firm with licensed inspectors, engineers, and certified testing facilities. The firms will provide testing required by the form DSA 103 for each project and report their results to the Project Inspector and the Architect/Engineering team.

Background:

The Capital Facilities team prepared and circulated a Request for Qualifications and Proposals (RFQ/P) for Testing and Inspections Services. The RFQ/P required firms to provide a Statement of Qualifications and to provide information related to costs including hourly rates, specific test costs, laboratory costs. Etc. In addition, the RFQ/P asked for a proposal of services for the Glenwood Elementary project. Five firms submitted statements of qualifications and proposals. The team evaluated the submittals, scored and ranked the firms in accordance with the criteria in the RFQ/P. All five firms submitting proposals were scored as highly qualified. They include: Signet Testing, Construction Testing Services, Consolidated Engineering, Inspection Services Inc., and Ninyo and Moore.

Current Considerations:

Signet Testing Labs, Inc. had the most competitive price proposal for the Glenwood project. It is recommended approved them as the firm for Glenwood. In addition, it is appropriate to consider all five firms as a pool of qualified firms for any future Testing and Inspection work on SRCS upcoming projects.

$19,298.  Funded from the Measure A Bond.  Testing and Inspection is budgeted within each SRCS school site project and this amount is within the District’s budget for Testing and Inspection for the Glenwood Multipurpose Room project. 

Budget/SACS Code:  21-9010-0-6220-00-0000-8500-093-000-482

Approval of Independent Consultant Agreement with Signet Testing Labs, Inc. for Testing and Inspection Services for Glenwood Elementary New Multi-Purpose Building project and designate Signet Testing, Construction Testing Services, Consolidated Engineering, Inspection Services Inc., Ninyo and Moore as the qualified pool to provide services on upcoming Capital Facilities Projects.

The Board is presented with a recommendation to approve a proposal from G.E. – City Electric Supply for the purchase of a new main Switchgear for Venetia Valley Elementary School.

The purpose of this proposal is to secure the timely procurement of the new main electrical supply switchgear in order to expedite installation at Venetia Valley that will clear the “Critical Path” for installation over the summer – timed with a close completion date of temporary housing units prior to opening Day of School.

A main electrical supply switchboard is needed for the construction projects at Venetia Valley Elementary School. 

Background:

The new electrical switchgear is one of the key long-lead items to the Increment 1 Project at Venetia Valley.  It is recommended by Van Pelt Construction Services Program Management, SVA Architects, and Alten Construction that San Rafael City Schools and the Capital Facilities Team procure the switchgear in order to distribute power to the portables that have been approved and will be installed this summer.  

Current Considerations:

Alten Construction, the General Contractor on the Venetia Valley Project, obtained four (4) switchgear bids so that the San Rafael City School District can purchase the switchgear early in the project phase.  The four proposals obtained were:

The Capital Facilities Team recommends procurement of the switchgear using G.E. – City Electric Supply.  The purchase price is below the value of what is considered the threshold for equipment purchases.

All documents have been reviewed by legal counsel.

Fees not to exceed $52,520.23, funded by Measure A Bond funds. 

Budget/SACS Code:  21-9010-0-6450-00-0000-8500-092-000-000

Approval of the purchase of Switchgear from G.E. – City Electric Supply for the Venetia Valley Elementary School Campus.

This item presents an agreement for recommendation of a lease and one-time charges, with Mobile Modular to provide a Construction Management trailer for the Capital Facilities Program. 

The Capital Facilities Team has expanded to include Construction Management staff for current projects in the Elementary and High School District.  Per our contractual agreements with Construction Management, San Rafael City Schools will provide space to accommodate the Construction Management team members.

Background:

The current Capital Facilities (both District and Program management) team is located in Room 505 of the District Offices at Terra Linda High School.  In order to provide space for Construction Management staff per our contractual agreement, it is proposed to provide an office trailer with conference/open office and two enclosed offices spaces. 

Current Considerations:

It is proposed to place the CM Trailer at the Terra Linda High School campus in the rear of the school adjacent to the Fire Lane or potentially further back on the campus, closer to the tennis courts, depending on electrical connectivity.  The trailer is proposed to be leased for a term of 36 months.  Costs include a monthly lease amount of $462.40 and one-time charges upon delivery and return of $4,490.76.  The total 36-month lease amount is $16,646. 

This trailer will not be accessible for students and is only for use by staff.  There will be additional charges to provide electrical and data service to the trailer. 

The McGrath RentCorp contract history is outlined below:

$21,137.  Funded by the Measure A Bond.

Approve award of lease and one-time charges with McGrath RentCorp (dba “Mobile Modular”) for a Construction Management trailer.

Staff recommends review and approval from the Board of Education for Amendment No. 2 to the Independent Consultant Agreement with Chavan Associates for financial review services of additional vendor pre-qualification packages.

The purpose of this amendment is to provide financial review of additional contractor applications.  This is for the submission of pre-qualification packages for renewal of contractors pre-qualifications which may have expired or for new contractors seeking participation in the SRCS Bond Programs.

Public bidding requires a prequalification of financials for all school district projects utilizing a Lease-Leaseback delivery method; and projects utilizing state funding with a contract value of over $1 million. 

Background:

On September 11, 2017, the San Rafael City Schools (“District”) entered into an agreement with Chavan Associates for specialized financial review services as a requirement of the Pre-Qualification process of Prime Contractors, required under Public Contract Code Section 20111.6. 

The original approved contract with Chavan Associates included an evaluation of firm revenues, expenses, assets, liabilities, net worth, working capital and bonding capacity - details a third party financial review requires to evaluate.  On October 23, 2017, the Board of Education approved an amendment to the Chavan Associates for additional financial reviews. 

Current Considerations:

A total of 54 applications were processed to date under the original contract and subsequent amendment.  We anticipate 25 additional applications that will include re-applications of those that have exceeded the one year application expiration date and new applications received.

The Chavan Associates contract history is outlined below:

Fee of $250 per application, 25 applications, with total fee not to exceed $6,250. 

Budget/SACS Code:  21-9010-0-6219-00-0000-8500-700-000-491 (50% HSD / 50% ESD)

Approval of Amendment No. 2 to Independent Consultant Agreement with Chavan Associates, LLP Certified Public Accountants for Pre-Qualification submittals financial review.

Minutes are taken of all Board meetings as record of all actions taken by the Board. The attached minutes are being recommended for approval. 

Approval of the minutes of the Regular Board Meeting of May 14, 2018

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

This agenda item presents for Board approval the Administration's recommended personnel transactions for the Elementary School District, as shown on Exhibit A (Certificated) and Exhibit B (Classified).

All changes to personnel since the previous board meeting including resignations, leaves of absence, retirements, reassignments, new hires, changes of contract, returns from leave, releases and short term assignments are included for Board approval.

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

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

This agenda item presents for Board approval the Administration's recommended personnel transactions for the High School district, as shown on Exhibit A (Certificated) and Exhibit B (Classified).

All changes to personnel since the previous board meeting including resignations, leaves of absence, retirements, reassignments, new hires, changes of contract, returns from leave, releases and short term assignments are included for Board approval.  

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

BACKGROUND:  This position will provide English Language Development instruction to students in grades 1-5 who have been in the country for less than 2 years. Teacher will teach English Language Development using appropriate and differentiated learning strategies to enable students to make academic, and socio-emotional growth and will assist students new to the United States to acculturate into the educational system successfully.

This position is recommended for placement on the Elementary Certificated Salary Schedule.

Approval of the new job description for ELD Teacher for Newcomer Elementary Students (Certificated)

This agenda item presents for Board approval the Administration's recommendation to enter into a Student Teaching Agreement with Sonoma State University. 

Providing high quality learning environments for intern teachers both assists the professional in teaching and enables the District to have a first look at up-and-coming talented professionals.

This position is recommended for placement on the Certificated Management Salary Schedule (Range E for the Elementary District and Range F for the High School District).

Approval of the new job description for Assistant Director of Education Services (Professional Development & BTSA) (Certificated)

BACKGROUND:  Under the direction and supervision of the Deputy Superintendent, this position provides specialized support to school sites and central office departments to monitor categorical, federal and local funds and grants. The Assistant Director of Accountability and Special Projects is responsible for providing leadership, direction, and staff assistance in areas of specialty funded projects.

This position is recommended for placement on the Certificated Management Salary Schedule (Range E for the Elementary District and Range F for the High School District).

Approval of the new job description for Assistant Director of Education Services (Accountability & Special Projects) (Certificated)

BACKGROUND:
Different law firms have different areas of specialization and expertise, and the district works to select the firm whose areas of expertise are in keeping with the needs of the district.  Dannis Woliver Kelley will provide legal advice relating to any and all aspects of the District’s Bond Issuance and Disclosure, Facilities, Human Resources, Student Services and general legal counsel on an "as-needed" basis.

CURRENT CONSIDERATIONS:
This agenda item presents for Board approval a renewal of this contract including a fee schedule for legal services for the fiscal year 2018-19 and 2019-20 on an as-needed basis.  The Agreement for Professional Services with Dannis Woliver Kelley is attached and the fee schedule is included in the agreement.  

COST/FUNDING SOURCE:
The rates for Dannis Woliver Kelley are as follows on an hourly basis:

Hourly Professional Rates                                                   

Other costs such as communication advice, travel time, postage and copying will be charged on an actual and necessary basis. Each legal charge is reviewed to determine the district and department these costs are allocated to. For CSO expenditures, the process is the same but we split fund the costs based on the hours incurred to each district/department. 

SACS Code: 01-0000-0-5829.00-0000-XXXX-700-XXX-000

Approval of the two year agreement with DWK.

Terra Linda High School requests approval to purchase a new pitching machine for the Baseball Team. 

BACKGROUND: The machine being purchased is called the FUNGOMAN machine which can be programmed to shoot ground balls and fly balls so coaches do not have to hit infield/outfield.  

The driving force at FungoMan® is meticulous attention to product innovation based on modern coaching needs.

• Operates as a fielding machine or pitching machine
• Coaches are free to coach anywhere on the field
• Runs scripted practices
• Create drills and situations specific to your team’s needs
• Fires a new ball every 3 seconds
• Ball hopper holds up to 250 balls
• Controls the exact position of the ball with a revolutionary physics engine
• Completely portable
• Fully programmable
• Shoots balls over 400’
• Wireless Mobile Remote controller
• Remotely controlled from anywhere on the field
• Scout and simulate previously played games
• Instruct and communicate instead of hitting balls
• Include multiple players in one drill
• Coach from behind the hitter instead of behind the machine
• Repeatable routines can be customized for batting practice, bunting, soft toss drills, conditioning drills, and baserunning drills
• Throws Fastballs, Curveballs & Knuckleballs to any location in and around the Strike Zone at speeds that you can easily set

The cost of the FUNGOMAN Pitching/Practice Machine $14,625.00. SRCS will reimburse Charles Scott from Future Prospects Baseball for this purchase. Approximately $11,800 is from the team fundraiser run by eteams sponsors.  The remainder of the funds are coming from the TL athletic budget.

SACS CODE: 01-9772-0-4445.00-1130-4200-411-120-000

Approval of pitching machine purchase. 

The Board is presented with a Marin General Certified Athletic Trainer Agreement for recommended approval. 

BACKGROUND:

In 2014-15, the District piloted an Athletic Trainer program for SRHS with Marin General Hospital in order to provide students with support in order to reduce the number and severity of injuries.  This year, the District will be renewing with a three (3) year contract Marin General Hospital to provide an Athletic Trainer for San Rafael and Terra Linda.  The Athletic trainer will evaluate injuries, concussion testing and assist in the rehabilitation of athletics who get injured.

The Athletic Trainer will keep records on all athletic injuries and report directly to the Hospital's Wellness Programs and will also help develop emergency procedures.

Since the inception of this program, the SRHSD was fortunate to obtain local donations for 50% of the cost. Unfortunately, local donations are no longer available and this important partnership with Marin General will now be funded 100% from the General Fund. The annual cost per school site during the three (3) year term of this agreement is listed below. For the first time since 2014, there is a slight increase due to inflationary factors.

Year 1 $53,000

Year 2 $55,000

Year 3 $57,000

SACS Code: 

01-0258-0-5840.00-1130-4200-410-000-000 

01-0258-0-5840.00-1130-4200-411-000-000

Approval of Three (3) year agreement with Marin General Hospital.

Approval of contract with College of Marin to cover part of Kathy Takemoto's Program Outreach & Support Coordinator salary for a period starting February 8, 2018, and ending June 30, 2018. 

BACKGROUND: COM was recently awarded a California Apprenticeship Initiative Grant by the State for $391,872. These funds will be directed toward instituting The North Bay Trades Introduction Program at the college. The NB Tip’s program is a component of the "Seven Program Areas" of the Adult Education Block Grant, which duties are under the scope of the Marin AEBG Outreach Coordinator. Following are the components of the program: 

• Make apprenticeships more accessible to a diverse group including disadvantaged youth, veterans, and women

•  Outreach efforts to overcome past practice where craftspeople often get into union apprenticeships because of family members with connections "You had to know a guy. People who go through this program now know a guy."

•  Free training includes MC3 curriculum, first aid, CPR, OSHA certification, hands-on instruction with tools and materials at union worksites and training centers.

• Goals to place 65% of TIP graduates into an apprenticeship

 This grant will pay a portion of the Marin  AEBG Outreach Coordinator's position (which is currently run through the San Rafael City Schools district). Duties include:

•    General bookkeeping

•    Contract coordination & invoicing

•    AEBG required data collection

•    Grant reporting support

•    Program outreach

•    Meeting participation

•    Student communication and follow up

•    Student tracking

College of Marin will be billed for a total of $11,500. 

Approval of Agreement with College of Marin for a portion of Kathy Takemoto's salary. 

This item presents to the Board and the public the opportunity to review the second reading of revisions to Board Policy and Administrative Regulation 5123 Promotion/Acceleration/Retention.

Background: Policy and regulation updated to reflect requirements for parent involvement in schools receiving federal Title I, Part A funding, as amended by the Every Student Succeeds Act, including expanding activities to include engagement of family members. Policy also reflects parent involvement as a state priority that must be addressed in the district's LCAP.  

Exhibit A: Board Policy 6020 Parent Involvement

Exhibit B: Administrative Regulation 6020 Parent Involvement

There is no financial impact to the district.

Approval of revisions to Board Policy and Administrative Regulation 5123 Promotion/Acceleration/Retention.

This item presents to the Board and the public the opportunity to review the second reading of revisions to Board Policy and Administrative Regulation 5125 Student Records.

Background:  This mandated policy is being updated to reflect new law(AB 1442) which requires districts to notify students and parents/guardians and provide an opportunity for public input before adopting a program to gather or maintain safety-related information from students' social media activity. The policy also reflects new law (SB 1177) which, effective January 1, 2016, prohibits an online/mobile operator from selling or disclosing student information or using student information to target advertising or amass a profile about a student. The policy also reflects new law (AB 1584) which mandates districts entering into a contract with a third party for the digital storage, management, and retrieval of student records to adopt policy allowing such contracts.

The mandated regulation reflects new law (AB 2160) which requires districts to submit the grade point average of all 12th-graders to the Cal Grant program unless a student opts out, and (AB 1068, 2013) which authorizes the disclosure of records to students age 14 years and older who are homeless and unaccompanied minors, persons who complete a caregiver's authorization affidavit, and caseworkers or other agency representatives legally responsible for the care and protection of a student. A new section has been added to reflect requirements of new law (AB 1442) for districts that choose to adopt a program to gather or maintain information from students' social media activity related to school or student safety.

CURRENT CONSIDERATIONS: 
CSBA published new updates to Board Policy and Administrative Regulations 5125 Student Records after the first reading on May 14, 2018. These changes are noted with blue text, and are required to be adopted by July 1. The paragraph below is a summary of additional May 14, 2018 revisions.

The policy has been updated to reflect the California Attorney General's model policy, developed pursuant to NEW LAW (AB 699), which (1) prohibits districts from collecting information regarding students' citizenship or immigration status, and (2) requires district staff to receive training in the gathering and handling of sensitive student information. The policy also reflects state law limiting the collection of students' social security numbers or the last four digits of the social security numbers, and NEW LAW (SB 31) which prohibits districts from assisting in the compilation of a list, registry, or database based on students' national origin, ethnicity, or religion. 

The regulation has been updated to reflect NEW LAW (SB 233) which expands the types of records related to foster youth that must be made accessible to specified agencies, and a requirement of the Attorney General's model policy that the annual parental notification include a statement that a student's citizenship, place of birth, or national origin will not be released without parental consent or a court order.

Exhibit A - Board Policy 5125 Student Records

Exhibit B -  Administrative Regulation 5125 Student Records

There is no financial impact to the district.

Approval of revisions to Board Policy and Administrative Regulation 5125 Student Records.

This item presents a license renewal for software from Learning A-Z for Science A-Z from July 1, 2018 through June 30, 2019 for Board review and recommended approval.

Background: 
Learning A-Z offers literacy-focused resources and tools designed in accordance to research-based best practices and leveled to meet the needs of all students. Proven to be an effective resource for personalizing instruction, strengthening students' expanded literacy skills, and boosting test scores, making teaching more effective and instill the skills students need. 

Learning A-Z developed products using research-based best practices and input from active and former teachers to ensure quality and effectiveness. Their products create an engaging learning environment that fosters creativity and student growth; they expand literacy beyond reading and writing to include the modern-day skills students require to become college- and career-ready.

Learning A-Z was originally purchased to supplement the materials teachers were using in their classroom, in particular for leveled readers during guided reading and independent reading.  Sites began purchasing these licenses and a couple years ago, given the number of sites using it, Education Services took on this resource.  To support SEAL units, we added on Science A-Z, which is NGSS aligned, last year.  This subscription continues Science A-Z through the end of this school year and Raz Kids through the end of the 2019 school year.  Principals and coaches provided feedback on this resource and its usage, resulting in the recommended continuation of it.

Current Consideration: 
Staff recommends the Board approve the license renewal for software from Learning A-Z for Science A-Z July 1, 2018 through June 30, 2019.

Exhibit A

Cost of license not to exceed $15,291.50 to be paid from general funds.

01-0000-0-4307.00-1511-1000-700-240-000

Approval of the license renewal for software from Learning A-Z for Science A-Z, July 1, 2018 through June 30, 2019. 

This item presents the McGraw Hill Education, Study Sync ELA/ELD Digital Subscription for Grades 6-8 at Venetia Valley and Davidson Middle Schools, for Board review and recommended approval.

Background: StudySync is a comprehensive blended ELA/ELD program. This complete curriculum is designed for today’s diverse classroom environments, with powerful digital instruction and the option for full print support. StudySync links literacy and learning with the way today’s students experience the world. Teachers benefit from an easy-to-use, flexible platform with strong classroom management tools and online standards-based assessment.

Over the course of the 2017-2018 school year, teachers from Davidson Middle School and Venetia Valley K-8 piloted two different online English/Language Arts programs, Amplify and StudySync, as part of a State materials adoption.  After months of research, teachers at both sites overwhelmingly chose StudySync by McGraw Hill Education.

Current Consideration: This item presents for Board approval of the McGraw Hill Education, Study Sync Grades 6-8 ELA/ELD Digital Subscription for Grades 6-8 at Venetia Valley and Davidson Middle Schools. Subscription includes Teacher Resources, CA StudySync ELA/ELD consumable student edition units, 3 novels and 8-year subscription bundle.

Exhibit A - Venetia Valley
Exhibit B - Davidson

Cost of subscription to be paid from Approved Textbooks and Core Curriculum funds.

01-0258-0-4100.00-1110-1000-700-240-000

Venetia Valley $60,649.35

Davidson $319.595.68

This item presents Fuel Education Online Credit Recovery Curriculum, July 1, 2018 through June 30, 2019, for recommended Board approval.

Background: Unlike the one-size-fits-all approach in many of today’s solutions, Fuel Education’s research-backed online curriculum is designed to meet the needs of each student. Fuel Education can help address a student’s most pressing challenges, including remediation, intervention, credit recovery, language learning, or college and career readiness.  Although the primary purpose of this online curriculum is credit recovery, it also offers a number of enrichment courses as well.

In partnership with site and district administrators, and a select group of teachers, SRCS plans to switch from our current online credit recovery program, Apex Learning, to a new program, Fuel Education.  FuelEd offers an engaging online learning opportunity that will better meet the needs of our struggling students.  FuelEd provides students equitable learning opportunities that are personalized to serve each student’s different interests and learning styles, no matter their level.

Current Consideration: This item presents for Board approval of  the  Fuel Education Online Credit Recovery Curriculum, July 1, 2018 through June 30, 2019.

Exhibit A 

Cost of Fuel Education online curriculum is $24,908.90 to be paid from unrestricted funds.

01-0000-0-4307.00-1511-1000-700-240-000

Approval of Fuel Education Online Credit Recovery Curriculum, July 1, 2018 through June 30, 2019.

This item presents an overnight field trip for Terra Linda High School Cheer Team participation at the United Spirit Association Cheer Camp in Santa Clara from July 20-23, 2018, for recommended approval.

BACKGROUND: The Board of Education recognizes that school-sponsored trips are an important component of a student's development and supplement and enrich the classroom learning experience. School-sponsored trips may be conducted in connection with the district's course of study or school-related social, educational, cultural, athletic, school band activities, or other extracurricular or co-curricular activities. 

Requests for school-sponsored trips involving out-of-state, out-of-country, or overnight travel shall be submitted to the Superintendent or designee.  The Superintendent or designee shall review the request and make a recommendation to the Board as to whether the request should be approved by the Board. All other school-sponsored trips shall be approved in advance first by the principal and then by the Deputy Superintendent or designee. 

• No student will be excluded from participation because of lack of sufficient funds.
• School-sponsored trips for the purpose of swimming or surfing shall not be approved; this includes private or public swimming pools/hot tubs or spas, water parks, beaches, or any other venue where the sole purpose of the trip is for students to swim, surf, or enter the body of water
• Each student will need their own bed and have evening supervision. (Hotel roll-away beds and inflatable air mattress is acceptable.)

CURRENT CONSIDERATIONS: This agenda item presents for Board consideration a request for approximately 28 Terra Linda High School students to attend cheer camp under the supervision of Terra Linda High School cheer coach, Donna Romberger, and four additional adult chaperones. The staff at the camp also provide additional chaperones. Students will travel to Santa Clara Hyatt Regency with their parents or charter bus.They will leave TLHS on July 20, 2018 at 8:00a.m. and return at approximately 5:00p.m. in the afternoon of July 23, 2018.

Students will be staying at the Santa Clara Hyatt Regency. All students will have their own bed and no water activities will be allowed.

Objective: This trip offers opportunities for developing team unity and strengthening athletic skills.

Cost of this trip is estimated at  $16,480.

There is no financial implication to the district. Cost will be covered by fundraising and parent funds. No student will be excluded from participation because of lack of funds.

Approval of the overnight field trip for Terra Linda High School Cheer Team participation at the United Spirit Association Cheer Camp in Santa Clara from July 20-23, 2018.

This item presents amended school instructional minutes and bell schedules for 2017-2018 School Year for Coleman Elementary, Madrone and Terra Linda High Schools, for review and recommended approval.

BACKGROUND:  The California Education Code requires that school districts comply with the following instructional minutes time requirements or the number of instructional minutes offered by the districts in 1982-83, whichever is greater, as well as the number of school days each year. 

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

During Site Testing performed by the District’s audit firm, it was determined that Coleman School did not provide the required 180 minimum instructional minutes as required by the education code in first through fifth grades from March 20 – 23, 2018. Therefore, Coleman School modified their instructional calendar and provided four additional instructional days from April 9 – 12, 2018. These additional days were offered during spring break as a spring intersession for all students.  

During Site Testing performed by the District’s audit firm, it was determined that Madrone High Schools did not provide the required 180 minimum instructional minutes as required by the education code during finals week from December 18 – 22, 2017 Therefore, Madrone High School has requested a modification to their instructional calendar to provide four additional instructional days from June 18 – 21, 2018. These additional days are planned to be offered as a Credit Recovery Academy.  

During Site Testing performed by the District’s audit firm, it was determined that Terra Linda modified their bell schedule for testing and rally schedule. Although the modification to their instructional minutes was compliant with statutory requirements, the modifications were not approved by the Board.

District staff has re-calculated the instructional days and minutes for these schools, to ensure compliance with the statutory instructional time and school day requirements. The Instructional minutes and bell schedule for Coleman, Madrone and Terra Linda Schools are attached:

Coleman Elementary Exhibit A)

Madrone High (Exhibit B)

Terra Linda High (Exhibit C)

With these changes, there is no negative fiscal impact to funded ADA. The district financial impact is the cost of payroll and benefits to provide 9 instructional teacher work days at Coleman and 4 work days at Madrone to support these programs. There will be no financial audit penalty by CDE upon approval of the revised compliant instructional calendar and bell schedules.

Approval of the amended school instructional minutes and bell schedules for 2017-2018 school year for Coleman Elementary, Madrone and Terra Linda High School.

The Board and public are provided an opportunity for a second reading of a new Adminstrative Regulation 5113.11 Attendance Supervision, for recommended approval. 

BACKGROUND: In continuing support of the District's efforts to reduce student chronic absenteeism and truancy, staff recommends this new regulation that addresses the appointment of a district attendance supervisor and reflects AB 2815 which expresses the Legislature's intent that the attendance supervisor fulfill specified duties. 

The Board and public are presented with an opportunity to review a second reading of Administrative Regulation 6164.4 Identification and Evaluation of Individuals for Special Education, for recommended approval.

BACKGROUND: To ensure compliance with federal, state, and local policies with regard to the provision of special education services, staff brings revisions of this mandated policy to include notification to parents/guardians regarding their right to consent to the assessment of their child for purposes of determining the child's eligibility for special education or related services. The regulation is also revised to delete material related to parent/guardian revocation of consent for continued provision of services (now in AR 6159 - Individualized Education Program).

This item presents to the Board and the public the opportunity to review the second reading of new Board Policy and Administrative Regulation 7150 Site Selection and Development, recommended for approval.

Background:  
This policy and regulation are new to our policy manual but with recent changes in the law, the staff is recommending the attached CSBA recommended policy be adopted by the Board.

The Governing Board believes that a school site should serve the district's educational needs in accordance with the district's master plan as well as show potential for contributing to other community needs. 

The Board recognizes the importance of community input in the site selection process.  To this end, the Board will solicit community input whenever a school site is to be selected and shall provide public notice and hold public hearings in accordance with law. 

Before acquiring property for a new school or an addition to an existing school site, the Board shall evaluate the property at a public hearing using state site selection standards.  (Education Code 17211)

 Environmental Impact Investigation for the Site Selection Process

 The Superintendent or designee shall determine whether any proposed development project is subject to the requirements of the California Environmental Quality Act (CEQA) and shall ensure compliance with this Act whenever so required.  When evaluating district projects, the CEQA guidelines shall be used.

 Agricultural Land

 If the proposed site is in an area designated in a city, county, or city and county general plan for agricultural use and zoned for agricultural production, the Board shall determine all of the following:  (Education Code 17215.5)

 1.  That the district has notified and consulted with the city, county, or city and county within which the prospective site is to be located

 2.  That the Board has evaluated the final site selection based on all factors affecting the public interest and not limited to selection on the basis of the cost of the land

 3.  That the district shall attempt to minimize any public health and safety issues resulting from the neighboring agricultural uses that may affect students and employees at the site

Exhibit A: Site Selection and Development BP 7150

Exhibit B: Site Selection and Development AP 7150

Approval of the new BP and AP 7150

The Board will consider upholding the superintendent's designee's recommendation to deny Interdistrict Transfer Appeal for Student Case # ITR-1718-2.

The Board will consider upholding the  panel's recommendation that student Case # 1718-9 be expelled with suspension of the enforcement for one (1) calendar year, under the stipulation that the student follow the panel's recommended rehabilitation plan. 

Uphold the panel's recommendation.

The Board and public are presented with the opportunity to review revisions Board Policy and Exhibit 5145.6 Parental Notifications, for review. The second reading and recommended approval will be brought to the next meeting. 

BACKGROUND: Policy 5145.6  is being updated to reflect federal law applicable to districts participating in certain federal programs which requires that parental notifications be presented in an understandable and uniform format and, to the extent practicable, in a language that parents/guardians can understand. The policy is also revised to reflect state law requiring that parental notifications be written in the primary language, in addition to English, whenever 15 percent or more of the students enrolled in a school speak a single primary language other than English.

The Exhibit 5145.6 is also being updated to reflect notices required by new law, including notices related to students' right to a free public education regardless of immigration status or religious beliefs (AB 699), the employee code of conduct related to employee interactions with students (AB 500), the district's meal payment policy (USDA Memorandum SP-23-2017), a student's identification as a long-term English learner (AB 81), a negative balance in a student's meal account (SB 250), educational rights of children of military families (AB 365), and any excessive level of lead found in drinking water(AB 746). Two legal citations are also renumbered pursuant to federal law and regulations.

CURRENT CONSIDERATION: A second reading of the recommended revisions will be brought to the next meeting for recommended approval by the Board. 

Board Policy 3290 Section 1.1 states:

“The Board of Education may accept on behalf of, and in the name of the District, such gifts, donations, bequests and devices as are offered. Such gifts, cash contributions, donations, bequests, and devices may be made subject to conditions or restrictions as the Board of Education may prescribe and/or accept.” (Education Code 41030-41032)

The following donations were received for the San Rafael City Schools District, as follow:

COST/FUNDING SOURCE: Total of general donation: $13,550

This item presents the Board and the public with the opportunity to review the first reading of revisions to  Board Policy and Administrative Regulation 6184 Continuing Education. The second reading and recommended board adoption will be brought to the next meeting.

Background: This mandated policy reflects (AB 570, 2013) which mandates that the district adopt a policy with specified provisions if it allows students to voluntarily enroll in continuation education and (AB 97, 2013) which eliminates the Pupil Retention Block Grant. The policy also adds material on alignment of the program with goals in the LCAP, student enrollment in a regional occupational center/program in lieu of continuation education, and program evaluation.

The mandated regulation updates sections on "Voluntary Enrollment" and "Intake and Orientation" to reflect (AB 570, 2013) which mandates procedures governing identification, placement, and intake of students who voluntarily enroll in continuation education. The regulation also adds optional program components related to parent/guardian communication, parent and community involvement, professional development, support services, and safety and school climate. The revised regulation also reflects a court decision concluding that districts are not required to exhaust all other means of correction to bring about student improvement before involuntarily transferring a student to a continuation education program.

This policy and regulation is based on the most current recommended language from CSBA.

Exhibit A - Board Policy 6184 

Exhibit B - Administrative Regulation 6184

There is no anticipated financial impact.

This item presents the Board and the public with the opportunity to review the first reading of revisions to  Board Policy and New Administrative Regulation 6148 Career Technical Education. The second reading and recommended board adoption will be brought to the next meeting.

Background: This mandated policy is being updated to list types of career technical education (CTE) programs that may be offered, reflect concepts of linked learning based on definition in AB 790( 2011) which establishes a pilot project, reflect AB 1330, (2011) which allows districts to establish CTE as an optional graduation requirement, and reflect AB 1304 which authorizes the CTC to issue a "recognition of study in linked learning" following a teacher's completion of an approved course.  The policy updates also include a goal to focus on high-skill, high-wage, high-demand occupations; provide examples of work-based learning opportunities; expand language regarding collaboration with postsecondary institutions; and reflect requirement to disaggregate program evaluation data. 

This regulation is new and is based on the most current recommended language from CSBA. 

Exhibit A - Board Policy 6178

Exhibit B - Administrative Regulation 6178

Program expenses are anticipated to be covered by the Career Technical Education Grant.