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

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

The Board is presented with an Independent Consultant Agreement with V. Bill Asbell for a current project.

As part of the construction oversight process and per Division of State Architect (“DSA”) requirements, San Rafael City Schools is required to provide an independent Project Inspector for all DSA approved projects. 

Background:

V. Bill Asbell  is recommended using the criteria of background experience with DSA certification for Class 1 Project Inspection.  He has extensive experience with DSA processes and procedures and will interpret current regulations within the California Administrative Code of Regulations, Title 24, which provides the required code-prescribed method for compliant communication, and documentation of construction inspection and materials testing.

Current Considerations:

This item includes proposed Project Inspection services at the new Glenwood Multi-Purpose Building. This proposal for Project Inspection Services is on a time and materials basis, with an hourly rate of $100/hour anticipating 45 weeks at 15 hours per week.  The contract amount represents a not to exceed amount based upon the estimated level of service and duration of the projects.

The proposed cost of this contract is $67,500 and is within planned budgeting for this type of work and will be funded from the District’s Bond Program, under Measure A (Glenwood Multi-purpose Room). 

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

Approval of the Independent Consultant Agreement with V. Bill Asbell for Project Inspector services on the Glenwood Multi-Purpose Building project. 

The Board is presented with an Independent Consultant Agreement with Production Technical Services, Inc. for two current projects.

As part of the construction oversight process and per Division of State Architect (“DSA”) requirements, San Rafael City Schools is required to provide an independent Project Inspector for all DSA approved projects. 

Background:

Production Technical Services, Inc.  is recommended using the criteria of background experience with DSA certification for Class 1 Project Inspection.  They have extensive experience with DSA processes and procedures and will interpret current regulations within the California Administrative Code of Regulations, Title 24, which provides the required code-prescribed method for compliant communication, and documentation of construction inspection and materials testing.

Current Considerations:

This item includes proposed Project Inspection services at two current projects.  The Venetia Valley Interim Housing project and the San Rafael High School Interim Housing project.   The scope of work and size of these two projects will work well with a single inspector.  These proposals for Project Inspection Services are on a time and materials basis, with an hourly rate of $115/hour.  The contract amounts represent a not to exceed amount based upon the estimated level of service and duration of the projects.

The proposed cost of this contract is $47,173 and is within planned budgeting for this type of work and will be funded from the District’s Bond Program, under Measure A (Venetia Valley Interim Housing) and Measure B (San Rafael High School Interim Housing). 

Venetia Valley Interim Housing                     $34,500

San Rafael High School Interim Housing      $12,650

Budget/SACS Code:  21-9010-0-6220-00-0000-8500-092-000-493 (Venetia Valley)

                                     21-9010-0-6220-00-0000-8500-410-000-479 (SRHS)

Approval of the Independent Consultant Agreement with Production Technical Services, Inc. for Project Inspector services on the Venetia Valley Interim Housing and the San Rafael High School Interim Housing projects. 

This item presents an agreement for approval including a lease and one-time charges with Mobile Modular to provide a restroom trailer for the Venetia Valley Elementary School replacement classroom and Interim Housing Project.

The classroom building on the Venetia Valley campus is scheduled to be demolished this summer. The current bathroom used by the elementary wing is to be demolished.  This portable bathroom will be located so that the elementary school and special education program will have access to the facilities.

Background:

There have been three contracts approved for Mobile Modular.  The first, approved on 4/23/18, was for $1,360,001 for a “piggyback” contract for portable classrooms and facilities at Venetia Valley Elementary School and San Rafael High School.  The second, approved on 5/14/18, was for $9,962 for an adjustment for an accelerated delivery schedule at San Rafael High School.  The third, approved on 5/29/18, was for $21,137 for a construction management trailer.

The Mobile Modular contract history for Venetia Valley is outlined below:

Current Considerations:

The restroom building will be leased for a term of 36 months.  The cost includes a monthly lease amount of $1,897 and a one-time charge upon delivery and return of $20,331.   The total 36 month lease amount is $68,292.  It is anticipated that there will be additional charges to provide water/sewer and electrical service to the portable building.  

The companion item with this work is SVA Supplemental Agreement No. 7 for architectural services to obtain Division of State Architect (DSA) approval.

$68,292.00.

Budget/SACS Code:  21-9010-0-6230-00-0000-8500-092-000-493

Approval of award of lease and one-time charges with McGrath RentCorp (dba “Mobile Modular”) for a Restroom Portable Building for the Venetia Valley Campus.

Staff seeks review and approval from the Board of Education for the issuance of Supplemental Agreement No. 7 to the District’s Master Agreement for Architectural Services with SVA Architects, Inc., which is for additional architectural and engineering services for the Elementary School Replacement Classroom and Interim Housing Projects at Venetia Valley Elementary School.

The purpose of this modification is to provide supplementary architectural and engineering services for the addition of a toilet room modular building which will be used during Elementary School Replacement classroom and Interim Housing Projects at Venetia Valley Elementary School.  Specifically, SVA will provide and obtain DSA approve for the additional modular building for student and adult use.

Contract/Increment                           BOE approval Amount               Project

Budget                                                                          $2,219,988.00   VV

Supp Agree No. 2 – Prof Design Svcs Jan. 9, 2017    $1,403,242.50    VV

Supp Agree No. 4 – Prof Design Svcs June 26, 2017 $   509,358.00    VV

Supp Agree No. 5 -  Interim Housing Jan. 16, 2018     $   113,010.00    VV

Supp Agree No. 6 April 23, 2018                                  $   143,863.00    VV

Updated Interim Housing Plan 

Supp Agree No. 7 – Modular Trailer June 25, 2018      $     11,500.00    VV

Total Including this Supplement                                     $2,180,973.50

Total Remaining in Budget Item                                     $     39,014.50

The proposed cost of this work is a not to exceed amount of $11,500 and is within planned budgeting for this type of work and will be funded from the District’s Measure A bond funds.

Budget/SACS Code: 

21-9010-0-6210-00-0000-8500-092-000-493

Approval of Supplemental Agreement No. 7 to the Master Agreement of SVA Architects, Inc.

Staff seeks review and approval from the Board of Education for a modification to the Independent Consultant Agreement with Terracon Consultants , Inc. for proposed abatement inspection, monitoring, and project closeout at the Drama Building at San Rafael High School.

The purpose of this modification is to perform the necessary Construction Phase testing and monitoring  required for compliance under the California Environmental Quality Act (“CEQA”).   This includes air sampling and final acceptance testing and documentation.

Environmental services were anticipated and broadly budgeted in the program budgets presented to and adopted by the Board of Education. Staff anticipates, plans and budgets for supplemental services. The Board should expect future items similar to this one for each site or capital program building project. 

Background:

On January 9, 2017, the San Rafael City Schools (SRCS) Board of Education approved three firms as a qualified pool to provide Hazmat Consultant Services for the Capital Facilities Program: Millennium Consulting Associates, Sensible Environmental Solutions, and Terracon Consultants, Inc. (Terracon).  Terracon was contracted to provide hazardous material surveying at Terra Linda High School and Venetia Valley K-8.

There have been two Modifications approved for Terracon Consultants, Inc.  Modification No. 1 was for $14,540 for Design Phase Hazardous Materials Services at Terra Linda High School and Venetia Valley K-8.  Modification No. 2 was for Construction Phase Hazardous Materials Services at Venetia Valley.  Modification No. 3 is proposed for Construction Phase Services at Terra Linda High School.

The Terracon Consultants, Inc.  contract history for Terra Linda High School is outlined below:

Current Considerations:

OSHA and Bay Area Air Quality Management District require monitoring of hazardous materials abatement work as well as all necessary clearances. Monitoring and Final documentation will be prepared by Terracon Consultants Inc.

The proposed cost of this work is $15,205, is within planned budgeting for this type of work and will be funded from the District’s Measure B Bond Funds.

Budget/SACS Code: 

21-9010-0-6153-00-0000-8500-411-000-000

Approval of Modification No. 2 to the Independent Consultant Agreement for Terracon Consultants, Inc.

Staff seeks review and approval from the Board of Education for an amendment to the Independent Consultant Agreement with Ninyo & Moore Geotechnical Environmental Science Consultants for Construction Phase geotechnical services at San Pedro Elementary School.

The purpose of this amendment is to provide supplemental Construction Phase services for the underground work to prepare for the new classrooms build. Services include soil sampling, waste classification, geotechnical observation, and testing services for work that is described as “Interim #1”.

Geotechnical services were anticipated and broadly budgeted in the program budgets presented to and adopted by the Board of Education. Staff anticipates, plans and budgets for supplemental services. The Board may expect future items similar to this for each site or capital program building project. 

Background:

On December 12, 2016, the San Rafael City Schools (SRCS) Board of Education approved three firms as a qualified pool to provide Geotechnical services for the Capital Facilities Program, which included Ninyo & Moore. This geological and soil engineering consultant has been approved as the Geotechnical Engineer for Glenwood and San Pedro Elementary Schools. 

Contract Amendment No. 1 for Design Level Geotechnical Services at Glenwood Elementary was approved by the Board of Education on July 24, 2017.  Amendment No. 2 for Design Level Geotechnical Services for San Pedro Elementary was approved by the Board of Education on August 14, 2017.  Amendment No. 3 for follow up Geotechnical Services (Cone Penetration Testing) at San Pedro Elementary was approved by the Board of Education on November 13, 2017.  Amendment No. 4 for Construction Phase Geotechnical Services for Glenwood Elementary was approved on April 23, 2018.

The Ninyo & Moore contract history for San Pedro Elementary School is outlined below:

Current Considerations:

Included in the supplemental services at San Pedro Elementary School, Ninyo & Moore completed the field exploration and final engineering analyses for the proposed new buildings. As required by the Division of State Architect, Ninyo & Moore shall provide Construction Phase services to include soil sampling, waste classification, geotechnical observation, and testing services.

The proposed cost of this amendment to the Ninyo & Moore contract is $19,173 and is within planned budgeting for this type of work and will be funded from the District’s Bond Program, under Measure A.

Budget/SACS Code:  21-9010-0-6178-00-0000-8500-095-000-000

Approval of Amendment No. 5 to Master Agreement for Geotechnical Investigation – Ninyo & Moore, Geotechnical Environmental Science Consultants.

The Capital Facilities Team and Information Technology Services is recommending the Award of Contract, for installation support and training services for Voice over Internet Protocol (VoIP) and paging/sound system to Jive Communications, Inc.

The District needs VoIP (with paging and speaker systems) for both Venetia Valley and the Annex.  Using the VoIP System will allow for integration of Venetia Valley’s current speakers into the new VoIP system.  

This pilot program will allow us to better understand the needs of San Rafael City Schools as we move from analog phone system to VoIP throughout our school.

Background:

The district phone system is an antiquated, legacy system which does not utilize network services that could reduce monthly fees.  The VoIP system significantly increases features, such as conference call ability, speaker phones, voice to text, and safety/emergency connectivity.

Current Considerations:

The San Rafael City School District (SRCS) received a total of five proposals for the VoIP project for Venetia Valley Elementary School and the Annex.  The bidders included:  Jive Communications, Inc., Masergy, Mitel (Cloud-Base), Mitel (Hybrid:  Cloud/On-Premise), and Cisco (Hybrid:  Cloud/On-Premise).

The Jive Communications, Inc. proposal best me the SRCS’ requirements.  The contract period is for 12 months.  The final contract award is pending board approval.

The proposed cost of this work is $17,221.36 and is within planned budgeting for this type of contract and will be funded from the District’s Measure A and Measure B Bond Funds 

Annex:  Monthly $275.75 for 12-Month Term, plus one time cost $2,462.95

Venetia Valley:  Monthly $680.69 for 12-Month Term, plus one time cost $3,281.13

Budget/SACS Code: 

21-9010-0-6450-00-0000-8500-094-000-485 (Laurel Dell Annex) - $5,771.95

21-9010-0-6450-00-0000-8500-092-000-493 (Venetia Valley) - $11,449.41

Approval to award contract to Jive Communications, Inc. for 12-month cloud-based solution as specified in the bid proposal.

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 Minutes of: the June 7, 2018 Special Meeting for Closed Session; the June 11, 2018 Special and Regular Meetings; and the Special Meeting of June 18, 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.

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

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

The Board is presented with Resolution #1718-39 Authorizing Certain Certificated Staff to Teach in a Departmentalized Setting, for recommended approval.

BACKGROUND: The Marin County Office of Education is assisting the Human Resources Department with making sure all Teachers are placed properly in classrooms according to their Credential(s) received.

None

Approval of Resolution #1718-39

The Board is presented with Resolution #1718-40 Authorizing Certain Certificated Staff to Teach in a Departmentalized Setting, for recommended approval.

BACKGROUND: The Marin County Office of Education is assisting the Human Resources Department with making sure all Teachers are placed properly in classrooms according to their Credential(s) received.

This board item presents for Board approval Resolution #1718-40, which authorizes the assignment of a teacher holding a valid credential (other than an emergency permit), to teach any subjects in departmentalized classes in kindergarten or any grade 1 to 12, inclusive, provided the requirements of adequate knowledge have been verified under the provisions of Education Code 44258.3.

None

Approval of Resolution #1718-40

The Board is presented with Resolution #1718-48 Authorizing Certain Certificated Staff to Teach an Elective Course, for recommended approval.

BACKGROUND: The Marin County Office of Education is assisting the Human Resources Department with making sure all Teachers are placed properly in classrooms according to their Credential(s) received.

None

Approval of Resolution #1718-48

The Board is presented with Resolution #1718-49 Authorizing Certain Certificated Staff to Teach an Elective Course, for recommended approval.

BACKGROUND: The Marin County Office of Education is assisting the Human Resources Department with making sure all Teachers are placed properly in classrooms according to their Credential(s) received.

None

Approval of Resolution #1718-49

The Board is presented with a new job description for Teacher on Special Assignment (TOSA), Instructional Coach (9-12) (Certificated), for review and recommended approval. 

BACKGROUND: As part of the Educational Services team, Instructional Coaches are assigned to (a) site(s) as part of their instructional leadership team.  With a goal of continually building teacher capacity in service of our students, the instructional coach works to bring evidence based practices into the classroom to increase student learning, with an equity lens focused on historically underserved populations.  As a colleague, the Instructional Coaches focus on individual and group professional development, providing robust and differentiated support to teachers on site to further district and site based instructional goals.

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

Approval of the new job description for Teacher on Special Assignment (TOSA), Instructional Coach (9-12) (Certificated)

BACKGROUND:      

EDUCATION PROTECTION ACCOUNT:  As approved by the voters on November 6, 2012, The Schools and Local Public Safety Protection Act of 2012 (Proposition 30) temporarily increased the State’s sales tax rate and the personal income tax rates for taxpayers in high tax brackets.   The creation of the Education Protection Account (EPA) by Proposition 30 provides that a portion of K-14 general purpose funds must be utilized for instructional purposes.  K-14 local agencies have the sole authority to determine how the funds received from the EPA are spent, but with these provisions:

• The spending plan must be approved by the governing board during a public meeting
• EPA funds cannot be used for the salaries or benefits of administrators or any other administrative costs (as identified within the account code structure)
• Each year, the local agency must publish on its website an accounting of how much money was received from the EPA and how the funds were expended

Further, the annual financial audit includes verification that the EPA funds were used as specified by Proposition 30.  If EPA funds are not expended in accordance with the requirements of Proposition 30, civil or criminal penalties could be incurred.

Proposition 55 takes effect January 1, 2018, and the income taxes generated will be distributed to each LEAs’ EPA. The statutory reporting requirements of Proposition 30 mentioned above carry forward under Proposition 55. 

CURRENT CONSIDERATIONS:    

Resolution 1718-41 and 1718-42 and the attached expenditure reports verifying the expenditures under the EPA (resource 1400) have all been used to support teacher salaries and benefits. No EPA funds were used to support any administrative costs. This information is in compliance with the requirements of Proposition 30.

Once the Board approves the resolutions, they will be posted on the District website along with the supporting documentation in compliance with Article XIII, Section 36 of the California Constitution.

COST/FUNDING SOURCE:

See the attached documentation of revenues and expenditures for the Education Protection Account (Resource 1400) for 2017-18 for both the San Rafael Elementary School District and the San Rafael High School District.

This item presents for Board informational purposes, the Educator Effectiveness One-Time Funding expenditures for the Elementary and High School District for Fiscal Years 2015-2018.

Background: The 2015 Budget Act included $490 million in one-time money called the “Educator Effectiveness Block Grant” (EEBG).

Educator Effectiveness funds may be used to support the professional development of certificated teachers, administrators, and paraprofessional educators. Funds can be expended in any of the following areas:

• Area 1: Beginning Teacher and Administrator Support: Support and mentoring, including, but not limited to programs to meet the new teacher and administrator ability to teach or lead effectively and to meet induction requirements adopted by the Commission on Teacher Credentialing. 
• Area 2: Professional Improvement: Professional development, coaching, and support for teachers identified as needing improvement or additional support by local educational agencies.
• Area 3: Content Standards: Professional Development for teachers, para-educators, and administrators aligned to state-adopted content standards.
• Area 4: Coaching and Training: To promote educator quality and success, including, but not limited to, professional development for administrators on mentoring and coaching certificated staff to support effective teaching and learning.

The funding is required to be allocated in an equal amount based on the certificated staff in the 2014-15 fiscal year. The 2015-16 calculated funding rate is approximately $1,466 per full-time equivalent (FTE). School districts and county offices may expend the funds over three (3) fiscal years.

 As a condition of receiving Educator Effectiveness funds, San Rafael City Schools is required to do the following:

• Develop and adopt a plan delineating how the Educator Effectiveness funds will be spent. The plan must be explained in a public meeting of the governing board before its adoption in a subsequent public meeting.
• On or before July 1, 2018, submit a detailed expenditure report of information to the California Department of Education (CDE).

Education Services, SRFT, SRTA, CCIT and Site Principals worked collaboratively to determine effective future professional development for administrative, certificated, and other instructional staff. 

The Elementary School District filed a report of expenditures to the CDE in the amount of $370,946. Below is a list of expenditures:

$ 37,973, Beginning teacher and administrator support and mentoring, including, but not limited to, programs that support new teacher and administrator ability to teach or lead effectively and to meet induction requirements adopted by the Commission on Teacher Credentialing and pursuant to Section 44259 of the California Education Code. $27,000 of this was spent on induction programs.

$332,973, Activities to promote educator quality and effectiveness including, but not limited to, training on mentoring and coaching certificated staff and training certificated staff to support effective teaching and learning.

The High School District filed a report of expenditures to the CDE in the amount of $201,576. Below is a list of expenditures:

$25,000, Professional development for teachers and administrators that is aligned to the state content standards adopted pursuant to Sections 51226, 60605, 60605.1, 60605.2, 60605.3, 60605.8, 60605.11, 60605.85, as that section read on June 30, 2014, and 60811.3, as that section read on June 30, 2013, of the California Education Code.

$176,576, Activities to promote educator quality and effectiveness including, but not limited to, training on mentoring and coaching certificated staff and training certificated staff to support effective teaching and learning.

Acceptance of the expenditures that are associated with the Educator Effectiveness Grant that has been submitted to CDE.

BACKGROUND:

For many, the San Rafael City School District has partnered with Community Action Marin (CAM) to provide space at Old Gallinas for their pre-school and school-age childcare program.  Since then, the District has amended and extended their Facility Use Agreement with Community Action Marin for the same use.  

The District is happy to continue this long relationship and renew a two (2) year agreement with CAM for use of Old Gallinas.

The District hereby leases to CAM, and CAM hereby hires from the District the premises and facilities known as Old Gallinas, classrooms 1, 2, 3, 5, 6, 7, 8, 10, and the library and office complex, for a total of 12,419 square feet, and located at 251 North San Pedro Road, San Rafael, CA, County of Marin, State of California (hereafter “Premises”).  Included in this Agreement are the fixtures affixed to the Premises.  

As rent for the premises and fixtures, CAM shall pay the District the sum of twelve thousand four hundred seventy-six dollars and thirty-nine cents $12,476.39 per month from July 1, 2018 through June 30, 2019 for a total of $149,716.68 (one hundred forty nine thousand seven hundred sixteen dollars and sixty eight cents per fiscal year.  The payment shall be made in the following manner:  Payable in either one lump sum at the beginning of the Agreement, or in 12 monthly payments due in advance, on the 1^st of each month during the term of this Agreement.  The rent shall increase by 3% annually at the beginning of each fiscal year. From July 1, 2019, through June 30, 2020, as rent for the premises and fixtures, CAM shall pay the District the sum of $12,850.69 for a total of $154,208.28.

The Board will consider the disposal of obsolete books and equipment at

Sun Valley

Davidson 

Food Service

Venetia Valley

Terra Linda High School

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:

Sites have determined the following Books and Equipment to be obsolete or unrepairable:

Equipment

Approval of disposal of obsolete books and equipment.

The Board is presented with a resolution for recommended approval to request a Tax Anticipation Note (TAN) Loan for the ESD and the HSD.

BACKGROUND:   A Tax Anticipation Note (TAN) is a short-term loan from the Treasurer of the County of Marin that school districts can use to address a cash flow challenge created when expenditures must be incurred and paid before tax revenues (local or State) are received. In accordance with Article XVI, Section 6 of the Constitution of the State of California and Education Code Section 42620, Governing Boards are permitted to incur debt by obtaining TAN borrowings that must be paid off within the same calendar year.  The amount of TANs used in a year cannot exceed 75% of the total gross income from taxes of all types collected by the Board of Education in the preceding calendar year, and cannot exceed the total anticipated revenues for the current calendar year.

Historically, San Rafael City Schools has issued Tax Revenue Anticipation Notes (TRAN) which is another form of short-term financing that allows Districts to borrow cash to address short-term cash flow needs in anticipation of local tax revenue or revenues from the State.  The cost of issuing a TRAN currently out-weighs the benefits given the unusually low rate of return in the current economic environment.

CURRENT CONSIDERATIONS:
This agenda item presents for Board approval for loan request for the San Rafael Elementary District - Tax Anticipation Note (TAN) for the 2018-19 fiscal year for an amount not to exceed $17,856,535.

None

Approval of ESD Resolution 1718-43 and HSD Resolution 1718-44 for a Tax Anticipation Note (TAN) loan request for the HSD, for the 2018-19 school year. 

This item presents out-of-state travel for Teagen Leonhart to attend the 2018 Journalism Education Association Advisers Institute, July 9-12, 2018, in Las Vegas, Nevada, for review and recommended approval.

Background: Journalism Education Association Advisers Institute brings journalism teachers from across the country together for a week of adviser-specific training and networking.

 The Journalism Education Association Advisers Institute programming will include:

• differentiated instruction strategies
• technology in the classroom
• subject-specific professional learning community participation
• curriculum alignment to state and national standards
• essential learner outcomes in a 21st-century classroom
• media literacy, ethical journalism
• best practices in creating formative and summative assessment tools
• preparation and testing for Certified Journalism Educator and Master Journalism Educator status

Current Consideration: Approval of out-of-state travel for Teagen Leonhart to attend the 2018 Journalism Education Association Advisers Institute, July 9-12, 2018, in Las Vegas, Nevada.

Cost of travel estimated to be $1,000 to be paid by Terra Linda High School Academic Excellence.

01-0000-0-5200.00-1482-1000-411-120-000

Approval of out-of-state travel for Teagen Leonhart to attend the 2018 Journalism Education Association Advisers Institute, July 9-12, 2018, in Las Vegas, Nevada.

The Board and Public are provided an opportunity for a second reading of revisions to Board Policy and Administrative Regulation 5111.1 District Residency, for recommended Board approval. 

BACKGROUND:  This policy and regulation are being updated to reflect new law (AB 699) which prohibits districts from collecting information or documents regarding the citizenship or immigration status of students or their family members. The regulation also is being updated to reflect new laws providing that a student meets district residency requirements if the student's parent/guardian is transferring or pending transfer to a military installation within the state (SB 455), or the student's parent/guardian was a resident of California who departed the state against his/her will pursuant to a transfer by a government agency, a court order, or the federal Immigration and Nationality Act (SB 257).

None.

The Board and Public are provided an opportunity for a second reading of revisions to Administrative Regulation and Exhibit 5125.1 Release of Directory Information, for recommended Board approval. 

BACKGROUND: 

This regulation and exhibit are being updated to reflect the California Attorney General's model policy, developed pursuant to NEW LAW (AB 699), which requires that the annual parental notification include a statement that directory information does not include citizenship status, immigration status, place of birth, or national origin.

None.

The Board and public are presented with the opportunity for a second reading of Board Policy 5131.2 Bullying, for recommended approval. 

BACKGROUND: This policy is being updated to reflect new law(AB 699) which requires districts to educate students about the negative impact of bullying based on actual or perceived immigration status or religious beliefs and customs. The policy also reflects the California Attorney General's model policy developed pursuant to AB 699, which requires staff training with specified components related to bullying prevention and response. A second reading with recommended approval will be brought back to the next meeting. 

None. 

The Board and Public are provided an opportunity for a second reading of revisions to Board Policy and Administrative Regulation 5141 Healthcare and Emergencies, for recommended Board approval. 

BACKGROUND: These policy and regulation updates reflect changes in the law (SB 658) which requires the principal of any school that has an automated external defibrillator (AED) to annually provide employees with information on sudden cardiac arrest, the school's emergency response plan, and the proper use of an AED and which eliminates the requirement that the principal designate the trained employees who will be available to respond to an emergency that may involve the use of an AED. The regulation also reflects provisions of SB 658 which require the district to notify the local emergency medical services agency regarding the existence, location, and type of AED acquired, require that instructions on how to use the AED be posted next to every AED, and reduce the inspection requirements to once every 90 days.

The regulation is also being updated to include model policy statements from the Attorney General regarding responding to detention or deportation of a student's family member, allowing students to update emergency contact information throughout the school year and to provide alternatives if no parent/guardian is available. 

None.

Approval of revisions to BP and AR 5141. 

The Board and public are presented with the opportunity for a second reading of Board Policy 5145.9 Hate-Motivated Behavior, for recommended Board approval.   

BACKGROUND: The policy is being updated to define hate-motivated behavior and expand material related to collaboration, staff training, and enforcement of rules regarding student conduct. The hpolicy also provides for the use of uniform complaint procedures when the behavior is determined to be based on unlawful discrimination.

None. 

Approval of revisions to BP 5145.9

The Board and public are presented with an opportunity to review new Board Policy and Administrative Regulation 5145.13 Response to Immigration Enforcement, for recommended Board approval. 

BACKGROUND: This new policy and regulation reflect new law (AB 699) which mandates districts to adopt, by July 1, 2018, policy consistent with the model policy developed by the California Attorney General, including policy related to the district's response to requests by law enforcement for access to information, students, or school grounds for immigration enforcement purposes and actions to be taken in the event that a student's family member is detained or deported. The policy also reflects new law (SB 31) which prohibits districts from compiling or assisting federal government authorities with compiling a list, registry, or database based on students' national origin, ethnicity, or religion.  

None.

The Board and public are provided an opportunity to review the second reading of Board Policy 0410 Nondiscrimination in District Programs and Activities, for recommended Board approval. 

BACKGROUND: The policy 0410 is being updated to reflect new law(AB 699) which (1) adds immigration status to the categories of characteristics that are protected against discrimination, (2) requires parent/guardian notification of their child's right to a free public education regardless of immigration status or religious beliefs, and (3) mandates that districts adopt policy consistent with a model policy developed by the California Attorney General, which includes a statement regarding equitable services. The policy also reflects provisions of the Attorney General's model policy and new law (SB 31)which prohibit districts from compiling or assisting in the compilation of a registry based on immigration status, religion, or other specified characteristics.

None

Approval of revisions to BP 0410

The Board is presented with a contract for services with Cisco SMARTnet for support on all Uniifed Computer Systems for district servers. 

BACKGROUND: 

The contract maintains our software update/upgrades for our Cisco systems including the interconnects currently at TLHS and moving to SRHS.  The systems support the whole district in order to offer quick troubleshooting support and system update.

CURRENT CONSIDERATION: 

This is our standard contract used to support maintenance services using SMART.net via AMS.NET. Staff recommends approval. 

50/50 ESD/HSD

01.0000.5840.00.0000.7700.700.290.000    $4,433.22
01.0000.5840.00.0000.7700.700.290.000    $4,433.22

The Board is presented with the annual service contract for Security Endpoint antivirus protection, for recommended approval. 

BACKGROUND: 

This service protect our systems from security breaches.

CURRENT CONSIDERATION: 

This is our yearly annual contract for service Endpoint security (antivirus). 

Approve the annual renewal contract with CDWD for Trend Micro Security Endpoint for the 2018-29 school year. 

The Board is presented with the annual contract with Eagle Software for Aeries services. 

BACKGROUND: 

This presents our annual contract with Eagle Software for the Aeries Student Information System (SIS), with additional prior years data reserve, for recommended approval. 

$60,824.00  Total

½ split each $30,412.00     HS/ES District 01-0000-0-4307.00-0000-7700-700-290-000

Approval of contract renewal for Aeries SIS services with Eagle Software for the 2018/19 school year. 

The Board is presented with the annual renewal for hosted services.

BACKGROUND: 
The district has moved to hosted services from Follet Library in order to eliminate maintaining the in-house server.

$7,457.49     ES District                         01-0000-0-4307.00-0000-7700-700-290-000

$3,728.74     HS District                        01-0000-0-4307.00-0000-7700-700-290-000

Approval of contract with Follett Technology Products for annual license. 

The Board is presented with a quote for ERATE consulting services support in 2018-10 for ERATE funding year 2019-20.

BACKGROUND: 

This contract will support our 2018-19 school year for ERATE funding years 2019-20 support.

ERATE is federal funding for Telecom and Network services.  The district receives approximately $200,000.00 in reimbursement or discounted services.  Schooley Mitchell monitors for current changes in legislation and submits recommendation to ensure optimum return on investment.

$17,000 Total to be split 50/50 between both districts

01-0000-0-5849.00-0000-7200-700-290-0000

Approval of the contract with Schooley Mitchell for ERATE consulting services.

The Board is presented with the annual Microsoft License contract for review and recommended approval. 

BACKGROUND:

Microsoft Licensing is our productive application and email system. This contract is the annual cost for Microsoft products including IT Academy, Office, Window Enterprise and Core Cal Licenses.

$8,546.60              HSD    01-0000-0-4307.00-0000-7700-700-290-000

$14,468.00            ESD    01-0000-0-4307.00-0000-7700-700-290-000

Approval of proposal from SHI for Annual Microsoft License.

The Board is presented with a contract for services relating to a change from Nimble storage system to Pure Storage.

BACKGROUND: 
Our current storage solution is reaching the end of life this year.  As a final stage of the Network Enhancement we are recommending a new storage solution with Pure Storage.  Our storage system is comprised of: user accounts; general staff/student file storage (though most is now on Google Drive); specialized classroom storage (graphic design and such); and server backup storage.  This change will move the system to more current technology using solid state drives that will be more efficient, reliable, and secure.
 
CURRENT CONSIDERATION:
Our network company AMS.NET will upgrade our system by migrating data, installing new chassis and configuring backup using VEEAM.  This proposal includes training and ongoing SMARTnet technical support.

ES  01.0000.5840.00.0000.7700.700.290.000  $47,041.02

Approval of contract with AMS.net  for Storage Upgrade services, as stated in Quote #Q-00027145.

The Board is presented with the maintenance renewal contract for service of account, automation and synchronization.

BACKGROUND: This is the annual contract for service of account &  automation and synchronization, plus portal with HelloID single sign on.

Approval of annual maintenance renewal contract with Advanced Tools /Tools4ever Software for the SY2018-19.

The Board is presented with an MOU for HeadsUp Executive Director Michelene Moayedi, as Administrator on Loan for the 18/19 school year, for review and recommended approval. 

The District continues to partner with the San Rafael City Schools' HeadsUp Education Foundation to support and enrich the academic experience for District students.

The Foundation has approached the District for the purpose of providing fiscal sponsorship of an Administrator on Loan, Michelene Moayedi, who will function as HeadsUp Executive Director. 

The attached MOU between the District and HeadsUp allows Michelene Moayedi  to function in  the Administrator on Loan position.

CURRENT CONSIDERATION: Staff recommends approval of the MOU. 

None.

Approval of the MOU.

The Board is presented with a request to ratify an out-of-state travel request for a teacher who attended  a CADA conference in Februrary. 

BACKGROUND: CADA has been the leader of promoting enthusiastic and motivating leadership throughout its membership for almost 60 years. The 2016 EPIC Leadership CADA Convention focused on the entire educational team, from administrators to support staff, and how to improve the culture and climate of schools by infusing leadership philosophies that are aligned with Common Core Standards.

CURRENT CONSIDERATION: The Board is being asked to ratify the out-of-state travel from February. 

Ratification of Out-of-State Travel for Michael Mares, DMS teacher, attendee at the 2018 CADA Conference in Reno, Nevada on February 28-March 2, 2018.

The Board will consider upholding the  panel's recommendation that student Case # 1718-10 be expelled and the enforcement of that explusion will be suspended for the entirety of the 2018/2019 school year. Student will be placed on probation and be expected to comply with terms of a rehabilitation plan and strict behavior contract. 

Uphold the panel's recommendation.

Board Policy 3290 Section 1.1 states:

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

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

COST/FUNDING SOURCE: Total of general donation: $11,198.79

The District is preparing to issue its second series of general obligation bonds from Measures A and B.  The Board is being asked to approve Resolution No. 1718-46 authorizing the issuance and sale of San Rafael City Elementary School District Election of 2015 General Obligation Bonds, Series B and Resolution No. 1718-47 authorizing the issuance and sale of San Rafael City High School District Election of 2015 General Obligation Bonds, Series B and approve forms of documents and actions of officers related to the transactions.

In March, 2016, the District issued the first series of bonds from the 2015 bond elections (Measures A and B) in the amounts of $25,000,000 (Elementary School District) and $35,000,000 (High School District).  The District is now in the process of preparing to issue the next series of bonds (Series B) for each district to continue implementing the bond construction program. The Board was presented with information from the District’s financial consultant(s) on June 11, 2018 regarding the plans, timing, terms and structure for the bonds, in advance of approval of the issuance by the Board. The Board is being presented with the forms of the Bond Purchase Agreements, Paying Agent Agreements and Preliminary Official Statements in connection with the Elementary School District bonds and High School District bonds. 

Issuing the Series B bonds will replenish the construction funds for the elementary and high school construction plans.  Estimated costs of issuance of the Series B bonds are $200,000 for the Elementary School District bonds and $240,000 for the High School District bonds.

Approval of Resolution No. 1718-46 authorizing the issuance and sale of San Rafael City Elementary School District Election of 2015 General Obligation Bonds, Series B and Resolution No. 1718-47 authorizing the issuance and sale of San Rafael City High School District Election of 2015 General Obligation Bonds, Series B and approving forms of documents and actions of officers related to the transactions. 

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

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

The LCAP is first and foremost about creating a comprehensive plan that will guide how a district and its schools support student success. It is intended to be a document that is brief, easy to understand, and contains key information about how the District plans to act and spend funding to address state and local priorities for student success. Similar to a strategic plan, the emphasis is on creating a document that shares the story and context of how the District plans to achieve its mission and vision.

The LCFF and LCAP intentionally allow districts the flexibility and authority needed to serve students based on specific need and local context.

CURRENT CONSIDERATION:

The LCAP must include district annual goals that are aligned to the eight state priorities and specific actions a district will take to ensure that academic performance improves.

The SBE unanimously adopted a new and improved LCAP template, which went into effect for the 2017-18 school year. This template remains for the LCAP this year. The template contains the following sections:

1. Plan Summary
2. Annual Update
3. Stakeholder Engagement
4. Goals, Actions and Services: An updated and fixed (non-rolling) three-year display
5. Improved Services for Unduplicated Students
6. Instructions

The LCAP must be structured around eight key state priorities:

• Basic Services
• Implementation of the CCSS
• Parental Engagement
• Student Achievement
• Student Engagement
• School Climate
• Course Access
• Other Student Outcomes

It is important to note that the LCAP is no longer a "rolling plan;" it is instead a “fixed” three-year document with two annual updates. This year, it is considered an "annual update" year, which allows us to focus on analyzing the plan and making modifications as appropriate. It had been a rolling three-year document, rewritten every year. Now, most planning and priority setting will take place every three years. As such, the document remains the “2017-2020 Local Control Accountability Plan,” with updates to all sections except for the 2017-18 columns in the Goals, Actions and Services section.

To help shape these documents, SRCS leadership and staff have engaged the SRCS community. The center of our engagement work this year was our LCAP Stakeholder Engagement Taskforce. The Taskforce was comprised of representatives for parents, teachers, students, labor management, Board members, community members and administration. They met several times throughout the school year.

Additionally, the LCAP Parent Advisory Committee (PAC) consults, reviews and comments on the District’s LCAP. The PAC meetings are designed specifically for SRCS parents to give input on the goals, actions and services in the LCAP. They held an initial meeting in January to provide feedback on the goals. A second meeting was held on May 31 with the Superintendent to review and provide feedback on the draft LCAP.

Furthermore, as part of our engagement work, we have conducted sessions for teachers, staff and students, and leveraged existing committees, such as DELAC and Budget Advisory Committees.

This year, a significant aspect of the stakeholder engagement and revisions were dedicated to streamlining and organizing initiatives so the documents better reflect how we are serving students and teachers and how we can improve.

Due to the large file size, the Preliminary 2017-2020 Local Control Accountability Plan for the Elementary School District document can be viewed in the link below. 

Google Drive via the following link: 

https://drive.google.com/drive/folders/12RqFrEsruZesXrz2uvopaPd2MNIwHQ8j?usp=sharing

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

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

The LCAP is first and foremost about creating a comprehensive plan that will guide how a district and its schools support student success. It is intended to be a document that is brief, easy to understand, and contains key information about how the District plans to act and spend funding to address state and local priorities for student success. Similar to a strategic plan, the emphasis is on creating a document that shares the story and context of how the District plans to achieve its mission and vision.

The LCFF and LCAP intentionally allow districts the flexibility and authority needed to serve students based on specific need and local context.

CURRENT CONSIDERATION:

The LCAP must include district annual goals that are aligned to the eight state priorities and specific actions a district will take to ensure that academic performance improves.

The SBE unanimously adopted a new and improved LCAP template, which went into effect for the 2017-18 school year. This template remains for the LCAP this year. The template contains the following sections:

1. Plan Summary
2. Annual Update
3. Stakeholder Engagement
4. Goals, Actions and Services: An updated and fixed (non-rolling) three-year display
5. Improved Services for Unduplicated Students
6. Instructions

The LCAP must be structured around eight key state priorities:

• Basic Services
• Implementation of the CCSS
• Parental Engagement
• Student Achievement
• Student Engagement
• School Climate
• Course Access
• Other Student Outcomes

It is important to note that the LCAP is no longer a "rolling plan;" it is instead a “fixed” three-year document with two annual updates. This year, it is considered an "annual update" year, which allows us to focus on analyzing the plan and making modifications as appropriate. It had been a rolling three-year document, rewritten every year. Now, most planning and priority setting will take place every three years. As such, the document remains the “2017-2020 Local Control Accountability Plan,” with updates to all sections except for the 2017-18 columns in the Goals, Actions and Services section.

To help shape these documents, SRCS leadership and staff have engaged the SRCS community. The center of our engagement work this year was our LCAP Stakeholder Engagement Taskforce. The Taskforce was comprised of representatives for parents, teachers, students, labor management, Board members, community members and administration. They met several times throughout the school year.

Additionally, the LCAP Parent Advisory Committee (PAC) consults, reviews and comments on the District’s LCAP. The PAC meetings are designed specifically for SRCS parents to give input on the goals, actions and services in the LCAP. They held an initial meeting in January to provide feedback on the goals. A second meeting was held on May 31 with the Superintendent to review and provide feedback on the draft LCAP.

Furthermore, as part of our engagement work, we have conducted sessions for teachers, staff and students, and leveraged existing committees, such as DELAC and Budget Advisory Committees.

This year, a significant aspect of the stakeholder engagement and revisions were dedicated to streamlining and organizing initiatives so the documents better reflect how we are serving students and teachers and how we can improve.

Due to the large file size, the Preliminary 2017-2020 Local Control Accountability Plan for the Elementary School District document can be viewed in the link below. 

Google Drive via the following link: 

https://drive.google.com/drive/folders/12RqFrEsruZesXrz2uvopaPd2MNIwHQ8j?usp=sharing

This Public Hearing is held for the community and Board to hear and review the Elementary School District draft budget for the 2018-19 fiscal year. A component of this adoption process will be a review and approval of the 2017-18 budget revisions. The final 2018-19 budget will be brought for formal approval and adoption on June 27, 2018.

2017-18 Budget Revisions

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

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

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

Unrestricted & Restricted Revenues:

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

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

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

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

The budgets for Interest Earnings were adjusted based on year-to-date receipts. Other local revenues have increased due to local donations received by the various school sites and budgeted accordingly.   

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

Contributions to restricted programs increased in large part due to revised estimates for special education transportation and increases to the Excess Cost Billback from MCOE. 

Expenditures & Restricted Programs:

During the past several weeks, the budgets for Salaries and Employee Benefits have been revised to reflect staffing changes for both certificated and classified staff including reductions for open positions.  The District continues to monitor and reconcile Position Control to Human Resources records and Payroll and the budget has been updated accordingly. Since this is the final budget revision of the year some step placement changes have also occurred. 

Negotiations have not been settled with the certificated SRTA and classified CSEA bargaining groups or unrepresented employees for 2018-19. The salaries and statutory benefits have been adjusted for the cost of step and column increases for all employees. 

The budgets for Materials & Supplies and Other Operating Expenditures have been reviewed and updated for current estimates.  The budget in the restricted programs has been adjusted in order to budget estimated carryover for materials and supplies for the upcoming school year as well as Parcel Tax carryover to support programs in 2018-19. The restricted budget for Grants was reduced in order to be included in the 2018-19 Adopted Budget.   

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

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

CURRENT CONSIDERATIONS: As the 2017-18 Budget revision indicates, San Rafael City Elementary School District’s General Fund Budget reflects a positive ending fund balance.  It does, however, also reflect deficit financing in both the “unrestricted” and “restricted” General Fund Budget.  This is created in large part by one-time expenditures, “spending down” prior year carryover and will be eliminated in the upcoming budget year. Included are revisions for the General Fund and all of the Other Funds.  All of the ending fund balances are projected to be positive. 

Preliminary 2018-19 Budget and Assumptions

BACKGROUND: The District is required to adopt a budget for all funds prior to June 30th each year.  This action must be taken after the Board has held a “public hearing”, which provides the public with an opportunity to comment on the budget. Under the State regulations for the Local Control Funding Formula (LCFF) and the Local Control Accountability Plan (LCAP), the Public Hearing on the budget and the LCAP must happen at a public Board meeting prior to the meeting in which the Budget and the LCAP will be presented to the Board for formal approval.  In compliance with the Education Code and the Brown Act, the District must provide notice of the Public Hearing 10 days prior to the Board Meeting, and the budget must be available for review 72 hours in advance.  The District provided the appropriate notice and the budget was available for review on Thursday, June 21, 2018. The Adopted Budget will be presented to the Board for final review and approval on June 27, 2018.

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

The Budget Advisory Committee was convened in October 2017 and has met monthly through May of this year.  This committee reviewed information on various sources of District revenues, types of expenditures, contractual or mandated obligations and expenditures outside of the control of the District (e.g. utilities, insurance and payroll driven costs) as well as discussing the potential implications of the new Local Control Funding Formula (LCFF) and the new Local Control Accountability Plan (LCAP) that was approved by the State on September 15, 2017.

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

CURRENT CONSIDERATIONS: The Governor’s May Revise was not significantly different from the Governor’s January budget proposal for K-12 education in concept as there were no new programs added.  The Governor continued to support Local Control Funding Formula (LCFF) as a key component of the State budget proposal with an increase to fully fund LCFF and eliminate the “GAP” funding. The State COLA is proposed to be 2.71% plus a small augmentation to bring the total to a 3% increase in order to fully fund LCFF. There is new one-time funding to support the ongoing implementation of Common Core State Standards (CCSS) and other important programs through a repayment of the old mandate backlog that the State owes to public schools.  This one-time funding is estimated to be $168 per ADA or approximately $769,000 for the ESD. 

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

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

As the Budget indicates, based on the assumptions included in the Governor’s May Revise, the MCOE LCFF Calculator and the Marin Common Message, the San Rafael City Elementary School District will be able to meet its financial obligations for the current and two subsequent years. This agenda item presents for Board review, discussion and authorization for staff to submit the final 2018-19 Adopted Budget for approval on June 27, 2018.

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

This Public Hearing is held for the community and Board to hear and review the High School District draft budget for the 2018-19 fiscal year. A component of this adoption process will be a review and approval of the 2017-18 budget revisions. The final 2018-19 budget will be brought for formal approval and adoption on June 27, 2018.

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

Unrestricted & Restricted Revenues:

The Local Control Funding Formula (LCFF) has been recalculated based on P-2 ADA and the percentage of students eligible for Free & Reduced Meal (FRM). District of Choice calculations have been adjusted in line with current projections.  Once the P-2 Certification with District of Residence information is released in August, the LCFF estimates will be used for the final calculations.

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

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

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

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

The budgets for Interest Earnings were adjusted based on year-to-date receipts.  Other local revenues have increased due to local donations received by the various school sites and budgeted accordingly. 

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

Contributions to restricted programs increased in large part due to changes in estimated costs for Special Education transportation, increases in MCOE Excess Cost for "Billback" program and services and adjustments in contract services budgeted for NPS and NPA.

Expenditures & Restricted Programs:

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

Negotiations have not been settled with the certificated SRFT and classified CSEA bargaining groups or unrepresented employees for 2018-19. Due to the current and ongoing deficit spending in the HSD budget, District staff are not able to budget or assign funds for future COLA increases. The salaries and statutory benefits have been adjusted for the cost of step and column increases for all employees 

The budgets for Materials & Supplies have been reviewed and updated for current estimates along with local donations to support purchases at the school sites.  In addition, restricted program budgets have been reduced in order to budget estimated carryover for materials and supplies for the upcoming school year as well as Parcel Tax carryover to support programs in 2018-19.  The restricted budget for Grants was also reduced in order to be included in the 2018-19 Adopted Budget. 

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

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

CURRENT CONSIDERATIONS: As the 2017-18 Budget revisions indicate, the SRHSD General Fund Budget continues to reflect deficit spending. Although the District was able to recognize savings from items mentioned above, the projected unrestricted budget deficit is projected to be ($1,736,087) in comparison to our 2^nd Interim reported deficit of ($1,970,991).

Preliminary 2018-19 Adopted Budget

BACKGROUND: The District is required to adopt a budget for all funds prior to June 30th each year.  This action must be taken after the Board has held a “public hearing”, which provides the public with an opportunity to comment on the budget. Under the State regulations for the Local Control Funding Formula (LCFF) and the Local Control Accountability Plan (LCAP), the Public Hearing on the budget and the LCAP must happen at a public Board meeting prior to the meeting in which the Budget and the LCAP will be presented to the Board for formal approval.  In compliance with the Education Code and the Brown Act, the District must provide notice of the Public Hearing 10 days prior to the Board Meeting, and the budget must be available for review 72 hours in advance.  The District provided the appropriate notice and the budget was available for review on Thursday, June 21, 2018. The Adopted Budget will be presented to the Board for final review and approval on June 27, 2018.

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

The Budget Advisory Committee was convened in October and has met monthly through May of this year.  This committee reviewed information on various sources of District revenues, types of expenditures, contractual or mandated obligations and expenditures outside of the control of the District (e.g. utilities, insurance and payroll driven costs) as well as discussing the potential implications of the new Local Control Funding Formula (LCFF) and the new Local Control Accountability Plan (LCAP) that was adopted by the State in September 15, 2017.

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

CURRENT CONSIDERATIONS:   It is important to note that although the San Rafael High School District is a “basic aid” District and therefore not typically impacted significantly by State budget proposals, the LCFF calculations and the LCAP are still required even though there is no additional funding provided by the State.  It is also important to remember that over the past several years of State budget cuts, Basic Aid Districts were impacted by “fair-share” budget reductions from the State through the reduction and/or elimination of various State categorical programs. These fair-share reductions resulted in the loss of revenues of $1.3 million annually and are not restored by the LCFF even though these reductions were initially implemented as one-time. Fortunately, the Marin County housing market is recovering with the May 31st tax estimates from the County Tax Assessors Office estimating increases of approximately 5.38% (net HSD increase projected at 5%) for 2018-19. 

While this is welcome news, the level of growth in student population continues to increase creating the need for teachers as well as other costs associated with educating more students.  That combined with the costs associated with significant STRS rate increases, the ongoing implementation of CCSS and developing actions to address the needs of our target “at-risk” population of students, is creating fiscal challenges.  Many of the expenditures included in the budget were identified during the LCAP process and needs assessment and were based on community input.  Many of these expenditures also help to ensure that the District can meet the proportionality requirements by demonstrating that the level of increased or improved services for EL/ Low-Income students is proportionate to the supplemental grant funds calculated by the LCFF.

The Governor’s May Revise was not significantly different from the Governor’s January budget proposal for K-12 education in concept as there were no new programs added.  The Governor continued to support Local Control Funding Formula (LCFF) as a key component of the State budget proposal with an increase to fully fund LCFF and eliminate the “GAP” funding. The State COLA is proposed to be 2.71% and there was new one-time funding to support the ongoing implementation of Common Core State Standards (CCSS) and other important programs through a repayment of the old mandate backlog that the State owes to public schools.  This one-time funding is estimated to be $168 per ADA or approximately $430,000 for the HSD.

For the HSD, changes to general purpose revenues are primarily due to estimated changes in property tax revenues based on a 5% growth rate. EPA State funding is projected to remain unchanged. The HSD is also authorized as a Basic Aid “District of Choice” District. The original District of Choice (DOC) legislation was scheduled to sunset on 6/30/17 and provide 70% funding for current DOC students enrolled through 6/30/18. DOC was reauthorized with the 2017 Budget Adoption but reduce funding from 70% to 25% effective 7/1/2017. This new DOC funding formula reduces revenues from $284,000 in 16-17, to approx. $90,000 in 2017-18 and is projected to be $40,000 in 18-19. The District will follow Board Policy for existing and future DOC Interdistrict student placement within SRHSD. 

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

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

As the Preliminary Budget indicates, based on the assumptions included in the Governor’s May Revise, the MCOE LCFF Calculator and the MCOE Common Message, the San Rafael City High School District will be able to meet its financial obligations for the current and two subsequent years. This agenda item presents is for Board and stakeholder review, discussion. Upon Board authorization, staff shall present the final 2018-19 Budget for approval on June 27, 2018.

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

The Board and public are provided with an opportunity for a first reading review of revisions to the Board Policy and the deletion of Administrative Regulation 5111 Admission. A second reading with recommendation for approval will be brought to the next meeting. 

BACKGROUND: This policy is being updated to reflect state law prohibiting the collection of social security numbers or the last four digits of the social security numbers of students or their parents/guardians, unless otherwise required by law. The policy also reflects new law (AB 699) which prohibits districts from inquiring into students' citizenship or immigration status and the California Attorney General's model policy which provides that, under the limited circumstances when such information must be collected to comply with eligibility requirements for special state or federal programs, such information should be collected separately from the school enrollment process. The policy update also reflects a requirement of the Attorney General's model policy that prohibits districts from requiring documentation that may indicate a student's national origin or immigration status, such as a passport, to the exclusion of other permissible documentation. It also  reflects the authority to accept a parent/guardian affidavit as evidence of a child's age when other documentation is not available.

After consultation with legal counsel, language from the regulation has been incorporated into the policy and the regulation is recommended for deletion.

None. 

The Board and Public are provided an opportunity for a first reading of revisions to the BP and AR 1250 Visitors. A second reading with recommended approval will be brought to the next meeting. 

BACKGROUND: This policy and regulation are being udpated to reflect changes in the law regarding the presence of sex offender on campus and the principal indicating on the written permission the date(s) and times for which permission has been granted to reflect Penal Code 626.81, as amended by SB 326 (Ch. 279, Statutes of 2013). The policy revision also adds Board philosophy about the importance of parent/guardian and community involvement in school programs and activities, and encourages individuals to use complaint procedures and to avoid disruptive behavior on school grounds.  The reorganized regulation adds requirement to post school hours.

Also included in this revision is model policy statement language from the Attorney General regarding all visitors, which would include immigration officers, to register at the school office. 

None.

The Board and public are provided an opportunity to review revisions to the BP and AR 1312.3 UCP. A second reading with a recommended approval will be brought to the next meeting. 

None.

This item presents the Board and the public with the opportunity to review the first reading of revisions to  Board Policy and Administrative Regulation 6200 Adult Education. The second reading and recommended board adoption will be brought to the next meeting.

Background: This board policy and administrative regulation are being updated to reflect new law (AB 104, 2015) which establishes the Adult Education Block Grant to fund specified types of programs and coordinate services through regional consortia. The policy also describes other possible funding sources for adult education, clarifies that adult education courses must be approved by the California Department of Education as well as the district board, adds material on teacher qualifications, moves material from the administrative regulation to the board policy regarding graduation requirements, and adds material on program evaluation.

The revised regulation also deletes prohibition against enrolling students with an F-1 visa, reflects law prohibiting offering a course exclusively through adult education if the course is required for high school graduation or academic progress, and condenses and moves material on community service classes into section on "Programs and Courses."

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

Exhibit A - Board Policy 6200

Exhibit B - Administrative Regulation 6200

Program expenses are anticipated to be covered by the Adult Education Block Grant.

The Board will consider changing the July 16, 2018 Regular Board Meeting to Monday, July 23, 2018.

BACKGROUND:
The Board reserves the right to revise the regular Board meeting schedule to meet the needs of district business or the availability of board members.

The 2018-2019 Regular Board Meeting Calendar dates were approved on May 14, 2018. Staff are requesting a change to the July date from the 16th to July 23. 

CURRENT CONSIDERATION:
It is recommended that the Board change the date of the July 16 Regular Board Meeting to Monday, July 23, 2018. 

None.

Approval to revise the Regular Board Meeting Calendar for 2018-2019 to change the July 16, 2018 date to July 23, 2018