Regular Meeting - SRCS Board of Education San Rafael City Schools November 13, 2018 6:00PM Central Services - Boardroom
310 Nova Albion Way
San Rafael, CA 94903
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Board President Greg Knell, Vice President Maika Llorens Gulati, Trustee Linda M. Jackson, Trustee Rachel Kertz, Trustee Natu Tuatagaloa
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President Knell convened the meeting to Open Session at 5:00 PM. |
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President Knell adjourned the meeting to Closed Session at 5:01 PM, pursuant to Government Code section 54957.6 and 54957. |
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President Knell reconvened the meeting to Open Session at 6:25 PM. |
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Van Pelt Construction Services consultant Bill Savidge led the Pledge of Allegiance. |
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Joe Hanson, Terra Linda HS reported: - The recent smoke from fires is affecting the school with students staying indoors and crowding hallways. - The Student Body is excited that TL football and water polo have made it into the NCS finals; water polo will be played tomorrow or Thursday and football will be on Saturday. |
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That the Board receives updates from district labor leaders:
1) CSEA
2) SRTA
3) SRFT |
There were no reports from union leaders at this time. |
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Education Services staff will provide an update on professional development in the elementary and high school districts. |
Dr. Mayra Perez introduced the Education Services team of Director of Elementary Education Stephanie Kloos, Director of Secondary Education Kevin Kerr, and Assistant Director - Professional Development and BTSA, Tyler Graff, who were presenting an overview of district professional development.
Highlights reviewed: - The heart of the work is to support teacher learning. - John Hattie’s study – everything we do has some positive impact on student learning and growth over time; things we want to strive for that result in student success. - Teacher efficacy pays off 3 to 1 – teachers who believe in teaching and learning and confidence that all students can learn. - Not just one teacher who drives instruction but all teachers have a shared belief that ALL students can do it. - How to start bringing strategies to every teacher – to become reflective practitioners and value their own learning. - Mr. Graff gave credit to Directors Kloos and Kerr - the work happening now was put into place last year by them - principles used to design PD in SRCS. - PD needs to be job embedded, ongoing and differentiated to the teacher - working with coaches does this. - Structures used on how you can engage with the work. Different sites use different structures. - Lab sites are new this year - West Coast Literacy Project; lab sites include an introduction, a modeling of teaching practices with real students, and a debrief. - Coaches are also at sites modeling strategies – helping to plan and implement. - Feedback is embedded into every professional development. - PD is for different grade levels and different schools, but is also growing disrictwide: AVID, CALLI, Capturing Kids Hearts, Writing Workshops, SEAL, Envision and Guided Reading. - PD leads to teachers shifting practice, then change happens in student learning. - Small group reading PD has been the intentional focus for 2-3 years – happens in PLCs and Passport PDs. - Measuring is based on this PD. What shifts in teacher practice? - From the fall to the spring of last year in integrated implementation – had more teachers who reported they shifted their teacher practice; seeing it in student reading data – fewer kids in below basic level. - TLHS has been participating in California Language and Learning Innovation (CALLI) from California Education Partners; an initiative with a cohort of teachers from different districts. TLHS's participation in CALLI has paid off. CALLI has developed a district think tank; development of a problem of practice that is defined and put into strategy; increasing teacher discourse in the classroom to affect student learning. Math scores were reviewed that showed advances by TL students in communication, problem solving and concepts. CALLI builds confidence in teachers; teachers learning from teachers.
In response to Trustee Kertz's question about whether differences have been noted between new teachers and experienced teachers with regard to differentiated learning from coaches, the Education Services team noted with the Passport PD model, it is mostly new teachers; coaches work with teachers who self-identify their needs; more teachers are opening up their classrooms and their practices. Coaches spend more time in new teacher classrooms, but there is also teacher induction through the MCOE program to support them. The SP coach has monthly new teacher meetings to support their new teachers. Veteran teachers are encouraged to be part of the leadership team to build teacher leaders within the schools; building capacity to support coaching from the teaching core.
Trustee Kertz inquired about whether we are good with the tools provided with these new initiatives. Ms. Kloos commented that with professional development is the idea of going deeper - teachers need time to deepen their practice and what they are doing in the classroom. Mr. Kerr noted that CANVAS is relatively new, but it has supported what teachers wanted in their classrooms.
In response to Trustee Jackson's question about how are we making sure we have the highest level of efficacy when PLCs meet, staff responded there are two meetings a month to talk about structures and systems that can be put into place at sites, focusing on building effective agendas, how to run meetings, etc. Principals have been attending PD regarding PLCs at UC Davis and are bringing members of their site leadership this year.
In response to Trustee Jackson's question regarding CALLI at TL; what about SR? staff noted that SR was originally in CALLI but then opted out as they already had some of the CALLI strategies in place to work collaboratively. But after seeing the successes at TL there are efforts to get them opted back in to another cohort that CALLI is developing.
Superintendent Watenpaugh noted that instructional rounds have also been a valuable PD with teams of teachers going into classrooms to hear conversation and depth of knowledge in classrooms. He recently participated in one at TL where middle school coaches and high school teachers, as well as some CSO staff participated.
President Knell congratulated staff for all the work being done.
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Presentation - PD
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An update related to bonds and Capital Facilities Program will be provided.
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Senior Director Dr. Dan Zaich provided highlights of project updates, the second reading of budget recommendations, contract awards for the HS district that are on this Consent Agenda, VV rainy day plans, and student activities to incorporate with construction challenges: -Glenwood MPR progress reviewed - LD demolition update - DMS site work – a 30 in. abandoned drainage line that did not show up in survey work has had to be dealt with - Update on SP work. He attended a SP Road Coalition Taskforce meeting on Saturday; neighbors excited. - Feedback and recommendations from the Board budget study session are being incorporated in the adjustments brought forward today. Followed up with the equalization of reduction for TL and SR; infrastructure needs related to unexpected costs having an impact on budget. - Contracts of awards - Alten for SR and BHM for TL; preconstruction meetings will go into high gear now. Will go into negotiations with the contractor for the Guaranteed Maximum Price (GMP). - Rainy day plans for VV: new refrigerator units for double-wide portable to serve bag lunches, ponchos for kids and umbrellas for staff - donated by Van Pelt, will be used on a stormy day when kids have to walk from portables to the gym for lunch. - Working on student learning activities so kids can write on walls of buildings to be demolished; T-shirts will memorialize the construction, provided by Alten Construction; making the construction more interactive for students. Time capsules are another student learning activity.
At the request of Trustee Tuatagaloa, Dr. Zaich reviewed the process for the selection of the two high school contractors. Seventeen proposals were submitted, an intricate selection criteria process was used; a transparent process with all the scores loaded on to the website so everyone can see the scores. BHM came out as the leader for both TL and SR projects, beating the schedule of all contractors with an 18 month timeline. They withdrew from their first place at SR so Alten Construction, which came in second, was awarded SR. Mr. Savidge also noted there was some concern regarding the financial capacity of BHM to handle both sites; another factor in their stepping aside from one of the jobs.
In response to Trustee Kertz's question regarding the equalization of the two high school sites, Dr. Zaich noted it was the reduction of the budget amounts that was equalized.
Trustee Jackson noted in a recent conversation with Paul Jensen, a community development partner at the City, that he had positive feedback about Dr Zaich's communications so there are no surprises for the City.
Trustee Tuatagaloa suggested TL's use of the SR stadium be discussed as he is hearing growing concerns that SR budget built the stadium; concession revenues are almost double at night and TL wants to play on Friday nights; concern that some revenue needs to go to SR to keep things equitable. Trustee Kertz also noted this is a topic that comes up at the Athletic Taskforce meetings as well. Trustee Jackson noted the master facility use program that district staff are working on with neighbors needs to be completed.
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CFP Presentation
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Superintendent Watenpaugh requested item #15 be pulled from this agenda for a future meeting.
Dr. Zaich noted on item #10 that the motion needs to be clarified to include approval of interim housing closeout services.
Trustee Tuatagaloa requested that item #4 be pulled for discussion.
M/S/C (Tuatagaloa, Kertz) the Board approved the balance of the Capital Facilities Consent Agenda, with the noted requests, by the following vote:
Greg Knell - YES Rachel Kertz - YES Linda M. Jackson - YES Natu Tuatagaloa - YES
Maika Llorens Gulati - ABSENT |
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The Board is presented with final Lease-Leaseback Agreements for the Terra Linda High School New Commons, Kitchen, Library, Music, Drama, Classroom Project (“TLHS Phase I Project”) for Board approval.
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In accordance with Education Code Section 17406, et seq., the SRCS Board selected the Lease-Leaseback Project Delivery Method for the SRCS High School Projects, including the TLHS Phase I Project (“Project”), adopted Best Value Methodology for evaluating proposals received in response to its Request for Qualifications and Proposals (“RFQ/P”) for the High School Projects, and engaged in Lease-Leaseback procurement by issuing the RFQ/P. The District subsequently received seventeen (17) proposals for the TLHS Phase I project, evaluated them in accordance with the adopted Best Value Methodology, and made written findings via a Board-approved Resolution identifying BHM Construction, Inc. as the Best Value for the Project. CURRENT CONSIDERATIONS: After consideration of all proposals, and in accordance with the adopted Best Value Methodology and taking into consideration the proposers’ demonstrated competence and professional qualifications, the final Lease-Leaseback Agreements for BHM Construction, Inc. are presented for approval. The Lease-Leaseback Agreements recommended for approval are included with this item. They are: - Site Lease, including Exhibits A and B; and
- Facilities Lease, including Exhibits A-G.
DWK provided review of the Site Lease and Facilities Lease used to negotiate the final agreements. The Capital Facilities Program Team will be available at the meeting to answer questions.
The Facilities Lease and the Site Lease can be viewed in the link below (highlight, right-click, Go To): https://drive.google.com/drive/folders/1NNHDJfMXW1AInXkGYzg2uPGeLIF6s-cz?usp=sharing
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$10,000 for Pre-Construction Services only. As contemplated by the Education Code, the Facilities Lease shall be amended at a later time to insert final negotiated Guaranteed Maximum Price after the Project’s plans and specifications are approved by the DSA.
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Approval of final Lease-Leaseback Agreements with BHM Construction, Inc. for the Terra Linda High School Commons, Kitchen, Library, Music, Drama Classroom Project.
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Approval of final Lease-Leaseback Agreements with BHM Construction, Inc. for the Terra Linda High School Commons, Kitchen, Library, Music, Drama Classroom Project.
Passed with a motion by Natu Tuatagaloa and a second by Rachel Kertz. |
Yes Linda M. Jackson. Yes Rachel Kertz. Yes Greg Knell. Absent Maika Llorens Gulati. Yes Natu Tuatagaloa.
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The Board is presented with final Lease-Leaseback Agreements for the San Rafael High School New Administration, Commons, Kitchen, Madrone Project (“SRHS Phase I Project”) for Board approval.
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In accordance with Education Code Section 17406, et seq., the SRCS Board selected the Lease-Leaseback Project Delivery Method for the SRCS High School Projects, including the SRHS Phase I Project (“Project”), adopted Best Value Methodology for evaluating proposals received in response to its Request for Qualifications and Proposals (“RFQ/P”) for the High School Projects, and engaged in Lease-Leaseback procurement by issuing the RFQ/P. The District subsequently received sixteen (16) proposals for the SRHS Phase I project, evaluated them in accordance with the adopted Best Value Methodology, and made written findings via a Board-approved Resolution identifying Alten Construction, Inc. as the Best Value for the Project. CURRENT CONSIDERATIONS: After consideration of all proposals, and in accordance with the adopted Best Value Methodology and taking into consideration the proposers’ demonstrated competence and professional qualifications, the final Lease-Leaseback Agreements for Alten Construction, Inc. are presented for approval. The Lease-Leaseback Agreements recommended for approval are included with this item. They are: - Site Lease, including Exhibits A and B; and
- Facilities Lease, including Exhibits A-G.
DWK provided review of the Site Lease and Facilities Lease used to negotiate the final agreements. The Capital Facilities Program Team will be available at the meeting to answer questions.
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$65,000 for Pre-Construction Services. As contemplated by the Education Code, the Facilities Lease shall be amended at a later time to insert final negotiated Guaranteed Maximum Price after the Project’s plans and specifications are approved by the DSA.
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Approval of final Lease-Leaseback Agreements with Alten Construction, Inc. for the San Rafael High School New Administration, Commons, Kitchen, Madrone Project.
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Approval of final Lease-Leaseback Agreements with Alten Construction, Inc. for the San Rafael High School New Administration, Commons, Kitchen, Madrone Project.
Passed with a motion by Natu Tuatagaloa and a second by Rachel Kertz. |
Yes Linda M. Jackson. Yes Rachel Kertz. Yes Greg Knell. Absent Maika Llorens Gulati. Yes Natu Tuatagaloa.
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Alten Site and Facilities Leases
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The Board is presented with Amendment 3 to Lease-Leaseback Agreements for the San Pedro Elementary School Project.
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BACKGROUND: In accordance with Education Code 17406 , et seq., the SRCS Board selected the Lease-Leaseback Project Delivery Method for the SRCS Elementary School projects, including eh San Pedro Elementary School Project, adopted Best Value Methodology for Evaluating proposals received in response to its Request for Qualifications and Proposals (“RFQ/P”) for the Elementary School projects, and engaged in Lease-Leaseback procurement by issuing the RFQ/P. Jeff Luchetti Construction (“JLC”) was selected for San Pedro. The Board approved Site and Facilities Leases and Pre-Construction services with JLC for the San Pedro project at its meeting in February 2018. The Board approved an Independent Consultant Agreement for Modular Design Services for the new modular buildings at San Pedro at a subsequent meeting. In order to expedite the project, construction is being completed in increments as they become approved by the Division of Sate Architect (DSA). The Board approved Amendment 1 for construction of Increment 1a: Parking Lot and Building Pads on July 23, 2018 and Amendment 2 for construction of Increment 1b and 2a: Modular Buildings and Utilities on September 17, 2018. CURRENT CONSIDERATIONS: The third phase of work at the site is Increment 2b: Site Work and Low Voltage Systems. This phase of work has been approved by DSA. It includes site concrete, landscape, site furnishings, additional utilities, fencing and the low voltage components of the new Administration Building and Classroom Buildings. JLC has completed subcontractor bidding and development of a Guaranteed Maximum Price (“GMP”) for the Increment 2b project. Amendment 3 to the Facilities Lease, including exhibit C are attached and recommended for approval. Exhibit C contains the General Conditions and GMP for the Increment 2b project.
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$1,677,445, for Increment 2b. Funded by the Measure A Bond. The anticipated total Construction cost of the project, as included in JLC’s GMP calculations (attached and including estimated Incr. 3 Cost) is $12,202,376. The District’s total construction budget for the San Pedro Project including all contingencies is $12,848,193. The project is within budget.
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Approval of Amendment 3 to the Facilities Lease, including Exhibit C, of the Lease-Leaseback Agreements with Jeff Luchetti Construction, Inc. for the San Pedro Elementary School Construction Project.
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Approval of Amendment 3 to the Facilities Lease, including Exhibit C, of the Lease-Leaseback Agreements with Jeff Luchetti Construction, Inc. for the San Pedro Elementary School Construction Project.
Passed with a motion by Natu Tuatagaloa and a second by Rachel Kertz. |
Yes Linda M. Jackson. Yes Rachel Kertz. Yes Greg Knell. Absent Maika Llorens Gulati. Yes Natu Tuatagaloa.
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JLC Signed Amendment 3
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The Board is presented with updated budgets for projects included in the Measure A and Measure B Capital Facilities Program.
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The Board approved the original site Project Budgets and District-wide Program Budgets in November 2016. Subsequently, in order to accommodate changes in project costs the Board approved updated budgets in July 2017. Since that time the Capital Facilities team has identified significant changes in revenue to the District-wide Program and in costs to individual site Projects. It is appropriate at this time to consider approval of updated site Project Budgets and District-wide Program Budgets. BACKGROUND: The Capital Facilities team presented information regarding necessary budget updates at the Board Study of Session on October 8, 2018. The team identified two key issues: revenue adjustments, including recognition that anticipated Developer Fee income would not be available to the program; and, increased project costs, reflected in much higher bid amounts for multiple projects, as the red-hot construction market in Northern California continues push costs higher. In order to accommodate these twin impacts to the Measure A and Measure B construction programs, this annual adjustment requires project deferrals and scope reductions. The team focused on preserving scope in current projects, especially on Elementary sites with a single project already underway. The proposed adjusted budgets reduce future planned, lower-priority project budgets, at sites with multiple projects. These include Venetia Valley K-8, Davidson Middle School, San Rafael High School (“SRHS”) and Terra Linda High School (“TLHS”). The proposed budget adjustments also include funding for District-wide Technology as a part of each project, and in Measure A, the utilization of one-half of the Program Reserve. The Project and Program Budgets presented for approval include several minor adjustments in response to Board comments at the Study Session and as a result of additional cost information since that time: budget reductions are equalized in Measure B between SRHS and TLHS; increased project costs at Venetia Valley Temporary Housing are included; and, increased utility fees for the Elementary projects are reflected in the updated budgets. Going forward, staff are aware of project estimates in excess of budgets. The team is working on value engineering while maintaining project scope, but there will be potential impacts and continued prioritization to projects in the program. We anticipate bringing these forward in early 2019 for review by the Board.
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Reduced anticipated revenue to Measure A: -$4,683,998. Reduced anticipated revenue to Measure B: -$1,828,299. Increased Project Expenditure Budgets. Offsetting Project Expenditure adjustments. See attached budget worksheets.
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Approval of 2018 adjustments to Measure A and Measure B Capital Facilities Program Budgets.
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Approval of 2018 adjustments to Measure A and Measure B Capital Facilities Program Budgets.
Passed with a motion by Natu Tuatagaloa and a second by Rachel Kertz. |
Yes Linda M. Jackson. Yes Rachel Kertz. Yes Greg Knell. Absent Maika Llorens Gulati. Yes Natu Tuatagaloa.
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Trustee Tuatagaloa requested a review of what is being recommended at Short in this budget. Dr. Zaich reviewed that he reached out to the Short principal regarding the expectations of the Short community related to the bond. The District followed up on immediate requests from the community, and it was the community's understanding that we would see how the bond program went. Board approval of the budget was sought before it is messaged out further to the community that Short work will be deferred to the next bond program. Trustee Tuatagaloa commented that the Board had agreed to getting Short what they needed right away. He commented this budget scenario was unfortunate but it is the right thing to do. |
Davidson Budgets Measure A Program Budgets Measure B Program Budgets SRHS Project Budgets TLHS Project Budgets Venetia Valley Budgets
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Capital Facilities staff is recommending consideration and approval of Change Order No. 1 to the Contract of Alten Construction, Inc for the Venetia Valley ES Interim Housing project.
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The Venetia Valley Interim Housing Project is complete at this time. During the course of the work there have been necessary changes in scope which have cost and time impacts. Preliminary approval has been negotiated in the field to keep the project moving. Current Considerations: Change Order No. 1, attached, consists of seven (7) Potential Change Orders (“PCO’s”). The specific scope of each PCO is noted on the Change Order Summary. In general, the additional work is related to improving student and site safety amid the construction zone. Additionally, work encompasses enclosing the temporary campus with chain link fencing , installation of a safe walking path for Kindergarten area, and installation of VOIP wiring for the temporary housing.
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$96,853.86. Adjusted contract amount with Change Order #1: $3,069,005.86 Budget/SACS Code: 21-9010-0-6200-00-0000-8500-092-000-493
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Approval of Change Order No. 1 to the Contract of Alten Construction for the Venetia Valley Interim Housing Project.
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Approval of Change Order No. 1 to the Contract of Alten Construction for the Venetia Valley Interim Housing Project.
Passed with a motion by Natu Tuatagaloa and a second by Rachel Kertz. |
Yes Linda M. Jackson. Yes Rachel Kertz. Yes Greg Knell. Absent Maika Llorens Gulati. Yes Natu Tuatagaloa.
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Venetia Valley CO 1 Interim Housing Venetia Valley CO Summary
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Capital Facilities staff is recommending consideration and approval of Change Order No. 2 to the Contract of Fort Bragg Electric for the San Rafael High School (SRHS) Interim Housing project.
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The San Rafael High School Interim Housing Project is complete at this time. During the course of the work there have been necessary changes in scope which have cost and time impacts. Preliminary approval has been negotiated in the field to keep the project moving. Current Considerations: Change Order No. 2, attached, consists of two Potential Change Orders (“PCO’s”). The specific scope of each PCO is noted on the Change Order summary. The additional scope is related to accommodating instructional equipment used in specialty classrooms, i.e. Engineering, Photography, and Ceramics. In the first item: PCO 9 (Engineering Lab), the installation of additional ducts and venting was necessary for safety regulations. In the second item: PCO 10 (Ceramics/Photography), a floor drain, additional electrical, and painting work was necessary for instructional purposes.
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$28,426.79. Adjusted contract amount with Change Order #2: $773,138.18. Budget/SACS Code: 21-9010-0-6230-00-0000-8500-410-000-479
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Approval of Change Order No. 2 to the Contract of Fort Bragg Electric for the San Rafael High School Interim Housing Project.
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Approval of Change Order No. 2 to the Contract of Fort Bragg Electric for the San Rafael High School Interim Housing Project.
Passed with a motion by Natu Tuatagaloa and a second by Rachel Kertz. |
Yes Linda M. Jackson. Yes Rachel Kertz. Yes Greg Knell. Absent Maika Llorens Gulati. Yes Natu Tuatagaloa.
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SRHS CO No. 2 Interim Housing SRHS Interim Housing Contract Log
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Capital Facilities staff is recommending approval of Change Order No. 2 to the Contract with KCK Builders for the Davidson Annex/Laurel Dell Temporary Housing Project. |
KCK Builders (KCK) was selected to perform the work at the Laurel Dell Temporary Housing Maintenance Project. During the course of the work, there were various additional issues that needed to be addressed in order for San Rafael City Schools (SRCS) to take possession of the school building. Preliminary approval has been negotiated in the field to keep the project moving. Current Considerations: Change Order No. 2 is related to deductions for electrical work and a deletion of related trenching. In addition, there was added scope related to classroom heaters.
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Deductive Change Order with a credit of $3,760 Budget/SACS Code: 21-9010-0-6200-00-0000-8500-094-000-485
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Approval of Change Order No. 2 to the KCK Builders contract for the Laurel Dell Temporary Housing Project.
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Approval of Change Order No. 2 to the KCK Builders contract for the Laurel Dell Temporary Housing Project. Passed with a motion by Natu Tuatagaloa and a second by Rachel Kertz. |
Yes Linda M. Jackson. Yes Rachel Kertz. Yes Greg Knell. Absent Maika Llorens Gulati. Yes Natu Tuatagaloa.
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Change Order Log Laurel Dell Annex CO 2
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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 additional 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”. This additional request is due to unforeseen conditions discovered during excavation.
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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. Amendment for No. 5 for Construction Phase Geotechnical Services for San Pedro Elementary was approved on June 25, 2018. The Ninyo & Moore contract history for San Pedro Elementary School is outlined below: Contract/Increment BOE approval Amount Site(s) or project Budget $90,000 San Pedro Consultant Agreement Dec. 12, 2016 $ 12,500 San Pedro (Initial phase Geotech) Amendment No. 2 August 14, 2017 $ 17,500 San Pedro (Design phase Geotech) Amendment No. 3 November 13, 2017 $ 6,300 San Pedro (Construction phase Geotech) Amendment No. 5 June 25, 2018 $19,173 San Pedro (Interim #1 Construction Phase Geotech) Amendment No. 6 June 25, 2018 $11,500 San Pedro (Additional Services Interim #1 Construction Phase Geotech) Total Including this Amendment $66,973 Total Remaining in Budget Item $23,024 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. Due to the unforeseen soil condition, additional geotechnical observation, and testing services is required.
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The proposed cost of this amendment to the Ninyo & Moore contract is $11,500 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
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Approval of Amendment No. 6 to Master Agreement for Geotechnical Investigation – Ninyo & Moore, Geotechnical Environmental Science Consultants.
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Approval of Amendment No. 6 to Master Agreement for Geotechnical Investigation – Ninyo & Moore, Geotechnical Environmental Science Consultants.
Passed with a motion by Natu Tuatagaloa and a second by Rachel Kertz. |
Yes Linda M. Jackson. Yes Rachel Kertz. Yes Greg Knell. Absent Maika Llorens Gulati. Yes Natu Tuatagaloa.
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Ninyo and Moore Amendment No. 6 Ninyo and Moore Budget Sheet Ninyo and Moore Proposal
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The Board is presented with a Modification to the Independent Consultant Agreement for Inspector of Record (IOR) close-out services for the Venetia Valley Interim Housing Project.
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As part of the construction closeout process, and per Division of State Architect (DSA) requirements, an IOR must provide required inspections and documentation to bring the project to completion. David R. Callahan was approved by the Board of Education (“Board”) to serve as the Inspector of Record (IOR) on the San Pedro Elementary School and the Venetia Valley K-8 Increment 1 Project. On October 22, 2018, the Board also approved David R. Callahan to complete the close-out process on six (6) older elementary school projects, dating back to the early 2000’s. Current Considerations: Due to unforeseen circumstances, David R. Callahan Inspections will replace Production Technical Services for closeout services at the Venetia Valley Interim Housing Project. Serving as the current IOR on the San Pedro and Venetia Valley Classroom Projects and finalizing the close-out process on the older elementary school projects, David R. Callahan has the proven experience to complete this straightforward close-out process quickly and seamlessly. The contract history for inspections services at the Venetia Valley Classroom Project is below. Object Code | Budget / Contract | BOE Approval | Amount | Site(s) or Project | 6220 - Construction Inspections | Budget | | Original Budget | | $16,500 | Venetia Valley Interim Housing | Contract(s) | Current Contract Subtotal | 0 | Production Technical Services | 10/08/18 | $15,295 | Total Current Contracts | | $15,295 | David R. Callahan Inspections | 10/22/18 | $1,000 | Total Contracts Including This Proposal | | $16,295 | Total Remaining in Budget Item 6220 | | $205 |
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The proposed compensation for this service is $1,000, funded from the District Bond Program, under Measure A. The proposal was presented on a time and materials basis, with an hourly rate of $100 per hour. This is based on a total projected time necessary to complete closeout services for these projects. Budget/SACS Code: 21-9010-0-6220-00-0000-8500-092-000-493 (Venetia Valley K-8) - $1,000
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Approval of Modification No. 3 for David R. Callahan for closeout services in the Elementary School District.
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Approval of Modification No. 3 for David R. Callahan for closeout services in the Elementary School District.
Passed with a motion by Natu Tuatagaloa and a second by Rachel Kertz. |
Yes Linda M. Jackson. Yes Rachel Kertz. Yes Greg Knell. Absent Maika Llorens Gulati. Yes Natu Tuatagaloa.
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David R. Callahan Modification No. 3 David R. Callahan Proposal Venetia Valley Budget Sheet
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The Board is presented with a modification to the Independent Consultant Agreement with Gary Proctor for Inspector of Record (IOR) Services at the San Rafael High School Interim Housing Project.
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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: Gary Proctor was recommended and approved by the Board of Education to serve as the IOR for the Terra Linda and San Rafael High School HVAC Projects as well the San Rafael High School Stadium Project and successfully fulfilled all DSA requirements on these projects. On September 17, 2018 he was approved to serve as the IOR on the Laurel Dell New Construction and Modernization Project and the Davidson New Classroom Building Increments 1 and 2 Projects. Current Considerations: Gary Proctor’s previous experience with the San Rafael City Schools projects along with his vast experience with the Division of State Architect (DSA) certification process for Class 1 Project Inspections made him the perfect candidate to fulfill IOR services on this project. The proposal for Project Inspection Services is proposed on a time and materials basis, with an hourly rate of $100/hour and are based on an average daily assumption and encompass the total anticipated time necessary to complete inspection services for each project. The contract history for Inspection Services on the San Rafael High School Interim Housing is below.
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$2,000 funded from the San Rafael City Schools, Bond Measure B Budget/SACS Code(s): 21-9010-0-6220-00-0000-8500-410-000-479 (SRHS Interim Housing)
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Approval of Independent Consultant Agreement with Gary Proctor for Project Inspector Services on the Laurel Dell Elementary School and Davidson Middle School.
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Approval of Independent Consultant Agreement with Gary Proctor for Project Inspector Services on the Laurel Dell Elementary School and Davidson Middle School for interim housing closeout services.
Passed with a motion by Natu Tuatagaloa and a second by Rachel Kertz. |
Yes Linda M. Jackson. Yes Rachel Kertz. Yes Greg Knell. Absent Maika Llorens Gulati. Yes Natu Tuatagaloa.
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Gary Proctor Modification No. 1 Gary Proctor Proposal SRHS Interim Housing Budget Sheet
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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 Hibser Yamauchi Architects, Inc. (HY). The purpose of this modification is to provide supplementary architectural and engineering services related to additional landscaping at the easterly property line at San Pedro Elementary School.
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Supplemental architectural services are needed for additional landscape architectural services agreed on by the Capital Facilities Team and the San Pedro Homeowners Association. Background: Effective August 22, 2016, the District entered into a Master Agreement for Architectural Services with Hibser Yamauchi Architect, Inc. (“Master Agreement”) for the provision of architectural services to the District for projects under the District’s Measure A and Measure B bond program (“Program”) including San Pedro Elementary School. Under this Master Agreement, specific program projects are assigned by executing a Supplemental Agreement for each specific project. Each Supplemental Agreement identifies the specific project scope, architect fee, schedule, number of required meetings, and other details unique to that project. The terms and conditions of each Supplemental Agreement complement the existing Master Agreement, which is still in effect. Current Considerations: After thorough consideration and discussions among the Capital Facilities Team, Architects, and the San Pedro Homeowners representatives, it was agreed that upgrades to the San Pedro easterly property line are necessary. These minimal upgrades would provide the desired separation and privacy between the planned new classroom building and the nearby homes. In preparation for these meetings, a landscape architect presented technical drawings and colored site plans of the proposed landscaping and it was ultimately agreed upon to include a new fencing; a 6-10 foot “landscape zone” with trees, shrubs and vines, with sufficient irrigation to maintain. The Hibser Yamauchi Architects, Inc. contract history San Pedro Elementary School is outlined below: Contract/Increment BOE approval Amount Project Project Architect/Engineering Budget $ 1,294,800.00 San Pedro Master Agreement Aug. 22, 2016 Supp Agree No. 1 – District Standards Nov. 11, 2016 T & M ESD/HSD Supp Agree No. 4 – Prof Design Svcs Dec 12, 2016 $ 733,490.00 San Pedro Mod 1 to Supp Agree No. 4 – Add Architect Svcs Oct 9, 2017 $ 60,000.00 San Pedro Supp Agree No. 6 – Rehabilitation Study May 24, 2018 $ 15,300.00 San Pedro Topograph Survey May 24, 2018 $ 11,250.00 San Pedro Supp Agree No. 7 – Additional Landscaping Nov. 11, 2018 $ 3,660.00 San Pedro Total Including this Modification $ 820,040.00
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The proposed cost of this Modification to the HY contract is $3,660. and is within our planned budget for this type of work and will be funded from the District’s Measure A Bond Funds. Budget/SACS Code: 21-9010-0-6210-00-0000-8500-095-000-480
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Approval of Supplemental Agreement No. 7 to the Master Agreement of HY Architects, Inc.
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Approval of Supplemental Agreement No. 7 to the Master Agreement of HY Architects, Inc.
Passed with a motion by Natu Tuatagaloa and a second by Rachel Kertz. |
Yes Linda M. Jackson. Yes Rachel Kertz. Yes Greg Knell. Absent Maika Llorens Gulati. Yes Natu Tuatagaloa.
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HY Proposal HY Supplemental Agreement Exhibit A HY Supplemental Agreement No. 7
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The Board is presented with a Modification for approval, regarding moving services that were contracted for the Elementary Schools and High Schools with Interim Housing Projects.
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San Rafael City Schools (SRCS) is providing temporary housing for those classrooms and ancillary rooms that will be displaced due to construction activities on the main campuses. As SRCS commences with construction, there was a need to relocate classrooms and move some items into storage. Background: SRCS approved the contract for moving services for Laurel Dell School and San Rafael High School on June 11, 2018 , after having requested proposals from several moving companies for each of the following schools: San Rafael High School, Laurel Dell Elementary School, and Venetia Valley Elementary School. Based upon this procurement process, the Capital Facilities Team recommended that Crown Moving be awarded the contract for the following school sites: Laurel Dell Elementary School, Terra Linda High School, and San Rafael High School. Current Considerations: Due to the specialty nature of the Engineering and Fine Arts classroom materials, the amount of contract days required to complete the move at San Rafael High School exceeded that within the contract. These factors include: specialty packing materials for the Ceramics and Photography classrooms; additional packing support days with the teachers, and an increase in the estimated number of items that required off site storage. The additional days to pack and move the items was agreed upon to ensure that the buildings were left empty for the pending demolition. The difficult access to the site, coordination of the completion of the construction work, and additional support days for the teachers, caused an increase in the amount of contract days at the Laurel Dell Annex. The additional costs still do not exceed the highest bid for the original contract for San Rafael High School and Laurel Dell Annex.
| Original Crown Contract | Additional Work performed by Crown | Total Project Moving Cost | Highest Moving Bid from Original RFP | SRHS Interim Housing | $23,213.20 | $42,145.00 | $65,358.20 | $65,884 | Waters Moving |
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| Laurel Dell Annex | $8,721.90 | $9,687.18 | $18,409.08 | $44,484 | Waters Moving |
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High School District Measure B Projects: $42,145.00 Elementary Schools Measure A Projects: $9,687.18.
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Approval of Modification #1 to the Independent Contractor Agreement with Crown Moving and Storage. |
Approval of Modification #1 to the Independent Contractor Agreement with Crown Moving and Storage. Passed with a motion by Natu Tuatagaloa and a second by Rachel Kertz. |
Yes Linda M. Jackson. Yes Rachel Kertz. Yes Greg Knell. Absent Maika Llorens Gulati. Yes Natu Tuatagaloa.
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The Board is presented with a list of authorized small construction contracts associated with Bond Measures B Projects, that require Board ratification.
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In order to maintain construction schedules, it is anticipated that small supplemental construction contracts (under $15,000) will be necessary during the San Rafael City Schools Bond Program. Such contracts are timely and may require immediate district approval for execution. Background/Current Considerations: The Senior Director, Capital Facilities Team, and High School District Construction Managers anticipate the necessity for last minute smaller construction contracts throughout the Bond Measures A and B Programs. The Board may expect future items similar to this for each capital program building project, which will require board ratification. The Capital Facilities Team approved the below eleven (11) small construction contracts that required immediate approval in order to maintain the construction schedule for the associated project(s). Contract | Project | Contract Date | Amount | Description | TLHS Commons, Kitchen, Library, Drama – (Water line and gas line repairs during demolition) | Augusto Plumbing | 8/6/2018 | $3,008.50 | Completion of install of new 1-1/2” ball valve pro-press on water line; completion of repair of 4” water main; repair of ¾” gas main. | 8/6/2018 | $971.30 | Completion of install of new 2” pro-press ball valve on water main in construction area | 8/3/2018 | $2,918.00 | Supply and install new 4” valve in TLHS courtyard –work necessary in order for Demolition to proceed. | 8/9/2018 | $1,920.60 | Completion of repair of 4” main water line in TLHS courtyard | 8/8/2018 | $552.20 | Completion of repair of 1” broken water main in TLHS courtyard | 8/15-8/20/2018 | $2,065.80 | Completion of repair of 2-1/2” gas line leak at underground of main line. | AAA Fence Company | SRHS – Admin, Commons, Kitchen, Entry | 9/28/2018 | $2,695.00 | Due to driver hitting fence post in SRHS parking lot, necessary to remove and replace damaged corner post; re-place existing chain link fence and new fittings; and, re-attach existing red windscreen. | O’Rourke Electric, Inc. | TLHS Commons, Kitchen, Library, Drama | 10/24/2018 | $2,344.50 | Provide and install (EMT), wire boxes and associated components, for installation of lighting circuit | Kim’s Flooring | TLHS Temp. Housing | 10/26/2018 | $5,680.00 | Furnish and install tile (per section 096813) and rubber base over existing flooring for TLHS temporary library. | Safety-kleen | SRHS Waste removal | 11/06/2018 | $4,716.00 | Removal and disposal of oil base petroleum and gasoline waste from SRHS demolition project/auto shop. |
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The cost of this ancillary work is within planned budgeting and will be funded from the District’s Measures B bond funds. This work will be funded from the appropriate project budgets applicable to the work performed. Budget/SACS Code(s): 21-9010-0-6200-00-0000-8500-411-000-493 (TLHS) - $13,780.90 21-9010-0-6270-00-0000-8500-411-000*478 (TLHS) - $ 5,680.00 21-9010-0-6270-00-0000-8500-410-000-483 (SRHS) – $ 7,411.00
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Ratification of small construction contracts, associated with the San Rafael High School and Elementary School Projects.
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Ratification of small construction contracts, associated with the San Rafael High School and Elementary School Projects.
Passed with a motion by Natu Tuatagaloa and a second by Rachel Kertz. |
Yes Linda M. Jackson. Yes Rachel Kertz. Yes Greg Knell. Absent Maika Llorens Gulati. Yes Natu Tuatagaloa.
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With the work now complete on the Terra Linda Electrical Relocation project, it is proposed that the Board approve closing the contract and filing the Notice of Completion.
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When all construction work is completed on District projects, Capital Facilities Staff initiates final contract adjustments for approval by the Board. When, after final completion, all contract adjustments are approved it is appropriate to authorize filing of the Notice of Completion which will allow the release of retention to the Contractor. Background: The Terra Linda High School Electrical Relocation Project was substantially complete in time for the opening of this school year. The Final Completion date is August 16, 2018. There were some unforeseen conditions, however, no significant changes to the work. Current Considerations: It is appropriate at this time to initiate the closeout of the project to file the attached Notice of Completion. Previously, in the consent agenda, the Board reviewed the final financial closeout for this project.
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None.
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Authorization to file the Notice of Completion for the Terra Linda Electrical Relocation Project.
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Authorization to file the Notice of Completion for the Terra Linda Electrical Relocation Project.
Passed with a motion by Natu Tuatagaloa and a second by Rachel Kertz. |
Yes Linda M. Jackson. Yes Rachel Kertz. Yes Greg Knell. Absent Maika Llorens Gulati. Yes Natu Tuatagaloa.
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TLHS Electrical Relocation NOC - Dan Electric
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With the work inow complete on the Venetia Valley Interim Housing Project, the Board is being asked to approve closing of the contract and filing the Notice of Completion.
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When all construction work is completed on San Rafael City Schools (SRCS) projects, Capital Facilities Staff initiates final contract adjustments for approval by the SRCS Board of Education. When, after final completion, all contract adjustments are approved it is appropriate to authorize filing of the Notice of Completion which will trigger and allow the release of retention to the Contractor. Background: Venetia Valley Project was substantially complete in time for the opening of this school year. The Final Completion date is August 22, 2018. After school opened the Contractor completed remaining work, provided all required training, operations manuals and warranties. Current Considerations: It is appropriate at this time to initiate the closeout of the project to file the attached notice of completion. Previously, in the consent agenda, the Board reviewed the final financial closeout for this project.
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None. |
Authorization to file the Notice of Completion for the Venetia Valley Interim Housing Project.
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This item was pulled from this agenda to be brought back to a future meeting. |
Venetia Valley NOC
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Trustee Jackson requested item #12 be pulled for discussion, and noted she abstained from voting on the minutes of October 22.
Trustee Tuatagaloa thanked staff for the annual tracking of developer fees in item # 6.
M/S/C (Kertz, Tuatagaloa) the Board voted to approve the balance of the Consent Agenda, with the exception of item #12, and noting Trustee Jackson's abstention of the minutes of the October 22 meeting, by the following vote:
Greg Knell - YES
Rachel Kertz - YES
Linda M. Jackson - YES
Natu Tuatagalao - YES
Maika Llorens Gulati - ABSENT
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Board meeting minutes are presented for approval. |
Minutes are taken of all Board meetings as record of all actions taken by the Board. The attached minutes are being recommended for approval. |
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Approval of Minutes of the Study Session and Regular Meeting of October 8, 2018, and the Study Session and Regular Meeting of October 22, 2018.
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Approval of Minutes of the Study Session and Regular Meeting of October 8, 2018, and the Study Session and Regular Meeting of October 22, 2018.
Passed with a motion by Natu Tuatagaloa and a second by Rachel Kertz. |
Abstain Linda M. Jackson. Yes Rachel Kertz. Yes Greg Knell. Absent Maika Llorens Gulati. Yes Natu Tuatagaloa.
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Minutes - October 22, 2018 Regular Mtg Minutes - October 22, 2018 Study Session Minutes - October 8, 2018 Reguar Meeting Minutes - October 8, 2018 Study Session
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This agenda item presents for Board approval the Administration's recommended personnel transactions for the Elementary School District.
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This agenda item presents for Board approval the Administration's recommended personnel transactions for the Elementary School District, as shown on Exhibit A (Certificated) and Exhibit B (Classified). All changes to personnel since the previous board meeting including resignations, leaves of absence, retirements, reassignments, new hires, changes of contract, returns from leave, releases and short term assignments are included for Board approval. |
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Approval of all hiring, terminations, transfers, and retirements of employees in the Elementary School District. |
Approval of all hiring, terminations, transfers, and retirements of employees in the Elementary School District. Passed with a motion by Rachel Kertz and a second by Natu Tuatagaloa. |
Yes Linda M. Jackson. Yes Rachel Kertz. Yes Greg Knell. Absent Maika Llorens Gulati. Yes Natu Tuatagaloa.
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Personnel Action ESD 11.13.2018
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This agenda item presents for Board approval the Administration's recommended personnel transactions for the High School District.
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This agenda item presents for Board approval the Administration's recommended personnel transactions for the High School district, as shown on Exhibit A (Certificated) and Exhibit B (Classified). All changes to personnel since the previous board meeting including resignations, leaves of absence, retirements, reassignments, new hires, changes of contract, returns from leave, releases and short term assignments are included for Board approval. |
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Approval of all hiring, terminations, transfers, and retirements of employees in the High School District. |
Approval of all hiring, terminations, transfers, and retirements of employees in the High School District. Passed with a motion by Rachel Kertz and a second by Natu Tuatagaloa. |
Yes Linda M. Jackson. Yes Rachel Kertz. Yes Greg Knell. Absent Maika Llorens Gulati. Yes Natu Tuatagaloa.
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Personnel Action HSD 11.13.2018
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This agenda item presents for Board approval the Administration's recommended personnel transactions for the Joint School District.
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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. |
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Approval of all hiring, terminations, transfers, and retirements of employees in the Joint School District. |
Approval of all hiring, terminations, transfers, and retirements of employees in the Joint School District. Passed with a motion by Rachel Kertz and a second by Natu Tuatagaloa. |
Yes Linda M. Jackson. Yes Rachel Kertz. Yes Greg Knell. Absent Maika Llorens Gulati. Yes Natu Tuatagaloa.
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Personnel Action JOINT 11.13.2018
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The Board will review the Developer Fee annual accounting report for the 2017-18 fiscal year and the Five Year Financial Report.
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BACKGROUND: Government Code 66006 requires that an annual report of income and expenditures from developer fees and the beginning and ending fund balances in the Capital Facilities Fund (Fund 25) be made available to the public within 180 days, after the end of each fiscal year.
Government Code 66001 requires a five-year report if there are any funds remaining in the Fund at the end of the prior fiscal year. The five-year report identifies the project to which the fee is to be applied and identifies all sources and amounts of funding anticipated to complete financing on incomplete improvements.
Developer Fee Financial Report Fiscal Year
The following report is provided to reflect the specific financial activity that has occurred during the fiscal year 2017-18. Government Code 6606(b) defines the information that must be included in this report. The Capital Facilities Fund (Fund 25) is used to segregate the developer fee collections from all other revenues the District collects.
The fees below were Board-approved on June 30, 2014. The fee increase went into effect on July 1, 2014.
Fee Type Fee
Residential $ 2.32
Commercial $ 0.37
The July 1, 2017 Beginning Balance of Fund 25: $ 106,952.37
| Fees collected during Fiscal Year 2017-2018: | $ 83,816.17 |
| Interest accrued: | $1,137.72 |
| Total Revenue: | $ 84,953.89 | Public Improvement on which Fees were expended and the amount of the expenditures on each improvement, including the total percentage of the cost of the public improvement that was funded with fees.
Project Amount Expended Debt Service – Principle on COPs* $75,313.29 Total Expenses $75,313.29 *Note: Certificates of Participation (COP) were issued in 2005 in order to support the new construction costs of the Bahia Vista Elementary School. The balance of the Debt Service on the COPs was funded by the General Fund and accounted for in fund 40 as the collection of Developer Fees were not adequate to fully fund the Debt Service due in 2017-18. Net Increase/(Decrease) $ 9,640.60 June 30, 2018 Ending Balance of Fund 25: $ 116,592.97 The District is required to identify an approximate date by which the construction of the public improvement (project) will commence if the local agency determines that sufficient funds have been collected to complete financing on an incomplete public improvement, as identified in paragraph (2) of subdivision (a) of Section 66001, and the public improvement remains incomplete. No refunds were given during the fiscal year 2017-18. Five Year Financial Report Government Code 66001 requires that for the fifth fiscal year following the first deposit into the account or fund, and every five years, thereafter, the local agency shall make all of the following findings with respect to that portion of the account or fund remaining unexpended, whether committed or uncommitted. The table below will identify the purpose to which the fee is to be put; demonstrate a reasonable relationship between the fee and the purpose for which it is charged; identify all sources and amounts of funding anticipated to complete financing in incomplete improvements identified in paragraph (2) of subdivision (a) and designate the approximate dates on which the funding referred to in subparagraph (c) is expected to be deposited into the appropriate account or fund. Potential Projects | Relationship to Developer Fee | Funding Source | Estimated | Date Fee will be deposited into the appropriate Fund | COPS Payments for debt service and principle | New construction for Bahia Vista School | FD 25 | $116, 593 | N/A | Any members of the public desiring more detailed information regarding developer fees may contact the Business Office. Please refer to the December 2014 Developer Fee Justification Study for further explanation on the fees charged.
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Capital Facilities Fund Balance as of June 30, 2018, was $116,592.97 (See Income Statement & Balance Sheet attached).
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Approval of annual accounting of ESD Developer Fees for the 2017-18 fiscal year.
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Approval of annual accounting of ESD Developer Fees for the 2017-18 fiscal year. Passed with a motion by Rachel Kertz and a second by Natu Tuatagaloa. |
Yes Linda M. Jackson. Yes Rachel Kertz. Yes Greg Knell. Absent Maika Llorens Gulati. Yes Natu Tuatagaloa.
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2017-18 Developer Fees ESD
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The Board will review the Developer Fee annual accounting report for the 2017-18 fiscal year and the Five Year Financial Report.
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BACKGROUND: Government Code 66006 requires that an annual report of income and expenditures from developer fees and the beginning and ending fund balances in the Capital Facilities Fund (Fund 25) be made available to the public within 180 days, after the end of each fiscal year.
Government Code 66001 requires a five-year report if there are any funds remaining in the Fund at the end of the prior fiscal year. The five-year report identifies the project to which the fee is to be applied and identifies all sources and amounts of funding anticipated to complete financing on incomplete improvements.
Developer Fee Financial Report Fiscal Year
The following report is provided to reflect the specific financial activity that has occurred during the fiscal year 2017-18. Government code 6606(b) defines the information that must be included in this report.
The Capital Facilities Fund (Fund 25) is used to segregate the developer fee collections from all other revenues the District collects.
The fees below were Board-approved on June 30, 2014. The fee increase went into effect on July 1, 2014.
Fee Type Fee
Residential $1.04
Commercial $ .17
The July 1, 2017 Beginning Balance of Fund 25: $ 176,225.78
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Fees collected during the Fiscal Year 2017-18:
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$ 59,514.44
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Interest accrued:
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$1,920.29
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Total Revenue:
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$ 61,434.73
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Public Improvement on which Fees were expended and the amount of the expenditures on each improvement, including the total percentage of the cost of the public improvement that was funded with fees.
Net Increase/(Decrease) $ 61,197.49
June 30, 2018, Ending Balance of Fund 25: $ 237,423.27
The District is required to identify an approximate date by which the construction of the public improvement (project) will commence if the local agency determines that sufficient funds have been collected to complete financing on an incomplete public improvement, as identified in paragraph (2) of subdivision (a) of Section 66001, and the public improvement remains incomplete.
No refunds were given during the fiscal year 2017-18.
Five Year Financial Report
Government Code 66001 requires that for the fifth fiscal year following the first deposit into the account or fund, and every five years, thereafter, the local agency shall make all of the following findings with respect to that portion of the account or fund remaining unexpended, whether committed or uncommitted.
The table below will identify the purpose to which the fee is to be put; demonstrate a reasonable relationship between the fee and the purpose for which it is charged; identify all sources and amounts of funding anticipated to complete financing in incomplete improvements identified in paragraph (2) of subdivision (a) and designate the approximate dates on which the funding referred to in subparagraph (c) is expected to be deposited into the appropriate account or fund.
Potential Projects
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Relationship to Developer Fee
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Funding Source
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Estimated
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Date Fee will be deposited into the appropriate Fund
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Modular Buildings for temporary housing during SRHS & TLHS construction
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Provide facilities for the student population
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FU 25
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$ 237,423
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N/A
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Any members of the public desiring more detailed information regarding developer fees may contact the Business Office. Please refer to the December 2014 Developer Fee Justification Study for further explanation on the fees charged.
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Capital Facilities Fund Balance as of June 30, 2018, was $237,423.27 (See Income Statement & Balance Sheet attached) |
Approval of annual accounting of HSD Developer Fees for the 2017-18 fiscal year. |
Approval of annual accounting of HSD Developer Fees for the 2017-18 fiscal year. Passed with a motion by Rachel Kertz and a second by Natu Tuatagaloa. |
Yes Linda M. Jackson. Yes Rachel Kertz. Yes Greg Knell. Absent Maika Llorens Gulati. Yes Natu Tuatagaloa.
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2017-18 Developer Fees HSD
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The Board will review the ESD and HSD October 2018 warrants for ratification.
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BACKGROUND: The warrant register reflects the vendor name, date paid, amount of warrant, and budgetary account charged. CURRENT CONSIDERATIONS: Copies of summary warrant registers for all funds from October 1, 2018, through October 31, 2018, are attached.
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COST/FUNDING SOURCE: Warrants are paid in accordance with the Board-adopted budget and generally accepted accounting methods. A detailed listing of the monthly warrants is available for viewing in the Business Office, Room 504.
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Ratify the ESD and HSD warrants for October 2018.
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Ratify the ESD and HSD warrants for October 2018.
Passed with a motion by Rachel Kertz and a second by Natu Tuatagaloa. |
Yes Linda M. Jackson. Yes Rachel Kertz. Yes Greg Knell. Absent Maika Llorens Gulati. Yes Natu Tuatagaloa.
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ESD October 2018 Warrants HSD October 2018 Warrants
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The Board will consider the disposal of obsolete books at San Pedro.
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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 San Pedro has determined that the following books are obsolete. Site | Quantity | Grade Level | ISBN# | Title (example: HIM Science) | Good=G Fair= F Poor =P | Obsolete= 0 Unrepairable = N Stolen= S | San Pedro | 30 | 7 | 0-44041536-5 | Anna of Byzantium | Good | Obsolete | San Pedro | 55 | All | | Corrective Reading | Good | Obsolete |
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COST/FUNDING SOURCE: The equipment will be disposed of or recycled at no cost to the district.
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Approval of the disposal of obsolete books at San Pedro.
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Approval of the disposal of obsolete books at San Pedro.
Passed with a motion by Rachel Kertz and a second by Natu Tuatagaloa. |
Yes Linda M. Jackson. Yes Rachel Kertz. Yes Greg Knell. Absent Maika Llorens Gulati. Yes Natu Tuatagaloa.
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This item presents a Memorandum of Understanding between San Rafael City Schools, Sun Valley and Jennifer Couture, Mindful Group Teacher for teaching mindful groups series November 19, 2018 Through June 30, 2019. |
Background: The staff at Sun Valley School has identified the need for additional training for specific students about Mindfulness and how it relates to friendship, social skills, and communicating with peers appropriately. The Mindful Group Teacher will lead small groups of same aged students through appropriate curriculum to build up a strong tool kit to better manage peer relationships and social skills. The Mindful Teacher, Jennifer Couture, is a licensed MFCC and is currently co-teaching our Mindfulness whole class programs K-5. Ms. Couture is highly respected by the Sun Valley School community and will continue to collaborate with our school counselor, teachers and Principal to ensure that the Mindful Skill Group students generalize their strategies across the school day. In short, Ms. Couture will provide intensive Mindfulness strategies to selected students that have pre-screened and have parent permission for four to five weeks through the end of this school year. Current Consideration: Approval of Memorandum of Understanding between San Rafael City Schools, Sun Valley and Jennifer Couture, Mindful Group Teacher for teaching mindful groups series November 19, 2018 Through June 30, 2019. Exhibit A
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Cost of series is not to exceed $3,800 to be paid from site funds. 01-0001-0-5840.00-1110-1000-096-120-000
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Approval of Memorandum of Understanding between San Rafael City Schools, Sun Valley and Jennifer Couture, Mindful Group Teacher for teaching mindful groups series November 19, 2018 Through June 30, 2019.
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Approval of Memorandum of Understanding between San Rafael City Schools, Sun Valley and Jennifer Couture, Mindful Group Teacher for teaching mindful groups series November 19, 2018 Through June 30, 2019. Passed with a motion by Rachel Kertz and a second by Natu Tuatagaloa. |
Yes Linda M. Jackson. Yes Rachel Kertz. Yes Greg Knell. Absent Maika Llorens Gulati. Yes Natu Tuatagaloa.
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Exhibit A
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This item presents out-of-state travel for Italia Krahling, Venetia Valley teacher to attend the 98th National Council for Social Studies Conference in Chicago, Illinois on November 30-December 2, 2018 for recommended approval.
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Background: The 98th NCSS Annual Conference an opportunity to rejuvenate teaching strategies and collaborate with some of the leaders in social studies education. - Learn from over 500 presentations by the leading social studies researchers and practitioners
- Receive classroom-ready resources
- Interact with well-known speakers and educators as they share their ideas, experiences, and knowledge
- Share teaching strategies and solutions with peers, building your own learning community around topics that matter to you
- Discover the latest teaching products and services
Current Consideration: Approval of out-of-state travel for Italia Krahling, Venetia Valley teacher to attend the 98th National Council for Social Studies Conference in Chicago, Illinois on November 30-December 2, 2018. |
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Estimated cost of registration, travel and substitute is $825 to be paid from site funds. 01-1100-0-5200.00-1110-1000-092-120-000 01-0910-0-1150.00-1511-1000-092-120-000 |
Approval of out-of-state travel for Italia Krahling, Venetia Valley teacher to attend the 98th National Council for Social Studies Conference in Chicago, Illinois on November 30-December 2, 2018.
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Approval of out-of-state travel for Italia Krahling, Venetia Valley teacher to attend the 98th National Council for Social Studies Conference in Chicago, Illinois on November 30-December 2, 2018.
Passed with a motion by Rachel Kertz and a second by Natu Tuatagaloa. |
Yes Linda M. Jackson. Yes Rachel Kertz. Yes Greg Knell. Absent Maika Llorens Gulati. Yes Natu Tuatagaloa.
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This item presents a Memorandum of Understanding between San Rafael City Schools and the Marin County Office of Education for the College Access and Student Success Dreamers Pilot Project for Davidson MS and San Rafael HS September 1, 2018 through June 30, 2019 for Board approval.
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BACKGROUND: MCOE has received a grant from the Marin Community Foundation (MCF) to provide support services to students and families. The goal is to ensure that underrepresented students are college and career ready at the conclusion of their senior year. This project is a collaboration of MCOE, MCF, Canal Alliance and the District. The College Access and Student Success Pilot Project works with 52 students from Davidson Middle School and 110 students from San Rafael High School. Students will participate in afterschool tutoring/acceleration and ongoing teacher/family collaboration which is embedded throughout the program. Davidson students in the College Access and Student Success Pilot Project have the opportunity to participate in a before school /AVID section at DMS. Site family coordinators meet with the San Rafael community liaisons to provide support for families. Students are assigned to an advocate and their progress is being monitored using electronic portfolios. MCOE will provide funds to compensate extra-hire certificated and classified staff for activities related to family engagement and student support collaboration, after/before school tutoring/acceleration and family education events. Exhibit A - Memorandum of Understanding College Access and Student Success Pilot Project
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MCOE has received a grant from the Marin Community Foundation to support this pilot program.
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Approval of Memorandum of Understanding between San Rafael City Schools and the Marin County Office of Education for the College Access and Student Success Dreamers Pilot Project for Davidson MS and San Rafael HS September 1, 2018 through June 30, 2019.
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Approval of Memorandum of Understanding between San Rafael City Schools and the Marin County Office of Education for the College Access and Student Success Dreamers Pilot Project for Davidson MS and San Rafael HS September 1, 2018 through June 30, 2019. Passed with a motion by Rachel Kertz and a second by Natu Tuatagaloa. |
Yes Linda M. Jackson. Yes Rachel Kertz. Yes Greg Knell. Absent Maika Llorens Gulati. Yes Natu Tuatagaloa.
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Exhibit A
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This agenda item presents the MOU with Experience Corps for services at Bahia Vista, Coleman, Laurel Dell, San Pedro, Short, Sun Valley and Venetia Valley for the 2018-2019 school year, for recommended approval. |
Background: Experience Corps (EC) Marin has provided screened and trained older adult volunteer tutors in San Rafael Elementary Schools since 2007. The program started at one school and has since expanded to seven schools. Staff and teachers support volunteers and collaboration has positively impacted program operation and expansion. Experience Corps Marin is affiliated with the nationwide AARP Experience Corps program and uses its tutoring model to improve literacy in young school children. The model focuses on the benefits of consistent tutoring by volunteers aged 50 and over in one-on-one, small group, and classroom assistance sessions to improve literacy in kindergarten through third grade. Achieving grade level literacy in these early grades is important to a student’s graduation and future success. In return, the older adult volunteers experience enhanced physical and mental well-being, and may overcome the negative impacts of living an isolated life. EC Marin volunteers come from throughout Marin County and a variety of professional and personal backgrounds. Current Consideration: EC Marin will recruit, screen, train, place and support volunteer tutors in classrooms in seven San Rafael elementary schools - Bahia Vista, Coleman, Laurel Dell, San Pedro, Short, Sun Valley and Venetia Valley. All volunteers experience a minimum of 10 hours of training in their first year and continuing training every year thereafter. Training topics include the elements of literacy in kindergarten through third grade, positive behavior management, mentoring, social emotional development and working effectively with English Language Learners. EC Marin school site coordinators support volunteers’ placements, tutoring concerns and communication with teachers. Exhibit A
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The cost of services not to exceed $5,200 are to be paid from Title I funds. 01-3010-0-5840.00-1110-2490-700-240-000
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Approval of the MOU with Experience Corps for services at Bahia Vista, Coleman, Laurel Dell, San Pedro, Short, Sun Valley and Venetia Valley for the 2018-2019 school year.
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Approval of the MOU with Experience Corps for services at Bahia Vista, Coleman, Laurel Dell, San Pedro, Short, Sun Valley and Venetia Valley for the 2018-2019 school year. Passed with a motion by Linda M. Jackson and a second by Rachel Kertz. |
Yes Linda M. Jackson. Yes Rachel Kertz. Yes Greg Knell. Absent Maika Llorens Gulati. Yes Natu Tuatagaloa.
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Trustee Jackson commented that this is a fantastic program that has evolved through the years, expressing her interest in how we can build the contribution to this partnership. Dr. Perez noted that last year the district's contribution was $4K, and this year they are asking for $5200, which is an amount they are fine with this year, but they would like to see it increased to $15K eventually. It was clarified that this is a contribution to Experience Corps which is different from Marin School Volunteers which is now under 10K Degrees. Trustee Jackson expressed she would like to see how it can increase more than $1K a year, done in conjunction with the teachers and principals. |
Exhibit A
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The Board will review the donations for approval
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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: Donor | Item/Purpose | Site | Amount/Value | James Dour | Donation-Cheer | TLHS | $ 20.00 | Susan Shapiro | Donation-Yearbook | TLHS | $ 200.00 | Rosalie Ben-Joseph | Donation-Cheer | TLHS | $ 100.00 | Mike and Erin Stryker | Piano | Glenwood | $ 5,000.00 | Lateef Investment | Office Supplies | Glenwood | $ 2,000.00 | Orna Weisberg | Coffee Machine and K Cups | Glenwood | $ 180.00 | Total | | | $ 7,500.00 |
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COST/FUNDING SOURCE: Total of general donation: $7,500
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Approval of donations
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Approval of donations
Passed with a motion by Rachel Kertz and a second by Linda M. Jackson. |
Yes Linda M. Jackson. Yes Rachel Kertz. Yes Greg Knell. Absent Maika Llorens Gulati. Yes Natu Tuatagaloa.
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The Board and public are presented with the opportunity to review revisions Board Policy and Administrative Regulation 6171 Title I Programs. The second reading and recommended approval will be brought to the next meeting.
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Background: The policy is being updated to address (1) the requirement to use federal Title I funds to supplement, not supplant, funds available from state and local sources; (2) use of the district's local control and accountability plan to fulfill requirements for the Title I local educational agency plan; and (3) methods for demonstrating the comparability of services between Title I and non-Title I schools.
The regulation is being updated to reflect amendments by the Every Student Succeeds Act related to schoolwide programs, targeted assistance programs, and participation by private school students. Board Policy and Administrative Regulation 6171 Title I Programs is being updated based on recommendations from the California School Boards Association (CSBA).
Exhibit A - Board Policy 6171 Title I Programs Exhibit B - Administrative Regulation 6171 Title I Programs
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There is no anticipated financial impact to the district. |
Dr. Perez reviewed the changes to this policy and regulation addresses supplemental vs supplanting of Title I funds, bringing it in alignment with the LCAP. It will be brought back for a second reading and recommended approval. |
Exhibit A Exhibit B
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The Board and public are presented with the opportunity to review revisions to Board Policy and Administrative Regulation 6174 Education for English Learners. The second reading and recommended approval will be brought to the next meeting.
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Background: This policy and regulation have been updated to reflect new State regulations (Register 2018, No. 20) governing the implementation of Proposition 58 requirements pertaining to language acquisition programs, and to delete references to the former state assessment of English proficiency. The policy also adds concepts recommended in a new California Department of Education publication (The California English Learner Roadmap: Strengthening Comprehensive Educational Policies, Programs and Practices for English Learners).
The revised regulation adds definitions of designated and integrated English language development, renumbers cites to state regulations related to testing accommodations pursuant to new State regulations (Register 2018, No. 4), and reflects new law (AB 81, 2017) which requires specified information related to "long-term English learners" or "students at risk of becoming a long-term English learner" to be included in the Title I or Title III parental notification of a student's assessment of English proficiency. Board Policy and Administrative Regulation 6174 Education for English Learner udpates are based on recommendation from the California School Boards Association (CSBA). Exhibit A - Board Policy 6174 Education for English Learners Exhibit B - Administrative Regulation 6174 Education for English Learners |
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There is no anticipated financial impact to the district. |
Dr. Perez noted the revisions to BP and AR 6174 are related to designated and integrated ELD- meeting needs of long term ELs and at-risk language acquisition and requirements with changes in legislation. This will be brought for a second reading and recommended approval. |
Exhibit A Exhibit B
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This item presents information to the Board and public on Local Indicators, or LCFF priority areas that do not meet the criteria established for the state indicators. The Local Indicators only apply at the LEA level.
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BACKGROUND: Based on the Local Control Funding Formula (LCFF), which was passed in 2013, California has an accountability system that is based on multiple measures. These measures are used to determine local educational agency (LEA) and school progress toward meeting the needs of their students. The measures are based on factors that contribute to a quality education, including high school graduation rates, college/career readiness, student test scores, English learner (EL) progress, suspension rates, and parent engagement. There are several LCFF priority areas that do not meet the criteria established for the state indicators. These remaining priority areas are considered local indicators and will require LEAs to determine whether they have Met, Not Met, or Not Met for Two or More Years for each applicable local indicator. The local indicators only apply at the LEA level. LEAs will use the local indicators to evaluate and report their progress on priority areas. The local indicators will only appear on the LEA Dashboard. The standards for the local performance indicators are based on whether LEAs: - Measure their progress on the local performance indicator based on locally available information, and
- Report the results to the LEA's local governing board at a regularly scheduled meeting of the local governing board and to stakeholders and the public through the evaluation rubrics.
LEAs determine whether they have (Met, Not Met, or Not Met for Two or More Years) for each applicable local performance indicator. LEAs make this determination by using self-reflection tools included in the evaluation rubrics, which will allow them to measure and report their progress through the California School Dashboard. The performance standards for the local performance indicators are provided in Exhibit A. Exhibit A - Performance Standards for the Local Performance Indicators |
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Approval of Local Indicators for the State and Federal Accountability System. |
Approval of Local Indicators for the State and Federal Accountability System. Passed with a motion by Natu Tuatagaloa and a second by Rachel Kertz. |
Yes Linda M. Jackson. Yes Rachel Kertz. Yes Greg Knell. Absent Maika Llorens Gulati. Yes Natu Tuatagaloa.
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Dr. Perez explained these are local indicators personal to SRCS, under priorities 1,2,3,6 and 7; basic services- appropriately assigned teachers, access to instructional materials and school facilities; implementation of standards; parent engagement though survey; school climate; and broad course of study. The data regarding whether we meet our local indicators gets included in the Dashboard. |
Exhibit A - Performance Standards for the Local Performance Indicators
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President Knell reported out that the Board heard a complaint against an employee and made a decision. |
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President Knell requested results of investigation into CSEA summer supplemental program, what are the costs? |
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Natu Tuatagaloa: - He reported on Kelly O’Leary college counseling at SRHS. - The SRHS Media Academy did a promotional video for Marin Athletic Foundation. - He attended a Bullying Workshop at SRHS. - He attended the Music Boosters Meeting regarding Orchestra at SRHS. - He attended the YMCA Hero’s Breakfast at Homeward Bound. - He attended the SRHS Bocce Ball Tourney. - He participated in the MCSBA - CCSDO election process. - He met with Coach/Teacher Brett Mitchell and SRHS Varsity Basketball Team. - He attended the SRHS Athletic Booster Meeting. - He attended a TLHS Parent Meeting regarding baseball. - He is working with administration on options for public / private partnerships and discounted use of our facilities. - He is working with Dave Pedroli and Dan Zaich on facilities and capital projects issues.
Rachel Kertz: - The Board election is over. - She attended the SchoolsRule funds distribution event. - She attended the city/county/schools liaison committee meeting. - She attended the Canal Alliance Forum. - He joined Congressman Huffman's visit to MSEL at Terra Linda, the TL MSEL LEAD project, and the TL Academic Excellence meeting. - She attended the High School Budget committee meeting.
Linda M. Jackson: - She attended the MCOE Efficiency and Effectiveness meeting; setting the agenda for the year - tomorrow talking about housing. The group is doing a co-housing project with the county – collective intentional community. - She attended the SRCS HSD budget committee meeting. - She attended the SR Chamber New Teacher Welcome. - She attended the First 5 "Health Equity Day." - She attended the Parent Leader Group meeting, a good turnout from about half of our schools. Topics discussed were Courageous Conversations and next round coming up, data, and construction projects. A future topic will be fundraising. - She met with Dr. Perez , President Knell and Assistant Director Tyler Graff regarding the Community Schools Initiative. - She visited the Canal Alliance with a group doing a 2019 Border Link tour – focusing on immigration justice. - She attended a SR Public Library Foundation event – looking at possibly two new libraries - downtown and in Terra Linda; should partner with the District on this. - She attended a Canal Alliance Citizenship workshop at BV; a nationwide effort to get people to get their green cards to become citizens. - She reported on the upcoming December 6 Truth Act Community Forum.
Greg Knell: - He met with County Supervisor Damon Connelly and county counsel regarding 30 Roosevelt to discuss affordable housing. Right now the property is part of the egress to Venetia Valley. He told them the district will not release control of the property, so they will maintain the easement and develop the other side and deed it back to the district; we can prioritize for housing for teachers. - He joined the Community Schools Initiative meeting with Assistant Director Tyler Graff. - The New Multicultural Center (formerly Canal Welcome Center) is putting together funding to get KSRH back on the air. They will be providing an indigenous languages program and a transitional youth program. There is also the emergence of a radio club at SRHS. KOIT Radio, the company that maintains Sutro Tower, will repair the tower at SRHS and remove the transmitter and restore at no cost. This is the most direct line to the Canal; we are part of the emergency network so the Canal can get alerts. County funds are supporting. The license is good until 2020 so KSRH will need to broadcast before then or we will lose it all.
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Superintendent Watenpaugh reported: - Smoke from the fires in Butte County have had an impact on SRCS students and families. The District has been working with MCOE and Marin County Health and Human Services as they have been providing guidance to districts to determine whether to keep schools open or not. Shoreline District was the only Marin district closed today. - K-5 schools will be doing a Change for Change fundraising drive for the school district victims of the fires in Butte County. - The first Parent Leaders Group meeting was well attended. - Congressman Huffman visited TL; students had great questions. - At the recent Marin superintendents' meeting there was an excellent presentation on equity and hiring; will be bringing it to HR professionals and principals. - Last week principals and counselors met to look at ABL a master schedule program for middle and high schools. A grant is available for sites that are at least 50% free and reduced, subsidized by the Gates Foundation. - He attended instructional rounds at Terra Linda. - He attended the city/county/schools liaison committee meeting recently. The traditional meeting place of Joe's Cafe will be closing their business. Future committee meetings will be held at Eduardo's. - ELM's Winter Concert will be held Dec. 15 at the Marin Showcase. |
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There being no further business, President Knell adjourned the meeting at 7:45 PM. |
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Present | Linda M. Jackson |
Present | Rachel Kertz |
Present | Greg Knell |
Absent | Maika Llorens Gulati |
Present | Natu Tuatagaloa |
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