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

- Verete presentation by Go To Meeting

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

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

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

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

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

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

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

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

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

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

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

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

The Board is presented with a revised 2014-2015 salary schedule for preschool permit teachers for recommended approval.

The 2014-2015 salary schedules for unrepresented employees were brought for revision and approval at the June 8, 2015 board meeting. The attached salary schedule for preschool permit teacher employees was inadvertently not attached and is therefore attached now for approval and includes a retroactive (7/1/14) 5% increase to the salaries and an increase to the medical caps equivalent to the same increase on the other administrative and confidential salary schedules.

Approval of the revised 2014-2015 salary schedule for preschool permit teachers.

The Board will review the ESD warrants for June 2015 to ratify.

A copy of the summary of the warrant register of all funds for warrants issued from June 1, 2015 - June 30, 2015, is attached.

Ratify the Elementary District warrants for June 2015.

The Board will review the HSD warrants for June 2015 to ratify.

A copy of the summary of the warrant register of all funds for warrants issued from June 1, 2015 - June 30, 2015, is attached.

Ratify the High School District warrants for June 2015.

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: Davidson Middle School and the Business Services department have determined that the following equipment/textbooks are obsolete.

That the Board reviews the services.

BACKGROUND:
The Marin County Schools Data Processing Consortium provides data processing and network services to Marin County Public Schools for QSS (Quintessential School System) business and financial systems This agreement will commence on July 1, 2015 and continue through June 30, 2016.

CURRENT CONSIDERATIONS:
The QSS business and financial systems for the San Rafael Elementary District and the San Rafael High School District includes some of the following services: payroll production, annual W2 and 1099 production, accounts payable production, QSS general ledger, purchasing, financial reports, fixed assets, employee absence tracking, position control, credential reports and problem resolutions. They will also provide hardware and software contract maintenance, user support and help desk.

FINANCIAL IMPLICATIONS:
The Marin County Office of Education will contribute 63% of actual costs. The districts in Marin County who access QSS through MCOE will contribute 37% of actual costs. The estimated data processing services pro-rata share for the elementary district is $55,744 and the high school district is $26,796..

SACS CODE: 01-0000-0-5840.00-0000-7700-800-000-000

The Board will review the agreements.

BACKGROUND:
 San Rafael City Schools in partnership with the Dixie School District began exploring the concept of an advanced school to parent communication system in October of 2007.  The objective of the joint project was to identify a solution that improved the ability of schools to communicate with parents in an emergency and also provided a user friendly system for school staff that could improve regular communication between schools and parents.

Research was compiled on the best providers of these services and in January of 2008 a joint committee consisting of San Rafael City Schools Staff, Dixie School Staff, both superintendents and a representative from the Marin County Office of Education reviewed two vendors.  Connect-Ed was selected as a potential finalist and then presented to groups of principals in both districts for review. Subsequently, successful negotiations took place to reduce the price of the product based on the fact that it is collaboration between two school districts.

Over the past year (2014-15) San Rafael City Schools did not use Connect-Ed as it was anticipated that this feature would be included with the Infinite Campus SIS Software.  With the conversion of the SIS system from Infinite Campus to Aeries.net effective July 1, 2015 it is necessary to also implement Connect-ed, which has been found, in the past, to be a very effective and cost-effective communication tool for the schools sites and the District.

CURRENT CONSIDERATIONS:
The Connect-ED  service enables school administrators to record, schedule, send, and track personalized voice messages to students, parents, and staff in minutes. The system can send messages in formats ranging from voice to text and e-mail.  The Connect-ED service offers a bundled set of emergency communication, survey, and community outreach notification tools designed to help schools at all levels improve awareness, increase involvement, and audit communication on a regular basis.  The system integrates with the District’s Aeries Student Information System enabling all parent contact information to be updated in the Connect-ED system automatically, reducing staff time on manual calls and e-mails.  Conversely, the system provides detailed information on incorrect contact information that then can be updated in the Aeries system.

An annual  Message Fee of $1.50 per student plus tax and will be issued upon execution of services.  The total for the Elementary School district is $7,767.68 and the High School district is $3,916.61.

Approval of  the agreements.

BACKGROUND:
It has been determined by the district that the purchase of two new replacement copiers is necessary in order to provide support for both the instruction and office staff at Bahia Vista and Glenwood Elementary Schools. Bahia Vista currently has a Kyocera Mita 6030 copier that has extended beyond its useful life (over 5 years old). Glenwood currently has a Xerox Workcenter 5675 that has extended beyond its useful life (over 5 years old). Both machines consistently break down and are difficult to repair.

In working with the staff it has been determined that the purchase of two new Discovery copiers is necessary in order to increase efficiency, provide better support for both instructional and office staff, and be better equipped to handle the increased volume due to significant growth in student population at Bahia Vista and Glenwood. The district will purchase two Discovery Kyocera copiers, a TASKalfa 6501I for Bahia Vista and a TASKalfa 8001i for Glenwood Elementary School.

CURRENT CONSIDERATIONS:                                                    
The district will purchase two Discovery Kyocera copiers, a TASKalfa 6501I for Bahia Vista and a TASKalfa 8000i  for Glenwood  to replace the existing machines. The new digital copiers are significantly faster and have considerably more options for staff. It will increase productivity and efficiency for our instructional staff.

COST/FUNDING SOURCE: The one-time purchase cost for the copier at Bahia Vista is $14,912.26. The annual maintenance cost will be $650.00 as opposed to the current costs of $2,167.44 annually. The overages will be also lowered from .01470 to .0065 per copy. This will create an estimated annual ongoing savings of approximately $2,000.

The one-time purchase cost for the copier at Glenwood is $16,933.75. The annual maintenance cost will be $1,915.20 as opposed to the current lease and maintenance costs of $6,688.88 annually. The overages will be also lowered from .006 to .0057 per copy. This will create an estimated annual ongoing savings of approximately $5,000.

SACS Code:

01-0000-0-6520.00-1110-1000-090-000-000 $14,912.26 BV

01-1100-0-5620.00-1110-1000-090-000-000 $650 BV

01-0000-0-6520.00-1110-1000-093-000-000 $16,933.75 GL 

01-1100-0-5620.00-1110-1000-093-000-000 $1,915.20 GL

The Board is presented with a bond consulting proposal from Urban Futures, Inc., for recommended approval. 

BACKGROUND: The District is considering placing a bond measure for both the Elementary and High School districts on the November 2015 General Election. In preparation for a potential bond election, it is necessary to receive financial planning and advisory services. 

Isom Advisers, a division of Urban Futures, Inc. was founded in 2010 and is a recognized expert in financial planning, election services, financial advisory, and continuing disclosure.  

Isom Adviser's scope of work will include:

• Review District project list and assist District in preparing a capital and financing plan
• Analyze the assessed valuation of District, calculate bonding capacity, and perform financial analysis to determine possible bond proceeds
• Create a timeline; coordinate same with bond counsel, District, and County
• Recommend proposed bond amount, issuance schedule, and projects to be funded by bond program
• Assist bond counsel in the preparation of a bond resolution including preparing ballot language and detailed bond project list
• Prepare tax rate statement and estimates of tax rates for bond program
• Assist District, as needed, to assemble bond finance team members including bond counsel and underwriter; negotiate fees for same as needed
• Analyze the bond market to determine timing, credit enhancement requirements, structure, bond amount, legal documentation requirements, rating requirements, and method of sale
• Assist District, as needed, to assemble bond finance team members including bond counsel, paying agent, trustee, and underwriter
• Prepare timeline, distribution lists, and term sheets to manage financing
• Manage bond issuance process including the coordination with other finance team members (bond counsel, paying agent, trustee, and underwriter, if needed)
• Define the proposed structure including sizing, call provisions, amortization schedule, and phasing of debt service repayment
• Review legal documents including district and county resolutions, bond purchase agreements, Preliminary Official Statement, and Official Statement
• Prepare rating agency and insurer presentation; negotiate with analysts of same
• Assist in preparation and train District members for rating agency meetings
• Analyze tax base and recommend appropriate tax structure
• For competitive sale, review Notice of Sale and Bid Form, distribute bid documents to qualified underwriters and post bid documents, monitor and verify bids on day of sale, and coordinate award of winning bid
• For negotiated sale, discuss structure and tax rate objectives with underwriter, review proposed structure and scale and make recommendations as appropriate, review fees, and review final pricing
• Review closing documents including tax opinion, arbitrage certificate, and continuing disclosure certificate
• Prepare wrap up presentation booklets to summarize bond sale
• Manage pre-closing and closing

Attend board meetings as needed to explain bond sale, legal documents, and pricing summary

Staff recommends approval of this proposal. 

Financial Planning Services:  $15,000 one-time total for both districts.

Financial Advisory Services: $65,000 per bond sale (issuance) per District

Total cost of these fees will be funded from the Bond Proceeds with no impact on the General Fund.

Approval of the proposal from Urban Futures, Inc.

The Board will consider the 2015-2016 child development contracts for approval.

BACKGROUND:   

The State of California Child Development Division issues child development program contracts on an annual basis to Districts who have school sites that have been previously awarded funding to operate Preschool programs.  The programs integrate families with school programs prior to kindergarten in order to empower literacy and life skill development of preschool aged children and their families.  Students become better prepared to enter and succeed in kindergarten

The funded sites are Bahia Vista Elementary School and San Pedro Elementary School.

The funding provided comes in the form of two contracts.  The first contract is the funding source for the Pre-K partial day program, and the second contract is for supplies specifically related to operating the program.  Funding provides for an Early Childhood Education (ECE) premit teacher at each site in a partial FTE position.  Additionally, funds are available for hourly aide positions to support the ECE teachers.

CURRENT CONSIDERATIONS:

The agenda item presents for Board consideration, the acceptance and approval of the 2015-16 contracts from the California State Preschool Program for Pre-K partial day program funding for Bahia Vista Elementary School and San Pedro Elementary School. It also includes approval and acceptance of the 2015-16 contract from the California State Preschool program for Pre-K materials & supplies at the same schools that operate the State Pre-K programs (BV & SP).

COST FUNDING/SOURCE:

The total amount of the contracts are as follows:

    State of California Partial Day preschool program:    $126,469

    State of California Pre-K supplies grant:                   $5,000

SACS Codes:  12-6105-0-8590.00-0000-0000-700-000-000 $126,469

                        12-6052-0-8590.00-0000-0000-700-000-000 $5,000

Approval of the 2015-2016 child development contracts. 

This item presents for Board approval the Independent Contractor Agreement for Special Services with the Exploratorium, Gibson and Associates, Julie McNamara, Public Works, Inc. Eric Hsu, and San Francisco State University for work with the California Math Science Partnership Grant (CaMSP) entitled iTEAMS.

Background Information:  iTEAMS is a California Math and Science Partnership (CaMSP) grant led by the San Rafael City Elementary School District in partnership with San Francisco State University, the Exploratorium, and consultant Julie McNamara, Ph.D., that will provide teacher professional development. Gibson and Associates will provide technical assistance. The grant will be evaluated and monitored by Public Works. Molly Todd is the Project Director for the CaMSP grant. 

The grant will span a three-year period, with $500,000 distribution annually. The three-year program would provide professional development to approximately 50 teachers grades 3-8 to develop skills to successfully implement integrated math and science lessons using engineering and technology activities that develop student understanding of bridges, waterways, and transportation systems. iTEAMS was designed to develop a set of curricular units for each grade that builds sequentially, with opportunity for teachers to develop content knowledge, skills, and refine their lesson delivery through a lesson-study approach. Thirty-three teachers in grades 3-5 and 6-8, from SRCS have signed letters of commitment, and one teacher from the Marin County Office of Education Special Day site, and twenty-four teachers from neighboring Dixie and Ross Valley School Districts will participate, forming a true-regional collaborative.

San Rafael City Schools extended invitations to the community to participated in the Regional Collaborative Partnership. Accepting partners include University of California, SF, California Academy of Sciences, Autodesk, San Francisco State University, Rotary Club of San Rafael, Marin Community Foundation, San Rafael Chamber of Commerce and Romberg Tiburon Center for Environmental Studies. The Regional Collaborative Partnership serves in an advisory and supportive role for the Core Partnership to extend and expand the benefits of the project’s work.  This secondary partnership provides community support, direction, and recommendations for continuous improvement. 

Exhibit A: Summary of Exhibits 

Exhibit B: The cost of the services to the Exploratorium not to exceed $66,100
01-4050-5840.00-1390-2140-700-240-000 $25,000
01-4050-5140.00-1390-2140-700-240-000 $41,100

Exhibit C: The cost of services to Gibson and Associates not to exceed $11,000
01-4050-0-5849.00-1390-2140-700-240-000

Exhibit D: The cost of services to Julie McNamara not to exceed $12,000
01-4050-0-5849.00-1390-2140-700-240-000

Exhibit E: The cost of services to Public Works, Inc. not to exceed $20,000 for year 2015-2016 and $20,000 for year 2016-2017
01-4050-5840.00-1390-2140-700-240-000

Exhibit F: The cost of services to Eric Hsu not to exceed $14,400
01-4050-0-5840.00-1390-2140-700-240-000

Exhibit G: The cost of services to San Francisco State University not to exceed $48,000
01-4050-5840.00-1390-2140-700-240-000 $25,000
01-4050-5140.00-1390-2140-700-240-000 $23,000

Approval of the Independent Contractor Agreement for Special Services with the Exploratorium, Gibson and Associates, Julie McNamara, Public Works, Inc. Eric Hsu, and San Francisco State University for work with the California Math Science Partnership Grant (CaMSP) entitled iTEAMS.

This item presents for Board approval of out-of-state travel for Katy Dunlap to attend The College Board Forum 2015, November 4-6, 2015 in Washington, DC. 

BACKGROUND: All out-of-state travel must have Board approval.

CURRENT CONSIDERATION:  The College Board Forum is the preeminent annual gathering of K–12 and higher education professionals from all areas of expertise including teachers, school counselors, college administration, outreach coordinators, financial aid administrators, legislators, policy makers and parent engagement coordinators.

The Forum offers a wealth of sessions and workshops led by experienced colleagues that focus on finding solutions to today’s most pressing education issues.

Each year, the Forum features a unique college fair in which attendees have an opportunity to meet with admission and financial aid officers from College Board member colleges and universities across the world. Attendees are able to visit, ask questions, and build partnerships with representatives from a wide range of institutions.

Attendees will:

• Build or strengthen relationships with colleagues
• Share best practices and new ideas that benefit today’s students
• Hear about new education policies and legislation
• Learn what the College Board can do for you
• Make their voices heard

The cost of travel to be covered by site funds. Estimated cost of registration and travel is $2,400. 

SACS Code: 01-1100-0-5200.00-1110-1000-700-411-120-000

Approval of out-of-state travel for Katy Dunlap to attend The College Board Forum 2015, November 4-6, 2015 in Washington, DC. 

The Board is presented with a contract from Mission Pictures for the production and editing of one video for recommended approval.

BACKGROUND:

Staff recommends approval of this agreement. 

The cos for this contract is $10, 700.  It will be split between each district (50%/50%) and funded by the LCFF (Base).

SACS Code: 01-0000-0-5840.00-0000-7180.700-280-000

Approval of the contract with Mission Pictures.

This item presents for Board approval of Outdoor Education Dates: Venetia Valley and Laurel Dell - September 21-24, 2015, Coleman and Glenwood - November 3-6, 2015, Sun Valley, Bahia Vista and San Pedro - November 17-20, 2015.  

Approval of the Outdoor Education Dates: Venetia Valley and Laurel Dell - September 21-24, 2015, Coleman and Glenwood - November 3-6, 2015, Sun Valley, Bahia Vista and San Pedro - November 17-20, 2015.  

BACKGROUND:      

Board Policy 3290 Section 1.1 states:

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

The following donation(s) was received for the San Rafael City Schools District, as follows:

CURRENT CONSIDERATIONS:    

This agenda item presents the donation(s) from the sources listed above, for Board acceptance.

COST/FUNDING SOURCE: Total of donation(s): $2,630.00

The Board will review resolutions 1653 and 1654.

BACKGROUND:      

In order to address the ongoing overcrowding across the District that has occurred over the past several years, identify and address various facilities needs at each school, and create a plan for improving the educational environment for students, the district has worked with Hibser Yamauchi Architects, Inc to develop a Master Facilities Plan that provides design options and cost estimates for each of the twelve schools in both the San Rafael City Elementary District and the San Rafael High School District. This Master Facilities Plan was developed through a comprehensive process that included input from school site staff, parents, students, neighbors, community members and central office staff at numerous meetings held over the past year throughout the District.

In order to identify funds to support the implementation of the Master Facilities Plan, it is necessary for the Board to consider raising funds through a voter approved Proposition 39 ballot measure for both Districts.

Proposition 46, approved by the voters of the State of California on June 3, 1986 (“Proposition 46”), amended Section 1(b) of Article XIIIA of the California Constitution by adding a provision that exempts from the 1% of full cash value limitation, those ad valorem taxes used to pay for debt service on any bonded indebtedness for the acquisition or improvement of real property approved on or after July 1, 1978, by two-thirds of the votes cast by voters voting on the proposition.

On November 7, 2000, the voters of California approved the Smaller Classes, Safer Schools and Financial Accountability Act (“Proposition 39”) which reduced the voter threshold for ad valorem tax levies used to pay for debt service on bonded indebtedness to 55% of the votes cast on a school district general obligation bond.

Concurrent with the passage of Proposition 39, Chapter 1.5, Part 10, Division 1, Title 1 (commencing with Section 15264) of the Education Code (the “Act”) became operative and established requirements associated with the implementation of Proposition 39; and under the provisions of Proposition 39, the District is required to establish certain performance audits, standards of financial accountability and citizen oversight that are contained in Proposition 39 and the Act.

In addition, the provisions of Proposition 39 may be used to pay for certain necessary improvements and enhancements to District educational facilities; and in accordance with Opinion No. 04-110 of the Attorney General of the State of California, the restrictions in Proposition 39 which prohibit any bond money from being wasted or used for inappropriate administrative salaries or other operating expenses of the District shall be enforced strictly by the District’s Citizens’ Oversight Committee; and, pursuant to Education Code Section 15270, based upon a projection of assessed property valuation, that the tax rate levied to meet the debt service requirements of the bonds proposed to be issued will not exceed the Proposition 39 limits per year per $100,000 of assessed valuation of taxable property; and other requirements.

CURRENT CONSIDERATIONS:    

Bond elections are used throughout the State and in Marin County to provide support for major capital improvements for public schools. The timeline to place a ballot measure on the November 2015 general election is as follows:

To secure vital funding to implement the San Rafael City Schools Master Facilities Plan, it is respectfully recommended that the Board of Education approve Resolutions No. 1653 and 1654 ordering an election and establishing specifications of the election order with attached exhibits (Exhibits A & B) to place two ballot measures on the November 3, 2015 Ballot for the General Election

COST/FUNDING SOURCE:

See attached.

Approval of resolutions 1653 and 1654.

The District's response to the 2014-2015 Marin County Grand Jury Report will be presented at the Board meeting for recommended approval. 

The San Rafael City Schools Board of Education is requested to respond in writing to the findings and recommendations of the 2014-2015 Marin Civil Grand Jury Report in accordance with Penal Code Section 933.05(f).

Governing bodies should be aware that the comment or response from the governing body must be conducted in accordance with Penal Code Section 933 (c) and is subject to the notice, agenda, and open meeting requirements of the Ralph M. Brown Act. The Brown Act requires that any action of a public entity governing body occur only at a noticed and agendized meeting. Our response is therefore being brought before the Board for action. Responses are public record.

The response to the 2014-2015 Marin Civil Grand Jury Report: Every Child Counts - English Learners in Marin County Public Schools will be presented to the Board at the July 27th regular meeting, for recommended approval.