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Regular Meeting- SRCS Board of Education
San Rafael City Schools
December 14, 2015 6:00PM
District Office - Boardroom 310 Nova Albion Way San Rafael, CA 94903

I. OPEN SESSION/ROLL CALL 5:00 PM
Quick Summary / Abstract:

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

Minutes:
In the absence of President Kertz, Vice President Knell convened the meeting to Open Session at 5:05 PM.
II. PUBLIC COMMENT on Closed Session
Minutes:
None.
III. CLOSED SESSION
Minutes:
Pursuant to Government Code Sections 54957.6 and 54957 the Board adjourned to Closed Session at 5:06 PM.
III.1. GOV. CODE 54957.6: (ESD/HSD) Conference with Labor Negotiator: Name of Agency Negotiator: Michael Watenpaugh, Robert Pasley, Chris Thomas Employee Organization/Title: SRFT, SRTA, CSEA, SUPERINTENDENTConfidential agenda item.
III.2. GOV. CODE 54957: PUBLIC EMPLOYEE APPOINTMENT: (HSD) Assistant Principal; (ESD/HSD) Director of Maintenance and OperationsConfidential agenda item.
III.3. GOV. CODE 54957 PUBLIC EMPLOYEE PERFORMANCE EVALUATION: Superintendent (ESD/HSD)Confidential agenda item.
IV. RETURN TO OPEN SESSION
Minutes:
Vice President Knell reconvened the meeting to Open Session at 6:06 PM.

Administrators in the audience were Mimi Melodia, Dr. Dan Zaich, Christina Perrino Zechinni.
V. PLEDGE OF ALLEGIANCE
Minutes:
Mimi Melodia led the Pledge of Allegiance.
VI. SPECIAL RECOGNITION
VI.1. Recognition of 2015 Board President Natu Tuatagaloa
Actions:
Motion
Passed with a motion by Linda Jackson and a second by Ms. Maika Llorens Gulati.
Vote:
Yes Linda Jackson.
Absent Rachel Kertz.
Yes Greg Knell.
Yes Ms. Maika Llorens Gulati.
Yes Natu Tuatagaloa.
Minutes:
Superinendent Watenpaugh presented trustee Natu Tuatagaloa with an engraved memento in recognition of his leadership as Board President these past 2 years, thanking him for his guidance and expertise with technology and facilities issues, and for his wise counsel and advice.
VII. STUDENT BOARD REPORTS
Minutes:
Hei-Lee Ingrande-Edwards, Madrone HS:
- The College of Marin will be offering a Counseling 133 course on the Madrone HS campus in 2016.
- All Madrone students visited the Santa Rosa Junior College campus on December 4. The bus was paid for by 10,000 Degrees.
- She reported on College and Career night.
- Final exams are this week.
VIII. PUBLIC COMMENT ON NON-AGENDIZED ITEMS (Public comment on items that appear on the agenda will be taken at the time the item is addressed by the Board.)
Minutes:
None.
IX. SPECIAL REPORT
IX.1. UPDATE: (ESD/HSD): Labor Unions: CSEA, SRTA, SRFT
Quick Summary / Abstract:
That the Board receives updates from district labor leaders: 1) CSEA 2) SRTA 3) SRFT
Minutes:
SRTA:
Molly O'Donoghue, on behalf of SRTA, inquired about the criteria for reviewing the evaluation tool for the superintendent. She noted that membership is looking forward to the superintendent joining their SRTA rep meeting tomorrow.

CSEA:
No update at this time.

SRFT:
No update at this time.
IX.2. UPDATE: (ESD/HSD) Local Control and Accountability Plan (LCAP)
Quick Summary / Abstract:

The Board will recieve any updates since the last Board meeting regarding Common Core State Standards implementation and Marin Promise data analytics. 


Minutes:
Dr. Zaich reviewed the proposed LCAP timeline and next steps. This year’s focus will be on implementation and data. Staff have been attending LCAP training meetings at MCOE and holding weekly meetings across departments, working together to identify necessary metrics.

Dr. Zaich and Ms. Perrino reviewed a process for adoption of the LCAP, and the development of an LCAP Stakeholder Task Force. Student focus groups to include the student voice will be held; identifying student reps will be important to do soon. The first Parent Advisory Committee (PAC) meeting was held last week to gather their feedback on the process. Ms. Perrino shared copies of the infographic that the PAC reviewed. Trustee Jackson noted there was nothing referencing student achievement on the inforgraphic. Trustee Knell requested that the percentage of African American students be shown as part of the breakdown of student population, and Trustee Jackson suggested the foster youth subgroup also be added. Trustee Llorens Gulati shared parent comments from the PAC: need to receive data prior to future meetings, define key metrics to measure; make sure the groups are open to the community. The LCAP Stakeholder Engagement meeting will be January 26th with others to follow.
IX.3. UPDATE: (ESD/HSD) Facilities Report
Quick Summary / Abstract:
That the Board receives any updates since the last Board meeting. 1) Master Facilities Planning
Minutes:
CBO Thomas reported:
- Staff did a great job of preparing for the big storm from this past weekend.
- A section of concrete came loose from a TL storage room wall. Testing is being done to determine structural soundness of the rest of the wall.
-- The new Director of Maintenance and Operations will be starting tomorrow. Interim Director Don Pitsenbarger is providing orientation.
-Trash compactors at San Pedro and Venetia Valley will be replaced. Staff working on strategies to address issues with filled milk containers being thrown into the compactors.
X. CONSENT AGENDA: (All items appearing on the Consent Agenda are approved in one action by the Board. Trustees, staff or members of the public may request that an item be pulled for discussion prior to Consent Agenda approval.)
Minutes:
Trustee Jackson requested items #1 and 16 be pulled for discussion.

Trustee Llorens Gulati requested item #11 be pulled for discussion.

Trustee Tuatagaloa requested items #5 and 6 be pulled for discussion.
X.1. BOARD BUSINESS: (ESD/HSD) Approval of Minutes: Regular Meeting of November 16, 2015
Quick Summary / Abstract:
Board meeting minutes are presented for approval.
Rationale:
Minutes are taken of all Board meetings as record of all actions taken by the Board. The attached minutes are being recommended by approval. 
 
Recommended Motion:

Approval of the minutes for the regular meeting of November 16, 2015. 








Actions:
Motion

Approval of the minutes for the regular meeting of November 16, 2015. 








Passed with a motion by Linda Jackson and a second by Ms. Maika Llorens Gulati.
Vote:
Yes Linda Jackson.
Absent Rachel Kertz.
Yes Greg Knell.
Yes Ms. Maika Llorens Gulati.
Yes Natu Tuatagaloa.
Minutes:
Trustee Jackson noted a correction to be made to the minutes for November 16. In the section "Future Agenda Items" her request was to receive information about MMWD rates, not a request for an agenda item.
Attachments:
November 16, 2015 Regular Meeting Minutes - REV
X.2. PERSONNEL (ESD): Approval of Elementary School District Personnel, Certificated/Classified
Quick Summary / Abstract:

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


Rationale:

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.

 
Recommended Motion:

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

Actions:
Motion

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

Passed with a motion by Linda Jackson and a second by Ms. Maika Llorens Gulati.
Vote:
Yes Linda Jackson.
Absent Rachel Kertz.
Yes Greg Knell.
Yes Ms. Maika Llorens Gulati.
Yes Natu Tuatagaloa.
Attachments:
ESD PERSONNEL ACTION 12.14.2015
X.3. PERSONNEL (HSD): Approval of High School District Personnel, Certificated/Classified
Quick Summary / Abstract:

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


Rationale:

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.  

 
Recommended Motion:

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

Actions:
Motion

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

Passed with a motion by Linda Jackson and a second by Ms. Maika Llorens Gulati.
Vote:
Yes Linda Jackson.
Absent Rachel Kertz.
Yes Greg Knell.
Yes Ms. Maika Llorens Gulati.
Yes Natu Tuatagaloa.
Attachments:
HSD PERSONNEL ACTION 12.14.2015
X.4. PERSONNEL (JOINT): Approval of Joint School District Personnel, Certificated/Classified
Quick Summary / Abstract:

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


Rationale:

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.  

 
Recommended Motion:

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

Actions:
Motion

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

Passed with a motion by Linda Jackson and a second by Ms. Maika Llorens Gulati.
Vote:
Yes Linda Jackson.
Absent Rachel Kertz.
Yes Greg Knell.
Yes Ms. Maika Llorens Gulati.
Yes Natu Tuatagaloa.
Attachments:
JOINT PERSONNEL ACTION 12.14.2015
X.5. X.4. PERSONNEL: (ESD/HSD) Approval of New Job Description for Bond Project Manager, Business Office
Quick Summary / Abstract:

The Board is presented with a new job description for a Classified Management employee, Bond Program Project Manager in the Business Office, for recommended approval.


Rationale:

BACKGROUND:   Over the past several months, staff has worked with the architectural firm of Hibser Yamaucci Associates on the development of the Maser Facilities Plan and Needs Assessment for all schools within the District. On November 5, 2015, General Obligation Bond Measures A and B were passed with the generous support of the San Rafael Community.  As the District prepares for the next steps in implementing the Master Facilities Plan using these "bond" funds, it is necessary to create a position of Bond Project Manager.  This position will be responsible for the implementation of the Master Facilities Plan as well as the oversight of the projects throughout the District funded by the two bond measures recently approved.

CURRENT CONSIDERATIONS:

In light of the success of the recent bond measures, the District will be considering various positions in order to implement the scope of work in the Master Facilities Plan that will be funded by the Bond Measures and other State and Local facilities funds. This position will play a key role in the oversight of this process and implementation of the various projects, including working with architects, environmental consultants, traffic consultants, inspectors and contractors.

This position will be funded by the Proceeds from the Sale of Bonds and will be split between both Districts.





 
Recommended Motion:
Approval of the Job Description
Actions:
Motion
Approval of the Job Description Passed with a motion by Natu Tuatagaloa and a second by Linda Jackson.
Vote:
Yes Linda Jackson.
Absent Rachel Kertz.
Yes Greg Knell.
Yes Ms. Maika Llorens Gulati.
Yes Natu Tuatagaloa.
Minutes:
At trustee Tuatagaloa's request, CBO Thomas provided additional information about the project management job description, noting this position can be charged to bond funds and does not preclude the district from hiring a construction manager. This position will report to the CBO.
Attachments:
Bond Project Manager Job Description
X.6. VIII.4. PERSONNEL: (ESD/HSD) Approval of Revised Certificated Substitute Daily Rates for the San Rafael City Schools Elementary & High School Districts
Quick Summary / Abstract:

The Board is presented with  the revised certificated substitute daily rate schedule effective January 1, 2016, for review and recommended approval.


Rationale:

San Rafael City Schools previously increased the certificated substitute daily rate from $110 to $120 per day effective July 1, 2015.

Districts across the county have continued to experience a shortage of certificated substitutes. Because of this shortage, many districts have approved one or more increases to their substitute daily rate in the 2014-2015 and 2015-2016 school years.

Staff proposes a revision of the full-day from $120 to $140 per day and the half-day rate from $60 to $70 effective January 1, 2016.


The revised certificated substitute daily rate schedule is attached as Exhibit A.


 
Financial Impact:

This represents a 15% increase in the daily rate. Any additional costs have already been included in the proposed budget for 2015-2016.


Recommended Motion:

Approval of the revised certificated substitute daily rate.

Actions:
Motion

Approval of the revised certificated substitute daily rate.

Passed with a motion by Linda Jackson and a second by Ms. Maika Llorens Gulati.
Vote:
Yes Linda Jackson.
Absent Rachel Kertz.
Yes Greg Knell.
Yes Ms. Maika Llorens Gulati.
Recuse Natu Tuatagaloa.
Minutes:
In response to trustee Tuatagaloa's questions, CHRO Pasley responded that the rate increase was determined by looking at neighboring districts in the county. A countywide committee met with the goal to get to $150 countywide. SRCS's goal is to get to $150 by next July. CBO Thomas noted that after 20 work days subs go onto the salary schedule.

There was comment from the audience noting the importance of making the effort to attract higher quality subs, sharing her view that sub quality is the #1 parent issue.

Trustee Jackson noted she needed to leave the meeting at 6:50 pm, and requested that item X.16 Ratification of the Superintendent's Contract be moved up on the agenda. Trustee Llorens Gulati seconded the request.
Attachments:
Substitute Salary Rates ESD/HSD
X.7. FINANCE: (ESD) Ratification of Warrant Register for Warrants Issued November 1, 2015 through November 30, 2015 by the San Rafael Elementary School District
Quick Summary / Abstract:

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

Rationale:

BACKGROUND;

The warrant register reflects the vendor name, date paid, amount of warrant, and budgetary account charged.

CURRENT CONSIDERATION:

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

 
Financial Impact:

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 are available for viewing in the Business Office, Room 505.

Recommended Motion:
Ratify the Elementary District warrants for November 2015.
Actions:
Motion
Ratify the Elementary District warrants for November 2015. Passed with a motion by Linda Jackson and a second by Ms. Maika Llorens Gulati.
Vote:
Yes Linda Jackson.
Absent Rachel Kertz.
Yes Greg Knell.
Yes Ms. Maika Llorens Gulati.
Yes Natu Tuatagaloa.
Attachments:
ESD Monthly Batch Reconciliation
X.8. FINANCE: (HSD) Ratification of Warrant Register for Warrants Issued November 1, 2015 through November 30, 2015 by the San Rafael Elementary School District
Quick Summary / Abstract:

The Board will consider ratification of Warrant Register for Warrants Issued November 1, 2015 through November 30 , 2015 by the San Rafael Elementary School District. 



Rationale:

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



 
Financial Impact:

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 are available for viewing in the Business Office, Room 505.



Recommended Motion:

Ratify the High School District warrants for November 2015.


Actions:
Motion

Ratify the High School District warrants for November 2015.


Passed with a motion by Linda Jackson and a second by Ms. Maika Llorens Gulati.
Vote:
Yes Linda Jackson.
Absent Rachel Kertz.
Yes Greg Knell.
Yes Ms. Maika Llorens Gulati.
Yes Natu Tuatagaloa.
Attachments:
HSD Monthly Batch Reconciliation
X.9. FINANCE: (ESD/HSD) Approval of Disposal of Obsolete Equipment/Textbooks for the San Rafael City School District Was edited within 72 hours of the Meeting
Quick Summary / Abstract:

The Board will consider the disposal of obsolete equipment from Coleman Elementary School, Terra Linda High School and Maintenance & Operations.

Rationale:

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: Coleman Elementary, Terra Linda High School and Maintenance & Operations have determined that the following equipment is obsolete.

ITEM

#

ISBN#

ESTIMATED VALUE

REASON

SITE

Tan File Cabinet

1

02909

$0

Obsolete

Coleman

Tan File Cabinet

1

06537

$0

Obsolete

Coleman

Teacher Desk

1

31442

$0

Obsolete

Coleman

Black File Cabinet

1

$0

Obsolete

Coleman

HP49G Calculators

24

$0

Obsolete

TLHS

Grizzly Drill Press Bench

1

1157

$0

Obsolete

M&O

Grizzly Drill Press Floor

1

$0

Obsolete

M&O

Grizzly Drill Press Bench

1

11501

$0

Obsolete

M&O

Grizzly Oscillating Spindle Sander

1

93527

$0

Obsolete

M&O

Grizzly Band Saw

1

203695

$0

Obsolete

M&O

Grizzly Band Saw`

1

200210

$0

Obsolete

M&O

Peck Metal Shear (Break)

1

Sep-53

$0

Obsolete

M&O

Allis Chalmers Fork Lift

1

AH0520730

$0

Obsolete

M&O



 
Financial Impact:

COST/FUNDING SOURCE: The equipment will be disposed of or recycled at no cost to the district.

Recommended Motion:

Approval of the disposal of obsolete equipment.

Actions:
Motion

Approval of the disposal of obsolete equipment.

Passed with a motion by Linda Jackson and a second by Ms. Maika Llorens Gulati.
Vote:
Yes Linda Jackson.
Absent Rachel Kertz.
Yes Greg Knell.
Yes Ms. Maika Llorens Gulati.
Yes Natu Tuatagaloa.
Attachments:
Coleman Elementary School Obsolete Equipment
M&O Obsolete Equipment
TLHS Obsolete Equipment
X.10. FINANCE:(HSD) Approval of Certified Athletic Trainer Agreement for Services from November 2, 2015 to November 2, 2016
Quick Summary / Abstract:

That the Board is presented with a Certified Athletic Trainer Agreement for recommended approval. 

Rationale:

In 2014-15, the District piloted an Athletic Trainer program for SRHS wtih Marin General Hospital in order to provide students with support in order to reduce the number and severity of injuries.  This year, the District will be partnering with Marin General Hospital to provide an Athletic Trainer for San Rafael High School, Terra Linda High School and San Rafael City Schools.  The AthleticTtrainer will evaluate injuries, concussion testing and assist in the rehabilitation of athletics who get injured.

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


 
Financial Impact:

COST/FUNDING SOURCE:The fees during the term of this agreement will not exceed $46,000.  The rate of pay is $30 per hour for weekday and $40 per hour for weekends.

The Athletic Boosters from both high schools will be funding 50% of the cost. 


SACS Code: 01-0000-0-5840.00-1130-4200-XXX-000-000

     01-9772-0-5840.00-1130-4200-XXX-000-000


Recommended Motion:
That the Board approves this agreement.
Actions:
Motion
That the Board approves this agreement. Passed with a motion by Linda Jackson and a second by Ms. Maika Llorens Gulati.
Vote:
Yes Linda Jackson.
Absent Rachel Kertz.
Yes Greg Knell.
Yes Ms. Maika Llorens Gulati.
Yes Natu Tuatagaloa.
Attachments:
Certified Athletic Trainer Agreement for Services 2015 - 2016
X.11. FINANCE: (ESD) Approval of Annual Accounting of Developer Fees for the San Rafael Elementary School District 2014-15 Fiscal Year
Quick Summary / Abstract:

The Board will review the annual accounting of the Developer Fees for the 2014-15 fiscal year for recommended approval.

Rationale:

BACKGROUND:   In accordance with Government code Section 66006 (b), the San Rafael Elementary School District must provide an annual accounting of the Capital Facilities Fund for the collection and accounting of developer fees.

Government Code Section 66006 (b) requires local agencies, including school districts, which collect developer fees, to provide an annual accounting of those fees within 180 days of the close of each fiscal year.

Each accounting must include: 

  1. A brief description of the type of fee in the account or fund;
  2. The amount of the fee;
  3. The beginning and ending balances of the account;
  4. The amount of the fees collected and the interest earned during the fiscal year;
  5. An identification of each public improvement on, which fees from the account were expended and the amount, and an identification of the percentage of the cost of the improvement that is being funded with the fees;
  6. For any improvements that are funded, but have not been completed, an identification of an approximate date of completion; and
  7. A description of each interfund transfer or loan made from the account, including the public improvement on which the transferred or loaned fees will be expended.
  8. The amount of refunds made pursuant to subdivision (e) of section 66001.

This accounting must be made available to the public within 180 days of the end of the fiscal year.  In addition, the Board of Trustees must review the information at the next regularly scheduled meeting held no earlier than 15 days after the information becomes available to the public.

The financial statements attached were completed and available for review on Monday, November 30, 2015.  They are being presented to the Board on December14th, which is 15 days from the date they were available for review by the public.

CURRENT CONSIDERATIONS:   During the 2014-15 fiscal year, the San Rafael Elementary School District levied developer fees at the following rates:

July 1, 2013 to June 30, 2014:

Residential developer fees in the amount of $2.97 per square foot of assessable space of residential construction. 

Commercial developer fees in the amount of 47 cents per square foot of covered and enclosed space of commercial/industrial construction; but subject to the District’s determination that a particular project is exempt from all or part of these fees.

Pursuant to Education Code Section 17623 and an agreement with the San Rafael

City High School District, generally only 69% of the fee specified above is distributed to the District.

These rates are the same as the rates charged in 2011-12, 2012-13, and 2014-15.

The total amount of developer fees collected for 2014-15 is $238,125.54.

The total amount of interest earnings for 2014-15 is $202.43.

The expenditures in the Capital Facilities Fund were for the following projects: 

  • A/E fees for Master Facilities Planning          $133,998.75

     Due to the significant amount of growth over the past 2 years and projected growth for the next several years, the district has begun a Master Facilities Planning process to develop plans to increase capacity and address various site facilities needs through a needs assessment.  The Board took action to hire HY Architects, Inc. who were identified through an RFP/Q process, to complete the needs assessment for all three high schools and develop designs and cost estimates for the Master Facilities Plan.  The Architectural Fees associated with this process in 2014-15 were paid for by the Capital Facilities Fund in the amount of $133,998.75. 

  • Debt Service – Interest on COPs    $0
  • Debt Service – Principle on COPs  $115,000

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 Facilities Use Fees collected and accounted for in fund 40 as the collection of Developer Fees were not adequate to fully fund the Debt Service due in 2014-15.


 
Financial Impact:

Capital Facilities Fund Balance as of June 30, 2015 was $97,300.29 (See Income Statement & Balance Sheet attached).



Recommended Motion:

Approval of annual accounting of ESD Developer Fees for the 2014-15 fiscal year.

Actions:
Motion

Approval of annual accounting of ESD Developer Fees for the 2014-15 fiscal year.

Passed with a motion by Ms. Maika Llorens Gulati and a second by Natu Tuatagaloa.
Vote:
Absent Linda Jackson.
Absent Rachel Kertz.
Yes Greg Knell.
Yes Ms. Maika Llorens Gulati.
Yes Natu Tuatagaloa.
Minutes:
CBO Thomas provided additional information regarding the acccounts charged for the master facilities plan, in response to questions from trustee Llorens Gulati.
Attachments:
ESD Capital Facilites Fund 25 Balance Sheet
ESD Capital Facilites Fund 25 Income Statement
X.12. FINANCE: (HSD) Approval of Annual Accounting of Developer Fees for the San Rafael High School District 2014-15 Fiscal Year
Quick Summary / Abstract:

The Board will review the annual accounting of the Developer Fees for the 2014-15 fiscal year for recommended approval.

Rationale:

BACKGROUND:   In accordance with Government code Section 66006 (b), the San Rafael High School District must provide an annual accounting of the Capital Facilities Fund for the collection and accounting of developer fees.

Government Code Section 66006 (b) requires local agencies, including school districts, which collect developer fees, to provide an annual accounting of those fees within 180 days of the close of each fiscal year.

Each accounting must include:

  1. A brief description of the type of fee in the account or fund;
  2. The amount of the fee;
  3. The beginning and ending balances of the account;
  4. The amount of the fees collected and the interest earned during the fiscal year;
  5. An identification of each public improvement on which fees from the account were expended and the amount, and an identification of the percentage of the cost of the improvement that is being funded with the fees;
  6. For any improvements that are funded, but have not been completed, an identification of an approximate date of completion; and
  7. A description of each interfund transfer or loan made from the account, including the public improvement on which the transferred or loaned fees will be expended.
  8. The amount of refunds made pursuant to subdivision (e) of section 66001

This accounting must be made available to the public within 180 days of the end of the fiscal year.  In addition, the Board of Trustees must review the information at the next regularly scheduled meeting held no earlier than 15 days after the information becomes available to the public.

The financial statements attached were completed and available for review on Monday, November 30, 2015.  They are being presented to the Board on December 14th, which is 15 days from the date they were available for review by the public.

CURRENT CONSIDERATIONS:   During the 2014-15 fiscal year, the San Rafael High School District levied developer fees at the following rates:

July 1, 2014 to June 30, 2015:

Residential developer fees in the amount of $2.97 per square foot of assessable space of residential construction. 

Commercial developer fees in the amount of 47 cents per square foot of covered and enclosed space of commercial/industrial construction; but subject to the District’s determination that a particular project is exempt from all or part of these fees.

Pursuant to Education Code Section 17623 and an agreement with the San Rafael High School District, the San Rafael Elementary School District and the Dixie Elementary School District, generally only 31% of the fee specified above is distributed to the San Rafael High School District.

These rates are the same as the rates charged in 2011-12, 2012-13 and 2013-14.

The total amount of developer fees collected for 2014-15 is $110,157.72.

The total amount of interest earnings for 2013-14 is $268.18.

The expenditures in the Capital Facilities Fund were for the following projects:

LCD Projectors for 2 new portable classrooms and other existing rooms converted to classrooms in order to accommodate growth in student population $18,659.92     

A/E fees for Master Facilities Planning          $49,513.75

Due to the significant amount of growth over the past 2 years and projected growth for the next several years, the district has begun a Master Facilities Planning process to develop plans to increase capacity and address various site facilities needs through a needs assessment.  The Board took action to hire HY Architects, Inc. who were identified through an RFP/Q process, to complete the needs assessment for all three high schools and develop designs and cost estimates for the Master Facilities Plan.  The Architectural Fees associated with this process in 2014-15 were paid for by the Capital Facilities Fund in the amount of $49,513.75.

Installation of 2 new classrooms portables in order to accommodate growth in student population:            $112,403.27


 
Financial Impact:

The Capital Facilities Fund 25 Balance as of June 30, 2015 is $210,111.90 (See Income Statement & Balance Sheet attached).


Recommended Motion:

Approval of the annual accounting of the HSD Developer Fees for the 2014-15 fiscal year.

Actions:
Motion

Approval of the annual accounting of the HSD Developer Fees for the 2014-15 fiscal year.

Passed with a motion by Linda Jackson and a second by Ms. Maika Llorens Gulati.
Vote:
Yes Linda Jackson.
Absent Rachel Kertz.
Yes Greg Knell.
Yes Ms. Maika Llorens Gulati.
Yes Natu Tuatagaloa.
Attachments:
HSD Capital Facilities Fund 25 Balance Sheet
HSD Capital Facilities Fund 25 Income Statement
X.13. EDUCATION SERVICES: (ESD) Approval of Memorandum of Understanding between San Rafael City Schools, Bahia Vista and Young Imaginations for Music Workshops for the 2015-2016 School Year
Quick Summary / Abstract:

This item presents for Board approval of the Memorandum of Understanding between San Rafael City Schools, Bahia Vista and Young Imaginations for music workshops for the 2015-2016 school year.

Rationale:

BACKGROUND: Arts in the schools program includes performances for all students at the end of their sessions as well as on-going opportunities for informal and/or formal collaboration between Young Imaginations, the school and community outreach. Classroom teachers will attend classes with their students and complete an assessment at the end of the program.

Young Imaginations includes the assignment of a lead arts educator and guest artist; curriculum planning; assessment of student learning;  informal and formal collaboration with school staff;  community outreach; curriculum equipment/materials for students' use in class.

CURRENT CONSIDERATION:  That the Board approve the MOU between San Rafael City Schools, Bahia Vista and Young Imaginations for music workshops for the 2015-2016 school year. Young Imaginations will provide 208 total classes of service to Bahia Vista between February - June 2016.

Exhibit A  




 
Financial Impact:

The cost of the workshops are being paid by Bahia Vista PTA.          $1,950
SCAC Budget Code: 01-9020-0-5840.00-1131-1000-090-120-000

Workshop In-Kind Donation: The Workshop shall provide services totaling $33,410 towards the 208 total Residency classes to the school.

Recommended Motion:

That the Board approves the Memorandum of Understanding between San Rafael City Schools, Bahia Vista and Young Imaginations for music workshops for the 2015-2016 school year.

Attachments:
Exhibit A
X.14. EDUCATION SERVICES: (HSD) Approval of San Rafael High School Cheerleading Team to Participate in the United Spirit Association National High School Spirit Championships, March 17-21, 2016 in Anaheim, California
Quick Summary / Abstract:

This agenda item presents for Board approval for San Rafael High School Varsity Cheerleading Team's participation in the United Spirit Association National High School Spirit Championships, March 17-21, 2016 in Anaheim, California.


Rationale:

BACKGROUND:  Board Policy 6153: Instruction: The Board of Education recognizes that school-sponsored trips are an important component of a student's development and supplement and enrich the classroom learning experience.  School-sponsored trips may be conducted in connection with the district's course of study or school-related social, educational, cultural, athletic, school band activities, or other extracurricular or co-curricular activities. 

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

No field trip shall be authorized if any student would be excluded from participation because of lack of sufficient funds.

CURRENT CONSIDERATIONS: This agenda item presents for Board approval for San Rafael High School Varsity Cheerleading Team's participation in the United Spirit Association National High School Spirit Championships, March 17-21, 2016 in Anaheim, California. The following individuals will most likely participate:

Ivonne Acuna, Katelyn Alegrie, Macie Besenty, Seleny Calderon, Madeline Delongh, Annika Greenawalt, Jenny Guillen, Zoe Hauser, Jessa Josephson, Andrea Leon, Maggie Pullinger, Hannah Reubens, Linsy Rodas, Marisol Sanches Aldana, Sophia Scarabosio, Darby Shore, Nicole Stein

Adult Chaperones: Shawna Hoch, Marcella Hauser, Erin Scarabosio, Pam Cook, Marla Besenty, Elisa Reubens, Stacy Stein, Stephanie Delongh, Allie Hoch, and Kristin Shore

Accommodations: We will be securing these accommodations through the competition company. The team will be staying at the Anaheim Hilton, 777 W. Convention Way, Anaheim , CA 92802. There will be a maximum of two cheerleaders to one adult per room ratio. Each student will have their own bed. There will be no water based activities. No student will be excluded from participation because of lack of sufficient funds.



 
Financial Impact:
There is no cost to the district. The cheerleaders will continue fundraising to offset their expenses. Any remaining costs will be voluntarily paid by the families. No competition team member will be excluded from the event due to an inability to pay.
Recommended Motion:

Approval of the annual overnight field trip to Anaheim, California for the San Rafael High School Cheerleading Team to participate in the United Spirit Association National High School Spirit Championships, March 17-21, 2016.


Actions:
Motion

Approval of the annual overnight field trip to Anaheim, California for the San Rafael High School Cheerleading Team to participate in the United Spirit Association National High School Spirit Championships, March 17-21, 2016.


Passed with a motion by Linda Jackson and a second by Ms. Maika Llorens Gulati.
Vote:
Yes Linda Jackson.
Absent Rachel Kertz.
Yes Greg Knell.
Yes Ms. Maika Llorens Gulati.
Yes Natu Tuatagaloa.
X.15. EDUCATION SERVICES: (HSD) Approval of Terra Linda High School Overnight School Sponsored Trip for Mock Trial Invitational in Carmel, California, January 15 - 17, 2016
Quick Summary / Abstract:

This item presents for Board approval of Terra Linda High School Overnight School Sponsored Trip for  Mock Trial Invitational in Carmel, California, January 15 - 17, 2016.




Rationale:

BACKGROUND: Board policy 6153 states that the Board of Education recognizes that school-sponsored trips are an important component of a student's development and supplement and enrich the classroom learning experience.  School-sponsored trips may be conducted in connection with the district's course of study or school-related social, educational, cultural, athletic, school band activities, or other extracurricular or co-curricular activities. 

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

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

Current Consideration: This item presents for Board approval for Terra Linda High School's participation in the Mock Trial Invitational at Carmel High School on January 15-17, 2016.
The purpose of this visit is to improve existing skills of presenting, arguing, improvising and memorizing in order to improve our overall performance at the County-wide Mock Trial Competition. These skills are transferrable to subjects such as English, AP Government and Drama. 

Names of Student Participants: Aspen Adams, Erin Charlton, Elena Cavender, Giulio Chiappolini, Janine Grgurina, Julian Hinojosa, Nathan Kertz, Sarai Mejia, Deborah Okpo, Dasha Savinova, Espen Scheuer, Evann Schultz, Cora Shapiro, Everett Snell, Ian Swallow, Patrick Swallow, Skyler Swann, Jeff Weiner

Names of Adult Chaperones: Alex Robins (Teacher Advisor) , Joel Gumbiner, Gordon McAuley, Ryan King, Shelley Kramer (Attorney Mentors)

Accommodations: 3 King suites sleeping 3 students each for girls (9 beds), 3 King suites sleeping 3 students each for boys (9 beds), 6 single bed rooms for adult chaperones. Each room has one king bed and two trundle beds. 

Transportation: Adult chaperones and students will drive down (permission slips will be signed for students who drive down themselves)

Tentative Itinerary: Students will meet up with adult chaperones at Terra Linda High School on Friday, 1/15/16 at 3:30 pm. All will travel together to Carmel, California and arrive around 8 pm at the Carmel Inn and Suites. Saturday, 1/16/16 will be spent competing in scrimmages and Mock Trial tournament with other schools in Carmel. Students and chaperones will check out of Carmel Inn and Suites on Sunday morning, 1/17/16 and travel back to Terra Linda. Students should arrive around 5 pm on Sunday.



 
Financial Impact:

The trip will be paid for through a combination of parental contributions and donations. No student will be excluded because of lack of funds.



Recommended Motion:

The the Board approves of Terra Linda High School Overnight School Sponsored Trip for Mock Trial Invitational in Carmel, California, January 15 - 17, 2016.




Actions:
Motion

The the Board approves of Terra Linda High School Overnight School Sponsored Trip for Mock Trial Invitational in Carmel, California, January 15 - 17, 2016.




Passed with a motion by Linda Jackson and a second by Ms. Maika Llorens Gulati.
Vote:
Yes Linda Jackson.
Absent Rachel Kertz.
Yes Greg Knell.
Yes Ms. Maika Llorens Gulati.
Yes Natu Tuatagaloa.
X.16. BOARD BUSINESS: (ESD/HSD) Ratification of Amendment to and Extension of the Superintendent's Contract through June 30, 2019
Quick Summary / Abstract:

The Board is presented with this item for ratification of the contract amendment to and extension of the superintendent's employment agreement through June 30, 2019.


Rationale:

The Board of Trustees has responsibility for hiring and evaluating the district superintendent. In July 2007, the Board of Education approved the initial employment agreement with Michael Watenpaugh, Ed.D.

Each year the Board conducts and provides the Superintendent with an annual evaluation. Based on exemplary performance, the Board has added and/or extended the Superintendent's contract of employee in 2008, 2009, 2010 and 2013. 

A copy of the contract is available upon request. 

CURRENT CONSIDERATIONS:

Based on an outstanding performance evaluation for 2014-15, the Board has approved the amendment to and extension of the Superintendent employment agreement. The term of the superintendent's contract has been extended to June 30, 2019. 




 
Recommended Motion:

Ratify the superintendent's contract amendment and extension to June 30, 2019. 


Actions:
Motion

Ratify the superintendent's contract amendment and extension to June 30, 2019. 


Passed with a motion by Natu Tuatagaloa and a second by Ms. Maika Llorens Gulati.
Vote:
Absent Linda Jackson.
Absent Rachel Kertz.
Yes Greg Knell.
Yes Ms. Maika Llorens Gulati.
Yes Natu Tuatagaloa.
Minutes:
This item was moved up on the agenda by Trustee Jackson to follow item #6.

Trustee Tuatagaloa introduced the item, noting that after the evaluation of the superintendent's performance, he and trustee Kertz, a sub-committee of the Board, entered into negotiations with the superintendent and reported to the Board.

Vice President Knell provided a summary of the amendment to the contract, noting the superintendent has had positive evaluations each of these past 8 years. He noted that Governing Board consultant Gloria Johnston facilitated the superintendent's evaluation in an open and agendized public study session. The terms of employment are a rolling 4 year contract with an extension from June 30, 2018 to June 30, 2019, a 2% increase retroactive to July 1, 2015 for an annual salary of $256,502.62, paid 50% by the elementary district ($128,251,31) and 50% by the high school district ($128,251.31). Future compensation increases are now to be tied to the compensation of other employees of the district.

Trustee Jackson thanked trustees Tuatagaloa and Kertz for leading the board through this process. She noted that Dr. Watenpaugh has worked hard to meet challenges as he has led systemic changes in an organization with an $80M budget and 7400 students; one of the largest organizations in San Rafael.

The following individuals addressed the Board on this item:
- Tania Morales, on behalf of CSEA noted that CSEA is in solidarity with SRTA and SRFT regarding concerns expressed having input to the evaluation.
-Molly O'Donoghue - suggested holding after school board meetings to allow teachers to attend.

Trustee Tuatagaloa responded to comments by explaining a 2:00 PM meeting was solely driven by board members' availability to meet. There was no intention to exclude teachers. He noted the superintendent's evaluation tool used is the same tool that many other districts in California use. He also noted that the superintendent is the employee of the Board. The Board is bringing the superintendent's salary up to par with other superintendents in the county, after years of not receiving a raise during the economic downturn. Trustee Tuatagaloa remarked the contract was negotiated using industry standard practices.

Trustee Llorens Gulati noted that Dr. Watenpaugh is one of only two senior superintendents in the county.
X.17. BOARD BUSINESS: (ESD) Approval of Agreement between Pinnacle Educators and San Rafael Elementary School District for Administrator Coaching and Support for the Period December 1, 2015 to June 30, 2016
Quick Summary / Abstract:
The Board is presented with the agreement with Pinnacle Educators for recommended approval.
Rationale:
BACKGROUND: Pinnacle Educators provides administrative professional development, consultation and coaching to site and district leaders.  All services are designed to build the capacity of the school site, the district, and/or the individual leader.  For decades, site administrators focused on the day-to-day management of the school site, its staff, students and families.  Site and district administrators must now provide instructional leadership, organizational leadership, and political leadership in addition to the day-to-day roles and responsibilities.   The implementation of the Common Core State Standards, and the shift to the Local Control Funding Formula and Local Control Accountability Plans, require a new set of skills for both site and district leaders.

Pinnacle Educators, CEO Dr. Marilyn Shepherd has served as a K-12 District Superintendent, Assistant Superintendent, Director of Student Services & Special Education, Middle School Principal, Elementary Principal, and classroom teacher.  She was named as the American Association of School Administrators Woman in School Leadership in 2012, and was selected as the Association of California School Administrators “Marcus Foster Memorial Award for Administrator Excellence”.  Dr. Shepherd has been selected by ACSA to develop and design new superintendent coaching that ACSA intends to provide all new superintendents at no cost to the district.   Recent consulting clients for Pinnacle include; Oakland Unified, North Monterey County Office of Education, King City High School district, and various independent clients. 

Dr. Shepherd will provide coaching support for the period of December 1, 2015 - June 30, 2016, to designated site and district leaders to further enhance their leadership capacity, within a trainer of trainers framework that is intended to then support other site leaders through peer support. 


Staff recommends approval of this agreement.

 
Financial Impact:
The costs of coaching support will be paid from: SACS Code: 01-9318-0-5849.00-1110-2700-700-280-000
Recommended Motion:
Approval of the agreement
Actions:
Motion
Approval of the agreement Passed with a motion by Linda Jackson and a second by Ms. Maika Llorens Gulati.
Vote:
Absent Linda Jackson.
Absent Rachel Kertz.
Yes Greg Knell.
Yes Ms. Maika Llorens Gulati.
Yes Natu Tuatagaloa.
Attachments:
Pinnacle Educators Agreement
X.18. BOARD BUSINESS: (ESD/HSD) Approval of Out-of-State Travel for Linda M. Jackson to Attend the National School Boards Association Annual Conference and Exposition in Boston MA, April 9-11, 2016
Quick Summary / Abstract:

The Board will consider approval of out-of-state travel for trustee Linda M. Jackson to attend the National School Boards Association Annual Conference in Boston, MA, April 9-11, 2016. 


Rationale:

BACKGROUND: The National School Boards Association Annual Conference and Exposition is the one national event that brings together education leaders across the nation at a time when domestic policies and global trends are combining to shape students' futures. Over 7,000 school board members, superintendents, and education leaders from across the country and around the globe gather at the annual conference to gain valuable knowledge and information in five key areas: Leadership, Advocacy, Technology and Learning, Urban school issues, and School law. Trustees gain new ideas and strategies to support student achievement through more than 200 programming sessions, workshops, speakers, site visits and exhibitors.

CURRENT CONSIDERATIONS: Trustee Jackson has expressed interest in attending the conference, bringing back what she learns about best practices and cutting-edge content to support student achievement. Staff recommends approval of this out-of-state travel request. 



 
Financial Impact:

The cost of travel to be covered by the Board conference account. Estimated cost of registration and travel is $1200. 

SAC Code:  01-0000-0-5200.00-0000-7110-700-280-000


Recommended Motion:

Approval of out-of-state travel for trustee Linda M. Jackson to attend the National School Boards Association Annual Conference in Boston, MA, April 9-11, 2016. 


Actions:
Motion

Approval of out-of-state travel for trustee Linda M. Jackson to attend the National School Boards Association Annual Conference in Boston, MA, April 9-11, 2016. 


Passed with a motion by Linda Jackson and a second by Ms. Maika Llorens Gulati.
Vote:
Yes Linda Jackson.
Absent Rachel Kertz.
Yes Greg Knell.
Yes Ms. Maika Llorens Gulati.
Yes Natu Tuatagaloa.
XI. DISCUSSION/ACTION SESSION
XI.1. FINANCE: (ESD/HSD) Approval of Receipt of Donations to San Rafael City Schools District Was edited within 72 hours of the Meeting
Quick Summary / Abstract:

The Board will review the donations for approval.

Rationale:

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

Donor

Item/Purpose

Site

Amount

Dorothy Bentley & Marshall Bentley

Walker Creek

San Pedro

$100

Vatche Kalfayan & Julie Kalfayan

Walker Creek

San Pedro

$100

Martha McNear

Walker Creek

San Pedro

$300

Carlene Searway

4th Grade CA Mission Models

San Pedro

$500

DMS PTA

Cross Country Stipend

DMS

$600

DMS PTA

School Supplies, Special Projects, etc.

DMS

$20,000

Irene Riethmeier

Music Department Guitar Program

TLHS

$375

Maluganis Tire Center

Waterpolo Balls & Suits

TLHS

$100

Thelma Argueta

Campus Beautification Fund

TLHS

$100

Regis Amann

Campus Beautification Fund

TLHS

$50

S.P. Bonner

Campus Beautification Fund

TLHS

$100

Susan Boreliz

Campus Beautification Fund

TLHS

$500

FA Family Trust

Campus Beautification Fund

TLHS

$2,000

Mary Faria

Campus Beautification Fund

TLHS

$50

Mavia Freitas

Campus Beautification Fund

TLHS

$40

Marie Louise Nelson

Campus Beautification Fund

TLHS

$25

Lorraine Ocheltree

Campus Beautification Fund

TLHS

$100

Diane Pourroy

Campus Beautification Fund

TLHS

$50


CURRENT CONSIDERATIONS: 

This agenda item presents the donations from the sources listed above, for recommended Board acceptance.



 
Financial Impact:

COST/FUNDING SOURCE: Total of donations: $25,090.00


Recommended Motion:

Acceptance of the donations.

Actions:
Motion

Acceptance of the donations.

Passed with a motion by Natu Tuatagaloa and a second by Ms. Maika Llorens Gulati.
Vote:
Absent Linda Jackson.
Absent Rachel Kertz.
Yes Greg Knell.
Yes Ms. Maika Llorens Gulati.
Yes Natu Tuatagaloa.
XI.2. FINANCE: (ESD) Approval of the San Rafael City Elementary School District Budget Revision #1 and the First Interim Report for 2015-16
Quick Summary / Abstract:

The Board will receive a report on Budget Revision #1 and the First Interim Report for 2015-16 for the Elementary District.

Rationale:

BACKGROUND:   The First Interim Report is the first of two interim budget reports required by AB 1200, which was passed into law in 1991 and became effective on January 1, 1992.  AB 1200 was enacted to establish a process of fiscal monitoring to ensure fiscal solvency for school districts and county offices.  Districts are required by Education Code 42130 to submit a report on their financial status as of October 31.  The purpose of this report is to determine an appropriate certification to the State of California regarding the District’s ability to meet its financial obligations for the current and two subsequent fiscal years.  The Marin County Office of Education is responsible for either accepting or changing the District’s certification (positive, qualified or negative).  Once the County Office completes their review, they forward to the California Department of Education, a report confirming the certification of each District in the county.

In addition, the Working Budget for all funds is monitored on a regular basis and adjusted for any new or additional information that becomes available. Budget revisions are taken to the Board of Education on a regular basis for review and approval.  Included in the attached budget assumptions are details on some of the significant changes between the Adopted Budget and Budget Revision #1.  In addition, they include detailed assumptions for the Multi-Year projections for the General Fund.  The forms included in the first Interim Report are as follows: 

  • Form 01 - General Fund
  • Forms 11-51 – Other Funds
  • Form AI – Average Daily Attendance
  • Form MYPI – Multi-Year Projections
  • Form CASH – Cash Flow Worksheet
  • Form  CSI – Criteria & Standards Review
  • Form TRC – Technical Reviews

    Budget Revision #1 includes a revision for the General fund and all of the Other Funds.  All of the ending fund balances are projected to be positive and include the following funds: 

  • Child Development Fund 12
  • Cafeteria Fund 13
  • Deferred Maintenance Fund 14
  • Special Revenue Fund for Post-Employment Benefits 20
  • Building Fund 21
  • Capital Facilities Fund 25
  • Special Reserve Fund for Capital Outlay Projects Fund 40 (Facilities Use and New-Prop 39 funds)
  • Bond Interest and Redemption Fund 51

CURRENT CONSIDERATIONS:   As the First Interim Report and Multi-year Projections indicate, San Rafael City Elementary School District will be able to meet its financial obligations for the current year and two subsequent years.  This agenda item presents for Board authorization, the approval of Budget Revision #1 and the First Interim Report for the 2015-16 Fiscal Year with a positive certification.

FINANCIAL IMPLICATIONS:  In compliance with GASB 54, the components of the ending fund balance are as follows:

    Non-spendable

Revolving Cash                                          $       2,500

            Stores Inventory                                         $              0

            Prepaid Expenditures                                 $              0

    Restricted                                                              $     32,787

    Committed                                                             $              0

    Assigned (Board Designated)

Cash Flow Contingency                                $1,100,000  Contingency

Contingency CCSS/SB Assessment             $1,300,000  Contingency

    Unassigned/Unappropriated

Reserve for Economic Uncertainties             $2,650,988 5% Reserve

Available Balance over Reserves                  $4,367,524

Total Ending Fund Balance                           $9,453,799 




 
Financial Impact:

FINANCIAL IMPLICATIONS:  In compliance with GASB 54, the components of the ending fund balance are as follows:

    Non-spendable

Revolving Cash                                           $       2,500

            Stores Inventory                                         $              0

            Prepaid Expenditures                                 $              0

    Restricted                                                              $     32,787

    Committed                                                             $              0

    Assigned (Board Designated)

Cash Flow Contingency                               $1,100,000  Contingency

Contingency CCSS/SB Assessment             $1,300,000  Contingency

    Unassigned/Unappropriated

Reserve for Economic Uncertainties             $2,650,988 5% Reserve

Available Balance over Reserves                  $4,367,524

  Total Ending Fund Balance                           $9,453,799 


Recommended Motion:

Approval of the San Rafael City Elementary School District Budget Revision #1 and the First Interim Report for 2015-16.

Actions:
Motion

Approval of the San Rafael City Elementary School District Budget Revision #1 and the First Interim Report for 2015-16.

Passed with a motion by Natu Tuatagaloa and a second by Ms. Maika Llorens Gulati.
Vote:
Absent Linda Jackson.
Absent Rachel Kertz.
Yes Greg Knell.
Yes Ms. Maika Llorens Gulati.
Yes Natu Tuatagaloa.
Minutes:
Prior to the discussion of item X1.2, the Board recognized Dr. Zaich who introduced the newly appointed Terra Linda HS assistant principal Rob Celli.

CBO Thomas reviewed the fiscal status of the ESD as of October 31, 2015:

For the unrestricted in the ESD, she reviewed revenue comparisons year to year, ADA projections, and enrollment projections from 99/00 to the current month. Enrollment is beginning to level out in out years; assuming flat Kindergarten enrollment. In response to questions from trustee Llorens Gulati, Ms. Thomas noted that no significant decline in enrollment is foreseen.

LCFF is less than it was at the adopted budget because of a drop in gap funding. Ms. Thomas pointed out that the district only loses about 2% in funding due to holiday absences.

She reviewed an increase in transportation costs, special education contribution, Chromebook costs, utility costs, field trip transportation, tree removal costs, and copier costs.

In the restricted budget, she reviewed the educator effectiveness grant which will be coming for approval to the Board in January/February. She responded to Trustee Tuatagaloa's questions regarding carryover in mental health.

Ms. Thomas reviewed revenues over expenditures and reported that the district has a positive cash flow and is fiscally solvent in multi-year projections, recommending a positive certification at 1st Interim.
Attachments:
ADA Projections
Certifications
Comparative Spreadsheets
Enrollment Projections
Form A
General Fund
LCFF Summary -ESD
Multi-Year Projections
Narrative and Budget Assumptions-ESD
Table of Contents
The Marin Common Message
XI.3. FINANCE: (HSD) Approval of the San Rafael City High School District Budget Revision #1 and the First Interim Report for 2015-16
Quick Summary / Abstract:

The Board will receive a report on the San Rafael High School District Budget Revision #1 and First Interim Report for the 2015-16 Fiscal Year for approval.

Rationale:

BACKGROUND:   The First Interim Report is the first of two interim budget reports required by AB 1200, which was passed into law in 1991 and became effective on January 1, 1992.  AB 1200 was enacted to establish a process of fiscal monitoring to ensure fiscal solvency for school districts and county offices.  Districts are required by Education Code 42130 to submit a report on their financial status as of October 31.  The purpose of this report is to determine an appropriate certification to the State of California regarding the District’s ability to meet its financial obligations for the current and two subsequent fiscal years.  The Marin County Office of Education is responsible for either accepting or changing the District’s certification (positive, qualified or negative).  Once the County Office completes their review, they forward to the California Department of Education, a report confirming the certification of each District in the county.

In addition, the Working Budget for all funds is monitored on a regular basis and adjusted for any new or additional information that becomes available. Budget revisions are taken to the Board of Education on a regular basis for review and approval.  Included in the attached budget assumptions are details on some of the significant changes between the Adopted Budget and Budget Revision #1.  In addition, they include detailed assumptions for the Multi-Year projections for the General Fund.

The forms included in the first Interim Report are as follows: 

  • Form 01 - General Fund
  • Forms 11-51 – Other Funds
  • Form AI – Average Daily Attendance
  • Form MYPI – Multi-Year Projections
  • Form CASH – Cash Flow Worksheet
  • Form  CSI – Criteria & Standards Review
  • Form TRC – Technical Reviews

    Budget Revision #1 includes a revision for the General fund and all of the Other Funds.  All of the ending fund balances are projected to be positive and include the following funds: 

  • Adult Education Fund 11
  • Cafeteria Fund 13
  • Deferred Maintenance Fund 14
  • Special Revenue Fund for Post-Employment Benefits 20
  • Building Fund 21 (Redevelopment funds and facilities use)
  • Capital Facilities Fund 25
  • Special Reserve Fund for Capital Outlay Projects Fund 40 (New-Prop 39 funds)
  • Bond Interest and Redemption Fund 51

CURRENT CONSIDERATIONS:   As the First Interim Report and Multi-year Projections indicate, San Rafael City High School District will be able to meet its financial obligations for the current year and two subsequent years.  This agenda item presents for Board authorization, the approval of Budget Revision #1 and the First Interim Report for the 2015-16 Fiscal Year with a positive certification.

FINANCIAL IMPLICATIONS:  In compliance with GASB 54, the components of the ending fund balance are as follows:

    Non-spendable

Revolving Cash                                          $       5,500

            Stores Inventory                                         $              0

             Prepaid Expenditures                               $              0

    Restricted                                                              $              2

    Committed                                                             $              0

    Assigned (Board Designated)

Cash Flow Contingency                               $1,100,000  Contingency

Contingency CCSS/SB Assessment             $              0  Contingency

    Unassigned/Unappropriated

Reserve for Economic Uncertainties             $3,445,941 10% Reserve

Available Balance over Reserves                  $1,072,218

Total Ending Fund Balance                            $5,623,661 $1 variance due to rounding





 
Financial Impact:

FINANCIAL IMPLICATIONS In compliance with GASB 54, the components of the ending fund balance are as follows:

    Non-spendable

Revolving Cash                                          $       5,500

             Stores Inventory                                            $              0

             Prepaid Expenditures                                    $              0

    Restricted                                                              $              2

    Committed                                                             $              0

    Assigned (Board Designated)

Cash Flow Contingency                               $1,100,000  Contingency

Contingency CCSS/SB Assessment             $              0  Contingency

    Unassigned/Unappropriated

Reserve for Economic Uncertainties             $3,445,941 10% Reserve

Available Balance over Reserves                  $1,072,218

Total Ending Fund Balance                            $5,623,661 $1 variance due to rounding




Recommended Motion:

Approval of the San Rafael High School District Budget Revision #1 and First Interim Report for the 2015-16 Fiscal Year.

Actions:
Motion

Approval of the San Rafael High School District Budget Revision #1 and First Interim Report for the 2015-16 Fiscal Year.

Passed with a motion by Natu Tuatagaloa and a second by Ms. Maika Llorens Gulati.
Vote:
Absent Linda Jackson.
Absent Rachel Kertz.
Yes Greg Knell.
Yes Ms. Maika Llorens Gulati.
Yes Natu Tuatagaloa.
Minutes:
CBO Thomas highlighted differences from the ESD report. Free and reduced and EL growth in the HSD are driving a higher LCFF calculation which is going up faster than local property taxes. Enrollment trends and projections indicate continued growth in the HSD.

Secure taxes are coming in just over 6%. She highlighted changes in salaries, utilities, athletic trainer costs, and capital equipment expenses. In response to questions from trustee Tuatagaloa regarding the differences in the 5900 account in ESD and HSD, she noted that staff will look into it.

Ms. Thomas noted the impact growth is having in the unrestricted budget, with a jump from $510K to $1.2M in overspending. She reviewed ADA is up 24 from projections. She noted that maintaining a positive cash flow has been challenging, noting that next year the district may have to consider short-term borrowing through a TRANs. She responded to questions from trustee Knell regarding the affects of a potential reserve cap.

Ms. Thomas highlighted the impact growth is having on district reserves.

Staff recommend a positive certification of the HSD at 1st Interim.
Attachments:
1st Interim LCFF Summary
Enrollment Projections and ADA
Narrative and Budget Assumptions
Table of Contents
XII. CONFERENCE SESSION
XII.1. Report Out Action from Closed Session
Minutes:
Vice President Knell reported Closed Session action taken:

The Board voted 4-0-1 to approve the appointment of Rob Celli as Terra Linda HS Assistant Principal, by the following vote:
Linda M. Jackson - Yes
Greg Knell - Yes
Maika Llorens Gulati - Yes
Natu Tuatagaloa - Yes

Rachel Kertz - Absent

The Board voted 4-0-1 to approve the appointment of David Pedroli as Director of Maintenance and Operations, by the following vote:
Linda M. Jackson - Yes
Greg Knell - Yes
Maika Llorens Gulati - Yes
Natu Tuatagaloa - Yes

Rachel Kertz - Absent
XII.2. Agenda Items for Future Meetings
Minutes:
Trustee Tuatagaloa requested a copy of the revised list of items for future meetings be provided to the Board.

Vice President Knell noted he will send an email to the Board President and superintendent regarding the necessity to organize a study session on the new law on school district organization.
XII.3. Board Member Reports
Minutes:
Natu Tuatagaloa:
- He attended the SRHS sports banquet.
- He participated in the Governance Team workshop on Dec. 7th.
- He attended a facilities meeting.
- He joined a campaign wrap up luncheon.
- He met recently with Dr. Watenpaugh and County Supervisor Damon Connelly.
- He attended a meeting regarding next steps for the bond.

Maika Llorens Gulati:
- She has been working on coordinating an event with trustee Jackson and Director of English Learner Programs Oscar Medina regarding how schools work in the US for parents.
- She attended the CSBA conference in San Diego; the general session speaker Pedro Nogera's talk about equity, the Latino School Board members luncheon, and a session regarding equity task forces for disricts.
- She participated in the December 7th Board workshop; trustees agreed to finish the equity plan for the district.
- She attended the Dec. 9th LCAP PAC meeting at Bahia Vista.
- She visited Davidson and San Rafael HS.
- She attended a Latino Chamber of Commerce luncheon.

Greg Knell:
- He attended two recent JLAC meetings where the reserve cap has been the topic.
- He has been working to get a social host ordinance for Marin County; adding marijuana and prescription drugs.
- He attended the CSBA convention in San Diego.
- He is the first school trustee to be invited to join the Healthy Marin Partnership which sets priorities in health for Marin County; drug use and lack of proper education about drugs is a dangerous health situation in Marin.
- He joined a meeting with Public Works and the Pt. San Pedro committee where they discussed adding 4 signs to the road, extending the hours of when the speed limit is enforced, restoring parking west of the school driveway, and the return of transit to San Pedro school.
XII.4. Superintendent's Activity Report
Minutes:
Superintendent Watenpaugh reported:
- He attended a meeting with the district calendar committee. The committee discussed adjusting the school calendar for 16-17 to align with other districts in the county for winter, mid-winter and spring breaks.
- He attended CSBA with 4 trustees where he gained information about organizations that work on facilities projects. Opterra Energy will complete an onsite assessment to save energy and money for the district.
- He attended the Board workshop on Dec. 7th where the Board conducted a self-evaluation.
- He met recently with members of the Santa Venetia neighborhood and with Supervisor Damon Connelly on the topic of the MacPhails property.
- He met recently with county superintendent Mary Jane Burke and Don Jen and Marcia Quinones of the Marin Community Foundation regarding grant funds for wraparound services for students in middle grades; up to $3M.
- Staff met recently to discuss employee recruitment planning in the new year.
- He attended the LCAP PAC meeting on Dec. 9th.
- He joined a meeting at San Rafael HS regarding a joint use project for the soccer fields.
- He met recently with the city manager and police chief regarding an SRO shortage and the impacts.
- He met with San Pedro principal Mimi Melodia and DMS principal Bob Marcucci this month.
XII.4.1. Williams Quarterly Report - October to December, 2015
Minutes:
Superintendent Watenpaugh reported there were no complaints this quarter.
XIII. READJOURNMENT to Closed Session (if necessary)
XIV. NEXT REGULAR MEETING - January 11, 2016
XV. ADJOURNMENT (and Closed Session Report Out, if necessary): 9:00 P.M. (approximate time)
Minutes:
There being no further business Vice President Knell adjourned the meeting at 8:10 PM.
12/14/2015 5:05:00 PM ( Original )
PresentLinda Jackson
AbsentRachel Kertz
PresentGreg Knell
PresentMs. Maika Llorens Gulati
PresentNatu Tuatagaloa

The resubmit was successful.