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Regular Meeting - SRCS Board of Education
San Rafael City Schools
February 11, 2019 5:00PM
Central Services - Boardroom 310 Nova Albion Way San Rafael, CA 94903

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

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



II. PUBLIC COMMENT on Closed Session
III. CLOSED SESSION
III.1. GOV. CODE 54957.6: (ESD/HSD) Conference with Labor Negotiator: Name of Agency Negotiator: Michael Watenpaugh, Amy Baer Employee Organization/Title: SRFT, SRTA, CSEAConfidential agenda item.
III.2. GOV. CODE 54957: (ESD/HSD) Public Employee Performance Evaluation: Title: SuperintendentConfidential agenda item.
IV. RETURN TO OPEN SESSION - 6:00 PM (approximate time)
V. PLEDGE OF ALLEGIANCE
VI. STUDENT BOARD REPORTS
VII. 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.)
VIII. SPECIAL REPORT
VIII.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
VIII.2. PRESENTATION: (ESD/HSD) Report on the Progress of the Implementation of Instructional Rounds in San Rafael City Schools
Quick Summary / Abstract:

Deputy Superintendent, Mayra Perez and Director of Secondary Education, Kevin Kerr will be reporting on the progress of the implementation of Instructional Rounds in San Rafael City Schools.


Attachments:
Harvard Usable Knowledge
Instructional Rounds Board Presentation
IX. CAPITAL FACILITIES PROGRAM CONSENT AGENDA: (ESD/HSD) (All items appearing on the Capital Facilities Program 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 Capital Facilities Program Consent Agenda approval.)
IX.1. CAPITAL FACILITIES PROGRAM: (HSD) Approval of Modification to Independent Consultant Agreement for Project Inspection Services for San Rafael High School Madrone, Administration, Commons, Kitchen (MACK) Projects - New Era School Inspections
Quick Summary / Abstract:

The Board is presented with a modification to the Independent Consultant Agreement with New Era School Inspections for Class 1 Project Inspection Services for the San Rafael High School Madrone, Administration, Commons, Kitchen (MACK) Projects.




Rationale:

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

Background:

The Capital Facilities Team is recommending New Era School Inspection (NESI) based on the criterion of background experience with DSA certification for Class 1 and Class 2 Project Inspection..  NESI has extensive experience with DSA processes and procedures and will interpret current regulations within the California Administrative Code of Regulations, Title 24, which provides the required code-prescribed method for compliant communication, and documentation of construction inspection and materials testing.

NESI was recommended and approved by the Board of Education for Class 2 project inspection services on the Terra Linda High School Innovations Hub Project.

DSA has four classes of inspectors.  Class 1 inspectors are the highest rank and are authorized to inspect any DSA project.  Class 2 inspectors can inspect wood framed buildings (no concrete or steel buildings) as well as any class 2, 3, or 4 project.  Class 3 inspectors are authorized to inspect any modernization project, small building project and non-structural work, as well as any class 3, or 4 project.  Class 4 inspectors are authorized to inspect single story relocatable structures and related site work only.

Current Considerations:

This item includes proposed Class 1 Project Inspection services for the San Rafael High School MACK Projects.

The proposal for Project Inspection Services for the MACK Project is based on a 21 month schedule for a Class 1 Inspector with a Not to Exceed amount of $20,000 per month.  Please note, DSA may require an Assistant Inspector on projects exceeding $15 million (DSA Interpretation of Regulations A-12).  If DSA requested, NESI will submit a subsequent proposal for such services.

San Rafael High School Project Inspection Services budget information is below:

San Rafael High School MACK Project

Object Code

Budget/Contract

BOE Approval

Amount

Site(s) or Project

6220

Inspection Services

Budget (s)

Madrone

$270,000

SRHS MACK

 

Admin, Commons, Kitchen Projects

$270,000

Total

$540,000

Contract(s)

 

 

New Era School Inspections

2/11/2019

$420,000

Total Contracts

 

$420,000

Total Remaining in Budget Item 6220

 

$120,000

 



 
Financial Impact:

$420,000.  Funded from the Measure B Bond and is within budget for project inspection services. 

21-9010-0-6220-00-0000-8500-501-000-482 (Madrone) - $168,000

21-9010-0-6220-00-0000-8500-410-000-483 (SRHS Admin, Kitchen, Commons) $252,000



Recommended Motion:

Approval of the Modification to Independent Consultant Agreement with New Era School Inspections for Project Inspection Services for the San Rafael High School Madrone, Administration, Commons, Kitchen Projects. 




Attachments:
Madrone Budget
New Era Inspections Modification No. 1
New Era Inspections Proposal
SRHS Admin Commons Kitchen Budget
IX.2. CAPITAL FACILITIES PROGRAM: (HSD) Approval of Supplemental Agreement No. 9 to Master Agreement for Additional Design, Engineering, and Architectural Services for San Rafael High School – Madrone, Administration, Commons, Kitchen Project - Hibser Yamauchi Architects, Inc.
Quick Summary / Abstract:

Staff seeks review and approval from the Board of Education for the issuance of Supplemental Agreement No. 9 to the District’s Master Agreement for additional Design, Engineering, and Architectural Services with Hibser Yamauchi Architects, Inc. (HY).

The purpose of this modification is to provide additional Structural Engineering services for the San Rafael High School Madrone, Administration, Commons, Kitchen (“MACK”) Project to include the design and engineering for helical anchors as a schedule and cost saving alternative to the original building design using drilled concrete pier foundations.



Rationale:

The Capital Facilities Team learned that Alten Construction (the Contractor), had great success and cost savings with the construction of the San Rafael Fire Station using a helical anchor system.  This option of using helical anchors on the MACK Project foundation has been determined to have potential schedule and cost benefits as well as a reduction in the risk of delays due to unforeseen underground conditions.

Background: 

Effective August 22, 2016, the District entered into a Master Agreement for Architectural Services with Hibser Yamauchi Architect, Inc. (“Master Agreement”) for the provision of architectural services to the District for projects under the District’s Measure A and Measure B bond program (“Program”) including San Rafael High School.  Under this Master Agreement, specific program projects are assigned by executing a Supplemental Agreement for each specific project.  Each Supplemental Agreement identifies the specific project scope, architect fee, schedule, number of required meetings, and other details unique to that project.  The terms and conditions of each Supplemental Agreement complement the existing Master Agreement, which is still in effect. 

Current Considerations:

The MACK Building was originally designed using drilled concrete pier foundations per an initial report and recommendation from the geotechnical engineer.  After discussions among the Capital Facilities Team, HY Architects, and the Contractor, the option of using helical anchors was determined to have significant cost and schedule advantages as well as a reduction in the risk of delays due to unforeseen underground conditions. 

Additional services will include the partial redesign of the foundations system, assistance with obtaining Division of State Architect (DSA) approval, and additional administrative support.  If the helical anchors encounter underground obstructions, additional anchors may be required to meet structural loading requirements. 

The Hibser Yamauchi Architects, Inc. contract history at San Rafael High School Madrone, Administration, Commons, Kitchen is outlined below:

Contract/Increment

BOE Approval

Amount

Project

MACK Architect (6210) Budget


$2,567,564


Master Agreement

8/22/2016



Supp. Agree No. 1 – District Standards

11/11/2016

T&M


Supp. Agree No. 5 – Design Services

Madrone - $547,900

Administration, Commons, Kitchen - $1,900,025

7/24/2017

$2,447,925

SRHS Madrone, Admin, Commons, Kitchen

Supp Agree No. 9 – Design and Engineering for Helical Anchor (Foundation)

2/11/2019

$40,250

SRHS Madrone, Admin, Commons, Kitchen

Total Contracts, including this Supplemental Agreement


$2,488,175


Balance

$79,389




 
Financial Impact:

The proposed cost of this Modification to the HY contract is $40,250 and will be funded from the District’s Measure B Bond Funds. 

Budget/SACS Code: 

21-9010-0-6210-00-0000-8500-501-000-482 (Madrone) – $10,062.50

21-9010-0-6210-00-0000-8500-410-000-483 (Admin, Commons, Kitchen) - $30,187.50

 



Recommended Motion:

Approval of Supplemental Agreement No. 9 to the Master Agreement of HY Architects, Inc.




Attachments:
Hibser Yamauchi Proposal
HY Supplemental Agreement No. 9
Madrone Budget
SRHS Admin Commons Kitchen Budget
IX.3. CAPITAL FACILITIES PROGRAM: (ESD) Approval of Modification No. 2 to Independent Consultant Agreement for Renewable Energy Systems Consultation Services - SAGE Renewables
Quick Summary / Abstract:

Staff seeks review and approval from the Board of Education for Modification No. 2 to the Independent Consultant Agreement with SAGE Renewables (“SAGE”).  This proposal includes service support for the following:  Evaluation and Vendor Selections; Contracting Support; Design Review; assistance with Commissioning and Verification; and Performance Management of renewable energy systems at Bahia Vista Elementary School and Sun Valley Elementary School.

The purpose of this modification is to provide the SRCS District with the support services to order and install renewable energy systems.




Rationale:

Background:

As a part of the Capital Facilities Program, San Rafael City Schools (SRCS) circulated a Request for Qualifications and Proposals (“RFQ/P”) for Energy Consulting Services for the Procurement of Renewable Energy Projects at school sites involved in the Bond Measures A & B Programs.  The District selected SAGE.

Subsequently, the Board of Education approved a modification to the Independent Consultant Agreement with SAGE for the preparation and submission of mandatory utility-specific Net Energy Metering (“NEM”) Interconnection applications. This was in response to the California Public Utility Commission (“CPUC”) decision requiring commercial solar PV customers to file interconnect applications by December 25, 2017 in order to be grandfathered in on existing Time of Use periods. 

Current Considerations:

The support services required at this time involve the following:  Proposal Evaluation and Vendor Selections; Contracting Support; Design Review; assistance with Commissioning and Verification; and Performance Management. 


The Prop 39 contract history is outlined below:


Bond Measure A

Bond Measure B

Prop 39 Budget

$350,000

$470,000

SAGE Independent Consultant Agreement – Energy Consulting Services – Procurement of Renewable Energy Projects

$31,750

$31,750

SAGE Contract Modification No. 1 – Preparation and submission of mandatory interconnection applications

$4,800

$4,800

ReGreen Inc. – Interior and Exterior Lighting Retrofits – Venetia Valley K-8 Schools

$32,753

0

Total Current Prop 39 Contracts

$69,303

$36,550

SAGE Contract Modification No. 2 – Support Services with Supply and installation of solar renewable energy systems at Bahia Vista and Sun Valley

$84,000

0

Total Prop 39 Contracts Including this Contract

$153,303

$36,550

Remaining Balance including Modification No. 2

$196,697

$433,350

 
Financial Impact:

$84,000.  Funded from the Measure A Bond Prop 39 Funds and is within anticipated budget for such projects.

*Tasks will be completed on a time-and-materials (T&M) basis with a Not to Exceed (NTE) limit(Table 1).

Table 1

Task

Not to Exceed Amount

Task 4

Proposal Evaluation and Vendor Selection

$12,000

Task 5

Contracting Support

$12,000

Task 6

Design Review and Assistance

$18,000

Task 7

Construction Support

$18,000

Task 8

Commissioning and Verification

$9,000

Task 9

Year 1 Performance Management

$15,000

Total

$84,000


 



 

 

 

 

 

 

 





Recommended Motion:

Approval of Modification No. 2 to Independent Consultant Agreement with SAGE Renewables for the Proposal Evaluation and Vendor Selections; Contracting Support; Design Review; assistance with Commissioning and Verification; and Performance Management of solar renewable energy systems at Bahia Vista Elementary School and Sun Valley Elementary School.



Attachments:
SAGE Modification No. 2
SAGE Proposal
IX.4. CAPITAL FACILITIES PROGRAM: (ESD/HSD) Ratification of Small Construction Contracts Associated with the San Rafael City Schools Bond Measures A and B Projects
Quick Summary / Abstract:

The Board is presented with a list of authorized small construction contracts associated with Bond Measures A and B Projects, that require Board ratification.




Rationale:

In order to maintain construction schedules, it is anticipated that small supplemental construction contracts (under $15,000) will be necessary during the San Rafael City Schools Bond Program. Such contracts are timely and may require immediate district approval for execution.

 Background/Current Considerations:

The Senior Director and Capital Facilities Team and Construction Managers anticipate the necessity for last minute smaller construction contracts throughout the Bond Measures A and B Programs.  The Board may expect future items similar to this for each capital program building project, which will require board ratification.

The Capital Facilities Team approved the below three (3) small construction contracts that required immediate approval in order to maintain the construction schedule for the associated project(s).

Contract

Project(s)

Contract Date

Amount

Description

Alten Construction

Laurel Dell Main, Venetia Valley, San Pedro

1/25/2019

$5,390.95

Receipt and installation of Gaga Pit materials purchased by San Rafael City Schools for three (3) elementary schools.

Alten Construction.

Venetia Valley Elementary School

1/25/2019

$4,935.12

Installation of gravel pedestrian path for student use through adjacent neighboring property in order to alleviate walking through mud.

O’Rourke Electric, Inc.

SRHS – Transitional Housing

12/13/2018

$4,604.40

Provide and install conduit, wire boxes and associated components for relocation of two (2) kilns from breezeway into portable classroom building.

Chavan & Associates

Bond Measures A and B Projects

2/4/2018

5,000.00

Financial review services of vendor pre-qualification packages through June 2019.




 
Financial Impact:

The cost of this ancillary work is within planned budgeting and is funded from the District’s Measures A and B bond funds.  This work will be funded from the appropriate project budgets applicable to the work performed. 



Recommended Motion:

Ratify Small Construction Contracts Associated with the San Rafael City Schools Bond Measures A and B Projects  

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.)
X.1. BOARD BUSINESS: (ESD/HSD) Approval of Minutes of the Special and Regular Board Meetings of January 14, 2019, the Regular Meeting of January 28, 2019, and the Special Meetings for Closed Session of February 5, 2019 and February 7, 2019
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 for approval. 

 
Recommended Motion:

Approval of Minutes of the Special and Regular Board Meetings of January 14, 2019, the Regular Meeting of January 28, 2019, and the Special Meetings for Closed Session of February 5, 2019 and February 7, 2019.




















































Attachments:
Minutes - February 7, 2019 Special Closed Session
Minutes - January 14, 2019 Regular Board Mtg
Minutes - January 14, 2019 Special Study Session
Minutes January 28, 2019 Regular Board Mtg
Minutes- February 5, 2019 Special Closed Session Mtg
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.

Attachments:
Personnel Action ESD 02.11.2019
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.

Attachments:
Personnel Action HSD 02.11.2019
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.

Attachments:
Personnel Action JOINT 02.11.2019
X.5. PERSONNEL: (ESD/HSD) Approval of Education Services Agreement with Swing Education, Inc.
Quick Summary / Abstract:
The Board is presented with a Swing Education Services Agreement for Substitute Teacher Services between San Rafael City Schools and Swing Education, Inc.
Rationale:

Background: California school districts across the State are having significant difficulties filling vacancies with qualified substitutes.  This shortage,  combined with the significant professional development in SRCS, has meant that we are often short qualified substitutes.  These shortages have forced teachers to miss staff development opportunities and cancel important planning days.

Current considerations:  The district proposes to contract with Swing education to maximize our access to qualified substitutes.  Swing education recruits, fingerprints and trains substitutes from the greater Bay Area and works with districts to staff unfilled vacancies.

 
Financial Impact:
Swing Education charges 25% above our daily substitute rate of $140/day for each filled vacancy.
Recommended Motion:
Approval of the agreement.
Attachments:
San Rafael Spring Pilot
X.6. FINANCE:(ESD/HSD) Ratification of Warrant Register for Warrants Issued January 1, 2019, through January 31, 2019, for the San Rafael City School District
Quick Summary / Abstract:

The Board will review the warrants for January 2019 for ratification.




Rationale:

BACKGROUND:      

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

CURRENT CONSIDERATIONS:    

A copy of the summary of the warrant registers for the Elementary and High School Districts for all funds from January 1, 2019, through January 31, 2019, are 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 is available for viewing in the Business Office, Room 506.



Recommended Motion:

Ratification of the Elementary and High School District warrants for January 2019.



Attachments:
ESD January 2019 Warrants
HSD January 2019 Warrants
X.7. FINANCE (ESD): Approval of Contract with The Mosaic Project and San Rafael City School for Venetia Valley Outdoor Project
Quick Summary / Abstract:

This item presents the Agreement with Mosaic and Venetia Valley for Spring  2018 Overnight Outdoor School and In School Program.

Rationale:

CURRENT CONSIDERATION:

During the months of April and May, Seventy-Five (75) 4th and 5th grade students and Three (3) Teachers from Venetia Valley will have the opportunity to attend The Mosaic Project resident outdoor school.  The Mosaic project will also provide In-School Projects as well (date(s) to be determined). The Mosaic Project is located in the Oakland Hills. 

The Outdoor Project is The Mosaic Project’s principal program and brings together 4th and 5th grade classes from markedly different communities for a profound weeklong experience in nature. The evidence-based, social-emotional learning curriculum is designed to address issues of difference, build self-esteem, and inspire inclusion.

This dynamic four-night, five-day experience unites three classes from schools that differ socioeconomically, racially, and ethnically. This immersive, experiential education program places students in diverse groups within a neutral setting and directly addresses issues of difference while building self-esteem and community. Students learn through shared challenges, exciting “gametivities”, honest discussions, and the power of song. Mosaic ensures that the Outdoor Project is an environment where all are welcomed and respected.

The In-School Project deepens and sustains the impact of Mosaic’s Outdoor Project by engaging all students, staff, and families to build equitable, inclusive, and healthy communities for partner schools.

Mosaic’s innovative Outdoor Project is outstanding at promoting peace, empathy, and conflict resolution among its 4th and 5th grade participants. The In-School Project provides these participants an opportunity to teach and demonstrate the skills learned through Mosaic to the whole school community. Mosaic staff collaborates with school communities to run engaging school-wide assemblies and co-facilitate class visits/workshops with Mosaic Peace Ambassadors (Outdoor Project alumni). Themes from the Outdoor Project are revisited and teachers are offered support in the continued creation of inclusive classrooms.

The In-School Project is offered in tandem with the Outdoor Project. The Mosaic Experience is a combination of both the Outdoor Project and the In-School Project.


 
Financial Impact:

FINANCIAL IMPACT:

The total cost of this Agreement is $6,000 and will be funded by donations made by Venetia Valley parents. 

01-0001-0-5840.00-1110-1000-092-120

Recommended Motion:

Approval of Agreement with The Mosaic Project.

Attachments:
Mosaic Certificate of Ins.
Mosaic DOJ Cert.
Mosaic ICA
Mosaic Project Service Agreement
X.8. FINANCE (HSD): Approval of Memorandum of Understanding by and Between San Rafael High School District and Marin Pupil Transportation Agency (MPTA) for Fiscal Agent Services
Quick Summary / Abstract:

Tamalpais Union High School District informed the MPTA they could no longer remain fiscal agent effective 07/01/2019. When MPTA was first created, SRCS was the Fiscal Agent but this service was transferred to Tamalpais Union years ago. Since SRCS is the largest District with the MPTA Joint Powers Authority, we are the only agency that has the capacity to act as the fiscal agent. MCOE was not able to act as the Fiscal Agent. Therefore, SRHSD has agreed to assume this service for a fee that will fully cover the cost to provide these services.

Rationale:

On September 25, 2018, Tamalpais Union High School District notified the MPTA can no longer remain as the MPTA Fiscal Agent for the Transportation Joint Powers Authority (JPA). The MPTA Board outreached to the other members of the JPA and MCOE and SRHSD was the only organization that was willing and able to assume these responsibilities. 

As Fiscal Agent, the SRHSD shall process the payroll, for the Executive Director, accounts payable and accounts receivable. The SRHSD shall also prepare and submit state financial reports, including the Adopted Budget, First Interim Report, Second Interim Report, Unaudited Actuals and any Audit responses. 

This will be a three year contract and the SRHSD shall be reimbursed $14,045 for these services in 2019-20. The contract includes escalation provisions based on the Consumer Price Index All Urban Consumers for San Francisco Oakland San Jose area.

 
Financial Impact:

The SRHSD shall receive $14,045 to reimburse for staff time, materials and indirect cost associated with providing fiscal services for the MPTA.

Recommended Motion:
Approval of Memorandum of Understanding by and Between San Rafael High School District and Marin Pupil Transportation Agency (MPTA)

Attachments:
Fiscal Agent MOU with MPTA
X.9. FINANCE (HSD): Approval of Lease Agreement Between Marin Pupil Transportation Agency (MPTA) and San Rafael City Schools for Office Space at Maintenance And Operations
Quick Summary / Abstract:

Tamalpais Union High School District informed the MPTA they could no longer remain fiscal agent effective 07/01/2019. In order to effectively act as the Fiscal Agent, it is important that the Executive Director of MPTA be housed locally within the SRHSD boundaries. Therefore, the SRHSD has agreed to provide an office for the Executive Director in the Maintenance Yard at 38 Union Street.

Rationale:

MPTA hereby leases from Lessor approximately 120 square feet of office space located at 38 Union Street, San Rafael, California 94901 on property owned by the San Rafael High School District (hereinafter “Premises”).  During the term of this Lease, upon notice of not less than 90 days, Lessor may reassign Lessee to a different office of approximately 120 square feet. The Premises shall be used by Lessee solely for the administrative operations of MPTA and for uses incidental and reasonably related thereto.  In addition to the use of Premises, Lessee shall have reasonable, non-exclusive use of the parking lot.

 
Financial Impact:

COST/FUNDING SOURCE

For the first year of this Lease, Lessee agrees to pay Lessor the sum of $9,725 per year, payable quarterly in advance. The rent shall be adjusted annually in subsequent years under the provisions of this Agreement.

Recommended Motion:

Approval of Lease Agreement with MPTA. 

Attachments:
Facility Lease between MPTA and SRCS
X.10. FINANCE:(ESD/HSD) Approval of Contract between Blackboard Connect and San Rafael City Schools for Communication System Software
Quick Summary / Abstract:

The item presents two Agreements with Blackboard Connect and San Rafael City Schools for the ongoing school, staff and parent communications system. The first contract is retroactive for years 2016-2018, the second contract is for the current 2018-19 school year. 



Rationale:
CURRENT CONSIDERATIONS:

The Blackboard 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 they can be updated in the Aeries system. 

 
Financial Impact:

FINANCIAL IMPACT:

The contract for 2016-2018 is no cost. 

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 $7,355.20 and the High School district is $4,203.20.




Recommended Motion:

Approval of the agreement with Blackboard Connect. 


Attachments:
ESD Blackboard Connect 2018-19
ESD/HSD Blackboard 2016.2018
HSD Blackboard Connect 2018-19
X.11. SECOND READING: EDUCATION SERVICES (ESD) Approval of New Textbook Series: Teacher Created Resources - Grades TK-5 History/Social Studies
Quick Summary / Abstract:

The Board will review the second reading of the textbook series: Teacher Created Resources - Grades TK-5 History/Social Studies for recommended approval. 





Rationale:

BACKGROUND: School Districts are required by the state to review and, if necessary, adopt new materials on a rotating schedule. Based on state guidelines released in July of 2017, a History/Social Studies (H/SS) adoption was to occur in the 2017 school year.  Conversations regarding the adoption was initiated in 2017. Many districts are still in the process of or just beginning the adoption process for History/Social Studies. In grades TK-8, the History/Social Studies content standards have not been changed since 1998, however the History/Social Studies framework was adopted in 2016. It is this new framework that impacts the instruction.  Additionally, through LCFF, we are provided funding for adoptions. The state lays out the process through which LEAs must go through in order to adopt a state approved text. With guidance from MCOE, we have gone through the process to adopt that includes establishing a committee (Elementary Curriculum Advisory Committee and Pilot Committee), reviewing state established criteria, standards and framework, considering our student population, student needs, and more. After this, the committee prioritized evaluation criteria and began reviewing the curriculum from several publishers. After settling on two publishers to pilot, we began the pilot process. The Pilot Committee made its recommendation to the Elementary Curriculum Advisory Committee on January 14, 2019. The Pilot Committee recommended the adoption of Teacher Created Resources for H/SS in grades TK-5. We are excited that these materials will support the Sobrato Early Academic Language (SEAL) units developed in grades TK-3. This process was summarized through Board Updates on 9/14/18, 10/5/18, 11/2/18 and 1/11/19.

Materials are available in Education Services, Room 605 for preview.


 
Financial Impact:
The cost of instructional materials will be funded through the LCAP, Goal 1, Action 3.



Recommended Motion:
Approval of New Textbook Series: Teacher Created Resources - Grades TK-5 History/Social Studies
X.12. EDUCATION SERVICES: (HSD) Approval of Out-of-State Travel for Carolyn Quinby, Terra Linda High School Teacher to Participate in the College Board's Advanced Placement(AP) Program & Educational Testing Services Annual AP Reading in Cincinnati, Ohio on June 10-19, 2019
Quick Summary / Abstract:

This item presents an out-of-state travel request for Carolyn Quinby, Terra Linda High School teacher to participate in the College Board's Advanced Placement(AP) Program & Educational Testing Services Annual AP Reading in Cincinnati, Ohio on June 10-19, 2019, for review and recommended Board approval. 


Rationale:

Background: Advanced Placement (AP) Readers evaluate and score AP students' free-responses, ensuring that high school students receive AP grades that accurately reflect college-level achievement in a specified discipline. Each year in June, high school teachers and college faculty from around the world gather across the United States to participate in locations onsite, as well as to score online from home.

Participants in the AP Reading:

  • Receive training in consistent application of the scoring standards, and use those standards to score student responses
  • Interact with members of the AP Development Committee responsible for revising the AP Course description and developing the exam, giving and receiving information about the current state of teaching and learning in the discipline
  • Discuss achievement, assessment, and teaching strategies with college faculty and AP teachers
  • Develop a network of professionals in their discipline that will last a lifetime
  • Have the opportunity to earn Continuing Education Units (CEUs)

Current Consideration: Staff recommends the Board approves the out-of-state travel for Carolyn Quinby, Terra Linda High School teacher to participate in the College Board's Advanced Placement(AP) Program & Educational Testing Services Annual AP Reading in Cincinnati, Ohio on June 10-19, 2019.


 
Financial Impact:

Cost of travel, lodging, and meals are provided by Educational Testing Services.

Substitute teacher cost is estimated to be $560 to be provided from site funds.

01-1100-0-1150.00-1110-1000-411-120-000


Recommended Motion:

Approval of out-of-state travel for Carolyn Quinby, Terra Linda High School teacher to participate in the College Board's Advanced Placement(AP) Program & Educational Testing Services Annual AP Reading in Cincinnati, Ohio on June 10-19, 2019.


X.13. STUDENT SERVICES: (HSD) Approval of MOU Between Side by Side (formerly Sunny Hills Services) and San Rafael High School for YouThrive Program
Quick Summary / Abstract:

The Board is presented with a MOU with Side by Side to implement the YouThrive program for San Rafael High School students, for recommended approval. 





Rationale:

BACKGROUND:
Side by Side will implement the YouThrive program for San Rafael High School students.  

YouThrive works with 11 to 18-year-olds who are on the precipice of troubling behavior, or already immersed in it, and engages them in high-impact workshops that support the development of the youth’s assets and resilience. Their goal is to equip young people with the mindset and coping skills to stay on a positive path through school and career, and to be contributing members of their family, school, and community.

The program comprises 10-week sessions for students who have been referred by school administration, law enforcement or parents because of truancy, failing grades, seriously challenging behavior, gang activity, or drug and alcohol use. 

The benchmarks for successful outcomes include improved grades, school attendance, and behavior, as well as healthy relationships among peers and adults in the program. When school behavior, grades, and attendance improve, youth are positively reinforced with age appropriate rewards.   

CURRENT CONSIDERATION:
To support students with school and district climate and culture initiatives.


 
Financial Impact:

The total cost of the program is being funded through a generous grant from the GGS Foundation.

Recommended Motion:

Approval of the MOU with Side by Side. 


Attachments:
MOU
X.14. SECOND READING (ESD/HSD) STUDENT SERVICES: Approval of Revisions to Board Policy 5111.1- District Residency
Quick Summary / Abstract:

The Board and public have the opportunity to review a second reading of revisions to BP 5111.1, for recommended approval.







Rationale:

BACKGROUND: This revision is recommended to clarify that host families of students enrolled in the district on approved visa programs must reside within district boundaries. 

The proposed change will provide clarification to community members and district staff about residency of host families. 







 
Financial Impact:

None

Recommended Motion:

Approval of Revisions to Board Policy 5111.1- District Residency



Attachments:
5111.1 BP - Second Reading
X.15. SECOND READING: STUDENT SERVICES: (ESD/HSD) Approval of Revisions to Administrative Regulation 5111.2 Nonresident Foreign Students
Quick Summary / Abstract:

The Board and public are provided with a second reading to review revisions to Administrative Regulation 5111.2 Nonresident Foreign Students, for recommended approval. 







Rationale:

BACKGROUND: The policy is recommended for revision to specify that enrollment of international visa students is limited to grades 11 and 12. This will provide clarity to the community and district staff, 










 
Financial Impact:

None

Recommended Motion:
Approval of Revisions to Administrative Regulation 5111.2 Nonresident Foreign Students
Attachments:
5111.2 AR Second Reading
X.16. SECOND READING (ESD/HSD) STUDENT SERVICES: Approval of Revisions to Board Policy 6145.6 International Students
Quick Summary / Abstract:

The Board and public are presented with a second reading to review recommended revisions to Board Policy 6145.6 International Students, for recommended approval. 









Rationale:

Background:  Policy is recommended for revision to specify that an international student may attend a SRCS school as part of a J-1 student sponsored program only at the same time an SRCS student is studying abroad through the same J-1 student sponsored program as part of an international exchange.  The student sponsored program must have a branch office or club located within the SRCS enrollment boundaries.   

The revision will provide the community and district staff with helpful clarification regarding the J-1 international exchange program.







 
Financial Impact:

None

Recommended Motion:

Approval of Revisions to Board Policy 6145.6 International Students




Attachments:
6145.6 BP International Students
X.17. STUDENT SERVICES: (ESD) Approval of MOU Between San Rafael City Schools and the Marin County Office of Education (MCOE) for Transportation Services to the Marin County Peer Summit
Quick Summary / Abstract:

The Board is presented with a MOU with MCOE to provide transportation for DMS and VV 7th and 8th grade students to attend the Marin County Peer Summit, for recommended approval. 







Rationale:

BACKGROUND:
The 23rd Annual Marin County Peer Summit is scheduled for February 15, 2019 at Dominican University.  This inspiring and informative event for Marin’s 7th and 8th grade students features youth-led workshops on relevant topics.  This year, MCOE has funding available to reimburse districts for the cost of bus transportation to and from Peer Summit. The MOU for board consideration covers reimbursement for bus transportation.

CURRENT CONSIDERATION: 
To provide students with access to this important community event.



 
Financial Impact:

Up to $1,500 to cover transportation costs for 7th and 8th grade Venetia Valley and Davidson Middle School students.

Recommended Motion:

Approval of the MOU with MCOE. 



Attachments:
Transportation MOU
X.18. STUDENT SERVICES: (ESD/HSD) Approval of MOUs Between the Marin County Office of Education (MCOE) and the San Rafael Elementary and High School Districts for 2018-2019 Tobacco Use Prevention Education (TUPE) Grant Funding
Quick Summary / Abstract:

The Board is presented with MOUs with MCOE for Tobacco Use Prevention Education (TUPE) grant funding, for recommended approval. 









Rationale:

BACKGROUND:
The Marin County Office of Education (MCOE) has been awarded Tobacco Use Prevention Education (TUPE) funding to support tobacco prevention/cessation efforts in middle and high schools countywide. Grant dollars have been allocated to each Marin TUPE Consortium district to provide compensation for the efforts on behalf of the project.

Memorandums of understanding include:

  • TUPE grant obligations for both MCOE and San Rafael City Elementary and High School Districts

  • Per-school funding to support the project of $7,500 for Davidson Middle School, $7,500 for San Rafael High School, and $7,500 for Terra Linda High School

The funding will support programs and services to address site based climate and culture initiatives. 




 
Financial Impact:

Additional funding to the district of $7,500 to the ESD, $15,000 to the HSD

Recommended Motion:

Approval of the MOUs with MCOE for TUPE grant funding.




Attachments:
ESD MOU
HSD MOU
XI. DISCUSSION/ACTION SESSION
XI.1. PERSONNEL: (ESD/HSD) One Year Extension of Superintendent’s Employment Agreement, through June 30, 2020
Quick Summary / Abstract:

The current employment agreement for our Superintendent expires on June 30, 2019. The Superintendent has indicated his plan to retire as superintendent. To provide adequate time to conduct a search, select and transition to a new superintendent, the Board will consider for ratification an agreement to extend the Superintendent’s Employment for another year, to June 30, 2020, on the same terms as those contained in the current Superintendent Agreement. 











Rationale:

It is in the best interests of the Districts and our students to retain the services and continuity of our Superintendent through June 30, 2020.






 
Financial Impact:

The Agreement to Extend the Superintendent’s employment for an additional year, through June 30, 2020, contains the same salary, salary schedule and fringe benefit provisions as in the current employment agreement. Specifically, the Superintendent’s salary and salary provisions and fringe benefits are the same as in his current Agreement. 











Recommended Motion:

Ratification of the Agreement to Extend the Superintendent’s Employment by one year. 







Attachments:
Superintendent's Employment Agreement Amendment 2
XI.2. INITIAL CONSIDERATION: EDUCATION SERVICES (ESD/HSD) First Reading to Review Revisions to Board Policy and Administrative Regulation 6145.2 Athletic Competition
Quick Summary / Abstract:

This item presents the Board and the public the opportunity to review the first reading of revisions to Board Policy and Administrative Regulation 6145.2. The second reading and recommended board adoption will be brought forth at a subsequent meeting.



Rationale:

Background: Policy updated to reflect NEW LAW (AB 2009) which requires any district that offers an interscholastic athletic program to develop a written emergency action plan to be followed in the event of sudden cardiac arrest or other medical emergency. Regulation updated to reflect requirement of AB 2009 to make an automated external defibrillator available at athletic events. Regulation also includes new section on "Heat Illness" reflecting NEW LAW (AB 2800) which requires coaching education programs to include training on the signs and symptoms of, and appropriate response to, heat illness. 

Exhibit A - Board Policy 6145.2 Athletic Competition
Exhibit B - Administrative Regulation 6145.2 Athletic Competition



 
Attachments:
Exhibit A - BP 6145.2
Exhibit B - AR 6145.2
XI.3. FINANCE:(ESD/HSD) Approval of Receipt of Donations to San Rafael City Schools
Quick Summary / Abstract:

The Board will review the donations for approval.



Rationale:

Board Policy 3290 Section 1.1 states:

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

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

Donor Item/Purpose Site Amount/Value
Auto Desk Foundation Music Consultants DMS $ 500.00
David Meny Music Department DMS $ 500.00
Shelly Longinotti Therapy Room AD245 SRHS $ 200.00
Marin Cyclists Mt. Bike Team TLHS $ 500.00
Total $ 1,700.00



 
Financial Impact:

Total of general donation: $ 1,700






Recommended Motion:
Approval of donations

XII. CONFERENCE SESSION
XII.1. Report Out Action from Closed Session
XII.2. Agenda Items for Future Meetings
XII.3. Board Member Reports
XII.4. Superintendent's Activity Report
XIII. READJOURNMENT to Closed Session (if necessary)
XIV. NEXT REGULAR MEETING -February 25, 2019
XV. ADJOURNMENT (and Closed Session Report Out, if necessary): 9:00 P.M. (approximate time)

Published: February 8, 2019, 12:39 PM

The resubmit was successful.