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Regular Meeting - SRCS Board of Education
San Rafael City Schools
April 30, 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, CSEA, Unrepresented: Certificated and Classified Management, ConfidentialConfidential agenda item.
III.2. GOV CODE § 54957, subd.(b)(1): Complaint Against Employee (HSD-1)Confidential agenda item.
III.3. CONFERENCE WITH LEGAL COUNSEL – ANTICIPATED LITIGATION (ESD/HSD) Significant exposure to litigation pursuant to Gov. Code, § 54956.9, subd. (d)(2): (1) one case Confidential 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. UPDATE: San Rafael City Schools' Superintendent Search
Quick Summary / Abstract:

A status update will be provided on the search process for a new superintendent.





VIII.3. PUBLIC HEARING: Public Input Session On Trustee Area Boundaries
Quick Summary / Abstract:

The Board will conduct a Public Hearing to gather public input on Trustee Area Boundaries for Board elections. 






Rationale:

Board members are currently elected in “at-large” elections, where each member is elected by voters throughout the District.  The California Voting Rights Act (“CVRA”) prohibits the use of “at-large” elections in certain circumstances.  “By-trustee-area” elections, in which members are elected by voters in geographical subdivisions of the jurisdiction, are immune from challenge under the CVRA.  

On March 25, the Board adopted Resolution 1819-24 indicating its intent to transition from at-large to by-trustee area elections pursuant to the Elections Code.  The first step in that process is for the Board to hold two public hearings at which members of the public may provide input on the trustee area boundaries before maps are drafted.  The Board is holding the first of these hearings tonight and will hold the second public hearing during a study session prior to its regular meeting on May 13.

Tonight’s public hearing will begin with a presentation from the District’s legal counsel and demographer regarding the CVRA, the process for transitioning from at-large to by-trustee area elections, and the criteria that may be used in drafting the trustee area boundaries.  
 
Attachments:
DWK CA Voting Rights Act
NDC Introduction to Districting
VIII.4. DISCUSSION: (ESD/HSD) Marin County Office of Education's Second Interim Review of San Rafael City Schools Elementary and High School Districts Budgets
Quick Summary / Abstract:

Marin County Office of Education (MCOE) Assistant Superintendent Kate Lane will be available to discuss and answer questions about MCOE's 2nd Interim review of the SRESD and SRHSD 2nd Interim budget reports. 




Attachments:
MCOE Review ltr - 2nd Interim - ESD
MCOE Review ltr - 2nd Interim - HSD
VIII.5. EDUCATION SERVICES: Update on Transitional Youth/ Adult Education ProgramWas edited within 72 hours of the Meeting
Quick Summary / Abstract:

Director of Secondary Education Kevin Kerr will update the Board on the District's Transitional Youth/Adult Education Program. 
 




Attachments:
Adult Education Program Presentation 4.30.19
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 Amendment 1 / Increment 1 – Electrical Switchgear, to Facilities Lease for the Terra Linda High School New Commons, Kitchen, Library, Drama, Music and Classroom Project – BHM Construction, Inc.
Quick Summary / Abstract:

The Board  is presented with Amendment 1 to the Lease-Leaseback Agreements for the Terra Linda HS New Commons, Kitchen, Library, Drama, Music and Classroom Project.




Rationale:

BACKGROUND: 

In accordance with Education Code Section 17406, et seq., the SRCS Board selected the Lease-Leaseback Project Delivery Method for the SRCS High School Projects, including the Terra Linda HS Phase I Project (“Project”), adopted Best Value Methodology for evaluating proposals received in response to its Request for Qualifications and Proposals (“RFQ/P”) for the High School Projects, and engaged in Lease-Leaseback procurement by issuing the RFQ/P.  The District subsequently received seventeen (17) proposals for the TLHS Phase I project, evaluated them in accordance with the adopted Best Value Methodology, and made written findings via a Board-approved Resolution identifying BHM Construction, Inc. (BHM) as the Best Value for the Project.  The Board approved Site and Facilities Leases and Pre-Construction Services with BHM for the Terra Linda HS New Commons, Kitchen, Library, Drama, Music and Classroom Project at its meeting of November 11, 2018.

CURRENT CONSIDERATIONS: 

The project has completed design and has been approved by the Division of State Architect.  BHM and the District Capital Facilities team have been working since December 2018 to review project schedule, costs, and constructability issues.  In addition, we have worked to reduce the cost of the project through Value Engineering, while still maintaining the core project scope to provide the best quality project for the District.  BHM has completed subcontractor bidding on the first portion of the work, Increment 1: Electrical Switchgear, which needs to be completed in conjunction with PG&E by June.  BHM has provided the District with a Guaranteed Maximum Price for this scope of work to be incorporated as Amendment 1 to the Facilities Lease.  This cost will significantly upgrade Terra Linda High School's electrical needs.

BHM is in the process of public Subcontractor bidding on the remainder of the construction for the project and staff will bring this to the Board at a subsequent meeting.




 
Financial Impact:

$362,732.  Guaranteed Maximum Price, including a 5% Contingency.  Funded by the Measure B Bond.  



Recommended Motion:

Approval of Amendment 1 to the Facilities Lease, including Exhibit C, of the Lease-Leaseback Agreements with BHM Construction, Inc. for Increment 1: Electrical Switchgear Yard at the Terra Linda High School New Commons, Kitchen, Library, Drama, Music and Classroom Project.




Attachments:
Amendment No. 1 to Facilities Lease
Exhibit 1
IX.2. CAPITAL FACILITIES PROGRAM: (ESD) Approval of Amendment 4 (Increment 3a) to Lease-Leaseback Agreement, Facilities Lease, for the San Pedro Elementary Project — Jeff Luchetti Construction
Quick Summary / Abstract:

The Board is presented with Amendment 4 to Lease-Leaseback Agreements for the San Pedro Elementary School Project.





Rationale:

The fourth phase of construction of the San Pedro project is “Increment 3a: Renovations and Modernization of Existing Building A.”  This portion of the work is ready for construction.  SRCS needs to amend the Facilities Lease to accomplish this work.

BACKGROUND:

In accordance with Education Code 17406, et seq., the SRCS Board selected the Lease-Leaseback Project Delivery Method for the SRCS Elementary School projects, including the San Pedro Elementary School Project, adopted Best Value Methodology for evaluating proposals received in response to its Request for Qualifications and Proposals (“RFQ/P”) for the Elementary School projects, and engaged in Lease-Leaseback procurement by issuing the RFQ/P.  Jeff Luchetti Construction (“JLC”) was selected for San Pedro.  The Board approved Site and Facilities Leases and Pre-Construction Services with JLC for the San Pedro project at its meeting in February 2018. The Board approved an Independent Consultant Agreement for Modular Design Services for the new modular buildings at San Pedro at a subsequent meeting. In order to expedite the project, construction is being completed in increments as they become approved by the Division of State Architect (DSA).  The Board approved Amendment 1 for construction of Increment 1a: Parking Lot and Building Pads on July 23, 2018; Amendment 2 for construction of Increment 1b and 2a: Modular Buildings and Utilities on September 17, 2018; and, Amendment 3: Increment 2b: Site work and low voltage systems on November 13, 2018. 

CURRENT CONSIDERATIONS:

The fourth phase of work at the site is “Increment 3a: Renovations and Modernization of Existing Building A.”  This phase of work has been approved by DSA. It includes renovations and modernization of the existing Building A—which currently houses the Administration that will be moving to the new building.  The work includes electrical, HVAC, new finishes, interior reconfiguration for new classroom and support spaces.  JLC has completed subcontractor bidding and development of a Guaranteed Maximum Price (“GMP”) for the Increment 3a project.  Amendment 4 to the Facilities Lease, including Exhibit C are attached and recommended for approval.  Exhibit C contains the General Conditions and GMP for the Increment 3a project.  There will be one additional increment of work, the Site work associated with Building A and the existing playground and fields completion.  The Capital Facilities team is working closely with JLC regarding this phase, as initial estimates are beyond the District’s budget.  We have developed a proposed value engineering list, the Architect is revising the plans, and JLC will get subcontractor bids for this work in the next month. 



 
Financial Impact:

$2,619,852, for Increment 3a.  Funded by the Measure A Bond.  With this action the total Construction cost of the project, as included in JLC’s GMP calculation is $12,874,980.   The District’s total construction budget for the San Pedro Project including all Contingencies is $12,848,193.  The project is $26,788 over our budget, this can be funded from the internal San Pedro Project Contingency. However, we have one additional increment of work on the site and will need to include a budget adjustment for the Measure A program at the time of that action.  Important to note:  These additional costs include a major electrical infrastructure upgrade required for current day school operations.  Additionally, modernization of Building A now includes HVAC.



Recommended Motion:

Approval of Amendment 4 to the Facilities Lease, including Exhibit C, of the Lease-Leaseback Agreements with Jeff Luchetti Construction, Inc. for the San Pedro Elementary School Construction Project. 




Attachments:
JLC Amendment 4 (Inc. 3a) - San Pedro
JLC Amendment 4 (Inc. 3a) Exhibit 1 - San Pedro
IX.3. CAPITAL FACILITIES PROGRAM: (HSD) Approval of Contract Modification No. 2 to Independent Consultant Agreement for Project Inspection Services for Terra Linda High School Commons Project – New Era School Inspections
Quick Summary / Abstract:

The Board is presented with a Modification No. 2 to the Independent Consultant Agreement with New Era School Inspections (“NESI”) for Class 1 Project Inspection Services for the Terra Linda High School Commons Project.




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:

NESI is recommended using the criteria of background and applicable experience with DSA certification for Class 1 Project Inspection Services.  NESI has extensive experience with DSA processes and procedures and will follow 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.

New Era was recommended and approved by the Board of Education to serve as Inspector of Record on the Terra Linda High School Innovations Hub (Class 2 inspection services) and the San Rafael High School MACK Projects (Class 1 inspection services). 

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 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 at the Terra Linda High School Commons Project.  This proposal is based on an estimated project duration of 21 months at a monthly rate of $20,000.  The contract represents a not to exceed amount based upon the estimated level of service and duration of this project.


Terra Linda High School Commons, Kitchen, Library, Drama

Object Code

Budget / Contract

BOE Approval

Amount

Site(s) or project

6220

Budget

 

 

 

 

$462,945

 

Contract(s)

 

 

 

Production Technical Services

Inspection Services – TLHS Electrical Relocation/ Demolition at Drama Building

7/23/18

$4,025

 

Stormwater Specialists

Storm Water Pollution Prevention Plan (“SWPPP”) compliance services

3/11/19

$38,920

 

Total Current Contracts

 

$42,945

 

Contract Modification No. 2

(Inspector of Record Services – TLHS Commons)

3/25/2019

$420,000

 

Total Contracts

 

$462,945

 

Total Remaining in Budget Item 6220

 

$0

 

 



 
Financial Impact:

$420,000.  Funded from the Measure B Bond and is within budget for Class 1 project inspection services.

21-9010-0-6220-00-0000-8500-411-000-493 (TLHS Commons)



Recommended Motion:

Approval of Modification No. 2 to Independent Consultant Agreement with New Era School Inspections for Project Inspector Services for the Terra Linda High School Commons Project. 



Attachments:
20190430 TLHS Budget 1
NEI Terra Linda Commons Proposal Updated 1
New Era School Inspections Modification No. 2
IX.4. CAPITAL FACILITIES PROGRAM: (ESD) Approval of Change Order No. 1 to the Contract for EF Brett for the Glenwood Elementary School Multi-Purpose Room Project
Quick Summary / Abstract:

Capital Facilities staff is recommending approval of Change Order No. 1 to the EF Brett contract for the Glenwood Elementary School Multi-Purpose Room project.



Rationale:

Changes to the work on District Facilities projects which are negotiated during construction require approval by the Board of Education.

Background:

The Glenwood Multipurpose Room Project is nearing completion.  During the course of the work, there have been changes in scope which have cost and time implications.  Such changes include scope add-ons as well as scope deductions.  The District and Contractor engaged in a Value Engineering review and negotiated several reductions in scope after the award of the contract.  Preliminary approval of all scope changes has been negotiated in the field to keep the project moving.

Current Considerations:

Change Order No. 1, attached, consists of twenty-eight (28) Potential Change Orders (“PCO’s”), including a credit for value engineering items, which reduces the contract price by $82,403.27.  This includes a credit and significant savings back to San Rafael City Schools for Value Engineering of $149,904.  The specific scope of each PCO is noted on the Change Order document. 



 
Financial Impact:

($82,403.27).  Adjusted contract amount with Change Order No. 1:  $3,764,596.73.

Budget/SACS Code:  21-9010-0-6200-00-0000-8500-093-000-482



Recommended Motion:

Approval of Change Order No. 1 to the EF Brett contract for the Glenwood Elementary School Multipurpose Room Project.




Attachments:
EF Brett CO No. 1 Glenwood
IX.5. CAPITAL FACILITIES PROGRAM: (ESD) Approval of Change Order No. 2 to the Contract for Jeff Luchetti Construction, Inc. for the San Pedro Elementary School New Classroom/Administration Building Project
Quick Summary / Abstract:

Capital Facilities staff is recommending approval of Change Order No. 2 to the Jeff Luchetti Construction, Inc. (“JLC, Inc.”) contract for the San Pedro Elementary School New Classroom/Administration Building project.



Rationale:

Changes to the work on District Facilities projects which are negotiated during construction require approval by the Board of Education.

Background:

The San Pedro New Classroom/Administration Building Project is nearing completion.  During the course of the work there were changes in scope related to upgrades to the campus audio visual system and electrical power system.  Senior Director, Dr. Dan Zaich, provided field authorization to keep the project moving.

Current Considerations:

Change Order No. 2, attached, consists of two (2) Change Proposals (“CP”) which increase the contract price by $73,797.59.  This increase in price will provide dramatic and much needed school-wide and classroom based infrastructure upgrades to student/teacher technology and HVAC needs.  The specific scope of each CP is noted on the Change Order document. 



 
Financial Impact:

$73,797.59.  Adjusted contract amount with Change Order No. 2:  $10,328,926.08

Budget/SACS Code:  21-9010-0-6200-00-0000-8500-095-000-480



Recommended Motion:

Approval of Change Order No. 2 to the JLC, Inc. contract for the San Pedro Elementary School New Classroom/Administration Building Project.




Attachments:
JLC Change Order No. 2 - San Pedro
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 Regular Meeting of April 15, 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 Regular Meeting of April 15, 2019.
























































Attachments:
Minutes - April 15, 2019 Regular Meeting
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.


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

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

Attachments:
ESD Personnel Actions - REV
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:
HSD Personnel Actions - REV
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 4.30.19
X.5. PERSONNEL: (ESD/HSD) Approval of Amendment to Student Teaching Agreement Between San Rafael City Schools and Sonoma State University for the Period of July 1, 2018 - June 30, 2020
Quick Summary / Abstract:

This agenda item presents for Board approval the Administration's recommendation to the Amendment to Student Teaching Agreement with Sonoma State University from July 1, 2018 - June 30, 2020.


Rationale:

Providing high quality learning environments for intern teachers both assists the professional in teaching and enables the District to have a first look at up-and-coming talented professionals.

The Amendment to the Sonoma State University Student Teaching Agreement is due to additional available funding this year. The available funds will increase the rate of payment to the district for each full-time student teacher from $100 to $150, as outlined in the attached addendum.

Exhibit A - Amendment No. 1, Sonoma State University Student Teaching Agreement




 
Recommended Motion:

 Approval of Amendment to Student Teaching Agreement between San Rafael City Schools and Sonoma State University for the Period of July 1, 2018 - June 30, 2020.

Attachments:
Exhibit A
X.6. PERSONNEL: (ESD) Approval of New and Revised Job Descriptions for Teachers on Special Assignment; New - SEAL Sustainability Coach and Pre K-3 Early School Success Initiatives, Professional Growth Coach, Instructional Coach for District-wide Math Planning; Revised - New Teacher Mentor Coach, Instructional Coach 6-8 (Certificated)
Quick Summary / Abstract:

The Board is presented with new and revised job descriptions for Teachers on Special Assignment; New - SEAL Sustainability Coach and Pre K-3 Early School Success Initiatives, Professional Growth Coach, Instructional Coach for District-wide Math Planning; Revised - New Teacher Mentor Coach, Instructional Coach 6-8 (Certificated) for recommended approval.



Rationale:

The Teacher on Special Assignment positions are intended to ensure teachers have the expertise to support professional development and district initiatives.

The positions are recommended for placement on the Elementary Certificated Salary Schedule.

Revised Position:
Exhibit A - New Teacher Mentor Coach

New Positions:
Exhibit B - SEAL Sustainability Coach and Pre K-3 Early School Success Initiatives
Exhibit C - Professional Growth Coach
Exhibit D - Instructional Coach for District-wide Math Planning
Exhibit E - Instructional Coach 6-8

 
Recommended Motion:

Approval of new and revised job descriptions for Teachers on Special Assignment; New - SEAL Sustainability Coach and Pre K-3 Early School Success Initiatives, Professional Growth Coach, Instructional Coach for District-wide Math Planning; Revised - New Teacher Mentor Coach, Instructional Coach 6-8 (Certificated).


Attachments:
Exhibit A - New Teacher Mentor Coach
Exhibit B - SEAL Sustainability Coach and PreK-3 Early School Success Initiative
Exhibit C - Professional Growth Coach
Exhibit D - Instructional Coach for D-W Math Planning
Exhibit E - Instructional Coach 6-8
X.7. PERSONNEL: (ESD/HSD) Approval of Renewal Agreement between San Rafael City Schools and CODESP Automated Test Systems, for Test and Assessment Services During the 2019-2020 Fiscal Year.
Quick Summary / Abstract:

This item presents a renewal agreement between San Rafael City Schools and CODESP Automated Test Systems  for test and assessment services during the 2019-2020 fiscal year, for Board review and recommended approval.




Rationale:

Background: CODESP is a consortium of public educational agencies which includes school and college districts, charter schools and ROPS. They provide products and services to other public agencies (cities, counties, courts, utilities, parks, transit, special districts) through a subscriber program. CODESP has provided quality human resource services, training, and employee selection materials for over 35 years. CODESP stands for the Cooperative Organization for the Development of Employee Selection Procedures.

CODESP’s mission is to improve the public agency workforce quality by enhancing the accuracy and job-relatedness of their recruitment, testing and selection processes, while increasing efficiency, providing training opportunities and helping customers adhere to the highest legal and professional standards.

Current Consideration:  It is a requirement of ESEA that paraprofessionals who assist in instruction in Title I funded programs meet specific requirements. Specifically, ESEA Title I, Section Section 1119 requires all paraprofessionals must have:

  • Completed two years of study at an institution of higher education;
  • Obtained an associate's degree (or higher);
  • Met a rigorous standard of quality and be able to demonstrate, through a formal State or local academic assessment, knowledge of and the ability to assist in instructing reading, writing, and mathematics (or, as appropriate, reading readiness, writing readiness, and mathematics readiness).

CODESP's assessments services are used to ensure San Rafael City Schools meet the ESEA requirements by assessing paraprofessional who have not completed two years of study at an institution of higher education or obtained an associate's degree (or higher).

CODESP assessments services are use to determine bilingual translation competency. 

Exhibit A - Member Service Agreement
Exhibit B - Joint Power Agreement


 
Financial Impact:

Cost of services to be paid from unrestricted funds not to exceed $2,200 to be split between Elementary and High School Districts.


Recommended Motion:

Approval of renewal agreement between San Rafael City Schools and  CODESP Automated Test Systems, for test and assessment services during the 2019-2020 fiscal year.


Attachments:
Exhibit A - Member Service Agreement
Exhibit B - JPA Membership Agreement
X.8. PERSONNEL: (HSD) Approval of Personnel Recommendations (9-12) for Appointment of Extra Hire of Specific Categories, Coaches, Special Ed, and Extra Pay for Outside Work for the 2018-2019 School Year
Quick Summary / Abstract:
This agenda item presents for Board approval the Administration's recommended personnel actions for the High School District.

Financial Impact:
Cost/Funding Source: Circumstances require extra hire for specific projects or services for the listed positions. They are funded from various categorical and site funds.

Recommended Motion:
Approval of these Personnel actions.

Attachments:
SRHS Spring 2019 Coach Stipends
TLHS Spring 2019 Coach Stipends
X.9. FINANCE: (ESD/HSD) Ratification of Warrant Register for Warrants Issued for April 2019, by the San Rafael Elementary and High School Districts
Quick Summary / Abstract:

The Board will review the April 2019 warrants for ratification.


Rationale:

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

CURRENT CONSIDERATIONS:  
Copies of summary warrant registers for all funds for April 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 April 2019 warrants. 


Attachments:
ESD April 2019 Warrants
HSD April 2019 Warrants
X.10. EDUCATION SERVICES: (ESD) Approval of Renewal Agreement between San Rafael City Schools, Davidson Middle School and Newsela for PRO School License, August 20, 2019 through August 19, 2020
Quick Summary / Abstract:

This item presents a renewal Agreement between San Rafael City Schools, Davidson Middle School and Newsela for PRO School License, August 20, 2019 through August 19, 2020  for review and recommended approval.






Rationale:

Background: Newsela is an Instructional Content Platform that supercharges reading engagement and learning in every subject. Newsela is a data base of current events stories tailor-made for classroom use. Indexed by broad theme (e.g. War and Peace, Arts, Science, Health, Law, Money), stories are both student-friendly and can be accessed in different formats by reading level. Use Newsela to differentiate nonfiction reading. 

Current Consideration: Newsela will provide current events articles that match the student reading level, which will assist English Learner students and close the achievement gap with low performing English Learner students in Language Arts. 

This item presents for Board approval of Renewal Agreement between San Rafael City Schools, Davidson Middle School and Newsela for PRO School License, August 20, 2019  through August 19, 2020.

Exhibit A - Agreement for Services











 
Financial Impact:

Cost of Newsela for PRO School License is  $11,000.00 to be paid from site Title I funds.


Recommended Motion:

Approval of the Agreement between San Rafael City Schools, Davidson Middle School and Newsela for PRO School License, August 20, 2019  through August 19, 2020.




Attachments:
Exhibit A - Newsela Agreement 19-20
X.11. EDUCATION SERVICES: (ESD) Approval of Renewal Agreement between San Rafael City Schools, Davidson Middle School and Renaissance Learning Star Math Online Math Diagnostic Tool During 2019-2020 School Year
Quick Summary / Abstract:

This item presents a renewal Agreement between San Rafael City Schools, Davidson Middle School and Renaissance Learning Star Math Online Math Diagnostic Tool during 2019-2020 School Year, for recommended approval.





Rationale:

Background: The founders set out to enable dynamic practice through a new digital platform, to multiply the aha moments orchestrated by teachers. They understand that for students to become their most amazing selves, teachers must be given that opportunity as well. Renaissance Star Math guides students to greater math growth with assessments that are fast, accurate, and easy to administer. Star Math, is a computer-adaptive assessment for grades 1-12, identifies which skills and sub-skills students know, and which skills they’re ready to work on next. Maximize instruction and practice with state-specific insights and resources to guide students on the optimal path to math proficiency. 

Current Consideration: Davidson Middle School will use Renaissance Star Math diagnostic assessment to determine intervention needs of low performing students.

Exhibit A 











 
Financial Impact:

Cost of online assessment services not to exceed $6,105.80 to be paid from site Title I funds.



Recommended Motion:

Approval of Renewal Agreement between San Rafael City Schools, Davidson Middle School and Renaissance Learning Star Math Online Math Diagnostic Tool During 2019- 2020 School Year.


Attachments:
Exhibit A - Renaissance Agreement 19-20
X.12. EDUCATION SERVICES: (ESD) Approval of the Memorandum of Understanding Between San Rafael City Schools and Marin Head Start for the 2019 Summer Bridge Program at Bahia Vista
Quick Summary / Abstract:

This item presents a Memorandum of Understanding between San Rafael City Schools and Marin Head Start for the 2019 Summer Bridge Program at Bahia Vista, for recommended approval. 
 

 

   








Rationale:

Background: The purpose of the Summer Bridge Pre-Kindergarten is to increase school readiness for children who are enrolling in Kindergarten at Bahia Vista, San Pedro, Coleman, Laurel Dell and Venetia Valley, Short, Sun Valley, and Glenwood Elementary schools in August 2019 by providing a 4 week part-day preschool program for children, including opportunities for parents and children to work and learn together. The program will take place at Bahia Vista School.

The daily schedule is 8:30 A.M. to 12:00 P.M., Monday through Thursday. The program runs from June 24 – July 19.  Parent Engagement activities will take place on Fridays. Staff work/training days will be June 20 and 21, including a Parent Orientation on June 21st, 2019.  

Current Consideration:  Classes will be held at Bahia Vista. The daily schedule is 8:30 A.M. to 12:00 P.M., Monday through Thursday, with Parent Engagement activities on Fridays, from June 24 –July 19. Staff work/training days will be June 20 and 21, including a Parent Orientation on June 21st, 2019. The curriculum is provided by Marin Head Start.  Pre and post data will be collected to measure student growth.

(Exhibit A)



 
Financial Impact:
Grant funding from First 5 will cover teaching staff salaries, teaching assistants salaries, summer bridge coordinator salary, materials and supplies for program. In-Kind from Marin Head Start and the School District will cover facilities, hiring process costs, janitorial and incidental staff time in implementation of project.

Recommended Motion:

Approval of the Memorandum of Understanding between San Rafael City Schools and Marin Head Start for the 2019 Summer Bridge Program at Bahia Vista.



Attachments:
Exhibit A
X.13. EDUCATION SERVICES: (HSD) Approval of Overnight Field Trip for Terra Linda High School Swim Team's Participation at the State Championship Swim Meet in Fresno, California on May 9-11, 2019
Quick Summary / Abstract:

This item presents for Board approval of Overnight Field Trip for Terra Linda High School Swim Team's Participation at the State Championship Swim Meet in Fresno, California on May 9 - 11, 2019, for recommended approval. 



Rationale:

BACKGROUND: 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 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 CONSIDERATIONS: Approximately 10-12 qualified student athletes,Head Coach Tim Baker,  Assist. Coach Zeta Mays-Jackson and parent chaperones  will travel by car to Buchanan High School in Fresno, California on May 9 - 11, 2019 to participate in the California State Swim Championships. If a female athlete qualifies, we will be sending female parents as well.

This agenda item presents for Board approval, Terra Linda High School Swim Team's to participate at the State Championship Swim Meet in Fresno, California on May 9 - 11, 2019.


Student athletes, chaperones and parents will be staying in a hotel to be determined. Each student will have their own bed. No student will be excluded from participation because of sufficient funds.






 
Financial Impact:

No student will be excluded because of lack of sufficient funds.
Coaches will be reimbursed for travel through the athletic account. 





Recommended Motion:

Approval of the Overnight Field Trip for Terra Linda High School Swim Team's Participation at the State Championship Swim Meet in Fresno, California on May 9 -11, 2019.


Approval of the Overnight Field Trip for San Rafael and Terra Linda High Schools Swim Team's Participation at the State Championship Swim Meet in Clovis, California on May 21-23, 2015.

XI. DISCUSSION/ACTION SESSION
XI.1. 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
The Dallas Foundation-College Football Playoff Foundation Grant for 5th Grade Athletic Equipment San Pedro $ 2,500.00
Las Gallinas Lions Boys and Girls Soccer Terra Linda $ 500.00
Amy Oliviera Cramer Pre-K Bus Transportation to Cal Academy Sciences San Pedro $ 931.00
Total $ 3,931.00




 
Financial Impact:

COST/FUNDING SOURCE: Total of general donation: $3,931



Recommended Motion:
Approval of donations

XI.2. INITIAL CONSIDERATION: CAPITAL FACILITIES PROGRAM (ESD/HSD) First Reading of Board Policy 3311.11 Conflict of Interest Policy for Design-Build Projects
Quick Summary / Abstract:

The Board of the San Rafael City Schools (“SRCS”) is presented with Board Policy 3311.11 establishing Conflict of Interest policy for Design-Build projects, for a first reading. A second reading and recommended approval will be brought to a subsequent meeting. 

 




Rationale:

BACKGROUND: 

The Capital Facilities Team is considering Design-Build as another option for project delivery.  This project delivery method provides for the most collaborative possible process engaging a team consisting of a Contractor and Architects/Engineers will full responsibility to design and build the district’s projects.  This method also provides early certainty regarding price, as the District may request a Guaranteed Maximum Price at the point of approval of the design-build entities contract.  The California Legislature has simplified and streamlined the Design-Build process over the last few years to make this approach more attractive to school districts. 

CURRENT CONSIDERATIONS: 

The first step in utilizing the Design-Build project delivery method is to ensure that the District has adopted a Board Policy related to Conflict of Interest in Design-Build Projects.   This policy establishes that firms, individuals, teams, companies, professionals with any involvement in planning, defining and developing the project are precluded from participating as a part of the design-build team.  This prohibition also includes Program Managers and Construction Managers from participating on the design-build team.  Finally, the prohibition also precludes design-build team members from employing or utilizing any former District employees or Board members who had any part in planning the project or approving any part of the project. 



 
Financial Impact:

None at this time.  



Recommended Motion:





Attachments:
Design-Build Conflict of Interest Policy BP 3311.11
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 - May 13, 2019
XV. ADJOURNMENT (and Closed Session Report Out, if necessary): 9:00 P.M. (approximate time)

Published: April 26, 2019, 10:56 AM

The resubmit was successful.