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Regular Meeting - SRCS Board of Education
San Rafael City Schools
May 13, 2019 4:30PM
Central Services - Boardroom 310 Nova Albion Way San Rafael, CA 94903

I. OPEN SESSION/ROLL CALL 4:30 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. ED CODE 35146: Consideration of Confidential Student Matter (HSD-2 Cases)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. 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 held the first of these hearings on April 30 and will hold the second public hearing during this meeting.

Tonight’s public hearing will include a presentation from the District’s demographer and a discussion regarding the timeline for development of the maps and the criteria used in drafting the trustee area boundaries.  






 
Attachments:
DWK CA Voting Rights Act
NDC Introduction to Districting
VIII.3. PRESENTATION: (ESD/HSD) EDUCATION SERVICES: Dual Immersion Taskforce Report
Quick Summary / Abstract:

Dr. Mayra Perez will present an update on the work of the Dual Immersion Taskforce for discussion.




Attachments:
19/20 Dual Immersion Timeline- DRAFT
Dual Immersion Taskforce Update
VIII.4. UPDATE: (ESD/HSD) Capital Facilities Program
Quick Summary / Abstract:

An update related to bonds and Capital Facilities Program will be provided.


Attachments:
CFP Board update 5.13.19
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. SECOND READING: CAPITAL FACILITIES PROGRAM (ESD/HSD) Approval of New Board Policy 3311.11 Conflict of Interest for Design-Build Projects
Quick Summary / Abstract:

The Board is presented with a second reaading of Board Policy 3311.11 establishing Conflict of Interest policy for Design-Build projects, for recommended approval. 

 





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:

Approval of new Board Policy 3311.11 Conflict of Interest for Design Build Projects. 







Attachments:
Design-Build Conflict of Interest Policy BP 3311.11
IX.2. CAPITAL FACILITIES PROGRAM: (HSD) Adoption of Design-Build Project Delivery Method for the Terra Linda High School New Main Gym, Main Entrance, and Parking Lot Improvement Projects
Quick Summary / Abstract:
The Board is asked to consider adoption of the Design-Build Project Delivery Method for the Terra Linda High School New Main Gym.


Rationale:

BACKGROUND: 

The Capital Facilities Team is considering Design-Build as another option for project delivery.  The statutory foundation for Design-Build projects for school districts is Education Code Section 17250.10 et. seq.  The code lays out a series of steps to ensure open, transparent processes for procurement of design-build services.  The Capital Facilities Team will present on Design-Build, clearly identifying the next steps (see attached).  This project delivery method provides for the most collaborative possible process engaging a team consisting of a Contractor and Architects/Engineers with full responsibility to design and build the SRCS projects.  Another advantage is that this method provides early certainty regarding price, as SRCS can 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: 

With approval of the Conflict of Interest Board Policy 3311.11 on this agenda, the Board will have laid the ground work for utilizing the Design-Build project delivery method. The next step is to approve the use of Design-Build project delivery method and identify the project which will utilize this approach. The Terra Linda High School New Main Gym project is proposed as a Design-Build project.  This is a large new single building with associated site work.  There has been no Architectural work completed on the project, meaning the District would receive the full value of an innovative architectural solution and preparation of construction documents.  The project does have extensive background documentation which will provide a strong foundation for the Design-Build team, including:  Board-adopted Educational Specifications for Terra Linda High School which contain a detailed space program for the building; Board-approved District Standards for building systems, finishes, and components; preliminary site Master Plans which indicate the proposed location of the building; and, preliminary Traffic, Parking and Drop-off Studies which will form the basis for design solutions for renovation of the campus frontage which is proposed to be included in this project. 

Attached is an overview of the Design-Build Process and next steps for school districts, prepared by Dannis Woliver Kelley (“DWK”) attorneys.

All documents have been reviewed by legal counsel.


 
Financial Impact:
None at this time.  

Recommended Motion:

Adoption of the Design-Build Project Delivery Method and process in accordance with Education Codes Section 17250.10 et. seq. for the Terra Linda High School New Main Gym project and authorize staff to proceed with the next required steps to implement the project.





Attachments:
Design-Build Overview - DWK
IX.3. CAPITAL FACILITIES PROGRAM (ESD): Approval of Independent Contractor Agreement for Moving Services – San Pedro & Venetia Valley - Crown Moving and Storage
Quick Summary / Abstract:

Moving Services are necessary for the San Pedro Elementary School and Venetia Valley K-8 Projects.



Rationale:

San Rafael City Schools (SRCS) will be providing moving services for the classrooms and ancillary rooms that will be relocated or displaced due to construction activities for the San Pedro Elementary School and Venetia Valley K-8 Projects.

Background:

SRCS sought proposals from several moving companies to perform moving services for rooms involved with the San Pedro and Venetia Valley Projects. A Request for Proposal (RFP) was circulated throughout the regional moving industry and SRCS held one Pre-proposal Informational Meeting with four (4) firms in attendance. The attendees toured the intended move areas, including the ancillary rooms, and sample classrooms.

Proposals were received on April 26, 2019 from three (3) firms including: Waters Moving & Storage, Inc.; Chipman Relocation; and Crown Moving and Storage, LLC. The proposals were reviewed and tallied based upon this procurement process.  The Capital Facilities Team recommends that Crown Moving and Storage, LLC. be awarded the contract for the San Pedro and Venetia Valley Projects. 

Current Considerations:

Crown Moving and Storage, LLC has developed preliminary plans and schedules for these projects and is prepared to begin work. The moves are scheduled to take place during the summer months to minimize disruption.


Due to the nature of these services, the Capital Facilities Team recommends reserving $3,500 in contingency for additional hours that may be required to assist with unforeseen circumstances.

The contract history for San Pedro and Venetia Valley moving services is outlined below:

Object Code

Budget/Contract

BOE Approval

Amount

Site(s) or Project

6270

Budget

San Pedro Site-Wide (Moving)


$25,000

San Pedro

Contract(s)

Mobile Modular

Remove modular classroom

N/A

$6,439

San Pedro

Crown

5/13/219

$15,407

San Pedro

Total Remaining in Budget Item 6270


$3,154



Object Code

Budget/Contract

BOE Approval

Amount

Site(s) or Project

6270

Budget

Venetia Valley Site-Wide (Moving)


$67,500

Venetia Valley

Contract(s)

Crown Moving


$1,241

Venetia Valley

Johnson and Daly Moving


$758

Metropolitan

6/11/2018

$22,550

Siemens


$714

Marin Municipal


$1,875

Total Current Contracts


27,138

Crown

5/13/2019

$9,201

Total Remaining in Budget Item 6270


$31,161


 




 
Financial Impact:

$24,608.00.  Funded from the Measure A Bond with $3,500 held in hourly allowance for unforeseen circumstances.

Budget/SACS Code(s):

21-9010-6270-00-0000-8500-095-000-000 (SP) – $13,657 + $1,750 (Allowance) = $15,407

21-9010-6270-00-0000-8500-092-000-000 (VV) – $7,451 + $1,750 (Allowance) = $9,201



Recommended Motion:

Approval of contracts with Crown Moving and Storage, LLC. for moving services for the San Pedro Elementary School and Venetia Valley K-8 Projects.





Attachments:
RFP 19-05 Recommendation
San Pedro Site Wide Budget 1
Venetia Valley Site Wide Budget 1
IX.4. CAPITAL FACILITIES PROGRAM: (ESD) Approval of Contract Modification No. 3 for Supplemental Storm Water Pollution Prevention Plan Support During Construction of San Pedro Elementary School Project – Stormwater Specialists, Inc.
Quick Summary / Abstract:

The Board is presented with a recommendation to approve a contract modification for supplemental Storm Water Pollution Prevention Plan (“SWPPP”) compliance services associated with the construction of the San Pedro Elementary School.

The purpose of this modification is to continue conducting the necessary support needed to develop a Storm Water Pollution Prevention Plan (“SWPPP”) and perform required certified inspections and reports during construction.




Rationale:

Background / Current Considerations:

Construction projects which disturb one (1) or more acres of land or whose projects disturb less than one acre but are part of a larger common plan of development that in total disturbs one or more acres, are required to obtain coverage under the General Permit for Discharges of Storm Water associated with construction activity.  Construction activity subject to this permit includes clearing, grading and disturbances to the ground such as stockpiling, or excavation, but does not include regular maintenance activities performed to restore the original line, grade, or capacity of the facility.  The construction General Permit requires the development of a Storm Water Pollution Prevention Plan (“SWPPP”) by a certified Qualified SWPPP Developer (“QSD”) and ongoing inspection and reporting during construction by a certified Qualified SWPPP Practitioner (“QSP”). The San Pedro Elementary School Project is subject to these requirements. 

On August 13, 2018, the Board of Education approved Stormwater Specialists, Inc. to perform the necessary inspections to develop the SWPPP Plan for the San Pedro Elementary School Project.   As a result of the extension to the construction schedule for Increment 3, supplemental inspections are required in order to file the Annual Report and a Notice of Termination at the completion of the project. 

 

Object Code

Budget/Contract

BOE Approval

Amount

Project

6260

 

 

Budget

08/13/2018

$ 30,000.00

San Pedro ES

Contract(s)

 

 

 

Stormwater Specialists, Inc.

8/13/2018

$18,640.00

 

Total Current Contracts

 

$18,640.00

Stormwater Specialists

5/14/2019

$10,810.00

Total Contracts if Approved

 

$29,450.00

Balance

 

$550.00

 



 
Financial Impact:

The proposed cost of this work is $10,810 and is within overall planning for this type of work.  Costs will be funded by Measure A Funds.

Budget/SACS Code: 

21-9010-0-6260-00-0000-8500-095-000-480 (San Pedro) - $10,810



Recommended Motion:

Approval of a contract modification for Stormwater Specialists, Inc. for supplemental SWPPP services for the San Pedro Elementary School Project.     




Attachments:
San Pedro Budget 1
Stormwater Proposal San Pedro ES Incr 3
Stormwater Specialists Inc. Modification No. 3
IX.5. CAPITAL FACILITIES PROGRAM: (HSD) Ratification of Field Authorization of Modification No. 8 to Independent Consultant Agreement of Millennium Consulting Associates (“MECA”) for Supplemental Hazardous Materials Investigation Services at San Rafael High School Madrone Administration Commons Kitchen “MACK” Project
Quick Summary / Abstract:

Staff seeks approval from the Board of Education for a Modification No. 8 to the Independent Consultant Agreement with Millennium Consulting Associates (“MECA”) for supplemental Hazardous Materials Investigation Services at the San Rafael High School Madrone Administration Commons Kitchen (“MACK”) Project.

The purpose of this modification is to perform the necessary inspection services to determine if hazardous materials are present in the San Rafael High School pipe systems and insulation materials associated with the MACK Project.



Rationale:

Background:

On December 12, 2016, the San Rafael City Schools (SRCS) Board of Education approved three firms as a qualified pool to provide Environmental services for the Capital Facilities Program, which included Millennium Consulting Associates (“MECA”). MECA has been approved for Environmental Services for Davidson Middle School, Bahia Vista Elementary School, and San Rafael High School.  

Current Considerations:

In moving forward with the MACK Project, timely excavation of asphalt and trenching was integral to getting the building pad certified and to keeping the project on schedule.   During the excavation, various pipe systems with thermal system insulation and cementitious materials were uncovered.  In order to continue without delay, the Senior Director of Capital Improvements authorized MECA to perform hazardous materials abatement on all associated pipe systems and insulation material. 

The Senior Director of Capital Improvements requested MECA to provide follow up abatement support, including contractor submittal reviews and work plans, on-site monitoring of abatement, and closeout services, included in this contract modification.

The contract history for Environmental Hazmat Consulting Services at San Rafael High School is outlined below:

 

Object Code

Budget / Contract

BOE Approval

Amount

Site(s) or project

6260

Environmental Hazmat Consulting

Budget

 

 

 

SRHS Hazmat (6260) Site-Wide Budget (Created from transferring Hazmat Budgets from Individual SRHS Project Budgets for Site-Wide Hazmat Services)

 

$103,695.00

San Rafael HS

Contract(s)

 

 

 

Millennium (MECA) Primary Hazmat Agreement

1/9/17

$30,628.00

San Rafael HS

 

MECA Modification #2

9/25/17

$18,986.00

MECA Modification #6

9/17/18

$33,130.00

MECA Modification #7

2/25/19

$5,347.00

Total Current Contracts

 

$88,091.00

MECA Modification #8

5/13/2019

$11,905.00

Total Contract Including this Amendment

 

$99,996.00

Total Remaining in Budget Item 6260

 

$3,699.00

 

 

 



 
Financial Impact:

The proposed cost of this work is $11,905.00 and is within overall planning for this type of work.  Costs will be funded from the District’s Measure B Bond Funds. 

Budget/SACS Code: 

21-9010-0-6260-00-0000-8500-410-000-000

 



Recommended Motion:

Ratification of field authorization of  Modification No. 8 to the Independent Consultant Agreement for Millennium Consulting Associates.




Attachments:
MECA Contract Modification
MECA Proposal
SRHS Budget
IX.6. CAPITAL FACILITIES PROGRAM: (ESD) Approval of Supplemental Agreement No. 10 to Master Agreement for Supplemental Architectural Services for Venetia Valley Elementary School - SVA Architects, Inc.
Quick Summary / Abstract:

Staff seeks review and approval from the Board of Education for the issuance of Supplemental Agreement No.10 to the District’s Master Agreement for supplemental Architectural Services from SVA Architects, Inc. (SVA) for the Venetia Valley Elementary School Multi-Purpose Room and Replacement Classroom Projects.

The purpose of this modification is to provide supplemental architectural and engineering services that include a modification to the structural detail on the Multi-Purpose Room Project and a re-evaluation of the proposed TJI’s (joists) and lumber selection at the Replacement Classroom Project.  These revisions are part of a value-engineering effort. 



Rationale:

Background: 

Effective August 22, 2016, SRCS entered into a Master Agreement for Architectural Services with SVA Architects, Inc. (“Master Agreement”) for the provision of architectural services to SRCS for projects under the District’s Measure A bond program (“Program”).  Under the 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: 

In an effort to provide value engineering, the Capital Facilities Team, along with Alten Construction (the Contractor), identified modifications and revisions that would result in significant time and cost saving efforts. This includes modifications to the structural detail on the Multi-Purpose Room Project and revisions to the TJI’s (joists) and lumber selection at the Replacement Classroom Project. SVA submitted a proposal to provide the needed design and engineering consultation services for these modifications, as well as to obtain the necessary DSA approval for these modifications

The SVA contract history for the Venetia Valley Replacement Classroom Project is outlined below:

 

Contract/Increment

BOE Approval

Amount

Project

Architectural Budget (6210)

 

$2,408,426.00

Venetia Valley CR

Master Agreement

8/22/2016

 

 

Supplemental Agreement No. 2 – Professional Design Services

1/9/2017

$1,403,242.50

Venetia Valley – CR

Supplemental Agreement No. 6 – Re-design of campus layout

4/23/2018

$68,550.00

Venetia Valley – CR

Supplemental Agreement No. 8 – Column Repair

12/17/2018

$2,920.00

Venetia Valley – CR

Supplemental Agreement No. 9 – Sanitary Sewer Repair

1/14/2019

$3,533.75

Venetia Valley - CR

Supplemental Agreement No. 10 –

Multi-Purpose Room Project detail modification

Replacement Classroom – Re-eval of TJI’s and Lumber

 

5/13/2019

 

$6,900.00

$6,000.00

 

Venetia Valley - CR

Total Current Contracts

 

$1,478,246.25

 

Total Contracts including this Supplement

 

$ 1,491,146.25

 

Total Remaining in Budget Item

 

$917,279.75

 

 



 
Financial Impact:

The proposed cost of this work is a not to exceed amount of $12,900.00 and is within planned budgeting for this type of work and will be funded from the District’s Measure A bond funds. 

Budget/SACS Code: 

21-9010-0-6210-00-0000-8500-092-000-486 - $12,900



Recommended Motion:

Approval of Supplemental Agreement No. 10 to the Master Agreement of SVA Architects, Inc.




Attachments:
SVA Proposal 1
SVA Proposal 2
SVA Supplemental Agree No. 10
Venetia Valley Budget 1
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. 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:
ESD Personnel Actions - REV
X.2. 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.3. 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:
Joint Personnel Actions - REV
X.4. PERSONNEL (ESD/HSD): Approval of Revised Job Description - Accountability Coordinator (Certificated)
Quick Summary / Abstract:

The Board is presented with a revised job description for Accountability Coordinator (Certificated), for recommended approval.



Rationale:

With the upcoming vacancy of this position, it is recommended that the attached revised job description be approved. This position is recommended for placement at Range C (ESD) and Range A (HSD) on the Certificated Administrators Salary Schedule, split between both the Elementary and High School Districts.



 
Recommended Motion:

Approval of revised job description for Accountability Coordinator (Certificated).

Attachments:
Accountability Coordinator Job Description
X.5. PERSONNEL: (HSD) Approval of Revisions to 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 revisions of personnel actions for the High School District.



Rationale:

Revisions to appointments are due to changes in Terra Linda High School coaching staff.



 
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 revisions to the Personnel actions.


Attachments:
Exhibit A
X.6. FINANCE: (ESD/HSD) Approval of the AB 1200 - Disclosure of Proposed Collective Bargaining Agreement between the San Rafael City Elementary and San Rafael High School Districts and the Certificated and Classified Management, and Confidential for the 2018-19 Fiscal Year; and Approval of Revised 2018-19 San Rafael Elementary and High School District Confidential, Classified Management, and Certificated Administrators Salary Schedules
Quick Summary / Abstract:

That the Board reviews AB 1200 - Disclosure of proposed Collective Bargaining Agreement between the San Rafael City Elementary and San Rafael City High School District and the Certificated and Classified Management and Confidential employees for the 2018-19 Fiscal Year.

Provides a 4% Elementary School District salary increase and a 2% High School District increase for the certificated administrators, classified managers and confidential employees as was ratified by CSEA classified staff and SRTA staff retroactive to 07/01/2018. Included in this AB 1200 disclosure are the same increases for the Superintendent, Deputy Superintendent and Assistant Superintendents as obligated in their employment contracts. 

In addition, effective 1/1/19, contribution towards medical coverage to the average of CSEA, SRFT & SRTA contribution per tier (Employee, Employee plus 1 and Family).

That the Board reviews the attached salary schedules for the Certificated Administrators, Classified Management and Confidential positions.

Rationale:

BACKGROUND:
To provide the required “Public Disclosure” of the proposed settlement between San Rafael City Elementary and San Rafael City High School Districts and the Certificated & Classified Management, Confidential employees in order to be in compliance with AB 1200, Government Code 35547.5, CCR, Title V, Section 15449 for the 2018-19 fiscal year. 

In addition, the disclosure document must be signed by the District Superintendent and Chief Business Officer at the time of public disclosure, who must certify that the District can meet the costs incurred under the Collective Bargaining Agreement for the current year and two (2) subsequent years.

CURRENT CONSIDERATIONS:    

The information provided in the “Disclosure of Collective Bargaining Agreement” document summarizes the financial implications of the proposed agreement and is submitted to the Board of Education for “Public Disclosure” of the major provisions of the agreement.  This is in accordance with the requirements of AB 1200 (Statutes of 1991, Chapter 1213, Government Code 3547.5, and CCR, Title V, Section 15449.

Once it has been reviewed and approved by the Board of Education, it will be submitted to the Marin County Office of Education for review and comment.

 
Financial Impact:

The total annual (ongoing) cost of the 2018-19 Settlement Agreement between the San Rafael City Elementary and San Rafael City High School Districts and the Certificated & Classified Management, Confidential employees are as follows (See AB 1200-Disclosure Documents attached):

  • Effective July 1, 2018, increase the ESD base salary schedules by 4.00%, annual cost is $188,146
  • Effective July 1, 2018, Increase the HSD base salary schedules by 2.00%, annual cost is $55,182

Effective January 1, 2019, the District contribution toward medical benefits for full-time exempt employees will increase based on the combined average of the three tiered caps offered to the three bargaining groups (CSEA, SRFT and SRTA). The new monthly caps for medical will be Employee Only @ $677.00, Employee +1 @ $1,173.00 and Family @ $1,526.00. There will be no change in the dental caps.

These costs will be covered by the General Fund 01 and the Cafeteria Fund 13.



Recommended Motion:

Approval of the AB 1200 - Disclosure of proposed Collective Bargaining Agreement between the San Rafael City Elementary and San Rafael High School Districts and the Certificated and Classified Management, and Confidential for the 2018-19 Fiscal Year; and

Approval of revised 2018-19 San Rafael Elementary and High School District Confidential, Classified Management, and Certificated Administrators Salary Schedules



Attachments:
1 ESD Confidential, Managers and Administrators AB1200 043019
3 HSD Confidential, Managers and Administrators AB1200 043019
ESD Cert. Adm. Class. Mgmt. and Conf. Salary Sch. for 2018-19
HSD Cert. Adm., Class. Mgmt., and Conf. Salary Sch. 2018-19
X.7. EDUCATION SERVICES: (ESD) Approval of Independent Contractor Agreement for Special Services between San Rafael City Schools, Davidson Middle School and Challenge Day, October, 14-15 and October, 16-17, 2019
Quick Summary / Abstract:
This item presents an Independent Contractor Agreement for Special Services between San Rafael City Schools, Davidson Middle School and  Challenge Day, October, 14-15 and October, 16-17, 2019, for recommended Board approval. 




Rationale:

Background: Challenge Day's mission is to provide youth and their communities with experiential workshops and programs that demonstrate the possibility of love and connection through the celebration of diversity, truth, and full expression.Through powerful and thought provoking games, activities, and discussions, Challenge Day programs break down walls of separation and isolation and builds new levels of respect and communication. Participants leave Challenge Day inspired and empowered to become leaders in their schools, communities, and lives. Challenge Day programs go beyond traditional anti-bullying efforts, building empathy and igniting a movement of compassion and positive change.

Current Consideration: The four days of, interactive Challenge Day program provides teens and adults with tools to tear down the walls of separation, and inspires participants to live, study, and work in an encouraging environment of acceptance, love, and respect. All Davidson Middle School seventh grade students will participate along with staff and parents in the Challenge Day program October, 14-15 and October, 16- 17, 2019.

Staff recommends approval of Independent Contractor Agreement for Special Services with Challenge Day Programs. Exhibit A




 
Financial Impact:

The cost of services is  $14,300.00 to be paid from unrestricted Education Services funds.

01-0000-0-5840.00-1110-1000-700-240-000






Recommended Motion:

Approval of Independent Contractor Agreement for Special Services between San Rafael City Schools, Davidson Middle School and  Challenge Day, October, 14-15 and October, 16-17, 2019.






Attachments:
Exhibit A
X.8. EDUCATION SERVICES:(HSD) Approval of Amended School Instructional Minutes and Bell Schedules for 2018-2019 School Year for Madrone and Terra Linda High Schools.
Quick Summary / Abstract:

This item presents amended school instructional minutes and bell schedules for 2018-2019 School Year for  Madrone and Terra Linda High Schools, for review and recommended approval.


Rationale:

BACKGROUND:  The California Education Code requires that school districts comply with the following instructional minutes time requirements or the number of instructional minutes offered by the districts in 1982-83, whichever is greater, as well as the number of school days each year. 

Grade Level



(A)

Annual Minutes



(B)

Minimum Day Minutes



(C)

Absolute Minimum Day Minutes and Method of Averaging

(D)

Minimum Schooldays of Year


(E)

Minimum Longer year Incentive Funding Schooldays

(G)

Kinder

36,000

180 (240 max)

60 (10-day)

180 days

180 days

1-3

50,400

230

170 (10-day)

180 days

180 days

4-8

54,000

240

180 (10-day)

180 days

180 days

9-12

64,800

240

180 (2-day)

180 days

180 days

Education Code

46201 (a) (3)

46111, 46112, 46113, 46115, 46117, 46141

46,114, 46142

41420

46200



CURRENT CONSIDERATIONS:   Before the start of each fiscal year, the governing board is asked to approve both the school calendar and the bell (class) schedules that include instructional minute calculations performed by District staff. Once approved, any modifications to the instructional minutes are presented for governing board approval.

Madrone Continuation High School modified their bell schedule to include 5 minimum days for the interdisciplinary project on plastic. Although the modification to their instructional minutes was compliant with statutory requirements, the modifications were not approved by the Board.

Terra Linda High School modified their bell schedule for two rallies. Although the modification to their instructional minutes was compliant with statutory requirements, the modifications were not approved by the Board.

District staff has re-calculated the instructional days and minutes for these schools, to ensure compliance with the statutory instructional time and school day requirements. The Instructional minutes and bell schedule for Madrone and Terra Linda are attached:

Madrone High (Exhibit A)

Terra Linda High (Exhibit B)




 
Financial Impact:

The district expects no negative impact to the budget as all school bell schedules are compliant with instructional minutes time requirements.


Recommended Motion:

Approval of the amended school instructional minutes and bell schedules for 2018-2019 school year for Madrone and Terra Linda High School.


Attachments:
Exhibit A - Madrone High
Exhibit B - TLHS
X.9. EDUCATION SERVICES: (HSD) Approval for San Rafael High School Link Crew Leadership Class of 2019 to Participate in An Overnight Field Trip to China Camp Group Campground in San Rafael, CA on May 24-25, 2019
Quick Summary / Abstract:

This item presents an overnight field trip request for San Rafael High School Link Crew Leadership Class of 2019 to participate in an overnight field trip to China Camp Group Campground in San Rafael, CA on May 24-25, 2019, for recommended approval.

Rationale:

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: This is the Link Crew Leadership class end of year Reflection and Planning Summit. Link Crew’s work is based on bettering the culture and climate of the school. This field trip will give students space and time to reflect on year’s accomplishments and plan for next year’s work.  All participants will arrive at 3:00 pm and set up camp together at the group camp site in China Camp. Students will do community building exercises, reflection activities and planning activities.  

 Approximately 24 Students are anticipated to attend this overnight field trip along with 4 adult chaperones and San Rafael High School Link Leadership Teacher Faye Padayachee, 

Accommodations:

  • 2 tents will be for females (15 females in total)
  • 1 tent will be for males (8 males in total)
      • Chaperones will sleep in 3 different tents between and on each side of the female and male student tents.

Each student will bring her/his own sleeping bag and sleeping pad. Extra sleeping bags and pads will be provided to those who do not have them (prior to trip).

There will be no water based activities on the Field Trip and all Link Leaders will be instructed to not pack swimwear for this trip.

Transportation: Private cars.





 
Financial Impact:

There would be no cost to the school or district for this trip. Students will each volunteer $10. No student will be excluded from participation because of lack of sufficient funds.




Recommended Motion:
Approval for San Rafael High School Link Crew Leadership Class of 2019 to participate in an overnight field trip to China Camp Group Campground in San Rafael, CA on May 24-25, 2019.
XI. DISCUSSION/ACTION SESSION
XI.1. BOARD BUSINESS: (HSD) Consideration of Interdistrict Transfer Appeal Regarding Student Case #1819-3
Quick Summary / Abstract:

The Board will consider upholding the superintendent's designee's recommendation to deny HSD Interdistrict Transfer Appeal for Student Case # ITR-18-19-3. 








Recommended Motion:




XI.2. BOARD BUSINESS: (HSD) Consideration of Interdistrict Transfer Appeal Regarding Student Case #1819-4
Quick Summary / Abstract:

The Board will consider upholding the superintendent's designee's recommendation to deny HSD Interdistrict Transfer Appeal for Student Case # ITR-1819-4.








Recommended Motion:




XI.3. FINANCE (ESD): Approval of Resolution No. 1819-32 Authorizing the Issuance and Sale of San Rafael City Elementary School District (Marin County, California) Election of 2015 General Obligation Bonds, Series C
Quick Summary / Abstract:

The San Rafael Elementary School District is preparing to issue its third and final series of general obligation bonds from Measure A. The Board is being asked to approve Resolution No. 1819-32 authorizing the issuance and sale of San Rafael City Elementary School District (Marin County, California) Election of 2015 General Obligation Bonds, Series C (the “Series C Bonds”) and approve forms of documents and actions of officers related to the transaction.

Rationale:

In March, 2016, the District issued the first series of bonds from the 2015 bond election (Measure A) in the amount of $25,000,000. In July, 2018, the District issued the second series of bonds from Measure A in the amount of $40,000,000. The District is now in the process of preparing to issue the third series of bonds for the Elementary School District to continue implementing the bond construction program. The Board is being presented with the forms of the Bond Purchase Agreement, the Continuing Disclosure Agreement and the Preliminary Official Statement in connection with the approval of the Series C Bonds.

 
Financial Impact:

Issuing the Series C Bonds will replenish the construction funds for elementary school construction plans. Estimated costs of issuance of the Series C Bonds are $170,000.  

Recommended Motion:

Approval of Resolution No. 1819-32 authorizing the issuance and sale of San Rafael City Elementary School District (Marin County, California) Election of 2015 General Obligation Bonds, Series C and approving forms of documents and actions of officers related to the transactions.


Attachments:
POS - San Rafael ESD Election of 2015 Series C_3394926_1(DMS) (2)
San Rafael City Schools ESD Election of 2015 Series C G.O. Bonds Resolution_3394891_1(DMS) (2)
XI.4. 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 follow:
Donor Item/Purpose Site Amount/Value
Kieth Metzger Yamaha CJ-12 Guitar SRHS $ 500.00
Marin Symphony Transportation Fees San Pedro $ 150.00
Total $ 650.00


 
Financial Impact:

COST/FUNDING SOURCE: Total of general donation: $650.00




Recommended Motion:
Approval of donations

XI.5. PUBLIC HEARING: (ESD) PROPOSITION 39 ENERGY EFFICIENCY PROJECTS: Approval of Resolution 1819-35 to Enter into an Energy Services Contract for Solar Photovoltaic Systems at San Pedro Elementary School and Glenwood Elementary School – Solar Technologies
Quick Summary / Abstract:

The Board will hold a public hearing regarding Resolution 1819-35 to authorize SRCS to enter into an energy service contract under the provisions of Government Code 4217.10, for recommended approval.  





Rationale:

SRCS has received Proposition 39 funds for energy savings projects and is initiating work to implement these projects.  

BACKGROUND:

SRCS has an Energy Efficiency Expenditure Plan approved by the California Energy Commission.  Each of the SRCS sites has identified energy efficiency projects, including electrical lighting retrofits, mechanical systems efficiency upgrades, Energy Management System, and renewable energy systems.

CURRENT CONSIDERATIONS:

The approval of Resolution No. 1819-35 will authorize the District to enter into an energy services contract with Solar Technologies for solar photovoltaic systems to include shade canopy structures at San Pedro Elementary School and Glenwood Elementary School.

Sage Renewables, an independent renewable energy consulting firm, has provided an analysis identifying the benefits of constructing these projects including the reduction in consumption of and the demand for nonrenewable energy that will result in a net cost savings to the District.

All documents have been reviewed by DWK.



 
Financial Impact:
No financial impact.

Recommended Motion:

After a public hearing, approval of Resolution 1819-35 authorizing the District to enter into an Energy Service Contract under the provisions of Government Code 4217.10 for solar photovoltaic systems at San Pedro Elementary School and Glenwood Elementary School.




Attachments:
Resolution No. 1819-35
XI.6. PUBLIC HEARING (ESD) Approval of Energy Service Contract for Solar Photovoltaic (PV) Energy Systems at San Pedro Elementary School and Glenwood Elementary School – Solar Technologies
Quick Summary / Abstract:

The board will hold a public hearing with a recommendation to approve an Energy Services Contract in accordance with Government Code 4217.10 with Solar Technologies for solar photovoltaic (PV) energy systems at San Pedro Elementary School and Glenwood Elementary School.




Rationale:

SRCS desires to contract for the finance, design, permitting and building of multiple canopy structures with net-metered solar photovoltaic (PV) systems in an effort to participate in energy cost saving efforts using Prop. 39 funds.

BACKGROUND:

SRCS has an Energy Efficiency Expenditure Plan approved by the California Energy Commission.  Energy efficiency projects have been identified for each of the SRCS sites, including electrical lighting retrofits, mechanical systems efficiency upgrades, Energy Management Systems, and renewable energy systems. 

Solar PV Systems that would include shade canopy structures were identified for San Pedro Elementary School and Glenwood Elementary School

In accordance with Government Code 4217.10 et. seq. the SRCS may enter into an energy service contract to construct energy efficiency projects when the cost of the work is less than the anticipated marginal cost to SRCS of the energy that would have been consumed without the project.   The procedures under Government Code 4217.10 et. seq. allow SRCS to utilize a Request for Proposal and price/qualifications selection process for a design-build Contractor. 

CURRENT CONSIDERATIONS:

The Capital Improvements Team prepared a Request for Proposals for the Solar Photovoltaic (“PV”) Systems Projects at San Pedro Elementary School and Glenwood Elementary School, issued on March 25, 2019.  Three (3) responsive, responsible, proposals were received on April 18, 2019.  Those included: Solar Technologies, Sprig Electric, and Sun Light & Power.   

All proposals were evaluated and ranked according to the Best Value criteria.  Criterion included system components and cost; cost savings; vendor experience and qualifications; schedule; maintenance; and overall performance proposal.

After review and scoring of all proposals, and in taking into consideration the proposers’ demonstrated qualifications, the contract for Solar Technologies is presented for approval. 

All documents have been reviewed by DWK.




 
Financial Impact:

The cost of the Design-Build Agreement for these ‘turnkey’ solar photovoltaic (PV) systems with parking shade structures will be paid for entirely by Proposition 39 grant funding. The sub-total Design-Build costs are $788,120. On top of this subtotal, SRCS has included a 2.8% contingency, for a total impact of $810,000. PV Parking Shade structures will be located at both San Pedro and Glenwood Elementary Schools.

In addition to the Design-Build Agreement, this project has the following two ongoing agreements associated these solar parking shade structures:

 

1)    Operations & Maintenance (O&M) Agreement – This is a service contract for preventative and proactive maintenance to ensure the solar systems are in good working condition. The cost of the O&M Agreement is $4,858 in Year-1, which escalates by 3% annually for the entire term of the contract. The O&M Agreement is structured with an initial term of 5 years. This includes an automatic 5-year renewal and with an option to renew up to three additional times, for up to twenty-five years. SRCS will need to continue to budget these fees on an annual basis and can terminate at any time. However, please note, these fees will be offset by the estimated total project savings.

2)    Performance Guarantee (PeGu) Agreement - The PeGu is a guarantee that the solar systems will produce at least 95% of weather-adjusted expected performance over a 5-year true-up period for the entire term of the O&M Agreement.  If the systems underperform, Solar Technologies will reimburse the District for the unrealized solar generation credits.  The cost for the PeGu is included in the O&M Agreement costs.


SRCS has budgeted one year of ongoing asset management/operational costs associated with these solar projects. These annual operating costs include the following: O&M Agreement, insurance, inverter replacement funds, 3rd party verification with performance management, and a decommissioning reserve.

The total budget for ongoing asset management/operational costs over the lifetime of the systems is approximately $11,100 in Year-1, escalating by 3% annually. However, please note, these costs will be funded through the savings generated by the project. For example, in Year-1, the project is estimated to save SRCS $43,600 in utility electric costs, which results in a net savings of $32,500 after these operating costs.

The total 25-year operating costs are estimated to be $371,900. However, off-setting those costs are the estimated total project savings of $1,309,700, for a net-savings of $937,800.






Recommended Motion:

After a public hearing, approval of the energy service contract with Solar Technologies for solar photovoltaic (PV) energy systems at San Pedro Elementary School and Glenwood Elementary School.

** The viewable version of the contracts is available in the Capital Facilities Office, located in the San Rafael City Schools Central Services Building, Room 505.





Attachments:
2019-05-08 SRCS P39 PeGu Agreement - CLEAN 3396526 1
2019-05-08 SRCS P39 Solar PV O-M Agreement - CLEAN 3396322 1
2019-05-08 SRCS Prop 39 Design-Build Agreement 3396674 1
XI.7. PERSONNEL: (ESD) Approval of Resolution #1819-33 – Resolution Releasing Temporary Certificated Employees
Quick Summary / Abstract:

Approval of Resolution #1819-33 - Resolution Releasing Temporary Certificated Employees.


Rationale:

California Education Code Section 44954(b) allows the Governing Board of a school district to release temporary employees.

Background: California Education Code section 44954(b) states that the Board may release a temporary certificated employee if the employee is notified before the end of the school year.

Current Considerations: Each year, the District hires temporary employees to backfill certain certificated employees who are on leave to serve in those positions and to backfill employees on leave for illness. Using temporary employees in these cases, allows the District to have flexibility in staffing and also serves as a preventive measure to over staffing.


 
Financial Impact:

No financial impact. Positions will be filled.

Recommended Motion:

Approval of Resolution #1819-33.

Attachments:
Resolution 1819-33
XI.8. PERSONNEL: (HSD) Approval of Resolution #1819-34 – Resolution Releasing Temporary Certificated Employees
Quick Summary / Abstract:

Approval of Resolution #1819-34 - Resolution Releasing Temporary Certificated Employees.


Rationale:

California Education Code Section 44954(b) allows the Governing Board of a school district to release temporary employees.

Background: California Education Code section 44954(b) states that the Board may release a temporary certificated employee if the employee is notified before the end of the school year.

Current Considerations: Each year, the District hires temporary employees to backfill certain certificated employees who are on leave to serve in those positions and to backfill employees on leave for illness. Using temporary employees in these cases, allows the District to have flexibility in staffing and also serves as a preventive measure to over staffing.


 
Financial Impact:

No financial impact. Positions will be filled.

Recommended Motion:

Approval of Resolution #1819-34.

Attachments:
Resolution 1819-34
XI.9. INITIAL CONSIDERATION: (ESD/HSD) First Reading of Revisions to Exhibit (E)5145.6 Parental Notifications
Quick Summary / Abstract:

The Board is presented with an opportunity to review a first reading of Exhbit 5145.6- Parental Notifications. A second reading with recommended approval will be brought to a subsequent meeting. 

Rationale:

BACKGROUND:
Revisions to 5145.6 - Parental Notifications reflect new laws requiring parental notice of the rights of pregnant and parenting students (AB 2289), mental health services available in the school and community (AB 2022), risks and effects of lead exposure when child enrolls in a licensed child care center or preschool (AB 2370), and specified educational rights of migrant students and newly arrived immigrant students in grades 11-12 (AB 2121). The Exhibit also deletes two items related to Open Enrollment Act transfers since schools are not currently being identified as low achieving under this program. Section V is being updated to add legal cite pursuant to new law (AB 1808) which requires classroom notice on Williams UCP to include health and safety issues in license-exempt California State Preschool Programs. 

All revisions are based on recommended language from the California School Boards Association (CSBA). 




 
Financial Impact:

None. 

Attachments:
5145.6 Exhibit Parental Notifications 1st reading
XI.10. BOARD BUSINESS: (ESD/HSD) Approval of the 2019-2020 Regular Board Meeting Calendar, Board Bylaw Exhibit (E) 9320
Quick Summary / Abstract:

The Board is presented with a draft of a Regular Board Meeting Master Calendar for the 2019-2020 school year for consideration. 






Rationale:

BACKGROUND: The San Rafael City Schools Governing Board's regularly scheduled Business Meetings are the second Monday of each month. Second meetings, when occurring, are also scheduled as regularly scheduled Business Meetings and are scheduled as needed on the fourth Monday, with some exceptions. If a meeting date falls on a federal or other holiday, that meeting date is changed. Special Meetings of the Board may be called as necessary with a minimum of 24 hour notice. 

The Board reserves the right to adjust the date and/or time of one or more of its regular meetings in order to accommodate the personal or business schedules of the board members or staff, or to reflect external interests, such as holiday schedules, weather, and school district program needs. Board meeting dates are published as Board Bylaw Exhibit (E) 9320.


Exhibit A - Revision of BB (E) 9320.



 
Financial Impact:
None. 
Recommended Motion:

Approval of the 2019-2020 Regular Board Meeting Calendar, Board Bylaw E 9320.  





Attachments:
DRAFT- 2019-2020 Regular Board Meeting Calendar
XI.11. BOARD BUSINESS: (ESD/HSD) Discussion of Board Members' Participation in 2019 Graduation Ceremonies and 8th Grade Promotions
Quick Summary / Abstract:

The Board will discuss participation in 2019 graduations and 8th grade promotions. 




Rationale:

BACKGROUND: This agenda item presents a request to confirm trustee participation in the 2018 graduation ceremonies at Madrone, San Rafael and Terra Linda high schools, and 8th grade promotion ceremonies at Davidson Middle School and Venetia Valley K-8.

The schedule of the 2019 ceremonies is attached, as well as the 2018 graduation/promotion participation as discussed last year, for reference. 












 
Financial Impact:
None. 
Attachments:
2018 Board Participation - reference only
2019 Board Grad Participation
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 28, 2019 (Tuesday)
XV. ADJOURNMENT (and Closed Session Report Out, if necessary): 9:00 P.M. (approximate time)

Published: May 9, 2019, 2:54 PM

The resubmit was successful.