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Regular Meeting - SRCS Board of Education
San Rafael City Schools
June 26, 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. 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. 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.)
VII. SPECIAL REPORT
VII.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
VII.2. UPDATE: (ESD/HSD) Capital Facilities Program
Quick Summary / Abstract:

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


Attachments:
CFP presentation 6.26.19
VIII. 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.)
VIII.1. CAPITAL FACILITIES PROGRAM: (ESD) Approval of Amendment 5 to Lease-Leaseback Agreement, Facilities Lease, for the San Pedro Elementary School Project — Jeff Luchetti Construction Was edited within 72 hours of the Meeting
Quick Summary / Abstract:

The Board  is presented with Amendment 5 to Lease-Leaseback Agreements for the San Pedro Elementary School Project.




Rationale:

The final phase of construction of the San Pedro project is “Increment 3b: Site Improvements.” This portion of the work is ready for construction.  The District 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; Amendment 3: Increment 2b: Site work and low voltage systems on November 13, 2018; and Amendment 4: Increment 3a:  Renovations and Modernization of Existing Building A on April 30, 2019. 

CURRENT CONSIDERATIONS:

The final phase of work at the site is “Increment 3b: Site Improvements.” This phase of work has been approved by DSA. It includes work on all areas of the site to integrate the school campus with the new buildings and renovations.  The work includes: renovations to the front parking and drop-off including reconfiguration of the bus drop-off areas to accommodate current bus parking needs; access compliance work at the front of campus; fencing and gates for security; new concrete work and landscape at the front of campus; removal of portables at the back of campus; playground and field upgrades and final development; and remaining infrastructure work.  

JLC has completed subcontractor bidding and development of a Guaranteed Maximum Price (“GMP”) for the Increment 3b project.  Amendment 5 to the Facilities Lease, including Exhibit C are attached and recommended for approval.  Exhibit C contains the GMP for the Increment 3b project.  The Capital Facilities team worked closely with JLC and HY Architects regarding this phase of work, as the initial pricing was far beyond the District’s budget.  Even with this value engineering effort, the price presented for approval is well above the District’s budget for the project.  We provide an accompanying item with proposed Measure A budget adjustments to accommodate this budget impact. 

 
Financial Impact:

FINANCIAL IMPACT:

$1,586,675, for Increment 3b.  Funded by the Measure A Bond.  With this action the total Construction cost of the project, as included in JLC’s GMP calculation is $14,336,124.  The District’s total construction budget for the San Pedro Project including all Contingencies is $12,848,193.  In addition to the direct GMP adjustment it is proposed to adjust the San Pedro project budget to reflect approved Change Orders and make Project soft cost adjustments.  This results in a net adjustment to the Measure A Program Budget for San Pedro of $1,511,710, which is on the Board agenda for this meeting.  Calculations of the net Program Budget adjustments are as follows: 

 

Total GMP                                        $14,336,124

Approved Change Orders                   $     222,577

Total Adjusted Contract                     $14,558,701

 

Adjusted Contract Less Budget           $  1,710,508

Fund Technology CO from Dist.-wide  -$       73,798

Adjust Project Soft Costs balance       -$     125,000

Net Project Budget Adjustment     $ 1,511,710





Recommended Motion:

Approval of Amendment 5 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:
2019-06-29 Amendment 5 to Facilities Lease - San Pedro JLC - EXHIBIT 1
2019-6-26 Amendment No 5 to Facilities Lease - San Pedro JLC
VIII.2. CAPITAL FACILITIES PROGRAM: (ESD) Approval of Adjustments to Capital Facilities Program Budgets, Measure A
Quick Summary / Abstract:

The Board is presented with updated budgets for projects included in the Measure A Capital Facilities Program. 




Rationale:

The Board approved the original site Project Budgets and District-wide Program Budgets in November 2016.  Subsequently, in order to accommodate changes in project costs and revenue adjustments the Board approved updated budgets in July 2017, November 2018, January 2019, and March 2019. It is appropriate at this time to consider approval of updated site Project Budgets for the Measure A Program.

BACKGROUND: 

The Capital Facilities Team has presented an item to the Board for consideration on this agenda, awarding a final Guaranteed Maximum Price (GMP) contract for JLC, Inc. on the San Pedro Elementary New Construction and Modernization, Increment 3b: Site Improvements.  This final contract is in excess of the total construction budget for the project.  The team engaged in extensive Value Engineering to reduce costs.  We also focused on preserving scope in these projects and ensuring completion of the work at the site.  Even with this, the costs for subcontractor work on the remaining portions of the project, and changes to the existing work on campus, are over the District’s budget by $1,511,710.  In addition, there are a number of relatively minor Program Budget adjustments which are appropriate to consider at this time. 

CURRENT CONSIDERATIONS:

It is necessary to accommodate the award of the final increment at San Pedro, and to make other expenditure and revenue adjustments at this time.  These include:

  1. Adjust Program Revenue
    1. Increase Interest Income by $350,000, based on higher than anticipated interest earnings to date.
    2. Decrease anticipated Prop. 39 contribution by $250,000, based upon revised projects not funding bond construction.
    3. Increase anticipated State Funding by $447,708, based upon projects submitted and included on the OPSC Workload List for Prop. 51 funding and future applications.
  2. Adjust Program Expenditures
    1. Increase expenditure budget for San Pedro by net of $1,511,710, based on award of Increment 3b, and change orders to existing work, with partially offsetting decreased budgets for San Pedro project soft costs.
    2. Decrease project expenditure budgets for Davidson Middle School projects by $142,979, reflecting project closeout.
    3. Decrease project expenditures for Venetia Valley K-8 projects by $197,602, increasing budgets for field restoration and Transitional Housing with offsetting reductions in future project budgets.
    4. Decrease current project expenditure budget for Glenwood Multi-Purpose project by $150,000 reflecting near completion status and remaining uncommitted funds.
    5. Increase expenditure budgets to reflect project closeout costs/costs incurred for Laurel Dell Transitional Housing by $29,541 and Short Elementary by $8,327.
    6. Apply $500,000 of Measure A Program Reserve to project expenditure budgets, decreasing Program Reserve to $500,000.  This adjustment is appropriate given that over 85% of Measure A Program funds are committed at this time.



 
Financial Impact:

See attached Measure A Program Budget Worksheet.



Recommended Motion:

Approval of adjustments to Measure A Capital Facilities Program Budgets.




Attachments:
SRCS Measure A Program Budget Updated 6-26-19
VIII.3. CAPITAL FACILITIES PROGRAM: (HSD) Approval of the Contract for Bridging Documents and Services on the Design-Build Process for the Terra Linda High School New Main Gym + Frontage Project – Lionakis, Inc.
Quick Summary / Abstract:

The Board is asked to consider approval of the contract for Bridging Documents and Services on the Design-Build process for the Terra Linda High School New Main Gym + Frontage Project. 


Rationale:

BACKGROUND: 

The SRCS Board has completed the first steps in the Design-Build process by adopting the updated Conflict of Interest Board Policy 3311.11 and approving the use of the Design-Build Project Delivery Method for the Terra Linda High School Main Gym and Frontage Project at its meeting of May 13, 2019.  The Capital Facilities Team is beginning the process of implementing the Design-Build project delivery by issuing a Request for Qualifications for Design-Build entities for the TLHS project.   

CURRENT CONSIDERATIONS: 

The next step after pre-qualifying firms is to develop the “Bridging Documents” and prepare the Request for Proposals: Design Build (“RFP”). Bridging Documents are the preliminary documents which form the basis for submission of design-build proposals.  The Bridging Documents provide enough project requirements, in preliminary drawings and specifications, to enable the Design-Build team to submit a responsive proposal.

The project has extensive background documentation which will provide a strong foundation for the Bridging Documents.  These include: 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. The “Bridging Architect” will assist the Capital Facilities team in preparing this package, and providing any supplemental or clarifying documents, in order to provide a strong basis for the RFP.

The Capital Facilities team requested a proposal from a firm not a part of the current SRCS Architectural pool for Bridging Documents and for assistance with the Request for Qualifications, and the Request for Proposals including the Design-Build competition. Lionakis Architects is one of the most respected K-12 Educational Facilities Architects in the state.  Founded in 1909, the firm has offices in Sacramento, Oakland, and San Jose.  Lionakis has completed more than 1,600 Modernization and New Construction projects for California school districts.  They also have experience as a Design-Build Architectural partner, which will be invaluable in providing assistance to SRCS during this process.  Lionakis’ proposal is attached for review. It includes future phases of work with assistance during design and construction.  This item recommends award of only Phase I services on an hourly, not-to-exceed basis. 



 
Financial Impact:
$48,080, for Phase I services (including $2,000 for reimbursable expenses) from the established Davidson Middle School Multi-Purpose Room budget.  



Recommended Motion:
Award a contract for Bridging Architect services and Design-Build project assistance to Lionakis, Inc. for the Terra Linda High School Main Gym and Frontage Design-Build Project.


Attachments:
Independent Consultant Agreement - Lionakis
Lionakis DB Bridging Docs 190610 Terra Linda HS Proposal
VIII.4. CAPITAL FACILITIES PROGRAM: (ESD) Approval of Supplemental Agreement No. 8 to Master Agreement for Architectural / Engineering Design Services for the Davidson Middle School Multi-Purpose Building Project – Quattrocchi Kwok Architects
Quick Summary / Abstract:

Staff seeks review and approval from the Board of Education for Supplemental Agreement No. 8 to the Master Agreement with Quattrocchi Kwok (QKA) Architects for Architectural/ Engineering Design Services for the Davidson Middle School Multi-Purpose Building Project.

The purpose of this modification is to provide design services for the new Multi-Purpose Building and surrounding site at the Davidson Middle School Campus.

Rationale:

For Quattrocchi Kwok Architects, individual school projects have been assigned by executing supplemental agreements to their original Master Agreement. 

Background:

Effective August 22, 2016, the District entered into a Master Agreement for Architectural Services with Quattrocchi Kwok Architects (Master Agreement) for the provision of architectural services to the District for projects under the District’s Measure A and Measure B bond programs. Under the Master Agreement, specific Program projects are assigned by executing Supplemental Agreements for each specific project.  Each Supplemental Agreement identifies the specific project scope, architect fees, 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. 

For QKA, to date, the District has issued supplemental agreements for the Davidson Middle School two-story STEAM Building Project and supplemental Campus Planning for future projects. 

Current Considerations:

QKA Supplemental Agreement No. 8 is for architectural/engineering design services for the Davidson Middle School Multi-Purpose Building project.   This scope of services will include the design of the building and surrounding site development and will include all necessary engineering disciplines.  The design phase will include a schematic design, design development, construction drawings, regulatory approvals, bidding and negotiations, construction administration, and Division of State Architect (DSA) closeout.

The Quattrocchi Kwok (“QKA”) contract history for the Davidson Multi-Purpose Building is as follows:

 

Contract/Increment

BOE Approval

Amount

Project

Budget

 

 

 

Architectural Budget (6210)

 

$1,141,329

 

Master Agreement

8/22/2016

 

 

Total Current Contracts

 

$ 0

 

QKA Supplemental Agreement No. 8 – Architectural and Engineering Services – DMS MPR/Site

6/26/2019

$ 728,975

Total Contracts with Amendment

 

$ 728,975

Total Remaining in Budget Item 6210

 

$ 412,354



 
Financial Impact:

$728,975.  Supplemental Agreement No. 8 will be funded from the District’s Bond Program, under Measure A. 

Budget/SACS Code:  21-9010-0-6210-00-0000-8500-340-000-497



Recommended Motion:

Approval of the Architectural/ Engineering Design Services for the Davidson Middle School Multi-Purpose Building Project and approve Supplemental Agreement No. 8 to the Master Agreement of Quattrocchi Kwok Architects.




Attachments:
Davidson MS Budget
QKA Proposal
VIII.5. CAPITAL FACILITIES PROGRAM: (ESD) Ratification of Field Approval for Modification No. 5 to the Independent Consultant Agreement for Supplemental Hazardous Materials Pre-Demolition Survey and Reporting Services at San Pedro Elementary School - Sensible Environmental Solutions (SES)
Quick Summary / Abstract:

Staff seeks ratification from the Board for field approval of a modification to the Independent Consultant Agreement with Sensible Environmental Solutions (SES) for Hazardous Materials Pre-Demolition Survey and Reporting Services at San Pedro Elementary School.

The purpose of this modification was to perform the required hazardous materials pre-demolition survey and reporting for the San Pedro portable buildings E4, E5, F1, F2, and F3.




Rationale:

Background:

On October 24, 2016, the SRCS Board of Education approved three Environmental / Hazardous Materials Consulting firms as a pool of qualified providers for the Capital Facilities Bond Measures A & B Programs.  The three firms:  Millennium Consulting Associates, Terracon Consultants, and Sensible Environmental Solutions, were selected based on the following criteria:  experience with schools; qualifications and staff; project approach; references; and fees. 

On January 9, 2017, the Capital Facilities Team presented to the Board a request for assignments of these firms to specific school sites.  Sensible Environmental Solutions was assigned to Glenwood Elementary, Laurel Dell Elementary, San Pedro Elementary and Short Elementary. 

Current Considerations:

The Capital Facilities Team provided field approval for the provision of required pre-demolition hazardous materials inspection services associated with the demolition of portable buildings E4, E5, F1, F2 and F3.  Required services included interior and exterior inspection of the portable building areas for suspect asbestos containing materials (ACMs); the collection of samples; and a final report with findings.

The contract history for Sensible Environmental Solutions, Inc. (SES) at San Pedro Elementary School is outlined below:

 

Budget / Contract

BOE Approval

Amount

Site(s) or project

Budget

 

 

 

Hazmat (6260)

 

$130,000.00

 

Signet Testing Labs

  • Initial Contract - $31,529.00

Contract Modification No. 2 - $30,798.16

Contract Modification No. 4 – 25,000.00

Dec 8, 2018 Dec 17, 2018 June 10, 2019

$ 87,327.00

San Pedro Elementary School

San Pedro ES

 

Initial SES Contract

Jan 27, 2017

$ 8,476.00

SES Contract Modification No. 2 - Supp Construction Hazmat Services

April 23, 2018

$ 5,262.00

 

 

 

SES Contract Modification No. 4 – Supp Construction Support Services

June 10, 2019

$ 22,547.00

Total Current Contracts

 

$123,612.00

SES Contract Modification No. 5 – Pre-Demolition Survey and Reporting for Portables

June 26, 2019

$6,273.00

Total Contract Including Amendment

 

$ 129,885.00

Total Remaining in Budget Item 6260

 

$ 115.00



 
Financial Impact:

$6,273.  Contract Modification No. 5 will be funded from the District’s Bond Program, under Measure A.

Budget/SACS Code: 

21-9010-0-6260-00-0000-8500-094-000-000 (San Pedro ES) – $6,273.00






Recommended Motion:

Approval of Modification No. 5 to the Independent Consultant Agreement for Sensible Environmental Solutions, Inc.




Attachments:
20190615 San Pedro SW Budget
SES Proposal - SP Portables
IX. 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.)
IX.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 Action REV
IX.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 Action REV
IX.3. PERSONNEL: (ESD/HSD) Approval of Supervised Fieldwork Agreement With Brandman University For the Period of May 29, 2019 through May 28, 2022
Quick Summary / Abstract:

This agenda item presents for Board approval the Administration's recommendation to enter into the Supervised Fieldwork Agreement with Brandman University for the period of May 29, 2019 through May 28, 2022.



Rationale:

Providing high quality learning environments for field experience/training both assists the professional in teaching/counseling/psychology/administration, and often yields the District's best look at talented, prospective new staff. Brandman University provides the interns, under the supervision of our staff.


 
Recommended Motion:

Approval of the Supervised Fieldwork Agreement with Brandman University for the period of May 29, 2019 through May 28, 2022.


Attachments:
Brandman University Supervised Fieldwork Agreement
IX.4. PERSONNEL: (ESD/HSD) Approval of New Job Description - Account Clerk IV (Classified)
Quick Summary / Abstract:

The Board is presented with a new job description for Account Clerk IV for review and recommended approval.






Rationale:

Due to changing needs in Business Services, this position was reclassified from Account Clerk III to Account Clerk IV. The Account Clerk IV job description and reclassification has been approved by the CSEA and District in alignment with the Collective Bargaining Agreement.

The salary range will move from Range 40 to Range 42 effective July 1, 2018. 

Under the direction of the Accounting Supervisor and Manager, this position will perform a variety of accounting duties in support of functions related to accounts payable and receivable, prepare and maintain accurate files, records, and reports; operates a variety of business machines, including computers, and does related work as required.

Pending CSEA approval.

Exhibit A - Account Clerk IV 




 
Recommended Motion:

Approval of new job description for Account Clerk IV.

Attachments:
Account Clerk IV-CSO
IX.5. PERSONNEL: (ESD/HSD) Approval of Intern Contract Agreement With Brandman University For the Period of May 29, 2019 - May 28, 2021
Quick Summary / Abstract:

This agenda item presents for Board approval of the Administration's recommendation to enter into the Brandman University Intern Contract Agreement for the period of May 29, 2019 - May 28, 2021.



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.

 
Recommended Motion:

Approval of the Brandman University Intern Contract Agreement for the period of May 29, 2019 - May 28, 2021.


Attachments:
Brandman University Internship Contract Agreement
IX.6. THIRD READING: (ESD/HSD) Approval of Revisions to Board Policy and Adoption of New Administrative Regulation 5131.2 Bullying
Quick Summary / Abstract:

The Board is presented with a third reading of revised Board Policy 5131.2 Bullying, and a new Administrative Regulation for review and recommended approval. 




Rationale:

BACKGROUND:
The Bullying Policy is being updated and a new regulation added to reflect NEW LAW (AB 2291, 2018) which mandates districts to adopt, on or before December 31, 2019, procedures for preventing acts of bullying, including cyberbullying.

The Regulation includes material formerly in BP re: bullying prevention measures, staff development, student instruction, reporting, and corrective actions.  The Regulation also adds definition of bullying and examples of behaviors that may constitute bullying and cyberbullying, and reflects CDE's online training module on bullying developed pursuant to AB 2291.

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





 
Financial Impact:

None. 

Attachments:
5131.2 AR Bullying 3rd Reading
5131.2 BP Bullying revised - 3rd reading
IX.7. EDUCATION SERVICES: (ESD) Approval of 2019 Local Control Accountability Plan (LCAP) Every Student Succeeds Act (ESSA) Federal Addendum
Quick Summary / Abstract:

This item presents the 2019 Local Control Accountability Plan (LCAP) Every Student Succeeds Act (ESSA) Federal Addendum for Board review and recommended approval.

Exhibit A


Rationale:

Background: New for 2019, eligible school districts within California are required to submit a “LCAP Federal Addendum” to the California Department of Education (CDE) if they apply for Every Student Succeeds Act (ESSA) funds from the U.S. Department of Education. Therefore, both SRCS’ Elementary School District and High School District are required to submit by the deadline of August 15. The Addendum is meant to supplement the LCAP to ensure that eligible LEAs have the opportunity to meet the LEA Plan provisions of the ESSA.

The Addendum contains narrative sections that are very similar to plans and reports that have been previously been submitted to the CDE in prior years for federal funds, such as plans related to the “Titles” (Title I, Title III, etc.) Essentially, the Addendum now takes the place of these previous plans and reports.

Current Consideration: This item presents the 2019 Local Control Accountability Plan (LCAP) Every Student Succeeds Act (ESSA) Federal Addendum for Board review and recommended approval.

Exhibit A

 
Recommended Motion:

Approval of the 2019 Local Control Accountability Plan (LCAP) Every Student Succeeds Act (ESSA) Federal Addendum.



Attachments:
Exhibit A
IX.8. EDUCATION SERVICES:(ESD) Approval of Renewal of Independent Contractor Agreement for Special Services with Bay Area Community Resources (BACR) for Additional Staff to Supervise and Monitor Buses and Bus Riding Students at San Pedro Elementary School for the 2019-2020 School Year.
Quick Summary / Abstract:

This item presents the Independent Contractor renewal Agreement for Special Services with Bay Area Community Resources (BACR) for additional staff to supervise and monitor buses and bus riding students at San Pedro Elementary School for the 2019-2020 school year, for review and recommended approval. 




Rationale:

Background: Bay Area Community Resources (BACR) is a regional 501(c)(3) nonprofit agency headquartered in San Rafael, California that provides a range of services in seven counties around the San Francisco Bay Area. Founded in 1976, BACR’s mission is to promote the healthy development of individuals and families, encourage service and volunteerism, and help build community.Toward these ends, BACR delivers services at more than 100 school- and community-based sites in the following program areas: After school, alcohol and drug, healthy communities, mental health, national service, tobacco, youth leadership and workforce development, and fiscal intermediary services.

Last year, BACR delivered intensive direct services to approximately 33,000 children, youth, and adults annually. Their outreach and informational programs reached another 370,000 through events, workshops, and the internet. Annual evaluations of BACR programs have consistently shown positive impacts, including improved family functioning, youth development skills, and school performance.

BACR delivers the above services with an annual budget of more than $28 million and a professional staff of 500 (276 FTE) and 360 AmeriCorps members, 25 graduate-level mental health interns, and more than 9,000 volunteers a year. This cadre of professional staff, AmeriCorps members, interns, and volunteers helps make it possible for BACR to leverage support and deliver services in communities that otherwise would not have the capacity to provide adequate resources.

Current Consideration: 
Bay Area Community Resources (BACR) will provide one staff person to work 2.5 hours per day supervising and monitoring buses, bus riding students and will communicate with families regarding changes in bus routes and/ or late buses at San Pedro Elementary School for the 2019-2020 school year. This staff will work in the family center.

Exhibit A-Independent Contractor Agreement for Special Services.



 
Financial Impact:

Cost of services not to exceed $18,900 to be paid from unrestricted general fund.



Recommended Motion:

Approval of the Independent Contractor renewal Agreement for Special Services with Bay Area Community Resources (BACR) for additional staff to supervise and monitor buses and bus riding students at San Pedro Elementary School for the 2019-2020 school year.



Attachments:
Exhibit A
IX.9. EDUCATION SERVICES: (HSD) Approval of 2019 Local Control Accountability Plan (LCAP) Every Student Succeeds Act (ESSA) Federal Addendum
Quick Summary / Abstract:

This item presents the 2019 Local Control Accountability Plan (LCAP) Every Student Succeeds Act (ESSA) Federal Addendum for Board review and recommended approval.

Exhibit A



Rationale:

Background: New for 2019, eligible school districts within California are required to submit a “LCAP Federal Addendum” to the California Department of Education (CDE) if they apply for Every Student Succeeds Act (ESSA) funds from the U.S. Department of Education. Therefore, both SRCS’ Elementary School District and High School District are required to submit by the deadline of August 15. The Addendum is meant to supplement the LCAP to ensure that eligible LEAs have the opportunity to meet the LEA Plan provisions of the ESSA.

The Addendum contains narrative sections that are very similar to plans and reports that have been previously been submitted to the CDE in prior years for federal funds, such as plans related to the “Titles” (Title I, Title III, etc.) Essentially, the Addendum now takes the place of these previous plans and reports.

Current Consideration: This item presents the 2019 Local Control Accountability Plan (LCAP) Every Student Succeeds Act (ESSA) Federal Addendum for Board review and recommended approval.

Exhibit A



 
Recommended Motion:

Approval of the 2019 Local Control Accountability Plan (LCAP) Every Student Succeeds Act (ESSA) Federal Addendum.



Attachments:
Exhibit A
IX.10. EDUCATION SERVICES: (ESD) Approval of Memorandum of Understanding Between San Rafael City Schools, Short School and Bambini Yoga Project(BYP) for Mindfulness and Yoga Program for TK, Second, Third, Fourth and Fifth Graders From August 2019 - December 2019
Quick Summary / Abstract:

This item presents a Memorandum of Understanding between San Rafael City Schools, Short School and Bambini Yoga Project(BYP) for Mindfulness and Yoga Program for TK, Second, Third, Fourth and Fifth Graders From August 2019 - December 2019, for review and recommended approval. 





Rationale:

Background: Bambini Yoga Project is a non-profit organization created to provide mindfulness and yoga programs to school children. Bambini Yoga Project seeks to help local schools bridge the gap that exists within our local school system regarding student enrichment programs. Social Emotional Learning models have been shown to improve student academic performance, increase positive decision making and behaviors, and instill confidence that moves well beyond the classroom. The integration of social emotional learning models will empower students to develop and build the skills necessary for a successful and productive future.

Current Consideration: Bambini Yoga Project will facilitate weekly yoga and mindfulness classes at Short School for TK, Second, Third, Fourth and Fifth Graders From August 2019 - December 2019.
The programs will involve mindfulness strategies and techniques, movement, music, games and interactive play.

Exhibit A



 
Financial Impact:

Cost of the Mindfulness and Yoga Program not to exceed $3,900.

To be paid from LCAP allocation formerly Playworks

01-0000-0-5840.00-1110-1000-097-120-000



Recommended Motion:
Approval of the Memorandum of Understanding between San Rafael City Schools, Short School and Bambini Yoga Project(BYP) for Mindfulness and Yoga Program for TK, Second, Third, Fourth and Fifth Graders From August 2019 - December 2019.


Attachments:
Exhibit A
IX.11. EDUCATION SERVICES:(ESD) Approval of Elementary District Consolidated Application for Funding Categorical Aid Programs, 2019-2020
Quick Summary / Abstract:

This agenda item presents the Elementary School Districts' Consolidated Application for Funding Categorical Aid Programs, 2019-2020, for review and recommended approval. 

Rationale:

BACKGROUND: The San Rafael City Elementary District receives categorical funds from the State and Federal governments for supplemental educational programs. The district must annually submit an application for State and Federal Funding. The application for Federal programs covers Title I (disadvantaged children), Title II, Part A (teacher and principal training), and Title III (Immigrant and Limited English Proficient funds).

The District utilizes a portion of categorical fund dollars to supplement programs and services to students, especially in the areas of math, reading, language arts, and English Language development. All funds will be used for identified students and/or the specified purpose and all compliance requirements will be fully met. Staff development, parent education and participation, guidance, evaluation, assessment and planning are also required elements of the program.

Schools qualify for Title I funding by meeting the requirement of a percentage unique to each district of students eligible for free and reduced lunches. The schools meeting the requirements for Title I funding are Bahia Vista, Coleman, Laurel Dell, San Pedro and Short Elementary Schools, Davidson Middle School and Venetia Valley K-8 School. Saint Raphael School has requested to participate in Title I, Title II, and Title III funding. Brandeis Hillel and Caulbridge Schools have requested to participate in Title II funding.

Students will be identified for Title I academic assistance in grades 2-8 by performing below grade level based upon district and school assessments. Teachers will identify students in grades K-1 who are performing significantly below grade level according to the criteria identified in the district K-1 Assessment.

The application has been reformatted for online completion and submission with restricted access. As a result, the ability to present the preliminary or completed application in digital form has become limited. The board will be presented with a hard copy at the board meeting of the preliminary or completed application for review for the purposes of approving the application for funds. 

The figures presented in this application are sourced by current categorical budgets and consultation with Nonprofit and private schools within the geographical boundaries of San Rafael. The figures presented are accurate and true to the best of our records. Upon approval of the Board, the application will be submitted and the digital version of this submission will be retroactively uploaded to this agenda item for public record as Exhibit A - ESD Consolidated Application for Funding.



 
Financial Impact:

The Consolidated Application declares the District's intent to apply for categorical funding. The District expects to receive allocations in the following categorical funds:

Title I, Part A - Basic Grant

Title II, Part A - Teacher Quality

Title III, Part A – Immigrant

Title III, Part A - Limited English Proficient (LEP)

Title IV- Part A - Student Support



Recommended Motion:

Approval of the Elementary School District consolidated application for funds

Attachments:
Exhibit A
IX.12. EDUCATION SERVICES: (ESD) Approval of Independent Contractor Agreement Renewal for Special Services Between San Rafael City Schools, San Pedro Elementary School and Kelsey Chandler for Coaching and Professional Development Focused on Implementing Social Emotional and Trauma Informed Practices July 15, 2019-June 30, 2020
Quick Summary / Abstract:

This item presents the Independent Contractor Agreement Renewal for Special Services between San Rafael City Schools, San Pedro Elementary School and Kelsey Chandler for Coaching and Professional Development Focused on Implementing Social Emotional and Trauma Informed Practices July 15, 2019-June 30, 2020, for Board review and recommended approval.





Rationale:

Background: Kelsey Chandler has worked in education for the last 10 years, where she has led school and program-wide development and implementation of Social Emotional Learning (SEL), Trauma-Informed Practices and Restorative Practices (RP). Her work focuses on integrating social, emotional, and relational elements into classroom practice and the entire school community through a student-centered approach. Kelsey's work has included: Co-founding a school site Wellness Center, strategic design and implementation of SEL practices, coaching and consultation with site administrators and teachers, facilitation of social emotional and social justice focused curricula for whole classes and small groups of students. Kelsey has also provided professional development in Social Emotional Learning, Trauma-Informed Practices, and Restorative Practices.  

Current Consideration: This item presents the Independent Contractor Agreement Renewal for Special Services between San Rafael City Schools, San Pedro Elementary and Kelsey Chandler to provide coaching  (administration, individual teachers, grade level team and site leadership team) and PD focused on continued  implementation of  Social Emotional and Trauma Informed practices/systems at San Pedro Elementary School. This will include: Professional Development for staff, Reviewing and Modifying School-wide Policies and Protocols, Coaching and Consulting with site leadership and Assessing Current Academic and non-Academic Strategies July 15, 2019-June 30, 2020.

Exhibit A - Independent Contractor Agreement for Special Services  





 
Financial Impact:

Cost of coaching and professional development services not to exceed $80,000 to be paid from site funds.

 $40,000 to be paid from 01-0910-0-5840.00-1110-1000-095-120-000

 $40,000 to be paid from 01-3010-0-5840.00-1110-1000-095-120-000


Recommended Motion:

Approval of the Independent Contractor Agreement Renewal for Special Services between San Rafael City Schools, San Pedro Elementary School and Kelsey Chandler for Coaching and Professional Development Focused on Implementing Social Emotional and Trauma Informed Practices July 15, 2019-June 30, 2020.





Attachments:
Exhibit A
IX.13. EDUCATION SERVICES: (HSD) Approval of High School District Consolidated Application for Funding Categorical Aid Programs, 2019-2020
Quick Summary / Abstract:

This agenda item presents for Board approval the High School Districts' Consolidated Application for Funding Categorical Aid Programs, 2019-2020.



Rationale:

BACKGROUND: The San Rafael City High School District receives categorical funds from the State and Federal governments for supplemental educational programs. The District must annually submit an application for State and Federal Funding. The application for Federal programs covers Title I (disadvantaged children), Title II, Part A (teacher and principal training), and Title III (Immigrant and Limited English Proficient funds).

The District will use many of the categorical fund dollars to supplement programs and services to students, especially in the areas of math, reading, language arts, and English language development. All funds will be used for identified students and/or its specified purpose and all compliance requirements will be fully met. Staff development, parent education and participation, guidance, evaluation, assessment, and planning are also required elements of the program.

Schools qualify for Title I funding by meeting the requirement of a percentage unique to each district of students eligible for free and reduced lunches. The schools meeting the requirements for Title I funding are Madrone and San Rafael High School.

Students will be identified for Title I academic help in grades 9-12 by performing below grade level expectations.

The application has been reformatted for online completion and submission with restricted access. As a result, the ability to present the preliminary or completed application in digital form has become limited. The board will be presented with a hard copy at the board meeting of the preliminary or completed application for review for the purposes of approving the application for funds.

The figures presented in this application are sourced by current categorical budgets and consultation with Nonprofit and private schools within the geographical boundaries of San Rafael. The figures presented are accurate and true to the best of our records. Upon approval of the Board, the application will be submitted and the digital version of this submission will be retroactively uploaded to this agenda item for public record as Exhibit A - HSD Consolidated Application for Funding.



 
Financial Impact:

The Consolidated Application declares the District's intent to apply for categorical funding. The District expects to receive allocations in the following categorical:

Title I, Part A - Basic Grant

Title II, Part A - Teacher Quality

Title III, Part A – Immigrant

Title III, Part A - Limited English Proficient (LEP) Students 

Title IV, Part A - Student Support





Recommended Motion:
Approval of the High School District consolidated application for funds.
Attachments:
Exhibit A
IX.14. EDUCATION SERVICES: (ESD) Approval of Contract Agreements between San Rafael City Schools, Laurel Dell Elementary and Youth in Arts for Artists in Schools Program for the 2019-2020 School Year
Quick Summary / Abstract:

This item presents contract agreements between San Rafael City Schools, Laurel Dell Elementary and Youth in Arts for Artists in Schools Program for the 2019-2020 School Year, for review and recommended Board approval. 





Rationale:

Background
Youth in Arts’ mission is to provide students with high-quality experiences and instruction in the visual and performing arts, and to enrich the community with cultural events.

Through artist residencies, professional performances, school and community events, and intensive out-of-school programs for teens, we help young people develop skills and confidence to share their unique creative voices. We maintain a roster of Mentor Artists that is both artistically and culturally diverse, enabling us to share a wide range of world cultures with students through the arts. We are dedicated to the principle of “reaching all learners,” tailoring programs as needed for students of all abilities. Art is ultimately a form of communication, and we help our students share their artistic voices through culminating events (exhibits and performances) at school, as well as in our own YIA Gallery, the only art gallery in the North Bay dedicated to showcasing student work.

Current Consideration
Staff recommends the Board approve the contract agreements between San Rafael City Schools, Laurel Dell Elementary and Youth in Arts for Artists in Schools Program for the 2019-2020 School Year.

Exhibit A



 
Financial Impact:

Cost of contract services not to exceed $5,500 to be paid from Laurel Dell PTA funds.


Recommended Motion:

Approval of the contract agreements between San Rafael City Schools, Laurel Dell Elementary and Youth in Arts for Artists in Schools Program for the 2019-2020 School Year.



Attachments:
Exhibit A
IX.15. EDUCATION SERVICES: (ESD) Approval of AVID Excel Services and Products for Davidson Middle School for the School Year 2019-2020
Quick Summary / Abstract:

This item presents AVID Excel Services and Products for Davidson Middle School for the School Year 2019-2020, for Board review and recommended approval.



Rationale:

Back Ground Information:  Most long-term English learners (LTELs) indicate that they want to go to college, but without a structured way for teachers and schools to address their specific needs, these students experience gaps in their academic preparation that prevent them from ever entering a college preparatory course of study.

Few educators feel they have the training or resources to meet the needs of their LTELs. With AVID Excel®, middle schools can change the trajectory of LTELs’ lives by accelerating language acquisition, developing academic literacy, and placing them on a path to high school AVID and college-preparatory coursework.

The keys to AVID Excel success is ongoing training and coaching for AVID Excel teachers, district leaders, and content-area teachers focuses on lesson development, diagnostic teaching, and evaluating student progress.  AVID Excel strengthens partnerships between schools and families to promote literacy outside of school and deepen families’ understanding of college and student successes.

Current Considerations:  The AVID Excel program at Davidson Middle School will provide the necessary targeted academic support to LTELs.  Specifically assigned teachers will attend the AVID Summer Institute in San Diego July 29–31 to be trained in the AVID Excel model, including an AVID Excel Elective teacher, two content area teachers, an assistant principal, and the district AVID director. 

Objectives:  The Avid Excel program is designed to promote academic readiness for LTELs and gives them a clear path to greater high school success. Upon completion of the program, AVID Excel students will be eligible to participate in the AVID College Readiness System.  

Exhibit A – Elementary School District Quote and AVID Excel Standard Terms and Conditions




 
Financial Impact:

Estimated total  cost for AVID Excel is $14,480.00

Funding to be from General Funds (LCFF)

01-0000-0-5860.83-1110-2140-700-240-000






Recommended Motion:

Approval of AVID Excel for Davidson Middle School for the School Year 2018-2019


Attachments:
Exhibit A
IX.16. EDUCATION SERVICES: (HSD) Approval of Out-of-State Travel for San Rafael High School Teacher Mark Baker to Attend the Bootstrap Algebra Conference in Golden, Colorado on July 22-26, 2019
Quick Summary / Abstract:

This item presents of out-of-State travel for San Rafael High School Teacher Mark Baker to Attend the Bootstrap Algebra Conference in Golden, Colorado on July 22-26, 2019, for recommended approval.



Rationale:

Background: Bootstrap:Algebra (or "Bootstrap:1") applies mathematical concepts and rigorous programming principles to creating a simple videogame, and is aligned to National and State Standards for Mathematics, as well as the CSTA standards and K12CS frameworks. Students create a simple, 3-character game involving a player, a target and a danger. They design what each character looks like, and use algebraic concepts to detect collisions, handle keystrokes, and determine how they move and interact.

Current Consideration: Approval of out-of-State travel for San Rafael High School Teacher Mark Baker to Attend the Bootstrap Algebra Conference in Golden, Colorado on July 22-26, 2019.

 
Financial Impact:

The total cost of out-of-state travel is $1,000 to paid from site funds.

01-1100-0-5200.00-1110-2140-410-120-000




Recommended Motion:

Approval of out-of-state travel for San Rafael High School Teacher Mark Baker to attend the Bootstrap Algebra Conference in Golden, Colorado on July 22-26, 2019.

IX.17. EDUCATION SERVICES: (HSD) Approval of Renewal of Fuel Education Online Credit Recovery Curriculum, July 1, 2019 through June 30, 2020
Quick Summary / Abstract:

This item presents Renewal of Fuel Education Online Credit Recovery Curriculum, July 1, 2019 through  June 30, 2020, for recommended Board approval.

Rationale:

Background: Unlike the one-size-fits-all approach in many of today’s solutions, Fuel Education’s research-backed online curriculum is designed to meet the needs of each student. Fuel Education can help address a student’s most pressing challenges, including remediation, intervention, credit recovery, language learning, or college and career readiness.  Although the primary purpose of this online curriculum is credit recovery, it also offers a number of enrichment courses as well.

In partnership with site and district administrators, and a select group of teachers, SRCS will implement this online credit recovery program. FuelEd offers an engaging online learning opportunity that will better meet the needs of our struggling students. FuelEd provides students equitable learning opportunities that are personalized to serve each student’s different interests and learning styles, no matter their level.

Current Consideration: This item presents for Board approval of  the  Fuel Education Online Credit Recovery Curriculum, July 1, 2019 through June 30, 2020.

Exhibit A 



 
Financial Impact:

Cost of Fuel Education online curriculum is $37,870.00 to be paid from unrestricted funds.

01-0000-0-4307.00-1511-1000-700-240-000

Recommended Motion:

Approval of Renewal of Fuel Education Online Credit Recovery Curriculum, July 1, 2019 through June 30, 2020.

Attachments:
Exhibit A
IX.18. EDUCATION SERVICES: (ESD/HSD) Approval of Renewal for AVID College Readiness Systems Services and Products for the High School and Elementary Districts for the School Year 2019-2020
Quick Summary / Abstract:

This item presents a Renewal for AVID College Readiness Systems Services and Products for the High School and Elementary Districts for the School Year 2019-2020, for Board review and recommended approval. 



Rationale:

Background: AVID Secondary: AVID is a college readiness system designed to increase the number of students who enroll in, and are successful, in four-year colleges. AVID ensures that it is on the cutting edge relative to instructional strategies, support and training, and all curriculum is common core aligned.

AVID Model: The AVID model requires that each district has a District Director manages the secondary and elementary programs. At the secondary level, each site is also required to have a Site Coordinator (Designated teacher/coordinator).  The District Director oversees the program, certification and data process, and submissions along with providing support to the schools and their teams.  San Rafael City Schools has the required staff in each of these positions. 

Current Consideration: The AVID secondary model has been in place for over 17 years while expanding to now include electives at all grade levels at both San Rafael and Terra Linda High Schools. The high schools continue to expand each year and will again increase AVID enrollment for next year to include more sections at the high schools. Both schools continue to work toward expanding AVID to a schoolwide system in collaboration with the core academic program.  In addition, we now have AVID programs at Davidson Middle School and Venetia Valley K-12.  Although they have relatively new programs compared to our high schools, their programs continue to grow each year.

There are currently two Site Coordinators (Teacher/coordinator) in the secondary program, one at each high school.  There is currently one District Director (DD) to support and serve both elementary and high school districts. 

Objectives: AVID is a program that prepares participating students (those who are “in the middle”) to be college ready upon graduation and have the necessary skills to be successful throughout their college education.  Mandates and cost for the AVID program are similar for the high school and elementary divisions.

Exhibit A -  Elementary School District Quote and AVID Standard Terms and Conditions
Exhibit B -  High School District Quote and AVID Standard Terms and Conditions



 
Financial Impact:

Estimated cost for AVID District Leadership, Weekly                                                                        Subscription, and Membership:

- Elementary School District: $7,584.00

- High School District: $9,118.00

Elementary and High school District Totals: $16,702.00

Funding to be from General Funds (LCFF)

01-0000-0-5860.83-1110-2140-700-240-000

Recommended Motion:

Approval of  Renewal for AVID College Readiness Systems Services and Products for Elementary and High school District for the School Year 2019-2020.



Attachments:
Exhibit A
Exhibit B
IX.19. FINANCE: (ESD/HSD) Approval of Resolution #1819-44 through #1819-52 Authorization to Sign on Behalf of the Governing Board for the 2019-20 Fiscal Year
Quick Summary / Abstract:
The Board is presented with signature resolutions for review and recommended approval.

Rationale:

BACKGROUND:
Education Code Sections 42630 to 42633 allow the members of the Governing Board of each district to authorize officers or employees to sign orders and other documents on behalf of the Governing Board for the current fiscal year. This authorization must be approved annually.

CURRENT CONSIDERATIONS:

This agenda item presents for Board approval of the following authorized signatories, per the attached items:

This resolution authorizes the employees whose name and specimen signature appear on the “Authorization to sign on Behalf of the Governing Board” forms attached, to sign documents indicated with a “yes” (on the attached Resolution) on behalf of the Governing Board of the San Rafael City Schools. This authorization includes both the Elementary and High School Districts during the period of July 1, 2019, through June 30, 2020.

Employee Resolution #
Amy Baer 1819-44
Chris Podesel 1819-45
Doug Marquand 1819-46
Donna Romberger 1819-47
Esta Suen 1819-48
Jim Hogeboom 1819-49
Mike Gardner 1819-50
Mayra Perez 1819-51
John Bartolome 1819-52

 
Financial Impact:
None

Recommended Motion:
Approval of the resolutions. 

Attachments:
Auth. to Sign on Board Behalf Resolution 1818-44 through 1819-52
IX.20. FINANCE:(ESD/HSD) Approval of Agreement between North Bay Security Group for Attendance, Truancy Plan, and Disaster Proposal from August 1, 2019, through June 30, 2022
Quick Summary / Abstract:

The Board is presented with an three (3) year Agreement for continued services with North Bay Security Group.

Rationale:

BACKGROUND: Reducing chronic absenteeism is an action identified in both SRCS LCAPs under Goal 5.  SRCS staff have determined that partnership with North Bay Security Group (NBSG) has been an effective intervention to support this work. North Bay Security Group (NBSG) will continue to support San Rafael City Schools' anti-truancy work by attending all School Attendance Review Board (SARB) meetings, School Attendance Review Teams (SARTs) when requested by sites, and home visits upon request by site administrators and Central Services Office staff. In addition, NBSG is an critical partner in the development, support, oversight and training of the SRCS disaster preparedness and comprehensive school safety plan.

CURRENT CONSIDERATION:

NBSG will work with the Principal or designee in the following capacities:

  • Assist in obtaining and analyzing student attendance, truancy issue at each site. Working with the Central Services Enrollment Staff and Director of Student Services and the Assistant Superintendent, in charge of Business Services.
  • NBSG will assist the principal or designee in holding a pre-SART or SART meetings with the student, parents or legal guardian.
  • NBSG will conduct home visits when deemed necessary, participate in SART and SARB panels and hand deliver SART or SARB notices to families that do not respond to phone calls or mail that has been returned.
  • Visit the K-8 school sites several times a week and the high school sites frequently as well. Approximately 80-85% of the day will be focused on K-8, and approximately 15-20% will be focused on High School issues.
  • Continue working with all SRCS School sites and Central Services in Disaster Preparedness and Intruder trainings to all Staff.
  • Evaluating the process and completing a year-end report.
 
Financial Impact:

3 year Contract from July 1, 2019 - June 30, 2022                     

July 1, 2019-June 30, 2020   $67,600.00.

Based on prior years assessed criteria and contracted site visits by NBSG, the cost associated with this contract  will be split 80% ESD and 20%HSD. 

*There will be a 1.5 – 2% COLA increase on July 1, 2020 and July 1, 2022, depending on the CPI.

Recommended Motion:

Approval of three (3) year contract with North Bay Security Group. 

Attachments:
NBSC Three Year Contract 8/1/19-6/30-22
IX.21. FACILITIES: (ESD/HSD) Approval of Award of Contract to Allied Construction Services, Inc. for Repairing and Recoating at Venetia Valley and Terra Linda
Quick Summary / Abstract:

The Board is presented with this item for approval of the contracts to Allied Construction Services, Inc. for the repair and re-coating of the Venetia Valley Kinder Room 30 and 31, at Terra Linda High School front roof of auditorium and equipment area and Administration building. 


Rationale:

BACKGROUND:

Venetia Valley classrooms have had some interior temporary ceiling due to major water damage due to harsh winter and failed roofing system.

Terra Linda Auditorium and Admin. buildings roofs has been leaking over bathrooms and lobby due to aging. 

CURRENT CONSIDERATIONS:

In all cases and based upon the condition the existing roofs, it was deemed most appropriate to go over the existing roof with single ply membrane as required and to re-coat the existing roof where appropriate.


 
Financial Impact:

Venetia Valley 14-0000-0-6200-00-0000-8517-092-255-000 $34,130

Terra Linda HS 14-0000-06200.00-0000-8517-411-255-000 $82,673

Recommended Motion:

Approval of contract to Allied Construction Services for roof repairs to Venetia Valley and  Terra Linda High School. 


Attachments:
ESD-HSD Allied Roofing VV-TLHS Contract
IX.22. INFORMATION TECHNOLOGY: (ESD/HSD) Approval of the Annual License with Follett Technology Products for the 2019-20 School Year
Quick Summary / Abstract:

The Board is presented with the annual renewal for hosted services.



Rationale:
BACKGROUND: 
The district has moved to hosted services from Follet Library in order to eliminate maintaining the in-house server.

 
Financial Impact:

$11,103.64    ES District                         01-0000-0-4307.00-1110-1000-700-290-000

$2,394.32    HS District                        01-0000-0-4307.00-1110-1000-700-290-000


Recommended Motion:

Approval of contract with Follett Technology Products for annual license for Library Manager and Resource Manager software. 



Attachments:
ESD-HSD Follett Renewal 19-20
IX.23. BOARD BUSINESS: (ESD/HSD) Approval of Subscription Agreement between San Rafael City Schools and School Loop for Services from July 1, 2019 through June 30, 2020
Quick Summary / Abstract:
The Board is presented with a School Loop, Inc. Master Subscription Agreement for recommended approval

Rationale:

BACKGROUND: This item presents the Board with the Master Subscription Agreement to renew services with School Loop for the 2019-20 school year. The subscription includes District-wide website service, SL Plus Gradebook (Secondary) and support, all at the "gold" level. 

CURRENT CONSIDERATION: Staff recommends approval of theageement for ongoing services in the 2019-20 school year. 


 
Financial Impact:

The annual amount of the agreement for 2019-2020 is $10,825.65. Cost allocation will be proportional to how we are billed per ESD and HSD services.

SACS Code: 01-0000-0-4307.00-1110-1000-700-240-000


Recommended Motion:
Approval of the proposal from School Loop, Inc. Master Subscription Agreement.

Attachments:
School Loop Renewal
IX.24. EDUCATION SERVICES: (HSD) Approval of Memorandum of Understanding Between Huckleberry Youth Services and SRCS for Health Education Support for the EL Academy Summer School Program During the 2018-2019 School Year
Quick Summary / Abstract:

This item presents a Between Huckleberry Youth Services and SRCS for Health Education Support for the EL Academy Summer School Program During the 2018-2019 School Year Memorandum of Understanding

 


Rationale:

Background: Huckleberry’s mission is to educate, inspire, and support under served youth to develop healthy life choices, to maximize their potential, and to realize their dreams. Since 1967, we have accomplished this by providing San Francisco and Marin youth and their families with a network of services and opportunities by caring for peers and adults.

For teens and their families everywhere, adolescence can be a difficult time. Many low-income youth face additional barriers, risks and pressures, making these years even more critical. Though challenging, adolescence presents a unique opportunity to change course and make choices that will lead to a more promising future. For nearly 50 years, Huckleberry has partnered with teens and families to overcome adversity.

Huckleberry seeks to empower young people to develop and maintain healthy relationships as well as promote their talents, ideas, leadership and health; to assist youth and their families in overcoming the obstacles they may encounter, which can include family concerns, drug and alcohol abuse, mental health challenges, teen pregnancy, sexually transmitted infections, violence, social and economic inequities, and physical and sexual abuse; and to assist clients in navigating complex social welfare, educational and juvenile justice systems.

In January 2016, California adopted a new law, the California Healthy Youth Act (AB-329), covering sexual health education in public schools. This new law requires the middle and high school curriculum to include discussions of sexual orientation, gender identity and sex trafficking, as well as information about contraception and HIV treatment. Previous sexual education curriculum requirements were bolstered and new ones were added. Instruction must:

  • Be age appropriate and medically accurate, and may not promote religious doctrine.
  • Recognize different sexual orientations and include same-sex relationships when providing examples of couples.
  • Include information about all FDA-approved methods of contraception and prevention of sexually transmitted infections (STIs).
  • Address gender identity, sexual assault, relationship abuse and sex trafficking.
  • Describe abstinence as the only certain way to prevent pregnancy, HIV and other STIs. However, abstinence-only instruction is not permitted.

Current Consideration: Given these curriculum requirements, San Rafael City Schools is partnering with Huckleberry Youth Programs to build capacity for our teachers to deliver this instruction.  

Huckleberry Youth Programs will provide:

Direct class facilitation of 32 hours of health education, as eight modules taught to each of two classes, on the topics of sexual health, mental health, and substance use.

Exhibit A - MOU 






 
Financial Impact:

Cost of services not to exceed $4000 to be paid from Title I funds.

 01-3010-0-5840.00-1511-2140-700-240-000

 


Recommended Motion:

Approval of Memorandum of Understanding Between Huckleberry Youth Services and SRCS for Health Education Support for the EL Academy Summer School Program During the 2018-2019 School Year Memorandum of Understanding.

 


Attachments:
Exhibit A
X. DISCUSSION/ACTION SESSION
X.1. EDUCATION SERVICES: (ESD) Approval of the 2019-2020 Year for the 2017-2020 Local Control Accountability Plan for the San Rafael Elementary School District
Quick Summary / Abstract:

This item presents the 2019-20 year for the 2017-2020 Local Control Accountability Plan for the San Rafael Elementary  School District, for recommended approval.



Rationale:

BACKGROUND INFORMATION: The Local Control Funding Formula (LCFF) and Local Control and Accountability Plan (LCAP) together create a direct connection between student outcomes and fiscal expenditures. They were developed as a structure to put into local hands the challenging and essential work of designing a coherent, effective educational system based on measurable strategies and actions. Through a process of data analysis and consultation, districts work with the community to articulate a vision and set priorities.  

The LCAP is a critical part of what makes LCFF work to support student success. The funding formula for education made by LCFF was carefully constructed in order to support the goal of increased transparency and accountability. The development and sharing of the LCAP is how LCFF supports these goals.

The LCAP is first and foremost about creating a comprehensive plan that will guide how a district and its schools support student success. It is intended to be a document that is brief, easy to understand, and contains key information about how the District plans to act and spend funding to address state and local priorities for student success. Similar to a strategic plan, the emphasis is on creating a document that shares the story and context of how the District plans to achieve its mission and vision.

The LCFF and LCAP intentionally allow districts the flexibility and authority needed to serve students based on specific need and local context.

CURRENT CONSIDERATION:

The LCAP must include district annual goals that are aligned to the eight state priorities and specific actions a district will take to ensure that academic performance improves.

This template remains for the LCAP this year. The template contains the following sections (some of which are new this year):

  1. Budget overview for Parents
  2. Plan Summary
  3. Comprehensive Support and Improvement. 
  4. Annual Update
  5. Stakeholder Engagement
  6. Goals, Actions and Expenditures.
  7. Improved Services for Unduplicated Students
  8. Instructions

The LCAP must be structured around eight key state priorities:

  • Basic Services
  • Implementation of the CCSS
  • Parental Engagement
  • Student Achievement
  • Student Engagement
  • School Climate
  • Course Access
  • Other Student Outcomes

It is important to note that the LCAP is no longer a "rolling plan;" it is a three-year document with two annual updates. This year, it is considered an "annual update" year, which allows us to focus on analyzing the plan and making modifications as appropriate. It had been a rolling three-year document, rewritten every year. Now, most planning and priority setting will take place every three years. As such, the document remains the “2017-2020 Local Control Accountability Plan,” with updates to all sections except for the 2017-18 and 2018-19 columns in the Goals, Actions and Services section.

To help shape these documents, SRCS leadership and staff have engaged the SRCS community.

The LCAP Parent Advisory Committee (PAC) consults, reviews and comments on the District’s LCAP. The PAC meetings are designed specifically for SRCS parents to give input on the goals, actions and services in the LCAP. They held an initial meeting in January to provide feedback on the goals. A second meeting was held in June to review and provide feedback on the draft LCAP.

Furthermore, as part of our engagement work, we have conducted sessions for teachers, staff and students, and leveraged existing committees, such as DELAC and Budget Advisory Committees.

Due to the large file size, the 2019-20 year for the 2017-2020 Local Control Accountability Plan for the Elementary School District document can be viewed in the link below. 

Google Drive via the following link: 

bit.ly/SRCS-LCAP-2019



 
Recommended Motion:

Approval of the 2019-20 year for the 2017-2020 Local Control Accountability Plan for the San Rafael Elementary School District.




X.2. EDUCATION SERVICES: (HSD) Approval of the 2019-2020 Year for the 2017-2020 Local Control Accountability Plan for the San Rafael High School District
Quick Summary / Abstract:

This item presents the 2019-20 year for the 2017-2020 Local Control Accountability Plan for the San Rafael High School District, for recommended approval.



Rationale:

BACKGROUND INFORMATION: The Local Control Funding Formula (LCFF) and Local Control and Accountability Plan (LCAP) together create a direct connection between student outcomes and fiscal expenditures. They were developed as a structure to put into local hands the challenging and essential work of designing a coherent, effective educational system based on measurable strategies and actions. Through a process of data analysis and consultation, districts work with the community to articulate a vision and set priorities.  

The LCAP is a critical part of what makes LCFF work to support student success. The funding formula for education made by LCFF was carefully constructed in order to support the goal of increased transparency and accountability. The development and sharing of the LCAP is how LCFF supports these goals.

The LCAP is first and foremost about creating a comprehensive plan that will guide how a district and its schools support student success. It is intended to be a document that is brief, easy to understand, and contains key information about how the District plans to act and spend funding to address state and local priorities for student success. Similar to a strategic plan, the emphasis is on creating a document that shares the story and context of how the District plans to achieve its mission and vision.

The LCFF and LCAP intentionally allow districts the flexibility and authority needed to serve students based on specific need and local context.

CURRENT CONSIDERATION:

The LCAP must include district annual goals that are aligned to the eight state priorities and specific actions a district will take to ensure that academic performance improves.

This template remains for the LCAP this year. The template contains the following sections (some of which are new this year):

  1. Budget overview for Parents
  2. Plan Summary
  3. Comprehensive Support and Improvement. 
  4. Annual Update
  5. Stakeholder Engagement
  6. Goals, Actions and Expenditures.
  7. Improved Services for Unduplicated Students
  8. Instructions

The LCAP must be structured around eight key state priorities:

  • Basic Services
  • Implementation of the CCSS
  • Parental Engagement
  • Student Achievement
  • Student Engagement
  • School Climate
  • Course Access
  • Other Student Outcomes

It is important to note that the LCAP is no longer a "rolling plan;" it is a three-year document with two annual updates. This year, it is considered an "annual update" year, which allows us to focus on analyzing the plan and making modifications as appropriate. It had been a rolling three-year document, rewritten every year. Now, most planning and priority setting will take place every three years. As such, the document remains the “2017-2020 Local Control Accountability Plan,” with updates to all sections except for the 2017-18 and 2018-19 columns in the Goals, Actions and Services section.

To help shape these documents, SRCS leadership and staff have engaged the SRCS community.

The LCAP Parent Advisory Committee (PAC) consults, reviews and comments on the District’s LCAP. The PAC meetings are designed specifically for SRCS parents to give input on the goals, actions and services in the LCAP. They held an initial meeting in January to provide feedback on the goals. A second meeting was held in June to review and provide feedback on the draft LCAP.

Furthermore, as part of our engagement work, we have conducted sessions for teachers, staff and students, and leveraged existing committees, such as DELAC and Budget Advisory Committees.

Due to the large file size, the 2019-20 year for the 2017-2020 Local Control Accountability Plan for the High School District document can be viewed in the link below. 

Google Drive via the following link: 

bit.ly/SRCS-LCAP-2019



 
Recommended Motion:

Approval of the 2019-20 year for the 2017-2020 Local Control Accountability Plan for the San Rafael High School District.



X.3. FINANCE: (ESD) Approval of the San Rafael City Elementary School District Adopted Budget for the 2019-20 Fiscal Year and Approval of Budget Revisions for 2018-19
Quick Summary / Abstract:

A Public Hearing was held on June 24, 2019 for the community and Board to hear and review the Elementary School District draft budget for the 2019-20 fiscal year. The Board is presented with the Elementary School District Adopted Budget for the 2019-20 fiscal year and Budget Revisions for the 2018-19 fiscal year, for recommended approval. 






Rationale:

2018-19 Budget Revisions

In June of each year, the Board of Education will adopt the Budget for all funds within the District.  During the fiscal year, the “working” budget for all funds in the District are monitored on a regular basis.  Individual accounts are revised throughout the year in response to changes in information from external sources such as the State & Federal governments or the Marin County Office of Education; from local sources, such as local granting agencies; and from internal sources, such as staffing changes in both classified and certificated positions within the District.         

The revised budget is then brought before the Board of Education at various times throughout the year for review and approval of the changes between the major revenue and expenditure accounts.  These modifications are brought before the Board in the form of a “Budget Revision” incorporated into the 1st and 2nd Interim Reports. 

The following are details of some changes since the 2nd Interim Report:

Unrestricted & Restricted Revenues:

The Local Control Funding Formula (LCFF) revenue has been recalculated based on P-2 ADA and the percentage of students eligible for Free & Reduced Meal (FRM). In addition, the budgets for the property tax estimates, which were provided in the J-29B from the MCOE and the Marin County Auditor-Controller’s Office in May, have been updated to reflect this information with an offset to State Aid.  The District will receive final information on these taxes during the closing process this summer. 

The budgets for State Aid (8011) have been adjusted for the revised LCFF calculations along with Education Protection Account Funds (8012). 

The budget for Mandated Cost Reimbursements has been adjusted based on actual receipts (one-time) for the mandate backlog and lottery has been adjusted based on current estimates. 

The budgets for Other State/Federal Revenues were adjusted for updated information. 

The budgets for Interest Earnings were adjusted based on year-to-date receipts. Other local revenues have increased due to local donations received by the various school sites and budgeted accordingly.   

The budget for Parcel Tax revenues was adjusted based on current estimates and an increase in the number of senior exemptions.

Contributions to restricted programs increased in large part due to revised estimates for special education transportation and increases to the Excess Cost Billback from MCOE. 

Expenditures & Restricted Programs:

During the past several weeks, the budgets for Salaries and Employee Benefits have been revised to reflect staffing changes for both certificated and classified staff including reductions for open positions.  The District continues to monitor and reconcile Position Control to Human Resources records and Payroll and the budget has been updated accordingly. Since this is the final budget revision of the year some step placement changes have also occurred. 

Negotiations have been settled with the certificated SRTA, Classified CSEA bargaining groups and unrepresented employees for 2018-19.  The salaries and statutory benefits have been adjusted for the cost of step and column increases for all employees.

The budgets for Materials & Supplies and Other Operating Expenditures have been reviewed and updated for current estimates.  The budget in the restricted programs has been adjusted in order to budget estimated carryover for materials and supplies for the upcoming school year as well as Parcel Tax carryover to support programs in 2019-20. The restricted budget for Grants was updated in order to be included in the 2019-20 Adopted Budget.   

The budgets for Services and Other Operating Expenditures have been adjusted for current estimates based on site and department requests and specifically, as local donations have been received.  In addition, the budget has been adjusted for increases and/or decreases in special education contracts, settlement agreements, and special education transportation. The unrestricted budget for Professional Consulting Services was adjusted to include contracts specifically aligned to the LCAP and for Professional Development. Substitute costs were adjusted with a saving offset from open positions not filled. The restricted budget for Other Contract Services, Professional Consulting Services, Sub-Agreements and Travel, and Conferences include adjustments in various grants.                                                                                      

CURRENT CONSIDERATIONS: As the 2019-20 Budget revision indicates, San Rafael City Elementary School District’s General Fund Budget reflects a positive ending fund balance.  It does, however, also reflect deficit financing in both the “unrestricted” and “restricted” General Fund Budget.  This is created in large part by one-time expenditures, “spending down” prior year carryover. Included are revisions for the General Fund and all of the Other Funds.  All of the ending fund balances are projected to be positive. 

 2019-20 Budget and Assumptions

BACKGROUND: The District is required to adopt a budget for all funds prior to June 30th each year.  This action must be taken after the Board has held a “public hearing”, which provides the public with an opportunity to comment on the budget. Under the State regulations for the Local Control Funding Formula (LCFF) and the Local Control Accountability Plan (LCAP), the Public Hearing on the budget and the LCAP happen at the June 24, 2019 Board meeting prior to this meeting in which the Budget and the LCAP is being presented to the Board for formal approval. The District provided the appropriate notice and the budget was available for review on Thursday, June 20, 2019. 

During the months prior to June, the staff works diligently to collect data necessary to be included in the upcoming budget.  This information comes from several sources, including the State, the Federal Government, and the Marin County Office of Education, the SELPA, the County of Marin, the Marin Schools Insurance Authority and other various local sources.  This information is incorporated into the budget in the form of budget assumptions.  Some of these assumptions are preliminary and may change once information is finalized at the State, Federal & local levels.

The Budget Advisory Committee was convened in October 2018 and has met monthly through June of this year.  This committee reviewed information on various sources of District revenues, types of expenditures, contractual or mandated obligations and expenditures outside of the control of the District (e.g. utilities, insurance and payroll driven costs) as well as discussing the potential implications of the new Local Control Funding Formula (LCFF) and the new Local Control Accountability Plan (LCAP) that was approved by the State on September 15, 2017.

The following is a list of the various funds included in the Preliminary Budget, all of which are projected to have a positive ending fund balance:

All Funds of the Elementary School District
Fund Number and DescriptionFund Balance July 1, 2019Current Year ActivityFund Balance June 30, 2020
01General Fund$16,941,248($1,664,166)$15,277,082
12Child Development$46,248$0$46,248
13Cafeteria$26,767$0$26,767
14Deferred Maintenance Fund$880,797$2,792$883,589
20Special Reserve for OPEB$4,061,838$770,295$4,832,133
21Building Funds$5,042,783($1,189,275)$3,853,508
25Capital Facilities Fund$129,548$12,955$142,503
40Special Reserve for Capital Outlay$1,809,322$207,462$2,016,784
51Bond Interest Redemption$8,768,411$0$8,768,411

CURRENT CONSIDERATIONS:
 

The Governor’s May Revise was not significantly different from the Governor’s January budget proposal for K-12 education.  The Governor continued to support Local Control Funding Formula (LCFF) as a key component of the State budget proposal and to fully fund LCFF and eliminate the “GAP” funding. The State COLA is proposed to be 3.26% to fully fund the LCFF. There is new funding to offset the cost of pension and reduce the District contribution to the STRS statutory rate from a January Governors proposal of 18.13% to 16.70% in 2019-20. The PERS rate has adjusted from 18.06% in 2018-19 to 20.73% in 2019-20.

For more detailed information on the Governor’s May Revise, see The Marin Common Message – Executive Summary issued by the Marin County Office of Education attached.

Within this dynamic and ever-changing fiscal environment, staff continues to work to identify changes or modifications in information both from the State and Federal governments that will then be incorporated into the budget during the 1st Interim budget revision being brought to the Board in the fall.

As the Budget indicates, based on the assumptions included in the Governor’s May Revise, the MCOE LCFF Calculator and the Marin Common Message, the San Rafael City Elementary School District will be able to meet its financial obligations for the current and two subsequent years.









 
Financial Impact:

COST/FUNDING SOURCE: In compliance with GASB 54, the components of the ending fund balance are as follows:

DescriptionUnrestrictedRestrictedCombined
NONSPENDABLE
TOTAL - RESTRICTED$ 2,609,579$ 2,609,579
ASSIGNED
Board Designated Reserve > 3%$ 4,282,111$ 4,282,111
Total - Assigned$ 4,282,111$ -$ 4,282,111
UNASSIGNED
Economic Uncertainty Reserve (3% State)$ 1,835,190$ 1,835,190
Unappropriated8,214,3688,214,368
TOTAL - UNASSIGNED$ 10,049,558$ -$ 10,049,558
TOTAL - FUND BALANCE$ 14,331,669$ 2,609,579$ 16,941,248

 

Recommended Motion:

Approval of the San Rafael Elementary School District 2018-19 Budget revisions and the final 2019-20 Adopted Budget.





Attachments:
1. Marin Common Message-May Revise
2. SRCS Adopted Budget Powerpoint Presentation 19.20
3. ESD General Fund 19-20 Adopted Budget
4. ESD Other Funds 19-20 Adopted Budget
5. ESD MYP and Other Supporting Documents 19-20 Adopted Budegt
6. ESD Criteria and Standards 19-20 Adopted Budget
X.4. FINANCE: (HSD) Approval of the San Rafael City High School District Adopted Budget for the 2018-19 Fiscal Year and Approval of Budget Revisions for 2017-18
Quick Summary / Abstract:

A Public Hearing was held on June 24,2019 for the community and Board to hear and review the High School District draft budget for the 2019-20 fiscal year. The Board is presented with the High School District Adopted Budget for the 2019-20 fiscal year and Budget Revisions for the 2018-19 fiscal year, for recommended approval. 


Rationale:

2018-19 Budget Revisions

BACKGROUND:   In June of each year, the Board of Education will adopt the Budget for all funds within the District.  During the fiscal year, the “working” budget for all funds in the District are monitored on a regular basis.  Individual accounts are revised throughout the year in response to changes in information from external sources such as the State & Federal governments or the Marin County Office of Education; from local sources, such as local granting agencies; and from internal sources, such as staffing changes in both classified and certificated positions within the District.

The revised budget is then brought before the Board of Education at various times throughout the year for review and approval of the changes between the major revenue and expenditure accounts.  These modifications are brought before the Board in the form “Budget Revision” incorporated into the 1st Interim and 2nd Interim Reports.

Unrestricted & Restricted Revenues:

The Local Control Funding Formula (LCFF) has been recalculated based on P-2 ADA and the percentage of students eligible for Free & Reduced Meal (FRM). District of Choice calculations have been adjusted in line with current projections.  Once the P-2 Certification with District of Residence information is released in August, the LCFF estimates will be used for the final calculations.

The LCFF calculations confirm that the San Rafael High School District will continue to be a “Basic Aid” District because the majority of funding will come from property tax estimates.  The budgets for property tax revenues have been adjusted for information provided in the J-29B from the MCOE and the Marin County Auditor-Controller’s office.  The District will receive final information on these taxes during the closing process and will calculate the final LCFF based on the tax information, P-2 and annual ADA for MCOE Special Education (NPS & SDC) and District of Choice ADA along with other factors included in the LCFF calculations.

With the passage of Proposition 30, a new account was added last year in order to account for these funds.  It is important to note that although Proposition 30 did not generate any new funds for LCFF funded Districts, it did increase the minimum guarantee by $200 per ADA.  This increase benefited Basic Aid districts by generating additional revenue and creating a new fund to account for the revenues and expenditures of these funds.  This is reflected in the Education Protection Account (8012).

The budgets for Other State/Federal Revenues were adjusted for updated information with only minor adjustments necessary.

The budgets for Interest Earnings were adjusted based on year-to-date receipts.  Other local revenues have increased due to local donations received by the various school sites and budgeted accordingly. 

The budget for Parcel Tax revenues was adjusted based on current estimates and an changes in the number of senior exemptions.

Contributions to restricted programs increased in large part due to changes in estimated costs for Special Education transportation, increases in MCOE Excess Cost for "Billback" program and services and adjustments in contract services budgeted for NPS and NPA.

Expenditures & Restricted Programs:

During the past several weeks, the budget for Salaries and Employee Benefits has been revised to reflect staffing changes for both certificated and classified staff including reductions for open positions.  The District continues to monitor and reconcile position control to Human Resources records and Payroll and the budget has been updated accordingly. 

Negotiations have not been settled with the certificated SRFT bargaining unit. Negotiations have been settled with Classified CSEA and unrepresented employees for 2018-19. The salaries and statutory benefits have been adjusted for the cost of step and column increases for all employees 

The budgets for Materials & Supplies have been reviewed and updated for current estimates along with local donations to support purchases at the school sites.  In addition, restricted program budgets have been adjusted in order to budget estimated carryover for materials and supplies for the upcoming school year as well as Parcel Tax carryover to support programs in 2018-19.  The restricted budget for Grants was also adjusted in order to be included in the 2019-20 Adopted Budget. 

The budgets for Services and Other Operating Expenditures have been adjusted for current estimates based on site and department requests and specifically as local donations have been received.  In addition, the restricted budget has been adjusted for increases and/or decreases in special education contracts, settlement agreements, MCOE Billback, and transportation.

A budget transfer was recognized for the reallocation of former HSD Marin Pupil Transportation Authority (MPTA) funds that flow through the SRESD in order to avoid having the funds “swept” via the Fair Share calculations.

CURRENT CONSIDERATIONS:  As the 2018-19 Budget revisions indicate, the SRHSD General Fund Budget continues to reflect deficit spending. Although the District was able to recognize savings from items mentioned above, the projected unrestricted budget deficit is projected to be ($811,275) in comparison to our 2nd Interim reported deficit of ($1,227,964).

2019-20 Adopted Budget

BACKGROUND: The District is required to adopt a budget for all funds prior to June 30th each year.  This action must be taken after the Board has held a “public hearing”, which provides the public with an opportunity to comment on the budget. Under the State regulations for the Local Control Funding Formula (LCFF) and the Local Control Accountability Plan (LCAP), the Public Hearing on the budget and the LCAP occurred on 6/24/19 and the Budget and the LCAP are being presented tonight to the Board for formal approval.  The District provided the appropriate notice and the budget was available for review on Thursday, June 20, 2019. This Adopted Budget is being presented to the Board for final review and approval.

During the months prior to June, staff works diligently to collect data necessary to be included in the upcoming budget.  This information comes from several sources, including the State, Federal Government, Marin County Office of Education, SELPA, County of Marin, Marin Schools Insurance Authority and other various local sources.  This information is incorporated into the budget in the form of budget assumptions.  Some of these assumptions are preliminary and may change once information is finalized at the State, Federal & local levels.

The Budget Advisory Committee was convened in October 2018 and has met monthly through May of this year.  This committee reviewed information on various sources of District revenues, types of expenditures, contractual or mandated obligations and expenditures outside of the control of the District (e.g. utilities, insurance and payroll driven costs) as well as discussing the potential implications of the new Local Control Funding Formula (LCFF) and the new Local Control Accountability Plan (LCAP) that was adopted by the State in September 15, 2017.

The following is a list of the various funds included in the Preliminary Budget, all of which are projected to have a positive ending fund balance:

All Funds of the High School District
Fund Number and DescriptionFund Balance July 1, 2019Current Year ActivityFund Balance June 30, 2019
01General Fund$6,484,178($1,287,730)$5,196,448
11Adult Education$11,891$400$12,291
13Cafeteria$801$0$801
14Deferred Maintenance Fund *$291,201$0$291,201
20Special Reserve for OPEB$2,062,147$30,000$2,092,147
21Building Funds$511,549$747,514$1,259,062
25Capital Facilities Fund$223,350$0$223,350
40Special Reserve for Capital Outlay$641,397$250,125$891,522
51Bond Interest Redemption$6,548,236$0$6,548,236

CURRENT CONSIDERATIONS:   It is important to note that although the San Rafael High School District is a “basic aid” District and therefore not typically impacted significantly by State budget proposals, the LCFF calculations and the LCAP are still required even though there is no additional funding provided by the State.  It is also important to remember that over the past several years of State budget cuts, Basic Aid Districts were impacted by “fair-share” budget reductions from the State through the reduction and/or elimination of various State categorical programs. These fair-share reductions resulted in the loss of revenues of $1.3 million annually and are not restored by the LCFF even though these reductions were initially implemented as one-time. 

While modest property tax growth is welcome, the level of growth in student population continues to increase creating the need for teachers as well as other costs associated with educating more students.  That combined with the costs associated with significant STRS rate increases, escalating special education costs, the ongoing implementation of CCSS and developing actions to address the needs of our target “at-risk” population of students, is creating fiscal challenges.  Many of the expenditures included in the budget were identified during the LCAP process and needs assessment and were based on community input.  Many of these expenditures also help to ensure that the District can meet the proportionality requirements by demonstrating that the level of increased or improved services for EL/ Low-Income students is proportionate to the supplemental grant funds calculated by the LCFF.

The Governor’s May Revise was not significantly different from the Governor’s January budget proposal for K-12 education in concept as there were no new programs added. The Governor continued to support Local Control Funding Formula (LCFF) as a key component of the State budget proposal and fully fund LCFF and eliminate the “GAP” funding. The State COLA is proposed to be 3.26% and to fully fund the LCFF.  There is new temporary relief to offset the cost of pensions and reduce the District contribution to the STRS statutory rate from a January Governors proposal of 18.13% to 16.70% in 2019-20. The PERS rate has been adjusted from 18.06% in 2018-19 to 20.73% in 2019-20. For the HSD, changes to general purpose revenues are primarily due to estimated changes in property tax revenues based on a 4.4% growth rate. EPA State funding is projected to remain unchanged. 

For more detailed information on the Governor’s May Revise, see The Marin Common Message – Executive Summary issued by the Marin County Office of Education attached.

Within this dynamic and ever-changing fiscal environment, staff continues to work to identify changes or modifications in information both from the State and Federal governments that will then be incorporated into the budget during the 1st budget revision being brought to the Board in the fall.

As the Preliminary Budget indicates, based on the assumptions included in the Governor’s May Revise, the MCOE LCFF Calculator and the MCOE Common Message, the San Rafael City High School District will be able to meet its financial obligations for the current and two subsequent years.


 
Financial Impact:

COST/FUNDING SOURCE In compliance with GASB 54, the components of the ending fund balance are as follows:

2019-20 HSD Budget Adoption
DescriptionUnrestrictedRestrictedCombined
NONSPENDABLE
TOTAL - RESTRICTED$ 986,174$ 986,174
ASSIGNED
Board Designated Reserve > 3%$ 4,037,606$ 4,037,606
Assigned for SRFT 2% compensation incr$ 267,468$ 48,770$ 316,238
Total - Assigned$ 4,305,074$ 48,770$ 4,353,844
UNASSIGNED
Economic Uncertainty Reserve (3% State)$ 1,144,160$ 1,144,160
Unappropriated-
TOTAL - UNASSIGNED$ 1,144,160$ -$ 1,144,160
TOTAL - FUND BALANCE$ 5,449,234$ 1,034,944$ 6,848,178


Recommended Motion:

Approval of the San Rafael High School District 2018-19 Budget revisions and the final 2019-20 Adopted Budget.

Attachments:
1. Marin Common Message-May Revise
2. SRCS Adopted Budget Powerpoint Presentation 19.20
3. HSD General Fund 19-20 Adopted Budget
4. HSD Other Funds 19-20 Adopted Budget
5. HSD MYP and Other Supporting Documents 19-20 Adopted Budegt
6. HSD Criteria and Standards 19-20 Adopted Budget
X.5. EDUCATION SERVICES: (ESD/HSD) First Reading of New Courses: Independent Study Physical Education Contract; Spanish 2P-2HP Curriculum Revisions; TLHS Game Design and Production Management; Adult Education Credit for ELA (EL 1A/B-4A/B) and Algebra Readiness; Electronic Music, Honors Drama 4; Physics and the Universe; Textbooks: Economics: Principals in Action. Publisher Pearson; Fundamentals of Game Design. Publisher: New Riders; Just Enough Project Management. Publisher: McGraw Hill; Introduction to Programming with Greenfoot. Publisher: Pearson
Quick Summary / Abstract:

This item presents new and revised courses and textbooks for review.  A second reading and recommended approval will be brought to a subsequent meeting.



Rationale:

Rational: The Secondary Curriculum Advisory Council (SCAC) has reviewed and discussed new course proposals, revised and updated high school courses of study.  Schools are continuing the process of reviewing current course outlines and revising, as appropriate, to align with the Common Core and newly updated and/or new versions of textbooks. 

There has been a shift to ensure, whenever possible, that elective courses are designed to meet the UC requirements for approval on the A-G list. There has also been a shift to not only have schools agree on new courses and textbooks, but as appropriate, to also agree to implement the same textbook at all three schools. All courses and new textbook recommendations are Common Core aligned.

Current Consideration: This first reading presents review of New Courses of Study: Education Services (ESD/HSD) First Reading of New Courses: Independent Study Physical Education Contract; Spanish 2P-2HP Curriculum Revisions; TLHS Game Design and Production Management; Adult Education Credit for ELA (EL 1A/B-4A/B) and Algebra Readiness; Electronic Music, Honors Drama 4; Physics and the Universe; Textbooks: Economics: Principals in Action. Publisher Pearson; Fundamentals of Game Design. Publisher: Pearson; Just Enough Project Management. Publisher: McGraw Hill; Introduction to Programming with Greenfoot.  Publisher: Pearson; Creative Greenfoot.  Publisher: Packt Publishing.  

A second reading and recommended approval will be brought to a subsequent meeting.

Exhibit A – New Courses of Study, Revised Courses of Study, New Textbooks



 
Financial Impact:

The Cost of instructional materials will be funded a combination of school site budgets and district and State (including Perkins and CTE funds) instructional materials budget. 



Attachments:
Exhibit A
X.6. BOARD BUSINESS: (ESD/HSD) Approval of District Response to 2018-2019 Marin Civil Grand Jury Report, "Vaping: An Under-the-Radar Epidemic"
Quick Summary / Abstract:

Staff will present the response to the 2018-2019 Marin Civil Grand Jury Report, "Vaping: An Under-the-Radar Epidemic" for recommended approval.










Rationale:

BACKGROUND: The San Rafael City Schools Board of Education is requested to respond in writing to the recommendations of the 2018-2019 Marin Civil Grand Jury Report in accordance with Penal Code Section 933.05(f).

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

CURRENT CONSIDERATIONS: The response to the 2018-2019 Marin Civil Grand Jury Report, "Vaping: An Under-the-Radar Epidemic" will be presented to the Board at this regular meeting, for recommended approval.







 
Financial Impact:

None

Recommended Motion:

Approval of District Response to the 2018-2019 Marin Civil Grand Jury Report, "Vaping: An Under-the-Radar Epidemic"









Attachments:
GJ Report: Vaping: An Under the Radar Epidemic
GJ Vaping - SRCS Response
XI. CONFERENCE SESSION
XI.1. Report Out Action from Closed Session
XI.2. Agenda Items for Future Meetings
XI.3. Board Member Reports
XI.4. Superintendent's Activity Report
XI.4.1. Williams Quarterly Report - April 2019 to June 2019
Quick Summary / Abstract:

There have been no Williams complaints during the last quarter - April 2019-June 2019. 

XII. READJOURNMENT to Closed Session (if necessary)
XIII. NEXT REGULAR MEETING - July 15, 2019
XIV. ADJOURNMENT (and Closed Session Report Out, if necessary): 9:00 P.M. (approximate time)

Published: June 21, 2019, 2:47 PM

The resubmit was successful.