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Regular Meeting - SRCS Board of Education
San Rafael City Schools
August 26, 2019 5:00PM
Central Services - Boardroom 310 Nova Albion Way San Rafael, CA 94903

1. OPEN SESSION/ROLL CALL
Time Certain:
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



2. PUBLIC COMMENT on Closed Session
Time Certain:
5:01 PM
3. CLOSED SESSION
Time Certain:
5:02 PM
3.A. GOV. CODE 48900: Consideration of Student Expulsion Case # 1819-1 (ESD)Confidential agenda item.
3.B. GOV. CODE 54957: (ESD/HSD) Public Employee Performance Evaluation: SuperintendentConfidential agenda item.
3.C. CONFERENCE WITH LEGAL COUNSEL – Anticipated Litigation (ESD/HSD) Significant exposure to litigation pursuant to Gov. Code, § 54956.9, subd. (d)(2): (2) two cases Confidential agenda item.
3.D. GOV. CODE 54957.6: (ESD/HSD) Conference with Labor Negotiator: Name of Agency Negotiator: Jim Hogeboom, Amy Baer Employee Organization/Title: SRFT, SRTA, CSEAConfidential agenda item.
4. RETURN TO OPEN SESSION
Time Certain:
6:00 PM
4.A. PLEDGE OF ALLEGIANCE
5. ANNOUNCEMENT OF REPORTABLE CLOSED SESSION ACTION (if necessary)
Time Certain:
6:02 PM
6. APPROVAL OF AGENDA
Time Certain:
6:04 PM
7. ANNOUNCEMENTS: BOARD TRUSTEES; SUPERINTENDENT; STUDENT BOARD MEMBERS; LABOR UNIONS: CSEA, SRTA, SRFT
Time Certain:
6:05 PM
8. 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.)
Time Certain:
6:20 PM
9. STAFF REPORTS:
Time Certain:
6:21 PM
9.A. Equity Audit Planning Process for San Rafael City Schools (HSD)
Speaker:
Juliet A. Schiller, Ed.D., Marin Promise Partnership; Mayra A. Lara , Ed.D., Rachel Ruffalo, Education Trust-West
Quick Summary / Abstract:

Juliet A. Schiller, Ed.D. from Marin Promise Partnership, Mayra A. Lara , Ed.D.and Rachel Ruffalo from The Education Trust-West will present the Blueprint for Equity Audit Planning process for San Rafael City Schools during 2019-2020 school year. 

Exhibit A (Power Point Presentation)



Attachments:
EEA Report
Exhibit A
9.B. Capital Facilities Report (ESD/HSD)
Speaker:
Dr. Dan Zaich, Senior Director Capital Facilities Program
Quick Summary / Abstract:

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


Attachments:
CFP Presentation 8.26.19
10. DISCUSSION/ACTION SESSION
Time Certain:
7:10 PM
10.A. EXPULSION HEARING: (ESD) Consideration of Suspended Enforcement of Student Expulsion Case 1819-1
Speaker:
Amy Buster Baer, Asst. Supt.
Quick Summary / Abstract:

The Board will consider the suspended enforcement of the expulsion for Student Case # 1819-1. 
















Recommended Motion:

Approval of  the recommendation for suspended enforcement of the expulsion of Student Case #1819-1. 



10.B. TRUSTEE AREA ELECTIONS: (ESD/HSD)
10.B.1. Report: Trustee Area Boundary Maps Process
Speaker:
Director of Communications Christina Perrino; Shalice Tilton, NDC
Quick Summary / Abstract:

Director of Communications Christina Perrino will provide an update on community engagement and community forums held, and NDC Demographer Shalise Tilton will provide an update on the process and draft maps.







Attachments:
1. Presentation
Map 103
Map 103b
Map 105
Map 106
Map 107
Map 107c
Map 108
Map 109
Map 110
Map101b
10.B.2. Public Hearing: (ESD/HSD)– Public Input Session On Draft Trustee Area Boundary Maps
Speaker:
Greg Knell, Board President
Quick Summary / Abstract:

The Board will hold a public hearing to receive input on draft Trustee Area Boundary Maps.



Rationale:

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

At its meeting on March 25, 2019, the Board adopted Resolution 1819-24 indicating its intent to transition from at-large to by-trustee area elections. On April 30, 2019, the Board held its first public hearing as part of the process to adopt a trustee area boundary map in order to transition from at-large to by-trustee area elections. It held a second public hearing at its meeting on May 13 and held community workshop at Bahia Vista Elementary School on June 18. 

Following these public hearings the District posted draft trustee area boundary maps on its website.  The Board has held public hearings on the draft maps during its June 24, July 15, and August 12 meetings as well as community workshops on July 17, and July 29.  Tonight, the Board will hold its fourth public hearing prior to adoption of one of the draft maps.

 
10.B.3. BOARD BUSINESS: (ESD/HSD) Adoption of Resolution No. 1920-3 Resolution Adopting Trustee Area Boundary Map And Election Sequence For Election Of Members Of The Board Of Education; Submitting Proposal To The Marin County Committee On School District Organization To Establish By-Trustee Area Elections
Speaker:
Jim Hogeboom, Superintendent
Quick Summary / Abstract:

Following the Public hearing, the Board will consider adoption of Resolution 1920-3 adopting one of the trustee area boundary maps and the associated election sequence.







Rationale:

BACKGROUND: At its meeting on March 25, 2019, the Board adopted Resolution 1819-24 indicating its intent to transition from at-large to by-trustee area elections. On April 30, 2019, the Board held its first public hearing as part of the process to adopt a trustee area boundary map in order to transition from at-large to by-trustee area elections. It held a second public hearing at its meeting on May 13 and held community workshop at Bahia Vista Elementary School on June 18.  

Following these public hearings the District posted draft trustee area boundary maps on its website.  The Board has held public hearings on the draft maps during its June 24, July 15, and August 12 meetings as well as community workshops on July 17 and July 29.  The Board subsequently narrowed options for the trustee area boundary map to a few maps which were posted online seven days prior to this meeting.   Tonight, the Board held a public hearing on these proposed maps.

By way of this resolution, the Board will adopt one of the trustee area boundary maps and the associated election sequence.  If the Resolution is adopted by the Board, it will be forwarded to the Marin County Committee on School District Organization for approval.  



 
Recommended Motion:
Adoption of Resolution 1920-3 with one of the trustee area boundary maps and associated election sequence. 

Attachments:
Resolution 1920-3
10.B.4. Report: California School Board of Education Process to Waive Election Requirement To Alter Election System
Speaker:
William Tunick, DWK Attorney
Quick Summary / Abstract:

William Tunick will present information on the SBE Election Waiver process. 

10.B.5. PUBLIC HEARING: (ESD/HSD) Public Input Session Regarding State Board of Education Waiver Request
Speaker:
Greg Knell, Board President
Quick Summary / Abstract:

The Board will conduct a Public Hearing to gather input on the State Board of Education Waiver Request. 

Rationale:

Rationale:

The Board is conducting this public hearing as part of its process to request a waiver from the State Board of Education.  

At its March 25, 2019 meeting, the Board adopted Resolution 1819-24 indicating its intent to transition from at-large to by-trustee area elections, including the adoption of a trustee area boundary map.  

Under the Education Code, final adoption of by-trustee area elections (following approval by the Board and the Marin County Committee on School District Organization) would turn on an election among District voters.  Such an election, however, can be costly and delay implementation of the election system.  Likely for this reason, over two hundred school districts which have made this election system transition have sought, and been granted, a waiver from the State Board of Education of the Education Code provisions which require an election.  

The Board is holding this public hearing to gather input prior to consideration of the resolution requesting such a waiver from the State Board of Education.  While the Board is still in the process of adopting the transition to by-trustee areas and developing a trustee area boundary map, it is considering the waiver request resolution at this time to provide the State Board of Education sufficient time to consider the request.



 
Financial Impact:

None.

10.B.6. BOARD BUSINESS: (ESD/HSD) Adoption of Resolution No. 1920-1 Requesting State Board Of Education Waive Election Requirement To Alter Election System
Speaker:
Jim Hogeboom, Superintendent
Quick Summary / Abstract:

The Board is presented with Resolution No. 1920-1 Requesting State Board Of Education Waive Election Requirement To Alter Election System, for review and recommended approval. 

Rationale:

Rationale: 
At its March 25, 2019 meeting, the Board adopted Resolution 1819-24 indicating its intent to transition from at-large to by-trustee area elections, including the adoption of a trustee area boundary map.  

Under the Education Code, final adoption of by-trustee area elections (following approval by the Board and the Marin County Committee on School District Organization) would turn on an election among District voters.  Such an election, however, can be costly and delay implementation of the election system.  Likely for this reason, over two hundred school districts which have made this election system transition have sought, and been granted, a waiver from the State Board of Education of the Education Code provisions which require an election.  

Following receipt of input at the earlier public hearing, the Board will consider a resolution requesting that the State Board of Education waive the election requirement prior to implementation of the by-trustee area election system currently being developed by the Board.

 
Financial Impact:

The District's request to waive an election would save the cost of election fees for both the elementary and high school districts, if granted by the SBE. 

Recommended Motion:

The Board is presented with Resolution No. 1920-1 Requesting State Board Of Education Waive Election Requirement To Alter Election System, for review and recommended approval. 

Attachments:
Resolution 1920-1
11. APPROVAL OF CONSENT AGENDA (ESD/HSD): (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.)
Time Certain:
7:55 PM
12. CONSENT AGENDA:
12.A. BOARD BUSINESS: (ESD/HSD) Approval of Minutes of the Regular Meetings of June 10, 2019, June 26, 2019, and the Special Workshops of July 23, 2019, and August 12, 2019Was edited within 72 hours of the Meeting
Quick Summary / Abstract:
Board meeting minutes are presented for approval.
Rationale:

Minutes are taken of all Board meetings as record of all actions taken by the Board. The attached minutes are being recommended for approval. 



 
Recommended Motion:

Approval of Minutes of the Regular Meetings of June 10, 2019, June 26, 2019, and the Special Workshops of July 23, 2019, and August 12, 2019




























































Attachments:
Minutes - August 12, 2019 Special Workshop
Minutes - July 23, 2019 Special Workshop
Minutes - June 10, 2019 Regular Board Mtg REV
Minutes- June 26, 2019 Regular Mtg REV
12.B. PERSONNEL:(ESD/HSD/Joint) Approval of Elementary, High School, and Joint District Personnel, Certificated/Classified
Quick Summary / Abstract:
This agenda item presents for Board approval the Administration's recommended personnel transactions for the Elementary, High School and Joint District.

Rationale:

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

Attachments:
ESD Personnel Action REV
HSD Personnel Action 08 26 19
Joint Personnel Action REV
12.C. PERSONNEL: (ESD) Approval of Resolution #1920-4 - Resolution Authorizing Certain Certificated Staff to Teach in a Departmentalized Setting
Quick Summary / Abstract:

The Board is presented with Resolution #1920-4 Authorizing Certain Certificated Staff to Teach in a Departmentalized Setting, for recommended approval.


Rationale:

BACKGROUND: The Marin County Office of Education is assisting the Human Resources Department with making sure all Teachers are placed properly in classrooms according to their Credential(s) received.

This board item presents for Board approval Resolution #1820-4, which authorizes the assignment of a teacher holding a valid credential (other than an emergency permit), to teach any subjects in departmentalized classes in kindergarten or any grade 1 to 12, inclusive, provided the requirements of adequate knowledge have been verified under the provisions of Education Code 44258.3.


 
Financial Impact:

None

Recommended Motion:

Approval of Resolution #1920-4.

Attachments:
Resolution 1920-4
12.D. FINANCE:(ESD/HSD) Approval of Disposal of Obsolete Books and/or Equipment for the San Rafael City School District
Quick Summary / Abstract:

The Board will consider the disposal of obsolete books and/or equipment at Davidson Middle School


Rationale:

BACKGROUND: Board Policy 3270 states: “Sale and Disposal of Instructional Materials, Equipment, and Supplies if the value of the property is insufficient to defray the costs of arranging a public sale, the property may be donated or disposed of in an appropriate manner." CURRENT CONSIDERATIONS:

Sites have determined the following Books and Equipment to be obsolete or unrepairable:

Site Quantity Grade ISBN# Title
Good=G
Fair= F Poor =P
Obsolete= 0
Unrepairable = N Stolen= S
DMS 300 8 9780030564932 Holt Literature and Language Arts Good Obsolete
DMS 350 6 9780030564918 Holt Literature and Language Arts Good Obsolete
DMS 350 7 9780030652813 Holt Handbook Good Obsolete
DMS 350 6 9780030652790 Holt Handbook Good Obsolete
DMS 350 8 9780030652820 Holt Handbook Good Obsolete


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


Recommended Motion:
Approval of disposal of obsolete books and/or equipment.


12.E. EDUCATION SERVICES: (ESD) Approval of Partnership Agreement Between San Rafael City Schools, San Pedro Elementary and Mindful Life Project, for Providing Mindfulness Based Social Emotional Program from August 26, 2019 Through May 29, 2020
Quick Summary / Abstract:

This item presents the Partnership Agreement Between San Rafael City Schools, San Pedro Elementary and Mindful Life Project, for providing Mindfulness based social emotional program from August 26, 2019 Through May 29, 2020, for Board review and recommended approval.



Rationale:

Background: Programming includes: Mindful Community: Whole class instruction program where our instructors guide the students through a mindfulness-based social-emotional learning curriculum, utilizing guided meditation at the beginning of the lesson to center students in the practice and at the end of the lesson to ground the students in a calm and focused energy level for the rest of the day. Our lessons are culturally relevant, meaning that we weave call and response, student voice, rhyming chants, and other very engaging pedagogy into our mindfulness lessons, in order to show students that these practices are not abstract concepts for privileged communities, but critical practices for everyday life that can bring joy and presence. In these lessons, we do not use purchased materials or products other than vibratones to lead the meditation (what we call a “mindful sit”).

Rise-Up: In the program Rise-Up, pullout groups of eight students in each grade level 2-5 will be run once early in the week and once at the end of the week during the 2019-2020 school year.Groups will consist of two high achievers and six “at-risk” students who are referred to Rise-Up by their school based on behavior data and social-emotional needs. These integrated groups will encourage sharing, communication and collaboration among peers, creating nonjudgmental, cohesive group dynamics. The beginning-of-the-week Rise-Up sessions will include either the mindfulness and yoga or mindfulness and expressive arts modality. Halfway through the year, a modality rotation will occur to give students the opportunity to connect with both mindful movement through yoga and the creative process through the expressive arts modality. During these sessions, students can earn the opportunity to attend the end-of-the-week positive reward session of mindfulness and performing arts. If students are meeting social-emotional goals in their classrooms and in Mindful Life Project sessions, they are referred to the positive reward session.

Current Consideration: Mindful Life Project (MLP) has been given permission to provide mindfulness based social-emotional programming to the students at San Pedro Elementary. MLP will have an MLP Instructor at San Pedro Elementary each week on Monday, Tuesday, Thursday, and Friday between 8:00 am - 4:00 pm from August 26, 2019 to May 29, 2020. 

Mindful Life Project will be providing their two main direct service programs Mindful Community, whole class push-in programming and Rise-Up, small group programming as well as supporting teacher wellness through mindfulness training.

Exhibit A


 
Financial Impact:

Donor Funded. There is no financial impact to the district or site.

Recommended Motion:

Approval of Partnership Agreement Between San Rafael City Schools, San Pedro Elementary and Mindful Life Project, for providing Mindfulness based social emotional program from August 26, 2019 Through May 29, 2020.


Attachments:
Exhibit A
12.F. EDUCATION SERVICES: (ESD) Approval of Renewal of Memorandum of Understanding for Special Services for the After School Education and Safety (ASES) Programs for Bahia Vista and San Pedro with Catholic Charities for the 2019-2020 School Year, Including Summer 2019
Quick Summary / Abstract:

This item presents the renewal of Memorandum of Understanding for Special Services for the After School Education and Safety (ASES) Programs for Bahia Vista and San Pedro with Catholic Charities for the 2019-2020 school year, including summer 2019, for review and recommended approval.






Rationale:

Background: The After School Education and Safety Program (ASES) grant was originally submitted as a collaborative effort between San Rafael City Schools and agency partners, initially established through the School Linked Services Initiative Grant in the spring of 2000. Each year since 2000, SRCS has received state funding to operate after-school programs at six schools:  Bahia Vista, Coleman, Laurel Dell, San Pedro, Venetia Valley and Davidson. ASES was re-certified in 2006 as part of the larger Proposition 49 funding initiative granted by the State.  The program operates in San Rafael City Schools as Learning and Enrichment After School, or LEAP. In addition to the regular grant funding, San Rafael applied for and was granted supplemental funds to provide additional programs and services to students during the summer and school inter-sessions. This summer, LEAP is operating programs at Bahia Vista  with supplemental ASES funds for approximately 254 kindergarten-4th grades students. The LEAP program at Davidson, for 299 5th-8th grade students, is also supported by supplemental ASES funds.The SRCS LEAP after-school programs are coordinated and monitored by Jennifer Lynch, Coordinator of After School and Extended Learning.

Current Consideration: Catholic Charities will provide after school program services at the Albert J. Boro Community Center at Pickleweed Park for students in the Canal area who attend Bahia Vista and San Pedro schools from July 1, 2019 through June 30, 2020. This agenda item presents for Board approval of Independent Contractor Agreement Renewal for Special Services with Catholic Charities Kids Club for grant implementation and support of the ASES grant. 

Independent Contractor Agreement for Special Services  (Exhibit A)



 
Financial Impact:

Cost of services not to exceed $21,685 to be paid from ASES grant funds.

01-6010-0-5849.00-7150-3900-090-242-000


Recommended Motion:

Approval of Renewal of Memorandum of Understanding  for Special Services for the After School Education and Safety (ASES) Programs for Bahia Vista and San Pedro with Catholic Charities for the 2019-2020 School Year, Including Summer 2019.


Attachments:
Catholic Charities MOU Renewal
12.G. EDUCATION SERVICES: (ESD) Approval of Agreement between Art From the Heart, San Rafael City School and San Pedro Elementary School to Provide Art Classes to TK and K During 2019-2020 School Year
Quick Summary / Abstract:

This item presents the Agreement between Art From the Heart, San Rafael City School and San Pedro Elementary School  to provide Art classes to TK and K during 2019-2020 school year, for Board review and recommended approval.






Rationale:

Background:  Art From The Heart is a 501© (3) non-profit organization reaching out to children of low-income, under-served families in Marin County by providing after-school enrichment programs. Our program gives children the opportunity to be actively involved in the arts – they become the artist, the performer, and the audience member!

They will introduce a wide variety of art forms to our students hoping to ignite a love and appreciation of the arts. Our students have the opportunity to become active participants engaging in hands-on art projects. Many have not had the chance to experience dance, drama, art, song, or attend a live performance – Art From the Heart makes this all possible.

Current Consideration:  Art From the Heart will provide Art classes to TK and K twice a month from September 2019- May 2020.

Exhibit A

 
Financial Impact:

The total cost of services is $7,500

$3,800 to be paid from Art From The Heart Grant

$3,700 to be paid from site funds.

01-9463-0-5840.00-1110-1000-095-120-000



Recommended Motion:

Approval of Agreement between Art From the Heart, San Rafael City School and San Pedro Elementary School to provide Art classes to TK and K during 2019-2020 school year.





Attachments:
Exhibit A
12.H. EDUCATION SERVICES: (ESD) Approval of Renewal Agreement Between Discovery Education Inc., San Rafael City Schools and Davidson Middle School for Science Software License During 2019-2020 School Year
Quick Summary / Abstract:

This item presents a renewal agreement between Discovery Education Inc., San Rafael City Schools and Davidson Middle School  for science software license during 2019-20 school year, for review and recommended approval. 





Rationale:

Background: Discovery Education is the global leader in standards-based digital content for K-12, transforming teaching and learning with award-winning digital textbooks, multimedia content, professional development, and the largest professional learning community of its kind. Serving 4.5 million educators and over 50 million students, Discovery Education's services are in half of U.S. classrooms, 50 percent of all primary schools in the U.K., and more than 50 countries. Accelerate student achievement by capturing the minds and imaginations of students with the fascination of Discovery, tapping into students' natural curiosity and desire to learn.

Current Consideration: Discovery Education Inc. will provide license access to Discovery Education Streaming PLUS K-8 and Discovery Education Science K-8 for all teacher and student use at Davidson Middle School during the 2019-2020 school year.

Exhibit A




 
Financial Impact:

Cost of software not to exceed $4,595 to be paid from site account 

01-1100-00-5840.00-1110-1000-340-120-000


Recommended Motion:

Approval of renewal agreement between Discovery Education Inc., San Rafael City Schools and Davidson Middle School for Science Software License during 2019-2020 school year. 





Attachments:
Exhibit A
12.I. EDUCATION SERVICES: (HSD) Approval of Overnight Field Trip for Terra Linda High School Girls Water Polo Team to Participate in a Water Polo Tournament at Del Oro High School in Loomis, California on September 13-14, 2019
Quick Summary / Abstract:

This item presents an overnight field trip for Terra Linda High School Girls Water Polo Team to participate in a Water Polo Tournament in Loomis, California on September 13 - 14, 2019, for Board review and recommended approval.



Rationale:

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

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

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

CURRENT CONSIDERATIONS:
This item presents an overnight field trip for Terra Linda High School Girls Water Polo Team to participate in a Water Polo Tournament in Loomis, California on September 13-14, 2019.

There are confirmed 8 student athletes participants, the remainder number of players will be determined after tryouts are completed. Traveling with the student athletes will be Water Polo Coach, Geoff Peters along with two additional adult chaperones.

Accommodations: Each student, coach and adult chaperones will have their own bed. Students will not have access to any water activities outside of team supervised competition.

The team will leave on September 13th and travel in private vehicles to the tournament. The team will go out to eat and participate in a team outing night activities, place to be determined. The team will play 2 games on Saturday and return to TLHS after last game of the day. 

No student will be excluded from participation because of lack of sufficient funds.





 
Financial Impact:

Cost of the transportation, food and lodging to be paid by families. The Booster Club has paid  the entry fee.

No student will be excluded from participation because of lack of sufficient funds.

There is no financial impact to the district.





Recommended Motion:

Approval of overnight field trip for Terra Linda High School Girls Water Polo Team.


12.J. EDUCATION SERVICES: (HSD) Approval of Overnight Field Trip for Terra Linda High School Boys Water Polo Team to Participate in a Water Polo Tournament at Del Oro High School in Loomis, California on September 6-7, 2019
Quick Summary / Abstract:

This item presents an overnight field trip for Terra Linda High School Boys Water Polo Team to participate in a Water Polo Tournament in Loomis, California on September 6-7, 2019, for Board review and recommended approval.



Rationale:

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

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

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

CURRENT CONSIDERATIONS:
This item presents an overnight field trip for Terra Linda High School Boys Water Polo Team to participate in a Water Polo Tournament in Loomis, California on September 6-7, 2019.

There are confirmed 7 student athletes participants, the remainder number of players will be determined after tryouts are completed. Traveling with the student athletes will be Water Polo Coach Peters along with three additional adult chaperones.

Accommodations: Each student, coach and adult chaperones will have their own bed. Students will not have access to any water activities outside of team supervised competition.

The team will leave on September 6th and travel in private vehicles to the tournament. The team will go out to eat and participate in team outing Friday night at Scandia Fun Center. The team will play 2 games on Saturday and return to TLHS after last game of the day. 

No student will be excluded from participation because of lack of sufficient funds.




 
Financial Impact:

Cost of the transportation, food and lodging to be paid by families.The Booster Club has paid the entry fee.

No student will be excluded from participation because of lack of sufficient funds.

There is no financial impact to the district.






Recommended Motion:
Approval of overnight field trip for Terra Linda High School Boys Water Polo Team

12.K. EDUCATION SERVICES: (ESD/HSD) Approval of Resolution 1920-5 to Commit to Blueprint for Equity Planning And Implementation
Quick Summary / Abstract:

This item presents a Resolution to Commit to Blueprint for Equity Planning And Implementation, for Board review and recommended approval.   






Rationale:

The Board is asked to adopt the attached resolution (Exhibit A), committing to a Blueprint for Equity Planning and Implementation. 











 
Financial Impact:
No financial impact to the district.

Recommended Motion:

Approval of  Resolution 1920-5 to Commit To Blueprint for Equity Planning And Implementation.




Attachments:
Exhibit A: Resolution 1920-5
12.L. BOARD BUSINESS: (ESD/HSD) Approval of Out-of-State Travel for Superintendent Hogeboom to Attend the 2019 STRIVE Together - Cradle to Career Convening in Washington D.C., September 11-13, 2019
Quick Summary / Abstract:

This item presents out-of-state travel for Superintendent Hogeboom to attend the Cradle to Creer Convening in Washington DC, Sept. 11-13, 2019, for Board review and recommended approval.


Rationale:

BACKGROUND: The Cradle to Career Network Convening is an interactive and informative opportunity to ensure that network partners like the Marin Promise Partnership are maximizing the resources to build capability and capacity to best serve the learners in our communities. Marin Promise is covering the cost of registration for Superintendent Hogeboom. 

This event will enable partners to engage in a number of educational sessions that are directly applicable to the work of improving educational outcomes in our community and provide the opportunity for them to network with a variety of colleagues from around the nation. The entire conference is tailored to partnership staff, school partners, leadership table members and investors in cradle to career work."

CURRENT CONSIDERATION: Staff recommend approval of the out-of-state travel for Superintendent Hogeboom to attend the StriveTogether - Cradle to Career Convening.


 
Financial Impact:

Marin Promise is paying conference registration costs.

 TRAVEL/HOTEL - estimated to be $1200; 50% ESD/ 50% HSD

SACS: 01-0000-0-5200.00-0000-7150-700-280-000  



Recommended Motion:

Approval of the out-of-state travel.

12.M. CAPITAL FACILITIES PROGRAM: (ESD) Approval of Service Agreement and Equipment for Intrusion Detection System at San Pedro Elementary School, Following California Uniform Public Construction Cost Accounting Act (CUPCCAA) Regulation - Security Integration, Inc.
Quick Summary / Abstract:

The Board is presented with a proposal and sales agreement for an intrusion detection system at San Pedro Elementary School. 




Rationale:

A secure intrusion (burglar) alarm system is necessary for the immediate construction efforts as well as for on-going campus security, following the newly constructed teaching and support facilities at San Pedro Elementary School.

Background:

As part of the Bond Measure A Program, San Pedro Elementary School has been equipped with five new kindergarten classrooms; one preschool classroom, an office, and student support spaces, all in order to bring the school up to current and progressive educational standards.  With these substantial upgrades, including state of the art equipment, it is imperative that there be a functioning intrusion alert system installed. 

Current Considerations:

The Capital Facilities Team researched security solutions, in line with the California Uniform Public Construction Cost Accounting Act (CUPCCAA), and received a competitive quote from Security Integration, Inc. that includes classroom motion and door sensors and intrusion alarms.  This monitored, round-the-clock intrusion detection system is a standard system that is designed to summon immediate and appropriate help when activated.  Please note, equipment is limited to classroom motion sensors, no cameras.

The equipment and installation rates are based on the purchase of two (2) hard-wired intrusion panels installed at two (2) centralized campus IDF locations, each with keypads and sirens. and one (1) wireless devise with its own keypad for the gymnasium.  All equipment and installation is included in a lump sum of $24,928.19

In addition, the proposal is based on the acceptance of a 5-year monitoring contract for $25 per panel for the first year; $30 per panel for the second year; $40 per panel for the third year; $50 per panel for the fourth year; and, $60 per panel for the fifth year. The total five-year monitoring costs for the two panels would be $4,920.

This monitoring agreement replaces the current vendor contract.



 
Financial Impact:

The total compensation for this service is $29,848.19.  The equipment and installation cost of $24,928.19 will be funded from the District Bond Program, under Measure A.  The on-going monitoring costs of $4,920 will be funded through SRCS. 

Budget/SACS Code:

21-9010-0-6220-00-0000-8500-095-000-000 - $24,928.19

01-0000-0-5840-00-0000-8300-700-255-000 - $4,920



Recommended Motion:

Approval of a Service Agreement and Equipment for Intrusion Detection System at San Pedro Elementary School - Security Integration, Inc.




Attachments:
Proposal for San Pedro ES
San Pedro Intrusion Monitoring Contract
12.N. CAPITAL FACILITIES PROGRAM: (HSD) Approval of Modification No. 10 to Independent Consultant Agreement for Supplemental Construction Observation and Testing Services for San Rafael High School Madrone, Administration, Commons, Kitchen (MACK) Project – Miller Pacific Engineering Group
Quick Summary / Abstract:

Staff seeks review and approval from the Board of Education for Modification No. 10 to the Independent Consultant Agreement for Miller Pacific for supplemental construction observation and testing services for the San Rafael High School Madrone, Administration, Commons, Kitchen (MACK) Project.



Rationale:

Geotechnical services were anticipated and broadly budgeted in the program budgets presented to and adopted by the SRCS Board of Education. Staff anticipates, plans and budgets for such services.  The Board may expect future items similar to this for each site or capital program building project. 

Background:

On December 12, 2016, the San Rafael City Schools (SRCS) Board of Education (“Board”) approved three firms as a qualified pool to provide geotechnical services for the Capital Facilities Program: Miller Pacific Engineering, A3GEO, and Ninyo and Moore. Miller Pacific was approved as the Geotechnical Engineer for San Rafael High School, Davidson Middle School, Laurel Dell and Venetia Valley Elementary Schools.  

Contract Modification No. 10 provides for the continued construction phase geotechnical services at the San Rafael High School MACK Project, including the necessary construction observation of the shade structure that will protect the new location of the outdoor kiln.

Current Considerations:

Geotechnical staff originally estimated the San Rafael MACK Project Construction Phase Services using known conditions.  Construction Phase Services are still ongoing and Miller Pacific will continue to perform geotechnical observation and soils testing requested by the project inspector and contractor.  These site visits are a requirement of the Division of State Architect (DSA) and the board may expect future items similar to this for each capital program building project.

 

The contract history for Geotechnical Consulting Services are outlined below:

San Rafael High School Site-Wide Services

 

Object Code

Budget / Contract

BOE Approval

Amount

Site(s) or Project

6178

Budget

 

 

 

 

$88,000.00

SRHS Site-Wide

Contract(s)

 

 

 

Independent Consultant Agreement

12/12/2016

$9,000.00

SRHS

Contract variance

 

(80.50)

 

Modification No. 4 – Specific Seismic Analysis

9/25/2017

$17,700.00

SRHS

Modification No. 5 – Supp. Construction Observation/Testing

6/11/2018

$5,800.00

SRHS Stadium

Modification No. 8 – Construction Observation/Testing

01/28/19

$21,000.00

SRHS MACK

Modification No. 9 – Pre-Construction Services

6/10/2019

$16,200.00

SRHS STEAM

Year-End PO Adjustment – Supplemental Services

6/30/2019

$4,129.20

SRHS MACK

Total SRHS Contracts

 

$73,748.70

 

Modification No. 10 – Supplemental Construction Observation/Testing

08/26/2019

$13,800.00

SRHS MACK

Total Contracts Including this Modification

 

$87,548.70

 

Total Remaining in Budget Item 6178

 

$451.30

 

 

 



 
Financial Impact:

The proposed cost of this work is a not to exceed amount of $13,800 and is within planned budgeting for this type of work and will be funded from the District’s Measure B bond funds.

SRHS Budget/SACS Code:  21-9010-0-6178-00-0000-8500-410-000-000



Recommended Motion:

Approval of Modification No. 10 to Independent Consultant Agreement with Miller Pacific Engineering Group.




Attachments:
Miller Pacific Contract Modification No. 10
Miller Pacific Proposal
SRHS Site Wide Svcs. Budget
12.O. CAPITAL FACILITIES PROGRAM: (ESD) Approval of Modification No. 6 to Independent Consultant Agreement for Inspector of Record (IOR) Services for the San Pedro Elementary School Modernization/New Construction Project – David R. Callahan Inspections
Quick Summary / Abstract:

The Board is presented with a Modification No 6 to the Independent Consultant Agreement with David R. Callahan Inspections for Supplemental Inspector of Record (IOR) services for the San Pedro Elementary School Modernization/New Construction Project.




Rationale:

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

Background:

On 9/17/2018, David R. Callahan was approved by the Board of Education to serve as IOR for the remainder of the Increment 1 work and for the entirety of Increment 2.

IOR services are now needed for the final Increment 3 work on the Modernization Project.

Current Considerations:

David R. Callahan submitted a proposal for IOR services for the supplemental services required for the San Pedro Modernization/New Construction Project, Increment 3.  The proposal was presented on a time and materials basis, with an hourly rate of $100/hour and is based on a total projected time necessary to complete inspection services for the project.

The contract history for inspection services at San Pedro Elementary School is outlined below:

Object Code

Budget / Contract

BOE Approval

Amount

Site(s) or Project

6220 – Construction Inspections

Budget

 

 

 

Original Budget

 

$111,000

San Pedro CR

Contract(s)

 

 

V. Bill Asbell – Inc. 1

6/25/2018

$6,600

Production Technical Services

8/27/2018

$431.25

David R. Callahan Inspections – Inc. 1 (Balance) and Inc. 2

9/17/2018

$77,040

David R. Callahan Inspections – Legacy Project Closeout

2/26/2019

$2,000

Total Current Contracts

 

$86,071

David R. Callahan Inspections – Inc. 3

8/26/2019

$24,380

Total Contracts Including This Proposal

 

$110,451.25

Total Remaining in Budget Item 6220

 

$548.75

 



 
Financial Impact:

The proposed compensation for this service is $24,380, funded from the District Bond Program, under Measure A. 

Budget/SACS Code:

21-9010-0-6220-00-0000-8500-095-000-480



Recommended Motion:

Approval of Modification No. 6 for David R. Callahan for Inspection Services for the San Pedro Modernization/New Construction Project. 




Attachments:
David Callahan Contract Modification No. 6
David Callahan Proposal
San Pedro Budget
12.P. CAPITAL FACILITIES PROGRAM: (ESD/HSD) Approval for Award of Contract for District-Wide EV Charger Installation, and Service/ Maintenance Agreement - NEMA Construction
Quick Summary / Abstract:

The Board is presented with a recommendation for award of contract for district-wide EV Charger Installation, and Service/ Maintenance Agreement with NEMA Construction (“NEMA”).




Rationale:

District-wide Electric Vehicle (EV) Charging stations have been established as a “high priority” project for the SRCS Sustainability Goals.  It is anticipated that construction work will begin upon execution of the construction contract with NEMA.

Background: 

The SRCS EV Charging Projects are aimed at addressing a myriad of energy and environmental sustainability issues in the education system.  This presents a distinct opportunity to shape sustainability practices at SRCS and to influence efforts of energy usage reduction goals that directly and positively support SRCS’ General Fund.  At the core of this project is developing the next generation of students, thinkers and doers to help address sustainability issues in educational settings. EV Chargers located at the school sites will support sustainability efforts identified sections within our SRCS developing LCAP Sustainability Plan goals in the following areas: Transportation and Energy.

PG&E’s EV Charge Network Grant provided approximately two million dollars of infrastructure work, and prepared plans and specifications for these installations.  SRCS conducted a public bid process for the project.  This included required advertising, bidder outreach, and site walks with potential bidders.  Bids were opened on April 24, 2019, at 2:00 p.m. at the San Rafael City Schools Capital Facilities Office.  Two (2) Contractors submitted bids.  The bid results are as follows:        

Order

Contractor

Total Bid Price (Base +Alternate 1,2&4)

Responsive

Bidder 1

ABM Electrical &

Lighting Solution

$600,745

Yes

Bidder 2

NEMA Construction

$438,080

Yes


Current Considerations:

The lowest responsive, responsible bidder is NEMA Construction, Inc. (“NEMA”).  NEMA is fully licensed and registered with the Department of Industrial Relations to perform public works.

Upon award of the contract for construction, the Capital Facilities team will issue the Notice of Award to NEMA and all documents included in the project specifications will be appropriately executed.

Signed Bid Form, Proposal, and accompanying Contract Documents can be found in the District Capital Facilities Office.

 




 
Financial Impact:

$438,080.   Funded initially through the General Fund and then fully reimbursed through the following grants.  Currently, SRCS has received grant funding for

  • Secured PG&E Infrastructure Construction Costs or “make ready” valued at $1.875 million.
  • Marin Clean Energy Grant - $65,772
  • Transportation Fund for Clean Air (TFCA) - $60,000

    = $125,772 of current grant funding 


  • Expecting Estimated Grants:

  • PG&E Rebate - $63,825
  • BAAQMD - $237,000

    Sub-total - $426,597

  • Transportation Authority of Marin (TAM) - $TBD


Recommended Motion:

Approval to award a contract for construction to the lowest responsive, responsible bidder, NEMA Construction, Inc., for the EV Charger Installation, and Service/ Maintenance Agreement.

The NEMA construction will be totally offset by grants. SRCS has to temporarily bridge the funds upfront.


Attachments:
Cumming CM Bid Analysis
NEMA Bid Form and Proposal
12.Q. CAPITAL FACILITIES PROGRAM: (ESD) Approval of Adjustments to Capital Facilities Program Budget, 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, March 2019, and June 2019. It is appropriate at this time to consider approval of updated site Project Budgets for the Measure A Program.

BACKGROUND: 

The Board approved Change Order #1 for Swinerton Builders on the Laurel Dell project at its meeting of August 12, 2019.  The Change Order is beyond the budgeted contingency for the project.  Staff indicated in the August 12th item that we would bring back a budget adjustment at a subsequent meeting.  This item provides for an update to the Laurel Dell project budget and the Measure A Program Budget.    

CURRENT CONSIDERATIONS:

It is necessary to accommodate the approved Change Order No. 1 at Laurel Dell, totaling $208,182, and a small increase in project soft costs for a total Project budget adjustment of $223,203.  The Capital Facilities Team has identified savings within the approved Measure A Program Management Budget, where budgeted Program Services amounts have not been needed.  It is proposed to reduce this budget by $250,000 and move those funds to Laurel Dell project budget to cover increased costs on that project and resulting in a modest increase to the program balance.

 
Financial Impact:

Increased Laurel Dell project budget by $223,203.  Decreased Measure A Program Management Budget (Program Services) by $250,000.  See attached Measure A Program Budget Worksheet.




Recommended Motion:

Approval of adjustments to Measure A Capital Facilities Program Budget for Laurel Dell Project and Measure A Program Management Budget.




Attachments:
Measure A Program Budget Worksheet
13. READJOURNMENT to Closed Session (if necessary)
Time Certain:
8:00 PM
14. NEXT REGULAR MEETING - September 9, 2019
15. ADJOURNMENT (and Closed Session Report Out, if necessary)
Time Certain:
8:05 PM

Published: August 22, 2019, 3:59 PM

The resubmit was successful.