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Regular Meeting - SRCS Board of Education
San Rafael City Schools
September 09, 2019 6:00PM
Central Services - Boardroom 310 Nova Albion Way San Rafael, CA 94903

1. OPEN SESSION/ROLL CALL
Time Certain:
6:00 PM
Quick Summary / Abstract:

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



2. PLEDGE OF ALLEGIANCE
Time Certain:
6:01 PM
3. OATH OF OFFICE TO 2019-2020 Student School Board Members
Time Certain:
6:02 PM
Speaker:
Greg Knell, Board President
Quick Summary / Abstract:

Representatives from Madrone, San Rafael and Terra Linda High Schools will be administered the Oath of Office as 2019-2020 Student Board Members. 

4. ANNOUNCEMENT OF REPORTABLE CLOSED SESSION ACTION (if necessary)
Time Certain:
6:05 PM
5. APPROVAL OF AGENDA
Time Certain:
6:06 PM
6. ANNOUNCEMENTS: Board Trustees, Superintendent, Student Board Members, Labor Unions: CSEA, SRTA, SRFT
Time Certain:
6:07 PM
7. NON-AGENDIZED ITEMS- PUBLIC COMMENT (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
Speaker:
Greg Knell, Board President
8. SCHOOL PRESENTATIONS: (ESD/HSD)
Time Certain:
6:25 PM
8.A. Sun Valley Elementary- Mindfulness (ESD)
Speaker:
Julie Harris, Sun Valley Principal and Students
Attachments:
SV - Mindfulness
9. STAFF REPORTS: (ESD/HSD)
Time Certain:
6:40 PM
9.A. EDUCATION SERVICES: (HSD) Approval of Partnership Agreement Between San Rafael City Schools, Marin Promise Partnerships, and Education Trust West, for Providing Guidance During the Blueprint Development Process from September 1, 2019 through June 30, 2020Was edited within 72 hours of the Meeting
Speaker:
Dr. Mayra Perez, Deputy Superintendent
Quick Summary / Abstract:

This item presents the Approval of Partnership Agreement between San Rafael City Schools, Education Trust West and Marin Promise Partnerships, for providing guidance during the Blueprint development process from September 1, 2019 Through June 30, 2020. 




Rationale:

Background: In November 2018 San Rafael City Schools (SRCS) partnered with The Education Trust -West (ETW) and Marin Promise Partnerships (MAP) to conduct an Educational Equity Audit (EEA) for the district. The purpose of the audit was to evaluate college and career readiness for SRCS students, with a focus on equitable access within schools, and among groups of students. The EEA is an essential component of a county-wide college and career readiness initiative coordinated by MPP—Keeping Every Door Open: College and Career Readiness for Every Student.

The Educational Equity Audit conducted by ETW included interviews with district leaders, administrators, students, parents, counselors, and teachers at each of the high schools. In addition three community forums were held to gather ideas on how to best support students in becoming college and career ready. ETW also conducted a transcript analysis and reviewed artifacts such as master schedules, course catalogs, and budget documents.                                                                                                             

The EEA contains key findings and recommendations that will be used to inform the Blueprint for Equity Action Planning process to occur during 2019-2020 school year. The District will assemble a Working and a Steering Committee. The Working Committee is comprised of representatives from each high school. This group will focus on developing action steps, timelines, roles and responsibilities, and outcome measures. The Steering Committee will provide feedback to the working committee throughout the process and provides general advice and helps to identify helpful resources or partnerships within the community. The Blueprint will be aligned with the district’s three-year plan which will be developed in 2019-2020. In order to ensure alignment, the Steering Committee will be the members serving on the Advisory Team who will provide feedback on the three-year plan. 

Exhibit A



 
Financial Impact:

Contribution of $10,000.00 to Marin Promise Partnerships and substitute costs for teacher release days ($150.00 $175.00 per teacher) estimated at $7,875.00 to be paid from general funds.

01-000-0-5840.00-1511-1000-700-240-000 (Contribution to Marin Promise Partnerships)

01-000-0-1150.00-1110-1000-700-240-000 (Substitutes cost)



Recommended Motion:

Approval of Partnership Agreement Between San Rafael City Schools, Marin Promise Partnerships, and The Education Trust—West for providing guidance during the Blueprint development process from September 1, 2019 Through June 30, 2020.



Attachments:
Ed Trust West
9.B. FINANCE (ESD/HSD): Future Bond Sales - SRHSD General Obligation Bonds, Election 2015 Series C Issuance and SRCS (ESD/HSD) General Obligation Refunding Bonds
Speaker:
Doug Marquand, Asst. Supt. Business Services, Greg Issom, Issom Advisors
Quick Summary / Abstract:

G.O. Bond Analysis:

A member from the financing team will be present to discuss the final sale of High School District bonds from the 2015 election as well as discuss a refinancing opportunity for both the elementary and high school districts which would results in taxpayer savings and a lower debt burden.

Rationale:

Due to an accelerated construction schedule and pending major construction contract awards, the District will recommend issuing the third and final series of SRHSD general obligation bonds from Measure B. 

Due to historic low interest rates and without extending the term, the district can refinance it outstanding bond debt and save taxpayers money. Potentially $2.2 million in interest costs can be saved in total, lowering the effective tax rate for property owners.

By combining the refinancing of existing bonds with the issuance of 2015 GO Bond Series C, there will be a direct savings to the district in fees of over $50,000.

 
Attachments:
Isom Advisors GO Bonds Refunding Analysis
10. DISCUSSION/ACTION SESSION
Time Certain:
7:00 PM
10.A. STUDENT SERVICES:(ESD/HSD) Adoption of Resolution 1920-9 Suicide Awareness and Prevention
Speaker:
Jason Symkowick, Exec. Dir. Student Services
Quick Summary / Abstract:

The Board is presented with a resolution to bring awareness to Suicide Awareness and Prevention Week (September 8-14, 2019).



Rationale:

BACKGROUND:  In accordance with California Assembly Bill 2246, regarding pupil suicide prevention, the San Rafael City Schools Board of Trustees adopted board policy 5141.52.  San Rafael City Schools, along with other schools and communities across California and the nation, will be engaging in activities to raise awareness and ensure individuals, friends, and families have access to the resources they need to discuss suicide prevention, through participation in Suicide Prevention Week (September 8-14, 2019).

CURRENT CONSIDERATIONS:  Staff recommends adoption of Resolution #1920-9 regarding Suicide Awareness and Prevention.



 
Financial Impact:

NONE

Recommended Motion:

Adoption of Resolution #1920-9

Attachments:
Resolution #1920-9
10.B. FINANCE: (ESD) Approval of the 2018-19 Unaudited Actuals for the Elementary School District
Speaker:
Doug Marquand, Asst. Supt. Business Services
Quick Summary / Abstract:

The Board is presented with the 2018-19 Unaudited Actuals for the Elementary School District, for review and recommended approval.



Rationale:

BACKGROUND:  
In accordance with the provisions of AB 1200 and Education Code Section 41200, the Governing Board of each school district must approve an annual financial statement of all receipts and expenditures of the District for the preceding year for all funds.  The reporting format for the financial statements is established and mandated by the state (SACS Financial Reporting Software) and they must be approved and submitted to the Marin County Office of Education (MCOE) on or before September 15th.

CURRENT CONSIDERATIONS:  
This agenda item presented for Board discussion and approval is the 2018-19 Unaudited Actuals for the Elementary School District.  Upon approval of the financial statements by the Board of Education, the SACS Reports are forwarded electronically to the Marin County Office of Education no later than September 15th for compliance review with the technical provisions of the Code Sections. MCOE is required to forward them electronically to the Superintendent of Public Instruction on or before October 15th.  The district’s auditors will come in October to audit these financial statements.

The following reports are included in the SACS State Software:

  • Unaudited Actuals Certification
  • Summary of Unaudited Actuals Data Submission
  • Table of Contents
  • General Fund Form 01 Unrestricted and Restricted, Expenditures by Object, Expenditures by Function  (used for publication of statistical bulletin)
  • Fund forms for all other funds used by the district
  • Average Daily Attendance (Form A)
  • Schedule of Capital Assets (Form ASSET)
  • Schedule for Categorical s (Form CAT)
  • Current Expense Formula (Form CEA)
  • Schedule of Long-Term Liabilities (Form DEBT)
  • Appropriations Limit Calculation (GANN Limit Form)
  • Indirect Cost Rate Worksheets (Form ICR)
  • Lottery Report (Form L)
  • No Child Left Behind Maintenance of Effort (Form NCMOE)
  • Program Cost Report – Allocation Factors (Form PCRAF)
  • Program Cost Report (form PCR)
  • Special Education Maintenance of Effort (SEMA/SEMB)
  • Summary of Interfund Activities – Actuals
  • The following is a list of the ending fund balances as of June 30, 2019:

    All Funds of the Elementary School District
    Fund Number and Description Fund Balance July 1, 2018 Current Year Activity Fund Balance June 30, 2019
    01 General Fund $18,422,708 $146,009 $18,568,717
    12 Child Development $46,248 ($10,122) $36,126
    13 Cafeteria $28,592 $6,838 $35,431
    14 Deferred Maintenance Fund * $874,694 $25,671 $900,366
    20 Special Reserve for OPEB $3,291,543 $813,852 $4,105,395
    21 Building Funds $16,858,474 $42,500,402 $59,358,876
    25 Capital Facilities Fund $116,593 $46,927 $163,520
    40 Special Reserve for Capital Outlay $1,685,440 $257,851 $1,943,291
    51 Bond Interest Redemption $8,768,411 $7,950,668 $16,719,080
    * District is assumed to continue funding Deferred Maintenance at the current level.
    ** OPEB = Other Post Employee Benefits

     Each year there are fluctuations in both the revenues and expenditures for the Unrestricted and Restricted components of the General Fund.  The major reasons for the variances can be explained as follows:

    Description Change Since Estimated Actuals Comment
    2018-19 Adopted Budget Estimated Actual (Unrestricted) $(242,186)
    REVENUE / SOURCES RECOGNIZED OVER (UNDER) PROJECTIONS
    LCFF Revenue $(5,006)
    Other State Revenue $70,811 Lottery Revenue
    Other Local Revenue $143,283 Interest Income, Donations
    TOTAL - REVENUE / SOURCES VARIANCE $209,088
    EXPENDITURES / USES RECOGNIZED UNDER (OVER) PROJECTIONS
    Certificated Salaries $14,103 Teacher and Teacher Hourly/Extra Duty
    Classified Salaries $52,917 Various Classified Hourly/Extra Duty
    Employee Benefits $17,748 Benefit savings related to salary savings
    Books & Supplies $283,731 Unspent books/supplies allocations
    Travel & Conferences $31,814
    Utilities $18,588
    Rents, Leases $35,401
    Other Services $176,958 Unspent professional services contracts
    Capital Outlay $15,001
    Indirect Cost Recapture $123,611
    Other Outgo $(131,560) payments to MCOE
    Transfers out $51,709 Contribution to Cafeteria Fund
    Contributions to Restricted Programs/Other Funds $113,080 Savings in Special Ed
    TOTAL - EXPENDITURE / USES VARIANCE $803,103
    2018-19 UNAUDITED ACTUAL Surplus $770,005







     
    Financial Impact:

    Over the past two months, the staff has completed the closing process for all funds within the  Elementary School District.  The components of ending fund balance for the General Fund as of June 30, 2019, are as follows:

    2018-19 Unaudited Actuals
    Description Unrestricted Restricted Combined
    Total - NONSPENDABLE $2,500 - $2,500
    TOTAL - RESTRICTED $ - $ 3,224,856 $ 2,740,088
    ASSIGNED
    Site donation accounts $134,493 $134,493
    PAR $4,100 $4,100
    LCAP mini-grants $61,040
    7% Board Designated Reserve $4,322,022
    Total - Assigned $4,521,655 $ - $138,593
    UNASSIGNED
    Economic Uncertainty Reserve (3% State) $1,852,295 $1,852,295
    Unappropriated $8,967,411 $8,967,411
    TOTAL - UNASSIGNED $ 10,819,706 $ - $10,819,706
    TOTAL - FUND BALANCE $ 15,343,861 $3,224,856 $18,568,717


    Recommended Motion:

    Approval of the 2018-19 Unaudited Actuals for the San Rafael Elementary School District.



    Attachments:
    1. ESD Unaudited Actuals
    2. ESD General Fund
    3. ESD Other Funds
    4. ESD Supplemental Information
    5. Unaudited Actuals 18-19 Board Presentation REV
    10.C. FINANCE: (HSD) Approval of the 2018-19 Unaudited Actuals for the High School District
    Speaker:
    Doug Marquand, Asst. Supt. Business Services
    Quick Summary / Abstract:

    The Board is presented with the 2018-19 Unaudited Actuals for the High School District for review and recommended approval.

    Rationale:

    BACKGROUND:  
    In accordance with the provisions of AB 1200 and Education Code Section 41200, the Governing Board of each school district must approve an annual financial statement of all receipts and expenditures of the District for the preceding year for all funds.  The reporting format for the financial statements is established and mandated by the state (SACS Financial Reporting Software) and they must be approved and submitted to the Marin County Office of Education (MCOE) on or before September 15th.

    CURRENT CONSIDERATIONS:  
    This agenda item presented for Board discussion and approval is the 2018-19 Unaudited Actuals for the High School District.  Upon approval of the financial statements by the Board of Education, the SACS Reports are forwarded electronically to the Marin County Office of Education no later than September 15th for compliance review with the technical provisions of the Code Sections.  MCOE is required to forward them electronically to the Superintendent of Public Instruction on or before October 15th.  The district’s auditors will come in October to audit these financial statements.

    The following reports are included in the SACS State Software:

    • Unaudited Actuals Certification
    • Summary of Unaudited Actuals Data Submission
    • Table of Contents
    • General Fund Form 01 Unrestricted and Restricted, Expenditures by Object, Expenditures by Function  (used for publication of statistical bulletin)
    • Fund forms for all other funds used by the district
    • Average Daily Attendance (Form A)
    • Schedule of Capital Assets (Form ASSET)
    • Schedule for Categoricals (Form CAT)
    • Current Expense Formula (Form CEA)
    • Schedule of Long Term Liabilities (Form DEBT)
    • Appropriations Limit Calculation (GANN Limit Form)
    • Indirect Cost Rate Worksheets (Form ICR)
    • Lottery Report (Form L)
    • No Child Left Behind Maintenance of Effort (Form NCMOE)
    • Program Cost Report – Allocation Factors (Form PCRAF)
    • Program Cost Report (form PCR)
    • Special Education Maintenance of Effort (SEMA/SEMB)
    • Summary of Interfund Activities – Actuals

    The following are the ending fund balances as of June 30, 2019:

    All Funds of the High School District
    Fund Number and Description Fund Balance July 1, 2018 Current Year Activity Fund Balance June 30, 2019
    01 General Fund $7,894,693 $119,207 $8,013,900
    11 Adult Ed Fund $59,293 ($59,293) $0
    13 Cafeteria $3,788 ($3,788) $0
    14 Deferred Maintenance Fund * $460,708 ($115,599) $345,109
    20 Special Reserve for OPEB** $2,032,147 $36,020 $2,068,167
    21 Building Funds $12,694,409 $47,447,615 $60,142,024
    25 Capital Facilities Fund $237,423 $69,497 $306,921
    40 Special Reserve for Capital Outlay $1,296,993 ($525,725) $771,268
    51 Bond Interest Redemption $6,548,235 $4,147,909 $10,696,144
    * District is assumed to continue funding Deferred Maintenance at the current level.
    ** OPEB = Other Post Employee Benefits

    Each year there are fluctuations in both the revenues and expenditures for the Unrestricted and Restricted components of the General Fund.  The major reasons for the variances can be explained as follows:

    Description Change Since Estimated Actuals Comment
    2018-19 Adopted Budget Estimated Actual (Unrestricted) (811,275)
    REVENUE / SOURCES RECOGNIZED OVER (UNDER) PROJECTIONS
    LCFF Revenue 193,412 Property Taxes up 5.74% from prior year.
    Other State Revenue 71,302 Lottery Rev
    Other Local Revenue 71,457 Interest, Donations
    TOTAL - REVENUE / SOURCES VARIANCE 336,172
    EXPENDITURES / USES RECOGNIZED UNDER (OVER) PROJECTIONS
    Certificated Salaries 18,256 Teacher and Teacher Hourly/Extra Duty
    Classified Salaries 66,829
    Employee Benefits 44,422 Benefit savings related to salary savings
    Books & Supplies 125,053 Unspent books/supplies allocations
    Travel & Conferences 10,532
    Utilities 68,636 SPURR(natural gas)
    Rents, Leases 24,157
    Communications 65,455
    Other Services (17,696)
    Capital Outlay 10,448
    Indirect Cost Recapture 37,508
    Other Outgo (payments to MCOE) (174,801) Transfers to MCOE budgeted in Sp Ed
    Transfers Out 13,920 Transfer to Cafeteria Fund
    Contributions to Restricted Programs/Other Funds 318,595 Savings in Special Ed
    TOTAL - EXPENDITURE / USES VARIANCE 611,313
    2018-19 UNAUDITED ACTUAL Surplus 136,210




     
    Financial Impact:

    Over the past two months, the staff has completed the closing process for all funds within the High School District.  The components of ending fund balance for the General Fund as of June 30, 2019, are as follows:

    2018-19 HSD Unaudited Actuals
    Description Unrestricted Restricted Combined
    Revolving Cash $ 5,600 $ - $ 5,600
    Total - NONSPENDABLE 5,600 - 5,600
    TOTAL - RESTRICTED $ - $ 1,617,180 $ 1,634,183
    ASSIGNED
    7% Board Designated Reserve 2,705,934 2,705,934
    2018-19 Salary Adjustment 631,635
    Local Donations 71,954
    ASB 2,744 2,744
    PAR 16,567
    EPA 100,605 100,605
    Total - Assigned $ 3,529,439 $ - $ 2,809,283
    UNASSIGNED
    Economic Uncertainty Reserve (3% State) 1,159,686 1,159,686
    Unappropriated 1,701,995 1,701,995
    TOTAL - UNASSIGNED $ 2,861,681 $ - $ 2,861,681
    TOTAL - FUND BALANCE $ 6,396,720 $ 1,617,180 $ 8,013,900

    Recommended Motion:

    Approval of the 2018-19 Unaudited Actuals for the San Rafael High School District.

    Attachments:
    1. HSD Unaudited Actuals
    2. HSD General Fund
    3. HSD Other Funds
    4. HSD Supplemental Information
    5. Unaudited Actuals 18-19 Board Presentation
    10.D. EDUCATION SERVICES:(ESD) Approval of Technical Amendments to the 2019-20 Year of the 2017-2020 Local Control Accountability Plan for the San Rafael Elementary and High School Districts
    Speaker:
    Christina Perrino, Director of Communications
    Quick Summary / Abstract:

    This item presents the opportunity for the Board and the public to review technical amendments to the 2019-20 year of the 2017-2020 Local Control Accountability Plan for the San Rafael Elementary and High School  Districts, for recommended Board approval. 

    The LCAPs can viewed here:   http://bit.ly/SRCS-LCAP-2019



    Rationale:

    Background: 
    The LCAP is a plan that creates a comprehensive path to 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 address state and local priorities for student success. 

    The LCFF and LCAP intentionally allow districts the flexibility and authority needed to serve students based on specific need and local context. The very structure of LCAP reinforces the idea that one size does not fit all.

    Current Consideration: 
    The technical amendments to the LCAP represent SRCS’ response to feedback provided by the Marin County Office of Education. 

    The SRCS LCAP was approved by the Board on June 26, 2019, and was forwarded to the Marin County Office of Education (MCOE) for review. The MCOE reviews all of the county LCAPs. On August 7, 2019,  SRCS received a LCAP Technical Corrections memo from MCOE. The District Office staff met with MCOE to discuss the revisions required to the LCAP and the plans submitted reflect the revisions made. 

    The LCAPs can viewed here:   http://bit.ly/SRCS-LCAP-2019

     
    Recommended Motion:

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



    Attachments:
    MCOE ltrs
    10.E. BOARD BUSINESS: (ESD/HSD) Approval of District Response to 2018-2019 Marin Civil Grand Jury Report, "The Status of Career Technical Education in Marin County"
    Speaker:
    Christina Perrino, Director of Communications
    Quick Summary / Abstract:

    Staff will present the response to the 2018-2019 Marin Civil Grand Jury Report, "The Status of Career Technical Education in Marin County,"  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, "The Status of Career Technical Education in Marin County" 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, "The Status of Career Technical Education in Marin County"










    Attachments:
    GJ Report: Career Technical Education In Marin
    SRCS Response to GJ Report: CTE
    10.F. FACILITIES POLICIES (ESD/HSD)
    Speaker:
    Dr. Dan Zaich, Senior Director Capital Facilities
    Attachments:
    Facilities Policies - Presentation
    10.F.1. BUSINESS SERVICES: (ESD/HSD) First Reading of the Revisions to Board Policy 3290 Gifts, Grants and Bequests
    Quick Summary / Abstract:

    This item presents to the Board and the public the opportunity to review the first reading of revisions to Board Policy 3290 Gifts, Grants and Bequests. The second reading and recommended board adoption will be brought to the next meeting.  



    Rationale:

    BACKGROUND: 

    Current Board Policy 3290 Gifts, Grants and Bequests sets forth the guidelines for accepting any bequest or gift of money or property on behalf of the district.

    The Capital Facilities Team compared the SRCS Board Policy 3290 to the California School Board Association (CSBA) Sample Board Policy (BP) 3290 and has identified an opportunity for the Board to consider adopting the more comprehensive CSBA BP 3290 to update the SRCS Board Policy for current opportunities and capabilities. For example, the CSBA Sample Board Policy 3290 addresses Corporate Sponsorship, Online Fundraising and Appreciation. These are scenarios on which the current San Rafael City Schools Board Policy 3290 Gifts, Grants and Bequests is silent. 

    CURRENT CONSIDERATIONS: 

    The previous Board policy was adopted and does not meet the District’s current need for clarity and guidance as to the process for gifts, grants and bequests. For example, with prior donations, approved by the Board, from the Dino J. Ghilotti Foundation for the San Rafael High School Stadium Fund, slated for the scoreboard, the current Board policy does not address guidelines for appreciation. The Appreciation scenario based on the CSBA Board Policy 3290 Gifts, Grants and Bequests Gifts, states, “The Board or a school-site subcommittee may show appreciation for any donation to the district in any manner it deems appropriate. Such appreciation may take the form of letters of recognition or Board resolutions; plaques, commendations, or awards; planting of commemorative trees or gardens; or naming or renaming of buildings, scoreboards, grounds, or facilities. Conferment of any such honor shall be in accordance with applicable Board Policy.”

    This is a companion item to two additional first readings presented on this agenda:  BP 7310 Naming of Facility and BP 1325 Advertising & Promotion.  These policies have recently been enhanced and further refined by the California School Board Association (CSBA) and other school districts.  These three SRCS board policies for first reading reflect CSBA’s most current updates.


     
    Financial Impact:
    None at this time.  

    Recommended Motion:





    Attachments:
    3290 BP - Policy to be Revised
    BP 3290 Gifts, Grants and Bequests - First Reading
    10.F.2. BUSINESS SERVICES: (ESD/HSD) First Reading of Revisions to Board Policy 1325 Advertising & Promotion
    Quick Summary / Abstract:

    This item presents to the Board and the public the opportunity to review the first reading of revisions to Board Policy 1325 Advertising & Promotion. The second reading and recommended board adoption will be brought to the next meeting. 




    Rationale:

    BACKGROUND: 

    Current Board Policy 1325 Advertising and Promotion sets forth the guidelines and criteria for consideration of community requests to distribute materials in District schools.

    The Capital Facilities Team compared the SRCS Board Policy (BP) 1325 to the California School Board Association (CSBA) Sample Board Policy 1325 and has identified an opportunity for the Board to consider adopting the more comprehensive CSBA BP 1325 to address advertising scenarios that may not have been previously relevant or needed. For example, the current San Rafael City Schools Board Policy 1325 Advertising & Promotion addresses donations of products and materials for use in the classroom. However, it is silent on paid advertisements on school property, including, but not limited to, advertisements on school buildings, athletic fields, scoreboards and billboards.

    CURRENT CONSIDERATIONS: 

    The previous Board policy was adopted in 2008 and does not meet the District’s need for clarity and guidance as to the process for advertising and promotion. For example, paid advertisements on school property, including, but not limited to, advertisements on school buildings, athletic fields, scoreboards, and billboards. 

    San Rafael City Schools and school site-sponsored publications shall include a disclaimer stating that the district or school does not endorse any advertised products or services.

    This is a companion item to two additional first readings presented on this agenda:BP 7310 Naming of Facility and BP 3290 Gifts, Grants, and Bequests.These policies have recently been enhanced and further refined by the California School Board Association (CSBA) and other school districts.These three SRCS board policies for first reading reflect CSBA’s most current updates.



     
    Financial Impact:
    None.  

    Recommended Motion:





    Attachments:
    1325 BP - to be revised
    BP1325 Advertising and Promotions- First Reading
    10.F.3. FACILITIES: (ESD/HSD) First Reading of Revisions to Board Policy 7310 Naming of Facility
    Quick Summary / Abstract:

    This item presents to the Board and the public the opportunity to review the first reading of revisions to Board Policy 7310 Naming of Facility. The second reading and recommended board adoption will be brought to the next meeting.  



    Rationale:

    BACKGROUND: 

    Current Board Policy 7310 Naming of Facility sets forth the guidelines for naming schools or individual buildings for recognition purposes.

    The Capital Facilities Team compared the SRCS Board Policy (BP) 7310 to the California School Board Association (CSBA) Sample Board Policy 7310 and has identified an opportunity for the Board to consider adopting the more comprehensive CSBA BP 7310 to update the SRCS Board Policy for current opportunities and capabilities.

    CURRENT CONSIDERATIONS: 

    The previous Board policy was adopted and does not meet the District’s need for clarity and guidance as to the process for naming of a facility.  For example, the name change of a facility for recognition or appreciation.  Key point, the SRCS Board may specify the duration for which the name change shall be in effect.

    This is a companion item to two additional first readings presented on this agenda:  BP 1325 Advertising and Promotion and BP 3290 Gifts, Grants, and Bequests.  These policies have recently been enhanced and further refined by the California School Board Association (CSBA) and other school districts.  These three SRCS board policies for first reading reflect CSBA’s most current updates.



     
    Financial Impact:
    None.

    Recommended Motion:





    Attachments:
    7310 BP - to be revised
    BP 7310 Naming of Facility - First Reading
    10.F.4. BUSINESS SERVICES: (HSD) First Reading of Addendum to 1330 Exhibit(1) Use of School Facilities - Terms and Conditions: Civic Center Use of San Rafael High School Stadium
    Quick Summary / Abstract:

    The Board of Education is presented with a first reading of an Addendum to Exhibit (1) 1330 (Terms and Conditions for Civic Center Use of SRHS Stadium). 




    Rationale:

    The Board of Education is presented with an Addendum (“Addendum”) to the Terms and Conditions for Civic Center Use of the San Rafael High School (“SRHS”) Stadium.  This Addendum for outside use groups is intended to address circumstances that are unique to the SRHS Campus and promote a continued positive relationship between San Rafael City Schools’ (“District”) and the SRHS neighboring community.  These Terms and Conditions for outside use were reviewed extensively in collaboration with the Montecito Area Residents’ Association (MARA).

    All users of the SRHS Stadium will be expected to adhere to the terms and conditions of this Addendum, which, in addition to SRCS’ (“District”) general Terms and Conditions for Use of District Facilities and grounds (E1330), Board Policy 1330, and Administrative Regulation 1330 (collectively, the “Civic Center Documents”), is incorporated into and is part of, the Use Agreement and any Use Permit issued by the District for use of the SRHS Stadium as a civic center pursuant to Education Code section 38130, et seq.

    The Addendum to Terms and Conditions for Civic Center Use of SRHS Stadium has been available for review and public comment between 2016 and now.



     
    Financial Impact:

    None.

    Recommended Motion:





    Attachments:
    Addendum - SRHS Stadium Use First Reading
    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:
    8:15 PM
    12. CONSENT AGENDA: (ESD/HSD)
    Time Certain:
    8:20 PM
    12.A. BOARD BUSINESS: (ESD/HSD) Approval of Minutes of the Regular Meetings of: July 15, 2019; August 12, 2019; August 26, 2019; and the Special Study Session of August 26, 2019
    Quick Summary / Abstract:
    Board meeting minutes are presented for approval.
    Rationale:

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



     
    Recommended Motion:

    Approval of Minutes of the Regular Meetings of: July 15, 2019; August 12, 2019; August 26, 2019; and the Special Study Session of August 26, 2019





























































    Attachments:
    Minutes - August 12, 2019 Regular Mtg
    Minutes - August 26, 2019 Regular Mtg REV
    Minutes - August 26, 2019 Special Board Mtg
    Minutes - July 15, 2019 Regular Mtg REV
    12.B. PERSONNEL: (ESD) Approval of Agreement Between San Rafael City Schools and Alliant International University, Inc for the Period of August 26, 2019 – June 30, 2020
    Quick Summary / Abstract:

    This agenda item presents for Board approval the Administration's recommendation to enter into an Agreement involving school psychology internship training of Jennifer Langfield, a student in the PPS Credential Program in the School of Psychology with Alliant International University, Inc. from August 26, 2019 through June 30, 2020.


    Rationale:

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


     
    Recommended Motion:

    Approval of the Agreement.

    Attachments:
    Alliant International University Intern Agreement
    12.C. PERSONNEL: (ESD/HSD) Approval of Resolution #1920-8 -Resolution Authorizing Variable Term Waiver for 30-Day Substitute Teaching Permits
    Quick Summary / Abstract:

    The Board is presented with Resolution #1920-8 Authorizing Variable Term Waiver for 30-Day Substitute Teaching Permits,for Board review and recommended approval. 






    Rationale:

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

    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.

    EDUCATION CODE OR TITLE 5 SECTION TO BE WAIVED: EC §44830(a)
    A governing board of a school district shall employ for positions requiring certification qualifications, only person who possess the qualifications therefore prescribed by law. Specific section(s) covering the assignment: EC 44252(b)

    This board item presents for Board approval Resolution #1920-8, which authorizes the employment of substitute teachers holding the Variable Term Waiver for 30-day Substitutes while working on passing the Basic Skills Requirements. 


     
    Recommended Motion:

    Approval of Resolution #1920-8

    Attachments:
    ESD Resolution #1920-8
    12.D. PERSONNEL: (ESD/HSD) Approval of Revised Job Description - Network Administrator and CSEA Classified Salary Schedules
    Quick Summary / Abstract:

    The Board is presented with revised classified job description and CSEA Classified Salary Schedules for recommended approval.




    Rationale:

    BACKGROUND: The SRCS-CSEA Job Description Review Committee made the final revisions to the attached job description as a result of several meetings during the 2018-2019 school year. These revised job description  were ratified by the CSEA local chapter 341 membership on August 26, 2019 . The range for the classification of Network Administrator will be range 57.

    Exhibit A: Network Administrator Job Description

    In addition to the job description, staff has made technical revisions to the classified salary schedules to reflect the range where applicable.

    Exhibit B: ESD/HSD/Combined Classified Salary Schedules





     
    Recommended Motion:

    Approval of the revised job description and salary schedule ranges.



    Attachments:
    CSEA Salary Schedules
    Network Administrator Job Description
    12.E. 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
    12.F. PERSONNEL: (ESD/HSD) Approval of Student Teacher Memorandum of Understanding with Dominican University of California For the Period of July 1, 2019 - June 30, 2021
    Quick Summary / Abstract:
    This agenda item presents for Board approval the Administration's recommendation to continue the Student Teaching Memorandum of Understanding with Dominican University of California.

    Rationale:
    Providing high quality learning environments for student teacher training both assists the professional in teaching, and often yields the District's best look at talented, prospective new teachers.

     
    Financial Impact:
    There is no cost to the District related to this MOU.

    Recommended Motion:
    Approval of the MOU.

    Attachments:
    Exhibit A
    12.G. PERSONNEL: (ESD/HSD) Approval of Student Teacher Memorandum of Understanding with Dominican University of California For the Period of July 1, 2019 - June 30, 2021
    Quick Summary / Abstract:
    This agenda item presents for Board approval the Administration's recommendation to continue the Student Teaching Memorandum of Understanding with Dominican University of California.

    Rationale:
    Providing high quality learning environments for student teacher training both assists the professional in teaching, and often yields the District's best look at talented, prospective new teachers.

     
    Financial Impact:
    There is no cost to the District related to this MOU.

    Recommended Motion:
    Approval of the MOU.

    Attachments:
    Dominican University of CA Student Teaching MOU
    12.H. 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 REV
    Joint Personnel Action REV
    12.I. EDUCATION SERVICES: (ESD) Approval of Memorandum of Understanding Renewal Between San Rafael City Schools, Sun Valley and Jennifer Couture, Mindful Group Teacher for Teaching Mindful Groups Series During 2019-2020 School Year
    Quick Summary / Abstract:

    This item presents a Memorandum of Understanding renewal between San Rafael City Schools, Sun Valley and Jennifer Couture, Mindful Group Teacher for Teaching Mindful Groups Series During 2019-2020 School Year. For Board review and recommended approval.



    Rationale:

    Background: Mindfulness is a form of attention or awareness training that can be applied in any activity throughout the day (seeing, walking, playing, homework, etc).                                                                 

    The evidence of student success in introducing and practicing mindfulness in education is promising. Each 16 session's curriculum builds on the next from practicing mindful bodies and mindful listening, to ultimately providing a tool for creating 'space' for a child between their big feelings and reactions, thus resisting impulsive actions. This mindful space allows a child to respond thoughtfully as opposed to an impulsive instant reaction.

    Additional benefits of mindfulness in education include:

    •  Increased focus and concentration (especially with increased use of technology)
    • Increased self awareness (recognize emotions, feelings, calm/grounding)
    • Reduction of anxiety/stress
    • Increased empathy and understanding of self and others
    • Increased skillful response to difficult emotions

    Mindfulness is a valuable complement to a school's social/emotional learning program.

    Current Consideration:  Approval of Memorandum of Understanding Renewal Between San Rafael City Schools, Sun Valley and Jennifer Couture, Mindful Group Teacher for Teaching Mindful Groups Series During 2019-2020 School Year.

    Exhibit A



     
    Financial Impact:

    Cost of series is not to exceed $10,395 to be paid from PTO funds.


    Recommended Motion:
    Approval of Memorandum of Understanding Renewal Between San Rafael City Schools, Sun Valley and Jennifer Couture, Mindful Group Teacher for Teaching Mindful Groups Series During 2019-2020 School Year.
    Attachments:
    Exhibit A
    12.J. EDUCATION SERVICES: (HSD) Approval of Contract Renewal with Hobsons for Naviance Web Services from September 1, 2019 through August 31, 2020
    Quick Summary / Abstract:

    This item presents the Contract Renewal with Hobsons for Naviance Web Services from September 1, 2019 through August 31, 2020, for recommended approval. 

    Rationale:

    Background: Hobsons helps students identify their strengths, explore careers, create academic plans, match to best-fit educational opportunities, and finish what they start. Through Naviance solutions, they enable thousands of educational institutions to improve college and career planning, admissions and enrollment management, and student success and advising for millions of students around the globe. 

    Naviance is a web-based college and career exploration tool that the district would like to make available to high school students. Through this program, students are able to start exploring their options after high school, as early as their freshman year. Naviance provides a number of resources in one place.

    Naviance was purchased a number of years for use by counselors and college & career advisors.  Since then, it is also used by AVID teachers in helping students with college and career readiness This year counselors at the high schools have requested to use Naviance as a tool to create four year plans for every 9th graders.  

    Current Consideration: 
    This item presents for Board approval the Contract Renewal with Hobsons for Naviance Web Services from September 1, 2019 through August 31, 2020. Services include online access for all district high school students.

    Exhibit A - Hobsons Naviance Contract 


     
    Financial Impact:

    Cost of services not to exceed $9,735.60 to be paid from general funds.

    01-0000-0-5840.00-1514-3110-700-240-000


    Recommended Motion:

    Approval of of Contract Renewal with Hobsons for Naviance Web Services from September 1, 2019 through August 31, 2020.



    Attachments:
    Exhibit A
    12.K. FINANCE: (ESD/HSD) Ratification of Warrant Register for Warrants Issued August 1, 2019, through August 31, 2019, by the San Rafael Elementary and High School Districts
    Quick Summary / Abstract:

    The Board will review the August 2019 warrants for ratification.




    Rationale:

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

    CURRENT CONSIDERATIONS:  
    Copies of summary warrant registers for all funds from August 2019 are attached. 



     
    Financial Impact:

    COST/FUNDING SOURCE: Warrants are paid in accordance with the Board-adopted budget and generally accepted accounting methods. A detailed listing of the monthly warrants is available for viewing in the Business Office, Room 506.


    Recommended Motion:

    Ratify the ESD and HSD warrants for August 2019.


    Attachments:
    ESD August 2019 Warrant Registers
    HSD August 2019 Warrant Registers
    12.L. FINANCE: (HSD) Approval of AB 1200 Public Disclosure of the Collective Bargaining Agreement Between San Rafael Federation of Teachers (SRFT), California Schools Employee Association (CSEA) and Certificated-Classified Management, and Confidential Employees for the 2018-19 Fiscal Year
    Quick Summary / Abstract:

    That the Board reviews AB 1200 - Disclosure of proposed Collective Bargaining Agreement between the San Rafael Federation of Teachers (SRFT), California School Employees Association (CSEA) and the Certificated and Classified Management and Confidential employees for the 2018-19 Fiscal Year.

    A 3% High School District increase for the certificated teachers.  An equalization increase of 1% for CSEA members, certificated administrators, classified managers, confidential employees and superintendent(s) retroactive to 07/01/2018 to provide an equal salary increase for all SRHSD employees.

    Rationale:

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

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

    CURRENT CONSIDERATIONS:    

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

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

    Tentative Agreement

    Between San Rafael City Schools (SRCS) and the San Rafael Federation of Teachers (SRFT)

    August 14, 2019

    The parties agree to the following:

    ARTICLE III Compensation

    A 3.0% ongoing increase retroactive to 7/1/2018 on the base salary of the San Rafael High School District Certificated Salary Schedule.  The retroactive increase will apply only to base salary and will not apply to hourly, stipend, extra duty or overtime work.

    To qualify for retroactive pay the bargaining unit member must be in paid status on the day of Board approval or had been a bargaining unit member during the entire 2018-2019 school year.

    The parties acknowledge that this salary increase is less than COLA +1% as described in the bargaining agreement and is not precedent setting.

    This concludes negotiations for the 2018-2019 school year.  The parties will bring Sunshine proposals to the Board by September 30, 2019 for a successor contract.

    ARTICLE 3.5.3 Health Insurance

    The District has already applied a statutory COLA of 2.71% to the District’s contribution for medical and dental premiums for employees with dependents effective January 1, 2019.

     

    CSEA Tentative Agreement Dated 2/1/19 Board Approved March 11, 2019

    The parties agree to the following:

     A 4% raise in the ESD and a 2% raise in the HSD retroactive to July 1, 2018 on base salary only and is applicable only to employees in paid status on the date of Board approval of tentative agreement.

     5.1.5     Me too Clause

    5.1.5.1 If either SRFT or SRTA receive a salary increase greater than the one granted to CSEA, CSEA members will receive the same salary increase based on the salary schedule from which they are paid.


    Non-Represented Employees Agreement

    Approval for a 1% salary increase for certificated administrators, classified management, confidential employees and superintendents (per employment contract), retroactive to 7/1/18 in alignment with the Tentative Agreement with SRFT.



     
    Financial Impact:

    The total annual (ongoing) cost of the 2018-19 Settlement Agreement between SRFT, CSEA, Certificated Administrators, Certificated & Classified Management, Confidential employees and superintendents (s) are as follows (See AB 1200-Disclosure Documents attached):

    • Effective July 1, 2018, Increase the HSD base salary schedules by 3.00%, annual cost is $631,615

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


    Recommended Motion:

    Approval of the AB1200.

    Attachments:
    1. SRFT Salary Schedule 2018-19
    2. CSEA Combined Salary Schedule 2018-19
    3. HSD CSEA Salary Schedule 2018-19
    4. HSD Administrator Salary Schedule 2018-19
    5. HSD Classified Management Salary Schedule 2018-19
    6. HSD Confidential Salary Schedule 2018-19
    7. Final HSD AB 1200 SRFT, CSEA, Admin, Mgmt, Conf.
    8. SRFT Signed TA
    12.M. 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.

    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:

    Obsolete Books

    Site Quantity Grade ISBN# Title

    Good=G
    Fair= F 
    Poor =P

    Obsolete= 0
    Unrepairable = N Stolen= S
    DMS 100 8 0-06-093193-0 Giants in the Earth Fair Obsolete
    DMS 100 8 898181089 We the People Fair Obsolete
    DMS 100 8 30650364 The United States Change and Challenge Fair Obsolete
    DMS 100 8 9780140341584 Amos Fortune Fair Obsolete
    DMS 100 8 590525921 A Ballad of the Civil War Fair Obsolete
    Sun Valley 1 5 0-395-47702-6 HM Literacy Reader Good Obsolete
    Sun Valley 8 4 0-395-93063-4 HM Oh California Good Obsolete
    Sun Valley 1 2 978007657720-0 EDM Tchr Ref Book Good Obsolete
    Sun Valley 1 2 978007609800-2 EDM Teach Lesson Guide #1 Fair Obsolete
    Sun Valley 1 2 978007609799-9 EDM Teach Lesson Guide #2 Fair Obsolete
    Sun Valley 2 2 978007657725-5 EDM My Ref Book Good Obsolete
    Sun Valley 2 2 978008657700-2 EDM Assessment Handbook Good Obsolete
    Sun Valley 1 2 978007657645-2 EDM Differentiation Handbook
    Good Obsolete
    Sun Valley 1 2 978008657705-7 EDM Home Conn Handbook
    Good Obsolete
    Sun Valley 1 2 978007657654-8 EDM Eng Learners Handbook Good Obsolete
    Sun Valley 2 2 978007657634-0 EDM Volume 1 Good Obsolete
    Sun Valley 1 2 978007657640-1 EDM Volume 2 Good Obsolete
    Sun Valley 1 2 978007609739-0 EMD Home Links Good Obsolete

    Obsolete Equipment

    Site Qty Item Serial No. Inventory Tag# Value Reason
    Food Service 1 GA System 101 007296SRHSD Poor 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.N. FINANCE: (ESD/HSD) Approval of Resolution No.1920-6 and No. 1920-7 Adoption of the Gann Limit for the Elementary and High School District for the Fiscal Years 2018-19 and 2019-20
    Quick Summary / Abstract:

    The Board and community will be given an opportunity to provide public input Resolution No. 1920-6 and No. 1920-7 Gann Limit for the Elementary and High School Districts for the Fiscal Years 2018-19 and 2019-20.

    Rationale:

    BACKGROUND:      
    In 1979, voters approved Proposition 4, a constitutional limit on governmental spending at every level in the State, including school districts.  No agency’s expenditures can exceed its Gann limit, which is adjusted annually for changes in population and the lesser of either the national Consumer Price Index (CPI) or California’s per capita personal income. 

    In 1990, a constitutional amendment (Proposition 111) changed the inflation index for the Gann limit calculation, effectively raising the limit.  Additionally, the minimum funding guarantee for education (Proposition 98) was changed to reflect the growth of California’s overall economy.  Proposition 111 accomplished this by shifting the adjustment for inflation from the growth of per capita personal income, which is historically a lower amount, to the growth in state per capita General Fund revenues plus one-half percent. 

    Although the combination of Proposition 111 and Proposition 98 nullified the potentially harmful effects of the Gann Limits on K-12 school agencies, they are still required to complete the calculation and conduct a “Public Hearing” on the resolution adopting the adjusted “Gann Limit” for 2018-19 and the estimated “Gann Limit” for 2019-20. The Gann Limit calculation is included in the supplemental information in the Unaudited Actuals State Reports.

    CURRENT CONSIDERATIONS:    
    This agenda item presents for Board approval, the Appropriations Limit Calculations, and Resolution No.1920-6  and No. 1920-7 Adoption of the “Gann Limit”.  No increase to the Gann Limit is necessary (see calculations attached).



     
    Financial Impact:

    Approval of Resolution No. 1920-6 and No. 1920-7 will not have a financial impact on either the 2018-19 or the 2019-20 fiscal years.

    Recommended Motion:

    Approval of Resolution No. 1920-6 and No. 1920-7.

    Attachments:
    1. ESD #1920-6 Gann Resolution
    2. ESD Gann Financial Documentation
    3. HSD #1920-7 Gann Resolution
    4. HSD Gann Financial Documentation
    12.O. CAPITAL FACILITIES PROGRAM: (ESD) Approval of Deductive Change Order No. 3 to the Contract for ReGreen, Inc. for Energy Conservation and Efficiency Services for the Venetia Valley K-8 School Lighting Retrofit Project
    Quick Summary / Abstract:

    Capital Facilities staff is recommending approval of Deductive Change Order No. 3 to the ReGreen, Inc. contract for energy conservation and efficiency services for the Venetia Valley K-8 School Lighting Retrofit Project.




    Rationale:

    Credit for the TEAA (Energy Alliance Association) incentive was paid directly to ReGreen, Inc.  This credit reduced the sum owed to ReGreen, Inc.

    Background:

    The District has an Energy Efficiency Expenditure Plan approved by the California Energy Commission.  Each of the San Rafael City Schools sites identified energy efficiency projects, including an electrical lighting retrofit project at Venetia Valley K-8 School.  This project scope included the replacement of fluorescent and Metal Halide light fixtures with new LED fixtures. In accordance with Government Code 4217.10 et. Seq. the District was able to enter into this energy efficiency contract to ensure that the cost of the work would be less than the anticipated cost of the energy that would have been consumed without the project.

    Upon completion of the project, TEAA conducted an audit which resulted in an incentive payment of $3,196.26 to ReGreen,Inc. In addition to the significant energy savings to the District General Fund, this incentive is a direct savings to the Bond Measure A Fund.

    Current Considerations:

    Change Order No. 3, attached, is for the contract credit for the TEAA incentive of $3,196.26, which was paid directly to ReGreen, Inc.  This decreases the ReGreen, Inc. contract value by $3,196.26. 



     
    Financial Impact:

    $-3,196.26.  Adjusted contract amount with Change Order No. 3:  $32,104.15.

    Budget/SACS Code:  01-9010-0-6200-00-0000-8500-092-000


    Recommended Motion:

    Approval of Deductive Change Order No. 3 to the contract for ReGreen, Inc. for energy conservation and efficiency services for the Venetia Valley K-8 School Lighting Retrofit Project.




    Attachments:
    ReGreen Venetia Valley Change Order 3
    TEAA Payment Schedule
    12.P. CAPITAL FACILITIES PROGRAM: (ESD) Authorization for Filing of the Notice of Completion to the Contract of ReGreen, Inc. for the Prop. 39 Energy Conservation and Energy Efficiency Services / Lighting Retrofit Project at Venetia Valley K-8 School
    Quick Summary / Abstract:

    Construction work is complete on the Venetia Valley Prop. 39 Energy Conservation and Energy Efficiency Services / Lighting Retrofit Project.  It is proposed to close the contract and file the Notice of Completion.



    Rationale:

    When all construction work is completed on District projects, it is appropriate to authorize filing of the Notice of Completion which will trigger limitations on any filing of claims and allow the release of retention to the Contractor.   

    Background:

    The Venetia Valley Prop. 39 Energy Conservation  and Energy Efficiency Services / Lighting Retrofit Project was substantially complete in early June and ReGreen Inc. (“ReGreen”) completed all remaining punch list work, provided all required training, operations manuals and warranties.  The final Completion date was June 28, 2019.

    Current Considerations:

    It is appropriate at this time to close out the ReGreen contract by filing the attached Notice of Completion. 

     
    Financial Impact:

    None. 

    Budget/SACS Code:  21-90100-6200-00-0000-8500-092-000



    Recommended Motion:

    Authorize staff to file the Notice of Completion for the Venetia Valley Prop. 39 Energy Conservation and Energy Efficiency Services / Lighting Retrofit Project.






    Attachments:
    NOC ReGreen, Inc.
    12.Q. CAPITAL FACILITIES PROGRAM: (HSD) Authorization for Filing of the Notice of Completion to the Contract of BHM Construction, Inc. for the Terra Linda High School Innovations Hub Project
    Quick Summary / Abstract:

    Construction work is complete on the Terra Linda High School Innovations Hub Project.  It is proposed to close the contract and file the Notice of Completion.



    Rationale:

    When all construction work is completed on District projects, it is appropriate to authorize filing of the Notice of Completion which will trigger limitations on any filing of claims and allow the release of retention to the Contractor.   

    Background:

    The Terra Linda High School Innovations Hub was substantially complete in time for the opening of this school year.  The BHM Construction, Inc. (“BHM”) completed all remaining work, provided all required training, operations manuals and warranties.  The final Completion date was August 22, 2019.

    Current Considerations:

    It is appropriate at this time to close out the BHM contract by filing the attached Notice of Completion. 



     
    Financial Impact:

    None. 

    Budget/SACS Code:  21-90100-6200-00-0000-8500-411-489



    Recommended Motion:

    Authorize staff to file the Notice of Completion for the Terra Linda High School Innovations Hub Project.




    Attachments:
    NOC BHM Construction, Inc. - TLHS Innovations Hub
    12.R. CAPITAL FACILITIES PROGRAM: (ESD) Approval of Amendment No. 10 to Independent Consultant Agreement for Supplemental Geotechnical Environmental Services at San Pedro Elementary School – Ninyo and Moore
    Quick Summary / Abstract:

    Staff seeks review and approval from the Board of Education for an amendment to the Independent Consultant Agreement with Ninyo & Moore for supplemental construction phase geotechnical services at San Pedro Elementary School.



    Rationale:

    Supplemental construction phase services for the grading work were anticipated once the final project scope and schedule were confirmed.  The schedule of work has been extended.

    Background:

    On December 12, 2016, the San Rafael City Schools (SRCS) Board of Education approved three firms as a qualified pool to provide Geotechnical services for the Capital Facilities Program, which included Ninyo & Moore. Ninyo and Moore was approved as the Geotechnical Engineer for San Pedro Elementary School. 

    Earlier geotechnical services at San Pedro included Design level and incremental construction phase soil sampling, waste classification, geotechnical observation, and testing.

    Current Considerations:

    Ninyo & Moore completed the field exploration and final engineering analyses as part of the initial construction phase geotechnical services at San Pedro Elementary School.  Due to unforeseen soil and weather conditions as well as the additional grading scope and re-scheduling of work involved with Increment 3, supplemental geotechnical observation and testing services are required by the Division of State Architect (DSA).  As part of these supplemental services, Ninyo and Moore will check compaction as required by code and fill requirements through soils analysis to confirm the new soil is clean.

    The Ninyo & Moore contract history for San Pedro Elementary Schools is outlined below:

     

    San Pedro Elementary School

    Object Code

    Budget / Contract

    BOE Approval

    Amount

    Site(s) or project

    6178

    Budget

     

     

     

     

    $90,000

    San Pedro

    Contract(s)

     

     

     

    Initial Contract

    12/12/2016

    $12,500

    San Pedro

    Contract Amendment No. 2 –

    Geotech Investigation

    8/14/2017

    $17,500

    Contract Amendment No. 3 –

    Follow up Cone Penetration

    11/13/2017

    $6,300

    Contract Amendment No. 5- Construction Phase

    6/25/2018

    $19,173

    Contract Amendment No. 6 –

    Construction Phase

    11/13/2018

    $11,500

    Contract Amendment No. 8 – Supplement Construction Phase

    3/25/2019

    $8,500

    Contract Amendment No. 9 – Supplement Construction Phase

    6/10//2019

    $9,500

    Total Current Contracts

     

    $84,973

     

     

     

    Contract Amendment No. 10 – Supplement Construction Phase

    9/9/2019

    $4,800

    Total Contracts with Amendment

     

    $89,773

    Total Remaining in Budget Item 6178

     

    $227

     



     
    Financial Impact:

    $4,800.  The proposed cost of this amendment is within planned budgeting for this type of work and will be funded from the District’s Bond Program, under Measure A.

    Budget/SACS Code: 

    21-9010-0-6178-00-0000-8500-095-000-000 (San Pedro) - $4,800



    Recommended Motion:

    Approval of Amendment No. 10 to Independent Consultant Agreement with Ninyo & Moore for supplemental Geotechnical Environmental Services at San Pedro Elementary School.




    Attachments:
    Ninyo & Moore Proposal (1)
    Ninyo and Moore Amendment No 10 NM Signed
    San Pedro Budget (1)
    12.S. CAPITAL FACILITIES PROGRAM: (ESD/HSD) Ratification of Small Contracts Associated with the San Rafael City Schools Bond Measures A and B Projects
    Quick Summary / Abstract:

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




    Rationale:

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

    Background/Current Considerations:

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

    The Capital Facilities Team approved the below two (2) small contracts that required immediate approval in order to maintain the schedule for the associated project(s).

     

    Contract

    Project(s)

    Contract Date

    Amount

    Description

    Mike Brown Electric

    Venetia Valley Fire Alarm System

    2/27/2019

    $1,375.00

    Trouble-shoot fire alarm system and verify that the existing and recently installed cabling is functioning. Narrowed down issue to roof leak causing damage to device.

    DLM/HED

    Terra Linda High School – Academic Courtyard Improvement Studies

    8/20/2019

    $5,500.00

    Consult with landscape consultant to agree on basic scope leading to conceptual design of the courtyard space to show the landscape, shade, and site furnishing concepts.



     
    Financial Impact:

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

    Budget/SACS Code:

    21-9010-0-6270-00-0000-8500-092-000-000 (VV) - $1,375

    21-9010-0-6210-00-0000-8500-411-000-489 (TLHS) - $5,500



    Recommended Motion:

    Ratify small construction contracts, associated with the San Rafael High School and Elementary School Projects.




    Attachments:
    DLM_HED Supplemental Agreement No. 7
    HED Proposal - TLHS Landscape
    Mike Brown Electric - TLHS Fire Alarm
    13. PUBLIC COMMENT on Closed Session
    14. CLOSED SESSION:(ESD/HSD)
    14.A. CONFERENCE WITH LEGAL COUNSEL – Anticipated Litigation (ESD/HSD) Significant exposure to litigation pursuant to Gov. Code, § 54956.9, subd. (d)(2): (1) case Confidential agenda item.
    15. RECONVENE TO OPEN SESSION and Closed Session Report Out (if necessary)
    16. ADJOURNMENT
    17. NEXT REGULAR MEETING - September 23, 2019

    Published: September 5, 2019, 3:56 PM

    The resubmit was successful.