banner

Regular Meeting - SRCS Board of Education
San Rafael City Schools
October 14, 2019 5:00PM
Central Services - Boardroom 310 Nova Albion Way San Rafael, CA 94903

1. OPEN SESSION/ROLL CALL
Time Certain:
5:00 PM
Speaker:
Greg Knell, Board President
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
Speaker:
Greg Knell, Board President
3. CLOSED SESSION
Time Certain:
5:02 PM
Speaker:
Greg Knell, Board President
3.A. CONFERENCE WITH LEGAL COUNSEL – Anticipated Litigation (ESD/HSD) Significant exposure to litigation pursuant to Gov. Code, § 54956.9, subd. (d)(2): (2) case Confidential agenda item.
3.B. 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
Speaker:
Greg Knell, Board President
4.A. PLEDGE OF ALLEGIANCE
5. ANNOUNCEMENT OF REPORTABLE CLOSED SESSION ACTION (if necessary)
Time Certain:
6:03 PM
Speaker:
Greg Knell, Board President
6. APPROVAL OF AGENDA
Time Certain:
6:05 PM
Speaker:
Greg Knell, Board President
7. OATH OF OFFICE TO 2019-2020 Student School Board Member - DMS
Time Certain:
6:07 PM
Speaker:
Greg Knell, Board President
Quick Summary / Abstract:

The representative from Davidson Middle School will be administered the Oath of Office as 2019-2020 Student Board Members. 


8. ANNOUNCEMENTS: Board Trustees, Superintendent, Student Board Members, Labor Unions: CSEA, SRTA, SRFT
Time Certain:
6:10 PM
9. 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:
6:30 PM
Speaker:
Greg Knell, Board President
10. PRESENTATIONS: (ESD/HSD)
Time Certain:
6:35 PM
10.A. Venetia Valley School- Bilingual Education Program
Time Certain:
6:35 PM
Speaker:
Juan Rodriguez, Principal; Lauren Menchavez, Asst. Principal; VV Teachers
Quick Summary / Abstract:

Principal Juan Rodriguez, Vice Principal Lauren Menchavez, and Venetia Valley teachers will present information on VV's Bilingual Education Program. 



Attachments:
VV Dual Language Presentation- REV
10.B. Terra Linda High School's English Learner (EL) Program
Time Certain:
6:45 PM
Speaker:
Katy Dunlap, Principal; Lauren Inman, VP; Jennifer Little, EL Coach; Amy Martinez, ELD Dept Chair, and TL students
Quick Summary / Abstract:

Principal Katy Dunlap, Vice Principal Lauren Inman, EL Coach Jennifer Little, ELD Department Chair Amy Martinez, and TLHS students will present on the EL work happening at Terra Linda HS. 


10.C. HeadsUp Education Foundation (ESD/HSD)
Time Certain:
6:55 PM
Speaker:
Michelene Moayedi, Executive Director
Quick Summary / Abstract:

Michelene Moayedi, Executive Director of San Rafael City Schools' Education Foundation - HeadsUp, will provide a report on activities and finances from the Foundation. 

Attachments:
HeadsUp Presentation
11. STAFF REPORTS: (ESD/HSD)
Time Certain:
7:10 PM
11.A. STUDENT SERVICES (ESD/HSD) An Overview of Mental Health Supports and Needs
Time Certain:
7:10 PM
Speaker:
Jason Symkowick, Exec. Dir. Student Services; Link Crew students
Quick Summary / Abstract:

Staff and Link Crew students will provide an update on the current status and needs of Mental Health support within San Rafael City Schools.


Rationale:

BACKGROUND:

Student and community mental health challenges have become more prevalent in recent years.  The suicide attempt and ideation rates among youth have risen dramatically over the last few years, and school districts have been tasked with examining current mental health practices.  As students' needs have evolved, it is important to evaluate the District's current practices with mental health, and to determine where the gaps in support are in order to adequately and effectively address the district's needs.

 
Financial Impact:

There is no financial impact.

Attachments:
Link Crew Power Point Presentation
Mental Health Power Point Presentation
11.B. PRESENTATION: (ESD) Report on Middle School Taskforce
Time Certain:
7:30 PM
Speaker:
Mayra Perez, Deputy Supt; Bob Marcucci, DMS Principal
Quick Summary / Abstract:
Deputy Superintendent, Mayra Perez and Davidson Middle School Principal, Bob Marcucci will report on the progress of the Middle School Task Force.

Attachments:
MSTF- Presentation
12. DISCUSSION/ACTION SESSION
Time Certain:
7:40 PM
12.A. Recommendation to Close Short Elementary School After 2019-20 School Year
Time Certain:
7:40 PM
Speaker:
Jim Hogeboom, Supt.; Christina Perrino, Dir Communications
Quick Summary / Abstract:

Staff will review the Short School Taskforce engagement and a recommendation to close Short Elementary School after the 2019-20 school year. 


Rationale:

BACKGROUND: San Rafael City Schools convened a Short School Community Taskforce this year to brainstorm, discuss and plan recommendations to the Board about the long-term future for Short Elementary School. The Taskforce includes representatives for teachers, staff, parents, administrators, the Gerstle Park neighborhood association, city and county leaders and Board members.

The Taskforce’s first charge was to review and discuss the various options, considerations, challenges and opportunities related to the possible closure of Short Elementary School and to make a recommendation to the Board of Education. The group has come to a consensus and is making the recommendation to close Short Elementary School after the 2019-20 school year in its current form and to work closely with students, families, teachers and staff to ensure a smooth and successful transition. Staff supports this recommendation.

Staff will review relevant background data and discussion that led to this recommendation, including information on historical and projected enrollment; engagement with families and staff; the impact of the school's size on the education program; staffing; financial implications; and more.

If the Board accepts the recommendation for closure, District and school leadership will work closely with the Short School community on next steps to ensure a successful transition to other SRCS schools. Additionally, the Taskforce will move to its second phase of its charge - to provide a recommendation to the Board on potential options for future use of the Short School facility.



 
Recommended Motion:

To Close Short Elementary School after the 2019-2020 School Year. 

12.B. REVISION: BOARD BUSINESS (ESD/HSD) Approval of First Reading with Request to Waive the Second Reading of Revisions to Board Policy 3280 Sale or Lease of District-Owned Real Property
Time Certain:
7:55 PM
Speaker:
Jim Hogeboom-Doug Marquand
Quick Summary / Abstract:

The Board is presented with draft  BP 3280 incorporating Exhibit A "Criteria For Use of Surplus Property".  The actual BP 3280 is not changed District staff only request the addition of Exhibit A to the BP. Minor adjustments have been made to the criteria since it was reviewed by the Board on September 23rd for clarity of purpose. 




Rationale:

BACKGROUND: Currently San Rafael City Schools owns three properties that may potentially be used for different purposes other than schools in the future.  These sites are Short School, where a community committee is currently meeting to make recommendations on future use to the Board; the MacPhail site; and the parcel behind Glenwood Elementary School. 

As the community and the Board of Education consider various options for how to use these sites in the future, it would be helpful to have a list of prioritized criteria to use as options are weighed for the use of each of these sites.  The criteria should be fairly general and would need to be in priority order so that they can be used to make recommendations.



 
Financial Impact:

None.

Recommended Motion:

Approval to waive second reading, and approve the addition of Exhibit A  "Criteria For Use of Surplus Property" to Board Policy 3280.

Attachments:
3280 BP Sales and Lease Rental of District Owned Real Property
BP 3280 Exhibit A Surplus Property Criteria
12.C. Dannis Woliver and Kelly (DWK) Attorney Report on Use of the MacPhails Property
Time Certain:
8:05 PM
Speaker:
Doug Marquand, Asst. Supt; Clarissa Canady, DWK
Quick Summary / Abstract:

Clarissa Canady from DWK Attorneys, will present a summary report on use of the property.



Attachments:
Disposition of Surplus Property Options
DWK Presentation
12.D. Marin County Office of Education's High School District's Budget Adoption Review
Time Certain:
8:20 PM
Speaker:
Terena Mares, Kate Lane, MCOE
Quick Summary / Abstract:

Marin County Deputy Superintendent Terena Mares and Asst. Superintendent Kate Lane will present highlights of MCOE's review of the HSD budget. 

Attachments:
Ltr from MCOE re: HSD Budget
MCOE Review of 19.20 HSD Adopted Budget
12.E. FINANCE: (ESD/HSD) Approval of the San Rafael Elementary and High School District's Budget Advisory Committee Calendars for the 2019-20 Budget Year Was edited within 72 hours of the Meeting
Time Certain:
8:30 PM
Speaker:
Doug Marquand, Asst. Supt. Business Services
Quick Summary / Abstract:

The Board will review the Budget Advisory Committee Meeting Calendar Dates.



Rationale:

BACKGROUND: 
The typical budget cycle after the adopted budget includes the prior year unaudited actual review, first interim report, January Governor’s budget proposal, second interim report and the Governor's May revision. These are all milestone dates and deadlines critical to the budget development process.  In order to provide the Board and community with a guide to this process, a budget development calendar is established and approved by the Board. 

Annually, key stakeholders are sought out to participate in a budget advisory committee. This committee may be represented by Board members, site and district administrators, representatives of bargaining units, parents/guardians, business and community members, and students, who will take the information presented at each meeting back to their sites and community.

The committee's duties may include, but are not necessarily limited to: 

  • Increase understanding of the districts budgets and provide open lines of communication among the districts stakeholders relative to the budget
  • Making recommendations regarding budget priorities which align with the district's vision, goals, priorities, local control and accountability plan (LCAP), and other comprehensive plans
  • Recommending cost reduction strategies, such as identifying services that may be reduced, made more efficient, or discontinued

  • Studying specific budget issues which may be identified by the board or Superintendent, and make  recommendations to the Board toward creating budgetary savings.

 

CURRENT CONSIDERATIONS:  To provide a calendar of dates for the 2019-20 fiscal year. 

The Elementary Budget Advisory Committee meetings were established in the 2003-2004 school year. The meeting dates are scheduled below and will be held at Davidson Middle School Library 3:45pm-5:15pm (date and time subject to change)

November 21, 2019

January 23, 2020

Thursday, May 28, 2020

The High School Budget Advisory Committee meetings were established in the 2009-10 school year. The meeting dates are scheduled below and will be held at the District Office Boardroom  #602 4:00pm-5:30pm  (date and time subject to change)

Wednesday, November 20, 2019

Wednesday, December 4, 2019

Wednesday, January 22, 2020

Wednesday, February 26, 2020

Wednesday, March 18, 2020

Wednesday, May 27, 2020




 
Financial Impact:
COST/FUNDING SOURCE:  There is no cost associated with this meeting.

Recommended Motion:

Approval of meeting dates.


12.F. INITIAL CONSIDERATION: Business Services (ESD/HSD) First Reading to Review Revision to Board Policy and Administrative Regulation 3100 Budget
Time Certain:
8:35 PM
Speaker:
Doug Marquand, Asst. Supt. Business Services
Quick Summary / Abstract:

The Board and public are provided an opportunity to review the first reading of Board Policy 3100 Budget. A second reading and recommended approval will be brought to the next meeting. 


Rationale:
BACKGROUND: Policy updated to reflect NEW LAW (AB 1808) which requires districts to annually develop, adopt, and post an LCFF budget overview for parents/guardians and to file the budget overview with the county superintendent of schools. Section on "Long-Term Financial Obligations" revised to reflect NEW LAW (SB 1413) which establishes the California Employers' Pension Prefunding Trust Program to allow districts to prefund required contributions to the California Public Employees' Retirement System. Regulation updated to emphasize that any recommendations by the budget advisory committee should be consistent with the district's vision, goals, priorities, LCAP, and other comprehensive plans and to clarify that a regional budget review committee convened by the county superintendent of schools requires approval of the Superintendent of Public Instruction as well as the district board.



 
Financial Impact:

Highlighted changes to the recommended CSBA Board Policy Language that will have a fiscal impact to the District is a follows:

Staff recommend the Board to set a goal to maintain an assigned fund balance of 14% for economic uncertainties plus the 3% state required unassigned reserves. If the assigned and unassigned fund balance falls below the 17% level set by the Board due to an emergency situation, unexpected expenditures, or revenue shortfalls, the Board shall develop a plan to recover the fund balance which may include dedicating new unrestricted revenues, reducing expenditures, and/or increaseing revenues or pursuing other funding sources.

Attachments:
Draft AR 3100 Budget
Draft BP 3100 Budget
12.G. BOARD: (ESD/HSD) Approval of District Goals for 2019-2020
Time Certain:
8:40 PM
Speaker:
Jim Hogeboom, Superintendent
Quick Summary / Abstract:

Staff presented a draft of District Goals for the Board's review and feedback on Sept 23. The Board is asked to approve District Goals for 19/20. 


Rationale:

Goals Introduction:
Our draft goals for the 2019-20 school year have been in the making for the past year.  In reviewing our student achievement data and results across the board, including using data from the California Dashboard, our Education Services department took the lead in identifying areas of strength and areas for improvement.  Ed Services also worked very closely with the MCOE curriculum staff through the Differentiated Assistance process to do a thoughtful root cause analysis of our areas of concern to help identify strategies and solutions.  We formed a Continuous Improvement team that worked with teachers, coaches and administrators to more clearly define our key problems and to identify solutions.  When I joined the working group team in July, our four key goals under student achievement had already been identified for action.  Thus you will see the four specific areas of increasing the graduation rate, increasing math and language arts scores, reducing suspension rates and reducing chronic absenteeism as our main goals, and in fact our principals and teachers have already been working on these since last year.

Establishing a common vision also resulted from our LCAP planning process last year, and was expanded into a broader process we are calling “Together 2023”.  In addition to identifying our new three-year LCAP plans, we will also incorporate our district values, identify the key skills we want our students to learn by the time they graduate, incorporate our equity audit and blueprint planning into this larger vision we of Together 2023.

Building a culture of excellence has arisen from our work this summer with our district leadership team of district and site administrators, and we all saw the need for building trust and teamwork, identifying our common values, working collaboratively, and having fierce and honest conversations to deepen our work.  We also know that we need to make sure we establish a culture at our district and our schools that is focused on making sure all students feel safe, supported and included, and where student voice truly matters and is activated.  This is the culture we seek to more clearly define and implement this year, mostly working with our principals and district leaders.

Finally, we need to balance our budgets.  We cannot continue to spend down our ending fund balances, and need to make some thoughtful and targeted budget cuts so we can sustain our staff and programs that are crucial to the success of our students.  We intend to work closely with our community through a budget advisory committee to help us analyze our expenses and make recommendations for reductions so that we can sustain our important work with our students.


 
Recommended Motion:

Approval of District Goals for 2019-2020

Attachments:
SRCS Draft Goals
12.H. BOARD: (ESD/HSD) Approval of Superintendent's Goals, Evaluation Timeline and Process for the 2019-20 School Year
Time Certain:
8:50 PM
Speaker:
Jim Hogeboom, Superintendent
Quick Summary / Abstract:

Superintendent Hogeboom will present a suggested superintendent evaluation timeline and process for Board approval. 

Rationale:

BACKGROUND

The purpose of this item is to clarify the process for the superintendent's evaluation with the Board of Trustees for the current 2019-20 school year.  In July, the superintendent met with the Education Services staff to review the MCOE process for Differentiated Instruction and the process that had been put in place over the past year to review the SRCS Dashboard and the areas of concern for our district. These became goal number one:  achieve student success.  We have also come up with three other goal areas.   

  1. Achieve student success goals
    1. Increase graduation rate
    2. Increase language arts and math scores
    3. Reduce suspension rates
    4. Reduce chronic absenteeism
  2. Build a culture of excellence
  3. Establish a common vision
  4. Balance the Budgets

These four goals provide the foundation for the superintendent's evaluation.  Overall, the key question is, “How well have we done in SRCS in terms of achieving our priorities and goals?”  One of the main functions of the Board of Trustees is to help set the direction of the district, and then support but also hold the superintendent accountable for achieving these goals to improve student learning.  Once the goals are finalized, the superintendent will provide a mid-year assessment in January of our progress in SRCS towards achieving our goals and will meet in closed session to share his reflections and also receive initial board feedback on his performance to date.

In addition to the district goals, the superintendent's evaluation process also includes evaluation of six leadership standards taken from CSBA, which include

  1. Board-Superintendent Relations
  2. Staff-Personnel Relations
  3. Educational Leadership
  4. Business-Financial Management
  5. Community/Public Relations
  6. Individual and Job-Related Characteristics.

Each of these overall standards also include 8-12 descriptors which are assessed as Excellent (4), Satisfactory (3), Concern (2), or Unsatisfactory (1). 

SUGGESTED TIMELINE

The Board President and Vice-President will take the lead on the Superintendent evaluation process, and be in charge of collecting feedback from individual trustees, summarizing the feedback and comments into a final document, and then getting consensus on the final evaluation.

Date Day  Activity

10/14/19 Monday               Board approves goals for district and Superintendent Evaluation process

1/13/20 Monday            Superintendent meets with Board to provide mid-year self-evaluation of  progress made towards district goals; Board provides initial feedback along with any areas of concern

6/4/20 Thursday             Superintendent provides Board of Trustees with a self-assessment on                                                          goals progress

6/8/20 Monday               Special Board Study Session for Jim to review evaluation and answer                                                           questions; Board meets privately to compare notes

6/22/20 Monday               Board meets in closed session to finalize input and feedback for Jim’s                                                          evaluation

6/23/20 Tuesday               Board President and VP/ meet with Superintendent to share final                                                          evaluation

6/24/20             Wednesday           Board approves final evaluation and decides whether to extend the                                                        Superintendent contract for 2024-2025 year

8/10/20 Monday               Board and Superintendent review district goals progress when initial                                                             dashboard numbers are known; Board sets goals for the 2020-21 School year, and Board uses the Board Governance Evaluation tool to conduct a self-assessment.





 
Recommended Motion:

Approval of Superintendent's Goals, Evaluation Timeline and Process for the 2019-20 School Year


12.I. BOARD: (ESD/HSD) Approval of Governance Handbook
Time Certain:
9:00 PM
Speaker:
Jim Hogeboom, Superintendent
Quick Summary / Abstract:

In a series of Special Board Workshops over the last several months, the superintendent and trustees have developed a Handbook for Governance, outlining roles and expectations for trustees and superintendent. It is presented for final adoption. 

Financial Impact:

None.

Recommended Motion:

Approval of the Governance Handbook.

Attachments:
Governance Handbook
12.J. FINANCE:(ESD/HSD) Approval of Receipt of Donations to San Rafael City Schools
Time Certain:
9:10 PM
Speaker:
Doug Marquand, Asst. Supt. Business Services
Quick Summary / Abstract:
The Board will review the donations for approval

Rationale:

Board Policy 3290 Section 1.1 states:

“The Board of Education may accept on behalf of, and in the name of the District, such gifts, donations, bequests and devices as are offered. Such gifts, cash contributions, donations, bequests, and devices may be made subject to conditions or restrictions as the Board of Education may prescribe and/or accept.” (Education Code 41030-41032)

The following donations were received for the San Rafael City Schools District, as follows:

Donor Item/Purpose Site Amount/Value
SRHGS Alumni Association Yearbook Scholarships SRHS $ 2,000.00
San Pedro PTA National Academy of PE San Pedro $ 8,902.00
Cooper Educ. Foundation (Gift of Knowledge) Supplies San Pedro $ 36.00
Rosenberger Family Fund (Marin Community Foundation) Furniture for the new school Laurel Dell $ 25,000.00
Total $ 35,938.00




 
Financial Impact:

COST/FUNDING SOURCE: Total of general donation: $35,938



Recommended Motion:
Approval of donations

12.K. BUSINESS: (ESD/HSD) First Reading: New Administrative Regulation 3511.1 Electric Vehicle Charging Systems Use
Time Certain:
9:15 PM
Speaker:
Dr. Dan Zaich, Sr. Dir Capital Facilities
Quick Summary / Abstract:

This item presents to the Board and the public the opportunity to review the first reading of Administrative Regulation 3511.1 - Electric Vehicle Charging Systems Use.  The second reading and amended board adoption will be brought to the next meeting. 



Rationale:

BACKGROUND: 

San Rafael City Schools (SRCS) establishes this administrative regulation to provide procedures for the proper use of Electric Vehicle Charging Stations (EVCS) available at various SRCS facilities.

CURRENT CONSIDERATIONS: 

Electric vehicles are steadily increasing in popularity, have no tailpipe emissions of greenhouse-contributing gases, are powered by an increasing proportion of renewably-generated sources of electricity such as solar and wind, offer many desirable features and performance characteristics, entail lower maintenance, and are consistent with SRCS’s sustainability program.

These charging facilities are provided as a service, and the availability and rules for their use are subject to change. SRCS or its designee has the right to disable or enable these stations without prior notice, levy fees to cover costs incurred, and to ensure acceptable use.

Rules for the use of the charging facilities outlined herein shall be considered supplemental and do not supersede existing policies or administrative regulations regarding vehicles at SRCS sites nor related employee policies or administrative regulations.

 



 
Financial Impact:

None.

Recommended Motion:

Review First Reading of Administrative Regulation 3511.1 - Electric Vehicle Charging Systems Use. 




Attachments:
AR 3511.1 Electric Vehicle Charging Systems Use
13. 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:
9:20 PM
14. CONSENT AGENDA: (ESD/HSD)
Time Certain:
9:25 PM
Speaker:
Greg Knell, Board President
14.A. 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 10 14 19
14.B. PERSONNEL: (ESD) Approval of Revised Collective Bargaining Agreement between San Rafael City Schools and the San Rafael Teachers Association (SRTA)
Quick Summary / Abstract:
The Board is presented with a revised Collective Bargaining agreement with SRTA for review and recommended approval. 

Rationale:

The San Rafael Teachers Association and San Rafael City Schools both agreed on the revisions to the attached Collective Bargaining Agreement, which incorporates the language changes of the tentative agreements entered into during the past couple years.

This Collective Bargaining Agreement is effective July 1, 2017 - June 20, 2020.


 
Recommended Motion:
Approval of revised Collective Bargaining Agreement.

Attachments:
SRTA Revised Collective Bargaining Agreement 7/1/19 - 6/30/20
14.C. PERSONNEL: (ESD/HSD) Approval of Revised Collective Bargaining Agreement Between San Rafael City Schools and the California School Employees Association (CSEA)
Quick Summary / Abstract:

The Board is presented with a revised Collective Bargaining agreement with CSEA for review and recommended approval. 


 


Rationale:

The California School Employees Association and San Rafael City Schools both agreed on the revisions to the attached Collective Bargaining Agreement, which incorporates the language changes of the tentative agreements entered into during the past several years.

This new Collective Bargaining Agreement is effective July 1, 2018 – June 30, 2021.


 
Recommended Motion:

The California School Employees Association and San Rafael City Schools both agreed on the revisions to the attached Collective Bargaining Agreement, which incorporates the language changes of the tentative agreements entered into during the past several years.

This new Collective Bargaining Agreement is effective July 1, 2018 – June 30, 2021.



Attachments:
CSEA Draft Collective Bargaining Unit Agreement
14.D. PERSONNEL: (ESD/HSD) Approval of Memorandum of Understanding and Agreement between San Rafael City Schools and University of San Francisco to Provide Teaching and Counseling Experience, August 1, 2019 through June 30, 2023
Quick Summary / Abstract:

This agenda item presents Administration's recommendation to enter into Agreement with San Francisco State University to provide Teaching and Counseling Experience, for approval.


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

 
Recommended Motion:

Approval of this agreement.

Attachments:
USF MOU and Agreement to Provide Teaching and Counseling Experience
14.E. PERSONNEL: (ESD/HSD) Approval of Memorandum of Understanding and Agreement between San Rafael City Schools and the University of San Francisco to Provide Education Specialists, Counseling, Teaching and Administrative Interns, August 1, 2019 through June 30, 2023
Quick Summary / Abstract:

This agenda item presents Administration's recommendation to enter into a Student Internship Agreement with University of San Francisco, for approval.


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

 
Recommended Motion:

Approval of this agreement.


Attachments:
USF MOU and Agreement to Provide Interns
14.F. EDUCATION SERVICES: (ESD) Approval of Amended Agenda Item for the Independent Contractor Agreement between San Rafael City Schools and National Academy of Athletics for Services at San Pedro Elementary School for 2019-2020 School Year
Quick Summary / Abstract:

This item presents the Amended Agenda Item for the Independent Contractor Agreement between San Rafael City Schools and National Academy of Athletics for Services at San Pedro Elementary School for 2019-2020 School Year, for Board review and recommended approval.

Rationale:

BACKGROUND:  The National Academy of Athletics' (NAofA} Fitness Through FUNdamentals program introduces  elementary and middle  school children  to the world of sports, health and fitness. Students are taught the skills and concepts of a variety of sports, games and exercises. NAofA provides engaging, active and entertaining activities  with  a core curriculum built to develop a healthy interest  in sports and fitness. Furthermore, the NAofA program supports character building, focus, confidence, sportsmanship, and life skills for students.

 CURRENT CONSIDERATION: This item presents the amended agenda item for the approval of the Independent Contractor Agreement between San Rafael City Schools and National Academy of Athletics for Services at San Pedro Elementary School for 2019-2020 School Year for Board review and recommended approval.

At the July 15th Board meeting this item was presented and approved by the Board. The total cost of services by National Academy of Athletics needs to be adjusted due to having two P.E. classes happening at the same time it is necessary to have one credential teacher present at all times.

San Pedro (Exhibit A)




 
Financial Impact:

Total cost of services : $41, 382                                                                                     

 $17,500   01-000-0-5840.00-1511-1000-090-120-00 {LCAP funded}                                         

 $ 23,882   01-9432-0-5840.00-001-1000-090-120-000 {PTA funded) 


Recommended Motion:
Approval of Amended Agenda Item for the Independent Contractor Agreement between San Rafael City Schools and National Academy of Athletics for Services at San Pedro Elementary School for 2019-2020 School Year.
Attachments:
Exhibit A
14.G. EDUCATION SERVICES: (ESD) Approval of Memorandum of Understanding Between San Rafael City Schools and Parent Services Project Inc. Family Engagement Services for Leaders for Change: Protective Factors in Action Family Leadership Training, September 2019 through June 2020
Quick Summary / Abstract:

This item presents the Memorandum of Understanding Between San Rafael City Schools and Parent Services Project Inc. Family Engagement Services for Leaders for Change: Protective Factors in Action Family Leadership Training, September 2019 through June 2020, for Board review and recommended approval.



Rationale:

BACKGROUND: The District has a strong and successful collaborative partnership with Parent Services Project (PSP).  Over many years individual sites and the district have engaged PSP to assist, support and train parents and families how to support their children in school.  

PSP is aligned with and supports our district-wide cultural proficiency to deliver high-quality, bilingual services to our Spanish-speaking families living in poverty; services include institutional literacy, parenting skills, parent leadership development, child development, especially children ages birth to five years, and much more.

PSP's research based programs support  the development and deepening of parent understanding of  the critical impact that parent participation has on the success of students.  When families are involved and engaged in the organizational processes of schools and  participate in the available programs, student success is greatly enhanced.

CURRENT CONSIDERATIONS: Parent Services Project will provide a total of 20 hour of training per Academy, at 3 separate sites: Bahia Vista, San Pedro and Venetia Valley Elementary Schools between July 2019 through June 2020. 

Exhibit A - Memorandum of Understanding between Parent Services Project and San Rafael City Schools.




 
Financial Impact:

Cost of services from PSP not to exceed  $ 20,000     

The expenses will be paid from District's General Funds.

01-0000-0-5840.00-1110-2495-700-240-000



Recommended Motion:

Approval of the Memorandum of Understanding Between San Rafael City Schools and Parent Services Project Inc. Family Engagement Services for Leaders for Change: Protective Factors in Action Family Leadership Training Project, September 2019 through June 2020. 

Attachments:
Exhibit A
14.H. EDUCATION SERVICES: (ESD) Approval of Memorandum of Understanding Renewal between San Rafael City Schools, Venetia Valley Elementary and The Jewish Coalition for Literacy (JCL) for Volunteer Reading Tutors During the 2019-2020 School Year
Quick Summary / Abstract:
This item presents the  Memorandum of Understanding Renewal between San Rafael City Schools, Venetia Valley Elementary and The Jewish Coalition for Literacy (JCL) for Volunteer Reading Tutors During the 2019-2020 School Year, for Board review and recommended approval.
Rationale:

Background: JCL tutors provide one-on-one reading support for struggling readers (grades K-3) from low-income homes. JCL work in Title I schools with large numbers of English Learner students, where most students qualify for free or reduced price lunches and under perform on state tests. JCL conducts workshops for parents with limited English skills to help them better engage their children in the reading process and make stories come alive. JLC also donates high-quality books and other reading materials to JCL students and their parents so they can read together at home. 

JCL helps turn struggling young readers into confident readers excited about books and learning. And the results are impressive. Most children achieve a year of growth with the help of JCL-trained tutors. Often they advance more than one grade level, and in some cases, two or three. JCL students also make significant progress based on six key indicators:

  • Improvement in comprehension

  • Growth in language skills

  • Greater motivation to read in class

  • Reading aloud with more confidence and expression

  • Greater participation in class discussion and activities

  • More positive attitude toward school

Current Consideration: Jewish Coalition for Literacy will provide volunteer reading tutors at Venetia Valley Elementary School during the 2019-2020 school year per Memorandum of Understanding.

Exhibit A

 
Financial Impact:
There is no financial impact to the district.
Recommended Motion:
Approval of Memorandum of Understanding Renewal between San Rafael City Schools, Venetia Valley Elementary and The Jewish Coalition for Literacy (JCL) for Volunteer Reading Tutors During the 2019-2020 School Year.
Attachments:
Exhibit A
14.I. EDUCATION SERVICES: (ESD) Approval of Memorandum of Understanding Renewal Between San Rafael City Schools, Venetia Valley and California Poets in the Schools November 20, 2019 through March 25, 2020
Quick Summary / Abstract:

This item presents the Memorandum of Understanding Renewal  Between San Rafael City Schools, Venetia Valley and California Poets in the Schools November 20, 2019 through March  25, 2020, for Board review and recommended approval.

Rationale:

Background: California Poets in the Schools empowers students of all ages throughout California to express their creativity, imagination, and intellectual curiosity through writing, performing and publishing their own poetry. They train and coordinate a multicultural network of published poets, who bring their passion and craft to public and private schools, juvenile halls, hospitals, libraries and other community settings.

The purpose of the poetry workshops will be to promote and celebrate student's creativity, intuition, and intellectual curiosity through the creative writing and oral delivery of poetry.

Current Consideration: California Poets in the Schools will provide 30 poetry workshop sessions in 3 classrooms between November 20, 2019 through March  25, 2020.

Exhibit A




 
Financial Impact:

Cost of services are $2,400 to be paid through Marin Community Foundation (MCF) funds.


Recommended Motion:
Approval of Memorandum of Understanding Renewal  Between San Rafael City Schools, Venetia Valley and California Poets in the Schools November 20, 2019 through March  25, 2020.
Attachments:
Exhibit A
14.J. EDUCATION SERVICES: (ESD) Approval of the Fall 2019 Outdoor Education Dates: Laurel Dell, Venetia Valley and Coleman - November 5-8; Sun Valley and Bahia Vista - November 12-15; San Pedro, Glenwood and Short - November 19 - 22, 2019
Quick Summary / Abstract:

This item presents the  Fall 2019 Outdoor Education Dates: Laurel Dell, Venetia Valley and Coleman - November 5-8; Sun Valley and Bahia Vista - November 12-15; San Pedro, Glenwood and Short - November 19 - 22, 2019, for Board review and recommended approval.

Rationale:

BACKGROUND:  Attendance at the Marin County Outdoor School at Walker Creek Ranch affords the students activities designed to develop academic and social skills. The program utilizes the outdoors as a laboratory to provide students with hands-on science experiences in a variety of habitats including forest, pond, grassland, and stream.  Heavy emphasis is placed on ecology, agriculture, geography and natural history.  

CURRENT CONSIDERATIONS: During the weeks of November 5-8,  November 12-15, and November 19-22, 2019, the fifth grade students in San Rafael City Schools will have the opportunity to attend the Marin County Office of Education's resident outdoor school. The school is located at Walker Creek Ranch in Marshall, California. A trained staff, including a site principal and naturalists, is provided by the Marin County Office of Education to work with the students. The fifth grade teachers accompany their students to Outdoor School. High School students serve as "Cabin Leaders" during the week, participating in activities with students from their cabin and sleeping in the cabin with students each night. The students will be transported to and from Walker Creek by bus or private automobile.

 
Financial Impact:
Depending on the number of days students attend and the time of year, the cost of the program will be approximately $350 per student for a four-day program. The cost of the program for each teacher is approximately $210 and teacher stipends are being funded by the district. We have scheduled our attendance around the fall and winter rates, which are lower than spring rates. Families are asked to contribute to the cost to the extent possible. The balance of the cost is being covered by PTA funds, fifth grade fundraisers, scholarships, and grants. No student is turned away due to lack of funds.
Recommended Motion:
Approval of the 2019, Outdoor Education Dates: Laurel Dell, Venetia Valley and Coleman - November 5-8; Sun Valley and Bahia Vista - November 12-15; San Pedro, Glenwood and Short - November 19 - 22, 2019.
14.K. EDUCATION SERVICES: (ESD) Approval of Out-of-State Travel for Italia Krahling, Venetia Valley Teacher to Attend the National Council for Social Studies Conference in Austin, Texas on November 22 - 24, 2019
Quick Summary / Abstract:

This item presents out-of-state travel for Italia Krahling, Venetia Valley teacher to Attend the National Council for Social Studies Conference in Austin, Texas on November 22 - 24, 2019 for Board review and recommended approval.





Rationale:

Background: The National Council for Social Studies Annual Conference is an opportunity to rejuvenate teaching strategies and collaborate with some of the leaders in social studies education. 

  • Learn from over 500 presentations by the leading social studies researchers and practitioners
  • Receive classroom-ready resources
  • Interact with well-known speakers and educators as they share their ideas, experiences, and knowledge
  • Share teaching strategies and solutions with peers, building your own learning community around topics that matter to you
  • Discover the latest teaching products and services

Current Consideration: Approval of Out-of-State Travel for Italia Krahling, Venetia Valley Teacher to Attend the National Council for Social Studies Conference in Austin, Texas on November 22 - 24, 2019.


 
Financial Impact:

Estimated cost of registration, travel, lodging and substitute is $1,285 to be paid from site funds.

01-1100-0-5200.00-1110-1000-092-120-000


Recommended Motion:

 Approval of Out-of-State Travel for Italia Krahling, Venetia Valley Teacher to Attend the National Council for Social Studies Conference in Austin, Texas on November 22 - 24, 2019.



14.L. EDUCATION SERVICES: (HSD) Approval of Overnight Trip for Terra Linda High School Cross Country Team to Participate in the Clovis Cross Country Invitational in Fresno, California on October 11-12, 2019
Quick Summary / Abstract:
This item presents an  overnight field trip for Terra Linda High School Cross Country Team to participate in the Clovis Cross Country Invitational in Fresno, California on October 11-12, 2019, for Board review and recommended approval.
Rationale:

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

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

  • No student will be excluded from participation because of lack of sufficient funds.
  • School-sponsored trips for the purpose of swimming or surfing shall not be approved; this includes private or public swimming pools/hot tubs or spas, water parks, beaches, or any other venue where the sole purpose of the trip is for students to swim, surf, or enter the body of water
  • Each student will have their own bed and have evening supervision. (Hotel roll-away beds and inflatable air mattress is acceptable.)

Current Consideration:  The team will leave in private vehicles on Friday, October 11, 2019, at 3:00pm and drive to Fresno, California. Upon arrival, the team will attend the host school past feed. Race on Saturday morning and go to lunch before returning home.

Students most likely to participate: Samantha Aban, Fiona Ben-Ora, Emily Carmona, Verona Perterman, Jasmine Puac, Stella Seiler, Jeremy Bloomberg, Andy Hernandez, Morgan Hickey, Gavin Hosler, Enos Jimenez, Michael Lee, Brody Roberts, Kai Roberts.

Adult chaperones/coaches: Warren Lanier (coach) and Julie Bloomberg (parent)


 
Financial Impact:
There is no financial impact to the district.
Recommended Motion:
Approval of the overnight  field trip for Terra Linda High School Cross Country Team to participate in the Clovis Cross Country Invitational in Fresno, California on October 11-12, 2019.
14.M. SECOND READING: EDUCATION SERVICES (ESD/HSD) Approval of Revisions to Board Policy 6146.1 High School Graduation Requirements
Quick Summary / Abstract:
The Board and the public are provided the opportunity to review the second reading of revisions to Board Policy  6146.1, High School Graduation Requirements, for recommended approval by the Board.
Rationale:

BACKGROUND:  The Policy 6146.1 was updated to include minor revision to clarify that immigrant students enrolled in a newcomer program in grades 11-12 may be eligible for an exemption from locally established graduation requirements, regardless of whether they transferred between schools after the completion of the second year of high school.

Current Consideration: That the Board and the public have the opportunity to review the second reading and approve of revisions to Board Policy 6146.1, High School Graduation Requirements.

Exhibit A

 
Recommended Motion:
Approval of revisions to Board Policy 6146.1, High School Graduation Requirements.
Attachments:
Exhibit A
14.N. FINANCE: (ESD/HSD) Ratification of Warrant Register for Warrants Issued September 1, 2019, through September 30, 2019, by the San Rafael Elementary and High School Districts
Quick Summary / Abstract:

The Board will review the September 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 September 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 September 2019.


Attachments:
ESD September 2019 Warrant Registers
HSD September 2019 Warrant Registers
14.O. FINANCE: (HSD) Annual District of Choice (DOC) Reporting for the 2018-2019 Fiscal Year
Quick Summary / Abstract:
The Board will review the annual reports for acceptance.

Rationale:

BACKGROUND:  California Education Code (EC) Section 48313(b) requires each District of Choice (DOC) to submit certain information annually to their governing board, the County Office of Education, the Superintendent, and the Department of Finance. This is a new requirement that went into effect in 2013-14. 

CURRENT CONSIDERATIONS:  The San Rafael City High School District is a District of Choice and has been for several years.  This report includes information required by CDE Ed Code Section 48313 (b) for the 2019-20 fiscal year.  Upon approval by the Board, staff will forward information to both MCOE and the California Department of Education.



 
Financial Impact:
There is no Financial Impact presented on this item.

Recommended Motion:
Approval of the Annual Report. 

Attachments:
2019-20 District of Choice
14.P. FINANCE (ESD): Approval of Contract with Wellness In The Schools (WITS) for the Elementary Food Service Department
Quick Summary / Abstract:

The Food Service Department is seeking award of contract with Wellness In The Schools (WITS).


Rationale:

The Food Service Department believes this is a great opportunity for our students and staff as they move into new facilities in the near future. It will be the groundwork for staff as they move into more scratch cooking in the Elementary District as well as helping to utilize there San Pedro garden produce to the fullest when the Central Kitchen is completed. It will benefit the five schools Bahia Vista, San Pedro, Laurel Dell, Short and, Venetia Valley students with hands on nutrition education and a fun and exciting program that will benefit the students and their families.

Through the Program, WITS shall work with the School’s wellness committee to improve the school lunch experience. WITS will also provide support to parents, students, and staff in order to help the School obtain what it needs for an optimal experience. 

The WITS Chef will work across 5 schools in the district working a total of 25 hours/week. CookCamp includes WITS Labs at each school two times per year, fall and spring.

The Term of this MOU shall be three years from the Execution date or through the end of that year’s academic session, whichever is sooner.  It is understood that the first year programming will begin in January 2020, but that Programming in years 2 and 3 will be on an academic year schedule.


 
Financial Impact:

Year 1:  $3,500.00 (50% prorated due to January start date)

Year 2:  $7,000.00

Year 3:  $10,500

It is understood that the total cost to operate the Program in the District is $35,000 per year but WITS will secure funding for the remaining balance. 

Recommended Motion:

Approval of Contract with WITS

Attachments:
Wellness in the Schools (WITS) 2019-22 Contract
14.Q. FINANCE (ESD/HSD): Authorization to Purchase Two Replacement Vehicles for the Maintenance and Operations Department
Quick Summary / Abstract:

 It has been determined by the District that the purchase of two replacement vehicles is necessary for the safe transportation of personnel and equipment during maintenance operations throughout the district.



Rationale:

BACKGROUND: The M&O Department is seeking approval to purchase two new or used vehicles with the following preferred criteria:

2014 or newer with 40K miles or less, windowless body vans with ladder racks and internal storage compartments.  Total not to exceed $65,000.00 for both vehicles.

The two vans needing replacement require extensive repairs which far exceed the value of the vehicles. One vehicle is completely out of service with the second unreliable and failing. Both vans are light duty and were never ideal for the type of service they have been used for.  The replacement vehicles should last for at least 10 years given the low yearly mileage and heavy duty suspension. Additionally newer vehicles generally come equipped with backup cameras, Bluetooth, and power locks/alarm system, all desirable for increased safety and security. 





 
Financial Impact:

Not to exceed $65,000.00 plus tax, licenses and associated fees.



Recommended Motion:

Approval of the purchase of two vehicles as noted above.


14.R. FACILITIES (HSD/ESD): Approval of Contract with Syserco for the Maintenance and Operations Department
Quick Summary / Abstract:

Award contract with Syserco for support of peak efficiency operations in Maintenance and Operations Dept. 

Rationale:

Background:

 Over the past 40 years, Syserco has empowered more than 80 Bay Area School districts to enhance the learning environments for its teachers and students. Since 2006, Syserco has provided San Rafael City Schools this support through a Service Support Program. With the new construction and the complete installation of Allerton Controls throughout the entire school district the scope has changed significantly from the basic service agreement we have used in the past. The purpose of this new proposal is to provide the district with a flexible program that will provide the short and long-term support needed to ensure the facility operates at peak efficiency with minimum downtime. 

Current Considerations: Approval of three year contract 

The major components of this Service Support Program include:

  • Network Security Assurance
  • Predictive Preventative Maintenance Routines for base equipment
  • Unlimited remote support
  • Technical Support Center Account
  • Dedicated Project Team with Primary and Secondary Technicians, Account Manager and Account Engineer
  • Discount on material and reduced labor rates
  • Second Business Day Emergency Response




 
Financial Impact:

Cost/Funding Source: $87,034    01-8150-0-5615.00-0000-8110-735-255-000

65% ESD and 35% HSD

Year 1: $27,950 

Year 2: $28,998

Year 3: $30,086




Recommended Motion:

Approval of contract with Syserco

Attachments:
Syserco Contract 2019-2022
14.S. STUDENT SERVICES: (ESD) Approval of MOU Betweeen the Marin Branch of the YMCA of San Francisco and Venetia Valley Middle School for the Development of an Alternative to Suspension Program
Quick Summary / Abstract:

The Board is presented with a MOU with the Marin Branch of the YMCA of San Francisco to implement an Alternative to Suspension Program at Venetia Valley Middle School.

Rationale:

BACKGROUND:

The Marin YMCA, in collaboration with San Rafael City Schools, will lead in the development of an Alternative to Suspension Program based on the philosophy of Restorative Justice and best practices for supporting students with behavioral challenges.

Through this partnership, the Marin YMCA will provide coaching, consultation, and trainings to SRCS staff and students in the areas of Restorative Practices, Adverse Childhood Experiences and Trauma Informed Care, Teen Biology and Risk Taking, and Marin Teen Drug Culture Awareness.

The program will span the 2019-2020 school year and will include a year-end program evaluation based on comparative suspension data, student and staff focus groups, and an anonymous survey.  This program evaluation will provide data to the District on the efficacy of the program, and will serve as a discussion point for future partnership.

Restorative Practice programs, operated with fidelity, have proven to decrease student suspension and drop-out rates while supporting the growth of prosocial behavior.

CURRENT CONSIDERATIONS:

One of the San Rafael City Schools' LCAP goals and focus areas is to reduce suspension rates.  The implementation of an Alternative to Suspension/Restorative Practice Program will address a critical need within the District.


 
Financial Impact:

The total cost of the program will be $25,000.

SAC Code:  01-1100-0-5840.00-1110-3110-700-260-000

Recommended Motion:

Approval of the MOU with The Marin YMCA.

Attachments:
YMCA/VV MOU
14.T. CAPITAL FACILITIES PROGRAM: (ESD) Authorization for filing of the Notice of Completion to the contract of Best Contracting Services for the Wing 10 Roofing Replacement Project at Davidson Middle SchoolWas edited within 72 hours of the Meeting
Quick Summary / Abstract:

Construction work is complete on the Davidson Middle School Wing 10 Roofing Replacement 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 Davidson Middle School Wing 10 Roofing Replacement Project  was substantially complete in early June and Best Contracting Services have since completed all remaining punch list work, provided all required training, operations manuals and warranties.  The final Completion date was September 2, 2019.

Current Considerations:

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



 
Financial Impact:
None.  

Recommended Motion:

San Rafael City Schools (SRCS), Capital Facilities Team is recommending that the Board of Education authorize staff to file the Notice of Completion for the Davidson Middle School Wing 10 Roofing Replacement Project.



Attachments:
NOC Best Contracting Services - DMS 10 Wing
14.U. CAPITAL FACILITIES PROGRAM: (ESD/HSD) Approval for Inspector of Record (IOR) Services for District-Wide EV Charging Station Installation Project
Quick Summary / Abstract:

The  Board is presented with a request for approval for Inspector of Record (IOR) Services for the District-Wide EV Charging Station Installation Project at participating school sites.





Rationale:

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

Background:

On 8/26/2019, the Board of Education approved an award of contract with NEMA Construction for District-Wide EV Charger installation and maintenance at participating SRCS sites.  These charging projects are aimed at shaping sustainability practices in educational settings.

Current Considerations:

The EV Charging Station Installation Projects are scheduled to begin at participating District sites.  Those sites include San Rafael High School, Terra Linda High School, Coleman Elementary School, Glenwood Elementary School, San Pedro Elementary School, Sun Valley Elementary School, and  Davidson Middle School. 

Proposals for IOR services have been submitted from three qualified inspectors. All proposals were presented on a time and materials basis, with an hourly rate of $100/hour and are each based on a total projected time necessary to complete inspection services for each individual project.

 

Inspector of Record (IOR)

School Site(s)

Total Proposed Amount

Dave Callahan*

Coleman Elementary School

Glenwood Elementary School

San Pedro Elementary School

Sun Valley Elementary School

$36,000

New Era School Inspections (NESI)**

San Rafael High School

Terra Linda High School

$10,000

Gary Proctor***

Davidson Middle School

$9,600

*      Reflected in Dave Callahan Contract Modification No.8

**    Reflected in NESI Contract Modification No. 3

***  Reflected in Gary Proctor Contract Modification No. 2

 



 
Financial Impact:

The proposed compensation for these services will be funded initially through the General Fund and then fully reimbursed through the following grant.  Currently, SRCS has received grant funding for the following:

  • Marin Clean Energy Grant - $65,772
  • Transportation Fund for Clean Air (TFCA) - $60,000

Budget/SACS Code: 

40-0002-0-6220-00-0000-8500-091-000-000 (Coleman Elementary School)

40-0002-0-6220-00-0000-8500-093-000-000 (Glenwood Elementary School)

40-0002-0-6220-00-0000-8500-095-000-000 (San Pedro Elementary School)

40-0002-0-6220-00-0000-8500-096-000-000 (Sun Valley Elementary School)

40-0002-0-6220-00-0000-8500-410-000-000 (San Rafael High School)

40-0002-0-6220-00-0000-8500-411-000-000 (Terra Linda High School)

40-0002-0-6220-00-0000-8500-340-000-000 (Davidson Middle School)






Recommended Motion:

Approval of Inspector of Record (IOR) services for District-Wide EV Charging Station Installation Projects.




14.V. CAPITAL FACILITIES PROGRAM: (HSD/ESD) Approval of Contract Modification No. 4 for Consolidated Engineering Laboratories for Materials Testing and Construction Inspection Services for District-Wide EV Charging Station Projects
Quick Summary / Abstract:

Staff seeks approval from the Board of Education for approval of Contract Modification No. 4 for Consolidated Engineering Laboratories for materials testing and construction inspection services for San Rafael City Schools (SRCS) District-Wide EV Charging Stations Projects.

 



Rationale:

District facilities projects must comply with current California Building Codes as regulated by the Division of State Architect (DSA). Plans and specifications approved by DSA for each SRCS project include requirements for testing and inspection of materials. Testing and Inspection of materials is provided by an outside firm with licensed inspectors, engineers, and certified testing facilities. The firm will provide testing required by the form DSA 103 for each project and report their results to the Project Inspector.

Background/Current Considerations:

On 8/26/2019, the Board of Education approved a contract award for District-Wide EV Charger installation and maintenance at participating SRCS sites.  As mandated by the Division of State Architect (DSA), testing and inspection services are required for such projects.  Individual Inspectors of Record have been assigned to each site and with that, special materials testing is required by DSA to ensure the construction quality of all associated materials. 

The schools involved in the District-Wide EV Charger Program are:  Bahia Vista Elementary School, Coleman Elementary School, Glenwood Elementary School,   San Pedro Elementary School, Sun Valley Elementary School, Davidson Middle School, San Rafael High School, and Terra Linda High School. 

 



 
Financial Impact:

The combined cost of this work is a not to exceed amount of $16,200 and will be funded initially through the General Fund and then fully reimbursed through the following grants.  Currently, SRCS has received grant funding for the following:

  • Marin Clean Energy Grant - $65,772
  • Transportation Fund for Clean Air (TFCA) - $60,000

 

Budget/SACS Code: 

40-0002-0-6220-00-0000-8500-090-000-000 (Bahia Vista Elementary School) - $2,000

40-0002-0-6220-00-0000-8500-091-000-000 (Coleman Elementary School) -  $2,000

40-0002-0-6220-00-0000-8500-093-000-000 (Glenwood Elementary School) - $2,000

40-0002-0-6220-00-0000-8500-095-000-000 (San Pedro Elementary School) - $2,000

40-0002-0-6220-00-0000-8500-096-000-000 (Sun Valley Elementary School) - $2,000

40-0002-0-6220-00-0000-8500-340-000-000 (Davidson Middle School) – $2,200

40-0002-0-6220-00-0000-8500-410-000-000 (San Rafael High School) - $2,000

40-0002-0-6220-00-0000-8500-411-000-000 (Terra Linda High School) - $2,000





Recommended Motion:

Approval of Contract Modification No. 4 for Consolidated Engineering Laboratories for materials testing and construction inspection services for San Rafael City Schools (SRCS) District-Wide EV Charging Stations.




14.W. CAPITAL FACILITIES PROGRAM (ESD): Approval of Independent Contractor Agreements for Furniture Procurement and Installation at Laurel Dell Elementary School - Pursuant to Public Contract Code Section 20118 (Piggyback Contract) Approved in SRCS Board Resolution No. 1819-39 – One Workplace
Quick Summary / Abstract:

The Board is presented with a quote for furniture procurement and installation at Laurel Dell Elementary School.





Rationale:

The timely procurement and installation of furniture will ensure a seamless transition into the new Laurel Dell campus.  This work is scheduled to take place in December, 2019.  

Background:

On June 10, 2019, the SRCS Board approved Resolution No. 1819-39 authorizing a contract pursuant to Public Contract Code Section 20118 (Piggyback Contract).  With this, SRCS was provided access to furniture Piggyback Contracts which are pre-negotiated cooperative purchasing agreements allowing school districts to purchase furniture from approved industry partners through a competitive procurement process.  Those pre-negotiated contracts are:  Educational & Institutional Cooperative Purchasing (E&I), Sourcewell, National IPA, and BuyBoard. 

For the Laurel Dell Elementary School New Construction and Modernization Project, the District is able to procure pricing from One Workplace based on the E&I National Purchasing Contract and the National IPA Purchasing Cooperative.

Current Considerations:

The Capital Facilities Team is recommending that the District purchase furniture and equipment for Laurel Dell Elementary School from One Workplace.  One Workplace provided two separate proposals, one for furniture funded through Bond Measure A, and a second for site principal authorized furniture funded through the Laurel Dell Parent Teacher Association (PTA).  All One Workplace specifications including products, finishes, and quantities, have been reviewed and preliminarily approved.  The Capital Facilities Team is prepared to order the furniture immediately.  Associated costs related to the furniture installation and project management will be paid by Bond Measure A funds. 

The Laurel Dell Bond Measure A Furniture Budget is as follows:

Object Code

Budget / Contract

BOE Approval

Amount

Site(s) or Project

4445/6400 Furniture

Budget

 

 

 

Furniture Budget

$111,000.00

Laurel Dell Elementary School

Contract(s)

 

 

One Workplace

6/10/2019

$9,500.00

One Workplace (Furniture purchased with Bond Measure A Funds – includes 100% furniture installation and project management)

10/14/2019

$101,227.72

 

 

 

Total Contracts Including This Proposal

 

$110,727.72

Total Remaining in Budget Item 6400

 

$272.28


The Laurel Dell PTA Site Budget is as follows:

 

Budget

$100,000.00

Laurel Dell Elementary School

PTA

Contract(s)

 

 

 

One Workplace (Furniture purchased with PTA funding)

10/14/2019

$100,000.00

 

Total Remaining in PTA Budget

 

$0

 

 



 
Financial Impact:

$201,227.72.  The proposed cost of the One Workplace contract will be funded from the District’s Bond Program, under Measures A and from funds raised through the Laurel Dell Parent Teacher Association (PTA).

 

Budget/SACS Code:

21-9010-0-6400-00-0000-8500-094-000-484 - $101,227.72 (Bond Measure A)

01-0001-0-6450-00-1110-1000-094-120-000 - $100,000.00 (Laurel Dell PTA)



Recommended Motion:

Approval of the furniture procurement and installation for the Laurel Dell Elementary School New Construction and Modernization Project.




Attachments:
Laurel Dell Budget
14.X. CAPITAL FACILITIES PROGRAM: (ESD) Approval of Service Agreement and Equipment for Intrusion Detection System at Laurel Dell Elementary School and Davidson Middle School STEM Building, Following California Uniform Public Construction Cost Accounting Act (CUPCCAA) Regulation - Security Integration, Inc.
Quick Summary / Abstract:

The San Rafael City Schools (“SRCS”) Board of Education is presented with a proposal and sales agreement for an intrusion detection system at Laurel Dell Elementary School and the Davidson Middle School STEM Building. 



Rationale:

A secure intrusion (burglar) alarm system is necessary for the immediate construction efforts as well as for on-going campus security, following the new construction at Laurel Dell Elementary School and the Davidson Middle School STEM Building.

Background:

As part of the Bond Measure A Program, Laurel Dell Elementary School will be equipped with new 21st century classrooms, adjacent collaboration spaces, a new multipurpose room, office space and student support and learning spaces.   Davidson Middle School will be furnished with a new STEM Classroom Facility, that will include classrooms and labs. With these substantial upgrades, including classroom technology upgrades, it is critical that functioning intrusion detection systems operate at both schools.

Current Considerations:

The Capital Facilities Team and Maintenance 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 at Laurel Dell Elementary School are based on the purchase of two (2) hard-wired intrusion panels, two (2) cellular communicators, three (3) keypads, two (2) indoor sirens and 36 motion detectors.  All equipment and installation is included in a lump sum of $33,605.46

The equipment and installation rates at Davidson Middle School are based on the purchase of one (1) hard-wired intrusion panel, one (1) cellular communicator, one (1) keypad, one (1) indoor sirens and ten motion detectors.  All equipment and installation is included in a lump sum of $11,365.50

These monitoring agreements will replace the current vendor contracts.



 
Financial Impact:

The total compensation for equipment is $33,605.46 for Laurel Dell Elementary School and $11,365.50 for Davidson Middle School and will be funded from the District Bond Program, under Measure A.  The on-going monitoring costs for Laurel Dell and Davidson will be funded through SRCS. 

 

Budget/SACS Code:

21-9010-0-6400-00-0000-8500-094-000-484 (Laurel Dell Equipment and Installation) – $13,825.50

21-9010-0-6400-00-0000-8500-340-000-479 (Davidson Equipment and Installation) - $11,365.50

01-0000-0-5840-00-0000-8300-700-255-000 (District O&M 5-year Monitoring) – 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.

 



Recommended Motion:

Approval of a Service Agreement and Equipment for Intrusion Detection Systems at Laurel Dell Elementary School and Davidson Middle School - Security Integration, Inc.




14.Y. CAPITAL FACILITIES PROGRAM: (HSD) Update on Terra Linda High School Gym/Frontage Improvements Design/Build Methodology and Approval of Stipends to Design/Build Teams
Quick Summary / Abstract:

The Board of Education is presented with an update on the Terra Linda High School Gym/Frontage Improvements Design/Build Methodology and with a request for approval of Design/Build Team Stipends.




Rationale:

Background/Current Considerations:

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

On September 12, 2019 the shortlist of qualified respondents meeting the Request for Qualifications (RFQ) criteria, were notified. October 18,2019 is the deadline for proposals in response to the initial Request for Proposals (RFP). Design presentations and interviews are scheduled for the week of October 28, 2019. Qualifying short-listed teams include:

-         Cahill Construction/ LCA Architects

-         Alten Construction/ HY Architects

-         BHM Construction/ QK Architects

-         JL Construction/ Artik Art & Architects

-         Rodan Builders/ CSDA Design Group


Scoring with the Design Build RFP will follow:

SELECTION CRITERIA AND PROCEDURES

Best Value Methodology

Responsive Proposals will be evaluated under the following factors and weights:


FACTOR

DESCRIPTION

WEIGHT

Price

Price proposal, including design costs, construction fee, general conditions cost, and mark-up.

85 points

Technical Design and Construction Expertise

Demonstrated experience and capability with design and construction of like-projects.

40 points

Building & Site Design

Architectural design of building and parking, frontage, site elements landscape design as evidenced in the design competition presentation and at interview.

85 points

Life-cycle costs

Life-cycle cost analysis of proposed building systems over 15 years or more.

20 points

Schedule

Proposed project schedule, including design and construction phases.

20 points

MAXIMUM SCORE: 250 points


At the May 13th, 2019 Design-Build (DB) SRCS presentation, the Capital Improvements Department provided the recommendation, with BOE approval, for a Design Build team participation stipend of $10,000 for selected shortlisted DB teams. The Design Build panel will consist of one the following stakeholder groups: Principal; Community member; Board of Education member; Senior Director of Capital Improvements; and Capital Facilities / Construction Management Staff.  

Without reasonable stipends being furnished, the best designers and contractors are discouraged from participating. Offering payment or stipend for work product may increase SRCS’ direct costs of procurement, however, in general public schools offer a stipend to shortlisted proposers because this cost is more than offset by the potential benefits. The benefits include increased proposal competition, increased proposal creativity/ quality, and the potential for savings or other improvements to the SRCS bond program through use of the unsuccessful proposers’ ideas. From an industry perspective, stipends are critical for controlling overhead, especially on the design side. Proposals will have met all of the RFP requirements and will be considered “responsive” to proposal criteria before moving forward to the design build presentations.



 
Financial Impact:

$50,000.  The proposed cost of the participation stipends will be funded from the District’s Bond Measure B Program.

Budget/SACS Code:  21-9010-0-6219-00-0000-8500-411-000-487



Recommended Motion:

Approval of participation stipends for selected shortlisted Design/Build teams for the Terra Linda High School Gym/Frontage Improvements Project.




14.Z. CAPITAL FACILITIES PROGRAM: (HSD) Ratification of Amendment No. 2 to Supplemental Agreement No. 4 with DLM-HED Architects for Phase 1b Improvements to Terra Linda High School
Quick Summary / Abstract:

The Board is presented with a request for ratification of an Amendment No. 2 to the Supplemental Agreement No. 4 with DLM-HED Architects for the Phase 1b Improvements Project at Terra Linda High School.







Rationale:

Project refinement for the required interim housing, an update to the construction sequencing of the Phase 1b project, and exterior campus painting requires additional architectural services.

Background:

DLM-HED Architects was approved by the Board of Education in August 2016, and the San Rafael City Schools (SRCS) entered into a Master Agreement for Architectural Services on August 22, 2016, which included Terra Linda High School.  Supplemental Agreements for Terra Linda High School projects were approved and executed, which included Supplemental Agreement No. 4, approved in March 2017, for Phase 1b Improvements for a large new 2-story building,  to include student commons, kitchen, and additional  classrooms at the front of the campus in the location of the existing Food Service/Cafeteria Building.

During the spring of 2017, DLM-HED engaged in a structured Master Planning process with the Terra Linda High School Site Design Committee and the Capital Facilities Team.  As a result, this first major building project was changed to a large new 2-story building at the center of campus adjacent to the quad, at the location of the existing Band/Drama building.  It would also include temporary housing for use by band and drama during construction and relocation of existing utilities.  A preliminary project scope and order were established at this time. This resulted in the board approved Amendment No. 1 to the Supplemental Agreement No. 4. 

Current Considerations:

Project sequencing anticipated interim facilities be required prior to the permanent construction of Phase 1b.  DLM-HED initially provided a proposal for interim housing that was deferred due to the temporary facilities scope of work not being fully concluded and related costs unknown.  Interim housing needs are now known and completed with field authorization by Senior Director Dan Zaich, with a fee of $14,325, now requiring Board authorization. 

In addition, it was decided that it was in the best interest of the project and school site to also include demolition of the music and drama building in advance of the contract for the new Student Commons facilities.  In support of this updated sequencing, DLM-HED was required to produce separate bid documents and construction administration accommodations for each of the electrical utility improvements and demolition efforts.  Field authorization was provided by Senior Director Zaich.  The additional compensation of $19,136 now requires Board authorization.



 
Financial Impact:

Architectural fees for Phase 1b Improvements at Terra Linda High School include:


Object Code

Budget / Contract

BOE Approval

Amount

Site(s) or Project

6210 – Architectural Fees

Architect Budget


$2,711,151

TLHS – Commons, Kitchen, Library, Drama

Supp. Agree. No. 4

2/27/2017

$ 2,215,000

Amend. 1 to Supp. Agree. No. 4

8/28/2017

$ 85,000

Misc. Reimbursables


$7,734

Current Contracts


$2,307,734

Amend. 2 to Supp. Agree. No. 4

10/14/2019

$ 33,461




Total Contracts Including This Proposal


$2,341,195


Total Remaining in Budget Item 6210


$369,956



Budget/SACS Code:
  21-9010-6210-00-0000-8500-411-00-493





Recommended Motion:

Ratification of Amendment No. 2 to Supplemental Agreement No. 4 with DLM-HED Architects for supplemental Phase 1b Improvements at Terra Linda High School.





Attachments:
TLHS Commons Budget
14.AA. CAPITAL FACILITIES PROGRAM: (ESD/HSD) Approval of Change Order No. 1 to the Energy Efficiency Services Contract with Syserco, Inc. for District-wide Energy Management System
Quick Summary / Abstract:

The San Rafael City Schools (SRCS) Board is presented with a request for approval of Change  Order No. 1 to the Energy Efficiency Services Contract with Syserco, Inc. for the District-wide Energy Management System (EMS) project.



Rationale:

After completing post-award site surveys the Contractor and District have identified additional HVAC units which need updated thermostats and full implementation into the new District-wide EMS. 

Background:

The District received funding from the California Energy Commission (CEC) from Prop. 39 (2012) for energy efficiency improvements at the Elementary District and the High School District.  The District’s approved Energy Efficiency Plan (EEP) includes funding for implementation of a new District-wide EMS to control Heater Ventilating and Air Conditioning systems at the sites. The District completed a Request for Proposal process utilizing Government Code 4217 best-value selection procedures.  An Energy Efficiency Services Contract with Syserco, Inc. was approved at the Board meeting of April 15, 2019. 

Current Considerations:

After the contract was approved the Maintenance Department and the Contractor completed further site investigations and determined that there are additional HVAC units serving spaces at the schools which need to be integrated into the EMS in order to have full control at every site. 

This proposed Change Order includes 94 additional units at six sites. 



 
Financial Impact:

$131,000. 

 

Syserco, Inc.

HSD

ESD

Original Contract

$191,146

$276,165

Change Order No. 1

$40,415

$90,585

Total Syserco, Inc. Contract

$231,561

$366,750



 


Recommended Motion:

Approval of Change Order No. 1 to the Energy Efficiency Services contract with Syserco, Inc. for the District-wide Energy Management System project. 





14.BB. EDUCATION SERVICES: (ESD) Approval of Agreement Between San Rafael City Schools and Gold Educational Services for Ten Days of Coaching for San Rafael High School 9th Grade English Team, ELD Department and SDAIE Teachers during the 2019-2020 School Year
Quick Summary / Abstract:

This item presents an agreement between San Rafael City Schools and Gold Educational Services for Ten Days of Coaching for San Rafael High School 9th Grade English Team, ELD Department and SDAIE Teachers during the 2019-2020 School Year, for Board review and recommended approval.


Rationale:

BACKGROUND: San Rafael High School has been working on improvements to the ELD program, strengthening of professional development for departments and implementation of project - based  learning units.

CURRENT CONSIDERATIONS: Phyllis Goldsmith from Gold Educational Services will provide targeted instructional coaching to address language and literacy development in ELD and English classes.

In addition to Jeannine Thurston who will receive assistance in the planning of site based Professional Development we have 4 - 9th Grade English teachers and 3 ELD Teachers who will be participating in this instructional coaching opportunity.

Exhibit A


 
Financial Impact:

Cost of services not to exceed $22,000 to be paid from Title I and Title III Funds 

$5696  from:                  01-3010-0-5840.75-1110-2140-410-120-000 

$5304 from:                  01-3010-0-5840.00-1514-1000-410-120-000

$11,000 from:                01-4203-0-5840.00-1514-1000-410-120-000




Recommended Motion:
Approval of Agreement Between San Rafael City Schools and Gold Educational Services for Ten Days of Coaching for San Rafael High School 9th Grade English Team, ELD Department and SDAIE Teachers during the 2019-2020 School Year.
Attachments:
Exhibit A
15. READJOURNMENT to Closed Session (if necessary)
Time Certain:
9:30 PM
Speaker:
Greg Knell, Board President
16. NEXT REGULAR MEETING - October 28, 2019
17. ADJOURNMENT (and Closed Session Report Out, if necessary)
Time Certain:
9:40 PM
Speaker:
Greg Knell, Board President

Published: October 10, 2019, 2:35 PM

The resubmit was successful.