Members of the public may address the Board on items listed on the closed session agenda. Speakers are limited to three minutes each (Board Bylaw 9323(5)).

The Board will consider approval of the minutes from the November 15, 2017, Regular Board Meeting.

The Board will consider approval of the minutes from the December 6 and December 13, 2017, Special Closed Session Meetings.

Emily Hernandez (Luther Burbank Elementary School)
Sienna Menconi (Santa Rosa French-American Charter School)
Ansuya Shrestha (Cesar Chavez Language Academy)
Nayeli Garcia (Ridgway High School)

Thomas and Claudia Lily (Luther Burbank Elementary School)
Tracey Klein (Santa Rosa French-American Charter School)
Deborah Virgen / Chino & Art Cena (Cesar Chavez Language Academy)
There will be no report by Ridgway High School

This is an opportunity for members of the public to speak to the board on non-agenda items.  Comments on items that are on the agenda will take place during the discussion on that agenda item.  Members of the public may address the Board on matters within the subject matter of its jurisdiction. Please submit a Speaker Card to the Board Secretary prior to the meeting being called to order. Upon recognition by the Board President, please approach the podium. The Board shall take no action or discussion on any item not appearing on the posted agenda, except as authorized by law (BB 9323(2)). Speakers are limited to 3 minutes each (BB 9323(5)). Should a member of the public have comments that pertain to a complaint against an employee of the District, the Board advises that the matter should first be pursued using the appropriate district complaint procedure (BB 9323(6)).

All consent items are enacted by the Board in one motion, unless a Board member requests that an item be removed and discussed separately.  

The Board will consider approval of absent Board Member(s), if necessary, due to illness, jury duty, or a hardship deemed acceptable by the Board in accordance with Education Code Section 35120.

The Board will consider approval of the personnel transactions submitted.

Staff is presenting Personnel Transaction items for Board approval. These Personnel Transactions represent Hiring/Rehiring and Employment Actions for Certificated and Classified employee types.

 Board Policy 4111 Personnel Recruitment and Selection

Public Employee Appointment (Government Code Section 54957)

The Board will consider approval of the vendor warrants submitted.  The attached warrant register lists all vendors for the period 11/3/2017 through 12/8/2017 for a total of $4,949,117.27. 

Staff is presenting the Warrant Register List for Board Approval.

Financially significant vendor warrants that highlight the largest check or invoice paid to a particular vendor:

(Current) Warrants - November 3, 2017 through December 8, 2017  = $4,949,117.27.
(Total 17/18 Fiscal Year) Warrants -July 1, 2017 through December 8, 2017 = $36,757,162.96.

The Board will consider approval of the donations and gifts submitted.

Parents, students, community members, and businesses make donations and give gifts to the schools on a regular basis. Donations come in the form of money, goods, or services. These donations are appreciated and welcomed by the schools and departments.

Donations received since November 15, 2017 = $ 992,425.78.
District-wide donations year to date = $1,094,836.75.

 The Board will consider approval of the contracts submitted.

Staff is submitting requests from various schools and departments to hire individual contracts or consulting firms to provide specified services.  For fiscal and learning impacts, see the attached summary sheet.

Total value of contracts = $513,266.00

The Board will consider approving the proposed increase of minimum wage for student workers and revising the Miscellaneous Salary Schedule 2017-2018 and Job Description for Student Worker to reflect this increase ordered by California Legislature.

Purpose 

Effective January 1, 2018, the minimum wage in California will be increased from $10.50 per hour to $11.00 per hour as directed by the Division of Labor Standards Enforcement.  This complies with the new minimum wage phase requirement 2017-2023 SB 3 (See attached Labor Commissioner's Minimum Wage Order). There are two positions on the miscellaneous salary schedule that must be changed to meet the State requirement; Ticket Taker/Time Keeper/Scorekeeper and Student Worker. 

Considerations

The Board and District will need to consider the impact of the scheduled minimum wage increases on current salaries in the District. 

Board Policy 

BP 4351 Employee Compensation

Labor Code

Section 1182.13 

Senate Bill No. 3 (SB 3 Leno, Chapter 4, Statutes of 2016)

Previous Board History

January 11, 2017, the Board approved the first minimum wage increase to comply with the new law.  The increase was from $10.00 to $10.50.  

The estimated cost of increasing the student wage is $8,600 per year.  We currently have 218 student workers. The 218 student workers work in two areas.  The first group is site-level cafeteria/snack bar workers.  The second group is our 18-22-year-old workability students who are placed in local business and supervised by our workability staff.  

The Board will consider a bid award for District-Wide waste collection, disposal and recycling services to Recology Sonoma Marin as recommended by staff. 

Purpose

To provide District waste and recycling collection.  On June 14, 2017, the Board approved the issuance of a Request for Proposals (RFP) for District-Wide Refuse Pick-Up/Disposal Services. Previously, the District received these services at no charge through the City of Santa Rosa vendor who is no longer providing the service.  An RFP for Waste Collection and Recycling Services was issued and advertised jointly with the Santa Rosa Junior College. RFP notices were advertised in the Press Democrat and on the District’s website. Proposals were received from Recology Sonoma Marin and Sonoma County Resource and Recovery.

Consideration 

The submitted proposals were reviewed and evaluated by a District committee based on a bid evaluation “scoring” method used to qualify and determine awarding the proposal and produce the ranking based on a one-to-one hundred (1-100) total scale.  The District committee determined the most responsive and responsible vendor was Recology Sonoma Marin for a number of reasons including:

• Implementation Plan (especially due to compressed schedule, start date of contract to begin January 1, 2018)
• Past Performance and Experience (based on references)
• Value Added Services (Educational Programs and allocation of Zero Waste Team)
• Diversion Plan (Potential savings at 75% diversion)

The contract start date is January 1, 2018. The initial terms of the agreement will be a period of three (3) years with the option to renew for two (2) additional one (1) year terms based on Santa Rosa City Schools' discretion and by mutual consent. All accepted pricing shall remain firm for the first three (3) year term.

Board Policy

BP 3511.1 Integrated Waste Management 

Education Code

Ed Code 32370-23276 (Recycling Paper) and 33541 (Environmental education)

Previous Board History

In January of 2001, the Board authorized District staff to bid a five-year renewal contract for refuse pick-up/disposal service from 2001-02 through 2005-06. On March 14, 2001, the Board awarded a bid to West Sonoma County Disposal (now known as North Bay Corporation, a Division of the Ratto Group) with a term agreement effective July 1, 2001, through June 30, 2006.

On September 24, 2003, the Board approved an Amendment and Assignment to the Refuse Pickup/Disposal Service Contract (attached for reference). The amendment referenced that, "Since the starting date of the Contract, Contractor has been awarded a multi-year refuse contract with the City of Santa Rosa, has bought out the existing City of Santa Rosa refuse contract; and included in the Contractor's bid to the City of Santa Rosa was the offer to provide free refuse and recycling services to the campuses of public schools and colleges within the City limits; and further offered to provide such free services to SRCS, SRCS partner elementary schools and campuses of the Sonoma County Junior College District located within the attendance area of SRCS' High School District." A key term of the agreement, found on page 2, stipulated that "the Agreement of Services, Term of Agreement, is hereby extended to run concurrently with the term of the Contractor's Franchise Agreement with the City of Santa Rosa." The City of Santa Rosa's agreement with North Bay Corporation is scheduled to expire December 31, 2017.

The City of Santa Rosa issued a Request for Proposals for Residential and Commercial Garbage, Recycle Material and Organic Waste Collection Services on October 20, 2016. The City's RFP referenced that "Santa Rosa Recycling and Collection (SRRC) currently provides free Solid Waste Collection Services to the Santa Rosa City Schools (SRCS) and Santa Rosa Junior College (SRJC) schools and other facilities, however, the current Agreement does not require them to do so."  The City has awarded a contract which does not offer free services to SRCS.

At the current service rates, including bins size, quantities and frequency of pick-ups, the annual cost for the first three years of the contract with Recology Sonoma Marin would be $604,736.04. Pricing in year four will increase by about 6% and by roughly 3% in year 5.

With the implementation of a District-Wide diversion plan at 75%, the annual cost associated with services could potentially be reduced by about 40%. There is also an opportunity to reduce or eliminate summer service which could also net a potential saving.

The Board will consider approval of Change Order #02 for the Hidden Valley ES Re-roofing Package. 

Purpose

This proposed Change Order is being brought to the Board for approval.

Consideration

A change order is a charge for work not included in a contractor’s scope of work. Change Order procedures and requirements are governed by contract terms and contract law, as well as various laws, which may vary by jurisdiction, for publicly funded projects.

Common causes for Change Orders to be created are:

• The project’s work was incorrectly estimated.
• The customer of the project team discovers obstacles or possible inefficiencies that require them to deviate from the original plan.
• The customer or project team are inefficient or incapable of completing their required deliverables within budget, and additional money, time or resources must be added to the project.
• During the course of the project, additional features or options are perceived and requested.
• If the contractor has to add work items to the original scope of work at a later date or time in order to achieve the customer’s demands, a fair price for the work items and fees must be added for the materials and labor.
• Extreme weather conditions cause delays or require additional work to complete construction.  

The Hidden Valley Middle School Re-Roofing Package contained an Owner Controlled and Unit Price allowance totaling $135,000.00. The items below were added and/or deducted from these allowances.

Item #1 Replace Stainless Steel HVAC Condensate Pans:

The contract documents specified stainless steel condensate drain pans for HVAC units. The contractor provides a credit of <$17,600.00> to provide composite condensate drain pans in lieu of the specified stainless-steel drain pans for (16) HVAC units.

Item #2 Stucco Repairs

The contractor was required to remove and replace existing stucco in order to properly flash the roof to wall condition in eight locations.  The cost of $6,762.00 will be billed against the project allowance

Item #3 Replace Roof Drain Bowl

Upon roof removal the contractor uncovered one roof drain bowl that was cracked and in need of replacement. The replacement cost of $2,436.00 will be billed against the project allowance.

Item #4 Replace Fascia Gutter

The contractor was requested to replace 120 feet of rusted fascia gutter on building J. The work also included the replacement on one downspout leader pipe. The cost of $6,750.00 will be billed against the project allowance.

Item #5 Provide Framing for New HVAC Curbs

Structural improvements were required to be made to the roof of Building C in order to accept the new HVAC units. The contractor was required to remove six HVAC platforms and reframe per architect’s direction. The work also included installation of six new knock down HVAC curbs.  The cost of $18,050.00will be billed against the project allowance.

Item #6 Replace Building C Rooftop Gas Line

The existing building C rooftop gas service was rusted and determined to be non-code compliant due to the use of thread protectors in lieu of couplings. This posed a potential gas leak issue that was in need of repair. The contractor was directed to replace all of the rooftop gas piping on building C. The costs of $13,750.00 will be billed against the project allowance.

Item #7 Paint Replaced Fascia and Wood Trim

The contractor was required to replace 600 feet of fascia board and 100 feet of wood trim. The district requested the fascia and trim to be painted to match the existing school trim colors. The cost of $5,428.00will be billed against the project allowance.

Item #8 Install Owner Furnished HVAC Controls

The contractor was requested to install owner furnished HVAC controls consisting of Pelican gateway, repeaters and programming for 16 HVAC units. The cost of $11,989.00 will be billed against the project allowance

Item #9 Install HVAC Duct Detectors

The contractor was requested to replace inoperable HVAC duct detectors in buildings A and B. Building A duct detectors were not currently connected to the Fire Alarm Control Panel. The contractor was required to install additional conduit, wiring, relays, duct detectors and terminate all connections to the Fire Alarm Control panel. The cost of $17,906.00 will be billed against the project allowance.

Item #10 Dry Rot Repairs

The contract documents contained provisions for replacement of wood members on a unit price basis. The contractor was required to replace 60 feet of 2x8 and 2 sheets of plywood on one breezeway roof. The contractor was also required to replace 60’ of 2x8 and 1 sheet of plywood on bldg. J. Fascia replacement consisted of 600 feet of 1x12 and 100 feet of 2x6. The cost of $13,051.00 will be billed against the project allowance.

Item #11 Credit for Unused Owner and Unit Price Allowances

The contractor is providing a credit in the amount of <$57,618.00> for the unused portion of the Owner Controlled and Unit Price Allowance.

Board Policy

BP 7115 Construction Change Orders

Education Code

There is no Education Code associated with this item.

Previous Board History

The Board previously approved Hidden Valley Elementary Roofing / HVAC Project change order #01 on April 12, 2017. This was a deductive change order in the amount of $548,755. 

The Decrease in cost of Change Order #2 is: $57,618.00

The total Change Orders to date is <$606,373.00>

This equates to a decrease of 32% of the original contract value.

The Board will consider approval of an adjustment to the original QKA contract for architectural and engineering services for the Maria Carrillo Stadium Field Project. 

Purpose

Approve adjustment to the QKA contract for architectural design and engineering services for the Carrillo Stadium Field Project based on an increase in final approved construction cost.

Consideration

At the inception of the Maria Carrillo Stadium Field Project, the estimated construction cost was approximately $2,500,000. Due to rising construction costs and with the added Division of State Architects (DSA) requirements, the actual cost of the project, as awarded to KYA Services LLC, is $4,545,627.

Per the contract, QKA is entitled to a fee adjustment of $234,563 based on the final approved cost of the project.

Board Policy

There is no Board Policy associated with this item.

Education Code

There is no Education Code associated with this item.

Board History

On August 9, 2017, the Board approved KYA Services LLC to complete the Carrillo Stadium Project including an artificial playing field and synthetic all-weather track and field area. On September 14, 2016, the Board approved the Carrillo Stadium Field Project. 

This is a Measure I Funded Project. Due to the final construction cost of this project, QKA is contractually obligated to receive an additional $234,563 for architectural and engineering services for the Carrillo Stadium Project. 

Measure I Expenditure: $234,563

The Board will consider approval of Resolution 2017-18/021 to declare approximately 1,005 non-operable electronics and miscellaneous items as obsolete and of insufficient value and authorize staff to sell and/or dispose of the items.

Purpose

All of the items identified in the Disposal of Obsolete Computers, Related Equipment / Electronics and Miscellaneous Equipment document is over three years old (most of it much older) which is the generally accepted threshold for determining whether it has any resale value. The identified equipment has predominantly been used for instructional applications and has been replaced by newer equipment during the last two or three years. Resolution 2017-18/021 if approved by the Board will allow the District to Dispose the Obsolete Items

Consideration

With the exception of some old units that were relocated from school sites to the District Warehouse, most of the units have been stored at school sites that can use occupied space for other purposes. The quantity of items at each site could increase slightly between preparation of this agenda item and actual disposal since new electronic items are arriving daily to replace the obsolete equipment. Page 2 of the Disposal of Obsolete Computers, Related Equipment / Electronics and Miscellaneous Equipment describes locations and quantities of miscellaneous items to be disposed of.

Board Policy

BP 3270 Sale And Disposal Of Books, Equipment And Supplies

Education Code - 17546

Ed Code 17546 Sale of Personal Property

Previous Board History

most recently at the Board Meeting on June 14, 2017 the Board acts on recommendations to declare old equipment as surplus and to authorize disposal by the appropriate means.

Electronic waste will be picked up and removed from the District at no cost. Items that are not picked up will be disposed of at the District's expense.

Vehicles will be picked up by a local salvage yard at no cost.

The Board will consider approval of a Designation of Applicant's Agent Resolution for Non-State Agencies for the purpose of obtaining certain federal financial assistance for disaster recovery.

Purpose

Under Public Law 93-288 as amended by the Robert T. Stafford Disaster Relief and Emergency Assistance Act of 1988, and/or state financial assistance under the California Disaster Assistance Act (CDAA), grant funding is available to local agencies impacted by State and Federally declared disasters.  The attached resolution is required for the district to receive emergency funding from the Governor's Office of Emergency Services (CalOES) to repair damage caused by the October 2017 wildfires, and is one of the required steps to ensure that the district will be reimbursed for funds expended on disaster recovery work.  

Consideration

Reimbursement from state and federal agencies due to the damage and loss due to the October 2017 wildfires.

Board Policy

There is no board policy associated with this resolution.

There is no Education Code associated with this resolution.

Previous Board History

No other resolution for the purposes described has been considered by the Board.  On October 16, 2017, the Board approved Resolution 2017/18-019 in accordance with state and federal requirements during a declared emergency and disaster. The Board also approved Resolution 2017/18-020 giving authority to the Board President for immediate approval of actions as a result of the wildfires.

The Board will consider approval of the new CSEA job descriptions.  Student and Family Services has developed three new job classifications for approval. The "Enhanced Staffing Assistant" and the" LVN-IA" are new classifications which will provide the District cost savings and better control of work currently being done by private vendors. The "Attendance Specialist" is a modification to a previously unused classification that was written into the Chronic Absenteeism grant previously approved by the Board. All positions are CSEA unit work and final approval is pending from CSEA in January.

Purpose

Human Resources recommends the approval of two new and one renewal for classified job descriptions. These descriptions will allow the district to hire employees instead of outside agencies staff which provide fewer costs and more control over their work. These classified positions are represented by CSEA.

 Consideration

 As a standard process in Santa Rosa City Schools, job classifications are analyzed for utility and effectiveness in meeting the needs of staff and students. Currently "Non-Public Agencies" (NPA) are used in Student and Family services to support students through their IEP or 504 plan.  These supports are intended to supplement the existing school resources such as nursing services with medically fragile students, or supplement behavior supports for students with emotional regulation issues.

The classification of  Licensed Vocational Nurse - Instructional Assistant (LVN-IA) is created to replace the use of LVN nurses currently used throughout the district to provide medical and diabetes services to students. There are currently ten NPA nurses used in the District. Special Services expects to hire 3-5 positions to replace a portion of these current NPA services. This classification is a hybrid that allows the LVN qualified nurse to also function as a classroom assistant and therefore can be used throughout the school site. For each position hired, Special Services expects to save $10,25 annually.

 The classification of "Enhanced Staffing Assistant" is created to replace "1:1 Aides" that are used in the District currently staffed by NPAs. There are currently 35 NPA assistants used in the District.  Special Services expects to hire at least  2-4 aides immediately and use them to support our already existing behavioral supports. For each position hired, there is an estimated $8,689 in savings.

 The classification of Attendance Specialist / Community Worker is a previous CSEA approved position that is currently not in use. The position has been re-issued to support the Chronic Absenteeism Grant that Student and Family Engagement received last spring. The grant expects to hire 3 positions to be divided up to support and train the school sites on case management, attendance tracking and supports. This position is grant funded, and when posted, it will be noted as such.

 CSEA has reviewed these classifications and will be bringing these to their membership in January. If there are any modifications, they will be brought back to the board for confirmation.

Board Policy

BP 4211 Recruitment and Selection 

Ed Code 45109 Employment

Previous Board History

June 28, 2017 Project SAIL (E16)

These positions are projected to save between $48,128 - $86,006 each year and potentially more depending on hiring.

The Board will elect their choice for the CSBA Delegate Assembly.

Purpose

The Board must elect a representative from Region 3 to CSBA's Delegate Assembly

Consideration

Each year, member boards elect representatives from 21 geographical regions to CSBA’s Delegate Assembly.  The Delegate Assembly is a vital link in the association’s governance and sets the general policy direction for the association.  Working with local districts, county offices, the Board of Directors, and Executive Committee, delegates ensure that the association promotes the interests of school districts and county offices of education throughout the state.  

Board Policy

Board Bylaw 9100

Education Code

There is no Education Code associated with this item.

Previous Board History

December 14, 2016

Staff will update the Board on the progress of the Fiscal Crisis & Management Assistant Team's (FCMAT) Business Services and Human Resources review conducted by California School Information Services (CSIS).

Purpose

Update the Board on the status of May 24, 2017, FCMAT report findings and recommendations

Consideration

District staff met with Michelle Giacomini (FCMAT) on November 20, 2017, to review the status of the report. Ms. Giacomini was satisfied with the district's progress on the report.

In the Spring of 2018, FCMAT will be conducting a review of SRCS as a follow-up to their April 20, 2017, final report.  Fieldwork has been tentatively scheduled for April 11 and 12, 2018.

Board Policy 

There is no board policy associated with this report

Education Code and Statute

Fiscal Crisis and Management Assistance (FCMAT), AB 1200 and AB 2756

Previous Board History

On May 24, 2017, FCMAT Chief Management Analyst, Michelle Giacomini, presented a report summary of FCMAT's Management Review to the Board

 April 20, 2017, the SRCS received a final report from FCMAT containing findings and recommendations as a result of staff interviews.

January 31 and February 1, 2017, FCMAT visited the district and conducted interviews with staff regarding job responsibilities, staff workload, channels of communication, the division of responsibilities, and the perceived effectiveness and efficiency of the organization structure, policies, and practices for the departments under review.

In order to assist our district in identifying, preventing, and resolving financial, human resources, and data management challenges, SRCS and FCMAT entered into a Study Agreement on December 14, 2016.

On September 8, 2014, FCMAT completed a Business Operations Report for the district.

SRCS and FCMAT entered into a Study Agreement on December 6, 2013.

The Board will consider approval of the 2017-18 First Interim Report.

Purpose

This Interim Report updates the 2017-18 budget and revises the projections for the two subsequent years. The budget reflects the fourth year under the Local Control Funding Formula (LCFF). It is extremely important to understand the assumptions built into the projections, as they continue to change and may dramatically affect the financial projections. The actual LCFF calculation continues to be updated with the latest available information. In addition, the Local Control Accountability Plan (LCAP) is expected to guide the District’s budget.

California school districts are required to submit two major financial updates throughout the fiscal year, the First Interim Report that is based on activity through October 31 and the Second Interim Report, which is based on activity through January 31. After receiving the information, the Board is required to certify that the District “will” (positive certification), “will not” (negative certification), or “may not” (qualified certification) meet its financial obligations for the current fiscal year and/or the two succeeding fiscal years.

Considerations

Based on the current assumptions, it is expected that the District may not be able to meet the financial obligations for the current and/or succeeding two fiscal years and, therefore, it is recommended that the District file a qualified certification.

Board Policy

BP 3460 Business and Non-Instructional Operations 

Education Code

42130-42134 Financial reports and certifications 

42100-42142 Public disclosure of fiscal obligations  

Previous Board History

September 13, 2017 Approval of the 2016/2017 Unaudited Actuals (F7)

June 28, 2017  Adoption of Santa Rosa City Schools Budget for the 2017/18 School Year and Statement of Reserves (F2)

May 24, 2017  Third Interim Report for Fiscal Year 2016-17 (F2)

March 8, 2017 Second Interim Report for Fiscal Year 2016-17 (F5)

December 14, 2016  First Interim Report for Fiscal Year 2016-17 (F4)

The Board will receive information on current bond progress and upcoming projects, fire recovery related to the displacement of students from Hidden Valley Elementary Satellite, and the Prop 39 Energy Expenditure Plan progress. 

Purpose

In November of 2014, the Santa Rosa Community approved two Prop 39 General Obligation Bonds for Santa Rosa City Schools: Measure I ($175,000,000 - Santa Rosa High School District) and Measure L ($54,000,000 - Santa Rosa Elementary School District).  

As part of our commitment to using these funds as intended, updates are presented to the Board to show current progress and on-going planning. Through this presentation, bond related work over the last 6 months will be highlighted and information on future projects will be presented. In addition to bond projects, the Board will also receive information on progress made for Prop 39 Energy Expenditure Planning and the Hidden Valley Satellite Fire Recovery.

Consideration

Prop 39 General Obligation Bonds

A Prop 39 general obligation bond, approved by 55% local vote, authorizes bonds for repair, construction or replacement of school facilities addressing safety, class size, and information technology needs.

Bond proceeds will be repaid from a tax to be levied on the taxable property within the boundaries of the High School District and Elementary School District respectively.  Costs of issuing the bonds will be paid from the proceeds of the bonds and not from the general fund of Santa Rosa City Schools.

Measure I and L

Santa Rosa City Schools Bond Program is committed to:

• Providing a Safe and Modern Learning Environment
• Current and Reliable Technology and Labs
• School Repair Measures to Support Student Success

The Bond Measures can be used at our school sites to:

• Repair or replace leaky roofs
• Provide updated technology to prepare students for college and careers
• Repair or replace deteriorating plumbing, sewer, and electrical systems
• Repair or replace outdated heating, ventilation and air-conditioning systems
• Improve access to classrooms and labs for students with disabilities
• Upgrade campus security, safety, and fire systems at all schools
• Renovate aging classrooms, science labs, restrooms and other educational facilities
• Modernize or replace aging facilities based on programmatic need

Bond Program Progress

Major Facilities Projects Completed - Summer 2017:

• Piner High: HVAC / Roofing
• Construction Cost as Bid: $3,996,264
• Final Contract Amount: $3,950,818
• Biella Elementary: HVAC / Roofing
• Construction Cost as Bid: $1,771,250
• Final Contract Amount: $1,385,498
• Slater Middle: Gymnasium Roofing
• Construction Cost as Bid: $605,614
• Final Contract Amount: $$559,398
• Hidden Valley Elementary: HVAC / Roofing
• Construction Cost as Bid: $1,888,444
• Final Contract Amount: $1,282,071
• Monroe Elementary: Roofing / HVAC – Portables (Emergency Repair Program)
• Construction Cost as Bid: $159,870
• Final Contract Amount: $157,427

    Note: Total of $968,551 in deductive change orders for summer projects

Technology Progress

• Network Cabling - 80% Complete
  • Cost to date: $9,702,550
• Network Equipment Installation - 80% Complete
  • Contract Award: $8,109,608
• Phone System Roll-out - 6 Sites Complete
  • Contract Award: $2,468,448
• Bell/Clock/Speaker Roll-out - 2 Sites Complete
  • Contract Award: $2,373,057

Note: Technology Infrastructure Project will be completed early Summer 2018

Current Facilities Bond Projects

• Maria Carrillo High Stadium Field Project
• Phase 1: Provide Synthetic Field and all-weather track and field facilities
• Expected Completion February/March 2018
• Construction Cost: $4,545,627
• Phase 2: Summer 2018 – Replace Home Press Box to meet DSA standards 
• Expected Completion Summer 2018
• Construction Cost: TBD

• Piner High School Stadium Lights Project
• Light Standards Delivered
• Expected Completion March 2018
• Construction Cost: $1,838,100

Upcoming Projects

Summer 2018 Roofing / HVAC

• Elsie Allen High
• Construction Cost Estimate: $6,340,346
• Maria Carrillo High
• Construction Cost Estimate: $4,775,117
• Slater Middle
• Construction Cost Estimate: $5,750,415
• Comstock Middle
• Construction Cost Estimate: $4,786,420
• Monroe Elementary
• Construction Cost Estimate: $2,222,725
• Santa Rosa High
• Construction Cost Estimate: $6,028,328

These sites are selected based on roofing / HVAC assessments and review of the SRCS M&O Work Order System.

Montgomery High Two (2) Story Classroom Building

• Architect Selected: TLCD

• TLCD Architects is currently working with sub-consultants to determine scope and design.
• Facilities and Design Team developing design requirements, construction costs and timelines.

• Preliminary Timeline:
• Present TLCD design proposal to the Board in January
• Planning/Design – Summer 2018
• Submit to DSA – Summer / Fall 2018
• Bid project - Fall 2018

Maria Carrillo Stadium Press Box

• Stadium Project Phase 2
• The press box was out of code compliance and not DSA approved.  Building was condemned.

• Architect Selected: QKA
• QKA has provided design fee proposal for approval
• Once approved, Facilities will work with Architect to develop project details and timelines.

• Preliminary Timeline:
• Design Completed: January 2018
• Present to the Board: January 2018
• Planning/Design Completed: February 2018
• Submit to DSA (Over the Counter) March 2018
• Bid project April 2018
• Complete Summer 2018

Proctor Terrace Elementary Restroom Building

The site currently has only 1 student restroom, which does not meet the needs of the quantity of students on-site.

• Facilities met with site Principal to discuss and confirm restroom needs.
• Architect Selected: AXIA
• Facilities is currently in the process of working with the design team on developing design requirements, construction costs, and timelines.
• Preliminary Timeline:
• Present design proposal to the Board -  January 2018
• Planning/Design work complete by February 2018
• Submit to DSA March 2018
• Bid project April 2018

School Site Marquees

• Purchase and installation of new Marquees at six selected sites (First Group).
• Herbert Slater Middle
• James Monroe Elementary
• Albert Biella Elementary
• Helen Lehman Elementary
• Abraham Lincoln Elementary
• Lawrence Cook Middle 
• Electronic Signs: LED, Wireless, with School Site Logo

• Preliminary Timeline:
• Request quotes: December and January
• The signs and generally a 6 week lead time and should be delivered by March
• The signs will be installed by an independent contractor in late March, early April

Fire Recovery: Installation of classroom portables at Hidden Valley Elementary

The school is accommodating 80 new students from the satellite campus due to fires.

• Three portables will be installed to house 1st and 2nd graders.

• Architect Selected: TLCD
• Facilities and Architect met with site administration to determine quantity and location of new portable buildings. 

Prop 39 - Energy Efficiency Plan

Prop 39 Energy Efficiency Plan is due on February 26, in order for the District to receive funds for energy efficient projects.

• Facilities met with Prop 39 team to verify schedule and ability to meet deadline.  On track to submit in February.

• Some items considered for projects are:
• Lighting Retrofit
• HVAC Controls
• Refrigeration Updates

Full plan will be presented to the Board upon completion

Board Policy

There is no board policy associated with is this Item.

Education Code

There is no Education Code associated with this Item.

Previous Board History

On August 23, 2017 and March 22, 2017, the Board received an update regarding Measure I and L Bond Program activity.

The Board will consider approval for the Design Proposal provided by PBK Architects for 
the Roofing and HVAC replacement at the following campuses: Elsie Allen HS, Herbert Slater MS, Hillard Comstock MS, James Monroe ES, Maria Carrillo HS & Santa Rosa HS. This item will be presented in the Bond / Facilities Update Presentation.

Purpose

With approval, design and construction documents will be finalized by PBK Architects for the Summer 2018 Roofing / HVAC Projects. For Summer 2018, six (6) sites are brought forward for roofing / HVAC replacement. 

Consideration

As a core tenet of the Measure I and L Bond Programs, providing "Warm, Safe, and Dry" facilities was a top priority for both programs.  The six (6) sites represent the dollar amount of projects that can reasonably be completed over the summer. With the completion of bidding documents in early 2018, we anticipate that we will receive a higher number of competitive bids per project. Public bidding of the four (4) non-DSA* projects will begin in January 2018. The two (2) remaining sites will be bid in the spring. After bid completion, project contracts will be brought back to the Board for approval.  

*Division of State Architect

As with the Summer 2017 roofing / HVAC projects, Summer 2018 sites were selected based on assessment and review of the M&O work order system for known issues. 

Summer 2018 Roofing / HVAC Projects 

Summer 2017 Projects (Completed)

• Piner High School Roofing / HVAC
• Biella Elementary Roofing / HVAC
• Hidden Valley Elementary Roofing / HVAC
• Slater Gymnasium Roofing
• Monroe Elementary Portable Roofing / HVAC - Emergency Repair Program Funded

 Note: Total of $968,551 in deductive change orders for summer roofing / HVAC projects

Board Policy

There is no board policy associated with is this item.

Education Code

There is no Education Code associated with this item.

On February 8, 2017, the Board approved to amend the original PBK contract to include architectural and engineering services for the Summer 2017 Roofing / HVAC Projects. On March 9, 2016, the Board approved PBK for preliminary District-wide roofing assessments and cost estimates for future projects. The preliminary assessment identified over $35,000,000 of roofing needs throughout SRCS. The initial assessment did not include costs associated with replacing HVAC units.  

These projects will be funded by the Facilities Bond Program for Architectural and Engineering services:

Measure I: $2,863,279

Measure L: $79,583

Total: $2,942,862

Final construction costs will be determined after formal bids are received. 

The Board will consider approval of the QKA architectural services proposal for replacement of the Carrillo Stadium press box. This item will be presented in the Bond / Facilities Update Presentation.

Purpose

Approve the QKA architectural and engineering services proposal for the Carrillo Stadium Field Project. 

Consideration

During the 2015-16 school year the Maria Carrillo High School Stadium Press Box was found not to be in compliance with DSA regulations. In addition to compliance issues, the leaking roof and walls resulted in mold conditions. Due to these circumstances, the building was deemed unusable and subsequently condemned.

As part of the Carrillo High School Stadium Project and after feedback from and consultation with site administration, coaches, staff and the parent community, QKA was asked to provide a proposal to install a prefabricated press box on the west or “home” side of the stadium. The press box is used for public address, statisticians, coaches, and filming.

The scope of the project will also include electrical and data network access from the press box.

Board Policy

There is no Board Policy associated with is this item.

Education Code

There is no Education Code associated with this item.

Previous Board History

On August 9, 2017, the Board Approved KYA Services LLC as the contractor for the Carrillo Stadium Project. On January 11, 2017, the Board Approved QKA for Architectural Services for Carrillo Stadium Project. On September 14, 2016, the Board approved the MCHS Stadium Field Project

Engineering and Architectural Services:

Measure I: $24,000

The Board will consider approval for the Portable Classroom Design Proposal provided by TLCD Architects for additional classrooms at Hidden Valley Elementary to accommodate displaced students due to the Sonoma County Wildfires. This item will be presented in the Bond / Facilities Update Presentation.

Purpose 

To approve the TLCD design proposal contract for portable classrooms on the Hidden Valley Elementary campus. 

Consideration 

With the loss of the Hidden Valley Elementary Satellite Campus, approximately 80 students were relocated to the Hidden Valley Elementary Main Campus. Classroom accommodations for these students included the use of the small multi-purpose room for two classrooms, the use of the IMCs for additional classes, and the existing day-care room for another class.

Facilities and the selected architect (TLCD) met with site administration to determine quantity and possible locations of new portables. Based on these meetings, the design services proposal is being brought forward for approval.

The installed portable classrooms will be used to house 1^st and 2^nd grade students.

Board Policy

There is no board policy associated with is this item.

Education Code

There is no Education Code associated with this item.

Previous Board History

On November 15, 2017, the Board approved the Hidden Valley Elementary Portable Project to provide additional classroom space at the site. At that time, it was conveyed that contracts for this project would come back at subsequent meetings. 

Architectural and Engineering Fees: $72,186

This project will be funded through insurance.

Beginning in July 2017, Education Code 215 was amended by Assembly Bill 2246 which mandates Local Educational Agencies (LEA) that service students in grades 7-12 must adopt a board policy on suicide prevention. As part of the board adoption, a committee must be developed to review these guidelines and make a recommendation to the Board. The Suicide Prevention and Mental Health Awareness committee has made a recommendation for a policy for First Reading.

Purpose 

The Governing Board of Santa Rosa City Schools recognizes that suicide is a leading cause of death among youth and that an even greater amount of youth consider (17 percent of high school students) and attempt suicide (over 8 percent of high school students) (Centers for Disease Control and Prevention, 2015).

The possibility of suicide and suicidal ideation requires vigilant attention from our school staff. As a result, we are ethically and legally responsible for providing an appropriate and timely response in preventing suicidal ideation, attempts, and deaths. We also must work to create a safe and nurturing campus that minimizes suicidal ideation in students.

Recognizing that it is the duty of the district and schools to protect the health, safety, and welfare of its students, this policy aims to safeguard students and staff against suicide attempts, deaths and other trauma associated with suicide, including ensuring adequate supports for students, staff, and families affected by suicide attempts and loss. As it is known that the emotional wellness of students greatly impacts school attendance and educational success, this policy shall be paired with other policies that support the emotional and behavioral wellness of students.

Consideration 

This policy is based on research and best practices in suicide prevention and has been adopted with the understanding that suicide prevention activities decrease suicide risk, increase help-seeking behavior, identify those at risk of suicide, and decrease suicidal behaviors. Empirical evidence refutes a common belief that talking about suicide can increase risk or “place the idea in someone’s mind.”

In an attempt to reduce suicidal behavior and its impact on students and families, Student and Family Services is developing strategies for suicide prevention, intervention, and postvention, and the identification of the mental health challenges frequently associated with suicidal thinking and behavior. These strategies shall include professional development for all school personnel in all job categories who regularly interact with students or are in a position to recognize the risk factors and warning signs of suicide, including substitute teachers, volunteers, expanded learning staff (after school) and other individuals in regular contact with students such as crossing guards, tutors, and coaches. These will be outlined in the  Suicide Prevention and Mental Health Guidelines that will be attached to the January 10 Board Action Item.

A  Suicide Prevention Committee was formed and represented by:

Matt Park, School Psychologist
Darcy Analora, School Psychologist
Marianne Ballatore, School Psychologist
Angela Bonner, School Psychologist
Karin Sellite, Sonoma County; C.A.P.E.
Katie Bivin, Sonoma County: C.A.P.E.
Cheryl Closser, School Nurse
Nico Atup, School Nurse
Eric Lofchie, CPI Trauma Informed Educational Services Director
Janal Plack, Program Manager
Shelly Schubert, School Counselor
Robin Wilkins, School Counselor
Jessica Zepeda, School Counselor
Kristine Erken, School Counselor

Board Policy

This is no existing board policy associated with this item. This is a new policy.

Previous Board History

There is no previous history associated with this item.

These items are presented for informational purposes only.

The Board will receive information regarding the 2018/19 Budget Development Calendar.

Purpose

To effectively structure the budget development process, including the Local Control Accountability Plan (LCAP), the administration has prepared a 2018-2019 budget calendar for the Board of Trustees to review. 

Consideration 

The proposed budget calendar sets forth approximate dates for involvement in the development of the 2018-2019 budget by the Board, and administrative staff. The Budget Advisory Committee will assist District staff in the development of the 2018-2019 budget.  The Committee has representatives from the Business Community, Parents, Unions (SRTA & CSEA), Students, District Office Staff and Site Administration.    

Board Policy

Board Policy 3100

Education Code 

Education Code 33127-33131

Previous Board History

Presented to the Board at the November 12, 2014, meeting.