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)).

Property: Fir Ridge
Agency Negotiator: Steven J. Eichman

Brook Hill Elementary School: Mackenzie Willis
Hilliard Comstock Middle School: Bruce Campbell
Elsie Allen High School: Martin  Mejia

Brook Hill Elementary School: Martina Cardenas
Hilliard Comstock Middle School: Silvia Morales
Elsie Allen High School: Emily Humphrey

In celebration of the California Week of the School Administrator (Oct. 9-15), SRCS would like to thank our district administrators for their hard work and dedication to delivering a quality education to students.  We appreciate all that they do to serve the youth of Santa Rosa City Schools. Their leadership reaches beyond our school sites and into the many communities SRCS serves as we strive, together, to provide every student an education that prepares them for college, career and life.  We want to thank these dedicated professionals for everything they do this week, and each and every day.  

Jason Lea, Assistant Superintendent Human Resources
Dr. Anna-Maria Guzman, Assistant Superintendent Curriculum & Instruction
Steven J. Eichman, Assistant Superintendent, Business Services
Steve Mizera, Assistant Superintendent, Student and Family Services
Rick Edson, Chief Technology/Bond Officer
Cindy Brennan, Director
Rand Van Dyke, Director
Adrian Bica, Director
Jim Moorhouse, Director
Kelley Cook, Director
Kelley Dillon, Director
Aracely Romo-Flores, Director
Debi Batini, Director
Lori Fletcher, Director
Patty Turner, Director
Chris White, Director
Mary Ann Ayala, Director
Kenneth Bunns, Director
Beth Berk, Coordinator
Lori Flanagan, Coordinator
Elizabeth Evans, Coordinator
Jamie Worthington, Coordinator
Kaesa Enemark, Coordinator
Sonya Randrup, Coordinator
Sarah Cranke, Coordinator

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 three 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).

The Board will consider approval of the absence of Board Member(s), if necessary, due to illness, jury duty, or due to 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.

The Board will consider approval of the vendor warrants submitted.  The attached warrant register lists all vendors for the period 10/18/16 through 10/27/16 for a total of $4,486,213.94. 

Staff is presenting the following Fiscal Services’ items for Board Approval:

1.  Warrant Register Summary
2.  Warrant Register List

The financially significant vendor warrants include:

Warrants for the period of October 18, 2016 through October 27, 2016 total $4,486,213.94. Total warrants paid from July 1, 2016  through October 27, 2016 for the District total $25,005,103.71.

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 the last Board report on October 26, 2016 is $26,090.37. This brings the year to date total for donations District-wide to $208,098.29.

 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.

The Board will consider approving fourteen (14) Variable Term Waiver Request applications to the State of California Commission on Teacher Credentialing for the following employees: Azal Amer Moussa, Christel Arthaud, Pascale Bon, Antoine Bouchetoux, Gaelle Bouchetoux, Jean-Luc Courtel, Marie Josee Courtel, Marlene Degand Quenet, Caroline Guihot, Bertrand Le Rebours, Audrey Massat, Nathalie Portelli, Virginia Ruppert and Helen Sainmont.

These Variable Term Waivers for the CBEST test will allow the district to fill fourteen teaching positions at the Santa Rosa French-American Charter School for the 2016-2017 school year who are currently enrolled in a credentialed program.  The teachers will continue to study for and attempt to pass the CBEST test.

The Board will consider approving the Local Approval of Short-Term Waivers with the State of California Commission on Teacher Credentialing for the following employees: Azal Amer Moussa, Christel Arthaud, Pascale Bon, Antoine Bouchetoux, Gaelle Bouchetoux, Jean-Luc Courtel, Marie Josee Courtel, Marlene Degand Quenet, Caroline Guihot, Bertrand Le Rebours, Audrey Massat, Nathalie Portelli, Virginia Ruppert and Helen Sainmont.

These short-term waivers will enable the teachers at the Santa Rosa French-American Charter School to continue teaching under a CBEST waiver.  Without the waivers, the District will need to put a Substitute Teacher into these classrooms for the remainder of the school year.  The teachers will continue studying for and attempting to pass the CBEST test.

The Board will consider approval of the proposed 2016-2017 Student Internship Agreement between Santa Rosa City Schools and Western Governors University.

The agreement contains all of the requirements requested by the SRCS district.  The SRCS frequently has a need for student interns and student teachers.  This agreement will provide us with access to potential candidates to fill district vacancies.

The Board will consider approval of the issuance of a Request for Proposal for a food truck for the Culinary Arts program at Maria Carrillo and Piner High School. 

The Career Technical Education Incentive Grant (CTEIG) is a state initiative with the goal of providing students with the knowledge and skills necessary to transition to employment and post-secondary education upon graduation.  On May 11, 2016, the Board accepted the CTEIG funding in the amount of $950,000.  CTEIG funding will be utilized to purchase the food truck for the Culinary Arts programs at Maria Carrillo and Piner High School. The estimated cost of the food truck is approximately $130,000. 

With the growth of the Hospitality, Tourism, and Recreation industry in Sonoma County, there is a demand for employees with skills in culinary arts, restaurant management, and hospitality. Purchasing a food truck would provide the Culinary Arts programs at Maria Carrillo and Piner High School the opportunity to cater additional events throughout the community; connecting the skills and concepts acquired in the classroom to work-based learning. The goal is to have the food truck purchased prior to the end of the first grant term, which is June 30, 2017.

The anticipated release date of the RFP is November 21, 2016. Proposals will be due to the District office no later than December 12, 2016. A committee will review the proposals and a successful bid will be presented to the Board for approval on January 11, 2017.

Career Technical Education Incentive Grant funds will be used to purchase this item.  

The Board will consider approval of the Career Technical Education Incentive Grant renewal application in the total amount of $633,333.

The California Career Technical Education Incentive Grant (CTEIG) is a state initiative with the goal of providing students with the knowledge and skills necessary to transition to employment and post-secondary education upon graduation.   On May 11, 2016, the Board accepted the first term of CTEIG funding in the amount of $950,000. CTEIG funding was allocated to support CTE programs meeting the CDE-approved eleven elements of a high quality CTE program. 

On October 26, 2016, Santa Rosa City Schools recieved notification from the California Department of Education that the district's preliminary allocation for the second grant term is $633,333. The CTEIG Annual Progress Report and Renewal Application for the second grant term are due to the California Department of Education on December 1, 2016. Renewal applications in conjunction with fiscal and progress reports will be used to determine renewal recommendations to the State Board of Education in March 2017.

Fiscal Impact: Santa Rosa City Schools will need to provide a match of $950,000 for the the second grant term of July 1, 2017 - June 30, 2019. Existing unrestricted CTE funds will be used as the district match. 

Staffing Impact: All Career Technical Education programs receiving CTE Incentive grant funding must have a properly credentialed CTE teacher who has work experience in the industry sector in which they are teaching.

The Board will receive a recommendation and consider the renaming of the Elsie Allen High School Performing Arts Center to the Burt Theater.

In previous meetings, the Board of Trustees has received information on possible names for various facilities in the district. To better facilitate this process and to implement the current Board Policy 7310, the Board approved the establishment of an Ad Hoc Citizen Advisory Committee for naming of facilities at the May 11, 2016 Board meeting. Administrative Regulation 7310 provides guidance on the role of the committee.

At the direction of the Board, a Citizen Advisory Committee for Naming of Facilities was created and the list of members is included in this report. The committee met on Wednesday October 19^th to discuss the two (2) requests received by SRCS. The committee reviewed the Facilities Naming request forms submitted, the pertinent information about the person whose name was brought forward to the committee, and is recommending the following name to the Board of Trustees for consideration. 

         Mr. Rob Burt - Burt Theater at Elsie Allen High School

The Board will receive information and consider the renaming of the Piner High School Library to the Richard Latimer Library.

In previous meetings, the Board of Trustees has received information on possible names for various facilities in the district. To better facilitate this process and to implement the current Board Policy 7310, the Board approved the establishment of an Ad Hoc Citizen Advisory Committee for naming of facilities at the May 11, 2016 Board meeting. Administrative Regulation 7310 provides guidance on the role of the committee.

At the direction of the Board, a Citizen Advisory Committee for Naming of Facilities was created and the list of members is included in this report. The committee met on Wednesday October 19^th to discuss the two (2) requests received by SRCS. The committee reviewed the Facilities Naming request forms submitted, the pertinent information about the person whose name was brought forward to the committee, and is recommending the following name to the Board of Trustees for consideration.  

         Mr. Richard “Dick” Latimer - Richard Latimer Library at Piner High School

The Board will receive an update on the October 8, 2016 SRCS District Showcase.

The Santa Rosa City Schools District Showcase was held on October 8 at Coddingtown Mall from noon to 4:00 pm. Every school was represented as well as District College and Career Counselors, Student and Family Engagement (SAFE), Migrant Education, DELAC, Santa Rosa Junior College and Sonoma State University. Child Nutrition Services provided food samples for 1000.

The purpose of the District Showcase:

• to provide prospective families and the community the opportunity to learn more about the outstanding schools and programs offered throughout the District.
• coincide with Open Enrollment - October 1 - November 18, 2016

Previous Board Activity: December 10, 2014, November 18, 2015.

See attached.

The Board will receive an update on the Initial Enrollment Projections for 2017-18.

Enrollment projections play an important role in preparing for the 2017-18 school year. Revenue for the district is based on enrollment in our district.  Enrollment impacts budgeting and revenue and is used to determine staffing levels and section allocations. Next, open enrollment applications are processed, staffing needs are addressed, and master and student schedules are revised as needed.

NOTE:  Unless otherwise noted, all figures are for “regular” education students only, exclusive of Alternative Education and Special Day Class students.

Enrollment projections for the 2016-17 school year were based on a review of the historical enrollment at each school and for each grade level.  The Board of Education took action on February 10, 2016  to approve maximum enrollment numbers for each school site.

The 2016-17 enrollment as of 10/5/16 (CBEDS date) compared to projected enrollment shows an overall decrease in enrollment of 269 students.  The table below summarizes this information:

The table below illustrates 2015-16 enrollment in comparison to 2016-17 enrollment at the CBEDS certification date:

The 2015-16 enrollment compared to 2016-17 enrollment on 10/5/16 shows an overall increase of 9 students. Elementary and Middle school enrollment dropped from 2015-16 to 2016-17 while Charter schools and High school enrollment increased.

Detailed enrollment data for 2012-13 through 2016-17 and a detailed analysis of the 2016-17 enrollment vs. projected enrollment by site and grade is included with this report.

For the 2017-18 school year, the enrollment projections at the Elementary, Middle, and High school levels are all expected to be lower compared to 2016-17 enrollment as of 10/5/16, the CBEDS date. There is a slight increase in projected enrollment at the Charter schools. The majority of the increase is anticipated at Cesar Chavez and Hope Charter schools due to additional classes. 

Overall enrollment for the 2017-18 school year is projected to decrease by 150 students compared to 2016-17 enrollment as of 10/5/16. 

The Board will consider approval of Architectural Firms recommended for inclusion in the architectural services pool through the Request for Proposal/Qualification process. Architectural Firms approved will be assigned projects identified through the Measure I and L Implementation Plan. 

Santa Rosa City Schools (SRCS) through the Requests for Qualifications/Proposals (RFQ/P) process sought responses from qualified architectural firms to provide architectural and engineering services. This is to include construction and modernization at existing school sites and district facilities as identified in SRCS’ Facility Master Plan (FMP) approved by the Board of Education on April 27, 2016.

Administration is recommending to the Governing Board a pool of architectural firms from which SRCS will make specific project appointments.  The initial projects were approved at the September 14, 2016 Board of Education meeting and are shown below:

• HVAC Replacement
• Roofing Replacement
• Montgomery High School Classroom Project
• Piner High School Athletic Field Lighting
• Comstock Middle School Modernization and Construction
• Maria Carrillo Stadium Field Turf, Synthetic Track & Press Box 

RFP/Q Process

Selection Criteria for Architectural Firms 

Proposals were evaluated to determine the firms that will be able to meet the needs of SRCS. All proposals were reviewed and scored based on the selection criteria outlined below:

• Ability to communicate with District personnel regarding the design of educational facilities to support SRCS's educational programs.
• Experience and expertise of the firm and its consulting engineers.
• Capable personnel to manage the project in the office and supervise construction in the field.
• Experience in developing bid packages and working with contractors under an alternate construction delivery method (construction management with multiple prime, lease/leaseback, construction manager at risk, etc.).
• Past record of meeting time schedules and budgets for comparable projects, accuracy of plans and minimum amount for change orders.
• Experience in working with State agencies including the Division of State Architect and the Office of Public School Construction.
• Completeness and quality of the proposal.
• Recommendations and/or visits to completed projects.
• A local office for the firm with the ability to fully staff the project(s).
• Proximity of a fully staffed office for all consulting engineering firms.
• Oral interview.
• Proposed method for determining fee.
• Expertise and Experience in working with Construction Managers in the design and pre-construction phases.
  

Recommended Firms:

Based on the review of proposals, the oral interview process, and overall scoring matrix, the following five (5) firms are recommended for approval to be part of the architectural pool for Measure I and L projects:

·         ATI Architects and Engineers – Danville, CA

·         AXIA Architects – Santa Rosa, CA

·         Bartos Architects – San Mateo, CA

·         Quattrocchi Kwok Architects – Santa Rosa, CA

·         TLCD Architects – Santa Rosa, CA

With approval of these architectural firms, our timelines for projects outlined at the September 14, 2016 Board of Education meeting are on schedule. 

Contracts for Architectural firms based on projects will be brought back to the Board for ratification and will include expected timelines for stages of completion.

The Board will consider approval of Construction/Program Management Firms recommended for inclusion in the construction management services pool through the Request for Proposal/Qualification process. Construction/Program Management Firms approved will be assigned projects identified through the Measure I and L Implementation Plan.

Santa Rosa City Schools (SRCS) through the Requests for Proposals/Qualifications (RFP/Q) process sought responses from qualified firms to provide construction management services. Services may include any or all of the following and will be determined on a project by project basis: program management, construction management, and may also include augmenting SRCS staff for either program management, construction management, or both. This is to include construction and modernization at existing school sites and district facilities as identified in SRCS’ Facility Master Plan (FMP) approved by the Board of Education on April 27, 2016.

Administration is recommending to the Governing Board a pool of construction management firms from which SRCS will make specific project appointments. The initial projects were approved at the September 14, 2016 Board of Education meeting and are shown below:

RFP/Q Process

Selection Criteria for Construction Management Firms 

Proposals were evaluated to determine the firms that will be able to meet the needs of SRCS. All proposals were reviewed and scored based on the selection criteria outlined below:

• Project and Program management experience 
• Understanding the goals of SRCS and its projects
• Experience in the working with California K-12 schools
• The ability to provide high quality services in a cost effective manner
• Firm’s overall capability, stability, and available resources
• Ability to complete tasks within a timely and efficient manner
• Experience in working large, highly diverse urban schools
• Experience of project team assigned to the project
• Familiarity with the SRCS’ educational facilities
• Ability to deliver projects within budget and on time
• Proposed fee schedule
• References
• Oral Interview

Recommended Firms:

Based on the review of proposals, the oral interview process, and overall scoring matrix, the following three (3) firms are recommended for approval to be part of the construction management pool for Measure I and L projects:

• Counterpoint Construction Services – Santa Rosa, CA
• Greystone West Company – Sonoma, CA
• RGM and Associates – Santa Rosa, CA

With approval of these construction management firms, our timelines for projects outlined at the September 14, 2016 Board of Education meeting are on schedule. 

Contracts for construction management firms based on projects will be brought back to the Board for ratification. 

 The Board will consider approval of a Energy Conservation Resolution.

The Board embraces energy conservation and believes it to be their responsibility to ensure that every effort is made to conserve energy and natural resources while exercising sound financial management. We recognize the importance of adopting an energy management and conservation framework to govern this program. The energy conservation resolution will help to ensure the overall success of the energy management program by developing consistent messaging, energy program awareness, and reduced energy consumption.

SRCS is currently working with Cenergistic, an Energy Management Company to assist in the development of an energy conservation program. The Agreement with Cenergistic calls for the District to approve an energy conservation resolution and make it available for all employees.

The Williams Settlement Quarterly Report submitted to the Board on October 26, 2017, will be amended and filed with the Sonoma County Office of Education.

During this quarter July 1 - September 30, 2016, the district received two (2) Williams complaints:

Instructional Materials - Insufficient US History Textbooks at SRHS. The district investigated and responded to the complainant within a reasonable time period. Textbooks were ordered and received resolving the complaint.

Facility Condition at Steele Lane Elementary School - The district investigated and responded to the complainant within a reasonable time period and was unable to validate that there were any facility conditions posing an emergency or urgent threat to the health and safety of our pupils or staff.

The district has not received any appeals to the resolution of these two complaints.