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 February 8, 2017, Regular Board Meeting and the February 16, 2017, Special Board Meeting.  

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).

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 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 1/27/17 through 2/9/17 for a total of $3,295,650.59. 

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

1. Warrant Register List

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

(Current) Warrants - January 27, 2017 through February 9, 2017 = $3,295,650.59

(Total 16/17 Fiscal Year) Warrants - July 1, 2016 through February 9, 2017 = $41,859,050.10

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 February 8, 2017 = $15,933.00

District-wide donations year to date = $321,570.75

 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 = $46,765

LCAP Supplemental Funds - Contracts = $2,125

Fund 40 - Special Reserve for Capital Outlay - Contracts (Facilities) = $44,640

The Board will consider approval of the elementary and secondary School Safety Plans as represented by the site's verification page.

Education Code §35294 through §35294.9 requires the development, annual review, and update of School Safety Plans. The Education Code further requires that the local  governing board annually approve the revised School Safety Plans. Each School Site Council is required to review the School Safety Plans and update them as needed. The review and revision of the School Safety Plans by each School Site Council are routinely completed by March 1st of each year to meet the state deadline.As required by California Education Code, School Site Safety Plans, at a minimum, contain the following:

Each School Site Safety Plan, at a minimum, contains the following:

Section I         Status of School Crime

Section II        Procedures for Compliance with School Safety Laws, District Policies, Regulations, and Procedures

Section III       Child Abuse Reporting Procedures

Section IV       Disaster Procedures (Routine & Emergency)

Section V        Suspension and Expulsion

Section VI       Notification to Teachers of Dangerous Students

Section VII     Sexual Harassment Policy

Section VIII    School wide Dress Code

Section IX       Safe Ingress and &Egress

Section X        Safe and Orderly Environment: Goals & Objectives

Section XI       School Discipline, Rules & Procedures

Section XII     Hate Crimes Policies & Procedures

Section XIII    Verification of Review

The revised School Safety plans were approved by each School Site Council and are available for review at each school and in the Curriculum and Instruction Office. 

Previous Board Activity

The School Board annually approves the school site safety plans.

The Board will consider approval of Construction Change Order #08 for the Santa Rosa Charter for the Arts Modernization Project.

Per Board Policy 7115 approved on March 16, 2016, this proposed change order is being brought to the Board for approval.  

A change order is a charge for work not included in a contract's scope of work. Change order procedures and requirements are governed by contract terms and contract law, as well as various laws, which 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 or 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 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 following list of items are numbered in continuation of previously approved Construction Change Orders #01 - #07.

These items are for directed work to finish construction at the site. 

Item 69: This item relates to the additional labor, materials and equipment required to provide and install a 4040XP door closer for Room C 109A. (Mechanical Room) This item was an Otis Elevator Company Pre-Inspection Checklist requirement.

Item 69 Cost: $ 505

Item 71: This item relates to the additional labor, materials and equipment required for changes to irrigation and landscaping per AR207. The existing irrigation system was not working properly and work was added to the scope to allow the new system to operate properly. In review, it was discovered that some overlap occurred in the old and new system pricing. This item was previously submitted as PCO 58 and returned to the contractor to revise and resubmit. Item 71 is the revised cost for the additional work.

Item 71 Cost: $ 5,424

Item 72: This item includes the additional labor, materials and equipment required to relocate speakers and lights in Room B 106 due to the addition of a learning wall per
AR 216.

Item 72 Cost: $1,559

Item 73: This item relates to the additional labor, materials and equipment needed to fulfill the state elevator requirements. These items included underground CAT6 wiring, two telephone numbers, added heat sensors at the first and second floors outside of the elevator entrances.

Item 73 Cost: $7,111

Item 74: This item relates to a combination of credits for deleted items and additional items. The credits include: deletion of 18 classroom TV set installs, deletion of 14 manual projection screens and the deletion of 14 projector mounts. The additional items include: investigation and termination of unforeseen abandoned electrical wires and the addition of exhaust fan control and power per AR178.

Item 74 Cost: $608

Item 75: This item relates to the additional labor, materials and equipment required to
install sealant around all steel and concrete columns. The original joints had a dense foam expansion material. The added sealant allows for easier maintenance and clean-up.

Item 75 Cost: $7,489

Change Order #08 Total Cost: $22,696

All construction projects take into account the potential for change orders. All change order costs are within the original budgeted amount for the Santa Rosa Charter for the Arts Modernization Project.

Current Status of Santa Rosa Charter for the Arts PHASE I

  The site is 95% complete. Recent Rain has delayed completion. The outstanding items are as follows: 

• QKA needs to do the exterior building punch list on building C  
• Landscape needs to be completed.  (They need approximately 14 dry days, potentially less)
• Landscape punch list needs to be completed.
• Exterior punch items, not part of building C, will need to be corrected
• SRCS / Midstate Construction Initial Closeout Meeting scheduled for February 23, 2017.

 $22,696 - Measure L Bond Program and State Bond Program. 50/50 Split

The Board will consider approval and award of the Bid for the CTE Program Vehicles to support the Elsie Allen High School and Santa Rosa High School Ag Programs and District-Wide CTE Programs.  These vehicles are funded through the Career Technical Education Incentive Grant (CTEIG) accepted by the Board on May 11, 2016.

On January 25, 2017, the Board approved the issuance of a Request for Bids for the purchase of one truck for the Elsie Allen High School Ag Program, one truck for the Santa Rosa High School Ag Program and two vans for District-Wide use by CTE Programs. The Board was advised that the funds for the purchase of these vehicles would come from the $950,000 Career Technical Education Incentive Grant (CTEIG) that was accepted by the Board on May 11, 2016.

A request for bids for the purchase of the CTE program vehicles was advertised in the Press Democrat, on the District's website and was sent to local dealers. One (1) bid was received from Hansel Ford Lincoln of Santa Rosa. The bid was opened by District Staff on February 14, 2017.

The bid was reviewed and evaluated by District staff. Staff found Hansel Ford Lincoln's bid to be responsive. Staff recommends awarding the bid in the amount of $156,346.88 to Hansel Ford Lincoln. Even though only one bid was received, staff verified that the cost per vehicle was lower compared to similar quotes received prior to determining the need to go out to competitive bid. Upon award of the bid, District staff will issue purchase orders for the four vehicles. The District anticipates receipt of the two Ag vehicles (2017 Ford F350's) within 8-10 weeks and the two vans (2017 Ford Transit-150's) within 10-12 weeks after the purchase order is received.  

History

May 11, 2016 - Board accepted the Career Technical Education Incentive Grant - $950,000
January 25, 2017 - Board approved issuance of Request for Bids for 4 CTE vehicles funded through the Career Technical Education Incentive Grant.

$156,346.88 - Career Technical Education Incentive Grant (CTEIG) 

The Board will consider adopting seniority date tie breaking criteria for establishing an order to termination of employees who first rendered paid probationary service to the District on the same date is to comply with the requirements of Education Code section 44955.

When establishing a seniority list, there will be certificated employees with the same seniority date, described as the first day of paid service in a probationary status.  In determining the order of termination, should a reduction in workforce become necessary, the Governing Board may establish criteria based on the needs of the District and the students in accordance with Education Code section 44955.  The listing presented herein has been modified from the order established in 2015-2016.

The Board will continue the discussion of proposed solutions regarding the fiscal stabilization plan for the Second Interim Report.  

On June 22, 2016, the Board approved the FY16/17 Adopted Budget, which showed a structural deficit of $4M, and were informed of the need for a fiscal stabilization plan.  Subsequently, the Sonoma County Office of Education formally notified the District that they would require a fiscal stabilization plan along with FY16/17 1st Interim Report.

On August 24, 2016, the Board approved a process and timeline for the District to follow in developing a fiscal stabilization plan.  A key element of the fiscal stabilization plan was the creation of an Ad Hoc Fiscal Stabilization Committee charged with identifying potential areas for revenue enhancements and expenditure reductions to be included with the 1st Interim Report in December 2016.

The Fiscal Stabilization Committee met on September 21, September 27, and October 20 to develop a worksheet of general areas for possible reductions and revenue enhancements. On December 14, 2016, the Board approved the fiscal recovery plan recommendations. These general areas were the foundation for the list of specific actions developed as possible solutions to our budget challenges.

The list of possible solutions under consideration, Our Best Thinking, has been presented to staff, parents, and the community for questions, feedback, and ideas as follows:

·       Fiscal Stabilization Committee, February 2, 2017, and February 15, 2016

·       District English Language Advisory Committee (DELAC), February 2, 2017
·       District Staff, February 9, 2017
·       District Advisory Committee (DAC), February 9, 2017
·       Stakeholder Unity Network (SUN), February 14, 2017

In addition, we have collected feedback and questions through the email address especially created for the budget roundtables:  myquestions@srcs.k12.ca.us.

Feedback and ideas have been compiled and made available on our website. They will be reviewed and discussed along with the solutions listed in Our Best Thinking to develop a list of Proposed Solutions for FY17/18. The Proposed Solutions will be presented to the Board for further discussion on February 22, 2017, which will allow us to meet two important deadlines:

With the assistance of CSBA, and as part of the ongoing effort to update district policies, district staff is presenting to the Board, the draft packet of the Board Bylaws (9000 Series) for review.  

Included is a CSBA Update Guidesheet which describes the recommended changes to the bylaws.  

To refer to our current Board Bylaws, please use this link: GAMUT Online-SRCS

The Board will select its Subregion 3-A candidate for the CSBA's Delegate Assembly.

As a CSBA member school district, the Santa Rosa City Schools Board is eligible to vote for candidates running for the CSBA Delegate Assembly within our geographical region or subregion.

The CSBA Delegate Assembly sets the general policy direction for the association, which represents California's school districts and county offices of education.  CSBA's mission is to provide leadership in setting and implementing the public education agenda and to support school board governance at the district and county levels.  Delegates fulfill a critical governance role by communicating the interest of local boards to CSBA's Board of Directors, Executive Committee, and staff.  Delegates give policy and legislative direction through the adoption of the policy platform every two years and the adoption of other policy statements as needed. They also speak on issues and provide direct advocacy on behalf of the association.  Delegates play an important communications and support role within their regions, and they also elect the association's officers and Board of Directors.  All re-elected and newly elected Delegates will serve two-year terms beginning April 1, 2017 – March 31, 2019.

 There is currently one vacancy to be filled and three candidates running for this delegate position: Preston Addison (Cloverdale USD), Ron Kristof (Santa Rosa City Schools) and Jennifer Wiltermood (Cotati-Rohnert Park USD) .  After reviewing the information, the Board will determine which of these three candidates to select or if they would like to submit a write-in candidate.

The Board will consider approval of Resolution 2016/17-042 recognizing March 2017 as Women’s History Month in Santa Rosa City Schools.

During Women's History Month, we reflect on the extraordinary accomplishments of women and honor their role in shaping the course of our Nation's history. Today, women have reached heights their mothers and grandmothers might only have imagined. Women now comprise nearly half of our workforce and the majority of students in our colleges and universities. They scale the skies as astronauts, expand our economy as entrepreneurs and business leaders, and serve our country at the highest levels of government and our Armed Forces. In honor of the pioneering women who came before us, and in recognition of those who will come after us, this month, we recommit to erasing the remaining inequities facing women in our day. 

There is no discussion on these items as they are presented for informational purposes only.

The Board will received the Sonoma County Office of Education's second quarterly school visitation report for the 2016-2017 fiscal year as required by Education Code 1240(c)(2)(G) pursuant to the Williams Settlement.

The report results of the Sonoma County Superintendent of Schools, Steven D. Herrington, Ph.D., present that no visits or reviews were conducted this quarter for the period ending January 2017. All pertinent information was included in the first quarterly report presented to the Board on December 14, 2016.