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 August 22, 2018, Regular Board Meeting.

The Board will consider approval of the minutes from the September 5, 2018, Special Board Meeting.

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.

The Board will consider approval of the vendor warrants submitted.  The attached warrant register lists all vendors for the period August 9, 2018, through August 30, 2018, for a total of $5,933,569.19. 

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:

Warrants (Current): August 8, 2018, through August 30, 2018 = $5,933,569.19 
Warrants (Total 18/19 Fiscal Year): July 1, 2018 through August 30, 2018 = $14,501,010.40

Approved by vote on consent agenda.

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 August 23, 2018 = $8,915.85
District-wide donations year to date = $52,924.26

Approved by vote on consent agenda.

 The Board will consider approval of the contracts submitted.

Staff is submitting contracts on behalf of schools and departments for specified services to be performed by individuals, contractors or consulting firms.  For fiscal and learning impacts, see the attached summary sheet.

Total value of contracts = $348,870.38

The Board will consider approval of Resolution No. 2018/19-011 adopting an updated Conflict of Interest Code.

Purpose

Biennial adoption of the District's Conflict of Interest Code.

Consideration

Every other year, the County Board of Supervisors requires that districts review their Conflict of Interest Code and determine if any changes need to be made to the positions that are required to complete a Form 700 Statement of Economic Interests. We last updated this list in 2016.  This year, changes to this list are necessary because some of the positions listed in our Conflict of Interest Code are obsolete and have therefore been deleted.  The list is now up-to-date with the current positions in the district.

Board Policy

Board Policy 9270

Government Code 

Gov Code Section 82000  
Gov Code Section 83000

Previous Board Activity

9/28/26 (Item E-6)

The Board will consider approval of the proposed revision to the 2018-2019 Substitute Salary Schedule.

Purpose

This increase will provide a key piece of the multifaceted approach to increasing the number, quality, and loyalty of our District substitute pool.  

If approved, this should increase our substitute pool and our acceptance of substitute jobs by positioning Santa Rosa City Schools in a more competitive salary range for substitutes in Sonoma County.   The greatest need for additional substitutes is to cut down on having our teachers cover during their prep periods, ensuring that all classrooms have a teacher, and to enable teachers to attend professional development activities.  

Considerations

Santa Rosa City Schools has previously had one of the lowest wages for substitute pay in Sonoma County. This has resulted in a lack of competitiveness and ability to find and hire substitutes.The result has left many absences unfilled, the inability of teachers to attend training and professional development, the need for administrators to both collapse and cover classes, and disrupt the smooth and effective focus on learning in our schools and programs. 

We also recognize the need that to retain qualified substitutes and reduce turn over, we need to provide training and resources. In addition to an increase in pay, Human Resources is addressing this Substitute retention by:

• Implementing substitute training classes
• Recognition programs and incentives
• Increased advertising visibility
• Regular communications with substitutes to promote classroom and lesson plan tips
• An enhanced substitute website
• Minimizing barriers for retirees to become substitutes

Additionally, we recognize that in creating a viable substitute pool, we reduce stress and anxiety with teachers and administrators having to worry whether or not classes will be covered, whether trained adults will be working with students, and that learning fails to occur in their absence. 

There is also the potential that qualified candidates for full-time teaching positions will emerge from the substitute pool because we are recruiting and retaining a more stable, more qualified workforce.

The projected increase in costs in 2018-19 per the proposed Substitute Salary Schedule is estimated to be $107,898.

The Board will consider approval of the new position and job description for Director of Risk Management and Safety.

Purpose

Business Services and Human Resources recommends the approval of the new position and job description for the Director of Risk Managment and Safety. The description will allow the district to hire a qualified leader to develop, implement, and monitor a comprehensive district staff and student safety program.

Consideration

Santa Rosa City Schools acknowledges that the safety and security of our students and staff is our number one priority. The escalation of shootings at public locations, wildfires, and impending earthquake threats create a critical need for leadership in preparing for such events.  This cannot be left to a handbook on a shelf and the occasional drill. It must be a regular and on-going process of threat and security assessment, Emergency Preparedness including but not limited to active shooter drills, fire and earthquake training and practice.

Responsibility for risk management and safety has been divided amongst Business Services, Human Resources, Teaching and Learning, and Student and Family Services but with no clear lead thus coherent systems and practices are lacking. Administering one of the most important functions in our district in this manner is inadequate during these difficult times. 

Other district risk managers, safety specialist, crisis management leaders reviewed and provided input to the job description.

Board Policy

BP 0450 Comprehensive Safety Plan
BP 3516 Emergencies and Disaster Preparedness Plan
AR 3516.3 Earthquake Emergency Procedure System
BP 3516.5 Emergency Schedules
BP 3530 Risk Management Insurance

CA Ed Code 32280-32289 School Safety Plans
CDE Compliance Information for a Comprehensive School Safety Plan

The fiscal impact for adding this new scheduled management position will be $109,952 - $126,032 (See Attached Draft Scheduled Management Salary Schedule, Range 27)

This cost is offset from a re-organization of Cabinet staff and 25% of the former Chief Technology position which is now vacated as a result of the re-organization.

The Board will consider approval of a Provisional Internship Permit Application (PIP) for Denis Lucey Jr.

This Education Specialist PIP will allow the district to fill a Mathematics teaching position at Santa Rosa High School for the 2018-2019 school year.  PIPs are not renewable and are issued on a one-time basis per applicant in any credential subject area.  Denis Lucey Jr. is currently enrolled in a credentialed program.  This teaching position has been posted on EdJoin, Facebook and job fairs since March 2018.

The Board will consider approval of a Provisional Internship Permit Application (PIP) for Elizabeth A. Cookman.

This Education Specialist PIP will allow the district to fill a Mathematics and Science teaching position at Santa Rosa Charter School for the Arts for the 2018-2019 school year.  PIPs are not renewable and are issued on a one-time basis per applicant in any credential subject area.  Elizabeth A. Cookman is currently enrolled in a credentialed program.  This teaching position has been posted on EdJoin, Facebook and job fairs since March 2018.

The Board will consider approval of Resolution 2018-19/010 to declare approximately 5,439 non-operable electronics and miscellaneous items as obsolete and of insufficient value and authorize staff to sell and/or dispose of the items.

Purpose

Disposal of Obsolete Computers, Related Equipment / Electronics and Miscellaneous Equipment

Consideration

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.  Resolution 2018/19-010, if approved by the Board, will allow the District to Dispose the Obsolete Items

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 which need these 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.

Board Policy
BP 3270 

Education Code
Ed Code 17546 

Previous Board History
December 20, 2017 (Item E-10)

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.

The Board will consider the approval of the removal/recycle of approximately 12,010 unusable, outdated and/or damaged instructional materials and textbooks that have been removed from sites and stored in the Warehouse in accordance with District policy and State law. 

Purpose 

To removal/recycle unusable, outdated and/or damaged instructional materials and textbooks.

Consideration

For several years, the District has been replacing textbooks due to the availability of State funds and the requirement that all such instructional materials and textbooks be aligned with State standards.

As new instructional materials and textbooks have been acquired and implemented, due to new curriculum adoptions, previously used instructional materials and textbooks have been put into storage at various sites and at the District Warehouse. The quantity of stored books has grown to the point that continued storage in no longer practical. Staff will therefore, after 60 days of this notice, recycle or donate the material as delineated in Santa Rosa City Schools' Administrative Regulation 3270. 

Board Policy 
BP 3270
AR 3270

Previous Board Activity
June 14, 2017 (Item E-8)

The Board will consider approving this field trip for Santa Rosa High School's Future Farmers of America (FFA), Agriculture Department, to travel to Indianapolis, Indiana for the annual National FFA Convention, October 21 - October 29, 2018.

Purpose

The Board is being asked to approve the Field Trip Request Form for Santa Rosa High School's Future Farmers of America (FFA), Agriculture Department to participate in the National FFA Convention, October 21, 2018 - October 29, 2018.  

Considerations

While at the convention, the SRHS students will be competing in the National FFA Agricultural Issues Forum contest. This convention pulls “FFA members from all corners of the nation converging in one place to celebrate their accomplishments and find inspiration for their next. Motivational keynote speakers, energetic concerts, fulfilling workshops and a sweeping Expo floor bustling with agriculture education and industry opportunities…”.  Teachers and students have attended this conference in years past, and they come back energized, educated and empowered.  This is usually one of the highlights of their high school careers.  

Board Policy
6153.1 School Sponsored Extended Field Trips

Education Code
EC Section 35330-35332 Article 13. Excursions and Field Trips [35330-35332]

Previous Board History
October 27, 2017- Item E.12

The cost is $2,000 per student (this includes all meals, transportation, housing, and activities).  Substitute costs will be paid through Ag Incentive/Ag Match.  All student cost will be funded through proceeds raised through Ag Boosters and CTE funding.

The Board will consider approval of Resolution No. 2018/19-012 recognizing September 15 to October 15, 2018, as Hispanic Heritage Month.

Purpose

The Board adopts a Resolution each year recognizing National Latino Heritage Month. 

Considerations

Latino students in Santa Rosa City Schools make up 53% of the school population (8,647students out of 16,432).*

Hispanics and Latinos have had a profound and positive influence on our country through their strong commitment to family, faith, hard work, and service. They have enhanced and shaped our national character with centuries-old traditions that reflect the multiethnic and multicultural customs of their community.  Hispanic Heritage Month, whose roots go back to 1968, begins each year on September 15, the anniversary of the independence of five Latin American countries: Costa Rica, El Salvador, Guatemala, Honduras, and Nicaragua. Mexico, Chile, and Belize also celebrate their independence days during this period and Columbus Day (Día de la Raza) is October 12.

The term Latino refers to Puerto Rican, South or Central American, or other Spanish culture or origin regardless of race. On the 2010 Census form, people of Spanish, Hispanic and/or Latino origin could identify themselves as Mexican, Mexican American, Chicano, Puerto Rican, Cuban, or "another Hispanic, Latino, or Spanish origin."

Today, 55 million people or 17% of the American population are of Hispanic or Latino origin. This represents a significant increase from 2000, which registered the Hispanic population at 35.3 million or 13% of the total U.S. population.

Learn more about Hispanic Heritage Month at http://www.hispanicheritagemonth.org/

*DataQuest 2017-18

Previous Board History
August 23, 2017

Suicide Prevention is an important component of creating an environment that is conducive to learning. A healthy mental foundation is a key to students thriving in Santa Rosa City Schools. Presented is a Resolution that demonstrates this importance.

Purpose

Suicide is a leading cause of death among youth that impacts students, family and the community. Research shows that the community in which youth reside is a supportive factor in suicide prevention. Santa Rosa City Schools believes that this is an important component in a students well-being. The Board would like to recognize this importance.

Consideration

The Board has long emphasized the importance of student wellness as a component of a students educational development. Through the Local Control Accountability Plan (LCAP) Goal Two, the Board has dedicated resources around mental health supports through Counseling staff at all schools, therapeutically based clinicians at each school and recently in January of 2018 in an adoption of a comprehensive Suicide Prevention Policy.  

This resolution reaffirms the Board's direction of developing a well balanced and emotionally supportive school environment

Board Policy
Board Policy 5141.52

Education Code
Education Code

Previous Board History
January 24, 2018

The Board of Education will consider approval of Resolution No. 2018/19-015 declaring a vacancy and appointment to Trustee Area 2 as a result of the withdrawal of Lyndsey Burcina from that board member seat.

Purpose:

A vacancy in Trustee Area 2 has occurred due to the withdrawal of Lyndsey Burcina as the only candidate for the SRCS Board of Education in Trustee Area 2.   Pursuant to state law and Board by Laws, the Board must declare a vacancy and intention to appoint to fill this vacancy.

Consideration:

In February 2018, Santa Rosa City Schools Board of Education changed the method by which school board members are elected. Instead of "at large" elections, candidates are now elected by "trustee areas." This means only voters within a given trustee area can vote for candidates who reside within that same area. The Board approved this Trustee Area Map.

Three seats on the school board are up for election in November 2018: in Trustee Areas 2, 4, and 6. Burcina was the only declared candidate in Trustee Area 2.

Since there are now no candidates in Trustee Area 2, pursuant to California Education Code (sections 5090 et seq) and Board by Law 9223, the Board will declare a vacancy and make an appointment of a person who resides in that trustee area. That person would occupy the Trustee Area 2 seat on the Board until the next regular election of this Trustee Area in 2022.  

The estimated timeline for an appointment to the SRCS governing board for Trustee Area 2:  

•  As soon as reasonably possible, the Superintendent, or her designee, will make efforts to notify the community of the vacancy and solicit applications for the appointment.

•  Application forms and a copy of Resolution No. 2018/19-015 will be made available to all interested persons.

• To be considered, an application from an interested person must be received at the District Office no later than 4:00 p.m. on October 8, 2018.

•  A committee (not a quorum of the board) shall screen the applications to ensure that the applicant satisfies the legal requirements for appointment.

• Pursuant to Board Bylaw, the estimated date of appointment will be October 24, 2018, and the appointee will be seated at the organizational meeting on December 12, 2018, as if elected at the district election.

• Following the Board’s action to make an appointment, the Superintendent is authorized to publish the name of the applicant as required by Board Bylaw No. 9223.

Board Policy:
Board Bylaw 9223

The Board will receive a summary of the general data and highlights of each of the 2018 Summer Extended Learning Programs.

Purpose: The summer Extended Learning Programs are a critical component of our learning plan for students. Elementary and middle school students have opportunities to build and maintain their academic skills, utilize technology and participate in project-based learning which enriches their educational experience and prepare them for the next level of their education.

The extended school year offerings for high school students provide support for meeting graduation requirements as well as opportunities for enrichment. The summer program teachers have created an engaging and challenging curriculum to help set up students for success upon returning to campus in the fall.

Actions: The following programs were offered this summer:

• Investigations – Summer Camp in partnership with Migrant Education
• EXCEL for Youth
• Extended School Year – Special Education
• Project Maker Camp
• Boost Program
• Mike Hauser Academy
• Mariachi/Arts/Science Summer Camp
• High School Summer Program
• Green Construction at Montgomery High

Outcomes: Summer Extended learning Programs provide students additional opportunities to learn, collaborate with peers, and engage in enriching experiences. Santa Rosa City Schools looks forward to continuing to offer such experiences in the summer of 2019.

Previous Board Activity

9/13/17, 8/24/16, 9/9/15, 8/27/14, 8/28/13, 3/13/13

 Board Policy

Board Policy 6177 - Summer Learning Programs

 California Education Code

California Ed Code 54444.3 - Summer School Program

Funding for 2017 Extended Learning Programs was previously approved by the Board on June 22, 2016. Funding for 2018 Extended Learning Programs was approved through LCAP on June 28, 2017. Funding for the 2019 Extended Learning Programs was approved through LCAP on June 27, 2018.  

The Board will receive a summary of attendance and truancy data from the school year 2017-2018. There will be an update on the Project SAIL attendance grant and a brief summary of the Elevate Academy results from last year.

Purpose:

The improvement of student attendance is a key goal of Santa Rosa City Schools. Each year this is reported by Student and Family Engagement as a summary of letters sent to parents, numbers of attendance meetings held and ultimately the reporting of families referred to the District Attorney for chronic attendance issues. In addition, Chronic Absenteeism is now reported to the state. This yearly update will describe the preliminary results of the 2017-18 school year. This report will also summarize the progress with Project SAIL (Student Attendance Improves Learning) and the use of the Elevate Academy for Saturday absence recovery and enrichment.

Considerations:

Chronic Absenteeism: Beginning in 2016-17 chronic absenteeism became a metric used for the California School Dashboard. 2016-2017 was the first year of reported data. The reporting of Chronic Absenteeism, absences at or greater than 10%,  is a new component of the California Dashboard. Previously "excused" absences e.g. Medical, Personal or even Vacation, did not "trigger" letters to families. Under the State's new metric, all of these absences factor into the total for "Chronic Absenteeism."

Project SAIL: On June 28, 2017, the Board accepted the California Learning Communities for School Success Program Grant from the California Department of Education (CDE) that supports our current system to reduce chronic absenteeism in Santa Rosa City Schools. Each year we examine the previous year's data to review for improvements to determine success in achieving LCAP Goal 2 and the state dashboard metric of chronic absenteeism. This report will update the Board on the goals of the Grant and the supports in place to assist school sites with the improvement of student attendance.

Elevate Academy: This end of the year report outlines the successes of the Elevate Academy and the number of absences that have been recovered. Now, after the second year of implementation, the program has become ingrained as one of the methods of having enrichment activities at schools while also recovering missing attendance.

Board Policy:

Board Policy 5113.1

Education Code:

CA Ed Code 48200

Previous Board History:

Board Meeting on 9/27/2017
Board Meeting June 28, 2017

No general education fund impact due to CDE grant of $1,076,000

Estimated 2017-18 Elevate Academy ADA recovery was $123,050 (gross).

The Board will hear from State and Federal Programs about the transition to a new vendor for the After School Education and Safety (ASES) program.

Purpose:

The After School Education & Safety (ASES) grant was established by the California Legislature to develop and operate partnerships that provide academic and literacy support, and safe, constructive alternatives for students in grades kindergarten through nine. At Santa Rosa City Schools the following sites have been awarded this grant: Albert F. Biella, Brook Hill, Luther Burbank, Helen Lehman, Abraham Lincoln, James Monroe, Steele Lane, Lawrence Cook Middle School, and Hilliard Comstock Middle School.

This grant is to provide targeted students with literacy support through tutoring and/or homework assistance as well as enrichment opportunities which may include, but are not limited to: fine arts, recreation, physical fitness, career/technical education, and prevention activities. This report is the first of the monitoring and evaluation cycle that is part of the ASES contract.

Considerations:

From the beginning of the program this year, Principals have expressed concerns about adequate staffing, safety and security issues, adequate food/snacks and as promised activities. There have been other expressions of concerns by SRCS staff and parents. District and site administration began a number of monitoring and evaluation activities to evaluate whether the vendor was implementing the program in accordance with their bid and with the mandates of the state program.  We will present some of these concerns with recommendations about a forward direction.

The evaluation metrics in the vendor contract require the District to review the program's success and by mid-year determine if the contract shall be renewed.

Board Policy 
AR 5148.2 Students/Before/After School Programs

Education Code
CA Ed. Code 8482-8484.65 After School Education and Safety Program

Previous Board History
Board Report August 14, 2013, Item E-6
Board Report October 26, 2011, Item, E-4
Board Report December 14, 2011, Item E-7
Board Report January 24, 2007, Item E-11
Board Report March 28, 2012, Item E-8
Board Report June 13, 2012, Item E-8
Board Report March 28, 2018, Item E-7
Board Approval June 13, 2018, Item F-7

Total Grant Funding: $1,131,038.18 School allocation is $1,119,788.18 with 1% $11,250.62 as indirect costs.

The Board will receive an update on the Opening of School. The presentation and discussion will focus on the ways in which the departments of Business Services, Human Resources, Student and Family Engagement and Teaching and Learning collaborate through a lens of student equity to ensure we live our SRCS vision of "Every student. Every possibility. No matter what." in our daily leadership and practices.

Purpose: To inform the board of the alignment and coherence within the four departments of SRCS to partner to ensure equity, opportunity and learning for all students. Specifically:

• To share how policy and practice changes To share the regular and on-going ways that student learning and achievement is supported through adult professional learning and training.
• To provide data and information about patterns and trends in student enrollment and the implications for staffing and learning.
• To communicate the way in which budget and operations are leveraged to provide safe, warm and dry schools.
• To highlight how we intentionally are improving the strategies we use to we recruit and retain staff.

Considerations:

Previous Board reports on the opening of school focused on enrollment numbers and staffing in isolation of their connections to student learning through an equity lens. While these numbers are important as a means to leverage resources to support high expectations for all students, they do not tell the 'whole story' of how the different departments collaborate, share and analyze data, and communicate with one another in partnership to support all schools and programs. 

We understand the importance that the opening of school is just the beginning of our work as a district to disrupt predictable outcomes for students. There is a significant need to continue these discussions to determine:

1. How we ensure master schedules are equitably driven by student needs as we begin to analyze course levels to maximize existing staff and staff at appropriate levels.

2. How we ensure that all staff are supporting A-G implementation of a viable Common Core State Standards curriculum.

3. How we ensure financial stability through the effective use and deployment of resources.

There is no immediate financial impact as a result of this report.

However, enrollment and attendance must be closely monitored because ADA impacts our revenue. Since salary and compensation, including benefits, are the largest budget expenditure, we recognize that staffing is also greatly impacted by changes in enrollment and attendance.

The Board will consider approving the 2017-18 report of unaudited revenues, expenditures and ending balances, known as the Unaudited Actuals.

Purpose

The Unaudited Actuals financial statements are the fiscal year-end financial reports that are required to be submitted to the California Department of Education.  Please note the financial statements presented represent the financial position of the district before any audit adjustments. Education Code 42130 and 42131 require that financial reports and certifications be submitted in a format or on forms prescribed by the Superintendent of Public Instruction (SPI).  The 2017-2018 Unaudited Actuals with certification were prepared using the Standardized Account Code Structure (SACS) software that complies with California education code. 

Consideration

On June 27, 2018, staff presented the 2018-2019 Adopted Budget along with the Estimated Actuals for 2017-2018.  The fiscal year then ended on June 30, 2018 and staff completed the final close process on August 31, 2018. 

Santa Rosa City Schools (SRCS) annually presents financial data to the Board and to the California Department of Education that reflects the final results of the year end close process. Now that the financial books of the District have been closed and year-end closing entries have been prepared and posted, we will provide a summary of the Unaudited Actuals. This report will focus on the General Fund and highlight:

• Unspent allocations that have been identified and reserved or assigned in the Fund Balance as appropriate; and
• Unaudited Actuals compared to the Estimated Actuals presented with the 2017-2018 Adopted Budget.

When compared to the Estimated Actuals presented during the Budget Adoption process, the Unaudited Actuals often come in higher or lower than expected. Common reasons for this variance include:

• revenue is received that was not anticipated;
• revenue is received in a different amount than projected;
• expenditure allocations or budgets were not completely expended
• purchase orders (POs) are issued before June 30th, while the work is completed or goods are received after July 1, which is the next fiscal year; or
• expenditures planned for one year are deferred to a future fiscal year.

This report will provide the reader with a better understanding of those variances.

Revenue 

Overall, the District ended the 2017-2018 fiscal year with a combined revenue total of $176,298,301 in the General Fund.  This is an increase of $1,861,848 from the Estimated Actuals that were presented to the Board on June 27, 2018. 

LCFF Sources - $137,476,020

LCFF revenue was slightly below the Estimated Actuals projections by $(51,275).  This variance was due to the projections rather than the final State certified amount. 

Federal Revenue - $8,280,302

Compared to Estimated Actuals, federal revenue fell below projections by $(573,382).  Estimates for most federal grants reflected the full amount of the award at Estimated Actuals; however, the Unaudited Actuals reflect the amount of revenue actually earned by such programs during 2017-2018.  Thus, the portion of the federal awards that were not expended during 2017-2018, do not reflect earned revenue and consequently are not reflected in the revenue amounts reflected in the Unaudited Actuals.  These funds will be recorded in 2018-19. 

Other State Revenue - $15,613,555

SRCS received approximately $2,980,271 more in State Revenue than projected at Estimated Actuals. The additional increase came from increases to various State grants. 

Other Local Revenue - $14,928,425

Other Local Revenue was approximately (493,637) below estimated actuals.  

Expenditures

SRCS had combined General Fund expenditures of $174,782,540. Of this amount, 72% or $125,914,879 was spent on salaries and benefits.

Certificated Salaries - $75,285,425

Certificated salaries were higher than Estimated actuals by approximately $20.6K

Classified Salaries - $20,395,483

The amounts included in Unaudited Actuals were lower  than Estimated Actuals by approximately $433.5K primarily due to open/unfilled positions

Employee Benefits - $30,233,971

Employee benefits were $681K higher than projected at Estimated Actuals. 

Books/Supplies - $8,968,567

Compared to Estimated Actuals, expenditures were $2.4 million below projections.

Services and Other Operating Expenses - $39,647,948

Expenditures for Services and Operating Expenses were approximately $8.6 million below projections at Estimated Actuals. 

Capital Outlay - $844,239

Capital Outlay expenditures were $277K higher than projected due to Routine Restricted Maintenance and Prop 39 California Clean Energy Jobs Act.

Other Funds Unaudited Actuals 

Charter Schools Special Revenue Fund 09

Unaudited Actual 2017/18 Ending Balance $3,573,246.24

Child Development Fund 12

Unaudited Actual 2017/18 Ending Balance $2,504.31

Cafeteria Special Revenue Fund 13

Unaudited Actual 2017/18 Ending Balance  $253,095.72

Deferred Maintenance Fund 14

Unaudited Actual 2017/18 Ending Balance  $721,725.54

Special Reserve Fund for Other than Capital Outlay Projects Fund 17

Unaudited Actual 2017/18 Ending Balance $536,402.29

Building Fund 21 (Bond Fund)

Unaudited Actual 2017/18 Ending Balance  $118,894,937.18

Capital Facilities Fund 25 (Developer Fees)

Unaudited Actual 2017/18 Ending Balance  $4,397,371.54

County Schools Facilities Fund 35

Unaudited Actual 2017/18 Ending Balance  $0.00

Special Reserve Fund for Capital Outlay Projects Fund 40

Unaudited Actual 2017/18 Ending Balance $5,609,828.38

Self-Insurance Fund 67 (Dental)

Unaudited Actual 2017/18 Ending Balance  $980,484.56

Board Policy

BP 3460

Ed Code

Education Code: 42100, 42130, and 42131

Previous Board History

September 13, 2017 (Item F-7): 2016/17 Unaudited Actuals

Adopt 2017-18 Unaudited Actuals

The Board will consider adopting the revised appropriations limit (GANN Limit) for 2017-18 and the projected appropriations limit for the 2018-19 year.

Purpose

In 1979 the State of California adopted Proposition 4 that establishes and defines annual appropriation limits on state and local governmental entities based on annual appropriations for the prior fiscal year. Proposition 4 was sponsored by Paul Gann and is known as the GANN appropriations limit calculations.

Education Code sections 1629 and 42132 specify that by September 15 of each year, district governing boards shall adopt a resolution identifying their estimated appropriations limits for the current year and their actual appropriations limit for the preceding year.

Consideration

As shown in the attached School District Appropriations Limit Calculation from the SACS Unaudited Actuals Fiscal Year 2017-18 report on line 10 with adjustments to the Limit per Government Code Section 7902.1, the district has a zero total and our appropriations in the budget for the 2017-18 and 2018-19 fiscal years do not exceed the limitations imposed by Proposition 4.

Ed Code

Education Code: 7902.1

Previous Board History

September 13, 2017 (Item F-7): 2016/17 Unaudited Actuals

The Board will consider adopting the revised language to Board Policy 3513.3 Tobacco and Cannabis-Free Schools.

Purpose 

The Board of Education was presented with an updated BP 3513.3 Tobacco and Cannabis-Free Schools on August 22, 2018.

The district received updates from legal council recommending the adoption of California Legislative Law under Health and Safety Code section 11362.3 and 11362.79.

Considerations

These new policy updates clarify that although California voters voted to pass Proposition 64, the Adult Use of Marijuana Act, the change in law does not permit any person to possess or use recreational or medical marijuana on a school campus.

Proposition 64 does not change regulations regarding use of marijuana by preschool through grade 12 students.

The California Education Code continues to prohibit use, possession, possession for sale, and being under the influence of a controlled substance.  It remains illegal to smoke or otherwise consume marijuana or cannabis where tobacco smoking is banned.

The law specifically makes it illegal to use medical marijuana within 1,000 feet of school grounds, day care center, recreation center or youth center, unless the medicinal use occurs within a residence.

Additional changes have been made to the policy to bring it up to date. 

Board Policy

Final Draft BP 3513.3 (attached)

Health and Safety Code (HSC)

HSC Section 11362.3
HSC Section 11362.79

Education Code

48900 Grounds for Suspension/Expulsion
48901 Prohibition Against Tobacco Use
48915 Unlawful Possession of Any Controlled Substance

Approve changes to Board Policy 3513.3 as presented.

The Board will consider approval of the revisions to Board Bylaw 9005.1 - Code of Ethics.

Purpose

The Board will be presented with an updated Board Bylaw 9005.1 for consideration.  

Consideration

The District's transition to a By-Area Trustee system has warranted a change to this Bylaw to reflect that members of the Board are responsible to ALL members of the Santa Rosa City Schools District and not just to those residing in their trustee area.  

Board Policy

Board Bylaw 9005.1

The Board will consider approval of the revisions to Board Bylaw 9100 - Organization.

Purpose

The Board will be presented with an updated Board Bylaw 9100 for consideration.  

Consideration

The District's transition to a By-Area Trustee system has warranted a change to this Bylaw to reflect the following: 

1.  The language regarding the length of time a board member may consecutively serve in the same office has been stricken.  Examples of other districts' bylaws are attached which indicate that these districts also do not have restrictions on the length of time a board member may consecutively serve in the same office. 

2.  Language regarding school site liaison assignments has been added which states that a board member cannot be assigned as a liaison to any school that resides in his/her trustee area. 

Board Policy

These items are presented for informational purposes only.

Attached for reference is a list of educational acronyms and abbreviations.