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)).

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 February 15, 2019, through February 28, 2019, for a total of $2,466,203.43. 

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): Febraury 15, 2019, through February 28, 2019 = $2,466,203.43 
Warrants (Total 18/19 Fiscal Year): July 1, 2018 through February 28, 2019 = $52,563,793.84

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 February 28, 2019 = $25,034.83.
District-wide donations year to date = $437,506.36.

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 = $111,703.00

The Board will consider approval of a Memorandum of Understanding between Santa Rosa City Schools and Sonoma County Office of Education for McKinney-Vento Homeless Assistance Grant Funding.

Purpose

This Memorandum of Understanding (MOU), between Sonoma County Office of Education and Santa Rosa City Schools, is developed to show the intent to work together to support the educational needs of youth experiencing homelessness as identified by the McKinney-Vento Act.

Consideration

The McKinney-Vento Homeless Assistance Act (42 U.S.C.§ 11431-11435) is based on federal legislation that ensures the education rights and protections of children and youths experiencing homelessness as defined by McKinney-Vento.

Currently Title I funds are used to cover the cost of a Family Engagement Facilitator who serves as SRCS' Homeless Liaison along with providing required transportation costs for homeless families.  The attached MOU outlines the services and support that will be provided by Sonoma County Office of Education for Santa Rosa City Schools.

Board Policy
BP 6173 Education for Homeless Children

Previous Board History
October 22, 2014-Item E-8

The MOU with Sonoma County Office of Education will provide services in the amount of $14,000 to Santa Rosa City Schools to support the educational needs of youth experiencing homelessness. This will allow $14,000 Title I dollars to be reallocated.

The Board will consider the award of bid for the Abraham Lincoln ES Roof & HVAC replacement Project. This project is funded through the Measure L Bond Program. 

Purpose:

On October 10, 2018, the Board approved summer roofing projects including Abraham Lincoln ES, Santa Rosa MS, Montgomery HS & Santa Rosa HS Phase II. Herbert Slater Middle School was previously approved but was unable to bid due to delays with the Division of State Architect approvals. 

These schools were brought forward based on the needs assessment of each school and a review of work orders identifying the greatest areas of need for repair. Santa Rosa MS, Montgomery HS & Santa Rosa HS Phase II will be brought to the Board for consideration once State approval is granted and the projects are bid.

Consideration:

On December 24, 2018, a notice inviting bids for the Abraham Lincoln ES Roof & HVAC replacement Project was issued. 

A request for bids was advertised in the Press Democrat, on the District's website and was sent to local contractors. On February 12, 2019, two (2) bids were received from Matrix HG & Stronger Building Services.

Based on an analysis of the submitted bid documents, verification of California Contractor’s license is current and active, PBK Architects recommends that Santa Rosa City Schools enter into a separate formal agreement, as outlined in the Contract Documents, with Matrix HG Inc. Mechanical, for the sum of Three Million, Five Hundred Twenty-Five Thousand, Eight Hundred Ninety-Two Dollars and Seventy Cents (3,525,892.70).

The evaluation team found the bid to come in under the original Preliminary Estimate of $4.1 Million.

Due to Matrix HG, Inc. successful construction record and their overall evaluation, we believe they are the best qualified to successfully execute the requirements of these contracts, and therefore will bring the best value to the District.

Staff recommends awarding the bid to Matrix HG Inc. for $3,525,892.70.

Board Policy:
BP 3311 

Previous Board History:
October 10, 2018 (E.8): The Board approved Summer 2019 HVAC / Roofing Projects including Abraham Lincoln ES, Santa Rosa MS, Montgomery HS & Santa Rosa HS Phase II.

$3,525,892.70 (Measure L Funded)

The Board will consider approval of the K12 Strong Workforce Program Grant Application.

Purpose

The Board will consider approval of an application for the K12 Strong Workforce Program Grant in the amount of $250,000 to support Career Technical Education programs in the District. 

Consideration

The K12 Strong Workforce Program (K12 SWP) is a state initiative intended to align workforce development efforts to increase the levels of college and career readiness among students which will support their successful transition from secondary education to post-secondary education and, ultimately, to career.

To accomplish the goals of the K12 SWP there is an emphasis on a collaborative approach between K12 and Community College systems. Currently, Santa Rosa City Schools (SRCS) has multiple Career Technical Education (CTE) articulation agreements and a College and College and Career Access Pathways Partnership Agreement with the Santa Rosa Junior College (SRJC), where students can earn college credit while high school. The K12 SWP funds will be utilized to strengthen the partnership with the SRJC, increase alignment of SRCS CTE programs to SRJC post-secondary programs, and provide additional opportunities to support students with being ready for college and careers. 

Grant applications are due on March 15, 2019. Awards will be announced on April 30, 2019. Successfully awarded projects will be funded from July 1, 2019 – December 31, 2021.

Board Policy
Board Policy 6178 – Instruction, Career Technical Education

Education Code
Education Code (EC) section 88827

Financial Impact:  A match of $2.00 for every $1.00 received is required. Santa Rosa City Schools would need to provide a match of $500,000 for the grant term. Base LCFF will be used as the district match.

The Board will consider approval of the new District Child Care Assistant Supervisor position, job description, and revised salary schedule.

Purpose:

This new supervisory position will be responsible for Child Care program management, scheduling, and personnel supervision.  The program has grown substantially over the year and brings revenue to the district.  This position will provide new daycare staff members with program orientation and training to better serve our district's daycare students and families.

Consideration:

Human Resources and Student and Family Services recommend this position for higher level supervision for our daycare students and parent support.

Board Policy:
BP 4211 Recruitment and Selection

Education Code:
Ed Code 45109 Employment

If approved, this position will be placed on the Supervisory Employees Salary Schedule, Range 110,  Step 1, starting at $38,292 and will include all benefits.

The Board will consider the approval of installation of new security cameras systems and new security cameras at the following sites: 

• Montgomery High School
• Herbert Slater Middle School
• Albert Biella Elementary School
• Brook Hill Elementary School
• Steele Lane Elementary School

Purpose

The Board will consider the approval of installation of new security cameras systems and new security cameras at the following sites: 

• Montgomery High School
• Herbert Slater Middle School
• Albert Biella Elementary School
• Brook Hill Elementary School
• Steele Lane Elementary School

Future sites will be brought forward for the Board approval as specific site maps and solutions are designed.

Consideration

As outlined in the Facilities Master Plan (FMP) and the FMP Implementation Plan, campus and classroom safety was identified as a priority at all sites.  In coordination with our infrastructure project, replacing our existing old security cameras and camera video storage and software system with a solution that provides increased functionality for monitoring areas of interest at every SRCS site is an important step to address our security and safety needs.  

The new security cameras systems are modular, specifically tailored to the site needs and are an upgrade to areas of coverage, features, and functionality when compared to our existing security camera system. The new system will have the ability to store video information for up to one month in full resolution at 10fps for motion events on all cameras. A wide range of superior cameras with resolutions from 1 to 30 megapixels (MP) will be deployed and will take advantage of end to end system integration. 

The new cameras will use the new cabling installed as part of the Infrastructure Project funded from Bond money at all sites.

The new security camera systems along with the new cameras will address several areas of need throughout SRCS including:

Safety:

• All listed campuses will be properly covered for recording
• Intuitive and responsive interface for easy event identification, management and reporting

Operability:

• The new camera system and cameras work over our data network
• Systems are specific to each site, the high bandwidth camera video traffic will be kept locally protecting the network/Internet bandwidth for instructional use
• No single point of failure

The camera system Santa Rosa City Schools currently employs is 17 years old and relies on hardware that has been deemed end of life and not supported any longer.

Security camera coverage at all sites is not satisfactory and many cameras have ceased functioning altogether either because of hardware failure or because of the crumbling underlying infrastructure. The camera servers and storage system are beyond useful life and need to be either retired or replaced.

Another issue of the current system is that it relies on the servers and central storage at the District Office. All video traffic is sent to the District Office on the same network with instructional and business traffic thus competing for available bandwidth. This is an issue because of the age of the cameras and server system. The video traffic is very bandwidth intensive negatively impacting instruction, especially at peak times. With the dramatic increase in the number of devices we currently support in our network (over 20K devices), it becomes imperative to protect the network bandwidth for educational and business use.

The Technology Department conducted extensive research in finding an optimal solution to either upgrade the current system or to fully replace it. Five different systems were considered, including the current one. Three demo systems installations from different vendors with multiple types of cameras were run for several months at three different sites. District and site-level administrators and IT Department staff were invited and participated in demonstrations of the different solutions.

At the end of the process, it was determined:

• For proper coverage, SRCS needs more cameras than currently installed at each site. Below is an approximate guideline per type of school based on size and coverage area:
  • Elementary schools: 15
  • Middle schools: 30
  • High Schools: 45
• A tailored solution is needed for each site
• Need for a distributed system with storage at each site to eliminate heavy network traffic generated by this many higher resolution cameras
• Need for an easy to use and responsive system that site administrators can quickly operate in cases of emergency 

Based on these requirements and the input from stakeholders, it was determined that Avigilon with local storage systems (NVR) is the best technical solution to serve our needs. 

Highlights of the Avigilon System:

• The system is very easy to use.
• The system is very responsive in NVR form
• 24-hour on-site support for NVR
• A wide range of superior cameras with resolutions from 1 to 30 megapixels (MP) available from the manufacturer with the added benefit of an end to end integration
• Efficient bandwidth management technology.
• Embedded with self-learning video analytics for accurate people and vehicle detection
• The system supports cameras from multiple vendors meaning that SRCS can reuse some of our more capable cameras after refurbishing.
• Easy to install, configure and use.
• One time cost - no reoccurring annual costs
• Tested Solution used in many school districts 

Integrated Security Controls, Inc. is a local Santa Rosa systems integrator specializing in video surveillance systems and security electronics with a focus on public works. Integrated Security Controls, Inc. has extensive experience with Avigilon software and hardware in a wide variety of installation types and handles all aspects of each job including system design, installation, and maintenance/support as proven during the Avigilon six (6) camera demo installation at Albert Biella Elementary School.

Integrated Security Controls, Inc. is available to provide regular and emergency service 24/7 to address urgent problems and also offers the installation under the CMAS contract, greatly reducing the costs on installation.

Using the Integrated Security Controls, Inc. - CMAS contract for camera acquisition and installation allows us to receive exceptionally good pricing. As discussed at previous Board meetings, CMAS sets the ceiling for product price in the pre-negotiated contract. Staff has determined that the pricing from Integrated Security Controls, Inc. through their CMAS contract for this project is fair, reasonable, and competitive and meets the needs of SRCS.

Measure L 

ABES $77,572.44
BHES $61,211.58
SLES $61,594.40

Total Measure L: $200,378.42

Measure I

Total Measure I:  $250,529.74

Grand Total: $450,908.16

These school reports will coincide with the awards for students, certificated and classified staff, and the parent organization reports for each school.  Presenting at this board meeting will be Guadalupe Perez-Cook (Brook Hill Elementary), Mitchell Tucker (Slater Middle School) and Randy Burbank (Montgomery High School).  

Purpose:

The Board of Education approves the Local Control Accountability Plan (LCAP) and the Single Plan for Student Achievement (SPSA) each year. The purpose of these school reports is to provide an opportunity for the Board to hear how their approval of these plans at the policy level manifest into the goals, actions, and impact for students and staff at the sites.

Consideration:

Increased student learning and social and emotional well being are at the core of Santa Rosa City Schools' work.  This work has involved systems change and a tremendous amount of professional learning by SRCS educators. Changes to the system and institutionalized practices and the investment in our students and staff are beginning to show growth in learning and engagement in many areas.     

The vision and goals of the district are clear, however, the question arises about how that district focus aligns with impact on student learning and social-emotional growth at the sites.  Michael Fullan's Coherence Framework continues to be the guide to assists staff in making sense of the various programs and initiatives taking place in the district which then creates meaning (why") for students and staff. 

The Coherence Framework (Michael Fullan and Joanna Quinn): 

Making the complex more simple, "simplexity".  Initiative overload and fragmentation have kept the best plans from becoming a reality.  It is about leading differently. The key to bringing about successful and sustainable change is through the Coherence Framework which is a dynamic roadmap made up of four essential components:

• Focused direction to build collective purpose
• Cultivating collaborative cultures while clarifying individual and team roles
• Deepening learning to accelerate improvement and foster innovation
• Securing accountability from the inside out

Inquiry Cycle of Instructional Leadership (Center for Educational Leadership [CEL]): 

Improving teaching and learning is the most important task of school leaders and in conjunction with creating coherence, principals are using the Inquiry Cycle for Instructional Leadership to begin to collaboratively engage in a continuous process of instructional improvement and analysis consisting of four phases:

• Phase 1 Analyze Evidence: Gather and analyze evidence to identify student learning problems and problems of teaching or leading practice      

• Phase 2 Determine a Focus: Teachers and leaders analyze evidence to identify an instructional focus area

• Phase 3 Implement & Support:  Teachers and leaders engage in study and learning and then take actions centered on an area of focus

• Phase 4 Analyze Impact:  Teachers and leaders analyze the results of the instructional inquiry and reflect on the process and new learning    

Theory of Action:

If we improve the quality of practice through the continuous development of Leadership capacity to:

A.  Assure warm, safe, dry schools and facilities
C. Confront and address issues of equity and access
E. Engage in problem-solving through an inquiry cycle for growth
F. Facilitate the development of a sense of purpose
L. Lead and guide focused professional learning
P. Provide and strengthen social and emotional supports
R. Recognize and implement quality instruction
T. Target and align resources
U. Utilize data to inform the inquiry cycle for growth

Then, we have much work to do as a district.  No longer will student outcomes be predicted based on race, differently abled, socioeconomic status, and/or the language spoken at home.  

The Theory of Action has been 6 years in the making, it encompasses the intentional and explicit work currently happening in our district and the promise of the future for our students and the community. The Theory of Action is another source of guidance that aligns with the Coherence Framework as it emphatically focuses direction and holds accountable the entire school community to attain equitable access and equal outcomes for all of our students.

Board Policy

BP 0420 - School Plans/Site Councils
AR 0420 - School Plans/Site Councils
BP 0460 - Local Control And Accountability Plan

Due to the resignation of Director, Evelyn Anderson, a vacancy has been declared on the Santa Rosa City Schools' Board of Education in Trustee Area 3.  

Pursuant to California Education Code (sections 5090 et seq) and Board by Law 9223, when a vacancy occurs, the Board shall make a provision appointment of a person who resides in that trustee area. That person would occupy the Trustee Area 3 seat on the Board until the next regular election of this Trustee Area in 2020.  

The estimated timeline for an appointment to the SRCS governing board for Trustee Area 3:  

• 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 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 March 29, 2019.

•  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 April 10, 2019, and the appointee will be seated at that same meeting.

• 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 consider approval of the 2018-19 Second Interim Report with positive certification.

Purpose

As part of AB1200 state legislation that outlines the fiscal reporting requirements for every school district with oversight by their County Office of Education, the Board is required to review the district’s financial condition at Second Interim by March 15. The Board certifies that the district meets one of the following conditions while continuing to maintain a minimum of a 3% reserve for economic uncertainty:

• Positive: the district is able to meet financial obligations for current and two subsequent fiscal years
• Qualified: the district may not meet financial obligations for a current fiscal year or two subsequent fiscal years
• Negative: the district will not meet financial obligations for the remainder of the current fiscal year or one subsequent fiscal year

The Second Interim report focuses on changes since the January 2019 Governor's Budget update and 1st Interim including revenues and expenditures through January 31 for the current fiscal year and for two subsequent years.

Considerations

Key assumptions and notable changes from the January 2019 Governor's Budget update and 1st Interim included in the 2nd Interim:

 2nd Interim Fund 01 projected ending condition:

2nd Interim Other Funds projected ending conditions:

Charter Schools Special Revenue Fund 09

2018/19 Projected Ending Balance $3,757,696

Child Development Fund 12

2018/19 Projected Ending Balance $35,902

Cafeteria Special Revenue Fund 13

2018/19 Projected Ending Balance $253,096

Deferred Maintenance Fund 14

2018/19 Projected Ending Balance $726,726

Special Reserve Fund for Other than Capital Outlay Projects Fund 17

2018/19 Projected Ending Balance $607,402

Building Fund 21 (Bond Fund)

2018/19 Projected Ending Balance $115,783,774

Capital Facilities Fund 25 (Developer Fees)

2018/19 Projected Ending Balance $4,399,111

County Schools Facilities Fund 35

2018/19 Projected Ending Balance $500

Special Reserve Fund for Capital Outlay Projects Fund 40

2018/19 Projected Ending Balance $5,042,984

Self-Insurance Fund 67 (Dental)

2018/19 Projected Ending Balance $981,985

The Board is requested to approve Second Interim report with positive certification for the district.

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

January 23, 2019 (Item F.7): The Governor's Proposed 2019/20 Budget 

December 12, 2018 (Item F-2): First Interim Report with Positive Certification for Fiscal Year 2018-19

August 8, 2018 (Item F-4): Approve 2018-19 45-Day Budget Revision

June 27, 2018 (Item F-6): Adoption of Santa Rosa City Schools Budget for the 2018/19 School Year and Statement of Reserves

Approve the 2018-19 Second Interim Report with Positive Certification. 

The Board will receive a district staff presentation on changes in staffing due to various factors including declining enrollment, expense outpacing revenue, and an excess of staff.

Purpose:

To discuss and understand the need to potentially reduce certificated staffing pursuant to Education Code 44949 and 44955 to reduce the structural deficit. 

Considerations:

For 3 years, Santa Rosa City Schools has reduced deficit spending and returned to a positive certification. However, as a result of inadequate state funding, declining enrollment and the increased cost of contributions to health and retirement benefits there creates a situation where the structure of the deficit must be addressed.  With costs for personnel making up the majority of the expense for SRCS' budget, an excess of staff as a result of fewer students enrolled in our schools, and the contractual obligation to meet daily total student counts, a reduction of staff is necessary.

Board Policy:
4117.3 Personnel Reduction

Education Code:
Section 44949
Section 44955

Previous Board History: 
February 27, 2019 C.3.
March 7, 2018 D.2.

The Board will consider approval of Resolution No. 2018/19-046 to decrease the number of certificated employees due to a reduction or elimination of particular kinds of services.

Purpose:

To approve Resolution No. 2018/19-46 to initiate a reduction in certificated employee services pursuant to Education Code sections 44949 and 44955.

Considerations:

For 3 years, Santa Rosa City Schools has reduced deficit spending and returned to a Positive certification.  Costs of goods and services continue to outpace the revenue received by the district along with declining enrollment creates a situation where the structure of the deficit must be addressed.  With staffing costs making up the majority of the expense for SRCS' budget, the overstaffing as a result of fewer students enrolled in our schools, and the need to meet contractual obligations for daily total student contacts, a reduction of staff is necessary.

Board Policy:
4117.3 Personnel Reduction

Education Code: 
Section 44949
Section 44955

Previous Board History:
March 7, 2018 D.2.

These items are presented for informational purposes only.

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