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. Human Resources is providing some additional information to help readers of the document understand the information represented on the document.

How to read a Board Personnel Transaction Report:

On the far-right side, the column that says "Total Working FTE" - only has a number in this column when an employee is continuing or beginning to work for the district.  Employees who have retired, resigned, or have been terminated will no longer be working any hours after the effective date listed in column 2.

Years of service is only recorded for retirements, resignations, terminations, and LOA's.  This column is not used for promotions, added hours or transfers.  The purpose of the years of service column is to show how long the person was employed in the district before any of the listed events took place.

Sometimes "resigned" is listed for a person. For example .2 or .4 FTE. This does not mean that the staff member is resigning in whole from the district, just that they are reducing, or "resigning" a portion of their full time status.

Approved by vote on consent agenda.

The Board will consider approval of the vendor warrants submitted.  The attached warrant register lists all vendors for the period March 1, 2019, through March 14, 2019, for a total of $2,248,613.89. 

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): March 1, 2019, through March 14, 2019 = $2,248,613.89
Warrants (Total 18/19 Fiscal Year): July 1, 2018, through March 14, 2019 = $54,812,407.73

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 March 14, 2019  = $4,044.21.
District-wide donations year to date = $441,550.57.

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 = $36,300.00

The Board will consider approval of the high school graduation assignments for 2019.

As part of their liaison assignments, the Board Members attend high school graduation ceremonies to formally accept the graduating class on behalf of the Board of Education.

Approved by vote on consent agenda.

The Board will consider approval and award of bids to five vendors for grocery products used in Child Nutrition Services programs.

Purpose:

To award bids for competitively priced grocery products that provides an anticipated savings to the SRCS' Child Nutrition Services Program.

Consideration:

On February 13, 2019 the Board approved the issuance of a Request for Bids for Grocery Products used by Child Nutrition Services for the breakfast and lunch programs.

Five bids were received and opened by District staff on March 5, 2019. On March 8, 2019, submitted bids were reviewed and evaluated by Child Nutrition Services staff. After consideration of bid substitutions, the vendor with the lowest bid was selected for each line item as follows:

Buchanan Food Service - 3 awarded line items

Danielsen Company - 59 awarded line items

Gold Star Foods - 40 awarded line items

Hayes Distributing - 8 awarded line items

Sysco San Francisco - 36 awarded line items

Quantities and costs are listed on each "Notice of Intent to Award" attachment. 

Board Policy:
BP 3311

Previous Board History:
February 13, 2019 (Item E6): Board approved issuance of CNS bids

Savings of $79,100 for SY 2019-2020 based on current and historical product usage.

Approved by vote on consent agenda.

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

• Helen Lehman Elementary School
• James Monroe Elementary School
• Luther Burbank Elementary School
• Lawrence Cook Middle School
• Piner High School
  

Purpose

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

• Helen Lehman Elementary School
• James Monroe Elementary School
• Luther Burbank Elementary School
• Lawrence Cook Middle School
• Piner High 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. The 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 

HLES $68,223.97
JMES $72,507.75
LBES $66,855.64

Total Measure L: $207,587.36

Measure I

Total Measure I:  $284,928.17

Grand Total: $492,515.53

Approved by vote on consent agenda.

The Board will consider approval of Resolution No. 2018/19-048 declaring March as Arts Education Month for Santa Rosa City Schools. 

Purpose

Approve a resolution recognizing March as Arts Education Month.

Consideration

California Arts Education Month celebrates arts education which includes dance, music, theater, literature, design and various visual arts. These experiences encourage creative learning in children and young adults. A well-rounded education should include the stimulation and creative thinking that the arts help to develop. It is important that we recognize and celebrate the essential role of arts education in our schools and Arts Education Month helps communicate that intrinsic value.

The Board will consider approval of 2019 E-Rate applications for service and associated discounts for the following vendors: Development Group Inc. for two firewalls installation serving the two load balanced SRCS internet connections (5 years support) and a one-hour up-time Uninterruptible Power Supply solution for the Data Center and AT&T for one Wide Area Network circuit upgrade from 1Gbps to 5Gbps serving the site with the secondary internet connection.

Purpose

Upgrading our network infrastructure is vital to ensure operability for staff and students. This proposal will provide the foundation to support existing technologies and in preparation for new devices and technologies.

These projects address:

• Operational Sustainability
• Capacity
• Longevity
• Scalability 

The Board will consider approval of 2019 E-Rate applications for service and associated discounts for the following vendors: Development Group Inc. for two firewalls installation serving the two load balanced SRCS internet connections (5 years support) and a one-hour up-time Uninterruptible Power Supply solution for the Data Center and AT&T for one Wide Area Network circuit upgrade from 1Gbps to 5Gbps serving the site with the secondary internet connection.

The vendor was selected through competitive bidding following the guidelines from the Universal Service Administrative Company (USAC). USAC administers the E-Rate Program for the Federal Communications Commission (FCC).

Consideration

E-Rate Overview:

In 1997, the Federal Communications Commission (FCC) created the Universal Service Fund (Fund) with the intent of helping to ensure access to affordable telecommunications across the Country.

Telecommunications providers contribute a percentage of their interstate end-user revenues to the Fund. The Universal Service Administrative Company (USAC) was created to administer four programs funded by the Fund; High Cost, Low Income, Rural Health Care and Schools and Libraries.

The Schools and Libraries Program (E-Rate) makes discounts available to eligible entities with the intent to ensure that schools and libraries have access to affordable telecommunications and information services. Discounts are awarded to entities based upon what is termed as the “level of poverty” within the entity. The “level of poverty” is determined by the number of students that are eligible for the Free and Reduced Lunch Program and whether the applicant is determined to be urban or rural. The student is not required to participate in the Free and Reduced Lunch Program, just be eligible to participate.

Prior to Funding Year 2015-16, the Federal Communications Commission, which oversees USAC and the E-Rate program, issued a Modernization Order directing E-Rate to focus discounts on bandwidth, wireless networks, and Internet access.

In parallel with physical circuits allowing access to the Internet, the E-Rate program also provides discounts for networking equipment that make the internet traffic possible through these circuits (e.g. firewalls, routers, switches and transceivers attached to the circuits) as well as UPSs (Uninterruptible Power Supplies) serving the networking equipment.

Since the program's inception in 1998, SRCS' has received approximately $6,600,000 in funding commitments primarily to offset the cost of telecommunication services (Local and long-distance calling) and network services (wide area network and internet connectivity).

SRCS E-Rate Technology Projects

Firewalls

On February 10, 2016, the Board approved “Phase II Of The Network Access and Infrastructure Project"  enabling SRCS to upgrade the entire district-wide area network (WAN) including cabling and network equipment to support 10Gbps speeds to every port. This was necessary to support network traffic generated by approximately 17,000 users via wired and wireless network access.

At project inception, only one Internet connection (10Gbps to SCOE) was available to our users (teachers, staff, and students). To provide added security, two firewalls, providing redundancy and high availability, were installed to protect SRCS’ internal network. The high availability model not only allows the network traffic to be filtered at high speeds and balanced between the two units but also ensures that if one of the units fails to work for any reason the other one can automatically take over to provide continuity.

In early 2016, the opportunity to add a second Internet connection presented itself when SonicNet announced the expansion of their network in areas close to some of our sites. SRCS’ IT Department staff approached SonicNet with the possibility of partially funding the new internet connection through E-Rate.

On May 11, 2016, the Board approved the submission of E-Rate applications for dark fiber services, internet connectivity, and telecommunications services. All of our E-Rate applications for 2016 were approved. Funding for implementation of these services is a combination of E-Rate funds and Bond Funds split appropriately between districts. With the implementation of these services, the District benefits due to increased Internet Capacity/Speed while minimizing a single point of failure by providing a secondary Internet connection.

With the introduction of enterprise wireless capabilities through the Infrastructure Project and the additional devices for students and staff, SRCS has experienced over a 5X increase in typical daily internet usage. Our approved E-Rate applications provide two Internet connections (District Office to the internet and the District Office to the internet via SCOE) which are load balanced to ensure business continuity and operational sustainability.

Unfortunately, at the time of the implementation of the second internet connection, we had to split the high availability firewalls to protect our new (Second) Internet connection. Each Internet connection relies on one firewall creating a single point of failure on each Internet link.

AT&T WAN Connection

In the event of an Internet connection failure, all sites are automatically switched over to the other or secondary Internet connection. In order to reach the site with the available internet connection, all sites need to first traverse our internal Wide Area Network running on AT&T circuits. The WAN connection to the District Office is 5Gbps and it can accommodate all traffic from all sites when it becomes the single internet providing site. Unfortunately, the WAN circuit leading to the secondary site providing Internet access is limited to 1Gbps which is not enough bandwidth to accommodate all traffic from the schools and the district office. 

This circuit can be upgraded under our current AT&T contract without having to go to RFP. E-Rate will provide discounts to this circuit. 

Uninterruptible Power Supplies (UPS)

Uninterruptible Power Supplies (UPS) are smart battery backups that provide protection against potentially damaging power spikes or failures by ensuring continuous equipment operation for a determined time period. In the event of a long-term power outage, these devices allow graceful shutdown of network equipment to help mitigate the potential loss of equipment. These devices protect our network equipment as well as provide immediate backup power to our phone system.

The Data Center UPSs were installed at the beginning of the project 3 years ago in 2016 and additional equipment has been added in time to the load of these UPSs. The extra load coupled with the age of the batteries even with the addition of new ones resulted in decreasing up-time, approximately 20 minutes, for systems at the data center.

Considering the multiple prolonged power outages that we experienced at the District Office in the months of December and January and the prospect of planned power outages as announced by different power providers, it is imperative to upgrade the UPS Data Center solution to at least 1-hour up-time to allow emergency district-wide communication.  The system planned for implementation can also readily interface with a power generator should the need to install one arise.

The E-Rate Program allows us the opportunity to provide a better technical solution which eliminates the single points of failure by providing discounts for this equipment.

Equipment 

Firewalls - $696,145.38

UPS -          $65,150.03

Total -        $761,295.41

----

E-Rate discount for Firewalls -  $302,657.75 (60% off all elements except 5 YR support)

E-Rate discount for UPS - $39,090.02 (60%)

Total E-Rate discount - $341,747.77

---- 

Total after E-Rate discount for equipment: $419,547.64

Measure I -  $293,683.35 (70%)

Measure L - $125,864.29 (30%)

Total -           $419,547.64

-----------

AT&T WAN Circuit:

Monthly cost before E-Rate: $2,693.76

E-Rate discount / month: $1,616.26

Monthly cost after E-Rate: $1,077.50

Previous Board Activity

E-Rate

May 11, 2016 - APPROVAL OF E-RATE APPLICATIONS FOR DARK FIBER, INTERNET CONNECTION AND TELECOM SERVICES (E-10)

Equipment 

Firewalls - $696,145.38

UPS -          $65,150.03

Total -        $761,295.41

----

E-Rate discount for Firewalls -  $302,657.75 (60% off all elements except 5 YR support)

E-Rate discount for UPS - $39,090.02 (60%)

Total E-Rate discount - $341,747.77

---- 

Total after E-Rate discount for equipment: $419,547.64

Measure I -  $293,683.35 (70%)

Measure L - $125,864.29 (30%)

Total -           $419,547.64

-----------

AT&T WAN Circuit:

Monthly cost before E-Rate: $2,693.76

E-Rate discount / month: $1,616.26

Monthly cost after E-Rate: $1,077.50

The Board will hear from State and Federal Programs about the mid-year evaluation of the After School Education and Safety (ASES) program/provider.

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 eighth. 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. In this report, we will provide information on the mid-year monitoring and evaluation of the ASES contract.

Considerations:

From the beginning of the program this year, Principals, parents and staff have expressed concerns about adequate staffing, safety and security issues, adequate food/snacks and as promised activities. Based on these concerns, the district and site administration have put in place a monitoring and evaluation process to evaluate whether or not the vendor is implementing the program in accordance with the mandates of the state program. the Items that were were reviewed are:

• Safety

• Meal Adequacy

• Communication

• Enrichment Programs

• Average Daily Attendance

• Education Literacy

We will present some of these concerns and the current status of the program, as well as a recommendation for continued services.

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
Board Report September 12, 2018, Item F-6

The Board will consider approving a Request For Proposal (RFP) seeking a qualified provider to operate the After School Education and Safety (ASES) Programs for the 2019/20 school year for Brook Hill, Burbank, Lincoln, Lehman, James Monroe, Biella and Steele Lane Elementary Schools and for Hilliard Comstock and Lawrence Cook Middle Schools.

Purpose

To initiate a Request for Proposal process to obtain bids for an After School Program Provider to provide the ASES program at Abraham Lincoln, Albert Biella, Brook Hill, Helen Lehman, James Monroe, Luther Burbank and Steele Lane Elementary Schools and at Hilliard Comstock and Lawrence Cook Middle Schools.

The RFP process allows for better use of grant funds through a competitive process that is aimed to improve service to students and families at a lower cost.

Considerations

In June of 2018, Santa Rosa City Schools concluded a Request for Proposals to look at other vendors for the After School Education and Safety (ASES) Program. After one year the current vendor, Creative Brain has experienced an evaluation of "Needs Improvement". (See Item F3)

The State and Federal Programs Department would like to look at all possible options to provide the best program for students. The current contract is not expired, nor has there been any action to terminate it. By the action, we would open a window to determine if any other vendors would consider the contract for next year. Based on any of those applications, we will determine next steps.. 

Agencies wishing to be considered as an ASES provider will develop proposals which align with the goals and objectives of the ASES grant and Santa Rosa City Schools.

To be eligible for consideration, agencies must have experience in serving students who attend schools with high concentration of economically disadvantaged students.

The estimated timeline for the RFP is:

March 27, 2019 Board approval to release RFP
April 1, 2019 RFP release date
April 26, 2019 Proposal due date
April 29-30, 2019 Proposal evaluation period
May 2, 2019   Proposal approval date
May 8, 2019 Possible Bid Award or Contract Renewal

Board Policy
AR 5148.2

Education Code
California EC sections 8482–8484.6

Previous Board Activity
December 14, 2011 
March 28, 2012 

Grant Funded $1,131,038.18

The Board will receive information on the progress and status of the recommendations by the Fiscal Crisis & Management Assistant Team's (FCMAT) review of the Business Services and Human Resources Departments. Michelle Giacomini, FCMAT Deputy Executive Officer will present her final letter. 

Purpose:

Present to the Board FCMAT's final letter regarding findings and recommendations for the Business Services and Human Resources Departments. 

District staff met with Michelle Giacomini (FCMAT) in February 2019 to review the status of the report including progress on FCMAT recommendations. Ms. Giacomini has completed her final letter to present to the Board. 

Consideration:

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

In early 2017, FCMAT visited the district and conducted interviews with staff regarding job responsibilities, staff workload, channels of communication, the division of responsibilities, and the perceived effectiveness and efficiency of the organization structure, policies, and practices for the departments under review (Business Services and Human Resources).

After completing fieldwork, FCMAT presented their final report containing findings and recommendations to the Board on April 20,2017. 

Staff met with FCMAT during the summer of 2018 to provide updates on the implementation status of recommendations. 

In February 2019, FCMAT returned to SRCS to conduct a final review of their recommendations and status of implementation in preparation of presenting their final letter at that March 27, 2019 Board meeting. 

Previous Board History

December 20, 2017 (Item F4): FCMAT Review Update
May 24, 2017 (Item F1): FCMAT Chief Management Analyst, Michelle Giacomini, presented a report summary of FCMAT's Management Review to the Board

The Board will be provided with information and details regarding the Measure I and L Roofing Projects. 

Purpose

Per Board request, the staff is presenting information on the Measure I and L roofing and HVAC projects that have been completed and the two (2) that have been bid for completion during the summer of 2019. 

Considerations

Through the Measure I and L Bond Programs the following sites have had roofing and HVAC completed:

• Biella Elementary - Measure L
• Hidden Valley Elementary - Measure L
• Monroe Elementary - Measure L
• Comstock Middle - Measure I
• Slater Middle (Phase I) - Measure I
• Elsie Allen High - Measure I
• Maria Carrillo High - Measure I
• Piner High - Measure I
• Santa Rosa High (Phase I) - Measure I

The following sites have been competitively bid for Summer 2019:

• Lincoln Elementary - Measure L
• Slater Middle (Phase II) - Measure I

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. 

Shawn LeCrone (BEAM/PBK Architect) will present information on each of our prior projects and the two that have gone through the bidding process for the summer of 2019. 

Previous Board History

• March 13, 2019 (Item E7): Approval of Lincoln Elementary Roofing/HVAC Project
• October 10, 2018 (Item E8): Approval of Summer 2019 HVAC / Roofing Projects - Abraham Lincoln ES, Santa Rosa MS, Montgomery HS & Santa Rosa HS Phase II.
• May 23, 2018 (Item F8): Award Bid for Santa Rosa HS Re-Roofing and HVAC Project (Phase I) 
  
• March 14, 2018 (Item F5, F6) : Approval bids for the 2018 Summer Roofing and HVAC Projects at Elsie Allen High and Maria Carrillo High
• December 20, 2017 (Item F5): Approval of Summer 2018 roofing projects including Monroe ES, Comstock Middle, Slater Middle, Elsie Allen HS, Maria Carrillo HS & Santa Rosa HS Phase I
• April 26, 2017 (Item F7):  Award Bid for Piner High School Re-Roofing and HVAC Project
• April 12, 2017 (Item F8, F9, F10):  Award Bid for Hidden Valley Elementary, Albert Biella Elementary, and Herbert Slater MS Re-Roofing and HVAC Project 
  

The Board will consider the award of bid for the Herbert Slater Middle School Roof & HVAC replacement Project. This project is funded through the Measure I 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 Herbert Slater Middle School 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 Stronger Building Services, for the sum of Five Million, Eight Hundred Thirty Thousand Dollars and no Cents (5,830,000.00).

The evaluation team found the bid to come in under the original preliminary estimate of $6.9 Million.

Due to Stronger Building Services 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 Stronger Building Services for $5,830,000.00.

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.

$5,830,000.00 - Measure I Funded

The Board will receive an update on the proposed Parcel Tax including fee structures and timeline. 

Purpose

To provide an update on the proposed Parcel Tax with timelines and parcel fee information. 

Considerations

Charles Heath, a Partner at TBWB Strategies, will present information about the parcel tax measures, one of the only options for California school districts to generate locally controlled revenue to fund teaching and instructional programs.

TBWB has provided strategy and communication consulting services to over 100 California school districts on successful parcel tax measures. They maintain a success rate of over 90%.

Mr. Heath will present the process and strategies that other school districts in Sonoma County and around the state have used to secure successful parcel tax measures at the difficult 66.7% passage threshold. Mr. Heath will also share election timing options and recommended next steps.

Previous Board History
May 9, 2018 (Item F3 & F4): Parcel Tax Presentation and Approval of TBWB

The Board will consider, by resolution, reducing Developer Fees for new construction in Downtown Santa Rosa to help encourage residential development. This would be complementary to the reduction in fees that the City of Santa Rosa has adopted to encourage residential development in the same area. 

Purpose:

The purpose of the High- Density Residential Incentive Program ("Incentive Program") is to encourage housing development and increased density in downtown Santa Rosa ("City") through the reduction of school facilities fees imposed on developers.  This program is similar to the incentive program adopted by the City Council in September of 2018 and will apply to the same types of projects and in the same manner.

Consideration: 

Currently, the Santa Rosa Elementary School District may charge up to $3.05 per square foot for residential projects and the Santa Rosa High School District may charge up to $2.31 per square foot for residential projects. 

Under the proposed Incentive Program, the following incentives would apply:

1. For residential projects located Downtown on parcel(s) zoned CD-7 and/or CD-10:

   School facilities fees for projects proposing four or more stories, with at least three stories dedicated to residential use, shall be calculated based upon the first three residential floors only, and any additional floors dedicated to residential use shall be exempt from additional school facilities fees.

2. For residential projects located Downtown on parcel(s) zoned CD-5, TV-M, TV-R, R-3-18, and/or R-3-30:
   
   School facilities fees for projects proposing three or more stories, with at least two stories dedicated to residential use, shall be calculated based upon the first two residential floors only, and any additional floors dedicated to residential use shall be exempt from additional school facilities fees.
   
   
3. For Downtown affordable/ inclusionary housing projects that construct the affordable units on-site pursuant to the City's Housing Allocation Plan:
   
   School facilities fees for non-exempt units shall be reduced to $2 per square foot. 

For purposes of the Incentive Program, floors are considered residential if at least 25% of the gross floor area is dedicated to habitable space.   

The District's Incentive Program will have a limited term of five (5) years and may be revisited by the Governing Board thereafter. 

Board Policy

BP 7211

Previous Board History

February 13, 2019 (Item F7): Update on Santa Rosa Downtown High-Density Multi-Family Impact Fee Incentive Program Presented by City Officials. 

Adoption of this resolution will decrease the collection of new developer fees for applicable projects.  

The Board will discuss and approve revisions to Board Bylaw 9323.

Purpose: 

To discuss, review and revise the Board's guidelines for meeting conduct.  

Consideration: 

The Board Bylaws do not state not identify a specific parliamentary procedure will be used to conduct board meetings.  The Board would like to review and discuss any changes it deems necessary to Board Bylaw 9323 regarding meeting conduct and procedure. 

Parliamentary procedure, also called rules of order, the generally accepted rules, precedents, and practices commonly employed in the governance of deliberative meetings. Such rules are intended to maintain order, to determine the will of the majority, to preserve the rights of the minority, and to facilitate the orderly transaction of the business of a meeting.

There are several forms of parliamentary procedure. Robert’s Rules is most popular, used by approximately 80 percent of groups. One used by about 15 percent of groups, especially physicians and dentists, is the Sturgis Standard Code of Parliamentary Procedure. Another, Demeter’s Manual of Parliamentary Law and Procedure, is used by approximately 5 percent, particularly labor unions. Other parliamentary books include Riddick’s Rules of Procedure, Mason’s Manual of Legislative Procedure (used by many state legislatures), and Bourinot’s Rules of Order (used in Canada).

Robert's Rules of Order Summary
Robert's Rules of Order Summary 2

Board Policy: 
BB 9323 Meeting Conduct

These items are presented for informational purposes only.

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