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)).

There were no public comments on the closed session agenda.

Title of position to be filled: Principal (Proctor Terrace), Coordinator (State and Federal Programs)

Title of employee being reviewed:  Superintendent, Assistant Superintendent, Principals, Vice Principals, Assistant Principals, Directors, Coordinators

Number of potential cases: 1

Street address or parcel number:  040-070-21
Name of negotiators attending: Rick edson
Name of party (not agent): City of Santa Rosa
Instruction to negotiator will concern: Price and terms of payment

Case Number: 2017/18-22

Case Number: 2018/19-46

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)).

A report was given by President, Tammy Affonso. 

A report was given by Superintendent, Diann Kitamura.

A report was given by Board President, Jenni Klose.

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 July 1, 2019, through July 26, 2019,  for a total of $7,983,489.98. 

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): July 1, 2019, through July 26, 2019 = $7,983,489.98
Warrants (Total 19/20 Fiscal Year): July 1, 2019, through July 26, 2019 = $7,983,489.98

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 July 25, 2019 = $1,593.07.
District-wide donations year to date = $2,094.07.

 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 = $1,145,694.00

The Board will consider approval of Resolution 2019/20-003 Authorization of Personnel to Sign Orders on District Funds.

This will authorize, empower, and update the signatories for District banking. This resolution authorizes Gabriela Mathiesen, District Child Care Assistant Supervisor, to sign orders for the payment of lawful expenses of the District on funds of the District through the Child Care Fund at Exchange Bank (Account Number #XXXXXX9938).

The Board will consider approving Resolution 2019/20-002 regarding the use of the Education Protection Account (EPA) funds for the 2018-19 fiscal year. Although the funds are not additional funds to the District, Proposition 30 transfers tax revenues to an EPA and requires that each K-14 local agency determine how the funds are spent and approve the spending during a public meeting.

Purpose

The language in Proposition 30, the Schools and Local Public Safety Protection Act of 2012, requires new revenues generated from Proposition 30 to be deposited into a newly created state account called the Education Protection Account (EPA). Schools districts, county offices of education, and charter schools will receive funds from the EPA based on their proportionate share of the statewide revenue limit amount, which includes charter school general purpose funding. A corresponding reduction is made to an LEA’s revenue limit or charter school general purpose state aid equal to the amount of their EPA entitlement. Thus, the EPA funds are not new funds but represent funds previously withheld from the District.

Considerations

Although the EPA funds are not new funds and they are not considered restricted funds, the District must determine and report on how the funds are spent. Such a spending plan must be approved by the governing board during a public meeting and the plan must be published on the LEA’s website. By law, EPA funds cannot be used for any administrative costs.

For the 2018-19 fiscal year the EPA funds are as follows:

• Santa Rosa Elementary District $756,070
• Santa Rosa High School District $2,073,492
• Santa Rosa Accelerated Charter School $24,694
• Santa Rosa Charter School for the Arts $129,622
• Santa Rosa French American Charter School $133,586
• Cesar Chavez Language Academy $70,448

Since the EPA funds represent a large percentage of the budget, the recommendation is to use the EPA funds for teacher salary expenses. This recommendation does not impact payments to teachers or teacher seniority, and it complies with the law.

Education Code
EC 14041

Previous Board Activity 

July 25, 2018 E.18. Approval of Resolution for Proposed Use of 2017/18 Education Protection Account (EPA) Funds

August 9, 2017 (Item E.12): Approval of Resolution for Proposed Use of 2016/17 Education Protection Account (EPA) Funds

Because the EPA funds do not represent additional funds to the district, there is no fiscal impact.  If EPA funds are not expended in accordance with the requirements of Proposition 30, civil or criminal penalties could be incurred.  

The Board will consider approval of the inter-agency agreement contracts between Santa Rosa City Schools, Kashia Elementary School, Amarosa Academy, and Redwood Empire Food Bank to continue to provide meal services during the 2019/20 school year.

Purpose

To Authorize school meal inter-agency agreement contracts for the 2019-2020 School Year for the following schools and organizations:

Kashia Elementary
Amarosa Academy
Redwood Empire Food Bank

The schools and organization listed above have requested the continuation of meal services for the 2019/20 school year. 

Considerations

Contracts have been an integral part of the financial makeup of CNS for a number of years. For the 2019-2020 Fiscal Year, these contracts are anticipated to generate approximately $420,000 in gross revenue for the Child Nutrition Services Department. 

Revenue in excess of the cost associated with the contracts will be used to offset costs for commodities and basic goods for the meal program serving Santa Rosa City Schools students. Other factors considered with these contracts include the general labor costs and benefits including increases to PERS. 

Board Policy
BP 3550

Previous Board History
June 27, 2018 (E.10) Approval of the Child Nutrition Services (CNS) Meal Contracts for the 2018-19 School Year

July 26, 2017 (E.16) Approval of the Child Nutrition Services (CNS) Meal Contracts for the 2017-18 School Year

Gross revenue increase of $420,000, of which approximately $15,000 will be revenue in excess of cost.

Approve the inter-agency agreement between Santa Rosa City Schools, Kashia Elementary School, Amarosa Academy, and Redwood Empire Food Bank to continue to provide meal services. 

The Board will consider approval of a Provisional Internship Permit Application (PIP) for Eugenia Maria Aguirre.

This Education Specialist PIP will allow the district to fill a Special Day Class (Mild/Moderate) teaching position at Elsie Allen High School for the 2019-2020 school year.  PIPs are not renewable and are issued on a one-time basis per applicant in any credential subject area.  Eugenia Maria Aguirre is currently enrolled in a credentialed program.  This teaching position has been posted on EdJoin, Facebook and job fairs since March 2019.

The Board will consider approval of Resolution 2019/20-004 (Resolution To Establish Capacities for Various Grades, Special Classrooms and Special Programs).

Purpose

Each year, in advance of the opening of the window for Interdistrict permits, the office of Student and Family Engagement determines the capacities of each school site to regulate available space for students requesting to transfer into Santa Rosa City Schools.

In accordance with Board Policy 5116.1, each year, in advance of the opening of the window for Inter-district permits, February 1 - March 15, the office of Student and Family Engagement determines the capacities of each school site in order to determine available space for students requesting to transfer into Santa Rosa City Schools. This capacity is based on school, grade and program capacities established each year by the Business Services Division. The attached resolution outlines each of those capacities in a generalized way which allows the SAFE department to then calculate the specifics. These capacities are not the same as any capacities outlined in any of the Agreements between the District and our Associations, but rather a figure that provides ample room to allow residents to enter into a school, grade or program with priority. This resolution publiclly acknowledges these capacities if an issue is raised during the Inter-district window. 

Consideration

While there has never been a challenge to the District's capacities, the attached resolution outlines each of those capacities in a generalized way which allows the SAFE department to then calculate the specifics. Those specifics are determined based on the capacity of each program, grade or school based on capacities established by the State, the Board, by the Agreements with the Associations or by program need. 

Board Policy
BP 5116.1

Education Code
Ed Code 35160.5

Previous Board Activity
July 25, 2018 (Item F-3)

Approve Resolution 2019/20-004 To Establish Capacities for Various Grades, Special Classrooms and Special Programs.

The Board will consider approval of Resolution No. 2019/20-005 to identify the Santa Rosa High School Agricultural Facility at 4260 Alba Lane, Santa Rosa, California as a teaching and educational facility. 

Purpose

This resolution starts the process of approvals for rebuilding the Santa Rosa High School Agriculture Facility. 

Considerations

In October 2017, the Santa Rosa High School Agricultural Facility was destroyed by the Tubbs fire. Since that time, district staff have worked with our insurance company and Sonoma County Open Space to start the process of rebuilding the Agriculture Facility. 

The land located at 4260 Alba Lane, Santa Rosa, California is part of an agreement between Santa Rosa City Schools and Sonoma County Open Space. The agreement entered into in 1995 conveys a conservation easement and assigns development rights to Sonoma County Open Space. 

As part of the agreement with Sonoma County Open Space, SRCS must be granted approval for any changes or modifications to the site including the rebuild after the fires. Upon approval of this resolution by a two-thirds vote, Sonoma County Open Space will conduct a final review of the plans ultimately resulting in approval to begin the rebuilding process. 

California Government Code
53094

Previous Board History
June 13, 2018 (E-16): Approval of PBK Architects for Engineering and Design Services for the Santa Rosa High School Farm

Approve Resolution No. 2019/20-005 for determination of the Santa Rosa High School Agricultural Facility as a teaching and educational facility. 

The Board will consider approval of Resolution 2019/20-006 for an exemption to the Separation-From-Service requirement pursuant to Education Code Section 24214.5 or 26812 for a retiree, Michael Milbrath.

Purpose

Due to the shortage of Music teachers statewide and locally, there is a critical need for a .1333 FTE Music Teacher support the Santa Rosa Charter School for the Arts program.  If approved, this request for a Separation-From-Service will allow the District to fill a critically needed position by a retired member, Michael Milbrath.

Considerations

Santa Rosa Charter School for the Arts students benefit from the on-campus musical instruction which includes violin instruction and a strings orchestra.

When asked to take on this task, Mr. Milbrath, agreed to fill this role. Mr. Milbrath officially retired from Santa Rosa City Schools in May 2019.

There are requirements for requesting an exemption from the annual post-retirement earnings limit to assist schools that are in financial or academic distress. Approving this resolution will allow Mr. Milbrath to continue to teach music.

Board Policy
 AR 4317.14 Postretirement Employment

Education Code
CA Ed Code 24214.5
CA Ed Code 26812

Approve Resolution 2019/20-006 for an exemption to the Separation-From-Service requirement pursuant to Education Code Section 24214.5 or 26812 .

The Board will consider approval of Resolution 2019/20-007 for an exemption to the Separation-From-Service requirement pursuant to Education Code Section 24214.5 or 26812 for a retiree, Laurie North.

Purpose

Due to the shortage of Deaf and Hard of Hearing (DHH) teachers statewide and locally, there is a critical need for a .40 FTE DHH, Severely Handicap (SH) Teacher to support the District's Student and Family Services program.  If approved, this request for a Separation-From-Service will allow the District to fill a critically needed position by a retired member, Laurie North.

Considerations

The Deaf and Hard of Hearing program is a SELPA program at Hidden Valley Elementary School.  Last year we had two of the three teachers retire. During the summer the other teacher passed away. One of the retired teachers, Laurie North,  has agreed to come back in a part time capacity to help transition the program and ensure services to our DHH students and families remain without interruption. 

When asked to take on this task, Ms. North, agreed to fill this role. Ms. North officially retired from Santa Rosa City Schools in May 2019.

There are requirements for requesting an exemption from the annual post-retirement earnings limit to assist schools that are in financial or academic distress. Approving this resolution will allow Ms. North to continue to teach DHH.

Board Policy
 AR 4317.14 Post retirement Employment

Education Code

CA Ed Code 24214.5
CA Ed Code 26812

Approve Resolution 2019/20-007 for an exemption to the Separation-From-Service requirement pursuant to Education Code Section 24214.5 or 26812 .

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

Purpose

The Board will receive an update on the proposed Parcel Tax including fee structures and timeline that were discussed at the April 24, 2019 Board meeting.

Consideration

Charles Heath, a Partner at TBWB Strategies will present additional information and address the questions from the previous Parcel Tax update regarding the proposed measures.

Previous Board History

April 24, 2019 (Item F.6): Parcel Tax Update and Timeline 
March 27, 2019 (Item F8): Parcel Update Tax and Timeline
May 9, 2018 (Item F3 & F4): Parcel Tax Presentation and Approval of TBWB

The Board will receive information on the Measure I and L Bond programs. 

Purpose

In November of 2014, the Santa Rosa Community approved two Prop 39 General Obligation Bonds for Santa Rosa City Schools: Measure I ($175,000,000 - Santa Rosa High School District) and Measure L ($54,000,000 - Santa Rosa Elementary School District).  

As part of our commitment to using these funds as intended, updates are presented to the Board to show current progress and on-going planning. Through this presentation, bond related work over the last 6 months will be highlighted and information on future projects will be presented. In addition to bond projects, the Board will also receive information on progress made for Prop 39 Energy Expenditure Planning and the Hidden Valley Satellite Fire Recovery.

Consideration

Prop 39 General Obligation Bonds

A Prop 39 general obligation bond, approved by 55% local vote, authorizes bonds for repair, construction or replacement of school facilities addressing safety, class size, and information technology needs.

Bond proceeds will be repaid from a tax to be levied on the taxable property within the boundaries of the High School District and Elementary School District respectively.  Costs of issuing the bonds will be paid from the proceeds of the bonds and not from the general fund of Santa Rosa City Schools.

Measure I and L

Santa Rosa City Schools Bond Program is committed to:

• Providing a Safe and Modern Learning Environment
• Current and Reliable Technology and Labs
• School Repair Measures to Support Student Success

The Bond Measures can be used at our school sites to:

• Repair or replace leaky roofs
• Provide updated technology to prepare students for college and careers
• Repair or replace deteriorating plumbing, sewer, and electrical systems
• Repair or replace outdated heating, ventilation, and air-conditioning systems
• Improve access to classrooms and labs for students with disabilities
• Upgrade campus security, safety, and fire systems at all schools
• Renovate aging classrooms, science labs, restrooms, and other educational facilities
• Modernize or replace aging facilities based on programmatic need

Bond Program Progress

Measure I - Facilities Projects (Major)

Measure I - Technology Projects (Major)

Measure L - Facilities Projects (Major)

Measure L - Technology Projects (Major)

Future  Bond Projects:

• Santa Rosa High School Phase II Roofing and HVAC
• Santa Rosa Middle School Roofing and HVAC\
• Montgomery High Roofing and HVAC
• Montgomery High Two-Story Classroom Building
• Carrillo High Stadium Press Box
• Phase IV and V - Classroom Security Locks
• Classroom Technology

These numbers are from the inception of the Bond Programs through June 30, 2019. These figures do include all expenditures for Summer 2019 projects. 

The Board will receive information regarding the school site facility on Parker Hill Road formerly home to the Hidden Valley Elementary Satellite School. 

Purpose

SRCS and Keysight Technologies have been partners since the early 1990s. This partnership included a TK-2 school (Hidden Valley Satellite) and childcare facilities at the Keysight Campus location. Keysight employees were given priority enrollment at this site. 

With the destruction of the Hidden Valley Satellite Campus during the 2017 wildfires, SRCS and Keysight have had conversations about the future of the site with a proposed rebuild of a school facility with childcare. Both SRCS and Keysight know this has been a mutually beneficial relationship that both entities want to continue. 

Considerations

On April 3, 2019 and May 20, 2019, SRCS and Keysight held two public forums at the location of the former Hidden Valley Satellite School to garner feedback and input about the future of the site. 

Through attendees and online responses, there was many comments about providing STEM (science, technology, engineering, math),  STREAM (science, technology, relationships, engineering, art, math),
STEAM (science, technology, engineering, art, math) educational opportunities and also the desire to have childcare/daycare at the facility. There were also many comments to rebuild the site as it once stood and several other ideas for use of the facility. 

As the educational program is determined, it is necessary to start the process to provide childcare at the site for the 2020/21 school year. Staff will bring an architect for approval at the August 28, 2019 Board meeting. The architect will be charged with providing a learning environment for the childcare facility that will eventually become a school site. 

Previous Board History
April 10, 2019 (Item F-3): SRCS Keysight Partnership

The 2019-2024 Santa Rosa City Schools strategic plan will be presented for a second time to the public for input.  This initial version of the vision, mission, and priorities of the board was developed by the Board and Superintendent in a series of meeting facilitated by Dr. Carlos Ayala beginning in February 2019.  

Purpose

In order to accomplish the vision and mission of SRCS, the District needs a strategic plan that guides the district and the decisions of the staff and Board.  The previous plan adopted in 2014 served the district for many years; however, the changing landscape both in terms of state and federal regulations, school funding,  and the needs of students and families necessitates an update to the strategic plan.

Considerations

During the 2012-13 school year, the SRCS Board and the superintendent began a dialog around a strategic planning process. The Board worked diligently with the Superintendent and various experts who helped design an inclusive process to lead the work in SRCS.  The current strategic plan has been in place for four years and it is time to review the current plan and work together with the school community to revise and update a strategic plan for SRCS.

Dr. Carlos Ayala began the facilitation for updating the SRCS strategic plan with the Board of Education and Superintendent beginning in February 2019.  Dr. Ayala worked together with the Board and Superintendent to use the feedback and input from the school community for the previous strategic plan to help inform the development of this updated version of the strategic plan for the district.  In addition to Board meetings, a survey will be provided and two school community forums will be held to ensure there is an opportunity for stakeholders to share their thoughts and ideas about the strategic plan for SRCS.  The community can also share their feedback at this board meeting.  A link to a survey for input on the Strategic Plan will be available on August 28, 2019, and will run through the end of September.

Upcoming events

September 3 – Community Meeting (Spanish bilingual)/ Elsie Allen High School / 5:30-7:00 p.m. (childcare provided)
September 4 – Community Meeting (Spanish bilingual)/ Montgomery High School / 5:30-7:00 p.m. (childcare provided)
September 30 – Survey closes
October 28 – Presentation of revised Strategic Plan 2019-24

Previous History

02/26/14 (Item F2) - Approval of Strategic Plan in 2014
04/17/19 - First Study Session for new Strategic Plan
05/15/19 - Second Study Session for new Strategic Plan
06/19/19 - Final Study Session for new Strategic Plan
07/24/19 - (Item F5) - Presentation of the SRCS Strategic Plan 2019-24

Many Santa Rosa City School sites have a foundation to help support a variety of activities and expenses a school incurs.  We are fortunate there is such strong support for high schools through their foundations.  Elementary and middles schools do not have foundations to provide these types of resources and raises the question about forming a SRCS Foundation.  

Purpose

In the 2018-19 school year our schools received a total of $324,286.00 in donations.  The range in donations at the lowest was $600 and the highest was $94,055.  A SRCS foundation would help support those school receiving little funds from donations and allowing them to access the same enrichment activities and supports as their peers at other schools.

Considerations

A foundation is an entirely separate entity from a school or the school district and therefore requires its own administrator, Board, bylaws, and budget.  A non profit status would need to be established along with various other requirements to be a charitable foundation. Non Profit Law Blog

Start up funds for an SRCS foundation must be identified and an administrator hired to organize and complete the process of establishing the non profit organization.  At the same time the administrator must begin networking with the community to establish partnerships for fundraising to ensure the sustainability of the foundation as grants are provided to school sites. There are several successful school foundations that can serve as a model for the SRCS foundation.

There is no financial impact to Santa Rosa City Schools.

These items are presented for informational purposes only.

Attached for reference are the Board's Codes of Conduct and Code of Ethics board policy. 

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

The following are future board update items:

• Parcel tax 
• Summer school 
• Cook/CCLA 

Attached for information is the Sonoma County Office of Education School Visitation report for the fourth quarterly report for the 2018-2019 fiscal year as required by Education Code 1240(c)(2)(G) pursuant to the Williams Settlement.

The Sonoma County Superintendent's July 2019 report presents that there were no visits or reviews conducted this quarter for the following schools: Piner High, Elsie Allen High, Lawrence Cook Middle, Abraham Lincoln Elementary, Steele Lane Elementary, Hilliard Comstock Middle, James Monroe Elementary, Brook Hill Elementary and Albert F. Biella Elementary School.