Members of the public may address the Board on items listed on the closed session agenda. Speakers are limited to three minutes each (Board Bylaw 9323(5)).

The Board will consider approval of the minutes from the February 22, 2017, Regular Board Meeting.

The Board will consider approval of the minutes from the February 25, 2017, Special Board Meeting.

The Board will consider approval of the minutes from the March 1, 2017, Special Board Meeting.

Sonia Lakshmanan (Hidden Valley Elementary School)
Cristina Palacios (Santa Rosa Middle School)
Kevin Delano White, Jr. (Ridgway High School)

Michelle Rowe (Hidden Valley Elementary School)
Jeanie Kim and Annette Musson (Santa Rosa Middle School)
--No report for Ridgway High School--

Members of the public may address the Board on matters within the subject matter of its jurisdiction. Please submit a Speaker Card to the Board Secretary prior to the meeting being called to order. Upon recognition by the Board President, please approach the podium. The Board shall take no action or discussion on any item not appearing on the posted agenda, except as authorized by law (BB 9323(2)). Speakers are limited to three minutes each (BB 9323(5)). Should a member of the public have comments that pertain to a complaint against an employee of the District, the Board advises that the matter should first be pursued using the appropriate district complaint procedure (BB 9323(6).

All consent items are enacted by the Board in one motion, unless a Board member requests that an item be removed and discussed separately.  

The Board will consider approval of the absence of Board Member(s), if necessary, due to illness, jury duty, or due to a hardship deemed acceptable by the Board in accordance with Education Code Section 35120.

The Board will consider approval of the personnel transactions submitted. 

Staff is presenting Personnel Transaction items for Board approval.

The Board will consider approval of the vendor warrants submitted.  The attached warrant register lists all vendors for the period 2/10/17 through 2/23/17 for a total of $1,203,013.37. 

Staff is presenting the Warrant Register List for Board Approval.

The financially significant vendor warrants include:

(Current) Warrants - February 10, 2017 through February 23, 2017 = $1,203,013.37
(Total 16/17 Fiscal Year) Warrants - July 1, 2016 through February 23, 2017 = 43,062,063.47

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 22, 2017 = $14,381.37.
District-wide donations year to date = $335,952.12.

 The Board will consider approval of the contracts submitted.

Staff is submitting requests from various schools and departments to hire individual contracts or consulting firms to provide specified services.  For fiscal and learning impacts, see the attached summary sheet.

Total value of contracts = $417,200
Measure I Bond Funds - Contracts = $190,050
Measure L Funds - Contracts = $101,250

The Board of Education will receive an update on the upcoming Spring Forward March 17th Professional Development Day.  This day is the third day of a 3-day series of professional development, approved through a tentative agreement with SRTA for the 2015-16 and 2016-17 school years only.  Per the agreement, the 3 days would be used for professional development purposes only. The Board will be updated on the planning process, session offerings, and locations for this upcoming PD day.

The investment to train teachers and other school staff is an effective use of resources.  It affects the classroom and students directly and creates the conditions for greater learning and achievement to occur.  These professional development days provide the opportunity for staff to deepen their learning and collaborate with their colleagues in support of the students, staff and greater community of Santa Rosa City Schools.

Professional development opportunities, such “Spring Forward” and the many others throughout the year, support the further development of teacher leaders in the district.  As the capacity of teacher leaders grows and develops, there is greater opportunity for SRCS staff to share their talents and expertise with their colleagues, leading professional development opportunities across the district.  This will support greater collaboration district-wide.

Previous Board Activity:

April 27, 2016: The Board received an update on the March 28, 2016 Professional Development Day, the third in the series for the 2015-16 school year.

This is the third day of the three professional development days negotiated with SRTA.  The estimated cost of this 3^rd professional development day for Certificated staff is $400,000.  Funding for this professional development day is Supplemental dollars and is included in the District’s LCAP.

The Board will receive information on the implementation of Illuminate Education's Student Information Platform. 

On February 1, 2016, SRCS initiated a search for a new student information system.  The timeline and major components of the search are highlighted below in the timeline table.

On June 22, 2016, the Board approved Illuminate Education suite of software – Illuminate Student Information System (iSi) and Illuminate DnA.

Current Status

DnA

On August 1, 2016 Santa Rosa City Schools began using Illuminate Education’s DnA. DnA replaced OARS as our assessment data warehouse.

• DnA is fully functional
• Additional training and feature sets are currently underway
• DnA uses the same interface as the student information system component creating familiarity with both products.

Illuminate iSi

On August 1, 2017 Santa Rosa City Schools will begin using Illuminate Education iSi as our new student information system. Illuminate Education’s iSi will replace eSchoolPLUS.

Illuminate Education has a history of successful implementations throughout California. Following their best practices and suggested timelines, SRCS is on track and on schedule for the August 1, 2017 “Go Live” date.

Key milestones of Implementation

• Data integrity checks
• Initial cleansing of data for consistency and accuracy
• Initial transcript data uploaded
• Initial attendance data uploaded
• Additional core data and updates to already transferred data is being automatically uploaded nightly

Next Steps in alignment with Illuminate Education’s best practices

• Implementation Subcommittees
  • 56 district staff members have agreed to participate in one or more of the 17 Implementation Subcommittees. The majority of members were involved in the Student Information Selection Committee during Spring 2016. This continuity will help ensure a successful roll out. Implementation subcommittees began meeting in early March and will continue to meet as needed. Some committees will have a short lifespan while others will continue to have a role throughout our implementation year.
    
    
• Continued Data Migration
  • IT Team continues with data integrity checks and cleansing of data
  • IT prepares additional automation policy and procedures for nightly uploads and availability of data
    
    
• Initial Training
  • Preparation for Trainer of Trainer dates
  • Formal rollout for staff training (Expected to begin in April)
  • Summer training for classified staff
  • Summer drop-in training opportunities
    
    
• Ongoing Training
  • The important take-away from Illuminate Education’s best practices is training must be ongoing. This is the same request that was highlighted through the selection process. The process for training after the initial implementation will be determine with the help and recommendation of the Implementation Subcommittees.

An up-to-date timeline and implementation details are available on the SRCS website. The link for Illuminate Education SIS Implementation is located on the SRCS homepage.

Previous Board update on the Illuminate Education implementation -  August 24, 2016

The Board will consider approval of Phase 2 for the Santa Rosa Charter School for the Arts construction and modernization project. Phase 2 will address buildings and classrooms not included in the original scope of work for this site. 

Phase 1 at the Santa Rosa Charter School for the Arts campus consisted of the construction of new buildings and outside landscaping/hardscaping. Phase 1 did not include several existing buildings and classrooms on the campus. Phase 2 will address buildings not included in Phase 1. These buildings are outlined in red on the attached campus map.

Phase 2 includes cleaning, replacement, and implementation of items such as: carpets, cabinetry, paint, and technology. This is in alignment with the resources provided in the newly constructed buildings during Phase 1.

Phase 2 completes the modernization of the campus. Due to many contributing factors, the original scope of work was valued engineered at the time of creation and did not modernize or provide any improvements to approximately nine (9) classrooms, the multi-purpose room, and the library. Teachers and students who were displaced to the temporary campus at Lewis would have returned to the same classrooms and common use facilities with no modernized resources or increased functionality in the respective rooms. 

Highlights of Phase 2 work - Modernization of the MPR, existing classrooms and the library to include:

• Removal of MPR existing stage floor
• Removal of existing portable classroom carpet and vinyl
• Installation of new carpet tile
• Installation of new VCT at existing stage
• Installation of new district provided TV monitors
• New marker boards
• New floor base
• New paint to entire interior of the classrooms (including painted cabinets)
• New paint at MPR common area and existing stage area
• Replace broken or damaged ceiling tiles
• Replace broken glass windows
• Roofing
• Install new data cabling
• Install new IP clock/speakers and data outlets

Current Status – Phase 1:

• Punch list* items on newly constructed buildings
• With dry weather – Landscaping is being completed
• Punch list on landscaping needs to be completed
• Second site closeout meeting with general contractor – week of March 6, 2017

*Punch List - A punch list is a document prepared near the end of a construction project listing work not conforming to contract specifications that the contractor must complete prior to final payment. The work may include incomplete or incorrect installations or incidental damage to existing finishes, material, and structures.

The bid from Murray Building, Inc. was reviewed by district staff, Counterpoint Construction Services, and legal counsel which determined that they were the lowest responsible bidder.  

This is for the award of the bid to Murray Building, Inc.. The contract will be brought back to the Board on March 22, 2016 for approval. 

Cost as bid from Murray Construction, Inc. = $565,000 with an additional dry rot allowance of $25,000

This project was funded through a combination of a California State Charter School Facilities Matching Grant and through Measure L Bond Funds.

The state grant was $5,041,025 and $6,000,000 was budgeted through Measure L for a total project budget of $11,041,025. 

Through Phase 1, total general contractor construction costs including fully executed change orders = $9,477,791

The Board will receive a report on the recommended sunset of two Career Technical Education programs per Board Policy 6140.3 – Protocol for Reconfiguring, Inactivating, or Closing Pathways and Specialized Programs.

Career Technical Education (CTE) programs consists of a multi-year sequence of courses that are designed to provide students relevant and hands-on learning experiences, the opportunity to explore career options, participate in work-based learning experiences, and acquire technical and employability skills. Changes to these programs occur for several reasons, which may include, industry trends, teacher retirement, and changes to student interest.  Per Board Policy 6140.3, the Board of Education shall consider recommendations made by staff prior to reconfiguration, inactivation, or closure of a Pathway or Specialized Program.

District staff collaborated with site administrators to identify potential CTE programs to sunset for the 2017-2018 school year. In result, the following recommendations were generated:  

• Education Pathway at Elsie Allen High School
• Business and Information Technology Pathway at Santa Rosa High School 

Previous Board Activity:

• February 12, 2014: The Board approved sunsetting the Construction Technology Pathway at Elsie Allen High School and the Translation Services Pathway at Elsie Allen High School, Maria Carrillo High School, and Santa Rosa High School. The Board also approved reconfiguration of the Child Development Pathway at Elsie Allen High School and the Business Pathway at Piner High School, effective for the 2014-2015 school year. 

The reduction of a .4 FTE teaching position due to the recommended sunset of the Business and Information Technology Pathway at Santa Rosa High School.  
No impact due to the recommended sunset of the Education Pathway at Elsie Allen High School.

The Board will consider approval of the Second Interim Report 2016-17.  

California school districts are required to submit two major financial updates throughout the fiscal year, the First Interim Report which is based on activity through October and the Second Interim Report which is based on activity through January. After receiving the information, the Board is required to certify that the District “will” (positive certification), “will not” (negative certification), or “might” (qualified certification) meet its financial obligations for the current fiscal year and the two succeeding fiscal years.

This Interim Report updates the 2016-17 budget and revises the projections for two subsequent years. It is extremely important to understand the assumptions built into the projections, as they continue to change, may dramatically impact the financial projections. The actual LCFF calculation continues to be updated with the latest available information. In addition, the Local Control Accountability Plan (LCAP) guides the District’s budget.

Assumptions used in the development of the projections are described in the staff report.

Based on the current assumptions, it is expected that the District may not be able to meet the financial obligations for the current and succeeding fiscal years and, therefore, it is recommended that the District file a qualified certification.

Previous Board Meetings Links:

Board Meeting of March 1, 2017
Board Meeting of February 22, 2017
Board Meeting of February 16, 2017
Board Meeting of February 8, 2017
Board Meeting of December 14, 2016
Board Meeting of August 24, 2016 
Board Meeting of June 22, 2016
Board Meeting of June 8, 2016

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