Public Hearing to hear comments regarding a PEA Report for the proposed TL/CLC Campus Rebuild Project

The SCSD has submitted a PEA Report to the Department of Toxic Substances (DTSC) for proposed TL/CLC Campus Rebuild Project.  In order for the District to be eligible for potential state funding for this project, the California Department of Education requires DTSC review and approval.  Pursuant to Education Code 17213.1 subdivision (a)(6)(A), the PEA Report is available for public review during regular business hours at the SCSD District Office, located at 1200 Industrial Road, Unit 9, San Carlos, CA and City of San Carlos Public Library, 610 Elm Street, San Carlos, CA.

The District offers to receive written public comments for a period of at least 30 calendar days and shall hold a public hearing to receive further comments.  A public hearing in the matter will be held by the Governing Board of the SCSD and any additional comments will be forwarded to the DTSC for final review and wither approve or disapprove the PEA Report within 30 calendar days of the close of the public review period.

The Board will conduct a hearing for the adoption of the PEA for the proposed TL/CLC Campus Rebuild Project.  

There is no financial cost associated with this hearing.

Staff seeks Board approval for revised contract with PALS for behavioral services

Staff recommends Board approval of the presented contracted with PALS.

This contract increased by 1,400.00 and thus is an increase to the budget.

Staff seeks Board approval of revised contract with All Hands In for behavioral services

Staff recommends Board approval of the presented contract with All Hands In

This contract increased by 1,584.00 and thus, is an increase to the adopted budget.

Request to surplus obsolete technology equipment. 

Administration seeks Board approval to surplus attached obsolete equipment from the District Technology department.

Staff seeks Board approval of Dan Butler & Co. as Inspector of Record for Tierra Linda/CLC Campus Rebuild Project site development.

An Inspector of Record (IOR) is on site full time for the duration of the construction project per DSA requirement.  The IOR os a agent who acts of the District's behalf.  Duties include ensuring that building, electrical, mechanical, plumbing, energy and fire construction requirements are properly met.

Several firms were asked to submit proposal to the COO and DO Owner Representative for IOR services.  Dan Butler & Co. was chosen due the firm's previous strong work on other district projects in addition to the firm's experience, strong reputation, recommendations and competitive rates. 

Board approval needed for service agreements/proposals.

Approve Dan Butler & Co. as Inspector of Record for TL/CLC Campus Rebuild Project.

This component is for Increment 1 - site development - at rate of $6,500 per month for construction period starting approximately June 18, 2016 to finish date of around September of 2016.  Costs to be expensed to the Measure H Facilities Bond Fund.

Staff seeks Board approval of contract with Organization Management System (OMS) with San Bernardino County Superintendent of Schools.

Staff uses this system for registration for and tracking of professional development programs/sessions during the school year. 

Staff recommends Board approval of the preented contract.

This is an annual cost.

Staff seeks Board approval of Colony proposal for installation of new grass fescue sod on the existing upper Arundel field.  

At its May 12, 2016 meeting, the Board directed staff to install natural grass at the upper Arundel field with the expectation that this would be a temporary solution for 12 to 24 months.  Three different proposals were sought asking for drain installation and 10,000 sf of new sod installation.  Proposals ranged from $29,200 to $35,000.  Based on previous experience the District's Facilities Manger had with Colony at Stanford U. and Santa Clara University, Colony was selected as the preferred vendor.  In addition, Colony submitted the least expensive proposal at $29,200.

Board approval needed for service contracts/proposals.

Approve proposal with Colony for drain and sod installation at upper Arundel play field.

$29,200 to be financed through the District's maintenance general fund.

Various warrants are processed during the course of the year, which the Governing Board is requested to approve.  A warrant report is included on the consent agenda each month for the Board to review.

Board approval needed for warrant report.

Approve Warrant Report.

Staff seeks Board approval of the MOU with Sequoia Healthcare District for 2016-17.

The District has been in partnership with Sequoia Healthcare District (SHD) for a number of years in an effort to provide health and wellness services in alignment with the Coordinated School Health model.  The grant money is specifically targeted at mental, social and physical health and wellness for students district-wide.  SHD is providing additional funding to add another .5 FTE nurse to the District for 2016-17.

Board approval needed for MOU agreement.

Staff recommends approval of the presented MOU with Sequoia Healthcare District for 2016-17.

SHD is agreeing to provide grant funds to the District of $475,800 for 2016-17.  This is an increase of $50,000 from the current year which will used to provide an additional .5 FTE District nurse.

Staff seeks Board approval to discard obsolete interactive notebooks from Centra Middle School

Staff recommends approval of discarded items as presented to the Board.

No fiscal impact.

Staff seeks Board approval of revised contract with The Lunch Master as our Food Service Vendor for 2016-17.

We revised a few aspects of the contract to bring it in compliance with CDE regulations for vended meal contracts. 

The CDE requires that all money for student lunch program go through the district cafeteria fund. As such, parents will still place orders on The Lunch Master platform, but billing will route directly to SCSD accounts. Other measures have been put into place to ensure that lunch service can account for day-of sales, and communication with parents about billing can remain efficient. 

Approve staff recommendation to extend this contract with the Lunch Master for 2016-17 as our Food Service Vendor

This change will affect the process for billing, but there should be no additional cost to the district because existing software (Harris Solutions) can accommodate the tasks.

We have no other alternatives at this time. However, next year we will be required to go through a full RFP process because our four-year contract extension will have been reached. 

The Board will consider approving the presented Personnel Report.

The Measure "H" Bond Program Citizen's Bond Oversight Committee will submit its Annual Report for 2015-16.

The Board created the Citizens' Bond Oversight Committee in light of the Passage of Measure H Facility Bond on November 6, 2012.  This election was conducted under Proposition 39 requiring the establishment of such committee in order to satisfy the Proposition's accountability requirements.

The Committee had three public meetings in 2015-16 and is submitting it Annual Report and Statement of Compliance.

Lauren Pachowski, Committee Member and Liaison tot he SCSD Governing Board, will submit and present the Committee's Report.

Measure H Citizens' Bond Oversight Committee Annual Report must be submitted tot he Governing Board per Proposition 39 accountability requirements.

Information/Presentation item - no action required.

No financial impact.

Staff will present research that may inform standards and protocols for creating Quality Outdoor Learning Spaces.

This presentation contains three sections:

1.  CDE standards for facilities and Physical Education instruction

2.  Existing conditions at SCSD schools

a.  Physical Activity

b.  Social Emotional Learning

c.  Content Studies

d.  Aesthetic observations

3.  Resources and recommendations for planning

a.  Policies and protocols

b.  Experts

** 6/23/16 at 7:04PM the presentation that was made to the Board was uploaded.  

Staff reviewed District Policy, CDE requirements and standards for facilities and PE instruction and met with school staff, administrators, and members of the Quality Outdoor Learning Spaces committee to observe current conditions and behaviors of students in those spaces. In addition, staff also attended a webinar with the State Water Board Commission and met with local school district facilities managers to understand considerations in the development of outdoor learning space plans. 

None at this time.

Report of the Surplus Property (7-11) Committee regarding properties directed by the Board for review.

On May 28, 2015, the Governing Board approved the formation of an advisory committee to advise the District and Trustees regarding the use or disposition of three district properties: Lower western sloping side of the Heather Elementary School site; Tennis courts located at the upper Arundel Elementary School site; and the District Office located at 1200 Industrial Road, Unit 9 in San Carlos.

The Committee met on May 5, 2016, May 17, June 1 and June 16.  A public hearing regarding these properties was held by the Committee on June 1.  

Tom Quiggle, Committee Chair, will submit and present the Committee's report.  The 7-11 Committee's recommendation is advisory only, and need not be implemented by the Board.

The Board requested formation of the Surplus Property (7-11) Committee.  The committee is now submitting its report and recommendations per its requirements.

Information/Presentation item - no action required.  

None

Staff seeks Board review of current Parent Involvement Policy BP 6020

Board review of BP 6020 and determine if changes are needed.  This policy was last updated in February, 2015 and is currently aligned with CSBA recommended language.

No fiscal impact.

Staff will present updated measures for District Goals

** 6/22/16 at 3:36 PM Final Presentation for the Board was uploaded. 

**6/23/16 at 3:11 PM Revised Presentation to be made to the Board was uploaded.  

**6/23/16 at 7:23 PM Revised Presentation to be made to the Board was uploaded.  

Staff has shared measures/results of District goals at the trimester points during the 2016-2017 school year.  This is the final update with results of late Spring measures. 

No direct fiscal impact.

Staff seeks approval of proposal with All City Management Services (ACMS) for school crossing guard services for 2016-17.

The District implemented a pilot program for 2014-15 to address student pedestrian and bicycle safety by implementing a crossing guard service at Dartmouth/San Carlos Ave. and Arroyo/Cedar intersections.  The program met with great success and was expanded to include the Brittan/Cedar intersection in 2015-16.

To address the Tierra Linda/CLC Campus Rebuild Project, three additional guards are recommended that will be stationed at the Dartmouth and TL Campus Entrance; TL Campus pick-up area; and Wellington and Dartmouth intersections.  These locations were determined in discussions with staff and TASC meeting on traffic safety plan for TL/CLC for 2016-17 school year.

A crossing guard will also be stationed at the Woodland/Arroyo intersection reflecting the opening of Arroyo School in August 2016.

The attached chart identifies the specific intersections and hours staff recommends for the 2016-17 school year.

The District Wellness Director discussed this service need with several firms.  Due to concerns about existing service provider, ACMS was selected as the preferred vendor.

Board approval needed of service contracts/proposals.

Approve proposal with ACMS for school crossing guard service for 2016-17.

Total cost of about $104,000 of which the City of San Carlos is expected to pay half.  District will pay about $52,000 funded through the General Fund.  This is a total cost increase of about $60,000 over 2015-16 due to the enhanced guard service for TL/CLC and Arroyo.

Staff seeks approval of the Project Based Learning / 21st Century Skills Coach Job Description presented.

A PD Advisory committee was launched during this school year, comprised of teachers and administrators. Feedback was solicited from each site staff regarding key elements of effective and dynamic professional learning. In addition, feedback was gathered on key needs prospectively. One of the largest identified needs was for direct, coaching support for teachers.  Further, discussion with this year's PBL site facilitators revealed the need to approach PBL support in a different way in the coming years. As a result, this position is being recommended and will supplant the existing process PBL facilitators, providing a district-wide support of classroom teachers as we implement key initiatives of our District's Strategic Plan.

This Project Based Learning/21^st Century Skills Coach position would support teachers and leaders by providing coaching, training and professional development to implement Common Core State Standards (CCSS), Project-Based Learning  (PBL), and the 5C’s (critical thinking, communication, collaboration, creativity and citizenship) to deepen student learning and success.  This position would report to the Assistant Superintendent of Educational Services and would require strong knowledge and expertise related to CCSS, PBL and the ability to use various forms of assessment data to inform effective instructional decision-making.  This position would be a management position and is recommended to be placed in Range I of the Management salary schedule.

Approve the Project Based Learning / 21st Century Skills Coach job description and Management Salary Placement.

The District would staff this management position at .60FTE on Range I of the Management Salary Schedule which has a base salary of $88,426 - $112,810 per year (pro-rated to .60FTE = $53,055 - $67,686).  

The Board will be asked to consider approving the salary and work calendar for the Upper Elementary Principal.

The Upper Elementary Principal will have the same daily rate as an Elementary School Principal, However, the Upper Elementary Principal will have a work calendar of 208 days per year (3 additional days than the Elementary Principal position and 2 less days than the Middle School Principal position).  

Consequently, the following base salary is recommended for consideration and approval effective 7/1/16:

If approved the Board will be presented on the June 30, 2016 Regular Board Meeting with the revised 7/1/16 - 1/1/18 management salary schedules containing this new salary range.

Approval of the Upper Elementary Principal base salary and 208 day workyear effective 7/1/16.

Staff seeks Board approval of the District's Application for Funding

Per Title 5 of the California Code of Regulations Section 11308, if your district has more than 50 English learners the district must establish a District English Learner Advisory Committee (DELAC) and involve them in the application for funding for programs that serve English learners.

In addition, the LEA is required to review and receive approval of their Application for Funding selections with their local governing board.  As such, we are bringing this forward to the Board for approval a we apply for this categorical funding to support our learners. 

Staff seeks Board approval of our application for funding as presented by staff.

This will have a substantial impact (in a positive manner) as these are key funds for reaching our students of need as outlined in our LCAP.

Staff seeks approval of the proposed 2016-17 Budget. 

The 2016-17 Budget reflects the fourth implementation year of the Local Control Funding Formula (LCFF). The LCFF target will be 95.7% fulfilled in 2016-17.  

The District is required to project finances for the current year and two subsequent years to ensure fiscal solvency.  Major assumptions per the Governor's May Revision include $1.4 B in one time funding ($725,000 for SCSD) and LCFF increase of $2.9 B ($875,000 for SCSD).  STRS employer contribution will grow to 12.58% and PERS to 13.88% costing about $2.88 million in 2016-17.

The District's Multiyear projections show available reserve levels of $4.5 million (12.68%), $3.3 million (8.93%) and $1.5 million (4.04%) for 2016-17, 2017-18, and 2018-19, respectively.    While the reserve level meets the State minimum mandate of 3%, the Board has expressed its desire and direction to achieve a 12 to 13% reserve level.  Unfortunately the rapid increases in STRS and PERS mandatory employer contribution rates are putting considerable strain on the operating budget with a projection of adding $1.0 million in cost in 2018-19 over 2016-17.

Staff is proposing to return with action items at 1st Interim 2016-17 to address projected budget deficits and declining reserve levels being faced in 2017-18 and 2018-19.  

** 6/23/16 at 7:39 PM - Revised Staffing Analysis was replaced as it was presented to the Board. 

The Board is required to adopt a budget before July 1, 2016.  The County Superintendent of Schools will the approve, conditionally approve, or disapprove the Adopted Budget by August 15,2016.

Staff presented a preliminary 2016-17 budget to the Board on June 9,2016.  A Public Hearing was held that date as well.  After the Budget Adoption, the Board must certify whether or not the District is able to meet its financial obligation for the remainder of the fiscal year and two subsequent years at each of the two interim reporting periods end October 31 2016 and January 31, 2017.  The certification is stated as being positive, qualified or negative.  A positive certification means the District is able to maintain a reserve level above the State mandated minimum of 3% for the current and subsequent years.  A qualified certification would result if any of the years fell below 3%, but remained above zero.  A negative certification would mean the District has exhausted all reserves and is not able to meet its financial obligations over the three year period.

The District's Multiyear projections show reserve level percentages of 12.68%, 8.93%, and4.04% for 2016-17, 2017-18, and 2018-19, respectively.

Staff recommends Board approval of the 2016-17 proposed Budget.

Staff seeks Board approval of the final draft of the 2016-2019 LCAP

Per requirements of the state, the Board must adopt the District LCAP by June 30, 2016, prior to submission to the County office of Education.

LCAP public hearing was held on June 9, 2016 to review the proposed LCAP and to obtain community, staff, parental and other stakeholder input before finalizing for Board approval. 

Board approved LCAP will be sent to the San Mateo County Office of Education. 

Staff recommends Board approval of the presented LCAP.

Budget implications are outlined in the LCAP itself as well as in the broader budget.

The Cafeteria Fund is projected to have negative cash balance as of June 30, 2016, due to additional salary payment combined with receipt of State and Federal payments shortly after the 30th. The San Mateo County Controller requires all funds in year end by June 27 have positive balance.

The proposed contribution from General Fund to Cafeteria Fund will be in the amount of $72,839.

The Board is presented for approval the tentative agreement between SCSD and SCTA of Article 13 - Professional Growth Evaluation System.

After successful negotiations between the San Carlos School District (SCSD) and the San Carlos Teachers Association (SCTA), the SCTA has ratified the following Tentative Agreement:

*Article 13 - Professional Growth Evaluation System

This is the final step in the approval process in order to implement the above SCTA/SCSD tentative agreement.

Please note that the other tentative agreements between SCSD & SCTA negotiated during the 2015-16 school year, were Board approved during the Regular Board Meeting of February 11, 2016.

Approval of Tentative Agreement between SCSD and SCTA for Article 13 - Professional Growth Evaluation System.

The Board will be asked to take action on approving the 2016-17 Declaration of Need for Fully Qualified Educators.

The District has 3 returning employees currently either enrolled in the 12 unit CLAD program or have passed 1 or 2 of the 3 CTEL exams and are on their way to obtaining a full CLAD authorization.  The other 4 authorizations would be for out of state new hires, who will initiate their CLAD certification process this upcoming school year. 

Approval of the 2016-17 Declaration of Need for Fully Qualified Educators.