SRCS Board Meeting Agenda Analysis – 1/25/2023

BOARD MEETING

Santa Rosa City Schools

January 25, 2023

4:45 p.m. – Closed Session 

6:00 p.m. – Open Session

This meeting is only on Zoom. 

*** streamed ***

A live link will be posted on the SRCS website (link).

Please take time to review the following abbreviated version of the agenda. Click here to see the entire agenda. It has live links on many items with more information. If you want to comment to the board about any upcoming items, email agendacomments@srcs.k12.ca.us. Please CC wearesrta@gmail.com on your comments.

Closed Session Items: 

A.1. Public Comment On Closed Session Agenda Items. To comment, email Melanie Martin at mmartinsrcs.k12.ca.us.

B.1 Public Employee Performance Evaluation (Title of employee being reviewed: Superintendent, Associate Superintendent, Assistant Superintendent, Principals, Vice Principals, Assistant Principals, Directors, Coordinators)

B.2 Conference With Labor Negotiator (Name of designated rep attending: Mike Shepherd (SRCS); name of organization: SRTA/CSEA)

B.3 Student Expulsions (Case Nos: 22/23-05, 22/23-06)

C. RECONVENE TO REGULAR OPEN SESSION (6:00 p.m.)

C7. Special Presentations for Student of the Month and Certificated/Classified Employees of the Month for Piner High SChool and Montgomery High School

Piner High School

  • Ava Corriea, Student of the Month
  • Marc Anderson, Classified Employee of the Month
  • Cimberlee Case, Certificated Employee of the Month

Montgomery High School

  • Ryan Woodward, Student of the Month
  • Matt Parks, Classified Employee of the Month
  • Matt Perez, Certificated Employee of the Month

SRTA members at Piner and Montgomery are extended a special invitation to attend (online) to acknowledge those being honored from your site.

C.9. Public Comment on Non Agenda Items

SRTA members are invited to raise their hands and provide voice only comments during the meeting. Please observe the standard three minute time limit (and be prepared for a last minute change to a two minute limit). Only items not on the agenda are addressed at this time. 

Comments are requested at the board meeting to bring a member’s perspective to the messages contained in this analysis and share real experiences of the impact of district policies and practices. There is an invitation for comments on specific items during each item. 

Please commit to watching or attending at least one board meeting this year, and speaking to an agenda item that impacts you or your students. Speakers are most impactful when they are well spoken, composed and reasonable.

E. DISCUSSION / ACTION ITEMS

E.1. (Action) Resolution Recognizing February as African-American History Month

Summary

The theme for 2023 focuses on Black Resistance. This theme explores how “African Americans have resisted historic and ongoing oppression, in all forms, especially the racial terrorism of lynching, racial pogroms and police killings,” since the nation’s earliest days. 

Resolution

SRTA suggests teachers review Black History Month – For Teachers for inspiration for weaving Black History Month into your classroom during February.

E.2. (Action) Resolution Recognizing February as Career Technical Education Month

Summary

CTE Month serves to recognize the leadership and excellence of classrooms across the district and raise awareness of the crucial role that CTE has in readying our students for economic success and workforce competitiveness.

Resolution

SRTA recognizes our CTE teachers, especially for their development of soft skills in our students. SRTA members are encouraged to extend their appreciation to the CTE teachers they know.

E.3. (Action) Resolution Recognizing February 6-10, 2023: Week of School Counselor

Summary

The 2023 theme is School Counseling: Helping Students Dream Big.

Santa Rosa City Schools acknowledges, affirms, and applauds the hard work and contributions of school counselors each day on behalf of students.

Resolution

SRTA recognizes our counselors, especially for their dedication to our students and their families. SRTA members are encouraged to take a moment to thank the counselor(s) at their site.

E.4. (Discussion) The 2023-24 Governor’s Budget Proposal
Summary

With adjustments made for the January Governor’s Budget Proposal the SRCS  Multi-Year Projection is updated to show an additional $7.7 million in income and an additional $1.6 million in expenses due to decline of state assistance with employee retirement programs. This additional $5.1 million in the budget is a good thing.

Presentation

Education is a people business. Many members of the SRCS board have clearly stated that increasing employee wages is a priority. SRTA supports budgeting adjustments that help meet this goal.

E.5. (Discussion) Board Governance Handbook
Summary

The Board operates under a set of bylaws and has also created norms and guidelines for effective and efficient governance.  Agreement of these norms and guidelines create an environment conducive to the immense and complex responsibilities the Board has as an elected body to the SRCS.   This is also an opportunity for any revisions to the norms or guidelines to be discussed by the Board.

Handbook Draft

SRTA members may appreciate being aware of the following parts of the handbook:

Also, any Board member (or member of the public) may request that a matter within the jurisdiction of the Board be placed on the agenda of a regular meeting. The request shall be submitted in writing to the Superintendent or designee with supporting documents and information, if any, at least one week before the scheduled meeting date. Items submitted less than a week before the scheduled meeting date may be postponed to a later meeting in order to allow sufficient time for consideration and research of the issue. BB 9322 No timely request will be unreasonably denied. 

Without taking action, Board members or district staff members may briefly respond to statements made or questions posed by the public about items not appearing on the agenda.  

The Board will strive to find ways to improve and encourage innovation and new ideas, while maintaining focus on District goals. A section at the end of each Board meeting will be set aside for Board members to request information. When a new idea is suggested, the Board President will ask trustees if there is general interest in the topic. The Board will arrive at consensus about whether or not a particular topic or subject of interest will be added to a future agenda.

Letters and emails addressed to all Board members regarding matters related to the school system are answered by the Board President or designee. Emails and letters should be forwarded to the Board President and Superintendent to ensure that the right staff person is able to handle the response. Board members may respond to emails directed to them personally but must make clear that their views are expressed as an individual and are not the perspective of the Board.

The district pays up to $12,588 for medical benefits for the member and dependent medical is paid by the board member. The district pays $72 per month for dental premiums for each board member and their dependents. A monthly premium of $8.28 for vision is paid by the district for the board member and their dependents. The first $50,000 of a life insurance premium is paid by the district.

E.6. (Action) Public Board Meetings Via Teleconference per AV 361

This continues the ability to have hybrid or online meetings.

F. CONSENT ITEMS 

F.2. Approval of Personnel Transactions

Personnel Transactions

EdJoin shows a total of 117 current postings for 187 job vacancies for SRCS. 

There are 37 certificated openings (one less than the last meeting), and 1 certificated management openings (the same as last meeting). There are 149 current classified openings (ten less than the last meeting), and no classified management positions (the same as last meeting.) Most of the positions are part time, and most have been posted since October. 

SRTA welcomes Amber Hernandez (SLES) and welcomes back Jane Mikkelsen (MHS.)

We bid farewell to Vanessa Larios (CCLA) after three and a half years of service to our students. Congratulations to Susan Gallegos (SRHS) who will retire at the end of the year after 27 years of service to our students.

Congratulations to Melanie Martin (a working professional) who has been promoted to interim Executive Assist. to the Superintendent. There is also one supervisory hire.

This month changes to classified staff include six new hires. There is one resignation and two retirements. We are losing over 37 years of wisdom and experience with these departures. 

F.4. Approval of Donations and Gifts

There is appreciation for the Made in Santa Rosa Foundation giving Helen Lehman Elementary $2,540 for the refilling of a book vending machine and support of the after school program.

F.5. Approval of Contracts 

Summary

#ProviderCostDescription
District-wide
1Maxim Health Services$650,000Extend Sonoma SELPA Master Contract for unfilled classified positions
5PQBids$12,500Provide prequalification services for public works projects.
6KBA Docusys$378,155Extend copier lease for another year. Many of our copiers are beyond their lifespan, and can not be nursed for another year.
7Whitestar Group$125 – $225/hrFor general ($125/hr), surveillance ($175/hr) and workplace ($225/hr) investigations.
Elementary
2Peterson Mechanical$30,400New HVAC for 3 rooms (B 7, 8, and 9) at HLES
3Carla Barber$7,250Develop and facilitate standards based curriculum and garden maintenance at PTES at 17% more than last year.
Secondary
4Community Matters$0$6900 for 2.5 years of Safe School Ambassador program for MHS

Total value of contracts = $1,085,204.80

Summary of Contracts

Contracts

SRTA wonders about the three HVAC systems at HLES. While celebrating that these units are being replaced we wonder about the bond plan for their replacement as well as the replacement of potential other similar units at the site. 

Last year three contracts for Maxim Health Services totaled $1.3 million for Covid testing services. This contract is for Special Ed positions that SRCS has been unable to fill. 

Reviewing the rate SRCS has posted for open positions on Ed Join and the rate SRCS would pay Maxim per the contract is enlightening.

Positions Currently Open on Ed JoinSRCS starting Hourly Rate Maxim starting Hourly Rate
Behavior Assistant (Tech)$ 20.17$ 50
School Psychologist$ 82.35$ 105.56
School Aide$ 18.74$ 45.00
Administrative Assistant$ 28.00$ 45.00
LVN$ 25.83$ 55.41
SpEd Teacher$ 60.48$ 85.00

SRTA hopes that ALL SpEd Assistant positions throughout the district will be filled with this contract while SRCS fixes the future pay rates for these positions through negotiations so they can be filled in-house moving forward.

F.6. Approval of Montgomery HS AVID Class to travel to Reno, NV for College Tours

Summary

The Board is being asked to approve the Field Trip Request form for Montgomery High School’s AVID group to tour the University of Reno in Reno, Nevada, on March 6-7, 2023 and also tour Sacramento State University.

MHS Field Trip Request Form

MHS Field Trip Letter of Intent

MHS Field Trip Details

SRTA supports this trip.

F.7. Approval of SRHS Cheer Students to Travel to Las Vegas, NV for Nationals

The Board is being asked to approve the Field Trip Request from Santa Rosa High School’s Competition Cheer Team to attend the JAMZ Nationals competition in Las Vegas, Nevada, on January 26-29, 2023.  This is the first time the Santa Rosa High School Cheer team has attended this esteemed competition since before 2009.

SRHS Field Trip Request Form

SRHS Letter of Intent

SRHS Trip Details

SRTA supports this trip.

F.8. Approval of Business Services Reorganization for Facilities and Maintenance Department

Approval is requested for the reorganization of and combining of the Maintenance and Facilities departments.

Old Org Chart 

New Org Chart

Organization Chart Draft

SRTA appreciates the sharing of this flowchart. We support the elimination of the Director of Facilities (bond) position and the creation of a new in house Project Manager position for facilities bond projects. 

With the size of our district, can we review our facilities maintenance contracts and do a cost-benefit analysis to see the reasonableness of hiring more well experienced employees to service our HVAC, plumbing and electrical needs? For example: 

Contracted HVAC techs are currently changing HVAC filters across the district. They seemed to be on sites completing a survey of equipment and filter needs prior to ordering, delivering and then installing the filters. With all the recent HVAC work, does the district not have a list of the units and filter sizes by site? Does having 1 employee who takes care of all filters district wide make more fiscal sense than contracting this job out?

F.9. Approval of an Agreement Between SRCS and Wright Contracting LLC. as a Pre-Construction Services Agreement for the Santa Rosa HS Phase III, Desoto Hall, and Brook Hill ES Roofing and HVAC Project

In order to maximize the effectiveness of this effort and to assist in maintaining the scope and budget of the project, a recommendation is being made to engage the preconstruction services of a Lease-Lease Back contractor to assist with the development of the revised plans, as well as perform constructability reviews, cost analysis, and construction methods recommendations with the District and design team.

Contract

QKA was granted a contract in Oct. of 2021 for $1.4 million including:

QKA will provide basic services including consultant services for Mechanical Engineering, Electrical Engineering, Structural Engineering and Cost Estimating, roof inspection and construction document preparation services from BEAM Professionals who provided similar services on the previous phases of modernization work including preparation of schematic design, design development and Construction Documents deliverables, submittal and approval of the project by the Division of the State Architect (DSA). We will also provide support through the bidding and negotiations phase of the project as well as Construction Administration services including services required by DSA for the Architect of Record during construction and closeout. 

This current contract with Wright Construction is for ‘pre-construction” services which are not defined in the agenda documents. This contract will lead to another contract for the actual HVAC work.


G.1. Approval of Minutes

January 11, 2023 Minutes

January 18, 2023 Minutes

I1. Future Board Discussion Items

SRTA Members are encouraged to prepare for the upcoming agenda items.

  • Student/Staff awards & site reports:  Luther Burbank Elementary School, Learning House Elementary School (2/8/23)
  • Update on EAHS/CCLA New School/World House Model (2/8/23)
  • School Accountability Report Cards (SARCs) (1/25/23  2/8/23)
  • Panorama Survey Report (1/11/23 2/8/23)
  • Resolution on Skipping Criteria (1/11/23 2/8/23)
  • Resolution on Tie-Breaking Criteria (1/11/23 2/8/23)
  • Material Charter Revisions for SRACS (2/8/23)
  • Follow up information on Condition of Schools Survey (2/8/23)
  • Student/Staff awards & site reports:  Lewis Early Learning Academy (LELA), Albert Biella Elementary (2/22/23)
  • Resolution for March as Women’s History Month (2/22/23)
  • Resolution for March as Arts Education Month (2/22/23)

SRTA looks to the future scheduling of the following items:

  • Feedback on Condition of Schools Survey Data (10/26/22)
  • A-G Program Review and Reconsideration (board request 8/10)
  • Deferred Maintenance Update and Future Planning (7/27/22 8/24/22)
  • Update on Covid Spending
  • Approval of Board Policies (from 3/9/22)
  • Review of Math grades and progress including demographic data (board request)
  • SCOE Unification/Redistricting Report
  • Open Enrollment Policy Update 
  • Granting a permanent easement to City of SR at MHS
  • Lease / Leaseback Montgomery High School 
  • Student Voice Policy
  • Dress Code Policy
  • BEST Plus Update

I.4. Status Update: 2021-2022 School Accountability Report Cards (SARCs)

The district reports that faulty communications with CDE will cause a delay in the SARC process, not meeting the Feb. 1 deadline. The expectation is that the SARCs will be ready for board approval on Feb. 8, and then will be posted on school websites and on the CDE website.

SRTA appreciates the clear intention to post current SARCs on school websites. 

I.5. Sonoma County Office of Education (SCOE) Letter Regarding: First Interim Report for Fiscal Year 2022-23

SCOE accepted the district’s Qualified status, meaning the district may not meet expenses for the current year and two additional years.

Scoe recommends:

  1. SRCS perform a deep review of programs and expenses prior to the 2nd interim report
  2. The Fiscal Recovery Plan Committee must create a Fiscal Recovery Plan to eliminate structural deficit spending, and a Fiscal Stabilization Plan.
  3. Revise the elementary enrollment for the Multi-Year Projection (MYP) as declining enrollment has averaged 200-300 students per year, but the projection shows constant enrollment.
  4. The district should ensure all 1-time covid dollars (ESSER and ELO funds) are wisely exhausted by the Sept. 2024 deadline. 
  5. Update the MYP to reflect the Governor’s January budget proposal.

SCOE Letter

Reviewing several years of Unaudited Actuals reveals the following:

Income ($ million)Expense ($ million)Budgeted GapActual GapCost of Classroom Compensation
Fiscal YearBudgetActualDiff. (A-B)BudgetActualDiff. (A-B)Income – ExpenseIncome – Expense(55% minimum)
15-16$167.0$172.5$5.5$177.1$162.5-$14.6-$10.1$10.056%
16-17$166.7$171.8$5.1$175.1$172.5-$2.6-$8.4-$0.756%
17-18$174.7$176.3$1.6$177.6$174.8-$2.8-$2.9$1.555%
18-19$177.6$190.9$13.3$183.7$185.3$1.6-$6.1$5.655%
19-20$179.6$182.2$2.6$194.5$190.4-$4.1-$14.9-$8.255%
20-21$186.0$204.8$18.8$197.8$199.0$1.2-$11.8$5.858%
21-22$221.5$209.6-$11.9$215.4$212.0-$3.4$6.1-$2.455%
Average:$181.9$186.9$5.0$188.7$185.2-$3.5-$6.9$1.756%

SRCS tends to underestimate income by $5 million per year, while deficit budgeting an average of $3.5 million per year. This shows an average expectation of a deficit of $6.9 million while actually having unspent an average of $1.7 million annually.

Is there a way to follow the advice of SCOE and adjust the SRCS annual  budget to better align with reality, and avoid the stigma of qualified status?

Completely exhausting the extra Covid dollars is a reasonable expectation. When can an update of the progress made with these expenses to date including plans for the rest of the funds, be expected?

I.6. School Site Reports


SPSA – Piner High School

SPSA – Montgomery High School

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