Bayside STEM Academy is interested in funds through local biotech corporations' grant programs that support community education.  The funds would be used in the following ways:

• Science Exploration Room:  convert an existing classroom into a dedicated Science Room to be used on a rotating basis by 6-8th grade science classes, also open to upper elementary class science explorations.
• Science Classroom: convert the adjacent regular classroom into a standard science classroom similar to existing science classrooms, and
• Outside Horticultural Area

The purpose of this project is to broaden students' exposure to real-life experiences and introduce many under-represented groups such as girls, socioeconomically disadvantaged students, English language learners and special education students to a robust, hands-on, science and engineering experience at Bayside.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE PARTICIPATION OF THE SAN MATEO-FOSTER CITY SCHOOL DISTRICT IN A SCIENCE GRANT FOR BAYSIDE STEM ACADEMY.

TBD

Under S.B. 813, schools are required to be in session for 180 days in a school year, and to offer the following annual minutes of instruction at each level:

Transitional Kindergarten    36,000

Kindergarten                        36,000

Grades 1-3                           50,400

Grades 4-5                           54,000

School calendars and instructional minutes are established at each school site in collaboration with the site principal and staff representation. 

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE INSTRUCTIONAL MINUTES FOR THE 2017-2018 SCHOOL YEAR.

None

The Consolidated Application is submitted to the State Department of Education in two parts in order to qualify for a variety of state and federal categorical funding.  Part I regarding various state and categorical programs is due in June.  Part II regarding actual entitlements and documentation of allocation of funds is submitted in January.  Part I requests District participation in the following programs for the 2017-2018 school year.

1. Title I, Part A - Improving the Academic Achievement of the Disadvantaged
2. Title II, Part A - Teacher Quality, and
3. Title III, Part A - (LEP) English Learner
4. Homeless Education Policy

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE PART I OF THE CONSOLIDATED APPLICATION FOR THE 2017-2018 SCHOOL YEAR.

To be Determined

The San Mateo-Foster City School District requires printing/copier services.  The current provider is at the end of their lease due to expire on June 30, 2017.  In March 2017, a Request for Quote #20170410-001 was released to find a document technology solution provider to enter into a new lease for those services.  After a diligent and careful evaluation from six(6) vendor responses, the Administration recommends awarding the contract to Pacific Office Automation.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE BID FROM PACIFIC OFFICE AUTOMATION FOR THE DISTRICT-WIDE SECURE COPY AND PRINT SOLUTION.

General Fund

Board Policy 3314 states the following: It shall be the practice of the administration to present the Board of Trustees with copies of all warrant registers for information and review at each regularly scheduled meeting of the Board of Trustees. As Policies 3100 (budget) and 3110 (transfer of funds) provide criteria for Board authorization of all expenditures, both personnel and non-personnel items, prior to the actual payment of the obligation, warrants will be distributed to the vendors and employees after audit by the County Superintendent of Schools.

Education Code Sections 42631-36 requires the Board of Trustees approve all expenditures made by the District.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE ATTACHED DISTRICT EXPENDITURES.

As part of the District-wide Security Fencing Project, the Administration, under CA Uniform Public Construction Cost Accounting Act (C.U.P.C.C.A.A.), which was adopted by the San Mateo-Foster City School District on May 7, 2009 (Resolution No. 25/08-09), requested a proposal for the automation of gates being installed at Borel Middle School.  

This includes the swing drive gate and one (1) pedestrian gate.

Electronic Innovations, Inc. provided a quote of $32,832.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE BID FROM ELECTRONIC INNOVATIONS, INC. REGARDING THE AUTOMATION OF GATES AT BOREL MIDDLE SCHOOL. 

$32,832.00 - Measure L Funding

The Borel Middle School New Gymnasium/Classroom Building Project was selected as a Phase I Measure X Construction Project at the January 21, 2016 Board Meeting. The Board of Trustees approved a pool of architectural firms to be used on the Measure X construction projects at the April 21, 2016 Board Meeting.

Borel Middle School formed a small design committee to interview three of the Board approved architectural firms part of the District's pool. These interviews were conducted on May 10, 2016 and May 12, 2016. This committee selected CSDA Design Group.

CSDA Design Group has submitted a proposal for a range of services from the design phase through the DSA close-out phase for the New Gymnasium/Classroom Building Project in the amount of $1,695,000. This amount is within the Borel Middle School Measure X Budget.

$1,695,000.00 - Measure X Funding

Resolution No. 37/16-17 must be acted upon by the Board prior to June 30, 2017, the last day of the fiscal year.  The amounts of the final transfers will be known when the District’s books are closed for the 2016-17 school year.  The Board will be presented with the data at the time of the approval of the Unaudited Actuals Financial data.  Education Code Sections 42601 and 85201 require all school districts to identify the budget transfers needed to balance the budget before the end of the fiscal year.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE RESOLUTION NO. 37/16-17 AUTHORIZING THE DISTRICT TO MAKE NECESSARY BUDGETARY INCREASES AND TRANSFERS AT YEAR END.

None at this time

The existing carpet flooring in the Large Group Instruction (LGI) space at Meadow Heights Elementary School is in need of a replacement flooring as it has become thin, worn out, and unraveling at the seams. Based on the activities that occur at the LGI, it was determined that the best replacement flooring material is sheet vinyl.  

Through the California Uniform Public Construction Cost Accounting (CUPCCA) rules, any California Agency is able to contract directly with a vendor if the cost is under $45,000.  The District solicited a bid from one vendor who has previously installed flooring at one of the District's schools.

The bid is from HLM Flooring, Inc., for $29,990.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE CONTRACT WITH HLM FLOORING, INC. FOR FLOORING REPLACEMENT IN THE LGI AT MEADOW HEIGHTS ELEMENTARY SCHOOL.

$29,990.00 - Restricted Routine Maintenance Plan Budget

Recent developments with the District have necessitated looking for better solutions for communicating not only financial data, but District needs and goals as well.  With the loss of the Measure Y parcel tax and the economic uncertainties facing school finance, the District is seeking to access better tools for communicating more effectively with staff, stakeholders, and the public.

The OpenGov platform makes District financial reports publicly available to the school community and general public in a user-friendly format.  Data can be compared to other districts using this software, and there is a growing number of districts in the county that are using the OpenGov platform as their communication tool.

The agreement from OpenGov for the initial term is $25,117.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE SOFTWARE AGREEMENT WITH OPENGOV TO PROVIDE A PUBLIC PLATFORM FOR COMMUNICATION OF THE DISTRICT'S FINANCIAL INFORMATION.

General Fund - $25,117.00

The District’s Child Nutrition Services Department, as a member of the Super Co-Op (A California USDA Foods Cooperative), through an Memorandum of Understanding, has been listed as a participating district in the Santa Clarita Valley School Food Services Agency (SCVSFSA) Request for Proposal (RFP) No. 1704 – Distribution of Processed USDA Foods and Commercial Food Products. The award was approved by the SCVSFSA’s Board of Directors on May 17, 2017. The awarded contract allows for participating Super Co-Op member districts to receive distribution services and pricing for USDA Foods and commercial equivalent products based on landed costs. Pricing before landed cost shall be based on the SCVFSA’s Board of Directors award of their RFP 1702 and 1703 on March 21, 2017, for processed USDA Foods and commercial equivalent products. Landed costs is defined as invoice cost from the manufacturer plus freight if freight is not included with invoice cost. 

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THAT THE DISTRICT ENTER INTO THE PROVISIONING CONTRACT WITH GOLD STAR FOODS BASED ON THE SCVSFSA'S AWARD OF RFP NO. 1704.

$275,000 – Estimated annual purchases of processed USDA Foods and commercial food products using Cafeteria Fund 13. 

The Bayside STEM Academy New Gymnasium Project was approved as a Phase I Measure X Construction Project at the January 21, 2016 Board of Trustees Meeting.  At the April 21, 2016 Board of Trustees Meeting the Trustees approved a pool of architectural firms to be used on the Measure X construction projects.

Bayside STEM Academy formed a small design committee to interview four of the Board-approved architectural firms that are part of the District's pool.  These interviews were conducted on October 17, 2016.  The design committee selected Quattrocchi Kwok Architects.

Quattrocchi Kwok Architects has submitted a proposal for a range of services from the design phase through the Division of State Architect (DSA) close-out phase for the New Gymnasium Project in the amount of $870,000.  This amount is within the Bayside STEM Academy Measure X Budget.

On June 30, 2016, the Board of Trustees approved the contract for Cal Pacific Construction, Inc. regarding the Bayside STEM/STEAM Classroom Conversion Project in the amount of $4,017,000.

The District, in working with Cal Pacific Construction, Inc., encountered unforeseen conditions, District and Architects requests, necessary field changes, as well as corrections.

A deduction of allowance of $125,000 (Allowance #2) has been applied as a deduction for the total construction cost for the administration office included in the project. 

The cost of Change Order No. 8 to the original contract is $83,924.00 (2.09% of the original contract). The cost of Change Orders Nos. 1-8 to the original contract is $464,158.00 (11.55% to the original contract).

The new contract amount will be $4,481,158, within the Bayside STEM/STEAM Conversion Project budget.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE CHANGE ORDER NO. 8 FOR CAL PACIFIC CONSTRUCTION, INC., REGARDING THE BAYSIDE STEM/STEAM CLASSROOM CONVERSION PROJECT.

$83,924.00 - Special Reserve Funding

The job description is being updated to reflect current practice and to be consistent with current Federal, State and local regulation related to the operation of the Child Nutrition Programs, and food facilities.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE JOB DESCRIPTION FOR THE POSITION OF SITE KITCHEN OPERATOR-ELEMENTARY SCHOOL.

This job description is being updated to reflect current practice and to be consistent with current Federal, State and local regulation related to the operation of the Child Nutrition Programs, and food facilities.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE JOB DESCRIPTION FOR THE POSITION OF FOOD PRODUCTION MANAGER.

None

This job description is being updated to reflect current practice and to be consistent with the other confidential administrative assistants’ job descriptions.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE JOB DESCRIPTION FOR THE POSITION OF ASSISTANT TO SUPERINTENDENT.

None

This job description is being updated to reflect current practice and to be consistent with the other confidential administrative assistants’ job descriptions.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE JOB DESCRIPTION FOR THE POSITION OF CONFIDENTIAL ADMINISTRATIVE ASSISTANT BUSINESS SERVICES.

None

This job description is being updated to reflect current practice and to be consistent with the other confidential administrative assistants’ job descriptions. 

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE JOB DESCRIPTION FOR THE POSITION OF CONFIDENTIAL ADMINISTRATIVE ASSISTANT-HUMAN RESOURCES.

None

None

State legislation calls for districts to seek input and develop an accountability plan for increasing student achievement which reflects district goals (Strategic Plan) and community engagement.  The District has worked with a variety of community and staff groups to develop a comprehensive plan focused on the programs and services required to increase student achievement.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE LOCAL CONTROL ACCOUNTABILITY PLAN (LCAP) FOR THE 2017-2018 SCHOOL YEAR.

$6,360,938 Supplemental Funding

Pursuant to Education Codes 33219 and 42127, the governing board of each school district shall adopt a budget on or before July 1 of each year, using the State-adopted Criteria and Standards and in the format prescribed by the Superintendent of Public Instruction.

Following board adoption of the budget, the budget is then filed with the County Superintendent of Schools for review.  Per Education Code 42103, the District is required to publish the time, date, and location of the public hearing to adopt the budget.  This action is consistent with the budget calendar previously adopted by the Board.

The 2017-2018 Adopted Budget is the culmination of the Budget Assumptions as approved by the Board on May 4, 2017, update from the Governor’s May Revision, the 2017-2018 Local Control Accountability Plan (LCAP) as presented at the June 1, 2017 Board meeting, advice from the San Mateo County Office of Education, and board directed budget reductions.  While the District’s budget must be adopted by July 1, certain state and local information is not available until after this date.  The 2017-2018 budget is based on the most current financial information available at the time of budget development.  Revisions to the budget are made throughout the year to reflect changes in revenue and expenditures as they become known. 

The draft 2017-2018 Budget was presented to the Board for information and the Public Hearing was held at the June 2, 2017 regular Board meeting.  The proposed budget is available for inspection at the District Office.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES ADOPT THE 2017-2018 DISTRICT BUDGET.

The Budget document details the fiscal impact to each of the District’s funds.

The voters approved temporary sales and income tax increases with Proposition 30 on November 6, 2012; and voters approved Proposition 55 on November 8, 2016 which allowed the sales tax increase to expire in 2016 while extending the increased income tax rates through 2030.

The revenues generated from Propositions 30 and 55 are deposited into a state account called the Education Protection Account (EPA). The EPA funding is estimated to be $200/Average Daily Attendance (ADA).

At the beginning of each year, the Department of Finance will estimate the amount that will be transferred into the EPA.  This revenue is included in the District’s multi-year projections through June 30, 2019.

 EPA revenue funds will be deposited into the resource 1400, using revenue object code 8012

 Along with the funding source came additional reporting requirements: 

 Each year the Board of Education must approve a spending plan for the EPA funds.  

1. The EPA funds cannot be used for the salaries or benefits of administrators or administrative costs.
2. The District must publish on its website the amount of EPA money received and how it was spent.
3. An annual audit will be required to verify that EPA funds were spent in accordance with the requirements of Proposition 30.  The cost of this audit can be paid with EPA funds.
4. For fiscal years 2013-2014 through 2018-2019 the spending plan must be approved at the time the budget is adopted.

Spending Plan:

The District plans to use 100% of the EPA funding for current certificated teacher salaries and related benefits. The estimated EPA for fiscal year 2017-2018 is $2,312,557.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE 2017-2018 RESOLUTION REGARDING THE EDUCATION PROTECTION ACCOUNT IDENTIFIED AS THE EPA FUNDING. THE FUNDS ARE TO BE SPENT ON CURRENT CERTIFICATED TEACHER SALARIES AND BENEFITS, AS PRESENTED.

General Fund - $2,312,557.00

Board Policy 3290 requires the Superintendent to obtain final approval and acceptance for gifts donated to the school district.

It is important to secure qualified substitute teachers to cover inevitable vacancies. In the past several years, the San Mateo-Foster City School District had difficulty covering teacher absences due to the state and national shortage of substitute teachers. On average, there are 43 teachers who are absent each day in the District. While there are approximately 146 substitute teachers on payroll, they do not work exclusively for the District nor do they work every day. Additionally, a survey of surrounding school districts shows that our rate is not competitive. The last substitute teacher rate increase was in 2013 when the rate was raised from $115 per day to $130 per day for day-to-day substituting and from $135 to $150 for long-term positions. 

It is recommended that the San Mateo-Foster City School District approve a rate increase from $130 to $150 for day-to-day substitute teaching and from $150 to $185 for long-term positions. The long-term rate   will be applied to substitute teachers who agree to work 21 days or more in the same assignment. Increasing the rate will help our District attract and retain new substitute teachers and will assist in the availability of substitutes when we need them.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE A RATE INCREASE FOR SUBSTITUTE TEACHERS.

Approximately $186,237.00