The purpose of this agenda item is for the Board of Trustees to hold a public hearing on the adequacy of the Draft Environmental Impact Report (EIR) for the proposed new elementary school in Foster City.  Placeworks, an independent environmental consulting firm, has provided the needed analyses and Draft Report consistent with the requirements of the California Environmental Quality Act (CEQA).

The Draft EIR is a comprehensive report analyzing the fourteen CEQA-required areas in which there could be potential environmental impacts.  The areas are Aesthetics, Air Quality, Biological Resources, Cultural Resources, Geology and Soils, Greenhouse Hazardous Gas Emissions, Hazardous Materials, Hydrology and Water Quality, Land Use and Planning, Noise, Population and Housing, Public Services and Parks, Transportation and Traffic and Water Supply.   

The public comment period on the adequacy of the Draft EIR is from August 2, 2017-September 18, 2017.  Comments may be made at the Public Hearing on August 10 at 6:00pm or may be submitted in writing to Carolyn Chow, Chief Business Official, San Mateo-Foster City School District, 1170 Chess Drive, Foster City 94404 or emailed to newschool@smfcsd.net by no later than September 18.  

All comments received by September 18 regarding the adequacy of the Draft EIR will be reviewed by the independent environmental consultant with any needed changes made in the EIR and responses provided for all comments related to adequacy included in the Final EIR which is slated to be recommended to the Board of Trustees for certification after a public hearing to be held in October-November 2017.

The Draft EIR which is the subject of this Public Hearing is available online at www.smfcsd.net (on the Measure X New School in Foster City link on the home page of the website) or in person at the Administrative Offices of the District, 1170 Chess Drive, Foster City from 8am-5pm on business days (Monday-Friday).   

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES HOLD A PUBLIC HEARING ON THE ADEQUACY OF THE DRAFT EIR FOR THE PROPOSED NEW ELEMENTARY SCHOOL IN FOSTER CITY LOCATED AT BEACH PARK AND SHELL BOULEVARDS.

Cost to prepare the Draft EIR is included in the School Conveyance Agreement.

Ellevation English Learner Program Management Software will provide a tool to continue progress towards bringing English Learners to meeting or exceeding California Standards.  This tool will help administrators and teachers organize, share and report data specific to English Learners and will help the District monitor and improve the English Learner reclassification process.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RATIFY THE ELLEVATION ENGLISH LEARNING MANAGEMENT SOFTWARE PURCHASE.

$33,850 Supplemental Funding

 LCAP Goal 3

The AVID College Readiness Program is being implemented at Abbott Middle School, Bayside Academy, and Borel Middle School to support English Learners and Socioeconomically Disadvantaged students in the continued effort to close the achievement gap by preparing all students for college and success in a global society.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RATIFY THE CONTRACT FOR THE AVID COLLEGE READINESS PROGRAM AT ABBOTT MIDDLE SCHOOL, BAYSIDE ACADEMY AND BOREL MIDDLE SCHOOL.

$269,244 Supplemental Funding

LCAP Goal 3

Parent engagement is an important element for student success.  Families of students in grades 6-8 use School Loop software to connect students and parents to teachers so they can stay up to date on classroom activities and student progress.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RATIFY THE RENEWAL OF THE SCHOOL LOOP PARENT INFORMATION SOFTWARE.

3 Year Agreement:  Year 1-  $21,150, Year 2- $22,668, Year 3- $24,224

General Fund LCAP Goal 7

The Williams Case resulted in a new Education Code designed to address complaints or deficiencies at schools related to instructional materials, emergency or urgent facility conditions that pose a threat to the health and safety of pupils or staff, and teacher vacancy or misassignment.

The Williams Settlement Education Code 35186 requires that a quarterly report be made to the Board of any complaints related to the Williams Case. There have been no complaints filed for the fourth quarter of the 2016-2017 school year.

The Bayside Academy is seeking a grant for the Biotech class from the Lawrence Livermore National Lab Gift Program.  The purpose of the grant is two-fold:  a) prepare students for innovative biotechnology lab techniques and b) provide students an opportunity to learn 3D printing in context of biotechnology as well as science curricula.

If Awarded:  $14,937.36

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.

THE ADMINISTRATION RECOMMENDS THAT THE BOARD OF TRUSTEES APPROVE THE NOTICE OF COMPLETION FOR THE MODULAR CLASSROOM BUILDING FOR THE BAYSIDE STEM/STEAM PROJECT.

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Pursuant to the contract awarded by the Board of Trustees, Porter Corporation. has furnished all material and finished all labor for the completion of work related to the Turnbull Metal Shade Structure Project #16-112.  With the approval of the Board of Trustees, the attached Notice of Completion will be filed with the San Mateo County Recorder's Office as required by law.

THE ADMINISTRATION RECOMMENDS THAT THE BOARD OF TRUSTEES APPROVE THE NOTICE OF COMPLETION FOR THE TURNBULL METAL SHADE STRUCTURE PROJECT.

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• Bayside S.T.E.M. Academy (Facilities)-- Disposal of technology equipment: computers, computer monitors, CD players, headsets, and other peripherals. Disposal of furniture: student desks and student chairs.
• Parkside Elementary School (Facilities)-- Disposal of furniture: student chairs, student desks, and tables.

IT IS RECOMMENDED THE BOARD OF TRUSTEES APPROVE RESOLUTION NO. 01/17-18 AUTHORIZING CERTAIN PROPERTY SURPLUS AND AUTHORIZING THE DISTRICT TO DISPOSE OF IT IN ACCORDANCE WITH BOARD POLICY 3270. 

THE ADMINISTRATION RECOMMENDS THAT THE BOARD OF TRUSTEES APPROVE THE NOTICE OF COMPLETION FOR THE ALTERATIONS TO CASEWORK FOR THE BAYSIDE STEM/STEAM CONVERSION PROJECT.

On May 18, 2017, the Board of Trustees approved the contract with RK & Associates, Inc. to replace the flooring in four classrooms at George Hall Elementary School.  The contract in the amount of $88,500 included an allowance for unforeseen conditions of $10,000.  The project has been completed and the District did not use the allowance.

The cost of Change Order No. 1 to the original contract amount is ($10,000.00) (-11.3% of the original contract).  The new contract amount will be $78,500.00.

On April 20, 2017, the Board of Trustees approved the contract with Palace Business Solutions to provide new classroom furniture for Bayside STEM / STEAM and for Parkside Montessori.  The contract in the amount of $397,993.48 included an allowance for unforeseen conditions of $25,000.  The project has been completed and the District did not use the allowance.

The cost of Change Order No.1 to the original contract amount is ($25,000.00) (-6.28% of the original contract).  The new contract amount will be $372,993.48.

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

TRC was selected as a consultant to provide Geotechnical Observation and Testing Services on the project. Due to numerous project delays and weather conditions creating unforeseen conditions, the necessary observation and testing exceeded the original cost estimate in the area of subgrade and aggregate cost compaction.  Additional field work, compaction curve testing, and management were required to finish the scope of the extended project by July 31, 2017.

To implement the above services, the present fee of TRC services of $31,000 has been increased by the not-to-exceed fee of $5,000, for a total of $36,000.

$5,000.00 - Developer Fees

On March 17, 2016, the Board of Trustees approved the contract with American Modular Systems to purchase a portable classroom building for the Bayside STEM/STEAM conversion project.  The contract in the amount of $183,000 included an allowance for unforeseen conditions of $3,600.  The project has been completed and the District did not use the allowance.

The cost of Change Order No. 1 to the original contract amount is ($3,600.00) (-1.97% of the original contract).  The new contract amount will be $179,400.00.

Child Nutrition Services, through public contract code, solicited a Request for Proposal (RFP) for Dairy Products and Services for the 2017-2018 school year with the possibility of two (2), one (1) year extensions. There were two proposers to the RFP (CNS No.02-18): Crystal Creamery, and Producers Dairy Foods, Inc. Both proposers meet the technical points/scoring requirements (a minimum of 42 points were needed out of the total available 55 points) to be eligible to move to the evaluation of cost.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES AWARD THE CONTRACT IN THE AMOUNT OF $137,796.40 TO PRODUCERS DAIRY FOODS, INC., TO PROVIDE DAIRY PRODUCTS AND SERVICES TO THE DISTRICT FOR THE 2017-18 SCHOOL YEAR, WITH THE OPTION TO EXTEND THE CONTRACT FOR AN ADDITIONAL TWO YEARS.

Fund 13 Child Nutrition:  $137,796.40

The District, through the California Uniform Public Construction Cost Accounting Act (CUPCCAA), solicited bids for a three year service contract for Fire and Intrusion Alarms Monitoring and Maintenance at all of our schools.

The lowest responsive bidder was All Guard Security Systems, Inc. in the amount of $218,988.00 over a three year period; the annual service contract amount is $72,996.00.

On May 4, 2017, the Board approved the contract in the amount of $109,000 with D and T Painting for the exterior painting of all buildings at Brewer Island Elementary School.

In the original contract, the District had provided a $10,000 allowance for unforeseen conditions.

The District, in working with roofers on-site, encountered rusting on the flashings of the portable classrooms. In order to prevent further deterioration, the rust was treated and epoxy coating was applied. 

The cost of Change Order No. 1 to the original contract is a credit of ($4,165.00) (-3.82% of the original contract), funded by the Restricted Routine Maintenance Budget. The new contract amount will be $104,835.00, within the Restricted Routine Maintenance Budget.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RATIFY CHANGE ORDER NO. 1 FOR D AND T PAINTING REGARDING THE EXTERIOR PAINTING PROJECT #17-124 AT BREWER ISLAND ELEMENTARY SCHOOL.

($4,165.00) - Restricted Routine Maintenance Budget, Deductive Change Order 

On January 8, 2015, the Board of Trustees approved the the Montessori / STEM / STEAM Program. The program included converting part of the Bayside STEM Academy campus to a K-5 STEAM program.

On June 30, 2016, the Board of Trustees approved the construction contract with Cal-Pacific Construction, Inc., as the General Contractor for the project.

The District, in working with Cal-Pacific Construction, Inc., encountered construction delays on the administration office and, within its rights, as a corrective measure hired Hoovers Interiors to provide and install three receptionist casework areas.

The District will deduct all costs associated with Hoovers Interiors, in the amount of $27,051.32, from the contract price with Cal-Pacific Construction in future change orders. 

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RATIFY THE AGREEMENT WITH HOOVER INTERIORS FOR THE FABRICATION OF THE ADMINISTRATION RECEPTIONIST AREAS FOR THE BAYSIDE STEM/STEAM CONVERSION PROJECT.

$27,051.32 - Special Reserve Funding

Due to the success and excitement around the Technology and Engineering curriculum at Bayside Academy, the school successfully obtained the funds to purchase state of the art technology equipment for Room G on their campus. In order to support the implementation of this high tech equipment (three 3-D printers, fifteen EV3 robotics kits, etc.) the District's data and power needed to be upgraded.

The District solicited bids and entered into a contract with the low bidder, Ridgeway Electric, in the amount of $22,267.20, to upgrade the data and power in Room G and to have it completed by the opening of school. 

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RATIFY THE AGREEMENT WITH RIDGEWAY ELECTRIC, INC. FOR THE ADDITIONAL DATA AND ELECTRICAL WORK REQUIRED FOR THE BAYSIDE STEM/STEAM TECHNOLOGY UPGRADES.

$22,267.20 - General Fund - Tech Refresh Budget

The Superintendent has been granted authority by the Board to accept the resignation, release and/or retirement requests from District employment.  The Human Resources Department has received and processed all necessary documents for personnel actions according to the California Education Code.

IT IS RECOMMENDED THE BOARD OF TRUSTEES ACCEPT INFORMATION REGARDING RESIGNATIONS, RELEASES AND/OR RETIREES.  (See attached list)

None - Replacement will be employed to fill vacated positions

The San Mateo County Civil Grand Jury is an independent investigative body created by the California State Constitution. Composed of nineteen citizens, the San Mateo County Civil Grand Jury serves as a "watchdog for citizens of the county."

It is convened annually and chooses the areas of investigation they deem of interest to the public of San Mateo County.

In January 2015 California Senate Bill 1266 was passed requiring public school districts to stock epinephrine auto-injectors (Epi-Pens) and ensure that school nurses and other school personnel are trained in the use of the devices to treat students suffering from, or reasonably believed to be suffering from anaphylaxis i.e., a severe allergic reaction. The 2016-17 San Mateo County Civil Grand Jury has investigated the implementation of the law. Their final report evaluates how public schools in San Mateo County have implemented SB1266. All public school districts are required to respond to the report and the grand jury’s findings.

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The Education Services Department will be seeking funds/partnerships through local corporations' grant programs that support education.

The purpose of this project is to increase opportunities for student access to the integration of science and technology and to introduce students to a robust, hands-on, science and engineering experience in the San Mateo-Foster City School District.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE INFORMATION ON A PROCESS TO SEEK GRANT/PARTNERSHIPS FOR SCIENCE AND TECHNOLOGY.

TBD

At the July 10, 2017 Special Board meeting, the Trustees were presented with the project status of  Foster City's new elementary school and received information on the current cost estimates for the project.  Following the presentation, the Trustees asked clarifying questions and engaged in discussion.  The Board of Trustees gave staff direction related to budget solutions to allow this project to move forward into the design development phase.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE BUDGET SOLUTIONS FOR THE RECENT COST ESTIMATES FOR THE NEW ELEMENTARY SCHOOL IN FOSTER CITY PROJECT.

Reduce project contingency (from 10% to 7%) $976,104

Annex to fund one classroom:            $549,000

Potential new lease revenue:                             $750,000

Measure X/State Facilities Program                $3,916,852

Total Recommended Solutions                  $6,191,956

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

Program Specialist for Education Services will serve as a resource to teachers, teachers on special assignment (TOSAs) and administrators in planning and developing programs related to curriculum and instruction. The intent is to act as an advocate for student success by leading professional development and data-driven program implementation specifically with those working with unduplicated students.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE FIRST READING OF THE JOB DESCRIPTION FOR THE POSITION OF PROGRAM SPECIALIST-EDUCATION SERVICES.

$112,000

Assistant Superintendents are employed pursuant to individual written employment contracts approved by the Board of Trustees. 

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE ATTACHED CONTRACT FOR EMPLOYMENT FOR THE ASSISTANT SUPERINTENDENT OF HUMAN RESOURCES.

$199,413 Provided in 2017-2018 budget.