The Bayside  Academy New Gymnasium Project was approved as a Phase I Measure X Construction Project at the Board of Trustees Meeting on January 21, 2016. As a part of the project for the Bayside Academy New Gymnasium, the Administration with MIG/TRA Environmental Sciences Inc., (MIG/TRA) completed a California Environmental Quality Act (CEQA) report. The report and findings from MIG/TRA indicate that by using a Class 14 (Minor Addition to Schools) Section, the project qualifies for a Categorical Exemption.

The Notice of Exemption will be filed at the County Clerk-Recorder's Office and mailed to the State Clearinghouse once approved by the Board of Trustees.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE RESOLUTION NO. 12/17-18 AND NOTICE OF CATEGORICAL EXEMPTION FOR THE BAYSIDE ACADEMY NEW GYM PROJECT.

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Pursuant to the contract awarded by the Board of Trustees on June 30, 2016, the Cal Pacific Construction Inc., furnished material, labor and work for the occupancy related to Bayside STEM/STEAM Classroom Conversion, Project #14-87. With the approval of the Board of Trustees, the attached Notice of 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 OCCUPANCY FOR THE BAYSIDE STEM/STEAM CLASSROOMS CONVERSION PROJECT 

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The Asbestos Hazard Emergency Response Act, enacted by Congress in 1986, requires public school districts, non-profit schools, charter schools, and religious schools:

• Perform an original inspection to determine weather asbestos-containing materials are present and then re-inspect asbestos- containing material in each school every three years.
• Develop, maintain, and update an asbestos management plan and keep a copy at the school.
• Provide yearly notification to parents, teachers, and employee organizations on the availability of the school asbestos management plan and any asbestos- related  actions taken or planned in the school.
• Designate a contact person to ensure that the responsibilities of the public school district or  the non-profit school are properly implemented.
• Perform periodic surveillance of known or suspected asbestos-containing building material.
• Ensure that trained and licensed professionals perform inspections and take responsive actions.
• Provide custodial staff with asbestos-awareness training.

While the District updates the manuals and management plan, this first phase of the proposal is for Group Delta Consultant, Inc. to perform the 3 year asbestos inspection of the following school sites: Audubon Elementary School, Beresford Elementary School, Brewer Island Elementary, Fiesta Gardens International School, Foster City Elementary, Lead Elementary School, Laurel Elementary, Meadow Heights Elementary School, Parkside Montessori School, and North Shoreview Montessori School.

The remaining school sites will be completed in subsequent phases.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE PROPOSAL FROM GROUP DELTA CONSULTANTS,INC. TO PERFORM THE THREE YEAR ASBESTOS INSPECTIONS AT AUDUBON, BERESFORD, BREWER ISLAND, FIESTA GARDENS, FOSTER CITY, LEAD, LAUREL, MEADOW HEIGHTS, PARKSIDE, AND NORTH SHOREVIEW SCHOOLS.

The Bayside  Academy New Gymnasium Project (Project) was approved as a Phase I Measure X Construction Project at the January 21, 2016,  Board of Trustees Meeting.

At the June 15, 2017 Board of Trustees Meeting, Quattrocchi Kwok Architects was approved as the Architect of Record for the Project. As a part of the project four (4) portables used in the PE (physical education) program, presently located where a future Gymnasium is planned, need to be relocated.

The Administration selected Quattrocchi Kwok Architects as an Architect for the portable relocation project, which includes site design for accessible path of travel, civil engineering for building placement and drainage, electrical engineering for power, data, bell, intercom and fire alarm systems, prior meeting with the Local Fire Authority as a requirement for future DSA approval, and finally assisting with bidding, construction administration and closeout with DSA. 

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE DESIGN THROUGH DSA CLOSEOUT PROPOSAL FROM QUATTROCCHI KWOK ARCHITECTS FOR THE RELOCATION OF FOUR PE PORTABLES AT BAYSIDE STEM/STEAM ACADEMY IN THE AMOUNT OF $54,250 DOLLARS, OF WHICH $2,500 DOLLARS IS FOR REIMBURSABLE EXPENSES.   

$54,250.00 - Measure X Funding

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.

On August 7, 2014, the Board of Trustees approved Districtwide Playstructure and Matting replacements in the elementary schools as part of Measure L and the Facilities Master Plan. Highlands Elementary School was not part of the replacement plan. Over the years play structures at Highlands show wear and tear such as cracks and broken elements. The upkeep of existing matting at Highlands ("pour-in-place" compound instead of tiles, with 10 years of unconditional warranty) require substantial resources and funding from the Maintenance Department. The playgrounds at Highlands are not ADA compliant. 

Administration decided to replace three play structures and matting and provide an ADA compliant path of travel as a part of  Measure L funding. As a part of this project, Topographic Survey and Civil Engineering Services are required.

The Administration, through the public contract code, solicited bids for the aforementioned services.

Bohley Consulting, Inc., submitted a proposal  in the amount of $29,850.00, of which $1,500.00 is for a reimbursable account, for the Topographic Survey and Civil Engineering Services for replacement of three playstructures and matting at Highlands Elementary School.
  

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE TOPOGRAPHIC SURVEY AND CIVIL ENGINEERING CONSULTANT'S PROPOSAL FROM BOHLEY CONSULTING, INC., FOR REPLACEMENT OF THREE PLAY STRUCTURES AND MATTING AT HIGHLAND ELEMENTARY SCHOOL. 

$29,850.00 - Measure L Funding

The mechanical units servicing the existing boys and girls locker rooms at Borel Middle School started to fail.  After having been inspected by a technician, it was deemed that the "band aid" solutions done in previous years will no longer suffice and the mechanical units will not be able to last this winter season and will need to be replaced.

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 $45,000.00.  The District solicited a bid from one vendor who had previously serviced and replaced mechanical units in the District. 

The bid is from Carrier Corporation.          

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE CONTRACT WITH CARRIER CORPORATION FOR THE REPLACEMENT OF TWO MECHANICAL UNITS FOR THE BOYS AND GIRLS LOCKER ROOMS AT BOREL MIDDLE SCHOOL.   

$19,948.00 ROUTINE RESTRICTIVE MAINTENANCE

On May 4, 2017, the Board of Trustees approved Cody Anderson Wasney Architects, Inc. as the architectural firm for the Abbott New Gymnasium/Classrooms Building Project.

Since then the scope of the project has been changed and modified. The Architect provided additional services related to the changing of scope due to value engineering.  The square footage of the project was reduced by removing 5'-0" from the length of the gym (122 Feet).   

To implement the above services, the structural engineer submitted an additional service fee due to the structural changes in reducing the overall square footage.  The structural engineer's fee was submitted to Cody Anderson Wasney (CAW).  CAW Architects services of $1,746,788.00 will be increased by not-to-exceed fee of $9,350.00, for a total of $1,756,138.00.

On August 18, 2016 the Board approved the contract in the amount of $4,610,403.50 with IT Management Corporation for the District Wide Network Upgrade Project. 

The District, in working with IT Management, encountered unforeseen conditions not originally covered by the contract.  Due to the District's requests, necessary field changes were made. 

The cost of the Change Order No. 12 is $8,397.75 (0.18% of the original contract).  The cost of change orders No. 1-12 is a total of $130,500.83 (2.83% of the original contract).  The new contract amount will be $4,740,904.33. 

This is still within the budget of the Technology Refresh Project. 

IT IS RECOMMENDED THE BOARD OF TRUSTEES APPROVE CHANGE ORDER NO. 12 FOR IT MANAGEMENT CORPORATION REGARDING THE NETWORK ELECTRONICS UPGRADE PROJECT.

 $8,397.75 - General Fund - Network Upgrade Budget

On March 23, 2017, the Board approved the contract in the amount of $1,918,796.50 with IT Management Corporation for Servers, Storage, Classroom Intercoms, and VOIP Systems. 

The District, in working with IT Management, encountered unforeseen conditions, not originally covered by the contract.  Necessary field changes were made. 

The cost of Change Order No. 3 is $356.21 (.19% of the original contract). The cost of change orders No. 1 - 3 to the original contract is $26,816.05 (1.4% of the original contract).  The new contract amount will be $1,945,612.55. 

This is still within the budget of the Technology Refresh Project. 

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE CHANGE ORDER NO. 3 WITH IT MANAGEMENT CORPORATION REGARDING THE SERVER, STORAGE, CLASSROOM INTERCOM, AND VOIP SYSTEM PROJECT.

$356.21 - General Funds - Network Upgrade Budget

• Fiscal Services-- Disposal of five electronic calculators. 

IT IS RECOMMENDED THE BOARD OF TRUSTEES APPROVE RESOLUTION NO. 13/17-18 AUTHORIZING CERTAIN PROPERTY SURPLUS AND AUTHORIZING THE DISTRICT TO DISPOSE OF IT IN ACCORDANCE WITH BOARD POLICY 3270. 

On January 11, 2018, the Board of Trustees approved dsk Architects as the architectural firm for the Parkside Elementary School Portable Conversion Project.

The scope of the project has been expanded. Originally the Architect was only preparing drawings for the installation of a restroom portable and associated site work including the utilities to this restroom portable.  The Architect will now need to provide additional services related to the addition of toilet rooms inside the portables.  Plumbing lines will need to be extended to the portables, including fire alarm work and additional electrical work to the toilet rooms .  dsk Architects will also perform construction administration/observation for the installation of the interior toilet rooms and close out the project with DSA.  

To implement the above services, the present original fee of dsk Architects services of $23,650 will be increased by the not-to-exceed fee of $24,500, for a total of $48,150, of which $2,150 is for reimbursable expenses.  

Government Code 53646, added by SB564 (Chapter 783, Statues of 1995), imposed disclosure requirements on all Government Agencies. The Chief Business Official must provide a quarterly report to the Board of Trustees of these disclosures.  

If a local agency has placed all of its investments in a Local Agency Investment Fund (LAIF) or in Federal Deposit Insurance Corporation (FDIC)-insured accounts in a bank, savings and loan association, in a county investment pool, or any combination of these, the CBO must supply the most recent statement or statements received from these institutions.  

The District has such investments and the report is attached. The interest earnings are within the budget.

Interest earned for the quarter ending December 31, 2017:

California State Treasurer - LAIF: 1.182%

San Mateo County Treasurer: 1.308%

None – Expenditure provided for in the 2017-2018 budget

President Nancy Kohn Hsieh resigned from the San Mateo-Foster City School District Board of Trustees effective January 31, 2018 leaving the position of President vacant.  An election is needed to fill the position of  President.  Should this election create another vacancy, the Trustees may elect other officers.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES TAKE ACTION TO ELECT A PRESIDENT AND POSSIBLY OTHER OFFICERS.

At the February 1, 2018 Board meeting, Trustees voted to make an appointment to fill the Board vacancy.   The first step of the process is to finalize the candidate application form.  Trustees will provide direction to the Superintendent on the content of this form.  

IT IS RECOMMENDED THAT THE TRUSTEES PROVIDE DIRECTION TO THE SUPERINTENDENT ON THE CONTENT OF THE CANDIDATE APPLICATION FORM. 

The Board presentation will include an update on the Local Control Accountability Plan (LCAP), and a description of SMFCSD LCAP stakeholder engagement.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE INFORMATION ON THE LOCAL CONTROL ACCOUNTABILITY PLAN (LCAP).

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The California Mathematics Placement Act of 2015 requires an annual report to the Board of Trustees on math placement.  Staff from the San Mateo-Foster City School District will review aggregate student data related to placement in mathematics courses.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE INFORMATION ON MIDDLE SCHOOL MATH PLACEMENT.

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The San Mateo-Foster City School District receives state subsidized funding from the California Department of Education’s Child Development Department to provide preschool and after-school kindergarten care to 248 low-income children in 10 classrooms located at four elementary schools.  In addition, the District serves 243 preschool children in nine fee-based preschool classes located at four elementary schools and Turnbull Child Development Center.  Through grant funding from Silicon Valley Community Foundation and private donors, the District also provides parent involvement activities for 700 preschool through first grade parents and a Kick-Off to Kindergarten Summer School for students who did not attend preschool.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE INFORMATION REGARDING THE DISTRICT'S PRESCHOOL PROGRAMS.   

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The District's budget development process begins in January when the Governor's State Budget proposal is announced. Staff then prepare the budget development calendar and present the draft to the Board. District office staff review and update the calendar to include LCAP revisions, staffing timelines, and other activities. The calendar will be brought back for adoption at the February 22, 2018 Board meeting.  

The proposed calendar adheres to procedural and legal timelines. The calendar may be revised and updated during the budget development process in response to factors that might impact the process.  

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE INFORMATION REGARDING THE DRAFT 2018-19 BUDGET DEVELOPMENT CALENDAR.

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The California Department of Education (CDE) is one of the State agencies responsible for approving a new school in California.  School districts are responsible for submitting Educational Specifications to the CDE for all proposed new schools.  The Educational Specifications document includes information on the following:

                      Section 01:  District Background and Planning Process

                      Section 02:  District Educational Approach

                      Section 03:  Planning Overview & Design Guidelines

                      Section 04:  Program Spaces & Descriptions

The document, prepared by HMC Architects, represents the initial thinking and recommendations of the Ed Specs Committee for the new school which began its work in November 2016.  The Committee's members included the principals of the three Foster City elementary schools, school certificated and classified staff, parent representatives as well as members of the District staff.  It also represents the evolution of the design of the school based on the many meetings with the community held from November 2016 through the summer of 2017 as well as discussions of the Board of Trustees of the District. 

The CDE review is to ensure that the planned school will provide adequate facilities and outside areas to support both the anticipated student enrollment and teaching and learning.  The CDE is not the review and approval agency for the specific construction plans--that responsibility lies with the Division of State Architect (DSA).  

When reviewing the Educational Specifications, it is important to note the following:  1) they are conceptual in nature and do not reflect the changes that the Board of Trustees is currently discussing (and do not need to for the kind of review that CDE does); 2) it is recognized that there will be changes made in the planned school as a result of Board discussions and direction and/or comments from DSA which must be addressed before DSA gives final approval for construction of the school; and 3) the pictures in the document are for illustrative purposes only and do not necessarily reflect the design of specific elements for the new school.   

A bound copy of the Educational Specifications is available for public viewing at the Administrative Offices of the San Mateo-Foster City School District, 1170 Chess Drive, Foster City, between the hours of 8:00 a.m. and 5:00 p.m., Monday-Friday.  

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE SUBMISSION OF THE EDUCATIONAL SPECIFICATIONS FOR THE NEW ELEMENTARY SCHOOL IN FOSTER CITY TO THE CALIFORNIA DEPARTMENT OF EDUCATION. 

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