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 Board of Trustees, at its June 16, 2016 meeting, directed Dr. Rosas to gather information to test the community's support for renewing the District's Measure A parcel tax.  This parcel tax provides $7,000,000 annually in local revenue and is set to expire in 2017.  Determining the community's level of support for this local tax will guide the District in how to best pursue options for renewing the parcel tax measure.

Some of the programs supported by the Measure A parcel tax include:  Choral Music, Instrumental Music, Art, Libraries, and Counseling.

The agreement for services provides for a feasibility survey regarding a potential parcel tax renewal targeted for February 2017.

The Board of Trustees, at its June 16, 2016 meeting, directed Dr. Rosas to gather information to test the community's support for renewing the District's Measure A parcel tax.  This parcel tax provides $7,000,000 annually in local revenue and is set to expire in 2017.  Determining the community's level of support for this local tax will guide the District in how to best pursue options for renewing the parcel tax measure.

Some of the programs supported by the Measure A parcel tax include:  Choral Music, Instrumental Music, Art, Libraries, and Counseling.

The agreement for services provides communication and preparation services for a potential parcel tax renewal targeted for February 2017.

The San Mateo-Foster City School District has obtained services for the administration of the Music for Minors Professional Educator Program and the Music for Minors Docent Program to provide music education to TK-4th grade students at the following elementary schools: Audubon, Beresford, Brewer Island, College Park, Fiesta Gardens, Foster City, George Hall, Highlands, LEAD, Laurel, North Shoreview Montessori, San Mateo Park and Sunnybrae. (Baywood & Meadow Heights provide a different music program).

The music instruction will provide weekly classroom instruction for 24 weeks/30 minutes per session. The Docent Program will provide weekly classroom instruction for 20 weeks/30 minutes per session at North Shoreview Montessori.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE INFORMATION REGARDING THE AGREEMENT BETWEEN THE SAN MATEO-FOSTER CITY SCHOOL DISTRICT AND MUSIC FOR MINORS TO PROVIDE TK-4TH GRADE ELEMENTARY MUSIC.

$347,631.00 Music for Minors Professional Educator Program

$2,400.00 Music for Minors Docent Program

As part of the shade structure project at Meadow Heights, an American Disability Act (ADA) compliant concrete slab was needed.

The Administration, through public contract code, solicited bids for the concrete work that was placed this past summer at Meadow Heights Elementary School in preparation for the shade structure to be installed later.  The one responsive bid was from Anza Engineering, for $43,500.00.

$43,500 - Measure L Funding

As part of the shade structure project at Audubon, an American Disability Act (ADA) compliant concrete slab was needed.

The Administration, through public contract code, solicited bids for the concrete work that was placed this past summer at Audubon Elementary School in preparation for the shade structure to be installed later.  The lowest responsive bid was from Anza Engineering, for $43,800.00.

$43,800 - Measure L Funding

The District is exploring the feasibility of replacing the windows at all the buildings of Meadow Heights Elementary School, with the exception of portable buildings.  For Pre-Design Services, the District has enlisted the architectural firm of Bartos Architecture.  The Pre-Design Services included in this contract are: site visits to Meadow Heights, research of potential window systems, manufacturers to replace the existing windows, preliminary cost estimating, finalized scope of work to be determined after meeting with the Division of the State Architect (DSA), preliminary coordination with the architect's sub-consultants such as a structural engineer, and preparation of a preliminary schedule.  

The architectural fee for this pre-design phase is a not to exceed fee of $15,000. The architectural submittals will include preliminary plans, a report, a preliminary estimate and schedule, on the assumption that the project will be bidding in January 2017 for summer construction.

Bartos Architecture is one of the architectural firms in the District's pool of architects providing design, construction oversight, and closeout services.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE CONTRACT FOR PRE-DESIGN SERVICES FOR WINDOWS REPLACEMENT AT MEADOW HEIGHTS TO BARTOS ARCHITECTURE.  

$15,000.00 - Restricted Routine Maintenance Plan Budget

On August 21, 2014, the Board approved the Prop 39 Energy Expenditure Plan for Interior Lighting at District Schools. The project includes replacing and installing new light fixtures for the Bayside STEM/STEAM Conversion Project.

Bids were solicited for the purchase of materials as per the public contract code. The Administration recommends ratifying the contract for the base bid in the amount of $23,000.00. with Edges Electrical Group. The contract is within the California Clean Energy Jobs Act (Prop 39).

Due to recurring issues with the Heating, Ventilation and Air Conditioning (HVAC) equipment at Bowditch Middle School, the Administration solicited bids to repair the existing units that are more than 20 years old. These repairs will extend the life of the units.

The Administration recommends awarding the contract to repair the units to EMCOR/Mesa Energy Systems in the amount of  $30,932. This contract is within the Routine Maintenance budget.

Each year a projection of student enrollment is made based on the report the District receives from Enrollment Projection Consultants to determine staffing, facilities and for inclusion in the Board assumptions for budgetary purposes.  Actual enrollment is counted on Information Day, the first Wednesday in October.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE INFORMATION ON THE BEGINNING OF THE YEAR ENROLLMENT IN THE SAN MATEO-FOSTER CITY DISTRICT FOR THE 2016-2017 SCHOOL YEAR.

Student enrollment directly impacts the general funds, staffing and facilities.

On February 5, 2008, the District passed Measure L, a $175 million bond.  Education Code Section 15278 requires that the Governing Board establish and appoint members to an independent Citizens' Bond Oversight Committee (CBOC). The Statutory Requirements state that the CBOC must include a minimum of seven members including members from the following:

-Business Community
-Senior Citizens' Organization
-Taxpayers' Organization
-Parent or Guardian of child enrolled in the District
-Parent or Guardian of child enrolled in the District, plus Active in a Parent-Teacher Organization
-Two additional members

The Measure L CBOC is an all-volunteer group whose mission is to review the expenditure of bond money by the District in alignment with the ballot language of Measure L for the construction, repair, and modernization of schools and to communicate its findings to the Board and the public.

The Measure L CBOC does not have independent legal capacity from the District.

On August 7, 2014 the Board of Trustees approved Ryan Nobrega, parent of a child enrolled in the District, to the Measure L CBOC.  His current term expired on August 6, 2016.

The District has continued its recruitment efforts for the Measure L CBOC. In January of 2015 and in June of 2015, the District distributed an e-mail to all School Principals recruiting for the committee. In June and July of 2015 the District also solicited for new members in the San Mateo County Times. To date, no new applicants have applied to serve and the Measure L CBOC still remains at less than the minimum seven members required. The District will continue to solicit new committee members.

Ryan Nobrega, Parent, has served for one two-year term and is willing to serve an additional two-year term membership on the Measure L Citizens' Bond Oversight Committee which would expire on August 6, 2018.                      

None

On July 14, 2016, the Board of Trustees awarded the IP Classroom Intercom and VOIP Upgrade contract to Development Group, Inc. (DGI) for certain classroom intercom and Voice Over Internet Protocol (VOIP) equipment and installation services. Following the award of the contract and during discussions with the vendor, it became clear that the District's greater interest was in modifying the project to change the scope in such a way that it became advisable to seek new proposals from different vendors.

Because this occurred after the vendor had been selected and the contract approved by the Board, the Board must take action to rescind the contract with the present vendor. No work has been performed pursuant to the contract; no payments are due or owing and no payments have been made.

Action taken to rescind the contract will mean the District can re-scope the project without being concerned that the changes will result in liability to the contractor for change orders. The vendor has consented to rescinding the contract.

None

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