The Administration, through public contract code, solicited bids for the concrete removal and replacement; asphalt removal and replacement; and associated site work pertaining to the installation of ornamental security fencing at San Mateo Park Elementary School and Borel Middle School, as part of the District-wide Security Fencing Project.

The Administration recommends awarding the contract for the installation of ornamental fencing at San Mateo Park Elementary School and Borel Middle School to American Asphalt in the amount of $1,098,339. The contract is within the Measure L budget.

Measure L Funds - within budget.

$1,098,339.00

On May 18, 2017, the Board of Trustees approved the contract for Best Contracting Services, Inc. for the roof replacement and repairs at the Brewer Island Elementary School in the amount of $798,666.

The District, in working with Best Contracting Services, Inc., encountered an unforeseen delay of work that had a negative impact on students, staff, and  educational program. The District didn't consider the contractor's explanation regarding alleged labor shortages at Best Contracting Services, Inc., as a legal justification for the firm's failure to meet contractual milestones for the project. Therefore, pursuant to Public Contract Code section 7203, Contractor, after lengthy negotiations, agreed to forfeit to the District the  sum of $136,403.83.

The cost of deductive Change Order #1 to the original contract is ($136,403.83), (-17.08%) of the original contract.

The new contract amount will be $662,262.17     

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE CHANGE ORDER NO.1 FOR BEST CONTRACTING SERVICE, INC., FOR THE ROOF REPLACEMENT AND REPAIRS AT BREWER ISLAND ELEMENTARY SCHOOL.  

Deduct (reduce) the original contract with Best Contracting Service, Inc. by amount of ($136,408.73) - Measure L: Funding - within budget.

On February 22, 2018, the Board of Trustees approved replacement/purchasing of new play structures at Highlands Elementary School, which calls for the installation of new matting for three play structures.

On August 8, 2014, the Board of Trustees approved the contract with SofSurfaces, Inc., for purchasing district-wide play structure matting and installation through the National Joint Power Alliance (NJPA) contract. Purchasing of the matting and installation using the NJPA contract directly from the manufacturer offered the District substantial savings by reducing matting cost and eliminating contractor's mark-up.

The Administration negotiated with SofSurfaces, Inc., to purchase the matting and installation for the Highlands Elementary School play structure replacement project using mostly provisions contained in the August 8, 2014, agreement.

The contract amount with SofSurfaces, Inc., for the purchase the matting and installation for three play structures is $117,362, which is within the Measure L funding.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE CONTRACT WITH SOFSURFACES, INC., FOR THE PURCHASE AND INSTALLATION OF MATTING FOR THE HIGHLANDS ELEMENTARY SCHOOL PLAY STRUCTURES REPLACEMENT PROJECT.

$117,362.00 - Measure L Funding - within budget.

The Administration negotiated the purchase of the metal shade structures in a number of schools throughout the District with PorterCorp/Poligon using the National Joint Power Alliance (NJPA) contract. Purchasing directly from the manufacturer offers the District substantial cost saving, and eliminates contractor's mark-up.

The Highlands Elementary School, is planned to receive two (2) metal shade structures. The canopies will provide shade for K-5 students.

The administration recommends awarding the two metal shade structures in the amount of $122,012.20 to PorterCorp/Poligon. This contract is within Measure L funding.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE CONTRACT FOR THE PURCHASE OF TWO (2) METAL SHADE STRUCTURES FOR HIGHLANDS ELEMENTARY SCHOOL WITH PORTERCORP/POLIGON.

$122,012.20 - Measure L Funding - within budget.

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.

None – Expenditure provided for in the 2017-2018 budget

Following the violence in Parkland, Florida at Marjory Stoneman Douglas High School on February 14, 2018, communities across the nation have united in memory of those who lost their lives and in pursuing an end to violence.  The Trustees of San Mateo-Foster City School District requested a resolution in memory of the victims and in support of student and staff safety.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE RESOLUTION 15/17-18 IN HONOR OF THE MARJORY STONEMAN DOUGLAS HIGH SCHOOL VICTIMS AND IN SUPPORT OF GREATER MEASURES TO PROMOTE SCHOOL SAFETY.

Annually the Board Meeting Dates are set by the Trustees.  These dates avoid major holidays and known District events.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES REVIEW THE ATTACHED BOARD MEETING DATES FOR 2018-2019.

Amber Farinha, Coordinator of Community Services, will present the current District Communication Practices and discuss future actions.   

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE INFORMATION AND DISCUSS DISTRICT COMMUNICATION PRACTICES.

Over the past 15 years the District has engaged Enrollment Projection Consultants demographer Tom Williams to determine enrollment projections for the San Mateo-Foster City School District. The annual report provides information that supports work with student enrollment, staffing and school capacity.

Updated enrollment numbers and projections will be presented by Tom Williams, Enrollment Projection Consultant.

IT IS RECOMMENDED THE BOARD OF TRUSTEES RECEIVE THE ANNUAL DEMOGRAPHER'S PROJECTED ENROLLMENT REPORT. 

None

The San Mateo-Foster City School District operates a before and after school program as an enterprise fund. There are 21 locations and 1,172 students enrolled in the program this year. Additionally, The Children’s Annex runs all-day camps during the breaks and summer. They offer homework support, indoor and outdoor activities, and a daily snack.

The District received funding from the After School Education and Safety Grant (Prop 49) in 2007. The ASES grant provides funding support to low income families to provide access to after school care.

The Children’s Annex makes an annual $250,000 contribution to the general fund.

The District has been researching optimal solutions for communicating District news and information with the community.  Seeking to access better tools for communicating more effectively with staff, stakeholders, and the public, the District has partnered with OpenGov to utilize their online platform as a communication tool to inform the public and collect feedback. 

OpenGov Stories allows the District to inform the community of news and important updates for which the community has requested an online messaging platform.  In addition to providing information, OpenGov Townhall allows for the community to respond and give feedback on these important topics.  Local agencies such as the cities of San Mateo and Foster City have successfully used these tools to inform their communities and to collect feedback on pertinent issues facing their respective cities.

Tonight's presentation will be a preview of the OpenGov Stories and OpenGov TownHall platforms with sample drafts of District topics.  The Board of Trustees will have an opportunity to ask questions and to learn how to access and navigate the site.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE INFORMATION ABOUT OPENGOV AND OPENGOV STORIES.

The District has been invited to apply for funding from the Carl Moyer Program and School Bus Project.  Funding for the program is determined by the age of the bus, mileage, and amount of emissions.  Qualifying buses are removed from service and replaced with new, lower emission buses.  The District has three buses that qualify for funding in this year's application.  Two buses qualify for full replacement (valued at $165,000 each) and one bus qualifies for replacement with a District match of $32,000. 

The District has applied to receive three new 2019 Thomas buses for a cost of $32,000.  This represents an approximate savings of $463,000 to the District.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE RESOLUTION NO. 16/17-18  TO APPLY FOR THE CARL MOYER PROGRAM AND SCHOOL BUS PROJECT FOR BUS REPLACEMENT FUNDING.

Potential cost savings to the general fund of $463,000.00 upon receipt of grant funding.

Attached and presented to the Board is the SMETA initial proposal for the 2018-2019 reopener negotiations that includes conceptual proposals for articles 5 and 8 as well as language for implementation of AB 119.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE THE SMETA INITIAL PROPOSAL FOR THE 2018-2019 REOPENER NEGOTIATIONS WITH THE DISTRICT.

Unknown at the time

Per Government Code 3547, all initial contract proposals of the Board and an Employee organization, which relate to matters within the scope of representation, shall be presented at a public meeting and recorded as part of the public records.

Attached and presented to the Board is the District’s initial proposal for the 2018-2019 reopener negotiations with the San Mateo Elementary Teachers Association (SMETA) that includes conceptual proposals for articles 5 and 6. 

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE THE DISTRICT'S INITIAL PROPOSAL FOR THE 2018-2019 REOPENER NEGOTIATIONS WITH THE SAN MATEO ELEMENTARY TEACHERS ASSOCIATION (SMETA) FOR INFORMATION.

Unknown at this time 

Per Government Code 3547, meeting and negotiating shall not take place on any proposal until a reasonable time has elapsed after the submission of the proposal to enable the public to become informed and the public has the opportunity to express itself regarding the proposal at a meeting of the public school employer. After the public has had the opportunity to express itself, the public school employer shall, at a meeting which is open to the public, adopt its initial proposal. 

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES CONDUCT A PUBLIC HEARING TO RECEIVE COMMENTS REGARDING THE DISTRICT'S INITIAL PROPOSAL FOR THE 2018-2019 REOPENER NEGOTIATIONS WITH SMETA. 

Unknown at this time 

• The Parent Teacher Association (PTA) funds certificated positions, as recommended by administration, to provide intervention and enrichment programs for students. At this time the PTA has not finalized its budget and determined its available funding for the 2018-2019 school year. Due to the uncertainty of its funding, the PTA has not yet determined which certificated positions it will continue to fund for the following school year. In order to meet statutory timeline to provide of layoff to certificated employees by March 15, the recommendation is made to reduce particular kinds of services of PTA funded positions.

• Reduction in positions funded with supplemental funds due to increased costs for certificated salaries as a result of salary and STRS rate increases. Schools are still in the process of gathering stakeholder engagement input and developing site plans so services have not been assigned for 2018-2019.

• Reduction in the number of classroom teaching positions due to anticipated decreases in student enrollment for next year. 

• Elimination of positions due to restructuring and/or to increase efficiencies 

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE RESOLUTION 14/17-18 TO REDUCE PARTICULAR KINDS OF SERVICES AND DECREASE A CORRESPONDING NUMBER OF CERTIFICATED EMPLOYEES, AS NECESSARY, TO ADDRESS POSSIBLE CHANGES TO PROGRAM SERVICES.

$1,778,714.00

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE SKIPPING AND TIE BREAKING CRITERIA.

Unknown at this time