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 third quarter of the 2017-2018 school year.

The Children’s Annex has contracted with The Active Network, Inc. for five years to provide online registration and credit card payment.  In an effort to expand online registration into the preschool programs, reduce costs, increase services and widen the scope of opportunity for parents participating in our Enterprise Fund programs to pay for services online, access invoices and account information; the Children’s Annex and Fee-Based Preschool Programs jointly researched and evaluated programs that would be:

• Parent/user friendly
• Web-based
• Mobile compatible
• Allow parents/guardians to pay via text or email
• Make auto-bill feature available
• Allow parents/guardians to print their own receipts
• Allow parents/guardians to check balances and track account online
• Allow parents/guardians to pay with Credit Card or ACH or cash/check at DO
• Eliminate the need for manual billing and receipt creation
• Allow the Children’s Annex and Fee-based Preschool programs to use same platform
• Highly recommended by other programs and parents

CuraCubby, Inc. has been selected and meets all needs of both programs. In addition to providing the above elements, the new vendor will result in $100,000 savings in cost of program, untold savings in manpower hours processing payments manually, and, meet the needs of our parents/guardians.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE AGREEMENT WITH CURACUBBY, INC. TO PROVIDE ONLINE REGISTRATION AND SERVICES FOR THE CHILDREN’S ANNEX AND THE FEE-BASED PRESCHOOL PROGRAMS.

Annex: $2,100 one-time set up fee and $93,600 for two year contract, or, $46,800 annually until 2020-21

Fee-based Preschool: $500 one-time set up fee and $14,400 for two year contract, or, $7,200 annually until 2020-21

Constructability Review, or Peer Review is an independent and structured review of construction bid documents (drawings & specifications), by construction professionals, to make certain that the work requirements are clear, the drawings and specifications are coordinated.  It is used to identify obstacles before a project is actually built to reduce or prevent errors, delays, and cost overruns.  Swinerton Management & Consulting submitted a proposal for the Constructability Review of the Abbott Middle School Gym and Classroom Project.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE PROPOSAL PROVIDED BY SWINERTON  MANAGEMENT & CONSULTING FOR THE CONSTRUCTABILITY REVIEW OF THE DRAWINGS AND SPECIFICATIONS FOR THE ABBOTT MIDDLE SCHOOL GYM AND CLASSROOM PROJECT.

Not to Exceed fee of $13,680.00 - Measure X Funding

The Abbott Middle School New Gymnasium/Classrooms Building Project was selected as a Phase I Measure X Construction Project at the January 21, 2016 Board Meeting. Commissioning services is mandatory per Title 24-Part 6 2016 (Energy Code) requirements.

The Commissioning Authority will oversee and participate in the commissioning process to assist in ensuring that the building commissioned systems are complete, fully functional and perform in accordance with the project requirements and design intent.

Glumac, Inc. has submitted a proposal for Commissioning during the per-construction, construction, and through the completion of the New Gymnasium/Classrooms Building Project in the amount of $23,550.00. This amount is within the Abbott Middle School Measure X Budget.

The Abbott 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 District approved BAGG Engineers Inc. for the geotechnical engineering study and geologic hazard investigation on July 22, 2016.

Amendment No.1 provides funding for more engineering analysis and study as well as geologic mapping of sloping terrain adjacent to the proposed buildings of the New Gymnasium and Classrooms.

The cost of Amendment No. 1 to the original contract is $1,405.00 for additional engineering work, funded by Measure X. The new contract amount will be $16,784.00.

On February 8, 2018, the Board of Trustees approved Quattrocchi Kwok Architects (QKA) for architectural services of relocation of four (4) portables at Bayside site to provide room for construction of a new GYM.

 The cost of the architectural services approved by the Board of Trustees on February 8, 2018, was $54,250.00.

Further review of the project determined that the Civil Engineering Services wouldn't be needed for the design of this project, which was allowed to reduce the cost of architectural services by $10,000.00.

The new cost of the architectural services of relocation of four (4) portables at Bayside site will be $44,250.00

IT IS RECOMMENDED THAT BOARD OF TRUSTEES APPROVE THE AMENDMENT NO.1 FOR QKA ARCHITECTS FOR RELOCATION OF FOUR (4) PORTABLES AT BAYSIDE  FOR CLEARING FUTURE GYM SITE AS A COST REDUCTION MEASURE.

On December 7, 2017, the Board approved the contract in the amount of $27,489.00 with Musson Theatrical, Inc. for new lighting in the Performing Arts Center.

The District in working with Musson Theatrical, Inc., encountered that the lift costs were not covered in the original contract.

The cost of Change Order No. 1 is $1,500.00 (5.5%of the original contract). The new contract amount will be $28,989.00.

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

Preparing documentation for the public bid, the Administration inserted a stipulation of $25,000 for "Unforeseen Conditions" to the Contract. Working with Best Contracting Services, Inc., the District did not encounter any unforeseen conditions.

Therefore, the cost of deductive Change Order #2 to the original contract is ($25,000.00), (-3.13%) of the original contract. The cost of deductive Change Orders No. 1-2 to the original contract is ($161,403.83), (-20,21%)

The new contract amount will be $637,262.17. 

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE CHANGE ORDER NO.2 FOR BEST CONTRACTING SERVICES, INC. FOR THE ROOF REPLACEMENT AND REPAIRS AT BREWER ISLAND ELEMENTARY SCHOOL

Deduct (reduce) the original contract with Best Contracting Services, Inc., by amount of ($25,000) - within the budget of Measure L Funding.

The Parkside Elementary School site provides classrooms for the current enrollment in Parkside's Montessori Program as well as classrooms for the expansion of the Montessori Program in future years and classrooms for a number of District programs serving the District's various preschool populations:  Special Education children, children in State funded Preschool Programs, and children in the District's full tuition preschools.  There is also a Children's Annex Program onsite and a classroom used for the parent-run Art in Action program at Parkside Elementary School.    

To be utilized for preschool use, each of the four existing portables on permanent foundations on the Parkside Elementary School site needs the addition of more pathway lighting, changing existing pathway lighting, and power to a new pedestrian gate in order for some of the existing portable classrooms to be used as preschool classrooms.  The pathway lighting will provide a safe walk route for the Preschool parents and children to walk from Eisenhower Street to the Preschool office and classrooms.  The new pedestrian gate provides a separate entrance for the Preschool staff/parents/children from the general Parkside Elementary School population.   

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE PROPOSAL FROM RIDGEWAY ELECTRIC FOR PATHWAY LIGHTING AND POWER TO THE NEW PEDESTRIAN GATE AT PARKSIDE ELEMENTARY SCHOOL.

Routine Restrictive Maintenance - $30,866.16

On March 23, 2017, the Board of Trustees approved Bartos Architecture for the architectural services for a Window Replacement Project at Meadow Heights Elementary School.

Part of their services includes submittal to DSA (Department of State Architect) and payment which is the District's responsibility. Bartos Architecture used their funds to pay for the DSA submittal. Therefore, the District must reimburse Bartos Architecture the fee they paid to DSA.

Per DSA's Fee tables and the copy of the payment, the reimbursable amount is $10,625.00. It is within the Measure L budget. 

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE AMENDMENT NO. 1 FOR BARTOS ARCHITECTURE REGARDING THE MEADOW HEIGHTS ELEMENTARY SCHOOL WINDOW REPLACEMENT PROJECT.

$10,625.00  - Measure L Funding

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.5 is $37,615.73 (1.96% of the original contract). The cost of Change Orders No. 1-5 to the original contract is $95,442.60 (4.97% of the original contact). The contract amount will be $2,013,239.10.

In 2013 San Mateo-Foster City School District applied for Proposition 39 funding.  These grants support energy efficiency, in particular the replacement of old lighting systems.

So far, the lighting systems have been completed at Laurel, Meadow Heights, Parkside, Abbott, and Bayside.

Due to the fact that the District Office is open year round, it was decided that the lighting should be changed there for further energy efficiencies.  The District received a good price for lighting for the District Office.  

The cost of Change Order No.1 is $39,588.93 (27.1% of the original contract). Then new contract amount will be $185,385.60.

This is still within the budget of the Prop 39 Funding and work will continue throughout the District over time.  

The Administration, through the public contract code, solicited bids for new cameras to be installed at the Maintenance and Operations Office for the security and protection of the District buildings, as part of the District wide security camera project.

The Administration recommends awarding the contract for the installation of the cameras at the Maintenance and Operations Office to VAS Security Systems Inc. in the amount of $23,450.44. The contract is within the Maintenance and Operations budget.

Since 1991, the District has benefited from a parcel tax (Measure B) to support small class sizes and maintain educational programs.   

Measure B provides for an annual cost of living adjustment and an automatic adjustment in the District’s Gann Appropriation Limit. The attached resolution provides the percentage rate adjustment for the next fiscal/tax year. The rate increase per the consumer price index (CPI) adjustment through December of the prior calendar year is 2.9%. Therefore, the following applies:

 • The Measure B 1991 Parcel Tax for 2017-2018 is $108.08, and will increase to $111.21 for 2018-2019.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE RESOLUTION NO. 19/17-18 ESTABLISHING THE 2018-2019 RATE FOR THE DISTRICT’S PARCEL TAXES OF 1991, AUTHORIZING THE SAN MATEO COUNTY CONTROLLER TO PLACE SAID TAXES ON THE TAX ROLLS AND AUTHORIZING AN EQUIVALENT INCREASE IN THE DISTRICT’S GANN LIMIT.

• Technology Department-- Disposal of MacBook Pros. 
• Children Annex -- Disposal of upright vacuum and convection oven.

IT IS RECOMMENDED THE BOARD OF TRUSTEES APPROVE RESOLUTION NO. 20/17-18 AUTHORIZING CERTAIN PROPERTY SURPLUS AND AUTHORIZING THE DISTRICT TO DISPOSE OF IT IN ACCORDANCE WITH BOARD POLICY 3270. 

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 and 2018-2019 budget.

The Family Educational Rights and Privacy Act (FERPA), a Federal law, requires that school districts to disclose designated and approved “directory information”. Directory information is information that is generally not considered harmful or an invasion of privacy if released. The primary purpose of directory information is to allow the District to include information from a child’s education records in certain school publications. Examples include:

• A playbill, showing a student’s role in a drama production;
• The annual yearbook;
• Honor roll or other recognition lists;
• Graduation programs; and
• Sports activity sheets, such as for wrestling, showing weight and height of team members.

When annual consent is given, directory information can also be disclosed to outside organizations for school activities. Outside organizations include, but are not limited to, companies that publish yearbooks, provide class and student pictures, and, provide caps and gowns.

District’s must disclose exactly what directory information is permissive through a board policy and annually obtain parental/guardian written consent prior to the disclosure of the personally identifiable information from a child’s education records considered “directory information”. The District may disclose designated and approved “directory information” in accordance with BP 5125.1 without additional written consent unless otherwise revoked or withheld by the parent/guardian in accordance with the annual District renewal permission procedures.

If a parent/guardian does not want the District to disclose any or all of the types of information designated below as directory information from their child’s education records without prior written consent, they must complete the appropriate form at the beginning of the school year. Parents reserve the right to revoke consent at any time throughout the school-year. Revocation of consent must be given to the school in writing.

To modernize and bring into conformity the District practice regarding the release of student information for directory purposes, it is recommended that the Board approve the updated board policy 5125.1 for first reading.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES ACCEPT FOR FIRST READING THE UPDATED DISTRICT RELEASE OF DIRECTORY INFORMATION BOARD POLICY 5125.1

Unknown

It is estimated that 1 in 68 children live with autism spectrum disorder.  April is Autism Awareness Month and in recognition, it is recommended that the Board of Trustees approve the attached resolution endorsing April as Autism Awareness Month.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE RESOLUTION NO. 21/17-18 ENDORSING APRIL AS AUTISM AWARENESS MONTH.

NONE.

Per the California Education Code, every SELPA is required to establish a Community Advisory Committee (CAC).  The San Mateo County SELPA refers to their group primarily as the Resource Parent Council. The IDEA articulates the legislative intent to involve parents of students with disabilities in the planning, development, and implementation of their students’ special education programs. The RPC-CAC assists in advising the SELPA and the Governing Board about the SELPA Local Plan, annual priorities, parent education and other specified special education-related activities.

The CAC was designed in legislative spirit and intent to establish a local forum for active parent involvement. Mandated by state and federal laws and regulations that address parent involvement in special education, the role and responsibilities of the Committee are described in the California Education Code. Representatives function in an advisory capacity to the Governing Board.

Members are selected by their peers. Candidates are then approved by their local Governing Board.  General education should be represented. (California Education Code §56191). Members should represent the entire special education community. Members must ensure fair representation and a thorough evaluation of the issues and interests handled in the attainment of the goals for the SELPA.

Since the RPA-CAC inception in San Mateo County, both general education and special education SMFCSD parents have attended the SMCOE SELPA RPC-CAC, along with affiliated agency representatives and other interested community members. Meetings are open to the public. For the first time since its inception there is renewed interest on the part of our Special Education parents to serve on the Community Advisory Committee as appointed by the Board of Trustees.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE CANDIDATES TO THE SAN MATEO COUNTY SPECIAL EDUCATION LOCAL PLAN AREA (SELPA) RESOURCE PARENT COUNCIL-COMMUNITY ADVISORY COMMITTEE (RPC-CAC).

None

This is the fourth in a series of updates on the San Mateo-Foster City School District LCAP.  Previously, the Board of Trustees received information on the Dashboard, Student Achievement, and Family Engagement. 

This Board presentation will focus on Student Wellness and the California Healthy Kids Survey as well as Stakeholder Engagement.

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

None

On June 5, 2014, the Board of Trustees adopted Board Policy 1330 on the Use of School Facilities.  The Civic Center Act allows for school facilities to be used by the community during non-school hours and other times when the site is not being used for school related activities. If an individual or group wishes to reserve the use of a facility for a specific event, a Facility Use Permit is submitted.

Through Civic Permits, the District’s online registration system, these requests are then reviewed and accommodated as the District is able. Non profit organizations pay the “Direct Cost Fee” and for profit organizations pay a “Fair Rental Fee.”  This process, and the revenue generated from the use of facilities, is a revenue enhancement for the District’s general fund and is shared with the sites whose facilities are being used.

The Facilities Use Fees Schedule is adjusted annually by the percentage change in the Consumer Price Index (CPI) for the purpose of generating revenue for the District. The CPI for December 2017 is 2.9%.

In analyzing facilities use fees from seven local districts, it was noted that the District is renting its facilities at significantly lower rates than the seven districts reviewed. It is recommended that the District use the average rate of the local districts in areas where the District’s rate is notably lower than the local districts.  The rate adjustments for 2018-19 reflect a combination of average rates from comparable district facility use fees and current District rates increased by the CPI.

The Facilities Use Fee Schedule for the fiscal year 2018-2019 reflects the following changes:

• A CPI increase of 2.9%
• A custodial staff salary increase of 8%+
• Rate adjustment to reflect average rates from local districts as of 2017-2018.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE FACILITIES USE FEE SCHEDULE FOR THE 2018-2019 FISCAL YEAR.

General Fund approximate revenue:  $340,000

The 2018-19 Budget Development Assumptions is a planning document that links financial decisions to educational policy. These assumptions reflect the current economic situation, as is known at this time, and are updated during the budget process to include any new developments from the state budget adoption process or other economic indicators that may impact the District's budget.  

This is the first draft of the 2018-19 Budget Assumptions. The assumptions will be updated as necessary and brought back to the Board on May 7, 2018 for adoption.  

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE THE 2018-2019 DRAFT BUDGET ASSUMPTIONS.

None

At the March 22, 2018 Board meeting, the Board was presented with the results from the recent community polling from Godbe Research.  The polling tested community support for a potential new parcel tax rate of $298 per parcel and a rate of $398 per parcel.  Other items tested in the polling included the term for which the tax would be levied and if an annual escalator for the Consumer Price Index should be included.  Several variations of parameters were discussed along with the percent of likely community support for each.

On April 19, the Board will have the opportunity to further discuss these parameters and give direction to staff as to which are the most prudent parameters (rate, term and escalation) based on the polling data to move forward in pursuing a new parcel tax measure. 

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES DISCUSS PARCEL TAX PARAMETERS RELATED TO A NEW PARCEL TAX MEASURE AND GIVE DIRECTION TO STAFF ON RATE, TERM, AND POSSIBLE ESCALATORS.

A new parcel tax rate of $298 per parcel would generate approximately $10 million to the general fund per year and a rate of $398 per parcel would generate approximately $13 million.

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

The Declaration of Need form is submitted to the State of California Commission on Teacher Credentialing annually to certify that the District may need to apply for emergency credentials and authorizations due to the possibility that the District will be unable to recruit and hire teachers in hard to fill positions. The Declaration of Need for Fully Qualified Educators (attached) identifies possible specific areas of need such as CLAD, BCLAD, math, science and special education. The Declaration of Need will allow the District to apply for waivers/emergency credentials to fill vacancies.

None

Per Article 10.10 of the SMETA collective bargaining agreement, a unit member is eligible submit a request for a sabbatical leave, not to exceed a one year period,  after completing seven full school years of service in paid status for the purpose of study/training related to professional development. 

The application for a sabbatical leave was reviewed by a seven (7) member committee including the Assistant Superintendent of Educational Services, the Assistant Superintendent of Human Resources, and five (5) members appointed by the SMETA President. The Committee made a recommendation to the Superintendent to approve a sabbatical leave for Victoria Correa for the 2018-2019 school year. 

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE A SABBATICAL LEAVE REQUEST FOR VICTORIA CORREA FOR THE 2018-2019 SCHOOL YEAR.

After meeting and conferring with Confidential employees and SMEAA, the Superintendent recommends a 5% increase to the Confidential and Management salary schedules retroactive to July 1, 2016 for the 2016-2017 school year and a 3% increase to the Confidential and Management salary schedules retroactive to July 1, 2017 for the 2017-2018 school year. 

Assembly Bill (AB) 1200 requires local education agencies to publicly disclose costs related to provisions of all collective bargaining agreements prior to entering into a written agreement. Attached for information to the Board are copies of the disclosure forms for employees in the Confidential and SMEAA groups which summarize the financial implications of the salary increase.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE THE AB 1200 PUBLIC DISCLOSURE DOCUMENTS FOR INFORMATION AS PRESENTED.

The agreement has a financial impact on the District as there is an ongoing cost beginning with the 2016-2017 year. The costs include $1,101,242 for 2017-2018; $692,689 for 2018-2019 and $699,679 for 2019-2020. 

After meeting and conferring with Confidential employees and the San Mateo Elementary Administrators Association (SMEAA), the Superintendent recommends a 5% increase to the Confidential and Management salary schedules retroactive to July 1, 2016 for the 2016-2017 school year and a 3% increase to the Confidential and Management salary schedules retroactive to July 1, 2017 for the 2017-2018 school year. 

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE SALARY INCREASES AND THE ASSOCIATED CONFIDENTIAL AND MANAGEMENT SALARY SCHEDULES FOR 2016-2017 AND 2017-2018.

The agreement has a financial impact on the District as there is an ongoing cost beginning with the 2016-2017 year. The costs include $1,101,242 for 2017-2018; $692,689 for 2018-2019 and $699,679 for 2019-2020.  Included are the Confidential and Management salary schedules reflecting the salary increases for 2016-2017 and 2017-2018.