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.

School districts are required by law to engage the services of an independent audit firm for an annual audit.  Education Code 41020(f)(2) prescribes the length of time an audit firm and/or audit partner can perform the audit for a Local Education Agency. The firm or audit partner must be rotated at least every six years.

In addition to the annual audit, the District also requires the auditor to perform a separate audit in accordance to Education Code Section (E.C.) 15286:  requiring school districts to perform independent financial audits to ensure that Proposition 39 fund proceeds are expended as stated in the voter approved ballot language.

On the February 19, 2015 Board meeting, the Board of Trustees approved the contract extension for fiscal year 2014-2015 with the option to extend to 2015-2016.  It is recommended that the Board of Trustees approve the contract extension for fiscal year 2015-2016.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE CONTRACT EXTENSION WITH THE AUDIT FIRM PATEL AND ASSOCIATES, CPA, FOR AUDITING THE DISTRICT’S 2015-2016 FINANCIAL DATA.

Pursuant to the contract awarded by the Board of Trustees, Andy's Roofing Company, Inc. has furnished all material and finished all labor for the completion of work related to the Highlands Elementary School Roofing Project #16-115.  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.

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Government Code 53646 imposes disclosure requirements on all Government Agencies. District staff must provide a quarterly report to the Board.

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

Interest earned for the quarter ending September 30,2016 is as follows:

California State Treasurer - LAIF: .610%

San Mateo County Treasurer: .920%

The District's Child Nutrition Services Department participates in co-operative purchasing with the Super Co-Op (A California USDA Foods Cooperative). The co-op is led by the Santa Clarita Valley School Food Services Agency and the membership for 2016-2017 is 231 districts with a $77.3 million USDA Foods entitlement based on an estimated 243.5 million lunches served.  Membership in the co-op allows for greater purchasing power and provides better pricing on USDA Foods. 

Director of Child Nutrition Services Andrew Soliz also represents the sub-regional group on the Governing Council of the Super Co-Op.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RENEW THE MEMBERSHIP WITH THE SUPER CO-OP TO CONTINUE PARTICIPATION IN THE PURCHASING CO-OP FOR THE 2017-2018 SCHOOL YEAR.

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

At the April 21, 2016 Board Meeting, the Trustees approved a pool of architectural firms to be used on the Measure X construction projects.

Bayside STEM Academy formed a small design committee, consisting of administration, teachers and members of the PTA, to interview four (4) of the Board-approved architectural firms that are part of the District's pool. These interviews were conducted on October 17, 2016.  This committee selected Quattrocchi Kwok Architects as the architect for the Pre-Design phase of the upcoming Bayside STEM Academy New Gymnasium Project.

Quattrocchi Kwok Architects has submitted a proposal for pre-design services for the new Bayside STEM Academy New Gymnasium Project in the amount of $40,000, of which $8,000 is for reimbersable expenses. This amount is within the Bayside STEM Academy Measure X Budget.
   

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE PROPOSAL FROM QUATTROCCHI KWOK ARCHITECTS FOR THE PRE-DESIGN PHASE OF THE NEW GYMNASIUM PROJECT AT BAYSIDE STEM ACADEMY. 

$40,000.00 - Measure X Funding

Since 2010 San Mateo and Foster City residents have supported local funding to maintain educational programs in San Mateo-Foster City School District. Measure A, our local education parcel tax expires in June 2017.  Measure A provides approximately $7 million in revenue for the San Mateo – Foster City School District to maintain teachers and academic programs essential to providing quality education. 

On March 17, 2016, Nic Heuer of Keygent presented a process for potential renewal of this stable local funding.  On April 21, 2016 Bryan Godbe of Godbe Research provided an overview of the Measure A parcel tax and suggested timelines for renewal.  A survey of the community was subsequently undertaken and results presented on September 29, 2016.  

The community survey indicated that respondents were interested in a conceptual ballot measure to renew existing educational funding to maintain key student programs. The survey also revealed respondents were interested in protecting “core academic programs” in schools inclusive of quality teachers, reading, writing, math and science, keeping libraries open and supporting art, drama and music programs.   

February 21, 2017 was suggested by consultants as a viable all mail ballot election opportunity and is consistent with the past election for Measure A which was held on February 23, 2010.  A renewal of the existing local educational funding measure with a term of 9 years was also suggested. 

IT IS RECOMMEDED THAT THE BOARD OF TRUSTEES DISCUSS THE RENEWAL OF THE MEASURE A PARCEL TAX, TERM OF THE RENEWAL AND ELECTION TIMELINES.

Senate Bill 415 will likely require many school districts to change when they elect board members. This new law effectively requires school districts currently holding elections in odd-numbered years to analyze their voter turnout rate as compared to statewide election voter turnout rate and, if a significant decrease in voter turnout rate is shown, to develop a plan by 2018 to change their elections to November of even-numbered years (which are defined as “statewide general election” dates pursuant to California Elections Code section 1200.)

Attached is a Question and Answer supplemental memo prepared by County Counsel to address questions regarding SB 415. County Counsel is also preparing draft resolutions to effectuate either the extension of trustee terms or shortening of trustee terms to comply with SB 415 in the event that our district finds a significant decrease in voter turnout. County Counsel will be present at the Board Meeting to present on this topic and answer questions.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE INFORMATION REGARDING SENATE BILL 415 AND THE EFFECT ON THE TIMING OF ELECTIONS FOR SCHOOL BOARD MEMBERS.

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The San Mateo-Foster City School District currently elects its five Trustees by the “at large” method. That means the entire electorate within the San Mateo-Foster City School District votes to elect each of the five Trustees and the Trustees may live anywhere within the San Mateo-Foster City School District. An alternative method of election is electing Trustees “by district.” In a pure district-based method, the population is apportioned into smaller trustee areas (which the law calls “districts,” which creates some confusion as it relates to school districts in particular) and each trustee area or district’s electorate votes for, and elects a single Trustee that must reside within the apportioned district.

California law disfavors “at-large” election methods such as the one used by our school district. In 2002, California enacted the California Voting Rights Act of 2001. The Act prohibits the use of “at-large” voting methods when they result in a protected class, defined “as a class of voters who are members of a race, color, or language minority group,” being impaired from electing candidates of its choice “or influencing the outcome of an election.”

Staff believes the San Mateo-Foster City School District should explore whether moving to a "by-district" method is in the best interest of the District. The size of our school District, and its distinct suburban communities, may result in the unintended consequence of impairing the election of candidates that might be preferred by protected classes within our District. The County Counsel’s office will be presenting information at the meeting about the process that would need to be undertaken in order to transition, should the Board so desire, to "by-district" election of Trustees.

If the Board does give direction to staff to further explore and/or proceed to transition to a “by district” process to elect trustees,  it will need to discuss, gather public input, and develop an action plan and timeline for its implementation.  The Board may want to consider combining this effort with the transition to even year elections, which now can be mandated by California law.

The San Mateo – Foster City School District wishes to install electronic signs at Laurel Elementary School and LEAD Elementary School, however, the current sign code ordinance for the City of San Mateo does not allow for electronic signs. 

Government Code section 53094 gives school districts the right to exempt educational facilities from local zoning ordinances through the adoption of a resolution approved by a minimum 2/3 vote of the Board of Trustees.  A resolution exempting the San Mateo – Foster City School District from the City of San Mateo sign code ordinance was brought to the Board of Trustees on June 4, 2015.  The resolution for exemption failed by a 3 to 2 vote.

During the 2015-2016 school year, staff from the San Mateo – Foster City School District have worked with staff from the City of San Mateo to engage the communities surrounding these schools in conversation about potentially changing the ordinance to allow electronic signage.  The City of San Mateo staff took information gathered in these community meetings and their own study of other city sign ordinances to a San Mateo City Council study session on September 19, 2016.  As this was a study session, no final decision was made and City of San Mateo staff were asked to bring further information to the Council members.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES DISCUSS THE STEPS TAKEN THUS FAR WITH REGARD TO CHANGING THE SIGN CODE ORDINANCE FOR THE CITY OF SAN MATEO AND PROVIDE DIRECTION TO STAFF FOR FUTURE ACTION.

Government Code Sections 66001 and 66006 require the District to provide an annual report within 180 days of the end of the fiscal year and to make certain findings in conjunction with any portion of fees remaining unexpended for a period of five years. Based on a review of Fund 25, Capital Facilities Fund, there are no unexpended funds that would have been received five or more years ago.       

Developer fees and interest earned on the collected fees in Fund 25 will be presented.

In accordance with Section 66006 of the Government Code, the information in this report has been available for public review for a period fifteen (15) days prior to Board review.

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