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Suicide is the fourth leading cause of death among youth between 10 and 14 years of age. However, suicide is preventable and the San Mateo-Foster City School District is committed to helping schools develop systems of support and interventions that focus on meeting the academic, social and emotional needs of all students. September is National Suicide Prevention Awareness Month.  We use this month to raise awareness and ensure our staff is trained to identify and support students in crisis.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES ADOPT RESOLUTION NO. 07/18-19 AUTHORIZING SEPTEMBER 2018 AS SUICIDE PREVENTION AWARENESS MONTH.

None to the General Fund

Constructability Review or Peer Review is a group of professionals who conduct independent and structured review of construction documents (drawings and specifications). They verify that the work requirements are clear and that the drawings and specifications are coordinated. They identify inconsistencies before a project is built to reduce or prevent errors, delays, and cost overruns. Vanir Construction Management, Inc. submitted a proposal for the Constructability Review of the Bayside gymnasium.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE CONTRACT WITH VANIR CONSTRUCTION MANAGEMENT, INC. FOR THE CONSTRUCTABILITY REVIEW OF THE GYM PROJECT AT THE BAYSIDE ACADEMY. 

$14,129.00 Measure X Funding

At Baywood Elementary School Courtyard, we recently noticed a sanitary sewer leak coming from under the stairs and the retaining wall adjacent to the main campus building. Due to this issue, the District hired a plumbing company to put a camera down the existing 6" sewer line to investigate. The camera provided a very clear picture of the existing system. The mainline is faulty and failing throughout the campus. Due to the extensive nature of work in an area difficult to reach, the District also hired a locating firm to help identify where the breaks are. The locator determined a particular area that was causing the leak, which is under the retaining wall and is where the blockage issue resides. In order to fix this issue before students returned, the District had to tear out two sets of stairs, the colored concrete walkway, and dig under the retaining wall. This type of repair is costly but necessary to prevent effluent from seeping through the bottom of the retaining wall. This repair is one portion of the work that will need to be done in order to fix the sewer line main. 

Due to the extensive work required, progress photos are included as reference.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE CONTRACT WITH ETERNAL CONSTRUCTION, INC. FOR THE SEWER LINE REPAIR AT THE COURTYARD AT BAYWOOD ELEMENTARY SCHOOL.

$51,176.78.  The cost of this emergency repair will come from the Restricted Routine Maintenance funds. 

On June 7, 2018, The Board of Trustees approved a contract with Anaya Construction to relocate four portables and build an ADA landing for the portable ramps at the Bayside Academy.  This is due to the new construction of the gym project.  The original cost was $43,700.

The District, in working with Anaya Construction, encountered unforeseen conditions of additional asphalt work to the ADA landing. The cost of Change Order No. 1  is $4,999.00 (11.44%) of the original contract.  Therefore, the new contract amount for the Anaya Construction will be $48,699.00.  

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE CHANGE ORDER NO. 1 FOR ANAYA CONSTRUCTION FOR THE RELOCATION OF FOUR PORTABLES AND ADA LANDING AT THE BAYSIDE STEM ACADEMY.

$4,999.00.  This amount is is within the Measure X funding budget.

On November 20, 2014, the Board of Trustees approved HKIT Architects as the Architects of Record for the George Hall Elementary School Toilets Room Remodel Project.

Since then the scope of project was changed, delayed, modified and/or expanded. Finally Project was bid and started in the summer of 2017. Architect provided an additional services relating to the changing scope, the bidding and rebidding the project, additional trips to DSA, increased time for the construction administration, which all above were required an additional trips and printing material.

Stated above services increased the architect's reimbursable expenses. Project was completed on August 15, 2017. The Architect sent invoice for an additional reimbursable expense in amount of $4,403.64 in January of 2018. This amount was above the approved architect's agreement.

After negotiations the Administrations and Architect agreed to split the cost as it stated in the Amendment No. 2. The present fee of HKIT Architect's Agreement of $72,970.00 will be increased by not-to-exceed fee of $2,201.82, for total of $75,172.00.    

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE AMENDMENT NO. 2 FOR HKIT ARCHITECTS IN THE AMOUNT OF $2,201.82

$2,201.82 - Differed Maintenance

Every year, before the school year begins, all fire extinguishers must be fully inspected, charged, and properly tagged to comply with the local Fire Marshal annual inspection.  To comply with the Fire Marshal, the District has hired ACE Fire Equipment and Service Co. for the maintenance and update of all the fire extinguishers district wide, including vehicles. 

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE CONTRACT WITH ACE FIRE EQUIPMENT AND SERVICE COMPANY TO SERVICE AND RE-CHARGE ALL OF THE DISTRICT'S FIRE EXTINGUISHERS.

$12,805.21 - Routine Restricted Maintenance Plan Budget

An election was held in the San Mateo-Foster City Elementary School District on February 5, 2008 (the “Measure L Election”) for the issuance and sale of General Obligation Bonds (GOB) for the San Mateo-Foster City Elementary School District (the “District”).  An election was also held in the District on November 3, 2015 for the issuance and sale of GOBs for the District (the “Measure X Election”).

Measures L and X were approved under Proposition 39 which requires that the District establish, populate and empower an independent citizens’ bond oversight committee.  As required by Proposition 39, the District, through Board actions, established separate independent citizens’ oversight committees in connection with Measure L and Measure X (the “Measure L Committee” and the “Measure X Committee”), and approved governing bylaws.

The District now would like to expand the responsibilities of the Measure X Committee to include the review of expenditures of both Measure X and the remaining Measure L bond proceeds, to approve the Amended and Restated Bylaws which set forth the expanded power and responsibilities of the Measure X Committee, and to disband the Measure L Committee.

Resolution No. 05/18-19 requests the approval of the Amended and Restated Bylaws of the District’s existing Independent Bond Oversight Committee and disbands the Measure L Committee.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE RESOLUTION  No. 05/18-19  FOR  AMENDING AND RESTATING  BYLAWS. 

The Education Code prohibits the use of bond funds for the support of the Measure X Committee, therefore, minimal cost to the General Fund for advertising and printing material related to the new committee may be incurred.

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 June 30, 2018:

California State Treasurer - LAIF: 1.758%

San Mateo County Treasurer: 1.807%

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.

Per Board Policy 3312, the Board may, by a majority vote, delegate to the Superintendent or designee the authority to enter into contracts on behalf of the District.  To be valid or to constitute an enforceable obligation against the District, all such contracts must be approved and/or ratified by the Board.  Contracts are available for review upon request in the Business Services department.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE LIST OF CONTRACTS AND CONSULTANTS OF $45,000 AND UNDER.

• Technology Department-- Disposal of electronic equipment: switches. 

IT IS RECOMMENDED THE BOARD OF TRUSTEES APPROVE RESOLUTION NO. 6/18-19 AUTHORIZING CERTAIN PROPERTY SURPLUS AND AUTHORIZING THE DISTRICT TO DISPOSE OF IT IN ACCORDANCE WITH BOARD POLICY 3270. 

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

None – Expenditure provided for in the 2017-2018 budget

Nominations for Directors-at-large must be made by a CSBA member board and the nominee must be a board member from a CSBA member board.  Nominations are due September 28, 2018.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES DISCUSS AND PROVIDE DIRECTION ON POTENTIAL NOMINEES FOR THE  DIRECTORS-AT-LARGE ASIAN/PACIFIC ISLANDER/HISPANIC.

CSBA is seeking mominations for Outstanding Legislator, Outstanding Freshman Legislator, Special Recognition, Albert S. Rodda Lifetime Achievement Award and the Dede Alpert Award.  Nominations are due September 6, 2018.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES DISCUSS AND PROVIDE DIRECTION ON POTENTIAL NOMINEES FOR THESE CSBA AWARDS.

Nicole Knight, Executive Director of the English Language Learner and Multilingual Achievement Office at the Oakland Unified School District will present information on their Sanctuary Board Policy.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE INFORMATION ON THE SANCTUARY BOARD POLICY AT OAKLAND UNIFIED SCHOOL DISTRICT.

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The Board will receive information on the District's plan to address the California Dyslexia Guidelines, which were written in response to Assembly Bill 1369.  The purpose of these guidelines is to assist regular education teachers, special education teachers, and parents in identifying, assessing, and supporting students with dyslexia.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE INFORMATION ON THE CALIFORNIA DYSLEXIA GUIDELINES.

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Trustees will review options for making budget reductions and revenue enhancements effective in the 2019-20 fiscal year.  A combination of additional budget savings and revenue enhancements of approximately $5 million will need to be identified and implemented in the 2019-20 fiscal year to address the structural deficit and achieve a balanced budget.

THE BOARD OF TRUSTEES WILL RECEIVE RECOMMENDATIONS FOR POTENTIAL BUDGET REDUCTIONS AND REVENUE ENHANCEMENTS OF $5 MILLION FOR THE 2019-20 SCHOOL YEAR.