It is recommended that the Board of Trustees take action to elect the following officers:

President

Vice President

Clerk

Trustee Representative

It is recommended that the Board of Trustees Take Action to Elect Officers for 2017:  President, Vice President, Clerk and Trustee Representative.

The following appointments will be made by the Board President:

Secretary of the Board

Legislative Representative

Liaisons to San Mateo City Council

Liaisons to Foster City City Council

Liaison to the San Mateo - Foster City Education Foundation

Liaison to PTA Coordinating Council

Liaison to the District Special Education PTA

Liaison to the District English Language Advisory Council

A.  Federal and State documents as authorized agents of the Board of Trustees:  The Superintendent, Dr. Joan Rosas; and/or the Chief Business Official, Carolyn Chow; and/or the Director of Fiscal Services, Christine Gong.

B.  Contract documents following the approval of the Board of Trustees: The Superintendent, Dr. Joan Rosas; and/or the Chief Business Official, Carolyn Chow;  and/or the Director of Fiscal Services, Christine Gong; and/or the Assistant Superintendent of Human Resources, Sue Wieser.

C.  Purchase Orders: The Superintendent, Dr. Joan Rosas; and/or the Chief Business Official, Carolyn Chow; and/or the Director of Fiscal Services, Christine Gong.

D.  District Clearing Account:  Any two of the following:  The Superintendent, Dr. Joan Rosas; and/or the Chief Business Official, Carolyn Chow;  and/or the Director of Fiscal Services, Christine Gong; and/or the Assistant Superintendent of Human Resources, Sue Wieser; and/or the Assistant Superintendent of Education Services, Dr. Heather Olsen; and/or the Assistant Superintendent of Student Services, Molly Barton.

E.  Revolving Fund Accounts:  Any two of the following:  The Superintendent, Dr. Joan Rosas; and/or the Chief Business Official, Carolyn Chow;  and/or the Director of Fiscal Services, Christine Gong; and/or the Assistant Superintendent of Human Resources, Sue Wieser; and/or the Assistant Superintendent of Education Services, Dr. Heather Olsen; and/or the Assistant Superintendent of Student Services, Molly Barton.
 

F.  Cafeteria Account:  Any two of the following:  The Superintendent, Dr. Joan Rosas; and/or the Chief Business Official, Carolyn Chow; and/or the Administrator for Food Services, Andrew Soliz; and/or the Director of Fiscal Services, Christine Gong.

G.  Annex Revolving Account: Any two of the following:  The Superintendent, Dr. Joan Rosas; and/or the Assistant Superintendent of Student Services, Molly Barton; and/or the Chief Business Official, Carolyn Chow; and/or the Director of Fiscal Services, Christine Gong; and/or the Coordinator of the Annex, Karrie Haselton.

H.  Stock Brokerage Account:  The Chief Business Official, Carolyn Chow; and/or the Director of Fiscal Services, Christine Gong.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE DESIGNATING SIGNATORIES.

IT IS RECOMMENDED THAT FIRST BANK & TRUST, SAN MATEO, BE DESIGNATED AS THE DEPOSITORY FOR THE CLEARING ACCOUNT AND THE REVOLVING ACCOUNT; FIRST BANK & TRUST, SAN MATEO, FOR THE CAFETERIA ACCOUNT; AND THAT THE COUNTY TREASURER BE DESIGNATED AS THE SOURCE OF SUCH SHORT-TERM LOANS AS MAY BE DEEMED NECESSARY.

IT IS RECOMMENDED THAT THE EXISTING BOARD POLICIES BE READOPTED.

IT IS RECOMMENDED THAT THE INSTRUCTIONAL PROGRAMS BE READOPTED.

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 Administration, through public contract code, solicited bids for the lighting at the Bayside Performing Arts Center.

The Administration recommends awarding the contract in the amount off $27,489.00 to Musson Theatrical, Inc. to install new lighting for the main floor at the Bayside Performing Arts Center. The contract is within the Maintenance and Operations Budget.

As part of the District-wide Shade Structure Project, the administration negotiated the purchase of a metal shade structure for Audubon Elementary School with PorterCorp / Poligon using the National Joint Power Alliance (NJPA) contract. Purchasing directly from the manufacturer offers the District substantial savings including eliminating the contractors' mark-up.  PorterCorp / Poligon is an authorized vendor of the NJPA.

The Administration recommends awarding the contract regarding the engineering, drawings, and manufacture of a metal shade structure for Audubon Elementary School in the amount of $59,397.63 to PorterCorp / Poligon. This contract is within Measure L funding.

$59,397.63 - Measure L Funding

THE ADMINISTRATION RECOMMENDS THAT THE BOARD OF TRUSTEES APPROVE THE NOTICE OF COMPLETION FOR THE BREWER ISLAND ELEMENTARY SCHOOL ROOFING PROJECT.

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 intercom, 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. 2 to the original contract is $4,488.00 (.23% of the original contract). The cost of Change Order No.1 to the original contract was $21,971.84 (1.15% to the original contract).

The new contract amount will be $1,945,256.34, within budget for the Technology Refresh Project.

On May 18, 2017, the Board of Trustees approved the contract for Bayview Construction and Painting, Inc., regarding the Sunnybrae Elementary School Concrete and Asphalt Removal and Replacement Project, in the amount of $42,300. 

The District, in working with Bayview Construction & Painting, Inc., encountered areas of work not originally covered by the contract documents, to include City of San Mateo requests and necessary field changes.

The cost of Change Order No. 1 to the original contract is $4,309.00 (10.2% of the original contract).  

The new contract amount will be $46,609.00, within the Sunnybrae Elementary School Concrete and Asphalt Removal and Replacement Project budget.

$4,309.00 - Restricted Routine Maintenance Plan Budget

On June 16, 2016 the Board approved the contract with BKF Engineers for the surveying of Borel Middle School for the New Gymnasium and Classrooms Project.

Amendment No. 2 provides funding for more in-depth underground utility surveying in areas on the property where the New Gymnasium and Classrooms will be located.

The cost of Amendment No. 2 to the original contract is $3,500.00 for additional surveying work, funded by Measure X. The new contract amount will be $64,585.00.

$3,500.00 - Measure X Funding 

Audubon Elementary School currently does not have any shade structures for the students.

The Administration plans to purchase one metal shade structure under a separate contract with PorterCorp. / Poligon. 

The Administration recommends awarding the contract regarding the installation of this metal shade structure in the amount of $39,995.00 to Community Playgrounds.  The contract is within the Measure L budget.  

$39,995.00 - Measure L Funding

The Administration worked with the Beresford Elementary School staff for different options of adding to the existing shade structure as part of the District-wide Shade Structure project. This canopy will provide additional shade for students. .

As part of the District-wide Shade Structure Project, the administration negotiated the purchase of a fabric shade structure with USA Shade/PlayPower Inc./Shade Structures, Inc. using the National Joint Power Alliance (NJPA) contract. Purchasing directly from the manufacturer offers the District substantial savings including eliminating the contractors' mark-up.  USA Shade/PlayPower Inc./Shade Structures, Inc. is an authorized vendor of the NJPA.  

The Administration recommends awarding the contract regarding the engineering, drawings, manufacture, and installation of a fabric shade structure at Beresford Elementary School in the amount of $21,580.18 to USA Shade/PlayPower Inc./Shade Structures, Inc. This contract is within Measure L funding.

$21,580.18 - Measure L Funding

On August 18, 2016, the Board approved the contract in the amount of $4,610,403.50 with IT Management Corporation for the District Wide Network Upgrade Project.

The District, in working with IT Management Corporation encountered unforeseen conditions, not originally covered by the  contract. Due to the District's requests, necessary field changes were made.

The cost of Change Order No.11 is $879.79 (.02% of the original contract). the total of all change orders $122,103.08 (2.65% of the original contract amount). The total contract amount is now $4,732,506.58.

To assist with the work of the Superintendent's Fiscal Advisory Committee, the Town Hall Community meetings, and communications on the District's financial status, the District sought to engage a community strategist.  The District interviewed three firms and selected Whitehurst/Mosher Strategy & Media.  The term of the contract is for three months and can be renewed at the end of this term. 

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RATIFY THE AGREEMENT FOR RESEARCH, STRATEGY AND COMMUNICATIONS CONSULTING WITH WHITEHURST/MOSHER CAMPAIGN STRATEGY AND MEDIA.

$15,000 - from General Fund

None – Expenditure provided for in the 2017-2018 budget

State regulations require all agreements between state agencies and public entities be approved by the governing board of the public entity.  University of Phoenix has requested that the San Mateo – Foster City School District enter into an agreement with them so that credential candidates attending that institute of higher education can student teach in the District.

University of Phoenix will assign student teachers to the District for practice teaching.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE STUDENT TEACHER PLACEMENT AGREEMENT BETWEEN THE UNIVERSITY OF PHOENIX AND THE SAN MATEO – FOSTER CITY SCHOOL DISTRICT EFFECTIVE JANUARY 1, 2018 AND ENDING JANUARY 1, 2021.

None

Despite California's thriving economy and progressive social policies, California still shamefully ranks near the very bottom of public education funding in the USA, with Education Week’s 2017 Quality Counts report naming California’s rank as 46^th out of the 50 states.

California is suffering greatly from decades of chronic underfunding of K-12 public schools, with the California School Boards Association estimating a need for an additional $20 billion to $40 billion annually to bring school districts to what they have determined to be considered adequate funding levels.

Additionally increased funding is required for recent state mandates for K-12 districts and employees to contribute to the state’s unfunded liability of PERS (Public Employees Retirement System) and STRS (the State Teachers Retirement System), a cost of nearly $6 billion more expected of districts to pay in 2020-2021 compared to 2013-2014 funding levels, with school districts currently still yet waiting on the promise to be funded at 2007-2008 funding levels in years ahead.

The San Mateo - Foster City School Board recognizes legislative advocacy and collective action are required to heighten public awareness of these problems and increase state contributions to California’s underfunded K-12 public education system so that districts can recruit and retain qualified employees and provide critical services to our students.  The SMFCSD School Board is already actively involved in legislative actions to address school funding through the California School Boards Association.  

Recently, the California School Funding Coalition put out “A Call to Action” wherein numerous California school districts up and down the state have outlined a need for further legislative advocacy efforts required to demand legislators and voters consider a new educational funding model that would increase the base Local Control Funding Formula (LCFF) funding so public school districts across the state can aspire to increased funding levels required to improve our services to families and students.

IT IS RECOMMENDED THAT THE SAN MATEO - FOSTER CITY SCHOOL DISTRICT CONTINUE ADVOCACY EFFORTS WITH THE CALIFORNIA SCHOOL BOARDS ASSOCIATION AND JOIN THE SCHOOL FUNDING COALITION IN ORDER TO BENEFIT FROM COLLECTIVE ACTION AND LEGISLATIVE ADVOCACY EFFORTS.

The San Mateo County Office of Education (SMCOE) has received a grant from the San Mateo County to assist in funding Academic Centers at local school districts.  The San Mateo-Foster City School District has agreed to participate in the SMCOE Academic Center grant by administering an after school academic center at Lead Elementary School.  Students will receive assistance in English Language Arts/English Language Development, Math and Science.  

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RATIFY THE PARTICIPATION OF THE SAN MATEO-FOSTER SCHOOL DISTRICT IN THE SAN MATEO COUNTY OFFICE OF EDUCATION ACADEMIC CENTER GRANT.

$20,122.46 Awarded from Grant

$12,000 District Matching Funds

As part of the Engaging Families in the LCAP Development Initiative, Californians Dedicated to Education (CDE) Foundation will provide a stipend to each district that can be allocated to participating schools to pilot strategies for family engagement.  Beresford Elementary, Highlands Elementary and San Mateo Park Elementary schools have elected to participate in this grant.  Each school will receive $1,000 to be used towards family engagement as outlined in each school team action plan. In addition, CDE Foundation will provide professional development and technical assistance in improving family engagement.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RATIFY THE PARTICIPATION OF THE SAN MATEO-FOSTER CITY SCHOOL DISTRICT IN THE CALIFORNIANS DEDICATED TO EDUCATION FOUNDATION ENGAGING FAMILIES IN THE LCAP DEVELOPMENT INITIATIVE.

$3,000 Awarded

The District must file two interim financial reports with the state each year.  The First Interim Report is a summation of actual revenues and expenditures from July 1, 2016 through October 31, 2017, and a projection of revenues and expenditures from November 1, 2017 through June 30, 2018.  In addition to providing financial information for the current fiscal year, the First Interim Report includes multi-year projections for the fiscal years of 2018-19 and 2019-20. 

The District is submitting the First Interim Report with a positive certification stating that it can meet its financial obligations for the current fiscal year and for the two subsequent years.

A draft of this report was shared with the Board on November 16, 2017.  

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE FINAL VERSION OF THE 2017-18 FIRST INTERIM REPORT.

As shown in the financial report

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