The District requests the Board of Trustees approve the specific Covid-19 Board policy - BP 0470 Covid-19 Mitigation:

• Establishes actions for safe learning and working environments during the Covid-19 pandemic.  Supersedes conflicting policies and ARs until the need for this policy no longer exists.

• Reopening schools/programs in consultation with health officials, COE, and neighboring districts
• Requires District to provide information of the protocols used to minimize Covid-19 health risks
• Requires careful attention to students' mental health concerns
• Reiterates that mandated reporting includes distance learning situations
• Requires on-campus instruction and distance learning to meet the needs of all students.  Allows for rotating groups of students.
• Prioritizes on-campus instruction to HUGs
• Allows for priority for lab science, art and CTE for on-campus programming
• Advocates for synchronous, small-group distance learning
• Requires technical training to teachers and instructional staff
• Requires evaluation of IEPs and 504s related to returning to on-campus instruction
• Allows for alternative grading policies
• Provides for screening procedures and exclusion of currently infected individuals on campus
• Outlines social distancing measures
• Describes PPE measures
• Requires reasonable accommodations for those unable to wear face coverings due to medical reasons.
  

as contained in the attachment.

Accept the Quarterly Report on Williams Uniform Complaints for the quarter, April 1, 2020 through June 30, 2020, noting no complaints were received. 

The District is required to submit a quarterly report to the Board of Trustees on complaints that it has received in response to the Williams Settlement Case, Education Code §35186.  The areas that are addressed in the Williams Uniform Complaint Procedures include sufficient textbooks and instructional materials, teacher vacancy or misassignment, facilities conditions and intensive instruction and services.  For the quarter, April 1, 2020 through June 30, 2020, the District did not receive any such complaints.

Approve the consulting agreements, contracts, invoices and purchase orders, as listed on the attached spreadsheet, in the amount of $572,618.07.

The district received the following donations.

Aragon High School

• Aragon Robotics-$600.00

Total $600.00

San Mateo Adult School Scholarship Fund

• San Mateo Adult School Scholarship Fund-$1,000.00
  

Total $1,000.00

Mills High School 

• Mills Annual Fund $1,240.00
• Scholarship Fund-$12,000.00

 Total $13,240.00

San Mateo High School 

• San Mateo High School Foundation-$9,811.30
• Dan Stone Memorial Scholarship-$600.00
• Student Athlete Scholarship-$2,000.00
• Faculty & Staff Scholarship Fund-$250.00
• Class of 1969 Scholarship Fund-$125.00
• Barbara Snider Scholarship Foundation-$2,000.00
• Dan Stone Memorial Scholarship-$90.00

Total $14,876.30

Total Donations  $29,716.30

Confirm the payment of the bills and salaries for the month of May 2020, covering warrants issued during the month and county journals in the total amount of $16,181,115.55.

The payment of bills and salaries for May 2020 amounting to $16,181,115.55 and payment of bills and salaries is presented for the Board's confirmation.  Details of the bills and salaries are in the attached documents.

Declaration of and Authorization to Donate Surplus Property

Mills High School has textbooks that are surplus and no longer needed by the district. The District
requests that these books be discarded per Education Code Section 17546 (c).

Declaration of and Authorization to Donate Surplus Property

Mills High School has textbooks that are surplus and no longer needed by the district. The District
requests that these books be discarded. All items and ISBN numbers are listed on the attachment.

Pertinent Education Code Sections

Per Education Code Section 17546, ( c ) if the Board, by a unanimous vote of those members present, finds that the property is of insufficient value to defray the costs of arranging a sale, the property may be donated to a charitable organization deemed appropriate by the board, or it may be disposed of in the local public dump on order of any employee of the district empowered for that purpose by the Board.

Approve the agreement with Stradling Yocca Carlson and Rauth at Law for legal services for 2020-2021, per the attached agreement. The hourly rates for the Shareholder-$300 per hour, the Associate-$275 per hour and Law Clerk/Paralegal-$75 per hour.

Staff requests that the board approve Stradling Yocca Carlson and Rauth agreement for legal services to continue as requested by the San Mateo Union High School District for 2020-2021, per the attached agreement. The hourly rates for the Shareholder-$300 per hour, the Associate-$275 per hour and Law Clerk/Paralegal-$75 per hour.

Staff recommends that the Board of Trustees approve filing the Notice of Completion with the County Recorder for the Hillsdale High School Music Exterior Wall Waterproofing project.  

Filing of a Notice of Completion triggers a 35-day calendar after which stop notice rights expire for subcontractors and material suppliers. This action is routinely taken prior to releasing retention.

The waterproofing at the Hillsdale High School music room is complete and the punch list has been completed and no warranty issues have arisen. 

Recommendation to approve the minutes from the Special Board Meeting May 28, 2020, Special Meeting/Closed Session June 4, 2020 and Regular Board Meeting June 11, 2020.

Approve the Minutes from the Special Board Meeting May 28, 2020, Special Meeting/Closed Session June 4, 2020 and Regular Board Meeting June 11, 2020.

 It is recommended that the Board of Trustees awards the Student Hot Spots Contract to Verizon on grounds that the Board has determined that no competitive advantage will be gained by the public bidding process, and delegates the Superintendent or his designee to accept the contract proposal and carry out all necessary step to purchase the hot spot services and equipment.

The District requests the  Board of Trustees to  award the Student Hot Spots Contract to Verizon on grounds that the Board has determined that no competitive advantage will be gained by the public bidding process, and delegates the Superintendent or his designee to accept the contract proposal and carry out all necessary step to purchase the hot spot services and equipment.

 The funding source for the Student Hot Spots Contract would be the general fund.

For Discussion

In response to board direction and discussion at the board meeting on June 11, 2020, staff will provide the board with recommendations for the opening of school this coming fall.  Draft presentation materials are attached to this agenda item.

• Impact of school closures on students and families

• Description of how the LEA is meeting the needs of its unduplicated students.

• Steps taken to support the following during the period of school closure

• Impact of school closures on students and families

• Description of how the LEA is meeting the needs of its unduplicated students.

• Steps taken to support the following during the period of school closure

Adopt the 2020-2021 Annual Budget, as presented in the attached J-200 Budget Report, and authorize transmittal to the County Superintendent of Schools for final review and approval.

Under the guidelines of AB 1200, the State of California requires school district governing boards to annually adopt a budget in J-200 format by June 30 of the current year for the following fiscal year. The District uses a “single budget adoption” process for the preparation and approval of the budget; this process requires Board adoption of a 2020-2021 Annual Budget for all funds before July 1, 2020.

At the June 11, 2020 Board meeting, a public hearing was held to provide an opportunity for public comment on the 2019-2020 Annual Budget. The Board of Trustees is now asked to adopt the 2019-2020 Annual Budget as included in the attached J-200 Budget Report.

Any adjustments to the 2020-2021 Annual Budget will be presented for approval of the Board of Trustees with the Unaudited Actuals in September 2020.

Following adoption by the Board of Trustees, the 2020-2021 Budget will be transmitted to the County Superintendent of Schools for final review and acceptance.

The Board of Trustees annually adopts a year-end resolution which authorizes budget transfers as necessary to pay obligations of the District incurred during the current fiscal year and allows budget transfers between the major fund account classifications to balance revenues and expenditures.

For fiscal year 2019-2020, the District will request that the County Office of Education process the necessary budget transfers in order to pay the District’s obligations and close the District’s books.

Separate resolutions authorizing interim budget transfers which affect the fund balance of any of the various funds maintained by the District are submitted periodically for Board adoption prior to filing the transfers with the County Office of Education as they occur during the current fiscal year.

It is recommended that the Board of Trustees: (1) approve the award of construction management services for Measure L Capital Facilities Bond Program to Greystone West Company, and (2) delegate to Superintendent Kevin Skelly, or his designee, the authority to execute a construction management services agreement with Greystone West Company in substantial conformity with the proposal submitted by Greystone West Company and the form of construction management services agreement attached to the RFQ/P.

On March 3, 2020, the voters approved the District’s Proposition 39 Measure L bond election. Measure L seeks $385 million in bond authorization to upgrade District high schools, improve school safety, provide modern classroom technology, acquire, construct, repair classrooms, facilities, sites/equipment and update classrooms/labs for science, math/engineering instruction.  Implementation of Measure L capital facilities bond program requires the services of highly qualified construction management services. 

On May 22, 2020, the District issued its Request for Qualifications and Proposals for Construction Management Services for Measure L Bond Program (“RFQ/P”).   Deadline for submittal of proposals was June 12, 2020 and the District received four proposals from the following firms: (i) Greystone West Company, (ii) Cummings Management Group, (iii) VPCS and (iv) JCM/CBMG.

 The RFQ/P establishes a pre-determined set of criteria to evaluate proposers, and the District formed a Screening Committee comprised of three staff members, one trustee of the Board and Measure L legal counsel to evaluate and rate the proposers.   At the conclusion of this screening and evaluation process, the Screening Committee unanimously determined that Greystone West Company is the best qualified firm for award of Construction Management Services for Measure L Capital Facilities Bond Program.

The funding source for construction management services will be Fund 21-Measure L Capital Facilities Program.

The purpose of the Student Acceptable Use Policy (AUP) is to communicate in clear language how a District's computer and network resources are to be used so that the environment is safe, secure and reliable.

With the help of the Return to School Sub-Committee, we were able to produce an updated student AUP that is to be included in the summer student packet for parents/students to acknowledge and sign.  These documents revolve around our 1:1 devices and virtual learning.

We added specific language to address:

• Recording prohibited by students/adult guardian
• Recording allowed by SMUHSD Distance Learning
• Cyberbullying
• Hotspots and other school-issued devices
• The use of personal devices on SMUHSD network

1:1 Student Responsible Use Policy

The purpose of the Student Responsible Use Policy (RUP) is for our parents and students to acknowledge the general guidance concerning the use of their take home chromebooks and other electronic devices and provide best practices and technical support information.

The District requests the Board of Trustees review, discuss and approve the revised Student Acceptable Use Policy (AUP) and the new Student Responsible Use Policy (RUP), as contained in the attachment.

It is recommended that the Board of Trustees adopt the attached resolution finding it is in the public interest to procure mobile food carts and accessory equipment without public bidding and accept the proposal from Sodexo substantially in the form attached as Exhibit A to the Resolution and delegate to Superintendent Kevin Skelly, or his designee, the authority to accept the proposal and take all reasonably necessary steps to procure the mobile food carts and accessory equipment.

On March 4, 2020, Governor Gavin Newsom declared a statewide emergency arising from COVID-19.  Due to the continuing COVID-19 health and safety impacts, on March 31, 2020 the San Mateo County Public Health Officer issued Order No. c19-5b imposing safety and health restrictions and guidelines that include, but are not limited to, safety protocols and social distancing for essential facilities. 

An essential mission of the District is to provide food services and meals to students under state and federal programs. In order for the District to provide food services and meals to students for the fall term in a safe manner consistent with COVID-19 safety and social distancing requirements, it is imperative that the District procure mobile food carts and accessory equipment, which require approximately eight weeks manufacture and deliver from the date of procurement. To meet the deadline for timely delivery of mobile food carts and accessory equipment, the District’s Student Nutrition Department solicited proposals from three reputable mobile food cart vendors.  Sodexo America, LLC provided the lowest proposal in the amount of $84,153.02, which proposal is dated June 12, 2020 and is attached as Exhibit A to the proposed Resolution.

Under California law, the Board may waive the public bidding requirements for procurement of the mobile food carts and accessory equipment if in the “public interest.”  Attached is a form of Resolution satisfying the public interest requirements necessary to accept the Sodexo proposal without public bidding.

After the COVID-19 health and safety risks have ended and social distancing is no longer required for safe delivery of food services and meals to students, the mobile food carts will continue to be used by the Student Nutrition Department to provide food services and meals to students.

Review and discuss the specific Board policies - March 2020 Updates - Part Two:

-BP 4112.2 - Certification

-E4112.9/4212.9/4312.9 - Employee Notification

-BP/AR 5141.52 - Suicide Prevention

-BP/AR 5144.1 - Suspension and Expulsion/Due Process

as contained in the attachment.

The District requests the Board of Trustees review and discuss the specific Board policies - March 2020 Updates - Part Two:

-BP 4112.2 - Certification

• Clarifies the hiring hierarchy if the District is unable to hire a person who possesses a clear or preliminary credential.

-E 4112.9/4212.9/4312.9 - Employee Notifications

• Adds requirements to notify employees regarding the District's policy on Lactation accommodation (SB 142) and the deadline to withdraw funds from a flexible spending account before the end of the plan year.

-BP/AR 5141.52 - Suicide Prevention

• Requires the District, beginning in the 2020-21 school year, to post its suicide prevention policy in a prominent location on its website.
• Regulation updated to move material regarding the printing of the national suicide hotline number on student identification cards to a new section.

-BP/AR 5144.1 - Suspension and Expulsion/Due Process

• Requires a district to provide a student who is suspended for two or more days with the homework assigned during the period of suspension.
• Adds new section reflecting the option to suspend, but not expel, a student in grades 9-12 for disruption or willful defiance.

as contained in the attachment.

List of requested Board items:

• Academic Integrity Policy process across the district
• The process for Mandated Admissions to the Adult School
• Cyber Security on district computer servers, provider and the San Mateo County
• Special Education Fall Update