Approve the consulting agreements, contracts, invoices and purchase orders, as listed on the attached spreadsheet:

Special Education over $25,000 in the amount of $ 528,662.01

Other consulting agreements, contracts, invoices and purchase orders in the amount of $263,141.00

Attached are  Agreements,  contracts, invoices and purchase orders $25,000 and less do not need Board approval, but are listed in order to provide disclosure to the Board.

It is recommended that the Board of Trustees approve Change Order Number 5 in the amount of $368,238.

Rodan Builders, Inc. was awarded the Peninsula High School project under a Guaranteed Maximum Price (GMP) lease-leaseback contract.  Rodan Builders Inc. has submitted Change Order No. 5 in the amount of $368,238 for unforeseen condition/oversight and District requested changes. Greystone West, the District’s construction manager, has reviewed Change Order No. 5 and has found it is valid and recommends approval.  Greystone West’s December 10, 2020, letter is attached for your review.

The Peninsula High School project is funded by Fund 21-Measure O.  Change Order Number 5 will be charged to this fund.  If approved, Change Order Number 5 will increase the project budget by $368,238 from $11,065,280 to $11,433,518.

Declare school buses as surplus and authorize the staff to dispose of them per Education Code Section 17546 (c).

The Transportation Department is requesting to surplus school buses that are no longer needed by the district and requests that these vehicles be discarded.

2000 Blue Bird #6 – Does not meet exhaust regulation for California

1995 Chevrolet #125 – Lift is inoperable and no longer can get parts to repair bus

2004 Blue Bird #130 – CNG Fuel Tanks - Expired

2004 Blue Bird #132 – CNG Fuel Tanks - Expired

2004 Blue Bird #133 – CNG Fuel Tanks - Expired

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.

Declare K-Rails as surplus and authorize the staff to dispose of them per Education Code Section 17546 (c).

The Construction Department is requesting to surplus 24 remaining K-Rails due to excess.  They were originally purchased 9 years ago to divert flood water at AHS.   The K-rails are no longer needed by the district and requests that they be discarded.

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.

The District is a subscriber to the State of California Purchase Card (CAL-Card) Program.

The CAL-Card is issued for District use entity use only and contains limitations and special features including: Single purchase transaction limits, cycle limits, authorized merchant categories, and approval procedures.  Monthly statements are issued and reviewed by the District’s CAL-Card administrators to ensure that District CAL-Card use guidelines are being followed.

Accept the Quarterly Report on Williams Uniform Complaints for the quarter, October 2020 through December 2020, the District did not receive any such complaints.

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 service.  For the quarter, October 2020 through December 2020, the District did not receive any such complaints.

Education Code sections 35256 and 35258 require the Board of Trustees to annually issue a School Accountability Report Card (SARC) for each school in the District, publicize those reports, and notify parents or guardians of pupils that a hard copy will be provided upon request.  Commencing with the 2008-09 school year, each school district shall make its annually updated report card available on their website by February 1st of each year.

Reports will be attached Tuesday or when available. 

The district received the following donations.

Aragon High School

• Aragon Outlook Newspaper             $  29.13
  
• Aragon Robotics                   $     339.25
• Aragon Robotics                    $     387.50   Total      $     755.88

Capuchino High School

• Science Dept $  500.00

Total   $      500.00

Mills High School

• School Climate $ 100.00
• Mills Annual Fund      $      100.00
  
• School Climate            $   1,250.00

Total   $ 1,450.00

San Mateo High School

• HOSA Club       $ 25.00
• HOSA Club       $ 25.00
• SMHS Class of 1969 Scholarship Fund     $    70.00
• SMHS Class of 1969 Scholarship Fund     $    100.00
  
• SMHS Class of 1969 Scholarship Fund     $    125.00
• SMHS Class of 1969 Scholarship Fund $ 1,000.00

Total   $ 1,345.00

     Total Donations  $   4,050.88

Confirm the payment of bills and salaries for the month of December 2020 covering warrants issued during the month and county journals in the total amount of $14,943,483.30

Accept the Report of Investments as presented. 

SB 564 requires that the chief financial officer of each school agency provide regular reports to the superintendent, internal auditor, and the governing board for the two types of disclosure identified by Government Code Section 53646.

Type One:  This statute requires that, if a local agency has placed all its investments in the Local Agency Investment Fund or in Federal Deposit Insurance Corporation-insured accounts in a bank or savings and loan association, in a county investment pool, or any combination of these, the chief financial officer need only supply the most recent statement or statements received by the local agency from these institutions.

Type Two:  If the local agency has investments other than those identified in Type One above, the report must include:  The type of investment; issuer; date of maturity; par and dollar amount invested in all securities, investments and monies held by the local agency; and shall additionally include a description of any local agency's funds, investments, or programs that are under the management of contracted parties, including lending programs.  A current market value and the source of this valuation as of the date of the report must also be included if the local agency has securities under the management of an outside party that is not also a local agency or the California Local Agency Investment Fund.

As of June 30, 2020, all investments owned by the San Mateo Union High School District and shown in the attachment are "Type One" as defined by Government Code Section 53646.

The District requests the Board of Trustees review, discuss and approve the Reopening Plans for the San Mateo Union High School District and Sites:  Aragon High School, Burlingame High School, Capuchino High School, Hillsdale High School, Mills High School, Peninsula Continuation High School and San Mateo High School, as contained in the attachments.

These Reopening Plans will be submitted to San Mateo County Office of Education for approval. Once approved the schools can plan to reopen. 

Staff recommends approval of Resolution # 20-21-09, A RESOLUTION OF THE BOARD OF TRUSTEES OF THE SAN MATEO UNION HIGH SCHOOL DISTRICT, SAN MATEO COUNTY, CALIFORNIA, AUTHORIZING THE ISSUANCE OF SAN MATEO UNION HIGH SCHOOL DISTRICT (SAN MATEO COUNTY, CALIFORNIA) ELECTION OF 2020 GENERAL OBLIGATION BONDS SERIES B, AND ACTIONS RELATED THERETO.

An election was held in the San Mateo Union High School District on March 3, 2020 for the issuance and sale of general obligation bonds (“Bonds”) of the District for various purposes in the maximum amount of $385,000,000 (“Measure L”).  The District now desires to issue the second series of bonds under Measure L in an aggregate principal amount of $96,250,000.

 (a)       Bond Resolution.  This Resolution authorizes the issuance of Bonds, specifies the basic terms, parameters and forms of the Bonds, and approves the form of Purchase Contract and form of Preliminary Official Statement described below.  In particular, Section 1 of the Resolution establishes the maximum aggregate principal amount of the Bonds to be issued ($96,250,000).  Section 4 of the Resolution states the maximum underwriter’s discount (0.28%) with respect to the Bonds, the maximum legal interest rate on the Bonds, and authorizes the Bonds to be sold at a negotiated sale to Stifel, Nicolaus & Company, Incorporated (the “Underwriter”).  The resolution only approves the issuance of the Bonds as Current Interest Bonds.

(b)       Form of Purchase Contract.  Pursuant to the Purchase Contract, the Underwriter will agree to buy the Bonds from the District.  All the conditions of closing the transaction are set forth in this document, including the documentation to be provided at the closing by various parties.  Upon the pricing of the Bonds, the final execution copy of the Purchase Contract will be prepared following this form.

(c)        Form of Preliminary Official Statement.  The Preliminary Official Statement (“POS”) is the offering document describing the Bonds which may be distributed to prospective purchasers of the Bonds.  The POS discloses information with respect to among other things (i) the proposed uses of proceeds of the Bonds, (ii) the terms of the Bonds (interest rate, redemption terms, etc.), (iii) the bond insurance policy for the Bonds, if any, (iv) the security for repayment of the Bonds (the ad valorem tax levy), (v) information with respect to the District’s tax base (upon which such ad valorem taxes may be levied), (vi) District financial and operating data, (vii) continuing disclosure with respect to the Bonds and the District, and (viii) absence of litigation and other miscellaneous matters expected to be of interest to prospective purchasers of the Bonds.  Following the pricing of the Bonds, a final Official Statement for the Bonds will be prepared, substantially in the form of the POS.

(d)       Form of the Continuing Disclosure Certificate.  The form of the Continuing Disclosure Certificate can be found in APPENDIX C to the POS.  Effective July 3, 1995, all underwriters of municipal bonds are obligated to procure from a bond issuer a covenant that such public agency will annually file “material financial information and operating data” with respect to such public agency.  Such filings are required to be made through the web-based Electronic Municipal Market Access (“EMMA”) system maintained by the Municipal Securities Rulemaking Board (which is the federal agency that regulates “broker-dealers,” including investment banking firms that underwrite municipal bonds).  This requirement is expected to be satisfied by the filing of the District’s audited financial statements and other operating information about the District, in the same manner the District has filed in connection with prior bond issuances.  The purpose of the law is to provide investors in the Bonds with current information regarding the District.  Similar laws have governed the corporate debt market for many years.

There is no fiscal impact to the General Fund resulting from the issuance of the Bonds. 

Staff recommends that the Board approves the award of the design-build services contract for the District Office Parking Lot Solar Array Project to InterMountain Electric Company, based on finding and determining that a competitive market does not exist for such services and that no competitive advantage will be gained by the public bidding process.

The District Office Parking Lot Solar Array Project (“Solar Array Project” or “Project”) will be located at 650 North Delaware Street, San Mateo, California (the “Site”). The Project requires design, engineering, and construction services for the construction of a new solar array/shade structure and re-installation of District-owned/supplied solar panels, including associated electrical work to connect the panel array to existing infrastructure.

On October 10, 2019, the Board of Trustees (“Board”) of the District issued a Request for Qualifications/Proposals (“RFQ/P”) for a “best value” design-build services contract for the Solar Array Project, pursuant to Education Code Section 17250.25.

The District received a single proposal in response to the RFQ/P from Sunterra Solar Inc. (“Sunterra”). In December 2019, the Board approved the award of design-build services contract for the Project to Sunterra for a contract price of $372,810.00. Sunterra subsequently advised the District that it could no longer complete the Project on the required schedule that had been set forth in the RFQ/P. Sunterra did not perform any work on the Project and the award of the contract to Sunterra is being terminated for convenience, pursuant to the terms of the RFQ/P in an amount not to exceed $5,000.

In consideration of the single proposal received in response to the RFQ/P and the need to terminate the Sunterra contract for convenience for the reasons stated above, staff and the District’s construction management firm Greystone West have been determined that competition for design-build services for solar array carports is inadequate, that a competitive market does not exist for such services, and that no competitive advantage will be gained by the public bidding process. Therefore, the District subsequently solicited a proposal for the Project from InterMountain Electric Company (“InterMountain”). On September 22, 2020, InterMountain submitted a proposal for the Project in the amount of $265,000.00.

The Project will be funded by Measure O, Fund 21.

It is recommended that the Board of Trustees authorize the solicitation of bid for the Burlingame High School Press Box Public Address Relocation Project.

On October 25, 2018, the Board of Trustees approved replacement of the Burlingame High School Press Box with a modern facility that would permit rooftop access. On September 19, 2019 the board awarded a contract to Southern Bleacher to purchase the Modular Press Box.

On May 7^th, 2020 the board awarded Dryco Construction for the ancillary work required to complete the installation including demolition, earthwork, site concrete, and electrical. This solicitation is for design and installation of permanent power to the new press box and to relocate the existing public address system.

The total anticipated cost of this project is $65,000. The anticipated bid amount for this project is $45,000. The balance is design, commissioning, inspection and contingencies. 

The District requests the Board of Trustees approve the 2020-21 Single Plans for Student Achievement (SPSA) for Peninsula High School.  After a process of data analysis, stakeholder input and ultimately endorsement by the School Site council the SPSA’s were approved. The SPSA for this school year is a continued evolution from the WASC plans originally developed during the 2018-19 school year.

It is the Administration’s recommendation that the Board of Trustees adopt and approve the Annual Developer Fee Report for fiscal year 2019-20.

In accordance with Sections 66001(d)(1) and 66006(b)(1) of the Government Code a school district is required to provide information to the public on developer impact fees received to mitigate the impact of new residential and commercial/industrial development on District school facilities (Reportable Fees).

The district currently collects statutory school fees pursuant to Sections 176020 et seq. of the Education Code and Sections 65995 et seq. of the Government Code. The District is required to provide under the Government Code the following information on reportable Fees for the prior fiscal year:

1. Amounts collected
2. Amount of interest earned
3. Amounts spent on projects to accommodate additional enrollment from new residential and commercial/industrial development.

The Reportable Fees do not include special tax proceeds, bond proceeds, or letters of credit to secure payment of Reportable Fees at a future date. Further, the District is required to confirm that Reportable Fees have not been levied, collected or imposed for genera revenue purposes.

The total developer fees expended in fiscal year 2019-20 $45,239. The developer fees ending balance in Fund 25-Capital Facilities Fund as of June 30, 2020 was $ 7,667,843.

It is recommended that the Board of Trustees approve the Compensation Agreement with the City of San Mateo substantially in the form attached hereto and delegate to the Superintendent or his designee authority to execute and deliver the Compensation Agreement on behalf of the District.

The Redevelopment Agency of the City of San Mateo was the original owner of the properties located at 480 East 4^th Avenue and 400 East 5^th Avenue, San Mateo, CA. The 480 East 4th property is approximately 1.16-acres and the 400 East 5th Avenue property is approximately 1.25-acres.  Pursuant to the Redevelopment Dissolution Statutes, the Redevelopment Agency was dissolved as of February 1, 2012, and the City of San Mateo became the “Successor Agency” responsible for disposing of the Properties further to the City of San Mateo Long-Range Property Management Plan.  A copy of the LRPMP is available for review on the City of San Mateo’s website at:

https://www.cityofsanmateo.org/DocumentCenter/View/43099/San-Mateo_LRPMP_Revised_073114?bidId=.

On August 19, 2020, the City of San Mateo entered into a Disposition, Development and Loan Agreement with MidPen Housing, Inc., as developer, to construct two hundred and twenty five units of multi-family rental housing for low income households, twenty-five percent of which will have a preference for qualifying public agency employees, on the 480 East 4th Avenue property and a parking garage on the 400 East 5th Avenue property containing up to 696 parking spaces, including 164 spaces for exclusive use of the housing development, 235 replacement public parking spaces, and up to 297 additional public parking spaces for Downtown San Mateo. The DDLA provides that the City of San Mateo will enter into a long term ground lease with the developer for the 480 East 4^th Avenue property (i.e., the City of San Mateo will retain ownership of the 480 East 4^th Avenue property) and will own and operate the parking garage on the 400 East 5^th Avenue property. 

Under the terms of the DDLA, no net disposition proceeds are to be received by the City of San Mateo from the disposition of the Properties to the developer, either in the form of lease payments or revenues generated by the Properties. Additionally, based on the reuse appraisal of the Properties completed June 2020, the City of San Mateo determined the reuse value of the Properties to be zero. Consequently, the City of San Mateo further determined that no disposition proceeds would be distributed to the taxing entities affected by the disposition of the Property under the DDLA, including the San Mateo Union High School District. 

Pursuant to Health and Safety Code section 34180(f), the City of San Mateo is required to enter into compensation agreements with the District and other taxing entities prior to proceeding with the Development under the DDLA. Accordingly, on August 30, 2020, the City of San Mateo notified the District and the other taxing entities of the city’s intent to proceed with the DDLA and the Development and transmitted a proposed draft of the compensation agreement for review and approval by the District and the other taxing entities.  Representatives from the City of San Mateo and all taxing entities met twice to negotiate the compensation agreement to ensure the agreement is fair and reasonable and addresses and protects the rights of the taxing entities under Health and Safety Code section 34180(f). Attached is the proposed final form of the Compensation Agreement that has been review by staff and legal counsel. 

The key provision in the Compensation Agreement is section 3, which addresses the issues of compensation to the taxing entities as follows:

• there are no disposition proceeds to be distributed to the taxing entities;

  the taxing entities agree that upon execution of the Development ground lease and the easement in accordance with the DDLA, the taxing entities (including the District) shall h

The Compensation Agreement does not involve funding by the District.

It is recommended that the Board of Trustees approve the Budget calendar, as attached, for the preparation and adoption of the 2021-2022 budget.

The development of the annual budget is a collaborative process involving many stakeholders. The Adopted Budget reflects the labor and material resources required to fulfill the goals and objectives outlined by the Board of Trustees. The budget serves as an operational plan and ensures fiscal stability is maintained.

The annual budget process begins in January, after the Governor has released the proposed budget for the fiscal year beginning July 1st.  The District begins to develop a budget based on this proposal. During the budget development process, enrollment projections are developed. The enrollment projections are used to determine staffing requirements. Representatives from each department and school site meet with the fiscal team and review the current year budget and discuss future needs and programmatic changes. Budget discussions occur with the Leadership Teams and Cabinet.  

The budget calendar exhibited below will be used to develop the 2021-22 Budget.  

Approve the established graduation dates, times and location as presented.

The manner of graduation celebrations is not yet determined, however staff requests the Board approve the dates and times. 

School, Date and Time, and Location

Aragon High School, Wednesday, May 26, 2021, 5:30 pm

Burlingame High School, Thursday, May 27, 2021, 4:00 pm

Capuchino High School, Thursday, May 27, 2021, 1:00 pm

Hillsdale High School, Wednesday, May 26, 2021, 5:30 pm

Mills High School, Thursday, May 27, 2021, 3:00 pm

Peninsula High School, Wednesday, May 26, 2021; 2:00 pm

San Mateo High School, Thursday, May 27, 2021, 5:00 pm

Middle College

Adult School, Wednesday, June 16, 2021, 7:00 pm

Review and discuss the specific Board policies and administrative regulations - October 2020 Updates - Part One:

-E 1113 - District and School Web Sites

-BP 3280 - Sale or Leave of District-Owned Real Property

-BP/AR 3530 - Risk Management/Insurance

-BP/AR 4119.11/4219.11/4319.11 - Sexual Harassment

-AR/E 4119.12/4219.12/4319.12 - Title IX Sexual harassment Complaint Procedures

-BP/AR 4157/4257/4357 - Employee Safety

-AR 4157.1/4257.1/4357.1 - Work-Related Injuries

as contained in the attachment.

Review and discuss the specific Board policies and administrative regulations.  These Board policies and administrative regulations will, upon the direction of the Board, be considered for approval at the Board's February 11, 2021 meeting:

-E 1113 - District and School Web Sites

-BP 3280 - Sale or Lease of District-Owned Real Property

-BP/AR 3530 - Risk Management/Insurance

-BP/AR 4119.11/4219.11/4319.11 - Sexual Harassment

-AR/E 4119.12/4219.12/4319.12 - Title IX Sexual Harassment Complaint Procedures

-BP/AR 4157/4257/4357 - Employee Safety

-AR 4157.1/4257.1/4357.1 - Work-Related Injuries

as contained in the attachment.