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

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

Special Education under $25,000 in the amount of $ 22,808.00

Other consulting agreements, contracts, invoices and purchase orders in the amount of $576,665.36

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.

Accept the listed donations with thanks.

The district received the following donations.

Confirm the payment of bills and salaries for the month of March 2021 covering warrants issued during the month and county journals in the total amount of $20,057,378.70

Declare 26 FloWater Water Filtration Drinking Fountains located at Crestmoor High School as surplus and authorize the Maintenance and Operation to dispose per Education Code Section 17546 (c).

Reasons for Surplus - no longer in use

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.

Recommendation to approve the minutes from April 1, 2021 Board Meeting

Approve the specific Board policies and administrative regulations - March 2021 Updates - Part One:

-BP 3110 - Transfer of Funds

-BP/AR 3230 - Federal Grant Funds

-AR 3311.2 - Lease-Leaseback Contracts

-AR 3311.3 - Design-Build Contracts

-AR 3320 - Claims and Actions Against the District

-BP 3452 - Student Activity Funds

as contained in the attachment.

The District requests the Board of Trustees approve the specific Board policies and administrative regulations - March 2021 Updates - Part One:

-BP 3110 - Transfer of Funds

• Authorizes the temporary transfer of up to 85 percent of the maximum amount held in any fund or account for the payment of obligations.

-BP 3230 - Federal Grant Funds

• Clarifies and renumbers requirements for the use and accounting of federal grant funds pursuant to the Office of Management and Budget's Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.

-AR 3230 - Federal Grant Funds

• Clarifies and renumbers requirements for the use and accounting of federal grant funds pursuant to the Uniform Guidance.

-AR 3411.2 - Lease-Leaseback Contracts

• Updated to include the maximum term for the lease-leaseback contract, reflect the requirement for site and plan approval prior to entering into an agreement, add optional language for a Board resolution declaring the intent to enter into a lease-leaseback contract, and move evaluation criteria in to the list of items that must be included in the request for sealed proposals.

-AR 3311.3 - Design-Build Contracts

• Updated to require districts to include in all bid documents and construction contracts a notice that the project is subject to state "skilled and training workforce" requirements.

-AR 3320 - Claims and Actions Against the District

• Updated with procedures that may be used to file a claim for money or damages against the District depending on the cause of action.

-BP 3452 - Student Activity Funds

• Updated to clarify that the policy does not apply to school-connected organizations that are not composed entirely of students or subject to the Board's control and regulation.

as contained in the attachment.

It is recommended that the Board of Trustees approve the Architectural Additional Services Proposal with Carducci Associates for Additional Architectural Services on the Capuchino High School Sports Field Complex Project

The Board is being asked to approve the additional services request for the preparation of Drawings on the Capuchino High School Sports Field Complex Project. To support the Measure L Sustainability Program, Carducci Associates will revise path of travel lights from conventionally powered lights to solar-powered lights.

The fee for the Architectural Additional Services Proposal is not to exceed $3,300.00.

It is recommended that the Board of Trustees approve the Architectural Additional Services Proposal with Carducci Associates for Additional Architectural Services on the Mills High School Sports Field Complex Project.

The Board is being asked to approve the additional services request for the preparation of Drawings on the Mills High School Sports Field Complex Project. To support the Measure L Sustainability Program, Carducci Associates will revise path of travel lights from conventionally powered lights to solar-powered lights.

The fee for the Architectural Additional Services Proposal is not to exceed $3,300.00.

It is recommended that the Board of Trustees approve the Architectural Services proposal with CA+SA Studios for Architectural Services on the Mills High School Ceramics Building HVAC Equipment Replacement Project.

The Board is being asked to approve the proposal for architectural services with CA+SA Studios for the Mills High School Ceramics Building HVAC Equipment Replacement Project. The scope of work includes upgrading the existing HVAC systems at the ceramics classroom and two adjacent classrooms at Mills High School.

The fee for Architectural Services is not to exceed $41,500.00. The Architectural Services fees are built into the project budget. There is no overall change to the project budget.

It is recommended that the Board of Trustees approve the Construction Inspection Services proposal with DFE & Associates for Construction Inspection Services on the Capuchino High School and Mills High School Athletic Complexes Project.

The Board is being asked to approve the proposal for construction inspection services with DFE & Associates for the Capuchino High School and Mills High School Athletic Complexes Project. The scope of work includes inspection of all work and materials supplied to verify with conformity to the contract documents, applicable laws, regulations, and codes.

The fee for Construction Inspection Services is not to exceed $364,000.00. The Construction Inspection Services fees are built into the project budget. There is no overall change to the project budget.

It is recommended that the Board of Trustees award the contract for the San Mateo High School Additional Video Surveillance Project to Edgeworth Security, LLC in the amount of $228,451.39.

The Board is being asked to award the construction contract for the San Mateo High School Additional Video Surveillance Project to Edgeworth Security, LLC.

Edgeworth Security provided the lowest responsible bid of $228,451.39.

The Board Approved Budget for this work is $164,956.00.

This project is funded by ________________________ Funds.

It is recommended that the Board of Trustees approve the schematic design, budget and schedule presented for the Burlingame High School HVAC Replacement Project.

The District has developed schematic designs for the Burlingame High School HVAC Replacement Project.

The purpose of the project is to increase outdoor air circulation, heating, and cooling. The scope of work at Burlingame High School includes the removal and replacement of the existing built-up roofing and replacement of all HVAC equipment in the building, except for the HVAC equipment that serves the theater wing. The new mechanical systems will be roof-mounted Energy Recovery Ventilators (ERV) equipped with MERV 13 filters, providing 100% outside air to the spaces.

Construction is scheduled for June through August 2022.

The anticipated total project cost is $7,115,880. Funding for the Burlingame High School HVAC Replacement Project is from the Measure L Bond Program. 

Measure L Bond Program -  $7,115,880. 

It is recommended that the Board of Trustees approve issuing and receiving proposals from School Facility Funding Consultant Services

It is recommended that the Board award the Project to EF Brett and Company, Inc. as the “best value” proposer for the Project.

The primary purpose of the Mills High School Ceramics Building HVAC Replacement and San Mateo High School HVAC Equipment Replacement project (“Project”) is to improve ventilation and/or mechanical conditioning in the classrooms and offices at each campus. The scope of work at San Mateo High School includes demolition and removal of the existing mechanical units and replacement with new cooling and heating systems in the choral, orchestra and band rooms. The new ventilation system, an Energy Recovery Ventilator unit, will be independent of the heating/cooling system and serve each room. Rooms will also be equipped with CO2 sensors. The scope of work at Mills High School includes the demolition and removal of the existing mechanical units and replacement with new cooling and heating systems in the ceramics classroom and office.

Construction is estimated to start in June 2021 and be completed by August 2021.

The Project has a total budget of $1,216,156 and will be in two phases.  The first phase (“Phase 1”) will consist of design, engineering, and pre-construction services and has an estimated price of $272,120. The second phase (“Phase 2”) consists of the construction services as described above and has a budget of $944,035.  The District seeks to retain the services of one contractor to provide Phase 1 and Phase 2 services. 

On April 15, 2021, the Board of Trustees approved using the Design-Build delivery method for the Project and publishing a “best-value” Request for Qualifications/Proposal (the “RFQ/P) for the selection of the design-build entity.  The RFQ/P was published in a newspaper of general circulation on April 16 and April 20, 2021. 

As stated in the RFQ/P, proposals were due on April 29, 2021, no later than 4:00 p.m. 

The District received one response to the RFQ/P, which was from E.F. Brett and Company, Inc.

(“EF Brett”) and evaluated using the “best value” criteria identified in the RFQ/P, including, but not limited to, price, financial performance, design-build project experience, the proposed project team, insurance and bonding, and safety. Using the “best value” scoring in the RFQ/P, EF Brett scored 205 points out of 250 maximum available points (see attached).  The EF Brett proposal of $235,135 for Preconstruction Services on the Project is under budget based on a price of $272,120 for Phase I and $944,035.60 for Phase 2, for a total Project price of $1,216,156.

The proposal submitted by EF Brett satisfies the objectives that were identified by the Board when it authorized using the Design-Build delivery method for the Project (see Resolution No. 20-21-21), which were to: (1) reduce Project costs, (2) expedite Project completion, and (3) provide design features and benefits not achievable through the traditional design-bid-build process.

EF Brett’s proposal in the amount of $235,135 will be charged to Fund 21 – Building Fund – Measure L.

The Board adopt Resolution No. 20-21-25 Adopting and Approving the Addendum to the Final Mitigated Negative Declaration for the Mills High School Athletics Complex Project.

The San Mateo Union High School District proposes to relocate and improve a number of athletics facilities at the Mills High School campus, located at 400 Murchison Drive in Millbrae, California (“Mills High School Athletics Complex Project” or “Project”).  The improved and relocated facilities would include the tennis courts, softball/soccer field, baseball field, and multi-use field.  All of the new fields would have artificial turf and lighting and public address systems would be added to the softball/soccer field and baseball field.  In addition, lighting would be added to the existing swimming pools, practice field, and some of the new tennis courts. The total affected area would be around 11.41 acres.

Further to the requirements contained in the California Environmental Quality Act (“CEQA”), the Board of Trustees (“Board”) at a duly noticed meeting on October 22, 2020, adopted Resolution 20-21-06 adopting and approving the Final Mitigated Negative Declaration (“MND”) (SCH 2020059026), the Mitigation Monitoring Reporting Program (“MMRP”) and approving the Project, subject to implementation of the mitigation measures in the MMRP. As required under CEQA, the District filed a Notice of Determination with the State Clearinghouse on November 2, 2020 and with the San Mateo County Clerk on December 4, 2020.

One of the mitigation measures in the MMRP is Measure AES-1, which is intended to reduce glare impacts of the Project on neighboring properties to less than significant, as follows:

To reduce significant glare impacts on the adjacent residents at their rear property lines to levels below 25,000 candelas, which is the threshold of significance the lighting proposed for the outfield shall be redesigned so that glare would not exceed 25,000 candelas at the rear property lines. This would reduce glare to acceptable levels.

ADDENDUM TO FINAL MND

As required under Measure AES-1, the District has revised the design of the lighting system by modifying the lighting poles locations and re-aiming lighting fixtures to achieve a candela per lighting fixture at the neighboring property lines that is less than 10,000 candelas.  The California Division of State Architect approved the Project, as redesigned, on April 21, 2021.  As a result of the redesign of the Project and to document the glare impacts of the Project as redesigned, the CEQA consultant has prepared an Addendum to Initial Study/Mitigated Negative Declaration (SCH No. 2020059026) in conformity with Section 15164(b) of the “CEQA Guidelines” (Title 14, Cal. Code of Regs., § 15000 et seq.), which authorizes a lead agency to prepare an addendum if only minor technical changes or additions are necessary or none of the conditions described in Section 15162 of the CEQA Guidelines calling for preparation of a subsequent negative declaration have occurred.

The design changes to the Project as noted above and in the Addendum will result in the reduction of glare impacts to less than 10,000 candelas, which the CEQA consultant states in the Addendum is a more stringent and appropriate threshold of significance for measuring glare impacts and will not cause any new significant environmental impacts requiring the preparation of a subsequent negative declaration or environmental impact report.

The Addendum has been reviewed and approved by special counsel and is attached. 

The Project will be funded by Measure L bond funds.

It is recommended that the Board of Trustees approve the Architectural Services proposal with CA+SA Studios for Architectural Services on the Mills High School 300 Building HVAC Equipment Replacement Project.

The Board is being asked to approve the proposal for architectural services with CA+SA Studios for the Mills High School 300 Building HVAC Equipment Replacement Project. The scope of work includes upgrading the existing HVAC systems at the corridor of the 300 Building Wing of Mills High School as required to meet recommendations to reduce the spread of Covid #19.

The fee for Architectural Services is not to exceed $35,500.00. The Architectural Services fees are built into the project budget. There is no overall change to the project budget.

It is recommended that the Board of Trustees approve the Soil Engineering Services proposal with Cleary Consultants for Soil Engineering Services on the Capuchino High School Athletic Complex Project.

The Board is being asked to approve the proposal for soil engineering services during construction with Cleary Consultants for the Capuchino High School Athletic Complex Project. The scope of work soil engineering observation and testing services during construction.

The fee for Soil Engineering Services is not to exceed $82,500.00. The Soil Engineering Services fees are built into the project budget. There is no overall change to the project budget.

It is recommended that the Board of Trustees approve the Soil Engineering Services proposal with Cleary Consultants for Soil Engineering Services on the Mills High School Athletic Complex Project.

The Board is being asked to approve the proposal for soil engineering services during construction with Cleary Consultants for the Mills High School Athletic Complex Project. The scope of work soil engineering observation and testing services during construction.

The fee for Soil Engineering Services is not to exceed $74,800.00. The Soil Engineering Services fees are built into the project budget. There is no overall change to the project budget.

Declare the students listed on the attachments, having the recommendation of their Principals, graduates of the schools as of the dates indicated, subject to their satisfactory completion of all necessary requirements.

Students from the following schools and programs have fulfilled all of the requirements necessary for participation in District graduation ceremonies:  Aragon, Burlingame, Capuchino, Hillsdale, Mills, Peninsula, San Mateo High School and San Mateo Middle College High School.

Approve the acceptance of the WorkAbility Grant and authorize the Superintendent to sign the grant acceptance.

San Mateo Union High School District has been informed that its WorkAbility I Grant will be renewed for the 2021-22 school year.  The total amount of the grant is $60,015.00.  WorkAbility grants are awarded by the State Department of Education for the purpose of improving the readiness of special education students to enter the world of work.  Funds are used to pay wages to students who are not able to obtain competitive employment and to pay job coaches to supervise students in meeting the minimum employment standards consistent with transition goals for eventual private sector employment.  Part of the money is also used for instructional supplies and to pay for incidental expenses, such as bus passes and appropriate work clothes for students with limited income. This program is a crucial stepping stone for students with significant barriers to competitive employment. The program helps them to build the necessary skills to obtain meaningful employment post SMUHSD.

District staff will present a report on supports and services provided to students with disabilities in our schools.  Key highlights will include district student demographics, learnings from 2020-21, a budget update, and recommendations for our work in 2021-22.  Recommendations will include how to improve identification of students for special education services, key ways to involve stakeholders, supplemental curriculum to address achievement, and ways to address the mental health needs of our students as they return to school. 

Presentation will be posted when available

Sabbie Hopkins, the District’s PD and Induction Coordinator, and Kirk Black will present an overview of the District’s Teacher Induction Program that is slated for approval by the Commission for Teacher Credentialing (CTC) Board this summer or fall. The District’s application process for approval of a Teacher Induction Program began in 2017 and has been a complex process with many back and forths between the CTC and the District. The District included the induction program in the 2019-2020 goals, as noted on the 8/22/2019 board minutes (Board Minutes 8/22/19, item L2 District Goals 1.5) and approved of the minutes on 9/12/20 (Board Minutes 9/12/20). 

The District Induction Program team, that includes teachers, administrators, a District accountant, credential analyst, and a local teacher college dean, has met twice with the CTC in Sacramento. The induction program design and development process has included research into other district induction programs and following the general  guidelines provided by the New Teacher Center Symposia and through the Annual California Induction Conferences. 

The District application has received various approvals by  the CTC over the past two year as there are four phases to being granted program approval. We have received unanimous approval at the preceding levels. The most difficult parts of the application process are completed. There are two more approval steps, and if all goes well, the District will be authorized for its own teacher induction program in October of the 2021-22 school year.

San Mateo Adult and Career Education (SMACE) has developed a pilot program partnership with the San Mateo County Jail to implement a Multi-Level ESL Pilot Program.  The program will provide educational services to the English Language Learner (ELL) inmate population.

The pilot will hold two cohort classes and start as soon as possible, following hiring and jail clearance protocols.  The program will follow the same calendar as San Mateo Adult and Career Education.

Classes:  

• CORE 1 (Population, first floor) - Beginning Level ESL, TU/WED 10:30-12:30 (90 minutes class time)
• CORE 2 (Population 2, second floor) - Intermediate/Advanced Level ESL, MON/THU 12:30-2:30 (90 minutes class time)

The Adult School ESL instructor will initially hold classes on zoom and transition to the Jail Facility, pending CDC guidelines.  The San Mateo County Jail will provide the Adult School instructor with access to office space, technology, and items necessary to teach the classes.  This type of program makes SMACE eligible for additional WIOA Section 225 funding, our federal funding source.  This program is the very first in the history of the County Jail and we are excited to be able to serve this population.

The Education Code requires each school District to certify by an annual resolution of the governing board that it has made reasonable efforts to recruit fully-prepared teachers for all assignments.  If a fully-prepared teacher is not available for Special Education resources, Library, Clinical, Rehabilitated Service, or English Language Development, the District will apply for an emergency permit.

In reviewing the District's past needs, the Human resources Department has anticipated areas of need for the 2021-2022 school year.  The Board's adoption of the attached Declaration of Need is required before the District can submit a request to the Commission on Teacher Credentialing for emergency permits.

The District requests the Board of Trustees approve the new position and job description for District Social Worker, as contained in the attachment.

Our students and families have and are experiencing significant trauma, housing and financial needs, perceived discrimination, immigration related stress, parent-child acculturative gap, and school belonging, to name a few.  With complex issues on the rise, the need for additional mental health and social work has only increased. English language learners are considered to be one of our most highly vulnerable student groups.  The addition of a social worker position will provide a focus level of care and equity for our EL students and families.

Goals for this position would be (and not limited to):

• Improve attendance and retention rates
• Establish and strengthen school systems for support
• Increase EL student access to clinical services
• Strengthen and expand equitable supports of Tier I & II systems that create a safe, inclusive, and position environment
• Create central supports for wellness initiatives to improve and streamline services
• Ensure equitable access and supports to EL students across the District
• Ensures equitable mental health and case management access to English Language Learners

The District requests the Board of Trustees approve the reclassification of the Manager of Mental Health Programs position and job description.

The scope of the Manager of Mental Health Programs work and duties continue to expand and evolve since the restructuring of the MH@W Program and Distance Learning.  With the increase in mental health needs of our students and families, there will inevitably continue to be an upsurge in mental health demands. When schools open, we're going to have to prepare our students, faculty and families significantly to address these mental health challenges both during the school year and summer school, in person and via telehealth.  As a result, we are requesting 10 additional contract days and alignment with our District administrative payscale.

Health services needs of our students, staff and families have increased and evolved over the past two years. Many of these expanded needs have required additional health services and personnel. The District, the Student Health Coordinator, and the team of Health Aides and Athletic Trainers have answered the call of providing necessary services to all levels within the District. 

Although the decreasing severity of the pandemic will affect the types of  health services required, the need for oversight of student, employee, family, and athlete health continues to grow with the increased County, State, and Federal regulations, guiding documents, and legislation related to health and safety in schools. 

As a result of a review of the District’s current health services delivery model, The District recommends a revision and reclassification of the Student Health Coordinator position to the Health Services Manager position. This position will lead a new structure of health services to improve efficiency, provide flexibility, and oversee all aspects of health for the District including students, athletes, employees, and community programming. Health Services will now include athletic trainers and sports med programming under the larger umbrella of health services. The refinement of the District health services will enhance health and safety systems and protocols by combining efforts and structures. The Health Services Manager will ensure the incorporation of best practices within District services and provide comprehensive dissemination and interpretation of health and safety information to appropriate personnel. The manager will lead the effort to develop and sustain this information into actionable systems and programs. The value and fiscal efficiency of incorporating the included duties into this position will augment the District’s efficient support of students, staff, and families. The position will supervise the combined work of health aides and athletic trainers and oversee the District’s health services, guide the District movement beyond the current public health crisis and maintain improved focus on the health and wellness of our students, staff and families.

The increased district costs of this reclassification would be $27,403 for the 2021-22 year in salary, not including benefits and statutory costs. Below is the recommended range on the AFSCME salary schedule, Range V.

List of Suggested Board Items:

• Memorial Wall - In Process
• Special Education Update - Presented May 6, 2021 
  
• Staff Housing Consultant
• Board Study Session on May Revise with Yancy Hawkins, Chief Business Officer scheduled May13, 2021 Budget Study Session