Study Session - Board Discussion with Students- Expected at 5:30 PM

The purpose of this study session is to hear from student representatives from each of our high schools, about  what is going well and what are students thoughts on areas needing improvement

Approve the PROCLAMATION Recognizing June as LGBTQIA+ Pride Month in the San Mateo Union High School District

The San Mateo Union High School District is committed to supporting dignity, equity, and visibility for all people in the community including our diverse Lesbian, Gay, Bisexual, Transgender, Queer, and/or Questioning (LGBTQIA+) community. June has historically become a symbolic month in America in which LGBTQIA+ persons and allies come together in various celebrations of pride to support the community’s right to live their lives openly and without fear or hate. Staff bring the attached proclamation to the Board for consideration. As part of LGBTQIA+ Pride Month the District flies the Rainbow Flag.

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

Special Education under $25,000 in the amount of $ 19,000

Special Education over $25,000 in the amount of $265,572.03

Other consulting agreements, contracts, invoices and purchase orders in the amount of $42,058.68

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.

For the first 10 years of our solar project, our construction contract included 10 years of maintenance, which is coming to the end.  We engaged Sage Renewables, our environmental consultant, to perform a RFP to find the best value for these services.  Sage presented three vendors and Borrego was our choice.

Borrego Energy, Inc will provide Solar PV Operation and Maintenance services to all of the Districts photovoltaic and solar electric power systems.  The scope of services will include monitoring, reporting and inventory, site property inspections and maintenance and DC/AC/DDAS/SCADA inspections annually.  After the annual service visit, Borrego will provide a report of all PM activities and results that need to be addressed.

Contract has been reviewed and approved by legal counsel. 

Hillsdale 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.

Declare the books as surplus sand authorize the staff to dispose of them per Education Code Section 17546 (c) . 

Declaration of and Authorization to E-Waste Surplus Property

District Office has devices that are surplus and no longer needed by the district. The District requests that these devices be discarded. All items and serial numbers are listed on the attachment.

Declaration of and Authorization to E-Waste Surplus Property

District Office has devices that are surplus and no longer needed by the district. The District requests that these devices be discarded. All items and serial 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.

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

The District requests the Board of Trustees approve the Memorandum of Understanding between the San Mateo Union High School District (SMUHSD) and the San Mateo County Office of Education/Alder Graduate School of Education's teacher Residency Program for one resident for SMUHSD for the 2022-2023 school year.

This program allows residents to earn their mild/moderate teaching credential and Masters in just one year, while getting hands on experience with students in San Mateo County Office of Education schools, working closely with a mentor teacher, and learning alongside other residents through seminars.  The cost of the program for the 2022-2023 school year is $20,000 per resident ($17,000 living stipend for the resident and $3,000 for the mentor stipend).  Thus, the total cost for SMUHSD is $20,000 for the 2022-2023 school year.

The District requests the Board of Trustees approve the agreement between the San Mateo Adult & Career Education and the Foster City Recreation Center for the period of 7/1/2022 - 6/30/2023.  The agreement provides the following:

• San Mateo Adult & Career Education will pay Foster City Recreation Center a $5,000 Administrative Fee for each student enrolled in a class provided by the San Mateo Adult & Career Education and held at the Foster City Recreation & Community Center.
• San Mateo Adult & Career Education will provide the aforementioned student count to Foster City Recreation Center at the end of each semester.

San Mateo Adult & Career Education will pay Foster City Recreation Center a $5,000 Administrative Fee for each student enrolled in a class provided by the San Mateo Adult & Career Education and held at the Foster City Recreation & Community Center.

San Mateo Adult & Career Education will provide the aforementioned student count to Foster City Recreation Center at the end of each semester.

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 participation of eighty-three (83) Hillsdale High School students to attend the Anaheim Band Field Trip in Orange, California from February 3 to February 6, 2023. The estimated cost for the group is $83,000. No student will be excluded from participation because of a lack of sufficient funds.

The district requests approval of the participation of eighty-three (83) Hillsdale High School students to attend the Anaheim Band Field Trip in Orange, California from February 3 to February 6, 2023. The estimated cost for the group is $83,000. No student will be excluded from participation because of a lack of sufficient funds.

Approximate Cost:  $1,000 per student

Total Estimate for Group:  $83,000.00

The district requests approval of the participation of forty (40) Burlingame High School students to attend the Italian Exchange Trip from March 18 to April 1, 2023. The estimated cost for the group is $164,030. No student will be excluded from participation because of a lack of sufficient funds.

Approximate Cost:  $4,100.75 per student

Total Estimate for Group:  $164,030

It is recommended that the Board approve award of the Guaranteed Maximum Price Contract to Coulter Construction, Inc. in the amount of $11,075,476.

On November 18, 2021, the Board of Trustees authorized issuance of a Request for Qualifications/Request for Proposals for Lease-Leaseback Construction Services for the Project (“RFQ/P”) further to the requirements in Education Code Section 17406. On January 20, 2022, the Board of Trustees Awarded the RFQ/P for “Best-Value” Lease-Leaseback Delivery to Coulter Construction, Inc. for the Mills High School Transite Encapsulation Project (“Project”).

The Project consists of the following:

Mills High School: Encapsulation of exposed transite panels with cement plaster on the exterior and drywall on the interior. Replacement of existing single pane plate glass with insulated safety glass. Exterior façade improvements including signage. Exterior paint and an allowance for landscape improvements and new window coverings.  

Work is anticipated to start on or about May 30, 2022. Coulter Constriction, Inc.  has selected subcontractors, has performed preconstruction services, and has provided the district with objectively verifiable information of its costs to perform the work.

Accept the listed donations with thanks.

The district received the following donations, see attachment.

Declaration of and Authorization to E-Waste Surplus Property

District Office has devices that are surplus and no longer needed by the district. The District requests that these devices be discarded. All items and serial numbers are listed on the attachment.

Declaration of and Authorization to E-Waste Surplus Property

District Office has devices that are surplus and no longer needed by the district. The District requests that these devices be discarded. All items and serial 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.

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

Approve the specific Board Policies and Administrative Regulations - March 2022 Updates - Part One:

-BP 4030 - Nondiscrimination in Employment

-E(1) 4112.9/4212.9/4312.9 - Employee Notifications

-BP/AR 4141.6/4241.6 - Concerted Action/Work Stoppage

as contained in the attachment.

The District requests the Board of Trustees approve the specific Board Policies and Administrative Regulations - March 2022 Updates - Part One:

-BP 4030 - Nondiscrimination in Employment

• Makes unlawful for a district the use of a non-disparagement agreement or other document that would deny an employee the right to disclose information about unlawful acts in the workplace, in exchange for a raise or bonus.  Makes unlawful to fail to maintain certain records, particularly those involving workplace discrimination or harassment complaints filed with DFEH.

-E(1) 41112.9/4212.9/4312.9 - Employee Notifications

• Adds employee notifications related to (1) minor student specified offenses; (2) duties of the district liaison for homeless students; (3) termination of services; (4) transfer student records; and (5) disclosure of document identifying an employee who is a victim of domestic violence.  Also updated to reflect new classified layoff procedures.

-BP 4141.6/4241.6 - Concerted Action/Work Stoppage

• Policy prohibits public employers from discontinuing employer contributions for health care or other medical coverage for employees who are participating in an authorized strike.

-AR 4141.6/4241.6 - Concerted Action/Work Stoppage

• Prohibits public employers from discontinuing employer contributions for health care or other medical coverage for employees who are participating in an authorized strike.

as contained in the attachment.

Approve the Total Compensation Systems, Inc. proposal in the amount of $10,800, with all costs to be charged to the General Fund and authorize the Superintendent to sign said proposal.

The Government Account Standards Board (GASB) Statement Number 45 requires that any government entity providing other post-employment benefits (OPEB) must value these liabilities and disclose them on its balance sheet. This includes all retiree health care benefits and any other types of benefits such as life insurance or long term care insurance.  There is additional required work due to the compliance implications of GASB 74/75 as follows:

• GASB 74/75 requires a “roll-forward” calculation for every valuation cycle to determine second year accounting entries
• There are greatly expanded Note Disclosure requirements that require rerunning the valuation four additional times
• There will be deferred inflows and outflows that need to be calculated and tracked.

The cost for the actuarial analysis is $10,800 ($7,200 for Full Valuation and $3,600 for the Roll-Forward Valuation).  This contract will be charged to the General Fund.

It is recommended that the Board approve the contract for the purchase of fifty network switches, accessories and licenses to Presidio Networked Solution LLC in the amount of $512,334.11

The funding source for the Project will be Fund 21 – Technology Fund – Measure O in the amount of $512,334.11 (Five Hundred Twelve Thousand, Three Hundred Thirty-Four Dollars, and Eleven Cents).

Pertinent Education Code Sections

Districtwide shipping containers will be replaced with Tuff Sheds.  The District requests that these shipping containers be discarded, per the Education Code Section 17546, (c). Attached are the number of containers to be surplused.

Approve Second Amendment to Purchase and Sale Agreement and Joint Escrow Instructions for Sale of Crestmoor School Site to SummerHill Homes, LLC.

At its meeting on December 9, 2021, the Board approved an agreement between the District and SummerHill Homes, LLC, (“SummerHill”) for the purchase of the Crestmoor school site property for a minimum purchase price of $85 million, which is subject to increase based on the number of units ultimately approved for the development of the property.  On January 20, 2022, the Board approved a First Amendment to the agreement to clarify the agreement’s effective date and deposit structure.  The parties now wish to enter into a Second Amendment to extend SummerHill’s feasibility period under the agreement by 30 days, and correspondingly to increase the amount of SummerHill’s deposit to the District by $100,000.   

It is recommended that the Board approve the Second Amendment.     

It is recommended that the Board of Trustees approve Change Order #1 to the contract for the Capuchino High School Sport Complex Project with FieldTurf USA, Inc. in the amount of $15,225.

The Board is being asked to approve Change Order #1 to the construction contract for the Capuchino High School Sport Complex Project.

If approved, the current contract value will be increased from $1,717,276 to $1,732,501.

This project is funded by Measure L Funds.

The District's Board of Trustees approved the Grand Jury Response to Grand Jury Report findings and recommendation for "Ransomware:  It Is Not Enough To Think You Are Protected" at their December 17, 2020 Board Meeting.

The Grand Jury issued a request for a follow-up response from the District.  The District's follow-up response is attached.

$875/person for Early Bird Pricing

On December 17, 2020, the Board of Trustees approved the Measure L project list. The projects centered on imminent maintenance needs, academic needs, safety, sustainability, technology and parity. Three projects were fast-tracked (Capuchino High School Athletic Complex, Mills High School Athletic Complex and District-wide Surveillance System) with the remaining 51 projects approved at the December 17, 2020, board meeting. The update will present the completed projects, projects in construction, projects slated to for Summer 2022 construction and the projects still in design.

Material will be updated when available. 

There is no financial impact with the presentation of the Measure L Update. 

It is recommended that the Board review the Solar Photovoltaic (PV) Feasibility Update in order to determine the next steps for the project.

There is no financial impact with the presentation of the Solar Photovoltaic (PV) Feasibility Update. 

Approve the revised 2022-2023 Miscellaneous Salary Schedule showing an increase in the San Mateo Union High School District's substitute teachers pay rate, as contained in the attachment.

The District requests the Board of Trustees approve the revised 2022-2023 Miscellaneous Salary Schedule showing an increase in the San Mateo Union High School District's substitute teachers pay rates.

The recommendation for an increase to our substitute teacher pay rates.  Currently SMUHSD substitute pay rates are competitive, but lower than our neighboring union high school district by $5.00.  Many of our substitute teachers work in both union high school districts.  The recommended pay rate brings the two union high school districts into alignment.  

The recommendation also continues our practice of having one full-time floating substitute teacher at each comprehensive high school into next school year.

The District requests the Board of Trustees review, discuss and approve the job description for the new position of English Learner & Academic Support Program Assistant.

As the number of EL students in San Mateo Union High School District continues to rise, particularly in our ELD student population, and our EL/ELD programs continue to grow and develop, there is a need for a program assistant who can support and focus on the administrative and logistical needs of the program, and its staff.

District staff will present the proposed learning schedule for the 2022-2023 school year. A committee with representatives from each of the comprehensive schools reviewed survey data about the current model and discussed potential modifications to the schedule based on that insight. Overall, the schedule will stay fairly consistent with the current learning schedule. The overview of the components include:

• Four days of Block periods (90 minutes) and 1 day of all 7 periods (50 minutes)

• Flex/Tutorial time will be increased from 40 to 45 minutes

• Block days will flip to allow for a shorter student day on Wednesday & Friday

• Tuesday/Thursday: Odd Periods

• Wednesday/Friday: Even Periods

• Embedded collaboration and meeting time will be 50 minutes (Wednesday & Friday)

• Seven minute passing periods for all days

List of Suggested Board Items with suggested Board meeting dates as presently planned:

• Update Logo - simple changes - Look at our Brand Update the image - inside of the circle-TBD
• Student Board Member Representative