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

Special Education under $25,000 in the amount of $4,500.

Special Education over $25,000 in the amount of $571,725.

Other consulting agreements, contracts, invoices and purchase orders in the amount of $2,870,354.21

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.

Consulting agreements, contracts, invoices and purchase orders have been processed in accordance with the rules and regulations of the Board of Trustees and applicable legal requirements of the State of California. This agenda item presents for Board approval the attached list of consulting agreements, contracts, invoices and purchase orders.   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.

*****A final list of contracts will be added closer to the meetings date.******* 

It is recommended that the Board of Trustees approve the Additional Services Authorization to Carducci Associates in the amount $120,000 inclusive of a $10,000 allowance for reimbursable expenses. Final fee will be adjusted to 8% of total construction contract value exclusive of reimbursable expenses.

Carducci Associates is one of two firms in the district’s pool of landscape architects. The District has a master contract with Carducci for work at San Mateo High School and this project will be awarded as an additional services authorization to that agreement.

The fee for this work is based on 8% of the total construction cost with an allowance of $10,000. for reimbursable expenses. Based on the current cost estimate, the total fee would be $120,000.

It is recommended that the Board of Trustees approve the termination for convenience of a contract with Intermountain Electric Service with a total payment of $5,220.

On February 11, 2021, the District entered into a contract with Intermountain Electric Company for Design-Build Services to install a new shade structure and reinstall salvaged photovoltaic panels at the District Office parking lot. Not long after, the district commissioned a study to determine if the system could be expanded and the project was subsequently placed on hold. It has now been determined that a two-array design will provide added production, making this contract obsolete. The Board is being asked to terminate this contract for convenience.  

The total fee for all work completed to date is $5,220.

It is recommended that the Board of Trustees approve the schematic design, budget, and schedule for the San Mateo High School Boiler & Chiller Replacement Project.

At the December 17, 2020, meeting, the Board approved a project to replace the Central Plant Boilers and Chillers at San Mateo High School. The existing equipment is reaching the end of its useful life and there are more sustainable, energy efficient options available. The Board is being asked to approve the schematic design, budget and schedule for this project.

The total approved budget for this project is $6,000,000. The schematic design estimate is $4,593,050.

It is recommended that the Board of Trustees approve the schematic design, budget, and schedule for the District Wide Solar Deployment Project

At the May 5, 2022 meeting, the Board approved moving forward with the District Wide Solar Deployment Project. This project adds photovoltaic modules at nine sites across the district significantly decreasing the districts carbon footprint and resulting in a projected lifetime nominal utility savings of nearly $8M.     

The total proposed budget for this project is $12,840,000.

Approve proposed Goodland Landscape Construction, Inc. proposed Change Order No. 2 for the GMP lease-leaseback contract.

The current budget for the Capuchino & Mills High School Sports Complex Project is $37,167,881.

Goodland Landscape Construction, Inc. proposed Change Order No. 2 is in the amount of $673,297 and is based on an unforeseen conditions, design revisions, jurisdictional requests and District requested changes. Greystone West Company, the District’s construction management firm, has reviewed and evaluated the proposed change order and recommends approval. Attached is Greystone West Company’s letter of recommendation for the proposed change order request.

Change Orders for the project are funded by Fund 21 – Measure L. If the Board of Trustees approves Goodland Landscape Construction, Inc. Change Order No. 2, the contract budget will remain at $37,167,881.

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

At the March 10^th meeting, the Board approved a project to replace the HVAC Controls at the six comprehensive high schools. Due to failing control modules, Hillsdale High School has been fast tracked so that work may begin this summer. The Board is being asked to approve the schematic design (scope), budget and schedule for this project.

The total approved budget for this project is $3,000,000. The estimated project cost for Hillsdale High School is $600,000.

It is recommended that the Board of Trustees approve the solicitation for public bids and authorize the Superintendent to award the contract for the Hillsdale High School HVAC Controls Replacement Project provided the lowest responsive, responsible bid is with the published budget. Funding from Measure L Bond Funds.

The control modules for the HVAC system at Hillsdale High School are failing and replacement parts are no longer available from the manufacturer. This project is being fast tracked for implementation in the fall of 2022. The Board is being asked to approve solicitation of public bids for this work. Because there are no regular meetings in July, the Board is also being asked to authorize the Superintendent to award the contract provided the lowest responsive, responsible bid is within the published budget.

The anticipated bid amount for this project is $430,000.

It is recommended that the Board of Trustees approve the contract with Cleary Consultants, Inc. for geotechnical and geologic hazard investigation services in the amount of $125,350. One Hundred Twenty-Five Thousand, Three Hundred Fifty Dollars.

The Division of State Architect and California Geologic Survey require geotechnical and geologic hazard investigations for new construction projects. On May 27th the District received proposals from Cleary Consultants, Inc for the Pool Lighting Projects at Aragon, Capuchino, and San Mateo High Schools, the Aragon High Baseball Field, and Shade Structures for the Hillsdale and Mills Transite Projects, the proposals have been reviewed by administration and Greystone West Company, the District’s construction manager.

The total fee for Services is to be $125,350 inclusive of Underground Utility Locating and Environmental Soils Screening. The costs are included in the individual project budgets.

AHS Baseball-$37,800

AHS Pool Lighting-$14,750

AHS Shade Structure-$17,150

HHS Pool Lighting-$11,750

MHS Shade Structure - $29,150

SMHS Pool Lighting- $14,750

It is recommended that the Board of Trustees approve the schematic design, budget, and schedule for the Aragon, Hillsdale and San Mateo High School Swimming Pool Competition Light and Replaster Project

At the December 17, 2020, meeting, the Board approved a project to install competition lighting at the Aragon, Hillsdale and San Mateo High School Swimming Pools and to replaster Aragon and Hillsdale. In response to increasing demand for pool time, the competition lighting meets the insurance requirements for evening practice and competition. The Aragon and Hillsdale pools are due for re-plaster. San Mateo was replastered in 2016. The Board is being asked to approve the schematic design, budget and schedule for this project.

The total approved budget for this project is $3,200,000. The schematic design estimate is $3,165,688.

Confirm the payment of bills and salaries for the month of May 2022 covering warrants issued during the month and county journals in the total amount of $ 20,639,814.01

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).

Mills High School and Aragon 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) . 

It is recommended that the Board of Trustees authorize Randall Booker, Superintendent, as a cardholder on the District’s CAL-Card account, effective as of the date the Board takes action on this matter.

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.

The card will be issued to purchase goods/services and is not to exceed $10,000.

The District’s designated CAL-Card account administrators are Valerie Miller and Vanessa Castano.

It is recommended that the Board of Trustees remove Kevin Skelly, Superintendent as a cardholder on the District’s CAL-Card account, effective June 30, 2022

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.

The District’s designated CAL-Card account administrators are Valerie Miller and Vanessa Castano.

It is recommended that the Board of Trustees adopt the attached resolution authorizing any one of the following administrators to sign orders on District funds and approvals on District financial records on behalf of the District: Randall Booker, Superintendent; Yancy Hawkins, Associate Superintendent Chief Business Officer; Kirk Black, Deputy Superintendent Human Resources and Instruction; Valerie Miller, Director of Budget and Fiscal Services; and Vanessa Castano, Manager of Accounting.

All orders on school district funds and financial records posted through the County Office of Education must be accompanied by a signed approval. These documents must be signed by a Board-authorized person. With the recent hiring of Randall Booker, the administration recommends that the Board adopt the attached resolution authorizing any one of the following administrators to sign orders on District funds and approvals on District financial records on behalf of the District: Randall Booker, Superintendent; Associate Superintendent Business Services; Kirk Black, Deputy Superintendent Human Resources and Instruction; Valerie Miller, Director of Budget and Fiscal Services; and Vanessa Castano, Manager of Accounting.

Accept the Quarterly Report on Williams Uniform Complaints for the quarter, April 2022 through June 2022, 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, April 2022 through June 2022, the District did not receive any such complaints.

Approve the course proposal for Health Education

Appoint the following individuals as school representatives to the CIF athletic leagues for the 2022-2023 school year:  Valerie Arbizu, Principal, Aragon High School; Dr. Jennifer Fong, Principal, Burlingame High School; Jose Gomez, Principal, Capuchino High School; Jeff Gilbert, Principal, Hillsdale High School; Pamela Duszynski, Principal, Mills High School; Yvonne Shiu, Principal, San Mateo High School; and Ron Campana, Peninsula High School and authorize the Superintendent to submit the appropriate ratification by July 1, 2022.

This item was approved on the May 5, 2022 Board Meeting without the name of the Principal at Burlingame High School.  Dr. Jennifer Fong was appointed by the Board on June 9, 2022 to be the Principal of Burlingame High School. Therefore, we are submitting the CIF Ratification for approval with Dr. Fong added.

The Commissioner of the California Interscholastic Federation (CIF), Central Coast Section, has notified the District that the CIF Federated Council approved an amendment to its Constitution, Article 2, Section 26, which requires the governing board of each school district to appoint the individuals by name and title for the school representatives to the athletic leagues each year.  The recommended representatives are:  Valerie Arbizu, Principal, Aragon High School; Dr. Jennifer Fong, Principal, Burlingame High School; Jose Gomez, Principal, Capuchino High School; Jeff Gilbert, Principal, Hillsdale High School; Pamela Duszynski, Principal, Mills High School; Yvonne Shiu, Principal, San Mateo High School and Ron Campana, Peninsula High School.

This item was approved on the May 5, 2022 Board Meeting without the name of the Principal at Burlingame High School.  Dr. Jennifer Fong was appointed by the Board on June 9, 2022 to be the Principal of Burlingame High School. Therefore, we are submitting the CIF Ratification for approval with Dr. Fong added.

Middle College is an alternative education program at the College of San Mateo.  Middle College at the College of San Mateo has grown from 55 students (2015-16) to 210 students today.  the increase in students requires an increase in staffing, support, and materials by both SMUHSD and CSM.  The agreement reflect the needs of the program.

The District requests the Board of Trustees to approve the Memorandum of Understanding between the San Mateo Union High School District and the San Mateo County Community College District for Middle College at College of San Mateo, as contained in the attachment.

Accept the listed donations with thanks.

The district received the following donations, see attachment.

It is recommended that the Board of Trustees award the contract for the Peninsula High School Exterior Paint Project to KBI Painting in the amount of $35,528.

At the June 9, 2022, meeting, the Board approved a project to repaint portions of the Exterior of Peninsula High School. The Notice to Bidders was advertised twice in the San Mateo Times. A non-mandatory job walk was held on June 14^th with a total of six firms in attendance On June 16^th bids were opened. Ten bids were received with KBI Painting submitting the lowest responsive, responsible bid.    

The approved budget for this project is $58,383. Funding from Fund 21 RDA Funds

It is recommended that the Board of Trustees award the contract for the Peninsula High School Landscape Replacement Project to Lonestar Landscape in the amount of $35,629.

At the June 9, 2022, meeting, the Board approved a project to replace portions of the landscape planting at Peninsula High School. The Notice to Bidders was advertised twice in the San Mateo Times. A non-mandatory job walk was held on June 14th with two firms in attendance.  On June 16th bids were opened. One bid was received with Lone Star Landscape submitting the lowest responsive, responsible bid.    

The approved budget for this project is $28,235. Funding from Fund 21 RDA Funds

Approve the participation of twenty-four (24) Mills High School students to attend the USA Cheer Camp in Santa Clara, from August 5 to August 8, 2022. The estimated cost for the group is $10,272.00. No student will be excluded from participation because of a lack of sufficient funds.

The district requests approval of the participation of twenty-four (24) Mills High School students to attend the USA Cheer Camp in Santa Clara, from August 5 to August 8, 2022. The estimated cost for the group is $10,272.00. No student will be excluded from participation because of a lack of sufficient funds.

Approximate Cost:  $428 per student

Total Estimate for Group:  $10,272

It is recommended that the Board of Trustees approve contract with Bill McGuire & Associates/California School Inspections for review of Business and Human Resources processes.

School Districts, including SMUHSD, spend over eighty percent of their revenues on employee salaries and benefits.  Effective Position Control and Business/Human Resources processes are critical for accurate budgeting and fiscal controls.  It is best practice to periodically review Business Services and Human Resources processes, specifically Position Control, to ensure effectiveness and efficiency of process.  The District has received a proposal from Bill McGuire & Associates/California School Inspections to perform the review.

Effective Position Control is especially critical when districts are using one-time grant funding to fund positions that aren’t ongoing.  SMUHSD has received over $15 million in one-time COVID relief funding over that last 2.5 years and expects to receive over $10 million in one-time funds in 2022-2023.

The total fee for services is $30,000 plus expenses not to exceed $2,500. The costs are included in the individual project budgets.

The District and AFSME have negotiated an MOU related to the Capital Facilities Manager position, effective July 1, 2022.

It is recommended that the Board of Trustees approve the Memorandum of Understanding between the San Mateo Union High School District and the American Federation of State, County and Municipal Employees (AFSCME) Regarding Capital Facilities Manager position.

It is recommended that the Board of Trustees award the contract for Project Management Services for the District Wide Solar Deployment to Sage Energy Consulting in the amount of $247,300.

At the May 5, 2022, meeting, the Board approved moving forward with the District Wide Solar Deployment Project. This project adds photovoltaic modules at nine sites across the district. Sage Energy Consulting will provide program management. Greystone West will manage the actual construction.

The value of this contract is $247,300 and is included in the overall project budget of $12,840,000. Greystone’s contractual fee will be reduced by $247,300 to fund this project.

Funding from Measure L.

The District requests the Board of Trustees approve the revised 2022-2023 Miscellaneous Salary Schedule showing updates in the San Mateo Union High School District's Performing Arts Center rates.

The recommendation to update the District's Performing Arts Center rates is to better reflect the needs of the Facility Use Department and to compete with other performing arts centers in the Bay Area.  These positions are typically used only for rentals of the performing arts centers and thus the costs are passed on to the renters.

Adopt the resolution, as contained in the attachment, authorizing the necessary budget transfers between major accounts and year-end transfers to balance the budget and authorize the County Office of Education to process the necessary budget transfers in order to pay the District’s obligations and close the District’s books.

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 2021-2022, 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.

Staff is seeking approval of the Board to follow guidance of the CDPH regarding COVID testing in 2022-23 including retiring BP 6145.1. 

Staff recommend following the guidance of the CDPH in the 2022-23 school year with regard to COVID testing and also recommend retiring BP 6145.1 passed by the Board on October 28, 2021. The policy required weekly testing of unvaccinated students participating in extracurricular activities outside of the school day. The CDPH is anticipated to release guidance for testing of athletes in high contact sports and activities in the school setting shortly. Staff is seeking approval of the Board to follow guidance of the CDPH regarding COVID testing in 2022-23 including retiring BP 6145.1. 

Approve and adopt the Local Control Accountability Plan.

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 2022-2023 Annual Budget for all funds before July 1, 2022.

At the June 9, 2022 Board meeting, a public hearing was held to provide an opportunity for public comment on the 2022-2023 Annual Budget. The Board of Trustees is now asked to adopt the 2022-2023 Annual Budget as included in the attached SACS Budget Report.

Any adjustments to the 2022-2023 Annual Budget will be presented for approval of the Board of Trustees with the Unaudited Actuals in September 2022.

Following adoption by the Board of Trustees, the 2022-2023 Budget will be transmitted to the County Superintendent of Schools for final review and acceptance.

For information only.

As part of the California Dashboard (the State's new accountability reporting system), the District is required to measure and report progress on five "Local Indicators" of District/School progress to the local Governing Board of Education. The measures to be reported include:

Indicator 1:  Having appropriately assigned teachers; access to standards-aligned instructional materials; and the provision of safe, clean and functional school facilities

Indicator 2:  Implementation of State Academic Standards

Indicator 3: Parent Engagement

Indicator 4: School Climate

Indicator 5: Course Access

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

The district has developed schematic designs for the Burlingame High School Gymnasiums Replacement Project.

The project scope includes construction of a new gym building totaling approximately 37,492 SF to be constructed on the site of the existing gyms. The project includes a Main Gym sized to accommodate a ninety-four-foot basketball court with seating for 1032 for basketball and 1490 for assembly. It will also be striped for volleyball and badminton with basketball cross courts for practice and P.E. The Auxiliary Gym is also sized for a 94’ court. There is a Wrestling Room, Fitness Center, Training Room, Locker rooms and Team Rooms, a Gender Neutral Changing and Toilet Room and generous restrooms for assemblies and athletic competitions.   

Construction is scheduled for May 2023 through December 2024.

The anticipated total project cost is $40,521,620. Funding for the San Mateo High School Gymnasium Replacement Project is from the Measure L Bond Program. 

Measure L Bond Program - $40,521,620.

It is recommended that the Board of Trustees approve the schematic design, budget, and schedule for the San Mateo High School Tennis Court Replacement / Baseball & Softball Field Improvement Project

The SMHS Gym Replacement Project approved on May 19, 2022 will be constructed on the existing tennis courts. The proposed new location for the tennis courts will displace the batting cage for the baseball field. This project includes construction of seven new tennis courts, two lighted, and replacement of the displaced batting cage. Also included are safety improvements to the baseball and softball fields including completion of the perimeter fence and construction of two new bullpens. At the softball field we will be adding a scoreboard and completing the perimeter fence. It is also anticipated that DSA will require significant ADA path of travel improvements to both facilities.   

The total proposed budget for this project is $3,489,396.

 $2,543,481 for Tennis Courts and $945,915 for Baseball / Softball Improvements

It is recommended that the Board of Trustees approve the schematic design, budget, and schedule for the Aragon High School Lighted Turf Baseball / Flex Field Project in the amount of $6,466,203.

At the December 17, 2020, meeting, the Board approved a project to construct a new lighted artificial turf baseball field at Aragon High School. The field include striping for a partial soccer and football field to provide much needed evening practice space. The Board is being asked to approve the schematic design, budget and schedule for this project.

The total approved budget for this project is $4,600,000. The schematic design estimate is $6,466,203

Approve the Tentative Agreement for the California School Employees Association, Chapter 519 which includes the following:

• For the 2022-2023 school year, the District shall provide a 4.5% ongoing increase to the 2022-2023 salary schedule effective July 1, 2022.

• The District shall pay to each full-time bargaining unit member who were employed by the District on May 19, 2022, a one-time payment of $2,500.  This payment will be pro-rated for part-time employees.

This is pending the CSEA's ratification process.

The District requests the Board of Trustees approve the Tentative Agreement for the California School Employees Association, Chapter 519 which includes the following:

• For the 2022-2023 school year, the District shall provide a 4.5% ongoing increase to the 2022-2023 salary schedule effective July 1, 2022.

• The District shall pay to each full-time bargaining unit member who were employed by the District on May 19, 2022, a one-time payment of $2,500.  This payment will be pro-rated for part-time employees.

This is pending the CSEA's ratification process.

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, and May 5, 2022, the Board approved First and Second Amendments to the agreement to clarify the agreement’s effective date and deposit structure and to extend the feasibility period for SummerHill’s investigation and review of the property.  The parties now wish to enter into a Third Amendment to bring to a close the feasibility period and adjust the terms of the agreement.   

It is recommended that the Board approve the Third Amendment.     

Approve increase of Board of Trustee's Stipend by 5 percent, effective  7/1/22.

Approval to increase the Board Members stipend by 5 percent, effective 7/1/22, as authorized by Board Bylaws 9250(a). 

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 
• Gateway Discussion