It is recommended that the Board of Trustees take action to elect the following officers:

President

Vice President

Clerk

Trustee Representative

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES TAKE ACTION TO ELECT OFFICERS FOR 2019: PRESIDENT, VICE PRESIDENT, CLERK, AND TRUSTEE REPRESENTATIVE. 

The following liaison appointments will be made by the Board President:

Secretary of the Board

Legislative Representative

Liaisons to San Mateo City Council

Liaisons to Foster City City Council

Liaison to the San Mateo - Foster City Education Foundation

Liaison to PTA Coordinating Council

Liaison to the District Special Education PTA

Liaison to the District English Language Advisory Council

Liaison to the Sanctuary Task Force

Liaisons to Enrollment Growth Study Group

Liaisons to the Equity Task Force

Liaison to the Home Room Committee

The 2018-2019 state budget includes funding to support the recruitment, preparation, and support of new special education teachers.  This competitive grant may be used for local efforts to recruit, prepare, develop support systems, and retain special education teachers.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RATIFY THE SUBMISSION OF THE LOCAL SOLUTIONS GRANT APPLICATION FOR THE TEACHER SHORTAGE OF SPECIAL EDUCATION TEACHERS.

If awarded, up to $820,500 over five years with up to $108,500 in the current year.

Pursuant to the contracts awarded by the Board of Trustees on June 7, 2018, Cumiskey Construction Corporation, has furnished all materials and finished all labor for the completion of the work related to the Abbott Middle School Modernization Project #18-133. With approval of the Board of Trustees, the attached Notice of Completion will be filed with the San Mateo County Recorder's Office as required by law.

On March 29, 2018, the Facilities Department published a Request for Qualifications (RFQ) for Inspector of Record (IOR) services as required by the Division of State Architect (DSA) for all approved DSA projects.  No submittals for IOR services were received in response to the District's RFQ.  As a result, the Facilities Department contacted several inspectors and conducted interviews. Construction Inspection Services was chosen for the Bayside Gym Project.  

The DSA requires one full time Class 1 DSA inspector for the Bayside Gym Project. The inspector will be responsible for all aspects of construction inspections, special testing inspections, and all additional DSA required oversight on this project. 

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE PROPOSAL WITH CONSTRUCTION INSPECTION SERVICES FOR DSA IOR SERVICES FOR THE BAYSIDE ACADEMY GYM PROJECT.

$167,200.00 - Measure X Funding  

On December 4, 2015, the Facilities Department published a Request for Qualifications (RFQ) for Special Testing and Inspections for the upcoming Measure X Projects.  Four firms were selected:  Construction Testing Services, Consolidated Engineering Labs, Smith-Emery and Signet.  The Facilities Department reached out to the pool of special inspectors to request a quote for special testing and inspections for the new Bayside Gym. Two vendors responded; Consolidated Engineering Laboratories and Construction Testing Services. Both consultants' pricing were very competitive and within ten thousand dollars of each other. 

As such, Construction Testing Services (CTS) submitted the lowest proposal to provide special materials testing and construction inspection services for the new Bayside Gym; located at 2025 Kehoe Ave. CTS proposal includes, but is not limited to, batch plant inspections; reinforcing steel, structural and miscellaneous steel; structural concrete; glu-lam beam inspections and geo-technical Engineer of Record. CTS proposal was in the amount of $111,720.00. 

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE CTS FOR SPECIAL MATERIALS TESTING AND INSPECTION SERVICES FOR THE BAYSIDE ACADEMY GYM BUILDING PROJECT. 

$111,720.00 - Measure X Funding 

On March 29, 2018, the Facilities Department published a Request for Qualifications (RFQ) for Inspector of Record (IOR) services as required by the Division of State Architect (DSA) for all approved DSA projects.  No submittals for IOR services were received in response to the District's RFQ.  As a result, the Facilities Department contacted several inspectors and conducted interviews.  Construction Inspection Services was chosen for the Borel Middle School Gym and Classroom Buildings Project, Increments 1, 2 and 3.

The DSA requires one full time Class 1 DSA inspector for the Borel Project for all three Increments, which is anticipated to last approximately 18 months. The inspector will be responsible for all aspects of construction inspections, special testing coordination and inspections, and all additional DSA required oversight on this project.

The fee for the full time inspector is based on 312.5 working days at a rate of $95/hr. for a total of $237,500.00.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE PROPOSAL FROM CONSTRUCTION INSPECTION SERVICES FOR THE DSA IOR SERVICES FOR INCREMENTS 1, 2, AND 3 OF THE BOREL MIDDLE SCHOOL GYM AND CLASSROOM BUILDINGS PROJECT. 

$237,500.00 - Measure X Funding.

The District is required to obtain geotechnical testing services required by DSA and the California Geological Survey (CGS). The District engaged the services of Cleary Consultants, Inc. to complete the Geotechnical Engineering Studies and Geologic Hazards review (Report) for the upcoming Borel Middle School New Gym and Classrooms.  We now need to move onto the next step and obtain Cleary Consultants to perform the geotech monitoring, testing, and inspections during construction.

Their role in the construction phase is the monitoring and inspection of the following: Demolition, grading and engineered fill placement; subgrade and baserock compaction for Gym Building pad slab-on-grade; subgrade and baserock compaction for Classroom Building pads slab-on-grade; observation of spread footing excavations; subgrade and baserock compaction for exterior concrete flatwork; subgrade and baserock compaction for asphalt pavements; utility trench backfill compaction; office support and material review and approval, response to RFIs, site meetings and consultation; and preparation of required DSA progress reports and final close out documents. 

$22,000

Measure X Funds

On December 4, 2015, the Facilities Department published a Request for Qualifications (RFQ) for Special Testing and Inspections for the upcoming Measure X Projects.  Four firms were selected:  Construction Testing Services, Consolidated Engineering Labs, Smith-Emery and Signet Testing Labs, Inc.  The Facilities Department reached out to the pool of special inspectors to request a quote for special testing and inspections for the Borel Middle School New Gym and Classrooms in San Mateo.  All 4 vendors responded. Two consultants' pricing were very competitive and within five hundred dollars of each other. 

As such, Signet submitted the lowest proposal to provide special materials testing and construction inspection services for the Increment 1 of the New Gym and Classrooms at Borel Middle School; located at 425 Barneson Ave. in San Mateo, California. Signet's proposal includes but is not limited to structural concrete and shotcrete inspections. Signet's proposal was in the amount of $36,904.00. 

$36,904

Measure X Funds

While installing the sewer line to the new classroom portable at Parkside Montessori School, staff learned that the existing sewer pipe connection had the incorrect slope.  In order to fix this issue excavation is required for the installation of a sewer grinder/pump.  This type of repair is costly but necessary to prevent effluent from backing up in the toilets or onto the ground near classrooms.  Anza Engineering would provide the all the trenching, excavation, backfilling, and compacting necessary for the sewer pump/grinder to be installed.  This would include the plumbing and electrical trenches associated with the sewer pump/grinder. This work is step 1 of the overall sewer line repair.  Step 2 is the work to be performed by Systems Plumbing - the piping and the sewer pump/grinder equipment to be installed (Agenda Item 8.2.9).  Step 3 is the electrical work (dollar amount is below $15k) of hooking up the new sewer pump/grinder.  The total of all 3 steps is $58,661.   

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE CONTRACT WITH ANZA ENGINEERING, INC. FOR THE SEWER LINE REPAIR AT PARKSIDE MONTESSORI ELEMENTARY SCHOOL.

$19,943. Restricted Routine Maintenance Fund. 

While installing the new sewer line for the classroom portable at Parkside Montessori School, it was discovered that the existing sewer pipe connection had the incorrect slope.  In order to fix this issue, excavation is required for the installation of a sewer grinder/pump.  This type of repair is costly but necessary to prevent effluent from backing up in the toilets or onto the ground near classrooms.  Systems Plumbing would provide all the piping and the sewer pump/grinder equipment to be installed.  This work is one portion of the overall work that will need to be done in order to fix the sewer line connection.  This work is step 2 of the overall sewer line repair.  Step 1 is the work to be performed by Anza Engineering - the trenching, excavation, backfilling, and compacting necessary for the sewer pump/grinder to be installed (Agenda Item 8.2.8).  Step 3 is the electrical work (dollar amount is below $15k) of hooking up the new sewer pump/grinder.  The total of all 3 steps is $58,661.  

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE CONTRACT WITH SYSTEMS PLUMBING FOR THE SEWER LINE REPAIR AT PARKSIDE MONTESSORI SCHOOL.

$32,250.  Restricted Routine Maintenance Fund. 

On March 29, 2018, the Facilities Department published a Request for Qualifications (RFQ) for Inspector of Record (IOR) Services as required by DSA for all DSA approved projects.  At the date of submission, no submittals were received.  The Facilities Department contacted several inspectors and conducted interviews. Consolidated Safety Services was chosen for the new elementary school in Foster City.

Per DSA Interpretation of Regulations A-12 (IR A-12),  DSA requires two inspectors for larger more complex  projects, or if the construction costs exceeds more than $15 Million.  The lead inspector must be a Class I inspector and the assistant inspector may be a Class II inspector.  This proposal is for both the lead Class I inspector and Class II inspector in the amount of $584,370.00.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE PROPOSAL FROM CONSOLIDATED SAFETY SERVICES FOR THE DSA IOR SERVICES FOR THE NEW ELEMENTARY SCHOOL IN FOSTER CITY. 

$584,370.00 - Measure X Funding. 

Per Board Policy 3312, the Board may, by a majority vote, delegate to the Superintendent or designee the authority to enter into contracts on behalf of the District.  To be valid or to constitute an enforceable obligation against the District, all such contracts must be approved and/or ratified by the Board.  Contracts are available for review upon request in the Business Services department.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE LIST OF CONTRACTS AND CONSULTANTS OF $45,000 and UNDER.

Board Policy 3314 states the following: It shall be the practice of the administration to present the Board of Trustees with copies of all warrant registers for information and review at each regularly scheduled meeting of the Board of Trustees. As Policies 3100 (budget) and 3110 (transfer of funds) provide criteria for Board authorization of all expenditures, both personnel and non-personnel items, prior to the actual payment of the obligation, warrants will be distributed to the vendors and employees after audit by the County Superintendent of Schools.

Education Code Sections 42631-36 requires the Board of Trustees approve all expenditures made by the District.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE ATTACHED DISTRICT EXPENDITURES.

None – Expenditure provided for in the 2018-2019 budget.

The Board of Trustees passed an Equity Resolution on September 27, 2018.  The Resolution is attached to this item for reference.  During the December 6, 2018 Board meeting the Trustees will provide direction for the process of reviewing applications and selecting candidates.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES PROVIDE DIRECTION FOR THE PROCESS OF REVIEWING APPLICATIONS AND SELECTING CANDIDATES FOR THE EQUITY TASK FORCE.

The Board of Trustees passed an Equity Resolution on September 27, 2018.  In the Resolution, the District is to assign two district representatives to sit on the Equity Task Force by December 6, 2018.  The Superintendent will recommend for Board approval two district representatives to the Task Force.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE AND APPROVE THE SUPERINTENDENT’S ASSIGNMENT OF TWO DISTRICT STAFF TO THE EQUITY TASK FORCE.

The Board of Trustees passed an Equity Resolution on September 27, 2018.  During the December 6, 2018 Board meeting the Trustees will receive information on a facilitator for the Task Force and approve engagement.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE INFORMATION ON A FACILITATOR FOR THE TASK FORCE AND APPROVE ENGAGEMENT.

The Board of Trustees passed an Equity Resolution on September 27, 2018.  During the December 6, 2018 Board meeting the Trustees will review the San Mateo – Foster City School District’s Vision and Mission statements to ensure alignment with the District’s definition of Equity.  Options for updating the Vision and Mission will be presented and staff will seek direction on desired changes.

SMFC Definition of Equity adopted from the National Equity Project:

Educational equity means that each child receives what he or she needs to develop to his or her full academic and social potential.  Working towards equity involves:

• Ensuring equally high outcomes for all participants in our educational system; removing the predictability of success or failures that currently correlates with any social or cultural factor
• Interrupting inequitable practices, examining biases, and creating inclusive multicultural school environments for adults and children
• Discovering and cultivating the unique gifts, talents and interests that every human possesses.

 SMFC Vision:

The San Mateo – Foster City School District educates and inspires students to live, lead, and learn with integrity and joy. 

SMFC Mission:

Our students are prepared to positively impact a dynamic and diverse world as they:

• Develop career and life skills through academic excellence and personal wellness
• Become critical thinkers while taking responsible risks in their learning
• Acquire and exchange knowledge through collaboration and effective communication
• Utilize creativity and technology to maximize their potential
• Demonstrate socially responsible citizenship

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE INFORMATION AND PROVIDE DIRECTION REGARDING THE ALIGNMENT OF THE DISTRICT’S DEFINITION OF EQUITY AND THE DISTRICT’S VISION AND MISSION.

The intent of the California School Dashboard is to provide families, educators, and other stakeholders with an overview of how districts and schools are performing under California's school accountability system. The Dashboard provides a quick overview, with additional detail available, about overall student performance and student group performance on multiple measures of student success. The information in the Dashboard is used in identifying strengths, weaknesses and areas in need of improvement for districts and schools.  The Dashboard is also used to develop the Local Control Accountability Plan (LCAP).

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE INFORMATION ON THE CALIFORNIA SCHOOL DASHBOARD.

None

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE INFORMATION REGARDING THE EQUITY DATA USE PROCESS.

The District has been examining its budget with a focus on enhancing revenues and evaluating best practices in allocating its limited resources.  In August of this year, the District contracted with School Services of California (SSC) to further this work by performing a comprehensive review of the General Fund and all of the District's other funds. The SSC budget review tested revenue and expenditures by:

• Examining enrollment and ADA
• Reviewing the assumptions used for the LCFF calculation of state revenue and property tax assumptions
• Verifying state budget assumptions related to one time funding and other state and categorical funds
• Reviewing budget assumptions for federal revenues, interest income, and other local sources
• Verifying budgeted salary and benefit amounts
• Reviewing budget assumptions for the expenditures of supplies, operational items including contracted services, and capital outlay
• Reviewing fund balances, reserves, and potential sources of funds
• Examining cash flow projections and adequacy of cash balances

The SSC performed a comparative analysis of the revenues, expenditures, fund balance reserves, staffing ratios, and salaries and benefits using their statewide databases.  Their analysis measured the District's level of funding, expenditures, and staffing, as well as compensation, as compared to school districts of like size and with comparable resources.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE BOTH INFORMATION FROM SCHOOL SERVICES OF CALIFORNIA'S BUDGET REVIEW AND STAFF CONSIDERATIONS.

None

FIRST INTERIM FINANCIAL REPORT

Background

The District must file two interim financial reports with the state each year. Attached is the draft general fund summary of the First Interim report for 2018-19. This report includes actual revenue and expenditure information from July 1, 2018 through October 31, 2018, and projected expenditures through June 30, 2019. The District is submitting the First Interim Report with a positive certification, meaning it can meet its financial obligations for the current fiscal year and the two subsequent years. 

Revenue 

Local Control Funding Formula (LCFF)/Revenue Limit Sources includes: LCFF Base funding (primarily local property taxes), LCFF Supplemental funding, State Special Education funding, and Education Protection Account (EPA) from Proposition 30.

Federal Revenue includes: Special Education funding for Individuals with Disabilities Education Act (IDEA), Title I, Title II, Title III, Title IV allocations, and reimbursement for Medi-Cal billing. All Federal Revenue is legally restricted and subject to specific federal documentation and reporting requirements.

State Revenue includes: Lottery revenue, Mandated Block Grant reimbursement, After School Education and Safety (ASES), Tobacco Use Prevention and Education (TUPE), One-time discretionary funds for 2018-19, and the STRS On Behalf State Contribution (this is a paper only entry as STRS expenditures are increased by the same amount).

Local Revenue includes, but is not limited to: Parcel Tax revenue, Rental Income (includes leased site, field use and facility use fees), PTA donations, Safe Routes to School grant, and interest.

Carryover Balances

The changes presented at First Interim include adding expenditure carryover for district restricted programs. When the books are closed for the prior year, balances remaining in certain programs are eligible to be designated as restricted or deferred, and are carried over into the following year when they are reintroduced into the new budget at First Interim.

Expenditure accounts are increased with the addition of the carryover funds. The addition of these expenditures to the budget creates additional deficit spending at First Interim and throughout the year. The amount of the deficit will lessen when the books are closed and as actual expenditures are known.

Salaries

Certificated salaries vary from the original budget due to vacancies, leaves of absence, and staffing adjustments. Staffing changes were made between projected salaries and actual placement on the salary schedule for each new hire. The First Interim includes costs for salary schedule movement for years of experience and educational units (step and column) for certificated employees.

Classified and Management salaries are also adjusted to reflect actual costs of step and column increases for 2018-19.

Benefits: STRS and PERS Rate Increases

Health and welfare changes include the STRS On Behalf contribution. This expenditure is offset by a corresponding increase to state revenue.

STRS retirement rates are budgeted at 16.28% for the current year and 18.31% in 2019-20. PERS rates are budgeted at 18.062% for 2018-19 and 20.7% the following year.

STRS and PERS rates are increasing over the next few years to address the unfunded pension liabilities of each retirement system.  For STRS, the rate increases are set in statute and distributed amongst the state, employee contributions, and employer contributions.  Employee contribution rates will have increased 2.25% from 2013-14 through 2020-21 (from 8.0% to 10.25%).  Employer contribution rates will have increased 10.85% (from 8.25% to 19.10%) for the same period.

PERS rates are set by the PERS Board and are adjusted annually.  Employee contribution rates (for “classic” members) will remain at 7%.  Employer contribution rates are set to increase 11.958% through 2020-21 (from 11.442% to 23.4%).  The cost to the District of the combined STRS and PERS rate increases was $2.3 million for 2017-18, and is estimated to increase by approximately $1.8 million each year through 2024-25.

Basic Aid Fair Share Reduction

The Basic Aid Fair Share began as a reduction to state categorical funding for districts that were Basic Aid funded in 2013-14. While the District was Basic Aid for a brief period, including 2013-14, the “Fair Share Reduction” is an ongoing annual reduction of revenue to the District in the amount of $1.74 million.

The District is Basic Aid, or Community Funded, for the 2018-19 school year and is projected to remain a Community Funded through each of the years in the Multi Year Projection.

Upon Board approval of the First Interim Report, it is submitted to the County Office of Education for review and approval. Final submission is to the State.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE 2018-19 FIRST INTERIM FINANCIAL REPORT.

As shown in the financial report