The Williams Case resulted in a new Education Code designed to address complaints or deficiencies at schools related to instructional materials, emergency or urgent facility conditions that pose a threat to the health and safety of pupils or staff, and teacher vacancy or misassignment.

The Williams Settlement Education Code 35186 requires that a quarterly report be made to the Board of any complaints related to the Williams Case. There have been no complaints filed for the second quarter of the 2018-2019 school year.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES ACCEPT THE QUARTERLY REPORT ON WILLIAMS UNIFORM COMPLAINTS.

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The District provides services for individual Special Education students according to commitments made in the student's Individualized Education Plan (IEP). When appropriate services are not able to be provided through District programs, the District contracts with a Non-Public School (NPS) or Non-Public Agency (NPA) for those services. Listed contracts are for the 2018-2019 school year (see attachment).

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE NON-PUBLIC AGENCY/ NON-PUBLIC SCHOOL (NPA/NPS) CONTRACTS IN THE AMOUNT OF $64,766.60.

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 Borel Gym and Classrooms.  All four vendors responded with proposals. After reviewing the proposals, Signet was selected and approved by the Board.  However, upon receipt of the District contract, there were some terms in the contract that Signet did not agree with and refused to sign the contract. Signet requested that their proposal be withdrawn.

The Facilities Dept. next, reached out to Construction Testing Services (CTS).  Their proposal is acceptable and the Facilities Department recommends awarding the contract to CTS to provide special materials testing and construction inspection services for the new Borel Gym and Classroom Project.  CTS's proposal includes, but is not limited to, batch plant inspections, reinforcing steel, structural and miscellaneous steel, structural concrete, and shotcrete inspections.  CTS proposal is in the amount of $85,518. 

$85,518 - Measure X Funds

The existing sewer system at Bowditch Middle School is starting to fail as evidenced by several depressions in the playing field which is a sign of a pipe collapse.  The existing sewage lift station, where sewage collects before it is ejected into the municipal lines, is starting to deteriorate.  In order to keep the school’s sewer system functioning properly and to ensure that the sewer system is able to handle the addition of new buildings per the Measure X bond, a new and larger lift station will need to be designed and engineered to replace the aging lift station.  

A proposal was solicited from HED Design (formerly Deems Lewis McKinley), which is one of the firms that is in the District’s pool of ten Architects. 

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE PROPOSAL FROM HED DESIGN TO PROVIDE DESIGN AND ENGINEERING SERVICES FOR THE UPGRADE AND REPLACEMENT OF THE SEWAGE LIFT STATION AT BOWDITCH MIDDLE SCHOOL.  

$60,070.00 ($55,070 for Design Services + $5,000 for reimbursable expenses which may be used in whole or in part) - Routine Restrictive Maintenance Budget

Pursuant to the contract awarded by the Board of Trustees on February 22, 2018, Environmental Systems Inc. has furnished all materials and finished all labor for the completion of the work related to the Bowditch HVAC (heating, venting, and air conditioning) Replacement Project #M&O2018-11. With the approval of the Board of Trustees, the attached Notice of Completion will be filed with the San Mateo County Clerk's Office as required by law. 

On November 2, 2017, the Board of Trustees approved a contract with State Roofing Systems, Inc. as the lowest bidder for a Built-up Single Ply Roofing at Administration Building and Library at Sunnybrae Elementary School in the amount of $107,202.00.

The District, in working with State Roofing Systems, Inc., added additional work at the Library Roofing.  This was originally omitted from the bid, but was added again during the work.  It resulted in Change Order No.1, totaling $2,200.0 

In the bid documents, the District provided an allowance to the project for unforeseen conditions in amount of $2,500. With the work performed by State Roofing Systems, Inc., the Change Order No.1 resulted in a credit to the District in the amount of $300.00.

The new contract amount with State Roofing Systems, Inc. for the Built-up Single Ply Roofing at the Administration Building and Library for Sunnybrae Elementary School is $106,902.00.  This contract amount is within the measure L funding. 

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE  CHANGE ORDER NO.1 FOR STATE ROOFING SYSTEMS, INC. FOR THE ADDITIONAL WORK OF THE ROOFING PROJECT AT SUNNYBRAE ELEMENTARY SCHOOL.

Credit ($300.00) - Measure L funding

The District is in the process of transitioning from WestLake Builders and taking over the New Foster City Elementary School design contract and some of its consultants. As we start this transition, one of the key players is the Architect of Record. Pending negotiation and subsequent execution of the District-Architect Agreement, both parties agree that an interim proposal is needed.

Below is an outline of what HMC will be assisting in during this transition. 

• Interim Grading Plan Scope (Meetings +Design of Plans/Details + Construction Administration)
• Public Bid (Re-bid #1 for the Architect/Engineers)
• Incorporation of previous bid Requests for Information (RFI), including DSA processing, into the new Bid Set (Delta F)
• Storm Water Pollution Prevention Plan (SWPPP) coordination, QSP management and processing by BKF Civil Engineers
• District and City Meetings during the next two months to coordinate the above

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE INTERIM PROPOSAL FROM HMC ARCHITECTS IN THE AMOUNT OF ONE HUNDRED THIRTY THOUSAND ONE HUNDRED AND TEN DOLLARS ($130,110.00) 

$130,110.00 - Measure L Funding 

The North Central New School Building Project was selected as a Phase 2 Measure X Construction Project at the January 21, 2016 Board Meeting.  This project is located at the corner of East Poplar Ave. & North Humboldt Street in San Mateo and its owned by the San Mateo-Foster City School District.  As part of the project for the North Central New School, the District with Roux Associates, Inc. completed a Phase 1 Environmental Site Assessment (Phase 1 ESA) report. This is a requirement by California Department of Education (CDE) and Department of Toxic Substances Control (DTSC) for all new schools.  The report and findings from Roux Associates, Inc. indicate that the State of California will require a Preliminary Endangerment Assessment (PEA) report to investigate any further potential environmental issues at this site.

The District, in working with Roux Associates, encountered an expanded scope of work and investigation requirements of the Preliminary Endangerment Assessment (PEA) from the DTSC - Round 2 of review comments.  They require 6 more onsite soil borings, sampling, and testing for groundwater and paint.  All the samples that have been taken onsite need to go to a laboratory for analysis. 

The cost of Change Order No. 2 to the original contract is $27,500 (68.75% of the original contract).  The total of Change Order Nos. 1 & 2 to the original contract is $49,100 (122.75% of the original contract).  

The new contract amount will be $89,200 which is within the Measure X budget.

This work will provide the necessary requirements and approvals from the DTSC.  

$27,500 - Measure X Funds 

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.

IT IS RECOMMENDED THE BOARD OF TRUSTEES ACCEPT THE GIFTS PRESENTED TO THE SCHOOLS AS APPROVED BY THE SUPERINTENDENT.

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

The Equity Resolution calls for a Task Force to examine the policies and practices of the District with an equity lens.  An interview team with representatives from SMEAA, SMETA, CSEA, DAC/DELAC, Community Partners and the Board scored applications and held interviews.  A slate will be presented to the Board for final approval.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES ACCEPT THE SLATE FOR THE TASK FORCE AS PRESENTED.

Communications is a rapidly changing and vital link between schools and families. The Communications Committee is in the process of reviewing our communications systems and usage throughout the District. Actions that have been taken thus far will be shared as well as future actions.

The Board presentation will describe the Local Control Accountability Plan(LCAP) Engagement Planning for 2019-2020 school year.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE INFORMATION REGARDING THE LOCAL CONTROL ACCOUNTABILITY PLAN(LCAP) ENGAGEMENT PLANNING FOR 2019-2020.

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Every January, the Governor has the responsibility to submit a Budget Proposal for the following fiscal year. On January 10, 2019, the Governor unveiled his proposal for the state budget for the 2019-2020 fiscal year.

Staff will present highlights of the Governor's 2019-2020 budget proposal as it relates to education and to the development of the 2019-2020 budget for the San Mateo-Foster City School District.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE INFORMATION REGARDING THE GOVERNOR'S JANUARY 2019 PROPOSED STATE BUDGET FOR 2019-2020.

To Be Determined

After meeting and conferring with Confidential employees and SMEAA, the Superintendent recommends a 3% increase to the Confidential and Management salary schedules retroactive to July 1, 2018 for the 2018-2019 school year and a 2.5% increase to the Confidential and Management salary schedules effective to July 1, 2019 for the 2019-2020 school year.

Assembly Bill (AB) 1200 requires local education agencies to publicly disclose costs related to provisions of all collective bargaining agreements prior to entering into an agreement. Attached for information to the Board are copies of the disclosure forms for employees in the Confidential and SMEAA groups which summarize the financial implications of the salary increase.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE THE AB 1200 PUBLIC DISCLOSURE DOCUMENTS FOR INFORMATION AS PRESENTED.

The agreement has a financial impact on the District as there is an ongoing cost beginning with the 2018-2019 year. The costs include $266,272 for 2018-2019; $496,336 for 2019-2020 and $501,535 for 2020-2021. 

After meeting and conferring with Confidential employees and the San Mateo Elementary Administrators Association (SMEAA), the Superintendent recommends a 3% increase to the Confidential and Management salary schedules retroactive to July 1, 2018 for the 2018-2019 school year and a 2.5% increase to the Confidential and Management salary schedules effective July 1, 2019 for the 2019-2020 school year. 

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE SALARY INCREASES AND THE ASSOCIATED CONFIDENTIAL AND MANAGEMENT SALARY SCHEDULES FOR 2018-2019 AND 2019-2020.

The agreement has a financial impact on the District as there is an ongoing cost beginning with the 2018-2019 year. The costs include $266,272 for 2018-2019; $496,336 for 2019-2020 and $501,535 for 2020-2021.  Included are the Confidential and Management Salary Schedules reflecting the salary increases for 2018-2019 and 2019-2020.

The Human Resources Department updates the Certificated Seniority list on an annual basis and distributes it to all District sites for review.  Certificated staff has reviewed the list for accuracy during the 5 days mandated review period.  Corrections have been made and this list reflects the up-to-date information.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE UPDATED CERTIFICATED SENIORITY LIST FOR THE 2018-2019 SCHOOL YEAR, AND RECOGNIZES THAT FURTHER CORRECTIONS MAY BE MADE IF NECESSARY.

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