At the inception of Measure L, the District hired a roofing engineer to assess roofing throughout the District. The Facilities Master Plan, listed reroofing of the schools as a Priority 1 action for the District. The District to date has completed 17 school sites out of 20.  Abbott Middle School is the next one in line. 

The District through public contract code, solicited public bids for the roof replacement and repairs at Abbott.  Bid openings took place on Tuesday, February 19, 2019. The lowest responsible and responsive bidder was Andy’s Roofing Company Inc. with a total base bid of $733,300.00.

The District recommends awarding the contract in the amount of $733,300.00 to Andy’s Roofing Company Inc. to replace and repair roofs at Abbott Middle School during the 2019 spring and summer break. The contract is within the Measure L and Facilities Master Plan Budget.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE BID #19-152 - ANDY'S ROOFING COMPANY INC. FOR THE ROOF REPLACEMENT AND REPAIR PROJECT AT ABBOTT MIDDLE SCHOOL.

The San Mateo County Office of Education is the District’s current Internet Service provider.  Per E-Rate rules, the District filed for a Form 470 soliciting bids for service from other providers.   

 Based on cost and rating categories, SMCOE received a 95% in overall ranking compared to other vendors.

In 2015, the District purchased a Palo Alto 5060 firewall to protect the District from various online threats.  A support contract on the current firewall costs needed, and a three year support contract is approximately $149,000.  

This year, the District filed for E-Rate, a federal subsidy program for schools, and placed a form 470 request for a new Palo Alto Firewall Model 5220. With nearly identical specifications to the old 5060, the new 5220 has a lower purchase price, thus having lower overall support cost over the life of the device. the cost of the Palo Alto Support is approximately 16% of the list price.

With the new firewall, the District will receive new hardware, a new three-year support contract, and a discount via the Erate program.  The new contract will reduce the District’s cost in the current year by approximately $20,000, and is projected to save $48,000 in support contracts in year four and five.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE ERATE FORM 470/BID FOR THE PURCHASE OF A PALO ALTO 5220 FIREWALL.

The financial savings through the E-Rate program on a yearly basis is approximately $206,000.00.

Since 1991, the District has benefited from a parcel tax (Measure B) 

Measure B provides for an annual cost of living adjustment and an automatic adjustment in the District’s Gann Appropriation Limit. The attached resolution provides the percentage rate adjustment for the next fiscal/tax year. The rate increase per the consumer price index (CPI) adjustment through December of the prior calendar year is 4.5%. Therefore, the following applies:

 • The Measure B 1991 Parcel Tax for 2018-2019 is $111.20, and will increase to $116.20 for 2019-2020.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE RESOLUTION NO. 28/18-19 ESTABLISHING THE 2019-2020 RATE FOR THE DISTRICT’S PARCEL TAX OF 1991, AUTHORIZING THE SAN MATEO COUNTY CONTROLLER TO PLACE SAID TAXES ON THE TAX ROLLS AND AUTHORIZING AN EQUIVALENT INCREASE IN THE DISTRICT’S GANN LIMIT.

General Fund: $163,000

On June 5, 2014, the Board of Trustees adopted Board Policy 1330 on the Use of School Facilities.  The Civic Center Act allows for school facilities to be used by the community during non-school hours and other times when the site is not being used for school related activities. If an individual or group wishes to reserve the use of a facility for a specific event, a Facility Use Permit is submitted.

Through Civic Permits, the District’s online registration system, facility use requests are then reviewed and accommodated as the District is able. Non profit organizations pay the “Direct Cost Fee” and for profit organizations pay a “Fair Rental Fee.”  This process, and the revenue generated from the use of facilities, is a revenue enhancement for the District’s general fund and is shared with the sites whose facilities are being used.

The Facilities Use Fees Schedule is adjusted annually by the percentage change in the Consumer Price Index (CPI) to keep pace with inflation and the growing cost of letting facilities. The CPI for December 2018 is 4.5%.

The Facilities Use Fee Schedule for the fiscal year 2019-2020 reflects the following changes:

• A CPI increase of 4.5%
• A custodial staff salary increase of 5.5%

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE FACILITIES USE FEE SCHEDULE FOR THE 2019-2020 FISCAL YEAR.

General Fund:  $16,000 (estimated revenue increase)

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.

Annually, Board Meeting dates are set by the Trustees.  The San Mateo-Foster City School District Board Policy establishes 1-2 Board meetings per month from July through August.  Additionally, AB2449 requires that the Annual Reorganization meeting be held within 15 days following the second Friday in December.  Note that the CSBA Annual Conference is December 4-6, 2019.  Taking these requirements and considerations into account, the attached schedule of Board Meetings is presented for Board approval.   

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE ATTACHED BOARD MEETING DATES FOR 2019-2020.

The month of March 2019 has been designated as “National Developmental Disabilities Awareness Month” in order to celebrate and recognize people with disabilities in our schools and communities.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE RESOLUTION NO. 29/18-19 TO OBSERVE MARCH 2019 AS NATIONAL DEVELOPMENTAL DISABILITIES AWARENESS MONTH.  

N/A

Resolution No. 30/18-19 AB 428 will bring additional funding to districts for educational and health related services for Special Education.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE RESOLUTION NO. 30/18-19  AB 428 FUNDING FOR CHILDREN WITH DISABILITIES.

In order to comply with the provisions of the Education Code and in accordance with Board Policy, staff will present the Second Interim Report for 2018-2019. This report is a summation of actual revenues and expenditures through January 31, 2019 and a projection of revenues and expenditures for the remainder of the fiscal year through June 30, 2019.

The Second Interim Report includes adjustments that are being made to the budget since the revisions that were approved by the Board at First Interim.  This report includes General Fund Unrestricted, Restricted, all other District Funds, and Multi-Year Projections for the two subsequent years.  It will be presented to the Board for information. 

The District is presenting the Second Interim Report with a positive certification stating it can meet its financial obligations for the current fiscal year and the two subsequent years.

At the March 21, 2019 Board meeting, the Second Interim will be brought to the Board for approval prior to being submitted to the San Mateo County Office of Education for audit.  Final submission will be to the State.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE 2018-2019 SECOND INTERIM FINANCIAL REPORT.

As noted in the financial report

District staff and staff from the City of San Mateo Department of Public Works and the Parks and Recreation Department have been in discussions over several months about the need to amend the original 1985 Agreement between the City and the School District in order for the District to construct a gym on the Northeast corner of the Bayside Academy field.  The 1985 Agreement provided the City with joint use of a part of the Bayside Academy property (playing fields) during non-school hours in exchange for improvements made to the Bayside property which included the installation of the soccer and baseball fields, a picnic area, restrooms and tennis courts as well as ongoing maintenance of these improvements.

Attached are two documents which are on the San Mateo City Council agenda for approval at the March 4, 2019 Council meeting.  The first document amends the 1985 Agreement to exclude the property to be occupied by the gym from the 1985 Agreement.  The second document is the Temporary Construction Agreement which pertains to the construction of the Bayside Academy Gym.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE 1) THE AGREEMENT BETWEEN THE SAN MATEO-FOSTER CITY SCHOOL DISTRICT AND THE CITY OF SAN MATEO AMENDMENT OF 1985 LEASE OF PARK SITE WITHIN BAYSIDE MIDDLE SCHOOL BOUNDARY AND, 2) TEMPORARY CONSTRUCTION AGREEMENT BETWEEN SAN MATEO-FOSTER CITY SCHOOL DISTRICT AND CITY OF SAN MATEO.

Fiscal impact includes staff and attorney time to prepare and finalize the Agreements.