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 third quarter of the 2018-2019 school year.

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

None

The District is required to obtain geotechnical testing services required by DSA and the California Geological Survey (CGS). The District engaged the services of Bagg Engineers Inc. to complete the Geotechnical Engineering Studies and Geologic Hazards review (Report) for the upcoming Abbott Middle School New Gym and Classrooms Project. We now need to move onto the next step and obtain Bagg Engineers Inc. 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, subgrade, and baserock compaction for the gym building pad slab-on-grade; subgrade and baserock compaction for the locker rooms and classrooms building pad slab-on-grade, observation of footings; subgrade and baserock compaction for exterior concrete flatwork; utility backfill compaction; and office support and material review and approval, response for Requests for Information (RFI's), site meetings and consultation; and preparations of required DSA progress reports and final close out documents.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE PROPOSAL WITH BAGG ENGINEERS INC. FOR  SOIL AND ENGINEERING SERVICES DURING CONSTRUCTION FOR THE ABBOTT MIDDLE SCHOOL NEW GYM AND CLASSROOMS PROJECT.

On June 16, 2011, the Board of Trustees approved the Modernization and New Construction for the Fiesta Gardens International School Project. Part of the project was to install Poured-in-Place play matting at the play structure areas due to the fact that the matting showed substantial wear and tear which created a safety hazard to students. Since the matting warranty has expired, the upkeep of the existing matting requires increased funding and resources from the Maintenance Department.

The District recommends replacing the matting at the Primary and Upper Grade playgrounds.

On August 8, 2014, the  Board of Trustees approved a contract with SofSurfaces, Inc., for purchasing district-wide play structure matting and installation using the Sourcewell (formerly known as NJPA) contractual obligations. Purchasing of the matting directly from the manufacturer using the Sourcewell contract offers the District substantial savings by lowering the matting cost and eliminating contractor's mark-ups. 

The District negotiated with SofSurfaces, Inc., to purchase new matting, remove existing matting, and install the new matting using provisions contained  in the agreement dated August 8, 2014.

The contract amount with SofSurfaces, Inc., for the purchase of the matting with demolition and installation at Fiesta Gardens International School is $121,613. 

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE CONTRACT WITH SOFSURFACES, INC., FOR THE DEMOLITION OF EXISTING MATTING, PURCHASE AND INSTALLATION OF THE NEW MATTING FOR FIESTA GARDENS INTERNATIONAL SCHOOL. 

$121,613.00 - Routine Maintenance Fund 

On January 11, 2018, the Board of Trustees approved dsk Architects as the architectural firm for the Parkside Elementary School Portable Conversion Project.

The scope of the project has been expanded. Originally the Architect was only preparing drawings for the installation of a restroom portable and associated site work, including the utilities.  The second scope change was to to include restrooms inside 4 portables.  This third scope change is for the addition of 2 play areas, additional fencing, accessibility work, site visit and documentation of as-built conditions, and coordination of any revisions that need to be made on-site.  dsk Architects will submit a Construction Change Directive to DSA for approval and the close out of the project with DSA.  

To implement the above services, dsk Architects will increase a not-to-exceed fee of $5,400.  The total cost of the project will be $56,150.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE AMENDMENT NO. 3 FOR dsk ARCHITECTS IN THE AMOUNT OF $5,400.00.

$5,400 - Enterprise Fund

On June 16, 2011, the Board of Trustees approved the College Park Elementary School & Turnbull Child Development Center Modernization Project. Part of the Project at Turnbull Child Development Center (Turnbull) was the installation of a Poured-in-Place matting for the playground area. The matting at Turnbull is showing considerable wear and tear since installation.  The matting warranty has expired and the upkeep of the existing matting requires substantial funding from Turnbull and resources from the Maintenance Department.

The District recommends the replacement of the matting at the Kinder playground.

On August 8, 2014, the  Board of Trustees approved a contract with SofSurfaces, Inc., for purchasing district-wide play structure matting and installation using the Sourcewell (formerly known as NJPA) contractual obligations. Purchasing of the matting directly from the manufacturer using the Sourcewell contract offers the District substantial savings by lowering the matting cost and eliminating contractor's mark-ups. 

The District negotiated with SofSurfaces, Inc., to purchase the new matting with installation for Turnbull CDC using provisions contained in the agreement dated August 8, 2014.

The contract amount with SofSurfaces, Inc., for the purchase of the matting with demolition and installation of the kinder playground is $55,019.
 

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE CONTRACT WITH SOFSURFACES, INC., FOR THE PURCHASE OF THE MATTING, DEMOLITION OF THE EXISTING MATTING, AND INSTALLATION OF THE NEW MATTING FOR THE TURNBULL CHILD DEVELOPMENT CENTER.

$55,019.00 - Fund 63: Enterprise Fund for Fee Based Preschool.

California Clean Energy Jobs Act (Prop 39) provided funds for projects that would improve energy efficiency within schools.

After careful consideration, the District determined that the best use of funds would be to replace existing fluorescent lighting with LED lighting in classrooms, offices, gyms, libraries, and exterior lighting at our school sites throughout the District. 

On August 21, 2014, the Board approved the Prop 39 Energy Expenditure Plan for the interior and exterior lighting at district schools. This project includes labor for replacing interior lighting at Brewer Island Elementary, George Hall Elementary, Highlands Elementary, LEAD, and Sunnybrae Elementary Schools as well as labor to replace all exterior lighting at all 20 district schools and Turnbull Child Development Center sites. 

Bids were solicited for the labor portion of this project as per public contract code. The District recommends awarding the contract for the base bid amount of $396,636.09 to Vitality Construction Inc. The contract is within the California Clean Energy Jobs Act (Prop 39).

The public bidding process allows for contractors to bid on a set of specifications which identifies certain requirements that need to be met. In a competitively bid project, contractors often submit different products for the same specification item.  From a maintenance standpoint, this is problematic as it does not promote consistency or operational efficiency. 

The District has been using certain products or manufacturers for awhile and these products/manufacturers are proven in our District to have provided the best value and efficiency.

By creating a District Standard for specific items used in construction, it assures that the District is able to use these proven products/manufacturers in all of the District's construction or modernization projects and that consistent products will be used throughout all of the District's facilities. 

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE RESOLUTION NO. 33/18-19 APPROVING CERTAIN PRODUCTS OR MANUFACTURERS AS DISTRICT STANDARD ITEMS.

Minimal impact as the cost of a District standard item does not generally vary from similar products.

In the spring of 2018, Google ended support for the Play for Edu store, which was a service that San Mateo-Foster City School District used to manage and deploy applications to approximately 1000 Google Nexus 7 tablets.  The tablets have become obsolete in terms of hardware support and age.  Tablet functionality and support during the 2018-2019 school year has been problematic and thus, must be replaced.

The District needs to replace these older tablets and carts that were targeted for K-2 with devices that are supported and have the flexibility to meet teacher and student demand for use in daily instruction.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE PURCHASE OF TABLET DEVICE REPLACEMENTS.

Chromebook purchase will total approximately $484,000 in the current 2018-2019 fiscal year.

The 2019-2020 Budget Development Assumptions is a planning document that links financial decisions to educational policy. These assumptions reflect the current economic situation, as is known at this time, and are updated during the budget process to include any new developments from the state budget adoption process or other economic indicators that may impact the District's budget.  

A draft of the 2019-2020 Budget Assumptions was presented to the Board at its regular meeting on March 21, 2019.  No changes have been made to the draft presentation.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE 2019-2020 BUDGET ASSUMPTIONS.

As noted

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.

Per Education Code 45114, the Governing Board may lay off classified employees for lack of work and/or lack of funds.

The recommendation for reduction of Classified Services for 2019-2020 in the attached resolution are based on elimination of positions due to restructuring and/or to increase efficiencies. 

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE RESOLUTION 32/18-19 TO REDUCE CLASSIFIED SERVICES AND CORRESPONDING 1.0 FTE CLASSIFIED EMPLOYEE IN ACCORDANCE WITH PROCEDURES PROVIDED BY EDUCATION CODES 45298 AND 45308, AS NECESSARY, TO ADDRESS POSSIBLE CHANGES TO PROGRAM SERVICES.

$134,090

The District presentation will engage the Board Members and local community to seek input on the development of the Local Control Accountability Plan (LCAP).

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE INFORMATION AND DISCUSS PRIORITIES FOR THE LOCAL CONTROL ACCOUNTABILITY PLAN (LCAP).

None

The Board presentation will describe the professional development programs offered to staff, objectives and levels of participation during the 2018-2019 school year.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE INFORMATION REGARDING PROFESSIONAL DEVELOPMENT PROGRAMS OFFERED IN THE 2018-2019 SCHOOL YEAR.

None

In November 2018, the voters passed Measure V, Excellence in Education, to preserve quality education by:

• attracting and retaining excellent teachers and staff
• providing outstanding reading, writing, math, and science programs
• enhancing programs including science, technology, engineering, math, and 
• supporting art, drama, and music programs.

The parcel tax by law must be levied equally on all taxable property parcels within the School District’s boundaries except in cases where school districts provide exemptions allowed by law. 

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE RESOLUTION 34/18-19 ACCEPTING THE CERTIFICATION OF THE NOVEMBER 6, 2018 MEASURE V ELECTION, ESTABLISHING THE MEASURE V PARCEL TAX RATE FOR 2019-2020, 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.

The Board of Trustees requested information on the recent history of Facilities Master Planning in the District and to discuss the state of present needs.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE INFORMATION ON DISTRICT FACILITIES MASTER PLANS AND DISCUSS THE STATE OF PRESENT NEEDS.