The Board of Trustees passed an Equity Resolution on September 27, 2018 that established an Equity Task Force.  During the December 6, 2018 Board meeting the Trustees received information on a facilitator for the Task Force.  The Task Force selected PIVOT Learning to act as Facilitator for the balance of the 2018-2019 year and the 2019-2020 school year.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RATIFY THE PIVOT LEARNING FACILITATOR AGREEMENT FOR THE EQUITY TASK FORCE.

2018-2019 - $8,660

2019-2020 - $38,360

The Consolidated Application is submitted to the State Department of Education in two parts in order to qualify for a variety of state and federal categorical funding.  Part I regarding various state and categorical programs is due in June.  Part II regarding actual entitlements and documentation of allocation of funds is submitted in January.  Part I requests District participation in the following programs for the 2019-2020 school year.

1. Title I, Part A - Improving the Academic Achievement of the Disadvantaged
2. Title II, Part A - Teacher Quality, and
3. Title III, Part A - (LEP) English Learner
4. Homeless Education Policy

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE SUBMISSION OF THE CONSOLIDATED APPLICATION IN ORDER TO RECEIVE TITLE I, TITLE II, TITLE III, AND HOMELESS EDUCATION FUNDING, AND PARTICIPATE IN THE REQUISITE PROGRAMMING.

To Be Determined

The John W. Gardner Center (JGC) has developed the Youth Data Archive of matched longitudinal administrative data for conducting policy analyses for County leaders, school districts and practitioners.  Policy questions to be addressed using the Youth Data Archive are developed in collaboration with participating public agencies and representatives of local community-based organizations. 

Mental and behavioral health issues among children and youth are becoming increasingly prevalent and many needs remain undiagnosed.  Less than half of children receive treatment for the mental health challenges they face and schools are increasingly in the de facto position of detecting and responding to students' unmet mental health needs.  The Teen Mental Health Project - a partnership between San Mateo Union High School District, Peninsula Health Care District, and the Stanford Department of Psychiatry & Behavioral Sciences’ Center for Youth Mental Health Well Being has been working collectively for the past three years, and has identified a potential opportunity to improve the mental health of high school students.  The JGC is joining this partnership to engage in actionable research for student transitioning between elementary, middle and high school to: 1) analyze trends, 2) identify predictive factors that may relate to positive transitions or indicate students at risk, and 3)collaborate with Youth Mental Health to identify opportunities for support and intervention.  This team has requested the participation of partner districts including the SMFCSD.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE A DATA EXCHANGE WITH THE JOHN W. GARDNER CENTER TO ANSWER RESEARCH QUESTIONS TO HELP ADDRESS MENTAL HEALTH CHALLENGES AND BOLSTER THE LARGER COLLABORATIVE EFFORTS TO IMPROVE MENTAL HEALTH AND STUDENT SUCCESS ACROSS ELEMENTARY/MIDDLE/ AND HIGH SCHOOLS.

None

The Request for Allowance of Attendance Due to Emergency Conditions, Form J-13A is used to obtain approval, from the California Department of Education (CDE), of attendance and instruction time credit under one or more of the following conditions: 1) When one or more schools were closed because of conditions described in Education Code Section 41422, 2) When one or more schools were kept open but experienced a material decrease in attendance pursuant to  Education Code Section 46392, and 3) When attendance records have been lost or destroyed as described in Education Code Section 46391. 

The CDE’s approval of the J-13A, combined with other attendance records, serves to document the local education agency’s compliance with instructional time laws and provide authority to maintain school for less than the required instructional days and minutes without incurring a fiscal penalty to the agency’s Local Control Funding Formula funding.

The San Mateo-Foster City School District closed all schools on Friday, November 16, 2018 due to extremely high, unhealthy air quality caused by the Camp Fire in Butte County.  The area had been experiencing fluctuating unhealthy air quality for the two previous days, and the District was implementing Shelter in Place procedures to limit student outdoor exposure.  The air quality continued to deteriorate through the afternoon of November 15, 2018 and it was determined that the District would close schools on Friday, November 16, 2018.  The District consulted with San Mateo County Office of Education, as well as other districts in county prior to taking this action.  Schools re-opened on Monday, November 19, 2018.

As part of the District-wide Shade Structure Project, the District negotiated the purchase of three (3) metal shade structures for Abbott Middle School with PorterCorp/Poligon using the National Joint Power Alliance (NJPA) contract. Purchasing directly from the manufacturer offers the District substantial savings including eliminating the contractors' mark-up. PorterCorp/Poligon is an authorized vendor of the NJPA.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE ENGINEERING AND MATERIALS CONTRACT WITH PORTERCORP/POLIGON INC. FOR THE THREE (3) METAL SHADE STRUCTURES AT ABBOTT MIDDLE SCHOOL.

Abbott Middle School currently does not have any shade structures for the students.

The District plans to purchase three (3) metal shade structures under a separate contract with PorterCorp/Poligon.

Through the California Uniform Public Construction Cost Accounting Act (CUPCCAA), the District informally solicited bids for the labor portion (installation) of the project.  Two contractors submitted a bid:  Community Playgrounds and Playgrounds Unlimited. 

The District recommends awarding the contract regarding the installation of these shade structures in the amount of $99,328.00 to Community Playgrounds, Inc. The contract is within the Measure L Budget.

The existing sewer system, as well as a sewer lift station, show signs of deterioration as evidenced by  underground camera scoping and frequent repairs of the failing existing sewer lift station. In order to mitigate the existing situation and ensure that the sewer system can handle the future addition of new buildings, per the Measure X approved projects, the Board of Trustees approved on January 24, 2019, HED Design to engineer a new lift station and underground pipelines connected to municipal lines. On May 2, 2019, the Board of Trustees approved the purchase of a new sewer lift station replacement in order to complete the project on-time during the summer break.

The District through through the Public Contract Code solicited public bids for sewer lift station replacement and underground pipelines at Bowditch Middle School, Project # 19-154.

The informal Bid Opening was held on Wednesday, June 12, 2019. The lowest responsive bidder was MK Pipelines, Inc. in the amount of $285,300.00.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES AWARD THE BID TO THE LOWEST RESPONSIVE BIDDER  MK PIPELINES, INC.  FOR THE SEWER LIFT STATION AND UNDERGROUND PIPELINES REPLACEMENT PROJECT #19-154 AT BOWDITCH MIDDLE SCHOOL. 

$285,300.00  Routine Restricted Maintenance Fund

On May 2, 2019, the Board of Trustees approved the purchase of a new sewer lift station for Bowditch Middle School, which will tie into the City's Municipal Sewer System.

MK Pipelines, Inc. was under contract to perform the preliminary investigation of the existing underground sanitary sewer and storm drain. The District added to their scope of work the following items:  additional sewer line investigation and the possibility of utilizing the existing connection with the proposed new sewer lift station to the municipal system.

The cost of Change Order #1 is $11,732.67. 

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE CHANGE ORDER #1 TO MK PIPELINES, INC., FOR ADDITIONAL INVESTIGATION WORK ON EXISTING LINES AND THE  POSSIBILITY OF A NEW CONNECTION TO THE EXISTING MUNICIPAL UNDERGROUND SYSTEM.

$11,732.67 - Routine Restricted Maintenance Fund 

On February 18, 2016, the Board of Trustees approved the Aedis Architects Amendment #1, which consisted of Add Service Agreement #1 for increased scope of work for additional number of shade structures at other sites beyond those initially proposed.

The District, working with Aedis Architects, requested additional architectural services to provide power to light fixtures at one of the shade structures at Highlands.  There was also additional path of travel issues that needed to be resolved.  This comprises Add Service Agreement #2, which is included in Amendment #2.

Add Service Agreement #3 included the additional work of providing the installation of a fire hydrant next to the shade structure at George Hall.  It was a request from the local fire authority and needed to be accomplished within one year of the shade structure installation.  This work is included in Amendment #2.

The cost of Add Services #1 was $94,625 which was approved by the Board as Amendment #1.  The cost of Add Services # 2 & 3 combined is $38,219, which is included in Amendment #2 to Aedis' contract.  The new contract amount for Aedis with Amendment #2 added is $281,749.   

IT IS RECOMMENDED THE BOARD OF TRUSTEES APPROVE AMENDMENT NO. 2 FOR AEDIS ARCHITECTS REGARDING THE ADDED SCOPE TO THE THE DISTRICT WIDE SHADE STRUCTURES PROJECT.

$38,219.00 - Measure L Funding

Resolution No. 40/18-19 Budgetary Increases and Transfers at Year End must be acted upon by the Board prior to June 30, 2019, the last day of the fiscal year.  The amounts of the final transfers will be known when the District’s books are closed for the 2018-19 fiscal year.  The Board will be presented with the data at the time of the approval of the Unaudited Actuals Financial data.  Education Code Sections 42601 and 85201 require all school district to identify the budget transfers need to balance the budget before the end of the fiscal year.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE RESOLUTION 40/18-19 AUTHORIZING THE DISTRICT TO MAKE NECESSARY BUDGETARY INCREASES AND TRANSFERS AT YEAR END.

The voters approved temporary sales and income tax increases with Proposition 30 on November 6, 2012; and voters approved Proposition 55 on November 8, 2016 which allowed the sales tax increase to expire in 2016 while extending the increased income tax rates through 2030.

The revenues generated from Propositions 30 and 55 are deposited into a state account called the Education Protection Account (EPA). The EPA funding is estimated to be $200/ADA.

At the beginning of each year, the Department of Finance will estimate the amount that will be transferred into the EPA.  This revenue is included in the District’s multi-year projections.

EPA revenue funds will be deposited into the resource 1400, using revenue object code 8012

Along with the funding source came additional reporting requirements: 

Each year the Board of Education must approve a spending plan for the EPA money

1. The EPA funds cannot be used for the salaries or benefits of administrators or administrative costs.
2. The District must publish on its website the amount of EPA money received and how it was spent.
3. An annual audit will be required to verify that EPA funds were spent in accordance with the requirements of Proposition 30.The cost of this audit can be paid with EPA funds.

 Spending Plan:

The District plans to use 100% of the EPA funding for current certificated teacher salaries and related benefits. The estimated EPA for fiscal year 2019-20 is $2,255,388

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE RESOLUTION NO. 41/18-19 FOR EDUCATION PROTECTION ACT FUNDS AND PROPOSES THAT THE FUNDS BE SPENT ON CURRENT CERTIFICATED TEACHER SALARIES AND BENEFITS, AS PRESENTED.

The Board of Trustees has the authority under the provisions of Education Code Sections 39520, 39521, 39522, and 39523 to dispose of tangible surplus property if it no longer meets the needs of the District. Board Policy 3270 adopted June 5, 2014 describes the appropriate process for surplus and disposal of said property.  

The following property will be declared surplus to the needs of the District as it is inadvisable to repair and/or is obsolete: 

• Abbott Middle School-- Disposal of damaged equipment: two desktop computers
• Bayside Academy—Disposal of damaged equipment: 32 computers
• LEAD Elementary School--Disposal of damaged equipment: five computers, eight monitors, five printers, two projectors, two televisions and other miscellaneous entertainment equipment.
• Child Nutrition Services—Disposal of obsolete bagging machine.
• Maintenance & Operations Department--Disposal of two vehicles:
• 1987 Utility Pickup Truck License Nr. 62843
• 1992 GMC Van License Nr. 988099
• Facilities and Transportation Department--Disposal of three buses:
• 2000 Bluebird A3RE3904 License Nr. 1052273
• 2000 Bluebird A3RE3904 License Nr. 1052272
• 2000 Bluebird A3RE3904 License Nr. 1052271

IT IS RECOMMENDED THE BOARD OF TRUSTEES APPROVE RESOLUTION NO. 42/18-19 AUTHORIZING CERTAIN PROPERTY SURPLUS AND AUTHORIZING THE DISTRICT TO DISPOSE OF IT IN ACCORDANCE WITH BOARD POLICY 3270. 

None

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 THAT 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.

Through a joint effort, the City of San Mateo and the District wish to continue to provide protection for the children of San Mateo by placing crossing guards at specific locations in San Mateo. The City of San Mateo recently passed a resolution that enables the District to hire and supervise crossing guards and provide substitute crossing guards as needed.  The crossing guards will be employed during the hours the students are walking to and from school on student days during the school year.  The City of San Mateo will reimburse the district up to a maximum of $78,000 for wages, benefits and administrative costs.  The City of San Mateo will provide the District with crossing guard equipment.

$50,177.38

Through a joint effort, the City of Foster City and the District wish to continue to provide protection for the children of Foster City by placing crossing guards at specific locations in Foster City.  The City of Foster City recently passed a resolution that enables the District to hire and supervise crossing guards and provide substitute crossing guards as needed.  The crossing guards will be employed during the hours the students are walking to and from school on student days during the school year.  The City of Foster City will reimburse the district up to a maximum of $21,600 for wages, benefits and administrative costs.   

Historically, the San Mateo-Foster City School District and the City of Foster City have analyzed and determined heavily crossed locations and partnered in providing protection for students by placing crossing guards at specific sites.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE AGREEMENT BETWEEN THE DISTRICT AND THE CITY OF FOSTER CITY TO PROVIDE CROSSING GUARDS FOR FOSTER CITY FROM JULY 1, 2019 TO JUNE 30, 2020.

$3,347.62

State law requires that each school district delivers to both the County Superintendent of Schools and the County Chief Elections Officer a resolution known as "Specifications of the Election Order" no later than July 5, 2019 (123 days prior the election, per Education Code 5322).  The resolution must include the date of the election, the purpose of the election, and the authority for ordering the election.  Each school district must also provide the County Chief Elections Officer the following information:

• Elective Officers to be filled, specifying which offices, if any, are for the balance of an unexpired term and whether the election will be conducted at-large or by district.
• A policy statement that determines:

                   whether the candidate's statement will be limited to 200 or 400 words;

                    whether the candidate or the district will pay for the candidate's statement;

                    and

                    how tie votes will be handled (the calling for a runoff election or determining the winner by lot).

  A "Specifications of the Elections Order" resolution is attached for Board approval.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE RESOLUTION NO. 39/18-19 "SPECIFICATIONS OF THE ELECTION ORDER."

To be determined.

Dr. Rosas will present a timeline, process, and potential questions for gathering information regarding the status of the Montessori program in the San Mateo-Foster City School District to inform future considerations.

State legislation calls for districts to seek input and develop an accountability plan for increasing student achievement which reflects district goals (Strategic Plan) and community engagement.  The District has worked with a variety of community and staff groups to develop a comprehensive plan focused on the programs and services required to increase student achievement.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE LOCAL CONTROL ACCOUNTABILITY PLAN (LCAP) FOR THE 2019-2020 SCHOOL YEAR.

The Local Control Accountability Plan (LCAP) Federal Addendum must be approved and submitted to the California Department of Education (CDE) to apply for the Every Student Succeeds Act (ESSA) Funding.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE FEDERAL ADDENDUM.

To be Determined

The Board presentation will highlight aspects of the San Mateo- Foster City School District special education plan for the 2019-2020 school year

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE INFORMATION REGARDING THE SPECIAL EDUCATION PROGRAM WITHIN THE SAN MATEO-FOSTER CITY SCHOOL DISTRICT

None

Pursuant to Education Codes 33219 and 42127, the governing board of each school district shall adopt a budget on or before July 1 of each year, using the State-adopted Criteria and Standards and in the format prescribed by the Superintendent of Public Instruction.

The 2019-2020 Adopted Budget is the culmination of the Budget Assumptions as approved by the Board on April 18, 2019, update from the Governor’s May Revision, the 2019-2020 Local Control Accountability Plan (LCAP) as presented at the June 6, 2019 Board meeting, advice from the San Mateo County Office of Education, and board directed budget input.  While the District’s budget must be adopted by July 1, certain state and local information is not available until after this date.  The 2019-2020 budget is based on the most current financial information available at the time of budget development.  Revisions to the budget are made throughout the year to reflect changes in revenues and expenditures as they become known. 

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES ADOPT THE DISTRICT’S 2019-2020 BUDGET.

The Budget document details the fiscal impact to each of the District’s funds.

The District issued $74M in Measure X Series A bond funds in March 2015.  Series B, which would include the remaining $74M, was originally planned to be issued in the fall of 2019.  For a variety of reasons, including the additional time required to value engineer, re-scope and redesign the projects as a result of unprecedented cost escalation, other unforeseen project challenges, and changes in project delivery method for the new elementary school, the Phase I projects start dates were delayed from their original timeline.  While Phase I projects are presently under construction, this later start has impacted the start of the Phase II projects and the timeline for issuing the Series B funding for Measure X. 

Staff will present information on issuing Series B that meets the three year spend down rule and provides access to funding as planning for Phase II projects begins.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE INFORMATION ON  ISSUING THE MEASURE X SERIES B FUNDING.

None

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE ADDENDUMS TO THE ASSISTANT SUPERINTENDENTS AND CHIEF BUSINESS OFFICIAL EMPLOYMENT CONTRACTS.

$29,107 for 2018-2019 and $49,122 for 2019-2020.

$13,928 over the 2019-2021 school years.