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 2020: PRESIDENT, VICE PRESIDENT, CLERK, AND TRUSTEE REPRESENTATIVE.

The following appointments will be made by the Board President: 

Secretary of the Board

Legislative Representatives

Liaisons to San Mateo City City Council

Liaisons to Foster City Council

Liaison to the San Mateo - Foster City Education Foundation

Liaison to PTA Coordinating Council

Liaison to the District Special Education District Advisory Council (SEDAC)

Liaison to the District English Language Advisory Council (DELAC)

Liaison to the Sanctuary Task Force

Liaison to the Enrollment Growth Study Group

Liaison to the Equity Task Force

Liaison to Home Room Committee

Liaison to Communications Committee

Liaison to Labor Management Initiative (LMI)

Liaison to the Facilities Advisory Committee (FAC)

The Human Resources Department has verified that the following teachers (see attachment) have successfully completed 2 years probation and are now eligible for permanent status.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE PERMANENT STATUS FOR CERTIFICATED STAFF. (SEE ATTACHMENT)

None

Public Contract Code Section 20118 allows school districts to, “authorize by contract, lease, requisition, or purchase order, any public corporation or agency, including any county, city, town, or district to lease data-processing equipment, purchase materials, supplies, equipment, automotive vehicles, tractors and other personal property for the district in the manner in which the public corporation is authorized by law to make the leases or purchases” if the board of that school district “has determined it to be in the best interests of the district” to acquire the items through piggyback provision.  

The District has used and is a member of NJPA (now renamed SourceWell) in the past to purchase technology equipment, parts, and supplies. 

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE PIGGYBACK/MEMBERSHIP TO SOURCEWELL (FORMERLY NJPA) FOR EQUIPMENT AND SUPPLIES.

None

Every year, the District participates in the E-Rate program which provides discounts on Internet and Network Services specifically for schools and libraries. Administered by Universal Service and Administrative Company (USAC) with Oversight by the Federal Communication Commission (FCC), the district receives a discount of approximately 50% on the cost of services. E-Rate Program calculates discounts based on the percentage of students eligible for free and reduced lunches under the National School Lunch Program (NSLP).

The 2019-2020 Fiscal year contract includes the following services:

• RFP for Internet Service Provider Services

• RFP for Data Services

• RFP of Wide Area Network Connections

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE REQUEST FOR PROPOSAL (RFP) FOR INTERNET, TRANSPORT AND WAN SERVICES.

The San Mateo-Foster City School District provides school counseling services to students K-8, supported in part by YSB Trainee interns and YSB School Safety Advocates.  This contract defines the relationship between the District and YSB in collaborating in the implementation of school-based counseling services.  Services include referrals, individual case management, parent involvement, staff collaboration, as well as group counseling.

 IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RATIFY THE CONTRACT WITH YOUTH SERVICES BUREAU OF THE URBAN SERVICES BRANCH OF THE YMCA OF SAN FRANCISCO FOR PROVIDING SCHOOL COUNSELING SERVICES FOR STUDENTS.

$269,132.00

Following guidance and suggestions from the San Mateo-Foster City School District’s
recent Federal Program Monitoring review team, a few revisions of the District’s Board
Policies, and Regulations have been made to the items below:
BP/AR 1250 – Monitoring and Receiving Visitors onto Campus
BP 5111 – Admission
BP/AR 5022 – Student and Family Privacy Rights
BP/AR 5125 – Student Records
BP/AR 5125.1 – Release of Directory Information
BP/AR 5131.2 – Bullying
BP/AR 5141.52 – Suicide Prevention Policy
BP 5145.6 – Parental Notifications
BP 5145.11 – Questioning and Apprehension by Law Enforcement

None

The San Mateo-Foster City School District has obtained coaching services from the New Teacher Center, a national nonprofit organization dedicated to improving student learning by accelerating the effectiveness of new teachers, experienced teachers, and school leaders.  Services will include consultation and coaching sessions with program leaders to support the development of mentors/coaches as well as professional learning sessions.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RATIFY THE AGREEMENT BETWEEN THE SAN MATEO-FOSTER CITY SCHOOL DISTRICT AND THE NEW TEACHER CENTER.

$51,700 - Title II Professional Development Funds

On March 7, 2019, the Board of Trustees approved the contract for Andy's Roofing Company Inc. for the Re-roofing at Abbott Middle School, per approved bid on February 19, 2019 in the amount of $733,300.00.

The District, in working with Andy's Roofing Company Inc., encountered dry rot at the columns of the library which needed to be replaced.  Consequently, portions of the roof gutters that are adjacent to the columns needed to be replaced. 

Andy's Roofing had in their contract the cost for the stucco replacement.   However, Andy's Roofing was not able to do the stucco work.  The District received a credit for this work in the amount of $14,750.00.

The cost of Change Order No.2 consists of two Items:  Item 01 is $1,377.94, for replacement of gutters, and Item No. 02 is a credit of $14,750.00, bringing the total of Change Order No. 2 to $13,372.06, which is a credit to the District.  

Previous Change Order No. 01, which as approved by the Board, is in the amount of $8,420.50, bringing the contract sum to $741,720.50.

The new contract amount with Andy's Roofing Company Inc. including Change Order No.2, is $728,348.44 ($741,720.50 - $13,372.06).

IT IS RECOMMENDED THAT  THE BOARD OF TRUSTEES, APPROVE CHANGE ORDER NO. 02, FOR ANDY'S ROOFING AT ABBOTT MIDDLE SCHOOL.

On March 5, 2019, a contract was approved for Smith-Emery San Francisco Inc. as the testing firm for the Abbott New Gymnasium/Classrooms Project.

Since then the District has needed to add extra services for testing of shop and field welding tests for this project.

The cost for the contract was $42,909.06 and the cost for Amendment No. 1 is $29,282.01(68.24% of the original contract). Cost for Amendment No. 2 is $65,334.09 (152.26% of the original contract). The new contract amount will be $137,525.16. 

The District selected Cody Anderson Wasney Architects, Inc. (CAW), from the District’s pool of architectural firms, to provide professional design services for the Abbott New Gymnasium/Classrooms Building Project.  CAW was approved by the Board of Trustees on May 4, 2017.

During the value engineering phase of the project, CAW brought to the District’s attention that some savings could be achieved using a limited use limited application elevator.  The estimated cost savings to the District was approximately $70,000.00.   During the Division of State Architects (DSA) review, DSA refused to accept the elevator that was specified.   So CAW advised the District to choose an Otis elevator that would meet all the specifications of a passenger elevator.

The change in the elevator was brought for approval to the Board of Trustees through Rodan Builders Group Change Order #2 on October 3, 2019 in the amount of $124, 234.00. Since then, the District and CAW have analyzed the elevator redesign into two categories. One is the added value to the project for the upgrade of the elevator.  The second category consists of additional work, such as rework, demolition work, or extra work due to the sequencing of the construction change. The out of sequence items were not part of the original bid.  

The District is receiving the extra value in the amount of $87,077.00 for the upgrade of the elevator to a passenger elevator.  CAW is accepting responsibility for the out of sequence items which comes to the amount of $37, 157.00.  CAW will reimburse this amount to the District in a check.

The amount of $37,157.00 will be added to the Abbott Middle School New Gymnasium/Classrooms Building Project.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RATIFY THE CREDIT AMOUNT of $37,157.00, FROM CODY ANDERSON WASNEY ARCHITECTS INC. REGARDING THE ABBOTT MIDDLE SCHOOL NEW GYMNASIUM/CLASSROOMS PROJECT.

Pursuant to the contract awarded by the Board of Trustees, T-Mobile has furnished all material and labor for the completion of work related to Abbott Middle School.  With the 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.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE NOTICE OF COMPLETION FOR ABBOTT MIDDLE SCHOOL T-MOBILE DSA PROJECT # 01-116013.

In September, the mechanical unit providing heat in the existing gym/MPR Building, overheated and the fan motor no longer worked.  Upon inspection, it was determined that the unit, which is original to the building, could not be repaired and would need to be replaced.  Due to the urgency, since the Fall Semester was already in session and because this would require DSA review, the District reached out to Cypress Engineering so that a mechanical/structural design could be formulated and a DSA submittal package prepared.    

Cypress Engineering submitted a proposal on October 18, and the proposal included full design services including structural, electrical, and fire alarm designs, DSA Submittal, Bid and Construction Observation Services, and DSA closeout.  The proposal that Cypress Engineering submitted is for $58,000.00, and will be paid for using the deferred maintenance fund. 

IT IS RECOMMENDED  THAT THE BOARD OF TRUSTEES RATIFY THE CONTRACT FOR  CYPRESS ENGINEERING GROUP FOR ENGINEERING DESIGN SERVICES FOR THE NEW HEATING SYSTEM AT THE EXISTING GYM/MPR BUILDING AT BAYSIDE ACADEMY.  

The District is working with Rodan Builders, Inc. and encountered additional change orders for the Bayside New Gym Project. Attached is Change Order No. 002 which details out each Proposed Change Order.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RATIFY CHANGE ORDER NO.002 FOR RODAN BUILDERS INC.  FOR THE BAYSIDE NEW GYM PROJECT IN THE AMOUNT OF $20,933.00

$20,933.00 - Measure X Funding 

On February 21, 2019, the Board of Trustees approved the contract for Rodan Builders, Inc., as one of Measure X Projects for the Borel Middle School New Gym and Classrooms Increment #1 Project in the amount of $6,506,000.

The District, in working with Rodan Builders, Inc., encountered unforeseen conditions, District and Architects requests, necessary field changes, and corrections.

The cost of Change Order No. 2 to the original contract is $52,076 (0.8% of the original contract), funded by Measure X.  The total summary cost of Change Orders 1 through 2 is $144,462.45 (2.22% of the original contract).  The complete breakdown of Change Order #2, with all the related costs, is included in the attachments.     

The new contract amount will be $6,650,462.45, within the Borel Middle School New Gym and Classrooms Increment #1 Project budget.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RATIFY CHANGE ORDER NO. 2 FOR RODAN BUILDERS, INC., REGARDING THE BOREL MIDDLE SCHOOL NEW GYM AND CLASSROOMS INCREMENT 1 PROJECT.

$52,076 - Measure X Funds

Each School year the District transports SPED students to other facilities where the program is better suited to the students needs.  This school year 2019-2020, the District is transporting approximately 9 students to NPS Facilities in nearby cities such as Redwood City and Burlingame, to as far away as Fremont.  Adroit Advance Technologies Inc., is the vendor that the District is using for transportation services.  Adroit has been transporting District students for several years and have been providing excellent service to the District. 

Adroit's transportation prices were compared to other transportation vendors such as Kidsjet and Zoom,  and have been found to be the most reliable and cost effective to the District.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RATIFY THE CONTRACT WITH ADROIT ADVANCE TECHNOLOGIES, INC., FOR SPED STUDENT TRANSPORT TO NON PUBLIC SCHOOL FACILITIES.

Not to exceed sum of $170,000 - General Fund

On June 6, 2019, the Board of Trustees approved Resolution No. 38/18-19, designating SMFCSD as the Super USDA Food Cooperative Lead Agency. As Lead Agency, SMFCSD published a Request for Proposal No. CNS-03-20 Administrative Services for Super Co-Op. The request for proposal brings the administrative contract under the SMFCSD as Lead Agency. The current administrative contract is with Gold Star Foods, Inc., held by the previous Lead Agency (Santa Clarita Valley Food Services Agency) and expires on December 31, 2019. The administrative services contract includes services required to manage the USDA Foods entitlement program for all Super Co-Op member districts, under the oversight of the Lead Agency. Services include calculating the fair share of all commodities, surveying and ordering commodities for the Co-Op, and tracking of all commodity balances. The administrator develops and maintains a website for member districts to view current sales and commodity balances. The administrator invoices and collects all USDA Foods fees on behalf of the Lead Agency from member districts and remits payment to the Lead Agency to pay all fees associated with the USDA Foods Program to the California Department of Education.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE CONTRACT FOR GOLD STAR FOODS, INC. (CURRENT SUPER CO-OP ADMINISTRATOR) TO PROVIDE ADMINISTRATIVE SERVICES FOR THE SUPER CO-OP FROM JANUARY 1, 2020 – JUNE 30, 2021.

Super Co-Op Fund: $90,000 FY20, $180,000 FY21. Super Co-Op membership fees cover the cost of the contract. No SMFCSD funds pay for any services provided on behalf of Super Co-Op.

The Superintendent and staff have recently spent time reviewing Board Policies, Administrative Regulations and Public Contract Code pertaining to change orders.

More explicitly, the Superintendent and staff have reviewed Board Policy and Administrative Regulation 3311, as well as Public Contract Code 20118.4.

Public Contract Code 20118.4 reads as follows:

“The board may authorize the contractor to proceed with performance of the change or alteration without the formality of securing bids, if the cost so agreed upon does not exceed the greater of:

1. The amount specified in Section 20111 or 20114, whichever is applicable to the original contract; or
2. Ten percent of the original contract price.”

Current administrative regulation 3311 reads as follows:

“7. Any subsequent change or alteration of a contract shall be governed by the provisions of Public Contract Code 20118.4. “

Staff reviewed the issue with County Counsel who suggested that in order to most expeditiously manage change orders that the Board could consider adding language that explicitly designates the Superintendent or his/her designee with the authority to approve change orders within the provisions of Public Contract Code 20118.4.  Counsel also suggested the Superintendent provide the Board with routine information regarding the change orders so that the Board and the public are aware of project costs. 

We are making a recommendation that Administrative Regulation 3311 be modified to include the language underlined as follows per language as provided by County Counsel:

“7. Any subsequent change or alteration of a contract shall be governed by the provisions of Public Contract Code 20118.4. The Superintendent or his/her designee is authorized to execute change orders related to said work for time extensions and payment not exceeding $10% of [LOW BID] in the aggregate.”

Staff will provide the Board with routine information with each change order presented that documents the change order in isolation, and relative to the cumulative change orders for the particular project. 

It is the recommendation of the Superintendent that the Board of Trustees approve of the change to Administrative Regulation 3311.  

On, June 6, 2019, the Board of Trustees approved Resolution No. 38/18-19 designating SMFCSD as the Super USDA Food Cooperative Lead Agency. The District’s Child Nutrition Services is a member of the Super Co-Op, a USDA Foods cooperative for school districts in California. The Super Co-Op works with a Governing Council, which Andrew Soliz, Director of Child Nutrition, has served as the regional representative, and for school year 2019-20 as Lead Agency representative. One district member of the Super Co-Op serves as the Lead Agency for the cooperative to work with and oversee the cooperative’s contracted administrative agent and coordinates the ordering of USDA Foods based on member district requests. The Governing Council reselected San Mateo-Foster City School District to serve as the Lead Agency for the 2020-21 school year, and Mr. Soliz will continue to serve as the Lead Agency representative for the District.

For serving as the Lead Agency, the District Child Nutrition Services fund will receive $40,000 from the Super Co-Op membership funds. The District recommends approval of Resolution No. 13/19-20 redesignating San Mateo-Foster City School District as the Super USDA Foods Cooperative Lead Agency with Andrew Soliz serving as the District’s representative.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE RESOLUTION NO. 13/19-20 REDESIGNATING THE DISTRICT AS THE LEAD AGENCY FOR THE SUPER USDA FOODS COOPERATIVE FOR THE 2020-21 SCHOOL YEAR.

Fund 13 Child Nutrition: $40,000 in revenue

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.

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 one damaged television.
• Parkside Montessori School--Disposal of damaged equipment: five monitors, four computer towers, one keyboard. 
• Facilities and Transportation Department--Disposal of one bus, 1992 Bluebird A3RE3903, License Nr. 359882.

IT IS RECOMMENDED THE BOARD OF TRUSTEES APPROVE RESOLUTION NO. 12/19-20 AUTHORIZING CERTAIN PROPERTY SURPLUS AND AUTHORIZING THE DISTRICT TO DISPOSE OF IT IN ACCORDANCE WITH BOARD POLICY 3270.

None

The District receives direct benefit from these gifts, either in the form of cash contributions or goods and services.

None – Expenditure provided for in the 2019-2020 budget.

None.

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 2019-20. This report includes actual revenue and expenditure information from July 1, 2019 through October 31, 2019, and projected expenditures through June 30, 2020. 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 2019-20, 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.

CarryoverBalances

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 2019-20.

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 17.10% for the current year and 18.40% in 2020-21. PERS rates are budgeted at 19.721% for 2019-20 and 22.80% 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.

PERS rates are set by the PERS Board and are adjusted annually. Employee contribution rates (for “classic” members) will remain at 7%.

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 2019-20 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 2019-20 FIRST INTERIM FINANCIAL REPORT.

As shown in the financial report.

The Board presentation will highlight aspects of the San Mateo - Foster City School District Special Education program for the 2019-2020 school year.

None

Staff will present the Board with an update on current progress on the Local Control Accountability Plan (LCAP) academic metrics, indicators and targets.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE INFORMATION ON THE LCAP ACADEMIC METRICS, INDICATORS AND TARGETS.

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