The Bowditch Middle School drama students will delight the Board with songs from their recent play Seussical led by Drama Teacher Krystal Burndon.

The District provides services for individual Special Education students according to commitments made in the student's Individual 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 2019-2020 school year (see attached).

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE NON-PUBLIC SCHOOL (NPS) CONTRACTS IN THE AMOUNT OF $61,842.00

$61,842.00

California Education Code sections 32280-32289 require that Comprehensive School Safety Plans be received, updated, and approved annually by March 1st.  The District has reviewed and updated its Comprehensive School Safety Plan.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE DISTRICT'S COMPREHENSIVE SCHOOL SAFETY PLANS AS UPDATED.

None.

On June 20, 2019, the Board of Trustees approved the contract to Porter Corp/Poligon Inc. for purchasing shade structures.   

Installation of the shade structure is being done by another contractor.  The cost to purchase three shade structures totals $139,735.80.  The shade structure was approved by DSA in 2016, however since installation will begin this year, DSA has requested that the calculations of the shade structure be reviewed again in light of the new 2019 California Building Code (CBC).  

The cost of the additional service to review the calculations is $15,000.00, which is 1.07% of original contract.  The new contract amount for Porter Corp/Poligon Inc. is $154,735.80. 

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE ADDITIONAL SERVICES TO PORTER CORP/POLIGON INC. FOR THE SHADE STRUCTURES AT ABBOTT MIDDLE SCHOOL. 

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 classroom furniture. 

The Administration recommends approving the contract in the amount of $141,000.05 with Palace Business Solutions for the furniture in the 6 new classrooms at Borel Middle School.

$141,000.05 - 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 THAT THE BOARD OF TRUSTEES ACCEPT THE GIFTS PRESENTED TO THE SCHOOLS AS APPROVED BY THE SUPERINTENDENT.

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

The Human Resources Department updates the Certificated Seniority list on an annual basis.  Each certificated staff member has been provided with an opportunity to review the seniority list for accuracy and any corrections have been completed prior to presenting the final list to the Board.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE UPDATED CERTIFICATED SENIORITY LIST FOR THE 2019-2020 SCHOOL YEAR, AND RECOGNIZES THAT FURTHER CORRECTIONS MAY BE MADE IF NECESSARY.

None

Members of the Equity Task Force will share their work to date and next steps.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE INFORMATION ABOUT THE WORK OF THE EQUITY TASK FORCE.

The Schools and Communities First Initiative, as specified in Initiative 19-0008, will result in additional funding for California schools. The deadline to file signatures for the initiative is April 14, 2020. 

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES ADOPT RESOLUTION NO. 19/19-20 IN SUPPORT OF THE SCHOOLS AND COMMUNITIES FIRST INITIATIVE AS SPECIFIED IN INITIATIVE 19-0008.

The 2020 Census is essential for determining the number of seats each state has in the U.S. House of Representatives and is used to determine the distribution of billions of dollars in federal funds to state and local governments.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES PASS RESOLUTION NO. 18/19-20 RECOGNIZING THE IMPORTANCE OF THE 2020 CENSUS.

Staff will present to the Board an update on the District English Learner Advisory Council (DELAC) & the District Advisory Council (DAC).

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE INFORMATION ON THE DISTRICT ENGLISH LEARNER ADVISORY COUNCIL (DELAC) & THE DISTRICT ADVISORY COUNCIL (DAC).

None

A committee of elementary teachers and district leads have led the piloting of several different science curricula over the last year.  The committee came to consensus around adopting the Twig Science NGSS Program.  The curriculum materials are currently on display at the District Office for teacher, parent, and community viewing.  Staff will provide information to the Board at the February 27, 2020 meeting and propose adoption of the curriculum by the Board at the March 12, 2020 meeting.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE INFORMATION ON THE  ELEMENTARY SCHOOL SCIENCE INSTRUCTIONAL MATERIALS ADOPTION.

TBD

The District will present a draft of the 2020-2021 Budget Development Calendar to the Board of Trustees for approval.  

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE 2020-2021 BUDGET DEVELOPMENT CALENDAR. 

Staff will provide an update on Measure X Phase II projects pertaining to Bowditch, George Hall, and Sunnybrae.  The update will include information pertaining to the selection of architects, and a working timeline for moving forward with commencing with the projects.  (Updates on the new school in North Central will begin in March.) 

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE INFORMATION REGARDING  THE PHASE II PROJECTS AT SUNNYBRAE AND GEORGE HALL ELEMENTARY SCHOOLS  AND BOWDITCH MIDDLE SCHOOL.

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.”

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. 

After discussing this issue in open session with the Board of Trustees on December 18, 2019, we are making a recommendation that Administrative Regulation 3311 be modified to include additional language in the Instructions and Procedures for Advertised Bids section. 

We recommend the following language be included in this section:

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 $45,000.” 

Currently, the Superintendent has authorization to enter into contracts up to $45,000.  We believe that this threshold will enable work to proceed expeditiously on bond projects, while the Board and the public being apprised of items as information items in public session.  Items in excess of $45,000 would be brought to the Board as action items in open session related to the Bond projects.  Staff will keep the Superintendent and Board apprised of anticipated issues that are significant prior to the action item being brought to the Board for approval. 

 IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE MODIFIED AR 3311 AS PRESENTED.

Per Government Code 3547, all initial contract proposals of the Board and an employee organization, which relate to matters within the scope of representation, shall be presented at a public meeting and recorded as part of the public records. 
                           
Attached and presented to the Board is the SMETA initial proposal for the 2020-2021 reopener negotiations that include conceptual proposals as outlined for Article 8-Class Size.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE THE SMETA INITIAL PROPOSAL FOR THE 2020-2021 REOPENER NEGOTIATIONS WITH THE DISTRICT.

Unknown at this time

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES CONDUCT A PUBLIC HEARING TO RECEIVE COMMENTS REGARDING THE SMETA INITIAL PROPOSAL FOR THE 2020-2021 REOPENER NEGOTIATIONS WITH THE DISTRICT.

Unknown at this time

Per Government Code 3547, all initial contract proposals of the Board and an Employee organization, which relate to matters within the scope of representation, shall be presented at a public meeting and recorded as part of the public record. 
                           
Attached and presented to the Board is the District’s initial proposal for the 2020-2021 reopener negotiations with the San Mateo Elementary Teachers  Association (SMETA) that includes conceptual proposals for Article 6-Hours. 

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE DISTRICT'S INITIAL PROPOSAL FOR THE 2020-2021 REOPENER NEGOTIATIONS WITH THE SAN MATEO ELEMENTARY TEACHER ASSOCIATION (SMETA).

Unknown at this time

Per Government Code 3547, meeting and negotiating shall not take place on any proposal until a reasonable time has elapsed after the submission of the proposal to enable the public to become informed and the public has the opportunity to express itself regarding the proposal at a meeting of the public school employer. After the public has had the opportunity to express itself, the public school employer shall, at a meeting which is open to the public, adopt its initial proposal. 

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES CONDUCT A PUBLIC HEARING TO RECEIVE COMMENTS REGARDING THE  DISTRICT INITIAL PROPOSAL FOR THE 2020-2021 REOPENER NEGOTIATIONS WITH SMETA.

Unknown at this time

Per Education Code 44955, whenever a particular kind of service is to be reduced or discontinued not later than the beginning of the following school year.  The governing board may terminate the services of not more than a corresponding percentage of the certificated employees of the district, at the close of the school year.

The recommendation for reduction in Particular Kinds of Services for 2020-2021 in the attached resolution are based on the following:

• The Parent Teacher Association (PTA) funds certificated positions, as recommended by administration, to provide intervention and enrichment programs for students. At this time the PTA has not finalized its budget and determined its available funding for the 2020-2021 school year. Due to the uncertainty of its funding, the PTA has not yet determined which certificated positions it will continue to fund for the following school year. In order to meet statutory timeline to provide of layoff to certificated employees by March 15, the recommendation is made to reduce particular kinds of services of PTA funded positions.

• Reduction in the number of classroom teaching positions due to anticipated decreases in student enrollment for next year.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE RESOLUTION NO. 17/19-20 TO REDUCE PARTICULAR KINDS OF SERVICES AND DECREASE A CORRESPONDING NUMBER OF CERTIFICATED EMPLOYEES, AS NECESSARY, TO ADDRESS POSSIBLE CHANGES TO PROGRAM SERVICES.

$792,790

Per Education Code 44955(d)(1), a school district may deviate from terminating a certificated employee in order of seniority if a district has a specific need for personnel to teach a specific course or course of study, or to provide services authorized by a services credential with a specialization in either pupil personnel services or health for a school nurse, and that the certificated employee has special training and experience necessary to teach that course or course of study or to provide those services, which others with more            seniority do not possess.

The District may need to reduce and eliminate particular kinds of services, and layoff associated certificated personnel. The attached “Skipping and Tie Breaking Criteria for Certificated Employees” identify how the District will determine the order of layoff for certificated teachers in hard to fill positions and positions that require special authorization in addition to how ties will be broken for employees with the same seniority date. The adoption of “skipping” and “tie breaking” criteria will allow the District to retain teachers in specialized teaching areas to preserve programs in the event layoff of certificated becomes necessary.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE THE SKIPPING AND TIE BREAKING CRITERIA FOR INFORMATION.

Unknown at this time