May 4-8, 2020 has been declared Certificated Employee Appreciation Week.

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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 2019-2020 budget.

Staff will provide an update on District efforts to address needs arising from COVID-19 and as well as an update on Distance Learning.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE INFORMATION ON DISTRICT LEARNING RELATED TO COVID-19.

The Board will discuss grading options for the period of time covering COVID-19 Distance Learning.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE RESOLUTION NO. 27/19-20 GRADING DURING EMERGENCY SCHOOL CLOSURE - COVID-19 DISTANCE LEARNING.

At the April 23, 2020 Board meeting, President Corzo reported that City Councils and School Boards were considering and adopting resolutions denouncing stigmatization, racism, and xenophobia arising from the COVID-19 pandemic.  She requested that staff bring forward a resolution for Board consideration.  This Resolution is based on the one approved by the City of San Mateo.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE RESOLUTION NO. 28/19-20 DENOUNCING STIGMATIZATION, HATEFUL RACISM, AND XENOPHOBIA DURING COVID-19 PANDEMIC.

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In order to contemplate changing developer fees, the District must complete a Developer Fee Justification Study.  Schreder & Associates has completed hundreds of such studies for school districts throughout California, and have previously completed studies for our District. 

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE CONTRACT WITH SCHREDER & ASSOCIATES TO CONDUCT A DEVELOPER FEE JUSTIFICATION STUDY FOR THE DISTRICT.

The fee for the justification study is $9793.  

BACKGROUND

              The San Mateo-Foster City School District (the “District”) currently projects that it will experience a cash flow shortfall during fiscal year 2020-21 created by timing differences between its anticipated expenditures and estimated receipt of revenues, including State funding and the District’s share of property tax collections.  Resolution No. 29/19-20 being presented to the Governing Board authorizes a borrowing by the District to address this cash flow shortfall through the issuance of a tax and revenue anticipation note (a “TRAN”). 

(a)          TRAN Resolution.  The resolution authorizes the issuance of a TRAN by the District in an amount not-to-exceed $6,000,000, at legal interest rates, and the participation by the District in the California Education Notes Program (the “Program”).  By participating in the Program, the District’s TRAN will be marketed together with TRANs of other similarly-rated school districts.       

(b)         Form of Purchase Agreement; Trust Agreement; Preliminary Official Statement.  The Resolution approves the forms of Note Participation Purchase Agreement (the “Purchase Agreement”), Trust Agreement (the “Trust Agreement”) and Preliminary Official Statement (the “POS”) for the Program.  All three documents are being approved in their current form, and staff is being authorized to fill in any existing blanks in the documents and to approve their final form.    

Pursuant to the Purchase Agreement, the underwriter named therein will agree to buy a series of note participations (the “Note Participations”) representing investors’ interests in the TRANs of the District and all other school districts participating in the Program.  All the conditions of closing the transaction are set forth in this document, including the documentation to be provided at the closing by various parties.  Upon the pricing of the Note Participations and the District’s TRAN, the final execution copy of the Purchase Agreement will be prepared following this form. 

The Trust Agreement is signed by the U.S. Bank National Association, as Trustee, and each participating district in the Program.  The Trust Agreement sets out instructions to the Trustee for the deposit and disbursement of (1) the funds received from the issuance of the TRANs and (2) funds transmitted by the participating districts to repay their TRANs.  The Trust Agreement also sets forth the terms of the Note Participations and the rights of investors.

 IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE RESOLUTION NO. 29/19-20 AUTHORIZING THE ISSUANCE OF 2020-2021 TAX REVENUE ANTICIPATION NOTE (TRAN).

Currently, it is expected that, pursuant to the Purchase Agreement, the District will pledge a portion of the revenues expected to be received by the District during fiscal year 2020-21 to the repayment of the TRAN.  However, the TRAN will be a general obligation of the District payable from its General Fund, and to the extent pledged revenues are not available, the TRAN will be paid from other legally available moneys of the District.  The District will not have any obligation to pay the TRANs of the other districts participating in the Program, and the District will not be liable for the failure of any other district participating in the Program to pay its own TRAN.

On March 12, the Board of Trustees approved the following architects:  HED Design, CSDA Design Group, and HMC Architects, to be the Architects of Record for the Measure X, Phase II projects. 

The scope for each architect is to provide professional design services consisting of: Schematic Design, Design Development, Construction Documentation, DSA Submittal, Bidding, Construction Oversight and Project Closeout.

HMC Architects was assigned the George Hall Elementary School Project and their fee to provide the services mentioned above is $580,300.00   The fee is based on the fee structure model of the State Allocation Board/Office of Public School Construction, which is calculated on a percentage of the construction budget.  The fee proposal submitted by HMC Architects is based on a preliminary construction budget and a scope that still needs to be refined. As the District meets with the architect and school administration, the budget and scope will be more defined and the architectural design fees will be adjusted as needed.     

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE HMC ARCHITECT'S CONTRACT FOR PROFESSIONAL DESIGN SERVICES FOR THE MEASURE X, PHASE II PROJECT AT GEORGE HALL ELEMENTARY SCHOOL.

Measure X Funding - $580,300.00

The District provided the Board of Trustees, at a Board Study Session held last fall, an overview of the plan and anticipated timeline for the development of the Facilities Master Plan for the New Decade.  The purpose of this overview is to provide the Board of Trustees with an update on what has been accomplished to date and the revisions in the process necessitated by Covid-19 and the continuation of the Shelter-in-Place order.

Phase I:   The District identified needs for all District sites based primarily on unmet needs included in the 2013 Facilities Master Plan which still exist and other needs identified in the intervening years.  (Completed in fall 2019) 

Phase II:  School Community Meetings for staff, parents and students were held to learn about the process and provide input on needs and priorities for their respective facilities.  (Completed in January and February 2020)              

Phase III.  A survey opportunity was provided to all stakeholders to gather input on needs and priorities at their respective school sites and other District facilities.  (Completed in February 2020)

Phase IV.  Formation of School Facilities Master Plan Teams to take all of the input and make recommendations about 1) needs to be added to the District-identified needs and 2) the top five priorities for their respective schools—(Planned for the month of March 2020 but Covid-19 interrupted so delayed until April 27, 2020 with a restart and revised process with recommendations made by mid-May 2020)

Phase V.  Formation of the Superintendent's Facilities Advisory Committee to work with the District and the District’s consultant, AEDIS Architects, to develop a draft Facilities Master Plan for the New Decade which would include 1) a list of all facility needs in the District based on all of the needs identified by the District staff and the recommendations of the School Teams along with general cost estimates provided by AEDIS and 2) recommend priorities for the first phase of projected implementation once a source of funding is identified and secured—(Planned for April-May 2020 but not started due to Covid-19 and the Shelter in Place Order)

Given the continuation of the Shelter in Place Order through at least the end of May 2020 and the challenges of establishing a Committee that could develop the relationships needed for any committee to work and attend recurring virtual meetings needed to work together to accomplish its responsibilities, the administration has developed an alternative plan to be able to capture the important work that has happened to date throughout the District.  The plan is to develop the Facilities Master Plan for the New Decade including needs and priorities internally for recommendation to the Board of Trustees with the concept of deferring the formation of a Facilities Advisory Committee to a date when the Board of Trustees begins to consider the sources of funding for the Plan.  Whether that is in one or two years, the Facilities Advisory Committee would have the responsibility to review the Plan and make recommendations about any revisions in needs and priorities to the Superintendent and the Board of Trustees.

Phase VI.  Recommendation of the Facilities Master Plan for the New Decade to the Board of Trustees—(originally targeted for late May or June 2020; timeline under the current conditions is projected to be in June or July 2020 with an alternate plan for Phase V.) 

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE INFORMATION ON THE FACILITIES MASTER PLAN AND DISCUSS NEXT STEPS.

The Board approved a contract with Aedis Architecture to produce the plan for the District.