The San Mateo-Foster City Education Foundation (Ed Foundation) will present a donation check to the San Mateo-Foster City School District.

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 for this project. The District will be seeking reimbursement for added testing from contractor for added costs.

The cost for the contract was $42,909.06 and the cost for Amendment No.1 and 2 is $94,616.10 (220.05% of the original contract). Cost for Amendment No. 3 is $41,207.46 (96.03% of the original contract). The new contract amount will be $178,732.62.

On June 6, 2019, the Board of Trustees approved the contract for C. Overaa & Co. for the Beach Park Elementary School Project in the amount of $29,998,000.00

The cost of Change Order No. 004 to the original contract is $28,325.25 (0.09% of the original contract), funded by Measure X.  The total summary cost of Change Orders 001 - 003 is $374,129.49 (1.25% of the original contract).  The complete breakdown of Change Order No. 004, with all the related costs, is included in the attachments.     

The new contract amount will be $30,372,129.49, which is within the Beach Park Elementary School Project budget.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE CHANGE ORDER NO. 004 FOR C. OVERAA & CO. REGARDING THE BEACH PARK ELEMENTARY SCHOOL PROJECT.

$28,325.25 - Measure X Funds

The District Facilities Team meets every Monday to discuss project status.  During one of these team meetings, it was noted that only one of the new gyms was designed with a sound system; that gym was Abbott Middle School.  After further discussion with the Facilities team and the District Superintendent, it was decided that all three gyms needed to have a sound system.  As such, we reached out to multiple sound system vendors and EKC Enterprises was the only bid received for the Borel Middle School new gym.  Please refer to attached bid results. 

There will be two components to the gym sound system.  One component includes items such as speakers, wiring for the sound system equipment, etc.  Please refer to attached proposal for further details. 

The other component, which has already come in from Beals Martin via a Change Order, was for the pathway/conduit for the sound system.  That included items such as blocking, conduit, bridging, etc. 

The District determined that all three gyms need to stay consistent.  This item is not a change order for Beals Martin, and does not represent an increase to the Board approved budget.  The cost for this contract is being absorbed by the construction contingency established and approved for the project.  The actual cost of this item is 0.57% of the overall budget.  

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE SOUND SYSTEM PROPOSAL FROM EKC ENTERPRISES, INC FOR THE NEW BOREL GYM.

$57,912.86 - Measure X Funding

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.

Members of the Equity Task Force Sub Committees will present information for Board consideration.

• Academic Programming
• Staffing
• LGBTQ+

One of the Agenda items at the last two meetings of the Board of Trustees has been the Facilities Master Plan for the New Decade.  On July 16, the administration and Aedis Architects provided an overview of the process over the last year for the development of the Plan and the contents of the draft Plan which was released on July 21.  Aedis Architects is a partner in the development of the Plan including, very importantly, being responsible for the cost estimates and compilation of the Plan. 

At the Special Board meeting on July 23, the key recommendations of the draft Plan were presented and the Board had an opportunity to ask questions about the draft Plan and the recommendations about all projects and the Immediate Priorities to be planned and started within the next two to three years after a funding source or sources are identified.

Members of the Board discussed the draft Plan and gave direction to the administration regarding the final Facilities Master Plan.  The Board’s discussion included both the need for addressing facilities-related issues such as solar and the future of Knolls as well as determining what future facilities should include.  In addition, Board members identified possible additions to the Immediate Priorities list.  The first discussion has been incorporated into the revised Facilities Master Plan for the New Decade at the end of the Executive Summary.  The list of possible additions suggested by Board members to the Immediate Priorities list and the associated cost impact is shown on a separate attachment so that the Board of Trustees can decide which to incorporate into the Immediate Priorities section of the Plan.

At the July 30 Board meeting, the latest version of the Facilities Master Plan for the New Decade is presented to the Board of Trustees with a recommendation for adoption.  Any changes made by the Board of Trustees on July 30 can be included in the motion for adoption of the Plan and those changes will be reflected in the adopted version of the SMFCSD Facilities Master Plan for the New Decade. 

The attachments to this Agenda item include the following:

             The Facilities Master Plan for the New Decade with slight revisions made since July 23

             Updated District Matrix of Identified Needs with Immediate Priorities and Costs highlighted

The costs of potential additions to the Immediate Priorities suggested by individual Board members at the Special Board Meeting/Study Session held on July 23.

The resolution before the Board calls an election within the District for the purpose of approving general obligation bonds, requests that the San Mateo County Registrar of Voters conduct the election on behalf of the District, and authorizes the preparation of election materials, including ballot arguments and tax rate statement, to be included in the ballot pamphlet.

State law requires the Board of Trustees to order school district bond elections. The San Mateo County Registrar of Voters will conduct the election on behalf of the District, including publishing all required notices. This resolution meets the statutory requirements for describing the projects to be funded with the proceeds of the bonds, which is included as Exhibit B to the resolution. A 75-word summary of the measure, as it will appear on the ballot, is also included in the resolution as Exhibit A. The resolution also authorizes the preparation and filing of a tax rate statement, which must be included in the ballot pamphlet, and describes the anticipated rates of tax throughout the life of the bond issue. The resolution also authorizes, but does not commit, the Board and/or individual members of the Board to prepare and sponsor a ballot argument in support of the bond measure. No more than five (5) persons may sign the ballot argument.

This election will be called under constitutional and statutory provisions that require fifty-five percent (55%) voter approval, and certain accountability requirements, including annual independent financial and performance audits of how funds are spent, and the formation of a Citizens’ Bond Oversight Committee. Following adoption, the resolution (including the signed tax rate statement) must be delivered to the Registrar of Voters and the Board of Supervisors. State law requires that 2/3rd of a school board support the resolution calling an election requiring 55% voter approval. At least four (4) Board members must vote “Yes” in order to call the election.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE RESOLUTION NO. 01/20-21 AUTHORIZING A BOND ELECTION FOR NOVEMBER 3, 2020.

Staff will provide an update on the District response to COVID-19 related to the Fall Reopening:

• Logistics
• Cleaning
• Special Education
  
• Wellness
  

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE INFORMATION ON THE DISTRICT RESPONSE TO COVID-19:  FALL REOPENING.

The Parent Involvement Project (PIP) is a unique and highly successful program that addresses the achievement gap by uniting parents, schools and the community. The PIP program began in 1976 with one preschool class and has evolved overtime to five preschool classes. The PIP Program is an early intervention program for the district’s lowest income, at-risk preschool children and their parents. There are four essential components to the PIP program: classroom participation, parent education, home visits, and enrichment. In June of 2021, our private funding for the PIP program will conclude. The preschool department is looking at ways to continue a PIP (like) preschool program with limited funds.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE INFORMATION ON THE PRESCHOOL PARENT INVOLVEMENT PROJECT (PIP).

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE INFORMATION REGARDING THE DISTRICT'S SPECIAL EDUCATION PROGRAM.