The District has requested additional SIMS (CARDS) and hotspots in order to continue to support distance learning instruction for students.  The original TMobile agreement was ratified on April 9, 2020 for service for each of 450 hotspots.

At times, the San Mateo-Foster City School District is unable to fill some specialized staff positions and seeks support through outside vendors.  During the 2020-2021 school year, the District requires two employees from the Speech Pathology Group and four employees from Advanced Medical to meet our students' needs.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE NON-PUBLIC AGENCY (NPA) EMPLOYMENT AGREEMENTS WITH SPEECH PATHOLOGY GROUP AND ADVANCED MEDICAL.

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. A contract for the 2020-2021 school year is attached.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE NON-PUBLIC SCHOOL (NPS) CONTRACT WITH ESTHER B. CLARK.

On March 21, 2019, the Board of Trustees approved the contract for Rodan Builders Inc. for the New Gymnasium/Classrooms Project at Abbott Middle School, per the bid on March 12, 2019 for the amount of $15,781,000.00.

The District, in working with Rodan Builders Inc., encountered a need for changes with items listed in the attached change order.

The cost of Change Order No.6 is $93,536.00, which is .59% of the original contract. To date the cost of Change Orders 1-5 is $625,510.00, which is 3.96% of the original contract.

The new contract amount for Rodan Builders Inc. is $16,500,046.00, which is within the Measure X Budget.

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. 005 to the original contract is $188,561.62 (0.63% of the original contract), funded by Measure X.  The total summary cost of Change Orders 001 - 004 is $402,454.67 (1.34% of the original contract).  The complete breakdown of Change Order No. 005, with all the related costs, is included in the attachments.     

The new contract amount will be $30,589,016.29 which is within the Beach Park Elementary School Project budget.

On June 15, 2017, the Board of Trustees approved CSDA Design Group's proposal for Design Services through DSA Closeout for the Borel Middle School New Gymnasium/Classroom Building Project as a Phase 1, Measure X classification.  As part of this project, the District has been working with CSDA Design Group on the Borel Middle School New Gymnasium/ Classroom Project. 

The District awarded a design contract to CSDA Design Group in the amount of $1,695,000.  Amendment No. 2 is for Value Engineering requests made by the District, obtaining the San Mateo City Planning & Grading Approval, addressing American Disabilities Act (ADA) access issues throughout the campus on the Path of Travel (POT) from the main parking lot to the new buildings, and the relocation of the gymnasium bleachers requested by the District.  The cost of Amendment No. 2 to the original contract is $60,967 (3.6% of the original contract).  The cost of Amendments No. 1 & 2, combined, to the original contract is $105,967 (6.25% of the original contract).  The new contract amount will be $1,800,967, within the Measure X Borel Middle School New Gymnasium/Classroom Project budget. 

This work will provide the necessary requirements to meet the Division of State Architect (DSA) requirements including American Disability Act (ADA) access, fire access, and emergency egress.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE AMENDMENT NO. 2 FOR CSDA DESIGN GROUP REGARDING THE NEW GYMNASIUM/CLASSROOM PROJECT AT BOREL MIDDLE SCHOOL.

$60,967 – Measure X Funds

Child Nutrition Services provides food for our students throughout the District. In past years, the District has experienced  PG&E rolling black outs and has lost food.  To avoid further spoilage, the District has decided to install a new Generator at the Child Nutrition Services building.

The District recommends awarding the contract in the amount of $126,400.00 to Cocconi Electric Inc. for the New Generator Project.

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.

At the February 27, 2020 Board Meeting the Trustees passed Resolution No. 19/19-20 Funding for Schools and Communities First Act (version 19-0008).  This Act is now known as Proposition 15 and another Resolution was requested for Board review and potential approval.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES DISCUSS AND APPROVE RESOLUTION NO. 04/20-21 FUNDING FOR SCHOOLS AND COMMUNITIES FIRST ACT.

Unknown at this time.  Estimate through the CTA Calculator to be $6,700,953 for San Mateo – Foster City School District.

The Next Steps Advisory Committee held 55 town halls and forums with the San Mateo and Foster City communities on behalf of the San Mateo-Foster City School District to provide an overview of the need for new facilities due to increasing enrollment and to gather suggestions for addressing the need.   In addition, 4692 community members and staff responded to two surveys about various options that the Next Steps Advisory Committee was considering based on the communities’ initial input about facilities needed for increasing enrollments.  

The Next Steps Advisory Committee then presented its work and recommendations to the Board of Trustees in June 2015.  In August 2015, the Board of Trustees voted to place a bond measure on the November ballot to provide facilities at Borel, Abbott, Bayside and Bowditch Middle Schools and George Hall and Sunnybrae Elementary Schools for increasing enrollments experienced across the District.  Two new schools were also included in the bond measure--an elementary school in Foster City and an elementary school in the North Central area of San Mateo.  The school in North Central was to be a small elementary school placed on a District-owned parcel at the corner of North Humboldt Street and East Poplar Avenue.  

The majority of students living in North Central are bussed to schools in other neighborhoods in the District as part of a voluntary desegregation effort that began in the 1960’s. The Next Steps Committee recommended that the new school be planned for 250 K-5 neighborhood students.

As the Next Steps work was completed just over 5 years ago, the current Board of Trustees wishes to engage a consultant to bring forward recommendations and options for a successful educational program for the new school in North Central San Mateo for the Board’s consideration.

As part of this process, the Board would also like to have the consultant gather community input through listening sessions with families and key stakeholders in the North Central community.

A Request for Professional Services is attached for Board review and discussion.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES REVIEW, DISCUSS AND PROVIDE DIRECTION TO STAFF REGARDING THE REQUEST FOR PROFESSIONAL SERVICES FOR THE NEW SCHOOL IN NORTH CENTRAL SAN MATEO. 

In California for 2020-21, all school districts are required to complete a plan that describes the major actions and expenditures involved in providing education services during the COVID pandemic. This plan is called the Learning Continuity & Attendance Plan. The district has worked with key stakeholders to develop this plan focused on the programs and services required to ensure health & safety and to increase student achievement.

The District, working with Aedis Architects, requested additional architectural services for the shade structure at Abbott Middle School to bring it up to the 2019 Building Code. This comprises Add Services Agreement #3. 

The cost of Add Services #1 and #2 was $132,844.00 which was approved by the Board. The Cost of Add Services #3 is $15,728,00, which is included in the Amendment #3 to Aedis contract. The new contract amount for Aedis with Amendment #3 is $297,477.00.

At the Board's request, the District reached out to the architect to do fact finding on adding solar power for the shade structures at Abbott.  The findings were:

1. The District cannot maximize solar panel area because these structures have gable roofs.
2. There are shade and trees that surround the structures, which would reduce the efficiencies.
3. Placing solar structures on North facing roofs would reduce the solar efficiency by approximately 30% for the solar panels.
4. These structures do not have a metal roof that will accept solar. Therefore, the structures would need to be redesigned to meet the structural requirements to accept the panels, then resubmitted to DSA for review and approval.  
5. The material for the shade structures is in the District.
6. The contract to install the structures has already been Board approved.  

The District looked at other options for solar power.  The roof of the Abbott Gymnasium can accommodate solar panels of 2,500 square feet for about 840 kilowatts at approximate budget of $975,000.00 to $1.5 M. The District is also looking into the possibility of solar on the Borel locker rooms and modular buildings, as well as options at Beach Park Elementary.  The new buildings at Beach Park have solar ready roof structures, as well as conduits to the roof, and locations for the inverters.  Additionally, staff is looking at stand-alone options.

Based on Board direction, District staff will continue to research options and provide additional information regarding solar options at a future Board meeting.

The Appropriations Limit, commonly referred to as the GANN Limit, was established by Proposition 4 in 1979 and amended by Proposition 98 in 1989 and Proposition 111 in 1991.  Article XIIIB was added to the State Constitution and established limits on allowable growth in state and local government spending.  The Appropriation Limits allows government spending to grow at a rate no greater than the California per capita personal income inflation and the change in population. 

The District is required to calculate the limit each year according to prescribed formulas, make these calculations available to the public and present the calculations to the Board of Trustees for adoption by resolution.

Per the State Report, the Appropriations Limit for 2019-20 is $117,033,692.08 and the appropriations subject to the Limit is $103,731,647.06.  The amounts exceed the limitations by $13,302,045.02.  The Preliminary Appropriations Limit for 2020-21 is $120,367,156.88.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE RESOLUTION NO. 05/20-21 REGARDING THE ADOPTION OF THE APPROPRIATIONS (GANN) LIMIT FOR 2019-2020.

As the report indicates, the District's Adjusted Appropriations Limit increased over the appropriations subject to the Limit. There is an excess appropriations to notify the State for 2019-20. 

Education Code Section 42100(a) states that on or before September 15, the governing board of each school district shall approve, in a format prescribed by the Superintendent of Public Instruction, an annual statement of all receipts and expenditures of the district for the preceding fiscal year and shall file the statement, along with the statement received pursuant to subdivision (b), with the county superintendent of schools.  On or before October 15, the county superintendent of schools shall verify the mathematical accuracy of the statements and shall transmit a copy to the Superintendent of Public Instruction.

The 2019-20 Unaudited Actuals, SACS reports passed all State Standards and Criteria tests required for compliance with the State Account Code Structures and met with the required reserve.  Attached is the 2019-20 Unaudited Actuals Financial Report, SACS for your review and the final approval is scheduled on September 24^th, 2020.  A final adjustment will be made to this draft for the developer fee and building funds for the September 24 meeting. 

The Administration recognizes that the approval date is beyond the timeframe in the Education Code due to the Board meeting schedule and San Mateo County Office of Education has been informed.   

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE INFORMATION ON THE DRAFT 2019-2020 UNAUDITED ACTUALS FINANCIAL REPORT.