IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE RESOLUTION NO. 06/20-21 HONORING THE DISTRICT’S ADMINISTRATORS AND DECLARING OCTOBER 12-16, 2020 AS THE WEEK OF THE SCHOOL ADMINISTRATOR.

$64,905.00

The Board approved a contract for CAS Inspections, Inc. for the new gym and classrooms at Abbott Middle School on September 13, 2018. This project is required to have a Division of the State Architect's (DSA) approved Inspector of Record (IOR).   Due to the Covid Pandemic and other variables, the construction schedule was extended.  Therefore, the IOR's contract will also need to be extended.  The anticipated date of the end of the IOR's contract is December 31, 2020.

The cost of Amendment No.1 is $52,470.00 (2.21%) of the original contract. The new contract amount will be $290,070.00.

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.

During the summer, districts were allowed to open summer school, preschool and childcare in what were termed "bubbles.” Since then districts have been allowed to continue with preschool and childcare in what they then termed “stable” cohorts. However, there had not been clear direction on other in-person learning until recently when we received two guidance documents from the California Department of Public Health and the Governor’s Blueprint for a Safe Economy.

Here is a summary of these guidance documents/protocols:

• The California Department of Public Health Guidance released on September 4 allows school districts to provide in-person services for students with “urgent needs.” This guidance allows 16 students and adults to be in one room. Students bring their Chromebooks and are supported by a variety of personnel in small stable groups to connect to their teachers/classmates on-line. I would term this a “Learning Support Hub.”
  

• The Governor has also established a color-coded system with specific school guidance in his Blueprint for a Safer Economy. San Mateo County is presently at the highest level which is purple. If a county is in purple, schools cannot bring any classes (such as TK, K, 1st, 2nd..) back to campus in the hybrid manner without a waiver which is only available for grades K-6. There are metrics that must be met to move and the formula is complicated. 

Staff is presently working on a proposal for a staggered return of Learning Support Hubs for specific groups of students and, based on that healthy and successful movement forward, would look at a further phased return.

Staff recommend that Learning Support Hubs be implemented for students with urgent needs or what our District had previously named Equity Groups.

Staff further recommends that the color coded metrics of the Governor’s Blueprint be monitored and that a timeline for other in person return to school including staggered class groupings be presented at the October 22, 2020 Board Meeting.  

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE FOR INFORMATION NEXT STEPS IN PROVIDING IN-PERSON LEARNING THROUGH LEARNING SUPPORT HUBS UNDER THE GUIDANCE OF THE CALIFORNIA DEPARTMENT OF PUBLIC HEALTH.

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Nicole Anderson, Consultant for Equity Work in the San Mateo – Foster City School District, and Dr. Joan Rosas, Superintendent, reviewed the action steps delineated in Resolution No. 02/20-21 and would like to make the following recommendations.

It is recommended that the Equity Task Force select members for a Sub Committee charged with supporting listening work, connecting with community members, gathering data in order to review policies and practices including the Discipline Matrix and SMFCSD Safety Plans and making recommendations to the Board of Trustees.

There will be a call out to the community for anyone interested in engaging with the Equity Task Force Sub Committee on this work.

In-House Listening Work with school staff involved in the change in process with SRO’s will be led by the Superintendent during the weeks of September 28 and October 5.

Listening Work with the school community including our Police Departments will be led by Nicole Anderson and are suggested for:

• Monday, October 26 at 7:00
• Monday, November 2 at 5:00
• Monday November 9 at 7:00

Engagement with the Equity Task Force by the Community Members interested in this work will be held on the following dates unless ETF members are unavailable:

• November 17 at 7:00 – review of data and synthesis of trends
• December 8 at 7:00 – further discussion of data and review of related policies, Discipline Matrix and Safety Plans
• December 15 at 7:00 – discussion of potential changes, additions, deletions to related policies, Discipline Matrix and Safety Plans including the working relationship with the police departments
• January 12 at 7:00 – continued work on the December 15 meeting

This is a long term process and it is suggested that further refinement of this plan be discussed at the October 3 (11-1pm) Board Study Session with Nicole Anderson in attendance.

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This Measure X update has been placed on the Board of Trustees’ agenda to provide additional information on the Measure X Phase I and II projects.  Information will be provided as a follow up to 1) the presentation in August on progress made on the Phase I projects and the planning for Phase II projects which began last spring with the selection of architects for three of the projects and 2) the Board’s review at its last meeting of the Request for Professional Services to identify educational program options which will best meet the needs of students who attend the new school in North Central and to engage the families and North Central community in discussing the options and providing input. 

This presentation will focus on the timelines for both Phases of Measure X and address the Board’s questions about the Measure X Bowditch project and how it relates to the future rebuilding/renovation of Bowditch Middle School that is one of the Immediate Priorities in the Facilities Master Plan for the New Decade adopted by the Board of Trustees on July 30, 2020.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE THE MEASURE X PROJECT UPDATE FOR INFORMATION.  

On July 30, 2020, the Board of Trustees adopted the SMFCSD Facilities Master Plan for the New Decade which culminated a year long effort to identify facility needs on all District sites which included staff and parents at all school sites and staff at the District’s other sites including the Central Kitchen and the District Office. 

After the existing needs and those that may become needs in the next ten years were identified, School Facility Teams considered the input and recommended both the needs to be included in the District’s Facilities Master Plan and indicated the Team’s highest priorities for their respective sites.  The sites’ recommendations and that of the District’s Facilities and Maintenance staff were then combined, cost projections made and projects evaluated to determine Immediate Priorities using several criteria.  Primary criteria included starting with health and safety for staff and students and repairs, upgrades and new facilities needed to support teaching and learning as part of the Board’s priority for equity for all students. 

Since Board adoption of the Facilities Master Plan for the New Decade, the administration and staff have:

• Communicated about the Facilities Master Plan using the Superintendent’s September Newsletter sent to families and staff, placing an introduction and the full Plan and two parts of it (the Executive Summary and the Immediate Priorities) as links on the District’s website, and sending the full Plan, Immediate Priorities and the School’s Section to each respective school with an overview of the process for development and acknowledgement of the hard work done by each school’s community and School Facility Team.
  

• Began the pre-planning of many of the Immediate Priorities especially those most needed for a safe and healthy return to in-school learning.The attached chart shows the status of the pre-planning that is underway for each of the Immediate Priorities that were adopted by the Board of Trustees as part of the Facilities Master Plan.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE THE STATUS REPORT FOR INFORMATION, DISCUSSION AND DIRECTION AS NEEDED.  

On July 30, 2020, the Board of Trustees adopted the SMFCSD Facilities Master Plan for the New Decade which culminated a year long effort to identify facility needs on all District sites as described more fully in the previous agenda item and in the Facilities Master Plan itself. 

One of the Immediate Priorities in the Facilities Master Plan of major concern during COVID-19 and the increasing levels of smoke from fires is doing the necessary work to ensure that all school campuses have updated or new Heating, Ventilation and Air Conditioning (HVAC) systems.  Currently, some schools are fully or nearly fully air conditioned while other schools have air conditioning in only some buildings on the campus such as the permanent portable buildings and relocatables.  Likewise, the amount of natural air filtration varies within and across school campuses.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE PROPOSAL FROM AEDIS ARCHITECTS FOR THE DISTRICTWIDE HVAC ANALYSIS.

The 2019-2020 Unaudited Actuals Financial Report passed all state standards and criteria tests required for compliance with the State Account Code Structure and the California State Accounting Manual.  The District books have been balanced with the San Mateo County Office of Education and County Treasurer ledgers.  A draft of the 2019-2020 Unaudited Actuals was presented at the September 10, 2020 Board meeting and no changes were made in the General Fund of the draft report. This report reflects a change in actual expenditures in Fund 25 and Fund 21.  Following approval of the Board, the Unaudited Actuals will be filed with the County Superintendent of Schools for audit and review.

An election was held in the San Mateo-Foster City School District (the “District”) on February 5, 2008 for the issuance and sale of general obligation bonds of the District for various purposes in the maximum principal amount of $175,000,000 (the “2008 Authorization”).  The District has previously caused the issuance of four series of bonds pursuant to the 2008 Authorization, (i) the first series of which was issued on February 23, 2010, in the principal amount of $54,999,412.85 and styled as the San Mateo-Foster City School District (San Mateo County, California) General Obligation Bonds, Election of 2008, Series A  (the “2008 Series A Bonds”), and (ii) the third series of which was issued on November 20, 2012, in the principal amount of  $35,000,000 and styled as the San Mateo-Foster City School District (San Mateo County, California) General Obligation Bonds, Election of 2008, Series C  (the “2008 Series C Bonds”, and together with the 2008 Series A Bonds, the “Prior Bonds”). 

The District now desires to refinance portions of the outstanding Prior Bonds (so refunded, the “Refunded Bonds”) through the issuance of general obligation refunding bonds (the “Refunding Bonds”) in an aggregate principal amount not-to-exceed $21,000,000.  All benefits from the refunding will be delivered to the property owners in the District.  The final maturity of the Refunding Bonds will not be later than the maturity date of the Refunded Bonds (August 1, 2039). 

(a)        Bond Resolution.  This Resolution authorizes the issuance of the Refunding Bonds, in one or more series of federally tax-exempt and federally taxable bonds.  The Resolution authorizes the issuance of the Refunding Bonds, specifies the basic terms, parameters and forms of the Refunding Bonds, and approves the form of Purchase Contract, Continuing Disclosure Certificate, Escrow Agreement and Preliminary Official Statement described below.  In particular, Section 1 of the Resolution establishes the maximum aggregate principal amount of the Refunding Bonds to be issued ($21,000,000).  Section 4 of the Resolution states the maximum underwriting discount (0.375%) with respect to the Refunding Bonds, and authorizes the Refunding Bonds to be sold at a negotiated sale to Stifel, Nicolaus & Company, Incorporated and RBC Capital Markets, LLC (the “Underwriters”).  The Resolution authorizes the issuance of current interest bonds only.

(b)        Form of Purchase Contract.  Pursuant to the Purchase Contract, the Underwriters will agree to buy the Refunding Bonds from the District.  All of 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 Refunding Bonds, the final execution copy of the Purchase Contract will be prepared following this form.

(c)        Form of Preliminary Official Statement.  The Preliminary Official Statement (“POS”) is the offering document describing the Refunding Bonds which may be distributed to prospective purchasers of the Refunding Bonds.  The POS discloses information with respect to among other things (i) the proposed uses of proceeds of the Refunding Bonds, (ii) the terms of the Refunding Bonds (interest rate, redemption terms, etc.), (iii) the bond insurance policy for the Refunding Bonds, if any, (iv) the security for repayment of the Refunding Bonds (the ad valorem property tax levy), (v) information with respect to the District’s tax base (upon which such ad valorem taxes may be levied), (vi) District financial and operating data, (vii) continuing disclosure with respect to the Refunding Bonds and the District, and (viii) absence of litigation and other miscellaneous matters expected to be of interest to prospective purchasers of the Refunding Bonds.  Following the pricing of the Refunding Bonds, a final Official Statement for the Refunding Bonds will be prepared, substantially in the form of the POS.

(d)        Form of the Continuing Disclosure Certificate.  The form of the Continuing Disclosure Certificate can be found in APPENDIX C to the POS.  Effective July 3, 1995, all underwriters of municipal bonds are obligated to procure from a bond issuer a covenant that such public agency will annually file “material financial information and operating data” with respect to the District through the web-based Electronic Municipal Market Access (“EMMA”) system maintained by the Municipal Securities Rulemaking Board (which is the federal agency that regulates “broker-dealers,” including investment banking firms that underwrite municipal bonds).  This requirement is expected to be satisfied by the filing of the District’s audited financial statements and other operating information about the District, in the same manner the District has filed in connection with prior bond issuances.  The purpose of the law is to provide investors in the Refunding Bonds with current information regarding the District.  Similar laws have governed the corporate debt market for many years.

(e)        Escrow Agreement.  Pursuant to the Escrow Agreement, proceeds from the sale of the Refunding Bonds in an amount sufficient to redeem the Refunded Bonds will be deposited in an escrow fund (the “Escrow Fund”) held by The Bank of New York Mellon Trust Company, N.A. (acting as “Escrow Agent”).  The monies in the Escrow Fund will be used by the Escrow Agent to refund pay certain maturities of the Prior Bonds as the same becomes due and payable and to pay a portion of the Prior Bonds on the first available respective optional redemption dates following the closing of the Refunding Bonds.  As a result of the deposit and application of funds so provided in the Escrow Agreement, the Refunded Bonds will be defeased and the obligation of San Mateo County to levy ad valorem property taxes for payment of the Refunded Bonds will cease. 

FISCAL IMPACT

There is no fiscal impact to the General Fund resulting from the issuance of the Refunding Bonds. 

Resolution No. 07/20-21 - A RESOLUTION OF THE BOARD OF TRUSTEES OF THE SAN MATEO-FOSTER CITY SCHOOL DISTRICT, SAN MATEO COUNTY, CALIFORNIA, AUTHORIZING THE ISSUANCE OF SAN MATEO-FOSTER CITY SCHOOL DISTRICT (SAN MATEO COUNTY, CALIFORNIA) 2020 GENERAL OBLIGATION REFUNDING BONDS, SERIES B AND ACTIONS RELATED THERETO

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE RESOLUTION NO. 07/20-21 AUTHORIZING THE ISSUANCE OF SAN MATEO-FOSTER CITY SCHOOL DISTRICT 2020 GENERAL OBLIGATION BONDS, SERIES B, AND ACTIONS RELATED THERETO

Assembly Bill (AB) 1200 requires local education agencies to identify funding sources, do multi-year projections  and publicly disclose substantial cost increases such as employee raises.

After meeting and conferring with the San Mateo Elementary Administrators Association (SMEAA) representatives, the Superintendent recommends a 3% increase to the Management salary schedule retroactive to July 1, 2020 for the 2020-2021 school year.  

Attached for information to the Board are copies of the disclosure forms for employees in the SMEAA group which summarize the financial implications of the salary increase.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE THE AB 1200 PUBLIC DISCLOSURE DOCUMENTS FOR INFORMATION AS PRESENTED.

The agreement has a financial impact on the District as there is an ongoing cost beginning with the 2020-2021 year. The costs include $338,207 for 2020-2021; $339,220 for 2021-2022 and $345,371 for 2022-2023.