The District is required by state law to complete a School Accountability Report Card (SARC) for each District school. These reports provide the community with important information about each school.

SARCs must be updated annually and published by February 1. The 2020-2021 SARCs are ready for publication.

The Williams Case resulted in a new Education Code designed to address complaints or deficiencies at schools related to instructional materials, emergency or urgent facility conditions that pose a threat to the health and safety of pupils or staff, and teacher vacancy or misassignment.

The Williams Settlement Education Code 35186 requires that a quarterly report be made to the Board of any complains related to the Williams Case.  There have been no complaints filed for the second quarter of the 2020 - 2021 school year.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES ACCEPT THE QUARTERLY REPORT ON WILLIAMS UNIFORM COMPLAINTS.

The Board of Trustees approved a contract to Community Playgrounds Inc. on June 20, 2019 for the amount of $99,328.00. Due to going back to DSA (Division of State Architects) for changes in the building code Community Playgrounds added fees for time and changes.

The cost of add to the contract is $36,344.00 to bring the total of the new contract amount to. $135,672.00.

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 $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.7 is $90,321.00, which is .57% of the original contract. To date the Change Orders 1-6 is $719,046.00, which is 4.56% of the original contract.

The new contract amount for Rodan Builders Inc. is $16,590,367.00, which is within the Measure X Budget.

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 "as 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 Source Well) in the past to purchase classroom furniture.

The Administration recommends approving the contract for $595,391.30 with Palace Business Solutions for the furniture for the remaining classrooms, administration offices, library, multipurpose room,and picnic tables for lunch area at Beach Park Elementary.

As we are nearing the final few months of the Beach Park Elementary School project, we have managed to keep the project change orders at 2.9% to date. With such a successful change order rate, the district has decided to add back into the scope the lunch shelter and walkway canopy to the project. The lunch shelter will provide covered outdoor eating area for the students. The walkway canopy will keep the students dry when transitioning from classroom to classroom and the MPR. The contractor, Overaa & Co., has worked with our district team to offer these covered walkways at the bid-day price that was offered over a year and a half ago. With these two changes, it brings our project percentage total to 7.4%, which is still below the overall maximum change order allotted amount. 

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

The cost of Change Order No. 008 to the original contract is $1,358,028.30 (4.53% of the original contract), funded by Measure X. The total summary cost of Change Orders 001 - 007 is $858,045.05 (2.86% of the original contract). The complete breakdown of Change Order No. 008, with all the related costs, is included in the attachments.

The new contract amount will be $32,214,073.35, which is within the Beach Park Elementary School Project budget.

On May 7, 2020, the Board of Trustees approved HMC Architects, as the architectural firm for the George Hall Multipurpose Building Project.

Since then the scope of the project has been changed and modified. The Architect will provide additional services related to relocating of two portables as well as service for a new upper-grade play structure.

To implement the above services, HMC Architects submitted an additional service fee. HMC Architects services of $580,300.00 will be increased but not-to-exceed fee of $40,000.00, for a total of $620,300.00.

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 2020-2021 budget.

Assistant Superintendents Dr. Sarah Drinkwater and Sue Wieser will present information on site preparation work for reopening.

At the December 09, 2020 Board Meeting, the Board directed staff to return with a presentation on program options for the Middle School Reopening for spring 2021.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE INFORMATION ON GOVERNOR NEWSOM'S SAFE SCHOOLS FOR ALL PLAN AND PROVIDE DIRECTION TO STAFF ON SUBMISSION OF THE GRANT.

An election was held in the San Mateo-Foster City School District on November 3, 2020 (the “Bond Election”) for the issuance and sale of general obligation bonds of the District for various purposes in the maximum amount of $409,000,000 (“Measure T”).

This Resolution enters into the minutes of the meeting that Measure T was approved by more than fifty-five percent of the votes cast at the Bond Election and declares that all of the proceedings of the District in connection with the Bond Election have been accomplished according to law. 

Adoption of this Resolution starts the 60-day period by which time the District must have established the Citizens’ Oversight Committee and all members been appointed by the Board.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE RESOLUTION NO. 21/20-21 - ENTERING THE ELECTION RESULTS OF MEASURE T INTO THE MINUTES.

School districts have responded to the events that occurred at the Nation’s Capital on January 6, 2021 in a variety of ways. Actions that could be considered in the San Mateo - Foster City School District include continuing the important work of the Sanctuary Task Force and Equity Task Force, developing protocols for staff use in response to such events, reviewing and strengthening civics education and continuing our work on ensuring inclusive classrooms and school communities.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES DISCUSS THE EFFECT OF THE EVENTS OF JANUARY 6, 2021 ON THE SAN MATEO-FOSTER CITY SCHOOL DISTRICT AND PROVIDE DIRECTION TO STAFF ON POSSIBLE NEXT STEPS.

On September 24, 2020, the Board of Trustees approved a professional services agreement with Aedis Architects to provide analyses and recommendations to the District regarding HVAC, air filtration and related necessary electrical upgrades.  This was the precursor to fulfill the commitment in the Immediate Priorities in the SMFCSD Facilities Master Plan for the New Decade adopted by the Board of Trustees on July 30, 2020.

The specific Immediate Priorities in the Facilities Master Plan related to this item which will be funded by the Measure T bond measure passed by the voters on November 3, 2020 are:

• Add air conditioning with air filtration to facilities where there is none currently
• Replace/upgrade existing HVAC at schools which serve 6-8th graders and pod schools
• Add/improve air filtration on existing HV units which have air conditioning (HVAC)
• Upgrade electric systems where needed to support increased electrical demand such as from adding air conditioning and/or air filtration.

Aedis and its team of subcontractors with mechanical or electrical expertise did the following work which resulted in its Report:

1. analyzed existing Heating and Ventilation (HV) and HVAC systems including electrical systems at all District sites except Bowditch which has a recent HVAC system upgrade in all of its facilities except two and which is slated for a rebuild/new build/renovation project for which planning will begin soon
2. developed recommendations for ways to achieve this Immediate Priority in the Facilities Master Plan at each District site
3. prepared  cost projections for its recommendations

In addition, the scope of work for Aedis was expanded to include an analysis of project delivery options (in other words, how to implement its recommendations), a realistic timeline for implementation and a recommended grouping of projects.

The Aedis team will present its analyses and recommendations at the Board meeting on January 21 and answer any questions that the Board may have.  The Report will be posted as an attachment to this agenda item by no later than January 19.  This item is presented for information and any direction regarding next steps, which the Board of Trustees may wish to provide.  

Information from the School Services "Governor's Proposals for the 2021-2022 State Budget and K-12 Education" will be presented to the Board.  

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE INFORMATION REGARDING THE GOVERNOR'S PROPOSALS FOR THE 2021-2022 STATE BUDGET AND K-12 EDUCATION.

An election was held in the San Mateo-Foster City School District on November 3, 2015 for the issuance and sale of general obligation bonds (“Bonds”) of the District for various purposes in the maximum amount of $148,000,000 (the “Measure X”). 

On March 10, 2016, the District issued the first series of bonds under Measure X in the principal amount of $74,000,000.  The District now desires to finance certain projects approved under Measure X by the issuance of its second series of Bonds under Measure X in an amount not-to-exceed $45,000,000. 

(a)        Bond Resolution.  This Resolution authorizes the issuance of Bonds, specifies the basic terms, parameters and forms of the Bonds, and approves the form of Purchase Contract and form of Preliminary Official Statement described below.  In particular, Section 1 of the Resolution establishes the maximum aggregate principal amount of the Bonds to be issued ($45,000,000).  Section 4 of the Resolution states the maximum underwriters’ discount (0.375%) with respect to the Bonds, the maximum legal interest rate on the Bonds, and authorizes the Bonds to be sold at a negotiated sale to RBC Capital Markets, LLC and Stifel, Nicolaus & Company, Incorporated (the “Underwriters”).  The resolution only approves the issuance of the Bonds as Current Interest Bonds.

(b)        Form of Purchase Contract.  Pursuant to the Purchase Contract, the Underwriters will agree to buy the Bonds from the District.  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 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 Bonds which may be distributed to prospective purchasers of the Bonds.  The POS discloses information with respect to among other things (i) the proposed uses of proceeds of the Bonds, (ii) the terms of the Bonds (interest rate, redemption terms, etc.), (iii) the bond insurance policy for the Bonds, if any, (iv) the security for repayment of the Bonds (the ad valorem 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 Bonds and the District, and (viii) absence of litigation and other miscellaneous matters expected to be of interest to prospective purchasers of the Bonds.  Following the pricing of the Bonds, a final Official Statement for the 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 such public agency.  Such filings are required to be made 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 Bonds with current information regarding the District.  Similar laws have governed the corporate debt market for many years.

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

An election was held in the San Mateo-Foster City School District on November 3, 2020 for the issuance and sale of general obligation bonds (“Bonds”) of the District for various purposes in the maximum amount of $409,000,000 (the “Measure T”). 

The District now desires to finance certain projects approved under Measure T by the issuance of its first series of Bonds under Measure T in an amount not-to-exceed $100,000,000. 

(a)        Bond Resolution.  This Resolution authorizes the issuance of Bonds, specifies the basic terms, parameters and forms of the Bonds, and approves the form of Purchase Contract and form of Preliminary Official Statement described below.  In particular, Section 1 of the Resolution establishes the maximum aggregate principal amount of the Bonds to be issued ($100,000,000).  Section 4 of the Resolution states the maximum underwriters’ discount (0.375%) with respect to the Bonds, the maximum legal interest rate on the Bonds, and authorizes the Bonds to be sold at a negotiated sale to RBC Capital Markets, LLC and Stifel, Nicolaus & Company, Incorporated (the “Underwriters”).  The resolution only approves the issuance of the Bonds as Current Interest Bonds.

(b)        Form of Purchase Contract.  Pursuant to the Purchase Contract, the Underwriters will agree to buy the Bonds from the District.  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 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 Bonds which may be distributed to prospective purchasers of the Bonds.  The POS discloses information with respect to among other things (i) the proposed uses of proceeds of the Bonds, (ii) the terms of the Bonds (interest rate, redemption terms, etc.), (iii) the bond insurance policy for the Bonds, if any, (iv) the security for repayment of the Bonds (the ad valorem 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 Bonds and the District, and (viii) absence of litigation and other miscellaneous matters expected to be of interest to prospective purchasers of the Bonds.  Following the pricing of the Bonds, a final Official Statement for the Bonds will be prepared, substantially in the form of the POS.

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

On November 3, 2020, a proposition for the issuance of general obligation bonds of the San Mateo-Foster City School District (“District”) in the amount of $409,000,000 was approved by more than 55% of the voters voting on the measure (“Measure T”). Education Code Section 15278 provides that the governing board of a school district shall establish and appoint members to an independent citizens’ oversight committee, within 60 days of the date that the governing board enters the election results on its minutes.

The Board of Trustees previously established an independent citizens’ bond oversight committee (“Committee”) in connection with issuance of bonds under its Measure L and Measure X.  The instant Resolution expands the role of the original the Measure L and Measure X Committee to serve as the Committee for Measure T, Measure L and Measure X, amends and restates the Bylaws for the Committee to make them applicable to Measure T, Measure L and Measure X, and rescinds the previous Bylaws of the Committee.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE RESOLUTION NO. 20/2021 DESIGNATING A CITIZENS’ BOND OVERSIGHT COMMITTEE FOR MEASURE T, MEASURE L AND MEASURE X, AND APPROVING AMENDED AND RESTATED BYLAWS THEREFOR.

Because the Education Code prohibits the use of bond funds for the support of the Committee, there may be a fiscal impact to the General Fund resulting from the District’s support of the Committee. 

The term of employment contract for the Chief Business Official is two years and ends on June 30, 2021. The contract for the Chief Business Official is requested to be renewed from July 1, 2021 through June 30, 2023.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RENEW THE EMPLOYMENT CONTRACT OF THE CHIEF BUSINESS OFFICIAL.