The Board approve 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 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 February 26, 2021.

The cost of Amendment No.2 is $20,000.00 (.84%) of the original contract. the new contract amount will be $310,070,00.

On January 21, 2021, the Board of Trustees approved the contract for Community Playgrounds Inc. for the New Shade Structure Project at Abbott Middle School. for $135,672.00

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

The cost of Change Order No.1 is $3,791.01, which is .27% of the original contract.

The new contract amount for Community Playgrounds Inc. is $139,463.01, which is within the Fund 40 Budget.

On April 18, 2019 the Board of Trustees approved the contract for Vitality Construction Inc. for the interior and exterior lighting at district schools, per the bid on March 28, 2019, for $396,636.09.

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

The cost of Change Order No.3 is $(24,425.82), which is (.61%) of the original contract. Change Orders 1-2 were time extensions.

The new contract amount for Vitality Construction Inc. is $372,183.27, which is within the California Clean Energy Jobs Act (Prop 39).

On January 21, 2021, Aedis Architects presented its analysis and recommendations (referred to below as the Report) regarding the addition of HVAC to schools, the replacement of existing HVAC units in schools with grades 6-8 and pod schools (except Bowditch where the HVAC units were recently replaced}, and additional improvements to air filtration at schools and other District sites.  Also included in the Report was an analysis of which sites would need electrical upgrades to support the additions and improvements as well as other future work identified as Immediate Priorities in the District's Facilities Master Plan for the New Decade adopted by the Board of Trustees on July 30, 2020.

The purpose of this agenda item is to outline next steps which are to:

• proceed with the replacement of filters to enhance current air filtration including upgrading from MERV-11 filters to MERV-13 filters where possible on existing equipment;
• proceed with the installation of CO2 monitors connected to the District's energy management system where recommended by Aedis Architects and its consultants;
• take the initial steps needed with PG&E to secure the approvals needed for the electrical power upgrades/replacements;
• recommend the approval of Aedis Architects to proceed with the planning needed for the HVAC and electrical upgrades identified at 7 District schools including 5 elementary schools which have predominantly in-classroom equipment and two middle schools included in Groups 2 and 3 as recommended in the Report; and
• develop a Request for Proposals from architectural firms in the District's architectural firms who have experience with HVAC and electrical upgrade planning to do the planning necessary for the remaining schools.

Attached to this agenda item is the Master Agreement and Addendum 1 for Aedis Architects and its consultants to perform the needed planning, design, construction documents for the Division of State Architect and oversight services needed for schools identified as Group 2 schools in the Report (College Park, George Hall, Laurel, Meadow Heights,and North Shoreview Montessori) and two schools in Group 3 in the Report (Abbott and Borel Middle Schools).

The Board of Trustees adopted the SMFCSD Facilities Master Plan for the New Decade on July 30, 2020.  The Plan includes Immediate Priorities which will be funded with the passage of Measure T on November 3, 2020.  One of the Immediate Priorities is to begin an investment in solar power systems as part of the Board's goal to become a Net-Zero Energy Efficient school district.

The administration issued a Request for Proposals for a Solar Feasibility Study in December 2020 with proposals due in January.  Five firms submitted proposals to perform the Study.  Two firms were interviewed and one firm, Sage Energy Consulting is recommended to perfom the Study based on its independence of any particular system, ownership or financing option; its depth of experience in performing solar feasibility studies similar to what the District is seeking, including many for surrounding school districts; and its proposal and oral presentation and conformance with the District's expectations and working relationships.  

The Study will provide analyses and information to the District on historical and current energy usage at all District sites, design options and recommendtions for sites, and cost estimates for sites with alternative ownership and financing options (Task 1 Report) and specific recommendatons for each site that the District determines to move forward with based on the analyses and recommendations in the Task 1 Report along with financial modeling of multiple options including ownership (Task Report 2).  The details of the analyses and the deliverables are detailed in the Professional Services Agreement and the accompanying Task Order which is part of the Agreement.  Both are attached and have been reviewed by County Counsel including a review of the insurance and liability sections by San Mateo County Schools Insurance Group.

A.  Federal and State documents as authorized agents of the Board of Trustees: The Superintendent, Dr. Joan Rosas; and/or the Chief Business Official, Patrick Gaffney: and/or the Director of Fiscal Services, Maria Charen Yu.

B.  Contract documents following the approval of the Board of Trustees: The Superintendent, Dr. Joan Rosas; and/or the Chief Business Official, Patrick Gaffney; and/or the Director of Fiscal Services, Maria Charen Yu; and/or Sue Wieser, Assistant Superintendent of Human Resources.

C. Purchase Orders: The Superintendent, Dr. Joan Rosas; and/or the Chief Business Official, Patrick Gaffney; and/or the Director of Fiscal Services, Maria Charen Yu.

D.  District Clearing Account:  Any two of the following: The Superintendent, Dr. Joan Rosas; and/or the Chief Business Official, Patrick Gaffney; and/or the Director of Fiscal Services, Maria Charen Yu; and/or the Assistant Superintendent of Human Resources, Sue Wieser; and/or the Assistant Superintendent of Education Services, David Chambliss; and/or the Assistant Superintendent of Student Services, Sarah Drinkwater.

E.  Revolving Fund Accounts:  Any two of the following:  The Superintendent, Dr. Joan Rosas; and/or the Chief Business Official, Patrick Gaffney; and/or the Director of Fiscal Services, Maria Charen Yu; and/or the Assistant Superintendent of Human Resources, Sue Wieser; and/or the Assistant Superintendent of Education Services, David Chambliss; and/or the Assistant Superintendent of Student Services, Sarah Drinkwater.

F.  Cafeteria Account: Any two of the following:  The Superintendent, Dr. Joan Rosas; and/or the Chief Business Official, Patrick Gaffney; and/or the Administrator for Food Services, Andrew Soliz; and/or the Director of Fiscal Services, Maria Charen Yu.

G.  Annex Revolving Account:  Any two of the following:  The Superintendent, Dr. Joan Rosas; and/or the Assistant Superintendent of Student Services, Sarah Drinkwater; and/or the Chief Business Official, Patrick Gaffney; and/or the Director of Fiscal Services, Maria Charen Yu; and/or the Coordinator of the Annex, Danielle Tremaine

Education Code Section 42632 requires that each order drawn on the funds of a school district shall be signed by a majority of the members of the Governing Board of the District, or by a person or persons authorized by the Governing Board to sign orders. The authorized signatures shall be filed with the County Superintendent of Schools. With district personnel changes in 2020-21, the Government Board of the San Mateo-Foster City School District has authorized any of the following administrators' signatures on district orders: 

1) Dr. Joan Rosas, Superintendent

2) Patrick Gaffney, Chief Business Official 

3) Maria Charen Yu, Director of Fiscal Services 

With the change in District personnel, the District’s bank, First Bank, requires new signature authorization from the Governing Board of the San Mateo-Foster City School District. The resolution will authorize the following administrators to sign bank deposit accounts on behalf of the District:

1) Dr. Joan Rosas, Superintendent

2) Patrick Gaffney, Chief Business Official 

3) Maria Charen Yu, Director of Fiscal Services 

With the change in District personnel, the Local Agency Investment Fund Account (LAIF) Administrator requires new signature authorization from the Governing Board of the San Mateo-Foster City School District. The resolution will authorize the following administrators to sign on behalf of the District:

1) Dr. Joan Rosas, Superintendent

2) Patrick Gaffney, Chief Business Official 

3) Maria Charen Yu, Director of Fiscal Services 

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.

District staff will provide an update on the reopening plans for elementary and middle schools. 

At the January 30, 2021 Board Study Session, Trustees reviewed the District's Equity Statement and made suggested changes.  The changes are highlighted in the text below.  The Trustees will review the updated statement and determine whether they wish to make any further changes or to adopt this Equity Statement for the San Mateo Foster City School District.

Educational equity means that each student receives what they need to develop to their full academic and social-emotional potential as measured through multiple data metrics.

Working towards equity involves: 

• Ensuring equally high outcomes for all participants in our educational system; removing the predictability of success or failures that currently correlates with any social, cultural, or racial factor

• Interrupting inequitable policies and practices while examining and eliminating biases to create inclusive multicultural school environments for adults and students.

• Discovering and cultivating the unique gifts, talents, and interests that every human possesses.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES REVIEW AND ADOPT AN UPDATED EQUITY STATEMENT FOR THE SAN MATEO - FOSTER CITY SCHOOL DISTRICT.

Annually, an election of officers for the California School Boards Association Delegate's Assembly is held.  The San Mateo-Foster City School District is in sub region 5-B - San Mateo County which has three open seats with three candidates running for election.

• Carrie Du Bois (Sequoia Union HSD)
• Gregory Land (San Mateo Union HSD)
• Daina Lujan (South San Francisco USD)

Attached is the 2021 Delegate Assembly Ballot for sub region 5-B and the resumes of these candidates.

The purpose of this agenda item is for the administration to provide an update to the Board of Trustees and the community on Measure X projects.  Measure X was a bond measure passed by the voters in November 2015 in fund facilities for increased and increasing enrollments. 

Measure X has two phases involving four projects each as shown below:

  Phase I:  New elementary school in Foster City

                        New gym/locker rooms and additional classrooms at Borel Middle School

                        New gym/locker rooms and additional classrooms at Abbott Middle School

                        New gym/locker rooms at Bayside Middle School

        Phase II: New North Central elementary school

                        New Multipurpose Building including instructional spaces at George Hall School

                        New Multipurpose Building including instructional spaces at Sunnybrae School

                        New Science and Drama Buildings at Bowditch Middle School

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.

On July 21, 2020 the San Mateo-Foster City School District (SMFCSD) and the California School Employees Association (CSEA) reached a Tentative Agreement on a Memorandum of Understanding (MOU) for Return to Work. The MOU was ratified by the CSEA bargaining unit on January 8, 2021. This agreement is non-precedent setting and all components of the current Collective Bargaining Agreement between CSEA and the District not addressed by the terms of this agreement shall remain in full effect.

Highlights of the MOU (see attachment) are summarized below and include:

• Health and Safety
  • Training
  • PPE
  • Face coverings, handwashing/sanitizing, physical distancing
  • Cleaning
• Health Screenings including wellness question, temperature check and hand sanitizer
• Contact Tracing and Infection Reporting
• Coronavirus Related Duties
  • Specific job classifications may be required to assist with health screenings including office staff, nurse and paraeducators
• The following priorities shall apply to unit members for FTDL remote work:

• First priority to unit members with an underlying health condition and have an individual living in the unit member’s household who has an underlying health condition and aged 65 or over that make them at high risk for COVID-19
• Second priority will be given to unit members with childcare or family care needs
• Third priority will be given to other employees who request a remote assignment.

• Leaves

• Leaves available for employee’s own health condition, childcare and family care.

• School or Class Closures
  • Unit members may be assigned to work from home
  • Unit members will remain in paid status if sent home due to suspected exposure to COVID-19 for relevant quarantine period with no personal leave deduction.
    
  
  
• This MOU shall expire in full without precedent on June 30, 2021, unless extended by mutual written agreement.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE TENTATIVE AGREEMENT FOR THE MOU FOR RETURN TO WORK WITH THE CSEA CHAPTER 411 AS NEGOTIATED.

The agreement has a financial impact on SMFCSD of approximately $100,000 which is based on cost of PPE, health screening needs, leaves and salary while in quarantine period.

Per Education Code 44955(d)(1), a school district may deviate from terminating a certificated employee in order of seniority if a district has a specific need for personnel to teach a specific course or course of study, or to provide services authorized by a services credential with a specialization in either pupil personnel services or health for a school nurse, and that the certificated employee has special training and experience necessary to teach that course or course of study or to provide those services, which others with more seniority do not possess.

The District may find it necessary to reduce and eliminate particular kinds of services, and layoff a corresponding number of certificated employees. The attached “Skipping and Tie Breaking Criteria for Certificated Employees” identify how the District will determine the order of layoff for certificated teachers in hard to fill positions and positions that require special authorization in addition to how ties will be broken for employees with the same seniority date. The adoption of “skipping” and “tie breaking” criteria will allow the District to retain teachers in specialized teaching areas to preserve programs in the event layoff of certificated becomes necessary.