A special education due process complaint ("Complaint") was filed against the District, alleging that the District denied a Student FAPE from the 2018-19 school year to the present.

This Agreement constitutes a full and final resolution of all claims and issues arising from or related to Student's educational program and services through the first day of the 2021-22 school year.  This agreement is not, and shall not be construed as, an admission of liability fault or wrong doing of any kind by Parent and/or the District.  No party shall be deemed the "prevailing party." The agreement is confidential except as required by law.

This Agreement is entered into by the Parties (Parent and District) for the purpose of compromising and setting all actions,and issues, whether known or unknown, related to, or arising from, Student's educational program.  It does not constitute, not shall it be construed as, an admission of liability by the District for any purpose.  The Agreement is confidential except as required by law.

As part of the District-wide Shade Structure Project, the Board of Trustees approved the construction of  three (3) metal shade structures at the June 20, 2019 Board Meeting. While the contractor was boring for the piers of the shade structure they encountered an obstruction in the ground. The pier had to be re-engineered and modified the existing footing. 

To implement the above services,  Porter Corp/Poligon Inc. submitted an additional service fee. Porter Corp/Poligon Inc. services of $139.735.80 will increase but not-to-exceed fee of $2,000.00, for a total of $141,735.80.

The San Mateo Foster City School District has requested HMC provide a 3D survey of the gravel
grindings pile so as to provide a hyper-accurate take off of material to remain for the new school
site work versus quantity to be off hauled.

This work was performed last year before the foundations were started and now needs to be moved forward for approval as the project is coming to a close in the next couple of months. 

The present fee of architectural services of $736,726.33 is hereby increased by a not-to-exceed fee of $10,000.00, for a total contract fee of $746,726.33.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE AMENDMENT #3 FOR HMC ARCHITECTS THE BEACH PARK ELEMENTARY SCHOOL PROJECT.

San Mateo Foster City School District is requesting HMC to provide professional design services,
including agency processing, in support of adding the walkway canopy west of Building B, three
connector canopies, and the lunch shelter west of the Multipurpose Building. HMC Architects and
their engineering consultants will review the documents for feasibility and incorporate revisions as
requested.

The present fee of architectural services of $746,726.33 is hereby increased by a not-to-exceed fee of $29,798.00 for a total contract fee of $776,524.33.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE AMENDMENT #4 FOR HMC ARCHITECTS REGARDING THE BEACH PARK ELEMENTARY SCHOOL PROJECT.

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. 009 to the original contract is $90,253.32 (0.30% of the original contract), funded by Measure X.  The total summary cost of Change Orders 001 - 008 is $2,216,073.35 (7.39% of the original contract).  The complete breakdown of Change Order No. 009, with all the related costs, is included in the attachments.     

The new contract amount will be $32,304,326.67, which is within the Beach Park Elementary School Project budget.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE CHANGE ORDER NO. 009 FOR C. OVERAA & CO. REGARDING THE BEACH PARK ELEMENTARY SCHOOL PROJECT.

$90,253.32 - Measure X Funds

On October 12, 2020, the Board of Trustees approved the contract for Joseph Cumiskey Construction Corp., as a Restricted Routine Maintenance Project, regarding the Borel Middle School Restroom Upgrades Project in the amount of $152,925.00.

The District, in working with Joseph Cumiskey Construction Corp., encountered unforeseen conditions, necessary field changes, and corrections.

The cost of Change Order No. 1 to the original contract is $2,210.00 (1.45% of the original contract).

The new contract amount will be $155,135.00, within the Borel Middle School Restroom Upgrade Project budget.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE CHANGE ORDER NO. 1 FOR JOSEPH CUMISKEY CONSTRUCTION CORP., REGARDING THE BOREL MIDDLE SCHOOL RESTROOM UPGRADE PROJECT.

$2,210.00

Restricted Routine Maintenance Funds

On March 26, 2020, the Board of Trustees approved the HED Architects proposal for Design Services through DSA Closeout for the Bowditch Middle School New Science and Drama Building Project as a Phase 2, Measure X classification.  As part of this project, the District has been working with HED Architects on the Bowditch Middle School New Science and Drama Building Project. 

The District awarded a design contract to HED Architects in the amount of $1,055,000.  Add Services No. 1 is for establish the program for science facilities improvements.  The cost of Add Services No. 1 to the original contract is $19,120 (1.8% of the original contract).  Add Services No. 1 is for added scope due to the District increasing the project construction budget by $1.1M.   The cost of Add Services No. 2 to the original contract is $96,000 (9.1% of the original contract).  The cost of Add Services No. 1 & 2, combined, to the original contract is $115,120 (10.9% of the original contract).  The new contract amount will be $1,170,120, within the Measure X Bowditch Middle School New Science and Drama Building Project budget. 

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE ADD SERVICES NO. 1 & 2 FOR HED ARCHITECTS REGARDING THE BOWDITCH MIDDLE SCHOOL NEW SCIENCE AND DRAMA BUILDINGS - PHASE 2 MEASURE X PROJECT.

Measure X Funds

$115,120

The District has considered adding synthetic turf to our schools for several reasons: 1. The ever-increasing need to address water conservation requirements relating to drought conditions throughout California. 2. To improve the consistency of playing conditions 3. Limited maintenance and operations funding to maintain these fields 4. Improved synthetic turf products.

The District in years past has looked at synthetic turf but was concerned about the typical recycled car tire rubber which had been used since the 1990's. Since that time several alternative granular infills that are of the organic type have been produced. Many of these infill materials are environmentally friendly in their manufacturing and recycling and almost all are products that will result in a considerably cooler turf field as well.

The District would like to explore installing turf at two of our school sites. One being the Foster City Elementary School field that has been very difficult to keep grass growing due to the nature of the soil. And also Beach Park Elementary School as there is a turf area planned and may have the same soil conditions as FCES. District staff felt that these two sites would be a good place to start to determine viability for other sites.

In Measure T, the District budgeted funds for new synthetic turf for some of our schools. The District is asking that Verde Design Inc. help with the design, analysis, construction documentation (DSA) and implementation at these two schools for a total design fee of $152,150.00.

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

Since the scope of the project has been changed and modified. The Architect will provide additional services related to added scope.

To implement the above services, HMC Architects submitted an additional service fee. HMC Architects services of $620,300.00 will be increased but not-to-exceed fee of $188,176.00, for a total of $808,476.00.00.

Since 1991, the District has benefited from a parcel tax (Measure B), to support small class sizes and maintain education programs. In November 2018, the voters passed a second parcel tax, Measure V, Excellence in Education, to preserve quality education by attracting and retaining qualified teachers and staff; provide outstanding academic programs, including reading, writing, math, science, technology, engineering; and support art, music and drama programs.

Both parcel tax measures provide for an annual cost of living adjustment and an automatic adjustment in the District’s Gann Appropriation Limit. The attached resolution provides the percentage rate adjustment for the next fiscal/tax year. The rate increase per the consumer price index (CPI) adjustment through December of the prior calendar year is 2%. Therefore, the following applies:

 • The Measure B 1991 Parcel Tax for 2020-2021 is $119.10, and will increase to $121.48 for 2021-2022.

 • The Measure V 2018 Parcel Tax for 2020-2021 is $305.44, and will increase to $311.55 for 2021-2022.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE RESOLUTION NO. 26/20-21 ESTABLISHING THE 2021-2022 RATE FOR THE DISTRICT’S PARCEL TAXES OF 1991 AND 2018, AUTHORIZING THE SAN MATEO COUNTY CONTROLLER TO PLACE SAID TAXES ON THE TAX ROLLS AND AUTHORIZING AN EQUIVALENT INCREASE IN THE DISTRICT’S GANN LIMIT.

General Fund: $290,000

The Board of Trustees has the authority under the provisions of Education Code Sections 39520, 39521, 39522, and 39523 to dispose of tangible surplus property if it no longer meets the needs of the District. Board Policy 3270 adopted June 5, 2014 describes the appropriate process for surplus and disposal of said property.  

The following property will be declared surplus to the needs of the District as it is inadvisable to repair and/or is obsolete: 

• Technology Department--Disposal of damaged equipment: two UPS units, six desktop computers, two laptops, one fax machine, one projector, and other electronic equipment.
• Facilities and Transportation Department--Disposal of seven buses, 1980 GMC, License Nr. 791190; 1992 Bluebird, License Nr. 359880; 1987 Chevrolet. License Nr. 091206; 1988 Wayne, License Nr. 200256; 1990 Chevrolet, License Nr. 285912; 1995 Wayne, License Nr. 018888; 1987 Chevrolet, License Nr. 091168.

IT IS RECOMMENDED THE BOARD OF TRUSTEES APPROVE RESOLUTION NO. 12/20-21 AUTHORIZING CERTAIN PROPERTY SURPLUS AND AUTHORIZING THE DISTRICT TO DISPOSE OF IT IN ACCORDANCE WITH BOARD POLICY 3270.

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.

Annually, Board Meeting dates are set by the Trustees. 

The San Mateo-Foster City School District Board Policy establishes 1-2 regular Board meetings each month from August to June.  The Annual Reorganization meeting must be held within 15 days following the second Friday in December.  Additionally, the District makes every attempt to avoid major holidays.

Taking these requirements and considerations into account, the attached schedule of Board Meetings is presented for Board approval.   

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE ATTACHED BOARD MEETING DATES FOR 2021-2022.

The District's Facilities Master Plan for the New Decade, adopted on July 30, 2020, includes new Multipurpose Rooms at four elementary schools:  Highlands, LEAD, Meadow Heights and Parkside Montessori Schools.  These four Multipurpose Room projects are part of the Immediate Priority Projects funded by Measure T that was passed by the District's voters in November 2020.

Last December, the Board of Trustees approved the District's Architect Pool for all new facilities projects capping a selection process which started with a request for submissions of Statements of Qualifications which were used to determine eligibility for the Pool.  In January, the District issued a Request for Proposals from interested architectural firms in the District's Pool which met minimum criteria for being considered for the Mulitpurpose Room projects. 

Nineteen of the twenty-five firms in the District's Pool made submissions which were then reviewed and ranked for responsiveness by the Facilities Team, Nine firms were selected for interviews.  Interviews were held in February by a District Team which included members of the Facilities Team and two elementary principals.  Four firms emerged from the interviews as the finalists for the Multipurpose Room projects.  References were completed for three of the firms--two of which had never done work in the District and one which had previously done design work for District facilities but submitted a new team for the project. No additional reference checking was done for the one firm which is currently the architect for two Measure X projects.

The four recommended architectural firms for the Multipurpose Room projects are HKIT, HMC, Leonakis, and LPA,  With Board of Trustees' approval of these four firms for the projects, the next steps will be to prepare the contract documents including the Master Agreement which was part of the original Statement of Qualifications that each firm submitted and to which they agreed, a kickoff meeting with all four firms regarding District Standards and budgets and timelines followed by individual kickoff meetings with each firm.  Concurrently, the District Facilities Team will be meeting with the Principals for the four schools to explain the process and roles and responsibilities; review the District's Standards for Multipurpose Rooms and discuss the formation of School Teams of staff and parents to provide input during the design of each project.   As with all new facilities projects in the District, there will be neighborhood outreach during the design phase and prior to construction beginning.                  

In order to comply with the provisions of the Education Code and in accordance with Board Policy, staff will present the Second Interim Report for 2020-21. This report is a summation of actual revenues and expenditures through January 31, 2021 and a projection of revenues and expenditures for the remainder of the fiscal year through June 30, 2021.

The Second Interim Report includes adjustments that are being made to the budget since the revisions that were approved by the Board at First Interim. This report includes General Fund Unrestricted, Restricted, all other District Funds, and Multi-Year Projections for the two subsequent years.It will be presented to the Board for information.

The District is presenting the Second Interim Report with a positive certification stating it can meet its financial obligations for the current fiscal year and the two subsequent years.

The Second Interim will be brought to the Board for approval prior to being submitted to the San Mateo County Office of Education for audit. Final submission will be to the State

Chavan & Associates, LLP has completed the audit for the fiscal year ending June 30, 2020.  The audit report is presented in the format required by Government Auditing Standards.

The Management Discussion and Analysis (MD&A) is a narrative and analysis of the District’s financial statements.

The fund financial statements provide detailed financial information about the District’s collective major funds as required per the Government Auditing Standards, rather than reporting on funds individually. The General Fund (Fund 1) is always a major fund and the other major funds for the District for 2019-20 are:  Deferred Maintenance (Fund 14), Special Reserve (Fund 17), Building Fund (Fund 21), Retiree Benefits (Fund 71), and the Bond Interest and Redemption Fund (Fund 51).

The notes to the financial statement include capital assets and long term debt.  Capital assets have a useful life of five or more years and include land, land improvements, buildings, building improvements, and equipment with a value of $5,000 or more.  Assets are reflected in the statement at historical cost net of accumulated depreciation.

There are no audit findings or recommendations for 2019-20.

Copies of the complete audit report are available for review at the District Office, Fiscal Services Department, 1170 Chess Drive, Foster City.

Mr. Sheldon Chavan, Chavan & Associates Partner, will be present to answer any questions about the audit.