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 third quarter of the 2020 - 2021 school year.

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

Parent filed a special education due process complaint ("Complaint") against the District, alleging that the District denied Student a FAPE from the 2018-2019 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 and services up to, but not including the date of the IEP meeting to be held in the future.  The 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.

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. 2 is $9,203.03, which is 6.78% of the original contract.

The new contract amount for Community Playgrounds is $148,666.04, which is within the Fund 40 Budget.

On December 6, 2018, the Board of Trustees approved the contract for Cleary Consultants, Inc. as a consultant to the School District for the Measure X Project at Borel Middle School New Gym and Classrooms Project in the amount of $22,000.

The District, in working with Cleary Consultants, Inc., encountered unforeseen conditions, District requests, necessary field changes, and time extensions granted to the General Contractors. 

The cost of Amendment No. 1 was $14,400 (65% of the original contract).  The cost of Amendment No. 2 is $7,150 (32.5% of the original contract).  The cost of Amendments No. 1 & 2 combined is $21,550 (98% of the original contract).   

The new contract amount will be $43,550, which is within the Measure X Borel Middle School New Gym and Classrooms Project budget.  

$7,150 - Measure X Funds

Multiple bids were solicited for the repaving of a section of the parking lot at Turnbull.

Cato's paving provided the lowest bid.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE CONTRACT WITH CATO'S PAVING FOR $59,600.

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 taxes allow for exemptions for properties that serve as the primary residence of a property owner who is 65 years or older.

The District managed the administration of the parcel taxes using a portal in the San Mateo County Tax Collector website. The portal was removed in 2020. The consultant services agreement with DTA will provide services to assist in the administration of SMFCSD parcel taxes, ensuring all parcels that qualify are assessed the correct charges, including new parcels and parcels that no longer qualify for an exemption due to a change in ownership or other. DTA will also manage new applications for exemptions.

Two of the Immediate Priorities in the Facilities Master Plan for the New Decade are 1. to provide hot water in existing sinks throughout the District, repair sinks and add sinks where needed; and 2. to install water bottle fillers on the exteriors of school sites.

Bartos Architecture, one of the architectural firms which qualified for the District's Architect Pool approved by the Board of Trustees in December 2020, has been selected  to provide the architectural services for these two projects which are needed prior to implementation.

The Master Agreement for Bartos Architecture for these two and any subsequent projects is attached and is based on its submittal in the fall in response to the District's widely advertised request for Statements of Qualifications.  Also attached are an Addendum respectively for each of the two projects which includes the scope of work, timeline, architectural fees including needed consultants along with several other items. 

In the case of Addendum 01 for the water bottle fillers, the full scope of work and fees are included. Whereas, for Addendum 02, the fees for the first phase of the work--General Programming--are the only fees that are included with additional fees to be determined after the General Programming phase that will be needed to complete the planning and oversight by Bartos Architecture.  Included with Addendum 02 is the Bartos proposal for all phases of the work once the General Programming is done and the District administration determines how to proceed within the projected budget.  While the water bottle filler project for all school sites will not require approval by the Division of the State Architect (DSA), the hot water/sink projects for all sites will require DSA review and approval, hence the different projected timelines.  

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.

The Board of Trustees will receive a list of Stakeholders for the Interview Committee as delineated in the March 25, 2021 Board meeting.  They will randomly select two additional parents to serve on this Committee and approve the membership for the Stakeholder Interview Committee.  The Superintendent Search Firm, McPherson Jacobson, will provide information on the interview process and the role of the Stakeholder Interview Committee.

During the March 6, 2021 Board Study Session, Trustees suggested changes to the Governance Handbook.  These changes have been incorporated in a new version dated March 2021.

Staff recommends approval of the Governance Handbook with the exception of the highlighted section entitled Public Comment on page 12.  Staff have been gathering ideas to share related to this potential change but feel that this is a policy that requires further discussion and could be placed on an agenda at an upcoming Study Session. 

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.

The District solicited community interest in serving on the Committee through website and newspaper advertisements and asked current members if they desired to continue to serve on the Committee.  From this pool of applicants the attached recommendations for appointment are being made.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE OVERSIGHT COMMITTEE MEMBERS LISTED TO CONTINUE SERVING FOR A THREE-YEAR TERM.

One of the Immediate Priorities in the Facilities Master Plan for the New Decade is a major project for Bowditch Middle School which consists of 1. adding a new gym and locker rooms following the District Standards used for the recently completed gyms at Abbott, Bayside, and Borel Middle Schools; 2. rebuilding as much of the site as financially possible; and 3. renovating the rest of the Bowditch facilities.  This project which we refer to as the Bowditch Build/Rebuild/Renovate Project is to be funded by Measure T.  It is in addition to the Measure X, Phase II Project, currently in design development, to add a new drama building, restrooms, and a new science building which includes six classrooms/labs surrounding a science materials preparation and storage room.

The first phase in the Build/Rebuild/Renovate Project is to develop a conceptual Master Plan for the site after studies of the site including utilities, structural, and geotechnical to see what is possible and not possible on the site.  HED Design, the architect for both Measure X and Measure T Bowditch projects, has developed a conceptual Master Plan that is based on the results of the studies, consideration of impacts on the site, and general affordability within the funds projected in the Facilities Master Plan for the Bowditch Measure T project. 

The purpose of tonight's agenda item is for Wallace Gordon, Principal of HED Design and Lead Architect for both Bowditch projects to present HED's findings and a conceptual Master Plan for the site that generally fits within the Measure T budget.  This is intended to be an initial presentation about the best option for the Build/Rebuild/Renovate Project that also minimizes the need for temporary housing and maximizes the use of funds on academic facilities. 

After any Board direction on April 22 regarding the conceptual Master Plan, the following will be scheduled to review the conceptual Master Plan and provide an opportunity for questions and comments.:

• a meeting with the School Team regarding the conceptual Master Plan
• a meeting with the surrounding neighborhoods and School Community                    , 

These will be the first of several meetings with the School Team comprised of parents, staff and the school's leaders and with the neighborhood which will take place after the Board of Trustees' approval of the final Master Plan which is projected to be ready in July 2021 along with the latest cost estimates.  Those meetings will be held as HED moves through the regular planning and documentation phases for each part of the project.  

The Facilities Master Plan for the New Decade includes the addition of new Multipurpose Rooms for LEAD, Highlands, Meadow Heights and Parkside Montessori Schools as Immediate Priorities.  In March 2020, the Board of Trustees approved the selection of HKIT, LPA, Lionakis and HMC respectively as the architectural firms for these four projects and authorized the administration to enter into Master Agreements with each of the firms.

Working with legal counsel, the administration developed a common Master Agreement for the District's Architect Pool for Measure T and related projects which have been executed pursuant to the Board's authorization.   They are attached to this agenda item for ratification.

Once Master Agreements are executed, an Addendum is developed for each individual project that an architectural firm is selected to do.  Addendum 01 for each of these four projects is attached for the Board's review and approval.   Together, the Master Agreement and Addendum constitute the contractual agreements between each architectural firm and the District for each project.

Work is beginning this spring for each of the projects including the various site studies (e.g. surveys, geotechnical evaluations, utilities siting), the determination of locations and massing, and initial design using District Standards developed for the Beach Park, Sunnybrae and George Hall Multipurpose Room projects.  School Teams are being formed for each project and engagement with the surrounding neighborhood for each site will be planned as each project progresses.