$13,720.50 per quarter, not to exceed $54,882.

The San Mateo-Foster City School District currently receives CCTR and CSPP funding from the California Department of Education’s Early Education and Support Division to support Early Childhood Education programs at Turnbull Child Development Center, LEAD, North Shoreview, and Parkside Schools.

In order to receive final approval of Early Education and Support Division contracts, the District must provide annually to the California Department of Education appropriate authorizations included in this Agenda for Board approval. We would like Diego R. Ochoa, Superintendent, Sarah Drinkwater, Assistant Superintendent of Student Services, and Karrie Haselton, Principal on Special Assignment for Child Development, to be authorized to sign contracts from the California Department of Education’s Early Learning and Care Division.  

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES ADOPT RESOLUTION NO. 32/20-21 AUTHORIZING THE  AGREEMENTS BETWEEN THE SAN MATEO-FOSTER CITY SCHOOL DISTRICT AND THE CALIFORNIA DEPARTMENT OF EDUCATION TO PROVIDE CSPP AND CCTR CHILDCARE AND DEVELOPMENT SERVICES FOR 2021-2022 AND TO AUTHORIZE THE FOLLOWING SIGNATORIES:  DIEGO R. OCHOA, SARAH DRINKWATER AND KARRIE HAZELTON.

Approximately $2.275 million per year

A parent filed a Special Education Due Process complaint against the District alleging the District denied Student a FAPE from the 2018-29 school year to the present.

The agreement constitutes a full and final resolution of all claims and issues arising from/related to Student's educational program and services through the end of the 2021-22 school year.

Teams composed of classroom teachers, teachers on special assignment, program specialists, the EL Coordinator and Directors of Curriculum & Instruction collected teacher feedback and reviewed the impact of the elementary Zearn curriculum and the middle school Math Nation curriculum on teaching and learning during this year’s full-time, hybrid, and full-time distance learning instruction.  The teams came to consensus and are recommending the continued use of these curricula in the 2021-22 school year, rather than return to the use of the Envision curriculum at elementary and the CPM curriculum at middle.  

1. Elementary School Math:  Zearn Math; Zearn.org; c. 2020

2. Middle School Math:  Math Nation/Algebra Nation; University of Florida Lastinger Center for Learning/Study Edge; c. 2020

On March 5, 2019, a contract was approved for Smith-Emery San Francisco Inc. as the firm for the Abbott New Gymnasium/Classrooms Project. Since then the District has needed to add extra services for testing of shop and field welding for this project. The District sought out reimbursement for added testing from the contractor that was settled on for a total of $12,747.00, This amount was added back into the project to help with the added costs.

The original contract was $42,909.06  and the cost for Amendment No.1-3 is $135,823.56. Cost for Amendment No.4 is $2,288.40 (5.33% of the original contract). The final contract amount will be $181,021.02.

On August 1, 2013, the Board of Trustees approved the contract for providing Districtwide Security Cameras. In keeping with this standard, the District solicited bids for the new school Beach Park Elementary. The District recommends awarding the contract to the lowest responsible bidder, in the amount of $49,575.25 for the installation of security cameras at Beach Park Elementary School, to Edgeworth Integration LLC.

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 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 $808,476.00 will be increased by (but not-to-exceed) $12.930.00, for a total of $821,406.00.

On January 21, 2021, Aedis Architects presented its analysis and recommendations (referred to below as the Report) regarding the addition of HVAC to schools in classrooms and spaces where there is none, 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.

At the February 18, 2021 Board meeting, the Board of Trustees approved a Professional Services Agreement to do the preparatory design work for the Phase I schools (College Park, George Hall, Laurel, Meadow Heights, North Shoreview Montessori, Abbott and Borel).  All of the necessary documentation for these schools' projects has been submitted to the California Division of State Architect (DSA) for its required review and approval process which is anticipated to take about 4-6 months after which the District will issue a request for bid proposals for implementation.

The purpose of this agenda item is to initiate the planning and documentation for the remaining schools which are slated for either the addition of HVAC where there is none or the replacement of existing HVAC units in schools with grades 6-8 and pod schools (Audubon and San Mateo Park) as well as the electrical upgrades where needed.  The schools which are part of the Phase II group are Audubon, Bayside Academy, Baywood, Beresford, Foster City, LEAD, Parkside Montessori and San Mateo Park.

The Facilities Team, in concert with the Maintenance and Operations Department, requested a proposal for Professional Services from Aedis Architects, the firm which is doing Phase I as well as did the initial analyses and recommendations in the Report for all schools submitted in January 2021.   Aedis was chosen because of the extensive knowledge of the District's HVAC and electrical systems that it has developed in its current and previous work and its ability to use that knowledge to complete the Phase II planning in a timely and cost-effective manner.   The Facilities Team is confident in the work that Aedis has completed to date.  Legal counsel has confirmed previously that it is the right of the District to make a direct selection of an architect for any project in the District from the District's Qualified Architect Pool as approved by the Board of Trustees in December 2020.

The projected timeline for the Phase II projects to begin construction--dependent on DSA's review and approval timeline which neither the District nor Aedis has control over--is approximately one year from the time that Aedis starts the planning work which includes schematic design, design development, construction documents and applications to PG&E for the necessary electrical upgrades.

IT IS RECOMMENDED THE BOARD OF TRUSTEES APPROVE ADDENDUM 2 TO THE MASTER AGREEMENT WITH AEDIS ARCHITECTS TO PROCEED WITH THE PLANNING, DESIGN, AND DEVELOPMENT OF CONSTRUCTION DOCUMENTS TO IMPLEMENT PHASE II OF THE DISTRICT'S HVAC/ELECTRICAL UPGRADES PROJECT.

California's public bidding process, pursuant to  Public Contract Code Section 3400, allows contractors to bid on a set of specifications which identifies certain requirements that need to be met. In a competitively bid project, contractors often submit different products for the same specification item unless the public entity, in this case the San Mateo-Foster City School District's Board of Trustees, adopts a resolution specifying certain products and/or manufacturers. 

Resolution 33/20-21 has been prepared to identify those products and/or manufacturers that the District would like to standardize across the District for consistency and cost and time-effectiveness when items are in need of repair and/or replacement.  The District has been using the listed products and/or manufacturers because they best fit the District's needs and have provided the best value, efficiency and life-span.

By creating a District Standard for specific items used in construction, it ensures that the District is able to use these proven products/manufacturers in all of the District's construction or modernization projects and that consistent products will be used throughout all of the District's facilities except where the District determines and identifies in the specifications for requests for bids that an "equal product/manufacturer" may be substituted. 

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE RESOLUTION 33/20-21 APPROVING CERTAIN PRODUCTS OR MANUFACTURERS AS DISTRICT STANDARDS.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE AGREEMENT BETWEEN THE SAN MATEO-FOSTER CITY SCHOOL DISTRICT AND CURATIVE LABS, INC.

On June 6, 2019, the Board of Trustees approved the Request for Proposal (RFP) CNS-01-20 Distribution of Processed USDA Foods and Commercial Food Products. The RFP set the term of the contract for a minimum of one (1) year. By mutual consent, the contract may be extended in one (1) year increments for up to four (4) additional years. The vendors listed below have met the needs of the District and it is recommended that the Board of Trustees award a contract extension for the 2021-22 school year in the dollar amounts as listed:

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.

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: 

• Borel Middle School - Disposal of damaged equipment: three printers, one projector, one speaker, one blue ray player, one VHS player, two MacBooks, one monitor, and obsolete Library books.
• Highlands Elementary School - Disposal of Obsolete Books and Supplies: approximately one hundred of each item - Foss science binders, resource books, textbooks, and science kits.

IT IS RECOMMENDED THE BOARD OF TRUSTEES APPROVE RESOLUTION NO. 31/20-21 AUTHORIZING CERTAIN PROPERTY SURPLUS AND AUTHORIZING THE DISTRICT TO DISPOSE OF IT IN ACCORDANCE WITH BOARD POLICY 3270.

Through a joint effort, the City of San Mateo and the District wish to continue to allow safe travel to school for students in San Mateo by placing crossing guards at specific locations near schools in San Mateo.  The City of San Mateo Council recently passed a resolution that allows the District to hire crossing guards as well as substitute crossing guards, as needed.  The crossing guards will be employed during the hours the students are walking to and from school during the school year.  The City of San Mateo will reimburse the district up to a maximum of $78,000 for wages and benefits and administrative costs.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE AGREEMENT BETWEEN THE DISTRICT AND THE CITY OF SAN MATEO TO PROVIDE CROSSING GUARDS FOR SCHOOLS IN SAN MATEO FROM JULY 1, 2021 - JUNE 30, 2022.

Through a joint effort, the City of Foster City and the District wish to continue to allow safe travel to school for students in Foster City by placing crossing guards at specific locations near schools in Foster City.  The Foster City Council recently passed a resolution that allows the District to hire crossing guards as well as substitute crossing guards, as needed.  The crossing guards will be employed during the hours the students are walking to and from school during the school year.  The City of Foster City will reimburse the district up to a maximum of $21,600 for wages, benefits and administrative costs.   

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE AGREEMENT BETWEEN THE DISTRICT AND THE CITY OF FOSTER CITY TO PROVIDE CROSSING GUARDS FOR SCHOOLS IN FOSTER CITY FROM JULY 1, 2021 - JUNE 30, 2022.

None – Expenditure provided for in the 2020-2021 budget.

School districts throughout California must consider if their elections could be found to violate the California Voting Rights Act (CVRA). The CVRA is intended to ensure that minority groups have the ability to elect candidates of their choice to the elected boards of local agencies. It attempts to achieve this by prohibiting the use of "at-large" elections to elect Governing Board members if the use of at-large elections prevents a protected class from electing candidates of their choice.

The San Mateo-Foster City School District is governed by a five-member Board of Education. Board members are currently elected in "at-large" elections, where all members are elected by the registered voters throughout the District. On May 11, 2021, the District received a letter from Scott J. Rafferty, Attorney at Law, advising the District of the significant risk of litigation against the District pursuant to the CVRA if the District did not transition to a by-trustee area electoral system.  "By-trustee-area" elections, in which members are elected by voters in geographical subdivisions of the jurisdiction, are immune from challenge under the CVRA. Many school districts and local agencies have transitioned from at-large to by-trustee area elections to avoid the significant costs associated with CVRA litigation.

Prior to taking action on the matter, the Board will receive a report from its legal counsel regarding the CVRA and will discuss the process to change the Board’s electoral system. Staff has brought forward a Resolution of Intent to convert the manner of election of Governing Board members from the present system of "at large" elections to a new system of "by-trustee area" elections. Under this proposal, each Board member will reside in a different area of the District and be elected only by the voters who reside in that area. Instead of voting for all five members of the Board, each registered voter of the District will only vote for one trustee.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES ADOPT RESOLUTION NO. 34/20-21 STATING INTENT TO TRANSITION FROM AT-LARGE TO BY-TRUSTEE ELECTION SYSTEM.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE A REPORT FROM THE PEDRO A. NOGUERA, PAN LTD. CONSULTING TEAM ON THE DESIGN OF THE NEW SCHOOL IN NORTH CENTRAL SAN MATEO.

State legislature calls for districts to seek input and develop an accountability plan for increasing student achievement.  The District has worked with a variety of community and staff groups to develop a comprehensive plan focused on the programs and services required to increase student achievement.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE INFORMATION ON THE LOCAL CONTROL ACCOUNTABILITY PLAN (LCAP) FOR 2021-2022.

Expenditures are delineated in the LCAP.

Staff will present information and updates on the current Middle School Math Pathways initiative, including initial implementation steps for Math 6 and on-going planning for K-8 teacher professional learning and math supports and for 7th/8th grade math pathways stakeholder engagement and decision-making.  

This is an opportunity for the public to comment on the 2021-2022 Fund Balance in Excess of the Minimum Reserve Level.

This item will be presented later in the meeting for information.

Education Code 42127 (a)(2)(B) requires a statement of the reasons that substantiate the need for assigned and unassigned ending fund balances in excess of the minimum 3% reserve standard for economic uncertainties for each fiscal year identified in the budget.

Staff will present the components of the assigned and unassigned ending fund balances.

Pursuant to Education Codes 33219 and 42127, the governing board of each school district shall adopt a budget on or before July 1 of each year, using the State-adopted Criteria and Standards and in the format prescribed by the State Superintendent of Public Instruction.

The District is required to conduct a public hearing for the Budget at the first regularly scheduled board meeting in June, and to present the LCAP and the Budget to the Board of Trustees for adoption at a subsequent regularly scheduled board meeting.  The budget must be adopted prior to June 30 and will be brought to the Board for approval on June 24, 2021.

This action is consistent with the Budget Calendar previously adopted by the Board.  Following board adoption of the budget, the budget is filed with the County Superintendent of Schools for review prior to being submitted to the state.

The proposed budget is available for inspection at the District Office.

The purpose of this agenda item is for the Facilities Team to provide an update to the Board of Trustees and the public on Phases I and II of Measure X.  The Update will include the status of each of the following eight projects in Phases I and II:

                   Phase I:--all completed

Abbott gym, locker rooms and classrooms

                    Borel gym, locker rooms and classrooms

                    Bayside gym and locker rooms

                    Beach Park Elementary School

                  Phase II:--all in various planning phases

          George Hall Multipurpose Building

                        Sunnybrae Multipurpose Building

  Bowditch Science and Drama Buildings

                        North Central School (in programmatic planning stage)

The Update will also include projected timelines and budget projections for Phase II projects.

Per Government Code 3547, all initial contract proposals of the Board and an employee organization that relate to matters within the scope of representation shall be presented at a public meeting and recorded as part of the public records.

Attached and presented to the Board of Trustees is the CSEA initial proposal for successor negotians for July 1, 2021-June 30, 2024 that include conceptual proposals for the following articles in the collective bargaining agreement:                                

• Article 7: Vacation
• Article 21: Pay and Allowances
• Article 23: Health and Welfare Benefits
• Article 27: Layoff and Reemployment
• Article 30: Terms of Agreement

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE THE CSEA INITIAL PROPOSAL FOR SUCCESSOR NEGOTIATIONS WITH SMFCSD.