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CLOSED SESSION/REGULAR MEETING~BOARD OF TRUSTEES
San Mateo-Foster City SD
November 04, 2021 6:30PM
Closed Session Begins at 5:30 pm | Regular Meeting Begins at 6:30 pm In Person: 1170 Chess Drive, Foster City, CA 94404 (Maximum capacity at this time for in-person attendance by members of the public is 50) Via Zoom Announcement of Closed Session: 5:30 pm https://smfcsd-net.zoom.us/j/81693406685 - Zoom ID: 81693406685 Regular Board Meeting - 6:30 pm https://smfcsd-net.zoom.us/j/82340485565 - Zoom ID: 82340485565 iPhone one-tap US:+16699009128,,82340485565#

Mission Statement:
VISION STATEMENT: "The San Mateo–Foster City School District educates, inspires and empowers every student in every school every day to live, lead and learn with integrity and joy."
1. CALL TO ORDER: 5:30 P.M.
2. RECESS TO CLOSED SESSION
3. RECONVENE TO REGULAR MEETING
3.1. Report out of Closed Session
3.2. Flag Salute
3.3. Roll Call
3.4. Approval of Agenda: November 4, 2021(v)
3.5. Approval of Minutes: October 21, 2021 (v)
Attachments:
Board Meeting Minutes 10-21-21
4. STATEMENTS
4.1. Public Statements Related to Non-agenda Topics:
4.2. Public Statements Related to Agenda Items: Persons will be called on at the appropriate time
4.3. Foundation/Committee Reports
4.4. SMETA/CSEA/SMEAA Updates
4.5. Announcements
4.6. Superintendent Report
5. PROPOSED CONSENT AGENDA (v)
5.1. SUPERINTENDENT SERVICES/BOARD
5.1.1. Ratification of 2021 – 2022 Non Public Agency (NPA) Individual Service Agreement and Agency Employee Contract
Rationale:
The District provides services for individual Special Education students according to commitments made in the student's Individual Education Plan (IEP).  When appropriate services cannot be provided through District Programs, the District contracts with a Non-Public Agency (NPA) for those services.  Listed Individual Service Agreement and Agency Employee Contract are for the 2021-2022 school year
 
Recommended Motion:

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE NON-PUBLIC AGENCY (NPA) INDIVIDUAL SERVICE AGREEMENT AGENCY EMPLOYEE CONTRACT IN THE AMOUNT OF $143,280

Financial Impact:
$143,280
Attachments:
Ratification of 2021-2022 ESY NPA Contract Summary
5.2. STUDENT SERVICES
5.3. BUSINESS/FINANCE
5.3.1. Sage Energy Consultants - Task Order 3
Rationale:

On September 23, 2021, the Board received and approved the Investment Grade Feasibility Study, and recommendations, for Solar PV and Battery Storage.  The recommendations included a list of sites for solar installs, designations of the type of installation per site, a recommendation on how to finance the installations and proposed next steps including procurement.  On October 21, 2021 the Board approved Task Order 2 to prepare the Interconnection Applications with PG&E.  The next step is to prepare the Request for Proposals and Qualifications (RFP/Q).  

Task Order 3 is to prepare the RFP/Q, manage the procurement process, assist in proposal evaluation, vendor selection, and support through contract award; which increases the contract from $104,500 to $222,700.


 
Recommended Motion:
IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE TASK ORDER 3 TO THE PROFESSIONAL SERVICES AGREEMENT WITH SAGE ENERGY CONSULTING.
Financial Impact:
Time and materials not to exceed $118,200 to be funded by Measure T for Task Order 3.
Attachments:
Task Order 3 Sage
5.3.2. Approval of Resolution No. 12/21-22 - Disposal of Equipment
Rationale:

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: 

  • Bowdich Middle School - Riso - obsolete equipment.
 
Recommended Motion:

IT IS RECOMMENDED THE BOARD OF TRUSTEES APPROVE RESOLUTION NO. 12/21-22 AUTHORIZING CERTAIN PROPERTY SURPLUS AND AUTHORIZING THE DISTRICT TO DISPOSE OF IT IN ACCORDANCE WITH BOARD POLICY 3270.

Attachments:
Resolution No 12 21-22 Surplus 110421
Surplus form - Bowd 110421
5.3.3. Contracts & Consultants $45,000 and Under
Rationale:

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.

 
Recommended Motion:

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE LIST OF CONTRACTS AND CONSULTANTS OF $45,000 and UNDER.

Attachments:
Contract Ratification Report 110421
5.3.4. Listing of Payments to Meet District Expenditures
Rationale:

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.


 
Recommended Motion:

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE ATTACHED DISTRICT EXPENDITURES.

Financial Impact:
Funds have been provided for the goods and services paid by these warrants through the budgetary process. There is no impact on the various funds of the District beyond what has been budgeted.
Attachments:
Warrant Report 110421
5.3.5. Gifts Presented to the Schools
Rationale:
Board Policy 3290 requires the Superintendent to obtain final approval and acceptance for gifts donated to the school district.
 
Recommended Motion:
IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES ACCEPT THE GIFTS PRESENTED TO THE SCHOOLS AS APPROVED BY THE SUPERINTENDENT.
Financial Impact:
The District receives direct benefit from these gifts, either in the form of cash contributions or goods and services.
Attachments:
Gifts Presented to the SMFCSD
5.4. HUMAN RESOURCES
5.4.1. Personnel Report: Resignations, Releases, and/or Retirements
Rationale:

The Superintendent has been granted authority by the Board to accept the resignation, release and/or retirement requests from District employment.  The Human Resources Department has received and processed all necessary documents for personnel actions according to the California Education Code.

 

 
Recommended Motion:
IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES ACCEPT INFORMATION REGARDING RESIGNATIONS, RELEASES AND/OR RETIREES.
Financial Impact:
None - Replacement will be employed to fill vacated positions.
Attachments:
Board Resign 11.4.21
5.4.2. Personnel Report: New Hires and Assignment Changes
Rationale:

The Human Resources Department has received and processed all necessary documents for personnel action.

 
Recommended Motion:
IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES ACCEPT THE ASSIGNMENTS NOTED FOR THE INDIVIDUALS LISTED.
Financial Impact:
None – Expenditure provided for in the 2021-2022 budget
Attachments:
Board Personnel 11-4-2021
6. SUPERINTENDENT SERVICES/BOARD
6.1. Approval of Project Proposal for Equity consultative services and support for community based elementary school design for North Central San Mateo.
Speaker:
Diego Ochoa, Superintendent
Rationale:

In June 2021, the SMFCSD Board of Trustees received a presentation from PAN Ltd regarding the findings of a study carried out in the 2020-2021 school year relative to the needs of the North Central San Mateo (NCSM) community. PAN had previously met with stakeholders, conducted interviews and focus
groups.

PAN recommended the creation of a new school in NCSM and a district-wide equity effort. The San Mateo-Foster City School District (SMFCSD) invited PAN to submit proposals to address both issues.

 
Recommended Motion:
Administration recommends that the Board approve the Project Proposal for Equity consultative services and support for community based elementary school design for North Central San Mateo. 
Attachments:
Proposal
6.2. Approval of SMFC Agenda Builder- Governance Calendar
Speaker:
Diego Ochoa, Superintendent
Rationale:

As a school district responsible for the education of nearly 11,000 students, it is imperative that effective governance exist. The establishment of a document such as this will result in broad community awareness of the manner in which administration provides reports to the Board of Trustees. Establishing this calendar will result in clarity related to the district's academic, social, fiscal, and human resources goals.

 

In response to input from Trustees, administration has updated the document to include a glossary and new green text to indicate items that have been added to address Board items related to issues of more immediate concern.

 
Recommended Motion:
Administration recommends that the Board of Trustees adopt the attached SMFC Agenda Builder- Governance Calendar. 
Attachments:
SMFC AGENDA BUILDER
7. STUDENT SERVICES
7.1. Update on Annex Programs
Rationale:

The San Mateo-Foster City School District runs a before and after school program as an enterprise fund.  There are 17 locations and 750 students enrolled in the program this year.  Additionally, the Children's Annex offers all day camps during the breaks and summer.  They offer homework support, indoor activities, and a daily snack.

The District received funding from the After School Education and Safety Grant (Prop 49) in 2007.  The ASES grant provides funding to include families in financial need to access after school care.

 
Recommended Motion:
IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE INFORMATION REGARDING THE DISTRICT'S BEFORE AND AFTER SCHOOL PROGRAM.
Financial Impact:
 
Attachments:
Children's Annex Presentation
8. BOARD MEMBER STATEMENTS AND REQUESTS FOR FUTURE AGENDA ITEMS
9. FUTURE MEETING DATES
Rationale:

November 18, 2021

December 16, 2021

 
10. ADJOURNMENT
10.1. Adjournment (v)
Disability Information:
"Materials related to an item on this Agenda submitted to the Board after distribution of the agenda packet are available for public inspection in the Superintendent's Office at 1170 Chess Drive, Foster City, during normal business hours." ----- If you are an individual with a disability and need an accommodation to participate in this meeting, please contact the Superintendent's office at 312-7348 at least 48 hours in advance.

Published: October 29, 2021, 3:16 PM

The resubmit was successful.