banner

CLOSED SESSION/REGULAR MEETING~BOARD OF TRUSTEES
San Mateo-Foster City SD
November 18, 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
2.1. Government Code 54957 - Public Employee Discipline/Dismissal/Release
2.2. Government Code 54956.9- Conference with Legal Counsel, Existing Litigation
2.3. Conference with Legal Counsel – Anticipated Litigation. Initiation of litigation pursuant to § 54956.9(d)(4): 1 potential case
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 18, 2021(v)
3.5. Approval of Minutes: November 4, 2021 (v)
Attachments:
Board Meeting Minutes - November 4, 2021
4. RECOGNITION
4.1. Permanent Status-Certificated
Rationale:
The Human Resources Department has verified that the following teachers have successfully completed their two year probationary period and have earned permanent status in the San Mateo-Foster City School District.
 
Recommended Motion:
IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES ACCEPT THE INFORMATION AND RECOGNIZE CERTIFICATED STAFF WHO HAVE COMPLETED THEIR PROBATIONARY PERIOD AND EARNED PERMANENT STATUS (SEE ATTACHMENT).
Financial Impact:
None
Attachments:
Permanent Status-Certificated 2021-22
5. STATEMENTS
5.1. Public Statements Related to Non-agenda Topics:
5.2. Public Statements Related to Agenda Items: Persons will be called on at the appropriate time
5.3. Foundation/Committee Reports
5.4. SMETA/CSEA/SMEAA Updates
5.5. Announcements
5.6. Superintendent Report: Vaccination event
6. PROPOSED CONSENT AGENDA (v)
6.1. SUPERINTENDENT SERVICES/BOARD
6.1.1. Approval of Letter of Support for Speed Reduction in School Zones
Speaker:
Diego Ochoa, Superintendent
Rationale:
The San Mateo-Foster City School District seeks to support the creation of safe bicycle and pedestrian projects near our schools. School speed limits have a direct impact on students and the community.  Speed limit reductions in school zones can help reduce the risk of accidents involving vehicles andour students.
 
Recommended Motion:
It is recommended the the Board approve this letter of support for the reduction of speed in school zones.
Attachments:
LOS
6.1.2. Approval of two Special Education Settlement Agreements
Rationale:

Agreement 1: Student is a student residing in the District.  During the 2020-21 school year, Parents placed Student in a private school for students with special needs, alleging that the District failed to find him eligible for special education services and related services but reassessed and found student eligible for special education.  The purpose of this Agreement is to resolve issues relating to the expenses incurred by Parents as they sought to provide special education to Student prior to the District reassessing him. 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 end of the 2020-21 school year.

 

Agreement 2: 

Student is a high school student no longer enrolled in the District.  For middle school, Parent enrolled student in a private school. Parent filed a due process hearing seeking reimbursement for the costs of the private school. This Agreement constitutes a full and final resolution of all claims and issues arising from or related to Student’s educational program and services to date.


 
Recommended Motion:

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE SETTLEMENT AGREEMENTS IN THE AMOUNTS NOT TO EXCEED $60,000.00 AND $24,000.00

Financial Impact:
$84,000.00
Attachments:
Settlement Summary 11/18/2021
6.1.3. Ratification of 2021-22 Consultant Services Agreement (CSA)
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 will contract with a Consultant for those services.  This Consultant Services Agreement is for the 2021-2022 school year.

 
Recommended Motion:

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE CONSULTANT SERVICES AGREEMENT (CSA) IN THE AMOUNT OF $55,800.00

Financial Impact:
$55,800.00
Attachments:
Consultant Services Agreement Little Hands Occupational Therapy, Inc.
6.1.4. Ratification of 2021 – 2022 Non Public Agency (NPA) Individual Service Agreements and Agency Employee Contracts
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. Individual Service Agreements and Agency Employee Contracts 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 AGREEMENTS AND AGENCY EMPLOYEE CONTRACTS IN THE AMOUNT OF $633,573

Financial Impact:
$633,573
Attachments:
NPA Contract Summary for 11/18/2021
6.2. BUSINESS/FINANCE
6.2.1. Resolution No. 14/21-22 Authorizing Emergency Contracts Related To the Water Damage at Abbott Middle School.
Rationale:
On, or about, October 24, 2021 water from a storm caused damage to the Abbott Middle School Gym.  The District is seeking approval of  Resolution No. 14/21-22 to award contracts timely for the remediation and repair of the water damage to the Abbott Middle School.   All contracts entered into will be brought to the Board for ratification at the next possible Board meeting.
 
Recommended Motion:
IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE RESOLUTION NUMBER 14/21-22.
Attachments:
Reso 14/21-22
6.2.2. Beach Park Elementary School in Foster City - Overaa Change Order No.011
Rationale:

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. 011 to the original contract is $93,007.78 (0.31% of the original contract), funded by Measure X.  The total summary cost of Change Orders 001 - 010 is $2,318,970.09 (7.73% of the original contract).  The complete breakdown of Change Order No. 010, with all the related costs, is included in the attachments.     

The new contract amount will be $32,409,977.87, which is within the Beach Park Elementary School Project budget.

 
Recommended Motion:
IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE CHANGE ORDER NO. 011 FOR C. OVERAA & CO. REGARDING THE BEACH PARK ELEMENTARY SCHOOL PROJECT.
Financial Impact:
$93,007.78 - Measure X Funds
Attachments:
Overaa C.O. 11
6.2.3. Beach Park Elementary- Asphalt Project - Colony Landscape Inc.
Rationale:

Due to changes in scope during the building of the Beach Park Elementary School campus, there is an area that is currently not landscaped or paved.  In an effort to keep the campus clean and looking nice, the District has decided to pave the area that is set aside for future buildings with asphalt. The District solicited bids for this project with Colony Landscape Inc. being the successful bid at $88,000.00 for the asphalt at Beach Park Elementary School.

See attached Bid Tabulation

 
Recommended Motion:
IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE BID TO COLONY LANDSCAPE INC. FOR THE BEACH PARK ELEMENTARY SCHOOL ASPHALT PROJECT.
Financial Impact:
$88,000.00 - Measure X Funding
Attachments:
Bid Results for Asphalt Project at Beach Park
6.2.4. Purchase of Environmental Sensors from IT Management Corporation
Rationale:

On June 24, 2021, the Board authorized the purchase of environmental sensors utilizing a CMAS contract with IT Management, not to exceed $200,000, through the end of the 2021-2022 school year.  

The District recommends ratifying the contract in the amount of $134,362.87 to IT Management Corporation for the Environmental Sensors project at K-8 and Middle Schools .

 
Recommended Motion:
IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RATIFY THE CONTRACT WITH IT MANAGEMENT CORPORATION FOR THE PURCHASE AND INSTALLATION OF ENVIRONMENTAL SENSORS AT K-8 AND MIDDLE SCHOOLS.  
Financial Impact:
Measure T - $134,362.87
Attachments:
IT Management Environmental Sensors
6.2.5. Audio Visual Design at 6 sites - Contract with Smith Fause & McDonald, Inc.
Rationale:

The District is currently in the process of designing and preparing to construct Multipurpose Rooms (MPR) at six schools.  Measure X MPR projects at George Hall and Sunnybrae were approved by the board on March 12, 2020.  Measure T MPR projects at Highlands, LEAD, Meadow Heights and Parkside were approved by the board on March 11, 2021.

Smith Fause & McDonald, Inc. will provide audio visual design services for all six sites to include projection screen, projector, sound system, lighting and associated accessories.  The contract also includes support during bidding, construction and closeout.


 
Recommended Motion:
IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE CONTRACT WITH SMITH FAUSE, & MCDONALD, INC. FOR THE DESIGN OF AUDIO VISUAL SYSTEMS AT MULTIPURPOSE ROOMS LOCATED AT GEORGE HALL, HIGHLANDS, LEAD, MEADOW HEIGHTS, PARKSIDE AND SUNNYBRAE.
Financial Impact:

Measure X - $36,946.67

Measure T - $73,893.33

Attachments:
AV Design at 6 sites
6.2.6. Electrical Service Upgrade at 6 sites- Graybar Electrical Company Inc.
Rationale:

As part of the HVAC Upgrade Project, electrical service upgrades are required.

Public Contract Code Section 20118 allows school districts to, "authorize by contract, lease, requisition, or purchase order, any public corporation or agency, including any county, city, town, or district to lease data-processing equipment, purchase materials, supplies, equipment, automotive vehicles, tractors and other personal property for the district in the manner in which the public corporation is authorized by law to make the leases or purchases" if the board of that school district "as determined it to be in the best interests of the district" to acquire the items through piggyback provision.

In this case Graybar Electrical Company Inc. is partners with Omnia Partners Contract #EV2370 that allows the District to piggyback off this provision.

The Administration recommends approving the for $895,247.09 with Graybar Electrical Company Inc. for the District Wide service upgrade project. This is to purchase the material (Main Switchboards) for the following schools College Park, George Hall, Laurel, LEAD, Meadow Heights, and North Shoreview.

 
Recommended Motion:
IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE AGREEMENT FOR GRAYBAR ELECTRICAL COMPANY INC. REGARDING THE NEW SWITCHBOARDS FOR COLLEGE PARK, GEORGE HALL, LAUREL, LEAD, MEADOW HEIGHTS, AND NORTH SHOREVIEW.
Financial Impact:
$895,247.09 - Measure T Funding
Attachments:
Proposal for Switchgear Graybar
6.2.7. Turf Replacement at 5 sites - HMC Group - Contract for Design Build Professional Services
Rationale:

Grass replacement with Synthetic Turf was identified as a need as part of the Facilities Master Plan for the New Decade in July 2020.  The Board was given a presentation on September 23, 2021 that described the phasing of Immediate Priority Projects and when to start the turf sites in the most need.  

This professional services contract with HMC Design Group is to create Bridging Documents to be included in a Request for Qualifications and Proposal (RFQ/P) for the Design Build Project of 5 Turf fields at Audubon ES, Brewer Island ES, Fiesta Gardens ES, George Hall ES and Bayside Academy.


 
Recommended Motion:
IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE HMC GROUP'S CONTRACT FOR PROFESSIONAL DESIGN SERVICES FOR THE MEASURE T, PHASE I TURF PROJECTS AT AUDUBON ES, BREWER ISLAND ES, FIESTA GARDENS ES, GEORGE HALL ES AND BAYSIDE ACADEMY.
Financial Impact:
$160,000 - Measure T
Attachments:
HMC Turf Contract 5 sites
6.2.8. Various Sites - CO2 Sensors Project -Mesa Energy, Inc.
Rationale:

The Board received a presentation on September 23, 2021 that included the current state of the District's mechanical systems and the capability to tie in CO2 sensors.

The District has six (6) sites (Audubon, Beresford, Fiesta Gardens, Highlands, Parkside, and Sunnybrae) that have existing heating, air conditioning, and venting (HVAC) systems that have the capability to receive CO2 sensors that can adjust fresh air intake. The District has decided at this time to add new controls to be able to monitor the CO2 (air quality control) levels in each of these classrooms. 

 
Recommended Motion:
IT IS RECOMMENDED TO THE BOARD OF TRUSTEES TO APPROVE THE NEW C02 SENSORS  PROJECT FOR THE SIX SCHOOL SITES.(AUDUBON, BERESFORD, FIESTA GARDENS, HIGHLANDS, PARKSIDE, AND SUUNYBRAE)
Financial Impact:
$164,992.00 - Measure T Funding
Attachments:
Bid for CO2 Sensors Project
6.2.9. 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 111821
6.2.10. 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 111821
6.3. HUMAN RESOURCES
6.3.1. 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 11-18-21
6.3.2. 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 Persnl 11-18-21
7. EDUCATION SERVICES
7.1. Initial Presentation of Educator Effectiveness Block Grant 2021
Rationale:
The Board will receive information from staff on current planning for the Educator Effectiveness Block Grant 2021.
 
Recommended Motion:
IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE INFORMATION REGARDING THE EDUCATOR EFFECTIVENESS BLOCK GRANT 2021.
Financial Impact:
$2,415,798.00
Attachments:
Ed Effectiveness
7.2. Review and Discussion of 7th/8th Grade Math Pathways: Ensuring Access to Algebra
Rationale:
The Board will receive information from staff on current planning for 7th and 8th grade math pathways.
 
Recommended Motion:
IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE INFORMATION REGARDING THE 7TH AND 8TH GRADE MATH PATHWAYS.
Attachments:
Board Math Pathway Proposal
8. BUSINESS/FINANCE
8.1. Community Workforce Agreement (v)
Rationale:
The District has been negotiating a Community Workforce Agreement with the San Mateo County Building and Construction Trades Council.  The District and the Council have reached agreement on several items and hope to reach agreement on all items prior to the Measure T HVAC phase I project being advertised for bids on November 22, 2021.
 
Recommended Motion:

IT IS THE RECOMMENDATION OF THE SUPERINTENDENT THAT THE BOARD OF TRUSTEES APPROVE OF THE COMMUNITY WORKFORCE AGREEMENT AND AUTHORIZE THE SUPERINTENDENT TO COMPLETE NEGOTIATIONS ON THE AGREEMENT IF ANY CHANGES ARE NECESSARY.  

Attachments:
Community Workforce Agreement
9. SUPERINTENDENT SERVICES/BOARD
9.1. Peninsula Health Care District Presentation
Speaker:
Diego Ochoa, Superintendent
Rationale:

The Peninsula Health Care District along with the San Mateo County Office of Education (SMCOE) have embarked on a successful partnership to be able to deliver direct mental health resources and services to local school districts. They are committed to addressing the unprecedented mental health needs facing young people and our investments in programs, services, and projects aim to improve the system of care for youth and young adults and remove barriers to accessing mental health services and supports.

The Peninsula Health Care District Board of Directors has continued its partnership with Care Solace for another school year. Care Solace is a 24/7/365 service to help students, staff and families connect with quality, community-based providers for mental health and substance abuse needs.

 
Recommended Motion:
Adminstration recommends that the Board receive this report.
Attachments:
San Mateo - Foster City Board Presentation
9.2. Supplement to the Annual Update to the 2021-22 Local Control Accountability Plan
Speaker:
Diego Ochoa, Superintendent
Rationale:
The Board will receive information from the staff on the recent addition of a Supplement to the Annual Update to the 2021-22 Local Control Accountability Plan.  This Supplement must be reviewed by the Board, in the form of an update, by the end of February 2022.
 
Recommended Motion:
IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE INFORMATION REGARDING THE SUPPLEMENT TO THE ANNUAL UPDATE TO THE 2021-22 LOCAL CONTROL ACCOUNTABILITY PLAN.
Attachments:
Supplement to the Annual Update to the 2021-22 LCAP
10. BOARD MEMBER STATEMENTS AND REQUESTS FOR FUTURE AGENDA ITEMS
11. FUTURE MEETING DATES
Rationale:

Special Board Visitation Meeting on December 7, 2021

December 16, 2021

 

 
12. ADJOURNMENT
12.1. 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: November 12, 2021, 4:57 PM

The resubmit was successful.