In the beginning of the 2021-2022 school year, the District's Communication Department embarked on a series of new communication strategies. These strategies included an array of new communicative technologies and a pivot of how the SMFCSD Website is used for communication efforts. The district currently utilizes an open-sourced Content Management System (C.M.S.), ModX with the help of a third-party agency "Grossbauer." While the interface is useful, many of the new communication strategies have been met with limitations on the dynamic and accessible approach the Communication Department would like to continue.

We would like to enter into a five (5) year plan with Active Internet Technologies ("FinalSite") to provide a very much-needed restructuring and redesigning of the current website. These efforts will allow for a more adaptable and accessible user interface on any device while on the district or school site websites. The district will be provided with a project manager that will walk all-district webmasters through a training process with ample time to make the transition.

The district will be terminating the current contract with Grossbauer at a yearly rate of  $52,882, allowing for a cost-effective shift to FinalSite at an annual rate of $31,950.

During the beginning of the 2021-2022 school year, the District's Communication Department embarked on a series of new communication methods to engage with families. While proceeding with our current mass communication tool “School Messenger,” the Communication Department was met with various limitations that stem from the data transfer from our Student Information System, AERIES. A crucial limitation includes issues with the data transfer process from School Messenger to AERIES and how that data transfers over when communicating to families in corresponding groupings.

The AERIES Communication (“Parent Square”) software would allow for the District to streamline our mass communication efforts across all schools, allowing for an established district-wide communication system. During the implementation process, efforts will include data clean-up to ensure all families are in their corresponding groupings, given Parent Square’s full integration with AERIES. 

Additional features for this new communication tool are the ability for families to fill out secure documents, two-way communication with teachers, attendance/lunch balances, and much more.

The district will terminate our current contract with School Messenger at the end of this school year to begin AERIES Communication for the upcoming 2022-2023 academic school year.

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:

• Bayside STEM - Two Portables: Boys locker room #2106 & #2107, and Girls locker room  #2294 and #2295.

The following proposal is in addition to the basic services fee placeholder from the Master Agreement, dated April 15, 2021. During the initial contract discussions, some assumptions were made as to the scope of work with an assumed total construction value of $7,560,000 and a fee of $541,100.

Since then the scope has been clarified and augmented to include relocating a play structure, new lunch shade structure, replacement of the grass field with synthetic turf, paving maintenance, bio-retention measures, new trash enclosure, new fire hydrant, adding the annex room to the MPR building, coordination with PGE service upgrade, specialized foundations system and associated site work.

This proposed contract Amendment of $470,140, is prompted by the District’s revised construction budget, at Design Development inclusive of the scope listed above, of $18,625,000 per the Board Presentation on February 10, 2022 and the recalibrating of the design fee to match this budget and the project scope.  

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE AMENDMENT ONE FOR $470,140 TO HKIT ARCHITECTS REGARDING THE LEAD ELEMENTARY SCHOOL MULTIPURPOSE ROOM PROJECT.

On September 3, 2020 there was a contract awarded to DSK Architects to do drawings to add a portable to Laurel Elementary School to add space for additional and specialized space. After the District consideration, the Administration decided that there needed to be a second portable added to help ease the overcrowding at the school site. The District asked DSK Architects to produce drawings and submit to the Division of State Architect (DSA) for the second Building. DSA asked for more information during the process of  reviewing the drawings for accessible path of travel which required more field work and documentation

To implement the above services, DSK Architects submitted an additional service fee of $5,862.50. Their contract will be increased by (but not-to-exceed) $5,862.50, for a total contract of $53,312.50. 

The Administration, through the public contract code, and through CUPCCAA requested bids for the installation of a portable classroom at Laurel Elementary School.

The Administration recommends awarding the contract for installation of a portable at Laurel Elementary School in the amount of $212,500.00. The contract is within the Measure T Budget.

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

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES ACCEPT INFORMATION REGARDING RESIGNATIONS, RELEASES AND/OR RETIREES.  

None – Replacement will be employed to fill vacated positions. 

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

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES ACCEPT THE ASSIGNMENTS NOTED FOR THE INDIVIDUALS LISTED.

On February 10, 2022 the Board received a presentation detailing the impact of the 2020 census on the demographics of the recently adopted trustee area voting map.  All districts that elect by-trustee area are required to review their population demographics following each decennial census and adjust their trustee area boundaries to ensure population balance.  Consistent with this requirement, the Board reviewed three draft map scenarios that were adjusted to bring the total population of each trustee area into balance as is required by Education Code 5019.5.

Following the public hearing held on February 10, 2022 the Board discussed possible adoptions of trustee area maps and through a deliberative process decided to table any such action. The Board directed administration to pursue additional draft map scenarios from the district's demographer and bring those scenarios to tonight's meeting. 

It is recommended the Board now conduct a public hearing to solicit public input on all draft adjusted trustee area map plan scenarios.

After conducting two Public Hearings to solicit public input on draft maps of potential trustee area map scenarios, administration recommends that the Governing Board take action to select and adopt a final map as part of the requirement to review trustee areas for each decennial census within the By-Trustee-Area election system [Education Code 5019.5]. The school board has been presented the following maps for consideration:

Map 209- This map was adopted by the Board in August 2021. The new census data is included in this map. This map was included in the public hearings held on 2/24/2022. 

Map Scenario 1- This map was included in the public hearings held on 2/10/2022 and 2/24/22. It was first discussed by the Board on 2/10/22.

Map Scenario 2- This map was included in the public hearings held on 2/10/2022 and 2/24/22. It was first discussed by the Board on 2/10/22.

Map Scenario 3- This map was included in the public hearings held on 2/24/2022 and 2/24/22. It was first discussed by the Board on 2/10/22.

Map Scenario 1A- This map was included in the public hearing held on 2/24/2022. It was developed based on feedback resulting from the public hearing held on 2/10/2022. 

Map Scenario 2A- This map was included in the public hearing held on 2/24/2022. It was developed based on feedback resulting from the public hearing held on 2/10/2022. 

The San Mateo-Foster City School District (“District”) currently uses a by-trustee area election process to elect its governing board members and Education Code section 5019.5 requires school districts that elect by-trustee area to adjust the trustee area boundaries following each decennial federal census using population figures validated by the Population Research Unit of the Department of Finance.

The adjustments shall ensure that the population of each trustee area is proportional pursuant to Education Code section 5019.5(a)(1) or (2) and District staff, consultant and legal counsel have prepared draft adjusted trustee area boundary plans for the District’s consideration that the Board has considered.

Section 124(e) of Assembly Bill 130 requires district staff to present an update on the annual update to the 2021–22 LCAP and budget overview for parents on or before February 28, 2022, at a regularly scheduled meeting of the governing board or body of the LEA. District administration is also including an analysis of test score data related to formative assessments in math and ELA.

At this meeting staff must report on the following:

• The Supplement for the Annual Update for the 2021–22 LCAP;

• All available mid-year outcome data related to metrics identified in the 2021–22 LCAP; and

• Mid-year expenditure and implementation data on actions identified in the 2021–22 LCAP.

Chavan & Associates, LLP has completed the audit for the fiscal year ending June 30, 2021.  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 2020-21 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.

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 or Paul Pham from Chavan & Associates will be present to answer any questions about the audit.

Education Code sections 45117, 45298 and 45308 authorize the San Mateo-Foster City School District to layoff classified employees for lack of work and/or lack of funds.

The recommendation for reduction of classified services for 2022-2023 in the attached resolution are based on the following factors:

• Uncertainty regarding future funding for positions that are currently funded by Parent-Teacher Association (PTA), because the PTA will not adopt its budget for the 2022-2023 school year until after the deadline to provide layoff notices.                                                                                                         
• Certain positions have been funded with one-time funds.

• Anticipated decreases in student enrollment for the 2022-2023 school year.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE RESOLUTION 18/21-22 TO REDUCE CLASSIFIED SERVICES AND COORESPONDING 28.75 FTE CLASSIFIED EMPLOYEES IN ACCORDANCE WITH PROCEDURES PROVIDED IN THE EDUCATION CODE.

Education Code section 44955 authorizes the San Mateo-Foster City School District to reduce and/or eliminate particular kinds of services provided by certificated employees due to declining enrollment, reduction or elimination of certain funds, and/or District needs. The Governing Board may lay off not more than a corresponding percentage of the certificated employees of the district at the close of the school year.

The recommendation for reduction of particular kinds of certificated services for the 2022-2023 school year in the attached resolution are based on the following:

• Reduction in positions funded by the Parent-Teacher Association (PTA) due to the uncertainty of PTA funding because the PTA adopts its budget for the 2022-2023 school year after the statutory deadline to provide layoff notices. 

• Reduction in positions due to anticipated decreases in student enrollment for next year.

• Reduction in positions due to District needs.

 IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE THE
SKIPPING AND TIE BREAKING CRITERIA FOR INFORMATION. 

This presentation will provide the Board of Trustees with staffing updates and implications for the Human Resources Department.  The update will include information about plans for future work to recruit and retain staff. 

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE THE UPDATE FOR INFORMATION.