Staff recommends Board deem surplus furniture from Central Middle School as obsolete, as listed in comment section below. 

The following furniture has been deemed unusable by Central Middle School and is being recommended for disposal:   

120 desks, 

20 cabinets, 

18 tables. 

Pending approval of this agenda item, all of the above will be recycled at CASS Recycler in Oakland. 

Staff recommends deeming as obsolete the furniture items listed in the comments section of this executive summary.

Staff seeks Board approval to deem obsolete instructional materials from Central Middle School, as listed on the attached document.  

These materials are not common core aligned and have been replaced with updated materials.

Staff recommends approval as proposed.

None

Staff seeks Board approval to deem obsolete textbook and materials. 

Staff seeks Board approval to deem obsolete the materials listed ______. 

Staff seeks Board approval to deem obsolete testing materials, guides, and protocol. 

Materials for discard are protocols and tests which are now outdated and that have been replaced with revised assessment measures.

Staff seeks Board approval of Dan Butler & Co as Inspector of Record for Heather MUR Modernization project.

An Inspector of Record (IOR) is on site full time for the duration of the construction project per DSA requirement .  The IOR is an independent agent who acts on the District's behalf.  Duties include ensuring that building, electrical, mechanical, plumbing, energy and fire codes are properly met.

Four firms were asked to submit proposals to the COO and District Owner Representative for IOR services. Dan Butler & Co. was chosen, due to the firm's experience, strong reputation, recommendations, and competitive rates.

Board approval needed for service agreements/proposals.

Staff recommends Board approval of Dan Butler & Co. as Inspector of Record for Heather MUR modernization project.

Butler's proposed fee is $7,000 per month for a construction period of about 3 months - approximately $21,000.  This will be funded through the Measure H Facility Bond Program.

Staff seeks Board approval of Dan Butler & Co as Inspector of Record for LEAP Portable Relocation project.

An Inspector of Record (IOR) is on site full time for the duration of the construction project per DSA requirement .  The IOR is an independent agent who acts on the District's behalf.  Duties include ensuring that building, electrical, mechanical, plumbing, energy and fire codes are properly met.

Four firms were asked to submit proposals to the COO and District Owner Representative for IOR services. Dan Butler & Co. was chosen due to the firm's experience, strong reputation, recommendations, and competitive rates.

Staff recommends Board approval of Dan Butler & Co. as Inspector of Record for LEAP Portable Relocation project.

Butler's proposed fee is $5,000 which will be funded through the Measure H Facility Bond Program.

Staff seeks Board approval of Dan Butler & Co as Inspector of Record for the Arroyo School project.

An Inspector of Record (IOR) is on site full time for the duration of the construction project per DSA requirement .  The IOR is an independent agent who acts on the District's behalf.  Duties include ensuring that building, electrical, mechanical, plumbing, energy and fire codes are properly met.

Four firm were asked to submit proposal to the COO and District Owner Representative for IOR services.  Dan Butler & Co. was chosen due to the firm's experience, strong reputation, recommendations, and competitive rates.

Staff recommends Board approval of Dan Butler & Co. as Inspector of Record for Arroyo Bridge School project.

Butler's proposed fee is $12,500 per month for a construction period of about 12 months - approximately $150,000.  This will be funded through the Measure H Facility Bond Program.

Staff seeks Board approval of this new contract for alternative-augmentative communication services.

Staff seeks Board approval of this new contract for AAC services. This is a new contract based upon a need identified through the IEP process near the end of the school year.

Staff recommends approval of this contract.

This was not in the adopted budget and thus has a negative impact on the 2014-2015 budget.

Staff seeks Board approval of the revised contract with All Hands In for behavioral services

Services were modified based upon IEP.

Staff recommends Board approval of the revised contract. 

This was not in the adopted budget and thus is a further negative impact on the budget.

Staff seeks Board approval of revised contract with All Hands In for behavioral services.

Staff recommends Board approval of revised contract

This was not in the adopted budget and thus has a negative draw on the 2014-2015 budget.

Staff seeks Board approval of revised contract with All Hands In for behavioral services.

Staff recommends approval of revised contract.

The original contract was in the adopted budget; however, this revision has a further negative impact on the adopted budget.

Staff seeks Board approval of revised contract with All Hands In for behavioral services

Staff recommends approval of the revised contract,

This contract was part of the adopted budget because Student # 21a was receiving Behavioral services from another vendor, but switched to All Hands In during the 14-15 school year.

Staff seeks Board approval for lease agreement with Xerox for new copiers to replace aging ones that are under current agreement which expires 6/30/2015.

Existing copiers at school sites are set to be replaced with the expiration of current lease on 6.30.2015.  An upgrade in copier capability will be made as part of this replacement.

Lease agreements need Board approval.

Staff recommends approval of lease agreement with Xerox for copier replacements at school sites.

Annual lease payments at $50,116.92 which is budgeted and paid through the District's general fund.

Staff recommends approval of copier maintenance agreement with RMC.

Maintenance service agreement needed for new Xerox copiers at school sites.

Board approval needed for service agreements.

Staff recommends Board approval of the MRC maintenance agreement.

Fee based on per page overage usage - budgeted and paid through the District's general fund.

Staff seeks approval of gift for Heather Elementary School.

Donation for Motor Room equipment.

Board Policy requires any gifts/donations to the District first be approved by the Board before those gifts/funds can be accepted/expended.    

Staff recommends acceptance of gift.

Gift of $2,555 to Heather for Motor Room equipment.

Staff seeks Board approval for the 2015-16 Lunch Service Contract with The Lunch Master.

The Lunch Master will provide nutritious lunches to all of our schools for the entire school year.

Board approval needed for service contracts.

Staff recommends board approval of contract with The Lunch Master.

The district must pay The Lunch Master $3.19 per Free and Reduced Lunch of regular size, and $3.29 per Free and Reduced Lunch of large size, and district staff will seek reimbursement for those meals from the Child Nutrition Program. While not directly related to this vendor, other expenses for the lunch program include lunch servers and substitutes and point of sale software. Cafeteria funds will be used for those expenses. 

The district has no other alternatives for the 2015-16 school year. Staff seeks to conduct another RFP for lunch vendors in the Fall of 2015 for the 2016-17 school year.

Staff seeks Board approval for BA modular remodel for SMARTE preschool purposes with Rodan Builders, Inc.

SMARTE Preschool will be adding an addition class starting in fall of 2015.  An adjoining portable to the existing preschool will be remodeled and repurposed for this use.

Board approval needed for service proposals/agreements.

Staff recommends Board approval of Rodan Builders, Inc. proposal for BA modular remodel project for an additional preschool class.

Approximate cost will be $146,000, funded by the Enterprise Fund.

Staff seeks Board approval of revised Board policy 5131.2 - Bullying

Staff brought revision to prior Board meetings. County Counsel, Adam Ely, was present at the last Board meeting to answer Board questions. Board directed staff to bring back the policy with adjusted language on consent.  Staff presents this revision this evening. 

Staff recommends Board approval of revised policy.

Staff seeks Board approval of revised Board policies 6159-6173.1

Staff brought these revised policies to the Board previously and is now bringing them back for approval on consent, as directed by the Board. 

Staff recommends approval of revised Board policies 6159-6173.1

No direct fiscal impact.

Staff seeks Board approval of Facilities Use Agreement ("FUA") between SCSD and SCCLC through June 30, 2017.

The District and CLC have a long standing Facilities Use Agreement (FUA), dating back to 1993.  Many revisions have been made over this time.  The attached FUA represents our newest agreement and is scheduled to terminate on June 30, 2017.

Board approval needed for contract agreements.

Staff recommends approval of the FUA with CLC.

An annual fee of $40,000 will be paid to the District by CLC.  In addition an annual fee of $15,000 is paid for use of classroom by Educare.  Also, an additional $15,000 annual fee will be paid for use of additional classroom for needed space due to schedule push out of new CLC facility.  Total annual fees to be paid under the FUA for next two years are $70,000.

Staff seeks approval of the presented Personnel Report.

Staff recommends approval from the Board of Trustees of the attached Personnel Report, which stipulates all employee new hires, terminations, resignations, retirements, leaves of absence, or changes in FTE, work location,  assignment, and/or calendar.  

Staff recommends approval of the presented Personnel Report.

Staff seeks Board feedback on (and possible adoption of) revised Board policies 6174 - 6190

Staff continues to revise Board policies and has brought prior sets of 6000's to the board.  This is the final set of 6000's for Board review.  Staff is seeking feedback on revisions and consideration of approval of policies, if appropriate, pending Board review.

Staff recommends approval of Board policies, as revised, depending on concerns raised and/or adjustments needed, as per Board discussion.

No direct fiscal impact.

The Board is asked to approve a revision to the recently adopted BP 4121 - Temporary/Substitute Personnel.

On May 28, 2015 the Governing Board adopted a revision to BP 4121 - Temporary/Substitute Personnel in which there was added language reflecting the new law (AB 1522) which requires districts to grant paid sick leave to all employees who work 30 or more days per year, including temporary and substitute employees.  Since then, there has been further law clarification and county legal counsel has advised districts to adopt the presented revision which includes the following:

*Front-loaded amounts will be credited July 1st of each year

*Sick leave available only upon completion of 90 days of employment and 30 work days for the district

*Absence reporting procedures for substitutes

* Minimal increments for sick leave use

*Sick leave is not payable upon employment separation

*Separation from employment and rehire guidelines regarding sick leave

Staff recommends approval of the presented revision to BP 4121 - Temporary/Substitute Personnel.

Staff seeks Board adoption of resolution #28:14/15 requesting San Mateo County to establish a tax rate for Measure H Facility Bonds to be issued in the 2015-16 school year.

The District intends to issue the third series of general obligation bonds ("Series C") from the Measure H Facility Bond Program during the 2015-16 fiscal year.  The bonds were approved at an election of the District's voters conducted on November 6, 2012.  The Series C Bonds will not be sold in time to permit the County Controller's Office to include the actual debt service amounts in its calculation of tax rates.

Pursuant to California Ed Code 15252, the District is requesting that the County levy an ad valorem property tax rate for fiscal year 2015-16, sufficient to pay the estimated debt service costs of the Series C Bonds.

The District plans to issue the balance of Measure H Bond Program under Series C of $36 million in November 2015 to meet projected cash flow needs within the next three years. 

Board must adopt a resolution requesting the San Mateo County Board of Supervisors to place a tax levy on the 2015-16 tax rolls for bonds of the District to be sold in such year.

Staff recommends passage of the resolution requesting Supervisors of the County of San Mateo to establish a tax rate for bonds of the District to be sold during fiscal year 2015-16.

Proceeds from these bonds of about $36 million are needed in order to complete Facilities Master Plan projects by fall of 2017.

Staff seeks Board approval of Resolution # 29:14/15 regarding the Change to the San Mateo County Special Education Local Plan Area. 

The SELPA Governing Board passed a Resolution adding Design Tech High as a new LEA member of our San Mateo County SELPA on June 18, 2015 effective July 1, 2015.  In order to make this addition official in the eyes of the CDE, each individual LEA must also bring a resolution to their local board of education and pass a similar resolution.

Pursuant to the State and Federal guidelines for SELPA Local Plans, all LEA boards must act on a resolution when the Local Plan is updated.   As a result, San Mateo County SELPA governing Board requests that each LEA Board consider approval/updating the Local Plan of San Mateo County SELPA membership.

Ratification of SELPA resolution due to change in LEA participants in the SELPA for the upcoming school year as proposed.

None directly to the district

Staff recommends approval of Lease LeasBack Agreement with Blach Construction for Arroyo School Project.

At it's meeting of 5.14.15, Trustees discussed the reallocation and budget adjustments needed for the Arroyo School, CLC and Heather MUR.  Arroyo's project budget was re-calibrated to $11.5 million.  The Guaranteed Maximum Price (GMP) for Arroyo School modernization project is approximately $9.5 million, which will allow the District to meet expected budget and schedule.

Board approval needed for contracts and service agreements.

Staff recommends approval of the Lease LeaseBack Agreements with Blach Construction.

Blach's GMP of about $9.5 million will be funded through the Measure H Facility Bond.

In accordance with the Superintendent Contract effective June 27, 2013: "Superintendent is eligible to receive a bonus payment ("Incentive Compensation") of not less than $5,000 and no more than $20,000 per fiscal year when and if the Board, in its sole discretion, determines that the payment was justified based on work performance. This payment is to be made by June 30 of each year."  The Governing Board recommends incentive payment of $20,000 for the 2014-15 fiscal year.

The Governing Board expressed a desire to extend the Superintendent's contract, currently expiring in July 2016, to be extended until July 2018.  Instead of just writing an addendum, a new contract was negotiated with the Superintendent for this new period.  The current Superintendent contract provides an annual incentive compensation ranging from $5,000-$20,000.  In the new contract, the board has reduced the available incentive compensation to $0-$10,000 and increased the base compensation by $10,000. Other minor changes were made in the contract as well.  The Governing Board needs to act to approve this new contracts. 

*  Quick Summary was added on June 23, 2015 at 8:52AM.  

Staff seeks Board approval of the District's Local Control Accountability Plan (LCAP)

Per requirements of the state, the Board must adopt the District LCAP by June 30, 2015, prior to submission to the County office of Education.

LCAP public hearing was held on June 18, 2015 to review the proposed LCAP and to obtain community, staff, parental and other stakeholder input before finalizing for Board approval. 

Board approved LCAP will be sent to the County Office of Education. 

Staff recommends approval of proposed LCAP

Fiscal impact is noted within the LCAP and greater budget plan. 

Staff seeks approval of resolution for interfund borrowing from General Fund 01 to Cafeteria Fund 13. 

The Cafeteria Fund is projected to have negative cash balance as of June 30, 2015, due to addition salary payment and a new computer system.The San Mateo County Controller requires all funds in year end to have positive balance.

The proposed contribution from General Fund to Cafeteria fund will be in the amount of $71,400.

Board resolution needed for interfund transfer between funds.

Staff recommends Board approval for resolution for interfund borrowing from General Fund 01 to Cafeteria Fund 13.

Staff seeks approval of the proposed 2015-16 Budget. 

The 2015-2016 Budget reflects the third implementation year of the Local Control Funding Formula (LCFF). 

The District is required to project finances for the current and two subsequent years to ensure fiscal solvency. Major assumptions in 2015-2016 Budget include the Governor’s May Revision significant growth in Prop.98 revenues. Prop. 98 maintenance factors are reduced to $772 million by the end of 2015-16. 

· Funding for the LCFF was significantly increased by an additional $2.1 billion to $6.1 billion, increasing the 2015-16 gap funding from 32.1% to 53.08%. 

· One-time mandate repayments are an additional $2.4 billion for a total of $3.5 billion. The governor ascertains these one-time funds can be used to invest in professional development, new teacher induction, instructional materials and technology expansions. These funds are considered unrestricted, but will offset any applicable mandate claim reimbursements for LEAs. Then additional revenue and commitment toward LCFF gap funding is good news for San Carlos School District. 

The Multiyear Projections results in a reserve level of $4.9 million which meets the State mandated minimum reserve level of 3%.

Board direction during 2015-16 budget discussions has been to maintain a balanced budget, achieve a 12% to 13% reserve level and avoid over committing ongoing expense items until the Board has a chance to review the 1st Interim Budget Report in the fall. 

The Board is required to adopt a budget before July 1, 2015.  The County Superintendent of Schools will then approve, conditionally approve, or disapprove the Adopted Budget by August 15, 2015.

Staff has presented preliminary 2015-16 budgets to the Board on May 28, 2015 and June 11, 2015 in preparation of adopting a 2015-16 budget.  A Public Hearing was held on June 18, 2015 in regards to the Adopted Budget.  After the Adopted Budget, the Board must certify whether or nor the District is able to meet its financial obligations for the remainder of the fiscal year and two subsequent years at each of the two interim reporting periods (First Interim for the period ending October 31, and Second Interim for the period ending January 31).  The certification is stated as being positive, qualified or negative.  A positive certification means the District is able to maintain a reserve above the State mandated minimum of 3% for the current and subsequent years.  A qualified certification would result if any of those years fell below 3%, but remained above zero.  A negative certification would mean the District has exhausted all reserves and is not able to meet its financial obligations over the three year period.

 Education Code Section 42127 provide authority to the County Superintendent to take certain actions necessary to ensure that the District meets its financial obligations if at any time they determine that a district may be unable to do so for the current of two subsequent years of it a district has a qualified or negative certification. 

The District's Multiyear projections show reserve level percentages of 13.35% in 2015-16, 13.89% in 2016-17, and 14.06% in 2017-18.

Staff recommends Board approval of 2015-2016 proposed Budget.