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Board of Education Regular Meeting
Redwood City ESD
September 25, 2019 7:00PM
District Office: 750 Bradford Street, Redwood City, CA 94063

1. Call to Order
1.1. Roll Call
2. Oral Communication on Closed Session Items Only (See SPEAKING AT BOARD MEETINGS above.) The Brown Act (Open Meeting Law) prohibits the Board taking action at this meeting on items discussed during this time.
3. Closed Session 6:00-7:00p.m.
3.1. Update on CSEA Negotiations
3.2. Update on RCTA Negotiations
4. Reconvene to Regular Session at Approximately 7:00p.m.
4.1. Roll Call
4.2. Report Out on Closed Session from 9.25.19
5. Welcome
5.1. Welcome
5.2. Pledge of Allegiance
6. Changes to the Agenda
6.1. Changes to the Agenda
7. Approval of Agenda (Action Required)
7.1. Approval of Agenda
8. Oral Communication (for items not on the Regular Board Agenda) (See SPEAKING AT BOARD MEETINGS above.) The Brown Act (Open Meeting Law) prohibits the Board taking action at this meeting on items discussed during this time.
9. Bond Program Consent Items (Action Required)
9.1. Approval of IT Proposals with AMS.net
Rationale:

AMS.net will be providing Meraki wireless access points for the interim housing classroom portables, a virtual private network for District Office staff, and providing 100 flex support hours for general network upgrades. The School District IT initially thought they would just need 50 hours but then added an additional 50 hours of support for a total of 100 hours as shown on the two proposals.

 
Recommended Motion:

It is the Administration’s recommendation that the School Board approve the IT Proposals with AMS.net.


Financial Impact:

Interim Housing Wireless Access Points - $25,618.35

50 Flex Support Hours - $11,500

Additional 50 Flex Support Hours - $11,500

District Office Virtual Private Network - $3,160.49

Total - $51,778.84. This work is within budget.

 

Budget Source:  Fund 21 – Measure T GO Bond.

Alternatives:

Prepared by: Don Dias, Bond Program Director

Approved by: John R. Baker, Ed.D., Superintendent



Attachments:
DO VPN Proposal with AMS.net
Flex Support Hours Proposal with AMS.net
Interim Housing Meraki WAPs with AMS.net
RCSD Additional Flex Support Hours Proposal with AMS.net
9.2. Approval of Clifford School Asphalt Repair and Roosevelt School Asphalt Crack Fill Proposals with Dryco
Rationale:

At Clifford School, this work will repair asphalt damage near the playground that was done during the solar panel construction and will be paid for by a combination of School District and Contractors involved since there was some past cracking before the work began. Dryco will demo and off haul the damaged asphalt and recompact and place new hot-mix asphalt.

In order to prevent tripping hazards at Roosevelt School, Dryco will fill asphalt cracks throughout the upper campus including the playground area with a sealant.

 
Recommended Motion:

It is the Bond Program Team’s recommendation to ask the School Board for approval on Clifford School Asphalt Repair and Roosevelt School Asphalt Crack Fill Proposals with Dryco.

Financial Impact:

Clifford - $9,995.

Roosevelt - $4,750.

Total - $14,745. This work is within budget.

 

Budget Source:  Fund 21 – Measure T GO Bond

Alternatives:

Prepared by: Don Dias, Bond Program Director

Approved by: John R. Baker, Ed.D., Superintendent

Attachments:
Proposals for Clifford and Roosevelt with Dryco
9.3. Approval of Electric Vehicle (EV) Charger Cable Management Assembly and Base Plate Machining
Rationale:

The Board of Trustees previously approved adding the retractable cable management to the electric vehicle chargers at Kennedy Middle School, Selby School, and Clifford School. This proposal covers the assembly of the cable management systems. This proposal also covers the DSA approved machining of new bolt hole locations in the base plates that mount to the concrete bases in the parking lots.

 
Recommended Motion:

It is the Administration’s recommendation that the School Board approve the Electric Vehicle (EV) charger cable management assembly and base plate machining.

Financial Impact:

$16,150. This work is within budget.

Budget Source:  Fund 21 – Measure T GO Bond.

Alternatives:

Prepared by: Don Dias, Bond Program Director

Approved by: John R. Baker, Ed.D., Superintendent

Attachments:
EV Charger Cable Management
9.4. Approval of Hoover School New Gym Construction Time Lapse Camera with Work Zone Cam
Rationale:

This time lapse camera will capture the construction of the Hoover School new gymnasium from start of demolition through the completed project over the span of up to two years (proposal only covers setup and first year so we included estimated price for two years). The finished product will be a short video that shows the full process. We envision having this video playing on TV screens in the gym and classrooms at Hoover during the ribbon cutting ceremony or any other desired public functions and posting to the School District’s website. These videos are very interesting and normally well taken by the audience. The camera will be mounted to a light pole near the job site. This service also allows the Program and Construction Management teams to monitor the site remotely.


 
Recommended Motion:

It is the Administration’s recommendation that the School Board approve the Hoover School new gym construction time lapse camera with work Zone Cam.


Financial Impact:

$13,000. This work is within budget.

Budget Source:  Fund 21 – Measure T GO Bond.

Alternatives:

Prepared by: Don Dias, Bond Program Director

Approved by: John R. Baker, Ed.D., Superintendent

Attachments:
Hoover Time Lapse Camera Proposal
9.5. Approval of Mandarin Immersion and Orion Alternative at the John Gill School Campus Field Repair Proposal with Poms Landscaping
Rationale:

Now that the interim housing classroom portables have been finished and are being occupied at the Mandarin Immersion and Orion Alternative at the John Gill School Campus, Poms Landscaping will be laying out new sod and repairing the fields to get them back to their original condition. 

 
Recommended Motion:

It is the Administration’s recommendation that the School Board approve the Mandarin Immersion and Orion Alternative at the John Gill School Campus field repair proposal with Poms Landscaping.

Financial Impact:

$39,000. This work is within budget.

Budget Source:  Fund 21 – Measure T GO Bond.

Alternatives:

Prepared by: Don Dias, Bond Program Director

Approved by: John R. Baker, Ed.D., Superintendent

Attachments:
John Gill Interim Housing Landscaping Turf Proposal
9.6. Approval of Reimbursement for Temporary Fencing for Kennedy Middle School Interim Housing with Roebbelen
Rationale:

During the construction of the interim housing classroom portables at Kennedy Middle School, Roebbelen proceeded with services for temporary fencing. Roebbelen could not transfer the proposal to the School District without incurring additional charges and agreed to invoice the District once the temporary fencing was returned.

 
Recommended Motion:

It is the Administration’s recommendation that the School Board approve the reimbursement for temporary fencing for Kennedy Middle School interim housing with Roebbelen.

Financial Impact:

$1,005.12. This work is within budget.

Budget Source:  Fund 21 – Measure T GO Bond

Alternatives:

Prepared by: Don Dias, Bond Program Director

Approved by: John R. Baker, Ed.D., Superintendent

Attachments:
Kennedy Interim Housing Temporary Fencing
9.7. Approval of Kennedy Middle School Safety Door Lock Purchase with R&H Wholesale Supply
Rationale:

Purchase of the safety door locks as per new state code requirements. Installation is not included.

 
Recommended Motion:

It is the Administration’s recommendation that the School Board approve the Kennedy Middle School safety door lock purchase with R&H Wholesale Supply.


Attachments:
Safety Lock Purchase Proposal
9.8. Approval of Interim Housing Cabinet Moving and Bond Accountant Moving Proposals with Chipman
Rationale:

Chipman Moving Services will be moving cabinets, that the Bond Program previously purchased, from the Facilities' yard to all interim housing sites.  Each interim housing classroom portable will receive two storage cabinets.  Also, Chipman will be moving Bond Accountant desk from District Office to Bond Program Office at Kennedy Middle School.

 
Recommended Motion:

It is the Administration’s recommendation that the School Board approve the interim housing storage cabinet moving and Bond accountant moving proposals with Chipman.

Financial Impact:

Storage Cabinets - $3,750

Bond Accountant - $610

Total - $4,360. This work is within budget.

 

Budget Source:  Fund 21 – Measure T GO Bond

Alternatives:

Prepared by: Don Dias, Bond Program Director

Approved by: John R. Baker, Ed.D., Superintendent

Attachments:
Moving of Bond Accountant Proposal
RCSD Interim Housing Storage Cabinet Proposal
9.9. Approval of Schoening Group Amendment #5 for Continued Program Advisor Support Services
Rationale:

Continued support from Program Advisor, Sarah Garrett, to assist program budget updates, developer fee study and reporting, and high-level assistance and oversight to Bond Program Director and Program Team.

 
Recommended Motion:

It is the Administration’s recommendation that the School Board approve the Schoening Group Amendment #5 for Continued Program Advisor Support Services.

Financial Impact:

$83,160. This work is within budget.

Budget Source:  Fund 21 – Measure T GO Bond.

Alternatives:

Prepared by: Don Dias, Bond Program Director

Approved by: John R. Baker, Ed.D., Superintendent

Attachments:
Amendment #5 of Agreement between RCSD and Schoening
9.10. Approval of District Office Solar Operations and Maintenance Agreement Deduct for Removal of Battery Storage Scope
Rationale:

The School Board previously approved removal of the battery storage scope at the District Office. Therefore, the operation and maintenance of this system is no longer required and the deduct to the agreement is being presented. Original agreement that covered solar and battery storage maintenance was $564,537 and is being reduced to $432,012.  Reminder that this maintenance agreement spans the 20-year estimated life of the system.

 
Recommended Motion:

It is the Administration’s recommendation that the School Board approve the District Office solar operations and maintenance agreement deduct for removal of battery storage scope.

Financial Impact:

$132,525 deduct. This work is within budget.

Budget Source:  Fund 21 – Measure T GO Bond.

Alternatives:

Prepared by: Don Dias, Bond Program Director

Approved by: John R. Baker, Ed.D., Superintendent

Attachments:
Solar Amendment Deduct for Battery Storage
9.11. Approval of Assignment of Construction Management Agreements to RGM Kramer, Inc.
Rationale:

Kramer Project Development Company has now officially become RGM Kramer Inc. and all construction management agreements under KramerPDC are being assigned to the new company name. The attached document includes 305 pages with the full agreement documents which you have been already reviewed and approved, so only the first few pages are new to the School Board. The following construction management agreements are being assigned to RGM Kramer Inc.:

Garfield School New Construction and Modernization

John Gill School New Construction and Modernization

Taft School New Construction and Modernization

Hoover School New Construction and Modernization

Garfield School Interim Housing

John Gill School Interim Housing

 
Recommended Motion:

It is the Administration’s recommendation that the School Board approve the assignment of construction management agreements to RGM Kramer Inc.


Financial Impact:

N/A

Budget Source:  Fund 25 – Developer Fees.

Alternatives:

Prepared by: Don Dias, Bond Program Director

Approved by: John R. Baker, Ed.D., Superintendent

Attachments:
Assignments of Construction Management to RGM Kramer, Inc.
9.12. Approval of Forklift Rental with A1 to Move Sheds at Taft School for the Electrical Upgrade Project
Rationale:

Sheds had to be moved out of the way of the electrical service upgrade scope at Taft School. This forklift rental supported the relocation of the sheds.



 
Recommended Motion:

It is the Administration’s recommendation that the School Board approve the forklift rental with A1 to move sheds at Taft School for the electrical upgrade project.


Financial Impact:

$578.90. This work is within budget.

Budget Source:  Fund 21 – Measure T GO Bond

Alternatives:

Prepared by: Don Dias, Bond Program Director

Approved by: John R. Baker, Ed.D., Superintendent

Attachments:
Forklift Rental Receipt
9.13. Approval of Adelante Selby Parking Lot Expansion Tri Valley Excavating Change Order #1
Rationale:

Adelante Selby Parking Lot Expansion Change Order #1 includes four potential change orders (PCOs), as follows:

PCO-001 – Elevation drop near landscaped area required unforeseen extension of paved area to maintain parking stall dimensions - $7,467.48

PCO-002 – Per District direction, a temporary “alleyway” delineated by temporary fencing was installed to allow student access to garden area during construction - $2,423.64

PCO-003 – Excessive subgrade moisture due to adjacent athletic field required unforeseen fabric placement for subgrade stabilization - $3,643.93

PCO-004 – Per District direction, contractor repaired asphalt which was damaged by another contractor on the adjacent solar PV system installation project - $8,582.75. 

 
Recommended Motion:

It is the Administration’s recommendation that the School Board approve the Adelante Selby Parking Lot expansion change order #1.


Financial Impact:

$22,117.80. Within budget.

Budget Source:  Fund 21 – Measure T GO Bond. 

Alternatives:

Prepared by: Don Dias, Bond Program Director

Approved by: John R. Baker, Ed.D., Superintendent

Attachments:
SL Parking Change Order #1
9.14. Approval of 815 Allerton Street Site Modernization Argo Construction Change Order #2
Rationale:

815 Allerton Street Site Change Order #2 includes nine potential change orders (PCOs), as follows:

PCO-002 – Per District direction, floor transitions at 33 doorways were added to address elevation change resulting from the installation of new VCT flooring - $1,807.00.

PCO-003 – Per District direction, existing window blinds were removed from seven classrooms to allow the installation of new window blinds - $2,142.00.

PCO-005 – Per District direction, contractor abated, demolished and disposed of exterior wood fascia overhang at upper roof of main building - $24,890.00.

PCO-006 – Per District direction, contractor abated, demolished and disposed of exterior canopy structure - $3,856.00.

PCO-008 – Per District direction, condensate lines were re-routed so as to drip into a down spout - $921.00.

PCO-009 – Per District direction, a support structure for the existing boiler flue pipe was constructed - $455.00.

PCO-010 – Per District direction, the area in front of the new gate was paved to serve foot traffic - $2,910.00.

PCO-012 – demolition of the exterior wood fascia eliminated an existing roof security conduit support and required the unforeseen installation of a new support - $1,721.00.

PCO-014 – Per District direction, wall bumpers were installed and door heights were adjusted to accommodate the new VCT flooring - $1,093.00.

 
Recommended Motion:

It is the Administration’s recommendation that the School Board approve the 815 Allerton Street site modernization change order #2.


Financial Impact:

$39,795.00. Within budget.

Budget Source:  Fund 21 – Measure T GO Bond.

Alternatives:

Prepared by: Don Dias, Bond Program Director

Approved by: John R. Baker, Ed.D., Superintendent

Attachments:
Change Order #2 for 815 Allerton Street Site
9.15. Approval of Installation of Vape Detectors at Kennedy Middle School with Siemens
Rationale:

Siemens will be installing vape detectors in the bathrooms at Kennedy Middle School. Kennedy Middle School will be used as a test site before rolling the detectors out to other school sites. 


 
Recommended Motion:

It is the Administration’s recommendation that the School Board approve the installation of vape detectors at Kennedy Middle School with Siemens. 

Financial Impact:

$22,515. This work is within budget.

Budget Source:  Fund 21 – Measure T GO Bond.

Alternatives:

Prepared by: Don Dias, Bond Program Director

Approved by: John R. Baker, Ed.D., Superintendent

Attachments:
Vape Detector Proposal with Siemens
9.16. Approval of 815 Allerton Street Site New Air Conditioning Controls and Programming with Siemens
Rationale:

Siemens will furnish, install, and program two air conditioning unit controls for the two new air conditioning units at the 815 Allerton Street site. 

 
Recommended Motion:

It is the Administration’s recommendation that the School Board approve the 815 Allerton Street site new air conditioning controls and programming with Siemens.

Financial Impact:

$7,027. This work is within budget.

Budget Source:  Fund 21 – Measure T GO Bond.

Alternatives:

Prepared by: Don Dias, Bond Program Director

Approved by: John R. Baker, Ed.D., Superintendent

Attachments:
815 Allerton St. AC Unit Programming Proposal
10. Bond Program Action Items (Action Required)
11. Consent Items (Action Required)
11.1. Approval of June 3rd Board Minutes
Rationale:
The board minutes have been reviewed by the Clerk, the Superintendent, and Administration.
 
Recommended Motion:

It is the Administration's recommendation that the School Board approve the June 3rd Board Minutes for the Special Board meeting, as submitted.

Financial Impact:

None. 

Alternatives:

Prepared by: Eliana García, Administrative Assistant to the Superintendent

Approved by: John R. Baker, Ed.D., Superintendent 

Attachments:
Board Minutes 6.3.19
11.2. Approval of Agreement between San Mateo Community College District (Cañada College) and the Redwood City School District for the Community Based English Tutoring Program (CBET) Babysitting Services
Rationale:

Since parents are the first teachers of their children, the CBET program facilitates the skill development of parents so they can support their children and other students in developing the academic skills necessary to be successful in school, and in supporting English language development at home. The program includes credit-based adult ESL classes and a tutor-training program for the adults attending these classes.

This agreement is made between the Redwood City School District and the San Mateo Community College District (Cañada College) to provide babysitting services for parents participating in the CBET classes.

The district will continue to assume responsibility for hiring and paying babysitters through our payroll system.  The cost of babysitting services, not to exceed $8,625 will be reimbursed by SMCCD upon completion of services and presentation of detailed invoice(s) specifying services provided. 
 
Recommended Motion:
It is the Administration’s recommendation that the School Board approve the CBET Babysitting Agreement between the Redwood City School District and the San Mateo County College District (SMCCD) at Cañada College for the 2019-2020 school year.
Financial Impact:

Not to exceed $8,625 to be funded from the CBET categorical allocation and then billed for reimbursement to the San Mateo County Community College District.

Alternatives:

Prepared by:  Linda Montes, Assistant Superintendent of Educational Services PreK-5

Approved by: John R. Baker, Ed.D., Superintendent


Attachments:
Agreement between RCSD and SMC Community College District
11.3. Approval of Agreement between United Through Education, Inc. and the Redwood City School District for the Newcomer Program
Rationale:

United Through Education, Inc. will design, coordinate and lead four Newcomer Workshops for the Redwood City School District.  There will be two workshops in August 2019 and two workshops in January 2020.  Each workshop will provide parent education lessons for Newcomer families in the Redwood City School District.  Parents will become familiar with how our education system works; learning such things as how to communicate effectively with their child's teacher, information on health, nutrition and emotional support, what resources are available such as after school programs, and many other things.

The first two workshops for Newcomers were held in August.  We apologize that the request for board approval came after the first two workshops were held due to a miscommunication about the agreement.  The next two workshops will be held in January 2020.

 
Recommended Motion:
It is the Administration's recommendation that the School Board approve the agreement between United Through Education, Inc. and the Redwood City School District for the Newcomer Program.
Financial Impact:

Total cost for program is $6,500. This will be paid for out of LCAP Supplemental/Concentration funds.  

Alternatives:

Prepared by: Linda Montes, Assistant Superintendent of Educational Services PreK-5

Approved by: John R. Baker, Ed.D., Superintendent

Attachments:
Agreement between RCSD and United Through Education, Inc.
11.4. Approval of First Amendment to the Agreement between Redwood City School District and RCSD Child Development Center (CDC) and Danielle Webb for Individualized Coaching Services
Rationale:

For school year 2019-20, RCSD expects $445,000 from the Silicon Valley Education Foundation (SVEF) Big Lift Grant Committee and another $132,800 from the San Mateo County Office of Education QRIS Grant Committee for the District State Preschools’ ranking at Tier 4/5 (out of 5) in the Quality Rating & Improvement System (QRIS) assessments led by WestEd in spring 2018.  $97,500 from these grant awards was originally budgeted for an Early Childhood Education Specialist credentialed by the California Commission on Teacher Credentialing (CCTC) to provide individualized coaching in the area of curricular modifications and accommodations for young children with special needs and/or challenging behaviors. 

This school year 2019-20, due to upcoming QRIS reviews and the increasing role of RCSD State Preschools to model best practices in Early Childhood Education for the community, the Education Specialist needs to assume an expanded coaching role that integrates SPED (Special Education), PBIS (Positive Behavior and Instruction Support), ELD (English Language Development) and STEM (Science, Technology, Engineering and Mathematics) instructional strategies for preschool.  The Education Specialist is expected to plan and implement with the CDC Director integrative professional development activities in the aforementioned subject areas, as well as participate in relevant training opportunities for her own continuing professional growth in these areas. These additional contractor responsibilities command an additional annual stipend of $2,500. 

 
Recommended Motion:

It is the Administration's recommendation that the School Board approve the attached service agreement addendum between RCSD Child Development Centers (CDC) and Danielle Webb, Education Specialist (aka Education Specialist).  The amended service agreement will be funded by the Big Lift Grant.

Financial Impact:
Not to exceed $100,000.00 from the Big Lift Grant.
Alternatives:

Prepared by: Edna Margarita R. Carmona, Principal of Child Development Centers

Approved by: John R. Baker, Ed.D., Superintendent 


Attachments:
Amended Agreement - Danielle Webb
Original Agreement - Danielle Webb
11.5. Approval of Non-Public School ("NPS")/Non-Public Agency ("NPA") Master Contracts
Rationale:

The San Mateo County SELPA office agrees on rates and signs master contracts with Non-Public School (“NPS”)/Non-Public Agency (”NPA”) for each school year.  The various districts then prepare Individual Service Agreements (“ISAs”) on individual students directed by Individualized Education Program’s (“IEPs”).  The master contract (attached), which covers the period July 1, 2019 through June 30, 2020. The attached contracts were received from the SELPA on or before July 1, 2019.  The District expects to receive additional contracts as soon as they are processed by the SELPA.  These contracts will be brought to a future Board Meeting for approval.

 
Recommended Motion:

It is the Administration's recommendation that the School Board approve the master agreements between the San Mateo County Special Education Local Plan Area (“SELPA”) and the vendors.

Financial Impact:

Non-Public School (“NPS”) and Non- Public Agency (“NPA”) Special Education Fund, D140.

Alternatives:

Prepared by:  Patricia Pelino, Director of Special Education

Approved by: John R. Baker, Ed.D., Superintendent

Attachments:
Approved Rate Sheets
SELPA Master Contract 2019-20
11.6. Approval of Field Trip Request to Outdoor Education, Roy Cloud School
Rationale:

Under the supervision of teachers, cabin leaders and naturalist students will spend a week long in the YMCA Camp at Jones Gulch in the Santa Cruz Mountains in La Honda, California. Students will learn about the natural world, explore the forest and beach ecosystems and work together as a community.

 
Recommended Motion:

It is the Administration’s recommendation that the School Board approve a field trip for 90, 5th grade students to Outdoor Education in the YMCA Camp at Jones Gulch from Sunday, October 7th through Friday, October 11th, 2019.

Financial Impact:

Costs associated with this trip will be paid for by students. The entire cost of the trip, entrance fees and lodging, will be paid for by students with support from PTO.

Alternatives:

Prepared by:  Diane Prystas, Principal, Roy Cloud School 

Approved by: John R. Baker, Ed.D., Superintendent

Attachments:
Field Trip Request from Roy Cloud School
12. Action Items (Action Required)
12.1. Approval of Personnel Changes for 2019-20Was edited within 72 hours of the Meeting
Rationale:

Special Education Department  

Due to changes in staffing needs within the Special Education Department the following position changes are requested for 2019-2020.

Additional positions needed:

  • 0.6 FTE Registered Nurse – For medical 1:1 support on District transportation and during the school day
  • 1.0 FTE Licensed Vocational Nurse – For medically fragile student attending the SMCOE preschool program
  • 2.0 FTE Licensed Vocational Nurse – For medical 1:1 support on District transportation and during the school day for 3 students
  • 1.0 FTE Speech Language Pathologist – Needed for increased case load at Taft Special Education Preschool
  • 0.86 FTE Office Assistant I – Needed for clerical support & parent translations at Taft Special Education Preschool

Other Position changes/closures:

  • Close NET 0.9 FTE Special Education classroom teacher (Close 1.0 FTE SDC classroom at Roosevelt & 1.0 FTE SDC Classroom at Garfield. Open 0.6 FTE RSP at Henry Ford and 0.5 RSP at District Office)
  • Close 11, six hour Instructional Assistant – SPED positions

All of these positions are vacant and not needed for 2019-2020 due to consolidation of classrooms.

 

Adelante Selby Spanish Immersion School  

Due to changes in program and staffing needs at Adelante Selby Spanish Immersion School the following position changes are requested for 2019-2020.

  • Close 0.53 FTE Instructional Assistant – Grade 15.5
  • Open 0.53 FTE Instructional Assistant – Bilingual – Grade 16.0

The TK classroom is a Spanish Immersion classroom. The Instructional Assistant position supporting this classroom needs to bilingual English/Spanish. This position should be upgraded to the Bilingual Instructional Assistant position retroactively, with an effective date of August 15, 2019.


 
Recommended Motion:

It is the Administration’s recommendation that the School Board approve the following changes in the number of staff positions for 2019-20 school year.

Financial Impact:

Special Education Department:

Additions:

Registered Nurse: approx. $73,000

Licensed Vocational Nurse(3): approx. $261,000 (Contracted Services)

Speech Language Pathologist: approx. $131,580 (Contracted Services)

Office Assistant I: approx. $50,000

Changes/closures:

0.9 FTE Special Education classroom teacher <$111,000>

11, six hour Instructional Assistant – SPED positions <$484,000>


Adelante Selby Spanish Immersion School:

$700 annually.



Alternatives:

Prepared by: Patricia Perez, Coordinator of Human Resources

Approved by: John R. Baker, Ed.D., Superintendent

12.2. Adoption of Resolution 7, Approval of Education Code Option(s) for Teaching Assignment(s) Was edited within 72 hours of the Meeting
Rationale:

EC 44256(b) expands the authorization for the holder of a Multiple Subject or a Standard Elementary Teaching Credential to teach in a departmentalized setting below grade 9.

EC 44258.2 allows the holder of a Single Subject or Standard Secondary Teaching Credential to be assigned to teach classes in grades 5 through 8 in a middle school.

 
Recommended Motion:

It is the Administration’s recommendation that the School Board approve the Education Code option(s) for the following teaching assignment(s) for the 2019-20 school year.


Financial Impact:

None. 




Alternatives:

Prepared by: Patricia Perez, Coordinator of Human Resources

Approved by: John R. Baker, Ed.D., Superintendent

Attachments:
Resolution 7
School District Teacher Consent Form
12.3. Approval of 2018-19 Unaudited Actuals Financial Statement
Rationale:
Education Code Section 42100(a) states that on or before September 15, the governing board of each school district shall approve, in a format prescribed by the Superintendent of Public Instruction, an annual statement of all receipts and expenditures of the district for the preceding fiscal year and shall file the statement, along with the statement received pursuant to subdivision (b), with the county superintendent of schools.  On or before October 15, the county superintendent of schools shall verify the mathematical accuracy of the statements and shall transmit a copy to the Superintendent of Public Instruction.

The Administration recognizes that this recommendation is beyond the timeframe in the Education Code due to unforseen circumstances.  However, San Mateo County Office of Education has been notified of this delay.

 
Recommended Motion:
It is the Administration’s recommendation that the School Board approve the attached 2018-19 Unaudited Actuals Financial Statement for the Redwood City School District and authorize the Chief Business Official to file the same with the County Office of Education. 
Financial Impact:
Please see attached 2018-19 Unaudited Actuals Report.
Alternatives:
Prepared by: Priscilla Aquino-Dichoso, Chief Business Official
Approved by: John R. Baker, Ed.D., Superintendent
Attachments:
2018-19 Unaudited Actuals Financial Report
12.4. Adoption of Resolution 8, Resolution to Adopt the Gann Limit
Rationale:

In 1979, Paul Gann—co-author of Proposition 13/1978—continued the spirit of the “taxpayer’s revolt” with his own initiative designed to limit growth in government spending. This initiative, enacted as Proposition 4 in 1979, did not require cuts in government spending, but rather limited the growth in government spending to be no faster than the growth in population and inflation.

This limit on government spending, which became known as Gann Appropriation Limits or simply Gann Limits, applies not only to the State of California, but also to cities, counties, and special districts, as well as to school districts and county offices of education (ref. Article XIII B of the State Constitution).

Each year, a school agency’s Gann Limit is increased for both inflation and population. Inflation for these purposes is currently the annual percentage change in California per capita personal income.   And for school agencies, change in ADA is used as a measurement of the change in population.


The starting point for the 2019-20 Gann Limit calculation is the agency’s 2018-19 Gann Limit, and then this is adjusted by both this year’s Gann Limit inflation factor of 1.0385 and by the district’s percentage increase or decrease in ADA to arrive at the 2019-20 Gann Limit. This calculation, however, determines only one side of the equation, namely the amount of the current year’s limit. 

A second calculation is made to determine those revenues that are subject to the limit to ensure that a school agency is not over its limit. It is important to understand that not all revenue sources count against the district’s Gann Limit. Gann Limits only constrain the appropriations from state and local tax sources, and so federal aid is excluded, as well as nontax income, such as revenues from cafeteria sales or adult education fees. Fortunately, state law simplifies the calculation of what is subject to the local Gann Limit.

The easiest way to understand this calculation is to envision the dollar amount of the district’s Gann Limit as a box. For example, if your current year Gann Limit is $50 million, picture a box that can hold $50 million. First, put into this box local property taxes that count toward the revenue limit, as well as an appropriate portion of the district’s interest income. Next, pour all of the district’s unrestricted state aid into this box. Under state law, the amount of state aid that fills up the box counts toward the district’s Gann Limit, while the amount that overflows the box counts toward the state’s Gann Limit (ref. Government Code Section 7906). In addition, all state aid for categorical programs always counts toward the state’s Gann Limit.

Through this process, as much state aid as possible counts toward school agency Gann Limits. By reducing the amount of state aid that counts toward the state’s Gann Limit in this manner, this process helped the state avoid being over its Gann Limit, starting in the late 1980s.   

It is by virtue of this calculation that nearly every school district and county office of education is exactly at its Gann Limit. Furthermore, if any school agency should, for any reason, find itself over its Gann Limit, that agency may adopt a Governing Board resolution increasing its Gann Limit by the amount needed and then inform the Director of the State Department of Finance, who shall then reduce the state’s Gann Limit by an equal dollar amount (ref. Government Code Section 7902.1).

To summarize, school agencies are required to perform Gann Limit calculations by the State Constitution. Also, it is important that school agencies do these calculations to identify how much state aid counts toward the agency’s Gann Limit, so that the state of California knows how much state aid counts toward its own Gann Limit.

 
Comments:
The attached calculations and documentation of the Gann limits for the 2018-19 fiscal year and the projected Gann Limit for the 2019-20 fiscal year show no increase to the limit and are in accordance with applicable statutory laws.
Recommended Motion:
It is the Administration’s recommendation that the School Board adopt Resolution 8 to adopt the Gann Limit.
Financial Impact:
There is no financial impact to the district relative to this recommendation. 
Alternatives:
Prepared by: Priscilla Aquino-Dichoso, Chief Business Official
Approved by: John R. Baker, Ed.D, Superintendent
Attachments:
2018-19 Unaudited Actuals - Form GANN
Resolution 8 ~ Adoption of GANN Limit
12.5. Annual and 5-year Developer Fee ReportWas edited within 72 hours of the Meeting
Rationale:
A school district collecting developer fees is required to make available to the public information on the status of developer fee collections and expenditures and to make periodic findings with respect to that portion of the account or fund remaining unexpended, whether committed or uncommitted, in accordance with Sections 66006(b)(1) and 66001(d)(1) of the Government Code. 

The Redwood City School District (“District”) has combined its reporting obligations into this single report.

The notice of meeting and the availability of Developer Fee Report for public review was posted on September 10, 2019 at the Redwood City School District, 750 Bradford St., Redwood City, CA 94063 in accordance with Government Code requirements.
 
Recommended Motion:
It is the Administration's recommendation that the School Board adopt and approve the attached Annual & Five-Year Developer Fee Report.
Financial Impact:
The Developer Fee beginning balance on July 1, 2018 in Fund 25-Capital Facilities Fund was $10,086,957.78. The ending balance as of June 30, 2019 was $9,318,772.79.
Alternatives:
Prepared by: Priscilla Aquino-Dichoso, Chief Business Official
Approved by: John R. Baker, Ed.D., Superintendent
Attachments:
Annual & Five-Year Developer Fee Report FY ending 6.30.19
12.6. Finalizing Contract for District-wide Reprographic Services
Rationale:
This contract is a 4 year lease of 49 Konica/Minolta copiers across the 12 district schools, the District Office, Facilities, Child Development Centers, Family Centers and the Instructional Materials Center. The new copiers and software package will provide additional in depth analysis of usage and will allow the district to better manage costs over time. The software package will also allow the district to manage the number and types of copies made by each individual and/or department (school). As part of the package, each school will have at least one copier that will be capable of doing color copies and scan to fax. All copiers will also be able to perform the basic two-sided copies, collation and stapling services. 

Additionally, the district has decided not to continue to pay for a maintenance agreement for individual printers in the district. The district Technology and Innovation Services Staff will perform basic maintenance and troubleshooting on a small number of district printers per school site and will contract out on an as needed basis for any additional repairs on these printers. Any additional printers at each school site are the sole responsibility of the school site administration. 

The rationale behind this decision was that the cost of stand alone printers has dropped significantly and the cost of doing major repairs on these devices is no longer cost effective, it is simply easier to purchase a new printer. (new color laser printers are now available for less than $500) The district also found that when we had a maintenance agreement in place that there were times when the maintenance provider would send supplies that were not needed and would accumulate at the school sites. This led to waste and confusion at the school sites. 
 
Recommended Motion:

It is the Administration’s recommendation that the Governing Board approve a 4 year contract for District-wide Reprographic Services  with Caltronics, after a competitive bidding process administered by RCSD Technology and Innovation Services Department and the RCSD Business Services Department.

The Technology and Innovation Services Department along with the Business Services Department requests the approval of this contract, which is inline with the winning bid after the Request for Proposals (RFP) process the District carried out in May - June 2019. 
Financial Impact:
Annual cost to RCSD: $112,329.84 for copier lease and software purchase costs. There are additional per copy costs which are approximately $0.01 per sheet for black and white copies and $0.06 for color copies.
Alternatives:
Prepared by: Kyle Brumbaugh, Director of Technology and Innovation and Priscilla Aquino-Dichoso, Chief Business Official
Approved by: John R. Baker, Ed.D., Superintendent 
Attachments:
Caltronics Agreement
12.7. Approval of Application for Exemption from the Required Expenditures for Classroom Teachers' Salaries
Rationale:
Education Code Section 41372 requires local educational agencies to spend the minimum percentage of its budget on classroom teacher compensation.  For elementary school districts, the minimum percentage is 60% of the district's current expense of education.

At the closing of the 2018-19 fiscal year books, the Redwood City School District has only spent 58.07% for classroom compensation, short by 1.93% or approximately $1.7 million. The main reason the District is unable to meet the minimum percentage is primarily due to the impact of the implementation of the Local Control Funding Formula (LCFF) beginning in 2013-14 fiscal year where over 40 categorical programs were folded into the LCFF funding.  A significant portion of the LCFF funding is for Supplemental & Concentration (S&C) Grant which is categorized as unrestricted and are used for non-personnel related expenditures based on the District's Local Control Accountability Plans (LCAP).  The statute requires S&C Grants to be spent on items that are principally directed to address the needs of unduplicated pupils (low income, English learners and foster youth).  The District has a high percentage of unduplicated pupils compared to the San Mateo County school districts.

As authorized in EC 41372, the District will request an exemption or waiver of this requirement from the County Superintendent of Schools for Fiscal Year 2018-19 due to serious hardship as reflected in the attached multi-year projections.  The District will not be able to meet the 3% State-required minimum reserve for economic uncertainties should the San Mateo County Office of Education holds the deficiency amount of $1.7 million.
 
Recommended Motion:
It is the Administration’s recommendation that the School Board approve and certify the attached Application for Exemption from the Required Expenditures for Classroom Teachers’ Salaries.
Financial Impact:
No financial impact.
Alternatives:
Prepared by: Priscilla Aquino-Dichoso, Chief Business Official
Approved by: John R. Baker, Ed.D, Superintendent
Attachments:
Application for Exemption on Required Classroom Expenditures
Form CEA from SACS - 2018-19 Unaudited Actuals
Form MYP from SACS 2019-20 Adopted Budget
13. Board and Superintendent Report
13.1. Report from Board Members and Superintendent
14. Information
14.1. Information on San Mateo County Investment Fund - August 2019
Rationale:
Education Code Sections 41001 and 41002 generally provide that all money received by or apportioned to a school district shall be paid into the county treasury “to be placed to the credit of the proper fund of the district”. Education Code Section 41015 authorizes school districts to invest “special reserve” or “surplus” funds, stating that the governing board of any school district or any county office of education which has funds in a special reserve fund of the district or county office of education or any surplus moneys not required for the immediate necessities of the district or county office of education, is hereby authorized to invest all or any part of the funds in any of the investments specified in Sections 16430 or 53601 of the Government Code. Historically, districts in San Mateo County have been depositing all of their funds to the county treasury. The County Treasurer has made investment decisions for the school districts, which is not a unique practice statewide. School district funds on deposit with the county treasury, along with funds deposited by other agencies, are placed in a County “investment pool”, and profits and losses realized from these invested funds are shared among the pool participants in proportion to the amount invested.
 
Financial Impact:
Gross earnings for the month ending August 31, 2019 were 2.281%.

The current average maturity of the portfolio is 1.46 years with an average duration of 1.40 years. The portfolio continues to hold no derivative products.

Please copy and paste the link below to view the copies of the investment report for August 2019.

https://treasurer.smcgov.org/investment-reports-cy-2019
Alternatives:
Prepared by: Priscilla Aquino-Dichoso, Chief Business Official
Approved by: John R. Baker, Ed.D., Superintendent
15. Correspondence
16. Other Business/Suggested Items for Future Agenda
17. Board Agenda Calendar
17.1. Changes to the Board Agenda Schedule
Rationale:

The schedule of board agenda items will be placed on the agenda at the October 16th board meeting.

 
Financial Impact:

None. 

Alternatives:

Prepared by: Eliana García, Administrative Assistant to the Superintendent 

Approved by: John R. Baker, Ed.D., Superintendent 

18. Adjournment (Action Required)

Published: September 20, 2019, 5:09 PM

The resubmit was successful.