we also have been the high school principals and i have been working with our foothill family partners and foothill family is going to be designing and preparing some workshops for our high school students that will focus on strategies to support mental health and so these will be workshops that will be held after school and then the last thing i wanted to just give a shout out to gladstone high school you heard from our student from gladstone and congratulate jim hague and his gladstone high school graphic arts students who participated in the competition for skillsusa got an email today these students not only are they um going to be representing glenson high school but they're going to be representing the entire state of california when the competition resumes again in april and they're going to be competing against students from all over the united states and so really excited for these students and really congratulations for uh for their hard work thank you so i would like to announce um we successfully submitted our application for the s for two funding that is approximately um approximate revenue of 9.8 million dollars that we can have and then we will receive um the state has not identified when the funds will be issued so our plan is to have the projected revenue reflected in our adopted budget and there are no comments from hr thank you we'll move on our agenda to general functions we'll start with 9.1 our covid19 update thank you um yester yesterday we communicated to our community and our staff our plans to reopen schools in a hybrid manner on monday march i believe is the 26th these plans fall in line with the news that also came out yesterday that the governor and california lawmakers had reached a deal for reopening schools here in california next tuesday march 9th as board president mentioned we will be holding a reopening town hall one in english and one in spanish to go over details regarding our reopening plans at that night we plan to unveil both a video and a guidebook for our reopening plans um happy to share that today we were notified and that our covet safety plans which were submitted last wednesday have been approved um there were two minor requests for us to change and when i mean minor i really be minor one they wanted us to date our document we had not put the date on it and one that we checked off that this is indeed for only tk6 that's that's all we are allowed to do right now and not check tk12 so we have corrected that and uh resubmitting that so a huge thank you to latasha jamal and her team who have been guiding us through this work to jorge dana and their teams and to lika for their work and to our cobit 19 team that we meet every friday morning that have worked with us through this process asking questions seeking clarification providing suggestions again that ultimately landed us with better documents and better systems this week 210 district staff members will be receiving their first dose of the pfizer vaccination with our partnership with mercy pharmacy when jorge gets to his updates he will provide further information on this uh lastly we are planning uh to take a deep dive our of our reopening plans at our study session on the 16th so i want to give an update regarding think together and also just give our thanks and appreciation for all the work that they've done since october think together has been providing in-person learning hubs at seven of our sites to almost 300 students and so i just want to let you know that within the next two weeks think together is going to be transitioning um back to their school sites so we will not have the learning hubs we will have the cohorts go back to their school sites to continue the same level of support that they're receiving now so think together we'll be able to provide um in-person support to our students during the day in the days that students are participating in synchronous and asynchronous instruction so thank you good evening board of education uh the hr department continues to work with our employees as we transition to working from school sites and the district office on the vaccine front as mr ortega discussed our allocation of doses from the department of public health our first group of employees that are scheduled to receive the vaccines are employees that are most directly involved with the reopening of schools these include our preschool through sixth grade teachers classified employees currently working at elementary sites which include office staff custodians and we're also placed our food service employees into this first group of employees receiving the vaccine we also have our psychologists in this first group because they are currently involved with assessing students and we have our elementary principles also on this list earlier this evening we receive word confirming that our employees will be receiving the first vaccination this friday march 5th from 12 to 3 p.m at lone hill middle school in bonita unified school district so i wanted this time to um continue to thank um everyone that's helping us out the business team continues to be fabulous um they're just amazing to ensure that our schools and facilities are improving as well as ready for our kids to return but we started the slogan we're all in this together and i think now if you go on any of our campus you can realize that because now you'll see the site administrator and everyone on campus out there rolling up their sleeves getting our campuses ready for our students and faculty i just want to use this time to thank everyone for all their hard work and continued dedication yeah i do so can can we just share um in regards to the town hall that's coming coming up what what um in a can you share what can parents expect what what can parents expect to be discussed what can they expect to to hear um just because i know that they're gonna there's a number of questions that that folks have and so um what will be addressed at that sure first and foremost i'm i'm very proud of the work that has been happening in azusa so things like safety and health protocols will be shared contact tracing what happens if someone gets sick what happens what i have to do before i come to school what happens if i get sick at school there will be information around our programs that we currently run distance learning virtual academy homeschooling what's our fourth one uh independent study um so uh details or information about what this will look like uh if i say yes i want to come back to in person what what what exactly does that look like what will a week look like for my child being very clear about the fact that this is not mandatory that parents and students still have the option to not come in person if that's what they choose not to do and then we'll also be sharing with them next steps in terms of their school sites their school administrators the communication that's going to happen there and next steps in terms of saying uh yes i'm interested in jumping into in person or no i prefer to stay distance learning um we'll be doing this via two different modalities uh some modality one uh again is is a video that will highlight some of these things and then we do have a guidebook uh last i checked i think we were it's about 22 pages uh uh of information uh it is infographic-y so pictures um charts and those kinds of things to hopefully make it uh easier to to get through but we're definitely leaning more on the detailed side versus not the detailed side thank you and also may i ask mr ortega um so it's it's going to be on zoom and how will the parents um do they ask their questions ahead of time or on chat or how how is that going to work or um yes you know how to get the the passcode and the id meeting number and so forth yes thank you for that question yes it will be on zoom we will have the q a function open and available we will be announcing to please put your questions and and type them in and and get those recorded uh we will announce that if there is time at the end we will we will answer some of those questions live but if we run out of time we are taking those questions and the idea is that we will create a frequently asked question section of the guidebook or a separate document that will capture those questions and the responses to those to those questions uh in addition to it being on uh zoom we will be recording uh the video and we'll take we're taking a an extra step here not only are we recording it uh we will be sending the video a link to the video to all families kind of like just in case you missed it um so that trying to be a little bit more proactive in getting that information out great thank you mr ortega what's the uh the attendee capacity for our zoo meetings um lika can you help that i believe it's 250 is that correct the attending capacity for our resume meetings is a thousand thousand thank you is uh yes thank you thank you um we this has been um we've been responding to the uh ever-changing um landscape of of this rollout of vaccines uh almost minute by minute so um i received word uh just before i walked in here about the actual time frame being 12 to 3 o'clock this friday we were told that it was going to be this friday uh so uh i already had the employees who we had identified as being our first group uh be the uh already ready to go their emails were ready so as soon as i started to get information i sent an email with the survey question to those employees so that they could know that they are one are part of this first group and two i wanted to see if they were interested in receiving their vaccine through the district's partner mercy um because as we know some employees may have already had their vaccine taken or received from from a different uh location uh so i just lit a minute a couple of minutes ago i checked and we've had just about over uh 50 percent of the employees who were sent the email respond to that survey and i think that number is closer will be closer to 70 percent by the end of tonight just a clarification it's march monday march 29th uh the the date uh that for school reopening i think i said the 26th yes ma'am thank you uh board of education um as you know we have been updating you on the process uh for the school reorganization process that we're currently in just to do some high level objectives today we want to provide you with uh school reorganization data and input and we want to begin input at the board level and some direction in in terms of next steps so just as a quick recap why are we doing school reorganization why are we going through this process well number one we want to maximize our capacity and we want to maximize our programs for our schools our students and our staff the district went to the school reorganization team and presented four different models to the team uh we have put those four models here just again as a recap of what we we took to the board of education i'm sorry to the school reorganization team the district went to the school reorganization team and they presented a phase-in phase-out uh plan that took into consideration maybe family and students needs or wants or desires to promote from their current school to offer parent choice and to try to create the least amount of disruption possible so depending on the model some of these models took five to six years three to six years to actually quote unquote close a school for each model that we presented we pushed ourselves to try to think about potential programmatic benefits and potential programmatic drawbacks and those were shared with the team as well we also presented a support staff plan that created a a base of what schools would get in terms of support staff this was a this was one of the asks from the school reorganization team and then lastly we talked about some budgetary impact depending on the model for example if we had a school that was going to be taking kindergarten kindergartners and that school currently did not take kindergartners there would be a budgetary impact there because we would have to update our facilities to be able to house kindergartners same same with some of the support staff as well so the the the crux of tonight though is to really communicate to the board of education what the school reorganization team where they landed what they said and what their recommendations are so in terms of the models the school reorganization team is recommending that we continue to consider model three we told them that we were going to be sharing data with the board of education in full transparency one member of the school reorganization team had model three as their third option so we they had to rank their options my favorite my next favorite down to my least and so one member had it voted it as a three nonetheless there was 95 agreement from the school reorganization team that yes as a team we are recommending to continue model three to continue consideration of model three number two the school reorganization team is also recommending that we continue to consider model four for model four there were five members of the team that ranked model 4 either a three or their least favorite model there were five members that that had that but again nonetheless at the end of the day there was 95 percent agreement that as a team we are recommending to continue thinking about model model number four conversely the school reorganization team is not recommending that we continue to consider model two again in full transparency two members of the srt the school reorganization team ranked model 2 as their favorite model but again once we got to the nitty gritty 95 of the team agreed that we should not continue to invest in model 2.
so there's no there's not a problem with student drivers or elementary children crossing each other exactly and we do have a certain amount of parents too that currently go to gca and then they go to neely and so this is where they may not have to get into two lanes they could actually just stay at gca and that could be a central hub or meeting place for their elementary students to walk that one to two blocks south and they could meet their both their gca children and their nearly traditional children in one place where right now they pick up at gca in the afternoon and then they go a mile and a half over to the current neely site and get in another line to pick up their students as well all right thank you another question that we get is the enrollment capacity if neely moves to houston currently when we look at houston and its size we feel confident that it can house just over 900 students maybe 930 940 students and so when you look at the size of the nearly traditional population and that's even including some of the newly traditional families that currently at global that we expect to come back that we would be able to fit them in as well as the families that would like to attend from houston elementary nearly traditional as well and then one of the answer questions is will kinder prep that's a preschool program be offered on the houston campus at neely we've had about three questions of that and so that is our goal and hope of course we're going to ensure that there are enough k-6 classrooms but when we've looked at it we feel pretty confident right now that we will be able to have a am and a pm section of kindergarten camp in one of the classrooms which we know is a popular program and then the final question too that has come up has come from both houston families and neely families is what would be the name of the school if neely moves to the houston site and so that would be something that we would have to look at dr mccord and myself have talked about it just very briefly but really haven't had too many thoughts on that as well and as you can imagine both school communities have an identity and there's pros and cons to to to all those things one thing we know is nearly traditional has a very strong name in the east valley with the traditional over 20 years and so i would propose that we keep with whatever name we keep that neely is there traditional because it is well known um traditional program in the area as well too right now so that i believe nice job mr martin is the end of the presentation i might add that at the community meetings although there were volumes of people in attendance there were not volumes of people in attendance those who were there received the information quite positively and compliments to how thorough you and the group who put the presentation together have been in making sure you covered as many of the bases that we know about at this point board members anything else i i do have is there a have we given some thought to a process to make a decision about a name a committee or some process that we might use in figuring that out not necessarily no i i i'm to be honest and and transparent i'm really not too in favor of making any name changes at this point i think there's a lot of changes going on and as mr martin talked about um you know nearly traditional is a recognition name of a program and um so that i don't know if i'd be bringing that recommendation to you if you as a board want to have that discussion by all means but um i think the process is difficult enough for all involved and so i don't know if making any changes is necessarily i think we could honor houston at houston and again this is coming from a former principal of houston uh at that campus to be able to make sure that they're still intact i'll get it well i i think one thing um just maybe to help people understand is if we could maybe have an estimate of what the cost would be if we did rebrand i mean that i think that could be a helpful piece of information to people because um when our budget is extremely tight if this is an expensive thing to do um it might help people to be more understanding and and i we can definitely look at that i'd have done take a look at some of the branding uh possibilities and again it that all depends on how grandiose you want to go with that or how simple you want to go and and then again it would of course depend on what you would want to call it so and i can share too uh albert dutch over has already looked at because the neely traditional did get a relatively new school marquee that we would be able to if we kept the name and everything we would be able to utilize pretty much all of the murky the only thing that we would need to do is do a new base poll for that but everything else in the structure would be able to be moved according to summit the company that assists us with marquis anything else if not then we'll move to item 2.02 dr mccord yes next up mr martin is here once again to discuss the school calendar revisions for school year 2021 22 22 23 and 23 24.
sure is there any would the town that they actually live in have any obligation to help cover the cost of special services that is a tuition student i i you know i i'm still gonna follow through on that and review that but i don't believe that yes they're the nexus which is where the child but if the district didn't place them and the family made the choice the district's not on the hook so for example if one of our families just decided they wanted to go to to southington because they could they couldn't southington couldn't back bill us for services so um okay pretty sure that's the case and if it's a tuition student now that they've made their own choice to do that there is a risk which i hate to like harp on this but there's a risk that you know we could the tuition offset could be overridden by the cot the actual cost no i think that's that's what i was saying in terms of um cost beyond tuition so okay oh okay yeah whether it be for uh specialized services or enrichment activities or um specialized enrichment activities uh the the prevailing wisdom in the legal community is that you can bill for those things oh okay sorry thank you and that would be built into the contract with the individual family the other thing is that i you know that i really need to nail down is how is this payment plan established so you know like i said given the historical concerns about chasing down payments and getting in the business of evicting students which makes me sick you know i we would have to have a pretty strong uh process in place to ensure payment right so jeff you're saying that it is legal to charge tuition for let's say well we'll we'll say be since we're using water bay as an example right of potentially um uh disadvantaged students right because you know who's whose parents had a little more uh advantage because they are allowed to to attend catholic high school right instead of attending waterbury public school i guess we'll just say and not assume you know and of course i'm guessing there are others who were outside of waterbury who attended that particular school a sacred i was thinking sacred heart um but you know so how does i'm just it feels like a a slope a slippery slope of some kind where we're we're charging potentially students that could have since like outside of our open choice students right because they're designated from new haven instead of waterbury it's like it's it's not it's a great opportunity to attend cheshire public school which is near or better than uh private school in some instances um most i'm just yeah [Laughter] i'm being honest right um right and so i i just it's that you could uh minimize our ex risk exposure that katherine was just talking about through through a contract um i just was just wondering how considering all of the law involved a house that that contract would hold up in a court you know a couple of couple of points there i think i i don't want to make a lot of assumptions into who's attending sacred heart or um who's living in any of the surrounding community and their ability to pay but i also would say you know as far as i'm looking at this um this is the um slowly wading into the shallow end and not cowabunga dive into the deep end um you know what we'd be looking at here is a a small pool of no pun intended on the metaphor but um a small number of of people at only the high school level because frankly i don't see the availability at the other levels in terms of space is you know the elementary enrollment boom has been well documented um we do have the lower class sizes at the high school at this moment so i think you know where we could fit a handful of individuals in uh the we're not the first to do this um you know as i mentioned just talking to madison today i know trumbull has done it as well so you know i i think it's it's more of an exploration adam than uh then i would say we're making a commitment to this is how we're gonna do business moving forward um and then this is still uh as i said in the that exploration phase but i didn't want a business meeting to come up and people go what the heck where did this come from you know it's not really even something that needs board approval per se but you know i think it it because i i value the collaborative relationship that we all have i'd be a fool not to have the conversation with you guys because it is a change in approach and it is something that i think if it became public and you weren't aware of it you'd be right to say jeff what the heck are you doing i didn't know anything about this so it's just an exploration and there's more uh i think conversation to be had on the topic but just planting a seed for you to now think about and let's come back and talk about this again yeah i mean i definitely think it's worthy of exploration just to kind of see uh tim go ahead thanks adam um so you said this is wading into the waiting into the shallow end do you aspire to go into the deep end no um i i think you know the further you get into the deep end uh i um i think that it creates more challenges there there would be a point if we got too far into the deep end tim where i'd probably have to hire somebody to facilitate this work you know and then you start eating into the like is that really worth it at that point yeah and it you know it it's it's the school i i think in connecticut is a community um endeavor so there's a culture that's built within the community i think we have i feel personally committed to improving the diversity equity and inclusion in the community which is you know why we engage in the open choice program this is not doing that if if this was and we have i i actually added a number of high school seats this year through open choice already so this is an opportunity to extend beyond that i added 10 seats at cheshire high for open choice because of two reasons first of all i want to further increase the opportunities for diversity equity and inclusion but i also know that you know being a high school principal that those poor kids get on the bus at an ungodly hour to be here for 7 30.
and the last recommendation is that we do not consider model number one four members of the team ranked model one as their second choice but again 95 agreement that we should not continue considering model number one in this process as we were talking about this the members of the school reorganization team had some we we did a protocol called like because and like but and so through that protocol process there were some buts or some ideas or some suggestions that surfaced for us to consider moving forward with these models and so i want to share those with you right now and share the data from the team so number one the team or or some members of the team said that it doesn't matter if it's model 3 or model 4 we don't want it to be a tk5 we don't want tk5 we want them to be tk-6s again the district took tk-5s as the model the team is saying we want those to be tk sixes here after surveying the team 52.6 percent of the team agrees they prefer the models to have tk sixes you have fifteen eight fifteen eight percent saying we prefer that we keep the tk fives and then you have thirty one point six percent that was we're okay either way the next idea that surfaced was model 3 specific and the idea or the recommendation or the suggestion that was put out was look we like model three but we don't want there to be a tk8 so model three good to go but that that tka should not be included in model three we don't want a tka model 3.
thank you i'm just pulling it back up too so we can scroll um here we go gotta love these restarts on the the laptops all these tech people back here the tech people back there would have advised you to make sure that was done before we walked in because that's what they tell me all the time right shane give me your laptop before you go in there lessons learned always right all right so thank you very much uh we are looking tonight at all three calendars of course as you know a week ago you you approved the 22 23 and 23 24 calendar but there are some needed revisions too for the upcoming 21 22 calendar as well this is something that we've done the last few years as we get ready for a new upcoming year so we've kind of bundled them all together one of the things that we've done on all of the calendars and hopefully you've had a chance to review them is at the bottom we have denoted when summer school currently is scheduled for each school year to help families with the planning the the start date and the end date now for elementary it might be only a monday through thursday schedule versus secondary but it gives families that ability to plan out their summer vacations if they are taking part in our summer school programs and then also too at all three of these calendars we looked at the proposed half days each year for professional development and one of the things that we have looked at is trying to make sure that they are completed by the end of march prior to the spring assessments we know that april is a stressful month for teachers students and administrators with spring assessments and then we also know that may is a busy month too of getting prepared for the upcoming school year and let's face it people are tired in may and learning new things is is not always the the best time of year so when we've looked at that those are some of the things that we've looked at in terms of pd in particular here on the 21 22 school calendar which of course was originally approved by the board two years ago one of the changes that we've done is we've moved the october 11th it was a staff work day to prior to school so now that there are three working days for teachers before school starts so now the first day of work for returning teachers would be july 30th with new teachers to the district starting on the 27th of july we also did to place the four there were currently no half days denoted in this for pd and that's something we've had to do the last couple of years and so we did go ahead and place working with the teaching and learning department where we thought best these half days would be knowing that this upcoming year and i know you'll learn more about this but the instructional framework is going to be rolled out by the teaching and learning as well as other departments and that proposal we're looking at has five introductory training sessions for each component because there's five components of the instructional framework and so when looking at this we're looking at doing one on the each session would be approximately two hours and one of them would be one of the days pre-serviced prior to teachers uh school day starting and then the four half days and so really this upcoming year the half day p day pd would look very similar at all 40 of our schools a little bit different with each administrator but it would be virtually the same to give everybody a foundation of what the instructional framework is are there any questions on the 21 22 calendar um can you just explain what an instructional framework is for people who aren't educational professionals so maybe our community can better understand what that means so the instructional framework and i'm learning about it as well too the teaching and learning department's been working hard on it but it's really encompassing all of our curriculum and assessments and all the teaching practices that we're doing together sometimes we have great things going on but we don't automatically connect them for everybody and it also has the social emotional aspect of it as well too and so um this upcoming year the five components are connect design see if i remember instruct assess and that's the last one reflect okay i'm learning as well too and so those are the five components where each one of the pd sessions would focus on one of those areas i just i just want our community to better understand that yes and i think it's important in even in a year like this year but i think every year this is an opportunity with that framework to make sure everything is combined everybody's speaking a common language and moving in the same direction and so it's really easy to get fragmented out there and be in your classroom and and just kind of go forward and when the ship's going this way and you're going this way you don't even realize it um this this keeps the conversation in one place and moving forward so all right thank you one of the things too we of course have looked at is the number of half days and the number of sp shorter weeks third quarter tends to have uh the least amount of full weeks partly because sometimes we don't start back on a monday after winter break in some of the years and then also we have two holidays with mlk and president's day happening in that quarter when we looked at all of them though they're between four to seven one of these three years one quarter has eight weeks of a full full five day weeks but we did look at that as well and the spacing of them and also too the spacing too because the one thing is with pd as you learn about it and then there's the implementation and the reflection uh stage and one of the things we know is even though we could have a full staff pd day we never had like eight hours of pd on that october 11th day we would have a couple of hours and then teachers had time to work in their classrooms which while is very nice and and our teachers definitely liked that we don't see that we could be doing several of these modules all in one day it would be a lot for them to grapple with where we give them two hours they're going to continue to do some activities as a school staff and then five to six seven weeks later then they learn the next component as well on the instructional framework for the 22 23 calendar of course we talked about some things and one of the things that we did was we removed the monday um day off after the spring holiday weekend so on the april 2023 calendar we've removed april 10th as a day off spring holiday and what we did is then we actually moved the start of school in july back from starting on a monday july 25th to tuesday july 26th and what that did as well as it for our brand new teachers to the district it moved their start day from starting on a friday uh to a monday which is a little bit nicer for our new community a new new staff to the community and then of course that changed the first semester and second semester days a bit equalizing them just even a little bit more with 91 days on the first semester and 89 days on the second semester questions on this calendar that was and i think it's important to note just again that that is the first year of the 222.
and when i met with the folks from project or open choice and i said you know how can we improve that as well if we have more kids then it's just a more you know i could i have like a dedicated route and it's done you know we'll do that for those kids um so this is not that uh i just don't think it's a great idea to go whole hog on it but who knows maybe after doing it for two years we find it's terribly you know valuable and maybe we do want to explore it further all right so um i mean i'm a believer in public education uh this sounds like we're going down a very different path i'm comfortable with it uh i guess i'm wondering what is what are you so we're talking about sacred heart closing and then you moved over to open choice what is the relationship between those two things i i don't know if they're both um in both situations they're non-residents of cheshire okay the choice piece has there's a specific purpose to that which i mean it goes back to chef versus o'neill right exactly in this case in the um in the tuition situation and i it's not exclusive to people from sacred heart as i said i think it would be um sacred heart anybody who wants to if you live in southington and you're interested in attending the cheshire public schools you could submit to the application process or whatever same with our staff you know we could make those seats available to them too if they were willing to pay the tuition and so this is a financial offset for us if we have some seats available it could provide upwards of two hundred thousand dollars and a short term intervention if we find it to be incredibly successful then maybe we'd continue that small group um you know 200 grand a lot of money you know it's a fair amount of money and it absolutely is i i mean for me it's just sort of philosophical like right sorry one second it's it's kind of a philosophical thing and it's sorry my son has to go to bed i don't know if you hear that or not and i'm just not really i'm just not really comfortable with going uh with going down that path um another point that you made a comment you made was that you would be meticulous about this and even just in this meeting i want to be sensitive to your time and this to me sounds like it could end up being a bit of a time suck for you and so that's a reason why another reason why i'm not really comfortable with it um yeah and then it just gets i guess the um two the two last points on this and it's it makes me raise like it raises a question in my mind well what size let's just say that we ended up sending out a new elementary school to referendum in november well are we doing it at 800 are we doing it a thousand and what you know what's gonna happen if we if we do we end up over building and then just asking people to enroll here and it's it it becomes my concern is it becomes like a for-profit motive rather than you know what you would traditionally do um and the last thing is honestly right now i've said it you know probably a hundred times to you is covid and i know it looks like we're moving past this but you know the next month it's vaccinations and i i just still am concerned about everything that could happen in in the before this year is over and then even you know rolling back into a new school year that is hopefully normal so for all those reasons i'm not particularly interested in this right now as one of three or one of seven having said all that i wanted to jump back to one other thing you would mention a little bit earlier exchange students generally speaking i mean we have students that go overseas to high school is that i mean i i think marlene told me maybe like one or two a year or something like that correct do they enjoy reciprocity generally speaking where they get to go to school for free or yeah um not only one for one but just generally that house education in the world around the world yeah not i mean we don't typically have a lot of cheshire high school students who leave for a year to attend school in another country what typically happens is we'll have we'll host during the year a student from another country who attends cheshire high for the year usually two maybe three on in a busier year um but then or you know or they'll be for a semester um at the least a year at the most and then over summers our student will the the host family will typically go to the other other country and visit and spend like the summers there which could mean in school depending on the country so and i you know tim the points you bring up i think are all valid points which is why you know i think i'm treading lightly into this and putting it out on the table because i think reasonable minds this is something could very well differ on and um you know i i'm not religiously convicted to um having tuition students however i think you know if i were gonna do it for the purpose of uh you know financial gain and knowing there's demand out there now would be the time to do it from that perspective from an opportunity for us perspective um maybe it's not the time to do it be in from a covid perspective you know that's again it's one of those things where i just open it up to the group and i'm gonna take some some guidance from you guys okay all right well thank you uh so for me just just um one question and then well two questions and a comment uh firstly um just going back to the policy in general um there didn't seem to be a section where explicitly said that your response your your discretion was in writing is that or did i miss that or does it specifically say that you have to reply in writing or and i'm sure that in practice you do but i just wasn't sure if it if it said it anywhere and and i missed it so you're you're i think uh specifically uh referencing this part up here um upon written parental requests right the superintendent shall have broad discretion to allow attendance in what you're saying if i if i'm correct adam is that it doesn't say that the superintendent will respond in kind in writing right um we do do that i mean correct me if i'm wrong carol we don't or we do give a verbal it all depends if somebody calls and asks on the phone it's always been we're not taking tuition students at this time no this is for um if somebody wants to attend out of district placement like out of area placement so if um you know i moved from norton to doolittle oh that is annually annually they have to request it in writing yes annually every single person that requests it we respond in writing they get a letter every year what about um i just moved to another town and i'd like my child to continue in the district for another three weeks or whatever normally we tell them to respond to send an email to the superintendent they can do it through me but to the superintendent and then we answer them through email okay so there is some paper trail then normally and that the administrator of the school would know and most likely be informed that that is the case right okay um not always does the individual like sometimes a family you know the same way we have people dropping folks off potentially bus stops or in front of schools just you know your time to go to school the family doesn't always notify you when they moved and they may tell you one thing or the other at the school level um but usually the principal knows enough to double check that when they're made aware of it right um now so i so this this um uh wading into the shallow end it feels a little bit like um like a charter school and but i don't know how charter schools work because i know a lot of times there's a lottery to get into a charter school do charter schools charge tuition or is that like a public school it's just like you have an opportunity to go to a spec more specialized school or whatever and but there's there's no tuition involved yeah it really depends on the school so some charter schools do charge tuition some of the schools like through open choice the charter school has its own oftentimes its own specific purpose so you know it could be a magnet school as well that has a uh a magnet school is able to draw from other public districts so like we send students to magnet schools in new haven um some correct schools and that's a magnet situation where the public school system is paying a fee so we pay a fee for new haven for students to attend educational center for the arts is part of the magnet like reciprocity component with open choice and in a charter situation usually the student is just attending without the the district paying the money so there is a uh there is a tuition that the family pays in most cases in this case here this is like more like a private school where you can attend cheshire public schools cheshire high school in this case for a tuition basis um and that's you know the question here is is that something that we want to pursue at a small scale at this point in time where our financial need is greater and there's a community need for this and we have the space available um it seems to be like there's this confluence of variables coming together that doesn't account for you know philosophically are we uncomfortable with it from a coveted perspective are we uncomfortable with it for next august those are those are things that i would want to like i said meticulously review before pushing it forward further but it's also something that i think you know we have to do diligence in looking at um or otherwise maybe miss an opportunity right yeah i mean there's part of me that i think it's a great idea because it could be a great opportunity uh but at the same time i'm also conflicted as to maybe the level even the level of tuition we'd be charging um if maybe it wouldn't be but then is it what kind of program were you talking about then at that point uh because if let's say well we you know i i looked up the tuition of sacred heart and it's not it's like it's not as expensive let's let's just put it yeah it's not 17 000 a year no it's not so um and like and i don't know like what the intuition of like cheshire academy is i'm sure it's much greater than 17 000.
you see here 42 percent 42.1 percent of the team agrees that that the model 3 should not include a tk8 15.8 percent disagree they want the tka in that model and then you have 42 percent that can go either way the next idea was also model 3 specific and this idea was hey we like model three but i want model three with only one high school so that was the idea like hey yes model three definitely but only one high school you'll see here that 31.6 percent agree model 3 should only have one high school 26.3 percent disagree they want model three to continue with two high schools and you have 42 percent saying they can they're okay either way in the same vein uh for model three uh saying yes model three but only one middle school fifteen point eight percent agree with that twenty six point three disagree with that and you have a huge chunk of of the team fifty seven point nine percent saying they're okay either way the next one was model 4 specific the the district when they took model 4 the model 4 that we took to the team included 6 12s the team said no those should be 7 12s or an idea was born or came up that hey those should be six seven twelves not six twelfths you'll see here 89.5 percent of the team agrees that that in model 4 those schools should be 7 12s and you have 10.5 percent saying they're okay either way another idea that was brought up was hey we're we're all about the school reorganization we agree we should do this but we would like to pause this for one year uh the idea or the what was shared was we have a lot of our place right now we have the reopening of schools tobin 19 safety protocols uh and so we're dealing with a lot right now do we really want to tackle this big thing and start this next year why don't we pause for one year and instead of starting in 2122 let's start this in 2223.
correct and then finally on the 2023 24 calendar similarly on the original calendar on the 222 calendar here we had monday april first off we removed that no fooling there people and we moved it moved the first day of school then back a day from a monday to tuesday so now the first day would be on tuesday july 25th and once again that also makes now for 91 and 89 days between the two semesters on this other calendar as well too and mr martin i know we have va vik after school care for those who need it all the time what about um families who might need it for just the half day or the vacation to the spring the spring break or fall break good questions yep so our community ed department uh mr ryan and the staff there do a fabulous job of offering that on half days i can tell you when i was a principal that we did have an influx of students and they did a great job of preparing for those half day wednesdays as well to where uh parents and staff sometimes that don't normally utilize the vik could utilize those on those few days and then of course we also offer we call them holiday camps or summer or fall and spring break camps we would continue to do that just like we do now for the one week of spring and fall breaks however now it would be the full two weeks that we would provide that for and then they do in the summer remarkable job too of having some regional locations as well for vik in the summer as well basically from when the time school gets out until just right up before school starts each school year so there's child care available for anyone who needs it for school-aged children correct basically they can they can make arrangements in advance by calling community ed and working with them and one of the things too i think is to getting these calendars out here allows families to plan for that because i have found too that if families know when there's a half day six months or a year ahead of time some families will actually plan things around that doctor's appointments other things or of course those are the times too when they'll ask if their children can go to a friend's house a neighbor's house that may be able to watch them there's a myriad of factors but giving them the most time to plan is always advantageous all right thank you jason i noticed on that 22 23 and 23 24 the way the calendar is for december it doesn't allow for for the that i mean it would be the middle of the week they would get off that's just because of the way the calendar runs i'm assuming that that could probably work itself out yep in a couple of years i've learned to study calendars a lot and when christmas day lands on the weekend you you deal with that of when are you going to do that and so both of these years happen to have that where winter break is going to start in the middle of the week and school is going to start back up i would anticipate when we were looking at calendars in two years and 24 25 then we get back to more of a solid two-week monday through friday looking at when christmas day is so the next steps is too that we're proposing that we'll bring these three calendars back for a governing board approval at the march 30th board meeting especially knowing that the 2122 calendar it's important that we get that out it's important we get all of them out because we did say a week ago we wouldn't really publicly release the the 22 23 and 23 24 until we made revisions so we didn't get families confused but for the 21 22 school year just so we can allow for teaching and learning our professional development department as well as our school sites to begin to plan from a school level and then also to from families so that they can see those minor tweaks and changes for the upcoming school year which is really just five months away anything else board members that just that just thank you dr santa cruz that would be my biggest concern i i heard a lot of questions even after the last meeting of so is that when does that start when does the earlier schedule start this summer next summer there's a lot of so as soon as we can get this out and cleared up and make sure that we over communicate the start date for next year hasn't changed right that will start the following year but just make sure that we have that really clear as soon as possible i think this will this will be good and it addressed some of my concerns i appreciate that i had some concerns still but you know what they are and that's that so anything else from anyone else thank you mr martin thank you sir we'll move to item 2.03 high school end of year celebrations dr mccord thank you dr santa cruz governing board members marcy taylor our executive director of secondary schools will give this presentation but just to prime the pump a little bit it's it's that time of year in terms of how we start thinking about things such as graduation and we know last year at this time we we thought we'd be out for just a couple weeks and then life be back to normal and the saga continues uh i think i said to you at some point in time that my goal is to make sure we get students across the stage and i think we will be in a position to be able to do that and again our our high schools have worked diligently to try to make sure that our students are educated to the best way possible so we know the culminating activity for k through 12 is a graduation ceremony it's not required by any means but it is definitely a rite of passage that we want to make sure our students are are able to fully participate in last year we had a virtual graduation and put a lot of time and effort into that and um it came out to a degree without a hitch but there were some hitches and um definitely less hitches when it's it's in person and so we think there's some mitigation strategies that need to be involved in this and i'll let miss taylor go into this more further thank you dr mccord dr santa cruz governing board members we appreciate the opportunity to share some of our plans for the end of the year as dr mccord stated because of last year's graduation adjustments that had to be made i think all of the high school principals are really wanting to do whatever it takes to try to figure out what we need to do in order to hold a more traditional graduation ceremony at each of their campuses like they the community is used to so we're going to go through some of the ideas that they have and some of the events my quicker doesn't work so you may have to fast forward yeah there you go yeah bonnie usually doesn't turn it on so i was kind of wondering if you there we go i could be i'll i'll try it again on the next one um so our high school we'll blame her our high schools that traditionally host their graduation ceremonies on a campus the three highland gilbert and campo verde to hold them in their stadiums on their specific campuses the other two gilbert classical academy holds their graduation in one of our comprehensive high school auditoriums this year it is scheduled to be held at gilbert high school and canyon valley holds their graduation at highland junior high school in the gymnasium there it's pretty close in proximity and they have more parking availability and it's kind of nice for everybody able to be able to see what's going on on the floor of the gymnasium at their at their site let's see here it goes high schools that traditionally host their graduation ceremonies at asu are mesquite and desert ridge so this year asu is not taking reservations for wells fargo arena so these schools have made the adjustments necessary to start planning to actually move their graduations to their stadiums like the other comprehensive high schools so the date is up there it would be thursday may 27th at 7 00 pm the same as our other other comprehensive schools will all five comprehensive high schools be on thursday yes will be spread out yes we'll divide and conquer there's advantages and disadvantages obviously to both this will be a change for them it'll be different but there is a lot of planning that they had to have already started so we've started those conversations there's a lot of arrangements that typically asu takes care of for both of these schools but these are some of the examples there's some opportunity to create some really meaningful new traditions with their senior class this year but there's a lot of rentals that are needed planned ahead a lot of items like decorations and fireworks and trees and signs and a lot of the process details that they again asu manages with security and some of those vip considerations and parking a lot of our high schools have to work with the police departments on those nights to manage traffic particularly after the ceremonies are over but there's a lot of i guess pride in being at the campus as well and having those memories for those seniors so the opportunity to create some traditions one of our what was our mesquite high school principal has decided that he would like to bring in the freshmen on their first day of school through the gates that are in the back and kind of have a welcome rah-rah first day of high school and then those would be the same gates that they proceed out of on the night of graduation to go to the field kind of for their last time through so they're they're thinking of ideas to try to make it as meaningful as possible and to bridge that gap between what some families have had older siblings obviously where they get used to being in the air conditioning of wells fargo and being able to see and having the big uh big cameras and whatnot so there's a lot of that that they're already starting to talk about the modifications that we've discussed as far as holding the graduations on the campuses this year in the middle of a pandemic or hopefully we're getting to the end of the pandemic but spacing the graduates further apart on the field that's not a problem even at our largest high school because obviously football field has lots of space so we can just spread them out more obviously the graduates would still be wearing masks if we have that mandate still in place within gilbert public schools we would have to as jill pointed out change a couple of the dates and times because when they have to schedule through asu they're really reliant on what's available and sometimes we end up with a graduation that's at 2 30 in the afternoon or it's on the day prior so some of them are chained would have to change their typical time that they're used to holding their ceremony we are planning to live stream all of those ceremonies so all of our football stadiums have that capability for games to live stream so we would do that which is really nice for families whether they're in the stands or whether they ha are out of the state or wherever relatives live they can they can tune into that and then we are talking about limiting the crowd capacity at this point uh to approximately four per graduate we've thrown a bunch of different numbers around obviously the uh crowd or the fans or the uh guests would have to wear masks as well we if we go to the link that's on there it shows each of our high schools and the location the date and then the capacity of that venue so what the actual stadiums hold or the auditorium in the case of gilbert classical and the gymnasium for canyon valley but then the number of 2021 graduates are listed there and then a percentage capacity with two guests each and then a percentage capacity with four guests each so we're looking at trying for the four obviously we want as many of our family members to be able to attend the graduations of their kids but those numbers of the spectators obviously would need to increase or decrease depending on the pandemic conditions as we get closer to may but that gives you an idea of kind of the range at any of those sites the it's it's amazing how different in size our stadiums are at our different high schools but the largest uh capacity percentage would be at desert ridge high school at 55 percent so it ranges from uh the you know somewhere in between 30 and 55 with an average right around 40 percent capacity with four guests each and i hope just in case we make plans for inclement weather just in case i know that is something that our schools do have to do every year because there have been many we've sat through some graduations in pouring rain um for a long time really i remember one very clearly where it just rained the entire graduation and it sat out there and it was kind of i don't know i like rain but one year we moved into the auditorium as a backup but then they live streamed it into the gymnasium because obviously all of the fans the crowd the guests weren't able to fit into the auditorium but the graduates were so yes they do they try to have some backup plans but also could you make sure we get that page that shows the capacity and the percentages in our friday memo you don't have it in our market tonight absolutely that's fine to see it again um so that's it for graduation those are some of the thing i don't know if you have questions about that we have a few other senior events that i know uh people have questions about baccalaureate is always one that comes up and we have been having many discussions about that whether to just cancel them whether to try to hold them outdoors whether the highland right now highland high school is the only one that has two different sessions but could the other high schools possibly do that and then limit how many guests we have again in in our audience do we live stream do you say that only the seniors themselves attend inside some of the the issues that have come up when we start these conversations have to do with the the expectation level of our performing arts instructors because they pay attention to the acoustics of things and going out outdoors obviously changes that we're trying to work with them to see if there's a possibility that even at some of our schools that have very large groups such as highland could they split and still balance their orchestra into two different groups balance their choir and so forth and still fit on the stage so it isn't so much the audience seating that they were worried about it's getting all those performers on the stage at the same time and how close they would have to be together in order to um to accomplish the the traditional baccalaureate that that everyone is used to so so we're still talking through those ideas and obviously open to any suggestions or ideas from you as well um many of our campuses are talking about holding senior awards combining with some sort of a formal event uh you know where people are seated only with their families looks like the earth got cut off of that um let's see senior dinners um they're looking at spacing out uh yeah there's some things that are left off of this but oh a whole line something must have happened but anyway it said tables would be distanced they're seated with their families only no buffet style so they're looking at having those catered they're looking at virtual options similar to how they've done some of their assemblies this year with scholarship night they're looking at adjusting a typical prom a lot of the venues required deposits that were non-refundable we didn't want our student councils to lose out on the money that would be lost if they weren't going to be able to hold a prom so they're looking at alternatives to that such as having holding these formal galas or red carpet events again some of them are using their their school colors to call it a blue carpet event or a green carpet carpet event they have come up with a lot of really great ideas i was pretty impressed some art galleries where kids could walk through those and still take a look at some of the senior senior photographs and memories of the year or the years that they were at the school they taught they've talked about having their senior slideshow where these these kids would still be able to dress up get their pictures taken and then enjoy some sort of a dinner um possibly do an awards in combination with that as well some of them have have been very creative saying you know they'll do a mask decorating where they're going to select the person that has you know blinged out their mask the best or whatever to match their their formal attire um they've come up with some game ideas doing some sort of a kahoot while they're at the formal dinner with super relatives the most likely to do this or the most friendliest senior and all those things that they do at the end of the year just have fun so they've come up with some really great ideas and they are passing sharing those with each other and passing those by me so i think it's they're trying to think out of the box and still have some meaningful senior events and end of the year events as well there's a whole other list of things that they're continuing to do but with modifications in place so usually you know when they go up they usually go out of town for tiger town they're holding it at their site and doing just a saturday uh event that is not overnight but they're still trying to accomplish the same goal with that that activity uh same with some of the other ones the mr d ridge mr hyland mr coyote again limiting the amount of the people in the audience and keeping people uh spaced socially spaced distanced movie nights drive-in nights there they've had a lot of really great ideas for how to accomplish that and i think some of you have seen some of those with our preview nights and some of them have done them virtual done virtual tours and so forth so they're still trying to give all of our students as much as many memories as possible under the current circumstances so i think that's it for me unless there's questions or you have any feedback because we are open to that as well just a question miss taylor in terms of graduation going back to that the idea of limiting the numbers of people per graduate is probably a good one but my question relates to student attendance and how are we going to communicate that to students and really market the live stream thing to the rest of the student body absolutely i think we've we've tossed around ideas about using that what they're using for athletics to limit the number of tickets that are sold that go fan program and that it might be easier to do that that way people have people flying in from out of state we're not worrying about physical tickets but yes as far as other students attending we we've said right now we're just talking worried about the families who have graduates and then if for some reason by may things have changed we can always open that up further well i appreciate all the work and i i'm sure the student councils are are doing their best because they want to make this really good and i think it's great that they're showing that resilience after this year when we assumed to be would be home for two or weeks or maybe a month and we're still working on this pandemic so right i really appreciate that they're trying to come up with creative ways and good ways of ending the year and um you know i mean i think it will be spread out because we will only if we have five comprehensive high schools that night we'll have one board member hopefully at each one um and of course we have to have fewer people on the stage so i think hyland's already taken is that right yeah awesome is your daughter graduating this year i have another graduate i got the 2020 2021 two graduates each year i've been one graduate each year it's been it's been a good challenge i could i uh dr santa cruz yeah just think i'm glad that we have the live stream capability that gives that option for those who aren't comfortable or and aren't able to be there with limited capacities and different things so i think that's a a great way to give as much options as possible for people but i i do as a parent am thankful for the opportunity to go and to be in person and i i know we did our best last year and i appreciate what everybody did last year but i also think as circumstances if they continue how they are i think this is a good would be a good thing and i also want to thank the um teachers staff principals admin who are going out of their way as well as students and others to find ways to celebrate and to gather how we can in a in a reasonable way to to commemorate this and to make this a a good time and a good a good memory for our students who have who have put in a lot of work and effort and i know that the staff has as well so i think it's a time for them as well to it's all important to all of us this end of the year thing i've realized is really important to everyone involved you know parents staff students teachers it's it is an important tradition part of our school as part of our our whole communities and so i'm glad that we can find ways to to make it happen so thank you very much well i really think graduation is one of those times when you look across the field and you're like look what we do this is amazing we have actually got these kids to this point and i mean to me it i always feel it as a board member walking out and and that we've accomplished this for the community it is a huge work and it's a huge effort that we do for 13 years and and then they go out into the world and it's it's really an amazing night so i'm i'm glad to hope that we can have a more traditional graduation and i i did think i i did hear good things about last year parents who said ah i don't have to go sit in the stand for a few hours to get a spot i just get to sit in my front room and enjoy it with my child so you know we did what we could last year and and i thought it worked out very well but it didn't replace being in person because nothing can replace being in person even though we've had all these other things and we're going to learn more through technology but i really appreciate all the hard work thank you miss taylor as you've enumerated and listed out all of the events that each of the schools are working on are there critical timelines and and people with whom the student leaders have to meet to make sure that we're in sync with the mitigation issues and just being careful or how are we going to manage that yes all of our high schools have a an assistant principal who's over activities that they supervise kind of all of those clubs and organizations a lot of the activities on the campus come from student council or link crew but there are times that other clubs sponsor different activities as well so they have to present their plan to that ap over activities and then that ap is always bringing that to their their team to their principal to their administration team if there's questions and this year i've asked all of my principals to send me their plans for each of these events so that i can glance over it so they've been very good about doing that and making sure that the mitigation strategies that we set forth for the district are continuing to be followed so thank you you're welcome other questions comments i just like go ahead thank marcy for organizing this it is timely i know a lot of people are wondering what this is going to look like and i think this gives our schools our community a good idea of how we're trying to finish off the school year and again trying to honor our seniors the best way possible so thank you for that you're welcome thank you miss taylor we'll move to item 2.04 cyber security and security cameras dr mccord thank you dr santa cruz governing board members i'd like to bring up mr costellano he'll enter he brought pretty much the whole department with him i don't know if this is cyber security or john costellano's security we're going to take it easy on you john don't worry but uh he's gonna bring you up to speed on where we're at thank you john thank you dr santa cruz members of the board dr mccourt um i'm joined up here tonight by scott hatsey our leader of network services and mr ward heinemann our leader of system administration we did want to fill out the crowd tonight so we did bring the team so i'd like to introduce him real quick this is leanne lacy she's our instructional technology coordinator retiring soon already miss her i know behind her mr sean stopper he's our supervisor of customer care technicians uh behind him in the back there's mr ray rogers he's our supervisor of system administrators and to his left is jim woods our project specialist and then mr ryan nelson our leader of information systems as well so um just a very humble group of people and they make my job very easy but they're here to support tonight so i appreciate them being here we use a kind of a tagline best staff ever in technology services and i truly believe that we have a great staff i think these first four slides that we're going to go over tonight um kind of some did you know stuff uh it's all going to kind of set the stage and lead us into an explanation of some of the e-rate projects that were passed just last week so it's very timely and then there's a lot of things that are just changing that technically so it's been a while so we wanted to get in front of this group and talk to you about some of those things you know our district is is rather large it's 60 square miles and that means that our network spans 60 square miles we have a redundant fiber network and scott and his team take care of that and that's really massive we have over 450 switches that connect those things together 2600 wireless access points so that's what every student and teacher device connects to we have 3 700 phones which is kind of crazy to think about it but those are all connected on the network now it's not like the old days everything is connected via the network and we have to take care of those i wanted to include this one this is kind of interesting i don't think people think about this at all but i'm just talking to mr dutch over operations director every hvac system basically in this district is connected to the network it's over 4 100 devices that he can sit in his office and control that obviously allows a massive amount of efficiency for him but i think people forget that those type of devices are now on the network and we have to think about those things so it's kind of staggering we have over 2100 desktop computers we're about 3 300 laptops right now about 42 thousand chromebooks and we will be reinventorying all elementary this summer to see how those numbers look after everything that we had to do uh obviously last year with those and we're around about 400 apple computers and laptops in the district at any time something jumps out at you you want to ask a question please just just interrupt me our information system teams which uh ryan nelson leads um you know they have over 50 system integrations that we were talking about the other day and that means at any one time those systems have been integrated to share data with one another and that's all programming right so a lot of people you know what what does that programming team do we don't see them a lot well that's a piece of what they do and data wouldn't talk to programs across our district without that they do over 100 custom reports which all takes programming and they close 5 500 tickets as of those dates there that's a lot of help desk tickets so they they are busy and they are all about customer support as well mr stoppers group the customer care techs they are the front line if we were to go to war they would be the first ones in um they are on the boots on the ground um and they are out there with our teachers and students and they take care of them well they've closed a lot of tickets there in that time frame a lot of those are chromebook tickets and so that number will continually drop as we're not repairing as much of those anymore but definitely kudos to that team if they're listening they are the front line mr woods he does many many projects but one of his projects is cyber security education and we run fishing data simulations in the district which helps us kind of figure out where do we really need to educate our end users because that's that's really what it's all about we are just finishing one up today and those are the stats i wanted to i wanted to pull those um about 3 800 of those have been delivered they go out at different times so so a person can't get one and then yell down the hallway hey watch out they're trying to get us that's a good thing though because when bad stuff does come in they have been communicating more and more and that does help stop the malicious emails that come into the district but but we had about 4.8 so far click right so we know there's still a little bit of work to do there but uh compared to the last fishing test we did you know that percentage did go down so that that means that the people are listening so another thing that he does is helps build out our knowledge base so within our help desk system we have 27 categories at this point that have about 420 how-to articles it does include how to update your computer before it's time no i just we're going to help we're going to help so so that's huge that's been a huge help though i don't know i don't think he got it that's been a huge help to us our ties i think that was too soon is what i'm hearing our ties they're obviously focused on the coaching training and modeling they've already you know clocked over on the books 2200 hours with individual teachers this year so they are busy they all put out these amazing newsletters i've shared some of them with you in my friday report at times and they they really are known uh by excuse me by the teachers at their school and they are go-to people uh when it comes to our integration of technology they've also been very very involved with the digital citizenship program over the years but i don't know if you remember but we do have 34 of our schools are reconcile recognized by commonsense.org as common sense schools and they have a huge part of helping support that and we also are a common sense district i believe we were the first in the state yeah first in the state last year to have over 75 of our schools recognized so you know we have to keep keep educating keep educating our students about digital citizenship and our adults so we're going to jump into the data now and get a little technical and that's going to kind of set the stage for the for the rest of the presentation so our google data data we pulled this uh mr rogers pulled us the other day for us and and in the cloud from people students and staff in the district there's 155 terabytes of data stored that's a lot okay in comparison to what's just on our servers here in our data center you know it's about at 76 right now so you can see we you know we've had google uh implemented for gosh five six years now and that's where most people save their work because that's where they're working out of so that's that's a staggering number that's a lot of data but that'll be a little bit important here later as well there's over a million domain shares so that means our staff and students have shared over a million times a dock a slide maybe they've uploaded a pdf into google and shared it an image within our google domain so that that's that's a lot uh we have about 2 300 active google classrooms right now as well um so so that number that number is worthy of noting as well email's a little staggering this is about over a year's time the district has received in 29 million emails i mean it's almost hard to comprehend that number right and not all of those are good emails you know we've sent about 5 million but only a million of those as as google's concerned or categorized as spam there's obviously a lot more than that and we'll talk about software they're implementing as we speak right now to help that because that is where again education and having some tools in place can keep us from something malicious getting into our network and causing us to have to to shut things down so we'll kind of move into the the focus is is changing i mean we're always continually looking to improve and to keep up with the change um i say all the time to the department if you don't like change you need to look at a different role for a career because it's constantly changing and the focus is is changing as well so you know cyber security obviously is a focus it will always remain a focus it will never go away a big piece of that is email security disaster recovery of course it relates to it because if we have something happen to the network most of the time it's getting through an email and that's where it's originating from so we have to have a good disaster recovery plan in word we'll talk about that cloud migration basically moving data out of our data center into the cloud and basically google right because things are saved into the cloud we'll we'll talk a little bit about the critical components that have already been moved to the cloud and ones that will be going to the cloud in a relatively short amount of time and then i keep saying cloud so internet internet is is key if you lose internet connection you're not connected to your software which is in the cloud so those things are all really becoming a major major focus for us and some of those e-rate projects that were passed that last week address those so we will we will get to those and i'm going to turn it over to mr heineman here thank you so when it comes to continuous improvement uh security is especially uh a subject that is changing every day and we have improved our security posture here over the last several years substantially but it has to be an ongoing effort some of the things we do on a regular basis day to day as you saw earlier on jason's laptop is push updates little flaws uh security leaks of of one kind or another identified on an ongoing basis and the vendors put out patches to fix these these leaks and and to neutralize the threats if we don't push these out on a regular basis it leaves the uh the device uh vulnerable to whatever threat whatever whatever vulnerability that is so that that is a a very basic but very important part of what we do we update our policies and when i refer to policies here this is a a kind of a control mechanism to uh to tell the computer hardware how to behave or how to treat the user this affects things like what software is allowed to operate how it connects various characteristics things of this nature these are updated regularly and we have an ongoing security improvement program that is uh pretty much a continuous effort uh chromebook devices which you heard earlier we have many tens of thousands which is i every time i see that number i just have to shake my head that's astonishing updates from those devices are pushed also down automatically from the google cloud and that includes security patches on an ongoing basis we are as john mentioned migrating critical infrastructure critical components critical applications to the cloud one at a time each of these is a project in and of itself so that's a kind of a slow multi-year process we'll touch on that again a little bit on the more uh defensive front uh two of us now have been accepted have gotten clearance to an organization known as infragard this is an organization that was established nationally a little over 20 years ago it is a cooperative effort between several major federal agencies including the department of homeland security and the fbi is intended to attempt to protect critical sectors of industry and critical infrastructures that was an interesting process and a very very long exercise and patience to wait for clearance but uh it's getting a little worried about uh warden yeah it took almost two years for my clearance to come through if so i'm i'm blaming kovad for that since it just came through recently but who knows there is an arizona chapter that conducts meetings on a monthly basis that are virtual at this point and we receive bulletins by email and they have a website we can go to for additional information but there's very timely very interesting uh information posted there that uh is at times very alarming so i'm not i'm not sure i like being on the no but it's uh it's very useful information and helps us to keep stay aware of what it is that we're watching out for we also go out for help because of course we have our own you know limitations small staff limited resources we've been working with uh high tech most recently to have a a good overall evaluation of our security structures where some of our weaknesses and vulnerabilities might be areas where we can shore up and add additional layers we've also worked with microsoft in the past on analyzing our existing active directory structures looking for places we can improve that and uh anybody else who's actually willing to come in and talk to us and from time to time we've talked to a lot of different people so and of course end user education as mentioned before is ultimately the the end user is always the weak link because we all want to believe and trust in you know people we think we're talking to so that's uh that's always a challenge email security as you saw um probably the most used application not only in gps but anywhere we kind of take it for granted that is the number one pathway for phishing attacks uh 94 percent of phishing attacks come through emails they occasionally come through other sources like text messages and things like that but mostly it's through email so it's very important that we be aware of that and watch out for that those can deliver malicious software which we refer to as malware days gone by we used to call this viruses but there's been so many permutations of of these types of codes they kind of recategorize and we just call it malicious software now or malware ransomware is one of the worst of these scariest where the the threat comes in and encrypts data on your systems and demands a ransom in order to unlock it so that's something that happens in this day and age on a fairly regular basis so we want to do our best to defend against that as a school district we also have internal email threats and these aren't quite so malicious but they can be very embarrassing where students realize they have access to email and have been known from time to time to send inappropriate messages to large numbers of people so we have to kind of be aware of that as well and of course awareness training helps with all of that um if you want to back up just a minute i missed one point there so we're beginning to implement a product to help safeguard this called mime cast and that's a project that's just really gotten kicked off in the last week so we'll be implementing this this it's a web based cloud product that does filtering of email incoming before it hits the actual google server so thank you for backing up there i didn't want to miss that last year we wrote a disaster recovery plan the first really truly formal complete plan that we've ever had and we intend to proceed with annual reviews and updates of this i was just looking at this last month and there's already been a surprising number of changes maybe that's not too surprising considering what's happened in the last 12 months but that'll have to be reviewed yearly uh once all the pieces are in place we will begin testing annually to make sure it actually functions and that if a real need should ever arise to implement it we'll be able to do so there's a few parts missing and that this relies on having a certain pieces at an off-site location that we can run our critical pieces of infrastructure servers etc that is only partially complete so we want to try to build that out and we'll be talking about that a little bit more we do replicate our storage to a secondary site uh the 76 terabytes that was mentioned earlier which includes such on-site systems as in the infinite vision stuff web smart which is the food service what i refer to as the money systems these both both process in-house transactions and accounting and paying for school lunches etc so those are very important and the phone system actually has two complete sets of operating servers so that if the primary goes down the secondary will automatically take over and our phones will still work so that's an important thing as well the the most uh the piece about this it's that's maybe it's just a nerdy geeky thing but when we think about it within a three year time frame we really won't have any of our critical systems operating out of our data center here in the school district they will be in the in the cloud and vendor supported that way our transportation system the new system that was implemented is is now in the cloud our elementary library software was recently moved into the cloud our identity management system or what people know as the portal right now will be moved to the cloud this summer the future migration is you know what we're mentioned web smart destiny the secondary library software uh that'll be a pretty big lift but that will be moved to the cloud as well and some of those things it's just a matter of having the time to do it we can't do those all in one summer so they'll have to be spread out a little bit the two biggest pieces which you're all very well aware of is infinite campus which is our student information system they they do have a cloud product we will not be ready to move to that this next school year but i anticipate the following school year um you know there's there's a hundred positives but there's always a couple drawbacks from going to a hosted in the cloud and sometimes that's access direct access to the database so ryan and his team it's going to take them a while because you know you saw how many custom reports we have a lot of those things are generated right from the student information system so we just have to find a different way to do it and write to that but that takes his team an extraordinary amount of time to do that so it within two years i i believe that we'll be fully in the cloud with our or with our sis and then of course infinite visions i think that'll take a little bit longer um they do have a product their timeline we've been following that closely and so we'll just keep watching that and see when when we feel it's ready to do that and that would be another move kind of how these companies work a lot of times is you know they'll develop the cloud product and eventually they will stop updating or supporting the on-premises product so you kind of are kind of forced sometimes to moved to that because it's obviously easier for them to support that out of their own data centers so those are our critical pieces though on that that will leave a very very very small footprint that we actually have in our data center here so again it shifts that focus now to connectivity and having solid connectivity and having backup internet connectivity to all these products because if one goes down and that's our only connection the district we're down until that gets figured out by our internet service provider john just a question excuse my ignorance but what kinds of events or activities could disrupt or compromise the data that we have stored in the cloud well do you want to answer that order yeah and that's an excellent question because that's that variations of that question are debated pretty frequently so just because something moves to the cloud doesn't mean it's it's necessarily safer uh and and the bad guys obviously know what's out there and they're out after those locations as well the uh thought is that these are are larger corporate entities that have a lot more resources to put into securing their you know their facilities and their their data etc so they they seem to be better equipped to defend themselves than a smaller organization like us so there's that doesn't guarantee that it's necessarily more safe depending on you know who's coming out after you who the threat is and what they how determined they really are because if they want to spend the time ever and money they anybody can probably get into anything if they have enough resources and enough time but ultimately what we have is mostly right here in the room you know we have a small team of dedicated individuals but we just don't have the time the budget or the technology to really secure some of these things like we would like to yeah the reason for my question is i i wouldn't want us to move down the avenue here with a false sense of security that everything is safe because it's in the cloud it is not fail safe but we're not primary targets is what i heard you say um yeah i i think we're putting it into into an organization with a bigger vault than we have to lock it into so maybe a a thicker safe is a metaphor we can purchase very expensive software and we've looked at it recently when we did this review that does nothing but watches our servers internally and basically that's what it does the problem with these things is that they require 24 7 monitoring i mean which is just something we're not capable of doing so you we have the option of paying somebody else to watch what we have here for us or we can move it to you know a vendor you know who invented campus who sells us the software also hosts their own facilities it's their stuff they know it the best so we you know we're trusting that they know how to defend it the best is is kind of the thought process there yeah as you said it can be argued both ways depending on who you are and what you have to protect you know if you're if you're the u.s government the nsa or somebody you don't want to give it to google you're going to keep it in-house but you also have billions of dollars in resources to defend it with so thanks [Music] would moving things to the cloud lead to any fewer positions in technology now our our staff now and like words mentioned a couple of times we're kind of small and nimble so so it hasn't provided that opportunity although we have changed some positions around and job descriptions have changed though um because again when we talk about you know we have a lot of programs that do watch our network every time you add a piece of software like that it adds an enormous amount of data because it's tracking everything that goes on so somebody has to watch that so it's it's the same thing we can hire somebody possibly to watch that or we've shifted the responsibilities of our internal staff and so we haven't had to grow our staff we've just shifted and changed with the with the times basically okay thank you good scotty so um talking about our primary internet connection which is hosted at our tech services office we currently have a 10 gigabit connection out to the internet uh roughly costing eleven thousand two hundred fifty dollars a month before taxes um and 135 thousand a year annually um that is being reduced uh this year we went out to e-rate and were able to take numerous bids and lower that so now our 10 gigabit internet cost is 3195 dollars uh compared to eleven thousand two two hundred fifty that's quite a large savings um especially when you're talking annually um it adds up so it's roughly almost a hundred thousand dollars a year in savings and i take it our our current provider is not cox our current provider is cox and it will continue to be okay so cox is giving us a better deal correct i'm all for that can you make that work at my house too i i wish it kind of brings us to the to the data co-location and again a lot of being able to do this is has been possible because of e-rate eligibility so we can have two internet connections that will work simultaneously and one of those would be at the co-location so basically think of a co-location as an enterprise level data center that's somewhere there's numerous ones in the valley we just went this morning and actually got to do a physical tour of the location that we're looking at it's downtown in phoenix right next to asu and in the u of a campuses and i tell you it's just it's amazing we learned stuff about the infrastructure of the city of phoenix today that just kind of blew us away with how they cool the stadium and and the arena and also this facility so it's very interesting um the the basic the one of the biggest reasons is physical security um you know we've talked about our data center and everyone knows it's a tech services but we our backup location in the district we really don't want to say uh quite honestly um because it's it's not a dedicated physically secure building uh and honestly that that's the kind of stuff that keeps us awake at night um you know our schools aren't meant for that but they turn into that at times our location is very very good and ward's team did an amazing job years ago building it out technically but still someone could drive a truck through the wall if they wanted to i mean there's nothing stopping that these data centers are internally secured buildings you only get in with the highest level of security and you know it's so that's a huge huge piece of it for us availability they basically have many substations inside of them that that power comes into and there's battery backup and then they have diesel generated backup that covers the entire roof of the building so you know there's no downtime at these buildings unless a really bad bad natural disaster would would happen to these buildings um and there's additional services there we talked a little bit about that so if there is something that we needed to be done we could have it done there at a cost but that's always a possibility secondary internet connection you never want to have your two internet connections coming into the same building right because someone on a backhoe decides to cut through some some wires and there goes both of them so that's where our secondary internet connection would be we'd be able to run uh data kind of we would decide however we would want to do that whether we'd want to segregate our data and we'll talk a little bit about the sun corridor here in a minute um and we'd eventually want to fully transition whatever that we could that would be left in our data center down to this co-location over time so and as you kind of saw what we were talking about earlier the about the three-year mark i think that would kind of three to four years would we'd be able to do that it would cut back of course on ac costs and that type of thing at our building and electricity costs as well our gps backup servers would be at this co-location as well and so those would be moved out of the the really the unsecured place that that we feel that they're at right now and uh this type of of cost is the m m cost monthly cost for the for the space so um mps has theirs down there in this building we saw today paradise valley peoria vale kingman these are others that have already gone to colo scenario and others are planning on going scotty so we talked about the internet um we'll talk a little bit about our wan connections um what a wan stands for is wide area network which consists of all of our sites so last year we did the same thing we went out to bid for um land services to connect all our sites back to tech services and we were able to as you see um reduce our land connections to 595 a month per site um before that we were paying thousands of dollars at some locations and at our site a couple grand alone so we were able to reduce that by quite a bit and again this is all e-rate eligible items even the internet before that we talked about even its reduced cost is at 50 percent of that is what what we end up actually paying e-rate covers the other 50 percent um same thing with our land um the the e-rate covers 50 percent of that also so we do save quite a bit of money that way too and this cost right here is the cost to connect us to the co-location so it the one-time cost to build out the connection there is that 79 000 and that would be our monthly cost and again if we think back to how much we're saving with the internet going down it's still at a cost savings we'd be and i'll go to the next slide well yeah we'll come back to that but we'll kind of show you a little bit of cost summary on that so so on the secondary internet connection the c-rate cycle we also went out to bid for that secondary internet connection located at um you know we hadn't quite picked a co-location yet but the vendors know um where they can hook up so we were proposed by multiple different companies to connect a new internet connection at a co-location um in this instance we felt some corridor was the best fit um both economically and uh what they kind of bring to the table as you can see a 10 gigabit internet connection um at the co location would be 18.50 a month asu u of a nau all use that network they actually run the network it's kind of a co-op thing that they run together it uses something called internet2 it's a kind of a fancy word but it's a it gives a faster path for certain services we've seen demonstrations done before paradise valley is a large user of it where you know they have two different music um somebody playing piano somebody playing a violin and they're playing over the network and the low latency of it allows them to not get off key or anything like that they stay in tune together and it's pretty neat to see so there's some advantages there that we might be able to take take advantage of at the higher education um and that's pretty cool yeah i i think the sun corridor has been around for for a while now um i think it's been slow to take off the districts that have used it have created some amazing partnerships with the three universities so the the cost for it is is is the same as all the other options that we would have at the co-location but i think by by going with the sun corridor it's going to open up opportunities for us now we have to take those opportunities right it's just not going to happen but there is opportunity there for some peer-to-peer connections uh like scott was talking about there's also other services through that week so for example we could you know run our all of our google traffic right through that second connection and do a peer-to-peer connection so it's faster the latency like scott mentioned provides other opportunities so i don't see any reason that we wouldn't go with sun corridor as opposed to another because it's going to give us opportunities we just have to explore those and take advantage of of those i'm going to ask something i hope there's no dumb questions because this is probably going to sound dumb so we're going to use cox as one internet connect provider and then the sun corridor is our second internet provider correct correct and and we could we could split things up so some people are going out cox connections some people are going some corridor connections this is so that we have uh redundancy in case of an emergency it provides a redundancy yes as well so something happens and the the you know what it does provide is and and the reason we didn't like select cox to be at both locations is if cox has a routing issue it'll probably affect both internet so um you know we did have an issue at the start of the school year with webex that our path the way our cox path was taking well it was actually the return path but um was being throttled by a large conglomerate internet carrier um if we had the two different uh internets it's very very possible that the second internet would not have been coming back the same way and we would have been able to alleviate those problems we wouldn't know seen the bigger problem issues um altogether okay i just wanted to make sure i understood and i was afraid i was wrong but i guess i got that one good so the the two providers uh have equal capacity and therefore the equity issue between whoever is on cox and whoever's on sun corridor becomes a non-issue is that right correct it it just uh matters on the amount of data we push down each one um some of these numbers uh we're going to update the the the slide sheet tomorrow um so to set up the co-location these were very rough estimate numbers um and with all the savings it would be around 12 you know three to do that the first year after visiting the co-location today we need to go back and revisit that i think there's going to be some other startup costs with it so the first year we would be at a small deficit the second year then we would start seeing those savings on our greatly reduced internet connection uh from cox for the first time so that's a huge reduction right the internet's becoming a commodity so it will always continue to go down and like scott talked about earlier our land contract was last year that was for our wide area network the old contract was 408 thousand the new contract that we signed and just went to this past july and we talked a little bit about this before it was 154 000 annually so we were able to upgrade the the fiber ring that we kind of call the campo verde fiber ring and so the second year that'll be realized in 21 and then the second year savings of that will be 254 000.
um so it's like i i'm just conflicted about the whole thing and if it's really what are we trying to do and if so i and i'm so i i think it's worthy of a a bore a full bore con discussion i guess um and uh thank you for bringing it to us uh in subcommittee and uh it's definitely an interesting subject i'm sure it would get a lot of attention and you know there there could be a point of diminishing return where it's not worth our time and energy um but you know nothing ventured nothing gained and i i think it it's worth exploring and if it doesn't if ultimately we decide it's it's not worth it i mean you know we we pride ourselves on problem solving and creativity and this is just a uh kind of a venture maybe we how do we cover both of those things in this situation yeah if it's good for our kids um which i mean sometimes financially you know meeting our our financial um expectations across the street makes things better for our kids maybe it's consideration yes um all right uh does anyone have any further comment um okay um well for now as far as the business part um i would like to entertain a motion to move the policies that we discussed earlier in the evening to move uh i guess i can make the motion i suppose huh i want to be clear that that one's a regulation so that's the one we're skipping okay i mean yeah go ahead i'll make it okay so i moved that um we submit the following policies to the full board for first reading hope that's the way you're supposed to say it uh policy 3170 business budget implementation policy 3300 business expenditures expending authority purchasing guides 3326 business paying for goods and services 3326.1 business payroll procedures and authorized signatures and 3541.45 business student transportation insurance is there a second tim white seconds um okay there's a uh emotion on the floor um that was previously stated [Laughter] by kathryn uh all in favor it is unanimous thank you we'll move that to the uh board for consideration um seeing that there is uh so uh jeff before we uh adjourn uh so that the the discussion that we just had i guess will be part of your superintendent's report i guess at our next business meeting or you'll discuss with tony as far as how that will yeah i think i mean we'll probably bring that up at uh policy as part of the policy conversation okay you know and when we review the minutes at the next business meeting thursday is a showcase meeting of the middle school so um we won't be talking about it then but uh the subsequent meeting i want to say is what march 18th 18th i think 18.
so to be very clear that the idea was not forget it let's not do this the idea was just to pause it for one year 31.6 percent agree that this should be paused for one year 36.8 percent disagree and say we should start this next year 31.6 are okay either way um the next idea that was brought up was around support staff they wanted the team the district team to go back to the drawing board and reconsider the support staff base that we had created uh 89.5 percent of the team agrees that we should consider or reconsider that support staff base and then uh the last one was around this transition time right when the team showed up to the when the district team showed up to the school reorganization team art again the thought was we're going to phase this in and we're going to phase it out we're going to take our time to to get through this the idea came up that no this should go faster rather than slower so instead of taking five to six years to get this done we should accomplish this in three years um you'll see here that 68.4 of the team agrees that this should be an accelerated uh plan not a five to six kind of year taking this time uh you'll have 15.8 percent that disagree that we should take our time doing this and 15.8 percent that are okay either way what we did is we looked at the data we looked at the input of course we we were there at every single minute listening to every comment and we have some recommendations for the board to consider as next steps uh we agree with the school reorganization team that we should only continue to focus on model 3 and model 4.
so that's a that's a very large savings we're happy about that and if it allows us to do a few other things like establishing a collocation we feel it is the absolute imperative time to to do that so so that was all the tech questions we will bring up mr cain and talk a little bit about the security cameras but any questions on the the tech piece i know it was riveting for everybody okay i i just want to tell you i hate i even hate to say this but when i started on the board i hardly had a working email so the way we have come forward in these last few years i mean just the email was giving us a lot of problems then we went to gmail and that that kind of solved that whole issue but i just think we've done tremendous work and a lot of work in the last few years in the last eight years or nine years that i've been on the board and so i really appreciate that i mean we have you know a lot you know every kid almost has a chromebook and and that's a lot to take care of and there are a lot of concerns so i appreciate all the hard work sure thank you um oh just sorry thought for you as you pull together a subsequent presentation and solid thoughts and savings if you could just put those on one page so that we see our current cost our proposed cost and the savings related that would be really helpful absolutely we'll have that probably by april all right well thank you um ward is going to switch places uh with mr kane our director of safety and security for the school district as he comes up you know just like we talked about hvac being connected to the network then the new security camera system uh that the rfp is currently uh uh underway um those will fall into uh mr hasey's department and we will kind of be the first line of support for that so um it's been it's been fun and interesting uh uh so far going through this rfp so i'm gonna give you just some very you know just some data details about about the project so far barbie wells this was her first big project so i'm sure she's been loving us since she got to the district but she's been amazing in helping us with this it did go out on 9820 to arizona purchasing which is about 170 vendors she set the due date or we did at 11 4.
i think we have a planning meeting before that but yes the uh yeah yeah next business meetings the 18th so that gives us a little time to pull stuff together i'd like to just you know like i said thoroughly review it before um and make sure that eyes and our dotted tees are crossed before we really talk about it because if it's not real possibility then i wouldn't want to right and especially how other districts uh that you had referenced are handling it and you know see how they go um okay um there is no um uh other business on the agenda um so uh catherine yes no i i know i'm just going to make a motion to adjourn if that's what you're ready for i always like that you know in any meeting that i attend with tim uh sometimes you may have additional comments i always make sure that tim is has no further comment thank you looks like he's okay uh catherine did you have would you like to make a motion i move that we adjourn this particular meeting is there a second and white seconds all in favor this meeting is adjourned thank you very much thanks everybody all right have a good night thank you bye
we are in agreement with that for model the way the data shakes out we are we are recommending that for model 3 we have different kind of menu options so let's look at model 3 but let's look at tk5 and tk6 so let's not ignore that but let's let's kind of look at both of those let's look at model 3 with not with no tk and with the tka with one middle school and no middle school with one high school and two high schools i'm sorry you just said i did i caught myself thank you miss board president one middle school and two middle schools so so to kind of look at what that looks like in those scenarios with the ideas that they came up for model 4 we recommend to not look at 612 anymore the data was resounding on that one so let's just look at 712 and for both models we are recommending that we do go back to the drawing board reconsider our support staff we are also recommending based on the data that we provide an accelerated timeline and get off of the phase in phase out time and focus now just moving forward on a three-year timeline and then consider what the ramifications are to implement this in 21 22 versus waiting one year in 2223 whatever the board recommends our next step as staff is to now start to put meat on these bones what does that mean so now instead of just going with these kind of you know big idea models getting down to details so when we say these three schools will start phasing out it's going to have names now the the we're recommending these three schools by name when we're saying support staff and this school is going to lose this much and this school's going to gain this much it'll be tailored to those sites so that we know specifically when we call out a school cal poly pomona and we say they're gonna lose you know one football coach that we know that it's that school that we are talking about um also getting more granular with the budgetary impacts on both sides of that of that equation so really coming with a more comprehensive detailed plan that we would take back to the school reorganization team based on the recommendations of the board tonight to then re-engage now in in this process similar to the one that we had this first time to get us to a point where we come to the board of education with a with a now recommendation to say okay this is the recommendation moving forward for the board to consider so um these are again just a starting point point our recommendations but we look to the board of education uh for for further direction does anyone have any thoughts comments anything you'd like to share i think it looks great i mean i think i appreciate the thoroughness and i think the recommendations are um well thought out so i mean i say keep going i mean so just just to be clear um you're going to go ahead and budget-wise what it looks like now schools are going to have name focusing only on model 3 model 4 what does it look like if it was a tk5 or a tk6 um what does it look like if there was no tk8 versus you know we do keep the tk8 what does it look like for one middle school and what does it look like for two middle schools and now something that i mean that parents are saying one high school or keeping the two high schools right and just the only clarification or the only nuance there is that this is what the school reorganization team is saying yes which includes parents but also includes aea cse and administrators and so um the con i i just have a quote i think this is great narrowing it down um you know thinking of the implementation being this year you know or starting next school year um and the the fact that you know we had said about looking at five years phasing out and now the team is recommending three years that is correct and that so that's something that will be brought back to us to look after it's been discussed you okay and just again for clarity purposes on that on that recommendation we're not recommending to bring you a three year plan and a five six year plan like based on what we heard bringing only a three year plan so the way we're kind of yes um so the way we're envisioning this is that there would be a model three um and then there would be these three branches that come off a model three for these four decisions or for considerations that would have to be made i haven't done the math in my head but um could be so will the models that we get the diagram for model 3 have all of the possible pathways represented here tk5 no tk8 gotcha yeah um so we haven't got to that granular piece but now i understand what you're saying so one model would have a tk5 no no tka one middle school and one high school but then you'd have to have one that says a tk6 no tk one middle school one high school and so you can get lost in those combinations so um the initial con the initial thought around this is that we would take those four things as as a decision or as a consideration so i'm not sure that we were thinking about showing up to the school resource i'm sorry to the school reorganization team with 16 different models but to say this is model three all right tk5 tk6 here's some things to consider if we do tk5 then we we initially said that that would mean this many schools but if we do tk sixes then our capacity increases in our sites and so really just talking about the impact of those of these four things in the overall model so would the uh school realization team be um narrowing down models based on starting with the tk5 and then yes correct and we have said all along again just to to continue the story right now this worked out this way but we have said from the beginning that we we owe it to our community to the voices to the board of education to say if the the next process we might be coming here and we might be saying there's three recommendations moving forward but we only need one right and then breaking down that data is it the parent saying something and stop saying something different is it elementary saying something compared to secondary and so um we don't know what the next process holds but yes the idea is that we would be coming here and saying look after all of this work and all of the details and all of the muscles and the bones and the skin this is what we have narrowed it down to and what is your anticipated timeline for that to come back to the board um we obviously we have a lot of work to do uh to get details uh on this and to start engaging the school reorganization team um i feel um that the tempo that we had with the school reorganization team uh the way we chunked it this wasn't a we weren't looking for a rubber stamp we weren't looking for like hey quick quick quick quick we wanted to flush out the questions we wanted to flush that out i'm assuming that that this is going to be exponential now because again now we're talking about school sites now we're talking about real staff implications now we're talking about real budget implications and so that can be prolonged and that in and of itself can't put us in jeopardy uh for 2122 but i don't have a timeline in my head because these processes are dynamic and again the last thing that i would want is is to again give an impression that um we're not allowing that space right for that voice and for that input so it's is that this you think it will come back in may you think it'll come back in june do you do you have a a desire to at least have it come back and maybe and at some point yes there is a desire to get back to the board of education and we are committing to continue to update the board as we are having these meetings and as we are moving forward with them ideally we want this right we want a recommendation to the board of education as effectively and as efficiently as we can um to do that it's on test dust we can hear you now you mean the volume or adjust this i do think i think for us at the board level i think for me what would be helpful is to understand this the piece around if we implement next year versus the year after like what does that timeline look for us as a board and decision making that needs to happen and communication and engagement i think that's for me i like i'd like to i'd like to understand that yeah okay i would also say i would also um like to my opinion is to hold off a year because i know that we're doing this due to projection of enrollment that was our the main reason you know for the exclusive organization plan and in a perfect world yes we do have a three-year plan on projection but because of the covet we don't have i think the enrollment's going to be either i mean i'm hoping higher but i'm thinking lower i'm thinking i don't know and we all none of us don't know so i just hate to start doing something and and started in in um next school year and then all of a sudden our projections are going to be totally off um and exactly because what everything is going on right now um you know hopefully um we can have a bigger a better picture of what's going on in our district uh financially and enrollment enrollment-wise also and i have a few a few comments um one first let me just um express appreciation to um let me first start with with cabinet and and um arthur just just the the work that y'all y'all did and same thing with the the reorganization team um was able to view those meetings and see the collaboration and i know when we first talked about the idea of considering a broader plan like maybe about a year ago or so at this point when we first talked about it one of the things that that we discussed was that it there's no need for this to to be some secret process where where at some point later in the future there's this grand unveiling um that that nobody knew or really saw or understood how it was made and how it was created and so um so i'm grateful for the for the open i'm grateful for the product but but i'm also grateful for the process i'm grateful for the for the openness of the of the process and and um just the the means through which it's being communicated um and and recommendations are coming to the board i appreciate that um with that being said i i wonder it's this is a it's a it's a you know perpetual question that we have to ask ourselves you know how do we share these things out more broadly because even though this information and these meetings have been made available there are undoubted undoubtedly there are our parents there are community members who have no idea that that there have been this these months-long conversations that have that have been happening and and that there are you know certain models that have already are already kind of being recommended to be ruled out and some being recommended to to be considered how how do we um more broadly communicate this uh to to our stakeholders that this is where we are in the process so so that we don't how can we be proactive to not run into a situation where you know there there are people who didn't see it coming until the day of of a vote and and and people are are then kind of expressing their concerns community is welcome to do that always like that that's they're you know always invited to but can we be proactive to address uh you know address that and and what more can we do to get it spread out speaking specifically just if i can if i can give a couple cents on on some of the details here um yeah i i also also have questions just on um with some of the staff ratios and if i could some some thoughts that i have there it seems when we look at the staff ratios that when when the student population gets to a certain point that right at that point they get across the board additions um of of support staff and i and i i just wonder if there are if if there are you know kind of spots in between where where there's layer where maybe instead of one threshold where all three um or for four or you know whatever positions come in line if after this amount just this one layer gets added and then once once we hit this threshold then the second position is at it just just because um it means that could potentially mean that you know if you're one student under you're you have you know half of of the of the support staff so are there are there additional tiers that can kind of be um baked in um another another question that i have is if we were to um expedite the process is there a need um what does that do as far as any type of 711 process because i know we did that last time last time around if if we were to expedite the process is there a need to consider or or look into that thank you i've gotten those those down um um i will see clarification my initial understanding is no um but again i'll see clarification and and let the board know okay thank you i just wanted to ask one more question please i also don't want to thank um the reorganization team natasha and and the cabinet in our doodle because i know you all worked very hard on it and parents they participated and and um uh principals i know were also on this team so i want to thank everyone because this is a lot of work i know and but it's it you know uh transparency uh i'm bringing it in and reward me meetings that we've had and speaking about it constantly is is it's good for the community can hear um you know what we're doing um but like so where does um ellington fall in in model three or four would that add like you know well it's a k2a school i know but where would that fall in i mean would there be an ellington or would they you know split those kids up or how how is that gonna look uh the short answer is is we don't know but um again with one with one of one for model three specifically only uh one recommendation is to not have a tk8 so ellington as we know it right now if that's where we were to land would not exist as we know it that doesn't mean it doesn't exist as a tk6 school but as a tk8 school it would not and then the same thing would happen for model four if we were to land if that was that's where we land then ellington as we know it um would would not exist and it would it would be again as we know it it'd be a tk a tk6 but again the short answer is we don't know what would happen with darlington because at the end of the day all of these models have schools um closing in some some fashion in some capacity thank you i i have some some thoughts and um comments i actually was going to ask about the seven of living 7-eleven committee as well if we go into the fast track you know since we're not ex we're not going to be going to five years and phasing out we're going to be doing a shorter track um the next thing as well i i also want to extend my appreciation to the cabinet um superintendent it was 2019 in january when we had actually begun to speak about this and as soon as you took over and it has been very proactive very engaging with our community i know that parents are talking to each other about this what do you think what you know i'm bringing it to the to the the ones that come to to the reorganization team so thank you parents for reaching out to your community to your parents and finding out what they want and bringing that voice to the reorganization committee i'm i'm very grateful too for you guys taking the time to to do that um one of the things um like you said you don't know um you know you're taking this back to the reorganization team now that as a board we're okay with model three model four and not not dealing with model one and two anymore and now starting that process um and you don't know what what that looks like but um you know i i have faith that it is moving in the right direction um and as you just shared right now 2021 2022 we're cutting it close um did i hear correctly um because of all the the the logistics and factors that play into human race i mean you know the teacher i mean everything that just business everything that goes and plays into that um i just uh i want to echo my my colleague here um that i i think it's really important um you know that those parents because now we are going to have to start naming schools right that it's important that this message does get out to our community because the rumors start then some then you know then something becomes something that's not true therefore we're being transparent and we're being communicative so i want to echo echo that you know um that we just um communicate transparently and moving forward and thank you again parents can see these videos right i mean they did they they didn't attend they can go back to youtube and listen to these videos as well so i truly appreciate that transparency um that anyone can see what what we're doing and how we're moving forward with those so that's a quick shameless plug we do have a a whole website a whole page on our website dedicated to the school reorganization team where we provide all the handouts all of the videos and a summary of the meetings did not know that can you um maybe lika has the answer to this question do you know what the can we share out loud what that website is or how to how to access it so everybody can i'm not mistaken and lika correct me uh from our home page if you go to board of education uh there's a drop down says school reorganization team or school reorganization you click on that it takes you right to that page is that correct lika i'm looking at it and it's correct and there's also a uh bitly which is b i t dot l y slash ausd reorg r-e-o-r-g can i make a recommendation that we share this on our social media as well um so that way parents who are on social media haven't seen it it's right there and with that another another question that i have is uh that came to mind um so great again grateful for the team and all the the the parents and and everybody you know not just parents staff uh who who spoke into the process um what what is if i'm a parent and i'm not on this reorganization team what is what is my recourse to communicate my my thoughts and my opinions what what's how how do i go about that yeah and that's definitely something that that we have had um conversations about in terms of you know we did have i think it was a total uh probably gonna botch this but i think it was a total about 21 22 parents that wanted to be on the school reorganization team but we had slots for 12.
there was a mandatory pre-bid walk held on september 27th um and i think that may have been the first like open bid since since the pandemic because we got a lot of people there uh for that walkthrough it was incredible i think there's people there that didn't even sell security cameras i just wanted to get out and walk on a campus uh again but we chose gilbert high because it's obviously big but it's the most unique design probably or in the in the school district in large and difficult to to secure highland junior high and augusta ranch so we use those three as the walk through for the process with the vendors there was uh 16 vendors out of all those hundreds of people actually responded and mr cain and scott and myself evaluated those 16 and six were chosen and then we invited them in for on-site demonstrations so those have already taken place we had a larger committee for that which included an sro and principal business services and operations as well so that was two days of demonstrations uh very interesting many different brands of cameras and vms's as well so we got to really look at a lot of different uh uh solutions that are out there a final two vendors will be selected and invited back for a final round and then we'll do a best and final um we were our goal was to bring this at the end of this month to be approved but we'll see how that goes we're not going to rush it we want to be very thorough with this and then we'll bring it when it's ready but that that that's our goal so i'm going to turn it over to mr keane and really let him talk about the the nuts and bolts of this good evening dr santa cruz members of the governing board dr mccord first off thanks for having me here today um first i want to make a clarification mr castellano's team use the word security a lot that's more cyber security protection of our data and information our devices my area is of security is protection of our people and of our properties so in such in regard to safety and security at the end of the day what we're all looking for is peace of mind our parents want to feel confident that their children are safe while they're at school and our staff want to feel confident they can work in a safe environment and i believe the addition of these standardized cameras across the district will do just that as you can see in the bullet points uh i'll go down all three of them safety needs under safety needs we have campus monitoring video surveillance will enable our staff that being our admin our security teams on campuses our school resource officers to monitor an entire campus more efficiently and in real time placing these cameras on our main entrances exits our busy corridors and in large places where people gathered will provide a broad view of all these campus activities another point under the safety needs is deterrence and detection and i honestly believe that that is the the most poignant reason for the cameras i believe will it will allow us to be proactive to stop potential incidents before they actually occur because these cameras placed out of reach where people yet where people can see them and when coupled with signage it has been statistically proven to stop these types of criminal activities and violation of school rules rules before they even occur these cameras will also allow us to recover evidence which can be used for when criminal incidents occur on our campuses such as burglaries or thefts and they can also review the archived footage when school rules are violated hitting the next bullet point standardization main reason for a standardized camera system in our district is essentially continuity right now in the in the past our schools did the best they could with what they had right now we have schools that have cameras from that they've purchased from costco best buy home depot and i know i'm dating myself but even radio shack thank you for including that yeah welcome you're right there with me john so where we presently find ourselves is our district has a hodgepodge of cameras from various manufacturers sparsely placed around our district the problem with these is that means that our security teams as they switch schools or you know move around the district they have to re-learn the way those systems work if they even work at all as such john and his team also has to learn how to fix those cameras that we presently have and each system works differently and you can imagine the task it takes on them and right now quite frankly there there's some i get calls on and we just we can't even fix them at all because they're just so outdated so the cameras we've been looking at through this rfp they're more than just cameras they're they have built-in features to monitor specific actions and coupled with technology such as motion sensor technology it has a capability to send alarms to selected individuals be it administrators or security or again the school resource officers and that can be sent via text messages emails or it can be directly linked to our security operations center which i'll get to as a as a blip on a board a large screen monitor with the capability to respond to it immediately standardization will also help gps integrate our system with our local police departments and emergency authorities such as fire that will help them access situations more accurately if if an emergency situation were to occur quicker and more precise information leads to faster evacuations and more efficient securing of our school grounds and in these emergency situations and then lastly the security operations center which is a uh a large part of our rfp that we've been reviewing uh security operations center also known as the sock soc is our plan is to place it at the district security office which is coincidentally is on the technology services site it's a room that will be built solely for the monitoring of our safety and security related equipment not only cameras but it'll also monitor our card access system which we've been progressively pushing out across the district our burglar alarm systems fire detection systems it'll also utilize large monitors we each of these companies that have made a proposal has proposed different solutions for the video wall if you will some very elaborate ones i see scott laughing there and then some with just large screen monitors such as you have up here but whatever we choose it'll be far superior to what we have now um our night security team right now they they patrol our district old school put it simply they get an alarm call they jump in the truck but they drive there they walk into a building unknowing what they're walking into and you know imagine one person walking into gilbert high school in the dark unknowing at three o'clock in the morning what they're walking into it could be quite dangerous now with this system they'll be able to respond via a camera and if they see that isn't truly a burglary or such they can respond by calling the police department to respond that way it makes them far more safer in closing i guess i'd just like to say that there's not a week goes by that i don't get a call from one of our campuses asking me when the cameras are coming and i think just that alone shows how much of a need we have for this questions mr kane thank you you know the the old notion of security cameras almost anything you can do will be an improvement because the bar is pretty low right now but i appreciate that i guess my my question really relates to the hardware and in some cases and john probably knows where i'm going with this and that is the obsolete lifespan of a security camera is almost worse than a computer the life cycle is very short how are we working to mitigate that i think that's a great question obviously we are this is a five-year plan however that question was pointedly asked of every demonstration and the life of the cameras they all were far past five years right i think over time obviously technology's gotten better you know it's so far different than i think even like when we when we started putting cameras in years ago very simple did one thing not very clear hard to see didn't last if they weren't cleaned it's come so so far that it has increased the lifespan of these cameras so yeah that that's obviously we're going to make a large investment when are we going to have to reinvest in it there's not a magic number but it is it surpasses five years absolutely so yeah my sense is that a refresh on security cameras unless we figure out a staggering kind of function is going to be under 10 years before we have to go and replace or retool what we have in place i don't disagree with that i think as time goes if if we if some do start breaking right we don't have to overhaul all at one time and i think we can get into a cycle where we do do that and we can plan out that for the future and figure out how to fund that because we don't you don't want to stretch them too far right because it is no different than a computer um but a little but a little bit different in the performance of the camera and how they work so and the more moving of you know these cameras now they don't they still have cameras that you can move around stuff but most of them are not like that anymore they have four lenses inside of the camera itself so it's not there's no motors turning or whatever it's getting that four-way view and the technology is just it's ridiculous on on how well they work so yeah it's a concern we have to plan for it no different than we would plan for a computer refresh so i definitely agree with that does this equipment qualify for e-rate dollars no it does not fortunately yeah board members i'm sorry i'm monopolized well good questions that was one of the questions i had can you tell us a little bit more about the monitoring um you've told us about the room that's going to be built what about the people that you need to monitor how many security people will you need to i presume we're going to have to monitor 24 hours a day well right now initially the plan is that our night security would monitor the nighttime hours because they're doing that now although manually during the day the thought process is right now that the schools would the high schools and junior highs would monitor themselves their site security would utilize the systems to monitor themselves because although we have the the security operations center each site will still have the ability to monitor their own site okay and yes it does leave the afternoon hours and that is something we are looking into and and do you know if you'll need like two people to monitor i mean i don't know how big of a security team we have now um will we need more people or fewer people on our security team as we move forward with this um well i i couldn't give you an exact number right now um but that is something mrs metz and i have talked about and we are looking at that okay i think too ms humphries you have to use the power of the tool right and so i mean you know dr santa cruz probably knows every corner of that campus over there where mischief may happen and so as we use these tools and you can set an alarm even during the day i mean if there's a spot on a campus during the day where there should not be students at we can set an alarm to that and if they do have access on there because our administrators are busy right nobody has time to sit and watch something all day long but if there's trouble spots they can get that alert on their on their smartphone then they can be proactive to that or they can get a security guard on campus during the day over there so got to use the power of the tools that we have in front of us and i don't know that we really wouldn't know how many people are needed until we get into this and figure out just exactly what we can do this with this because we've only scratched the surface of what we've seen with these systems well i really appreciate it because i mean i think that this is something that has needed to be addressed for a long time and i appreciate that we're moving forward and actually doing something that will i mean we're not gilbert is not a small town anymore and it's time for us to to make sure we have the things in place that make sure our kids are safe and this is one of those components and i think we've done a lot of work on that this year and i really appreciate the administration and dr mccord and and all of the work that you all have done on that board members any other questions if not before we move to the next category of presentations i'm going to propose a five minute recess you can take a break stretch and do your business thank you guys for your presentation very nicely done thank you charlie hey [Music] oh all right we'll call us back to order [Music] and we'll move to and i think we're going to take these in a cluster i think dr mccord and that's 2005 or 2.05 2.06 and 2.07 is that correct i'll defer to you that is correct sir uh dr santa cruz governing board members we have with us tonight assistant superintendent of business services and director of finance jackie matanin to speak to 0.05 0.06 and 0.07 related to quarterly financial reports budget revision 2 and a budget projection update miss betts so yes we will seamlessly move from one topic to another and to mitigate the monotony of my voice we're going to start with jackie matanin to uh share with you the second quarter financial report for fiscal year 2001 2021 sorry i'm missing 20 years so with that go ahead jackie all right thank you miss pets dr mccord dr santa cruz governing board members um so tonight we are presenting uh the fiscal year 2021 second quarter financial report thank you excuse me uh ending december 31st 2020.
that process was also super transparent super open about how that was going to be selected and how they were going to be on the team but we we we are we are we are continuing to have conversations on that how does that happen is it well people know who their reps are do we uh have a place uh to start marketing and start saying hey start sending in your your questions or your wonderings um and then those could be brought to the school reorganization team we have not landed on something but we do know that there is room for that and to try to imagine and envision how that happens um but two things uh number one is when like at what point in the process does that happen so trying to be strategic about that and mindful about that and then two of course is how and i would i would just add staff to that as well because i know i know that i've heard from some staff as well who have said i agree i'm not a part of this but i but i have i have four cents to contribute as well yeah so um so i i would i would recommend i'd ask that that we we think through a way to i don't know if a talent i'm not a town hall i i i'm not i don't know um but but some some way to um allow for other other voices to to speak in to the process as well i agree great well this is a very important topic we spent a lot of time on this and we look forward to to future information for our school reorganization uh from our school organization team and we look forward to our updates now we'll go ahead and move on on to 9.3 on our agenda state of california school board association csba delegate assembly representative vote we need to take action um are you motioning for verb two yeah okay a second we have a first by channeling board members finally cruz let me go ahead i want to make a motion for us to nominate um gabriela arianes and eileen miranda jimenez and to vote for them for delegate assembly for csba we have a first by board member chandelien cruz gonzalez can i please get a second bye second and we have a second by board member sabrina beau do we have any discussion questions okay let's go ahead how do you feel about that um is that something you're yes thank you so much for for your support um and i accept thank you let's go ahead and vote and it passes 5-0 moving to 9.4 ratification approval of memorandum of understanding mlu between asusa unified school district ausd and mercy pharmacy can athletes get a motion to move 9.4 so we have first for from board member grier we have a second by board member yolanda rodriguez pena do we have any discussion being that there's none let's go ahead and vote seeing that it passes 5-0 we're going to move on to our consent calendar nine point sorry 10.1 approval of consent calendar can i get a motion to approve our 10.1 item so moved second we have a first by board member sabrina beau and we have a second by board member grier and actually it's it's 10.2 10.3 10.4 templates it's all of them so it's 10.0 consent calendar so we have a first by sabrina uh board member sabrina beau we have a second by board member grier do we have any discussion any questions seeing that there's none let's go ahead and vote and it passes 5-0 seeing that there is no items pulled from some consent calendar we'll go ahead and move to our business and finance 12.1 approval of second interim financial report 2020 2021.
first we'll talk a little bit about revenues so this slide shows the operating revenue by source year-over-year comparison and again this is the second quarter on the left from fiscal year 20 ending december 31st 2019 compared to quarter ending december 31st 2020 from fiscal year 2021. you'll see the first footnote there revenue received is less than half although we are halfway through the year this is pretty typical since the state withholds a payment until after july first a current year payment also you'll see year over year the fiscal 21 expected annual revenue is about eight million dollars less than the fiscal expected annual revenue and that is because of our student counts being lower in the pie you'll see an increase in the local revenue over last year's second quarter and that is due to our increase in our m override from 10 percent to 15 percent there is a reduction in our federal temporary reduction are federal this is due to a timing issue of our medicaid reimbursements expected annual revenues year-over-year comparison so you'll see that first sorry the tallest blue columns there compared you'll see the 251 versus the 258.9 year over year again that's a lower revenue anticipated because of our student count and again the local is up this year from prior year due to that override increase operating revenue by fund year over year so this slide shows different types of funds you'll see an increase to our m o again thanks to our override an increase to capital because of our increased budget capacity there is a decrease in other funds those are cash accounts not all cash accounts but there are some cash accounts in there and we are realizing a reduction in revenue in those accounts as well medicaid again is a is a timing of the reimbursements some second quarter revenue items to note revenue is down slightly about two hundred thousand dollars mno revenue is increased because of the override increase from 10 percent to 15 percent medicaid again is down due to timing of reimbursements and capital it says capital is down slightly although uh the previous slides show that it was increased a little bit but again that is a timing issue based on the payment from the state and overall we would expect we will expect an increase in capital revenue in fiscal 2021.
can i please get a motion to move 12.1 so move we have a first by board member bo i'm so sorry did you want to go back and have this yes okay sorry about that it says action on my paper yes okay great let's go ahead and hold off on the vote let's retract the boat and all right good evening board i am happy to present our second interim report i would like to first start off by thanking our entire business team under the direction of magna for the hard-working collaboration as we shared during first interim we're working on changing our budget philosophy and so every time we're before you this is our reflection of how we're improving our processes so tonight i'm presenting the second annual report which is required by edcold for us to present two financial reportings to our governing board first interim which was done in december and here we are today with second interim there are three certifications that are allowed for in our reports we have our green which means go we're positive we are good that means we can meet our current and our two subsequent year financial obligations next is qualified i call qualify that as it's yellow we can slow down just a little bit that means we possibly cannot meet one of the three financial obligations for either our current year or one of the two subsequent years and negative i put as red means we need to stop reassess let's see what we need to adjust make some modifications because that means we cannot meet our financial obligations in one of those three years any questions all right so here this is a graphic description of our budget cycle everything that we do for our budget is tied around the lcap so we wrote for you again in december with first interim we had our governing proposal where we presented what the governor is currently proposing and now we're here before you in march to discuss the second in a report we're going to start with our enrollment trends so we'll see in 1213 i call that our heydays that's when we had over 9 000 students enrolled when we went to 1819 our enrollment dropped down to 8010 which was a decrease of 276 students 1920 we declined another 410 students and this year we declined another 363 students having a total certified enrollment of seven two three seven our decline is projected to continue throughout years um but it's important to note that our decline is not so much tied to the fact that we're just losing students and they're just exiting from us it's actually the fact that our graduating senior class is greater than our incoming kindergarten class and so over the years we always had a large birth weight but that has declined in our azusa area and typically when we had our large birth rate years we um on average of the uh birth rates 75 would enroll in um tk or kindergarten but right now the enrollment is dropping because of the client of the birth rate not so much that people are just leaving our school any questions here yeah so does that to be clear that means that we had a net of about 363 more you know that range of more seniors than than yes uh can it so if it's directly traced there's there's not a like i guess i wonder what what is the what is that number that's not um sure i can actually get that for you we i presented that in cabinet um and this year um the soft number that i can't recall it was about 285 um so it was like literally only a hundred students that actually left either going to another middle school or another elementary school or vice versa but the bulk of it the majority of our decline was due to our graduating student class been so much larger than our incoming kindergarten class so what's actually i did want to ask a question about this um in terms of so you know there's a lot of talk just statewide or nationwide about people not enrolling in kindergarten right so did we see that impact at all in our district in terms of like i mean more adoption we would expect i did not see a trend that our kindergarten class was less than we projected um but what i do think is we may see that going for for sure next year especially tkn and kenneth so you're saying no that it was no right now we have not ruled no we have not realized that and uh and i know this is a unique year with with covid um especially but um i i i would still like us to assess that that other number um and and sure and for us to kind of understand what are what are some of the what are some of the the reasons that are that are kind of presenting themselves as to why um you know so what so not sure what we would need to do whether there's exit surveys or or or how or what but but i don't want i don't want to ignore that there is um not quite a third maybe a quarter or so um of of those who are exiting for other reasons most definitely i'll take care of that so i have a follow-on request to that to uh mr griers um can we get a historical or a historical report on students who have transferred so not just seniors going out this year being replaced by incoming kindergartners but how many families or how many students have transferred out of the district in the past five years five years yes i am you want you want like an annual report right not just like an aggregate number you want like chris yes so going back i'm just picking five years and is it possible how difficult would it be to present that broken down by grade by great level can i repeat what i'm hearing by grade level historically over the last five years transfer out yes okay and how about latasha if i'm not sure if it's possible um because i know in aries you can put the reasons why why they're leaving our district i mean either they're moving um or you know some people move out of state that that would be helpful to see you know okay i'll add in their reasons if it's available please if it's available anything yeah listen all right any other questions or requests thank you so here we're going to go to revenue before i just i'm talking about discrepancies i want to share um this what we're going to do is we're going to talk about the variances from first interim to second interim so but we're going to show you the trend of where we're at adopt a budget we were here at a revised budget in september we were back before you in december for first interim and now we're here in march for second interview but the variances are the reflections from the change that happened from the last time we presented which is first interim to second interview so we're going to start with lcff we have a decline our reduction in lcf revenue from first interim second and that is primarily due to one the county operated prior to second interim we will receive the funds for county operated students meaning students of our district i mean students that belong to us but they are serviced by the county office of education going forward cde is going to now send their revenue directly to them so the only it's not that we're losing funds because they would just be funneled out anyway but now we we're not even going to count that revenue because it's going to go directly to them okay any questions on that [Music] yes we did receive a drop from this year compared to last year but that is due to just participation um as far as the decline in students so it's a yes yes we are still at 84.2 yes and we need that to stay because that uh percentage is a direct fraction of current year where now is one of the things we talked about during first interim that if that percentage dropped we realized that shortfall that year there's no whole harmless or there's no oh it depends on what your percentage was last year we're going to do the greater up that is a direct impact in the current year and so maria director of nutrition services worked in collaboration with the principals and literally i think we gave huge kudos to martina and his team because they literally brought in 300 applications by just doing cold calls calling our families and getting those up to keep our percentage where it is right now yeah i just want to praise all that work that you just mentioned because i think that when you look a lot of districts saw that number drop right um and so it just it's a testament to the work that all of you did to make sure you continue to connect with our families and because a lot of you just took a pass on our interested and think about it just really appreciate the effort you thank you all right and then we also we have a drop in local revenue of 300 um thousand dollars and this is uh tied to our sped dollars so i will talk about that more when we get to this bed slide but there's a change in sofa funding and that is another funding that is also it reflects current year changes we are part of well the sofa where we have surrounding districts all the pot of money goes there and then they let us know throughout the year how much of our allocation we're actually going to receive any questions on revenue all right so here's our expenditures so we have an increase of 3.5 million dollars in expenditures from first interim second interim we're going to breathe because we expected this because we had to spend the learning loss litigation money so we had at first interim we knew we were at that december 31st deadline where we were trying to spend 4.8 million dollars we met that lo and behold after we met it they gave us an extension to this june suspended but we met our deadline our goal was to spend the funds and we increased our ppe we bought more materials and supplies for our students and so that's what that's our correlating increase of 3.5 million 2.2 is in books and supplies um the categories just sound weird but that's from cde books and supplies could be anything from an instrument it could be um the supplies the scanners it could be material as long as less than six thousand dollars any questions there and we also had an increase of 718 000 service and contracts again the funds were paid for with our learning loss and that was contract services um things like purchasing the contract with paper and other services that our students are receiving any questions on expenditures so here is our ada per expenditures per expenditures ada is the average daily attendance of our students so enrollment is one thing hey i'm going to go to the zoo unified school district but we're funded on the average number of days that that student actually comes to class every day and so based on that if the students came every day 100 and the 1920 fiscal year we would receive additional 434 dollars per student but but since the average we wouldn't receive that flat amount but that was the projected increase for that fiscal year so you'll see that the correlating statutories were increasing by 159 when you go to 2021 which is our current year we were only projected to receive a dollar difference from our per ada funding but we also received a savings because this is the year where we had the reduction of the pers and stirs so not so much that we paid less but we thought we were going to have to pay more but because of the whole harmless and everything with cobit our percentage increase decreased for this year so that was a little savings for each district but now when we go to 2122 our um per 88 lcf dollars is going to increase by 227 whereas our statutory are going to go up to 238 dollars and this is the part i want to emphasize when we did the budget update we talked about three colas well we really talked about two and then i threw on that ringer of that third cola so we had the department of finance cola which was the 3.84 2.98 and 3.05 then we have school services cola who said you know what and 21 22 we think you're going to get 3.84 1.28 and then 1.61 and then one of my board updates that stated that right now i think is um we should be a little more conservative and so the numbers that we're doing for our out year is based off that conservative cola which is 2 4 21 22 1 and the next two subsequent years when we do our adopted budget we will realize the actual cola that's signed but right now we didn't want to is do what we've done in the past with most school districts is we got excited about the cola that was on the books and then we went to may revised we found out we had to hurry up and get to the table make adjustments this way we're being a little more conservative right now we have breathing room until may revise and the only thing it could go down but we're still safe but if it goes up that's a blessing that's more money that we're going to have because right now this 227 dollars per 88 is based off a two percent cola if the school service is um cola materialized that's going to increase by another 1.28 percent any questions there a couple couple questions going back one to 2021 it says that there's a savings um in it and it says one dollar is is that was it a savings of one dollar or it just was a savings it's the net effect per ada as for statutory we look at the purge increase yes okay that makes sense okay and then um no yeah that that that makes sense thank you for for um putting this together with the conservative um uh cola um i i as we continue to have the conversation i i again we'll just continue to caution us to still be careful so even if we end up having a more um you know more cola than we than we expected or anticipated i can't help but i know you're gonna start talking about 22 23 in a second and i can't help but but notice the shape of that so yeah so um i just want to be i just want to be mindful um and make sure that that remains in front of us that to still be proactive in in our decision making for sure any other questions or comments all right so the lcf formula so we are funded off of ada um lcf because of cover 19 we have been blessed with the hotel harmless so we have not had been required to take attendance this year because we are be fun we are funded off of 19 20 88 which was seven three one eight next fiscal year which will be 21 22 will be the first fiscal year since the closure that we will physically actually take attendance and that will be reported for ada purposes and that is what we will be funded off of in 2223 so that's when all districts are going to realize a cliff unless we have a massive enrollment of students so as you'll see here in 2021 we're funded off of the ada from 1920.
are there any questions before we move on to expenditures i would just like to remind everyone that the this presentation of uh quarter ending december 31st is based upon revised number one we're going to go into revised number two but that explains the significant decrease in the m o budget that you're seeing and then in addition also recall that the mno override as well as unrestricted capital will not be impacted by the current year student counts because those are calculated based upon the prior year student accounts so it's really specific to the regular revenue control limit in the current year that's impacted by the current year student counts any questions on revenues we will move on to expenditures this slide shows the operating fund expenditures year-over-year second quarter comparison operating is up uh due to special ed costs special education costs pp and e and other coveted related items capital spend is up it it appears that salaries went down and they did slightly but that was due to the funding of the employee benefit trust from the tans last year so you'll see the 24 last year versus 20 this year and it also appears that the salaries went down this year that's the shift of the pieces of the pie and the next slide i think represents that a little bit better it's a little easier to see so those first two tall columns on the left the gray is fiscal 20 the blue is fiscal 21 so you can see a significant increase in salaries there and then the second group of the second graph bunch is the benefit so you can see last year it was 32 million this year it's 23.5 again due to the tans and it's important to note too that these figures do not represent budget this is expended and encumbered versus expended and again over to the right you can see an increase in anticipated spend and actual spend so second quarter expenses years year-to-date items um we are expended and encumbered up about 14 million dollars there were salary increases for all staff the benefits decreased in 21 because of the tans payment made in 20.
and 2122 we're still going to be funded off of the ada from 1920 but we are projecting our ada to be 66.27 that number will fast forward to be the funding for 22.23 yes ma'am did you say that we're not taking attendance this year we we're there is no attendance rule for this year don't we have to receive an attendance report dr mitchell in your packet yeah you we we do take we do take attendance um and so the attendance that um the reports that you're getting his attendance i think um in terms of the same attendance taking um from years past um and how it's counted um i think that's what you're talking about but we actually we are taking attendance we are required to take attendance um and we there is a little there's a little change so for example in the ways that students are participating there's different codes for that but yeah we we are taking attendance we do it in aries so if i can restate i'm gonna redact what i'm saying so for business purposes there is no funding there's no attendance reporting to cde where it says we have to do our p1 attendance and p2 which is certified for our funding purposes our teachers are still taking technicians so we can account for how much time they're in front of their teachers and vice versa but for funding purposes there is no attendant rule thank you okay i apologize for that confusion any other questions so here's our stirs and purse pension costs so since 2016-17 we have we're realizing at least 3.8 million dollars in our purse of service obligation that was the first year when most districts had to realize the increase and that's both employer and employee contributions before that it was consistent 5.68 you could bank your life on it that i'm only going to have to contribute 5.68 district bank on that as well as the employee and after the 16-17 year it continues to skyrocket um right now based off um the current projections by we'll pay 11.7 million dollars in total for pers and stirs any questions on this slide okay so here is an analysis of our ending fund balance so right now the beginning balance um at first interim was 5.68 i mean 15.6 at second it remains the same there's no change we do have a change in our ending fund balance of 4.1 million and that is because if we have increased expenditures we have less money available at the end any questions or any fund balance now i'm going to give you a breakdown of exactly what our any fund balance consists of so our unrestricted any fund balance is projected to be at 17.1 million dollars we have 25 000 set aside for revolving cash um one million is set aside for a reserve we have 4.6 million that's allocated for el capitals um we have our saturday school of 211 000 we have substitute and coaches stipends that was originally budget but right now until the expenditures occur we're assigning that money of 1.4 the next is we have 1.5 million dollars for sped we have 3.7 assigned for future increases and our reserve for economic uncertainty is 3.3 for all of these amounts that are currently assigned by june 30th if those expenditures do not materialize they will automatically fall to any fund balance and they continue to be they could be assigned to say you know what this was the amount that we have budgeted for lcap in 2021 we didn't spend it we want that to be a sign for next fiscal year to increase lcap opportunities we have that liberty to have those decisions and right now what we're doing is we don't want to keep over inflating our expenditures and say oh no no we know all year we're going to spend this 4.6 million dollars when we know it's not going to materialize and at the end of the year we have this big drop and all of a sudden our anti-fund balance just grows we're trying to do our due diligence now to truly look at our budget through each of the interim processes to really i like make sure that our expenditures that we're projecting are those that we think are going to materialize any questions on any fund balance okay we do the same process for restricted so restricted is more restricted so we have 5.2 million dollars um these funds cannot be transferred over to the unrestricted side but it does stay in the general fund so we have a restricted reserve of 2.4 million we have gear money which is still remaining was part of the culvert relief money of 94 dollars we have estra money which is also part of the covet relief packet uh we have two million dollars remaining we have prof 98 funds also tied to the code relief money the 514 000 and we have school site donations that are belong to our schools that we house here in our district finances of 147 thousand dollars any questions there all right here is our slide for minimum wage at first interim we had two buckets because we didn't have that first january didn't hit now we only have one more increment to take effect for our minimum wage so in january 1 20 22 we will have another minimum wage increase of 15 an hour we have 40 new supervisors that will have um that will receive the increase from the current 14 or yeah current 14 to 15 and we have 12 uh two food service one the total for this increase would be 35 based on the hours that they normally work that it will be an increase in budget when this materializes any questions here and this is the fine we've been waiting to to kind of go through after this all of our employees will be at least 15.
operating expense increase due to special education costs pp and e and increased cleaning protocols due to covet 19 and operating capital increase due to additional instructional software related to covid19 online learning that's it for the quarterly report any questions so to move into the next topic uh just a reminder that the revised number two is presented to you as an action item as well this evening so this is just the presentation that describes the changes that have occurred between revised number one and revised number two and then we will need you guys to stay to sign off on those um on those documents before you leave tonight so just a friendly reminder so to begin we're just going to start with the mno and understood the capital budget details we're going to focus on that right now of course the federal fund details i have two number ones up there dog got it i missed that federal fund details obviously the enrollment stabilization grant and the sr1n2 have had a huge impact on our revised number two in comparison to revised number one wanted to present the budget risks and opportunities and then next steps so this is a grid this shows the difference between adopted and revised number one so we presented to you for approval revised number one in december at that point in time our current year adm was was very low as indicated up here and you can see that the decrease in the m o budget limit was a total of five on nearly 5.8 million dollars i could probably show you that yeah right under the um the mno budget limit right there the 5.8 million dollars but what's also noted notable is remember at the adopted we were in planning on an 11 million dollar carry forward and the revised number one it was a 31 million dollar carry forward remember that we chose to use the enrollment stabilization grant in fiscal 20 which resulted in an increased budget balance carry forward so i wanted to make sure that was clear now we're going to look at the difference between revised number one and revised number two you can see in this particular case we do have some significant increases a 2000 adm increase from revised number one versus revised number two and nearly three thousand increase on the weighted student count you can see the revenue control limit increase of about seven million dollars a little bit of budget balance care forward increase that due to timing and ade's capturing of our revised number one resulted in us having sitting out there another 715 thousand dollars that we wanted to take advantage of and then finally you can see the mno budget limit has actually increased over revised number one by something about seven and a half million dollars unrestricted capital again just a minor little change again we we are not expecting any decrease or increase in unrestricted capital again because the average daily membership is based upon last year's not in the current year any questions on that before i move forward i can't hear you that's pleasant yes it was it's very positive can you describe dr santa cruz if i can ask can you describe um is the increase students enrolling back in our programs or is the increase captured minutes in our online programs or describe for me what what the increase is in the average daily membership and the weighted student count please so at this point in time it is a little bit of both there's a few more students but really it's being capturing the minutes on our online students and then we also made a decision to account for our special education students as well as our elementary students back at the bricks and mortar so there's a way that we were able to do that even though they're still being taught in global we were still able to capture the member days instead of having them capture the actual minutes of instruction in the platform one more question sorry miss pitts do you anticipate any further increase in that then as we continue or do you think this is about the maximum so at this point in time i know that uh ryan from technology services and joanna who's our student account analyst have worked very hard at getting all the data up to date worked with global and all the staff at global too and this is what we believe is a really really good estimate of what's going to happen by the end of the year okay thank you so there might be minor changes maybe 20 to 30 adm plus or minus but we believe this is a a really good estimate okay thanks okay so to present that graphically you can see the student count comparison so the final revised of last year we're showing both the average daily membership or the student count against the weighted student count so you can see at the end of 20 it was very high we had a very good year in terms of our enrollment last year and then on the adopted we did make an assumption it's slightly smaller we did make an assumption of 400 student loss again which we have done consistently for the last three years and then the revised number one we were required to revise because our student counts had plummeted at that point in time so you can see that decrease and then finally the revised number two where we're inching up that adm and that weighted student count a little bit higher to maximize the funding in the current year as much as possible and then the other notable point is the m o budget limit again sharing the same look at at the final revised in 20 it looks precipitously low but remember in 20 we had a 10 to override not a 15 override that has made a huge difference not to mention the fact that we had the final governor's 20 by 2020 increase to the base level amount which is shown in that adopted budget but then you can see the drop and then the increase again in revised number two and then really the reason i shared this is i wanted to show how much the budget balance carry forward is impacting our budget capacity in the current year this is important because generally this is due to the enrollment enrollment stabilization grant is due to esther 1 and sr2 all of those funding sources represent one-time funding sources so we're able to navigate the current year pretty successfully thanks to those one-time monies any questions on that okay um let's see and then just a reminder of the sr2 allocation has been reported to us at 9.7 million so so finally so federal fund budgets now those were a big a big change from revised number one to revise number two if you recall we we requested uh 30 million dollars in the enrollment stabilization grant expecting to have 18 million dollars left to offset current year expenditures but as you know we only received 14.7 so we had to revise uh we i'm sorry i'm com i'm comparing adopted to revise number one now so that's when we knew we we were going to get we are anticipating 30 million dollars of the enrollment stabilization grant and then esser we anticipated that we would use half a million in 2020 of the sr1 but we ended up not using any of that and we saved it all to go into the current fiscal year and so those are just changes that brought us to what we thought was going to happen as of december of the current year now going to the next slide that shows revised number one worst versus revised number two now the we expected 18 million dollars more in enrollment stabilization but we only got 14.7 so only two i mean 14.2 so only 2.2 million dollars additional and then in the esser one or cares act one it's the same but but then we knew also by this time that we will have s or two another nine point seven million dollars so those are the changes in the federal fund budgets as well okay so again i wanted to reflect some other funds so the bond budget balance is adjusted to reflect the amount available remember that we are we did a lot of spend in the bond funds over the summer we pay off any invoices through june 30 and so as those are all catching up then we have a true budget balance moving into the new year so those are the types of adjustments that were made on the bond fund and then the other funds of course that we've been talking about all along just the loss of revenues in these cash funds due to the fact that we were largely not operating and no rental income and limited vik income etc so next steps we need to continue to monitor the legislative process i wanted to remind you all that the revision of number two does include the distance learning adjustment for gilbert public schools of 6.3 million dollars we will we do know that there's legislation out there to eliminate that distance learning adjustment or to minimize it at some point at to some amount we will continue to update on the monthly financials etc we will present to you a final revised budget for the current year in may at that point in time uh lori we should have final final numbers who are very very close to final final numbers for our current year average daily membership and then we will continue the current year and continue to update you on the fiscal year 2022 budget projection and then the possibility student count could still increase in the current year could also decrease scrutinizing we're still scrutinizing positions to assess need if we can eliminate those vacancies then we could potentially maximize budget balance carry forward and then with the work being done at the federal level there may be an s or three that will also help to mitigate any additional reductions though again that would be more one-time money and not necessarily ongoing money okay that's all for the revised budget to me it looks promising that that legislation on the distance learning will pass that's kind of what i'm seeing as i look at what the legislature is doing but you never know until it's done that's true okay then the last section of our report today is the 2022 preliminary budget so you did see some significant changes between revised number one and revised number two we presented to you a few weeks ago our projection for fiscal year 2022 which was largely based upon revised number one so really this preliminary budget is updated to reflect the most recent information we have regarding our current year student accounts as well as the advent of sr2 so we're going to go through the adopted budget timeline very quickly just wanted to keep it here for your review going through an analysis of student accounts adm and then balancing the 2022 budget we are including expense increases that we know of today should we have a pay increase we are projecting um a cost associated with a two percent pay increase and then other budget balance strategies that could be used so this is the budget development timeline again i'm not going to go through this this is everything that we would see happening every year where the top represents the current year and the bottom represents the the budget development year or the next next fiscal year so our student counts so i wanted to share with you the impact of the number of students online as well as the number of students bricks and mortar versus online so you can see the 2021 pending revision shows 28 000 in person and a significant increase over prior year in the aoi full-time so going from 45 students aoi full-time to 1600 in the current year we are maintaining that for this budget projection going into 2022 except that the bricks and mortar amounts the adm we did based upon a cohort movement analysis we are still assuming that we're going to lose 400 students we did take those 400 students off of our bricks and mortar adm and we kept as you can see the aoi full-time and part-time flat so projected adm loss between 22 2022 and 2020 is a total of 2651 adm roughly the enrollment loss is and this is not it's not um it's not correct because it would be eleven hundred and eleven plus four hundred so it's close to fifteen hundred projected twenty twenty two the eleven hundred is what we've lost in the current year in comparison to last year and then again the 2022 adm loss projected from the current year the 2022 versus 2021 again is planned at 400 students so any questions on that what was our peak of students at global academy i'm sorry what was our peak of students at global i think it was probably fifty five hundred or six thousand quite significant so many of those have returned to the classroom we purposely did some of that just so you know just because we were allowed to actually record them as distance learning students we made those choices okay so are they counted in the in person right now they're in right now the for purposes of adm they are in the in person okay so there's still quite a few students being educated through our global florida virtual platform some of them are capturing minutes for aoi and others are being captured as distance learners okay okay but these truly represent the counts associated with funding so as we go through the next slide now we're going to talk about the budget capacity associated with those student accounts as well as the governor's proposed budget so the bait the base level amounts increased by inflation we opted to use 1.22 percent could be 1.23 could be 1.24 and then the district additional assistance or unrestricted capital allocation is is expected or proposed by the governor to be fully funded in 2022.