>> So, a lot of the work that we do, 51.1% exactly, um is officer initiated. So, what that means is that the officer is not getting called via dispatch. Um, they're selfinitiating. So, you might not know how that affects you until you look and you see that your car is still in your driveway. It hasn't been broken into. You go on vacation, your house is safe. Um, you walk around downtown and you're not worried about your safety. So, the selfinitiated is really important, I think. um to the whole safety of the town. Um the dispatch generated, that's your 911 calls, that's your um you know, suspicious person in your neighborhood. You're going to pick up the phone and call the general line. Um another part of the officer initiated is traffic stops. We went from about 500 a year to over um and Mike, you can help me on this.
>> I'll make a motion to approve it. >> I'll second it. >> Move a second. All those in favor? >> I I unanimous. 6:15. Letter of intent for Anderson adult schools to participate in the English language learner health care pathways program grant. Move to approve. Second move. Second. All in favor? >> I I Okay. 616 quote for construction of a middle storage building for district records. We are at capacity when it comes to district records. If you ever walk in our district office, you've seen bookshelves, top filing cabinets full of stuff with more coming because unfortunately in the state of California school district cannot throw anything away. We have to keep every record >> for how long? >> Some indefinitely. >> Wow. >> Some we can get rid of after seven years, but it is becoming a burden to our district. We have an attic at West Valley full of records.
>> Okay. So, we're only one year into this then, >> correct? >> Okay. So, based on that >> Mhm. >> cuz we we should really know what the number is, right? I I think that's that's really important because we have to assess are you well on your way of doing this or are we not because I think this this bill to me the the whole crux of it is I think just it feels like we're not moving right. And I think I think the the you hit the nail on the head that the the natural trend is you're moving away from east Oahu probably into west, right? And yet we're keeping all these schools open and we haven't had some type of plan in place on how we're going to deal with this. I think the plan is oh we just build more schools um and then the operating dollars are you know it just keeps going up because you adding more schools.
was the total 5,300 around 5,300 um last year. So that's that's a pretty significant jump and I know um you know the the additional officer or or adding anything to our department is not specifically for traffic but I can tell you that that is the majority of the complaints that I hear at my level. Um people wanting um traffic enforcement in their area where they live. Chief, could you what's the is this a typical split for communities? The uh you know almost 50/50 with initiated by officer and and dispatch initiated. Is that typical or >> not at all? >> That speaks to a very motivated staff that is selfinitiating. They're not waiting around um you know for a call to come to them. They're self-initiating and that speaks to the men and women on the staff. They they are very motivated. U they're very dedicated and they're committed to safety in this town.
We have rooms at Anderson High full of records. Some of the older records dating back to the 1920s. This storage building which will be placed uh behind the district office behind the blue room would alleviate those areas. we can consolidate everything to one space and we finally know exactly what we have so we can start the digital process down the road. >> That's what I was going to ask. >> Yes. >> Storm digitally. We can, but I think what the issue is to tell you the truth, I don't think we know what we have because there are so many records and having this building, we'll get everything in one place and then we can start that digitized process. >> This is a way to get really organized. >> Yes. And get it organized. We'll know exactly what we have. We currently have two shipping containers find the blue room that are plum full uh with district records special ed and business and personnel.
So I think if we don't see under and understand what the timeline and the plan is and I think then you have bills like this right that will then force the issue because I think part of it and I guess we got to bring up the board chair cuz I was unclear on what what the whole point of okay you want it you you want it to be educate educators to be making this decision but you also wanted to you know you also want something that's nonpartisan. So I don't know it's one or the other. I don't you know if but if the DOE is not you know moving forward I think that's why we then come up with these other things and so I think what you need to do is really give us what is the timeline that we should expect something to happen right and I get you only started a year before and I think that's whatever we we can't we can't change that but I think we need to understand when when do we see that action start to happen right >> that and that's senator very fair I I I completely I don't disagree with all of your comments I think those are very fair And maybe for me to clarify one of the things that we have reported to the board and after we did our stakeholder engagement and I do want to note and I think one of the things in this past year that we did take our time with but because we haven't done this in 10 years it was a very um emotional because process in the sense that people have very strong connections to their school and there were a lot of questions around what that process would look like and what do the admin rules um mean for many of our school communities.
And and and that one slide will show me um as their boss that that they are doing the work that that we're paying them to do. Um, this slide speaks to um, 4600 calls handled outside the primary post area. And I know the deputy chief spoke about um, timing being critical. So, we have three areas. Um, on a normal shift, we have one officer for each area. So, three cars um, designated throughout the town. So, say you're in um the north sector and you get called to the south sector. Your time in transit is going to be increased. Four or five o'clock. If you're coming from the Southboro line, you need to get to Pawn Street on the Framingham line and you're going to go Pleasant Street. Even lights and sirens, it's going to be a while. So this speaks to uh 40% of the calls required one of the officers to operate outside their designated area which is not ideal.
And then the other two containers are that are back there are uh for Anderson High School. There's football and track equipment in there. Those will be moved to another part of the campus down the right foot line by the softball field. So we're not going to get rid of them. We're going to keep them. Um, but this building will serve as that hub for the records for the district. >> So, are you going to get another shipping container or you gonna get a metal shop? >> No, it's it's a metal building from Metals Direct. >> Is it insulated? >> No, it is not. >> You're You're going to want it to be if if you a metal building if you don't insulate it, they build up condensation on the inside that will drip all over all of your records. every anything will be ruined in that thing.
We did share with the board that we are committed to doing our enrollment analysis this fall, releasing a list of schools that would be studied and then identifying the studies, looking by the end of the year to potentially have the recommendation from the department to the board for action on what on those schools that are being studied for potential closure or not depending on what the study came about. But one of the things that we did spend a lot of time with is one, what are the different data points that we felt were important and things that we needed to make sure were part of the study component, but also like I said, um, not only finding that balance between the quantitative data points that need to come in, but the qualitative and what those stakeholder engagements beyond hearings would look like throughout that process.
Um having an additional patrol position um could meaningfully increase or improve coverage. Um this slide talks about an additional officer for a pro for patrol availability. >> Um >> it's 195 hours. >> Yeah, 195 hours is what an additional patrol officer would mean. >> I'm sorry. Total shifts. I apolog >> I thought so. Wait a minute. That's okay. 195 shifts. Um so every one employee you really need you know 1.5 roughly to cover you know the contractual time off unexpected illness that sort of thing. Um this would significantly increase our ability to go beyond our minimum on shifts. So, right now we have a a threecar minimum. One bad accident at the four-way in Oregon is going to wipe out that entire shift for at least an hour. We don't have the ability to call uh for mutual aid in the same way that fire does.
It'll mold >> insulation isn't that expensive, but >> probably going to be for that building about 7,000 bucks. Just guessing. >> Yeah. >> Can Mr. Jones in their class build you one or wood shop class, construction class, give him a project. >> We have asked we have asked Mr. Jones for other smaller projects and he was too busy at this time for that. I we can look into it, Andrew. There might be a square footage limit they can build. I think there's a size we can we can find out. So, are you recommending that we bring this back next month with a with a quote for insulation? >> I think we should. >> Well, I think we should appro this. It's not that much. >> Okay. >> Yeah, I just did. >> Wasn't that much. And next month I'll reinforce the building to approve so we get >> I move that we go ahead with the yeah getting the metal storage building going and and for the second >> move to second.
>> So, what's your role in all of this? Um I have been leading in the I've been leading in regards to determining our approach methodology and I'll be facilitating and rolling out the process for our consolidation. So I've been working and running all of our meeting stakeholder engagement. >> What what area on the on the um governance list are you? >> I sorry I'm the assistant superintendent for the office of strategy information and performance. And when you say we, who's we when you're talking about deciding you're going to use this list or this or who's we? >> Um people within the department. So people within existing employees within my team um depending on the data that we will be utilizing. So for example, when it comes to personnel, I work closely with um as Bacon and his team in addition to um facilities and other individuals.
That's just historically the difference between the two um professions. We may be able to call Sherburn or Southboro, maybe Framingham. Um, but there are times and and a lot of my people are here, there are a lot of times that you may call and they say, "No, we have no one to send you." Or they may call us and we say, "We have no one to send you." Um, at every relief level, the 21 officer model improves the average shift coverage for the town. I have a quick question. So, as far as deploying that extra patrol officer, would it be would you look at specific shifts that would be generally a I don't want to say busier because but is that sort of what your your thought is on how to deploy that officer or >> honestly at this point it's not even going to add >> okay >> an additional officer to our staffing.
All those in favor I >> I unanimous. 617 proposal for the replacement of electronic marquee in front of Anderson Tech High School. >> So excited. >> Finally. >> Did you want to say anything about it or >> I had learned that this my first time ordering anything big like expensive. Um but but that's the cost has been approved by you all as part of our budget and taking care of it. was pre-approved but not the actual like the sign. So we just wanted to put that out there. It's a little >> marquee is was in the um plan that I gave you >> the facilities plan >> facilities plan last year. So it was it is an item in there that we're working on. This is the actual cost actual company to do the work. >> We just wanted to officially bring it as a separate so that you guys were aware That's good.
>> So at the end of the day, who makes the final decision on these stakes? the methodology. >> Yeah. >> Um >> the decision to wait for fall to get list to the Roman. Who makes who finally a final decision? >> The final decision that made the final decision we did um bring it. We came together as agreement with the executive and we presented it to the board of education >> and they decided >> we discussed it. >> You just informed them. >> Informed them. >> So but you made that decision. Who made the final decision to take that final thing to the board? It was me. It would be me with the support of superintendent. >> Okay. And you one of the things you said was that well you guys found it you haven't done this for 10 years and that it's so emotional but you knew that already.
It's really going to cover what we we have now. It's going to keep us at base level. >> Okay. >> We've had a lot of unexpected um issues arise in the last year with personnel um completely out of anyone's control that's brought us down. This would just sort of stabilize the coverage we're able to give now. Um, as we look towards the future, it may help um with maybe we add someone extra to, you know, 3 to 11, which tends to be our busiest shift. But at this point, it it's just going to keep us maintaining the level of services that the town has come to expect from us. And and on that point, um, and I know Joe, you worked for the police department for a long time. Um, what is expected of us now compared to 20 years ago is night and day.
>> I move to approve it. >> Second. All those in favor? >> I unanimous. 618. Architectural services agreement with Nichols Melber. >> This agreement is uh with our architects to work on the West Valley 1200 building HVAC system. Um it is 30 years old. this year and starting to fail and decline. Um, this will be their architectural services. We are starting early on this project. Uh, it's not slated for the actual work to be till summer of 27. Um, we're starting early so we can order materials, make sure we have all of our ducks in a row so we have all product on site when we start construction June the 27th. So, we're we have a DSA approval to go through which will probably take 12 to 16 weeks and so it's just a get started early on this one. It is a massive overhaul due to the fact that the air handlers are in the attic in that building and the roof has to come off to get the air handlers out because there's no way to get them out without taking the roof off.
Did you know being emotional? You know that people are tied to their schools. Correct. >> Especially here in Hawaii >> of course. >> So again it's like what factors make not act quicker because you know what you have a bill like this now. So if we pass this bill we're going to put it in DOE. I'm not sure what that's going to do to to your planning, but every time you guys don't aren't proactive and in front of the ball, then the ball comes and it's going to be thrown in your court and then you have to deal with it. >> Understood. >> Um, so it's like these are the messages that are being sent like you it's not acceptable. to some of the delays that is going on when it's so crucial, the dollars are so crucial, the budget is crucial, everything and and DOE seems to just keep growing and growing and growing and there's no end to it.
Um, we are no longer just policing the town. We are here for the health and the safety of the entire town. And Kirsten um is here. I asked her to be here tonight. Her calls for assistance increased 352 or 326% in the last year. 326% more people are requiring services beyond what the patrol division can handle ourselves. >> Can I make a point and actually it'll be a question. Um I think one of the things that I noticed kind of going through everything is a common theme is that we don't have any redundancy and um redundancy is a very very important thing because when everybody is so critical to the operations that they can't be out if they're sick or if they have a family issue that is so much stress. um you could speak to that. I just I know in your career life career it's hard to manage sometimes.
So, there's some extra work that's going to be done there. The other mechanical equipment for that building is in a great spot. It's right next to the road inside the farm a area, its own fenced area. It'll be easy to get to and replace those components. I speak that'll go very smooth, but it's the air handlers that is the biggest issue with that building right now. That's why we're starting early so we get everything get here so we can start construction on time. >> When do you plan on finishing this? >> The goal is to have it ready for school in August 27th. That doesn't mean that with the new unit. >> So you're over here. >> Yes, we are. >> Motion to second. >> Move a second. All those in favor? I >> I unanimous reports. Anybody from CSCA or CTA here that would like to speak?