001Good evening everyone. Thank you all for joining us. This is our regularly scheduled meeting of the San Carlos School District Board of Education. I am calling the meeting to order at 631. Please note that a recording is being made of the direction of the board and the recording may capture images and sounds of those attending the meeting. Now we will approve our agenda. Any changes? Thank you. All in favor? All right. Agenda passes. And then I just want to say a few words before we proceed about our guidelines for public comment. There will be time for the public to comment on matters both on the agenda during each agenda item as well as not on the agenda towards the end of the meeting. We do ask that you wait to speak in public appropriate time.
002We also ask that if you're raising concerns about students to refrain from sharing any information that may expose a student's identity as this is a public recorded meeting and we are obligated to maintain student privacy. If you'd like to address the board here in person, we ask that you fill out a blue card. If you are online, please use the raised hand feature. According to our board bylaws, each speaker will have three minutes to address the board unless changed by the board. We do appreciate and support stakeholder input at our meetings and have established these guidelines to make sure members of the public have a chance to express their thoughts and opinions and that the board can conduct its business effectively and efficiently. So with that, we turn to our spotlight on excellence and welcome
003our way of owls. I'm super excited to introduce my colleague Principal Rosina Tong and her white oak owls who are going to tell us all about what it's like to be a white oak, but I'll turn it over to you. Good evening everyone. We are here to share some wonderful things that have happened at white owls to show that we are kind citizens and that there's a place for everyone at our school. First, we'll introduce ourselves. I'm Yasmeen. I'm Nancy. I'm Bonnie Taylor. I'm Myla. I'm Leila. I'm Audrey. I'm Alice. I'm Haskell. We are going to share three highlights from this year that demonstrate community connection and conservation. Those three things are Heritage Day, May Day, and our third great project-based learning from trash to art. In March we have our Heritage Day. It is
004a day when we celebrate the diversity of schools by having parents and family share tradition, music, and art back. We have over 25 countries and cultures represented. We start the day with a parade of flags from around the world and this year we had a back like a toy. Some of us wore their clothes and colors from our culture or nation of heritage. Me and my dad were killed with our family tartan from Scotland. It made me feel proud. Many families hosted tables showcasing their heritage through photos, artifacts, and sharing cultural food items. I love trying all the different foods like bitter and hummus from Lebanon and gelato from Italy, chocolate from Ghana, and biscuits. My favorite was cinnamon rolls from Israel. During Heritage Day, I love to come space the most. It was set
005up on the stage so you could read, play a world map puzzle together, look at a globe, and put a pin on the map where your family is from. By learning about our own and others culture, we build a community and connection and have a sense of belonging. The second highlight that we like to share is May Day which we had last night. May Day is one of our most favorite White Oaks region. It has been happening since the 1960s which makes it more than six years old. On this special day, we get great paper baskets and fill them with ungrown flowers and then enjoy walking around the neighborhood delivering those benefits. May Day is actually a real holiday that started in Europe as a way to get ready to celebrate the coming of summer.
006Over the years, we've definitely made some memories from receiving thank you cards, meeting puppies, visiting gardens, and even being given red vines. May Day is something that both the neighbors and we look forward to every year. And lastly, we want to share the third grade project based learning unit called Turning Waste Into Meaningful Learning. We learned about what trash does to our environment and how to use recycled materials to make art. Our teachers also brought in two artists to speak to our classes. We zoomed with one artist in Texas and the other artist was a White Oaks parent. These artists use recycled materials and focus on transforming waste into beautiful and meaningful creations. We bought trash from home like water bottles, cardboard boxes, water bottle caps, bubble wrap ribbon, and candy wrappers. We used glue
007tape and hot glue gun to put the materials together to make art. We learned to design and build art from reused materials. Everyone made their own art project using recyclable and trash. Each of our third grade classes also made one class project. We also created a slideshow called Reduce, Reuse, Recycle, and Rock to teach others. We presented our artwork and slideshow to our buddies and parents. We also entered our art projects in the Rethink Waste Trash to Art Contest through the county. Ms. Arrive won first place and Ms. Merton's class won honorable mention. And for individuals, Parker won first place and Kenna won honorable mention. We had such a great time learning and making art. And I'm Rosina, the principal at White Oaks, and I just want to say how proud I am of our
008students' presentation. And I'm really grateful to have this opportunity to highlight these wonderful events at the school. And on this Teacher and Staff Appreciation Day, I just want to recognize and acknowledge that the teachers and staff in partnership with all our parents make all of this happen. We do it all together. Thank you so much. Thank you so much. I think we will probably pause for the little photo op. Thank you so much. All right, now we must resume with the rest of our business for the evening. So we will move on to our consent agenda, which contains items that are routine in nature and for which no board submission is anticipated. So we act upon them in the single vote. I will check if there's any public comment on the consent agenda. Can I
009get a motion? I have approval of the consent agenda. All in favor? Aye. Agenda passes. And now we will take up our information discussion items. These are for information and discussion only, and no forward action will be taken. Staff will present, and then there will be time to ask clarifying questions. So we will begin with Assistant Superintendent Hans Barber and our teaching and learning update for the evening. Okay, thank you, Sarah, and thanks for being here tonight. Very appropriate that we're going to spend a significant amount of our time talking about steam rotations in grades K through three. So the White Oaks students that just presented have actually been a part of this. It's really exciting. All right, some of you might recognize the dashboard here on the first page. I don't know how many
010of you do, but it's one of the devices that students get to dabble with as part of our steam rotations. Tonight we're just going to highlight what's happening with our proposition $28, at least at the K-3, the TK-3 level at those four schools. And we're going to give an overview of how steam is increasing curiosity in the minds of our students. We'll have a little bit also about grades four through seven at the end of our presentation as well. Okay, so as you might recall, in November 2022, we all had the chance to, assuming you were in California and voted at that time, to vote on a measure that would guarantee an arts program in all schools in California. And essentially, there were a lot of rules that were placed around it. 80% of the
011dollars must be used on employees. So you can't take your money and then go to an outside contractor and pay them to do the program. And it was meant to supplement what was already in place, not supplant what was already in place. In a district like ours, first of all, $124 a student is not very much, wouldn't cover a whole lot. And in a district like ours, it comes in school allocations. So it's a very small amount at a school, say like White Oaks, when you have 250 students and you get $124 apiece. So part of the challenges in small school districts was coming up with a method by which we could meet the rules of Prop 28. And at the same time, we could utilize the dollars in a way that we felt was
012supplementing the students not supplanting. We have a really robust arts program. You know that we've had a robust arts program for many years. And that is TK to 8. We provide music. Our parents are very active in art and action. We have multiple opportunities to provide donations through SKEF. And that allows us to have a very robust, in fact, you probably know this, that that was when SKEF began. So our arts funding went away. So in a district like ours, we're even further challenged because we already had a really robust program. One of the uses, as you look down at the bottom, these are the acceptable uses, and we sort of said, well, creative expressions is pretty wide open, A. And then B, computer coding was one of those expressions. And about, I don't know,
01318 months, two years ago, we were dabbling with a rotation in the elementary schools that was actually headed up by the guards of it and had some success and needed some refinement. And through some engagement and real thought, we came up with the idea of a rotation at our P3 schools. Getting employees to do said rotation was a challenge. The great news is we are, at this point, able to offer. We were able to design rotations, and our teacher on special assignment, Chris A. Curtis, who I know we all have met previously and has done a couple of presentations for us, has designed, along with our STEAM associates, who we'll meet momentarily, they've designed rotations that are standards-based in, not just in computer science, but in science and engineering, in math. And we have also
014managed to integrate some topics from digital citizenship and artificial intelligence into these four rotations at the TK3 schools. As we said, 80% of the funding has to go to employees, and we had the advantage of being able to find two excellent people to take this. What they came with, these are our STEAM associates, Laura Chang and Carmen Yock, and they came with a real passion for STEAM, and they had very little teaching experience. And so through some intense work with Chris Ann, with me watching, with me giving feedback, they've developed their teaching practice over time, and to a point where, when I go now, I see an extremely organized, well-thought-out process. The STEAM was never the issue. It was almost great. It was, well, how do I control a classroom full of children like this
015if I have very little experience doing so? And they've become an integral part of staffs, and that doesn't mean they're done learning. They're still learning, and their practice has advanced very rapidly in a short amount of time. So it's been wonderful to watch them grow. It's been wonderful to watch the students interact with them, and most importantly, it's been wonderful to watch the students engage in these topics that otherwise they may or may not have had a chance to do, right? Depending on the school site you were enrolled in, you may have had these before, and you may not have. And now we can say that all of our students in grades T, K, to three are gaining exposure to all of these topics. It's fantastic. So now we're going to talk a little bit
016about the rotations themselves. So in the first rotation, you might say, well, I have Legos right now. We probably all played with Legos as children, not bad, if we took a survey. And so with little ones, with TKers, they are sort of building. They have a product they're making with either Duplo's or moving into Legos. And then in K through three, they're using engineering kits from Lego, which are pretty advanced depending on level. I want to emphasize that the rotations are age-appropriate. Most of what's done in TK is not on a machine at all. They're really more play-based and hands-on, and there's always a hands-on component. So while one group might be doing something with the coding and the bots, if you will, another group is doing something hands-on that's engineering or building related. So
017this is an example of the first rotation. So we have some TK students and Lego spike kit in third grade. And then rotation two is robotics and coding. And so you might, on the left, you might know those as B bots, which are very low-level coding where they have buttons on the top that you can direct that bot. You're choosing a place you want them to go. They actually rolled dice to figure out where they wanted it to go, and then they figured out a pathway to get there. And so in kindergarten, that's very low-level coding, but still they're learning the basics. And then as we went up, you see in second grade, that's a dashboard that we had on the front, which actually requires more advanced work. And they chose a path. They made
018the path they wanted the dashboard to take, and then they programmed it to go through that pathway. And in TK, they're working hands-on with something, as I said, to build a product. And it's very open-ended. We're not saying build this or it's wrong. It's very open-ended. Make something you think would be exciting. You have some examples. They give some examples. Some students do the examples, and some students just do whatever, which is exactly what we want. Rotation three, that's where we get our digital literacy in. And this isn't in-depth, obviously, with small children. You're not going to sit them down and do a 20-minute overview of something, but it's a small sort of remember when we're doing this, think about these pieces, all grounded in common sense media, which is very standards-based in digital literacy.
019And at the same time, then they move into engineering. So now they're making a gear bot on the left in first grade, and in second grade, they're engineering a race car. And of course, their instructions are meant to follow, and students do what they do. And the end product, as I've been out and watched, it's really fun to watch what kids will do differently. And there's almost always a challenge. So maybe Jennifer and I are really good at this, or we've done this before, and we build our bot. I'm done. There's always a challenge after that. Like, well, now try this. And those have come up organically, as Carmen and Laura and Chrisann have learned that, oh, we do have students there. And then they've thought, well, what could be the next step? We've really
020done a research-based piece looking into, all right, well, we're doing something with these bee bots. What can I make that's more comfortable? The fourth rotation, you've seen these probably before, is the virtual reality goggles. And we don't do them in TK. They don't really fit a TKer's head, and they probably would have trouble even holding onto them. But these were based, again, on choices that they collaborated with teachers and staff on, as far as what they were seeing in the VR goggles. And then TKers were working with age-appropriate drills, giving them a Makita to go and play with. But they are making, again, something hands-on and then as a product, it's play-based. All right, so now shifting into grades four through six, these are not funded by Prop 28. However, they are led by our
021teacher librarian, Jamie Baxter. And it was one of the things that when we integrated, when we hired our own teacher librarian, we wanted to integrate some important topics and other media into that. So one of the things that she and I have worked on is, well, how do we continue the VR, right? It sort of started in fourth grade. You might remember that. And then how do we continue and how do we grow it? So she did rotations for every fourth or sixth grade class. Every fourth or sixth grader saw VR again this year, and they saw it differently than they saw it. So the third graders may or may not have had a robust VR experience. They had anti-VR, anti-VR experience. Now they're getting a robust experience that's basically a half hour and 40
022minutes long. And they have a task that they're doing as part of that. And so these are the topics that they covered at Mariposa NTL in the Royal and Central. You see that in sixth grade, it was based in social studies. And in fourth and fifth grade, they're based in science, mostly weather. We want something that's phenomenon based. It's exciting to see. As I went and saw these, you get your typical oohs and ahhs. And did you see that? Did you see this? It's very, you know, there aren't a lot of curbs around what we're doing there. We're letting the students have the experience. Jamie's become a really good facilitator at it. She has all the technology with it. You know, it's sort of very compact and all that. And then in sixth and seventh
023grade, in addition to Jamie doing that rotation through sixth through fourth through sixth grades, he's also doing digital literacy lessons in sixth and seventh grade. And this was a hole. We knew it was a hole and it's one that we really needed to fill. So two years ago, I said, here's the challenge. You need to get to every sixth grader. We started with just sixth grade. Let's get to every sixth grader. See, talk with teachers, talk with principals and see where we best integrate. So she does it differently at TL than she does at CMS. But nonetheless, every sixth grader is getting these topics. And again, common sense media is sort of the Bible, if you will, of digital literacy. And these are the five topics that we found most relevant. So the first year,
024Jamie did everything and did them as they were because she hadn't done it. And then last year she said, I think I can take those eight and make them five. And this year, not only can I make those eight five, I can make those compact. Because as you learn what teachers you learn, you learn from what teachers ask questions about, but you will more importantly learn from what the students ask about. And so as students ask questions, she said, I think we need to integrate this. This lesson is not going the way that we wanted to go. But this lesson is relegated to where we want to be. So all of this wrapped together, later on tonight, we're going to talk about briefly about our technology plan. And these pieces are important to segue into
025that. And we also wanted to make sure that the public understood what we were doing with our proposition $28. So without further ado, as our presentation tonight, happy to have any questions. Thank you so much, Hans. Questions? I just wanted to share an anecdote. Recently, my third grader, Unprompted, told me that if he got to vote on one subject he studied at school, STEAM would be his number one. Nice. So now that he's, yeah, a philosopher this year. That's awesome. I had a question about the STEAM rotations in the TKs in third grade. Like, how is it done? Like, do they go into each? Sure, happy to do that. So they work together at one site to cover all of those classes. It takes about three or four weeks. And then they move to another
026site and do the same thing. And they've paired up BA in White Oaks. So they'll do that side of town. And then they'll do Heather and Rundle. It's a real challenge because you have to move things around. You don't necessarily have, you know, bots for all four sites, nor would we need to, right? If we're going to do a rotation, we need two sets. So they're also transporting things across the district as well. Depending on the school site, there's a room, there's a dedicated room. But at three of the school sites, they don't have a dedicator. So they're doing it in EMUR, they're doing it in the library or in the classroom, wherever, whatever space. So these folks are extremely flexible. They've been really, really understanding about that piece. And you can imagine it's a
027challenge, but well-designed, you know, with the help of Chrisanne, understanding sort of how an elementary school works, being a former kindergarten, first grade teacher herself, and then in integration with the principal, because of course you have to work around PE, and you have to work around library time and all these other specials, as they call them, to make sure that it works. Chrisanne is already in the works meeting with principals this week to talk about next year's rotation and what that will look like based on what we've learned already from this year. And then another thought was last month during for the check survey, there was a mention of cyberbullying being for an issue at fifth grade level. So just thinking maybe the digital literacy could actually start earlier than this. Yes. Agreed. And it's
028not to say they don't get any. It's just that we're relying on teachers to do it. And we know there's a lot of them in sixth grade. It seemed like with the load that the students have and the teachers have, that seemed like the best place to take that look off. Great questions. I just had two. So the TK STEAM rotations, are those 100% funded by Prop 28, or do we have to supplement with our general fund? Right now, because these folks are early, you know, in terms of where they land on our salary schedule right now, we're able to fund both of them with the funding. I don't know what rate it's increasing at. It's unlikely that it's going to increase at a rate that will keep up with salaries. So eventually, right, it's
029another issue. It could become another issue. Other folks have asked, why aren't we funding a teacher? As you can imagine, classified staff are about one and three quarters to one. So, you know, if we're taking two people to take four rotations, basically takes the whole year. If we think about if we had one person, one teacher, we would only be able to do maybe two rotations. It wouldn't be nearly as robust, or wouldn't be nearly as much exposure for the students. So it's working out well to have classified staff. That does require us to train them. So, yeah, it seems like a flexible model that lets you get deeper into more classrooms. Yes. But it's good to be mindful that it may not continue to take for itself. Right. No. And then, I was curious,
030what are the advantages of the VR experience? Well, you're bringing, it's like, Jennifer also say, often say, you know, we don't have to take the kids to the place. You can bring the place to the kids. And that's what VR is meant to do. So, you know, you, so going back to those topics, so, you know, if you're going to see the Great Wall, for example, you can't, you can't take the students to the Great Wall, but we can bring the Great Wall to them. Like, it's bringing the experience to them so that you don't have to go there. I happened to watch the Energy Unit, the Energy VR, and it was in an amusement park. So it wasn't, you know, like we went to Coney Island, wasn't like we went to, you know, pick
031an amusement park wherever in the world. But it was about science and saying, what are, what's in action here? Remember, we've learned about these things in science. Look throughout this carnival and try to identify things that are energy based. What types of energies are there, right? That sort of thing. And in that way, it brings it to them. So you're not watching your video. It's 3D, right? You kind of move with it. You can experience, they took a, one of the things they were able to do was go on a roller coaster on VR. Of course, they tell the kids if your feet not feeling well, put them down. But, you know, those types of experiences are not possible by just watching. Any public comment? Okay. Well, thank you very much. Thank you to our
032STEAM team. You're great. And our teachers have been extremely flexible. Okay. We will now move on to some board policies. So 5B are updates to board policies related to technology. This is our first read. And I am I passing it over to, you go first to me first. And Ralph and I will double team this and then invite our policy subcommittee members, Sarah C and Tracy to chime in. I want to take a minute to talk about the first one, which is the mobile communication device. I want to say it's almost a year and a half ago that we began conversations about this expectation that by July 1st, 2026, under AB 30 to 16, that all districts will have some sort of framework and limit and policy that limits or prohibits student communication devices. This
033has been a practice in our district for some time. I was schooled by our PTA coordinating council that they were some of the forerunners on wait till eight, which was a movement to have students not have mobile devices until eighth grade. And I learned from our principal bowls that they've been practicing kind of technology free spaces for a long time. Regardless, it was important to the policy committee and I think to all of us to make sure that we did our due diligence and communication because communication devices can include watches and a lot of younger students, CK3, we're starting to wear those. So we've had a little ad hoc task force that represents principals across all the grade levels and Sheila Brar. And we've done a lot of communication, meeting with parents, meeting with students.
034We have ensured that there's been multiple modalities of how we communicate and have these conversations because we do know at the high school level, there's considerable pushback about a phone free environment, but because it's generally followed here already, it's been our practice. There wasn't one of the principals said, Jennifer, this will not be a thing here. We did have a few parents at TK3 that wondered about the mobile devices on the watches and we were able to discuss why we didn't want to do it and why the policy would exist. And so in the end, the policy committee went for the most restrictive version because it matches best the way that we're implementing it already in our schools. And the thing that will follow on this policy then is administrative regulations that are different for
035TK3 than from 48 because obviously you don't have a lot of younger kids walking around with cell phones, but you do have them having watches and we'll do sort of graduated learning about this every year as we have done and make sure that we're in the education mode and not so much in the penalizing mode of why we believe that students could be phone free during the school day. So I just wanted to give you that preamble because as I said, everyone on the peninsula, there was an email chain going around and all of the middle schools and elementary school districts are universally going for the most restrictive version, so it's not like we're alone in adopting that version. I do know if it's at high schools in a different place, but it's interesting to
036note that the K-12 districts, there's only three in our community and on the peninsula that is, and they're going for the most restrictive versions too, but we'll see. I know the conversation is ongoing at high school, but for us as an elementary school district, it seemed reasonable to go for the most restrictive version. So I'll pause there and invite either Sarah C or Tracy to add anything. I know that you two, when we first considered it, we were in different places and then came to a consensus. I think you covered pretty much everything. I guess I would add that yeah, being an elementary school district, I think it's much straightforward and I actually listened to the high school district meeting yesterday about it and for them it's more nuanced and there's a lot more to
037consider and the superintendent said that all the feeder districts are bell to bell and I think it will help set whatever they decide to do at high school level. I think it just makes sense for our school district to be in the half of those restricted policy on this and then I guess the other thing, at least and this is just purely observational, is yeah, I have noticed that my kids are on the older side, right? I have a sophomore and an eighth grader and when my sophomore was in sixth grade, she was saying everybody has a phone and she was exaggerating but it was kind of true that a lot of people did have phones. Her friends had phones and then waited until eighth grade to give her one and she felt like she
038was the one of the last ones. Whereas I feel like now the trend seems to be actually phones are coming later and later. I know several of my sons' peers do not have phones. They have watches and they are beginning in high school. Maybe not, right? So and yet the device on the wrist is becoming like the age for that is actually getting like younger and younger so I think that's going to be sort of the challenge but that's going to be I think dealt with through the AR and for each school or each school level I guess there will be different regulations in place for that but I think the policy makes sense. I agree. I don't know that much to add. I think this you know where potentially districts have challenges at the
039middle school level and we've already been practicing this already so that's what our principals are telling us. This is not going to be a problem and then at TK3 I've seen you know some of the challenges that have come up now with kids having watches and with this policy I trust the site leaders and the teachers to figure out the best for them and communicate with the parents but I think they're all on the same page in the committee about if this is the right way to go for us. Thank you. I'll say two things. Early on when this came out I was concerned about our responsibility to teach responsible use of things like technologies but I think there are ways that we can do it because all the devices the kids are using in
040the schools anyway they do have opportunities to be really clear about what's okay what's not okay regards things you say and your digital footprint that sort of thing so I feel pretty good about that and Amber and I have been doing brown bags with students and I can't tell you how refreshing it is to have a brown bag with a group of kids who are all just leaning in and talking to you and there isn't any device between you and the students and it really struck me because that is really uncommon in my experience so. And I think it's key that they're like during times when they're not in class they're talking to each other and playing and not all of their the idea happening more at the high school level which is part of
041the reason we're all about. Well I promise the rest of these won't take that much time but I did want to take a moment to explain our process on that and I'll turn it over to Ralph. Thank you. Next one is a district technology plan so this one is just updating the policy to current CSBA recommendations. Other tech policies refer back to this one so it's important to get this one updated. It modernizes the technology plan so policy so it addresses not just access to technology but also AI, digital citizenship, cyber security, privacy, equity, and strategic long-range planning so it addresses all of those within this and it makes sure that the tech plan is aligned with the four district goals and the mission and vision of the district as well. There is another change
042there the old policy said you had to have reference to how you're going to implement grants. This one says it only has to be in the plan when you are receiving those grants so when you get notification of receiving grant you should update your tech policy to make sure that it has that in there about how that grant will be utilized in alignment with the policy and alignment with division one the mission of the district as well. And just go let's whip through these and take Q&A at the end. Okay great. District records or is it distance you want to make Sarah? District records this change mainly adds language to address digital records because now we are moving away from keeping records in a box in a basement because we're running out of space and
043so a lot of districts are going to digitizing those records so it's just making sure the language in the policy is protective of personal information in these specific environments around digital lockers so to speak and warehouses to make sure that there's safeguards in place to protect that information just like it would be in the stores behind a locked door. The next one is employee use of technology. This one remains the same except for the paragraph that we added to address multi-factor authentication just to give a little more weight toward making sure that all employees and everybody that has a district issued account is utilizing two-factor authentication. And we added that piece about the individuals in part to make sure that the board is covered because we're not employees but we all have district email accounts
044and devices. Yeah thank you. Thanks for your speech. Yeah I'll go ahead and take this one. So this will be adopting a policy that strengthens our commitment to a non-discriminatory environment because it includes guidelines related to district websites and social media that sort of thing, prohibiting materials, hate speech, and extend the district's authority to discipline off-campus or electronic expression that disrupts the school environment etc. Not a huge problem here in our district but it's just nice to have that as a backdrop. Did either one of you want to say anything about that? It's just consistent with our equity policy and our anti-harassment rules etc. And then finally there's a policy revision that strengthens the district's assessment policy to be more accurate and equitable, data informed. A lot of these things are practices we already have.
045We've adopted universal screener etc. And so everything that is in this policy does reflect our current practice and so this will just codify it in the board policy. Thank you. You're welcome. Any questions or comments on any of these technology policies? Just I guess thanks to the policy committee for helping dig through all of these different pieces for us and you know coming back with what we thought out kind of changes that would lead us in the right direction. Thank you for the extra context about the mobile communication device and how we arrived at that. And you know as a parent we pay attention a lot to the directives we get from the schools. We signed the wait for eight pledge and so it's just really helpful when we're modeling that healthy relationship with our
046devices. And I can see now that I have a freshman in high school that has a bell to bell the positive impact that that continues to have. And then I see the children even outside of school time interacting more without their phones. And so I'm happy to see that we're putting things in place to protect that time for our students. Thank you. I will add just so the board is aware there's a you know we had to pass a policy to because of AB 3216. Right now in the legislature there's a proposed law that required districts to adopt a bell to bell mandate. So should that pass you know we're in good shape anyways. It's a good reminder. Thank you. I completely forgot about that. That's great. All right I should check for public comment.
047I don't see any blue cards in the room. No means. Okay and this was our first read so these will return to us on the consent agenda. On the 14th of next week. Okay and so we will move to 5c which is another policy item and these are related to business services. So thank you. Thank you. So the first one is around budget. You know our budget practices really are dictated by law and so CSBA updated this policy to reflect the current practices of the districts and the regulations we're following to make sure we're up to speed. The one change here that the committee chose between some options is for the budget advisory committee options and the committee chose option one which is a superintendent or designee may appoint a budget advisory committee composed of
048staff or representatives and or members of the community. That's our budget. Tracy and Sarah can jump in any time or I can just keep going. Go ahead. Next one is transfer funds. So this one is again a CSBA recommendation to clean up some language and to make sure it's reflective of the district's current practices and so we're just adopting that to ensure that we are following that which we were before and you'll see that resolution later that the board will authorize us to transfer funds at the end of the year. We need to be glad to close the books and make sure we're cash solving. The next one is federal grants. The biggest change here really is the number of days before a final reporting and that changed to 120 days policy. Transportation fees. This
049one allows the district to establish fees to recover costs. So it provides options for creative transportation solutions to also mitigate the congestion of drop-off and pickup if the district so chooses to implement a fee based transportation system. When required to have transportation to a small group who qualify for free transportation it can help offset the costs of that by charging students that are not in that free cap. I think that's worth just pausing on that one. This is not a policy that we currently have as you can see and I don't think I realized that this was possible but basically it means you know if the district wanted to operate transportation systems for more students than it's legally required to we could charge a fee to recruit some of those costs. Sorry. As far as
050I know there's not any concrete discussion or proposal for that but it's an option for us for the district to consider in the future. You know plans underway at present but it is good to know that we have that option because I know there are times when Sam Trans is falling short. I don't think we have bandwidth to take on something new but because we have a white fleet we did want to have that option should we decide to do it. Next one fees and charges. So this change aligns to current law and CSBA guidance regarding student fees, voluntary donation, fundraising and debt collection. There is clarification that students may not be charged for participation in educational activities so that we haven't been doing that but this is just bringing that policy up to date
051with current law and it also ensures that students cannot be denied participation if they have outstanding debts so they can't be denied educational activities if they have a lost book and they have a bill to make sure we're staying up to current law with that policy. Widely messaging it just in case. Ripping right along. Bids. So this one is again just bringing the policy up to current law and practices and district practices. So this one really states the lowest price alone may not provide the best outcome for the district. In those limited cases that law allows the board to consider other objective factors such as qualifications, reliability, technical expertise, compliance and participation goals, and long-term value when looking at competitive bid processes on the CUPCA laws and regulations when we are going up to bid
052and some more to that regulation. The last one is uniform public construction cost accounting procedures. This change aligns with CSBA guidance again. The biggest change here is that the board may declare that a project can be self-performed more economically by district employees if all of the bids that were submitted were rejected. Any questions or comments about the services policies? Okay well thank you again. We'll see how many members and staff are slogging through so many policies and it's good to know we're very up to date in all of these areas. Okay no public comment on this item so we will move to 5d which is the sunshine proposal from CSCA for 26-27th school year. And this is just for your information only. We're presenting the CSCA chapter 263 sunshine negotiations proposal for next school year
053for informational purposes in accordance with statute. For the bargaining agreement we each get to have two re-openers in addition to health and welfare and allowances. Any questions comments? Any public comment? None. We will continue on to the discussion action items. These are items that will end with a board vote. Prior to the vote staff will present and briefly describe the decision we're being asked to make and then we can ask comments ask questions make comments and have a discussion and we will also take public comment and if needed discuss more before voting. And so the first one is 6a our school district proposal. Correct this is our sunshine negotiations proposal for 26-27 with CSCA and it does require no vote. Questions? No approval 6a. I don't see any public comments so thank you for the
054motion. Second. Thank you all in favor aye. Aye. That one passes. Now for our measure H update and approval of that's a lot of words I'm just gonna pass it. Yes I'm very excited to be here tonight and we're grateful for Flint representative Nathan Stiles to be here as well and to give you a measure H update on our building envelope project and also to ask for your approval on the updated and guaranteed maximum price for Flint's work with the building envelope. So first we're going to take you through a brief overview of the budget the schedule and then move on to a description of what is included in GMP and so just a little way for you to distinguish between the three open projects that we have right now you will be able to
055kind of track it on this timeline a lot easier. You can see that in spring of 2024 we started our HVAC design team selection and then we brought our contractor who's here today on board for the HVAC project. We've completed half of that project last summer. We will complete the second half this summer and then in addition to that we will also be doing the building envelope at the same time so they're two separate projects performed by the same contractor so I could understand why there might be a little bit of confusion so but we have already approved that guaranteed maximum price for the HVAC project so we're now talking tonight about the building envelope project. As you can see we have a third project which is the TK project and that will be discussed
056next week so this is all about the building envelope tonight and so this is always a very popular slide because it is brief in its orientation of what is going to happen when and where and it allows you to kind of get a sense of what we've already done with those nice green check marks which will be so much more prevalent on this slide next summer I would say so it just gives you an overview in a quick way of you know what's to be done in the next summer and in summer of 2027. So now I'm going to give you a little bit of an orientation into the guaranteed maximum price. So this is for us to consider on slide six here so slide six allows us to be able to speak to the
057amount of work being done at each campus and the type of work so you can see that Flint has organized their guaranteed maximum price by telling you a description of exactly what you will be getting and how much it will cost and then you can also get a sense of the first summer's price and so the first summer is the three schools of Heather, Britain Acres, and White Oaks. So that amount that's come in is going to be the 19 million amount that you see there and inclusive of the 19 million we also have the design fees and the early procurement allowance and so originally you may remember we approved a three million amount about in the three million amount for the early procurement and Flint was able to procure those items for much less
058so they returned about 1.8 million to us and so therefore our project GMP now reflects that you can see a 1.2 million line item there and that's exactly what was spent on the early procurement so that kind of aligns to what was given back to us so to speak as a as a credit and so that was something I wanted to make sure everyone understood and then you can see our budget is always in the forefront of our discussions and we are always talking about the budget and how we cannot go over the budget and this is the facilities master plan budget you can see that number 61 million or 72 I'm sure you have it memorized and we wanted to also bring to your attention that Flint has done the exercise of giving us
059you know another number that they project the summer 2027 budget not to exceed so it is possible it could come in lower and but we know that it will definitely not be over our budget so I wanted to kind of let you know that so that you felt comfortable with staying within our budget and so we're we also want to recognize that this is a great amount of work that they're trying to accomplish in a short amount of time and so in order to do that they've outlined it like this so you can kind of see this is I prefer this version a little bit to be honest because you can really see by sight what is happening where and how much it's actually going to cost and it provides you that what is fondly
060referred to as a summer slam of June 15th to August 12th and so that way it allows you to kind of do a lot of work in a short amount of time and I'd like to acknowledge Flint's efforts to have a very clean bid coverage process they received 251 bid invite well they sent out that many bid invites they received 28 proposals for the work that is involved in this summer and that was about two proposals per scope package received and some of the work they are also self-performing and so that allows us to always stay within our budget and so wanted to acknowledge that the work behind that to go into a bit of further detail by site this allows you to see again what's happening where it gives you a breakdown of the
061scope and you've seen the scoping document before and today it's sort of for decorations because the main event is on the other side of this library you can see the actual dollar amounts as you can see the early procurement allowance credit in the second to last line that's what I was referring to so each one of these shows you how much was saved by getting those materials early and locking in those contractors and allowing us to purchase well ahead of the summer gets us to so at Britain Acres again you can see the scoping the scoping also has every project has a unique challenge to it I would say and this challenge that we've experienced with this is the fact that the path of travel to every window and door that you're upgrading needs to
062also be upgraded and while we always did budget for an ADA improvement it was not expected that each single pathway to a window and so it essentially makes it so every pathway on a school site needs to have some ADA improvements and so we've managed so far in this project to you know make adjustments and get all that work completed per the SA's specifications some sites such as Britain Acres and White Oaks did not have as much ADA to get to our 20 percent of what we budgeted in our budget and therefore it allows us some flexibility in what we can do for Heather which is definitely more than 20 percent and so as you've ever been to Heather's campus and I probably should show that one next to you know that it's not necessarily
063a level experience when you're going around there and so now it will be and we have the extra improvements that we have planned but they were not necessarily expected and part of this so now when I we are almost advertising these ADA upgrades because it's going to be a large amount of work that you can see reflected now and in those costs that we have it's almost in Heather it's it's almost you know it's 993 800 which was just probably more than we planned so it's all good things though and then at White Oaks you can see how it's um how that summer is shaping up for White Oaks as well here's your brief overview and again I always like to highlight that money was saved early on on every project because one was able
064to procure. I also wanted to quickly highlight the ways in which we are communicating with our staff and also with the community so thank you to Nathan Stiles and his team today who happily I received a picture of a smiling Mo on the campuses walking around with his flyers in hand making it to the doors of our neighbors who surround those three campuses and making sure that they're aware that this project is coming they have a picture of the contractors on there their phone number their contract their contact information so should a question arise when there's no office staff on the campus and they not sure who to talk to um they hopefully can remember that flyer and they have that available to them and they can contact our our partners and so or me
065myself too as well on May 13th which is coming up quick it's next week we have an informational meeting for this project you may remember last year we did one project for the three HVAC schools at Tierra Linda and held a community meeting and so we are going to do the same model this year where we're going to have one project update for the community for the building envelope and that will take place at Heather school from 5 to 5 45 we're hoping to catch maybe the families as they're picking up that that sweet spot between pick up and dinner to kind of learn more about it and just answering questions that night and so also we visited each school site or I should say my Lynn and I have been working on these slide
066decks together to make sure they are clear and then Flint has been providing some site specifications of what needs to be organized in the classroom so that they can perform the work and so essentially we went out to each of the school sites to make sure we met with the staff and had meetings with them and I took the facility steering committee through the entire slide deck so they saw each and every slide I'm associated with that so if you have any questions about what information was shared I'm sure they'd love to tell you we also wanted to just like make sure that we have an open door for any questions that support people so each of the principals created a document where they had questions after we left and then we were able to
067answer them in another column and just provide that instant feedback you know it left me wondering after you left I was wondering about xyz and as you can see like it work on the campuses now a lot recently we've been going together frequently on wednesday afternoons and then flint has also been going on saturdays so definitely from other faces now around the campuses and they come up and ask us questions and so it's been good to be connecting with everyone about these projects so that they understand the great things that are to come so um our objective tonight was just to review a few of the um the items that we are planning to do as well as offer an amendment to the alternative design build agreement and so for your consideration to approve tonight
068so it allow us to engage in this work further right thank you so much um questions comments you want to add anything for us from the facilities committee sure I mean I think uh maybe just wanting to help clarify for folks the uh if I understand this correctly and correctly I'm not misstating any of this but the reason it's an amendment is that we've approved the first part on the design fees and so what we're now having that design is essentially done we're getting ready for construction that's the negotiation that you've been doing with the contractor and so now we're ready with the next phase of the work and that's why there's sort of already something in place and then this is given to it um and did I get any any any right on
069the money um and I think you know see this is a ton of really good work by Jen and the other Jen and the third Jen involved in this process as well as the folks from Flint and so I certainly appreciate uh that uh everything that went into getting all of this put together uh the the GMPs within the budget is really important uh and that the work uh I think happening at the same time for both HVAC and the building envelope of those three schools gives us the most opportunity to have kind of everybody in at the same time would be at the same time and then those schools could be can move on um afterwards so I'm very excited that this is coming forward and you know congratulate everyone involved in pulling this
070off I'd also say thank you to the board Sarah for serving up the history committee thank you Flint for saving us money yeah I wanted to uh just to point out a couple of things that this board did one was to trust putting together a facility master plan which is not uh inexpensive but how it's provided a really good roadmap for this and also for this board for approving early procurement which was really saving us a lot of money don't leave that um and then also gratitude to our partners at Flint uh because of how widely they advertise the opportunity to participate in this project and to consider so many subcontractors uh in these times that's especially important I think is to make sure that you know all sorts of organizations knew that we were
071doing this work and that we needed a lot of help all right I wanted to just say a little bit more from the facility committee perspective and I wondered if you could go back to the white oaks slide um just as an example I again want to sort of underscore the thanks to Jen and team for all of the due diligence that is done around these projects and um we're not quite sure what happened okay I'm just gonna point it out you can't read the font on it but there's all these green arrows and red arrows and Jen is like really in the details on every single aspect of every single school campus making sure we stay in budget but making sure we also tuck in as much work as possible so there's a part
072a possibility to add something like the fire alarm upgrade that maybe we yeah uh this one I liked in particular because you can see you can't read the words but just the green and red like back and forth where she's gone line by line like okay yes we can do this no we're gonna have to wait on that oh we can add this in let's tuck it in um and it's just really remarkable to be in your presence so to navigate all of this so thank you so much and I hope the board has I'm sure you do but great confidence in the work that Jen is doing in managing our measure age so responsibly thank you I have a question and a comment the question I'm just curious a little to learn a little
073bit more about what the staff will have to do to prepare shorts yeah essentially they're going to be needing to move everything to the middle of the classroom and we'll be taking any tech that we feel is we'll move it off campus and then they will put the plastic sheeting on all the windows then tear them out and so that in the classroom will be protected by heavy plastic and they have security teams that will be hired to maintain some level of security when flint is getting some rest and sleeping in the night time and then returning the very next day wait you're allowed to sleep a lot of work 24 seven yeah and observing those construction hours which we want to make sure observed of course and so that's something where when it's the
074when it's five o'clock you know and all the workers to go um there's somebody there that's yeah so they're essentially just moving everything to the middle of the classroom and we're going to put plastic over it and offer the best and then afterwards we'll clean um deep clean and do all the regular cleaning and that's part of flint's scope of work so our staff won't have enough time to get back they will be allowed to come back on campus on august 13th there's just no way they would be able to be clean and get everything right so we're going to have flint um do that work for us like they did last year and it worked out beautifully everything was ready to go um so we're gonna do it again oh and my comment um
075but i saw jen at an event last week the the san Mateo county office of education have their climate ready school symposium i spoke on a panel as part of my new job um but i am learning through that role and at this panel just how respected our district is for this work that we're doing um not just you know facilities upgrades but really climate ready right like electrification and um all of those pieces and san carlo like san Mateo county has already recognized as kind of a leader in the space in california and within the county people know san carlos because of this work um even though we're a teeny district so just wanted to shout that out and it's on large part you know because of jen and your work that you're doing
076and the diligence and the care that the team has put into all of this so thank you i have an awesome team and i think it sets us up i mean there's obviously you know there's always more to do but the it sets us up well to you know adapt to what's coming in terms of we're going to have more days of high heat we're going to have more extreme weather events right and that a lot of schools in california are just not prepared because they don't have the facilities money to to be able to be prepared so the fact that we're and leading on this is going to be a good thing for our district in so many ways okay i will check for public comment on this item okay so now we do
077need a motion to approve amendment number one to the alternative design build agreement for the building envelope project i would like to move approval thank you all in favor aye that passes thank you yes um nathan has been very patient waiting for his moment to arrive so we just wanted to give you an opportunity to say a few words okay good evening everyone um firstly yes jen is late um every bit of value out of this project i can guarantee you should thank so much for the projects and it's you'd much rather work with someone like that so um but yeah no this it really like we are signed up for a building envelope project and bless dsa building envelope project basically becomes a full campus upgrade and it really is a full campus upgrade
078our restrooms path to travel fire alarm or 88 path to travel um with doors windows roofs and much higher performance buildings as well with the hvac so much higher performance um obviously less heat and cool getting in and out so uh yeah it's an incredible project thank you so much for putting your trust in us as well it really means a lot these are big community projects we're really in tight with the community and yeah we're handing out uh door hangers met a few of the locals at white oaks they're going to come over and say hello i'm going to the safety meeting with a garage a couple good old boys so yeah we're very excited to be involved um with yourselves and to work with you all to work with jan and jan and
079it's going to be a great project we got a lot of work to do in eight weeks and there's no other option with jan watching that we're getting it yeah thank you so much for putting your trust in us and we look forward to working with you the next two summers yeah thank you thank you thank you thank you so much all thank you thank you very good time did you want to share the video coming attractions or later today we were planning uh the shovel event oh yeah i was supposed to wait until it's finished so maybe just say a word about that but yeah it's pretty exciting that's right and we would like to celebrate this work and um and have a bit of a ceremonial approach to it and so our partners
080at bam pelt are very good at this so they have some really great ideas of how to involve our students with some shovels and hard hats and vests and um you know allow for us to celebrate the opportunity and really make sure that uh we break you know have a ground breaking as much as you can with a building modernization project and so we are going to be very creative with how we do that and so we look forward to those events in maybe the last week of school so that we can invite some of you to join us for that or all of you yeah you're all welcome to come so that we can kind of have a city partnership too with some of our dignitaries who are supporting our work too you can
081look forward to an invitation yes that's right wonderful okay okay along the measure age lines we will go to our next item 6c which is the appointment role reassignment and term extension for our measure age citizens bond oversight committee members right well thank you um with every good bond measure there should be some oversight from the community and we're very lucky to have some wonderful community representatives on this committee i'd like to thank uh some of the ones that are moving on and so robert jericho will be moving on after his serving his term which ends on june 13 and then we also have uh lorraine najek moving on as well in her role so she served her term two years and now she's moving on so we have some new friends to welcome into
082our uh our committee and it's amanda wong who is a parent of a district enrolled student in an active parent organization and so you can see through her application she's very involved with the widows community she has been on the school site council and may currently still be in a role there as well as the pta so we're happy to hopefully welcome her with your approval and then we also have another parent who's joining us and we are able to offer the role of parent of district enrolled student to pernima renjen and she represents the mariposa and sierra linda community and because we had melissa schmidt become a member of the bonafide taxpayer dissociation organization she will step into that role um when her first term ends on june 14 and so her second term
083she will be serving in this new role of that member and so we do need to ask if you will approve these these reassignments these appointments and the term extensions of the of those that are continuing and we've made a chart to make things a bit easier for you to see exactly who it is so just to recap we're having a second term from melissa schmidt and a second term for laura larkin and the second term for nita and lucas and then we are appointing amanda wong and pernima renjen and we're signing melissa schmidt to her name yeah and it's not their point of order this can all just be one uh yes one action one action yes and if you incorporate all the terms yes okay uh the terms meaning appointment roles and the
084term extension not the actual okay questions no just thank you to the members of our community for willing to spend their time doing this yes thank you very much that is probably an unsung hero sort of dog we do appreciate their oversight in this way i have a question about that um so now that lorraine is uh rolling off like is there an effort to then try to fill the senior citizen thank you for giving me the opportunity to tell you about those processes so we do have it posted on our website we post and so tomorrow if if these changes are allowed we will then update our website we recently i think two or three weeks ago put an ad in the daily journal to advertise our open positions and so we are making
085active um you know efforts we are also asking our current members to you know ask some of the people they may know who have who could fill these roles and we are asking also the principals from time to time to put it in their newsletter so um that this will be our next step like after tonight we would then now we have our new two new roles that would be available although the newsletters aren't always our best option for the ones that we have opened now because it would be the business organization and then the senior citizens and so typically our parents would fill some of the other roles and the opportunities and so we want to make sure we get with our rotary partners and our alliance club partners the stipulation is a lot
086of the people we interact with they the one of the requirements is they not be an employee in the school district well we have a lot of the seniors that we know that are well connected but they love them for months so maybe we have our our seniors like um you know that are right there and i'll see them at the school site but they're actually employed by the district substitute capacity but they may know someone so i've been doing some of that outreach recently as well so do we have a way to um do outreach through the senior center inside carlis really that's a good advertise through them we have a blurb in the city's newsletter and i wonder if the chamber oh i have reached out to the team here yeah i know
087the chamber okay great okay so we need first any public comment okay we need a motion to approve the appointment role reassignment and term extension of the measure h citizen bond oversight committee members as presented in the table in the agenda packet salute thank you all in favor hi hi that passes okay on 260 our food service rp award and contract please pick us off bro thank you excited to present this so um we've been through a process over several months with a consultant school food solutions and other districts involved in looking at uh you know competitive process to have a request proposal for our new vended meals for the universal meals program that we have here in san carlos so i'm excited to kick this off and here's the overview and objective so tonight's
088purpose is to request your approval for revolution foods to be our district's vended meals contractor for the 26 27 school year that is a one-year agreement with four optional one-year renewals beyond that and you know you'll hear why we decided to go out for this request proposal and get competitive vids to see if we can improve the service you'll get a summary of the process and the reasons why we selected revolution foods so while with the current agreement we have a we had an option we still do but to renew with lunchmaster one more year we felt with the feedback that we've been receiving that it would be prudent to go out and look to see what options there are since universal meals came out when lunchmaster was first selected here there were very few
089options for vendors and so um with that you know a lot of people chose the ones that were available lunchmaster was available to us and so you know i wasn't here during that process but i heard there weren't as many competitive companies out there at that time so we gave it a good time there were plenty of vendors out there let's say plenty there were seven vendors that participated in our taste test five of them submitted a proposal for us to consider but really we were looking at the feedback that we were getting from students and staff and parents that more meal choices especially those with dietary restrictions was desired with better tasting food everyone wants better tasting food but with the regulations we can only put so much or vendors can open so much
090into the food right it's not like your takeout meals from in and out revolutions was the top choice for our students who participated in the taste test and more presentable food packaging that is compostable is something that was desirable as far as the feedback we received this year so as i mentioned before we participated in a group request for proposal with three other or four of no four of us three other school districts los limitas portola valley and woodside i'll also say that menlo park also did a request for proposal separately than us but they were doing it at the same time as well there's a lot of interest in the area from vendors we even have one vendor that didn't even have an established kitchen here yet but they said well by the time
091you get to a proposal by the time you get to submitting they said that they'd have a lease on a place i don't know if they've done that or not i kind of didn't ask that question because they weren't the ones that we chose in the end so this opportunity gave us you know a better purchasing power because when you have multiple districts you're not just one district with 3000 plus the charter school is under our universal meals program so you're getting a larger contract basically with three other districts and san carlos so that was one and then i got to collaborate with the other districts i got to meet with them i got to talk to them and see what their community needs are what their community was desiring and what their feedback was
092and it was not too far off from what we were looking for and our priorities in a meal program you know better tasting meals more postable packaging more options so all those things were priorities for all of us so it was easy for us to all settle on that same vendor because that was one of the criteria of the request for proposal process we went through was we all had to select the same vendor for that first year so if after this first year one of the districts is not happy with the vendor and they think that they need to go in a different direction because it's not working out for them they can break off from the group and they don't have to renew with revolution foods they can we can we can choose
093not to it just depends on our experience the service we're getting the meals that we're getting are they living up to what the taste test produced are they living up to the production are they living up to the promise of compostable packaging that we heard and was part of their proposal and why we chose them as our preferred vendor for next year so here we have the you know the evaluation priorities they had to meet the state and federal meal requirements they had to have operational capacity to serve not just us but the other districts as well our current vendor is serving out of pay work and so this vendor is at their main kitchen is san lorenzo so it's across the bay but it's doable because they they have other districts that they're serving
094as well so they're going to be in the area quite a bit and you know they have had experience with school meal programs and revolution foods has experience with food meal programs such as student experience meal quality and student taste was something we wanted to incorporate into the priorities packaging and presentation and the overall district needs right being able to serve cold meals that we can heat up and being able to have an ordering system that is friendly and make sure that our school sites have the ability to do that seamlessly to make sure that we can also track the meals to make sure that we're reducing waste and support another thing you're going to see is they provide support and incentives for students to eat healthy but we'll say that in the student experience
095some of the things that were said by the tasters you know mozzarella sticks the mozzarella balls were creative mozzarella bites were creative and tasty i couldn't say that for a second chicken salad was tasty the alfredo was creamy and had good flavor these are all comments from the people who participated in tasting the meal felt like a good combination of being healthy and tasting good for students the cheesy mozzarella was to die for i like the chicken salad and the biscuits combined made such a marvelous taste so those are just some of the comments tasters also noted that the composable trays were something that was better than we're currently getting and an improvement so plastic film covering was something that students are currently having difficulty taking the plastic film off of the meals and so
096there's a picture here in front of you the handout on the back you can see the packaging is going to be the composable packaging on the right and then the taster also mentioned that the film would be easier to remove going in here so when we're talking about the taste and presentation of the food you know the structure and capacity of the vendor we talked about that the overall cost of the contract the cost of this contract is only going to be an increase of three cents per meal for our lunch over our current contract so the breakfast was a match two dollars and 45 cents per meal for breakfast which is exactly what we're paying this year so there's no increase there if we were to renew with our current vendor we would have
097seen an increase in that price the lunch price is only increasing three cents per meal so the recommended vendor you know we had everything on our checklist fully compliant vended breakfast and lunch meals proven operational capacity and direct we address the student feedback on the quality and packaging so those are the reasons we're recommending it comprehensive support so on the front side of this this was produced by revolution foods and so this is a highlight of their their four they're saying four standout breakfast options so the more popular options that they are presenting to us this is not all of them this is just the four that they're highlighting and you can see that the way that they're presenting it they're giving all the nutritional value they're they're they're having incentives like i said the
098incentives is a rev up rewards program for students so students can have a qr code and they sign up and then they can have a count of how many meals they have per month and then there's a monthly drawing at the end of the month on a friday so they'll have a drawing and they'll have prizes for the students that are participating in the meals so there's also surveys that they have and informational nutritional handouts and flyers for parents will be available as well so we're excited about this partnership with revolution foods you might well say the objective was to inform the board about the process and who we selected and then the outcome is hopefully to seek approval of the new of the food vendor that was the winner of the part that you
099process and evaluation schools thank you ralph great forward for clarifying questions or comment can you clarify is there still going to be a plastic wrap or covering and then they obviously have to cover the food so yes yes there still will be a plastic film over the cover the tray itself will be composable it's just that plastic film we will continue to push them to have another option but we're going to see that plastic film on pretty much every vendor's packaging unless we go to a family style buffet style where they you're serving out of the tray and we just currently we don't have the capacity for that we just got approved for the kitchen infrastructure and training grant that's this year we're being awarded 66 000 so we're in the middle of putting together
100plans to improve the experience for the staff and the students and that comes in the form of you know maybe we're going to look at better sign boards for menu menu boards so they can see what those options are better serving tables right now we're using foldable table where we can get kiosks where we have the sneeze guards and so when students are self-serving some of the vegetables out of the trays and the fruits we can have that sneeze guard there and it's a rollable cart so we can look to implement some of those practices to help improve the experience and then we're talking to jen gabri today about what milk we can get milk dispensers so we can explore our milk dispenser something that we can implement to save the waste on the cart
101and so we're looking at those options and using the kit grant not only for training and retention of staff but purchasing those things and implementing those practices to not just rely on the vendor for improving our systems and improving our and reducing our waste but seeing what we can do on other sites i have a question about you answer like what happens after a year and out of the four school districts one of them decides to want to continue um is there a certain minimum number of districts that need to agree to continue and be given that we kind of did a group rfp pre-process or if all three besides us want to walk away and we still want to use revolution foods is that an option it's an option yeah there's no minimum or
102maximum have to continue after the first year so the requirement is that one year and there is an out clause if things aren't working we do have the ability to change mid-year if things are just not working and they're not living up to the expectations and what they promised within the proposal you know we talked about what happens you know if we are at that point what do we do well there are some districts that have contracts that are called piggyback contracting so they're eligible for a piggyback contract so we can jump on and we can quickly move to one of those vendors that is approved on a piggybacking contract if we are in a pinch and we need to get a vendor and we don't have time for an rfp process does it impact
103the cost it may impact the cost in time we change vendors there's potentially a cost i mean if we like if the scenario where we're the only one that wants to stay with this contract the prohibition no it shouldn't affect the future costs it shouldn't fall off the agreement what i guess the question so what what was the benefit of a group rfp there's no there's no did group discount or like the benefit of the the group rfp was us to get a really aggressive price to drive that cost down because you're now in bulk you're four districts versus one so any vendor coming in they're not just coming in and serving us and giving us a price they're going to give them a more competitive price because they have more volume correct with the
104four districts we structured it that way and the vendor might not be in agreement with that but their incentive is to do a good job and so they're confident that they're going to do a good job and they're going to keep our business so that was the thought process behind that structure and the vendors know that and the vendors really have to step up and do a good job in not only this year but in continuing years that we renew them in future sounds like it's their risk for year two and beyond this you know something will start to walk away then their costs might go up but doesn't i think kind of i read the contract that it's cpi adjusted costs to us right so then it gets passed on any recent costs to
105us so it's just a one-year contract you write the contract with higher pricing no because no we renew we're going to we're we're subject to the cpi increase for renewals yeah yeah well what i want to ask you about just because i think out of everything that people have talked to me since i've been on the board food has probably been the number one complaint to be honest uh yeah you know families other kids just this comes up all the time and so i think it's you know this is sort of the moment of like okay well we left our previous contract early good we're finding a new vendor that seems to you know it's always exciting the upfront momentum okay there are a lot of promises on the table it's going to be a
106lot better how will we know like what will what is going to be our process for understanding if this is working out for us that's a great question we're going to you know participation rates will be one indicator and if participation rates are going up we know that hey students are are enjoying it and they're participating in there and they're you know they're getting it every day we will seek feedback we always get feedback whether we are soliciting it or not the food servers that we have there's a few of them that have been around a while and they talk to the students all the time and they see the reaction so being out there and observing and talking to kids i think is how we're going to get that feedback we still have the
107committee that sheila heads up to make sure that we have the feedback through that group so we can solicit feedback throughout the year to make sure that we're evaluating not only the quality of the meals right and the participation rates but are they following through and we have that evaluation process to fall back on every year i guess i would be interested in hearing some sort of report back i don't know halfway through the year or the weekend of the year at some point yeah we can have a sense of what are we hearing as the response back yeah follow-up if i may just a reminder that we're obligated to do this and it's very very costly to the district and so one of the metrics we really have to keep our eye on too
108is the delta between what it costs us and what we're reimbursed so i think it's just a reminder to us that in the absence of having a cafeteria the food options that are available to us will always be less than what we would like to see but especially within the condition of the budget we have to be really careful on cost escalation i think related to service of food and waste etc do we anticipate that we'll need to pull from general fund to cover a slight increase in price we do not at this point well we have been using general fund to some degree to fill gaps right with because of the waste and the lack of of free and reduced lunch forms so it's not as if this is completely cost neutral right this
109this year it is we are okay we are turning a profit nice in fund 13 as a result of the participation and waste it is the sites have been doing a great job with their ordering and making sure they're they're making sure all students are are given an option so we don't want to run out of food so that's a fine battle but you don't want a student to come up and not have a choice because they ran out but also limiting the amount of waste at the end of the day is they've been doing a really good job monitoring that on the site level so we are in the positive for instance we're projected to be the positive for the year awesome and we're going to continue with the process where the sites do
110the ordering not going back to a model where parents have to worry about the menus and not going back to that is correct we're going to continue the day-to-day operations are not going to change point of sale system we're still going to be using nutrition to count the meals and make sure that those are claimed appropriately so the claiming process doesn't change the day-to-day operations doesn't change the only change is the who is delivering the meals and the meals that they're receiving and then the ordering process but who's doing the ordering will not change the same people at the sites that are responsible now will be doing the ordering next year and we'll be working with them closely another comment so i wanted to share with all of you some highlights from some letters i
111got from some third graders in our district their teacher was having them write persuasive essays and half of the class chose to write about our lunch program and the things that they think need improvement and so the teacher reached out to me to ask if they could send the essays to me and i was happy to receive them and read them and you know they wrote very passionately about all the things that you know we've heard from other people as well in terms of the meals needing to taste better needing to be better quality they want more choice they you know even in third grade want there to be you know less waste you know better packaging that helps the food stay fresh and not get soggy and so i wanted to you know i
112told them i would share that feedback with all of you and i also just wanted to recognize and thank them for you know both for the students for writing about something that you know is important to them and impacts their daily life and to the teacher for them taking the opportunity to kind of give the kids a mini civics lesson on like here's what you can do when there's something in your community that you want to improve you know you can write letters to the people who make the decisions about those things and the kids it sounds like are really excited to realize that there are like actual humans on right the decision making and that could receive and read their letters and consider their feedback so i just you know wrote back and told
113them how proud i was of them thank you for doing that and i know some of them hope to be here tonight to give public comment but it is 8 15 on the school night and they're on the third grade so i don't have any of them are online um but i just wanted to share that feedback and recognize them and say thank you to that teacher that was yeah absolutely very wonderful i have a couple more things i know can i just pause and see if there is public comment before we do our final celebration celebration but this would be the time for folks on zoom if you want to raise a hand on this item give it just a minute in case there are any young ones needing to get to bed not
114seeing any hands okay just quickly i just wanted to confirm that they there is going to be like vegan vegetarian food three type options yes okay and then i guess my other thought was you know before we lose access to like lunch master data i wonder if we pull it and you can see put an intern on it to see if there are trends related to i imagine the menu things are not necessarily that different although like i i agree like colin at tl knows every kid's craftsmanship about everything in which dishes are popular i do think in the beginning there might be a lot more waste just given that you're it's going to be a lot harder to predict um you know cheesy mozzarella is to die for every school site has different reference
115yeah and then it will move from school we have so so few grade levels in each school that you have populations that then move up the next year to a different school i don't know like that data would really excite me to look at but i will stay out of it you know it could be interesting to sort of see if there's a way that we've had used the information we've collected over the last many years to help inform what we might do with our new vendor revolution i will look into that we have lunch master through summer school so they will be our vendor to serve the students that are participating in summer schools so we have some time with them and i can definitely see what data is available that we can draw
116from them before we transition questions comments i will approval our approval update contract to all in favor aye all right it passes we have a new food vendor for 26-27 thank you it's very exciting yes thank you um so we've been going for almost two hours do people i think we might still have maybe half an hour do you want to power through or do we need a two minute stretch um i need a quick break okay let's take two minutes um so we will recess briefly all right the board is back in session we are on 6e approval of the technology plan this is also ralph thank you so the technology plan is back in front of you on march 12th it was in draft form so it's in front of me tonight for
117approval so this plan is revised from the last time you saw it we had instructional leaders and our team looked through it and provide feedback this plan is a comprehensive plan that provides a framework to guide the district's work and instructional technology infrastructure cyber security alignment and responsible technology planning it supports the district's whole child approach by ensuring that technology investments are connected to teaching and learning across student teaching and learning student access digital digital citizenship staff professional learning and operational stewardship some of the revisions that are noted the plan is now clearly connects technology to the district's learner profile plan also has more specific language around responsible and ethical artificial intelligence use including ai literature expectations staff guidance annual review of ai practices and a process to pilot evaluate and scale ai tools before
118broad implementation other feedback and edits strengthen the professional learning section by clarifying the need for structured training dedicated time and alignment with available resources the infrastructure sustainability second was also expanded to include more specific language around using data analytics license utilization support trends user feedback and cost effectiveness to guide technology decisions the feedback also formalizes an ed tech product review and approval process find the plan includes clear language around cyber security governance affirms that the district maintains a separate cyber security plan an incident response plan aligned to the national institute of technology cyber security framework as well those operational plans are maintained internally for security purposes so overall the technology plan was intended to serve the practical roadmap for technology decision making over the next several years staff recommends that before to prove the technology
119plan that's in front of you in the agenda there's also the red line version sorry that didn't get in right away but the red line version is there to show the differences and the feedback what and that created the changes thank you questions or comments thank you for this very thorough plan it's clearly obvious that we need to be up to date in all these areas we operate in so i appreciate the time that was put into creating this plan but their motion to prove that did not you all in favor aye that passes thank you for shaving 15 minutes all right uh now we will do six f an amendment to the agreement with after school care and enrichments so because of the summer slam and all the great work is happening that jen
120gavrie is leading we want to avoid any risk and any safety concerns so the ace after school enrichment program that rents our school our classrooms year-round on several sites they're renting um space a room at printmakers heather and white oaks they will not have access to those three sites as a result of the construction you can imagine trucks going in and out parents going in and out kids running around so we just would rather avoid any risk there and so they reduce their program and they're taking their program and they're housing their program at the other rooms and so there was no need to expand and add any additional space for them at the other sites they're able to continue their summer programming with the existing space they have at the other sites that they're
121currently running but because it's a year-round lease and we have five-year agreement with them we had to do an amendment to that agreement and so the amendment is in front of you this is amendment number two for ace because a similar agreement was made with last summer when construction was happening they lost access as well so this is a pro-rated rent for june i can say pro-rated for july but they're not in there in july so we're not charging them for july at all and then a pro-rated rent for august for the days that they have access to the classrooms they can get in there with limited access if they need to get something out of it only with pre-approval from the district and so they'll have to contact me and all that they're coming
122to have jan gabriel and they'll have to say okay yes you can go in there at this time because there's nothing happening and you have to work hard at you can't you can't stay too long you want to go in and grab whatever you need supplies whatever it is you brought and then exit properly i know jan will follow through and make that happen so the estimated income revenue loss for this is forty four thousand dollars you know seven hundred and forty four thousand twelve dollars is what our discount is for them for them losing the access to those buildings i will make note that you will see a similar agreement next week at the next board meeting or the san carlos belmont after school program they also have programs at those three sites but
123as a preview they will be renting one room from a rondo because they couldn't squeeze their programs into the existing spaces so it's a much more intricate maneuvering with their contract because it's not only an amendment to their existing contract that contract ends june 30th 2026 and so july and august are not included in that contract we're also bringing forth a new five-year agreement with them where the beginning of that five-year agreement will be that prorated rent at the beginning so we won't have to do an amendment to that we'll just include it in the contract as presented the third item for them will be the short-term rental agreement for the one room that they will be renting for three months june july and august that will be all coming to you next week so
124with that i will take questions about the summer slam and the effects of the summer slam i think we need summer slam t-shirts welcome to the summer slam any other questions on the ace amendment their motion to approve that of approval oh thank you there a second second all in favor all right that passes any okay 6g reappointment of parcel tax citizens of oversight committee members it's me again thank you so the current members there are five members currently their term expired and each member has agreed to continue serving in their role in accordance with the committee bylaws members may continue to serve when reappointed reappointing these members for an additional two-year term at the beginning of may 8 2026 will provide continuity of oversight and support the committee's ongoing audit function the item up
125for approval is the reappointment of the five committee members for the district partial tax oversight committee elena corso scott jeffries betsy cofed ross kirchner and katherine sherman the district passed measure n in 2020 on march 3rd and requires an establishment of independent citizens oversight committee the committee role is to review and report the expenditure of measures expenditures of measure n and revenues to confirm that funds are used only as the stated purpose on the ballot the five members up for appointment have done an excellent job serving in this role and they've been vital to the process and it is recommended that the board approve the reappointment of the current parcel tax citizens oversight committee members for an additional two terms commencing may 22 year term for an additional two-year term commencing may 8th questions thanks
126to the committee members for being willing to to deserve fulfill the support of duty for as part of our parcel tax thank you another approval of 6g okay thank you all in favor aye passes and this i believe is our final action item which is the approval of our 26 27 board meeting calendar and we have pushed this out and checked it with folks as you know through the year we often drop some of these meetings but this is the draft calendar that i would like you to approve and then we can post it and make it good we have a quorum we believe for the july 9th okay no public comments motion to approve so thank you all in favor i can start planning around your 26 27 calendar okay uh now for future
127agenda items there are a lot you already saw from gen g a preview of coming attractions on the uh hvac project gmp uh no the tk tk sorry tk project gmp um amendment of oh yeah the amendment of the jua for the city you can always jump right in uh the san carlos charter annual report um where we have a grant award from peninsula clean energy that you get to consider and then a lot of l cap and budget things tell me now wonderful okay and now we are on to public comments uh we've reached the portion of our meeting set aside for comments from the public about matters that are not on the agenda but are within the subject matter jurisdiction of the board we will limit comment to three minutes um and to
128make everyone aware that due to provisions from the brown act we are prohibited from engaging in a discussion with members of the public on their comments on non-agenda items and this is to ensure procedural fairness for all members of the community we can only discuss an issue if it has been publicly noticed on an agenda in advance um so now would be there's no cards in the room if anyone online wishes to make public comment please use the raised hand feature now okay all right um then we will move on to employee group comments and dan let me start us off please uh good evening uh our our ptas and our parents of our students uh and our own students have been uh celebrating teacher appreciation week this week and i just want to thank
129our families and our ptas and skef uh for all the efforts that they've made to feel make teachers feel special and educators uh there have been like daily coffees many lunches like they've really gone all out this year um parfaits sweet treats flowers um gift cards student-made cards my uh my room parents instead of having kids bring flowers from their own gardens brought lots of seeds for the school garden which was really cute um and so uh teaching is a very rewarding job and uh our generous families make it even more rewarding so i just want to thank them and i'm a little sorry that our administrators don't get the same kind of appreciation probably um so it's i think that it would be nice if that was part of it as well so might
130need to think about that in the future um and nicole martin is giving us a little heart so um anyway i just want to thank uh all of our families and um and administrators and the board for supporting teachers and our paraprofessionals our school counselors our school nurses um so thank you that's it thank you dan now camilla why is my video okay there we go uh okay so may is a definitely a busy week or month we started out with may day on may 1st and um the kindergartners and uh first graders went out and delivered flowers around the neighborhood um and our teachers and paras uh realized that some of our kids were not able to do that and so they thought of ways to include them um the paras took them around
131and gave flowers to staff members which was an amazing way of making sure that everybody was included um so i love that they did that um at heather were also being inclusive uh of teacher appreciation the whole staff gets to be a part of it and i'm i'm so thankful for that our parents um came in on monday in the morning and all the flowers that the students brought in they broke up into vases and delivered them to all the staff um that was a fun way to start the week um jane tinney had arranged a um trip to the giants game for classified and teachers and we had a great time doing that although the giants didn't cooperate with us so that was kind of sad but um i just am really thankful that
132uh the parents are doing as much as they can to show their appreciation for all the staff um because although classified staff appreciation is next week we're going to kind of do more of a awareness because uh our parents have done such a great job of appreciating all staff so we're thankful for that thank you for those highlights all right and now we will be going to board member comments would you like to start thank you i guess uh since our last meeting it's been a little while since we met but uh in that time uh a few of us i think got to attend the saint carl's foundation dinner which was uh celebrating the saint carlin of the year and then the saint carl's business of the year and for the saint carl of
133the year they selected vicki mueller who has been a uh was a teacher in the district is still a substitute teacher i believe and has been involved in everything all around town from the kiwanis club lions club hometown days chickens balls committee it's just a thousand things and i think this is at least i've been to this twice and both the last two years have been folks associated with the district have been selected as uh the saint carlins of the year so i think this is a good place to if you're if that's something you aspire to come work for the district uh you those wishes can be fulfilled um and then i think the other thing i'll just mention is uh somebody was asking me recently about sort of what's the time commitment of
134being on the school board uh and i was kind of you know adapts and flows and then i remembered that this was may and this is definitely the end of a commitment to the school board thing so this flow sorry the the fire hose of things coming in but it's uh because we're uh sort of the point in the school year that we're celebrating coming towards the home stretch here and so uh i absolutely appreciate it dance comments and we celebrate the teachers and other staff uh and everybody hold on to your socks we have a busy few weeks in front of us and then it's sometimes i'll just piggyback quickly on the gratitude for our staff um i don't know how long this has been the case but i feel like a few years
135on social media this has become maycember yes um yeah so hundred days of may yeah it's a lot for parents it's a lot for kids it's a lot for staff between state testing and finishing up the year and all of the events and it's all fun and exhausting um so thank you to our teachers our classified staff our district office staff our administrators everybody for making this a fun time of year and putting in all the hard work that you do every day thank you i'll just echo that i think big thanks to the community and on the final leg it was a lot um we're almost there but the the events just keep going i attended walk a jog that was last weekend if i remember right and it was my first time and
136it's just cool to see a bunch of events as we saw on white oaks as well and um the community just keeps going so thank you to everyone involved and i think we're on the final leg or the flow of it um everyone said everything i wanted to say i will say that at the community foundation event it was just so great to have so many people there that were connected and and um like i personally i'm very familiar with vicki miller she's both of my kids favorite substitute teacher of all time i apologize to all the other substitutes um she's so well loved and it was so great to see her honored um and i think the other thing that was great was you know they highlighted a lot of the grant recipients from
137the foundation and there were a lot of familiar organizations that we also partner with and work with that were mentioned like healthy students tutoring each clean corner um st. cromwell's children's theater i think uh jasper rich farms which comes out to heather every year for abilities fairness week and so um yeah i i just thought it was a it was a great event so i'm really glad that i was able to attend with jennifer forest and then i appreciate all the staff and the parents um and students who are making this week special for them also appreciate that it's state testing this week next week and for some the following week so kids get your rest um and then i guess one final thing i i think i mentioned earlier that i listened to the
138sequoia union high school school district board meeting and what i actually really liked and i i'm assuming this is the right time to say it was they actually took public comment at four agenda items they took it at the beginning which i think was useful because as the staff was presenting they were then able to sometimes highlight like we heard from this in this in public comment this concern here is the slide that addresses that and it also allowed the board members when they were kind of um sharing their thoughts things they could also then kind of take into account sort of what the public had voiced into what they were saying versus kind of waiting till the very end like right before we're about to call a vote to hear the opinions i think
139it made for a kind of a richer presentation from staff as well as the discussion by the board so something to chew on and consider potentially is it a shift maybe if we want to do that but i just thought i put that out there as an idea i still like public general not to comment later but for each agenda i don't know anyone has any other we can talk about that but maybe not so just put that out there thank you um well i also had my talking points to thank all of the teachers and classified staff school leaders and really everyone in the schools for all of the spring events and i guess the spin i would put on that is it feels like a lot of extra but i think it's so
140critical to the culture that we promote in our schools the culture of inclusion and belonging and celebrating the diversity of our families our educators our staff and they're you know these events are part of the glue that makes us a cohesive and welcoming community so i really do appreciate the extra time that everyone puts into pulling off all of these events in short succession here and then i want to give one other little snippet from the facilities committee as we are racing through phase one and phase two work on our aggressive timelines we're starting to think about how we might refresh the facilities master plan next school year so that's sort of the coming attraction and now that we are checking off a lot of our climate readiness projects i think if food is one
141of these issues where we hear some of the most comment from our community then considering how we could incorporate some type of cafeteria scratch cooking facility that's really the only way i think we get to that next level of both quality and waste reduction um you know right now we're in a situation where we have to pick a vended meal service um but we are at a good point in time where we can um start to do that refresh of the facilities master plan and think about what we would want in a future bond little highlighted things to come that now it's me i will turn it over to say one other thing this came to mind i don't think we've met since nancy maggie passed away um maybe you were going to say something
142but i just wanted to recognize and honor her work and all that she did in her life that was too short but on behalf of all of the the schools and the students in our county her legacy really is something that will last thank you uh well yes may is the month where we formally recognize the people making our schools and district really great and i look forward to being with trustees on campuses bringing coffee to everyone uh because we do that together for uh everyone from um bus drivers and nurses and paraprofessionals and classroom teachers so i look forward to that uh my next item has a a little visual uh our jenn Jennifer gavrie was at a conference where she was recognized by the san matteo county office of ed as a sustainable
143and climate resilient school challenge standout leader in her comments she said creating climate ready classrooms is a priority of the carla school district as it is the focus of all phase one work for our facilities master plan we are grateful for this recognition and award and are thrilled to be a partner in this work and such a collaborative county focused on sustainability and climate resiliency so congratulations to you jennifer and finally i did want to um recognize that nancy maggie has passed and to honor her she left a lasting impact throughout our our community i think with the big five and safe and supportive schools early learning she was a major force starting the big lift which is still a big project in our community environmental literacy was really important to her she was a
144friend and a supporter of our district and this board and i think she will be missed and so i'd like to close our meeting and honor and i love that suggestion um i do have to announce that we are going to go into closed session to discuss items 13a and 13b and check for any public comment on closed session items okay seeing none um we would like to as a mark of respect for the passing of former county superintendent nancy i will close the public portion of our meeting in her memory and we will now adjourn to close session all right uh we will now leave closed session and reconvene into open session pursuant to california government code section 54957.1 no reportable action was taken on closed session items 13a and 13b so we are
145now officially adjourned and closed out