2024-06-03 CSD99 Board Meeting - LIVE EVENT

001e e e if you would call please cly car Caston here Christ Espinosa here cherro Fuller here Jenny hagstrom here Terry pavich here and Don Runner here having a quorum uh let's please stand and say the Pledge of Allegiance I Ali to the flag of the United States of America and to the Republic for which it stands one nation under God indivisible with liberty and justice for all Hank I'm going to turn it over to you for student recognitions and I'm going to invite courton up all right well good evening everyone um I don't know um what number board meeting this is that we're recognizing kids and it's just awesome like we've done this now for so many board meetings in a row and get to recognize um how amazing our students are and the

002amazing things that they do and to watch them and be able to see them perform at the highest levels is really just super incredible and makes my it just fills my heart um it's why we do this work and so I'm really honored tonight um to talk to you a little bit about our girls and boys track and field teams who um both have had some pretty outstanding accomplishments at the state meet over the past couple of weeks and so we'll start um with our girls track and field team um our actually both of our head coaches um for boys and girls are on vacation um which is well deserved um they have a very short window of time between the end of school and summer camp and so they're using their time wisely so

003um just before we get started I would like to shout out to both of them um for all of their work um this is a really incredible uh two teams and they these young people could not be where they are without our coaches so thank you to all of our coaching staff and I'll call up Tim McDonald right now who's our assistant uh coach for girls track and field and he's going to um introduce the girls and talk a little bit about their accomplishments today welcome uh we we had an outstanding season uh there are so many girls that turned in incredible performances uh the number of school records that were broken this year uh was just an impressive uh list uh so we want to recognize our our state medalists uh so I'll start

004with the 4X 800 uh so we're recognizing six girls one of the girls couldn't be here because that lineup changes as it we go through the levels uh you know depending on the meat uh and so I wanted to recognize uh P fer first uh so come on up you you guys can stand yes please uh pa uh ran for us in the prelims uh and and allowed the team to qualify uh for the finals uh and so she did an outstanding job for us uh and we really appreciate what an outstanding season she had uh the finals uh were LED off by Sarah [Applause] Paul by Sydney natuk followed by Ava Gilly [Applause] and Lily Edington was the anchor of the relay that day and uh while they were they were second uh in

005the State uh that day to an outstanding Prospect team uh this was the fourth fastest time ever run in the state of Illinois uh and so it says a lot about uh this group uh it was uh just an outstanding uh event people have talked about it as the greatest 4x8 that's ever taken place cuz barington was 1 second behind us uh and so uh it was really an outstanding race uh to see uh so uh you guys can take a seat and I'll recognize the individual medalists uh as well we had a a Ninth Place finish uh in the 3200 meter run uh by Audrey Caston so come on up running the two mile at the State uh track meet is uh is a very difficult thing because they managed to put the fast

006heat at basically the hottest part of the day uh and so uh it's it's a tough race and she did an outstanding job uh the whole time uh the last stretch of the Season there as she ran it uh we had uh Ava Gilly come back in the 800 uh finishing Ninth Place in the 800 meter R and lastly we had a Seventh Place finish by Lily Edington in the 1600 [Applause] M uh these events combined it was a 19th Place finish for the team uh just a fantastic season for us and we're really proud of all the achievements by all the girls uh we had a number of uh girls down the largest group we've ever had and I think in the end we figured out there were 11 events that finished in the

007top 14 in the State uh so it was just a fantastic group of girls and we look forward to uh next season as a lot of these people are back with us so so thank you very much before you sit down coach I have a couple of proclamations from our Villages rep uh celebrating our students accomplishments so the first one is from the village of Downers Grove uh mayor Barnett who recognizes the 4X 800 meter relay team recognizes all of their hard work and the work of the coaches and in the end proclaims Thursday June 6th is Downers Grove North High School Downers Grove North High School uh 4X 800 meter re team day the village of Woodridge uh in honor of the second place finish also recognizes uh the team and proclaims today Monday

008June 3D as Downers Grove North girls track and field team day all right thank you to our girls track and field team and thank you Tim for being here tonight um I'm just continually impressed by this young group of women um I get up and it's like I I I can't even run a quarter of a mile and these guys are like zooming and I watch them in cross country and track and field and I see them outside at practice every day and it's really just incredible so definitely something to be recognized so thank you guys for being here tonight um our next uh recognition there we go thank you is our boys track and field team who also had a really uh great state meet uh to one last weekend um all my weekends

009are getting mixed up here so again uh Mr Adelman our head coach couldn't be here this evening um but representing our boys track and field team is our assistant coach Eric buot so I'll call Eric up to to introduce that uh so I think that uh sometimes track and field kind of gets construed as this very individual type of sport you know there's 18 different events and at a lot of points in time we're running individual on the track um but when you kind of strip the layers down a little bit it becomes very much a a team sport and I think that was kind of the theme of this year and I think that it was kind of the theme of the state meet as a whole and and you know we had two

010state champion events the 4x8 and and the mile um along with Ryan and Vince as as individuals and seeing the team uh you know whether they were on the medal stand or not uh celebrate their accomplishments as if it was their own um I think we we got a lot of that uh on video and and and posted it out the social media as well with with Phil watching people celebrate those uh Awards and accomplishments as if it's their own I think was kind of um was it was really kind of the the secret behind a lot of our success this year makes it a lot easier uh when you're out there on the track to uh to to do that when you know you got a team and support behind you um so we're

011going to start with our 4 by8 here calling the boys up um and I'll just uh one by one I'll call you up uh will Sarat Grant Schroeder Phil supal and Ryan Edington and Isaac get on up here too Moss all five of these gentlemen were uh in one way uh one shape or or form were a part of our 4x8 state champion um Isaac here was a part of it throughout the course of the Season uh and obviously played a big role here and in prelims um at finals we had uh we had will uh to uh to soup here to Grant to Ryan and watching will as a sophomore uh you know will Sarat here get that out like you know to the maturity that you showed Towing the line like you're the

012one that has to you're waiting there for the for the start of the meet you're waiting you're tone the line in a lot of ways it's kind of the highest pressure you know to get in up there and and you handled that like like a senior wood it was really awesome to watch um sual same thing taking care of uh taking care of your business soup is just matter of fact all the time cold blooded out there uh gr you know you got out got out hot in that thing I was a little bit worried and he held on he held on and and I I don't know if I've ever seen someone waiting for the Baton uh you know as the anchor in the lead of a 4x8 cool as can be you know

013our senior leader Ryan Addington there closed it down got the Baton in first finished in first uh that was awesome uh as far as our individual events here uh Phil suil a individual state champion two-time state champion as a sophomore that's kind of rarified air there um we knew yeah yeah sure Phil as a um he's not fast for a distance guy he is just fast and we knew that was the case and we knew that if he was in it uh that last lap particularly that last 300 that he was going to be in the mix and he was more than in the mix he he won the whole thing in that event so we uh and uh yeah more more work to do though right uh Ryan Edington uh you know kind of

014one of our senior leaders here uh it's a really it's a tough double 4x8 800 uh it's one of the toughest doubles out there um and to come back you know running all those events over the course of two days and to get you know third in the 800 coming off the 4x8 super impressive third place there Ryan uh and Vince who isn't here tonight uh Vince got fourth in the long jump Vince actually uh pulled his hamstring on the third jump in the long jump he was uh he was seated first going going in in in the long he was seated second in the triple jump and um to Vince's credit you know obviously that that hurt that he wasn't able to kind of go go to finals and and and jump and and

015triple jump he was also on a 4x1 that had aspirations uh to maybe get the day two um but Vince when that happened he was there for the team he was there for the squad and on day two a day that he hoped to be competing in finals he was there supporting the group and that's just the kind of guy that he is he's a competitor everyone knows that uh but sometimes what you don't see is the true character of these guys and how much care they have for one another and he was one of those guys sharing in your success as if it was his own um and uh and I think that's indicative of how this team operated all year year long thank you gentlemen thank yeah Eric you need to stay up

016here but one of the things really quickly that I think um I Eric and I were talking about it these guys uh the boys team and I wasn't in Charleston for the girls meet but for the boys meet you think the cicas are bad here it was unbelievable in Charleston last weekend when they ran and it it was so crazy and just to like to they were batting them out of the way as they were running they were just everywhere and so I just want to give all of these guys credit because it's distracting like you think it's distracting here oh when you're running an estate meet to that level um and figuring out how to navigate through that it's definitely something that to be to be commended so congratulations to all of you um

017and it was really exciting to see all of those races so thank you very good we also have some recognitions from The Villages for the boys uh the first one uh is from mayor Barnett in the village of Downers Grove and recognizes uh 3200 meter relay team uh for their accomplishments in becoming state champs and uh names Tuesday June 4th is Downers Grove North High School 3200 meter relay team [Applause] day villager Woodridge joins in with the 3200 meter relay team with uh mayor Cunningham and uh recognizes Monday June 3rd today as Downers Grove North boy track and field team day thanks and then uh Phil Phil sual is uh recognized for uh state championship in the 1600 meter run by mayor Barnett in village of Downers Grove and proclaims Wednesday June 5th is Phil

018supal day in the village of Downers and mayor Cunningham in the village of Woodridge uh recognizes today also is Phil sup old [Applause] day pictures yes yes so um if I could we're going to take some really quick pictures we will we can't let you get out of here without a picture so um let's take the girls first we'll come right up here board members and we'll and parents if you'd like to take a picture feel free to come on up to enjo you're not going to be like in the front excuse me [Music] to my I'm good I'm good all of us all right we do have the meeting and you're welcome to stick around if you'd like to but you're also welcome to go [Laughter] wasn't about to my nose in of cleaning

019out the closet like well yeah well there goes the crowd you know we know how to clear a room fast well that was the fun part talk about a meeting and you all leave all right um item number four we have no visitors so I'm going to move on to item number five and turn it over to Hank or Workshop issues all right we have a few topics to discuss tonight uh the first one is counseling and student Support Services I'm gonna turn over to Scott to drive this you're my van that I'm gonna mess this up on you turn it over to Aon s before we do that I want to thank them for their leadership and guidance year after year our uh college and student Support Services um it's a big task and

020they do a great job with it so I appreciate all their work and it's really their work that they're really going to talk about here today so I'm really just clicking and I'm probably going to mess it up on you guys like ding figure it out look at that all right I'm out see you guys all right well um so Sarah and I are both really happy to be here tonight to share some of the the services and also the celebrations over the last year um around our counseling and student Support Services Department specifically tonight we're going to talk about global supports Universal supports that are available to all students but I will start the presentation by giving you a little bit of context on how that fits into the larger system ding um so

021again tonight we're going to talk about tier one we're going to talk about those global interventions and supports that are available to all students but we did think it was important to highlight that those fit within a system that we have at the school um mtss is the acronym we love acronyms and education um multi-tiered systems of support and so when and if the global interventions what we have available for students um isn't enough for them or it emerges that they need a little bit more um attention and love in a certain area we have other tiers of support that we move into um some of those examples are on the slide for you um in terms of like a transfer student group is one thing that's just a little bit of extra support in

022a specific area and then tier three really signifies those individual plans those IEP and and special education plans um we'll talk about tier one night so things that all students are able to to access so we wanted to start with how students access social emotional supports and this is um I guess represents both North and South if there's any differences we'll chime in and make those clear um but each building has an on call system and Sarah's going to go into that a little bit more depth but what that is is at any given time if a student comes down to the Cs office or we get word that someone is in crisis we have a system to respond to that there's always a designated person who's available for on Call occasionally that won't be

023a member of a student's Alpha team that the members of their Alpha Team may be in a meeting but it does assure that we're able to get there quickly get some assessment done and get some interventions for that student um also students and practitioners can generate appointments at both buildings we use a QR Code system for students we have found um actually post pandemic that that has been a really good system it brought the QR code back alive right um and it also supports um good executive functioning skills as they leave us they're going to need to know how to take initiative and make appointments with with professors or make appointments with their boss and so we find that students really do utilize that uh we put posters up around the building with those QR

024codes and they and they do seem to use that system so we're we're going to keep it as far as we're looking forward um practitioners can always generate appointments that would be if a c a counselor or social worker sends a pass for a student occasionally that's also like setup check-ins that we put into place with students so we can request them that's also where our course selection um appointments come where we're picking classes and things we would consider those practitioner generated appointments because we're calling you down to talk to you about something both schools also have a system of a referral from staff members we have a Google form use a Google form as well that we send out at the beginning of the year so that if a teacher is noticing that the

025interventions at the classroom level are not yielding the results we want or they think that something else needs a little bit of attention outside of that classroom environment or they're able to to you know get to know dig in into really what's going on they can refer that student for check-in from the Alpha Team occasionally that is just a discussion about that student's um like what's going on with that student at the Alpha Team but most often it does include a check-in as well and then a loop back to that teacher letting them know that we did make contact with that student and then students are always welcome to drop in um again they can they may be able to see the person they're looking for but they may not um but we certainly receive

026them if they drop in we see more student dropin before and after school we also see them during the resource period at times um and sometimes they're able to get right in and see somebody sometimes it's a quick question and our support staff can help so students are welcome in the office there's a lot of traffic if you were to come in on any given day it's a Well energized space kids are popping in um same with our College and Career Centers and so they are very student-friendly spaces and they know they can take the initiative to come in can you get it one more time there we go I don't know why that's there thank you um so these actually aren't I would say academic services offered exclusively from C Tri s but they

027are academic services offered in the building that we're finding that our tier one involvement is getting students hooked up into these systems and remembering that they're there everything that you see on that slide is messaged out in some way but occasionally the teenage brain doesn't read all the emails we send them or they block out certain things they see on TVs and so what we're finding is when a student is coming down with academic struggles or we get a referral from a teacher saying hey I think they're starting to struggle in this area can you back in a lot of the time the first thing we do is get them hooked up to supports that already exist in the building one of the things this year that was really helpful around teacher office hours was

028that the the staff kind of banded together and made a teacher office hour Hub where a practitioner could log into this Google Google file and I could look up and say Sarah's struggling in two classes so I'm going to look up Dr ludwick's office hours and Dr th's office hours and we're going to make a plan for you those office hours were available on the syllabus and in the the Google Classroom anyway but they needed a little bit of extra help to kind of get their ex little plan set up so that was really really helpful um the students also we message out that they are able to use access periods for academic support but again it's one of those things we're finding that we're going to remind students for they need a little bit

029maybe a little bit of a a little love around making the right choice for Access student Choice it's like you know I know you want to go play basketball but here are some courses that you probably should use this time why don't we try it this way and and just reminding them that they can request a pass with a teacher as well and then peer tutoring in our department Resource Centers we are finding that we are able to set up a more consistent visit to those spaces and with those those helpers if they have an introduction if a trusted adult is part of the way that they get introduced to that teacher in the resource center because a teacher in the resource center may not be someone that student has interacted with before but if

030you're counselor or your social worker can take you down and do that introduction then that oddness of being like walking in and not knowing who you're going to talk to we kind of eliminate that um and so that I we we did want to include those because that is really some of the coaching that's occurring in CS is teaching students and helping support them navigate the supports that are at their disposal and again when we look at postsecondary success we want them to feel literate in the systems where they are and where they're working and so we find that to be a really fruitful thing for the department and then specifically to postsecondary planning that we have available um the first thing and and we're really proud of the work that our counseling teams have

031done around their postsecondary curriculum that is now um given in our access courses it is a grade level specific curriculum that is focused on postsecondary Endeavors it is equal parts Career College exploration and then also built in are like the tasks and the timelines at which you need to get things done uh this last year our teams have really jumped into planning to use schoolinks so we are actually sunsetting navian and working with schoolinks um other school districts in the area have had great success with it I have found it when they first kind of were coming around and showing us the product it's very userfriendly it's very familyfriendly I also feel like it bolsters the career exploration a bit more than navian does and so we're grateful as we explore that and learn more

032about that on how we can also help our Discovery you and focus curriculum kind of beef up the career as well it's very college-based which meets the needs of a lot of our students but we want to equally represent the needs of careers as well um also we have course select ction meetings and so in the use of School links now we've talked a little bit on we feel we're feeling like those course selection meetings may need to be a little bit longer if we're going to utilize this really robust tool and start to embed discussions around the four-year plan schooling has a very usable 4-year plan our course selection meetings now are roughly 7 minutes long with students and we're feeling like they need to be a bit longer there's always follow-ups after those

033meetings but we feeling that that initial meeting should be a little bit longer so we can embed that conversation around that four-year plan and bring it up every year and then we have our College and Career counselors so we do have counseling staff that's designated specifically for that postsecondary journey and they work to again keep the Center open to students it's we have their pictures on there it's very decorated with all the different paths you can go it's a high tract area for students we work with Ryan dhy bring in career speakers college visits we're continuing to explore more bring in more there how we can make it accessible during resource how we can open up the doors at North those doors are right open right up to the commons it's a beautiful thing um

034and so we're able to provide just a hub for them to come in and look at those different things we're also talking about exploring how we can entice students who maybe aren't coming in um there's some students who I feel like come in and sign up for almost every visit that they can and there's others where I'm like what aren't we messaging in a way that's hitting with you that we can bring you in and so our college and C counselors are a very active part of that conversation and we feel like with all those Powers combined we can continue to do good things in that area thank you Ain wait you guys are throwing me on this double transition stuff oh sorry there you go Scott there was another slide any conversation we have

035about post-secondary planning we're always talking about the pace framework the pace framework is something that I know everyone sitting in this room has probably heard a lot about as the conversations around career Pathways really started to heat up I would say in the last 10 years um it coalesced into the state of Illinois mandating that every school implement the pace framework um to help make sure that students are getting what they need to prepare for Life Beyond high school and I'm happy to say that this was probably the easiest uh mandate we've ever had to implement Implement in District 99 because we have been focusing on the pace framework for so long so uh nevertheless it was a great exercise and validation for our teams to come together over the last year to just look

036at what those markers are and make sure that we are aligning everything we do within um discover you and within focus and within our department programming to make sure it aligns so just some reminders here the pace framework ask asks us specifically to look at post-secondary education exploration um how to prepare and select what that plan will look like how to prepare uh for career and explore different options also be more financially literate as you're navigating that landscape and it really gives us ways to think about supporting students in a variety of different Realms and then also helps lead us to what knowledge students should really leave with at the end of each grade level and I'm happy to report that I think you know eron and I are proud of the teams and we

037feel really good about the ways in which we implement the pace framework there's always room for improvement and this is just one of those topics that will continue to change because this field is forever changing and we are really looking forward to ways that we believe School links can make the framework come to live come come to life for students and their families specifically and be a little bit more transparent as they go through that four-year plan and decide where life will take them I like to say um I feel like sometimes this world falls into the dinner conversation the nothing answer where you say what did you learn today and you get you know nothing even though they probably had a great access presentation that has all sorts of really exciting post-secondary planning we're

038EXC we're excited about um sometimes the students don't go home and share that and we know that so we're looking for ways to just make this all more visible for students and for our community Erin talked a lot about how our students are able to uh access anybody in CS when they need somebody and they're in crisis and we're incredibly proud of that but I think one of the things that I also wanted to highlight here is we realize that it's really important that we give students those tools preventatively so they're ready for crisis so they're not just getting to crisis and not knowing what to do and we do this a variety of ways we do this through our access presentations we do this through things like Mad Dash um we have health presentations

039that um there's places where CS department members really integrate with that curriculum and come in and meet with students so that as they spend time with us They Come Away with knowing what resources are available both in building but also what they might need to do after hours through safe to help and what also Community Resources are available in the larger community so when crisis hits when they're concerned about something body themselves or someone they care about they know exactly what to do we also have calming and quiet spaces in each building and those pictures are of those spaces that the uh Renovations gave us which we're really proud of and enjoying and finally we thought it was important to share a Cornerstone of our programming which is Alyssa's Mission at Downers Grove North and

040Erica's Lighthouse at Downers Grove South both programs function very similarly they are targeted at our ninth grade students really to make sure that every nth grader is literate in depression awareness and knows the signs of suicide and knows where and how to get help should they need it uh we really focus on leaving students with what we call act acknowledge how you're feeling or how somebody else is feeling make sure you show care to others that are struggling until a trusted adult and this not only helps us make sure that we are connecting with students who need our support in the moment but it also is a great screener for us because students in grade n we want to make sure that we're connecting them as fast as possible if they need some of those

041more intensive tier 2 supports that we won't talk to you about tonight but we have and we want to make sure that the right students are getting access to those supports so Erica's uh Lighthouse and alysa's Mission really works in in two different ways in order to help us find our students early who need additional assistance and we just want to thank you we are both incredibly aware of how fortunate we are to work in District 99 and to have the board support for so long in the world of mental health and wellness and uh we just appreciate the time and we look forward to talking to you again about anything you might be interested in learning more about from the Department I have a question so I think I asked this about all of

042the great things all the time that staff comes in and talk to us about how do how are students made aware of of things like this I know there is a lot of great programming and different things out there and I always say then we have a lot of noise right around so we got so much going on so making sure things like this are on the Forefront that students understand how to get the help is I I always want to know what meth methods are we doing to make sure it's available to them as far as announcements or sure that's it's a great question and it's something that we think about all the time and we are always looking for feedback to continue to improve upon I mean it is as simple as there's

043QR codes in the bathroom stalls perect and it is as profound as I think you know going into classrooms and really spending extended amounts of time with um practitioners so it is really across the board um access gave us a great opportunity to make uh this programming come to life in more meaningful ongoing ways where before we would you know maybe push into an English class here or a PE class there but access gives us a chance to do this more holistically ac across the year um so really a variety of ways but if you ever have any suggestions for us please let us know because that is most important is making sure that students are are coming in and accessing all of the services that we do provide absolutely I don't have any suggestions

044I was just I'm just wondering how how you make sure these great things that you're doing that it's on in a a bullhorn where people are able to hear it and know they have help and support and and along with the access I me they have to meet with their counselor to register for classes and so we you can't really hide from us in in the nicest way possible um you know but the access classes get us in front of kids in a in a whole group setting you learn learn who that person is but then those one-on-one conversations built into the course selection are really important because that's when you learn you know what their path is who they are as a human where they want to go and we can make sure we

045hook them up with the right experiences when they're with us thank you what are the things to Arwin and I consistently send home a lot of information in our Friday messages that go out weekly and one of the things we highlight um various resources at certain parts during the school year so that's just another way that we let the parents know too and communicate with families about the things that are going on in all of Cs um but in some specific places as well letting them know about alysa's Mission letting them know about the services that we provide so we have a lot of that in our par newsletters too that go home do you um access the counselors at the center districts so that um you know you can kind of keep an eye

046out for for Joe you know yeah so yeah part of the eighth grade transition story is that we we have meetings in the spring with the practitioners of the sender districts that have that structure built in um and we even some of our smallers uh smaller districts we do so we do we meet with them they we talk through all the students we have levels of concern are you a five or a one it took me a minute to realize which end was the one that we needed more support on when I started I'm like was it one good or one um but but because I was getting a notes and we leave lots we have lots of student notes we utilize our student information system a lot so there's occasionally times when as an

047administrator we're taking calls and we can get into those notes and be like ah coming over from eth grade we knew um but it doesn't always highlight every single person right because the transition itself to high school it it's challenging for some so they may not have been elevated by those Center districts which is why the Alysa mission in Erica's Lighthouse end up being great screeners for mental health when they start do you also um utilize uh other students may see you know hey uh the student I'm sitting next to in in math is really struggling so you know can we help him your best reports are typically other students see something say something you see something say something yeah we always it's safe to help but we I mean we will drive that message

048home forever if you see something say something and um our students do a great job with that yeah yeah and I always tell students you're not wrong you're never wrong students are never wrong if they elevate that they notice appear is struggling yeah they're they're they're I've never had them be incorrect with a safe to help or coming into the office and getting help they're they're clocking it correctly they can tell what's going on yeah that's that's a really key thing is they're more in tune to us you know so true than we are yeah so do you do you keep any data as far as like number of visits for social and emotional help and and do you track the type of visits that are occurring and then do you allocate resources based on

049that data um so you're tracking on a year-to-year basis or are you seeing any Trends as far as like so we we've talked a little bit about how like just kind of comparing the different ways we get data from multiple different spots um so we have a sign-in sheet in the offices a sign-in form where students come in and sign in um but occasionally if a student is Crisis they go right back past that form so we haven't found that to be the best indicator of our crisis numbers we really utilize echool notes we work with Scott on that because our practitioners put in notes in echool and so we're able to see certain Trends that's really helpful in determining the tiered systems um when I started I did an overview because I did not

050work in a district that had notes the copious amount of notes and so I was trying to get a feel on the best way to structure our Alpha teams to make sure that we were providing services and no one was falling within the cracks and so I worked with Scott very early on to run numbers and see how many counselor notes do I have because if it's truly an RTI triangle I should have more notes that represent tier one and I should have then a fewer for tier two and then higher intervention should be tier three and so at North just as the time that I was there we did make some restructuring decisions based off of what the data was showing us where kids were showing up the most and when I started they

051were showing up a lot in tier two a lot of Crisis was occurring um when I started six years ago I think and I would add to that about the so we're using five labs to take the notes and we use our notes we call them notes but we we refer to them internally as interventions and so we track like the number of Crisis the number of on call because our practitioners have to enter that in into the student management system so we're we're looking at that like in our last meeting that we had um I think we were looking at our threat assessment note types and our crisis Noe types um just as a data point as with our team uh with our department chairs for CS as well and so we look at

052the trend datas and things like that um as well as to be able to react to that so and it does include notes like the the course registration note that's in there so I am able to also see non crisis related you know contacts as well which has been great so the other question I have so in the last six years obviously we've had some challenging years lots of things happening have you found that you've had more um crisis more support needed for the students it's the intensity of need that I think is the greatest impact that we're seeing we are seeing um there's been an uptick uh there's certainly been an uptick in in students that are requiring 504 plan students that are requiring iups we're seeing an uptick in hospitalizations but that number

053isn't so much significantly larger as I think the the greater story to be told is just the level of care that's needed um and we there's lots of different theories out there as to why that might be um we're not exactly sure what it is we just know that we're we're working in new ways to really work with outside providers and hospitals and other folks to wrap around our students and make sure they're supported thank I would so would you say that the pandemic overall had a uh significant increase on the mental health and awareness of our students I think so I would and I would the the intensity and duration of hospitalizations post pandemic has been notable um and we've responded by putting in more supports and CS to keep students academically like on

054point and and helping someone needs to track those academ because then they're in the hospital stressing out their academics and just what it means to be a student while also seeking intense care we've had to respond to what that needs so we can help them navigate the landscape when they return but the duration and intensity of hospitalizations I would say has gone up since the pandemic and I would say like to add to what Erin and Sarah are saying is our Student Success coordinators U Mike Pacer and Christy to have been instrumental in making that connection from the hospitalization um even uh preventative work and things like that so um and that's something that um we appreciate from the board supporting that and if you knew it was out there that we have two people

055one in each building that really work on that and that's I I think has been very instrumental in supporting our students it's been huge yeah and and I would say we're that the community is collaborating better just in the time that I've been here I think there is a greater understanding post pandemic of the fact we do have to link arms and we are finding like Mike Pacer can continually talk to the same person at a particular facility and so once once we have those relationships built those transition meetings are just much more seamless for for students and so the ability to dive into that I think as a community we're acknowledging that we need to work together better and I would add my last comment I would add just to recognize these two is

056that when we recognized Karen and Kelly for the path program these two were the ones that were like Scott we need a Student Success coordinator and so we you know had them develop the idea and and then the district supported it so I give them credit for acknowledging the need that's out there so thank you for all you do fantastic I think I said this last year and it dovetails nicely to what Scott just said I mean if you are seeing things that you feel that you're under you you don't have the resources you need to perform the duties you think are necessary that's a perfect example and that's what we're here for and I think I think this board is very cognizant of the fact of the importance of addressing our mental health needs

057of our students so um absolutely be very receptive to any of those ideas I'm glad Don said I was thinking the same thing but glad you brought it to and the board has been very supportive of I think year over year we've added resources uh in CS or related Services you know uh at least for the 8 years I've been here that's been a continual growth area in the district okay I got another shout out sorry so got him going I do this at cabinet where I do these spotlights but I will say that um just cuz you know my history here at the district um Hank was the first superintendent technically that like during our Institute day talked about social emotional learning and I was I think everyone was kind of fled like whoa

058like here's a superintendent that we've never we've never had someone actually say that out loud and want to address it so I do give I mean obviously I give credit to Aaron and Sarah but Hank I do give credit to you because you've always talked about it you're you you have that as something that I think in your core too um and I mean that sincerely I mean we've never had someone that actually went to an Institute today and said we're going to talk about social emotional needs so um I think that's impressive so doesn't when many gold stars in the finance department but where do the gold stars actually matter back in the poting note Hank but students mental health is just as important as their physical health it's all health all wrapped up

059together without one we don't have the other so it's it's really important so thank you great that we have the access periods now to really have a consistent oh time where everybody's getting that message you know and not missing somebody who's you know in PE or in English or not there that day doing so that's help well when they talk about tier one that's I mean tier one is guaranteeing that every kid gets access to to those interventions and supports and if you don't have time for that you don't get it and everybody here has heard me say it many times where you spend your time shows you what shows what you value most right so if we truly value this as a district we've put our money there but money is one thing you

060can always make more money you can't make more time right so CH a huge piece of changing the schedule model was creating that opport un for time whether it's during access for all of our students or during resource for students that need to access It On Demand or on a regular basis in tier two or three models it creates time in their day for that yes so all right thank you great job you're welcome to stick around but you're also welcome it's really nice that's a good to if you if you don't stick around I'm going to be offended I'm just saying see you oh well get over it offended construction all right our next next couple of items belong to Travis uh one of one of the most difficult things uh in the transition

061to this role has been uh trying to be quiet during a board meeting I'm so used to engaging in in dialogue surrounding like all things and I I just want to add one thing to that conversation that happened um a good friend of mine wrote a book and in education we have really you know you've heard of Bloom's taxon and maso's harri Archy of needs um we've really in education focused on Bloom's taxonomy a lot and not so much on maso's hierarchy of needs and so he he he coined a phrase with uh another co-author and they said you have to maslo before you bloom right so you have to take care of those hierarchial needs before any individual can really focus on the learning aspect and I think what you know all the work

062that we're doing is really trying to focus on on all of those things so I just had to say that especially since I had the opportunity to go I got it now that you're holding the talk I got it out now that I now that I'm holding this I I can go through and I can pause so um I I am going to talk about uh two things uh tonight uh one is is really this facility usage in rentals and then advertising um these are two things that Hank early on said hey these are areas of focus that uh I really want you to to tackle so there's been a lot of a lot of research a lot of dialogue a lot of conversations not a lot of wha ifs um and I I don't

063know if you remember the the game uh of Who Wants To Be A Millionaire um and one of the the help lines was call a friend so I've brought in Kristen as a call a friend uh Kristen has done a great job with our our rentals uh she knows a lot about all of the moving pieces of that so if there's a question that uh maybe you guys have that I don't have an answer to I'm going to call a friend and and Kristen is GNA is going to help out um but I do want to say that throughout all of this investigation the lens has been how can we increase the number of rentals that we have that's been the lens and that's been the question that I've I've asked through looking at all

064of the things so to go through a couple uh of of things that we've done one was a just an initial review so there's we have a lot uh of of documents uh that spell out a a very well uh detailed process um and I was impressed when I went through all of our documents and the connections and all of the the different pieces of everything that we had um Kristen also provided a lot of information on here's some historical things right here's here's been our billing for the last number of years here's here's how many rentals we had I'm going to go through some of that uh tonight to kind of build that uh that picture for you but that that was uh an important part next thing I did was I surveyed so

065we have uh nine districts that I I surveyed about their their rentals um that provided some great insight into what's happening in in area schools it also provided some great in insight into what's not happening in some area schools uh some of one of the responses was we we do not do any rentals at all uh and that was one end of the spectrum the other end of the spectrum is we're basically the park district because we have uh developed and and built things together so our our facilities are open all the time right so there's a lot in between there but um it was very interesting to see and and I shared all of our Resources with those districts as a hey please help me to understand what you're doing here's what we're doing

066um and I got a lot of man I'm really impressed with uh what you guys have as a as a rental progam program so that was uh that was reassuring also from one of those things that that really resonated that you'll hear me talk about here in a little bit is that the the rental rates uh from their rental rate to the C category which I'm going to I'm going to go into more in depth ranged anywhere from 125% to 300% we're currently at 150% so that means that anyone that's a that is a category C which I'm going to talk about um 150% of our regular rate is what a a category C would be charged uh so it ranged from 125 up to 300% in in those uh numbers so then the next

067thing I did was uh reviewed our board policies and look through um there were no board policies uh that we needed to change for rentals for the suggested changes that I'm going to propose tonight um I also reviewed and read uh this document which there are changes and I'm going to highlight some of those things tonight and I know know the last time I just want to note the last time that this was reviewed by the board was in October of 22 and looking at that those pieces um before I go on how many rentals do you think that we had uh this year outside rentals didn't you put it in this report I did did you already look if you look don't tell me I'll tell you don't tell me you may already have

068read it was it surprising to you when you saw the number I think it's low I think it's low okay so it was surprising that it was that that low okay but maybe I'm not reading it right no that's okay and and we'll and we'll go through that so let me go through so this is in the 2122 year there were 100 total rentals that that occurred in our district okay so you can see that they're broken down by abnc and so again just to kind of reiterate group a that's group sponsored by District 99 um um established for the sole benefit of our district and or initiated by District 99 including local government entities serving District 99 okay so that's that's basically that group and you can see in that year 41% of the

069total rentals were a category a can you get an example of an entity in each of a b and c Travis yeah yes I can so uh one would be so initiated by District 99 um if we have a a a staff member that is running a some type of a club or organization and it's directly benefiting our our students that are in primarily in District 99 that would be an a like a summer camp yeah summer camps would be exam no I'm seeing no phone of friend is saying no to Summer Camps so give me give me give a strong example an intergo agreement with Park District so that's one of our government agencies so they would always category a until they don't get charged to use our facilities a down Wolf Pack basketball

070they would be a category a and we classifies them as category is not that it's just a teacher that coaches because that doesn't Define the category a it's that it goes through our rough track system registrations come directly through our business office payments are made to the coaches from the district so everything all we always say follow the so the money comes into the district the money is paid out of the district and that's what qualifies it as a category a it is primarily our feeder program so students that are coming in from a d58 66 um 68 and like a Jason Leathers runs Wolfpack and it's not that he's necessarily coach of ours that categories inseminate it's how the money is followed into our programming so those would be category a and so what

071an example be of that cuz I'm still a little confused if District 58 there's work being done you know for the referendum if they wanted they're going to have their archestra concert and they wanted to rent your facility so I don't have to sit in that hot gym over at Fairmont but um they could they could do that be category a that be category like our promotion Ceremonies for all our feder schools a promotion ceremonies they use our facilities for free y when I'm sure he'll break down into this but use our facilities for free but we still charge them real time cost so we have to hire a supervisor to open the building for them we have to hire custodial Crews who clean the building after them so real time costs that are associated

072with their rental are still charged but the facility fee itself to use the gym is zero facility so is this will be my last question is is a charge a different rate than B and C for the rentals they're not charged a rental rate at all for a for a I thought okay I thought and B and yes there is a different rental rate for for those y you're correct on that okay then category B is not for profit uh Community groups and educational institutions can you give some examples of what we have for that so um nonprofits I'm trying to think of who we would have as a nonprofit that currently runs from us they they'd have to have that that holding of prove that they're a nonprofit so for inance I'll give you

073a clear example of one that's happening right now we have a teacher who works for our district he wants to run a summer camp for a feeder program although he hasn't filled out the 501c3 paperwork yet so at this point he's a C Rental he's like any other community renter he is not nonprofit status he's not dealing through our business office therefore he's treated as any other Community member even though he works for our district and it's for the future benefit of our students but until the proper paperwork is filled out to show they're not gaining a profit from it or that their coaches aren't being paid by our district to our district Services then that would be a nonprofit so um where did you put the found run a nonprofit no we categorize you

074you're rotary I'm not with rotary but I'm with the Grove Express and then the road runners soccer club and they're both 501c3 yes yeah so that would be a so like the swim clubs are not a b so one of our swim clubs is a b Hornet Swim Club is a and um I have a problem with that cuz that is District 86 they comply so the reason they're a be is not because it has anything to do with our district it's because they' filed a 501c3 certificate any organization whether it's in Downers Texas if they want to rent our facilities and they can give me a nonprofit CER certificate they are categorized as sorry I disagree regardless of where they live um C would be Express yeah dudy bues group is a C Rental

075um and she is she doesn't have a nonprofit certificate and therefore she pays a four profit rate what is it swimming Swim Club I don't know so when you what maybe I didn't read the 14 and the 19 like what is that just flat out number of so the the top is is um all but the pool okay the the middle line is the pool just pool and then the total count is okay both of those combined okay so that so in category B during again the 2122 school year there were 33 uh rentals um and 33% of the rentals were in category B and then category C is everyone everyone else um they don't have a non for-profit status they don't meet any of the other categories um and then looking at that again

076we had 26 total um that were there again 19 from the pool seven that were not related to or that did not rent the pool and then again that is a a 26% so each Swim Club is just one of those 19 each each time that they rented so this is each time that the facility is rented it's not saying that we had 100 different entities that rented 100 times during that the 2122 year our facilities were rented 100 rentals basically correct correct and that's just it's the breakdown of the seems low that's not each practice he misunderstood your question it's not like each practice it's not each practice so it's each RoR so the 41 represents Hornets is a renter their rental is all year one so so for instance during the winter months

077we have people that sign contracts from say November all the way through March yeah and they are here every Sunday all four months and they are considered one rental but their duration of their rental period is for a 4mon period so the numbers are probably a little bit seem low to you because the Hornets for instance are here 5 days a week all year 11 months a year they take off four weeks I'm not mistake this is the kind of like rental agreements rental agreements so they have one rental agreement um basic Str currently renting our tennis courts I I'll look back but I don't believe that that's the the what I have was these are the number of rentals so not that we have 100 different um we don't have 40 in the a

078category of renters it's 40 rentals so I'll look look back and clarify that with you when when I go through and look at the at the data to make sure that that the data is is understood I have a swimmer yeah it can't be because in in the month of in the month of August for instance so this was 2122 so when we get to the the next year we had 123 total rentals right so it's higher than the than the previous year and looking at that and you can see the the percentages of a B and C are different than they were in in the previous year right so 39% of those uh were a rentals about 37% were B and about 25% were were SE rentals um and again for this year and

079this is through April so this does not include May nor will did it include uh June anything that we have uh set up again 35% a 32% B and about the same amount well the exact same percentage for our RC rentals I'll clarify that that that what that number means and I'll I'll send that out to you that's I was curious in in addition to um the express and hornets who else is renting the pool we don't have a whole lot of extra time to rent the pool every blue moon we do a lifeguard certification class for maybe a Woodridge Park District might rent our pool um SD AA swim Conference the teams from the middle schools they actually have use it in April and May only they come in after school and they do

080their little swim practices and then for instance this year on April 30th we had a SD AA swim Conference and they used our pools for that so but beyond that between our own internal programming and hornets and express using the pools almost nightly we don't have a whole lot of extra time for see it's a little seing because the express or the Hornets cont is you know 5 days a week where some of the other ones are only like three times or five times and so the dollar amounts are considerably different for each contract so in a way it's a little deceiving to say only 32% of the volume is coming from the bees when it could be a larger amount of rental fee we'll double check the numbers you know what I'm saying is

081that we can get we can get the equivalent dollars too that comes through each Source I think this is just number of rentals not necessarily the fin I understand that but I'm just thinking you know if you're wondering about dollar amounts coming in to the district um you know C could be you know 150,000 let's say where you know there were a lot higher numbers in each one of the rentals you know what I'm saying yeah not all rentals are created equal right yes 100% agree and so that that makes the percentage is different because it could be skewed more you know 50% could be C you know what I'm saying different than usage this is the sheer number right y right so I mean that makes a difference it does and but again it's

082important to look and see where where are the the percentages broken down because know that we do not charge a rental fee for a category a right know that b is uh C is 150% of what B uh renters are charged right and again it's a per hour so again saying that one rental is in B and one rentals in C B could be for 10 hours and C could be for 3 hours right so again there's not there's a lot of moving pieces with all of these and and every uh rental agreement in and of themselves mhm would you say though that that criteria is pretty Universal that most districts operate under the A and C yes yep okay I'm probably um getting a little hit here um but the other thing I would

083think you have to you you guys have a calendar or something where you'd have to even see if the rooms that they're interested in or spaces are even available right right it's yes that's a huge the availability um and and and when we're uh when we're renting so you'll see again that's a recommendation is to expand the when um and and looking at that I asked that because I figure that can also probably determine the number of rentals we're able to get in the course of a period of time because I'm certain that these facilities are used well I know they are they're for the school so they're used in a lot of cases is probably for our own need edification so they are used a lot yes yep okay let me move on to

084um some some numbers and comparisons and looking at at where we're at compared to uh three area uh school districts so when you look at our charge compared to the other these three districts again a class that's a common thing where there is no rental charge uh that is there uh so we're all even on that uh for bclass you can see that uh we charge uh more per hour than each of these three uh districts um it varies right some from 56 to $648 more per hour um and again that's on on average in in looking at those when we look at the cclass um we charge less per hour than two and more than than the third uh you can see um between Hinsdale and Glenn glenar we have considerably less and uh

085when you look at Lions we're about half of uh more than we are less with Hinsdale so it's there's more disparity in the in the sea so you remember I said 125% to 300% Lions was at that 125% these others were at 200 plus% as they were looking at their at their rates all space this is tennis court versus baseball diamond versus swimming pool comparing this is comparing each of the the places for each district each of the spaces so when we look at the baseball field for each district that's the difference when we look at the auditorium here's the difference that's why I say on average yeah so it's not saying that for our C's that we charge uh 2252 uh less than Hinsdale does for each of them it's on average across all

086of the rent spaces and what we charge does that make sense yeah but I it just seems like it's a lot easier to rent certain like certain spaces would be much cheaper like a meeting space for versus a agreed this is not saying this isn't the amount this is this is the difference okay in what we're charging the difference in the average across all of the spaces correct mhm that's a little it might be to just to jump in do we have the rental Sho where they can just kind of eyeball in we we're we're going to get there we'll get there yep yep okay so again putting in perspective comparing how are we in comparison to the others I is an important part of of looking to see what what's going on with our

087rates so again moving along to the regulations and general conditions so uh I already referenced that this was last updated in October of 22 uh it is referenced in board policy 820 as kind of that guiding document and and what it is that that we do um so here moving on to proposed changes one of the areas that we've been working um on all year long is a a switch to an online uh scheduling process uh but it's not just for external it's for internal so we've really focused this year on our internal component to make sure because we have our spaces are utilized a lot and knowing what's available when is a really important aspect and uh our online platform is called Master Library runs that so we're looking at ml schedules and that

088is something that internally we'll use to make sure that the space is reserved but also it will be used for our rentals so it's easy to look and see hey is that available what is that look like there's more of an automation of a process to that as far as uh notific ations as far as submitting documents um all across the the board so we're we're aiming to be ready to go for that with our externals in August really uh September one is is kind of that that date that's when that next window opens up that we want to make sure so in August we'll have it ready um and then really preparing for that September one uh next window uh of the quarter that's that's open how are you doing this before were you

089just a phone call or something like that it's a lot of lot of checking I don't know if you want to describe it's a lot of I don't need to know I just know that that probably would be very yeah so we we do utilize um 8 to8 which has a lot of our events uh and and different things that occur that are on a calendar but there's a lot to when you're talking about the size of the event uh dictates as well as like okay can can the other parts of the building be used we might be out of parking right so that's part of the the challenge when you look and you say this this is open but we don't have any additional parking and putting that parking burden on on the the

090neighborhood and all of those things is so there there are areas and instances when we have something going on that we black those out uh those dates because we know that that we're at capacity if you will um in in looking at those those pieces no I like the idea of some scheduling because this is in addition to all the work that we you already do around this so having something to take that tactical piece out is a good idea yep so we've been going through training and and doing that and we have more to do to to get ready for that but one of the things that we have discussed uh a proposed change to this is that um a certificate of insurance and applicable material showing whether you're in category A or B

091are going to be needed at the front end of things so sometimes we get into the process and we're going and hey we really need to know what this is or we need a Certificate of Insurance your events coming up in a week hey we need your Certificate of Insurance right type of a thing so this would be where they would provide that at the beginning of of the process and then that would if you will unlock the next steps that they can they can well that only makes sense because if they don't have it you can't you can't rent yes you know I mean that just makes sense yep and then uh the Third on this uh slide is to to have our public use statement that is in this document align with what

092the signs that are at our stadiums so it's just replacing what was in there with what is exactly at our stadiums for uh consistency with that so a couple other uh proposed changes one is to do uh weekday rentals this would be after 6:00 p.m. uh with the explanation that last minute cancellations to meet our internal needs um are are more likely right when you're when you're talking about during the the week um and going through that uh after 6 is a time again I met with our athletic directors um CMG to make sure like what does this look like can we do that we actually uh surveyed our our rental supervisors as well would you be willing to what does that look like and 13 of the 14 said yes I I would do

093a a week recite rental so that was a strong uh message that yes this is something that we can do along with those those other conversations then the last uh the last proposed change is changing that class C to a 200% currently it's at 150% uh and what that does is it achieves a couple of different things it it better aligns with our area District so if you remember we were considerably lower than than two of the of the three um so what would do is on average our rates would be again that's using that same comparison $5 less per hour for class B if you remember we were more than everyone on that so it would uh reduce us to less per hour when we compare it to our those uh same schools and

094$10 less per hour for our class seat rentals across uh the board uh with that so what in essence that does is allows us to uh provide for a lower Associated clock a cost for class B um so while Class C is going up because we're having a it's not across the board but in many of the areas it would go up class B then would um be reduced and that's something that I heard in in talking with individuals is that a rental rate uh was a challenge to be able to meet what does that look like how do we how do we do that especially when they look at uh some area schools and that was that was what we saw in that that same thing the other the other challenge we have I

095know we're a partner with our Park District their their rates are higher than ours but they don't have other fees that are are built in uh with the their fees it's more of a flat rate um in in looking at that so taking all of those things into consideration um that's the suggestion to to make that um make that change for our our class C any questions about either of those can I ask about the first bullet so does the first bullet mean you want to open up for weekday rentals but you want to have the option to cancel last minute if the district needs to space yes so is that compelling for renters like do you think that's is that sort of addressing a need like there's a need for weekday rentals y does

096that to people who are renting are they open to I think they understand that so let's let's say the football team you know needs to go on and they need practice time they're going to get kicked off the field cuz they know that they're going to be there's a rental need for that there there's a need for more so our our places during the the weekends and and different when we have our rental windows open we've got a lot going on yeah if if if you think like 114 it's it's a lot of rentals when with the different pieces and all the other activities that we have going on and with our CMG that we have to turn around those spaces and get them ready for school so this frees up some additional capacity even

097though there are restrictions because we yes because even though there's restrictions it it provides another window of potential that might meet some uh some needs um and it also provides us with the ability we have staff uh here so PR preparing and getting ready for the next school day is a lot easier than on the on the weekends we finding that some of the other um schools are doing the weekday tools um there's some it yes it's not uh it's not consistent across the across the board just looking through that lens of how do we get more this this is a a way that we can get we can get with those last minute cancellations would we be open to the relocation of the CU I'm thinking if you're having something you need a space

098and then I mean we have to share that but will we be open to providing a different space before we just cancel the yeah we would we would look through and and see if there's another way to to accommodate and and meet that um sometimes those uh rentals it probably wouldn't be so much for these because we're we are talking about likely a a last minute uh cancellation due to weather especially in the spring plan your wedding at dgn yeah your don't don't but a lot of times like for those other things where it would be more like a classroom or the cafeteria or something along those lines that that's not likely going to could it still yes it could be but um those have specific setup needs right so that's that's more of a

099challenge of relocating and getting something else set up so this is this is more likely we see this more related to sports but right now like our turf fields are not available for weekday rentals correct yeah the band and but yeah I mean I think we have to leave ourselves the the option of last minute cancellations because we're the yeah we're the number one tenant right I mean yep MH if something has to be rescheduled if the hardest is the spring right is it's the number of activities and Athletics going on and the unpredictable weather makes it so that schedules get moved around practices get moved around those kinds of things y um so that's where you got to kind of you have to say priority number one is what we offer here Y and

100if we can get you in we'll get you in what we've done in the past is because priority number one is us and it's so unpredictable we don't rent to anybody right and then community members drive by a field on a beautiful might like tonight and they're like how come I can't use that field right well because we're reserving it just in case this allows us to open that up but we still have to hold the just in case just in case yep yeah good way of framing it so looking at what that what that looks like and and there's again you guys have this information uh so you can see a lot of the C and this it's been redlined if you will right the C uh are increasing um and we kept them

101at an even number because we're at 200% so half of so to keep the uh group be at exactly uh 200% so those are the the changes for those those top areas so again this is where you can see yeah not every space has the same rate um it dependent upon Again part part of the the the thing that we have to be really careful with with our rates is um wear and tear and what does that look like for future and and how do we maintain and um make sure that that our spaces are kept up because they renters uh they use the space right and so how do we how do we maintain some of those things um for the gym does that uh include the new scoreboard so we have we have

102a separate that would be probably like a an additional um yeah when we talk about like AV because those that's not just a turn on and hit a button that you have to have the iPad you have to have training and going through that so it it would it would be almost like having like our student Auditorium uh managers that that help with something along those lines is there a reason on this chart the pool is not it's on the next page I got oh on the next it's just long it's too long to put all on one and for you to maybe be able to see so I have it broken down into three uh three different things and again this is taking right off of um our current sheet our current rate sheet

103and just showing what the the recommended changes um are so we don't rent the baseball field we don't those aren't ours correct we we do not we do not because of the wear and tear on the fields a lot harder to maintain we don't own the one at North that's what I thought we practically own the one at North well I know but it's ours it's ours to maintain it's ours to use um but just just the recommendation from uh the folks that manage those baseball fields recommend that we do not use them more than we do for our own use do you hear from the community on this at all like occasionally why are you renting to us or why are you not using us like both it's more on the next thing that

104Travis is going to talk about which is the not the cost for the space people understand that they don't understand the Personnel cost that comes along with the space so in the sorry to interrupt for a lot of like the park district that cost is inclusive of oh I see like Personnel and whatever but the hours in which they run a Park District are different than the hours in which we run a school so uh people show up to rent and they're like oh yeah I'm willing to pay whatever for space and they see this and then when we give them the itemized bill of the other cost for supervisor security or custodial or those kinds of pieces that go with it that's where the sticker shock kind of comes in which is shared before

105shared before but people don't like when they h on the website and start looking for a cost they don't parse out all of that y so when you're doing a rental agreement what do you address like equipment damages or yeah that there's all all of the different pieces like the the responsibilities um all of that is is is in the rental agreement this is the other part uh of the the side right we have to have people and and a large part of this is is due to safety um again and our the vastness of our facilities uh it we're not due to our our structure we're pretty open so keeping people if they if they rent the um common space uh keeping them in the common space is a is a challenge if they

106uh rent the auditorium keeping them in the auditorium can be a challenge because they can go into other other areas um and that's worrisome right um it it I can just say it's worrisome so we we need to make sure for safety reasons that we have those uh those things um in place uh so when you look at the uh we're making some recommended changes here to cover um our increase in in personnel uh that that I know Rob has uh shared the with the the wage memo or will um and so this is uh to be in line with with those um those different costs and they associated with that so which charges are almost always consisted I know if you're not renting a pool you don't need a pool supervisor you don't need

107a lifeguard but would I have to have a supervisor custodian and maybe security for anything that I'm doing for sure our um our supervisor the custodian's not there the entire time um it is it is for uh clean up and so it's not for the entirety of that uh the supervisor is there for the entirety of the of that and then security security we that's not one that we use very often so we have some it just depends on the the event I would say nine out of 10 times you're not hiring security we had had some very large wrestling meets where we've had higher Security based on previous years or things like that but it is not Norm it is a definitely a as needed depending upon the type of event size of event

108almost always a supervisor unless you have like a classroom rental on a week night where we have custodial in the building uh the doors are open we don't need somebody to unlock the space on a Sunday when our building is completely shut down there's nobody here even custodian we do need somebody to come in and unlock the door secure the space make sure that the RoR stays with used to be back in the dark so someone get like a full like they quote like I want to rent on X day for these hours and then you say okay well the rent would be this and then you need X Y and Z and I would say we States probably eliminate most of our renters right off the bat somebody looking for Auditorium needs to advertise

109ahead of time 6 months and because of our release schedule because of our internal programming needs first and foremost they usually can't wait till December 1st for a March a so that usually say are you available in March I say I'm sorry if you want to check back and say December 1st I'm happy to review that with you then like oh we can't wait till December 1st sorry our internal programming takes the priority so that's kind of step one step two is is it available there apption process depending upon Tris said the impact of the event on other spaces I need to make sure I have Staffing depending upon how many people are having to come do I need tech do I need three Tech stage curtains lights sound and an auditorium manager so each

110rental is is talked very thoroughly on the Forefront then they usually ask how much they usually do that kind of a verbal and sometimes we lose them right there and other times they're like Okay can I'm looking to move forward they start application it gets run through to our administrators at the building they take their eyes on ears on it sometimes um an athletic director would be like it looks available now but I already just committed to hosting conference so it's not going to be available so then it gets kicked back to me n say so sorry we can't carry on so there's quite an extensive approval process but once we commit very rarely do we cancel our pools sustain some cancellations because of many blackout dates obviously impact events and we have some cool

111shutdowns because of mechanics the weather moving our sports teud that were outside now inside but we we have a pretty good track record and we're very very consistent with our policies and procedures so the online form is going to help a little bit but there's still a lot of internal vetting and communication that it will still be in a kick around approval process it's not like like they're going apply and that application will go through that same process and it might look available in the system but once it goes through that checkpoint somebody might say well because of open house or what have you we won't have the parking to and we did look at those windows to see if there was any wiggle room and in expanding those or reducing them and I checked

112with each of the buildings to say is when by when do you know and that aligns very well with actually we're earlier for that we open up April first for the the the last window and by May is when they're saying we have everything locked in for for that that next window so and talking with both activities and Athletics those are the windows that they they operate under as well again we have to make sure our internal things are in order first before we go out because we don't want we don't want that to be a frustration for people too right where we say hey we were able to meet that but now this came up and we can no longer do that that I've seen that as well and that that does not work

113well so know that again with our current our current uh cost struct structure for the ual rentals uh if we were to have the same number of rentals for next year as we do this year we'd be looking at about a $5,300 less in Revenue that we would have but we believe opening up these week nights we will likely have more rentals than we did which would increase and we would be serving our category B uh better than than we are with our prices and looking at the comparison right so with that change in bumping up C reducing B again if we had the same number of rentals in the same spaces right all of those those things we would be looking at about a $5,300 less that we would have um in in total

114revenue for the program so refresh our M we want to just bring just to be in line with to to be in line and to to remove some of what um I've heard from the rentals that that that's a uh a challenging component uh to be able to to meet in order to to rent so I'm sorry I don't remember what the bottom line is how much money are we bringing in on rentals today um this year do you remember off the top of your head yep thank you it's not in the report it's not in the report we can bring it back at the next time when we're getting close to curious what we're talking about you said it would be $5,300 difference yeah they've done the math but we don't have it for

115you on the average it's it's anywhere between about $125 to $150,000 a year in Revenue that we're in RS so about $5,300 less than that okay listen so again that's looking through that lens of how do we encourage and have more uh more rentals so the the two major things are that the cost structure and the availability of of week nights do you feel like specific groups have come to you that you have not been able to a comedy serve and you're going to be able to now I mean I remember like years ago and I mean like 20 years ago like we used to have swimming lessons on the weekends and like adult lap swim and you know the park district yeah yeah like you I think they gave that up they just gave

116it up all together I I don't know what stopped doing that I don't know what that but was it like cuz they couldn't I don't know the reason it was before my time yeah and I don't know what the the true impact of this will will be right but again just hearing from those other pieces that's I I think this this will help with the the increase in in opportunities for individuals to to rent our facility so you feel like the $5,300 would be recoup in additional rentals I think we'd have we'd have a uh we'd be close right um and and part of what what I I heard as well from uh my take away from the board is you're looking for ways to get more the community in more right what does that

117look like um and that's why I said there's a fine line between what we charge and making sure that we can still maintain and and do keep up our our facilities so I think we're right at that that fine line um I I wouldn't want to go any any different than that if we were to go to 175% uh structure keep C at the same and go to 175 we're looking at about a 20 $300 uh difference so if that's something that is more you know you think that that is more uh in line uh with that that total amount just throwing that figure out that done the math with that as well and what that what that can look like uh I've got a few comments um I'm not sure that the the impetus

118behind this research is necessarily should be focused on how much money we're going to derive from this I think a big part of the question should be do we want to make our facilities available to community and Community organizations um it is that is that our Focus um and I think that's a question I think for the board probably is far setting a policy decision as to um you know you started your analysis like there's some districts who just sort of act as a Park District um and then there's others that everything is a rental and I think we need to decide is who are we as a as a board where do we sit in that Spectrum are we somewhere in the middle are we somewhere on on either end of the polar opposite

119of the of the question so I I think we probably need to have more discussion discusss about that um I I do want to see the financial figures um I it's hard for me to to give you guidance on the rate structures without seeing the actual revenues that are coming in um would you like to see that broken down total revenues that are coming in and by byy facility like you know it seems like the pool is probably our primary revenue Source since we're not really renting out our turf fields during the week so I'm assuming that most of our rentals income is probably coming from the pool but I'd like to see you know what where it's where our revenue is coming from um and then then we can gauge You Know Travis I

120mean it be interested to know like you know if I'm just you know as accountant background if I am going to put a million dollars in into the the track renovation this summer I'm going to depreciate that over time and I'm going to know that 15 years from now I'm going to have to replace that track and how can I get some rental income on that track and maybe set up some kind of sinking fund so that 15 years from now we don't have to necessarily come up with the total Capital out of pocket we're utilizing some of these revenues to to fund these in ADV advance and I'd kind of look at it that way and like the turf fields like what's the lifespan on the turf field and if we open it up

121to the community and now we're going to have soccer clubs and football clubs you know practicing it on it every day of the week what's that going to do wear and tear on that and is that depreciation now go from 10 years now it's 5 years and what's the cost of replacing that field and what kind of Revenue do we have to generate in order to substantiate doing that I think I think this project there's a lot more here that needs to be done um for us to really make educated decisions on this but um and a few more things um I'd also look relook at groups a b and c like the example about Wolfpack being in group a I don't I don't understand why they're treated differently they're pretty much our organization run

122as if they were one of our clubs or activities but is that what we want to do is are we I I don't I'm not sure the huge difference is there's no Personnel cost for us cuz there are pretty much our employees okay so it's like running one of our activities or clubs that's why they're in group a and we've offered that to other groups if you want to find a staff member here and you want to go through all the process and everything else to be group a will help you get there um but it starts with finding a staff member that wants to put in that time for that organization so my question is is that our policy that well it is at this point I mean if we want to change it

123we can that's what I'm saying that's what I'm saying so should that be our policy that because the wolfpac have like staff members on their Club program should they be treated differently I'm not so sure um and I would I would say it is it is an and because they they have to do additional things in order because all again all of that the money flows through our our systems and the the checks and I'd like to look at a and c and look at you know what what are those categories and what are those classifications and what should we do and it it really dovetails into the main question is where do we fall in that spectrum and if we want to benefit Community organizations who are training our kids to play these Sports

124at the High School level you know shouldn't we sort of be putting them all on the same par shouldn't we encourage them I mean the park district has affiliate agreements so the park district has affiliates with certain organizations in the community and they have to meet certain thresholds right you can't be a Hornets organization who have all kids in Hinsdale and get access to the Downers Grove Park District facilities on a on a on a discounted rate you have to prove to them that you have a certain number of kids that are going to be attending you know District this community in order to get that discount rate and I I I'm just thinking that if we looked at a and C we might be able to do something like that um and but again

125that goes back to that first question which is do we do we want to generate revenue from these facilities and use it as a syncing fund to replace you know these facilities down the road that wasn't our understanding of what the board was asking from what we talked about last year okay which was our understand my understanding which I then shared with Travis was that I heard board members that were interested in our fields and our facilities being more available to the community that's the way I feel but I don't that's we're opening up time for it to be availab for availability and Travis evaluated what other group b those Group B tend to be those types of organizations there's a lower cost associated with the facilities along with that if we want to re-evaluate

126this from the ground up we can do that but the board's going to need to assign that those questions you're asking are not things we can answer in 22 I brought this to the board that's the time we last reviewed it I asked the board do you want to evaluate those things the board did not want to evaluate those things in 22 so we just rolled the same processes forward yeah if we have a majority of the board that wants to look at this from the ground up I'm happy to do that but then I'm going to need policy committee or a an ad hoc facilities committee to make recommendations for the board of these like ground rules that you would like to revisit in the policy uh not the policy the procedure document which

127is approved by the board and subsequently serves as policy to re-evaluate those things we're working kind of within the box that we already have drawn and looking for within that box how do we make our facilities more assess ible to the community that's what we've kind of and we're glad we're having this conversation because that's why we brought it to you as like within the box we have here's what we can offer to make our facilities more available to the community if you want to rethink how that's drawn from the beginning in which the board is interested in putting in a sunk cost for our community groups to use our facilities and if that's going to change the duration that our turf goes from like 12 to 15 years to 5 to 7 years and

128instead of every 12 to 15 years you're going to spend a million dollar on each turf field to every five to seven years you're going to spend a million dollars on each turf field then let's have that conversation but let's understand that true fiscal impact and then we got to have conversations about what are we going to do within our overall budget to prioritize for that additional use of our facilities cuz right now we're not prioritizing that right now it's a as you go things so it's every 20 years when our referendum runs rolls around or when we demonstrate we need use like what we did for these projects this summer and then we go out and borrow independently for those projects but if you start accelerating those big ticket items money is going to

129have to come from somewhere to offset those big ticket items I like that this is board decisions to make these are board conversations to have we're happy to manage them however you want us to but there's a lot of moving Parts if we start pulling on this that are far greater study and thinking than just make this more available to the community so I I would say sitting four I mean they're all valid right and no one brought these up so that's probably why we didn't extend into word done is going because now listening to them I'm like well that makes perfect sense because if it accelerates our um you know accelerates our wear and tear and accelerates the spending than it is something to think about so having three new board members it's it's

130just because they he brings up a point that we hadn't thought through but it makes sense because the spending will um accelerate right if it goes from 15 to 7 so but we also have to look at realistically how many hours is let's say the turf field at each place going to be able to be utilized it may only be 10% of the time which should not increase the life or decrease the lifespan by half if it's only 10% of the time I I would being UTI you know what I'm saying which variables you pull on I mean when when you make when you make the turf fields available for rental after 6: p.m. if those rental rates are market and I'm not convinced they are um you're gonna you're G to have teams on

131those fields every night five nights five nights a week and you're going to you're going to really wear and tear those facilities but I'm not sure that we're our fields are going to be available for um five nights a week because we have lacrosse on there we have soccer on there that's right after after practice so those games are at night so that's two nights a week um then we have the band practicing you know and and and I'm sorry our band needs to go before we rent it you know and and then you know any other um boys and girls soccer you know I I'm just I'm just throwing that out there You' got Turf practice fields and you've got two practice fields of both campuses now and then you've got the main turf

132fields on the you know athletic you know right but I mean they're still going to be utilized you know maybe three days a week at night for our inner um Athletics well I'm just saying now you're going to have five nights a week use because you're going to have you're going you're going to have the high school still but you're also going to have these these private organizations want to use it there's not a lot of turf fields in Downer growth right there just isn't and these organizations in our communities are like vying for space like at doorhof or I I go there on a fall evening and you have half of the field being utilized by two football teams and the other half being utilized by three soccer teams and they're desperate for for

133turfield usage so if we open this up it's going to happen there is a need there right um but I guess I'm just saying we have to we have to figure out how many hours that is going to be you know because we like I said we still have competitions that we're going to be well that our team can do that I'm just saying you're going to fill in the gaps and and it comes down to a policy decision do we want to open this up and allow our fields to be to ex you know have that kind of wear and tear on it and what kind of but what kind of wear and tear is that going to do on a turf field and how is that going to minimize the the life expectancy

134of that field and how what's the cost to our to to t99 and is it worth doing that right well maybe we could though since you said your time frame was August or whatever to be ready for the ne we could like dip a toe in right and we could make a few little changes like not open everything up but the weekday thing could we say okay what if we open it up one more day a week and it's not five days a week it's now three and could we you know are these rates you know attracting the people that we hoped more B and fewer C or whatever so like we could and then have a meeting around some of the bigger questions are ab and C defined correctly and whatever the issue is

135with the Hornets like address all that at a future but maybe this is like we pilot some different for this then also do we need to open up the turf fields at all that's what I was going to say because like you were saying like yeah well like you were saying about the baseball fields the recommendation is to let those fields recover they can't take that wear and tear this turf fields brand new turf fields fall potentially in that same boat if we want them to be at maximum you know playability for what we needed for we not may not be able to open it up so and I think we're probably all saying the same thing but I want to be sure the possibility could be in this may be what we're saying we

136can have some of the spaces available at during the week we can start there seems like it's going to be more work um based on what Hank is thinking to open it up as as far as looking at the cost associated with wearability is that what you guys are saying because I'm thinking perhaps we don't open everything up for starters to we figure out to we do a little bit more research on those High cross spaces and we start with like Commons or places that are less cost to us those things during the weekdays and then later on or maybe never we consider based on what the information comes back with we consider those other um higher cost spaces the higher cost spaces are what people want yeah well okay but right now we're at

137the when you said the full spectrum right we're at the low end right where we don't rent a lot right is that what you said at the outset like we no we are we on that Spectrum today you say the i i the the Spectrum range from we are like a Park District because the facilities were built with the park district right and so it's the school and the park district to we don't rent at all okay th those were the those were the two extremes of the of the nine districts that I surveyed right so we're we're in the in the middle to the higher end of the number of rentals that we have so I I don't view it as we're we're we're not renting we're not letting people in the challenge is

138how busy our facilities are and what people are buying for during the times when the rentals are available so that's why having that week night expands we don't have that available right now right so that it expands the potential opportunity and I don't you know at the at the money that we're uh talking about across the the board um it's going to be really hard to get that sinking fund to to get it to pay for it yeah the dollars you're talking about are not You' have we'd have to increase the rates much higher I or the usage in the volume yeah and likely both could could we could we send a part of this discussion to the policy committee sure absolutely and work this summer with Travis to come back I because you're not

139asking for a vote on no this was the first like hey here's kind of an idea that we've been working on that we think matches the vision of getting our facilities more accessible to the community by lowering the B rate and increasing the dates in which it's available right and it's kind of the easy fix right if it's we don't like how a and C are organized and the underground the rules beneath that and how we're making those decisions then it's got to go back to that whole policy document and we've got to do a review of that and see how that matches the vision of the board right um like I said the last time we brought that to the board I asked the question do we want to redo all of that in

140the response in 22 was like no we're good things are fine I mean that was the last board and that was you know in the middle of a pandemic and everything else right so um I'm not saying the last board made a poor decision they just made a decision right board may want to go back to the drawing board and re-evaluate it but that's not a a change we can make to immediately start getting by September right this this type these kinds of tweaks are things we can just put into place immediately Travis has done the work to see it's comparable to other high schools right we're not way off base this isn't something that a community me like if all of a sudden we said it was a th% for Group C more than

141group okay that's crazy right and then that's the work that I tasked Travis to do this year so we could make an informed decision in comparison to other area high schools right somehow I don't remember having this level of detail when we talked about this in 22 though no I brought you the question of did you want to re-evaluate it at that point and the group The the board members are on the table were like no we don't want to look at that right now right um it wasn't this level of conversation I did hear from the board last year as we were talking about goals for this year was to look at can we increase the use of our facilities yes we can this is a way we can do that does it make

142it likely that a community partner will use our space or not that's a whole different question like if the goal is we want more of our sender programs to be using our facilities and that's a goal we have that's a whole different lens than how we looked at yes and and to your defense you are working within the constructs of the current policy correct right right right I mean so this is a baby step that we could take that's a rational step that's a research step that we could take initially and we can evaluate is that increasing our facility usage or not at what rate at those kind what is it due to our revenues those kinds of things in parallel to that we could send this back to the policy committee and say let's

143take a look at the whole handbook let's take a look at piece by piece what's in there if it matches and I would then recommend that the policy committee chop that up into pieces for conversations here with the entire board because this is a really complex puzzle yeah to look at yeah that that was what I was going to suggest is you need to break it down into different groups and let them chew on one thing at a time well you see today just two things expanding time and changing rates for B and C has been a pretty long conversation right so this will not be easy work to do and I think the board in 22 recognized that with everything else we were managing at the time was like thanks no thanks right so

144have enough on our plates let's let's move on yeah but if we're willing to take this on in the next year let's you know take the next meeting we'll come back with this let's think about what Travis has put on the table here mhm if the board's comfortable we can come back at the next meeting and see if you're comfortable taking action on this is like an intermediary step and then we could do a larger study with if you think the policy committee is appropriate down we could send it to the policy committee and start working there as to do the do we need to look at this from the ground up yeah I think that makes sense straw pole does that make sense I agree I think so yeah okay just one more thing

145I just want to remind the board of when we do do more rentals and such maybe something that came up your last board meeting about energy cost Rising we are our lighting our air conditioning our heating all that will also increase and so that's just a comprehensive look that we're looking at not just the wear and tear in our energy cost will also go mon so as we're managing our upcoming energy contracts we want to think about our electric and gas and all the lighting and such that will go into these nighttime rentals for yeah lighting up the stadium or cooling a gym or heting yeah I mean that that was would be one of my questions is you know it's more an issue I think in the fall than it is in the spring

146just because of the daylight right but um it seems to me like I drive by at 8:00 9:00 at night and our turf fields are still lit up and there's nobody out there do we keep the lights on just as a policy at all times or no but it could have been that something was scheduled there they started there and went somewhere out it's hard to say without a specific like date and time but you know these these out these Community organizations when they when they rent from the park district if the if there is lighting the park district charge charge is for the lighting costs right do we do we I would assume we would charge for the lighting cost in addition to the field rental charge correct okay you don't charge for AC

147yeah and just as another quick note 22 23 rentals uh not n pool rentals were 139 pool rentals were 54,000 just to give you some numbers that's surprising good yeah so when we look at this could we also does it have to be blanket these numbers across the board or can we pick and choose like can do whatever you want yeah I'm not I'm not I'm not a fan of dropping the Hornets rate by $12 an hour and raising the other one by six I guess is what I that so that I think back into that policy discussion mhm and I think we would why would we have to why would quy as Group B I know but why can't we just adjust that group b why does that group b rate have to go

148down $12 an hour that's what I'm saying I see what you're saying so why can't it go down to 49 you could go to whatever you want that's what I'm asking can we go through the math there TR yeah so the the the guide has the percentage that's there so either we follow the percentage or we don't so we either have to say it's a certain percentage right so right now it's 150% that 200% is is doing that we don't have to raise the C but if we say it's at 200% then B is going to be half of what of what C is is but you're asking to just modify the pool rental chares yeah does it have to be blanket or can it be so if you want to put an asterisk by

149that and say it's 200% except for the pool certainly you can do that um you're you're looking at a a specific place place and someone else is going to have the same argument for a different facility a different space and I don't think that that's right that this has that and and that's that it's 200% of of that right so it this this is it's it's very you pull the lever one and there's a whole others that that go to the other other extreme specifically hornets and express um predecessors many many years ago there is a that they fall outside of or and express don't get charged a standard BNC rental because of the volume of rentals they do oh they don't they do not so this doesn't even apply to them I guess it

150could oh it may but right now because of the volume that they do both Express and hornets both get a discounted rate that was determined by somebody well well before me well to that point guess then we'd like to know what they're pay complexity to this right now we're going to create more and say there's a special rate over here no why they get locked into this like I think we should be care I mean not to the point we don't want to L re that we're already getting there's a there's a ton of complexity you bring up good points think they're pay Let's uh on hold on let's just have one conversation of you bring up good points I think it's really hard to I don't think we can do both where where we're

151creating funds to be able to have the um the funds yeah and be able to have it open it's because you're it our where and tear is going to impact it and there's a cost associated with that and if that's the the barometer if you will I mean we got a lot of well then that would increase the rates to 300 and 400% well well it it may or we just say look Community we're opening it up because we feel this is a priority we recognize that that means now every five years seven years we're going to have to lay out per yeah so we're it's just a tit fortat right and that's where I think the policy and figuring out where we lie on that spectrum is really important regretfully I think a lot

152of the people in the community would say whoever uses it pays well I don't know if that's true I I don't know if I agree with that statement but so yeah further Direction on that and we'll we'll we'll work on getting the rental income by the in category right that was an Ask look at a B and C but that's that's more going to be policy we're going to do that in the policy commit policy right yeah what else is needed well I mean I guess I was looking at the pool rates as going to the two big tenants and if that's really not what they're what they're paying you want to give me two seconds I can tell you what each are paying if you would like that information no okay be good to

153and I do think that we go down a slippery slope just speaking frankly when we look at and we say this organization and that organization correct because they're next in 5 years from now they may not be around and why did we do that like we I think we have to stay consistent with whatever whatever that consistency is whatever that's defined we need to we need to make sure that that's by the rules as they're written this is where they qualify and this is their rate but that's actually not even true it is because they have other things in that agreement that then change that rate I mean what I what I'm learning is they're actually not even that's not their rate they're not C well they're C but that's not their rate a different

154it's a different rate because of the amount of usage so each individual agreement is going to follow that set of rules to come up with a total rate at the end just like if you went to a a banquet hall for a wedding right um it's the same Arrangement here it's all in that guy we follow through what's there and out comes a rate right for a a renter so it's not just if we don't like how that's calculating and coming out for groups that's what the policy committee needs to look at but as Travis is saying we shouldn't look at we like this group yeah so we should make the rules x for them and we don't like thisp that's not how we can do it it's if you qualify under these rules here's

155your rate exactly that's right to be clear it's not like in like it's district and not industry more or less yes right but right now it's more like you're a partner you're a nonprofit you're a profit right and that's really the way get the rules but the way that from where I'm speaking it's students who are in District 99 that's not how if we're going want to change it to be that we we definitely can but that's not the way it is currently I think that's the way it should be just to live in that's like saying okay sounds like this one needs to come back with more information for our next meeting and we're you at least get an update as to the work that Travis has done to this point yes but it

156sounds like the board is asking for more so we will prepare some more for you if there's additional stuff you would like to see for the next meeting on the 17th please get it to us by the end of this week so we have enough time to pull that information together to get it to you by the 17th and you want otherwise go on what you shared today you want to vote on this on the 17th is that what you're saying I don't this recommend recommended I don't want to vote on it on the 17th I think for hitting that what whatever window we operate in we need to because we can change this at any any time it's not a school year thing it's more of a rental period window so that September one

157is would be the the target but we have to have it in place cuz then we're we're going like right so like that August meeting but if we don't do that my ask them would be wait till that next window which would be December which is December one I just I would I would I would like to have this in place for the fall for those organizations in the community who want to utilize these facilities um and i' I'd rather have something in place and you're going to need this in place before September 1 because these organ ations are scheduling their facility rentals like now now well the April April 1 is open now for yeah for the okay so I I'd be more inclined if we're going to take this baby step yeah if

158we're going to take this sorry if we're going to take a baby step like Hank is suggesting that we probably should vote on this either you have to do it June or July right Travis yeah the June like the June window opened up June Windows opened already for fall so August 1 to October 31st we've missed that any application I received now is going under the current rate structure so we're talking about the next window that would be in effect wouldn't be until October September 1st would be the next opening for November 1st through February 29th okay so we have until September 1st to get this in place maybe we could vote at the July meeting take our time I think so your so I'm sorry your window is already closed through the end of

159October it's already open June opened under the current rain structure for August 1st through October 31st so anybody that would like to rent our spaces let's say weekday rentals now her policy I would say we don't rent our we our our athletic facilities outside of pool which is always our little misnomer um we don't rent our gyms or our turf on weekday nights okay we do primarily rent them on either Saturday afternoons after a track meet or a football game might be done and then we rent to Sunday would be our primary rental space our hot Market time as you can imagine is November through February which is a September 1st opening date so that's when the majority of our people are looking for the indoor space so our cheerleaders want to rent our gyms

160during week nights but we currently say no um right now they practice outside for those flag football teams they're usually just doing outdoor practices okay so that window will be September 1st so I'm saying we have a little bit of time if you want to discuss a little bit more we can bring you back this additional information in June remember in July we only have one meeting though that gives you time to meet with the um policy I don't think we're going to your policy committee isn't meeting no we don't have one scheduled but I don't think we're going to be able to do the research work that the Pol that I'm anticipating that the policy committee is going to want to be able to make an informed recommendation to the larger like this is

161going to take some churning yes you can see we're talking about two things right now and how much time we've spent working through that and that's with Travis have done the research before tonight right so uh this is going to be this was a can probably a project for the entire next school year to if we're going to tear this down to the ground up and look at what our vision is of how our facility usage is like that's going to be step number one and then we have to start going back through the whole process and re-evaluate it okay okay okay to move so we'll come back with qu answers to any questions you have at the next meeting on June 17th and then the July boarding meting which is July someday in July

162uh we'll be looking for the board to take action on this recommendation or not okay at that point or however we tweak it between now and then but for rental rates and availability beginning on the September 1st window of time that opens um would be that that time frame and recommendation July 15th July 15th thank you here all right mhm all right Travis has got one more if you're ready might be equally as long I I say yeah yeah all right advertising so um again kind of following that same format uh steps that we've taken so um we have we've worked through um and I believe you've seen versions of this uh we've worked with digital scoreboards who we have are are providing building our our scoreboards uh and we weave that into our our

163contract with them to get assistance with the creation of uh of our program in an of itself we've gone through uh multiple different drafts and reviewed it internally and um I think in a a pretty good spot for the the work that we've done um obviously then also reviewed uh 16 different policies to needed to be reworked uh we we brought those forward at the the last meeting um right and we discussed that at the policy committee that's in uh 5140 solicitations buer from staff and then 825 which is advertising and distributing materials and schools provided by non-school related entities um we've also had a committee that that met uh has a wide range of different roles from building level ads to our finance to Communications to operations um and looking at and saying okay

164what is we reviewed the the working document and what does that look like what what piece it what's the readability all of those different uh things uh We've also done some training with score vision is the software that that runs our our our our our programs if you will the advertising the scores all of the different pieces that will be on our our scoreboards so we did the initial training uh with them which included uh individuals in the building and learned about like The Who and the what and the when uh of of our upcoming things that we need to make sure that we're in place um we need to schedule the next two trainings which will be um in scope I went ahead and scheduled the second one just myself and the individual we

165can do as many trainings as we want but in preparation for this meeting I wanted to see okay what are the pieces what does it look like the actual running of the of the scoreboard with the different advertising structures that are that are in place um the individual that provided that training uh she said I shared the our advertising packages ahead of time and she said this is the best one that she's seen in a long time so the work that we've been able to uh do with digital scoreboards and internally uh she said we're in a a really good uh spot with that so looking specifically at the uh policy 825 you guys have seen this language I just want to make sure that as a reminder that these are the things that we

166talked about at the at the policy committee and then again these are the things that are in um as as suggested language uh for so that we can have advertisements and have a a litmus test if you will uh when we're looking at the the actual advertisements themselves were there any questions about any of those um those pieces in 825 actually I yeah so I was just reading it over comparing it to the earlier so I your current version so I said just a few questions so okay like a legal on the right page illegal actions know so my question was is that things that are illegal for minors or is that just like do we need to oh illegal actions yeah like is it I think I think illegal actions would be illegal so

167it our audience is going to who's our audience so when you're talking about illegal actions and you said like with the The Rage of the students is that what you're talking about yeah yeah like I I read something in here before that was going to be student focused right so I just was wondering is that because there are more things that are legal for minor so I just was a question yep um and then I that would be the lens that we would look through okay and and then I saw like smoking on here and again this is like do we want to call out vaping is that fall under the same it would fall under the same it's under smoking okay I'm the one that would be making the call on this right cuz

168me and the the team here would be making the call so just the lens we're looking through is it's a school setting yep students families are going to be present and we're going to take a more conservative view on all of these than you know uh our goal is that it's not causing A disruption y by us allowing this ad to run and that's the key piece you see up there in one of them like will not cause the it might be on the next page right uh disrupt the educational environment classroom schools or campuses or interfere with existing programs or services to me all of that stuff up above that is outlining things that could do that right yeah I was just trying to be specific like I thought yes I know initially you

169or your designate is going to be reviewing everything but I was like as clear as we can be like what's in and what's out I think would be helpful um like another thing I was thinking about video gam social like social media do we want it like are we going to allow ads I don't know do we want to be specific about things we know we're trying and do combat in the school I didn't know well if there's things you'd like to add um this would be the time and we can just do a quick straw pull it's open as policy right now and we could adapt that before we bring it back your role and are you going to is this going to become like a full-time job for you to like evaluate these

170and then have to answer questions like as I'm not saying I want to like constraint us to be super specific but I'll be honest districts in the other last District I was in we had a similar policy to this and it kind of is or it isn't Like You Know It When You See It generally like and if you're like looking at you're like I don't know I don't know is no right when you're looking at something like this uh and it does provide the possibility where if we reject something and uh somebody thinks that we've been over aggressive and reject was a process for it to come back to the board for discussion okay uh and the other way is if somebody raises something like oh wellow that was concerning I wish that I

171wouldn't have seen that on a scoreboard it could come back as well right so there's a process you feel like we're covered I feel like we're covered okay okay that was those are sort of my and I think this is similar to language to other districts have this as well when the policy committee talked about this exact topic Cara we were comfortable giving that discretion to the superintendent um and not trying to have just this all-encompassing list of ins and outs but giving giving him a little bit more um leeway if you will to make the call okay do you think smoking and vaping should be broken out separately because I know Scott when we were looking at the results of student participation if you will there was a decrease in smoking within in the

172schools but a big increase in vaping so they're being called out separately or is that makes no difference to me is making this decision but if you'd prefer that it say smoking SL vaping we can easily make that change okay is that my I'm hearing from at least two board members that feel like that I'm I'm just trying I don't want this to become a full-time job for you like my only thought was how do we make this as straightforward but if you so so I mean vaping came to mind too um but I and I guess we can modify as we go up but I was just thinking how do we go out of the gate I think with to your point I don't think you're allowed to advertise smoking no it's illegal no

173and the the other part on the end of that sorry I got I got to go back um or reflect any behaviors that contradict board policies or rules right we already have all throughout our our policies and rules things about vaping and all of that I think the the challenge gets when you when you get more granular gets harder to implement and Hank's not going to approve a vaping head I don't think Mar no no I am not just settled with Jewel didn't we like yeah I think that's no not yet not yet Che didn't come yet oh jeel yeah jeel yeah we're still getting checks okay anything else on the I can't imagine Obed policy language no what about tattoo parlors depends on what the app looks like [Music] was the question so then

174we have the use of funds for this which I know you guys um are aware and this is included in the advertising uh program but it's important to note that that's our strategic plan is to fund ongoing classroom Renovations with the revenue that comes in um from the work that has been done and and we're kind of confirming that now that it's it's about $60,000 per classroom renovation so when we look at our our revenue and trying to figure out what does that look like how can we how can we do those things um and that is um that's a a dollar figure that we're keeping in mind as we're as we're looking at how many classrooms could we do in a year right and in looking how many do we need to funds um

175depends how fast you want to turn it how fast do you want to turn it out yeah because we have I mean do we need a 100 oh that we have left to do yeah about 200 200 200 okay so so we're talking what is it 10 year by the time the next referendum comes around you're back to square one yeah yeah okay I I'm yeah no that's yeah it's just but you know we're constant and it depends on do you want the full $60,000 package for every room which is floors electrical walls and furniture or are we talking about h Furniture is okay but let's do the rest or lights are okay it like it depends on what each room want you know some uh classrooms need more uh facilities like uh science labs

176and all that kind of stuff more talk about just general classrooms more like an English classroom yeah 60,000 is an average classroom not a lab setting or anything like that okay all right sorry I no no didn't mean to so for all um the ads will be played at all sporting events for uh all of the packages that are not the allart right so the ocart ones are for specific venues and that has a limitation on what is played but there is at all of our sporting events um so if a package is purchased it is uh across all venues both indoor and outdoor um so it's important that we understand what that uh what that is so if I'm Soccer 2000 on Ogden Avenue and I want to advertise only at the girls and

177boys soccer games is that an alart is that what you're saying it's it's the alart would be that you could choose Carson's field but it would still play at all of the outdoor events at Carson field okay so the venue is what you would pick okay okay MH so the the type and timing of ads I'm going to kind of go through these uh a little bit quicker but I I will share these but also say we're working with score Vision to make sure that these are the exact same ones that are in our program uh that we've shared with you that are available um and there are some differences with indoor uh and outdoor so I'm going to talk about they they can either be static which is an image right or a video

178uh so this this type that's called a brand wrapper um is something that is a static um and that plays you can see it's played uh or shown during the game and things rotate through if there's multiple brand wrappers you can set the timing for how long it takes and it will rotate through all of those ads that have a a a brand wrapper so it let's say we're we're watching a football game here at South High and there's a volleyball game going on inside will will it kind of come through and say oh you know South's volleyball team is winning you know six to three or whatever there could be it would be a manual like is that a brand wrapper no it it would be this would be for this would be like

179car dealership yeah Portillos yeah restaurants yeah oh oh oh oh I'm sorry I'm looking at home and away you know no that's what's wrapped around theore wrapped around just oh in the yellow oh it's kind of like I'm sorry I don't mean to be okay now that you're oriented that's good I'm just trying to think about look at the yellow yeah you know I think it's like if you go to a white sock game or whatever and you have the yep the advertising just going through it doesn't interfere with the the scoring yep don't go to game yeah so that that that is the score as the game's going on as the clock's running down we're in a different court right that brand ra says like like uh uh Joe's heating and air conditioning uh

180you know and the phone number their phone number their website or whatever for QR code and that goes yes okay all right I'm sorry I misunderstood I was it's okay that's why we're here trying to get an idea the next kind is a it's called a rotating Cinema ad and you can see down there at the bottom it says halftime right so this isn't played while the competition is going on um this can be itic or video and it's played during pregame timeouts and halftime so that's that kind of that package that goes through so it's it's going to take up a lot of the screen it's it's kind of that right there this is all of the the information with that cool there's a panorama so you'll see at the bottom there that's where

181that would uh show up uh again that is a static or it can be a video and that is during again as the game is is going on and what that looks like there's a rot ating signature ad so you'll see that's right in the in the center in my understanding uh she was double-checking on this um the Panorama that we just went through is indoor and outdoor the way that the the structure is the signature is um just for uh outdoor and again that's the same thing as that Panorama where it can be um both uh static or it can be video and it runs while the game is is going on then we have rotating Brands so there's a brand ad one and a brand ad two so to get into the weeds

182a little bit she said you can like say you can sell one brand for more than another people tend to look at the home score more than they look at the away score and they said you can you can get as intricate with this thing as you want and there's research to prove that that's where people look more um we're not at that level at this point in time I will tell you but that was a very interesting thing to me of like think make sure that you get them so somebody could add double yeah so they would so the brand yeah the brand ad one would be a a uh a stack of them right and brand ad two is a different stack but there might be where they they go across uh both

183and you'll see that in the in the next thing so then the last uh type is uh in-game animation and again you can see it's a halftime it's taking up the whole thing so that's that's again uh during or after key plays during the game um or at halftime those types of things so that can be something uh where you're highlighting it's it's really cool like uh so this is not all ads we can do this with our content too right so we're highlighting uh an athlete that's a top scorer right now in the game right and it keeps the stats and you push a button and it will show up and if we have their picture it'll show their picture um and go through and and give that that in-game animation so if um

184if I'm watching the game and I got my phone and I see the touchdown can I send it to the booth and then they can play it MH so you can say ah we got you can there's a fan app that you can um you have to download it there has to be then it whatever you take it will uh you click Send and it will go up it Clips it to a 10sec there's someone that would preview it and then it can play so yes there is that capability uh that's or you could assign somebody on the correct on the sideline to to do that for our team correct but this sad is if I come to you and I say every time uh down gr South scores a touchdown I want my on

185the touchdown after the touchdown so the the different yes and here's so the different packages um are broken out that way so you'll see what we were we were talking about that Cinema ad um there's different Cinema ads so the title sponsorship gets gets everything um and the brand one ad is specifically because that's on the on the home side is the way that that is is broken down the numbers at the top are we won't exceed eight packages of title 10 Champion 15 Premier and 25 Elite so that allows so that there's not oversaturation of the the different ads that are are running at at any one time you can see the championship or the champion sponsorship again there's uh six of those that are are at play but not all of them are

186at play and it just and it dwindles down as you move across the the different sponsorships what I didn't understand with I I realized what the numbers were across the top y well I couldn't understand cuz I don't know how many ads come across when I'm at a game is that per game or is that for the year that number is um we would have in a in a year we would have a maximum of eight title sponsorships y oh and that's districtwide correct it's not south or north correct and it's both it's all four scoreboards okay right so everything on this page is all four scoreboards um and at all of our sporting events wait why are you saying eight title per year when they're more than eight it's not the number it's eight

187spons eight eight v uh companies that will work with eight advertisers got it okay yeah so if Joe Rizzo Ford got it buys one and one we seven all of them okay okay so that's just to kind of Orient you to to kind of the packages how how that is uh how that is structured this is the pricing and again this is the work that we've done with digital scoreboards and looking at all they've looked at our community and what they think um would work in ours so all of those four that we just went through title champion Premier and Elite is a three-year term so there's a yearly uh cost and then the bottom four are the those alicart things and they are one year at at a time and that is strictly a

188brand ad so if you remember those brand ads were at the bottom it's nothing else it's not the in-game animations it's not the big full it is during the game on a side it will rotate through and the in the cycle now are we also giving um I'm not going to say packages but something to our let's say the um um theater group at North or South they can advertise the fall play is you know Cinderella and so that's all separate from this those are going to be free I would assume yes those are going to be free and they would be probably be the smaller ads well it can be the full because might be the full it just dep be a video yeah so how they how they recommend that you break it

189out is about 80% of of this and % of your school content it's it's getting that because you have to create it right you have to go through whereas when we're working with our advertisers they're providing us with the with the static image or the video and we're we're playing that you know and because we want them to know that they're they're going to be running an estate cross country meet you know on on Saturday so you know that'll well I'm I'm sure I'm I'm I'm sure you guys did your homework on this but I was just just wondering is a threeyear term with how volatile the businesses are today like brick and mortar is that really aggressive are we finding that a person would want to sign up for three years and maybe that

190that's the right fit the next thing I ask about that then is if there is a way you sign up for a three year and you're like well I'm closing the business next year to back out of this contractual agreement and and that would that would be something we would need to make sure that's in the actual um contract itself and I don't remember um it's the last page of the of the document and I don't believe that it says that's okay doesn't it doesn't have anything in there that if something happens in the during that time period if your business dissolves right or that's something that we can we can look at adding we're all a contract between the board and that entity though you would have the ability as a board to choose

191to let somebody out of a contract if you wanted to I I I think that's great but I it may be okay to have some contractural language so again this is an addition to the business of schooling that we don't spend a lot of time trying to yeah deal these that's why we're using you know this company's recommendation for how we do that how the length Okay and and do they pay yearly so yes if 3 years then it's what uh 17 or 18,000 a year yeah the way the way that we have it is that it's um honor before October 1 every year every year okay so it's not a lump sum for the three it's it's on an annual basis you shared that somewhere um what about booster clubs are we giving them

192a break they don't pay right we haven't had those conversations conversations yeah I I'm I'm just throwing it out there cuz you know they they're going to have events you know or the the you know the what is it the um split just focused on the full tier sponsorships at this split the pot kind of thing you know this is what 50/50 yeah them ount of the split the pot is XYZ Travis if you sell out what does that what does that look like on an annual revenue basis then um oh gosh uh so what do we have eight so eight would be an annual 400,000 then we'd have 300,000 so that's 700,000 then we'd have another 30,000 um and then 25,000 that's pretty good would be if if all of those were at place

193so what do we say 700 1 25 million if that was all in that'd be a nice little Revenue source that would be a fantastic no that would be an annual per year that would be the annual it would be an annual if all by one if all of them were sold that's and what was the cost of the scoreboards again roughly um roughly with install and everything was a I'm trying to pull I think we were at about a a million or the each each school school not yes so 2 million total million for districtwide I believe so when we looked at it uh what the scoreboard company told us was that if we maximize our sponsorship it's a two and a half year payback on the investment that's great so that kind of

194checks out with the package that they brought us yep yeah um would that also go back to your um suggestion that it would also go towards the fields that was not my suggestion well you know I mean back when we were talking the plan is it all goes towards facilities starting with classrooms because that's our first set of needs that we have that have not been budgeted for through referendum or other borrowing pieces like the fields the tracks we've all done that either through Capital Improvements or through other borrowing options we did about a third of our classrooms through the referendum with a plan that we would come to the board with a long-term plan for classroom improvements this is that long-term plan now all of a sudden we sell out we're able to redo

195all of our classrooms in like four years or three years or two well then what other facility improvements do we want to look at you know that'd be a great problem to have because I I'm I'm thinking you know if these scoreboards um pay for themselves what about putting them at the baseball fields uh you've got girls and boys and um right those are their options any other y turfs that we may want to do because we know turfs can be used 247 no matter what the weather where our Fields can like the way you think Terry let's hope we get you know over a million dollars a year in advertising revenue and then we could have those kind right but you know what I'm yeah absolutely getting at is that it can progress so

196then the other piece that we have in there is is the Real World Experience real world applications right this is the ultimate plan right where we're weaving it in um we're we're going to be ready to go for the for the fall we're not going to be at at this whole level right but that is the ultimate plan is that we're we're weaving it in that this is a um it's a career like there's there's I was at at a major league baseball game just recently and I was like what there it is right you see it all over and um it's pretty cool where do you start it then do you start it like in the theater the tech like where does it where does it start like next year for next year next

197year we're we're working on creating those um and seeing if if there's interest we're going to have to go to the the the buildings and say where where do you think that this best fits with your the building structure that you have there may be a club there may be something that's already in place that that that would naturally FL be different at each school yes yep okay yep I can see a class even year one the goal is just making sure that we get the ads and they run right that's year one is making sure that we deliver on what we promis grow it from there you can also get students to um to create the ads for sure AB the companies and um you know that goes into the art direction and you

198know the design that's all uh you know inclusive that's that's a great class for kids yep so I know the other the other uh images had and this is just the question screen but this is again like the the the banner that's across the top we have the the brand ads that are in the corners right and then the signature ad is in the is in the middle um that would be a video that would be played again that's our stuff saying hey we scored a touchdown right if there was another if a company had that we could have our logos and and then had that scroll through so the the potential is really um Limitless and in how we utilize and but we're going to be ready to go for making sure we have

199the the ads up and running and get some of our our graphics for our our schools as well right we don't it's not going to be all ads to to begin we're going to make sure that we have school related content in there as well so questions about anything that was uh that was presented this is very exciting very exciting do you so do you envision like a teacher who mans the scoreboard during games to do the ad placements and videos so I that's why I I wanted to have that other training that was in place it it is very straightforward it's it's dropped as long as they're formatted correctly you're you're dropping them in and all of that stuff with the ads and the brands and all of those things are automated they they

200run so the the in-game production there's some of it like to play if you have an event you hit you hit a button and then it will run that Cinema ad right it will go through so it's not you're not pulling a bunch of different things with the producer and going up and down it's it's literally touch it's on an iPad and it and it runs and it's from the the cloud and going through that so yes we'll have to have someone that is running though that specifically a lot of that can be done as well from the when you're uh keeping time doing the score sure doing all that stuff it's it's so the announcer who's doing the score could also do this yes is what you're saying yeah this this stuff runs in

201the background if I'm correct right and then the stuff in the middle that's whoever is managing your who would have been managing your scoreboard before okay now you add one more thing to it which is like touchdown show that animation you hit that so when you go to a timeout again there's a couple buttons you push and it runs that sequence during the timeouts right so it's it's very much it's the the beforehand setup that really is is an important part um so for the first year how do we go about recruiting advertisers or potential advertisers and at what point do we start that recruitment as soon as we get this approved we're going to start beating on on doors and getting the getting the word out using our Communications channels um and but we

202need to we need to have this program in place so that we can and those out and get it going back to the uh you know let's say you've got eight of the elite or whatever yep how many times is is my ad going to show up on a given night so that's up to us in the setup so we'll get those specific things set up and then we'll be able to answer those those questions but there's all eight are you going to have time to do it four times you know what I'm saying mhm because you got all the other stuff to put in there too yeah but no notice that these other ones uh just going back real quick to this yeah like the elite the that's the Panorama ad and the brand

203ad those are running throughout the game mhm right the premier same thing Panorama signature brand those are running throughout the game nothing during halftimes or timeouts or anything along those lines they're flipp about Le 10 probably ads it depends upon how many we have right but they run about every I think if I remember correctly about every six seconds is the recommended that it that it rotates through um but you have the brand ad one you have the brand ad 2 right so they're they're different pools you're running through so there's specific places that it's that it's showing and again for that that set that set time that's why you have a lot less in the title because there's you're getting more content well it's a bigger content you know it's a bigger screen let

204so that's why I was going to say how many times you know if you've got eight people or companies doing that are you going to get two or three or four views yeah during not only are you going to get the the the bigger ones but then you're also in that rotation with the other ones on the on the static the things that are just running through the brand ads and the signature and the oh that's right yeah cuz they get they get those too when when you look at and I I think you guys saw this but they're when they we look at the number of tickets that we've sold um across all four venues there's 5.9 million impressions that can happen for across all of our different things now there's some things that

205are outside of our control how many timeouts are going to be called it depends on the game right so it's not a we can't say we can promise that you'll have this number but we can say we can for the the stuff that rotates through why the game is going we know what that looks like but some of those other ones long the game's going to last right is it going to go to overtime is it yeah I well I think hats naturally have a set amount of time anyway there's already can recommendations how long anyway so it's so you know you're going to get at least an hour and a half you know the length of the game and if if it goes over that you know it's extra but you know that's what

206you're going to get is TimeWise and what we can share because we're not going to know when we're answering those questions we're not going to know how many title sponsors we're going to have how many Champion those different things what we can say is that these ads rotate through every if six seconds that we set it we can also say that during again halftimes timeouts these these uh ads will will run mhm and you know you've got um 20 minutes of pregame uhhuh time you you you have that you know that so you can and halftime y know what you're going to get there are you are you asking us to vote let's not vote on this tonight correct no this is the first first discussion of the topic okay so how quickly can we

207vote on this I think it's um very important if we're going to get advertising recruiter recruiting for the fall to get this done as soon as possible we'd like to on June 17th bring it back for Action okay yeah because everybody's getting tired so come prepare June 17th if you have any major concerns or recommended changes here all right the handoff all right uh next one is mine this is broken into two parts first part is tonight next part is well it's multiple parts next part is our next board meeting for the I'm going to give you two indicators and measures tonight I'm going to give you two on June 17th then we'll have from there until July 15th we decided for questions feedback whatever I'll bring you the next version of that on July

20815th and then our August board Workshop will have an action item to approve this whatever version that is going into the next school year so we start the school year knowing what those things are going to be okay reminder these are the indicators and measures the measurables the metrics that we'll be looking at we've spent the last year designing what we believe these things should be some of these are numbers that we already pull some of these are things we're going to need to work building procedures for throughout next school year do to then start with a Baseline and those kinds of things I brought you two tonight the first is growth of student ownership and agency these are metrics that resemble things that you've seen before and other measures that we've shared over the

209course of the year that's why I've picked this one as uh the first one that you look at so the first one is related to attendance it closely tracks to the idea of chronic absenteeism which we've been talking about um looks at it by semester for that year and in comparison to the last fiveyear Trend um and we ensure that any student that's not in regular attendance by that criteria is being supported through uh an attendance intervention monitoring through the discipline Dean's department and the administration um so we would report come back here in September and give you what we've given you before which is pretty much here's what chronic absenteeism looked like for the past school year here's what it looked like for the five-year Trend here's what we're doing this year to improve

210that uh and that one we would bring to you after each semester uh moving forward questions on that one next one is data you've also seen uh which in some format or or another but is really looking at students uh that have a c or better versus those that don't also looking it students with a single D andf in comparison to those with multiple D's or FS um to to see the factor that you're looking at and then we will be reporting to you on ensuring that every student that meets the criteria of not getting a SE or better of what interventions things like what you heard about tonight that we have have provided some kind of support for every student that falls into one of those categories we'd come to you uh with a

211baseline in September of where we ended up for this past year uh and then each semester we'd come to you with here's what the numbers look like questions on that one last one connects very closely to the presentation you heard this evening um which is student intervention and support students that we've identified that need additional support are they accessing that um this is not a metric we've ever counted before um we do count interventions in a variety of different ways as Scott talked about in our student information system but it's making sure that uh student being identified as needing support has access that how we're going to track that code it and count it our work that that monitoring team you see there at the bottom uh those are the folks you heard from tonight

212uh we'll have to evaluate and figure out how we're going to do that we will come to you in January with a plan for how that metric will be okay evaluated and accounted for uh in the remainder of that year and for future years um so these are you can kind of start to see for around this strategic domain we have three of these indicators we have what we're going to do for counting up who is met what we're going to do to respond to those that have not right uh so that 100% of our students uh we're keeping track of right nobody's really falling through the cracks with these questions on any of these three just a question on that one kind of thinking around the like chronic absentee like can you totally control

213that like are there going to be students that need intervention that we going to say here are your options and they're not going to take advantage like so that's why we're counting it the way we are right it we're not saying 100% of our kids will or that none of our kids will be chronically absent what we're telling you is that all of our kids will be accounted for right right we're going to try to reduce the number of kids that are chronically absent but if you are chronically absent we know about it and we've intervened right that we can control now I I can't tell you that if we intervene with a kid and you know that they're not they're magically going to be yeah in regular attendance but I can what I'm working

214with with our team is coming up with metrics to make sure nobody falls through the cracks yeah sorry I was just using chronic absy as the example for this third one like is that the same kind of issue right like we we identified the told was available and you may or may not have taken advantage okay just so I understand okay yep so that's you know you'll see these from a lot of school districts that'll be like x% of what will be there and they bring you and they say okay we're above the X percent great but what about the other percent that fell through the well we're not going to talk about them we're just going to work to get more of a percent next year what we wanted as a team to bring

215you is that y both sides are represented right those that are meeting our expectations and those that we are supporting all right any others on this one the next one I'm going to turn over uh to Rob because this is really his domain yeah thanks uh so this one is all about recruitment retention and support of our teachers and our staff uh as Hank has been explaining this meeting in the previous meeting this whole activity is about finding the measures that give us the most opportunity for building strategy around um so you'll see on here uh we don't have some of the traditional measures that you would see like a like a retention rate or something like that uh because we have a 96% retention rate so there's very little opportunity that that measure can

216give us to really uh build strategies around uh so we had some great conversations about what are we doing or what could we do that could help with the recruitment retention and the support and the first one that we landed on is work that we're already doing uh it's our work around morale it's us being intentional and using a scientific method about the environment in which people work uh that helps incredibly with the retention that also helps with people telling their peers this is a really great place to work um and it also supports so we feel that uh continuing in that and building that into this process helps us with uh all three of those um you can see that we already started it this year the framework that we use from the this

217firm that we're partnered with has uh six categories that helps us to really narrow in on what morale means uh and where we can improve of those six our administration of the survey in the fall indicated that two of them were already doing pretty good on uh so that was our recognition and value and our personal safety and belonging uh the one that emerged this year that we're building strategy around is the category of ownership and input so uh the staff really wants to have more voice in the dire uh and they also want to feel more that uh they're contributing to the success uh in some of these measures that we have so that's the first one that we have we're going to administer the survey again sometime next school year so that way

218we can see uh the gains that we've made on ownership and input and the idea behind this one is that uh this whole process is a multi-year so after the five years of this our aim is to have all six of those categories uh at the appropriate rating for us so ideally it's going to be iterative we do ownership and input we work on that we build that into our culture and then another category is going to emerge as the next one that we need to work on so yeah go ahead yeah yeah I if you have more go I can I was just going to move to the PD but if you have questions on this I okay so then the second one is um professional development so the first is is the morale

219and and the conditions that people work in and the second is our investment into their growth uh and and building in a system so that way we can make sure that the professional development is uh meaningful and relevant to the staff so that's using exit tickets uh a standard one after each PD event so we can look at it and see where we can improve and make the PD better and better um every time for the staff uh so the idea behind this is that these are uh what are called leading indicators uh instead of lagging so retention rate is a lagging one we would wait until the end of the school year to figure out how we did these are more leading that we work throughout the year to see how things are going

220and then keep getting better and better yes shelle so you have what did I see the exit slip m is that like an exit interviewing you're going to give them some type of um sheet to fill out and yeah it's a real sorry exit slip is a teacher term i b basically what it means is it's it's a mini survey at the end that uh we're going to put together that'll help us to figure out was this uh good for them or how can we improve the sessions for next time survey around professional around professional professional they'll survey did this meet your professional Curiosities uh was this a valuable use of your time questions like that that we can apply across all PD uh opportunities so around recruitment retention and support of college teachers each

221of the metrics you're going to ask them if they felt that they this met their no okay so the the big category is what can we do about recruitment retention and support of our staff and the two measures that we're putting in place is related to the conditions that they're working in so one of them is how they feel about uh their workplace and the other one is how how good of a job are we at adapting the PD to meet their needs so those two are working hypothesis is that focusing on those helps us to recruit better because they're telling their peers you want to come and work at District 99 helps us keep people here uh because it's a valuable environment for them and it's helping to support them as they continue to

222grow does that make sense okay question for you the six morale categories do we know at this time what all six of them are we do yeah uh I can read them to you if you want me to or you can tell me later whatever it's convenient for you yeah so so there's six the two that you see up there is recognition and value so that is exactly do we do we indicate enough to people that uh we believe they're doing a good job and uh that they're valuable personal safety and belonging is pretty self-explanatory then the four that are left one is time and resources uh the other one is ownership and input which is what we're working on uh this year the next one is leadership trust and values alignment uh and then

223professional growth so we're actually kind of working towards the professional growth one at the same time that we're working with ownership and input okay and this firm has like really good definitions I can send those to all of you of what they mean by those categories okay that'd be great if you have time to do that the purpose is for us to take this nebulous term of morale and get into a definition of what can we do about it so they break it into six categories for us great great that's are are we rated highly in all of them and then we're just trying to groom well not groom but improve yeah our standing in those so the way we measure it is it's about 20 questions on a survey and those questions align to

224those six different categories and then we'll analyze those questions and each question is on a a Liker scale a fiveo scale so five is the best and then one is the worst okay and so those that are up there the recognition and value and personal safety and belonging on average got a score of four yes okay and then these other ones got a average score of three so they're not really bad they're at three and our work is to to jump them up to a four or a five correct well five is kind of hard to get I would think but you can get a 4.5 yeah the purpose is for us to find what's the next thing to work on build strategy around it and see if we've made Improvement okay perfect are you

225working on a third for this category or we going to have two for this category just two for we're between two and three for each of them I believe we discussed that as a board when we set talked about goal setting earlier in this year to keep it narrow y right speaking of ownership and input the work that we did with staff this year uh we heard from staff overall narrow our Focus really make it clear what's important so through this exercise we're we're you know doubling down on some of these things this whole process is part of our work towards ownership and input right which is you can see how that builds on those two right the fact that you're asking people's feedback after every professional development opportunity is a form of ownership and

226input right so all of these things start to build on one another all right so here's these two uh I'll be back the next time with the last two and uh like I said then between then and the July meeting any feedback that you have we're going to be working on these in the background right to get ready for the next school year uh if anything like sets off a major red flag to you let me know about that early if there's things you're like I'm going to just kind of sit back and provide some lowkey feedback later on we can kind of work through that as we go along but as anything if there's something that's a big concern to you let me know about that early okay okay item number six the consent

227agenda um before the board votes on the consent agenda is there any agenda item a board member would like to pull out of the consent agenda for further discussion those are the items hearing none uh can I have to make an announcement real quick you'll see in your document we have um uh the appointment certified we have a modified one all that is is that one of the candidates who was going to take a part-time special services uh has found a full-time special services job somewhere else um so that person is now off the report for your thanks Rob yep thank you can I get a motion for the Board of Education to approve the consent agenda as presented which includes a Personnel report appointment certified transfer of position classified B Personnel report retirement classified

228resignation classified C Personnel report termination classified and D wave first reading and approval of board policy 3.71 Chief technology officer so moved second jry moves Ken seconds thank you have discussion a question yeah okay so the action item tonight is separate from the report from the consent agenda correct yes I want that's okay certain of that but I want extra certain okay Terry pavich hi Ken Dawson hi Chris Spinosa hi cherelle Fuller hi Jenny hagstrom I Cara Caston I and Don rener I motion carries Julie do we have any um no sir slips okay so moving on to item number eight um can I get a motion from the Board of Education to go into close session for the purpose of the appointment employment compensation discipline performance perance or dismissal of specific employees specific individuals

229who serve as independent contractors in a park recreational or educational setting or specific volunteers of the district or legal counsel for the district including hearing testimony on a complaint lodged against an employee a specific individual who serves as an independent contractor at a park recreational or educational setting or a volunteer of the district or against legal counsel for the district to determine its validity so moved second Terry moves and I'll say Chris seconds thank you Terry pavisic hi Chris Espinosa sorry charell Fuller hi Denny hagstrom hi Cara Caston hi Ken Dawson hi and Don rener I motion carries and just for a note for the public after the board comes out of Clos session the board may take action on a Personnel report as noted in the a agenda we are in close session take

230like five for biology break sure e