001[Music] so [Music] [Applause] [Music] so [Music] one [Music] [Applause] [Music] so [Music] [Applause] [Music] [Applause] [Music] [Applause] [Music] [Applause] [Music] [Applause] [Music] [Applause] [Music] [Applause] [Music] so [Music] foreign [Music] [Applause] [Music] [Applause] so [Applause] yeah the anaheim union high school district board of trustees special meeting of october 26 is called to order at 3 0 1 pm the following members are present anne-marie randall trejo brian o'neill al jabar katherine h smith and myself anna altercy do i have a motion to adopt the agenda second uh we will now stand for the pledge of allegiance please hands over your hearts and loudly i pledge allegiance 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 okay public comments
002open session item all right this is the opportunity for members of the public to directly address the board of trustees concerning any item described in the special meeting agenda i'm going to shorten this do i have any public comments seeing none we will move on to items of business item five and this is the agreement lpa inc district-wide facilities master plan services and i defer this to patty neely good afternoon board of trustees cabinet superintendent matsuda members of the public i first of all i want to start by thanking the board for allowing us or actually having this special board meeting today i know that it was um it's something that i don't want to say use the word rushing but it's we're expediting this whole process of um starting the update of our new
003master plan and in advance we just thank you for your support uh we have i'm just going to make just a quick overview uh we have a staff uh dr nean myself we have interviewed two firms architectural firms typically the firms that would take on a task like this of updating a master plan and we have interviewed visited with them interviewed them and we have received proposals once we reviewed all the proposals we have were able to we were able to now come up with a recommendation to the board and we have um lpa here jim kissel uh principal at lpa uh visiting he or actually here present uh to kind of describe what our process is gonna be like so we had a couple during the negotiations we had several calls with jim and
004lpa has a very good understanding of what we're looking for i also want to mention that lpa was the firm that prepared our master plan in 2013. it's almost exactly to the date we um when came to the board for recommending recommending lpa to prepare our 2013 master plan it was adopted may i believe it was may or june of 2014 it was a seven month long process that we had with almost about a hundred meetings with stakeholders schools staff ed division uh maintenance and operations and um like i said it culminated in in i believe it was may with the adoption of the master plan and this was prepared um prior to the board putting the ballot measure h what ended up being measure age on the ballot in august so uh it is
005recommended that um seven years later we really feel the need to update the master plan there have been many changes that within our you know the the initiatives here within the district new programs we need to make sure that our master plan is still current and responding to the educational needs and also taking a good look at our facilities we have done a lot accomplished a lot with measure right funds and measure age funds and other funds and there's a lot of things that are coming off the list but you know that um when we went to the when we adopted the master plan in 2014 that we recognized that there were many needs almost 1.3 billion uh dollars worth of needs and even though we have done a lot of work the needs are
006still there and they're you know they're it there's still a lot of funding that will be needed for this so um but like i said uh it's a good time for us to really uh take a look at our facilities at our programs and make sure that everything is lining up in addition to the typical master plan that we have that we will be putting together there's other tasks that were requesting lpa to prepare for us we are looking at our ct programs it's very robust here at the district and especially this district being a high school district we want to make sure that we look we take a good look at what's coming up in the future make sure that all our facilities currently uh rct programs are properly housed and also looking at
007what's coming in the future so we want to create the master plan working with our ed division so we will be preparing the master plan and implementing uh the ct master plan the other task is taking a good look at our title ix to see for compliance so that will also become a part of the master plan and how we're going to implement that as well and the other big one is our road to zero net which is all related to energy and this is in response to um the state mandate it's so we have some milestones that we need to start paying attention and this is the perfect opportunity for us with a firm like lpa to really help us create that um that roadmap so one of the first milestones approaching soon 2030
008there's another one and in 20 20 40 and then 2045. um one more thing i want to mention is that with the master plan and the services we will be funding the preparation of the master plan with facility funds and maintenance funds we will not be using a measure age funds and we will not be using general fund uh general funds i think with that uh maybe we can later and if you have any questions i think at this moment i'll just open it up to lpa and jim kessel lpa to just kind of talk about the process that we're going to be following thank you great thank you patty good afternoon president percy superintendent matsuda board members district staff and community my name is jim kissel i'm a principal and director of the k-12
009practice for lpa and we're very pleased to be here today to be selected for the district's facilities master plan and we've been calling it a master plan update because we really want to build upon the good work that the district did beginning back in 2014 and then recognizing all the work you've done through measure h at all of your campuses so working with patty and working with nancy nien we crafted a process that was looking to bring a draft plan to the board in march of next year and a final adoption in april giving you a lot of time before any election deadlines come up to be looking at the language and all the other things that you have to do to place a measure on the ballot if you decide to go in that
010direction in terms of the master plan we did repeat some components of how the process was run with stakeholders in 2014 so we'll be engaging with committees at each of the various school sites we'll be having community forums to reach out to community members things that have changed since 2014 there's a lot more online components so we'll be having some online surveys to teach your staffs and students uh to get their input and every single group that we interact with you'll see at the back of the packet that we handed out it's not really a presentation or intended as such but you'll see some cost estimates and then charts with dots on them and basically as patty said we know in a master plan the needs are very often greater than your ability to fund
011in any one improvement cycle and so we want to make sure that we give the board all the data points to make an informed decision regarding what what projects are the highest priorities so every single stakeholder group that we interact with will be collecting what what in their perspective is the highest priority whether it's at their school site whether it is an educational program group that we're interacting or whether it's a community group and we'll bring all those data points to the board and basically look at that total need and we can work with you to run scenarios to to hone that project list to align with the dollars that you could have available to implement the program because i think we want to be really clear that the master plan is a road map
012that is that next phase of work that you want to do at your campuses and it really is a chance to communicate your vision and your need out to the community at large so there's just some samples of some of those documents uh within the um the packet that we handed you today the other difference from the 2014 plan is we may not end up with a binder as we did in 2014 that's a very static document and represents a point in time what we're proposing here is we actually have a master plan website all those same documents will be on that website in pdf format so that as your plan evolves over time you don't have to find all the binders bring them back fix something and then redistribute them you can just simply
013pull down that page or that pdf off the website and your master plan has been updated and even the website has opportunities for unlocking future elements as you move into implementation to communicate the good work that you're doing in terms of the projects to the community so it really can become kind of that one-stop shop for uh communities to learn about what you're doing with your facilities program so that's a little different from last time we aren't really printing binders anymore i think we're trying to be more green but also more flexible in terms of how easy it is to update your master plan as it evolves over time and so with that any questions that you might have for me in terms of the process or things you want to make sure that we
014address as we move forward into the master plans we'll be starting next week on the schedule that we're on it is an aggressive schedule so we will be moving very quickly okay i do i need to have the motion i forgot to do that okay so moved second so i have a motion in a second all in favor i mean discussion it's just discussion i'm really blowing it today it's only tuesday okay questions i know there's got to be some here i just wanted to um uh just ask do are we going to really have an extensive seven-month process like we did before um yes okay six months okay february i believe in tight february i think that's an important question because we do need to the information hopefully approved by the board by no
015later than april before the end of the school because you know it's important to inform our community of whatever our facilities needs are um yeah i just i'm bringing that up because you know people will remember we went through this process before but i'm i'm hearing that there's some uh different elements that you're going to be exploring so i appreciate i appreciate that you're going to do another extensive um you know yeah definitely right especially since so much has changed in the last few years other questions yes um you mentioned a number of stakeholders that you're going to be talking to how are those stakeholders going to be determined um the the school site committees i think would be selected or traditionally are selected by the principal or the representative at that school campus we
016give them suggestions about the type of participants we generally like to see you know including parents and students on that group as well for the school site committee and really see that committee at east campus as an ambassador for the process out to the rest of the stakeholders at that site just as we did in 2014 the community forums i think are uh open uh to ever wants to attend very much like we did in in 2014 uh with those sessions so there isn't uh really a set group where you're asked to participate it's who wants to volunteer their time so i think the district is going to want to you know reach out to folks and that you might be interested in having participate and and getting the word out about these community forums
017that show as a th i know i think an orange box on the schedule okay now and when you speak of the community forums this is something i just now thought of since we've had the kovid 19 and so many of our meetings have been uh virtual will this be an option maybe on some of these community forums to have it both in person and virtual because i know there are still some people who are hesitant to come out to groups and even though it may be held at the school as a town hall meeting in their multi-purpose room or auditorium there may still be people who would want to come and be involved so my suggestion i would hope we could do both yeah that that's what very much what we're anticipating in the
018other plans we're working on right now doing the same thing we are seeing some reticence a little bit of people coming to in-person larger group meetings um but on the on the flip side the virtual in in a district um we did a basically a nine elementary school district master plan here just finished recently and usually we'd have 80 people at a town hall we had 250 online so on the flip side we're seeing vastly increased participation on the online side because people are home so we've been very flexible i think to roll with it as we kind of move through the process and see what's the best for the time and and really gauge what kind of reaction we're getting as we invite people to meetings well you get a lot more people but
019at the same time i know not all of them are going to chime in an opinion but at least they are being informed and we use survey tools like surveymonkey and everything so even when we have 250 people online we're able to solicit input from everybody that's involved in that meeting so we've been really trying to these not make them presentations but make them more interactive and that there's things to do through the meeting where we're really soliciting input very good thank you for the school sites i'd like to make sure that all departments on every school site is involved in this make sure they get a say that the science lab the chemistry is not left out and you know it's designed for a biology and chemistry walks and says that's not what i
020need uh we don't need any of that you know any surprises when we're all finished with plan as we go down the road i know we're getting into the the design of it but we need to design a future classroom etc but we need to get everybody involved in in what they feel their departments need right mr javar yeah i think the few questions that i had was kind of addressed by trustee piercy and mr o'neill for me i wanted to be a comprehensive process where our community could get involved right i think from the explanation that you're giving i'm very satisfied with the fact that we're not only going to have in person but also virtual and uh giving the ability for parents and community members to actually participate by you know something like
021surveymonkey allowing them to give their opinion however little it might be my my advocacy is that we obviously get as many people involved in the process as possible which also goes back to what mr o'neill said which is include everybody on the school site uh so that we don't hear back from a department or a entity saying that we didn't get an opportunity or wish we could have said that at a certain point right so i want to make sure that that's very very front and center in our planning process and i know that i don't have to talk about the planning because i think you do a fantastic job the the other part is i think i mentioned it but openly i'll say is that we also need to figure out the give priority
022to and look at how we can incorporate school city partnerships when it comes to these type of events is that to see if we have an opportunity to leverage funding in terms of wi-fi accessibility for our community so that is something that i would be looking forward to seeing in the process as well as i'm sure that the community will be participating in asking for that as well i want to kind of see how we can get that leverage between city county partnership so that we could benefit our district so we want to keep that in mind when we're moving forward thank you great well a lot has been covered here and i think probably the one of the questions i am asked about frequently is security for our schools what level of security do
023we have and i noticed that my grandsons were over the other night with one of these things that circle around and what are those things thank you yeah how do we protect ourselves against that type of technology good question yeah big can yeah we'll we'll be looking at safety and security uh definitely is part of the process well i can just tell you they created some damage in their backyard i'm sorry they our grandsons created some damage in our backyard with two drones okay oh did you ask them to pay for it well i mean i'm the there you program so uh so um i i mentioned that there are a lot of people that were involved before in the process but now we're going to also be involving people that are new so i
024just want to make sure that we have an extensive time for people to absorb the history of everything that we've done to a lot of times you know we we we speak this language and and we assume that everyone understands uh what we're talking about um and so just uh just being bear in mind that there are folks that that will be interested and they have no clue about what measure m you know z or h is so um just kind of be mindful of that i know i know you will um you're always really good about that but just be mindful of those that that we don't want to leave anybody behind we always want everyone to be feel confident enough to to to speak to something if they are fully educated so thank
025you definitely okay any other questions yeah just mr o'neill on page without my glasses 13. sample funding analysis how did you come up with this bond scenario of a 248 million that was uh it was a sample district that was their their bonding amount that they were going for in their election and the the important thing to note on that page is there's something that we did there with the board which was basically what we call a thermometer exercise so we we have all the different scopes of work um on basically velcro and we work with the board and work with what all the different scenarios we heard from the different stakeholder groups to run a scenario that basically fills that thermometer with what you think are the most important projects that align with the
026funding that you could have uh one thing that was very important that i wanted to note within that is that our costs in the master plan are in two thousand they'll be in two thousand twenty two dollars meaning we aren't applying escalation because we don't know exactly what project's gonna go when and who's gonna go first and those kind of things so you want to make sure of whatever dollars you allocate you're holding you know a good chunk aside to cover things like escalation unknowns a program contingency unforeseens and all those other kind of things and in this case we had budgeted one third of the program to be held aside for those kind of things so we want to make sure when we're going to the voters a little bit like disneyland when you
027get in line for a ride you know it says 45 minutes but minutes but only takes 30 because they want to you know was it under promise and over deliver so that's a good point the prioritization is going to be really important that everybody understands the process in terms of managing expectations because we're going to have needs probably in excess of a billion dollars and not everybody's going to get everything that they want so i think that uh gym that needs to be front loaded in these town halls that you know yes we're listening this is about listening to our people but um you know we don't know what and even if the board goes for a bond but we don't know what that amount would be it's unlikely that we'll be able to get
028everything for everybody correct yeah and i think we're pretty clear to in all the stakeholder groups that we interact with that while we're soliciting priorities the ultimate decision relies with the board um to make those final decisions so but we'll be communicating up to the board what all the different stakeholder groups have said and individuals that we've worked with during the process to as we said earlier help you make the most informed decision regarding the program moving forward okay any other questions comments for the question okay call for the question um i'll is this no it's not a call all in favor aye opposed saying no opposition motion passes thank you you're hired thank you very much okay that is our major item uh therefore i uh we go to number six do i have
029a motion for a journal i have a motion in a second all in favor aye opposed okay motion carries the uh special meeting of the 26 is adjourned at 3 27.