001okay so we're still on do we have any comments from board members I remember even the whole summer they work I've seen in the arm Saturdays and I worried about if they're going to be competing with some of the mountains and I said the heels the dirt looks very nice seniors standing there Gladstone I would thank you very much for Derek for driving us around getting this back safely and I've any lose incredible unbelievable super exciting school year in Florence worried the transformational very unbelievable I mean I think the entire neighborhood thank you okay so now we're moving out to nine point two this is a food chain our number one architects MSP dong for Dalton elementary school underground utility replaced it what are the richest looking for yes this is a time extension there's
002no cost of both but just due to the the amount of work that was required some extra time is added to the agreements with them 5:09 grab some high school and very elementary school improvements yes in fact is if you turn in your agenda to back to more pages you'll see the change waterlogged there and on then you can see that at Murray for example there was some need for additional equipment and disposal trucks try to move some unfortunately thickened concrete slabs there was the new storm drain that needed to be included well you know we're in the process of this the non-operating back below bell that needed to be replaced and then at gladsome high school the existing work including fixing up the front of it for example the paint and the light fixtures
003and the the name of the schools all extra work that's being done and the handrail was extended a little bit and so things to finish off the project Oh Spencer thankfully for Capri changer number one DC artichokes Azusa High School and Senate middle school fencing and eight project extension time one of the issues that we ran into is some of the materials were late the fencing materials toboggan we expect it to arrive leave something two things one is we have on October 23rd of government workshop that's scheduled to start at 9:15 and there's one of the board members has a schedule conflict and so I'm wondering if it's okay to start with everybody if it's okay with you need to start it at 3:00 p.m. does that work for your schedule this is um October
00423rd yes it normally would have been nine to say eleven thirty years ago so if we started to really even put them three six well the other thing is we're trying to schedule another time when the board members can look at three different companies who have electronic agendas we're familiar with this one but there's two others and so Kathy is trying to coordinate with the companies to see if we can get them all here on the same day but what I'll do is just to ask you to kind of look ahead at your schedule so let me know if you know there's certain days a week when you can't come the under certain times and we'll try to stretch it all around that and then I'll send emails out to see what works so if
005anybody has any time restrictions that they know of and said let's look at September you have any time restrictions that will try to work around that [Music] extending it's good or not good thank you very much a PEZ dispenser first of all Russian five-zero template 8 becomes a plant one I make a motion to food by showing you some in so secondly for percussion especially oh I'm sorry okay first I'm regarding page two and I just want to know if you can please explain the difference between the accept the following resignation of employees and accept the following and Questor release of contract I know there must be ok so the first one is prior to their contract beginning typically like a resignation the separation is retirement for example or leaving private to their contract starting
006for the new school year so now they're not necessarily found so say a teacher left over in the summer they haven't started their contract for the following year as we start the new fiscal year in July 1st and moving forward some people's contract depending on who it is may have started sort of the lease my second question was I noticed on page we have asking for oval timing for maintenance and custodial Thank You lemon trapa patient don't do you do this every year or what is the purpose all of a sudden we're giving all this overtime first question who is issuing overtime to be sure that everyone gets a chance to get not just you know the same person that we're rotating our homes going to be doing this graduates so one of the things
007that we've implemented since we've had our vignette audit and one of the recommendations is that we establish procedures similar to what we do with all of our other employees to have all the business services completing them what used to be a system which is what these are and workflows so this is the first Bank business service folks actually participating and getting this approval process so this is the start of monitoring actually in the past business services has not had orcas and they didn't participate in that process and it was just monitored internally so this will be board approved moving forward for every employee and every employee will be the same in that process and next is a rotation that you mentioned so one of the things that we've discussed with all the portions of the
008mounting maintenance transportation routes is documented place in transportation it's part of their agreement document and log that happens for maintenance and it documents every time that and overtime is put out there and then there's a rotation that goes and if you decided to skip that is turn it down and there's turndown logs that are created so that way everyone full view of what has been offered and what has been turned down and how many hours folks have worked that was a question I think but also you know cause we talked about the helio and I know but not do this keep track of who is receiving and on top of that folks will submit these hours in advance so say somebody submits for a hundred hours that typically will take you in six months sometimes
009a whole year in the event that there's a need and emergency they're pre-approved so that we can access them so that explains kind of the numbers as to why is it 100 hours that's usually in span of time sometimes six months sometimes a year thank you very much we do know first in a second pestis five-0 template child came to [Music] the contract is for well I'll tell you what my concern is reading the language of their whole contract in itself and in the procedure and as the relationship internal controls that project for the financial state my second concern is showing this report yes but we do we contract for two portions of the audit which is the general audit and that's the majority of it and then there's there's an audit that's required for
010any of those any bond measures and that's the second part of this the second contract was attached to this and that reports concerned annually with the COC Committee and we shared that last year with them and there was no findings and the audit process is a kind of a true back and forth it's not a Abbess Ariel relationship we work with our auditors to help us improve our practice so we're we're on the it's not just at one time a year to time my time so here we're constantly on the phone with the auditors asking for best practice asking for have ideas on how to deal with difficult situations so they're kind of our go-to throughout the year in a in a few weeks actually they'll be coming to start their next on it they'll
011identify where they're gonna come in and look and each year they kind of shift focus so that way we have a true kind of touch on all of our departments to make sure that work in compliance and anything that they address we establish a plan or corrective action and how about implementation schedule that is rolled out and anything that is not corrected from the prior audit is something that you guys will be made aware of so any of those pending items that we did not correct it's always what we we open our books completely they work closely with our accountant group any information that they've asked whether we always comply and we actually will even provide more we're not trying to hide anything we want and if we were in that adversarial that would come
012out in their report they would say and you'll see that from some other districts reports where there is I have a different question right so we had our board policy last school year about the length of terms and out of there we decided we were going to have a length of term so it actually is exactly to that six here and then at that point we would switch auditors and I believe it is Amman of the board policies that you're approving for a second read tonight [Music] motion passes Spencer some point to the human resources Association so this is a requirement as we enter into the new year for bargaining each Association and the district Sun shines for the public to see one of the topics that we will be focusing on at the bargaining
013table it's an opportunity for the public to review and if the public so designers they can comment so tonight CSEA is sun shining their initial proposal that the following board meeting the district will sunshine its proposals for all three tables the next so we're not to talk like to Helios implementation update so it's my pleasure to invite to co-presented yeah one of our awesome HR employees melissa Veera who works on the certificated side and spoke a little bit earlier about the amazing team we have and we'd like to provide the board with an update on Helios and for the public for the benefit of the public and the benefit of the board you can't think you can throw them just a little bit down things like that things well so if you look you know
014some of the things that we're trying to accomplish with eNOS is reduce overhead you know double entry errors and delays make our operation more efficient and to help with staff productivity and kind of that that's stress that can come with the position in our classified employees and all employees feel that every once in a while streamline the business HR process and I'll get into a little more detail about that and then really making the information and accessible and live to our employees but also for us to generate reports if you scroll down a little bit more caffeine a little bit more to get all those descriptors right there a little bit right there so everything from onboarding from hiring to retiring Luke eNOS is going to really help us digitize and make the experience a
015lot more 21st century for everyone from hiring recruiting HR management at some point position control eval absence reporting credentialing and monitoring time and absence reporting and payroll all these things will be streamlined which is going to really help in some of the districts such as Clermont and Burbank and other districts that are jumping onboard Latinos are experiencing some positive gains in productivity and just overall efficiency but the team has decided in order for this implementation to be as successful as possible we're going to go slow because change is hard for any organization it's a new operating system there's a great deal of change that comes with this so melissa is going to talk to us a little bit about phase one and you know we're not publicly to mention with this side you've taken on
016a great leadership role doing this for us and thank you for your hard work she's gonna walk us through a little bit of phase one which is replacing the earthís system with workflows and what that looks like so maybe no that's yours let us say you want to may be logged in and in the meantime while you prepare that let it pass out for the board and I'll make some copies available for the public handout she prepares the demonstration and well it's just what the new personnel report would look like starting at the next board meeting now this is a draft because we're still working out some of the kinks and some of the bugs so one of the nice things about Helios is that when we when anybody enters a workflow which is what
017Melissa's going to talk about in just a minute Helios automatically generates the personnel report and makes it in a format very much like a spreadsheet okay which is what you have in front of you and what's really nice is that that saves hours and hours and hours on both the certificated and classified side of entering it manually it just pulls it and then we are able to manipulate and we're going to make some changes to what you're seeing there the handout that I cut out so for example we're going to shrinks themselves and we have all of the names of the additional employees we're going to try to shift them over to just needs of employees but you have actually more information at your fingertips than our current personnel report you'll be able to know
018the requisition number the tags whether it's earnings or what it is and then of course the names of the employees but once again I want to reiterate that it automatically generates from the workflow that our administrators generate directly to the agenda and the personnel report so there's not that middle that little bit and then you have to manually create the personnel important this will help minimize errors you know titles and those types of things in the long run I want to make sure I front-load the board and public that we're working out the bugs and making sure that it's the best possible product and the most efficient operation that we possibly can so I would like to the board to look at it provide us some feedback what you think if there's anything that you
019think that we should possibly change add if you like it you don't like it your feedback would be greatly appreciated okay so take a look at it we will be starting this effective our next board meeting today was the last day of what the current personnel report would look like and then we'll shift to a new format can you just explain like this first one in all of us and all these names it's sure so very much yeah very much like the current personnel report well you'll see the workflow ID is just which which document it is so that's an identifier in case there's ever a question about it we can refer to the exact number instead of searching through a number of what I used to call purpose so here the second column is
020the name and it'll be additional employees so say this person they work or where they work and Health Services this person is a health aide so you can see the employee type classified palpate the tasks were assigning them additional hours we will probably eliminate that column there whether it's hourly that doesn't matter total number of hours we will keep but we will probably shrink it and then the next one is what is that payroll care that we just discussed earlier is this a duration of six months into the year what are the six hours for maybe it's a one-time professional development and just like we have these separations you'll see something similar this is a new hire this is a separation so it'll be that information so it'll be more of an Glantz easier to
021breathe for medicine what do all these names in the right hand side who aren't great so then all these names on the right hand side are the same classification so that will probably shift that over to Maine and just list them all in one column to make it easier to read so we're working with our programmer and he goes Edie to fix those things but to to make them automated so where my staff our staff doesn't have to do that it just automatically happen so we're super excited our staff is super excited about cutting back on some of this work and we can focus our energy in other areas are you ready okay great go ahead Human Resources I the coordinators contact between anyone stay in the human resources is the starting planet Department to
022begin working with you those we've designated Azusa hi Blackstone and sophisticated secretaries and as a pilot team there are some faces to begin your program as we explained the first phase of the news program was the workflow process don't work flow cleaning new hires locations transfers a tracking system for employees work hours other than regular hours today examples overtime extra hours extra duties and this is an example of the workflow process here on the screen here on the screen I'll just give you a brief description it's a one page where the other system with several pages some of the fields are drop-down boxes so and then something new that will eventually flow with the county is the pay period once you enter your date of your workflow from your starting to your end date you
023can then go ahead and select all the pay periods so eventually this will flow with the county when they run their reports into their single topic I'm going to show you how all the secretaries have been utilizing this all the data is going into here as you're entering a workflow and number is given this is all the information that's being cool for report see the multiple taken so all the secretaries have been trained and phase one is working up is it something running by the district office and all the partners as Minister Colorado have explained it's the it's working with our district departments both sides MOT Nutrition Services everyone is utilized in one program now we're tracking over time our next step is Phase two which is going to be the absolute reporting and substitute
024for filming which is currently being developed everything eventually is going to flow together the feedback has been positive [Music] one of those things is important to know is that the pilot that Melissa described we identified the distance I advanced on my MOT and - a chart and a few other folks from Lexie SVA and we gave them an opportunity to be trained early in July and they tested it and they came back for a subsequent meeting with some really good suggestion sharing some best practices oh how do you do this and how you do that along with some challenges then we brought the second group on August 2nd and we said ok all the secretaries are not changed then we flip the switch and we promise the board back in June or May when we
025implement it that we would go live August 1st and we actually went ahead of schedule in July so the ecosystem is no more as you heard from Melissa the feedback has been very positive Wow one page all in one a lot you know the interface is very user friendly and then when it does meet with payroll their workload is going to be tremendously reduced in terms of manual data entry and when you reduce manual data entry the likelihood for error is far less and that's what we want efficiency accuracy 21st century so we wanted to provide the board an update it's going well we're excited about phase 2 the absence reporting system we've kept our old systems because we want to make sure that we're cautious as we implement that we provide the training that
026we work out the bugs so that the likelihood of experiencing success and wanting to embrace this is far greater so that's where we're at right now we will continue to keep the board informed as we move towards position control payroll onboarding monitoring credentialing digital paperless so the potential is there and we're some excited thank you so much for your time questions accesses information there okay so Melissa and I are the kind of the needs mister book mister Barbarino is also one of our leads and we've given access of course the MAS and all of the secretaries for the school sites are using it principals are going to be giving a cheat sheet to explain how they can help support the implementation of this and then at one of our managers leaders meetings that are about
027meeting in September I will be sharing some more in depth and Melissa will help us training principles as well and they continues to roll out to other departments such as business but they will also be trained but when they get into this program is there a password thing even use yes sir that not everyone else can you sit there and that is correct there are some safeguards for privacy at some point Paul I'm glad you asked the question that's that's what I was going Tristan how much information could someone yeah yeah logging I get the fact that you know you want to know all about overtime you know know if the certification is compliant those are fine but how much so information about a first right that information is limited to who we identify primarily
028admin many upper management and confidential employees but I do want to make sure I highlight a couple really positive points all employees have the Helios profile all employees will be able to access update upload documents at some point even received training like our mandated reporting you'll be able to receive it through Helios but your certificate uploaded and you're done if you want to check your vacation balance currently you know or sick leave currently you've got to either wait for your paycheck and you know it may hope that the information is is current or call business and say with my information you know my friend though he knows you have that at your phone at your fingertips the other exciting thing you know thank you to mark and M is is that this along with T
029goes along with our email and along with our copiers are all single sign-on which means same password I'm saying username same password you don't have to remember different passwords it's just a lot more efficient for people that they say oh my email and my password are the same for heels the copier and you know it's exciting and that each user has kind of unique access to their profile in their site so the approval process goes through different steps so if it's a site position and a site secretary puts it in the system nose to the next person to approve it is whoever is listed as the site principle and then from there it goes to whoever's paying for it so if Susan brochet and paint brown one of our grants and it goes to Susan
030if it was being paid from special ed then Aaron so it's very dependent on who you are as to what you're gonna see what do they need to logon for business turn turn off at a certain time and there are security measures to protect our information great question all right we'll keep the appointment and Melissa thank you again for all your hard work and for staying so late [Music] thirteen points you resolution 18 - 1983 workman's compensation coverage for volunteer personnel so through a skip recommendation we're putting this forward in an effort to protect our volunteers in case they're injured when their when they are volunteering through our work program and it's like a little insight yes it's a recommendation mark can you explain the is there a cost and are there some financial advantages
031to living the forward this way sure so there is no cost for us doing this in that it's being covered from a scam the financial advantage of doing this is that it protects us from lawsuits outside of our comp if they are covered under work comp than they are unable to sue us in the as a lawsuit and that helps mitigate some of the loss that we could occur from a large lawsuit they're only responsible for the covering so when they volunteer in a school site parents the the things will have like a sign-in sheet so you know who's on campus to prove that you know the person got hurt when they were doing helping in the classroom I'm hopping anything wrong it it's not necessary that we have a sign-in sheet as long as
032there's witnesses that can verify one of the things that we'll be switching up for the 1819 school year and going forward is there will be a thorough investigation of every claim so there's gonna be a process established that if somebody's injured then a site admin is going to be required to investigate and that where witnesses will be questioned about what they saw who saw wet before the clean so that that changes 13.33 services so Business Services is implementing tons of new things for the 1819 school year and we're changing systems working with HR and wanted to share with you some of those things and this is just kind of a narrow scope first and foremost another thing I'm most excited about is bringing the new playgrounds to our elementary sites every every elementary or will
033receive at least two new playgrounds some of them three and these new playgrounds will be safer they will be more entertaining more fun more learning for our kids and no keep our kids safe from kind of the hot Sun issues of the metal some of the following issues of some the jungle gems that we have and the play surface is gonna be improved and because right now most of ours are sand which we have to monitor the level or the depth with these they'll all be the poor in play or in place service which is soft spongy it'll all have fall zones that are measured and in all within compliance so very very excited to roll those out we should start demolition in a couple of weeks we had our first meeting already to figures
034out the projects and Gladstone Street will be one of the first sites or sees the playground so the last sites will be the ones that are under construction now like Louie and Dalton those will be kind of moved to the end of the project list and we should be all done by the end of October and or at the latest November these are kind of the sites that we're doing in the number but at least to her site Valley do age range so we'll have two different sets of equipment we'll have once for the little guys which are the two through five areas and the ones that are for five to 12 so different size equipment for different players this school year in the beginning of the school year work we're gonna have demo in
035the very very beginning yes so we'll have a cordoned off the installation happens very quick yeah yes I was hoping for this summer we had some details with contract negotiations that needed to be ironed out before I was comfortable signing off so I needed to to make sure those were perfect before we the next is Saturday Academy this is huge for the district for two reasons one is gonna help us recover our lost ata and revenue from when I from when our kids are absent next is we're gonna extend our learning opportunity to the weekend it's not a program that's designed to like drilling kill the kids on Saturday is the opposite of that which is come in do something that you're interested in doing science activity with your favorite teacher football camp for kids
036that are in football it can be designed by our teachers for their kids it'll be at all of the school sites where we can get enough kids to want to go so hopefully all of our school sites we're letting school sites volunteer for this and the initial rollout so that way we make sure that we're not forcing it upon them we have teachers that are willing to implement and that'll be kind of our first base yes yes there will be fed is one of the requirements of the program but yes they will they will have food service so currently it's a business services and will work with end services on some of the curriculum items if we struggle minutes it's a program Iranian or you guys are just going to be developing it from scratch
037so it is a program that was approved by the board to bring in where we share three dollars back to a company that is doing the organization okay and then my other question is so what is the incentive for the students of the families to attend and how are they so the target is gonna meet kids that have an absence so as long as you have an absence you are in the target room it doesn't mean that you're the only kids that can come it can be any kid even if they have a hundred percent of attendance we don't care every kid is invited but because it will be targeted with invitations and phone calls well because they have at least one absent the the other piece of it is we're asking the teachers to
038help us recruit the kids so we're going to option what do you think and they go to this class secretaries go back and change the apt into a what so actually the secretaries have to do nothing that's what we're paying the $3.00 per kid for this are they gonna take the absent after system so that's the contract that we have with the agreement that we have this organization they are going to update the attendance records so that way we mark the kids where they were once absent on September 15th it'll now say that they have a reason code of Saturday Academy oh it still shows that they were not there on the 15th but the excuse code is marked as Saturday Academy and it'll have a written comment that will show that they came to
039Saturday Academy on whatever it is October 15th and that is why they were now being able to work for parties like in the Java 34 times in that consider an option we don't lose the 88 for targets so school sites could make those rules for kids that are working on attendance incentive at the site but we wouldn't have lost an Indian Territory yes so it's a 5 line because we do not want to use this as a punishment system for kids we want to use it as a mechanism to say come to our Saturday program because we have this awesome program and you're gonna learn about fill in the blank for the grade level and so we're hoping that our teachers come out with the things that they really want to teach during the day
040but we have so much jam-packed curriculum that they don't get to teach this extra fun assignment and those are the types of things that we're hoping that are taught on Saturday an hour at each site there will be a site coordinator that will be paid to be there on Saturday well you know kids and then the rest of the teachers will be paid at their our power thing raped it'll be good for our staff and it'll be good for our kids and then do you know which sites you're going to roll this out yet already so we have four sites that have already kind of push this which is a zoo Sahai Foothill Valley Dale and it was Murray but we have to talk to the new marine festival no you can't you can't earn
041above under % 88 you reckon and you can't earn 88 for a future absence either so if you have a makeup day and then you miss the next Monday you can you can only capture before actually that's in our contract for our employees the next is a another recommendation from vignette is to have a work order system that allows them to track more than just what is broken it'll allow us to have all of our employees in put in work order but on the backend when our guys go actually out to fix it they can track the labor cost they can track what piece of equipment it was and that additional data is gonna allow us to have kind of an analytics as to what happened with different pieces of equipment for example the piece
042of equipment that's keeping us cool right now has been broken three times in the last probably month and a half so knowing that we can start looking at is it worth replacing this air conditioner or should we continue to keeps me on the parts and keeping it alive and so we can look at that cost ratio is it worth replacing or is worth continuing to to fix and other pieces that we can track our equipment in their maintenance schedule so we can automate the implementation and when we change filters at the manufacturer recommended intervals for all of our equipment and so we have the summer gone out and inventoried all of the air conditioners across the district and all of our heavy equipment so that way when we roll this product out we have a
043whole database data inside the system and we can have the maintenance schedules automated so this is coming up from Darren so Darren is directly monitoring the system and rolling it out one of the pluses of this is it helps to distribute the leadership or it's not all on his shoulder sense as everyone knows Darren has so many hats and part of this is taking it away from where every work order in the old system where maintenance was going to Dan and distributing it out where depending on what type of work it is it can go directly to one of our folks that is leading a group of guys so that way we can distribute out those assignments but Darren still has the ability to go in and see what hasn't been done in a certain
044number of days is competing so when the work is completed the person who submit the ticket will get an email the gentlemen that complete the assignment can also attach photos so they can see the completed project and there's also a chance for them to provide feedback on that completed assignment on the input of the work from the from the user side they can also put an attachment of a picture so that way you know there's a spot on my ceiling take a picture so that way they can make sure that we're getting the correct spot so it has a lot of advanced features that are correct folks don't have on top of the analytic side that we don't so we're hoping or by the end of August that all of em MT will be trained
045and then for the M for the general employees across the district we're hoping just to do some screenshots because it is very very easy to follow there's just a few drop-down boxes to input so it has to be done through what is it giving him access to those in the car and so then it parked them aside and how accessible is this that they have to come into the office know they can do it so all of our guys have a cell phone and all of them will be able to go through the work orders on the app that comes with it to respond to the ability to put these in will for the most part be on them on the district website so they'll go in don't log in through their user account they'll
046put in a work order ticket and then that will go according to who or what type of work it is it'll go to the correct person thank kind of in the same way that qvo s-- does it figures out okay this is an air conditioning issue at Gladstone high school all my ACS go to one of these three guys and because it's that Gladstone high school this gentleman is in charge of that site so we'll go to his mailbox where the old system regardless of what it was it went to Darren and Darren had to then vivillon all their assignments so it's gonna make it a little bit more efficient from our current system and then it can go right from the user to one of our one of our lead guys so I think
047you already answer my question but so with the previous system issue with Wi-Fi access so you're saying now they're gonna they're gonna complete their work order peace via cellphone so their Wi-Fi foundation it's not an issue on the old or the new system as much as it was with that even with the case they can access it over the cellphone but with the tablets that they had out there that was the issue compatible this will be able be able to do an app as well and they'll be able to build those out oh so how are we ensuring that it's going to happen that they fill out the forms right I'm asking you process wise internally how are we going to or we're rolling out our training to the MOT crew you know within the
048next couple of weeks we're gonna explain to them the requirements that we're tracking but now we have a live view as to work production and it will show us how many work hours was done by each employee and then they're not closing their jobs their production is not going to look as good as action and the end users will now also get a email confirmation when that work is sorry so the venue said they can if what the work orders complete they're still able to get feedback yes yes so next is something that Ivan mentioned a little bit earlier arm shift in work huh we're gonna have a lot of different ships I'll just mention a couple on our clerical staff currently there's a lot of paperwork that they have to do if somebody gets
049injured there's forms that they have to fill out there's papers that have to go with the injured employee and that doesn't always happen correctly which delays service which creates timing issues and claim issues for both the employee and for the district as far as record-keeping moving with a skip and part of that is company nurse what will happen is if somebody is injured they're gonna go to the office and the Secretary's just gonna give them the company nurse phone number and they're gonna call that the company nurse is an actual nurse and they're gonna help them to figure out whether it's a real claim that's an actual work hump injury that requires them to go to our clinic to get service or whether it's something that's just first a to only so it's gonna help
050limit the number of folks that actually get to the clinic because a lot of the ones that go it's really only just first aid so that will help us reduce our number of claims second if it is a real claim or it is a claim that needs to be seen by a doctor they're gonna do all the paperwork for us which ensures if it's going to be done timely and and the next piece is once that claim is in process we're gonna be requiring our administrators to investigate every single claim ensuring that we have good documentation as to how they were injured who witnessed it the injury what were the things that caused the injury and it will help us gather data as to what were some of the factors is there some some things
051that we could do to limit our potential risk to additional injuries in the same way is there a curb that's somewhere that is a repeat offender is their staff or is there a chair that we need to get the ladders people to keep falling in the same spot so looking at what some of those cost factors are start logging that data so we can respond and live in our risk and a scope is going to help us to review that data so this is actually play the largest shift especially on the fiscal side in saving money and bringing some of those dollars back from those evil lawyers and cable doctors that can eat up so much of our resources and put it back into the district's hands that we can use for our kids and
052our employees the next big shift is our consolidated printing so we signed an agreement and threw a piggyback thing with socal office technologies and it's leasing machines across the district and also shifting all of our toner and maintenance into one contract and so what that means is our schools don't have to order toner anymore when the machines run out of toner they they ordered their own toner and it shows up to the site it's labeled with a label that tells it what machine it belongs to the other pieces as Ramiro mentioned everyone has an ID badge your ID badge so everyone has a badge and all our teachers everyone is going to get a badge and all you have to do is walk up to the Machine tap the Machine and it unlocks it it
053knows who you are and you're you can then make cottons if you're on your computer you push print you walk up to the Machine tap your badge push the button your print job pops up and so what that means is we're moving away from our inkjet printers which are very prevalent 2017-18 to coffee machine printing so you're moving from anywhere from 12 to 18 cents a sheet two point zero zero one sensation for black it's it is less than three cents for a color it was like to point something says so we're really shifting our cost and per color you're looking at you know close to 25 cents a separate so for district staff that have the badge to access the doors and for principals it is the same ID and for our school staff
054we're gonna do a kind of a two-part process because I want it to make sure that everyone got their ID badge right away so everyone's gonna have a card that's gonna save print ID and they can just slip it under next to their other card from the school site and then the following school year when we when we reprint everyone's new ID we'll give them the same ID with that picture on it so for a whole year our schools are gonna have to have two cards but they can just put them together they don't have to be separate because some so their issue is some of our school sites don't use IDs like some of them - and so like our high schools they do one of our middle schools does but no one else
055does and that'll be solved through this process so I've already met with our district photographer he's gonna work on getting photographs of all of our employees district-wide and our school sites and then we'll be able to roll this out or we're not impending on preventing teachers from making their copies on day one which is the issue that I did not want to have where you know I have anybody that's prevented from making their copies for their first day of class so that's what I want to make sure we had all right next is something huge for the district as you know we worked really hard in conjunction with ed services principles and of course nutrition services to get those meal applications in last year we went from 83% unduplicated to 85% and what that be
056food was four of our schools being able to qualify for a hundred percent free and reduced lunch and so charles lee clifford marie center and sierra all kids regardless of status will be able to get free and reduced breakfast and lunch at their sites and as we continue to push for folks to get those absent we can attempt to get more and more of our schools to qualify for a hundred percent what that does is it makes it easier for everyone on site the lunch lines go quicker there's less waiting it's nobody's not eating because they don't have the money they miss qualifying by a few cents it makes life so much easier for everyone on set next another program that I created so this program will monitor and give access to our site admin
057district admin their budget so there'll be a weekly upload instead of using a rather for coaches and it challenging to read for many and also missing any details as to what the money has been spent on we'll have this new tool that will do kind of two things it will allow them allow our sites to see how their budget has been spent with a weekly update and also what they spent which is something that they don't currently have what they spent it on so that way if there's any discrepancies and maybe where something was charged they can see that the second part is working with Jennifer and Arturo coming up with a transparency piece for our El Cap dollars so looking at big picture which is kind of that donut chart that you see there
058how much money has been spent by goal out of the allotted money you guys have agreed would be for each goal you can look by who is managing that budget you can look down to the goal level and then below you can see the employees that have been charged to that account and you can see the items that have been purchased with those accounts so it's complete transparency as to how we're spending our outcome dollars so you can see the entire budget which is that first thing that I talked about line by line and you can see any details that you want within that as to who purchased what about the categoricals titles so right now it would be viewable underneath the general so the general one you can see anything from any fund and
059with recommendations I can add special reports for the same data if we wanted a categorical page we can definitely add that as a that's another option there would already be kind of drill down and look at some of the percentages of spending for those power bi it's a Microsoft product I'd like to just give mark a compliment on this because the County Office of Education has been working already two years putting together something and their projects a little bit delayed it's going to take you're supposed to be the fourth year of implementation and maybe we'll get them but it's we're still a long way away at the county to get this and you know his initiative to go ahead and create something for our principals that's usable now really deserves a lot of thanks and
060recognition and it wasn't just me though I want to say putting my head together with Meghna understanding how we want to replicate kind of some of the things that are out there and ecstatic report I'm working with Jennifer from our troves team as to what some of these reports should look like is in reporting out what would be simple for her to see she creates the reports for you guys at the board level so it was definitely a collaboration and I had the programming skills but it takes how could I user input to figure out what it should look like on the news next is another thing that that was district approved school line which is kiosks that will be available at some of our schools very soon we're hoping probably in the next four
061or five weeks we'll see our first ones rolled out so so far the sites are Azusa High foot film and Allenton and Gladstone just and padded themselves to the list but these are free to the district they are amazing tools in which we can advertise our events on these screens they allow users to also kind of interact with the screen so you can click for details on things essentially it's like a big iPad and the cost to the district is that there will be advertisements that our district approve advertisements for for items that are you know products so we have about 85 percent of the time of the screening and then obviously it rotates through and it will show some advertisements don't meet other caveat is that it cannot turn off during like during the
062school day so we have to keep them on obvious if there's no power that's in the exception then we can turn them up in this summer to save electricity so it does have kind of a a protective over I guess a piece of plastic that goes over it but it's touch sensitive so you know we have to kind of roll them out in phases so we can see how our students are using them and making sure that and where will they be like why the main office survived locations in the school so or Foothill and as oosa high they want theirs right next to the main office as students walk in and Foothill once there's come in that passageway that goes into the school so it would be protected during the off hours that way
063all the kids are walking by they have that screen that's there it can look at all the current events that are coming up at the same next is something Darrin and I have put a lot of time and thought into rolling out which is how do we move from what was done prior to me which is you know few LEDs in one room at a time - let's just bite the bullet how do we move forward with LEDs district-wide and so we're rolling that out as we speak we've already had some of our sites flipped over so Gladstone's pretty much finished as one of our first site so our County sites are going first and then we'll be rolling out with our Azusa City sites and we're doing this through through funds that are outside
064the district's fund so Edison is kicking it for a good percentage of them and we're using our prop 39 dollars for the remainder and on top that will be writing additional rebates from Edison and from the city so it's a really cost neutral install project and then on top of that will be a saving electricity which will save the general fund money so it's a huge huge win for the district yeah yeah and you know then there's also the long-term effects that Romero's mentioning these lights last ten years last six months so what is that the labor but also the work comp issues that we have when you're when you're climbing two and a half stories up to get to a light bomb the risk of fall is great and you know we've had a
065similar place so it eliminates that risk to the district feeling like we've accomplished so much just in a short summer and it's I wish we've said a couple more week so we can have day 100% all this stuff installed and your team and everybody that works around you and me resilient I want to go back to board meetings when we first brought you on and pull up a lot of the comments that were made and things that were said and just nasty you know and so to me watching in here you know deliver you know this update and watching you know everything come to fruition like I have to say I want to show my kids like you're ever in a position like that you gotta fight through it you know you do it resilient
066you're gonna keep stay on top of things because that's incredible and being able to bring people together and work with people and you know you're always about teamwork all of you guys and that's that's awesome that's awesome hey did you need a babysitter they had to say that in a position where I get to say that okay so we're moving on to 14.0 policies and violence bear with me I'm going to read through all of this 14.1 first reading important policies regarding to lots of think old objectives and comprehensive plans new amended or deleted board policies BP and administrative regulations they are BP and a are zero zero zero zero vision BP 0 100 philosophy the PISA of two hundred goals and declan's for the school district BP 0 400 comprehensive plans BP 0 for
06715 equity AR 0 for the 20 school class site comes only BP and air or 0 for 21 school based program carnation BP and air 0 for 20.3 school based student motivation and maintenance program BP 0 for 20-25 school based decision making BP and air reserve or forty district technology b04 50 comprehensive safety plan BP and AR 0 for 16 I'll cap vp0 500 accountability BP and a are 0-5 to 0.2 so will program approval schools feet and a 9:05 23 title 1 Improvement Districts and vp0 520 point for quality education investment in schools and that's it for fourteen point one was a lot of reading do we have any changes policies ok excellent fourteen point two first reading of white policy regarding operations amended board policy BP administrative regulations ar e P at a
068are three five one four point one pound reduced substances a are three five one for clean tuna integrated pest management BP three five one five nine two disruption Newport phones to defeat administrative regulations ar e p3 v 1 1 3 plate horn drug and alcohol free schools EP and a nine three five one five point five sex offender notification any changes questions comments there 14.3 this is a first reading to board policies regarding push now I'm in a board policy is beat Pete and administrative regulations a r8r 4 1 1 2 B P 4 1 1 to point 2 certification vp 4 2 1 1 and VP selection ok cool 14 points for and that brings us to the end of our meeting is for Pam thank you everyone for good night everyone thank you
069very much