001trustees Rara Union School District is now called to order items to be discussed in close session uh excuse me all five board members are present items to be discussed in close session a conference with real property negotiators government code section 549 56.8 property 34 3435 Birchwood Lane San Jose California APN d025 agency negotiators superintendent roxan Fuentes Ed and Kevin Franklin assistant superintendent of Business Services negotiating parties beresa Union School District and Milpas Christian School under negotiation price terms of payment and terms of lease of property B conference with real property negotiators government code section 54956.9 property 1376 pedmont Road San Jose California APN 5 95-106 n agency negotiators superintendent roxan Fuentes Ed and Kevin Franklin assistant superintendent of Business Services negotiating parties beresa Union School District and Aspen Aspen bille company under negotiation price terms
002of payment and terms of lease of property C student discipline or other confidential student matters Education Code sections 48918 489 48912 B and 49 0686 and 20 USC section 123g D conference with labor negotiators government code section 54957.6 agency designated negotiator roxan Fuentes Ed and other members of the negotiating team employee organizations California School employee Association California Teachers Association a area Teamsters Local 150 management e Public Employee discipline dismissal release complaint government code section 54957 are there any public comments on close session items from the audience or none in that case we will adjourn to close session at 603 p.m. thank you e e e face Mark right no it's just like it's honestly like forum and then you just like yeah some like tlist and then people comment and they're like oh I'll buy
003it or they message you on Facebook and they so there's no fees or anything it's just like posting just like on your feet but then it's a designated spot face I actually a lot ofure y yeah [Applause] okay are we ready all right good evening everyone thank you for coming the berasa Union School District meeting with the Board of Trustees will now reconvene to open session trust trustan could you please lead us in the flag salute please yes please stand face the flag ready begin 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 thank you trusty trusty how could you please read the district mission statement of course baresa Union School District provides
004all students the skills to become lifelong Learners and successful 21st century Global Citizens thank you trusty Shri nasan could you please read the Norms of the Board of Trustees yes surely the basa Union School District Board of Trustees agree to focus on the best best interest of students at all times be respectful listen openly address problems and process not persons keep each other informed maintain confidentiality work towards the future learn from the past equal participation from all members stay on task thank you very much no action was taken during during the close session um e adoption of the agenda could I please have a motion to adopt this evening's agenda move to adopt second thank you very much it's been it's been moved and seconded all in favor say I I oppos okay motion passed
005let's con no recognition no public no wait is there any public comments and calendar agenda agenda items none in that case could I please have a motion to approve the consent calendar move to approve I'll second thank you very much it's been mov and seconded all in favor say I I oppos motion is carried we shall continue on to item number nine are there any public comments on non-agenda items none in that case we shall continue thank you item number 10 reports and presentation Dr Fuentes please thank you um this evening we'd like to present to the board all of the different steps that have been taking place um to help our school consolidation decisions move forward so we have various members of our cabinet that will share with you um where they are in
006this transition process and we'll begin with Mr Franklin all right good evening so just to update on um where we're at um on the facility side within business services for our school transition um you know at the last board meeting we were talking about approving um the relocation of certain programs and staff so where we're at with all of that is we've started the process to relocate Portables or to procure Portables or modular restrooms for um the school sites that we were going to be adding Portables to so um Rusk in a majestic way our architect is working on uh drawings to submit to DSA um that will happen on April the 11th um surveying has already been done for um all three sites and So the plan is for the paving for where those
007Portables are going to be placed is going to happen during spring break so that's going to be for all three School sites receiving Portables and then actually the portable relocation for Northwood even though that was kind of the one that was seemingly the latest on the schedule is the one that's most ahead at this point so they're um their meeing with DSA is actually on uh March 27th so that one's been a little bit uh more simple um for as far as the process so far so that one's the one that's um actually a little bit ahead of schedule so um one thing to caution is that plan is to have Paving done during spring break however if it rains then that will um change those plans so we do have contingency plans in place
008as far as how to complete the paving um in the event that it does rain to keep us on schedule um but that's kind of where we're at with the Portables as of right now um Vincy Park the portable modernization that we mentioned for the two former Sunshine uh Sunshine School Portables off to the side in the front of Vincy Park um that work is beginning um next week and is scheduled to be completed after spring break so we're going to fence off the area um we're able to kind of fence it off completely from students there there shouldn't be anybody around um that area but it'll be completely fenced off we're going to divide the um current two portables back into two individual Portables by putting up a wall in in between because right
009now it's one big open space and we're going to be renovating those um restrooms that are currently in there uh with smaller toilets for our SDC preschool students so uh Tony and I also um walked all of the school sites that are receiving special ed programs and spoke with all the principles about their plans for uh where those students would be um located on the property and figuring out if there were any other um adjustments to restrooms or um anything having to do with the classrooms that need to be done in addition to what we were already thinking so we need to know those locations so we've met with them preliminarily about what um upgrades are needed there's very few upgrades that are needed but there are some Renovations that are going to be needed
010for the restrooms to serve some of our preschool students and so we're starting to plan um what those upgrades are um and then lastly the the school district um advisory committee or 7-Eleven committee to Surplus um what will be the vacant properties um is actually on this agenda tonight for approval of the committee so we are starting that process and the committee is scheduled to meet on March 18th March 27th and April 3D hoping to bring the recommendation from the committee to the board at the April board meeting so transitioning from facilities to the moving of Staff um uh we're currently in the process of of of meeting with school sites to discuss that process um we have the the new School boundary and school finder um um um tool on our website has been
011updated with those new boundaries so families are able to go and look up the School site that they will be um moving to um we have put out or we're in the process of putting out an RFP uh for a moving company to actually do all of the moving of um furniture and um uh curriculum and everything else associated with uh our staff movements from one School site to another or even within a School site so there's been extensive planning on that and trying to estimate how many uh staff will be moving within School sites relocating to other school sites and so those bids are due at the end of March there is already a a site uh job walk for that uh last week and there were I believe moving companies that came out
012to to participate in that so sounds like there's um a lot of interest and so we'll see how those bids come in um once we know um which moving company has been selected then we can start to finalize some of those plans what type of uh bins they'll be using to move staff so that we can start to tell them how to label those and what that process will be and then we've already sent boxes to school sites for any personal items that staff would like to take home that they don't want us to move in case um they don't want it to get lost or broken um we have started that process and letting them know that um they should take those items home um and move them themselves so that um nothing will
013happen um in the big moving process um so with that um as I pass it off to Dr mccu one thing um along with updating our websites one thing that um I want to do is uh commend Our IT department Stephanie uh msas and um Jackie ber for all the work that they did with updating the online registration and doing all the testing to make sure all of that um went through and was done appropriately is a it was a big task um I think from the time that the board approved um the change to the boundaries it we're able to get that work done in a week and a half um that was incredibly fast so a big thank you to Our IT department for doing that in such a timely fashion and before
014you walk away Mr Franklin I just want to see if there's any questions from the board regarding this section of information Bo do you have any questions I just have one question regarding the the viny uh portable that that you're you're doing so there was there was a concern uh about having either preschool or SDC preschool kids in a separate location um is that a concern over here is there is there is that likely to be a concern about that the this particular location from a facility standpoint um no um I don't know uh Dr mccre if you want to comment on whether or not you know there's any concern with having them separate um in a portable at that particular location um but I don't think so I think so I'm trying trying to
015understand the um the layout and how far away it is from the from the main you know right so it is a little bit of a ways away from from the main property but um I think it'll be a short distance for those students to to walk from getting you know most of them get dropped off by the bus um over to those particular Portables um and then access to the NPR or anything which they don't typically go to the NPR for anything they don't have lunch at our school sites but um everything would be kind of allinone in that area they have um even outdoor space in front of the classrooms um there's a pretty big outdoor space there and then they'll have the appropriate restrooms within the classroom so uh you know the
016distance from the main uh building shouldn't be an issue shouldn't be an issue um I mean yeah logistically I agree uh I was just concerned about um integration and and things like that you know from Optics point of view but but I understand what he's saying um so just just wanted to U highlight that and see if there there are any uh any concerns at the end of the day I know that the the kids do get dropped off and the parents to um walk them to the to their classroom so they do have the the additional support I do agree with that but just wanted to see how the Dynamics will play out at the end of the day so thank you I also had one quick question to um what is the timeline
017for teachers to be moving out and is there a process for them if they need additional time on campus for example and well do they have that opportunity so we have that spelled out in theou I think we gave them um up through April or April through June 19th to move out of their classrooms um what was it 18th June 18th um so they have right up to the to the holiday um to kind of pack up their classrooms uh but after that that's kind of when we have plan to have the movers come in to do their work because we also have our summer programs that we need to move in while we also move folks out and so um you know there's a lot of coordination going on uh but they do have
018that that time and um they have 20 hours of additional time that they have to uh pack up their classrooms um but those are all questions that that they've been asking and and we've been going out to their staff meetings to address those those questions and concerns thank you any more questions from the board thank you assistant superintendent Franklin uh oh we're not done yet we still have more slides oh the other one it was uh Brian the other okay so now we're going to talk about students and enrollment so like Mr Franklin uh just mentioned our District's online registration portal was opened uh last week on March 4th and uh we already have lots of TK registrations so we're doing really good with TK uh remember this year TK is expanding their uh time
019frame for allowing students to come into the district so it's from September 2nd all the way until um the end of August so students could turn five in September and all the way until July and also turn five so it's another grade at each School site um letters to families that were affected to affected by the school trans transition process were sent out on March 7th so once again um just like uh Mr Franklin was thanking his staff I want to thank my staff because we went through a lot of planning to make sure these letters were sent out first of all to the correct parents with the correct um school and pulling out certain um remember we had different little po pockets of schools that got a little grandfathered in to make sure that
020those parents didn't get a letter that said they were going to go to a different school and then all of our special ed programs that are being affected so we really were very detail oriented and trying to figure out that these letters were sent out correctly to families and so these uh letters also have a little portion at the bottom called like you know an intent to return portion and so the information there is are you are you accepting your um new placements um if not you can file out an intr District transfer form where would you like to go and then there's a process that's attached in a QR code for the families to then go through the inter District process um inter District process and then there's also a third box that says
021we're not coming back to the district we're moving etc etc So the plan is that those letters are then returned by March 2 E from the parents to the front offices and so the clerks at the schools are gathering all of these letters and then they're going through and sharing the information through a Google form with our team so they're clicking on they've received the letter do they agree or they filling out an interdistrict transfer form Etc because we want to track as much as we can how many students are going to be then move to these uh their new schools and we have to account for all of the numbers and so um like I mentioned the impacted schools that are not happy with the change can fill out the intra District transfer and
022we'll do our best to prioritize those students oops wrong way and so in addition to that last night we had an informational meeting to review all of the information I just talked about with the three schools and the parents of all three of those schools so we reviewed The New School boundaries um we talked about the safe route to school what's happening with that we talked about the re the letters and what are the options we reviewed some of the afterschool program information we also talked about um our social emotional learning supports that are available now and will continue on for the next school year we had about 20 minutes at the end um to answer questions and we're Gathering all of the questions we weren't able to answer into a fa q and we're
023going to post that on the website in the next uh few days as well so these were similar um slides from last night's presentation but just as we continue to plan for 2526 we want to make sure that there's after school programs available at each of our school sites and so the majority of um these uh after school programs are staying the same or we're adding an additional um service so as you can see right now we have Brook tree at Rock we have Rock and YMC at Brook tree which is the similar to what we have this year sitting with Majestic Way we have Rock and AO uh moving forward to next year we have Noble with Rock and YMCA so we have a very active YMCA program at Toyon so they're going to
024be adding the YMCA at Noble for next year Northwood we're going to be increasing the number of seats for our YMCA folks um rusin since it's going to be our biggest um school we have lots of opportunities for after school we have Rock we're going to continue with a Leo Sunshine school and a new offering that's new this year called Wellspring and that's actually a mandarin immersion after school program for some of our families that don't speak Mandarin they actually have homework help uh during um the afternoon to provide that space and it's not only open to our Mandarin immersion families it's open to anyone so even our English only um families can participate in the Wellspring after school program uh Summerdale we're transitioning um from the city of San to YMCA but it's still
025Aces and Vincy Park we're continuing with the YMCA um we're working alongside YMCA and Alo very closely so that we can then get that registration up and running hopefully by the end of May early June we're also in conversations with rock to see if we can um speed up their deadline for registration knowing that a lot of these families really want to have this in place sooner than later so we we continuing to have conversations with rock usually they do their after school um signups in July and so we're really pushing them to help support this um this upcoming school year because of all the changes that are happening and as soon as we find out more information about timelines we're also Gathering um all of the existing programs they have site directors the YMCA
026has a website uh we work very closely with the YMCA folks and they have also given us permission to put their names on the website if there's questions specifically about the program availability pricing um we had a big Alo um meeting here a week ago so that we're also really a great partnership with the Leo so they're also willing to help support in any way possible and same thing with rock so the timelines will be posted and we'll get um as much as we can out to parents as soon as we know more information I think I'll I'll just add to that um that definitely is a critical area of information for our families um last night lots of questions uh on how uh providers are selected you know you get accustom to YMCA for
027example if they've been your after school program and so what we shared with the families was we sustained existing program providers at all of our schools gave them the first option to be able to expand seats and if they were able to do so great if not then we brought in a second provider um to be able to support increased number of students at the schools so um in case you're asked about that it was a it was a popular question and I think um but you know we assured them that you know it's we're committed to providing after school care um but definitely they're interested in in the price points you know there's families that have benefited from the Asus program from scholarship opportunities that are provided through the different providers so um you
028know they're they're hopeful that those will continue and that you know sliding scales will be afforded to them with and those are the conversations we've been having with with all of the providers we had one just today quick quick question uh uh I think I they asked last time Al sanan budhist I know that they operate independently but uh do any of our students at Cherrywood and Toyon right they are the two sides that they have or so actually no they have they have transitioned over the years to um Cherrywood was their only school age program that they offered the other locations because they are at other sites in our district at Northwood as well as Vincy Park but that's for um it was for pre school which they're now transitioning to infant toddler care
029so they they their programming has been significantly impacted by the elot funds and with public school offering TK so it really has shifted who their clientele is and so now um they're focusing more on infant to toddler so none of our uh at Cherrywood none of our students we do some currently that are in their after school program however um they'll be able to be absorbed into these other programs thanks so just to highlight some of the social emotional support that we're continuing to provide ongoing from the school year until next school year so at each School site we have a school social worker and um we're happy to say that next school year some of these School social workers that have been sharing sites for so many years will now be at um one
030site because we have bigger schools and we have a couple less schools each of our um schools also has a community liaison so we're going to continue that work as well to help support the students and families that are coming to the school with questions and concerns uh we're going to continue uh with our school Link services coordinator she's housed over at pedmont right now connecting students and family to outside resources as well we are continuing our contract with K Solis and they're also another um uh great partner that we've had over the years and they help connect families to outside counseling services our school social workers work hand inand with car Solus they actually do a handoff in order for those um services to be provided uh Daybreak health is a new uh resource
031that we've added in the last couple of months and that's also free to us as um a new resource and they are offering te theapy so via um Zoom or uh Google meets and meeting with students that way at home and in addition to that we are continuing to talk through the offerings of our social emotional learning curriculum we had a good conversation with our principles today about how we can continue and maybe get some more uh PD and support so that our schools are using it more effectively moving forward Upstream is for our middle school program and Studies Weekly is theal curriculum for elementaries so we had some good conversations about that at our principal meeting today and uh last but not least we've really focused on adding a lot of additional parent workshops
032over the past uh few months and so as you can see we have um one of them called nurturing effective communication which has uh already happened at two of are two of the dates February 6th and the 25th we have two more dates coming up April 3rd and April 8th um our uh partner over at the Santa clar County Office of Ed is Jamie coup one of our former parents and so she's um literally the one who runs all of these uh programs we also had um active parenting for Middle School parents back in October and November and we have the active parenting class for the elementary school parents happening this month and once again um through these parent workshops Child Care is provided for free um dinner provided and the sessions are pretty well
033um uh packed with lots of parents and kids and our par par professionals instructional AIDS are our um folks that are watching the students so they're also helping out as well yeah and I really would like to just commend Jamie coup as you know she's a former beresa parent so very committed um to our community um the first series of workshops there nurturing effective communication she crafted just for us um and you know sharing with her the different challenges that school transitions were bringing both for the children as well as for their parents um trying to give them tools to feel better equipped for the upcoming changes so um that Workshop uh they're open to anyone so anyone it doesn't have to just be Cherrywood families for example it could be anyone from the district
034they could attend any one of those dates it's the same Workshop repeated at all of those locations um and it includes Community Building Circle uh learning your child's love language to be able to you know monitor how they're feeling through these Transitions and then learning um some skills on how to be an empathetic listener all skills we could learn and refine all right any other questions about um the head Services portion I I had a couple um if I can remember it still the the uh the um intent to return letter uh you said there's a deadline for March of March 28th um what happens if we don't if the pent doesn't turn in so remember I said we're tracking who's turned everything in then the clerks and the folks at the school sites will
035be calling and trying to contact the parents or send another letter out to so we're really just making sure that we communicate as much as we can to get that information so that we can plan accordingly and if if the if there's no response you assume that the students well we're going to continue to do what we can I mean we also do home visits we get a lot of returned mail too that we get mail that says no longer at this address this address doesn't doesn't exists and that happens more than we want to know so we want to definitely follow up if these parents aren't our residents we want to also make sure that we follow up with that as well and I know if you don't have uh the only a couple
036of mental students how do you reach out well they have um an address where they're living temporarily and so once again we have a list of those students and those are also um families that our community Liaisons are very close knit with and so Tom Carrol our coordinator of student services works with the community Liaisons to make sure that we Outreach even more to those families to make sure that if you know we want to get them to a school that's as close as they can be to where they're staying now okay thanks and the other question I had uh is on safe roads to school how's that going sorry yeah no so we're still um you know continuing to look into um you know where some of the the Troublesome spots are we did
037hear that the crosswalk um off a cople will be done in uh April or during the Spring um uh Dan Norris is com uh currently assessing all the crossing Ys where they're at and um other drop off areas for all of the school sites and coming up with the plan because the special ed students are now going to be located at at school sites that they haven't been at before so he's looking into that and we're going to soon start to meet with ed services to discuss the best spots for those sometimes the the spaces that we think are best suitable for drop off are not what ed services agrees with and so we're going to coordinate with them to to talk about that and um and then as Bell schedules start to be developed
038at all of our school sites which will be happening over the next few weeks um we'll also be discussing with principles um you know the bell schedule start times and things of that nature and whether or not you know any of those need to be staggered for traffic purposes right I think that I think I brought it up with especially with Raskin and sierant so that that's being uh discussed and yeah so Bell schedules just went out to principles to start working on with their staff and so that's going to be a process over the next right two months or so yeah yeah okay yeah and we received a few comments from parents last night uh you know letting us know uh their uh their issues of off children between school sites Etc and so
039we we let them know we're working on the Bell schedules and you know we'll keep those things in mind okay thank you oh I also sorry sorry I have one question sorry Dr Jo um thank you all so much for your work by the way um all of this is really wonderful to hear that we're really moving along I just had a few questions about the um parent workshops and also the zoom meeting that you had with our impacted families are there translation services available for families who particip so one of the things that we had in the letter was some information on translations one thing that we are going to make sure we do is translate as much as the um actual uh video into the languages and post that on there uh we
040talked literally the day before about trying to get uh our translators to help support but it was a little complicated with breakout rooms and different things like that so that's one lesson learned as we move forward to make sure that we at least provide that opportunity because all of our translators were I think even Lord is was on the call helping support anybody that did have questions but just trying to figure out I know we had that program that we had during some of those board meetings um so that could be an option moving forward we just have to kind of configure that through Zoom so that was one opportunity that we did Miss yeah thank you I hope moving forward too we'll really integrate that in case folks need it but translated videos with
041captions are always good too after the fact thank you any more questions from the board one more slide from Mr Cabrero thank you assistant superintendent mccre Human Resources has been working to ensure that all classroom teachers have a school side placement a great and a great level assignment by March the 24th we have already um notified the teachers of their school side placement we did that um before February the 28th and if people did not have a School site placement then we just put TBD um by this week on the 10th anyone who wish wishes to submit a transfer request to move to a different site or different grade level they needed to be in by the 10th now we gave the teachers at the school sites that are closed that are closing Sher with
042toan and Lane View and addition up until the 13th to submit their transfers request which includes the site and the grade level if they wish to follow their students Etc uh we gave them uh a week after providing them the vacancy list for all the all the sites and grade levels at the school at the schools and they're the only ones that that have that information so that that is due tomorrow once we receive that the HR staff is then going to compile the information and try to accommodate as best as possible and we plan to notify Everybody by the 24th of their grade level assignment and those who do not have a school placement will also be notified by the 24th that's the information I have this evening questions from the board comments from
043the board thank you assistant superintendent Cabrera I know this is this whole process is extremely detailed and it takes a lot of work to do this so I thank you all for your for your efforts because I know this is not easy and it's contined to be not easy so thank you um are we on item 11 now correct or no 10 B 10 oh excuse me 10B District professional development presentation Dr Fuentes please thank you um we Rec L had our professional development day for staff and so we'll be giving you an update of how that went uh Dr McCurry thank you Nicole peretas will be doing a presentation on um the two PD days but more specifically the one that we had back in January January 29th so miss peretas thank you good
044evening um yes I'll be providing um and Reporting out to you around our two districtwide professional development days held this year um a quick overview um the dates that we held those um professional development were September 18th and January 29th um classified and certificated staff um participated in those days the sessions were held at various School sites as well as at the County Office of Education the the general schedule for both of those days um we had am sessions that ran from 88 to 11: um there was actually two sessions in the morning that were about 90 minutes each um then there was lunch and then we had afternoon sessions from 12: to 3: and just some highlights that I wanted to share um that um the two days were for all staff they were
045planned in collaboration with our cab professional development committee the sessions were designed to meet a wide variety of Staff needs um through Choice sessions and also um many sessions that were led by various s teachers and staff and administrators so particularly in January um we had 26 barasa teachers and staff that led those Choice sessions which was wonderful we offered a total of 31 Choice sessions um we also um built into the professional development day in addition to the choice sessions specific and job aligned sessions um and there were site and District leadership um team members that led sessions and the feedback we received was um quite positive so the um the way in which we looked at supporting the variety of Staff needs was through offering Choice um so staff members teachers and staff
046members could choose two sessions um of their choice to attend and we organized them around those sessions that were relevant and would meet the needs of all staff classified and certificed ated across all grade level spans and that's a sample of the topics that we offered um that were available for all staff and then we organized some that were really geared towards specific grade levels or grade level spans and so some of those um included differentiated instruction um strategies to support and Foster inclusion interactive math activities Universal Des Design for Learning um Foss science seal um supporting motor skill development foundational literacy skills and play-based learning so um depending on what interests and needs um staff had if was grade level specific they had those options as well in terms of specific and job aligned
047sessions that um staff attended for our classified staff um there were Health Training and updates um for our um secretaries and clerks and health clerks um we had Early Learning and literacy practices for our um preschool and TK teachers um our library of mediat techs um attended a session on AI tools and resources for libraries and our special education um par education attended a session on supporting um students with peer interactions uh for our certificated staff um specific or job aligned sessions included preschool learning foundations seal strategies and unit development um for the majority of our um elementary teachers they attended a session on our new Renaissance assessments for English language arts how to look at those data reports and the intervention resources that are available within that platform for our Middle School teachers um
048they participated in job alike or content area specific strategies and resources for their content area so the feedback from September um the question on the form asks it was for the whole day and it was were the sessions to the extent to which the sessions were relevant and meaningful to your to their work and what I really want to point out here is that it became really clear when we looked at the actual rating on the scale compared to comments that there was some confusion on the lyer scale so um whereas a one would be um strongly disagree we had several that marked that but their comment said it was an amazing day the choices were so but I I wanted to share what the data was but also let you know that when we
049combed through it it became clear that they may not have been clear on what a one really meant and4 so in January we fixed that and made it very clear in the question um on a scale of 1 to four one is strongly disagree for is strongly agree um the extent to which the morning sessions were relevant and meaningful and I am thrilled to share this data um overwhelmingly nearly 88% or so um felt gave it a three or four which is amazing um and then the same is true for the afternoon sessions which were the assigned job alike um specific sessions so very successful professional development days this year and just to highlight a few of the pictures I couldn't get them all from all 31 sessions but um in this you'll see this
050is Heather Kain on the right um who led a session and Amy Swain and Susan papert who led a session um one of our County Office Partners um and two of our bcbas [Music] and really want to end this time in this report um acknowledging the efforts of so many people and departments it truly is a team effort and it took all hands on deck um so our teachers our staff and our administrators our cab professional development planning committee Education Services our instructional coaches mot and custodial staff and Technology services thank you any questions from the board year over year I think the the uh the uh feedback and in the content is improved uh it looks like from from what what we've seen in the past which is good so great work on that
051I think uh the the the peer-to-peer um teaching methodology probably works uh better for teachers to hear from um people that I mean other teachers that work in the same similar uh Lis thing so I appreciate all the hard work and you know let's keep the momentum going and then U uh keep improving and get that to 100% uh you know three and four should total 100 that would be nice thank you so much thank you thank you Miss fares yeah I do I do want to add just again um a thank you to you know to Nicole and the entire ed services team because certainly this January session is the most um content specific uh offerings that we've had in all of our professional development with you know all of the different folks who
052also um stepped forward to be able to deliver that learning you know for their for their colleagues and it really um it really was great to be able to have that shared expertise across the district and you know we hope to be able to continue but it does take quite a bit of coordination from everyone um you know those that are organizing the day to those that are preparing you know preparing the actual professional development as well so you know a big thank you to everyone thank you for noticing um the shift and you know the trajectory that the department is uh working towards thank you item 11 superintendent report Dr Fuentes please thank you um just a a few things today first uh this month of March is our celebration for read Across America
053so um our schools especially our elementary sites always do lots of fun things to celebrate reading celebrate Dr Seuss's birthday so we have lots of wonderful highlights coming up in our monthly newsletter and I just want to give a a thank you uh to Majestic Way uh for their invitation to be out there and be a reader as well as at Brook tree those were really fun events in addition uh this month of March our middle schools highlight careers and so all of those special activities will be happening marel middle school tomorrow um so if you're able to stop over in the morning from uh 7:45 to 9:45 they'll have different learning opportunities for the students and then next week on Thursday March 20th um it'll be pedmont and Sierra Mon's turns so I know
054um there are really good opportunities our community members get engaged we get lots of parents who do fabulous things in their day jobs coming back to share with our students what those careers are all about so hopefully we'll we'll get to see you there um also this past Saturday I was able to um participate in the legislative branch that was hosted by the Santa Clara County School boards Association both president boak and I were there in attendance their keynote speaker was Linda darling Hammond so it was really great to hear her and uh gosh quite a lineup of our elected officials across Santa Clara County there were there are quite a few there and and such an important time to hear uh their vision and and what their support will be for public education um
055especially after this week and everything we've learned with the US Department of Education and there's quite a bit at risk in terms of you know our vulnerable student populations and making sure that they continue to get the services that that they need so we'll be even more um dependent on advocacy to our local elected officials to ensure you know whatever happens at the federal level that they're going to be there to step in and fill those gaps so I think this is a really important time to continue to monitor you know those actions um nothing at this point that you know puts our barrias students at risk we're still whole but you know we're monitoring the situation um closely thank you thank you Dr Fuentes um item 12 comments announcements from the board do we
056have any anyone okay we'll shall continue 13 review and discussion public hearings let's go to now item number 15 review and action superintendent um so for this first first item we have the 2025 California school boards Association Region 20 delegate Assembly Election so you have a listing of candidates there trustees across the county that are interested in being your representatives uh we do have four that are currently the incumbents and they have an asteris next to their name but this is a very competitive year as you see they they've got several Challengers um this go around so your task is to identify the four that you would like to see moving forward on behalf of varasa Union okay so you um board members you already have the candidates here I'll just give my two cents
057in here um I would like to see these board members that would really be helpful to us coming from the east side of San Jose I am thinking of Teresa castillos um Jorge Pacho George Sanchez Bley unless you have any other um candidates let's discuss it go ahead I agree with those those are also the incumbents um I'll make a motion to um unless anyone wants to discuss um yeah I was going to say I'm I'm okay with uh selecting the um the current incumbents okay I yeah thank you could I have a we vote on this could I have a could could I please have a motion have a motion from Trustin second oh you did oh it's been mov and seconded thank you trusting I didn't hear you um all in favor say
058I hi hi oppose okay uh motion is carried thank you very much to everyone Dr FES you have the list room okay yeah that'll be fine thank you all right so let's go to uh Roman numeral 2 board bylaw 910 public statements um Dr Fuentes please it is recommended the Board review and approve board bylaw 9010 public statements for a first reading and so for this one um this one just refers back to when making public statements who is the board member that has that Authority and responsibility so here in beresa our practice has been our board president you know in the absence of our board president it would be our our vice president and so forth so just uh that reminder of who has authority to speak on behalf of the entire board and
059then also the reminder to trustees when you are speaking um with your own individual opinion that you make that distinction that you are not speaking on behalf of the board but simply giving your own personal opinion on a matter when when you're out in the in the community thank you any discussion from the board if not could I have a motion I'll move to approve second it's been moved and seconded could I all in favor say I I I oppose motion is carried that's thank you very much now let's go to a Roman numeral 3 this is board bylaw 912 board member electronic Comm Communications Dr Fuentes please thank you um it is recommended the Board review and approve board bylaw 9012 board member electronic communications for first reading so um what this bylaw does
060is it brings in uh new legislation based on uh or or new policy based on recent cases that have happened and it's a good reminder regarding your electronic communication whether it's email or social media especially to be very cautious when uh you might be engaging on items that are listed in a board agenda you can by liking an item commenting on an item be in a violation of the brown act if it's an item that comes in before you here uh in our uh public forum and so and you know we've had lots of training and conversations about serial meetings serial emails now you've got to add the likes and dislikes of social media to that um cautionary cautionary incidence so just want to bring that to your attention and um and I think also
061on this one it also talks about um if you are acting as your board member role on social media you're also not allowed to block or hide people if they're dissenting of a add RCT opinion and that was a court case that went and you know and solidified that it's a freedom of expression to that public individual okay okay this sorry go ahead oh yeah quick question on this one so if I like post on Instagram and then um someone comments something like negative I'm not allowed to like delete the comment not if you're acting using that as an official like board member account oh I see okay so you have to distinguish between your board member role and your role as just an individual in the community okay understood so if it's getting gray
062if it's getting gray You're Gonna Want to take a look at that I might have to talk to you all later because I have an active Instagram yes and and that's where I said now with social media like with Facebook with Instagram all of that um it just takes all of our practices into another forum and you know if the board would like you know this is certainly something we can get a little um you know one hour training with our with our board counsel also because it's it's it's a it can get very gray very fast and so if that's of Interest we can certainly do that thank you that's great information okay so could I have a motion please move to approve a second okay it's been moved and seconded all in favor
063say I I motion is passed thank you very much now we'll go to letter B Business Services second interim report for fiscal year 2024 2025 certification of fiscal solvency uh Dr quentes please it is recommended the board approve the 2024 25 second interim report and the district's positive certification of fiscal solvency um before you move forward with that we do have a presentation for you okay all right good evening everybody uh today I have the pleasure of presenting the 2024 2425 second interim report uh just as a refresher the second interim report um budget adjustments take place throughout the year um the second interim is a chance for us to efficiently make budget adjustments um based on information that we have received all the way through January 31st so this is the current 20 24
064budget cycle um currently we're in March in the second interim um we do have we are currently working on ramping up for the 2025 26 budget cycle but um this is currently where we're standing as far as the [Music] 2425 so in January the governor released his state budget which included um the educational budget and here are some of the highlights within the 2025 26 Governor's budget so um it's projected that the cola would be at 2.43% however not all the final data data points have been released the last one gets released about in April 2025 however it's looking like that this 2.43% would probably be closer to 2.2% um the governor has also set aside money um to help assist in reducing the student to adult ratio from 12.1 to 10.1 um if the
065money is not allocated within the 2526 Governor's budget then we would still remain at 12 12 to1 but if their money is allocated then we'll move to 10 to one okay um some other items uh this there's a student support and professional development discretionary block rant that has been allocated that the governor allocated about $1.8 billion in the state budget which roughly equates to 323 per 80 2024 25 Ada for us and this is coming next year this is not this year and lastly in 23 24 um we saw a reduction in the learning recovery emergency block R dollars um what is being proposed in the 2526 is that he repays the districts the money that has been reduced over the course of three years starting in 2526 all right so this is just basically
066analysis of our enrollment um just is just basically shows that we're currently and still in a declining enrollment environment so we're projected in 2526 to be at 5,765 and then still decreasing to about 5,563 and 2627 so these are some of the budget assumptions that we're using uh for our multi-year projections um the most important ones are once again the enrollment so you can see that it's decreasing over the course of the three years um the P2 Ada projected is what we are being funded off of so um as you can see it's also decreasing the decreases do mostly to our de decline enrollment um stirs enrollment rates are pretty much much staying steady at 19.1% but you do see an increase in pers enrollment uh pers employer rate from 27.05.2012 between the first and
067the second interim um the biggest one coming from the state revenue and so basically the reason for such a large increase or change from the first interim to the second interim was because we have been notified that um it's due to the elop funds so basically there um what the state did was they reached out to all the districts within the state and they're pretty much clawing back all the unspent dollars and then reallocating it to the districts so our portion of that is around $800,000 Josh if you can just share with the board because it's more complicated than than that with elop um it actually there's a tiered system and really what I'd like the board to know is we're not in the top tier for funding correct that now that it's differentiated so
068if you can share what that shift is um so basically at the time um there's two different tiers um it's based on our unduplicated account and so they give those districts who have a high up count additional funding um and then whatever's left over because we're in the lower tier we get whatever's left over and it gets reallocated or that gets allocated to all the second tier districts so what ends up happening for 22 and 2223 is we had a lot of districts that didn't spend a lot of that funding right and so in statute basically what it allowed the state to do is reallocate those funds up to $2,000 per Ada so I don't remember the exact dollar amount that we were allocated the Ada at the time but now we are receiving up
069to the $2,000 which equates to the $800,000 dollar amount that we're receiving this year yeah and and the other reason I asked Josh to share that is because this um shift happened midyear and so you know it was a loss of revenue for us initially so we did have to adjust um and change course to all of the elot programming that we were providing didn't necessarily impact our after school programming but we were also expanding service to lunchtime programming that we had to reduce because of this midyear adjustment and to make things more complicated in 2526 um I think was it 75% then the up count for the initial allocation was at 75% up and I believe they're dropping it down to 55% so now we may even be getting any we may be getting
070Less in 25 26 right because that means there's going to be a greater number of districts that now qualify to be in tier one but we are still below the 55% threshold so we'll continue to be at that second tier receiving whatever is left after that first tier distribution yeah and that makes it hard for us to plan for the budget year because we don't know what our rate is so there's a lot of advocacy going on with this budget and we'll see what happens in the May Revis but what's been being advocated for is to at least set a um set rate for the tier 2 districts so that for planning purposes we have an idea of of what the minimum revenues will be that we can count on and then if there are
071any adjustments over and above that then that's a plus for us but that at least we have some way to plan because we haven't had a a mechanism to plan for it's just been estimates and so what we've seen over the past two years is that what we started out with our elop program and funding um has decreased by approximately a million dollars within a two-year time frame which really impacts our programs as you know districts were being told the priority is elop and to build Out programs we build Out programs based on the revenues that we're receiving and we understand we're in declining enrollment but a decline of a million dollars is 25% of our revenues for elop and we did not have a 25% drop in enrollment so um you know it's it's
072not fair to the the tier 2 districts to not have an understanding of what that funding will be and to have to continuously adjust their program moving forward so we'll see what happens in the May Revis yeah I apologize for that sidebar but it it was a significant change so I wanted to be sure you were aware of that so this is just a percentage breakdown of our Revenue you can see that 72% um or the state's um allocation model by Ada is the largest percentage of money that we receive um we get about 133% from other state revenue which includes like items like Asis in elop um transfers in so we do are making some transfers in for the current year uh based off of some of the retirement benefits that we're paying for
073out of fun 20 and some facilities costs um we do have local Revenue which are donations and leases so we have donations to the school sites we have leases with um multiple um sources and then the smallest piece about 3% is we get from federal revenue so not too much um so there's not too much of an adjustment from the federal revenue okay so we still are deficit deficit spending uh some of it's planned so some of it is on the restricted side and some of it's on the unrestricted side um so there's a plan of to spend about $103 million um you can see that there's Minor Adjustments between certificated salaries classified salaries and benefits um but the biggest issue or biggest increase from the first interum to the second interum is is in
074the services and other operating expenses so that equals about $2.1 million so where is that coming from right so the majority of it is coming from just some adjustments related to the after school programs we received $860 or $800,000 we added that into the budget um however we do have increases in for example our utilities costs right so electricity has increased about $400,000 from what our initial budget was um there are some pieces where field trips coming from the school sites aren't initially budgeted but as they um like for example science camp they raise money so there's money coming on the revenue side but there's also expenses coming out um we have increases in legal expenses for this current year uh special ed contracts and transportation contracts so all of those have actually um there's
075a reason for the increase for that line item so just to kind of fur further breakdown the $103 million um you can see that the majority is spent on certificated salaries employ benefits um and classified salaries so salaries and benefits which makes up about 88% of the total budget uh 15% is made up of service and other operating costs and then small portions are for the remaining um line items but to even kind of further look into the certificated salaries classified salaries and the benefit you can see that certificated non-management equates to about 67% uh classified non-management is 24% certificated management 7% and our classified management is about 2% also i' like to break down and show um kind of where that two or the 15 million for the contracts or the services and other
076operating costs so the majority of it 22% is our after school contracts um a large portion is utilities and special ed contracts and uh we have about 9% in in Insurance 7% in software but you can see the majority of that line item comes from the after school contracts which is on the restricted side utilities which is mostly on the unrestricted side special ed contracts which is technically on the restricted side but we do have to make um contributions to special education and then insurance is on the unrestricted side so those are the largest contracts that we currently have I think I also just want to remind the board too that um uh Insurance liability costs have increased significantly um a lot of that as a result of litigation and um and then with utilities
077that has been a significant impact to all school districts and is a point of advocacy with the Santa Clara County School boards Association in looking at locally with Santa clar county is there anything that they can do to help reduce the cost and burden onto utilities of utilities for school districts so that's a um a new area of interest that uh the trustees will be advocating for see is it um the the utilities is it the electrical component or the gas component because all of the above how are our how are our solar panels doing are we generating enough are we getting any generation credits back or yeah I mean the panels are generating we did have um two months where I think we had broken panels and so we did notice that and we
078did get those fixed but unfortunately you know we do have to pay uh for those increased utility costs we also had some um anomalies with uh water uh during a couple of months especially months when we were um on break and so we're trying to investigate that to see if that's um you know due to uh just a misread on the meters or how could they're without having a significant water leak which we didn't have how could those costs have gone up so significantly for those couple of months so we're still looking into that to try to find the source of that increase but just across the board utilities have just climbed um extremely high we do have our solar projects are going in um uh through some of the projects that Tony has mentioned
079at some of our school sites so that'll help moving forward but um really just the costs of pg& um in particular have gone up quite a bit is I know it's a lot uh to ask uh but I just wanted to uh put it out there do we have any mechanism or is there anybody um reviewing the efficiency of the of the panels um year over year I know that the there's some degradation uh as far as the output goes is there any any way anybody monitoring that and you know are there any uh cleaning services that uh that that I know that they use um distilled water to to clean out some of the Dust because we do get a lot of dust uh during the summer months that not necessarily all all of
080it gets washed away by the rain it needs treatment to actually get properly cleaned uh I I know it's a lot lot ask but just curious whether anybody's monitoring that efficiency of the panels yeah so we still get reports from NG who is the provider or that that installed the the solar panels so we do get yearly reports that Dan Norris reviews um and Dan also has um I don't know if it's NG still that comes out to do the cleaning but they do we do have annual cleaning from NG and they come out and they clean the panels that's a lot of times when we do find and assess some of the broken panels and do The Replacements um this time the the panels were broken um outside of that cleaning period and so
081it was the monitoring of the bills that Drew our attention to that um that led to us fixing those but we do have those annual Services thank you all right so as far as our multi-year projections um this is a total G our total general fund um so you can see we're still deficit spending across the 3 years uh 25 26 and 267 that deficit spent is more on the restricted side um and so it's not really affecting our ending balance on the unrestricted side um what's more important to look at is the multi-year projections on the unrestricted only side so you can see um we're still defit spending in 2425 25 26 we're pretty much breaking even um and then in 26 27 we're pretty much turning it around and then ending up with
082this fund balance of $647,000 uh please keep in mind that we meet the 3% required Reserve because it includes fund 17 and uh fund 17 currently has about $2.8 million so the 2.8 plus the ending balances ensures that we make that 3% um requirement so with that being said um it's you know staff's recommendation um that we do a positive certification so with um uh interim reports there's three different types of certifications there's a positive certification which mean means that you can meet all its Financial Obligations um a qualified certification which means that you may or may not be able to meet all your um financial obligations and a negative qualification or NE negative certification which means that you cannot meet um your financial obligations so we will meet um all our financial obligations based
083on um our current projections um so some of the next steps is we do have the May Revis which will give us updates on all the things that occurred from the governor's budget and we're currently in the process of starting the 2526 budget development and the elcap any questions questions from the board U goad trusty how thank you thank you so much for the presentation I I just have a couple of questions for you um just going back to um slide number three on the governor's budget highlights um for the student to adult ratios shifting from 12 to1 to 10 to1 is that upon appropriation or will we be um responsible for the additional staff needed for TK it's upon appropriation so um it's been embedded into his initial budget um but that is all
084up to you know legislation or whatnot and so we'll find out in probably in May to see if that's going to actually be funded so we only have to move to 12:1 if we're actually funded got it and also um I know that numbers are still coming in for our incoming School sites but do we have kind of projections on what our Title One schools will look like with the 10 do we know those numbers yet or are we still the no not not yet and we do have an item on the agenda coming up for title one so we can speak further to it but we need to have the children transition over and then take in their new lunch applications to solidify what those numbers will be thank you um anymore you just
085had a go ahead comment or question or suggestion I think we brought this up uh last year also uh the possibility of creating a um trust for for retirement I think we we've spoken about it um we did uh I did attend the uh the um the session at the uh our csba um again this here to try to understand better what what it entails and uh from what I understand is we we we need a board resolution to get the trust formed uh and we can fund it any time later uh my suggestion my suggestion would be to try to get the trust established uh from what I understand and maybe maybe you can investigate more it doesn't have to be funded immediately you know if we ever get a one-time uh grant money
086that that we uh is a surplus at that time we can uh fund that uh fund that trust the benefit of of having money in a trust for retirement is it gives you a better rate of return compared to what what we get right now so in the long run it does it is beneficial for the um for the people that that you know make use of those uh retirement dollars I think we should um as a board at least have a uh you know have a resolution in place to create establish that trust we don't need to do anything more than that um but you know it'll be good to get some uh investigation going on how on uh on how we can um uh you know get that funded and what what are
087the restri are there any drawbacks or restrictions in doing that but at least get let's get that started you know maybe uh 10 years from now it might be beneficial for for the future uh you know employees of the of the district just want to bring that up because the contribution rates is looking at it it's just just ridiculous it's just um it's just crazy first St and first um that that's a big impact uh for for us so so just wanted to highlight that thanks any more questions comments none thank you Josh very much be two oh that's right I am sorry I'm just looking at the clock that's why sorry I'll make a motion to approve the second interim report second it's been moov and seconded for approval all in favor say I
088I oppose motion is passed now let's continue to um Roman numeral 2 uh resolution 24-15 appointing 7-1 District advisory Comm um superintendent please it is recommended the board adopt resolution 2415 appointing our 7-Eleven District advisory committee members um Kim if you can please roll up the listing um so there's the listing there of the individuals that we're recommending to bring forward uh if you recall um a 7-Eleven committee is uh legally to be a brown act committee so it'll it'll function as such uh 7-Eleven because you can't have less than seven members and no more than 11 members so we are bringing forward the max 11 to be part of this group um the majority of the individuals on this group uh did participate in our school consolidation advisory committee so they have a lot
089of background regarding our facilities and needs of the district um we also have others that have been active in other committees in the district um this particular advisory Council does have specific roles that the members need to fulfill so we wanted to be sure that we identified that role um next to their Nam so you can see how it's all outlined there very nice um comments from the board yeah this list has been vetted all the um I mean I recognize most of the names on this um I think one one name uh there was some concern about one parent in that list uh who was part of the um consolidation committee that is probably not not a current parent or something like that so everyone here so everyone on anyone on the committee must
090be a resident of Bera and so that has all been uh validated to ensure that they they do live within the boundaries in terms of um the roles that they play that is not um that is not required of our teacher for example you know they fulfill a different category if that position required a residential requirement it's listed on the table okay just want to make sure that the the list is uh fully vetted and you know you know who's who's what and what role they're playing correct yes all right um yeah I'll make a motion to adopt the resolution 24:15 thank you I have second second thank you it's been mov and second it this is a roll call vote Miss Gomez please yes president boak I trusty jenez I trusty h i trusty
091NN I truste Shas I thank you very much motion is passed let's continue on thank you uh Roman numeral 3 Aspen bille company lease agreement for lease of property at 137 six pedmont Road um superintendent please it is recommended the board approve the um at this location uh they um ASP benville company provides um elderly supervision care for the day so I know that we would have uh lots of community members that could benefit from that um the lease agreement that you have here is missing one component and I'm going to let um Kevin explain um what needs to be attached and will be coming to you at an upcoming meeting yeah so what what's missing from the lease agreement which the the lease in itself has been agreed upon by the tenant they've signed
092off on it um however it's missing Exhibit C which is basically um the work to be done paid for by the tenant to upgrade the site uh to meet their needs and so they weren't able to uh provide that documentation in time um uh for this meeting so the recommendation is to approve the lease conditional on Exhibit C being completed successfully and by a licensed architect and um it would be a mutual agreement on those plans and we would have um the board um re uh uh re-approve the lease inclusive of Exhibit C uh in 60 days so they would have a 60-day uh time frame to provide this exhibit to us for approval thank you any comments from the board could I have a motion please for approval and I'll just provide further clarification
093that that motion coming from the board will specifically be approval of the lease agreement between date of the lease and we will be bringing that back to you for public approval once again thank you I'll make the motion as described by Dr FAS second it's been moov and seconded all in favor say I I oppose motion is passed um Roman numeral number four rohit's Cleaning Services Inc approval of a cupccaa agreement to refinish the gym floor at the barious Senator byc superintendent please it is recommended the board approve this agreement as stated okay I have a question about this so this is a joint use facility with the city um so is the city contributing any uh money to this or yes they pay half all right oh sounds good to me sounds good to
094me too sounds good to me um motion please for to approve second thank you very much moved and approved uh well moved and un seconded um all in favor say I I oppos motion is carried C Human Resources uh D Education Services um Roman numeral one Title One Part a schoolwide program s WP waiver for Brook tree Lan view Summerdale Toyon Vincy Park pedmont and Morel uh superintendent please it is recommended the board approve the title one part a schoolwide program waiver for these schools um and this is just to emphasize this is for current year funding for 2425 any any comments from the board none if none please me have a motion for approval move to approve I'll second thank you it's been mov and seconded all in favor say I oppose thank you
095very much motion pass e Bond program and Roman numeral one it management Inc change order number one for contract 03 D20 23-24 for security alarm system replacement at Noble Summerdale and toon elementary schools superintendent please it is recommended the board approve the it Management Inc change order number one and this is a credit back to the district for $25,000 I'll take that um uh motion for approval please move to approve I'll second thank you it's been mov and seconded all in favor say I I oppose motion is passed Roman numeral two uh mobile modular Inc request to piggyback purchase one uh DSA approved portable classroom and two DSA approved portable restroom buildings from the Santa Rita Union School District bid contract number 2102 four superintendent please it is recommended the board approve the use of
096the San Rita Union School District bid contract as described thank you any comments from the board if not could I have a motion please for approval move to approve second thank you it's been mov and seconded all in favor say I I oppos motion is carried Roman numeral three Turf star Inc request to piggyback purchase one Toro model GM 5900 commercial lawn mower from The Source will the Toro company of contract number 11 12624 dttc superintendent please thank you it is recommended the board approve uh the use of sourcewell bid pricing as on the contract as described you could see here um the projected cost for these lawnmowers are pretty hefty 151,000 plus uh and not even electric vehicle so um but you know uh definitely uh it's an item that's in desperate need okay
097thank you any uh comments from the board if none could I have motion please for approval move to approve second that thank you it's been moved and seconded all in favor say I I oppose all right motion is passed number 16 request for followup do we have any request for followup if none let's continue to item 17 items for future agenda my fellow colleagues none just the one that uh I mentioned with the uh with the trust yes that I understand okay number 18 H adjournment adjournment okay um could I have a motion please move to ajour Second it's been moov on seconded for a German it is all in favor say I I oppose well I'm sure none um thank you very much motion is passed we are now meeting is adjourned at 8:32
098p.m. thank you very much and have a good evening