001I now call to order the January 11th meeting of the alal County Public Schools board and so at this time we'll have uh item two Miss Lee I'm sorry yes so moved motion carries Sorry Miss Thompson I've obviously thrown you off tonight all right and so at this time um do we have another motion coming out of closed meeting we do Dr hos I move that this board approves the hiring of employee uh candidate a um pending acceptance of the offer okay do we have a second second any discussion okay so we'll go ahead and do a roll call for that Miss Thompson yes Dr hos who was the second on that motion that was Mr Paige Mr Paige for approval Miss Osborne yes Mr Pace yes Mr Paige you keep jumping in on mine
002Pace oh Pace okay all right okay all right right all right wonder what the problem was we're getting to know each other again M spilman yes Dr aov yes Dr Berlin yes Miss Lee yes so moved all right so at this time we will have our uh introduction so uh beginning with legal counsel would each person please introduce yourself in your position good evening everyone I'm Josiah black School Division Council Judy Lee Rana District Allison spilman at large Graham paage M District Rebecca Berlin whiteall I don't have a microphone Patrick rolin assistant superintendent Matthew HW superintendent kov Jack J District Ellen Osborne Scottsville District chck Pace Rio District Fernandez ESO student representative Chandra Hayes assistant superintendent of instruction rosin Schmidt Chief Operating Officer Christine Thompson Clerk of the board thank you and so at this
003time if we could please rise for the pledge of pledge of allegiance I pledge allegiance to the flag of the United States of America and the Republic for which it stands one nation under God indivisible with liberty and justice for all at this time let us please pause for a moment of silence and in so doing let us all remember that the reason we are here is our students and doing what is best for all of them as Eleanor Roosevelt said when we all do better we all do better okay thank you and so now we will uh move on to the organizational meeting meeting and just quick explanation um each year in January I I have the role of just starting the meeting and as soon as I can get out of this seat
004and uh what but in order to do that we need to elect a chair uh for the school board and so uh we will begin uh this process item 2.6 with the election of the chair for the acps school board Dr hos I have a motion um so I'm going to do so Dr aov I uh if everyone will be patient with me I have um I have my marching orders from my script thank you ma'am would any board member like to nominate a board uh a board member to be the chair any nomin yes Dr H okay who do we have I would like to nominate our Rana District School Board member to be chair of the school board for 2024 Judy Lee took over the Gabel admirably last year when Miss cson stepped
005down I've worked with Miss Lee for the past four years and I have found her to be a exemplary professional she's always prepared she asks piercing questions sometimes and is always makes decisions based on the best interests of our students their families our staff and the community I support her Serv in as school board chair without reservation okay thank you Dr Acuff uh would any board member like to nominate another candidate for the chair okay having no other candidates we made a second our candidate for uh the school board chair for alal County Public Schools is Miss Judy Lee do we have a motion to elect misley to be chair of the school board for 2024 so moved I second then we have a second any discussion okay so at this time uh we will
006do a roll call vote Miss Thompson and our second was Dr hos who it was Dr ber Dr Berlin thank you Mr Chuck Pace um I yes Mr Graham page yes Miss spilman yes Dr aov yes Dr Berlin yes Miss Osborne yes Miss Lee yes and thank you very much Dr aov for your kind nomination so moved all right it has been a pleasure thank you good job Matt congratulations congratulations I will is that your this is all my stuff thank you very much uh I believe our next order of business is to nominate a vice chair do we have a nomination for vice chair chair Lee I would like to nominate Dr aov I'm sorry I do not have an eloquent speech prepared as you had for Miss Lee but one thing that has
007been obvious to this board and to this community during your service on the school board is your dedication to what's in the best interest of our students and um we certainly appreciate that and expect the same going forward and would be honored if you'd be the vice chair thank you do we have a second for that motion yes a second okay any discussion I am thrilled with that nomination as well uh can we have a roll call vote please Christine Mr Graham page yes Miss Filman yes Dr aov yes Dr Berlin yes Miss Osborne yes Mr Pace yes chair Lee yes so moved fantastic um hold on I put one in you see she need I can give you agenda I have an ex give you an agenda all [Music] right okay next we have
008approval of our agenda do we have a motion committee appointments oh we have committee appointments I'm so sorry um next we have our committee appointments so we all have our um committee appointments for the next year there's only one that is a three-year term but it's ending this year so that will not be we don't have to worry about that for the three-year term actually we do that's the one the ktech that's ending I'm for three more meetings I cannot make any of those three meetings due to a schedule change right so if you could appoint somebody in my place Ellen when are the meetings it's the ktech and they're Tuesday evening Tuesday evenings okay and it's Janu the dates are on your green sheet right there oh I see y so if someone take
009my place on that I would appreciate it how how many people do we want there so I am so there are three people who serve on ktech um and I am serving on it currently yeah um so uh we only need two people for ktech for those last three meetings I can do it Alison okay I regret this okay I can do it Chuck you can do it yeah okay great I I just don't want to load up too much yeah okay um so we'll go back to our first meeting or first committee Aces accountability committee for environmental sustainability um last year we had Kate and Katrina serving I call the advisory committee instead of accountability committee okay advisory yeah it's advisory committee for environmental sustainability this is this committee is 2 years old it
010was something that um uh Katrina and I launched but the board hardily approved it's a really good committee um but and I've been the leaz on for the board um but I'd be happy to step down Lindsay snotty runs it and it's very informative about buildings Transportation Landscaping it meets I think I think it meets um the uh I had it written down um the second Wednesday the second Wednesday from like 5 to 6:30 um I'm interested in that one okay um I'm also interested in that one but if someone else uh wants to do it I well arguably Katrina and I were on it but me oh do you want to no I don't want it I I I I'm happy to see it it's just a really good committee and I think it's
011one where having uh the information helps us make decisions about our buildings and such so so I'm happy to step down okay then I will take that one as well so Chuck and I will be on that one um Alba maral Education Foundation Kate oh I'm sorry Mr PA and yourself on that yes um and I'm open to some of these shifting a bit after we do all of them in case someone has too many too few or whatever but for right now yes Chuck and I on that one um Alba Marl Education Foundation Kate and Rebecca have been serving on that one and I think there's a good argument to be made to have continuity since it's a new one I would very much I think it's at a really critical is too strong
012the word but an important part of launching this organization so I would like to stay on it is that on can people hear me when I talk yeah okay and Rebecca Rebecca would you yeah I can see on that one okay audit committee I enjoy that one you have served on it for the entire time your entire I have I want to do it my whole school board career okay unless somebody else is dying to have it no I was on an audit committee at UVA for years so I'm happy not to I know Alis it's fine no okay all right Ellen is selfishly taking the audit committee that's fine um for ktech uh Allison and chuckle we and I will be on that for the rest of this six months five months um CIP
013will just keep as an adock committee since uh it's changed the way that it's worked with the board of supervisor has changed um unless anyone's interested in like being at the front of the line for that as it is needed well one thing that happened after the county unilaterally ended uh The Joint Committee was that jonno alaro and I met with um staff here at uh acps and talked about Capital issues so that is one way it could go for and yeah met with with Roslin Matt uh Maya and uh I thought that was useful to meet once a month especially now that we're building two schools and we've got another one in the pipeline so it's it's so while it's ad hoc I think we should put Kate's name down there mhm I like
014that idea Kate do you like that idea great Plus ad hoc when when do you do that meeting Kate what time do you do it we haven't done it for several months now we used to do it like Thursday morning I can't remember when we did it like Thursday mornings it it's it's a flexible time we can decide what time okay okay you want to be part of it or okay well give give me give me um yeah let's table it right now okay yeah or I I mean if you would like a second and that is one of the things on the top of my list right now of capital that's right policy is where the money is that's exactly right I'm interested but it's um so we'll come back to that one um
015collective bargaining resolution committee uh Rebecca and Ellen have been working on that and I think continuity is good for that also um Communications committee um we we have not been as active as we should be I would like to be on that if possible okay um I also would like to be on that um just as a okay it's okay okay discipline committee um johon o Graham and I did that last year um Graham are you interested in that this right I'd like to remain on the committee okay and I would like to also but if other people are dying to be on it then I can step [Music] down and then we need one more person it when does it mean it's Mon it's the third Monday of the month um depending on if
016there are cases some months not at all um at 5:30 I could stay as the alternate or I could move on to regular um all right all right I'll I'll do that one that's s my list okay so you'll see the AL stay the that's really dson wants it so you moving flexible what no I'm so it would be Chuck Pace Judy Lee grah page and then I would be the alternate okay is that what you want is that okay yeah okay um diversity and Equity committee uh is monthly in the evening but I'm not sure exactly when they're meeting currently it was this week it was yeah somehow I get invited to those meetings I didn't think was on that committee but I've been going to some of them okay is it pre do
017you uh it's always Zoom if that helps people know okay or it seems to always be zoom and I know Alison you had yeah I mean I'm interested in that if somebody else isn't okay sold um Evac uh board members will attend on a rotation um so we'll just Christine will have those on our calendar and then whoever can attend those will attend uh legislative committee I would like to do that one Rebecca you had talked about that one too I'd be interested in doing that one and that's definitely one that I want to a couple of us has talked about making sure it's not just preparing for the legislative discussion but that it is more active during advocacy advocacy both at the local as well as the state that sounds great uh New School
018Board member orientation as needed probably won't need it I don't think I'm qualified yet um I know we have uh our Retreat coming up and I don't think we've when I was new the person who did it did not give you much orientation I will say so I don't know I mean is that really a necessary yeah Comm committee or is it just something that I don't think it's I an adoc committee whoever that ad hoc person is got a lot on their plate okay um prep uh I believe those are are they Wednesdays they were Fridays and I believe they moved to Wednesdays okay um in the past we've had a person and then an alternate so is anyone interested in prep if anyone would like to do it um or I can stay
019super quiet call that ad hoc guy okay so we'll put you I'll be the alternate for that oh that'd be great okay awesome awesome alternate um uh public Education Foundation of Charlottesville albam Marl uh we didn't have anyone last year and since we have AF now seems like we don't really need that so I'm going to go and cross that off the list and then TJ Ace regional board Ellen you have been that's I would like to continue my streak of consistency there all right okay so here is what I have right now Aces Chuck and Judy AF Kate and Rebecca AIT Ellen ktech Allison Chuck and Judy uh CIP Kate and Rebecca um oh we were going to come back on that and see if um Chuck wanted to it looks like I have
020room for it I guess okay um cuz I'm interested sir okay uh we'll we'll come back for that collective bargaining Rebecca and Ellen Communications Allison and Judy discipline Graham Chuck and Judy with Rebecca as alternate diak Allison Evac all of us on our rotation legislative Rebecca and Allison um new member ad hoc as needed prep Rebecca with graham as the alternate uh PF we're just going to take off the list and then TJ Ace Ellen the only thing I would add and I know we've kind of went back is um cak um I think we've had a much better relationship between the board and cak um I have been going on a to meetings on a regular basis I know um Allison has talked about that um other jurisdictions have an official seat I don't
021know if we're ready to do that um and that was brought up by the cak chairs um but I think for now I don't know what the kind of pro policy protocol would be but I think it would be beneficial to say like that is important piece for this board and that we would um commit to in in a similar way to the to Evac we would commit to having um uh someone there and I think it's helpful for it to be someone or two people with like consistent alternating not kind of circling through seven people so yeah I totally agree I agree with that um Christine could you please make sure that those cak meetings are on our calendar so that we can yes do that organize around that yeah I think in the
022past what we've done is each of us you know we've all tried to get to one or two meetings but then it's a little bit like you're jumping in you don't really have a consistent I think the consist really important yeah okay um so I the last thing we had was what were we coming back to CIP advisory committee so right now Kate Rebecca and Chuck are interested they want to really Express strong interest or step back remind me remind me of the time again it was kind of it's not been meeting it's but so the time can be flexible we don't have a time we were meeting maybe once like the first Thursday morning or something is that about right Miss Schmid yeah it's just a meeting with staff so we can negotiate the
023best available time okay all right so it doesn't have to be Thursdays it could be a different day I mean if it's okay I'm I'm I'll do it if it's okay oh I know but we have three people and we have slots for two oh okay so um I don't think this has ever happened before no sorry which one are you talking about uh the CIP advisory committee oh okay um I've been doing CIP for years and I like it and I think it's incredibly important but I'd be willing to yield if you know you all wanted to do it um okay yeah I don't know is that um so so yeah I I do really appreciate your um institutional knowledge true so I would like for you to stay on that I'll I'll bow
024out that's fine yeah okay so uh Kate and Rebeca will be on our CIP advisory committee and I think we're all set does everyone feel good about their committee assignments y good all right fantastic Christine is that cple three you need okay fantastic thank you uh next we have the approval of our agenda um Mr chair Le oh sorry we need to take a formal vote on those committees oh okay y um do we have a motion to accept the committee assignments as we determined thank you I move we accept the committee assignments that we just discussed I second okay um all in favor say I I I any opposed all right thank you and chle don't we also have to appoint or approve uh the board clerk oh yes we do have to appoint
025or approve the board clerk thank you very much uh Mr Paige takes the village here it really does on this first day it's a new year we're we're just getting started uh does anybody have a motion to accept to appoint our board chair or board CLI I move to um appoint Christine Thompson yeah I'm sorry I just I just said her last name oh yeah sorry Thompson I second all right moved by Miss bman seconded by Mr Chuck Pace uh any discussion I would just say that she is an amazing asset to us and we could not do it without her so I hope she accepts the appointment yes yeah accept thank I totally agree okay all all in favor yeah all in favor say I I any opposed no so moved thank you so
026much uh Miss Thompson for your service as our board CL is there anyone else we need to elect or anything else before we get to this approval of the agenda worried no okay so next we have approval of the agenda uh it's back up does anybody have a motion I move that we approve the January 11 agenda I second moved by Dr a seconded by Mr Graham page uh any discussion Charle yeah um May I just make a suggestion we I neglected to add a break in this agenda for the board would can I recommend we add a break after 9.2 amend the agenda enthusiastically accepted okay 10 minutes yes ma'am okay thank you very much you're welcome um so uh can we move to adopt to approve the um changed [Music] agenda I move
027that we uh adopt the agenda as amended second all right moved by Dr aov seconded by Mr Paige uh any further discussion nope all in favor I I any opposed nope so moved all right next we have approval of the consent agenda do we have a motion I move to to approve the consent agenda second moveed by Dr berin seconded by Miss spilman is there any discussion um can I pull the approval of minutes and have a little discussion about that certainly so uh we'll go ahead and discuss 4.2 approval of the minut yes um I noticed that um a lot of what we say is is on the transcript verbatim and I wondered if that is what we want or do we want summaries or something else or just motions and approvals I'm not
028sure how other institutions do it sometimes the verbatim reads awkwardly because there's no um punctuation the way we talk we don't you know include the always pauses in the right places and I just wondered if that shows up awkwardly um um Josh do you have any input on that I do it's been my experience that um most private and public entities will use summaries in their minutes rather than verbatim transcripts and and I also believe that the attempt to make it verbatim can be aw award so that's my input I would support that as well I would support that also I know that it's more labor intensive I assume that is more labor intensive and if someone wanted to get the complete verbatim uh context that we do have the videos now so it's not
029like all of that is lost MH I mean I think that would be just helpful for the public because not everyone has time to listen to 3 hours or read for 2 hours and so I think it's a way to continue to improve our communication and our transparency I think if we could provide those um and um you know if we if someone from the board needed to kind of help you kind of translate and summarize that we could figure out a way to kind of support you umh so Rebecca are you saying that we should summarize in the minutes keep it bit I think we should summarize summarize yeah I think we should summarize it so I so at this point I guess we can uh direct staff to move toward summarized for future
030sure it's worth going back but for future yeah um can you make a motion around that okay I have a question or do we direct ordinarily the minutes are not verbum for the entire meeting if someone makes like a resolution or something like that that might be verbatim but very seldom I think our discussions for beta so I don't think that we need to make him any more summarizeed than they already are because they not verbatim for PR discussion in most cases but this last one was okay and it just read awkwardly so and which made me think is that the correct way to do [Music] it um so it sounds like we have a consensus that ver that um summary would would be better for the public right and there are times when we
031know we're going to say something we could always give that to Christine if we know we're going to the intent of I'm going to say this about this subject go ahead and give that to Christine we could save her a little bit of work by doing some of us know when going to say something but we could do that just to help her in the workload [Music] M so I guess my motion would be going forward um I move that [Music] we use summaries instead of verbatim transcripts in the minutes is there a second I was just trying to decide whether to the degree it makes sense I mean there may be time where verba may make sense sense correct how you know I don't know how to State it in that way in general
032I I mean I think at least um to evaluate going to that um and uh yeah look and see does this like how much of the meetings would need to be summarized um because this is a fresh idea right I mean we're just sort of talking about it now Miss Thompson could try it for the we'll see and we'll evaluate it as we look at the minutes in the future Christine does that sound like something that's doable um yeah I mean I I I guess I don't quite understand what you're asking because right now I don't summarize I well I do I summarize your questions um I do I you know I I I take the the outcome of your motions um I don't see the difference in what you're asking me to do what
033I already do I guess that's my that's my dilemma I don't see the difference in in what I've doing now and what you're asking me to do can we pull up the minutes that you're talking about Ellen sure maybe if we can actually show what you're describing it might make it a little easier please thank you [Music] rosn we can also have this discussion offline I mean obviously these minutes in here are fine and we can just vote to approve them and move on with the consent agenda and deal with this issue later as I think that makes sense yeah I mean it sounds like we have a pretty good idea of what we want the minutes to do um it's just getting there so we can discuss that right further let's you going to
034discuss that offline go ahead and improve this and discuss yeah so let's go ahead and approve the consent agenda if that's we already have a motion in a second and we have our we've had our discussion so um all in favor I I opposed no okay consent agenda is approved Ellen you're talking about this right even some of the presentations okay next we have our uh Spotlight on education and it'll be read by our student rep um and first I'd like to introduce uh Miss Fernandez SOS um um tonight we have the pleasure of introducing a new student representative for the AL moral County School Board Fernanda ceros a junior at Al maral high school has joined us on the Das in that role our goal for our student Representatives is not only to provide
035them with the opportunity to learn about the work in policymaking that happens on a local government level but also to gain Insight from their voice as members of the student body that we serve Mrs Nero's application to this role stood out to us for many reasons her top goal as student rep as she stated it was to be the voice and the change that my classmates want in our school environment I want my peers to feel like they have someone they can go to present to present their problems this statement perfectly captures Our Hope for our student reps uh Fernand thank you so much for serving in this role and if there's anything else you'd like to say please um introduce yourself tell us a bit um thank you once again for the opportunity to
036be here tonight um I'm just happy to be here [Music] we have the privilege this evening to uh of recognizing donor's Choice a national nonprofit organization with over 4 million donors across the country whose mission is to make it easy for anyone to help a teacher in need invites members of the community to support a classroom build and build a future for more than two decades the organization has made it possible for teachers across the count across the country to design design and Implement classrooms learning experiences that have enhanced the way of children's learning over the years alamaa County Public Schools teacher Public Schools teachers have raised more than 300,000 for dollars for nearly 700 classroom projects this year in collaboration with the division's family Council which includes a parents a parent representative for every
037school the division established a formal partnership with Don donor's choice that has provided new opportunities to advance the division's Strategic goal of thriving students the the Strategic plan commits the division to F facilitate learning experiences ground in high expectations networks of care and student curiosity to ensure academic and social emotional development for all students while eliminating opportunity access and achievement Gap apps by supporting teacher teacher projects every member of our community can join with our teachers in adding authentic challenging and re wait re relevant and inclusive learning experiences for students community members can support teacher Pro projects seeking funding in total amounts ranging from 1 140 to $1,700 request range from helping to expand learning sources to providing food for students in need to combat bullying or eliminating chronic absent Aben ISM donors have an
038opportunity to contribute any amount in many cases a contribution can be matched by another donor increasing the value of even a modest gift the formal partnership offers special and targeted matching in funds for Equity Equity schools which include schools that have populations of 50% or more students who qualify for free or reduced lunch the partnership with donor Choice offers another path to Pathway to fulfilling all four of the school division's value equity and Excellence family and community and wellness community members can gain more information about the partnership and its objectives on the CPS website this evening we are happy to have Miss Heidi Gilman Bennett family council president who will share information about the progress of the initiative and introduce acps Educators Miss Bridget Sears and brandy or Shi who will highlight donor Choice project
039that have offered unique learning opportunities for their students thank you fernandoa um good evening chair Lee and Schoolboard members in albamar County Public Schools we believe in strong connections between our students families and the community I'm excited to share that the office of community engagement has been working passionately to support and uplift our families and students striving to remove any gaps in Opportunities and achievements acps Educators develop many creative projects that fuel teachers creativity providing diverse learning opport unities that allow students to access the curriculum in new and exciting ways participating in donor's choose allows teachers to give life to their passion projects while also encouraging the community to join in their work the engagement from the community reignites teachers through knowing that the community supports their work in the classroom the partnership between acps
040and donors choose is a fan fantastic example of how our community can make a real difference for our teachers and students now I would like Miss Hadi Gilman Bennett family council president who's been a key part of this initiative and uh acps uh Educators uh Miss Bridget sear school counselor from Burley Middle School and unfortunately uh Miss Sears could not be with us um she is ill this evening um however we do have Miss uh Brandy osowski uh classroom teacher uh at agner hert elementary school to come forward to provide you with more details and share um to share about her project thank you um if I may while uh Miss Thompson's doing that I just want to take a personal privilege to say that M orasi was my son who's he's 23 now he
041was her she was his kindergarten teacher wow that's awesome she's an amazing teacher and also she was uh my daughter who was 20 um she was her first grade teacher amazing Elementary School teacher in every way thank you all right so I am Heidi Gilman Bennett I'm the chair of family Council our mission is to connect and inform families and amplify our voices to promote a public education system in which each child thrives we have representatives from or co-present from every school in acps who engage not only in our council's monthly meetings but also maintain relationships with each school's pto's which are parent teacher organizations uh at a school level families are very active in supporting our fabulous teachers regardless of whether there is a PTO or there is not a PTO um PTO in
042well resourced neighborhoods locally provide generous classroom grants uh of a $100 or more per teacher end up right annually and uh locally families and schools with less resources to in the community that surrounds the school uh including resources both money and time to fund raise and to volunteer um still prioritize uh supporting the teachers but are less able to provide classroom grants uh like the ones that we will show you so this year Family Council decided to tackle these inequities and supplemental funding in part by supporting the launch of donors choose um we're grateful for the support of Ms Osborne who has been our adviser I'm personally supportive for Louise Wyatt who has led the launch effort and couldn't be here today so um it is my pleasure to tell you what donor's choose is
043if you don't already know uh first of all teachers ask teachers post a special project that requires uh materials or supplies then donors choose donors in the community say wow that's amazing and they donate money it can be small amounts like $5 or it could be larger amounts um but small amounts are great this is with crowd funding so mostly it is small amounts and finally students learn so teachers are shipped the items that are requested they send quick donor thanks and um off they go with students so for example um the one project you see up on the screen if you can see it is uh dragons and dreams which is uh a project posted by Mr stalker at Center one it is a current project he's asking for supplies for a Dungeons and
044Dragons Club I love this example because uh parents at Center one um it's not a school per se there's no PTO there so there's no organized way to provide these kinds of supports to the teachers at that school and um it's a student Club so it's not something that necessarily Falls within a school's instructional budget yet the projects are also highly related to uh the curriculum so students who are studying cyber security are learning problem solving and strategy with Dungeons and Dragons um not to mention video game design um requires you know character development and storytelling so he is asking for purchasing uh figurines handbooks game boards dice for a cost of nearly $350 uh on average nationally teachers spend uh $479 every year out of their own pocket this is um normal and it
045can be much higher than that for a lot of very passionate teachers um so in this case Mr stalker got his principal's approval which is in alignment with your uh policy on crowdfunding the principal was also notified when the project went live on the website and family Council we are watching for all projects um when they go live and we're going to amplify the reach of projects that aren't um fulfilled uh in a timely way and as well as projects that are at kind of the more Equity focused schools that have fewer resources um so for example this project there's a current match it's a three times match from a social Venture fund so if a Community member today hint hint anybody watching donates $5 it'll turn into $15 so to launch this family Council
046LED sessions for teachers and Educators at The Making Connections event this fall we rallied pto's and families and spread the information by social media we worked with acps to get uh media coverage for these projects and I am so excited to report that since our launch on giving Tuesday which was only six weeks ago we have had 37 projects fully funded to the tune of over $199,000 um that is super exciting and with that I want to turn it over to M orasi who you have heard already glowing things about and who has been um incredibly successful with donor ches for many years not only that but she's also been a champion um amongst teachers so I can even Trace back a lot of the teachers who post projects directly because it's very exciting so
047take it [Music] away thank you all sorry you're a little taller than I'm used to speaking to so please forgive me if I'm nervous um first Miss Sears was unable to be here since she's sick so she had a few words she would like us to share um she said when within the past seven years I've had a washer and dryer installed in a local elementary school to help with the homeless population so students can wash clothes rather than miss school for not having washed clothing and just recently I had an unused room at berley Middle School revamped to become a mindfulness space for our students she has had over 120 projects funded she has had over the last seven years excuse me she's had eight projects funded since the launch of this collaboration and
048five currently posted um she has been able to do things as in put new bolt-on boards in our school things to show visual represent ation of colleges and Armed Forces um both near and far she's also has current projects focusing on incentives her intent attendance for our students in elal county for myself I have had the great opportunity to work with my families and my students to come up with projects that help support their learning none of us learn in the same way so having the opportunity to talk to them and ask my second graders what they need to be successful and work with them to find material manipulatives books games activities that help support their learning has been a huge eye openening experience for me going through this process and having them help me
049research things to write uh proposals as to what we should Vamp for our next project they are excited we just had a project funded and it was sent to us on Monday they said Mr shasi we love that you have books for us but you're getting older and we like cooler things so I didn't think I was that old but they got me um so we sat together and we found new chapter books new reading books new books to correlate with their reading folder so they have opportunities to take books home so they can read to themselves or with their families and if the book gets lost it's okay we know that that happens and I've had several kids come and ask if they can keep the book and it's in your backpack and it's
050yours so I think it's huge for them to have a voice and for them to be represented and this program and through donor's shoes has been huge I personally have had 59 projects funded for almost $20,000 and a lot of that goes to things that my kids get to keep and they get to take home and they get to use to be successful Learners within our classroom so thank you so much for this opportunity and for allowing donors shoes to become a bigger part of our County um I'll just give you Qui a few other examples of the ranged projects that have been recently funded um there have been friendship bracelets uh which uh for calming at Burley these are related to Taylor Swift um there was some media coverage on this sensory games in
051a bird sanctuary for special education students um at Journey snacks to lure in potential first generation college students at Western beatnicks and Bongos at Ivy Elementary School glaz for the pottery program which has supposedly taken off at monachello lots of books um including some that were funded by a famous comedian from agnar for agnar hert um so in summary why donors choose matters um first of all it's teacher-driven School Improvement right from an operational perspective teachers are the Frontline workers and they know what kids need um research actually has shown that with donors choos um even though they're small doll amounts um the projects tend to result in significant gains uh in achievement for students and also retention for teachers um from a PTO and family Council perspective we want every school in acps to
052be resourcer there um should be no better schools in terms of uh resources we love the equity match that provides extra funding to schools with high percentages of lower income families and greater student diversity from a Community member perspective um it allows anybody in our community to take a peak into the fabulous things that are happening in our Public School classrooms um so if you're a me Community member who cares about Arts that's great you can find projects if you love science that's awesome you can help the science teachers reading that's there too so um I encourage everybody to go to uh www .d donorschoose.org engage acps and I'm um happy to take any questions along with you I just want to say it's really incredible and well job well done to family counil and
053I'm just well Blown Away by how successful it's been so far in such a short amount of time and how important it is so well done thank you yeah and I I mean I think the the great thing about this is it really allows your point like you can do $5 like anyone can support a teacher in the community so many times people feel like I don't have the funds it's like you can your $5 can go to $15 because I think in with donors choose there's often matching or there's you know there are funders who literally on a certain day just clear out everything and and fully fund them so where people want to help and don't know how and this is such a great way to get so many people involved in our
054kids education so it's amazing is there day that the um multiplier will will end like uh they haven't publicized a date for this one but they there are matches that come and go um from different funders like once a year The Gates Foundation has their big matching day and that's one of the benefits of the um New division partnership for example that um now our teachers will get advanced notice of when that day is happening super helpful that's awesome that's awesome thank you yeah yeah like i' I've contributed to donor's choose for years and I'm really happy to meet you Mr shasi because I think I must have given contributed to at least a dozen of your projects like the most prolific project poster I think in our whole school division so good job and
055I'm I'm glad it's even going to be more robust with the work that parents Council has done for it thank you Heidi to do you have any information on donor retention or how many repeat donors you have or or is it is that is are we too soon in the process I think we're too soon in the process um at this point the um I mean it looks to me like yeah people get hooked I mean miss a knows that once you sign up for um even to say you're interested even if you haven't donated you'll start getting emails and reminders like oh you're interested in funding Arts hey Miss Osborne here's 18 art projects I think that's the power of donors choose if you I mean I always just focused on uh alal County
056Schools but primarily elementary schools and reading but science geeky stuff too because that's my background do you have any examples of um the science projects that have been funded I can speak for my class um we love Project based learning in our classroom so my class worked together and we created a maker space area so that we have the whole backside of our classroom there's different things from you know wires we have circuit breakers we have um things when we use for simple machines so they built their own incline planes um we've done several things too when we did magnets like we're currently doing in class um the kids wanted different types of magnets to see how they could work um whether it was to build speakers since we know magnets are in our computers
057our cell phones different things so we've used it in that ways um for our animal projects we did fanimals so our kids learned about different concepts to go with animals whether it was camouflage mimikry and they created their own animal and its own habitat so they we use things like clay and um the different tools to build um we wanted just boxes so that they created their own Habitat to go along with that specialized animal um they received different type of like books so they could write what adaptations it would have what its process would be to find find food or to live so um it could be a simple project just like we were talking about or it can be a more expansive project um where like we ordered books and different things to
058go in our classroom so um we also were very lucky UVA Sports a lot of times in December funds all the projects in the area so we've gotten several projects um in our space funded through the Athletic Club at UVA so there's a lot of people within our community and I do have several individuals who have repeatedly funded different projects um from any amount um I know there's one person who works on every project who's contributed to every project that my colleague and I have um placed on the site so it is you do kind of feel like you're part of a community so when you get to respond or thank them you kind of feel like you have that relationship already built which is really nice now any other questions or comments thank you
059so much for coming and telling us about that thank you for your work thank you thank you I do um now that that's uh we do have other Ann another announcement and I want to ask uh Dr Kaiser to come to the podium good evening again chair Lee and board members um we would like to ask that Alamar County uh School Board join with Alamar County local government and the Board of Supervisors to issue a proclamation in honor of uh the Dr Martin Luther King junor national holiday on Monday January the 15th the county of Alamar and albamar County Public Schools Proclamation celebrating Martin Luther King Jr Day whereas just a century after the Emancipation Proclamation in 1963 Dr King and Allied Forces marched on Washington and delivered the revered I Have a Dream speech
060advocating for the end of racial segregation and societal INE inequality and whereas Dr Martin Luther King Jr and other civil rights leaders devoted their lives to the expansion of civil rights and public service to all Americans and whereas in honoring his legacy MLK day is the only federal holiday designated as a national day of service to encourage all Americans to volunteer to improve their communities and whereas Alamar county has invested in creating a more Equitable and inclusive Society by centering Community as an organizational value which states that we expect diversity equity and inclusion to be integrated into how we live our mission to serve all members of our community Alamar County Public Schools mission is working together as a team we will end the predictive value of race class gender and special capacities for our
061children's Success Through high quality teaching and learning for all we seek to build relationships with families and communities to ensure that every student succeeds we will know every student acps values are centered around Equity Excellence family community and wellness and now there therefore be it proclaimed that we albamar County Public Schools join Alamar County Board of Supervisors do hereby recognize and celebrate January 15th 2024 as Martin Luther King Jor day and encourage our employees and residents to work towards his vision for a more Equitable and inclusive Society I'm on this 11th day of January um 20 24 um last evening uh Mr Graham Paige School Board member retired Alamar County educator and lifelong esmont resident received the proclamation award from albamar County uh local government and Board of Supervisors in recognition of his devoted community
062service in numerous charitable and service organizations Mr Paige has lived through some racial history himself growing up in albamar County he attended school during segregation originally born in Charlottesville Mr Paige grew up in the esmont area in Alamar County the town within Alamar County originates and gets its name from the purchase of an old plantation and the area's population has been predominantly black Mr Paige went on to earn his bachelor's degree from Hampton University a historically black University um and college um before earning his master's degree from the University of Virginia he spent much of his career in Alamar County Public Schools as an earth science and biology teacher before becoming a school board member he was first elected during a special election in 2015 and later reelected in 2017 Mr Paige is currently serving
063in his third term on the Alamar County School Board he is an officer on the national Oddfellows board Church trustee and active board member on several boards in the community including the Scottsville Museum the Charlottesville albamar NAACP the 100 black men of Central Virginia the yansy community center Jaba seniors the yansy community center advisory panel and also a member of the Southern album om AR Martin Luther King Jr Day annual celebration Committee in his many years of service on the MLK committee Mr Paige has served as chair and administered the Dr Martin Luther King Jr scholarship award for youth we appreciate Mr Paige's commitment and dedication to upholding the mission and vision of Dr Martin Luther King Jr and Alamar County Public Schools through his service and work with the students fam and Community to
064promote Equitable opportunities and outcomes for all we encourage the community to volunteer and we invite the community to attend um the following MLK Junior Day events um on Sunday January the 11th beginning at 2:30 p.m. yansy Community Center will host a community program to celebrate the legacy of Dr Dr King this is a long running tradition in southern Alba M that has been coordinated by the MLK Day committee Woodbrook Elementary School invites the community to walk for a cause during the 10th Annual Martin Luther King Jr Day walk held on Monday January the 15th from 11:00 a.m. to 1 pm um on the Woodbrook track participants will walk and record their m house for a cause of their choice they also engage in a poster making contest enjoy hot cocoa tasty treats and socialize with
065members of the community thank you so much for um allowing me this time to um honor and recognize Mr Paige thank you okay I'm completely caught off guard by that um thank you very much Dr um Kaa right yeah so got off off track Dr Kaa for your research with that and also thanks for the recognition really from the Board of Supervisors and now from the school board and uh maybe just a little bit about the program at yansy on this coming um Sunday um Commonwealth Attorney Jim Hensley back in June I think um had performed some research that showed him that a black man John Henry James had been lynched in probably the about 1898 or something just uh near Farmington here in the county and that he had been accused of assaulting a
066white woman it appeared that that was a false accusation and so um Mr Henley did expunge the record and remov that from his record so he's going to sort of present what he did here at the County Courthouse out at yansy sort of going over the court case and talking about that court case so that should be a good program at yans on this coming Sunday what what time was that Graham what time it's 2:30 2:30 I got to say uh Mr paig is definitely the king of esmont he uh walked me around there during esmont days and he literally knows every single person in that community and every single person adors him so it is uh welld deserved thank you very much Mr okay W um should we accept the resolution should we move
067to um accept the resolution as stated by Dr Kaiser I move we approve the resolution honoring Martin Luther King Day presented by Dr Daphne Kaiser second moved by Dr aov seconded by uh miss spilman all those in favor say I I I any opposed no fantastic and thank you very much Graham for all of your service on this board you've really helped us a lot thank you uh do any do we have any other um announcements at this time nope um we did not have anyone sign up for public comment today so we don't have that so next we have school board superintendent business I just have a few items thank you Miss Lee uh one thing I do want to do do is let everyone know that we do have several principles with us
068tonight uh visiting us and also assistant principles uh we have Nancy McCullen from Red Hill uh Moren Jensen and her assistant principal from Stony Point um Jim ker from Brownsville Leslie Wills who was the initiator of uh the Martin Luther King Jr walk at at when she started at Woodbrook it was called walk a mile for Martin I think this is the 10th year now is that yeah and um I'm uh she invited me to come out tomorrow first thing tomorrow morning to uh read about Martin Luther King Jr to her students so I'm super excited about that and uh we also have John Hobson assistant principal at Murray Elementary School we we have uh Seth Canard who is I think he's also assumed to be an architect he's spending so much time with the
069Architects uh here tonight we have uh the whole team from Baker Butler Brad handrick Ashley Redmond and Tanya Carter and I do I really want to encourage board members especially because I know over the years many of you have come out it's it's it's very lowkey you just drive up to Woodbrook you walk around uh greeting people people talking with people and uh and I'll be there and um I'll be inviting one of my beagles to attend with me um I did speaking of school visits I had a great visit today at scotsville elementary school they are like all the rest of our schools they're also doing the school level spelling bees so I got to sit in on the spelling be and I got to see the winner uh his name is all and
070um as I was leaving the school I I happened to be able to talk with his father he's just he was so proud PR of it I'm so excited about taking it to the next level and I thought that the way the school handled the spelling be was just wonderful um in the library uh it was a great morning I I got to see a lot of staff and and talk with a lot of Staff but the one thing I focused on when I visited was um offering students choice in their learning and I uh had the opportunity to talk with the music and talent development teacher Mary Irwin and she shared with me that while the whole class often learns a piece of music together or use one set of instrum the same instruments
071every day she offers students choices about which instrument they would like to use during practice time and what music they would like to play including even something they wrote um fifth grade teacher Matt Bond uses both the classroom and Technology tools to offer Choice Matt told me that one students are engaged in working on a problem or project they get to choose where in the learning SP space they would like like to work as long as their work outcomes reflect positively on their choices further his students use seesaw it's one of our platforms uh as a portfolio and they periodically curate their work samples to choose exemplars demonstrating their Mastery of competencies that they can share during student-led conferences and finally I I visited uh Kim Gentry uh teaches physical education at Scottsville and her
072uh the whole the whole gym was set up uh with several stations for students to choose uh their Learning Journey uh in in terms of the activities they would do at the stations um what kind of physical activities and then also um which stations they wanted to go to and they were super excited about that um January as uh as we're we're about getting close to halfway through it is uh National mentoring month of course Martin Luther King Jr day is is January 15th uh coming up in February is Black History Month Career and Technical Education Month American Heart month and keep mark your calendar the first full week in February is national school counselor week so it's a great chance to uh recognize a counselor thank you m Lee I appreciate it thanks very
073much Dr H right next we'll move on to our school division business um 9.1 Ela adoption with with uh Dr [Music] Hayes okay now how do I this large here how do I believe sorry my apologies CHR I think it's up at the top yeah it says present team but good evening uh chair Lee Vice chair board members um thank you for having me tonight um I am here to present uh to the board the final recommendation for the K5 core literacy program to be implemented during the 2425 Academic Year in the fall uh we selected a adoption steering committee the members of that committee are listed here on the slide um the committee was headed by Mrs Michelle Kastner the executive director of elementary schools and Mrs Karen hethcock the lead coach for elementary
074Ela I want to say they did a phenomenal job with this process um working with various members of our school Community um and our local community U one of the pieces of feedback that we received early in the process was that uh our community wanted a authentic process and they did not want to feel as if uh a program had been pre-selected or that um anyone from central office had uh influence over what was um selected so I made sure I was removed from the process I was there on the first day to welcome everyone and then I stepped out of it and until the end when I thank them for their participation um so I have asked Mrs uh Kastner and Miss hethcock to be here tonight um if you had detailed questions we
075also have the principal of Mountain View elementary elementary school and his assistant principal here as well as they were um instrumental in the initial review of the program that was selected so as you can see here um as we shared this fall this is the timeline that we used that we decided on to make the decision it was a very aggressive timeline but we felt that it was imperative to make sure we were out in front of this and that we could get this process completed so our our staff could have the opportunity to get their hands on the materials before the summer so they felt comfortable with them when we returned in the fall so um the state approved six programs that we could choose from and so um those programs were then narrowed
076down to two by the committee the committee was comprised of like I said a representative from each of our 15 elementary schools there was teachers um reading Specialists assistant principales principles um as well as uh members of our community our parents uh caregivers and local community members Community Representatives um from there it went down to two selections and those selections were then uh kits were ordered for those selections and then they were placed in all 15 of our elementary school for a thorough review um it allowed teachers um and staff members to give feedback we had a a wonderful um response rate over 85% of our teachers elementary teachers responded to the survey that we provided about the programs and uh 200 over 200 caregivers responded um after that we had the two top two
077programs those vendors came in and presented to the committee um and gave them the opportunity to ask questions um or to get a better understanding of what those vendors could offer and then after that process um the committee came back together to put forward one recommendation that I will bring that I'm bringing to you tonight that recommendation was hmh into reading hm hmh stands for hton Mifflin hardcourt and the VOE provided a snapshot of that program which is available um uh there's a link there it's on the VOE website and then there's also a link to hh's website um if you would like to view um all of the curriculum resources and programs that they offer some of the highlights of the program that uh we received from the teacher survey were uh that the
078the one of the main ones that the was that the content is aligned to the Virginia science and social studies SOS which was extremely important um it focused on Phonics and writing component components were embedded the program is available um in Spanish everything is translated into multiple languages it provides e support and differentiation and it there's an opportunity for training and coaching available through the curriculum um and so teachers felt like those things were important along with the other items listed there on the slide in terms of our caregiver response uh survey um our caregivers and families felt that uh they like that the family letters were ailable in 10 languages 10 languages um there was a strong home and school partnership which is very important that we continue this work outside of our school
079walls and that families feel comfortable using the resources and the materials with their students at home they felt that it was easy to understand participate in and support and one of the other key pieces um that the the caregivers um appreciated was that um this program is also being used in Charlottesville City schools and so as we know sometimes our students transition between our School Division and Charlottesville City and so this would uh eliminate you know gaps in their learning they could just continue on with the the same program so as I stated earlier we wanted to make sure that if this um curriculum is approved we wanted to really make sure that our our staff had the opportunity to interact with the materials to look at them to to learn how to use them
080and so uh the committee worked with the office of professional development to develop a plan that includes uh training on evidence-based literacy instruction um beginning in March um there will also be um ongoing professional trainings throughout the spring uh with hmh trainers um throughout the summer and then our acps team will have the opportunity to train uh receive letters training language Essentials for teachers of reading and spelling um that teaches the how the what and the why of literacy acquisition and this training will also continue throughout the um 2425 school year and then also um hmh has committed to providing ongoing professional development to our schools as needed throughout the school year um one of the things that I ask the committee to do um in order to make sure that we had a robust
081literacy plan for the division is after um if if you also choose to approve this program after that I've asked them to create a prek through 12 division literacy plan and this plan um is to ensure that um our community knows what acps believes about literacy um and how we are going to support this literacy initiative um for all of our Learners from our our earliest students and prek all the way up through 12th grade and and and for their Pursuits Beyond um this plan will include how we will address literacy through the curriculum through assessment technology as well as professional learning and our goal is to begin this um immediately after a program is approved in order to have it completed um prior to the end of the school year so that in the
082start of school in the fall we have this plan that can go out to each of our families um in hand as well as being uploaded to our web page um the comprehensive survey that results that were um collected from our caregivers and our teachers is uh has been compiled and was made available this morning on our uh acps website under surveys um but at this time I will turn it over to you all if you have any questions and like I said M casner Miss Hecock and our school representatives from Mountain View are here um as they were INR in this process um I just wanted to S to say thank you to you and to the entire team for this process um I had the opportunity to sit in the first meeting kind
083of then recuse myself because in a similar reason um to make sure this really was a decision of the teachers and for the teachers teachers um and I just appreciate how inclusive it was um and I think um it is an example of acps listening to teacher and family concerns about process in the past um and putting a different process in place and so um you heard me gasp and you said you had an 85% response rate because that was great I mean that's amazing um and a huge thank you to all the teachers who spent their time um and then thank you again for making sure that we have a professional development plan because as you as everyone knows curriculum is only a book and what we really need to do is invest in
084our teachers um and the only thing I would say on that is also to make sure and this I think probably comes in the budgeting process but I'd love to I shouldn't say love we have to figure out a way to make sure that it's not just our teachers but our assistant teachers and our special education assistant teachers who get that training um because we all know that um often times for many of our kids they are on the front lines um and they don't get the teaching they don't get the support that they need so making sure that they get the professional development and the and the paid days to be able to take that professional development and thank you so much for for that um like I said they did they did a
085phenomenal job and I appreciate you being there that first day um and that is something that we did look at with the professional learning team to make sure others can be trained in the process so that it can be a continuing and others can support outside of the teachers are we compensating uh teachers in that July training window uh to come in yes and we will also we have also compensated them for the work on the committee throughout this process okay wow yeah that's a um I had one um constituent reach out and had some concerns about um worries that there wasn't enough diversity in um in particular she was mentioning the first grade readers that she was looking at um and I was just wondering if you had any insight on that and what
086your opinion was on that I I do not cuz I was removed um but I will ask um well I'll that might be a good question for the mountain people yeah a good point so I just wanted to clarify Jenna is actually a teacher and a reading specialist okay and so great we said she just got a promotion I congratulations she made it very clear did not want to be an assistant principal um I can speak on um I was one of the subcommittee um directors during the process and one thing we did look at as we evaluated the six approved curriculums from the state was diversity not just of characters and books but of authors who wrote them and experiences they talked about um and this series did rank towards the highest of those
087six um so given our options um I thought that the diverse representation was better than many things that we've seen um and this series actually uses real textbooks that you find in libraries these are not created for hmh they are things that you can go and get online at the library on Amazon things like that great thank you does it allow for um like supplemental materials from the teachers or are we talking just strictly using what is laid out in the reading program well I think it's made to be a comprehensive reading program so what I've heard from another teacher who's used it before she says you know how you come up with a unit and then you have to go here and get this and then you go and you make this and you
088find this she said it's it's all there it starts with sort of a good guiding question and then there are read alouds and student books um there's interwoven phonics or grammar or handwriting um it's sort of all in one place so I'm sure there are opportunities for teachers to supplement but it's really made to be a comprehensive program thank you and all of those resources are going to be available to us completely with the program and with the training yes one of the things uh that the team worked on with um finding out the cost and things that would come with it um was that we had a a contract that would cover a length of time we reached out and asked for about seven years um and locking in that price if this is
089the program that's approved that would be locked in uh for seven years would it would include consumables that students would use and it would include that for each each year um based on the projective number of students we have this fall and so the only um additional funds that we would have to cover outside of this onetime fund would be if we alloted for 500 elementary students and we have 500 two so we would have to pay for the two additional um kits but other than that everything is involved in compreh in in this comprehensive plan including professional learning Dr hay uh in terms of the consumables I mean are those something that H&H updates or varies from year to year or do we know yet I don't think we know just yet um I
090know that they are um committed to providing them for us I mean they may have to I know as standards evolve because the state can change the standards they said that they would work to quickly um bring their products up to speed to align with Virginia standards so I assume that if something in the in one of their materials or consumables change to align with the state standards then I was just sort of jumping off of Miss Spilman's comment about diversity wondering if we gave feedback about wanting more you know whether that could be reflected in the consumables that's something we can ask when we reach out um I really appreciated the thoughtful thoughtfulness and intention intentionality around all of this process um and I especially I know that I've mentioned this before I think
091it's um I know it's not the reason that we did it but I think it's good that Charlesville has the same so because we do have so many students who go back and forth so I think that's a real plus um I I just want to Second what everyone has said about um really appreciating all your work on this so thank you yeah thank you thank you so procedurally this would be on the consent agenda next time How would this work so um I wanted to also add that uh you know I think we want to recognize that Dr Hayes joined the school system just this summer and and normally you know when someone comes on board they have an opportunity to get the lay of the land and figure out what they want to
092do and um she's been doing all that and leading uh the largest uh Department you know in terms of um instructional staff principls you know all the work that she's been doing so um in the middle of all that adopting a new Ela uh and and you really have done an amazing job with it and very patient and putting making sure that um we were had Fidelity to a process that would be inclusive of voices from our staff and from our families the other thing I was really excited about is the consumables that uh because we want our families to be partners in the work and the caregivers so I was really excited to see that and um in terms of process this uh you are recommending that this be the adoption by the board
093so what'll happen is it'll be on the consent agenda at the next meeting for your approval and a uh kit from hmh will be available here outside of um the auditorium for families and community members to come interview over the next 30 days would um Dr Hayes I probably should have asked you this before so I'm sorry but do you think you could have a kit for the board as well up outside my office that if they want to just come in and take a look at it yes okay great thanks Dr hos just for clar clarification it does need to be out for 30 days it'll so it'll be on the consent agenda at the first meeting in February yes sir thank you very much Miss Thompson and that'll give you time to kick
094in to gear the March 5th PD yes yes okay great thank you thank you all right thank you thank you thank you so much okay next we have um academic calendar 2425 and early start discussion 2526 with Jamie gner sorry it's been a million years since I used PowerPoint there you go um good evening my name is Jamie gner director of Special Projects program evaluation and Department Improvement and tonight we're going to talk about the 20242 calendar recommendation specifically we will review the process for the 2024 25 calendar and then the proposed calendar then we will have a discussion about future calendar options the calendar team Canen for the first time in April 2023 we started earlier because we were considering options that included an earlier start and an earlier end to the school as
095well as looking at your own school and changing our breaks we had 24 people on the team um not including Patrick and myself they varied en roles across the division from at least 13 of our schools and seven departments with at least one Evac rep and a parent um some people changed roles over the course of the year and a half uh for example Brad HRI is now a principal um some of these teachers have served in multiple roles and many represent parents including myself we had guiding principles that we considered throughout the process and the bottom two were new for this year that we were looking at so we did focus on the start and end of the school year and shorter breaks and trying to end a winter break we started off the
096process with the idea that we would adopt a 2-year calendar and we would seriously consider starting and ending the school year earlier we held two calendar meetings in April and reviewed five different calendar drafts with early start and ends shorter breaks a year round concept and different breaks in different weeks we reviewed the Charlottesville City calendar as they had already declared for an early start and end to the 2425 school year and we traditionally try to work together the calendar team narrowed to two drafts that went out in a survey to the school community in May 2023 we reviewed these draft options with parent counsil and a student group to get additional feedback the the calendar team met again in October and December and we decided not to do any more surveys based on the
097information that we have we did not recommend adopting a 2-year calendar or an early start for next school year um some of the reasons are because of the ELA adoption for example and the need for professional learning throughout the summer bellweather projects all in Virginia um and a number of other sort of variables we will be presenting on the logistics required to move to an early start and early end tonight for the board to make a decision ision to consider um communicating the change well in advance of the 25 26 school year we do feel that it would be important to let our families and staff know well in advance so that they can plan their Summers accordingly the survey strongly favored calendar draft 1 which was the more traditional calendar comments included ensuring that
098we keep the same spring break and twoe winter break based on the calendar comments and other feedback we did change the days labeled as division professional learning communities and professional learning days as non-student days this allows for a lot more flexibility to use those days for division or School professional learning or other training required by the state other project planning or just additional teacher work time we have one more non-student day for next year making it six in total but we have had six non-student days in past years we have five this school year and we also created a color blind friendly calendar this calendar has the same number of student days as this school year which is 176 and that's 1056 hours there's one more non-student day making it 195 contract days for teachers
099and we added one more day for new teacher Academy based on staff [Music] feedback do you have any questions about the recommendation from staff um I actually have two quick questions um one going back to the um people that were on your committee I noticed there's only um one parent rep it seems like and I think she actually now is a TA at Woodbrook if I'm not mistaken um I would suggest um and highly recommend that you have more parents on the committee itself um I think that there's a lot of parents that have a lot of input and we've received a lot of emails and input about that and I know we have survey results but um you know I think that that would probably be beneficial going forward um just a suggestion um
100and then I'm curious about the teacher work days um specifically the one that is asking teachers to come back the Monday after all the students are out um I wonder where that like and maybe it's just cuz I'm new but I don't know who decides those teacher work days and what the benefit to having teachers come back the weekend after all the students are out so typically we assign a teacher workday at the end of a quarter for teachers to complete like report cards and work and things like that um I don't know if anyone else wants to speak to that day but it's not a change it's been like that for a while um I think there principles in here too I don't want to say anything that's not accurate but I do think
101if teachers are done with their work that that may be a green day or work from home day they come in and check out that day and from my experience as teacher um if you could get yourself checked out before that day then you didn't have to come in otherwise you expected to work Miss bman so the it kind of just gives a day it gives a breather day for every everybody to get things done that they couldn't get done when the students were there but all schools have a master checkout sheet that it kind of covers all the bases of putting up supplies and clearing your room and like uh validating your grades things like that and teachers are able to work through that and if they if they don't need to come in
102that day we consider the work done yeah um I think that something we should also consider is like the um effectiveness of teacher work dayss and what they need you know something we hear a lot from teachers is they need more planning days they need more work days that they can actually get work done you know the last day of the school year the following Monday is not serving that purpose so um it's not really a recommendation for this calendar but in general I think that that's something else we need to consider in calendar development is the effectiveness of those work days and how they can best be used by our teachers one of the changes that we made for this calendar recommendation is to those orange days that are marked on there are non-student
103days so if you guys pull the calendar back up for us thank you if there is not division or school-based PD on those days it could be used for teacher work time where in the past we've had it pretty specifically designated as division professional Learning Community time or PLC time um professional learning time it's also something that is under discussion as well okay thank you interesting any more questions I think this calendar looks good for next school year okay I would just um I think it's a great idea to have additional parents um in the future years on on the committee I think that's a great idea to to include we did invite other parents and I did take it to parent counsel afterwards but I will ensure we have more next time around as
104stated previously we feel that if we would like to start early in earlier in the 25 26 school year it would be best to communicate the start and end date out now for families and staff to begin planning and then we can do the non-student days in a normal timeline like next fall in our most recent calendar survey 45% answered with a four or five to start the year earlier um it's kind of cut off but this this was the second calendar option which got a weighted score of 3.01 um the percentage of the staff who live outside of acps is 36% and about 24% of our staff live in Charlottesville City so I think there's always going to be a percentage of folks who answer that they want to align with surrounding counties many
105comments on the survey indicate that they would prefer to align with surrounding counties and and so eight out of the nine of the counties that actually touch acps geographically do start earlier but you can see that they don't all align so some our community is used to starting in the middle of week on a Wednesday so whenever we try to move it to the MonDay people don't like that other counties just go ahead and start on the Monday and many counties start earlier Rockingham starts traditionally the same week as us and as we said before Charlottesville city was the same as us for this school year but they will be starting August 14th and ending at the end of May next year so these are some potential um benefits for a lack of a better
106word positives things you could consider to start early and end early there's closer alignment with neighboring divisions uh people always talk about child care I think you receive emails that talk about that a lot we could end the semester at winter break AP students would have more days for the test um air conditioning access and to uh specifically align with Charlesville City there are some Logistics that come with moving to an earlier start um and after the first summer we could you know mitigate most of these or they would go away but in that first summer you would have the new teacher Academy would start in July which backs up a lot of other staff coming back to work early in July um facilities we traditionally have blackout dates and things um um like the
107first week of August so the facilities would have a difficult time that first summer completing all their required maintenance and other projects when we moved to um our time and attendance system we created 26 pays and so we have that on a schedule so it would NE necessitate some manual payroll processes that would have to change moving to it um that would probably be like um something somebody would have to calculate and do by hand there might be overtime costs just in that first year to open earlier the hiring timelines are different everybody would have a short summer obviously um and then summer school might be challenging so again these are things that we did not want to do this summer coming up but we would be open to it if that was the direction
108the board wanted to go um staff does not have a preference there's not an academic benefit to an earlier start I do think that you will hear from people about not aligning with Charlottesville City next year when that actually happens because typically we do align with them but um our winter break and our spring break does align with their calendar so we made sure that the breaks did and we would we staff and our calendar team would like to continue to move back towards more student days um and fewer non-student days so what guidance or what discussion would the board like to give um about the 25 26 Calendar development do the other days align with charlott the other days off or just the winter and spring break some of the professional learning days do
109but they don't have as many non-student days as we do so in some instances it does um but no we have more okay do we have any input from our teachers or staff about uh whether they were would prefer the early start or not there is really not a strong preference to go either way there's there's not a strong preference not to do it I think our calendar team didn't want to do it this this coming up school year um one of the reasons is if we've already started planning all the ELA professional development for the summer um if it was something that we wanted to move towards we could we could do it but we couldn't think of any academic reason to do it but we are an outlier now and if you look
110at the other counties although they're starting earlier that doesn't ensure exact alignment either we' just be more in tune with what they were doing on my senses since there's not a strong there's no academic or instructional support and there's very little um there's not strong preference by staff I would not not take any action at this point I had a question um you suggested not adopting a two-year calendar why why not for the same reason to have this discussion if we wanted to move to an earlier start or um make any other if you had any other feedback about future calendars so we just kept it as a we've always had a one-year process this year we thought we might try to make our lives easier and do two years and conv me the committee
111by annually but we decided not to um if we did move to an early start date for 25 26 um how many days would that shave off the summer like 10 something like that two weeks H if if our Express purpose was to align with Charlottesville because that seems like the strongest case right now well in terms of it's it's really only the week in terms of the business days but I don't know how long logistically to complete all those tasks how much staff time that would be this was kind of our best effort at identifying those things I think the biggest challenges really would be Building Services would be the biggest challenge because we do a lot of work in the summer and they always have like a blackout week so that would be
112that would impact if we still had a week of blacking out that would certainly impact our summer school or we would have to back up summer school a lot more so it just backs everything up earlier into the year and staff planning and time any other thoughts or questions I guess if we're going to if we could get calendars out quickly it would be better for the um for the public and um I the early start I you know I think it's probably fine except people will find reasons that they don't like it and uh yeah if we don't change it they'll people find reasons that they don't like that I've been the calend committee before yeah yeah I mean I think the issue right now is because just about everyone else has done it
113we're kind of in this place because to your point of this data that we have of where teachers live so you have you know teachers and leaders and and School staff in bad situations because they have their children going to another school district and so um uh I think do we still have to apply for a waiver to start early no we have Patrick can speak to the technicality but no we don't we're not one of the divisions that has to do that because because of I mean prep used to be the what saved us on that we were in prep so all the schools north of us were out all the time see we can piggy back I mean I feel like if we're going to do it we're to your point is it's
114almost like you have to start thinking about next year's calendar already because so that it's probably I don't know you probably know better than I do you know are we going to approve it by September October maybe um because I do think I mean I think that is the concern it's you know the logistical pieces you know you know particularly as you said with maintenance as well as with summer school and just with kind of as well as I would just say mental health of of teachers staff and kids right like that natural break is sometimes needed so um the more we can begin to prepare for that earlier the better did you say yeah I mean I think the most compelling reason is to see what Charles City does and I can keep working
115with them to see if they continue to start earlier in the 25 26 school year um but I am certain you're going to hear from people when we're different from them next year and so if I could jump in so thanks Jamie if I could jump in for for a quick second about that uh one of the thoughts that that I'd also like to share with the board is that while uh Charlottesville city is shifting their calendar next year um we don't know whether that's going to cause a uh a big influx of of our constituents saying hey this is really causing some some significant issues for us uh I think sometimes in the past we've made some decisions based on what we think is going to happen uh and it hasn't really happened uh
116I think we're still paying some cost uh around Walton redistricting uh you know 20 plus years ago when we thought biscuit run was was coming in so so one thing you may want to consider is uh is seeing what the first year uh next year is like when we do have a shift between uh the city and alamor uh see if that does cause some significant concerns and uh and and make a I think that would allow you to make a more informed decision uh about the process that sounds reasonable to me also so I think just kind of just to uh summarize what I'm hearing from the board is that you're ready to uh move forward with having the calendar for next year on The consent agenda at the next meeting and then the
117next part would be uh to adopt a waight and C approach with the city shifting their calendar but in the meantime I would also ask board members out you know if there is information that we can bring back to you uh you know at the meeting or in in the future that you think would help you uh deliberate more about what you want to do about the the starting and end date for the school year just please uh send Jamie an email and uh we'll we'll do the best we can to try to put that together for you does that sound like where we are yeah I think so and one thing Matt I think you mentioned earlier this week that um we know 24% of our staff work or live in charlotteville but I
118don't know how many of them have school-aged kids who are in public schools and we would and to do that we would have to like we'd have to trust just surveying uh to do it we'd have to send something out and ask about that right um but also aren't they able to bring their kids to they are and uh for many years it was it was quite expensive it was the local share of the per pupil expenditure so you know at this point I think that's in the ballark of it would be like 13,000 um and then half for each additional child after that and I think it was this board most of you on the board now um in 2019 I think something around that time changed it to a really a nominal cost
119I think it's about $1,000 a year that you know so is that what it is 500 500 so it's a it's a nominal amount uh to have your children attend the school system if you work for the schools if that's what you choose to do to if if it becomes a real extreme hardship for um working in a different District or Community yeah I think that's the that's where we are okay okay thank you thank you thank you Jamie thank you very much Jamie all right now we have a 10-minute break that clock says 8:22 I might have to sneak over we'll see you back at8 thank you okay uh we're back next we have 9.3 FY 25 budget development with Maya kumazawa good evening I'm Maya kumazawa director of budget and planning and this
120evening I'm here to provide you with updates as we um are in the midst of our fy2 budget development process um the material the material will look largely the same from December with just the updated data um as always our budget development process aligns very closely with our adopted strategic plan in particular we focus on goal 3 Equitable transformative resources back in December um I spent a lot of time talking about our stakeholder engagement process I failed to um talk about our budget advisory committee um so I thought this might be a good time to um thank those committee members this is a group of appointed community members they are business professionals professionals appointed by the superintendent um who meet regularly to provide guidance and advice um as we move through our budget each year
121um those members are Julian Biven Scott Jeff Paul murn Dennis Rooker Alan swinger June West Jason handy mary Hufford kagley Charles Lewis gerod Smith and Sarah strasheim so I just want to thank these members I know that we this group is meeting um throughout the year to help us with the process our local government transfer as you know makes up a bulk of our revenues each budget year um just a few hours ago they provided with their updated Pro provided us with an updated forecast which is unfortunately lower than what I presented in December um the increas is uh just a little less than $7 million when we were anticipating a little more than $10 million um about a month ago so we appreciate the timely updates as we typically don't get this many updates
122um in during this time time frame um again this will be updated again as they continue to work through their revenues um and we'll get another number closer to the end of January on the state side uh this also is a similar slide from December with an updated forecast for fy2 um this uh is not great news um it is somewhat anticipated due to our local Composite Index increase for the next by anym but um right now according to the governor's introduced budget which we will use um for planning purposes for our draft funding request um is showing a decrease of about 11% when compared to the current Year's adopted budget um as the state budget process moves forward um there will will be changes made by the general assembly and we hope to incorporate
123any changes that are made um throughout our budget process as the timing um parallels that of the state budget process as a reminder um this is again a history of our local Composite Index which is our uh locality's ability to pay um as our LCI increases from this year to next from about 64 to about 69 um the inverse of the of the the inverse is how much we receive from the state so um the state this year provided 3 36 of what they deem to be the cost to run a School Division um and that will drop to 31 and this is the primary driver for the decrease that we're anticipating from State revenues this is a closer look at what was provided in the governor's introduced budget um as you know our enrollment
124budget to budget will be decreasing and that's about 98 students that were anticipating and so that does impact State revenues as as well um as I mentioned on the last Slide the local Composite Index is increasing by 0517 um and the impact of both of these plus um rebenchmarking that the state has done uh they've also refor forecasted sales tax revenues um and Incorporated the new costs including any past comp compensation supplements have been included in the fy2 budget so the uh combination of all those items um um there are many changes um within the items I discussed but they're also intertwined so um for example sales tax if there are changes in the sales tax estimate that does impact what we get in basic Aid or S soq funding so what I've done on
125this slide um for Simplicity sake is merged s soq sales tax and rebenchmarking together because you can't necessarily separate those out um and that net impact is a total of uh a NE $ 4.38 million when you look at um the current Year's adopted budget going into next year's uh draft funding request as I mentioned the primary driver of that is the local Composite Index and ADM with some other changes as well the reason why I'm showing the FY 24 projected amount on this slide as well is that the governor also proposed amendments to the current Year's budget that will impact um the revenues we receive from the state when compared to what we um have currently appropriated created so we will get more into the details of the projection for the current year when
126we present the second quarter financial report um and talk about that column next is Lottery funding um this is also uh driven by ADM and local Composite Index so we're seeing a decrease there and then the next item you see is the grocery tax hold harmless this is uh um a hold harmless amount that was provided for the last couple of years due to changes in the tax uh policy that hold harmless amount is going away entirely for all School divisions so the impact to us for that is about $3 million and then finally I wanted to call out the line for bright stars um in the proposed budget um we used to be capped at 05 for our LCI so we were funded about 50% of the cost for Bright Stars they um in
127the introduced budget have removed that cap and the impact to us is about $200,000 um um so that also will need to be considered as part of the budget process so flipping over to the expenditure side as I talked about previously um the pie chart here shows how much of our budget goes towards salaries benefits and other wages so um expenditure drivers are really are what we're paying our staff and in the current year in FY 24 we had a midyear salary increase um taking place this month of for 2% for all regular staff and then we also had unbudgeted calendar year Health rate increases um our premiums went up um faster than we had anticipated that were unbudgeted for so um we will need to manage those expenses in the current year but going
128into FY 25 we need to build in a full Year's cost of both of these decisions that have been made for the current year and then starting in fy2 we're anticipating um inflation and other non-discretionary increases um a further calendar year 2025 Health rate increase the continuation of our programs Bell weather audit recommendations and a July 1st 2024 compensation increase so those are the expenditure drivers we're looking at now um so we're starting off the process with a pretty significant Gap and we hope to dig into this further with you all um and to really um get into the more details of these drivers both expenditure and revenues we do have a work session planned um before we present the draft funding request so we can um work on that and you all can have
129a better understanding of all the items in here so with that I wanted to see um what clarifying questions you have about these updates and what are those topics you want us to um really get into for the work session that's planned um for the next meeting we do already plan on doing a deeper dive into the state budget um and looking at what happened there and what to anticipate moving forward um as the state moves through their budget process but if there's anything else um you want um us to focus on and plan for this would be the time to provide that so what is the total Gap um right now that we're looking at is it over 10 million in that ballpark yes yeah that's fun good times um I would request I
130um was looking for and could not find um can I get an org chart of central office um broken down by um all uh salary and benefits and also with a designation of which of those central office um employees are student facing because I know that some actually do work with students um that would just be um in helpful to look at um and help us with figuring out how to make up this Gap there is no hope that there will be a change like in the LCI there that we could revert I know there were there are some discussions um my understanding that is that the LCI would not change but you could um request or advocate for additional hold harmless funding as a result of certain imp but the LCI is um doesn't
131change I think that this is a a good opportunity um for the public to recognize how important it is to Advocate to your Board of Supervisors and to our legislators enrichment um how much we need funding um our hands become tied um when there's not enough money to pay for all of the things that we need to do in our classrooms and with our teachers um and so you know we do as much as we can up here to allocate those funds but um it's really important that people are out there advocating for those funds from our Board of Supervisors because that's where our money comes from as Board of Supervisors and from Richmond um and so I I just want to take this opportunity on behalf of the board that it's really important that
132people recognize that and and we need to make up this Gap so that we aren't taking anything out of our classrooms and from our teachers and so you need to be emailing and calling and knocking on doors of those people and tell them that we need more funding for our schools hey Helen D um I do the lobbying for the School Division and I just thought it would be worth mentioning that um the LCI there is an appetite for changing the LCI it came out in the jar report that while this is a good way of determining you know locality's ability to pay there excuse me there is um an appetite to change it in a variety of ways so one of those is maybe to make it instead of a BAL making it a
133trial um calculation another is is you know to hold some school divisions harmless so there is still something some there are some things that can be done matter is um you know there's is it going to happen this fiscal year right for the next fiscal year yeah hold harmless is a possibility it would a lot of advocacy as Creed Deeds always says they're winners and losers in this formula which is to say um legislators don't have much appetite to take away from you know it's all one big you know bucket of money so the question is more if there are other ways that can you know accurately portray locality's ability to to pay that don't kind of shift it to where poor frankly you know localities are taking on un well there was also talk
134about um um changing the soq equation correct that that's one of the things that we could really push is um making improvements on that so that it better reflects what we need as a School Division that's right and that's a that's certainly a different you know approach to changing some of the funding formulas but that would basically pull some positions that are that we know to be very integral to our schools um that would pull them out of what's you know funded and put them under this sort of funded right because right now it does not include like central office positions and things like that that are um obviously expensive but necessary to run our school systems exactly yeah thanks Maya I I just thought I would pop up and transportation right like facilities and
135transportation and all those things that we talk about all the time is you know integral to our school system but that does not get included in that equation for funding correct that's right and then that kind of transitions into a capital conversation which is a whole different bucket of money so it is a very complicated is a very complicated funding formula y y but anyone who wants to go Advocate should come with me to it's important all right thanks m is there and not to bring more more bad news but is there any other covid funding that we had on the federal side that will go away I'm thinking I mean I know we had some mental health stuff that was a grant that we then transitioned is there anything else that we at the
136top of your mind that is uh like was included in this in fiscal 24 but won't be included because I know I know there's like Co monies so our um biggest co Grant was ARP funding right and that um will run out in this year and so we will need to find a way to um budget that in right that's what I meant by continuation of programs got it so if we want to continue that as a priority you have to find new funding for it okay I I know it was a small number on there but explain to me again how even the bright stars funding is been decreased um the bright stars funding is provided um based on LCI but for that program in particular our LCI is capped at 0.5 which means
137that um currently the state provides 50% of the funding if they've remove the cap they use our actual LCI next year of 69 so um we are now paying for that yep and while that is a special Revenue fund um in order to keep that program whole it would be an expenditure impact for us as we would need to transfer um funding to the bright stars fund to keep um that program the way it is running now and it may not be very effective but the capital conference is on January 22nd and 23rd and those would would be the days that we would have a chance to talk to our legislators your Board of Supervisors are available anytime on the expenditure side is there anything you want to see um how we in particular for
138the next work session that we should prepare just the um one thing that I asked for thank you I can't even ask yeah I mean with 86% of our budget going to Personnel I mean obviously the the the shest way to make Cuts is to increase class sizes which is not something that um many people want although I had a conversation recently with the supervisor who claimed that 30 kids per class wouldn't cause any harm in elementary school so love to have them come and visit some schools so that we can show them Seth I know yeah I'm sure Seth would like to would love to show some people around and show what class size looks like how it impacts thank you for being the deliverer of not so great news thank you thank you
139for all your work real de down right and I would encourage anyone on the board if there are any further questions that you'd like to illuminated at our next work session that's a great time to do it and as I always say there are no dumb questions I ask a lot of them so dumb questions and also miss kumazawa thank you very much and what's the email address board members can use budget at K12 excellent and just keep them coming and we when for new board members what happens is when we get a question from one board member they uh compile the answers like if there's a batch and then they all just the answers come out to all the board members so that keeps you in the thank you thanks very much Maya still
140[Music] learning next we have the high school Center 2 schematic design Lindsay snotty will be presenting all right good evening I'm Lindsay snotty director of Building Services and here tonight to present with Quinn Evans our School Center 2 schematic design so we'll start with an overview of our community engagement in the program I know' the board's heard about this before but we'll reiterate and go over what we did as part of this design we'll talk about campus planning because the this High School Center 2 is on the lamsl campus near almor high school so looking at how that fits into the puzzle was a big part of our schematic design then we'll take a look at different sections of the building and the was schematic design for the site and the building and talk about
141project Logistics and we start with our vision and our mission and I think this facility in particular really touches on all the goals of thriving students affirming and empowering communities and Equitable and transformative Resources with the capability of any high school student in our County to be able to access this High School Center and community members I think it is a really good example of of hitting all these goals so I'm going to introduce kylin Shirley you also joined by Charles Tilly to go through the schematic design with you thank you good evening and thank you for having us my name is kylin Shirley I'm with Quin Evans Architects um project manager leading our team of designers and engineers and we've been collaborating with a group of really wonderful folks from acps uh the design
142committee for this project uh really heavily since uh August of this year so uh just briefly what is high school Center 2 to kind of set the table for what we're talking about it's a new school building it'll serve 400 students per day uh it will be planted to be expandable to 600 students 60,000 ft in two stories and expandable to 990,000 ft to serve that exp future potential expansion to 600 students but most importantly the idea is that it's a really adaptable flexible and Innovative building that can change uh going to the Future as student cohorts change and future learning pedagogies evolve and um continue to change into the future so uh we have worked with the design committee hand inand to engage in a lot of community events uh partnering and and engaging
143with uh teachers parents students uh facult members from a number of schools uh neighborhood groups almost anyone you could imagine to gain feedback on what this project needs to be and how uh it'll it'll be shaped to serve these goals that the county has for the building uh we've been this list that you see here really everything we've done uh since August and uh some of these items will continue to occur into the future so the feedback we gathered resulted in this diagram it's a representation of the core values of high school Center 2 which came out of all the conversations we have these varied groups those core values are Community collaboration and mentorship authentic experiences and Equitable access so to be successful this project needs to embody and facilitate encourage and support all of
144those ideals so they kind of come together uh these ideas overlapping and result in u the character and nature of the spaces that make up the building so what are those spaces uh as you all may know this project started uh originally in 2019 and we came up with a space program to serve uh these these needs for this type of space um and we refined that program as we went through this engagement process and went through our schematic design process working closely with the design committee as we did so so the items in Blue on this list are things that changed uh we had developed a type of learning spaces that we were calling project project Studios learning Studios and Specialty Studios uh learning Studios being kind of a basic flexible classroom project Studios
145being a little bit more high-intensity classroom with sinks and more storage and Specialty Studios being focused on very specific educational uh requirements that would serve um more career-based or CLC based classes so what we determined was that a culinary lab um colonary Arts lab an advanced manufacturing lab and then a few Advanced science labs for instance chemistry lab would serve the three CLC programs that are planned to be in the building at this point and then also a career center uh and mentoring spaces that would serve the partnership goals of the project so that outside community members can come and um engage with students to Mentor them talk about what the future of their careers might be like based on their interests and the clcs that they're pursuing so those were they're very direct uh
146changes and uh results of the feedback we gathered through all those Community engagement activities so as Lindsay mentioned uh this is on the high school Center or on the Almar High School site uh it's right there in red towards the bottom of the aerial image where the Building Services building is now uh so there a lot of moving Parts on this campus and a lot of future plans so we have uh spent quite a bit of time working with principal bonam and his staff and the athletic director there to consider how this project can not just serve it serve the high school CER 2 building but how it can improve a lot of the challenges that exist already on the AL High School site those challenges include parking uh vehicular circulation and traffic during the
147parent pickup and drop off times and then the resulting pedestrian safety issues that come from that kind of traffic snarl that happens um there are a lot of access points to the site uh there's a lot of people moving around and it's just a very very busy place so we think we can make some improvements to a lot of those challenges as well as meeting the needs of the new building at the same time so if we zoom in to the uh just alar High School site here you see the high school Center two building footprint down to the right of course the footprint of alar high school right there in the middle and the stadium off to the left and the proposed site plan includes new parking space uh parking lot of about 200
148spaces in between the stadium and the uh what's really the backside of the cafeteria and the gym of alar high school that's right where the tennis courts are now this would then shift the tennis courts there' be eight new tennis courts that's how many there are now they would shift out to where one of the practice fields are to the north the tennis courts are represented by those green series of green boxes um up to the left of the new parking and then the practice fields would be slightly reconfigured um as they need to shift back a little bit but maintaining two full-size practice fields which are critical to all of the teams being able to practice at the same time during uh the sporting Seasons so this also would shift the drop off pickup
149uh over to that new parking area right now it's uh jammed into the north parking lot along hydraulic Road and so there's only one way in one way out and the car is double stack in there and everyone kind of has to wait for that light U as Lambs Road hits hydraulic to get off the site so it takes quite a bit of time and it keeps teachers that parking that lot stuck there until that's done so the red line on this plan uh it starts up along Lamb's Road and comes across the front of alar high school and back along the new parking lot is Will in this in this plan be the new drop off Route a pickup and drop off Route for albar high school families gives quite a bit of queuing
150length uh it it gives students a pretty long swath of the building to come in and out there's a lot of doors there so people can move quickly and then parents can loop around and come back to that uh intersection at the corner of the building in between alar high school and high school Center too and kind of exit in a multiple different directions which will help people get off the site a little bit more easily having more options uh at the same time the blue line here shows how the uh parent drop off and pickup will work for high school Center to uh much fewer cars of course um and the ideal route is to come in through the southern entrance to the site along hydraulic and come up along the side of high
151school Center 2 in between Almar high school and high school Center 2 and drop off there right to the curb and then be able to exit either to Lamb's lane or back to hydraulic there from that Central exit so this keeps those two Pathways some as separate as we can um and gives people more options to get off the site we think this will have a pretty significant impact along with providing uh the 200 additional parking spaces which covers the required additional spots for high school Center 2 and and additional spots for alont high school um and and serves Athletics as well in off hours of the school so this is the plan now and I think I mentioned we spent quite a bit of time working with a lot of staff at Alor High
152School to develop this plan now zooming in a little bit to high school Center to the building itself we'll talk a little bit about how it's oriented and why uh the entrance to the building is right in the center of the plan right where the high school Center two words are facing the entrance to Alam Marl High School uh this is kind of the central entrance to the campus here it's what you see from hydraulic road so the building faces that direction uh additionally there'll be a number of students quite a few we think coming from Al Marl High School to high school Center to so creating some campus space uh that is real clear pedestrian connection between the buildings was important and creating that campus space between the buildings a shared space uh right
153in the middle of the campus there to create outdoor an outdoor environment um the building is a little bit of an l-shape it uh cradles this Courtyard uh we heard a lot from students that outdoor spaces and access outdoor space was really important to them so creating a courtyard and outdoor space was a big part of the project um additionally on the right side of the building you see a pathway coming from from uh the corner of the site that'll be a new pedestrian and bicycle pathway right into the center of Campus that's separated from vehicular traffic to create a safer route for pedestrians and then along the bottom of the plan there you see a reconfigured entry driveway from hydraulic road down and around the backside of high school Center 2 and connecting to
154reconfigured driveways that come down across the front of Alor high school that new entrance driveway from hydraulic uh will will be the start of the potential future campus Loop road that may eventually loop back to the Boys and Girls Club creating that um full full loop that was part of the Lambs Lane master plan so we're setting the stage for that and allowing that to happen in the future U then service access to the building will be on the left side uh this is it needs refinement but right now we're planning on dumpsters and loading dock and kitchen serving on that side of the building uh allowing that to be the back of the building while the forward facing parts of the building face towards almore high school and hydraulic Road uh going to the
155building plan here uh as I mentioned the uh main entrance is up towards the top the kind of gold colored spaces are administrative and reception Clinic counseling Wellness there uh book ending or bordering the entryway putting that administrative space right there at the front door then as you move down the sheet into the building there's a common space uh for dining as well as for events after school activities and Gatherings uh the darker yellow color there's kitchen and back of house spaces and then across the bottom of the plan oriented left to right is the academic wing of the building where classrooms are arranged around kind of a more Central learning core a learning Commons U which I'll talk more about in a moment as we Zoom further in the academic Wing has a second
156story which is pretty much a mirror image of the first floor again it's project Studios learning Studios grouped around learning Commons and then there are some common resources for students in purple there at the center of the plan uh space we're calling the idea lab a mini Library fabrication lab with digital Technologies and then the career center space uh that we mentioned we were talking about the Space Program where uh business partners Community Partners can come and engage with students on the projects they're working on um and the types of internships and mentoring programs they may be a part of there's also a basement level to the building in this proposed plan uh that basement level uh works well because of the way the the site slopes down away from hydraulic Road uh so we
157can provide grade level access to that space for mechanical and electrical equipment uh and right now you see the data center in the plan there that would be a new data center for the entire School Division that's tentative at this moment it's planned right now but there are other options be considered that may locate that elsewhere uh but for the moment it's included all right we'll continue to zoom in on different areas of the plan here looking at the front door the admin and Clinic counseling Wellness areas these spaces are grouped together here to keep those those um functions together uh security of course is a major design factor when we're designing schools and right here is where that really manifests itself with the um M entrance it's where visitors come and go throughout the
158day and access is controlled so the reception space is adjacent to the secure vule which kicks visitors right right to the reception space so they can be managed throughout the day U there's a lot of visibility there and views from reception you know into the building and out of the building and up to the parking and Pathways around the building so that the folks sitting there kind of know what's going on and can manage visitors to the building very well um the clinic counseling and wellness space on the right are spaces that were developed uh based on a lot of really great feedback directly from students um that we gathered the wellness base was a uh interesting development that is intended to serve a lot of the social emotional needs of students throughout the course
159of their day whether that be um you know a tella Health visit with a health professional or a place to go and do your prayer during the day um so so working closely with students on exactly what they need to do during the day was critical developing that space uh you see the commons just off the sheet to the left here uh it's sized for 400 students the full student population in kind of an auditorium setup with tables and chairs or with just chairs and then um for 200 students for two lunch periods throughout the day for half the student population at a time tables and chairs so it fits the whole school now shifting down to the academic Wing I mentioned the learning Commons instead of you know just narrow corridors you access the
160classroom fir we've we've grouped the classrooms around um calling it like an ecosystem of student-owned meeting spaces so we have a variety of sizes shapes of spaces for students to engage with each other collaborate this a very Project based learning type of environment so um the variety of the spaces will be more closed more open uh different types of Technology more quiet more loud and um give students a lot of choice in how uh they work together in the types of spaces they have to do that looking at the learning spaces themselves uh I describ the learning Studios and project Studios the lighter uh color blue green is the learning Studios you can see they're a little smaller much like a typical classroom but planned for flexible Furniture uh to support different types of learning
161modes and preferences and then the blue are the project Studios a little bigger lots of project storage again flexible Furniture but more of a work environment like a maker space or a science lab and in red here we have the specialty Studios culinary arts they in the center and an advanced manufacturing lab uh the culinary arts lab is not intended to be the same as like what's at ktech it's not a full-on commercial kitchen but will serve kind of the earlier level culinary arts classes and the advanced manufacturing lab think of like a light wood shop with some maybe CNC machines and and kind of tabletop type projects um so we have some Spirit image on the left there to describe what those spaces may be like and then this uh the central spaces for
162common resources for students the idea lab is as I mentioned a mini Library this building doesn't need a full Library um but does you need to have some common resources computers etc uh the career center there's on the left with a series of different Siz meeting spaces for to meet with the outside Community Partners and then the fabrication lab is a technology resource with digital uh technology 3D printers laser cutters and the like uh looking closer at the courtyard uh I mentioned how important that outdoor space was to students we've situated the building kind of wrapping around it so you get a lot of views to that natural space from inside the building and a lot of access to those outdoor areas for things like dining um social experiences and outdoor fabrication for for those
163messy projects uh this diagram it's a little bit it's quite a bit to digest uh in a short period of time but we're trying to illustrate how a lot of the kind of C campus connections um connect here to to shape the building um on the bottom right of the diagram is where the main entry faces almor High School where several Pathways both pedestrian and vehicular come together you know orienting the front door right there one of those Pathways continues on into the building through that common space and directly into to the academic Wing so it's a very clear pathway into the building uh yet we create a separation where the at the back of the commons you can clearly delineate between kind of the public and then the school only space to allow the
164building to be segmented off for after hours activities or public use in that common space uh the building wraps around the courtyard to kind of contain that space keep it secure during the day and then a fencer wall and Landscaping will continue to contain it and then we've oriented windows and spaces in the building to hopefully get some views out to the mountains on the backside there Beyond uh the alar High School Stadium from the second floor sustainability is also a really big part of the project we are targeting um a lead silver certification if you don't know lead is a a third party kind of certification which tells you how sustainable you are in your building uh so lead silver is quite good some of the features we're incorporating are extensive daylighting uh so
165that the internal spaces can be lit by the sun uh without glare and have you be able to use less energy from electric lights big roof overhangs help reduce that glare and allow us to Daylight the spaces well and also provide a lot of roof area for solar panels we're also planning to manage rainwater through a series of native landscaping and bio retention Gardens as it's collected and then heads off towards the Rana River wed which is right down right down the Ravine here uh and then we've oriented the main academic Wing the big the big chunk of spaces uh east west so that we have Optimum solar orientation to again daylight the building and not contribute too much of the solar heat g into the building we can shade it adequately from the Sun
166during the hotter months so a few renderings here to share this is standing right in between Alamar high school and high school Center to looking at the front door the front door is kind of a tall space to very clearly delineate the entry and provide that uh visibility to manage the comings and goings of folks throughout the day you can see on the left side that pedestrian path which follows the current driveway into the site along the front Building Services um it won't be a drive a anymore it'll be for pedestrians uh so people can come into the site safely on foot or on bike uh we'll add some stairs down from that parking lot there's a little bit of a a hillside there and we want to create uh easy and accessible Ro for
167people coming from the parking lot down to that pedestrian route here we are standing just inside the entry looking at that common space uh it's a twostory volume and then you can see the stairs up to the second floor and then uh that career center Beyond will be very visible so guests to the building very clearly know where they need to go as they come to work with students here we are on the opposite side of the commons with our back to the serving lines looking back at the entrance um you can see the views out to the Courtyard from that space and a presentation wall and the distance on the far wall there here we are in the courtyard in a covered area um so you can have dining regardless of the weather looking
168out at some of the vegetation and then you see beyond uh some fencing and a wall that will contain that space during the day keep it secure for students and then here we are on the second level in the academic Wing looking at some of those smaller breakout meeting rooms and collaboration spaces for students and then to the left looking back out through um some glass doors there out to the where the it opens up to the two-story Commons uh that's the design now shifting gears to project Logistics this is our schedule uh we're right here in January 2024 of course presenting to you on the 11th and we're kicking off our design development phase uh that will continue to April where we'll come back and share the design with you again construction documents will
169be detailed out through the summer at the end of July we will shift gears and put out bidding documents to contractors and plan to receive bids uh sometime mid-september uh construction kicking off in October and extending through the summer of 2026 with the building being occupied for the 2026 school year by students um along the way there's a lot to do of course uh first thing though is working on the cost we've received a cost estimate from a third party estimator uh that's working on our team uh to understand what we've designed and how it fits into uh the budget so the first line at the top here is the CIP construction budget of 32,600 15,000 and as you can see the second line is our estimated construction cost that includes the building cost and
170all of the site development around the building as well as parking lots tennis courts all of that reconfiguration that is intended to improve the over overall campus uh function that's $2,677 th000 or $839 um so just over $10 million budget Gap there um some of that I think is you know it's the market and and kind of how the how the project scope has encompassed quite a bit of the campus um to make it all work we are looking uh pretty intensely at Cost savings options and how we can get the most value out of the project so at the moment we've identified between 3.8 and 5.4 Million worth of cost savings that are being considered and we're working closely with the design committee to understand where the best value is um there's still of
171course a funding shortfall after that um which we're working on so the range in cost there uh represents uh something important and that is that you know the big part of the project cost is the tenis scor in parking lots right so we're looking at several other options the what we presented here tonight is the preferred option that we we think works best for the campus there are some other options that reduce the cost but you know have some downsides so that's a big chunk right there that we're working through uh with the design committee to understand as well where the best value is uh the last the lowest box on the sheet here in Gray uh gives you a little bit more breakdown in detail the building only cost if you take all the
172site costs out is just over 32 million that works out to $468 a square foot uh the total site improvements cost related specifically to the building as well as other campus improvements is about 10.5 million and then if you break that down or the next two lines just around the building about 5.4 million and if you just look at the tennis courts and parking lot costs it's just over 5 million so kind of an equal split there between the two parts of the site now to put this into uh bigger context we've collected data from other school projects bid over the last two years uh picked new new school projects that were comparable we' got a half a dozen here we looked at their bid pricing on bid day which goes back to December 22
173and then the most recent two were in September 2023 and we've used an escalation factor to escalate that cost based on kind of accepted uh industry numbers uh out to what the midpoint of the construction for high school Center 2 will be and that same factor is applied to the cost estimate we have for this project so the numbers we're trying to make apples to apples here and we've looked at just the building cost for both these other projects and for high school Center 2 since the site cost vary so much so if you total up those numbers on the far right column the average is $457 a square foot and you can see our $468 square foot for this project is fairly close uh for the building only um we feel good about that
174but it doesn't doesn't change that we have the funding shortfall so our next steps for the project are of course to continue working on um the budget uh working with design committee on that as well as continuing to work with uh different user groups teachers and students to continue to refine the design uh and move through the next phase design development before we come back to you again in April so thank you very much love to answer your questions um thank you the building looks beautiful um just like to remind the public and my colleagues that the original decision by the board to go to the high school Center model was because building a brand new high school was going to cost about $4 million so our solution uh for a variety of reasons was
175to go with a high school Center model plus renovating the existing high schools for a bargain price of about $90 million uh unfortunately we've not received the funding to upgrade all of our schools and the number that we have the $32 million that was approved by the Board of Supervisors was approved in 2019 so surprise surprise costs have increased uh and uh also having it flexible to expand you know 600 students I think that is probably a cost factor in there as well um I think it's unrealistic for I I would like us to ask the supervisors who approved the $32 million in 2019 then froze it because of covid and are largely contributory to the increase in costs I mean we we can't we have been burned every single time we've cut back on
176plans and built smaller or less uh and uh this community supports improving our school facilities so the the question is you know do we negotiate against ourselves in terms of reducing the cost or do we do a second level ask for what we actually need um by code we are obligated to ask our funding request is based on our needs so I am very um I love the plan sure there's always efficiencies but I think we need to be realistic with our community and our supervisors about what it costs to build build a first class facility and this is not I mean they didn't even allocate the funding to upgrade our other high schools so thank you for listening to me vent no I I mean I agree is like we need to continue to
177tell what the actual cost of total implementation of this work is like people want world class schools and this is what it costs so how this is a bargain I mean this is this is what we did to save the community money and be creative and Innovative with how we allocate our our Capital dollars and to get nickel and dime instead of building $140 million High School this is a bargain and I'll add that you know this is a progressive direction that we're going to Center to as opposed to a comprehensive High School which you know is is an older model much could you go back to the uh one of the earlier frames that showed overall plan of the school absolutely okay wait a minute I'll tell you [Music] when next still keep on
178no more okay that one on that the proposed um Loop Road between Lamb's Lane and hydralic is not showing up and with the practice fields and the stadium and all of that there how would that be put in I mean it looks like it's going to be difficult to have that road connecting Lamb's road with hydraulic yeah and putting it in after the school is built when you're going to have major infrastructure issues with traffic already on hydraulic and I you know you hear from teachers that the traffic is already bad back at journey and Greer to get out of their schools because it gets backed up from the high school um it seems like chicken and egg may need to do the road yeah solear so I I can speak just a little bit
179to that do can I get a mouse to point on the screen here when you go back up one or two frames earlier it shows up but then on this one it doesn't there see right there it shows up M future Loop yeah well okay it's going light to the west of the stadium so okay all right but it doesn't show up on that other plan right that's right we haven't shown it on this plan uh just a few Dash lines showing it extended but yes we we've planned to accommodate just the the very first section of the road adjacent to the new building and it would just continue on kind of back around the back side of the stadium as shown in this we're talking about the red line here going around the white
180dash line Loop Road Lo G say the red line goes the place where I know is really rough don't we have a proposal in Miss snotty to V do with the county in terms of the Loop Road the county funded a study for the Loop Road so that has that's nearly completed it's not completed yet and then it'll go to V Dot for a couple of different funding options as I recall the funding options potentially involve some Revenue sharing but that is years down the road at this point in time so we're talking about the road being years down the road yes the road the loop road is not part of this project budget it's like 10 years down the road at least I would say is seven we don't so the high school Center
181would be constructed before the Loop Road was completely there correct but we are go to this one um in this drawing you can see we're we're starting a portion of where the Loop Road would run so this it's right right where say has yes right okay and maybe I just don't know this since I'm new but was there a traffic study done um as to how this would impact the already congested area there was a traffic study done as part of the Lu study yes okay one quick question and the Lamb's Lane campus study was there I think there were there wasn't there a traffic study with the lamb Lane the the long-term proposal for the lamb Lambs L campus to remove transport I mean that's way down the road but there wasn't a traffic
182study done as part of the master plan but there was a very detailed one done for the Loop Road study okay thank you just one question on the it said is it 60,000 60,000 sareet and with the expand possible so what's the remind me with the possible expansion to 90 to 90 990,000 Square F feet for another 200 students but that would that be a third floor that I guess that's a question where would that go I mean is that I mean is you're just saying that you're you're building with a possibility we're not building an EMP like at this point we're some one of the the supervisors would asked about like why wouldn't you just add you know add a third floor and right so we're not building any empty space we're leaving space
183on the site so we could add another I think it's nine classrooms I mean I have that number wrong but leaving space to build okay and building in a way that that would be an easy expansion like you've done it okay and we did have the third floor empty Shel as part of our cost estimate if they would like to fund that we have the cost ready yes yes oh good thank you we should I think we should send that to um on this um it basically shows straight traffic between AHS and high school Center 2 and you said in the next one that there was a pedestrian connection yes my brain doesn't work with that I don't see how there can be pedestrians and cars right so where you see the number one right
184here on the plan oh good my mouse does work okay okay so you know the the different colors here are intended to resing different Paving types so what what you see here uh from if you see my mouse about here to here would be a raised what we call pedestrian table so you're driving along and it kind of ramps up and the bage along the side so the the the sidewalk surface continues flat without having can step off a sidewalk and go across a painted road so it prioritizes The Pedestrian walking surface the sidewalk so visually that is the primary kind of hardscaping if you will uh through there so yes there is a road that travels through there uh the majority of the day there's not heavy traffic through there it's really like the
185beginning ends of the day so students move back and forth between the building we anticipate that that that traffic table kind of creates a visual better visual connection better pedestrian connection uh while still allowing the driveway to pass through so The Pedestrian Space is really you know the plaza that already exists at the front of Al Mar High School and then those Pathways and green space that exists across the driveway um in front High School Center to connected by this pedestrian table so it's a bit of a compromise to kind of put cars and people in the in the same place but not at the same time and my memory of previous centers is that since students are bust there from their home schools um then there would only be AHS traffic at once and
186then Center 2 traffic separate right they would be at different times slly the busing plans are maybe a little bit TBD but um I think ultimately maybe you ought to answer the question the way um the way it currently works is students are transported on routes that are integrated with routes already at Alor so they would utilize the same bus route um they would operate on the same time schedule but a lot of those operational things could change by the time this opens okay thank you I think the other thing to remember is so yes we say 400 students um but if they if the attendance were to be proportional to our base schools 200 of those students are Alamar students uh and because it's located at Alor I would expect an even higher percentage
187um so it's not like you're bringing 400 new students to this campus I have a question about the green spaces I know on the advisory committee for environmental sustainability we're talking about native plant materials talking about low have I turned off you get too close I think when you get too close and I think when you talk too much um per caps um talk to me about the Landscaping I mean I know that we're have we're having noo areas and sloped areas I mean I do like to have green but I also know that the tiny little bit of green space in front of alam Marl is almost always semi desert or that's a great question so we have to find the balance between um you know good robust landscaping and easy to maintain landscaping
188and as you know just running the moow around is the easiest fastest thing to do so we'll work closely with the facilities groups to to pick and choose plants that are really hearty uh drought resistant um all Native and uh what we'd like to do kind of as a learning opportunity is with not everywhere but within the courtyard space is kind of pick pick plantings that representative of what the natural pedmont ecosystems are around Charlottesville to kind of illustrate that for science classes and things maybe happening here um so that's definitely a level of detail that we haven't gotten to yet picking plants but the intention is native drought res easy to maintain um while still kind of achieving the bigger bigger purpose and goals for using as a learning tool thank you I know
189that we have um the other Capital Improvement we want is the data center and I know that there's still conversations about locate collocating it versus standalone and I wonder if I think the original cost for the data center in our capital budget was like $1.7 million that we kept not being able to fund but is is that within that $42 million or is that some something else it is and as part of the cost estimate we estimated a few different options um what we are forced into now with the relocation of billing services to accommodate the site is we have to move the data center first so we're looking at while the initial plan was to have it as part of the facility it may be more cost effective to have it as a freestanding
190building we're still evaluating that and we'll be working closely with technology to figure out the best spot and the most efficient place for that to be we'd like to not move it twice but if that is the most cost- effective it could be a temporary solution and I am delighted we would be losing some of our trailers but um do you need anything from us this I'm sorry this is for information only so we'll be back we will continue to study ve options and we'll bring back a short budget update at the next meeting and ask for Action at that time to move to design development thank you thank you so much next we have probably something similar the southern feeder pattern Elementary School schematic design uh with Matt Workman good evening members of the
191board uh my name is Matt Wartman I'm the deputy director of Building Services I'm here to provide you with a budget update on the southern feeder pattern Elementary School and to request subsequent actions related to this project I'm also joined tonight uh by our project manager Gerald Harris and uh current Mountain View principal Seth Canard should you have any questions about U some of the items you'll be considering tonight so just a quick overview of what we'll cover I will provide a quick update on where the project budget stands and then request two separate actions one related to the grade configuration between the existing Mountain View Elementary School and The New Southern feeder pattern um Elementary School that uh Seth uh reviewed at the December 14th board meeting the second requested action is to direct
192staff to proceed to the next phase of the design process this item is directly related to the board's thirdd goal of Equitable and transform formative resources as outlined in the board strategic plan okay so a budget update as a quick reminder of where we stood when we first presented this project to you about a month ago we had just received our initial schematic design cost estimate which as you can see was approximately $1.3 million over our CIP construction budget at that time we had identified some preliminary value engineering solutions that were still being evaluated by our Consultants at bmdo as well as the design committee however we were still projecting a 5.7 to$ 7.6 million funding Gap at that time since then we have continued to study potential savings opportunities with a key focus on
193trying to limit impacts to the original CIP scope and ensuring highquality learning environments for our students this first proposed value engineering solution is a series of changes that do not have a substantial effect on the student learning environment just a few highlights include pulling two of the four stairwells out to the exterior of the building eliminating bleachers from the gym reducing the amount of landscaping several materiality changes and many other miscellaneous changes valued at less than $100,000 each in total these changes have a total estimated Savings of just over $4.1 million the second proposed value engineering solution is not ideal but the design committee feels must be strongly considered to ensure that the project can move forward with our current funding this includes moving three classrooms from the southern classroom Wing from the base scope
194and bidding them as an additive this would reduce the square footage of the building by about 2400 Square ft which has an estimated value of just over $1 million I want to be clear here that the committee's intent is simply to move these classrooms as an additive which would mean that if bids were favorable these classrooms could still be built this slide also shows the impact that all of our value engineering Solutions will have on the proposed square footage student capacity and the associated square footage to pupil ratio you can see that with this solution the student capacity of the new school does get reduced to 456 students the third and final value engineering solution is to downsize the remaining classrooms from 1,25 Ft to 800 ft as a little background we had previously been
195adhering to the vdoe guidelines which recommend a 1,25 ft clashroom with a 50t toilet for grades prek through two excuse me pre through 1 and an 800t classroom for grades 2 through 5 this proposed solution is based on the assumption that the recommended grade configuration for this school would be adopted and has an estimated Savings of just shy of1 million also shown on this slide are the average classroom Square footages from some other recent acps projects since publishing these slides our office was also able to collect classroom siiz data for about 2/3 of our elementary schools of those schools that we sampled the average Elementary classroom size for a classroom with no bathrooms was 804 Square ft about 30% of our Elementary classrooms contain bathrooms and of those the average classroom size is 926 Square
196ft however I will note there are two schools that have no classrooms with bathrooms those are at Red Hill in Scottsville additionally Stony Point only has one classroom with the bathroom and Holly only has three classrooms with bathrooms I'll Now quickly take you through the revised floor plans after implementing these value engineering Solutions while we did make some minor adjustments to the site plan the majority of value engineering recommendations were related to the building itself we'll begin here at level zero which is where students would enter the building if they arrived by bus this level contains the kitchen and dining facility I want to make a very important point we have made no changes or reduction in size to Common shared spaces this was a very important point to the design committee as we wanted
197to maintain the ability for the school to accommodate its original intended student capacity major changes on this level include the relocation of two classrooms that were originally in and hopefully that shows up on your screens but um originally uh embedded into this Hillside um and repurposing them into these two classrooms which originally were the prek classrooms the committee viewed this as a favorable change because it meant that all classrooms within the building would now have access to natural daylight it also reduced uh a significant cost that was necessary for retaining wall in that Hillside this level also o includes the elimination of one of the three classrooms that I referenced in value engineering solution number two those classrooms were all here along the southern classroom ring and were stacked on top of each other so
198it was one per floor which and it was effectively where this exterior staircase is now shown so there was another classroom here on all three levels moving up to level one this is the level where students who arrive by car would enter and leave the building again there were no changes to Common shared spaces on this level the only major change on this level includes the elimination of one of the three classrooms that I previous previously referenced in the southern classroom wing and finally moving up to level two we have reconfigured some of the student spaces in this part of the building uh to improve circulation and student Support Services needs however there were no reductions to this area from a programmatic perspective and again there was a reduction of one classroom on this level
199one benefit that I will add about these revised floor plans is that assuming the grades 3 through five configuration is adopted there would be an equal number of classrooms on each floor which would make it easy for grades to be configured within the spaces finally here's a very rough early rendering of what the school would look like along the north Wing under this new uh uh the revised design with the value engineering implemented you can see where we have moved the Clash ring wing stairwells to the exterior of the building which breaks up the massing that had previously existed these stairwells are still protected by a roof and it is also worth noting that there are still two interior stairwells in the central core of the building for main circulation so what do all these
200changes mean for our budget one of the things that we did is we worked with our design team to determine the amount of funds that would be necessary to administer the sustainability requirements that we have on this project and to remove the remainder of those sustainability funds into our construction budget this increased our available budget by 1 Point by about $1.4 million when factoring in all three proposed value engineering Solutions we are left with an estimated schematic design estimate of $36.99 million which still represents a funding gap of 3.75 million Which is less than where we were a month ago the committee feels that there is not much more that can be eliminated from the scope of work without significantly affecting capacity or the students learning experience and environment this Gap is reflective of the
201market trends that we previously reported on in December as well as what you heard earlier tonight from the high school Center 2 presentation moving forward staff are requesting your authorization to proceed to the design development phase to be able to maintain the overall project schedule we will continue to seek ways to reduce costs where possible without sacrificing our standards and quality we will receive two additional cost estimates at the end of the design development phase including an independent cost estimate and we will report back to you sometime in March or April just a few potential risks as we enter this next stage include Rising construction costs including some preliminary reports that we've started to receive of rising Geo thermal costs due to the inflation reduction act site plan approval and any major last minute changes
202to the site plan or building overall building layout so that's everything I have for you in the form of an update um I'm happy to answer any questions that you may have um but we do have some recommended motions for you um the first of which here is related to the recommended grade configuration for the existing Mountain View Elementary School and The New Southern feeder pattern Elementary School and as I mentioned Seth Canard is here this evening should you have any questions about that can you go back to two slides the uh recommended changes the long that first one and then I also also the student enrollment M just let me know when you want me to flip no that's it so is that exterior I mean I think this kind of comes comes back
203to Kate's comment earlier right like don't want us to get into a situation where we can't move forward because that is we have got to open some of these schools I also don't want to make cuts that are like don't make sense right like the number one thing we hear from student and teacher surveys is we need more windows and kind of reducing light is like what of the last things I do and two of those things are and then this exterior steril just seems bizarre to me like why would I want my kids personally or my community kids or if I'm the principal like Seth being outside unless that is just a Escape in case of emergency like I would never want my kids to go outside that seems like a huge security risk
204I see why you did it right like I get it the situation we're in but like this is what we're going to do for our kids like well and also just like like to go down to the bottom floor you have to put your coat on on days like the last few days I mean I hear I heard you say that there were two internal staircases is the purpose of these to be used more in an emergency situation that's right so um here I'll just go to this floor just so there's there's this this stairwell here hope I hope you can see my Mouse um toward towards the front um and then there's also this stairwell back here towards uh you know near the gym and near the cafeteria um with these being really kind
205of along this Central spine it's the committee had discussions and and really feel that these are the two stairwells that would be utilized the majority of the time anyways particularly with these stairwells being at the end of a classroom uh Corridor Wing we figured the only time these would be used say if if a class is going to recess or something or in an emergency setting but the committee really felt that the the two Central spine stairwells are the ones most likely to be utilized and and therefore saw these as an opportunity to for for saving money yeah that makes more sense I think Y and and I could comment to the the windows and I apolog I don't remember the number but Architects U calculate a percentage of the building's elevation in terms of
206how much of that uh is is window I don't remember the exact numbers I think the actually Quin evans's mik tell me I think they they've left never mind I think the ideal number is like 30% you know between 30 and 40% and we're still in that ideal range um for uh for classroom settings so this is just um it's a cost savings measur while still being able to maintain that ideal range of percentage of window to building surface are the solar tubes in the hallways is that where you primarily put those yeah that's right yep I mean I would like to hear from the principal if you know these are all changes that are acceptable to the community into the school you know at large um or if you know like Kate Rebecca were
207alluding to that we are you know taking out things that we want or need sure I'm Seth Canard the principal of Mountain View um as a member of the design committee there's a lot of discussion over the value engineering um is very passionate group when it came to that and I think we all kept student safety and student experience and staff experience at at the core um things like the exterior staircase knowing how a school runs and how this is designed the two internal staircases are very wide and one of them is called ceremonial it's so wide and grand um which would be the primary point of movement during a school day the exterior case um not only allows us to have students Come and Go For Recess without disrupting the rest of the school
208um it also provides easy areas for future expansion which is part of our discussion so we're kind of thinking ahead knowing the growth in the southern feeder pattern none of the cuts other than capacity really gave us a lot of heartburn um I was very concerned about the reduction in natural light and the architect showed us that really the places in which we're removing solar tubes were places that already had large curtain walls of light anyway um in one situation the solar tubes and skylights were nonstandard size and the change just made it a standard size would be cheaper to develop so it was thoughtfully done I have concerns about the changes with um reducing those three classrooms really sets us up to have to expand earlier than we might want to but when it
209comes to student experiences and common spaces I think we're in a really good place is there Sor good what remind me this is set to open 20 26 the 26 27 school year and what is the what would you do we know with the reconfiguration what the current building would hose the not this building but the in terms of enrollment project enrollment I don't remember the exact number I won't we've we've looked at this a couple times I'm I'm going to give you round number so please don't hold me to this I I want to say it 10 year projection we assumed I think it was like 750 to 800 students at Mountain View so if if you cut that in half um you're at 375 to 400 I'm I'm again don't hold me we'll
210get you exact I think I would like to see that because that's the you know that's I have that concern too about like are we already going to get like be in a situation that we have to build immediately knowing about where our projections of you know 17% growth area um just to clarify on VE solution number two and number three so number two uh no one on the design committee wants to build less classrooms right um right so our intent is to continue to design and bid these classrooms so there is some opportunity in the future for this I would we would like direction from the board specifically on number three number three reduces the size of the classrooms we feel like that meets through the um enrollment projections capacity for 35 we're good
211what it removes for the board and the division is the future flexibility of this to be a K5 School in the future right and one of the reasons we said 35 is it makes sense right now but let's continue and early on in the design was every decision needed to meet both right this eliminates that option and it can't be changed later right even later in the design process it's a it's a decision that needs to be made now um and so in terms of the ve options again I Echo Mr kard um number one it feels like Cuts but the each one were thoughtfully discussed and um not as bad as they sound sometimes um two again I is a decision of how we bid um doesn't put us in um uh certain situation
212but three is one of the harder conversations um in in three with regards to the bathrooms are we saying that there are no individual bathrooms in this design I was a little lost on that yeah no um so so the entire building is single user bathrooms okay um what we're saying is no bathrooms inside classroom that's correct so so the VOE and I'll go back and that's regardless of reducing the class sizes or in the initial one did you have individual bathrooms in the classrooms or it's not yeah so the original the original um uh floor plan that we presented in December to the board and the associated estimate with that had 10 classrooms um that had bathrooms inside the classrooms okay and the proposal now in number three is to remove those classroom bathrooms
213but there's still individual bathrooms throughout the school that's correct and the purpose of that is typically our kindergarten in first grade we design a bathroom sure in um and just another question I had um are there elevators in the school for disabled students yes um so um they're not called out here but there there's two elevator shafts right here in the plans um one of the one of the things I will say one of the value engineering options is to uh build install one elevator and to in uh construct the Elevator Shaft for the second but not build the cab for the second concerned that they're both in the same place again I'm like that I don't want to throw you back but like something happens one goes out they're both well no potentially if
214there's electrical issues on that side of the school you could lose to that's exactly true but part of the school can evacuate you can't Evacuate the other side of the school some kids can go down the secondary staircase but there's there those two elevators are together while you have redundancy you have redundancy in one part of the school right so I could be in a of the other side of the school there could be something blocking my access to an elevator in an emergency that may throw out design totally because I know elevator shafts are impossible to design to buildings but there's a concern there that there's redundancy but the redundancy is next to each other MH okay we can absolutely uh take that back and study that was the elevator on this any of
215these three options the the not not in selling the second cab would have been included in in option one option one but we talked about bidding that as an adult that's correct we were that was another additive that we were intending to bid um the other thing is you can always come back and install the cab at a later date and it that is a much less cost I mean we're not talking about I it's still six figures but compared to the the budget Gap we have it's it's one of those things that we we felt could be could be done at a later date okay I'm concerned that part of what Mr canard's presentation about a k through 2 versus a three through five was that this was sort of a pilot and we
216we thought it would work it works in a lot of other communities but we're being asked to consider structural changes that will preclude that flexibility altogether um I am very I was starting to feel pretty good about okay we can go to 9 800 feet until I realized that would lock us into this particular model and I'm not opposed to the model I mean but and other school divisions do it but the whole perp the whole pitch was that let's try it and see we can always go back and what we're saying now is no if if we approve these changes that significantly decrease enrollment and now also lock us into this pedagogical choice yeah I don't see how we can do that I don't either we well the one thing the one thing that
217we can consider is that the schools are right next to each other which is a so that yeah that's one way of thinking of it but yeah I agree with you the flexibility goes out the window with the with the with the cuts I mean I mean we're basically looking at making our classrooms too small to accommodate younger kids removing three class rooms so there there goes another 60 kids um and we're still $4 million over I don't know um I agree with that however so one thing one question is is Mountain View or Mountain views classrooms configured like once some of them are 10 1,000 some of them are 800 does that is that all configured that way yeah I have um I made sure that we calculated Mountain View's numbers although I cannot
218seem to find that I mean I'll take your yes I don't need those numbers right this second um but my second point I think would be that it locks us into the most efficient thing being these as three through five right that's just the most efficient thing it's possible to put smaller kids in them it's just that it won't be as efficient so I think that it's not as locked in as as maybe that is presented but it won't be efficient Judy I think that's a great Point as he shared with some average we do have schools that don't have a th000 foot kindergarten classrooms with a bathroom um it's just if you were to build a new school right now that's how you would build a kindergarten classroom you're right there are schools in
219in this division that have kindergarten classrooms in 800 ft without a bath yeah so um yeah and I can I know they weren't in the slides and I apologize we had to publish the slides before we had the data um there 30% of our Elementary classrooms have bathrooms um as I as I mentioned there were two schools that do not um Red Hill and uh scotsville Mountain View specifically the average classroom size for all classrooms is 804 let me rephrase that the average classroom size for classrooms without bathrooms is 804 for those bathroom for those classrooms that do have bathrooms the average size is 928 Square ft and there are 10 classrooms at Mountain View with bathrooms yeah I mean again I think this is the issue like I'm not going to build a school
220that is not going to be what is needed like I've taught in a kindergarten classroom without a bathroom I've taught in a pre- classroom with a B bathroom it's terrible like it's terrible like I'm not going to put teachers in that like in that situation like it's just not the best way to move forward um and we're wanting this to last for 20 years well knowing us who would last for 50 years 100 years again if I'm getting up like you know I'm not getting upset at you like like it's the situation like that we are in because of some that we are in I'll just say that but so many times in the past we have been forced to settle into second place I have a real problem with us cutting or making these
221changes now without the Board of Supervisors know what our a plan is and then if we have to do something go to this I mean I think the real Challenge from what I hear uh is that the Board of Supervisors is not going to make a decision about budget until April maybe and if we wait till then we won't open in 26 we'll open maybe in 27 and maybe we'll end up right back where we are right now so we're yeah this is one where I don't want to be the decider but that's why we make the biggie fry um but even if we make all these value e Ed edits I don't remember what the E stood for um we're still not going to be at the number that we're we still so we
222still have to have our begging cup out right so I don't I guess I would love to hear what the path forward is if we say okay well let's just make these smaller for bigger kids like and then what's the path forward there um make sure I understand your question so are you saying if if if we if we move forward with ve option three what does that mean is that your question or if we move for let's just say this is not going to happen but let's just say we said oh yes 1 through three that makes sense to us we're totally pragmatic we still have this huge funding Gap so what is The Next Step um there's there's okay that's that's the question right um so there well you you didn't show the
223second motion our recommendation is to approve the schematic design spec we need specific Direction on value three because that affects the design going forward and our second uh recommendation is to request the Board of Supervisors for additional funding for at least that Gap whether that's three million or four million we're somewhere in between there um if that and so that allows us to keep designing right uh and if that fails uh I think the next tier would be to talk about other projects and where you cut from other projects we don't have a lot of projects to cut from but High School Renovations um there's another one I'm blanking on um um we could look at we could look at the maintenance budget and see if there's there's opportunities to to reduce projects there um
224they'd obviously be smaller scale the it seems to like the the first option though even before that though Roslin would be to go to if you're going to if if you're going to do the the first option you mentioned but you could back up even further and go just go and say we've got these gaps now due to inflationary costs go go to that first right you could but unless but to meet project schedle schedule we have to keep designing keep I think reasonable at this phage of the project to make um changes or reductions you know we were in the design committee without a cost estimate now that we have a cost estimate we can inform I think that helps the case to the Board of Supervisors too is you did make some um
225concessions and changes and you you're scrubed we scrubbed it as much as we could I think that's reasonable at this phase of the project um and defendable to the community what changes were made um I wouldn't go with your schematic design estimate and say give us I mean that's my recomendation and so it's my understanding that the schematics or the planning could go with a three classroom add-on if money came from the heavens but the big thing that we need to decide is 800 ver 1,000 versus 800 and that would put us into not being the ideal lower elementary school SCH size but it could still be that I'm I'm I'm really concerned about cutting classrooms I mean you know we always build too small and regret it and have to pay more money building
226something else and just for clarification this is for grades three through five is that right um that's correct so okay so when we're talking about the classroom size it aligns with what most three through five classrooms are like we're not talking about a kindergarten classroom that needs 1,000 square feet right I think the issue is make that choice if we make that choice right it just locks Us in yeah it just locks Us in right well I mean our hands are kind of tied and then if you and then 10 years later if their needs are different and you need to use the school differently um you don't have this right yeah you have flexibility so I it's really hard so we need to vote on number three and then also you're asking us to
227reach out to the Board of Supervisors a letter from all of us jointly we're requesting um two or three actions the first is on the grade configuration we need U we would like direction and motion on that um staff recommends um based on community feedback that this school is a 35 so that's Decision One um maybe I'll stop there so let me just ask understand that so are we just voting on that is just for current time right because right now like this is this this vote does not affect design this this vote is just a project so that we don't plan a redistricting study and we don't you know and we can tell the community who's going to this school I know had a very strong Community input process okay and then once that
228decision is made then we have some um yeah decisions on that the money decision so what's the next one could you show us the next recommendation so this was the next one we had I'm hearing perhaps maybe a motion around um so that does affect Design This one sorry because I'm hearing I'm hearing some discussion here I mean we can move it to 35 and I'm all for that but then the question is do we then when you're moving forward with design are you doing the 800 or are you doing the Thousand right right so I mean I don't really think it's as separate as it seems right but what they were saying was that the classroom size that they're proposing is in alignment with what a normal 3 to five grade level classroom would
229be we're not making it smaller than other ones right it's in line with that and it's also in line with what many of our K through second grade classrooms already are right so I feel like we can easily do the first let's do the first recomendation let's get some successes let's get some wins today okay uh where is it can you go to the first motion yep sorry I move um sorry I move to direct staff to proceed with a prek second grade configuration at the current Mountain View Elementary School and a 35 grade configuration at The New Southern feeder pattern Elementary School awesome second okay moved by Dr Rin seconded by both Miss Osborne and Miss spilman um I think we've had enough conversation on it so we can probably go ahead and have
230our vote all of those in favor I I any opposed no motion carries okay so now we move on to the ve options we have to talk about the ve options one one thing I would add um about this one it's not to say it would happen but just it's an option um if if there was ever a need to revert back to prek through five at this school um the design is such to where I'm go to this one it's a little easier the design is such to where you could easily extend These Wings um as an addition um as a separate project and you know if we did that those could be uh classrooms that could have bathrooms added to them at that time um so I just want you add on classrooms
231oh absolutely yeah if if that ever became a need in the future but like you know future School Board is going to say how are we going to get the money to do that I mean right no I was just and we're still pursuing those classrooms that are going to be cut by one of these options right there'll be an additive additive whatever it's called but what's the likelihood of that of the bid being positive and us getting any of these additives zero it close to zero I think there's two possibilities you the construction Market is ever changing right that's probably slim but the second is then that's when you're requesting more money right you may have more money to afford the ative alternate I don't like negotiating against ourselves on those things yeah I
232mean we we build too small we have a lot of people we shove been a classrooms yeah we all know it but we can't like Kate said we can't wait till April to make a decision yeah we can't or like we have to [Music] vote hold up can you go to this second motion yeah the second motion uh what what I'm here this one a proposed path forward is that you so this motion is we presented the full schematic design last uh meeting we pres presented three value engineering options you could proceed with approving the as presented minus because I'm hearing a lot of resistance to that third one and and proceed from there that's a path for all right so OB minus the one of cutting the classrooms right reducing the sizeing the size
233again the value engine the second one is just bidding it different you're still designing the classrooms okay um you're you're kicking that decision down the road but if we but if you don't choose to move forward with number three that like we can't go back you can't go back it's hard you can't go back yeah we really and just to explain the the reason for that um in order for us to be able to produce construction documents and to maintain our overall project schedule that specific change has a ripple effect on the rest of the building footprint and and the time and cost to make changes after this point on something like that are are just too great um and we would we would we would miss our schedule and what's the cost savings on
234three um 900 something yeah it's about a million yeah just should I have a million go back to the motion I think we have to hold our nose and then sign also do this additional motion yeah me I move to approve the schematic design of the new s Southern feeder pattern Elementary School and direct staff to proceed to the design development stage phase or stage second move actor Acuff seconded by Miss spilman do we want to have some discussion anymore all right so we're moving just so undar this is with the smaller classrooms correct that's with the smaller classrooms I know surely there's a million dollars somewhere yeah that's where I'm going to hold off but then there's also the other four but also there's not them not being able to move we got they
235got to move forward they got to move forward well we can f to try to fund the other three classrooms yeah I mean we can ask them to move forward with the bigger classrooms pardon we could but the funding for that is going to be yeah $976 million more ,000 but that wouldn't be included in this motion that you just made the motion I just made would have the design team proceed with the 800 square foot classrooms and with having the other three classrooms as a potential add-on is that correct no plus a lot of those other awful changes yes include the other three classrooms added on right yeah last SCH change yeah it doesn't change the design like they can one thought that popped in my head I don't mean to I don't mean
236to throw a wrinkle in it we could do the three classrooms with bathrooms as an additive e is that also a million that'll be more right I I still being an additive right so I'm not about 100 Grand a bathroom not be a million dollars three bathrooms it would it would cut down that savings probably a little bit um but just just the idea just pop in the head apologies did we we did not have a second did we a second all right so are we ready to vote on this do you want to do a roll call vote yeah let's do a roll call vote I'll do a roll thank you do you need me to re restate the motion or is everybody good I think we're all staring at it m Osborne yes
237Mr Charles Pace yes Mr paig no Miss bman yes Dr aov yes Dr Berlin No Miss chair Lee yes with the vote 52 motion carries all right did Miss Osborne vote Yes okay okay okay now we have this uh additive motion if anyone like to move that I'll do that one I moved to direct the chair of the school board to send a letter to the Board of Supervisors outlining the difficult construction Market in conditions and formally requesting additional Capital funds to cover the current funding gap for the southern feeder pattern elementary school [Music] project before we move forward I'm wondering whether the letter should also include the high school Center Capital issues agreed I can do you want me to amend it yes please okay um I'm going to amend my motion um I
238move to direct the chair of the school board to send a letter to the Board of Supervisors outlining the difficult construction market conditions and formally requesting additional Capital funds to cover the current funding gap for the southern feeder pattern elementary school project and Center to high school high school project second moved by Dr Berlin seconded by U Mr Paige um could we get a roll call on this one [Music] too Mr Charles Pace yes Mr Paige yes Miss Filman yes Dr aov yes Dr Berlin yes Miss Osborne yes chair Lee yes so moved all right thank you I love writing thank you you so much thank you this is a tough issue and I know you did not create it yeah we not mad at you no all right I does anyone have any other
239business by board members or superintendent no all right I just want to welcome everyone who's new here today Josh Alison Chuck and Fernanda I like go home at 9: because it is late so I just want to say we can't stay this late every week chair chair Lee it's not an auspicious beginning I agree all right thanks very much I thought they were all like