001hello everyone and welcome to the hillsborough city school district regular school board meeting for wednesday april 21st 2021 at 6 pm uh first report from closed session no action was taken um we will convene to the regular meeting and begin with a roll call uh trustee kim olaf president gilbert y president greg dennis president and chen president don guettis president and superintendent luann calamano present uh and now let's move to the salute to the flag tracy if you could begin the video for that um trustees please meet your microphones please rise place your hand over your heart and i will lead you in the flag salute please follow me i pledge allegiance to the flag of the united states of america and to the republic for which it stands one nation under god indivisible with
002liberty and justice for all you may take your seats that brings us to 3.3 approval of the agenda do any trustees have any updates or corrections to the agenda see none i move that we approve the agenda is there a second second second by ann chen roll call vote kim olaf hi gilbert y hi craig dennis hi anne chen hi motion passes unanimously agenda is approved 3.4 approval of the minutes are there any corrections to the minutes from any of the trustees in that case i moved to approve the minutes is there a second a second we'll take gilbert y for the second roll call vote kim olaf hi gilbert why hi greg dennis hi anne chen hi and don gettis hi the minutes are approved unanimously on to item four regular reports hillsborough teachers
003association mary tavello good evening everybody mary tarella for hta so one of the one of the perks of going first is that i get to be the first one to kind of jump the gun and welcome babna to our district um as director of student services so bob know we are super excited to have you join us and um very i very much look forward to meeting you in person um i wanted to give a thank you to everyone who helped out at the rapid testing day um when i asked people how it went absolutely every single person said i'm exhausted so so it must and i said why and they said well it's just so much bending and moving and whatever it was thank you to all the volunteers um i i think i
004said to luanne maybe it was to someone else um we are we have truly been a district this year that has been innovative and resilient and all of those essential outcomes so um so thank you for that um kent award again i'm i'm skipping ahead just a bit to just say how um how much we appreciate the collaboration in this district and when it comes to um an award like that it's just words cannot convey and i did read through it um the proposal the a tremendous number of hours and meetings and meetings where we'd go forwards and backwards and sideways and just amazing amazing work on behalf of um so many people in the district so so just thrilled about that um on sunday i had the honor of attending as many of you
005did on the memorial um to dylan and celebration of life and i wanted to tell you that i don't know if this was intentional or not probably not because you guys don't know proper most of you that well but every single eighth grader when they leave their classes upstairs come down the stairs and they pass by the kindness rock garden and that's just amazing to me that so every day they have they think of him and they have a memory of him it's just beautiful for those of you who have not seen it um come to crocker and and take a look at it and then the last thing i wanted to mention was just some forward thinking towards planning for next fall and a couple of concerns that that we have um one of
006them is about the cooling project and hoping that the work that larry raffo did um will will um come back before us and back before all of you we have fans in some of our classrooms but not all of them i feel like they're working really effectively um but but i would just re i know we've been really focused on cobit but next fall worries that i have or concerns um really based on this fall about the heat the smoke um and how that all interplays the mask wearing all day for many of our kids assuming they do for teachers how that how do we maybe early dismissal occasionally or zoom from home occasionally with wildfires or you know some kind of reduced days if we need to um but i think it's going to
007be especially hard for those last classes of the day and of course if we still need to have windows and doors um open um the the wildfire the smoke issues so i would just ask all of you to give some real thought i know we've got a thousand things on our plate and luanne i know you're already thinking about it but i i just don't want us to get too far ahead in the planning and and not think about those issues for next fall so thank you very much um and i will turn off my camera and mute myself uh thank you mary yeah i i do know luanne is currently brainstorming about next fall so it's uh i think a perfect time to to get those concerns raised um let's move on to 4.2
008uh csca d more hi dean hi the classified staff is in a really good place right now those of us who are pair educators are in special ed are looking so forward to getting to work with babna next year where we're really looking forward to kind of a fresh start you know we're we're moving and kind of barreling toward the end of the year and excited to wrap this production and put it in the can and start afresh with the new school year we have so many changes and so many things that are happening for next year that we're really excited about and when i see ron russo walking around and he delivered something to the learning center at north today and he just seemed calm and like things were going the way they're supposed
009to go and it's so refreshing and wonderful to see that and we really do see that increasing in everybody so it's really wonderful we appreciate everything that you guys have done that has brought us to this place and where we can go smoothly and where we've kind of got our sea legs and we know what we're doing and we see other schools just starting and we hear the news and we're we're really thankful that we aren't in that place so thanks a lot and we really are looking forward to wrapping it up and moving forward thank you 4.3 uh associated parents group lynette capus hi everybody uh yes we are excited to wrap it up and look forward to the next year as well um i am the apg president and bob and i just
010want to say uh on behalf of the parent group welcome we are excited to meet you and work with you and looking forward to a great year next year um i just want to say thank you again to all the administrators who took their time for the rapid test event um incredible and all the parent volunteers who you know it's it's wonderful we put out an ask and the parents are there to help out and so that is wonderful and apg was happy to deliver uh treats and drinks to sustain everybody um everybody who is working that full day so again an incredible event and um i think indeed what dee was saying as hearing about all these other schools who are just starting to get back on campus or even some schools who are
011coming back on campus and such a small percentage are coming back and so it's confusing to my friends who are in other districts um so it makes us in this district so appreciative of again of everything that has happened this entire year it is incredible incredible so we are so grateful and again when we hear from our our peers and our community members outside of hcsd we're even more grateful for everything we've done so thank you thank you thank you um you know our parents are working really hard putting in a lot of thought and energy to the end of the year activities graduation promotion and um you know like everything this year they're stepping up they're thinking out of the box they're going through all of the protocols and everything that's necessary and um
012you know no doubt it's going to be fantastic no doubt um last year one of the things that was really wonderful to see is how we pivoted so fast and um you know some of those drive-through promotions and graduation events were like highlights that really stood out um to the for the kids and the parents so i know this year whatever is going to be dreamed up by our parents and working with administration it's going to be awesome so that's what they're doing and um and you know we're again looking forward to next year hsf and apg and rise are all ready to um announce our slates for next year all of the parent volunteer who are going to be leading these charges and that announcement is going to be made um sometime next week
013so we're really just excited and very thankful and grateful for all the parents who are willing to you know step up and and be a part of this so thank you everyone thanks annette point four um hsf leo rozenski thanks don i wanna welcome you babna and say we're so happy to have you in the district and i also wanna say congratulations to christy as a teacher that my all three girls have had i'm so excited for you to be in this new role we're so very lucky um i'm excited to say like lynette all the enthusiasm it's it's such a wonderful time of the year we have we're so close to 3.4 million dollars which is i think phenomenal given all of the constraints this year so i'm very excited about that and i
014just want to say a huge thank you to all of our donors um your generosity has really made a difference this year of what we could offer uh between choice and in person and virtual i want to thank all the volunteers who've worked so hard to fundraise and lastly the hsf board um who has just been outstanding and it's such an honor to work with it's just been a real pleasure for me um and again all this work has gone to support all the amazing work that the teachers have done this year custodians our principals all of you the trustees and of course our fearless leader luanne we are very very grateful for you so i just want to say again thank you i know you i think you should hear it again and again
015um and on that we are still accepting donations so if you haven't made your donation to hsf it's not too late and in fact we are starting to celebrate participation at some of the schools um crocker has reached 65 and we will be celebrating with a candy day this friday so thank you to principal brady and dave miller for supporting this and all the teachers for again going along and supporting our efforts and we will be having a popsicle party competition at each of the elementary sci sites for the grade that has the highest participation and i again i want to thank the principals for leading the charge and helping us with this we are really grateful to partner with you um the fun run is is happening and it's virtual um tickets are on
016sale now and um again it's your race your pace so you can run it any anywhere in hillsborough you can um follow the exact race course you can run with a family or two um and make it fun and get outside we really would love for everybody to participate in this and finally um today was christina chin she is our events manager at hsf and um it was her last day and she's moving on to a new adventure in north carolina but i want to just say how grateful we are to her and her dedication to this community you've attended the classic dinner dance or fun run in the last seven years you've been to an event that christina has helped pull off so we are just really excited for her and wish her nothing
017but the best so thank you everyone thank you lee uh 4.5 superintendent report luran carl monument thank you trustee getting so um i too of course will be welcoming babna we have an agenda item on that so um stay tuned uh but i also wanted to um share that as mary tarello did we have a beautiful a new edition of the crocker campus the dylan toma kindness rock garden and so if you have a chance outside of school hours i would encourage you to stop by the school it's incredibly meaningful it's right at the top of the campus on ralston and you'll be able to see this really special place and i will also just do a shout out to all the coordinators of the event on sunday because you gave us an opportunity to
018see how we could host an outside event for promotion or graduation and just get people safely in place um and have a lot of people there of course under the rules doing all the right things but um it was just it was a wonderful celebration and that rock garden is stunning um i wanted everyone to know that we will be having um a special study session on diversity equity and inclusion we've been thinking about this for the last couple months we'll be looking for a date in may so stay tuned for that um and again i will push that out in my newsletter when we actually have a date and place and then i just wanted to do a shout out to our principals and to our board president for the kent award recognition it
019was definitely a team effort so there will be an award ceremony and trustee chen um is one of the leaders of that event um so hosting for the county and uh from those of you who don't know uh the j uh russell kent award program uh began in the 1980 wow that's a long time ago 81 school year and it was named after a past san mateo county superintendent of schools and basically it's given to districts that are really showing innovation and programs that could be replicable and i do feel like this year we did lead the way with our coming back to school and the procedures and process and all of that and as always within our county there is a teamwork and generosity where we do share with one another and it's incredibly
020helpful i know our board members are regularly meeting with other board members on calls and it's just helpful and superintendents of course as well so preparing for the 2021 school year there is a lot of work still on the road ahead i'm all about wrapping this year up yay for that but we will take some time to really do some in-depth planning i know that many of you are aware that lynn wendell hosted um quite a few meetings with parents she met with students she met with staff we will be having a meeting our leadership team and the board to do a little reflection on what we learned from that in terms of just some general logistics i will put out an faq sheet based on what i know today right or when the sheet
021actually goes out because i know you can appreciate that things change regularly especially if the county moves from orange to yellow um that will make a difference too and that would just be a big win and just help us kind of marching forward in the work that we are doing so i'm excited about that quick note on our assessed property values um this year there are 4.1 last year 4.63 so we are on a trajectory moving upward it's just um we got a pretty steep climb to make but we are still um improving and what's most important is that our cbo joy shen is very conservative and looking at these numbers and planning our budget moving forward so that's super helpful and we'll continue to look at our assessed property values um next i do
022want to congratulate christy shreve um so christy is our new hcsd instructional coach and trustee get us um if it's okay with you i would like for christy to maybe un mute or to actually show her video so um if that's possible we could just give a little eye on her as we are as i'm reading through this there she is okay and i'm guessing at the very end she may have a comment or five so i just want to say congratulations um christy will be an instructional coach in the district for the next two years at least um and you may remember for those of you who attend our board meetings the board approved this position at the last meeting and uh christie is current currently a second grade teacher at west and she
023will serve in this capacity as an instructional coach again as i mentioned for a couple of years here and she'll really focus on supporting teachers at each of our school sites coaching professional development and other layers of support so christy is an 18-year veteran of the hillsborough city school district she's held many leadership positions including teacher in charge our core return to school team a data advisor new hire mentor and so much more i can tell you she mentored me when i started in the district four years ago so um again she's served on many committees she's also taught in the teacher credential program and she has just shown and i know those of you who know christy she has just shown an incredible ability to connect with her peers to look for solutions to
024take thoughtful uh risks and to really maintain a positive solution oriented mindset and i am so excited about this opportunity so i'm going to talk about one more thing and then i'll turn it back over to um trustee getting so i just want to do a little shout out about our abbott rapid antigen testing and i will say as one of the folks on campus all day i was exhausted but it was worth every minute of it it was incredible um to have students come in the lines were moving really quickly and to tell the parents you'll have a result in 15 to 20 minutes they couldn't believe it and they didn't even have to stay they got to drive away um so i just wanted to thank um our four trustees who were present
025um trustee ann chen trustee kim olaf our board president don gettis and trustee gilbert why and you may wonder why trustee greg danis wasn't there that is because he fractured his leg in three places and has a rod going through his leg right now so he was not able to join us he was there in spirit but they're not letting him out of his house um and that's probably a good thing so we just want to send our best get well wishes um to trustee danis he likes chocolate and peanut butter in case anybody wants to know and we're just um ready to welcome him back when he can actually get on his feet again so uh that's it for me trustee uh dennis thank you uh christy shree would you like to say a
026few words yes um i just want to say thank you to luanne for your kind words and i have spent the last 19 years in the elementary classroom one year at south and 18 years at west and this is going to be a big change for me it's been an honor to work with the children families educators and community members at those schools being a lifelong learner i'm excited and thankful for this next journey in my career i'm excited to have the opportunity to work with all educators and children in the district i'm thrilled that i'll be able to work side by side with them in their classrooms to plan lessons and teach together and i can't wait to grow even more as an educator i want to say say thank you to the board
027providing this opportunity to teach and grow and have an additional um leadership position i want to say uh thank you to heather for her last a few years of support with me and encouraging me to take this step and then finally thank you to matthew for providing me so many resources so i could fully understand what i'm getting myself into i think and i look forward to working closely with you again so thanks again i'm really excited about this this next step great well uh welcome christine thanks for applying congratulations uh trustees any uh questions or comments on any of the regular reports that we've heard so far tonight i don't see any from the trustees members of the public if you you can raise your virtual hand if you have any comments to make
028on any of the reports that you've heard so far tonight and seeing no comments at this time we can move on from regular reports to item five current business we begin with 5.1 the director of student services an action item from luanne all right so i'm gonna ask um bhavna to um turn on her video so we can see her okay thank you babna so on this item i'm asking for the board's approval um as hiring bhavna narula as our incoming or our director of student services so i thought i would just take a few minutes to talk a little bit about babna and then have the board do their work so it's just my absolute great pleasure to um announce that babna has been selected as our new director of student services pending board
029approval i can just tell you that meeting babna i just felt like she is just the perfect fit here in the district and what i just greatly appreciate is um knowing that mary maher will shepherd her in as she transitions into this role mary has been extraordinary and i look forward to a seamless transition in terms of the interview and hiring babna um this was a very extensive process as babna would attest we basically had a very very strong pool of applicants so thankful for that and we actually the first round we had three uh different panels we had a generalist panel we had a technical panel and we had a simulation so after um navigating that the gauntlet there um we had a second day of interviews and that was again with um we
030had parents we had educators there and administrators as well and then after that we had a third round and that included um two trustees and myself we had trustee kim olaf and trustee gilbert y and it was just crystal clear that that bhavna was our um our top choice um so miss narula she holds three master's degree degrees one in child development one in education and one in counseling i'm sure all will be put to good use in the district and um she comes to us from los altos so i'm gonna have to make nice with jeff bear the superintendent down there because i'm sure he's not thrilled um but we are so happy and um babna has served as a middle school principal so i look forward to having her again um support our
031whole district and really um work closely with uh principal brady and vice principal miller and of course our elementary principals as well and really it was so clear to us that bhavna's strength really lies in building and sustaining a positive school culture so that is is what we're all about here in the district and as a director of student services i know that baba looks forward to working with students working with staff getting to know our amazing parents who are just you've got a little taste of that tonight with some of our parents who are speaking and bodna and her husband live in palo alto they're the proud parents of two daughters a college senior and a high school freshman and we look forward to a smooth transition and babna would start her position on
032july 1st but likely will be spending a bit of time with us prior to that so i asked for the board's approval on this recommendation uh and uh just before asking for trusty questions or comments i just want to apologize to babna for uh thanks for your patience for going through our interview process uh i do know there's multiple rounds over many days and um it's always a bit of a struggle uh trustees any um comments to make uh questions or comments on this topic kim olaf hi bhavna um i'm i'm so excited that um we get to vote tonight um i'm excited for you i'm excited for our whole community i had the privilege of getting to know you and um during the interview process and while it was just an hour um you
033left such an impression on me you are you're a master class on empathy and inclusion the way you speak about students the language you use um you you see them for who they are and there's so much passion in the way you spoke about your work um in our district all educators all leaders pride themselves on being lifelong learners and luanne models that for us every day and i'm just excited that we get to learn from you and grow together with you and i just want to say a pre-emptive congratulations and welcome gilbert yes um good evening welcome baba we are so pleased that you decided to join us and uh both kim and i had the opportunity to meet you earlier and we were impressed with the level of empathy you had as well
034as your concern for students and actually looking at them longitudinally over time and having that connection and having that bridge with them and that that really uh was impressive to me and touches at the heart of what we feel is really important they care for our students so welcome and we we look forward to working with you and thank you other trustee questions or comments do any members of the public have any comments on this agenda item you can raise your virtual hand now seeing none we could entertain a motion if a trustee wishes to make a motion i'll make a motion i move that the board approved the employment of ms bob narula as the director of student services effective july 1 2021 is there a second second second by kim olaf roll call
035vote kim olaf aye gilbert y aye craig dennis aye ann chen hi and don gadis aye congratulations mafa unanimous vote welcome to the district uh so uh i guess uh luanne we'll move on to 5.2 no yes you have more yeah i was thinking babna could say a few words but i was noticing i don't know if her volume's up my volume is up i have i have classroom voice um thank you thank you so much thank you for your warm welcome your generous uh generosity towards me your kindness um thank you thank you lynette and ali and mary and dee for your warm welcome as well as i joined this meeting and thank you uh superintendent carl mario i'm i'm truly truly privileged to get to work on your team i'm i'm really looking
036forward to i'm deeply grateful for this opportunity that i will get to serve the students families and staff as your new director of student services um equity and inclusion is in the service of all the learners is my lifelong passion and my core purpose and i look forward to putting it to good use in the service of our our students um in hillsboro i'm excited to get to work with such a dedicated team of student-centered educators uh i got to experience that through the interview process too and that's me that makes me all the more excited to join uh join your team and i look forward to getting to know and partner with families students and staff members as i begin this new role i'm i'm truly truly grateful uh for this opportunity and finally
037i just want to say trustee dennis i wish you speedy recovery thank you so much thank you for your warm welcome thank you and welcome okay so we'll move on to 5.2 citizens oversight committee report luanne yes thank you um trustee gettus so um oh great i was just saying uh jack and marin they can um turn on their video and unmute um so this is an annual report coming to the board there's an action item in that we are asking the board to accept um the report and so um this is well i'll let jack go ahead and give us a rundown here but this is just focused on our measure b bonds from a long time ago but we continue to spend those funds and so the oversight is very very important to
038the district and the community so um jack it's all yours and actually we can actually tracy if you want you can put up the report um on video just in case anyone wants to take a look at it um tracy can share that great okay well thank you luanne and hello everyone um as louie mentioned i'm jack calandra i'm the proud father of a crocker seventh grader and uh great to join you all tonight the citizens oversight committee met once since our last update to the board back in june 2020 um that meeting took place last month at the meeting we covered a couple of things or several things um one was we got a project update two we reviewed the latest budget and expenditures three we discussed and agreed an extension of committee member
039terms and finally we reviewed the fiscal year 2019-2020 bond audit report uh prepared by the external auditor which is chaven and associates in terms of project commitments and expenditures since our last meeting almost all of the expenditures and commitments were on district-wide technology projects and there were some nice improvements made to wireless access and emergency notification systems we also got an update on the bond measure funds commitments and expenditures and as of our meeting about 75 of the 2 million dollars in bond funds had been committed and there was about 400 000 that was unallocated and we understand that the district is uh working on uh projects for that that remaining amount of money we also agreed in the meeting to extend our terms typically the terms for the coc are two-year terms we were
040all approved by the board of trustees in august 2019 so our terms would be coming to a natural end um we've agreed to extend those at uh the superintendent's request and um we'll continue to serve until that remaining those remaining funds are are spent and then finally just with respect to the bond audit report there were no findings or recommendations and the report provided an unqualified opinion uh given the covet protocols in place we confirmed with the external auditors that they were able to do a full scope audit even though they were reviewing electronic copies of documents rather than hard copies of documents so based on that audit report uh the budget report and updates that we received and all the information that we've gotten from the hillsborough city school district employees we've concluded that
041the series d bond funds were used in accordance with the measure b ballot measure marion anything you want to add to that um thank you for that report uh jack and the only thing i would add is you know i continue as a former parent in the school district i had three sons who who graduated from both north and crocker um the very um careful deliberate [Music] and transparent way the district um has uh deployed these resources and uh what a pleasure it is to serve on this committee um and and uh have oversight over a process that is is so well well run so um thank you all for that well thank you jack and marin for serving and thank you jack for cheering the coc and then for both of you and the
042whole committee for um agreeing to continue your terms past the uh the two-year original commitment that's uh that's very much appreciated uh trustees any questions or comments and i just wanted to say thank you as well i sat on the coc and i know jack you got elected into chairing this and thank you for preparing the report and your great presentation and marin thank you so much and really really appreciate your willingness to serve beyond the terms and um just help us through uh spending the rest of the bond money any more trusty questions or comments members of the public any questions or comments i don't see any so this is an action item uh would anyone care to make a motion i'm going to approve the assistant's oversight committee report it's a motion by
043ann chen is there a second i'll second second by gilbert why we'll call vote kim olaf hi gilbert y hi greg dennis hi ann chen hi and don guettas i approve uh unanimously the motion passes thank you jack thank you marin and thank you that's uh that concludes 5.2 we can move on to 5.3 uh hillsborough little league webcams luanne all right um thank you trustee gettis uh chase i see you just un uh turned on your video thank you um so in this item here uh we're asking for uh the board's approval uh on you and the idea here and chase will do a very brief presentation to kind of go over a little bit of background about hillsboro little league um but the idea here in a nutshell is to allow access the
044initial um ideas to allow access to people to see the little league games while they were not allowed to be on the field and or to be in the audience and so um it was really spurred on by the kobit 19 and how we could still get access to families and so um i just appreciate uh the idea here to give access and i will also say that um the mou that is in place i did um share that with county council who gives us advice so um got their approval i do know that um one of the questions that just came up was um what about sound um will you have it'll be obviously it's a live webcam we'll be showing the games and um sound is actually okay as long as we have
045signs up and we let people know that they are they are on a live webcam so um that's something that the board may have questions on but i just kind of wanted to preemptively um share that that that that would be um something that we could take a look at and i feel like because we do have a close relationship with hillsboro little league and h rec um that any little nuanced details that we need to work out we certainly would so um chase i'm going to turn it over to you thanks so much thanks for the opportunity so i'm a member of the of the board um and i i i think uh we have a presentation i don't know if we want to do a quick walk through um i think so yeah
046there you go okay perfect um i'll just wait till it you can go to the next slide you don't need to know anything more about me so you know here's here's who we are it's about 470 baseball players uh in hillsborough and i think one of the things i want to call out too is you know obviously a lot of ambiguity with covid and we've had something like 84 85 percent um of our of our prior years players sign up to play again this year and which which when we look at the peninsula is you know it's unparalleled and a lot of that is because of your leadership with testing and the protocols you put in place and so we we we we're not we couldn't be more appreciative um and it's really helped us
047to create an environment for the kids that's safe they get they're outside they're playing i mean they just love this and so thank you so much for uh for all you've done if you go to the next slide so the webcam obviously as you stated it came out of covid right we only allow parents to be there there's a lot of extended family um you want to watch the kids play um and this is something we knew about before coven palo alto little league uses it uh they've had a lot of success with it um and so you know we're about halfway to the seat through the season and um we'd love to get this in place um next slide and so basically what what we're looking for is we would install a camera on
048the backstop between each of the two fields of district um for the minor league and the major league um and we're asking for sort of two by two uh space in the server room a district where we would store some a router um but only only the webcams and we've also procured access to uh internet internet via comcast but only the webcams would use them so we wouldn't we wouldn't be taking any any access from the school or vice versa so we just want to be clear about that um and also from a security perspective only people enrolled in hll would have access uh to the camera um and we just have it on these two fields uh next slide so this is a picture of sort of what it would look like um the
049cameras will only have access to the fields there's obviously a playground to the side a district um that will not be in the view uh there's houses in the background really the the the the lens that will that will be here is really just the fields and the fields only so i just want to make that super clear um there will be data um or sorry there will be video there will be sound none of it will be recorded so this is not a um this is not being used as instant replay or um you know we're not we're not doing a video to look at sort of fundamental coaching and that's not what it's for give opportunity for people to view the do the games from afar which i think what we're all supportive
050of um you know we're asking i mean we're passed in march the season goes through sort of middle of july so the cameras would go on about 10 minutes before the first game which is about five o'clock and the day off at the end of the last game which is 7 30. um it's fully funded by families uh who love the league and then future future funding will come through our league's sponsors and obviously you know this is an experiment um we're excited about it but you know if things don't go as we expect i mean certainly um we don't take it for granted um we're more than happy to put signage up in in the areas to let people know there are cameras going um and anything anything else we need to do to
051make sure this this can happen but i i can tell you the families are super excited about this you participate in the league it's a great chance for also extended families who live afar to to to watch their their their nephews their you know um you know guy children whatever um so i think it's a great initiative we're really excited about it and just looking for your endorsement to move this forward and that's all i got uh thank you chase um trustees any questions or comments about this hll proposal for webcams members of the public do you have any questions or comments about the webcams i don't see any uh comments from the public either so uh by the way which is a great solution to a to an ongoing problem so uh i i
052hope uh i hope the parents appreciate the opportunity to take a look uh anyone care to make a motion i'll make a motion i move that the board approved a memorandum of understanding between the hillsborough city school district and hillsborough recreation and hillsborough little league all second demotion so motion by gilbert second by don uh roll call vote kim olaf hi gilbert y hi greg dennis hi anne chen hi and don gadis aye passes unanimously thanks chase look forward to seeing it uh so we shall move on to 5.4 of the 457b plan resolution cbo george shen hi good evening um our school district has been sponsoring uh eligible deferment compensation plan for eligible employees basically allowing the employees to set aside a part of their salary mostly toward retirement and the plan started in
0532002 and was amended and adopted again in for all those years uh we have been working with massmutual and who also use uh uh hartford um as their broker or you should a per um a plan provider so resolution 2021 dash 02 is to allow the district to also add american fidelity as an additional plan provider to the employees so that if someone chooses to invest their retirement not on mutual fund they can use american fidelity by the way mass mutual was recently was acquired by empower in december 2020 so and this resolution would also allow the district to use admin partners as a third party administrator and that there will be response for dispersing funds and according coordinating the disbursement and and also make sure the uh no one is going over the cap
054and then keep the district compliant so i reach out to multiple third party administrators and i received the three proposals and the one from met at the at the admin partners was the most competitive and the good thing is that we have also been using um admin partners as our third party administrator for our full 3b plan and have great relationship so uh costco district is very minimal a one-time plan design preparation is 375 ongoing will be 100 a year and also uh two dollars per um plan an active participant per month to maintain a plan um and then the letter fee potentially will be picked up by american fidelity or by empower and we're still working on that so i just recommend that the board approve this resolution 2021-02 to amend and restate the
055district's uh existing 457b deferred compensation plan and then i'm also happy to answer any questions trustees any questions or comments for choice members of the public any questions or comments seeing none um we can uh i can make a motion to uh approve resolution 2021-02 amending and receiving the district's 457b deferred compensation plan is there a second all second second by gilbert y uh roll call vote kim olaf hi gilbert why aye greg dennis aye ann chen hi and don guettis aye passage unanimously thank you joyce thank you brings us to 5.5 expanded learning opportunities grant plan draft matthew lindner all right thank you very much i will share my screen um with ab 86 with the passage in signage of that by the governor a large chunk of money was set aside for districts
056over this year and next school year to help them uh basically recover from the coca-19 pandemic and in that along with that funding we get to write a plan so um as the writer of plans i'm bringing forward just a draft for you to be able to see tonight there's really four sections that we have a narrative in and then there's a budget piece which joyce has helped um to get that filled in the plan outlines seven different areas in which uh the funds can be spent over this current school year and the next school year and so as we've talked about multiple times and we've done so much work to be able to get students back to in-person learning we're looking at some of the things that we may have done that have helped
057to increase and improve services for students over this year as one of the ways that we're spending some of the funding we have in hillsborough will we will be getting an allotment of about a million dollars 500 000 this school year and 500 000 next school year it all has to be spent by um august or the end of august of there is a time limit on this as well so on the screen you can see that there's seven different areas the first one is about extending instructional learning time so that could be length of day it could be number of school days those are some of the examples but it all or like inter sessions so if there were over breaks there were additional programs or summer programs um but it also talks about
058the very last part here services provided to students based on their learning needs which increases instructional time one of the ways that is interpreted is as additional paraeducator or educator support so some of the funds could be used in areas to actually increase some staffing to support student needs the second one talks about acceleration and accelerating learning progress to close any gaps that may have been found or persisted and they it lists a few examples of tutoring some learning recovery programs and then educator training for certificated and classified staff number three talks about integrated supports for students so particularly around health counseling mental health services school me meals so some of those additional critical supports that students need in order to be academically successful number four and number five are two areas that don't particularly
059apply to us partly because of co well both because of context so four is community learning hubs to provide access to technology and internet that's really not a need for our district and um number five is really about credit recovery which because we're not a high school district that's not something that really applies and then six and seven six for any additional academic services um and related to assessments so assessment tools that we might need or training assessments um and then uh training for staff and number seven around trauma-informed practices as one area to engage students and families in addressing social emotional health and academic needs so for us in hillsboro where our funds will likely be spent would be in areas of one two three six and seven so up in the plan i'm
060just gonna scroll through here too and i've written draft across the back and across all the narratives so everyone knows um there are a few different areas so first we talk about how people were involved how um teachers parents and school staff were involved in the plan so i've just written out a narrative about what we had done last year as we were preparing to come back to school so there was a return to school teams a lot of input gathered along the way about what we wanted school to look like how we were working to make sure that we had ratios of students so that we could actually get students back in class which included hiring additional educators and para educators for support and then looking into how we might move this forward we
061had some work with lynn wendell she did focus groups for students parents um and the community and for school staff around sort of what we've learned and how we take some of that moving forward so some of that work is being used to help formulate what this looks like additionally this has been shared out with staff to receive input and it will be shared out again for additional input as we start to finalize um where it makes the most sense for us to spend um spend our funds in the second section describing how student needs will be identified we really want to look at what the metrics so any kind of data that we're collecting particularly around attendance academic data students that are coming up on our radar is needing additional supports really using those
062measures any kind of screening any kind of unit type assessments as well as attendance office visits interactions with counselor that's starting to we're starting to see like a pattern there to really start to figure out what kinds of services we can use to support students and then a description so just a short description of how parents would be informed so of course through the draft plan and through updates on ways that we're supporting students but also for anyone who would be offered additional support that might be outside of a school day for example that would be communicated directly to families and then anything where it really was specific to a student that would be outside of sort of a larger program that that would be communicated to families either in writing or well writing or
063in discussion the biggest part of our plan is really this last part which is what would we do to provide supplemental instruction so what are we going to use the the funds for that can really help us and so the first chunk of bullet points are some of the things that we've done over this year which include some adjustments to the fte so that's full-time equivalency for some of our staff there was some adjustment there so that we were able to actually create a program that allowed um most students to be able to cut all students who wanted to to be able to come back we've also received some guidance that things such as epe and cleaning and testing that those can also be considered for this grant as well so i'm not going to
064read all of them there you can see them but in the second area too and thinking about well as we move into next year how might we use this there was um particularly from staff there was interest in looking at the para educator support and how we might um how we might increase some of that support and so really considering using some funds and there are in the fiscal requirements there are some requirements for us to use a certain portion specifically for paraeducator support um and hiring and the idea that i've just shared with me around that is um to help increase the fte of some of our para educators who maybe had some of that fte reduced due to covin to really help increase that back up and ideally i would say for us
065is really thinking about how it can help use additional support in classrooms from our para educators along with that it's additional training for them so that they have the same training that our educators that our classroom teachers and specialists have and then a few areas like orton gillingham training training around acceleration training around trauma-informed practices as things for us to look at spending some additional time and resources on sel supports were brought up and you can see i have a such as within whitsey's there so again it's a draft so we that's been brought up but we need to sort of more fully um elaborate what kinds of sel supports um and then also looking at things like expanding um the reading specialist role right now our reading specialists um tend to focus mostly on
066our students in our k through three and to really look at that like is there a way that we go k5 with that or that maybe there is for example um one reading special like we'd have our three at the sites and then one that might work really with upper grade we also want to look at mathematics um what we've seen nationwide with the kobit 19 pandemic is that actually in literacy students have really um any sort of slide really hasn't been much in literacy but mathematics is where we've seen a lot of this slide nationally in our info in our data we haven't particularly seen that yet um but we will see it'll be interesting when we give the casp assessment we'll see if that shows up but again that information is going to
067come after the year is out so i think we want to be really thoughtful in preparing for that um and thinking about how will we support additional learning and mathematics and that might be through somebody who could provide specific support and acceleration for students there and then of course any additional mental health supports that we can provide to students so this is a partial list it's things that have been shared that we'll want to dig into and be a lot more clear about when we bring this back to the board for adoption in may it does need to be adopted by june 1st so um unfortunately i can't ask for it to be adopted along with our lcap and our previous lcap and learning continuity plan updates um but you know we'll get to space
068that out and i'll get to talk about those more in june and this again in may and then underneath that is the expenditure plan so as i said our ceo joy shen has laid out based on some of the big things that we've talked about just a planned expenditure piece in there which will likely be revised when we come back in may for adoption and that is it and then there's just a little section there um about some other grant funds um that where we had to connect some of it to as well i'm happy to take any questions or comments or input from the board or public uh thank you matthew uh so can you just convert so this is a new revenue that uh the district will be able to receive uh we
069have to approve a plan and then what is the timing of the revenue itself so uh joyce can speak a little bit more to that but we should be getting some of it quite soon and then the other chunk comes a little bit later joyce do you want to clarify yeah it's estimated we'll get a zombie in may maybe 50 or 40 and the remainder comes in august and we have up to august 31st 2022 pretty much little after the end of next school year to spend everything did so so may is also when we would actually vote on this you're going to bring it back next at the board meeting next month would some money potentially come in prior to us voting on it i mean uh you're probably uh what time is the
070board meeting for august for may usually probably not because the way it does this date will disperse money to the county and the county will allocate it to the school district by transfers we usually see the uh toward the end of the month but i would say it's pretty much a guarantee and that the timing we don't have much control as far as which time during the month we'll get it but we can count on receiving this money that's all i can say uh thank you trustees questions and comments greg um it's it's it's probably likely we won't see this kind of one-time money again for a while especially a district that's funded like we are you know basic aid a lot of lcff districts get one-time funding and we were also pretty low um
071i i read either this report or another report method that we are qualifying for a little bit more federal title money but we don't get big title one um allocations so that being said i wanted to say i really appreciate i thought the report was very well written straightforward and i really appreciate all the deliberate thinking that's going into spending you know a million dollars that we might not see this kind of thing again so i really appreciate it so thank you thank you and i would say some of our thinking too is knowing that this is one time so how can we make the most of it and not use it to begin something we rely on that we then um so it's a we have to be really thoughtful so thank you for
072for seeing that other trustee comments members of the public any questions or comments on this report and i see there there is a comment in the public um see allowed to talk uh mark go ahead you can unmute hi uh matthew if we create more positions or move people back to full-time who were part-time and the funding goes away in 24 months how do you not make it worse in 24 months for all the staff members matthew you're welcome to respond if you wish sure i i was like i'm not sure if i understand i want to follow protocol thank you um no it's a great question so one of the things that we want to think about is how do we if we increase for staff is it something that we can do sustainably
073or can it be done in a way that is a this is a one-year one-time kind of thing um where we are able to help support our students so if it is it might be around you know funding for learning or if there's like let's say a position that is that this is a one year role of doing this and we're and then we're also you know as part of that you try to learn what are some of the things that you can then also incorporate so is there additional learning that we can then take on that can then go into the classrooms hey thank you matthew mom uh yeah greg just to add to that at least at least with certificated there's such a thing called categorically funded certificated employees and this would qualify
074as that since it's a it's a one-time grant type thing and the law for those positions does allow one to reduce the position back when the categorical funding runs out with classified there's there's a little bit more complication to it but by and large there are um accommodations if you will that are made when there is one-time funding like this um if you do it the right way so don't connect something go ahead choice yes um the the requirement to come that comes with the funding also allow districts to apply expenditures effectively july 1st and i have discussed with uh matthew and luanne i know that we have to come up with very concrete um this expanded learning program and then so matthew spent all he wants you know i do pd and provide more
075services but uh the remainder we we actually have already incurred a lot of expenditures uh because we started the opening schools very early compared with other districts in the state and so it's not like that we have the whole 1 million to spend and we don't know how to spend it we actually can apply quite a bunch of expenditure to the existing expenditures but always the plan comes first whatever is needed by education well you sort of use toward that purpose first i just want to add that all right thank you joyce all right trustees uh questions comments looks like we can wrap this up thank you matthew thank you joyce joyce can stay for 5.6 preliminary budget 20 21 22. okay thank you dom um this is a very simple i'm going to have
076a one executive summary and one preliminary budget multi-year projection for the general fund would you like me to share screen or just to talk through it it's it's actually pretty simple unless people have questions why don't you share the screen yes if you could okay all right the first part i'm going to share is uh just the executive summary because these are the major points and then um for this multiple projection the property tax increase i we used it was a 4.07 as luanne pointed out the write the next day after i finalized is a 4.1 and i just checked it's still 4.1 so i went a better position than when this mrip was uploaded and as greg mentioned we do have title one and title two title four funds and then come in different
077amounts and i hope everybody realized that this executed summary actually has two pages so this is what it is um title one is you know we estimate together thirty thousand dollars that next year probably is fifty thousand title two this is something we already have and then we use it for pizza and for the new different uh to train the new teachers the title three is very minimal but matt and i we feel like you know we actually used another school district to pick back their uh their agreement with the state because the amount is so small we just want to grab it and it can be used on students and title four we don't we're not going to get anything this year but estimate 10 000 next year um so the rest is the
078asset ii uh district that did not get as the one and that was also based on title one um census results we did not get any for the first run so one but if we got it and the money would go to the independent score so in our case would be crystal springs and this is asset two or it's estimated we're going to get some money and then we actually get to spend it so that's a good thing and the rest is the 1 million dollars that matthew just presented about and then what i put here is based on what i was told is 50 that comes in may which will be this year and another 50 to come in um next year what i want to point out is that you will see 70
079uh here the 70 thousand 781 dollars and that's a 10 of the expanded learning opportunities grant that must be spent on para educators so and we have um ideas with discussing the developing ideas how we can use that funding toward our para educators and to increase the services for our students um beyond that so the fte and pretty much is a level we hired the temporary instructors i mean teachers to meet our needs for during a covet you know reduce class sizes and then create a small cohorts and so and that's what we're supposed to we're going to go back to normal so we're going to reduce that fde um even though it won't be a significant savings um because the teachers were hard over temporarily and some other stuff that not in this now
080i can switch to the nyp here so if you if you look at the myp compare that with the second intro one and you actually will see that for a budget year 21 22 and at 22 23 um the deficit even for this year deficit has significantly reduced because of the 1 million dollars you know the money that it will expect to receive and that really helps us to reduce the deficit um but the other stuff that's not in this nyp one is um state unemployment insurance and we know all this um yeah so but anyway it's big because of kobe right people are unemployed now the state is uh raising the unemployment insurance from 0.05 percent to 1.23 and that's it that is a 24.6 times increase from what we have had i i
081have remembered like 0.05 forever it has always been that way but now we're seeing a spike so it's going to cost us and the state does not have a plan how to support a district so and it's something that is not in here that will need to be updated and the next next budget update and also the iet education presentation system is not in the future your budget either and pers just approved at their final rate for first contribution and it's slightly higher than uh what we were told before so you will be updated as well and as stuffing um changes and it's updated there will be some other changes um to this um module projection and along with the whole budget packet so i will give another update in may until we have the
082budget for public review at the first june board meeting questions uh could you stop sharing your screen sure thanks trustees any questions for joyce and i'm not saying uh let's see maybe i could do it for you yeah could you please i minimized my screen okay now i find it okay thank you all right trustees questions or comments for joyce on the preliminary project don't see any members of the public questions or comments i will say i'm very excited about the additional million dollars in revenue and the improvement to the bottom line over the next few years that's that's great okay i don't see any uh questions from the public as well so uh this is just an information adam thank you very much joyce you're welcome that moves us to 5.7 um next school
083year board meeting dates luanne great thank you and trustee get us tracy can you go ahead and share the document um so trustees i'm uh sharing just some draft um dates tonight uh for our board meetings next year and then what i would like to do is if we make a decision on all of these is to go ahead and just put this on the consent agenda um for our next meeting and so i just briefly want to take a look at it and you know the other thing too is i could also just share this with you tonight and then we can come back and discuss it um at the next meeting so whatever your pleasure is on this but um as you take a look here a couple of things um we want
084to be sure that we move away from yom kippur in september so that would make it the 14th um you could see that wednesday october 13th there and i just kind of put some information there we have a pd day on the 11th now the november date uh veterans day is the 11th and that is a day that will be a holiday in our district it falls on a thursday um so we could have our board meeting we still could have it on the 10th we just find that a lot of folks um maybe not so much engaged before holidays so we may want to do that on tuesday and then when we get to um december we have winter break that's obviously closer to the 15th and the 8th sometimes we have to do
085it on a certain date because of an election year but that is not the case this year so we could do the 8th or the 15th after winter break um we tend to want to do it later because folks are just getting back from winter break and we always have to have everything um to the district office to karen before uh the week before we have the board meeting and then you can see february um march just a heads up we had some pd days um earlier before the 16th and then we just have you know april may and june so if the board has any um pressing needs or would like to recommend dates i'm happy to mark those down and then bring this as a consent item next time any board calendar uh
086greg greg no that's not your hand that's ann i already know i'm not going to be here on august 11th okay so we can look at a different date on that do you have a window anne of when you will be available i'm going to be gone that whole week but i think the week before okay um so let me take a look at that okay any other um conflicts or anything else we want to take a look at gray great i may not be available sorry i may not be available september 14 okay in fact i don't think i will be so will you be gone that week or is it should we look for a whole different week um no just that day okay got it okay do any trustees have in particular
087any comments on the months that have two dates suggested kim on the december meeting i would just put a vote in for the earlier the december 8th just based on apg and all the going ons of holiday and treating our staff that tends to be really busy the week before break um so if we can do it on the 8th i think that would that would be great don can i amend what i said yep i'm available that same week only the 13th and 15th um if the board proves or recommends we could do it on we should not do it on the 15th but we could do it on the 13th if that's yeah just whatever works for everybody else okay so lou and you'll um i guess make uh specific choices for all
088of these options and come back to us in a month with a proposed calendar there's no preference for the january or the march i'm happy to work with you trust get us and just date on those okay and then trustee chen i can work with you on looking at your availability and then bring that back to the board thank you uh thank you so uh so that ends the current business uh that moves us to item six public hearing for items not on the agenda if any members of the public have any items that are not on tonight's agenda that they wish to address to the board now would be the time to raise your hand i don't see any so we'll move on to item seven the consent agenda do any trustees wish to
089pull any items off the consent agenda gilbert i'd like to pull the personal action report okay 7.1 any other items prestige no then i will move uh to approve 7.2 through 7.7 is there a second second second by ann chen uh roll call vote kill moloff hi gilbert y hi greg dennis aye ann chen hi and don guettas aye so the consent agenda seven two three seven seven passes unanimously we return to seven one gilbert y hi there yeah i wanted to uh recognize that we have received the letter of retirement from barbara nelson and i just wanted to spend a few moments making uh some comments on her service to the district [Music] barbara has spent the last 12 years of her 39-year career at south school and while at south school she has
090led our tiger learning center she is viewed as a dedicated individual a professional dedicated to advocating for our students and the tiger learning center is really an integral part of the culture and fabric at south school because of barbara's passion and commitment to serving our students who have unique needs uh in the past she's been a recipient of our tony award which is given to uh select staff members and teachers and introduce a service dog as part of her program she had originally planned to retire last year but it took her a year to fully absorb and make pull the trigger so that's what she's doing right now so we are grateful for her uh spending her 12 years 12 years over her with us and we thank her for her service and wish her
091well thank you gilbert would you care to make a motion yes i move that we approve the personal action report 701 i second that motion uh roll call vote kim oluf hi gilbert y hi greg dennis aye and chen hi and don guettis aye pasadena item 7.1 that moves us to item eight communications and board item discussions do any trustees have any communications or board item discussions to present to the group i don't see any so we'll move on to item nine public address concerning items on the closed session agenda uh there is a closed session do any members of the public have any comments for the board on the close session agenda you can raise your hand at this time and i don't see any raised hands so that allows us to adjourn the
092regular meeting at 7 19 pm uh thank you all for coming tracy you can stop recording uh